Established in 1844, our Journal is one of the oldest in the country. To learn more about the Journal and how to submit articles, please visit https://lsms.org/page/JLSMS.
ANNUAL MEETING 2024
SPONSOR & EXHIBITOR PROSPECTUS
AUGUST 1 - 3, 2024 SANDESTIN GOLF AND BEACH RESORT BAYTOWNE CONFERENCE CENTER 9500 GRAND SANDESTIN BLVD. MIRAMAR BEACH, FL 32550
2024 ANNUAL MEETING
Since 1878, the Louisiana State Medical Society (LSMS) has shaped and impacted the medical profession. Today, our members represent the entire state, all specialties, a diverse group of demographics, and multiple practice settings within the healthcare community.
August 1 – 3, medical professionals from across Louisiana will be joined by public health leaders at our reorganized House of Delegates and new Annual Meeting.
As the LSMS maps out our 2024 Annual Meeting, we invite you to be a key part of its success by joining us a partner. The enclosed packet contains an overview of valuable partnership opportunities which will put your organization in front of Louisiana’s medical community.
After you review the enclosed materials, we welcome the opportunity to discuss your partnership.
HOUSE OF DELEGATES The House of Delegates (HOD) is the legislative and policy-making body of LSMS, composed of elected and special delegates from across the state. The HOD transacts all business of the society, elects general officers, adopts an annual budget, and establishes the official policies of the society.
INAUGURATION PARTY An Inauguration Party will be held to honor LSMS’ 144 th President. Complete with entertainment, food, and beverages, the Inauguration Gala is an event you do not want to miss!
ANNUAL MEETING 2024
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PARTICIPATION
The LSMS Annual Meeting offers your organization the opportunity to connect with our members from around the state and increase your exposure, providing maximum return on your investment.
16%
OTHERS: ANESTHESIOLOGY, CARDIOLOGY, DERMATOLOGY, RADIOLOGY, NEUROLOGY, ORTHOPEDICS & PAIN MANAGEMENT
50%
PRIMARY CARE
10%
SURGERY
9%
ENT
6%
EMERGENCY MEDICINE
4% 5%
PSYCHIATRY
OPTHALMOLOGY, UROLOGY & NEPHROLOGY
NUMBER OF MEMBERS INVITED 254
ANNUAL MEETING 2024
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PARTNER WITH PROGRESS WHERE KNOWLEDGE MEETS SUNSHINE!
Gain exposure for your company by taking advantage of one of the following opportunities for the 2024 Annual Meeting. A partnership with the LSMS goes beyond marketing and brand recognition, it provides an invaluable connection with Louisiana’s top physicians. Select from the list below to get creative or provide an in-kind sponsorship, give us a call to discuss additional opportunities. Please note: all booths and sponsorships are available on a first-come, first-serve basis. 1 available per option unless otherwise noted. In addition to recognition with your selected sponsorship, all exhibitors and sponsors are invited to attend the Welcome Reception and will receive the LSMS room block rates 3 days prior to, during, and 3 days post event. Your company name will also be included:
• •
On event landing page
On partner display board at event
• In sponsorship mentions during the event • On “Thank You” materials to entire membership SPONSORSHIP DEADLINE APRIL 15, 2024
All sponsors muse submit the sponsor agreement, payment, and company logo to Terri Watson, terri@lsms.org, by April 15, 2023. If the artwork is not received by the above deadline, only the sponsor’s company name will be placed on the appropriate signage. Vector artwork is required.
TERRI WATSON TERRI@LSMS.ORG
SPONSORSHIP OPPORTUNITIES
EXHIBITOR BOOTH | $1,700 Includes:
CUSTOM SPONSORSHIPS COFFEE/TEA STATION | $2,500
Provide coffee and tea to the attendees on Friday and Saturday. A sign with your company logo will be displayed on the table. WI-FI SPONSOR | $3,000 Provide Wi-Fi to all conference attendees on Friday and Saturday. A card will be given to each attendee with the available wi-fi code, company logo and a QR code that links directly to your company webpage.
