Frequently Asked Questions

Below are the answers to some frequently asked questions about the Summer Meeting.  If you cannot find an answer to your question here, please contact us directly.

General Meeting Information

1. Where is the ASHP 2009 Summer Meeting & Exhibition being held?
2. Who should I contact if I require special assistance during the meeting?
3. What is the attire for the Summer Meeting?
4. What is the weather like in June in Rosemont?
5. What's new about this year's Summer Meeting?
6. Is my child allowed at the Summer Meeting?

Convention Center

1. Does the Convention Center have public parking if I am planning to drive to the meeting?
2. Can I smoke at the Convention Center?

Events

1. Can I bring a guest to the meeting?
2. Can a guest attend the Opening Session on Monday?
3. Can a guest attend the Lunch in the Exhibit Hall on Tuesday?
4. Can I reserve a seat for a guest on Monday Evening's shuttle to downtown Chicago?

Exhibition

1. What are the exhibit hours?
2. What’s included in the cost of my booth?
3. What is the booth payment schedule and where do I send payment?
4. When will I receive my Exhibitor Service Kit?
5. Who attends the ASHP Summer Meeting?
6. What is the attire for the Summer Meeting?
7. Are there height restrictions for booths?
8. Who do I contact if I need to move into my booth early?
9. What if I’m using a contractor other than Rosemont Exposition Services(RES)?
10. How do I schedule VIP demos or meetings in my booth pre or post official show hours?
11. How do I register exhibitor staff attending the meeting?
12. How many badges will an exhibitor receive?
13. How do exhibitors claim CE?
14. Do you have a room that I can use for staff or client meetings?

Hotel Information

1. If I was unable to make a hotel reservation in the hotel of my choice, what should I do?
2. What are the Headquarter Hotel(s)?
3. What is the tax on the hotel rooms?
4. Do the hotel rates include complimentary internet access?
5. Why can’t we reserve our hotel room directly with the hotel or a discount internet provider?

Registration

1. What is the location and hours for on-site Registration?

Travel

1. What is the closest airport to the Village of Rosemont, IL?
2. How far is the airport from the Summer Meeting hotels and Convention Center?
3. Will shuttle service be provided to/from O’Hare Airport?
4. Will ASHP provide shuttle service to the Convention Center each day?

General Information

1. Where is the ASHP 2009 Summer Meeting & Exhibition being held?
The meeting is being held at the Donald E. Stephens Convention Center in the Village of Rosemont, IL (Chicago Metro Area). Located 5 minutes from the Chicago O’Hare International Airport (ORD) and part of Chicago’s rapid transit system (CTA/RTA), the Village of Rosemont was the selection of this year’s meeting site due to its accessibility, meeting space, and affordable hotel rates.

2. Who should I contact if I require special assistance during the meeting?
If you have any disability for which you require an auxiliary aid or special service while attending this meeting, please contact Krystal Stotz by May 29 at 301-664-8602 or by email at kstotz@ashp.org.     

3. What is the attire for the Summer Meeting?
The attire at ASHP national meetings is business casual.

4. What is the weather like in June in Rosemont?
The average temperature in June is 69 degrees with a normal high of 79 degrees and normal low of 58 degrees.

5. What’s new and notable about this year’s Summer Meeting?
We think you’ll notice many improvements, including:

• Hotels located within walking distance of the Convention Center creating a “community” feel and reduce time spent travelling to/from the hotels
• Convenient location to the airport reducing travel time and costs (all official meeting hotels provide complimentary shuttle service)
• Improved advance communications via our Monthly Attendee Newsletters, providing up to date meeting information, travel tips, etc.
• An improved self-registration process
• Increased social responsibility; community service project and recycling badges
• Increased seating areas to provide a place to take a break between sessions or meet up with colleagues
• For the first time ever, ASHP will host transportation for an “evening out on the town” designed to allow attendees the ability to customize their “down time” experience by choosing between several activities offered on Monday night during the meeting.
• New Exhibit Hall hours; opening on Sunday from 5:00-7:00p.m. with a Grand Opening Reception, Monday from 11:00a.m. – 2:00p.m., and Tuesday from 11:00a.m. - 2:00p.m.
• Lunch will be hosted by ASHP on Tuesday in the Exhibit Hall (Moved from Wednesday since the Exhibit Hall closes at 2:00p.m. on Tuesday.)
• New pre-meeting Student programming on Saturday and Sunday
• Wednesday sessions schedule change to provide attendees the opportunity to catch afternoon flights home; sessions from 8:00-10:30a.m., break from 10:30-10:45 a.m., sessions from 10:45a.m.-1:15p.m.
• Meet the Experts Session in the Exhibit Hall on Monday and Tuesday

6. Is my child allowed at the Summer Meeting?
For health and safety considerations, children under the age of 16 years will not be admitted to the exhibits, poster sessions, or educational programs.

