IMPORTANT DEADLINES Abstract Submission 11/15/07 |
Pre Registration 1/25/08 |
Hotel Reservations
2/1/08 |
IMPORTANT DATES Meeting 2/24/08-2/27/08 |
BALTIMORE RESOURCES |
6th Annual ASM Biodefense and Emerging Diseases Research Meeting Exhibit Prospectus
Click the following links to read sections of the Prospectus. Or you can click here to download the Prospectus in its entirety.
Biodefense Exhibit Rules and Guidelines
| Eligibility to Exhibit | Terms of Payment |
| Location of Exhibits | Space Assignment |
| Rules and Regulations | Noncontracted Exhibit Space |
| Contract for Space | Cancellation or Reduction of Space |
| Display | Space Usage |
| Booth Cost & Sizes | Badge Registration |
| Clinical Testing/Demonstration of Equipment | No-Smoking Policy |
| Entering Another Exhibitor’s Booth | Photography in Exhibit Hall |
| Food and Beverage | Selling of Products or Services |
| Booth Premiums | Sound Restrictions |
| Mailings | Use of Meeting Name and Society Logos |
| Compliance with Law | Package Removal Policy |
| Eviction and Restriction | Hold Harmless Clause |
| Fire Protection | Repair or Damages |
| Forfeiture | Security |
| Injury, Loss, or Damage | Exhibit Violations |
| Insurance | Interpretation and Amendment |
Booth Construction
Show Colors
Crate/Booth Storage
Inline Booths
Installation
Dismantling
Official Contractors
Exhibitor Service Manual
Shipping – Advanced and Direct Freight Addresses
Biodefense Exhibit Rules and Guidelines
Eligibility to Exhibit
Biodefense's Exhibit Program is an integral part of the scientific program. Products and services to be exhibited must be directly related to the conduct of science. Biodefense reserves the right to accept or reject, in its sole discretion, any application to exhibit and to determine the eligibility of any proposed exhibit.
Location of Exhibits
All commercial and Biodefense registration and scientific sessions, will be located in the Baltimore Marriott Waterfront, 700 Aliceanna Street, Baltimore, Maryland 21202. Exhibits will be held in the Grand Ballroom.
Rules and Regulations
All information included in this Prospectus becomes a part of the contract between the exhibitor and Biodefense. These policies have been developed in the best interests of the exhibitors as a whole. Management respectfully asks the full cooperation of all exhibitors in observing these policies. All points not covered are subject to the decision of management.
Management requests that all personnel staffing your exhibit booth be familiar with the Rules and Regulations prior to the opening of exhibits.
Contract for Space
The application and contract for space, the formal notice of assignment by the Biodefense Research Meeting, and the full payment of rental charges constitute a contract for the right to use the space. It is the exhibitor's responsibility to confirm that their contract and payment have been received by Biodefense's Exhibits Office.
Display
Exhibitors must display only products or services manufactured or dealt in by them in the regular course of business. The featuring of a name or advertisement of a nonexhibiting firm or business shall not be permitted. If an article of a nonexhibiting firm or business is required for the operation or display of an exhibitor's wares, identification of such article shall be limited to the usual and regular nameplates, imprinting, or trademarks under which the article is sold in the regular course of business.
Booth Cost & Sizes
Available booths are $1,800 for each standard 8' x 10' space. Booths with the optional furnishings package will include a draped 6' table, 2 chairs, and a wastebasket for $2100 for each 8' x 10' space. Exhibits Management reserves the right to make such modifications as may be necessary, making equitable adjustments with the exhibitors affected. A revised floor plan will be available at www.asmbiodefense.org.
Terms of Payment
Full payment of the exhibit rental charge MUST accompany the signed Exhibit Application & Contract. Applications not accompanied by full payment will be returned unassigned.
Payment is accepted in the form of check or credit card (American Express, MasterCard, or Visa).
Space Assignment
The floor plan is designed by the Exhibits Management according to Fire Marshal regulations and the facilitation of floor traffic for all exhibitors. Exhibitors may select any of the booths as they appear on the floor plan. Applications with full payment will be date-stamped and space will be assigned on a first-come, first-served, space available basis.
Every effort is made to accommodate exhibitor requests for space and position on the floor. Due to the layout of exhibits in the Renaissance Washington, requests to avoid or to be placed next to certain exhibitors cannot be accommodated. If Show Management is unable to assign you one of the requested booths, the next best available booth will be assigned.