• •
6’ skirted table and (2) chairs
An identification sign
• Company logo on all materials and partner signage • 2 tickets to the Inauguration Party • Breakfast on Friday and Saturday • 2 boxed lunches on Friday
ANNUAL MEETING 2024
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SPONSORSHIP OPPORTUNITIES
CUSTOM SPONSORSHIPS - CONTINUED AUDIO VISUAL SPONSORSHIP | $2,000 (5 AVAILABLE)
CHARGING STATION SPONSOR | $500 (3 AVAILABLE) Provide attendees with a place to charge mobile devices and tablets. Your company logo will be displayed. INAUGURATION PARTY CONTRIBUTOR | $1,000 (NO LIMIT) Contribute to the party and your company logo will be included on appropriate signage and mentioned during the event. EVENT SPONSORSHIPS WELCOME RECEPTION | $5,000 Take advantage of the opportunity to sponsor the opening Welcome Reception. This sponsorship includes an introduction to attendees, an exhibit table, and appropriate signage with your company logo. BREAKFAST | $3,000 (2 AVAILABLE) Expand your exposure and sponsor breakfast each morning for the attendees. This sponsorship includes an exhibit table and signage with your company logo. SMORES AT THE BEACH | $1,000 (2 AVAILABLE) Sponsor this fun, family friendly after dinner activity on Saturday night at Baytowne Marina Beach. INAUGURATION LUNCHEON | $7,000 This elite sponsorship allows a representative from your company to introduce the current President and includes your company logo on signage. Includes 2 tickets to the Luncheon and an exhibit table. INAUGURATION PARTY | $15,000 This exclusive sponsorship allows a representative from your company to introduce the newly installed LSMS president immediately before the champagne toast. Appropriate signage with the company logo. Includes 4 tickets to the Inauguration Party and an exhibit table.
Sponsor audio visual equipment for one of the meeting spaces. Your company name and website will be featured on a separate sign displayed outside the selected room. NAME BADGES | $2,000 Your company logo will be included on attendee name badges. A QR code sticker linking directly to your website will be placed on the back. LANYARDS | $1,000 Put your company’s name in the hands of conference participants as they register by providing badge lanyards to attendees. BEACH TOWEL SPONSOR | $2,500 Provide attendees with a plush & quick dry oversized beach towel pressed with your company logo. BEACH CUP SPONSOR | $1,200 Your company logo imprinted (1 color) on a 16oz vortex tumbler for each attendee. BEACH BAG SPONSOR | $1,400 Provide attendees with a jute tote imprinted (1 color) with your company logo. DESSERT SPONSOR | $1,500 Provide attendees with a sweet treat on Friday afternoon. Your company name will be mentioned along with signage near the table. KIDS ACTIVITIES SPONSOR | $500 Provide fun activities for children of attendees during selected time periods.
ANNUAL MEETING 2024
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SIGN ME UP!
THANK YOU for choosing to sponsor the 2024 LSMS Annual Meeting in Miramar, FL! Once you’ve had time to fill out the options below, email your completed form to LSMS VP of Administration & Finance, Terri Watson, terri@lsms.org, or fax to 225.768.5601. Please direct any questions to Ms. Watson at 225.763.2300.
(Please check all that apply) 2024 SPONSORSHIPS EXHIBITOR BOOTH PRICE | $1,700
Company:
Contact Name:
Title:
Address:
CUSTOM SPONSORSHIPS COFFEE/TEA STATION | $2,500 WI-FI SPONSOR | $3,000 AUDIO VISUAL SPONSORSHIP | $2,000 NAME BADGES | $2,000 LANYARDS | $1,000 BEACH TOWEL SPONSOR | $2,500 BEACH CUP SPONSOR | $1,200 BEACH BAG SPONSOR | $1,400 DESSERT SPONSOR | $1,500 KIDS ACTIVITIES SPONSOR | $500 CHARGING STATION SPONSOR | $500 INAUGURATION PARTY CONTRIBUTOR | $1,000 EVENT SPONSORSHIPS WELCOME RECEPTION | $5,000 BREAKFAST | $3,000 SMORES AT THE BEACH | $1,000 INAUGURATION LUNCHEON | $7,000 INAUGURATION PARTY | $15,000
City:
Cell Phone:
Email:
Checks and the completed form can be mailed to: Louisiana State Medical Society 5555 Hilton Avenue, Ste. 420 Baton Rouge, LA 70808 Complete the form below for a credit card payment.
