General InformationHIDEME

Exhibit Space Rental Fees

All booths are 10' x 10'. Corner and inside booths facing poster boards  U.S. $3,250.00. Each corner booth not facing posters (bounded by a front and side aisle) U.S. $3,125.00. Each in-line booth not facing posters (bounded by a front aisle only) U.S. $2,875.00.

Rental includes 8' high teal, white and black back drapes and 36" high side dividers and a standard (7" x 44") identification sign with company name. The hall is not carpeted. Exhibitors are required to carpet their booth. The aisle carpet will be teal and gray.

A 50% deposit for each booth requested must accompany the application for space. The balance due on the cost of space assigned must be paid on or before November 15, 2011. Applications received after November 15 must be paid in full.

Government applications primary purpose is to show the scope of the scientific interests and activities of the sponsoring organization. Lobbying to promote the passage of legislation or other policy decisions is prohibited on the exhibit floor. Also no product or service is offered for sale in the exhibit or by the applicant organization. Cost of space is $1,000.00 per 10' x 10' space.  Invoice with discounted price will be sent after we confirm booth application. 
 

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Cancellation or Reduction

Notification of an exhibitor's decision to cancel or reduce space must be made in writing. The effective date of space cancellation or reduction will be the date on which a written notice is received by Exhibit Management.

If space is cancelled or reduced between the dates of the application received to October 14, 2011, 10% of the total cost of space will be retained.  If space is cancelled or reduced between October 15 and November 14, the full deposit will be retained.  When the cancellation occurs starting November 15 to the opening of the meeting, the company will be responsible for paying the full cost of the booth space.

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Exhibitor Badges

All exhibitors must register for badges. Exhibitors are granted access to the exhibit floor during Set-up/Tear-down as well as one hour before the exhibits open and one hour after the exhibits close on exhibit dates. Exhibitor badges are STRICTLY for exhibit personnel working in your company's booth. For security purposes, these badges are NOT to be used for friends, clients, etc. Exhibitor badges do not permit entry to scientific sessions.

Exhibitors will receive 6 badges per 10'x10' booth. Additional badges may be purchased for $20.00 per badge. Lost, misplaced badges may be purchased on-site for $5.00 per badge. All badges must be picked up on-site.  

One complimentary scientific attendee badge will be given to each company.  The badge must be in the name of the exhibiting employee only.  This badge must be picked up on-site at the Exhibitor Help desk counter.  If you misplace the badge during the meeting you must purchase a replacement.

Click here for exhibitor registration.

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Guest of Exhibitors

Every effort will be made to assure that only properly identified and authorized registrants enter the exhibit area. Badges will be made available for up to 10 guest names, defined as individuals you wish to invite to view your display who would not otherwise be registering for the meeting. The Guest of Exhibitor badge will permit entry only to the exhibit area from Sunday, April 22 through Tuesday, April 24. Guest badges will not permit attendance at scientific sessions.

You may enter guests online. Guest badges will not be mailed in advance. These badges will be available for pickup by guests starting on Sunday, April 22.

It is the responsibility of the exhibiting company to inform all guests of the rules and regulations for exhibiting, particularly the rules regarding General Conduct of Exhibits.

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Company Listing in the Meeting Program

As a service to exhibitors and to assist registrants in locating products and services, each company will have the opportunity to be listed in the Program.  Copies of the Program will be available at the Exhibitor Help Desk starting on Friday, April 20.

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Special Events/Social Functions 

Industry sponsored dinner, receptions, entertainment activities and/or meetings may not be scheduled in direct conflict with scientific sessions.