Convention Center

1. Does the Convention Center have public parking if I am planning to drive to the meeting?
There is a public parking garage located directly behind the Embassy Suites Hotel, and which is accessible to the Convention Center through an elevated walkway. Parking is $13.00 per vehicle per day.

2. Can I smoke at the Convention Center?
The Convention Center is a non smoking facility.

Events

1. Can I bring a guest to the meeting?
Yes, however, the official Guest Program package is not scheduled and available this year in Rosemont. Guests of registrants are welcome to purchase on an a-la-carte basis a ticket to the specially planned events:

• Sunday Evening's Grand Opening Reception in the Exhibit Hall
• Monday's Opening Session; Monday Evening's Shuttle to downtown Chicago
• Tuesday's Whitney Reception and Dinner
• Lunch in the Exhibit Hall on Tuesday

Tickets can be purchased at the meeting in the Staffed Registration Area (Exhibit Hall G, Level 2).

2. Can a guest attend the Opening Session on Monday?
Yes guests may attend but must have a badge. Badges can be purchased in the Registration area.

3. Can a guest attend the Lunch in the Exhibit Hall on Tuesday?
Yes, a ticket for the lunch can be purchased at the meeting in the Registration area.

4. Can I reserve a seat for a guest on Monday Evening's shuttle to downtown Chicago?
Yes, guests are welcome. The fee is $25 and a ticket is required. Tickets can be purchased on-site at Staffed Registration (Exhibit Hall G, Level 2).

Exhibition

1. What are the exhibit hours?
Sunday, June 14, 5:00 p.m. – 7:00 p.m.
Monday, June 15,  11:00 a.m.-2:00 p.m.
Tuesday, June 16 , 11:00 a.m.-2:00 p.m.
New!  NO Wednesday exhibit hours

2. What’s included in the cost of my booth?
Each inline 10’ x 10’ booth comes with 8’ high drape, 3’high side drape, and an identification sign with your company name.. Each exhibitor is also provided with four complimentary booth personnel badges per 10 x 10 booth. Other items such as carpeting, electrical, and other services must be ordered separately from service providers (refer to your Exhibitor Service Kit for details).

3. What is the booth payment schedule and where do I send payment?
Fifty percent of the booth balance is due with your contract. The balance is due within 30 days of receipt of your invoice. All booth balances must be paid in full prior to installation of your booth onsite. Checks must be mailed to the ASHP lockbox address. This address does not accept FedEx deliveries. Please do not mail checks to the ASHP’s Wisconsin Avenue street address in Bethesda. Make checks payable to ASHP and mail to: ASHP, P.O. Box 75571,Baltimore, MD 21275-5571.

4. When will I receive my Exhibitor Service Kit?
The service kit will be accessible online in early March.

5. Who attends the ASHP Summer Meeting?
The ASHP Summer Meeting is where the association provides continuing education credits through intensive skill development in emerging pharmacy concerns, kicks off its calendar year with the inauguration of new officers and board members, and hosts the proceedings of the House of Delegates. It also draws a large number of pharmacy directors (the single largest group of attendees) but pharmacists from all spectrum of practice settings, facility size, and focus attend as well.

6. What is the attire for the Summer Meeting?
The attire at ASHP national meetings is business casual.

7. Are there height restrictions for booths?
There are no height restrictions for island booths. In-line booths the height restriction is 8 feet.

8. Who do I contact if I need to move into my booth early?
Exhibitors with large booths may be able to get an early start installing their exhibit. To do so, contact Dayna Evans at devans@ashp.org.

9. What if I’m using a contractor other than Rosemont Exposition Services(RES)?
All contractors, other than the official exhibitor contractor, must fax the Non-Official Contractor Badge form (included in this service kit) and proof of insurance to the ASHP Exhibits Manager, 301-664-8895, by May 8.

10. How do I schedule VIP demos or meetings in my booth pre or post official show hours?
If you’d like to invite attendees to your booth pre or post official show hours, send a list of the date, time and meeting attendees to devans@ashp.org prior to the meeting so that we can coordinate with meeting security. In addition, you will need a company representative outside the exhibit hall to escort attendees to your booth. The official pre and post exhibit show hours are:

Pre Show Times Post Show Times
Monday, 8:00 a.m. – 11: 00 a.m. and 2:00 p.m. – 5:00 p.m.
Tuesday, 8:00 a.m. – 11: 00 a.m.

