Exhibit Booth Rates, Information and Guidelines

 

Hilton Americas Houston

November 2-6, 2007

Houston, Texas

 

 

Exhibit booth drape colors will be
TEAL and BEIGE 

 

 

Exhibit booths must not exceed
20’ in height

 

 

As a condition of exhibiting, each exhibiting company agrees to observe and follow all policies outlined in the rules and regulations stated.

 

Exhibit Booth Fees

 10′ x 10′ Booth      $1,550.00
 10′ x 20′ Booth      $2,550.00
 10′ x 30′ Booth      $3,850.00
 20′ x 20′ Booth      $5,650.00
 20′ x 30′ Booth      $6,750.00
 20′ x 40′ Booth      $7,750.00

 

Exhibit Booth Specifics

Contracts are due by July 5, 2007.  Contracts received after the July 5th deadline will have space assigned on a first-come, first-served basis.

Contracts must be accompanied by the 50% deposit. The balance is due upon notification of space assignment and must be received by August 30, 2007.

All booths are 10’ x 10’ or multiples thereof. Linear booths will include the following:

  • 8’ high draped back walls
  • 3’ high draped side partitions
  • one 6’ draped table
  • two side chairs
  • one 7” x 44” Booth sign with Company Name and Booth Number
  • one wastebasket
  • Listing in 55th Annual Scientific Meeting Final Program and ASC Website with company description*

*Deadlines apply

Island Booths:  An island exhibit is an open area of exhibit space with aisles on all four sides. These booths will NOT include the draped back walls and side partitions.

 

Space Assignment

The ASC Exhibits will be held in the Hilton Americas-Houston Hotel  – in the Lanier Grand Ballroom  (4th Floor). The Exhibit Hall is open to Meeting attendees: Saturday evening, November 3rd through Monday morning, November 5th.

Companies will receive notification of their booth assignments by the end of July 2007.

Exhibitors wishing to avoid assignment of space adjacent to a particular competitor should indicate this on the application. Careful consideration will be given to these requests, although they cannot be guaranteed.

No space will be assigned or reserved unless a deposit has been received.

The ASC and GES reserve the right to make changes to the floor plan of booths as may be deemed necessary and to revise the floor plan from time-to-time to accommodate those changes.

 

Subletting Space

The subletting, assignment or apportionment of the whole or partial space by any exhibitor is prohibited. No exhibitor may permit any other party to exhibit in their space and goods other than those manufactured or handled by the contracting exhibitor, nor permit the solicitation of business by others within their space.

 

Inappropriate Exhibits/ASC’s Right to Refuse Space

The ASC reserves the right to refuse space assignment to any company whose products or services do not contribute directly to the Meeting delegates’ healthcare practice.

 

Exhibit Hours

The exhibits will be open as follows:
(this schedule is tentative and subject to change)

Saturday, 11/3/07

6:00 pm – 8:00 pm

Sunday, 11/4/07

7:00 am – 11:00 am
1:00 pm – 4:30 pm

Monday, 11/5/07

7:00 am – 10:30 am

 

FDA Compliance

Any medical device exhibited must have fulfilled all applicable Federal Drug Administration (FDA) regulations.  Products that are not FDA approved for a particular use in humans or that are not commercially available in the U.S. will be permitted to be displayed only when accompanied by appropriate signs that indicate the device’s FDA clearance status.  The signs must be easily visible and placed near the device itself and on any graphics depicting the device.

 

Cancellation of Booth Space

Cancellation of booth space must be directed in writing to the ASC National Office (400 West 9th Street, Suite 201, Wilmington, Delaware 19801, USA, or by fax:  302-429-8807.)  Cancellations received before August 30, 2007 will receive 80% refund of booth rental fee. Cancellations received between August 30, 2007 and October 8, 2007 will receive a 50% refund of booth rental fee. All cancellations received after October 8, 2007 will not receive a refund.

 

Exhibitor Booth Personnel

All Exhibit Booth Personnel names must be submitted to the ASC by August 30, 2007, in order to pre-register all company personnel.  All personnel participating in the ASC Annual Exhibit Show in any capacity must be registered.

 

Badge and Final Program Book Distribution

Exhibitor Badges will be distributed onsite at the ASC Registration Desk.  Representatives without a badge will not be admitted to the Exhibit Hall.

Each exhibiting company is entitled to three complimentary badges per 10’ x 10’ booth contracted, whether requested in advance or on site.  All badges required beyond the free allotment will cost $25.00 each.  Each person will be issued an exhibitor’s badge and must be employed by the exhibitor or have a direct business affiliation.

Badges are personal and non-transferable and must be worn in the exhibit area at all times.