Name of Cardholder:
Billing Address:
Type of Card:
Card Number:
Exp Date:
CVV:
Email confirmation:
Signature:
ANNUAL MEETING 2024
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RULES & REGULATIONS
1. EXHIBIT PURPOSE Exhibits are intended for educational and informational purposes. No materials/equipment may contain inaccurate or misleading information. The LSMS reserves the right to determine if an exhibit meets the objective and standards of the LSMS. Exhibits should compliment the meetings and sessions by enabling registrants to see, hear, examine, question, and evaluate the latest developments in equipment, supplies and services relevant to medical professionals. 2. ELIGIBILITY TO EXHIBIT Exhibitors shall agree to meet the objectives stated above. Exhibitors shall not sell merchandise or services in the exhibit area. No product, apparatus instrument, device or drug that is the subject of litigation pending before the Food and Drug Administration may be exhibited; products, etc., in cases of pending compliance or non-compliance with the FDA may be exhibited if a disclaimer is posted stating, “FDA LISTING PENDING.” All products or services exhibited shall comply with all state and local regulations and with all FDA regulations for such products and services, except as provided above. 3. ASSIGNMENTS OF EXHIBITS Booth assignments are accepted on a first-come, first-served basis. Space assignments will be made in order of receipt and as space permits when payment is received. All COMPLETED CONTRACTS AND PAYMENTS MUST BE SUBMITTED TO the LSMS PRIOR TO APRIL 15, 2024. 4. INSURANCE Each exhibiting company shall insure itself against property loss or damage and against liability for personal injury and, upon request show proof of such insurance. The LSMS will not be liable for damage or loss of property. 5. PAYMENT AND CANCELLATION Booth space is guaranteed upon payment. Full payment shall be received with the completed contract to reserve booth space. No company will be allowed to exhibit unless the exhibit fee is paid in full. All booth cancellations must be submitted to the LSMS management in writing. In the event of cancellation of exhibit space by the Exhibitor, it is agreed that the actual damages which might be sustained by the LSMS by reason of such cancellation is uncertain. Cancellations made between April 15, 2024 and May 15, 2024 will be refunded at one-half amount. No refund will be granted after May 15, 2023. 6. REGISTRATION AND BADGES All exhibitors are required to register personnel in advance on the exhibit space contract provided by the LSMS. Each representative of an exhibiting company shall wear their conference badge at all times in the exhibit area. 7. MOVE-IN AND MOVE-OUT SCHEDULE Exhibitors shall have their items moved in and set up by 4:00 pm on Friday and may not move out any earlier than 12:00 pm on Saturday. Exhibitor is responsible for disposing of empty boxes that do not fit in the disposal units provided. 8. EXHIBIT ACTIVITIES All business activities, circulars and advertising materials of exhibitors shall
be conducted and/or distributed within the exhibit area only, unless specific permission has been granted by the LSMS. No materials may be placed on seats nor tables attached to any surfaces or ceilings in the exhibit hall or within the seminar rooms unless it is specifically approved by the LSMS . The main aisle of the exhibit area shall remain clear at all times. The LSMS reserves the right to restrict exhibits that detract from the general character of the display. This reservation includes persons, objects, conduct, printed materials, or anything of a character that may be objectionable to the exhibits as a whole. Expulsion of /or restrictions placed on an exhibitor may not give rise to a claim for any refund of rentals or other exposition-related expenses. Exhibitors shall be responsible for any damage done to the facility by themselves or by their employees. Exhibits shall be staffed constantly during move-in, exhibit hall hours and move-out for safety and security of equipment, products, displays, etc. Exhibitor agrees to obtain the appropriate copyright license(s) if they utilize any type of copyrighted music, literature, photos, etc., in their exhibit display. No exhibitor material may extend beyond the boundaries of the exhibit space or exceed the 8-ft. height restrictions. 