February 26 - 29, 2012    •    The Omni Shoreham Hotel    •    Washington, DC
Exhibit Rules and Guidelines

Eligibility to Exhibit

The Biodefense Exhibit Hall 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 Biodefense events will take place at the Omni Shoreham Hotel, 2500 Calvert Street, NW, Washington, DC 20008. Exhibits will be held in the Exhibit Hall on Level B1.

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 are aware of all 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 and Emerging Diseases 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 the ASM 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 non-exhibiting firm or business shall not be permitted. If an article of a non-exhibiting 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 $1,900 for each 8' x 10'space. The $1,900 booth fee also includes a standard booth package: 6' draped table, two (2) chairs, and one (1) wastebasket and standard carpet.

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-serve, space available basis. Space assignments will begin on Wednesday, November 9, 2011, and confirmations will be emailed after the application process is completed.

Every effort is made to accommodate exhibitor requests for space. Due to space constraints at the Omni Shoreham, requests to avoid or to be placed next to certain exhibitors may not be accommodated. If Biodefense Exhibits Management is unable to assign a first choice booth space request, the next best available booth will be assigned.

Floor Plan

Exhibits Management reserves the right to make modifications as may be necessary, making equitable adjustments with the exhibitors affected.

Non-contracted 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 and Emerging Diseases Research Meeting 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 mandated by 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.

Exhibitors wishing to cancel space or reduce the size of their exhibit space are required to send a letter of exhibit space cancellation to Biodefense Exhibits Management. 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

Exhibits that interfere or impede access to other exhibits or the aisles are not permitted. Booth personnel are required to confine their activities within their exhibit booth space. Apart from the specific display space for which an exhibitor has contracted with Biodefense Exhibits 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 (1) complimentary scientific registration will be allotted to each exhibiting company. Additional badges may be purchased on-site or during the pre-conference Exhibitor Registration process.

Exhibitors may pre-register for badges via Exhibitor Registration Online. Badges will be available for pick up during attendee registration hours. The Biodefense Exhibit Hall 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.