Noncontracted Exhibit Space
Apart from the specific display space for which an exhibitor has contracted with ASM, no person, firm, or organization will be permitted to display or demonstrate products, processes, or services, solicit orders, or distribute advertising materials in the exposition facility or in any hotel (or their grounds) used by ASM to house meeting delegates without prior written approval of the Biodefense Program Committee. Noncompliance with regulations will result in the prompt removal of the offending person and property from the hotel.
Cancellation or Reduction of Space
It is mutually agreed that in the event of cancellation of the Biodefense Exhibition due to fire, strikes, picketing, embargo, injunction, act of war, act of God, travel restrictions by the federal government, governmental regulations, emergencies, any act beyond the control of Biodefense, or any causes which would prevent its scheduled opening or continuance, then and thereupon this agreement will be terminated and Exhibits Management shall determine an equitable basis for the refund of such portion of the exhibit fee as is possible, after due consideration of expenditures and commitments already made.
Exhibiting firms wishing to cancel space or reduce the size of their exhibit space are required to (1) telephone Exhibits Management at (202) 942-9240; and (2) forward a confirming letter of cancellation. The date the written notice is received is considered the official cancellation date.
If the exhibit booth space is resold, the cancellation fee will be 10% of the total fee for the booth(s) contracted. If the exhibit booth space cannot be resold, the cancellation fee is 100% of the total fee for the booth(s) contracted.
Space Usage
No exhibits will be permitted which interfere with or impede access to other exhibits or impede the free use of the aisle. Booth personnel are required to confine their activities to within the exhibitor's booth space. Apart from the specific display space for which an exhibitor has contracted with Biodefense Show Management, no other facility may be used by any person or organization other than Exhibits Management for display purposes of any kind or nature. Persons, companies, or organizations that have not contracted exhibit space may not engage in any type of selling, display, or advertisement of products or services. Violators of this rule will be escorted from the premises.
Badge Registration
Each 8'x10' exhibit will receive four (4) exhibitor registration badges, which do not allow admission into scientific sessions. One complimentary scientific registration will be allotted to each exhibiting company. Additional badges may be purchased on-site or via the Exhibitor Registration Form.
Exhibitors may pre-register for badges via the Exhibitor Registration Form (to be included with Exhibitor Service Kit). Badges will be available for pick up during attendee registration hours.
The exhibitor may demonstrate the company's equipment and make formal presentations regarding the product line or service in the booth. The exhibitor must confine all promotional activities to their booth. Sales calls to other exhibitors on the show floor are not permitted. The exhibit may not be packed until after the Hall has closed on Tuesday, February 26. The Biodefense Program Committee has scheduled poster sessions in the exhibit halls to ensure traffic, and has scheduled the poster presenters to be at their posters to present their papers in person in the exhibit halls. Therefore, any packing of structural elements such as pop up exhibits, signs, etc. before the exhibit hall closes on Tuesday, February 26, will be seen as a violation of the exhibitor's contract with Biodefense. Representatives and employees of exhibitors will be modestly and appropriately attired to maintain the professional and businesslike atmosphere of the Biodefense meeting.
Clinical Testing/Demonstration of Equipment
Biodefense exhibitors may not conduct clinical tests in their booths. The distribution and consumption of medical samples is not allowed. Medication is defined as anything that has a potential therapeutic benefit. No invasive procedures are allowed. However, exhibitors are permitted to demonstrate products or equipment in their booths.
Entering Another Exhibitor’s Booth
Personnel should not enter another exhibitor's booth space without obtaining permission, nor should personnel block access to another booth.
Food and Beverage
The distribution of food and/or beverage must be approved in advance by Biodefense. Exhibitors may not dispense food of any kind, including bottled water of any type, without written permission from Biodefense and the Baltimore Marriott.
Booth Premiums (deadline February 1, 2008)
Exhibitors are permitted to distribute promotional material and other related items in their exhibit booth. All booth premiums must be approved in writing in advance by Exhibits Management. If a booth premium has not been approved by Biodefense Show Management prior to the exhibit and is determined to be objectionable, Exhibits Management has the right to refuse its distribution. ASM reserves the right to determine the appropriateness of booth premiums. These premiums should be items that can be used during the meeting or in the professional activities of the attendee.
Mailings (deadline for request and mail piece submittal February 1, 2008)
Rental of Biodefense attendee pre-registration and final registration lists must be approved through Exhibits Management and is available only to exhibitors. Sample copy or a sample of the actual mailing piece must be submitted to the Biodefense Exhibits Office for approval.
No-Smoking Policy
A no-smoking policy applies to the exhibit areas of the hotel, all areas therein, and the meeting rooms. Exhibitors found in violation of this policy will risk penalties including booth closure.
