Exhibit & Sponsor

Exhibit & Sponsor (3)

Exhibitor Guidelines and Regulations

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Exhibit Rules & Regulations

Please review all of the ABRCMS exhibit rules and regulations before submitting an exhibit booth contract for ABRCMS 2019.

These guidelines become a part of the contract between the exhibitor and the ABRCMS before, during and after the exhibits program. Institutions, organizations and associations agree to abide by these guidelines when accepting space assignments at the ABRCMS Exhibition.

General Guidelines

  • All contracts MUST be submitted online
  • Booths are assigned on a first-come, first-served basis
  • Booths are confirmed only when payment is received. Both assignments will not be made until payment is received
  • If your choices have already been assigned to another exhibitor, the next best location will be assigned to you
  • Every effort will be made to honor all requests for specific exhibit booth assignments; however, there is no guarantee that any particular request will be accommodated
  • Check payment must be received within 2 weeks of contract submission
  • Only payments in the form of an institution check or credit card will be accepted
  • We do NOT accept purchase orders
  • Payments may be made via check, credit cards, or wire transfers.  All checks should be made payable to the American Society for Microbiology. Please include your invoice number on your check:
    • Mail checks to:

ASM Strategic Alliances
American Society for Microbiology
1752 N Street, NW
Washington, DC 20036

  • ASM's federal Tax I.D. number is 38-1616141
  • A confirmation letter and receipt of payment will be sent within two weeks of acceptance of an exhibit contract and payment

Children at ABRCMS

ABRCMS supports a family-friendly meeting and provides childcare support for parents. In order to ensure that we have enough childcare providers, you MUST indicate on your registration form that you will need childcare. Please note that if you use the ABRCMS childcare services, you will be required to pay a fee. While we are committed to providing childcare, if there is not sufficient demand, we will be unable to offer it. If children 2 years old and over attend any portion of ABRCMS (e.g., sessions, exhibits or meals), they must be registered for the conference, pay the conference fee, wear a conference badge and be accompanied by a parent and/or guardian at all times.

Meals. Anyone entering conference meal areas must be registered and show an ABRCMS name badge at the door. Children under age 2 may accompany their parents and/or guardians to meals as long as they are seated in a stroller or on a parent's or guardian's lap. There are no exceptions to this rule.

Exhibit Hall. Minors may only enter the exhibit hall is a parent and/or guardian accompanies them and signs a release (available at the registration desk) waiving ABRCMS of all liability. The release is cosigned by an ABRCMS staff member, and a copy must be presented to security staff before a minor enters the exhibit hall. Please note, no strollers are allowed in the exhibit hall. ABRCMS reserves the right to ask parents and/or guardians of children to leave the conference for distractive, disruptive or dangerous behavior.

Contract for Space

A signed contract and formal notice of assignment by ABRCMS and the full payment of rental charges constitute a contract for the right to use the exhibition space.

Acceptability of Exhibits

All exhibits shall serve the interests of the ABRCMS attendees and are operated in a way that does not detract from other exhibits or from the exhibition. ABRCMS reserves the right to cancel or refuse the rental of display space to any person or company whose conduct or display of goods is, in the opinion of ABRCMS, incompatible with the general character and objectives of the exhibition.

Assignment of Space

Exhibit space is assigned on a first-come, first-served basis. Although we do not guarantee to do so, ABRCMS will attempt to honor all requests for exhibit space.

Relocation/Reassignment of Space

All dimensions and locations shown on the official floor plan are believed to be accurate. ABRCMS reserves the right to make such modifications as may be necessary to meet the needs of the exhibitors and the exhibits program. ABRCMS reserves the right to relocate an exhibitor's space due to modifications of the exhibit facility, fire marshal restrictions, or for any other reason in the best interest of the overall exhibit.

No Show Policy

The exhibitor will forfeit space not occupied by the close of the exhibit set-up period, 12 p.m. on Thursday, Nov. 14, 2019. ABRCMS reserves the right to reissue unoccupied exhibit space as it sees fit.

Leaving Early

We encourage you to say the duration of the conference. Students are expecting your full participation. Exhibitors who wish to leave early will be responsible for the shipment of their materials. Freeman will only ship materials for exhibitors on the last day of the conference.

Cancellation Policy 

Exhibit booth cancellations must be received in writing by Sept. 26, 2019, to receive a refund (minus a 25% processing fee per booth). No refunds will be issued after Sept. 26, 2019. Cancellation request and form must be emailed to This email address is being protected from spambots. You need JavaScript enabled to view it..