Complimentary Exhibit Booth Personnel Badge quantities are indicated below:

 Booth Size

Exhibit Booth
Personnel Badges
 

 10′ x 10′ Booth

 3

 10′ x 20′ Booth

 6

 10′ x 30′ Booth

 9

 20′ x 20′ Booth

 12

 20′ x 30′ Booth

 18

 20′ x 40′ Booth

 24

Definition of Exhibit Booth Personnel Badges:
Entitles exhibit personnel to participate in Exhibit Hall food and beverage functions only (Saturday evening reception, Sunday and Monday Continental Breakfast, and Exhibit Hall Breaks).

The Company Main Representative noted on the Advance Registration Form is entitled to one (1) copy of the Final Program Book per 10‘ x 10’ booth contracted, up to a maximum of five (5) books.  The Final Program Book will be available at the ASC Registration Desk.

 

Complimentary Annual Scientific Meeting Registration

 10’ x 10’ booth – does not qualify
 10’ x 20’ booth or larger – one complimentary Annual Scientific Meeting registration per company

Exhibitors, who qualify, will be sent an Exhibitor Complimentary Registration form by August 1, 2007. In order to take advantage of this complimentary registration, you must return the completed registration form to the ASC National Office by October 1, 2007.

Definition of Complimentary Annual Scientific Meeting Registration:
Entitles exhibit personnel to attend the Scientific Sessions and Monday evening Wine & Cheese Reception.
This complimentary registration does NOT include the Microscopy Tutorials, Program Faculty Seminar, Panel Luncheons, Workshops, or Special Courses. There is a separate fee for each of those functions.

If your company does not qualify for the complimentary Annual Scientific Meeting registration or would like to purchase additional registrations, you must register separately. Registration materials will be available from the ASC National Office in July 2007.

 

Conduct of Exhibitors

Canvassing or distributing advertising matter outside of the exhibitor’s own booth is not permitted.  Solicitation of business except by the exhibiting firms is prohibited.

 

Staffing

As a courtesy to the attendees and to fellow Exhibitors, exhibits must be staffed at all times during the Exhibit Hall operating hours.

 

General Service Contractor

The ASC has selected GES Exposition Services as the Official General Services Contractor to provide all show services: carpet, furniture (tables, chairs, etc.), graphics, lighting & rigging, custom and rented exhibits, installation & dismantling services, as well as shipping.

 

     GES Exposition Services
     7050 Lindell Road
     Las Vegas, NV 89118-4702
     Phone (in USA) (800) 475-2098
     International Calls: (702) 515-5970
     Fax (in USA):   (866) 329-1437
     International Faxes:  (702) 263-1520
     Email:  servicenter@nullges.com

 

GES Service Desk

GES Exposition Services will staff a service desk beginning at 8:00 am on Saturday, November 3, 2007.  At the service desk, exhibitors may verify, check and adjust their requirements for installation, furniture rental, equipment and other auxiliary services.

 

Exhibitor Service Manual

In August, the Exhibitor Service Manual will be available online.  This manual contains a complete set of service forms, rates and instructions.  Exhibitors are urged to order all required services and furnishings in advance to minimize delays and additional costs during set-up.

 

Teamster Union

Carpenters Local 551 and Teamsters Local 988
GES Exposition Services will provide members from the Teamsters union as needed, who have jurisdiction for all material handling within the boundaries of the convention facility.  They will unload all trucks or vehicles, deliver the materials to your booth, and remove and reload materials at the close of the show.

Exhibitors may hand carry what one person can carry in one trip, provided they do not use any material handling equipment, such as forklifts, flatbeds and dollies, etc.  GES Representatives will have sole responsibility in determining the loading and unloading procedures on the dock of the respective facilities.

 

Installation and Dismantle Labor

GES Exposition Services will provide display union personnel to provide labor for the installation and dismantling of exhibit.  Full-time, bona-fide, employees of the exhibiting companies are allowed to set their own exhibits without assistance from this union.  Any labor services required beyond what your regular full-time employees can provide must be rendered by union labor.

The installation of exhibits must be completed between 8:00 am – 5:00 pm on Saturday, November 3rd.   The Exhibit Hall will open with the President’s Welcome Reception for all attendees at 6:00 pm (tentative).  If an exhibiting company needs additional, early set-up time, please contact GES to make arrangements. All early move-ins will be accommodated based on availability.

No part of the exhibit shall be removed during the show without special permission from the ASC National Office. Exhibits must be kept intact until the closing of the exhibits tentatively 10:00 am on Monday, November 5th. All exhibits must be fully removed by 8:00 pm on Monday, November 5th.