Photography in Exhibit Hall
The taking of photographs is strictly prohibited. Exhibitors interested in engaging a photographer for photos of their booth must contact show management for scheduling. Because of the sensitive meeting content, photographing or videotaping of posters or exhibits is strictly prohibited. Anyone found in violation of this policy will be escorted from the premises.
Selling of Products or Services
Selling and order taking are permitted, provided the a) products for sale are the exhibitor's own unaltered, marketed products; b) the products and services are directly related to the content of the Biodefense meeting; and c) all transactions are conducted in a manner consistent with the professional nature of the meeting.
Sound Restrictions
Electrical and other mechanical apparatus must be muffled so that noise does not disturb other exhibitors. Show management reserves the right to determine at what point sound and traffic constitutes interference with others and whether it must be discontinued.
Use of Meeting Name and Society Logos
The Biodefense name and logo are exclusive property. They may not be used in any way, i.e., promotional literature, giveaways, invitations, or by anyone else for any purpose without specific written approval from Exhibits Management. Please send all requests in writing to Exhibits Management no later than February 1, 2008.
Compliance with Law
The exhibitor shall not engage in any display, publication, performance, or other activity that is in conflict with any federal, state, or local law, regulations, rule or ordinance, nor shall the exhibitor, or its representatives or employees, engage in any lewd display, publication, or performance. Exhibitors will not display or bring into the exhibit any animal, bird, fish, or other nonhuman creature.
Eviction and Restriction
Show Management reserves the right to restrict or evict exhibits that, because of noise, method of operation, materials, or any other reason become objectionable, and also to prohibit or evict any exhibit which, in the opinion of Show Management, may detract from the general character of the exhibits as a whole.
Fire Protection
Exhibitors must comply with all local fire regulations. Booth decorations must be flame-proofed, and all hangings must clear the floor. Electrical wiring must conform to all federal, state, and municipal government requirements. If inspection indicates that an exhibitor has neglected to comply with these regulations or otherwise causes a fire hazard, Biodefense reserves the right to cancel all or such part of the exhibit as may be irregular.
Forfeiture
If an exhibitor does not follow the Rules and Regulations established by Biodefense Show Management, the exhibitor shall forfeit the amount paid for space rental, regardless of whether or not the exhibit space is subsequently leased.
Injury, Loss, or Damage
Show 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 the Biodefense and Emerging Diseases Research Meeting, its agents and contractors, and the Renaissance Washington from all liability which may ensue from any cause whatsoever. Show 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 booth, unless such injury, loss, or damage is caused by active negligence or willful act of Show Management. If Show Management should be held liable for any exhibitor's action or failure to act in any matter whatsoever, the exhibitor shall reimburse Show Management for all expenses incurred and hold Biodefense harmless from any resulting liability.
Insurance
The exhibitor shall, at its sole cost and expense, procure and maintain throughout the term of the contract for exhibit space comprehensive general liability insurance against claims for bodily injury or death and property damage occurring in or upon or resulting from the premises leased. Such insurance shall include contractual liability and products liability coverage with combined and single limits of liability of not less than $1,000,000. The exhibitor shall, at its sole cost and expense, procure and maintain throughout the term of this contract worker's compensation and occupational disease insurance in full compliance with all federal and state laws governing all of the exhibitor's employees engaged in the performance of any work for the exhibitor. The exhibitor shall obtain and furnish upon request of Show Management a certificate of insurance evidencing the required insurance.
Package Removal Policy
ASM reserves the right to stop persons leaving the exhibit floor to inspect equipment, cartons, luggage, etc. that are being removed. Materials cannot be removed from the hall during published show hours.
Hold Harmless Clause
The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of exhibitors' activities on the Hotel premises and will indemnify, defend and hold harmless the Hotel, its agents, servants, and employees from any and all such losses, damages, and claims.
Repair or Damages
Nothing will be posted, tacked, nailed, screwed, or otherwise attached to the columns, walls, floor, ceiling, furniture, or other property of the Baltimore Marriott. The cost of repairing damage inflicted by the exhibitor, its employees, representatives, or agents to the Baltimore Marriott will be billed to and paid for by the exhibitor.
Security
Exhibitors are responsible for their equipment and property. All property of the exhibitor is understood to remain under his/her custody and control in transit to, within, and from the confines of the Exhibit Hall. The Biodefense and Emerging Diseases Research Meeting, its agents and contractors, and the Renaissance Washington do not guarantee or protect the exhibitor against loss of any kind. Each party agrees to be responsible for its own property through insurance or self-insurance and shall hold harmless each of the other parties for any and all damage caused by theft and those perils normally covered by fire and extended coverage policy.
Exhibit Violations
As a condition for exhibiting, each exhibitor shall agree to observe all policies and regulations.