Use of Space

No exhibits will be permitted that interfere with the use of other exhibits, block access to them, or impede the free use of the aisle. Solicitations or demonstrations by exhibitors must be confined within the bounds of their assigned space. Aisle space shall not be used for exhibit purposes, display signs, solicitation, or distribution of promotional material. Exhibits, signs, and displays are also prohibited in any of the public areas or elsewhere on the premises of the meeting facilities or in the guest rooms or hallways of the convention center. The operation of sound devices is allowed if the exhibitor complies with the discretion of the exhibit management on volume. Any firm or organization not assigned exhibit space will be prohibited from soliciting business at the conference. All exhibitors must surrender space occupied by them in the same condition it was at the commencement of occupation.

Construction & Arrangements

Exhibits must not project beyond the space allocated or obstruct the view of the exhibits of others. Displays must conform to all regulations listed in this contract and specifications provided in the exhibitor service manual. Reasonable effort must be made to provide space within the confines of the booth for interviews, demonstrations, distribution of materials, etc., so that visitors do not obstruct the aisles.

Care of Building & Equipment

Exhibitors, their employees, representatives, or agents must not injure or deface the walls or floors of the building, the booths, or the equipment of the booths. When such damage appears, the exhibitor is liable to the owner of the property so damaged. Nothing shall be posted, nailed, screwed or otherwise attached to columns, walls, floors or other parts of the building or furniture.

Fire Regulations

Exhibits may not have closed ceilings. All materials used in decoration must be flameproof. All hangings must clear the floor. Electrical wiring must conform with all local and state government requirements and to National Electrical Code Safety Rules. Combustible materials or explosives are not permitted in the exhibit area. If inspection indicates that any exhibitor has neglected to comply with these regulations, or otherwise incurs fire hazards, ABRCMS reserves the right to cancel all or such part of the exhibit as may be a hazard. Exhibitors must comply with all city fire regulations.

Injury, Loss or Damage

Exhibits Management will not be responsible for any injury, loss or damage that may occur to the exhibitor’s employees or property and exhibitors shall indemnify and exempt ABRCMS, its agents and contractors and the Convention Center from all liability which may ensue from any cause whatsoever. Exhibits Management will not be liable for any injury, loss or damage which may be sustained by any person who may be on the premises leased or rented to the exhibitor or watching, observing or participating in any demonstration in the exhibitor’s exhibit unless such injury, loss or damage is caused by active negligence or willful act of Exhibits Management.

Security

ABRCMS and the exhibit facility will not be responsible for the safety of the property of the exhibitors from theft, damage by fire, accident or other causes, but will use reasonable care to protect the exhibitors from such loss. No responsibility is assumed for unpacked materials left in the exhibit area after the closing hour of the exhibit. Exhibitors are solely responsible for their own exhibit material and should insure it against loss or damage. All property of an exhibitor is understood to remain in the exhibitor's care, custody and control in transit to, within and in transit from the exhibit area.

Shipping/Transportation of Materials

Exhibitors and hotel/convention center employees are not allowed to use any material handling equipment, such as forklifts, flatbeds and dollies, within the boundaries of the facility. ABRCMS recommends the use of Freeman for all transportation needs.

Interpretation & Amendment

ABRCMS shall have full power to interpret or amend these guidelines. The exhibitor agrees to abide by any guidelines that may hereafter be adopted by ABRCMS.

 

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Sponsorship & Advertising Opportunities

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ABRCMS offers a number of sponsorship and advertising opportunities to enhance your visibility and show your support of diversity in STEM. From sponsoring a student to attend the conference to print and digital advertising to participating in the Exhibit Hall Passport or the Exhibitor Showcase, there’s an opportunity for everyone to enhance their marketing efforts. Sponsorship and advertising opportunities are only available for confirmed exhibitors. 

