• Deadline Listing
• General Information
• Program Information
• SAGES Support Opportunities
• IPEG Support Opportunities
• Exhibit Dates & Hours
• Marketing Opportunities
• SAGES Industry Night
• Exhibitor List
• Exhibit Hall Floor Plan
• Space Assignment & Fees
• Cancellation & Reduction Policy
• Exhibitor Registration
• Service Contractor Installation & Dismantle
• Installation and Dismantle of Exhibits
• Booth Construction Information
• Insurance & Liability - Security
• Rules and Regulations
• Exhibitor Housing Policies
• Advertising Forms
• Industry Night Sponsorship Form
• Exhibitor Application

Exhibitor Housing/Staff List Policies

“Booking your hotel through the association is good for everyone!”

Save yourself the hassle of finding a good hotel room. SAGES and IPEG have pre-booked blocks of hotel rooms at several hotels designed to accommodate various budgets. All are within easy walking distance, of the Phoenix Convention Center.
We request that you book your housing within one of the following blocks: Sheraton Phoenix Downtown (SAGES Headquarters Hotel), the Hyatt Regency Phoenix, the Hotel San Carlos, or the Wyndham Phoenix (IPEG Headquarters Hotel).

WHY?

• This ensures that exhibitors have accommodations at the current meeting as well as future meetings.
• All conferences are able to reserve hotel space for the future based on hotel space they have filled in the past.
• Show Management strives to procure a variety of accommodations addressing both cost (show rate is usually significantly lower than the hotels’ quoted rate) and proximity to headquarters.
• Hotels are booked three to five years in advance. To protect SURGICAL SPRING WEEK, SAGES, IPEG and the hotels for this long term commitment the Societies are contractually liable for attrition penalties because of unfilled rooms. Unfilled rooms include un-booked rooms as well as those caused by early departure. Reserve only the number of rooms you need for the time you expect to stay.
• If the Societies suffer attrition penalties, this will bear directly on future space and hotel costs.
• Compliance with this policy benefits all exhibitors.

How to Make Reservations

• Hotel reservation instructions will be included with your confirmation kit (from SAGES and IPEG) and again in the exhibitor kit (from Freeman Decorating).

Hotel Policy

• Exhibitors are required to reserve rooms within the meeting room block.
• A block of rooms will be reserved for exhibitors in the SAGES and IPEG Headquarters Hotels. There will be a cap of 30 rooms per exhibiting company at the Sheraton (SAGES Headquarters Hotel); an additional cap of 20 rooms at the Wyndham (IPEG’s Headquarters Hotel), and unlimited additional rooms at the Hyatt and the Hotel San Carlos. You may book rooms in all hotels if needed.
• Exhibitors are required to follow the hotel reservation policy as defined in the exhibitor confirmation packet. This will entail the use of a specific reservation form or a direct reservation system.
• Hotel rooms reserved and occupied by exhibitors will be booked directly with the hotel.
• To insure equal opportunity for all exhibitors to obtain hotel rooms, the Hotel will not accept exhibitor reservations until one week after the date confirmation packets are mailed.

Cancellations & Penalties

• The hotel reservation cut-off date is March 13, 2009. Exhibiting companies may reserve one or more rooms without individual names, or a company block until the cut-off date. After March 13, 2009 rooms or room blocks without individual names (rooming list) will be released.
• A credit card number or payment of one night’s room and tax as a deposit for each room reserved is required.
• Reservations received after March 13, 2009 will be accommodated as availability permits. If the meeting room blocks are not filled by the cut-off date, the hotels may release the remainder of the rooms within the meeting block for general (public) reservations.
• All Hotel rooms blocked and not used or appropriately canceled in writing more than 72 hours in advance, including no-shows and early departures, will be obligated for the full room night cost of the entire length of the stay.