EXHIBIT AND SPONSOR

Exhibitor Guidelines and Regulations

Exhibit Rules & Regulations

Please review all of the ABRCMS exhibit rules and regulations before submitting an exhibit booth contract for ABRCMS 2017.

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.

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. ABRCMS reserves the right to limit the number of booths available to multiple units from a single institution. 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. 2, 2017. 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. 25, 2017 to receive a refund (minus a 25% processing fee per booth). No refunds will be issued after Sept. 25, 2017. Cancellation requests 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 guestrooms 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.

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
  • Make checks/money orders payable to "American Society for Microbiology" or "ASM"
    • Mail checks/money orders to:

American Society for Microbiology/ABRCMS
Attn: Fernanda Swan
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

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