2019 Sponsorship and Advertising highlights include:

  • Back by popular demand - Exhibitor Showcase
    • Showcase your program(s) by presenting on a stage within the Exhibit Hall during exhibit hours
  • Back by popular demand – Exhibit Hall Passport
    • Participating attendees will visit booths to have their passport stamped and entered into a raffle. Limited to 12 exhibitors.
  • Sponsorship items or packages of $10,000 or more include the following added benefits:
    • Early booth selection
    • Enhanced mobile app exhibitor listing
    • Mobile App banner advertisement
    • Two (2) additional complimentary full conference registrations
    • Prominent placement on all sponsor recognition (signage, Final Program, website, mobile app)

Interested in sponsoring a professional development or scientific session at ABRCMS 2019? Sponsorship fee is $5,000. Session proposal form required. Deadline is May 15, 2019. Contact Ed McNeil, This email address is being protected from spambots. You need JavaScript enabled to view it. for more information. 

Important Links 

To confirm your participation in the sponsorship and advertising program or to ask any questions about these opportunities, please contact:

Ed McNeill
ASM Strategic Alliances
This email address is being protected from spambots. You need JavaScript enabled to view it.
(202) 942-9323

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Reserve a Booth

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View the ABRCMS 2019 Exhibitor Prospectus.

Our exhibitor floor plan is currently sold out. If you would like to be added to our waitlist, please email Ed McNeill at This email address is being protected from spambots. You need JavaScript enabled to view it.

ABRCMS brings together over 4,700 attendees from the underrepresented minority community in science, technology, engineering and mathematics. The Exhibits Program encourages the advancement of undergraduates and post baccalaureates along the path toward graduate-level training. Academic institutions, foundations, professional societies, industry partners and federal agencies are invited to showcase their fellowships, internships, graduate programs, student memberships, travel grants and other student opportunities during the ABRCMS Exhibits Program.

The 2019 conference highlights include:

  • Over 12 hours of dedicated exhibits spread across three days
  • 66% of student attendees are undergraduate seniors or juniors
  • Opportunity to present in the Exhibitor Showcase on the Exhibit Hall Floor
  • Over 2,000 posters integrated into the Exhibit Hall
  • Breaks strategically scheduled in the Exhibit Hall each day to drive traffic

Exhibitor Resources

Exhibit Fees

Standard exhibit space available is 10' x 10'. Fees are determined by location in exhibit hall; please see floor plan.

  • Premier Booth: $1,950
  • Prime Booth: $1,800
  • Central Booth: $1,650

Fee includes:

  • One (1) full conference registration (includes access to all sessions and meals). Additional registration will be available at a later date.
  • 10' x 10' exhibit space (8' backdrop and 3' dividers)
  • 10' x 10' carpet in exhibit space
  • One (1) 6' table with skirt, two (2) chairs and one (1) trash can
  • One (1) SWAP Lead Retrieval App to capture leads electronically
  • Online exhibitor profile
  • Identification sign
  • Complimentary WiFi in the exhibit hall, courtesy of ABRCMS 2019 sponsor, the American Society for Microbiology (ASM)
  • General booth security

Meeting Location

Anaheim Convention Center, Exhibit Hall B
800 W. Katella Ave.
Anaheim, California 92802

All conference activities will be held at the Anaheim Convention Center and nearby hotels.

Exhibit Hall Hours

Move-In

 Wednesday, November 13 3:00 p.m. – 8:00 p.m.
 Thursday, November 14 8:00 a.m. – 12:00 p.m.

Dedicated Exhibit Hours

Thursday, November 14 1:45 p.m. – 5:30 p.m.
Friday, November 15 10:15 a.m. – 12:00 p.m.
3:00 p.m. – 6:00 p.m.
Saturday, November 16 9:15 a.m. – 12:00 p.m.

Move-Out 

Saturday, November 16 12:00 p.m. – 4:00 p.m.

 

Dates and Deadlines

  • May 1: Sponsorship and Advertising Application Deadline (to qualify for early booth selection)
  • May 2-3: Priority Exhibit Sales for Sponsors (12 p.m. EDT)
  • May 3: Clustering Intent Form Deadline
  • May 6-8: Priority Exhibit Sales for Clusters (12 p.m. EDT)
  • May 8: General Exhibit Sales (12 p.m. EDT)
  • November 13-16: ABRCMS 2019, Anaheim, CA

Reserve Your Booth 

Booth reservations can be made now. Reserve your booth

If you have questions or concerns, please contact Ed McNeill (This email address is being protected from spambots. You need JavaScript enabled to view it.).

ABRCMS reserves the right to accept, reject, or reassign exhibit applications based upon layout, safety, and security in the exhibit hall.

