The host city this year is San Antonio, Texas. The annual convention and exhibition of the American Association for Respiratory Care (AARC) will be held December 5–8, 2009 at the Henry B. Gonzalez Convention Center. Exhibit dates will be December 5–7.
Annette Phillips, Exhibits Coordinator
American Association for Respiratory Care
9425 N. MacArthur, Ste 100
Irving, TX 75063-4706 USA
Direct (972) 406-4653
Main (972) 243-2272
Fax (972) 484-2720
Congress Program Dates and Hours
|Saturday–Tuesday, December 5–8||08:30 A.M.–5:00 P.M.|
Exhibit Dates and Hours
|Saturday, December 5||11:00 A.M.–4:00 P.M.|
|Sunday, December 6||11:00 A.M.–4:00 P.M.|
|Monday, December 7||11:00 A.M.–4:00 P.M.
Free access after 12 noon
Exhibitor Registration Hours
|Thursday, December 3||10:00 A.M.–4:00 P.M.|
|Friday, December 4||08:00 A.M.–6:00 P.M.|
|Saturday, December 5||07:00 A.M.–4:00 P.M.|
|Sunday, December 6||07:30 A.M.–4:00 P.M.|
|Monday, December 7||08:00 A.M.–12:00 P.M.
Free access after 12 noon
|Thursday, December 3||08:00 A.M.–5:00 P.M.|
|Friday, December 4||08:00 A.M.–5:00 P.M.|
Exhibit installation must be completed by Friday, December 4, 2009, at 5:00 P.M. The AARC and FREEMAN, the official service contractor, may, without incurring any liability for damage or loss, install property of any exhibitor who has failed to do so at the sole expense of the exhibitor.
|Monday, December 7||04:30 P.M.–8:00 P.M.|
|Tuesday, December 8||08:00 A.M.–12:00 noon|
Any exhibiting company dismantling before 4:00 P.M. on Monday may lose priority points and/or not be allowed to exhibit at any future meetings.
Official Service Contractor
FREEMAN has been designated as the official service contractor and audiovisual provider for the AARC 55th International Respiratory Congress. Order forms will be in the Exhibitor Kit which will be e-mailed to confirmed exhibitors in September. Customer Service representatives will also be available at the on-site service desk to answer questions and process orders beginning, Thursday, December 3 at 8:00 A.M.
Non-Official Service Contractors
Non-official service contractors must return a completed Work Authorization Form to the AARC by Friday, November 13. Forms will be included in your Exhibitor Services Kit.
Exhibitor Services Kit
Projected mailing date is September, 2009. All of the forms from the independent contractors used during the show will be included. Please direct any questions to the contact and telephone number indicated on the individual forms.
Interior, corner and priority booths have a height restriction of 8 feet, side rails of 3 feet. Islands must be accessible from all 4 sides, no drape or back wall permitted. Island structure is limited to 20 feet in height.
Instructions for reserving sleeping rooms and hospitality suites at the official convention hotels will be included in the Exhibitor Services Kit. The Kit will be sent out in September.
Each exhibitor is encouraged to take responsibility for safeguarding its goods, materials and equipment. The AARC will provide security in the exhibit hall on a 24-hour basis from the first day of installation of exhibits through the last day of dismantling. Entrance and exit of workers, attendees, and exhibit personnel will be strictly monitored. Despite these precautions, however neither the guard service, Henry B. Gonzalez Convention Center, nor the AARC will be responsible for loss of or damage to any property.
Property Removal Pass
Property removal passes will be required for any equipment or materials being removed from the exhibit hall. Blank passes are available from the FREEMAN Service desk. Identification will be required. The completed pass must be turned in and verified prior to removal of all property from the exhibit hall.
Meeting Room Reservations
An exhibiting company may hold company meetings, or meetings at which convention registrants are invited, during the annual meeting. Exhibitors may use any avenue they wish to invite attendees, and there will be no fee required to attend those meetings. Meeting rooms at the headquarters hotel will be assigned on a first-come, first-served basis. Please submit a written request to Annette Phillips, Exhibits Coordinator, containing the date, time, purpose of proposed function, and number of anticipated guests. An answer will be sent to you and copied to the headquarters hotel releasing the meeting room space to your firm. Thereafter, you will deal directly with a representative from the hotel.
The AARC will not grant authorization in the convention hotel for exhibitor-sponsored meetings involving registrants on Saturday–Tuesday, December 5–8, from 8:30 A.M. to 5:00 P.M. Authorization will also be declined for any company-sponsored functions on Saturday, December 5 (7:30 P.M. to 11:00 P.M.), and on Monday, December 8 (7:00 P.M. to 11:00 P.M.). Those dates and times are reserved for functions involving all attendees at the convention.
Free Company Listings
Once your booth assignment is confirmed, a free listing of your company name will appear in all subsequent publications promoting the Congress including: the Advance Program, AARCTimes, RESPIRATORY CARE convention issues, Online Exhibit Hall, Guide to Exhibitors, and the Final Program. Deadline for inclusion in the Guide to Exhibitors is Monday, October 2, 2009. Deadlines for the other publications vary.
The AARC does not allow children ages 12 and under, including babies in carriers, access to the Exhibit Hall due to the highly technical equipment. Children ages 13 and older are required to pay a $40 fee to enter the Exhibit Hall and attend the Congress functions. Your consideration of others is appreciated.
Education CRCE for Exhibitors
The AARC exhibitor badge allows exhibitors to attend all educational and poster sessions. It does not allow continuing education credits to be automatically documented. However, an AARC member who is registered as an exhibitor may receive CRCE credit. Details will be provided to the booth manager(s) at the onsite registration desk.