A violation of these printed guidelines may result in a loss of exhibit participation unless immediate corrective measures are taken by the exhibitor to rectify the violation. If the exhibitor is asked to correct the violation but does not concur, Show Management reserves the right to close the booth, remove it from the show floor, and prohibit the exhibitor's personnel from entering the exhibit hall. The Biodefense and Emerging Diseases Research Meeting considers default on booth payment, either by check or credit card, a violation of the Biodefense guidelines. If an exhibitor fails to honor their contractual agreement and does not pay in full or stops payment on a check or credit card, booth set up will not be permitted.
Interpretation and Amendment
Show Management shall have full power to interpret or amend these rules, and its decision is final. The exhibitor agrees to abide by any rules or regulations that may hereafter be adopted by the Biodefense and Emerging Diseases Research Meeting. Show Management promises its full cooperation for a successful show and will be pleased to work with the exhibitors towards this end.
Booth Construction
- General
Exposed or unfinished sides and/or exhibit backgrounds (including ends of pop-up displays) must be draped to present an attractive appearance. If such draping is not ordered, the official general service contractor, at the direction of the Biodefense Show Management, will install it at the exhibitor's expense. If an exhibitor's booth construction is considered unsafe by Show Management or its agents, the exhibitor will be required to correct the construction issues or the booth will not be permitted to open.- Show Colors
Side and back drapes will be navy blue.- Crate/Booth Storage
Nothing may be stored behind booths. All packing containers, carrying cases, etc., must be stored off the exhibit floor. Biodefense and the Renaissance Washington will inspect all exhibits to ensure compliance. Accessible storage may be arranged through Champion Exposition Services.- Inline Booths
Each booth will have an 8 ft. high draped back wall and 36" high draped side rails. In-line booths may not exceed 8 feet in height, including signs. No solid exhibit construction will be permitted to exceed 42" (3.5 feet) in the front 5 feet of the booth.
Installation
Exhibit space will not be released to the exhibitor for installation until all conditions as set forth in this prospectus are met. Champion will perform installation and dismantling for all exhibits.
No one will be admitted to the hall for booth installation before 1 p.m. on Sunday, February 24, 2008. All installation of exhibits and crate removal must be completed by 6:00 p.m. on February 24, for final cleaning and preparation before the 8:30 p.m. opening reception. Show Management will direct the service contractor to complete installation for any exhibit not set by the published time and the exhibitor will be billed for the labor.
Hours of installation are:
Sunday, February 24, 1:00 p.m. - 6:00 p.m.
Dismantling
The official closing time of exhibits is Tuesday, February 26, at 5:00 p.m. No packing of equipment or literature, or dismantling of exhibits will be permitted until this time. All displays must be dismantled, crated, and ready for removal by 7:00 p.m.
Hours of dismantling are:
Tuesday, February 26, 5:00 p.m. - 7:00 p.m.
Official Contractors
The Official General Service Contractor for the Biodefense and Emerging Diseases Research Meeting is Champion Exposition Services. Biodefense will appoint additional official contractors on an exclusive basis for other exhibit services, including but not limited to audiovisual, security, etc., and the Exhibitor Service Manual will include forms for their services. Exhibitors and/or their independent contractors must use Biodefense-appointed vendors for these services. Official contractors are monitored, and Show Management will intercede if the quality of material or service is questioned by an exhibitor.
Exhibitor Service Manual
An Exhibitor Service Manual will be emailed to all confirmed exhibitors. Each service form is self explanatory. Advance ordering of all required items is greatly to your advantage.
Advance prepaid orders for rental furniture, decorations, floor covering, and specialty items are discounted. To ensure an adequate labor force, appropriate equipment supply, and a smooth setup, please complete and return all forms in advance. The service manual will include forms for all necessary services.
Shipping
Champion Exposition Services is responsible for handling the move-in and move-out of all materials and equipment. Champion will accept shipments at its warehouse until February 8, 2008.
Advanced shipments should be addressed to:
TO: <Name of Exhibitor and Booth #>
FOR: 2008 ASM Biodefense Research Meeting
c/o: Champion Expo / ASM Biodefense
Yellow Freight Systems
7600 Preston Drive
Landover, MD 20765
Direct shipments to the Baltimore Marriott will be accepted beginning February 24, 2008. Biodefense and Champion cannot guarantee the arrival of goods shipped to arrive at the hotel before this date.
Direct shipments should be addressed to:
TO: <Name of Exhibitor and Booth #>
FOR: 2008 ASM Biodefense Research Meeting
c/o: Champion Exposition Services
Baltimore Marriott Waterfront Hotel
700 Aliceanna Street
Baltimore, MD 21202
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