General Guidelines

  • All applications MUST be submitted ONLINE.
  • Booths are assigned on a first-come, first-served basis.
  • Booths are confirmed only when payment is received. If your choices have been assigned to another exhibitor, the next best location will be assigned to you.
  • Every effort will be made to honor all requests for specific exhibit booth assignments; however, there is no guarantee that any particular request will be accommodated.
  • Payments by check must be received within 2 weeks of application submission.
  • Only payments in the form of an institution check, money order, or credit card will be accepted.
  • A confirmation letter and receipt of payment will be e-mailed within 2 weeks of acceptance of an exhibit application and payment.
  • Make institution checks or money orders payable to "American Society for Microbiology" or "ASM." Please include your invoice number on your check.
  • Mail Checks to:
    ASM Strategic Alliances
    American Society for Microbiology
    1752 N Street, NW
    Washington, DC 20036
  • ASM's federal tax ID number is 38-1616141.

Clustering 

ABRCMS welcomes organizations/institutions/departments interested in clustering within the exhibit hall. Clusters typically share a common interest or alliance or work together in some capacity. A cluster must comprise a minimum of five booths to be eligible for priority selection of exhibit booths prior to the general exhibit launch date. Institutions/universities participating in clustering must purchase exhibit space with a credit card. Check, money order, and invoice me options will not be available. Cluster Intent Forms are due May 3, 2019. 

Conference Registration

A 10' x 10' exhibit space comes with one (1) full conference registration. The person listed on the booth application is considered the primary contact. This individual will be pre-registered. However, all exhibitors must enter the registration portal and complete the complimentary registration. After completing the complimentary registration, exhibitors will then be allowed to add, modify and confirm registrations associated with their exhibit booth. Please note that any individuals entering the exhibit hall must register and pay the appropriate fee.

Housing – Available May 2019 
All reservations must be made through ABRCMS housing. These low rates are not available with the hotel directly. Rooms are distributed on a first-come, first-serve basis, so book your room early. Once the ABRCMS rooming block sells out, you are responsible for finding your own accommodations.

Please beware of housing pirates. Reservations made by unaffiliated organizations may claim to offer lower rates, however they are not approved partners of ABRCMS, and can have unreasonable cancellation/change penalties or be completely non-refundable. Please report any unauthorized solicitation to ABRCMS. ABRCMS is not be responsible for hotel reservations booked outside of the official housing block.

Exhibitor Service Kit/Shipping

Freeman is the official ABRCMS shipping provider. Shipping information will be included in the Exhibitor Service Manual distributed two months prior to the conference. If an outside company is used, Freeman will charge an additional fee for accepting, storing, delivering, and returning ALL packages regardless of weight. 

Lead Retrieval

Each exhibiting company receives a complimentary LRS SWAP app. LRS will capture the following fields: name, university, address, email, phone number, registration type, education level, gender, ethnicity/race, graduation date and scientific discipline by simply scanning attendee name badges. Your Experient Lead Retrieval & Data Management system will collect and store information to make it easy to follow-up with key prospects and quantify the benefits of exhibiting.

PLEASE NOTE: The processing fee does not apply to the Complimentary SWAP Activation by itself or any additional equipment ordered together with the Complimentary SWAP Activation.

Exhibitor Eligibility

The goal of ABRCMS is to foster the advancement of underrepresented minority students and encourage students to pursue advanced training. This conference is not a career fair. Therefore, you will not be allowed to participate as an exhibit if you are promoting job opportunities. ABRCMS reserves the right to accept or reject any exhibit contract based on this eligibility and academic goal.

Recruitment Team Approach

ABRCMS encourages Institutional Exhibitor Teams. These Teams include at least four individuals, each assuming a unique role:
  • Research faculty share information about science courses and programs, research opportunities and mentors, career planning, and information pertinent to the research community
  • Postdoctoral fellows do the same as research faculty and tend to add more personal experiences such as staying focused on research and working with mentors, completing graduate school and seeking postdoctoral opportunities
  • Graduate students tend to share information about science courses and mentors, research opportunities, the campus environment, social life and networks as well managing ones time in the first two years of graduate school
  • Graduate dean OR administrator provides general information about the institution, including deadlines and requirements for both summer and graduate programs

Conference Statistics

View the conference statistics here.  

FAQs

Please click here to refer to a list of frequently asked questions.

Contact Us

Ed McNeill
ASM Strategic Alliances
202-942-9323
This email address is being protected from spambots. You need JavaScript enabled to view it. 

 

 

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