Exhibitor Benefits & Services

On behalf of our student attendees, we ask academic institutions, organizations, foundations, professional societies and federal agencies that offer services and programs for minority students in science, technology, engineering and mathematics (STEM), to showcase information on fellowships, graduate and postdoctoral opportunities, and student membership opportunities.

History of ABRCMS Exhibitors (2001-2012)

2013 Important Exhibitor Dates and Deadlines

May 13: Priority Exhibit Sales for Sponsors (12:00 p.m. EST)

May 14: Priority Exhibit Sales for Clusters (12:00 p.m. EST)

May 15: General Exhibit Sales (12:00 p.m. EST)

June 10: Hotel Reservations Open

June 24: Exhibitor Conference Registration Site Opens (NEW this year!)

September 13: Exhibitor Guide Description and Advertisement Deadline

September 23: Raffle Prize Donation Deadline

October 1: Exhibit Booth Cancellation Deadline

October 8: Online Abstract Database and Conference Itinerary Planner Available

October 15: Hotel Reservation Deadline

October 21: Discount Conference Registration Deadline

November 13 & 14: Exhibit Set-up*

November 14, 15 & 16: Exhibit Hours*

November 16: Exhibit Take Down*

*See preliminary program (available August 1, 2013)

Additional conference dates and deadlines

Lead Retrieval System (LRS)
Capture the demographic information of every attendee by simply scanning their name badge. 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. Fields captured will include name, university, address, e-mail, phone number, registration type, education level and scientific discipline. Questions? Contact Experient at (888) 267-4451.

*Lead Retriveval order form will be available in May

Online Abstract Database

An online database of the 2013 student presentations will be available by October 8. Early release of abstracts offers exhibitors the ability to organize recruitment plans before arriving in Nashville.

Shipment-Freeman
Freeman is the official ABRCMS shipping provider. An ABRCMS Exhibitor Service Manual will be e-mailed to each primary exhibitor 2 months before the conference. The manual includes information on exhibit rules and regulations, shipping addresses and order forms, frieght and labor deadlines, and procedures for purchasing additional booth furniture.  Freeman's Exhibitor Services department can be reached at (615) 884-5785.

Please note:

1. If an outside company is used, the Gaylord Opryland Resort and Convention Center will charge an additional fee for accepting, storing, delivering, and returning ALL packages regardless of weight.

2. EAX Worldwide is NOT a recommended ABRCMS shipper.

Exhibit Hall Raffle

The exhibit hall raffle is designed to promote student participation in the Exhibits Program. Exhibitors are encouraged to donate organization or school logo items (hats, t-shirts, sweatshirts, windbreakers, duffel bags, backpacks, travel mugs, portfolios, etc.) to be raffled off during conference meal times. Donor exhibitors are recognized in the Exhibitor Guide as well as on-site at the conference. Send donations to:

ABRCMS Raffle

ASM/Education Department

1752 N Street NW

Washington, DC 20036

The submission deadline is Monday, September 23, 2013.

Exhibitor Eligibility

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

Conference Demographics

Additional conference demographics

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 or five (5) booths to be eligible for priority selection of exhibit booths 24 hours prior to the general exhibit launch date. An "Intent to Cluster Exhibit Booths Form" must be submitted by Monday, May 6, 2013, for a cluster to be eligible to participate in the priority exhibit booth selection program.

Intent to Cluster Form (pdf)

Recruitment Team Approach to Exhibiting

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 Orientation/Forum for Exhibitors

New for 2013! There will be an orientation webinar for first-time ABRCMS exhibitors held in October.  More information will be available at a later date.

On Thursday, November 14, an interactive session will be held to receive information on the future direction of ABRCMS Exhibits Program and share feedback about your ABRCMS exhibit experience.  In the past, exhibitors have indicated that orientation was helpful for successfully recruiting students at conference.

Networking with Disciplinary Societies
Networking sessions with professional societies will be held Wednesday, November 13 from 8:15-9:15 p.m. These informal sessions, led by professional society members, provide a forum for societies to engage in small group discussions with students. Discussions focus on the societies’ student activities and on career pathways within their respective disciplines. We strongly recommend that any exhibitor representing a professional society attend. After participating in ABRCMS, all students are encouraged to continue their scientific and professional development by attending professional society meetings in their respective disciplines.

Early Admittance into Exhibit Hall
Individuals with exhibitor badges may enter the exhibit hall 30 minutes prior to opening of the exhibition. Students assisting with the set-up of the booths must be registered for the conference and have the exhibitor pass designated for students. A limited number will be available on-site. As a safety measure, the exhibit hall will be closed to all attendees during non exhibition hours. Please plan accordingly.

Scientific Disciplines Represented

ABRCMS represents twelve scientific disciplines encompassing science, technology, engineering and math. We strongly encourage exhibitors to provide information at their booth on as many disciplines as possible.

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