9. SALES, ORDER-TAKING AND CANVASSING BY NONEXHIBITORS The exhibit area is limited to registered attendees and representatives of exhibiting companies of the LSMS Annual Meeting, as well as employees. No other persons will be permitted to demonstrate their products or distribute advertising materials in the exhibit area. A sale is interpreted as any activity that could be subject to sales tax, the exchange of money or the acceptance of binding contracts/order forms. Order forms intended for distribution are acceptable. 10. SUBLETTING OF SPACE Exhibitors may not assign, sublet or apportion the whole or any part of the space allocated. 11. SECURITY Exhibitors are strongly encouraged not to leave items of value unattended in exhibit space. LSMS and Baytowne Conference Center are not responsible for loss of any materials, equipment, products, etc. 12. LIABILITY The exhibitor indemnifies and agrees to hold harmless the LSMS and Baytowne Conference Center and their officers, directors, members, employees and agents from and against any action losses, costs, damages, claims and expenses (including attorney’s fees) arising from any damage to property or bodily injury to exhibitor, his/her agents, representatives or employees by reason of the exhibitor’s occupancy or use of the exhibition facilities. Upon signing the contract, the exhibitor expressly releases the foregoing institutions, individuals and committees from any and all claims for loss, damage or injury. This also includes the period of storage up to and following the conference. 13. CANCELLATION OF CONFERENCE Should any situation beyond the control of LSMS arise to prevent the 2024 LSMS Annual Meeting, LSMS will not be held liable for any expenses incurred by the exhibitor.
ANNUAL MEETING 2024
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TENTATIVE SCHEDULE
THURSDAY | AUGUST 1, 2024 TIME
EVENT
ROOM
2:00 PM – 5:00 PM 2:00 PM – 5:00 PM
Board of Governors
Jasmine
Past Presidents Advisory Council
Oak Boardroom Azalea Foyer Azalea Foyer Azalea Foyer
4:00 PM 4:00 PM
Exhibitor Set-Up
Registration
5:30 PM – 7:00 PM
Welcome Reception with Exhibitors
FRIDAY | AUGUST 2, 2024 TIME
EVENT
ROOM Foyer
7:00 AM
Registration
8:00 AM – 9:00 AM 9:00 AM – 10:00 AM 10:00 AM – 11:00 AM 10:00 AM – 11:00 AM 11:00 AM – 11:15 AM 11:15 AM – 12:15 PM 11:15 PM – 12:15 PM 12:30 PM – 1:45 PM 1:45 PM – 2:30 PM 2:15 PM – 2:45 PM 3:00 PM – 5:00 PM 3:00 PM – 4:00 PM 3:00 PM – 4:00 PM 7:00 PM – 10:00 PM
Breakfast with Exhibitors
Foyer/Azalea I Ballroom
General Session – Keynote Speaker
Azalea Ballroom I
Breakout #1/CME Breakout #2/CME
Camelia I Camelia II
Break with Exhibitors Breakout #3/CME Breakout #4/CME Inauguration Lunch Dessert with Exhibitors
Foyer
Camelia I Camelia II
Azalea Ballroom I
Azalea Foyer
Committee on Rules, Order & Business
Cypress Boardroom
Opening Session HOD Breakout #5/CME Breakout #6/CME Inauguration Party
Azalea Ballroom II and III
Camelia I Camelia II
Grand Lawn
SATURDAY | AUGUST 3, 2024 TIME
EVENT
ROOM
8:00 AM – 9:00 AM 9:00 AM – 10:00 AM 9:00 AM – 10:00 AM 9:00 AM – 10:00 AM 9:00 AM – 10:00 AM 10:00 AM – 12:00 PM 10:00 AM – 12:00 PM
Breakfast with Exhibitors
Foyer/Azalea Ballroom I
MSS Caucus
Cypress Boardroom
Breakout #7/CME YPS and RFS Caucus Breakout #8/CME Panel Discussion House of Delegates Smores on Beach
Camellia I
Oak Boardroom
Camellia II
Jasmine
Azalea Ballroom II and III Baytowne Marina Beach
8 PM
ANNUAL MEETING 2024
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