 |
 |
 |
 |
 |
 |
|
|
||||||
|
||||||
|
|
|
|
| 1992 | Colorado Springs, CO | 812 registrants |
| 1996 | Vancouver, BC | 699 registrants |
| 2000 | Portland, ME | 459 registrants |
| 2004 | Austin, TX | 587 registrants |
Presentation of Products or Services
The purpose of the exhibit program is to further the education of the researcher. The exhibits must be of an educational character. They must emphasize instruments, products or services for use in teaching and research, books or other publications in scientific fields of relevance to the interests of the member, or directly convey scientific research findings in those areas of science represented. To assist registrants who are interested in securing more information following the meeting about equipment, supplies, and materials displayed by the exhibitors, each exhibiting company’s full address will be listed in the official meeting program.
Space Assignment
Space assignment will be made on a first-come/first-served basis, with priority given to meeting sponsors. Whenever possible, space will be allotted according to the exhibitor’s choice, but final arrangements will be determined by the Exhibit Management in a way that produces the most advantageous grouping of the exhibits. Exhibit Management shall have no liability if the space location assigned is not as requested.
A 50-word description of products and services to be displayed in your booth must be submitted via email to meetings@the-aps.org no later than August 4, 2008 to insure that the description of your booth is included in the official meeting program.
Meeting Decorator and Service Kit
The official meeting decorator for the 2008 APS Intersociety Meeting: The Integrative Biology of Exercise-V is Freeman Company. Exhibitor service kits will be will be mailed to each confirmed exhibitor in August. A complete set of forms for ordering furniture, carpeting, electricity, and drayage information will be included in the kit. Exhibitors are urged to take advantage of ordering items for their booth before the meeting begins, as on-site orders are substantially more.
Installation of Exhibits
Set-up: Wednesday, September 24, 2008, from 3:00 PM – 7:00 PM
A labor crew will be available on set-up day in accordance with advance orders. Exhibitors are urged to order in advance all services required. A complete set of service forms will be forwarded to each exhibiting company.
All exhibit material must be unpacked by 7:00 PM on Wednesday, September 24, to permit the removal of empty crates and cartons from the exhibit area. Any exhibit not unpacked by this time will be placed in storage and can be returned only after the exhibits close on the first day of exhibiting, or may be ordered set-up by the Exhibit Management and the cost charged to the exhibitor. No refuse, such as empty cartons, may be placed in the aisles after the final sweeping of the aisles in the exhibit area.
Exhibit Hours
Thursday, September 25 11:00 AM – 3:00 PM
Friday, September 26 11:00 AM – 3:00 PM
Saturday, September 27 11:00 AM – 3:00 PM
As a courtesy to the participants and your fellow exhibitors, it is requested that you open your exhibit on time each day and staff it throughout the exhibit hours until the scheduled closing hour. Deliveries or removal of equipment must be made before of after exhibit hours. A pass must be obtained from Exhibit Management to remove any material or equipment prior to 3:00 PM on Saturday, September 27. Once the exhibit area opens on Thursday, September 25, nothing may be removed until the exhibit is officially closed at 3:00 PM.
Dismantling of Exhibits
Dismantle: Saturday, September 27, from 3:00 PM – 6:00 PM
No packing of equipment, literature, etc. or dismantling of exhibits will be permitted until the official closing time. Violators will not be invited to exhibit at future meetings. All exhibits must be packed by 6:00 PM, Saturday, September 27. IMPORTANT: To avoid any damage to your equipment, please remain at your exhibit until crates are delivered and labor is available. There will be no security personnel available at the meeting. Exhibitors are responsible for securing their exhibit equipment each day. The participating Societies, Exhibit Management, the Westin Hilton Head Resort and Spa hotel, and Freemans Company cannot assume any responsibility for loss of, or damage to, exhibits, equipment, personal belongings, etc.
Enforcement of Rules
By applying for exhibit space, an exhibitor agrees to adhere to all conditions and regulations outlined in this brochure. Conformity with these Rule and Regulations will be monitored by Exhibit Management.
Each exhibitor is granted nothing more that a terminable license to exhibit, subject to all the rules herein. If it is decided that an exhibitor has failed to comply with any rule, the license may be terminated and the exhibit closed without any notice. In all interpretations of the Rules and Regulations, Exhibit Management’s decision is final.
Indemnification
Exhibitor assumes responsibility and agrees to indemnify and defend the sponsoring Societies, the Westin Hilton Head Resort and Spa Hotel, and Freemans and their respective employees and agents against any claims or expenses arising out of the use of the exhibition premises.
Furthermore, the Exhibitor understands that neither the APS nor the Westin Hilton Head Resort and Spa Hotel maintain insurance covering the Exhibitor’s property and it is the sole responsibility of the Exhibitor to obtain such insurance.
General Conduct of Exhibits
The following practices are prohibited:
Noisy electrical or other mechanical apparatus interfering with other exhibitors or attendees.
Operation of x-ray equipment.
Canvassing or distributing any material outside the exhibitor’s own space.
Subleasing of exhibit space.
The use of billboard advertisements and/or the display of signs outside the exhibit hours.
Publicizing and/or maintaining any extracurricular activities, inducements, demonstrations or displays away from the exhibit area during exhibit hours.
Photographing, video taping, or examining another exhibitor’s equipment without permission.
The use of magicians, fortune tellers, dancers, puppets, or other entertainment of this nature.
Entry into another exhibitor’s booth without permission.
Dismantling exhibits and leaving before the official exhibit closes at 3:00 PM on Saturday, September 27.
Exhibitors are requested to staff their exhibits with personnel attired in a manner consistent with the decorum of the meeting and knowledgeable in the products and policies of the company.
The use of live animals.
Volatile or flammable liquids, substances, or material.
Relevant portions of the forgoing prohibited practices are applicable to non-exhibitors at all times. Non-exhibitors may not solicit business from scientific registrants or companies exhibiting.
The use of open audio systems is discouraged. Requests to use an open audio system must be approved by Exhibit Management and the exhibitor must agree to discontinue use if the sound level is deemed to be objectionable to the registrants or adjacent exhibitors.
Cancellation or Reduction of Exhibit Space
Notification of an exhibitor’s decision to cancel or reduce space must be made in writing. The effective data of space cancellation or reduction will be in the date on which written notice is received by Exhibit Management.
Exhibitors who cancel between 31 and 60 days prior to the first date of the meeting forfeit all deposits made. Exhibitors who cancel 30 days or less from the first date of the meeting will be charged the full cost of the booth space.
Exhibit Fee
Each 8’ x 10’ booth costs $900
Exhibit Application Form
To download an exhibit application form, please click here.
Exhibitor Registration
Each confirmed exhibitor will receive two (2) complimentary registrations per booth. Please indicate the name of the representative (s) and the company name exactly how you would like it to appear on the exhibitor application form. Additional representatives must register as a non-member for the meeting. Exhibitor registrations do not include entrance to the scientific symposiums, opening reception, the ticketed special event, or the closing banquet.
Sponsorship
Reach more of the attendees by sponsoring one or more of the meeting products at the meeting. For more details on the sponsorship opportunities for this meeting, please click here.
Floor Plan
Please see the floor plan below for booth choice. Please see Space Assignment for further details.
