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Reserve Your Exhibit Space
To reserve your exhibit booth at the ICAAC 2012, simply complete the CONTRACT FOR EXHIBIT SPACE and return it to the ASM Exhibits Team at:
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(202) 942-9340 |
ICAAC 2012 Exhibit Booth Registration |
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Booth Cost
- Per 10’ x 10’ booth (100 square feet): $2,700 inline and $2,900 corner
- Island space: $32.00 per square foot
Non-Profit Rate: Company requesting a not-for-profit rate is allowed one 10’x10’ booth at a 50% discount of the basic inline or corner booth rate. Exhibitor requesting more than one booth will be required to pay the full booth cost for all booths rented. Not-for-profit exhibits may only offer information or data of a non-commercial and non-scientific (poster) nature.
What’s Included
Standard inline exhibits are allowed a height limit of 8’ and island displays are allowed a height limit of 20’. Heights will be checked.
- Each 10’x10’ standard inline space will be provided with an 8’ backwall drape and a 3’ siderail drape.
- Signage with company name and location is complimentary.
- Five complimentary exhibit staff badges for each 10’x10’ space purchased. Additional badges can be purchased for a fee of $50 per badge.
- One scientific full registration badge per company, which allows access to all scientific sessions. Additional badges may be purchased at the attendee non-member on-site fee.
- Complimentary listings on the ICAAC web site and in the Meetings & Exhibits Guide.
- One complimentary ICAAC Meeting & Exhibit Guide per exhibiting company.
- One complimentary ICAAC Final Program per exhibiting company
- Unlimited number of Guest Passes for you to invite your clients to visit you in the exhibit hall.
All furniture, accessories, electrical requirements, carpeting (required), and cleaning for all exhibit space are the responsibility of the exhibitor. All measurements shown on the floor plan are approximate, and ASM reserves the right to make modifications as may be deemed necessary, making equitable adjustment with any exhibitor or exhibitors thereby affected. ASM also reserves the right to adjust the floor plan to meet the needs of the exhibition.
To secure exhibit space for ICAAC, a completed Contract for Exhibit Space must be submitted along with a non-refundable 50% deposit. Applications not accompanied by at least a 50% deposit will be considered invalid and returned. The remaining 50% payment must be paid on or before June 8, 2012. If full payment is not received by this date, space can be re-assigned or resold. All applications received after June 8, 2012 will require full payment of total exhibit fees. The date on which the deposit is received by ASM will be the date used when determining the order of the assignment of exhibit space. Applications may be submitted, via email, mail or fax directly to:
ICAAC 2012
ASM Exhibits Management
1752 N Street, NW, Washington, DC 20036
Phone: 202-942-9240
Fax: 202-9420-9340
Email:
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Company checks, money orders, and credit cards (MasterCard, Visa, and American Express) will be accepted for payment of exhibit space. All checks/money orders must be in U.S. Funds, made payable to “ASM”.
An ICAAC 2012 Contract & Application that is submitted without proper payment will be considered incomplete. Incomplete applications will not be processed and returned to the company/organization applying for exhibit space. Receipt of deposit does not guarantee assignment of exhibit space requested. ASM reserves the right to reject any application for exhibit space.
Cancellation/Booth Reduction of Space
Organizations participating in the exhibition may cancel the lease of exhibit space or reduce the exhibit space reserved at any time with written notice to ASM Exhibits Management Department via postal mail, email, or fax (202) 942-9340. The following schedule will be used when acknowledging the cancellation or reduction:
On or before June 8, 2012
Cancellations (or reduction in exhibit space occupied) must be received in writing from the primary contact on file. The 50% deposit on an exhibit contract is non-refundable. However, exhibitors may apply the non-refundable deposit to their booth fee for the 53rd ICAAC. If the Exhibitor does not choose to exhibit at the ICAAC 2013, the 50% deposit will be forfeited.
After June 8, 2012
Cancellations (or reduction in exhibit space occupied) must be received in writing from the primary contact on file. No refunds due to exhibit space cancellation will be given and the exhibitor will forfeit the total rental cost of the exhibit space as outlined in the Exhibit Space Contract. However, the Exhibitor may apply 50% of their total exhibit fees towards ICAAC 2013. The remaining 50% of their total exhibit fees will be non-refundable. If the Exhibitor does not choose to exhibit at the ICAAC 2013, all exhibit fees will be forfeited. ASM will cancel all meeting space, exhibitor rooms and room blocks held by a company cancelling booth space.
Downsizing
If a written downsizing request is received by ICAAC on or before April 27, 2012, a full refund will be granted for the amount of space downsized. Written notification of exhibit space downsizing after April 27, 2012 and before June 8, 2012, is subject to a 50% refund of downsized space. Any notification of downsizing received after June 8, 2012, will not be subject to refund. ASM has the right to relocate the exhibiting company after downsizing.
No Shows
Exhibiting companies that reserve exhibit space and do not provide ASM with written notice of their inability to exhibit by August 31, 2012, will automatically be charged an additional lounge fee of $500, and are still responsible for paying any unpaid balance due of their exhibit fees, and may lose up to 25% of the total accumulated priority points, and may not be allowed to participate in future ICAAC exhibitions.
After Hours Admission to Exhibit Hall
Exhibitors wearing badges may enter the exhibit hall two hours before the opening of the exhibition on Sunday, September 9, 2012. Exhibitors may enter the exhibit hall one hour before the exhibition opening on Monday, September 10, and Tuesday, September 11, 2012, and may remain in the exhibit hall one hour after the close of the exhibition each day for straightening the booth. After hour demonstrations are not allowed. On Tuesday, September 11, exhibitors may stay until 9:00 p.m. to dismantle their exhibit.
Exhibitors needing access to the exhibit hall at times not stated above must get approval from ASM Exhibits Management and provide positive ID to security upon entering the hall. Only exhibitors with badges will be permitted to enter the exhibit hall.
Priority Points Allotments
- Organizations will receive one (1) priority point for each 10’x10’ exhibit space at ICAAC
- Five priority points for exhibiting at the previous ICAAC General Meeting
- Two points for each additional ICAAC or General Meeting that you exhibit at during the same year
- Priority points will also be awarded for certain sponsorship opportunities selected by ASM Exhibits Management.
Floor Plan Modifications
ASM reserves the right to modify the floor plan to accommodate space sales and/or avoid conflict and to relocate exhibit booths as necessary after consultation with exhibitors who are affected by the modification. Every effort to consider location of competitors and accommodate special requests will be made; however, ASM cannot guarantee booth location.