 

Electrical

All power requirements are handled by the Hilton Americas Hotel – Property Operations Department or designated electrical vendor.  Power requirements in excess of standard wall receptacles will be charged accordingly per amp.  Electrical labor includes wiring, hookups, interconnections, electrical signs, video taping, camera operations, (including audio and lighting), and television and VCR connections.   An electrical form will be included with the Exhibitor Service Manual.

 

Telephone, Audiovisual, Janitorial Services

Order forms and rates will be available for each exhibitor with the Exhibitor Service Manual.

 

Ceiling Height

The maximum ceiling height of the Hilton Americas-Houston Hotel is 24 feet.

 

Helium Balloons

Helium balloons are permitted in the hotel, with prior approval through the ASC National Office.

 

Liability/Insurance

The Exhibitor hereby assumes entire responsibility and hereby agrees to protect, defend, indemnify and save the Hotel, its owners, its operator, Hilton Americas-Houston Hotel, American Society of Cytopathology and each of their respective parents, subsidiaries, affiliates, employees, officers, directors, and agents harmless against all claims, losses or damages to persons or property, governmental charges or fines and attorney’s fees arising out of or caused by its installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof, excluding any such liability caused by the sole gross negligence of the Hotel and its employees and agents.

Exhibitor acknowledges that neither the Hotel, its owners, its operator, nor Hilton Americas-Houston Hotel maintain insurance covering Exhibitor’s property and that it is the sole responsibility of the Exhibitor to obtain business interruption and property damage insurance insuring any losses by the Exhibitor.
The Exhibitor assumes the entire responsibility and liability for losses, damages and claims deriving out of injury or damage to Exhibitor’s displays, equipment and other property brought upon the premises of the hotel and shall indemnify and hold harmless the hotel agents, servants and employees from any and all such losses, damages and claims. Exhibitors wishing to insure their exhibit materials, goods and/or wares of exhibits against theft, damage by fire, accident or loss of any kind, must do so at their own expense. Each exhibiting company is responsible for obtaining insurance (Liability and Fire/Theft) in such amounts deemed appropriate to comply with its obligation hereunder and for its own protection.

As a courtesy to Exhibitors, security personnel for the exhibit area will be furnished during hours deemed necessary by the ASC. The furnishing of such service is in no case to be understood or interrupted by Exhibitors as a guarantee to them against loss or theft of any kind.

 

ADA Compliance

Exhibitor represents and warrants: (1) the exhibit will be accessible to the full extent required by law, (2) that its exhibit will comply with the Americans with Disabilities Act (ADA) and with any regulations implemented by the ACT, and (3) that shall indemnify it and hold harmless and defend the ASC from and against any and all claims and expenses including reasonable attorneys fees and litigation expenses that may be incurred by or asserted against the ASC on the basis of the Exhibitor’s breach of this paragraph or non-compliance with any of the provisions of the ADA.

In compliance with the ADA, all booth personnel needing special assistance should contact the ASC National Office (302) 429-8802 with their requests.

 

Playing or Performing of Music

Exhibitor represents and warrants that no musical work protected by copyright will be staged, produced or, otherwise, performed via either “live” or “mechanical” means, by or on behalf of Exhibitor, unless Exhibitor has previously obtained written permission from the copyright owner or the copyright owner’s designee (e.g., ASCAP, BMI or SESAC) for such use.

 

Security

Security personnel shall be furnished by the ASC to be on duty in the exhibit area for the duration of the exhibits, but the safekeeping of the Exhibitor’s property shall remain the responsibility of the Exhibitor.

 

Fire Protection

All materials used in the exhibit area must be flame proof and fire-resistant in order to conform to local fire ordinances and be in accordance with regulations established by the National Association of Fire Underwriters.

Any exhibits or parts thereof found not to be fireproof may be ordered dismantled. All aisles and exhibits must be kept clear at all times, and fire stations or fire extinguisher equipment are not to be covered or obstructed.

 

Lead Retrieval System

The ASC does NOT provide lead retrieval systems or magnetic badges for scanning.

 

Use of Society’s Name, Insignia Logo, or Acronym (ASC)

The use of the Society’s name, logo or acronym is forbidden on signs inside or outside the exhibit area and on descriptive product literature. Reference may be made to the meeting as the American Society of Cytopathology Annual Scientific Meeting (with place and dates) on the Exhibitor’s advertising provided it is first approved by the Society. This rule applies before, after, and/or during the meeting.

 

Handouts and Giveaways

Distribution of samples of products and souvenirs is permissible and will be limited to those items relevant to the professional interests of the registrants, and must have a value of $10.00 or less per item.  All giveaways and handouts, with the exception of literature, must have written approval of the Society prior to the meeting.  Such requests must be submitted to ASC Meetings Manager by October 1, 2007.  Requests received after Monday, October 1st, will not be approved.  The ASC will request removal of unapproved items.