11. How do I register exhibitor staff attending the meeting?
All badge requests must be submitted online using the Badge Request Form [PDF].
(NOTE: The request form will be live in March)  

This tool allows you to request all of your badges (for booth personnel as well as those requiring make necessary edits/changes. You’ll need to login with your ASHP Customer ID number and password. Your ID number and password will be emailed to you in the March Newsletter.  Contact Michelle Rasnick Tyler at mtyler@ashp.org for assistance.

12. How many badges will an exhibitor receive?
Exhibitors receive four (4) complimentary exhibit badges per 10' x 10 'booth for exhibitor personnel staffing your booth. These complimentary badges will permit access to the exhibit hall, educational and Opening Receptions and access to audio-synched session downloads. Additional exhibit badges may be obtained for a fee of $75.00 each badge issued which is above the (4) complimentary badges; including access to the exhibit hall, educational and Opening Receptions and access to audio-synched session downloads.

PLEASE NOTE THAT BADGES ARE NONTRANSFERABLE.

13. How do exhibitors claim CE?
New this year! Exhibitors who want to claim CE credit for attending ASHP Educational sessions must process their CE after the meeting online. Details will be provided prior to the meeting.

14. Do you have a room that I can use for staff or client meetings?
ASHP uses all available meeting room space at the convention center for educational sessions. If you’d like to reserve private meeting space at the convention center, you can rent an Executive Suites for a flat fee of $4,000. Each suite is 264 square feet and will have an 8’ high fabric-covered hard wall, wall-to-wall carpet, one conference table, six conference chairs, and a sign with the company name on the door. For additional fee, suites can be customized with additional furnishings, equipment and catering. For more information, contact Dayna Evans at devans@ashp.org.

Hotel Information

1. If I was unable to make a hotel reservation in the hotel of my choice, what should I do?
ASHP suggests that you make a reservation at one of the other official meeting hotels and continue to check the hotel reservation page and/or directly with the ASHP Housing Bureau for availability at your first choice hotel. As the meeting approaches, and both attendees and exhibitors confirm their final travel arrangements, often times rooms become available.

2. What are the Headquarter Hotel(s)?
The Hyatt Regency O’Hare and the InterContinental O’Hare.

3. What is the tax on the hotel rooms?
The current tax is 13%.

4. Do the hotel rates include complimentary internet access?
Access to the internet and the cost, varies from hotel to hotel. Please check with the hotel description located on the on-line hotel reservation section of the meeting web site or with each hotel individually

5. Why can’t we reserve our hotel room directly with the hotel or a discount internet provider?
The number of guest rooms reserved by ASHP attendees and exhibitors determines whether or not the meeting qualifies as a “city-wide” convention. Fulfilling this standard requirement enables us to hold our meeting in the cities that meet our space, location, and rate criteria.  It also allows us to receive all of the benefits and services provided by the hotels and local Convention and Visitors Bureau reserved for city-wide conventions.

Other extremely important outcomes of your reserving your hotel room through our housing bureau are;

• ASHP has the ability to communicate with attendees and exhibitors via door drops, front desk fliers and in room TV;
• we can plan for and provide adequate shuttle service during the meeting;
• we can avoid financial penalties for not filling our room block commitments; and
• we can negotiate lower and more favorable rates for future meetings (more rooms equals greater buying power and lower costs for everyone). For these reasons, both attendees and exhibitors should reserve rooms through the official ASHP Housing Company!

Registration

1. What is the location and hours for on-site Registration?
Registration will be located in Exhibit Hall G, Level 2, of the Donald E. Stephens Convention Center and open during the following hours:

Travel

1. What is the closest airport to the Village of Rosemont, IL?
Chicago O'Hare International Airport (ORD) is the main airport servicing the Rosemont area. It is one of America's best-connected airports.

2. How far is the airport from the Summer Meeting hotels and Convention Center?
It is approximately 5 minutes from all official Summer Meeting hotels and the Convention Center.

3. Will shuttle service be provided to/from O’Hare Airport?
All official Summer Meeting hotels offer complimentary airport shuttle service. Please check with your assigned hotel directly for shuttle pick-up/drop off locations and schedule.

4. Will ASHP provide shuttle service to the Convention Center each day?
All hotels are within walking distance of the Convention Center, and thus, shuttle service is not required.

To view the hotel map, please click here [PDF]. The Hyatt Regency O’Hare, Sofitel Chicago O’Hare, DoubleTree O’Hare Rosemont, and Rosemont Public Parking Garage are all connected to the Convention Center by an elevated enclosed pedestrian walkway!

To view an area map of Rosemont’s Skybridge Network, please click here [PDF].