General Booth Information

Cost For Exhibit Space
The standard booth size available for exhibit space at ICEID 2015 is 10’x10’ at a cost of $1,200 for inline and corner spaces. There are a limited number of booths available to nonprofit organizations [501(c) (3) or 501 (c) (6)] at the discounted rate of $500 per 10’x10’.  Only one discounted booth per qualified organization is permitted. Additional booths will be charged the full booth fee.

Booth Package Includes:

• 8’ backwall drape and 3’ sidewall drape (10’x10’ standard booth)
• 7”x44” signage with company name and booth number is complimentary
• Four (4) complimentary exhibitor booth personnel registrations for each 10’x10’ space purchased, which allow admittance to the Exhibit and Poster Hall only. Additional Exhibit Hall only badges may be purchased for $200 each.
• One (1) complimentary conference registration attendee badge for each company. Additional conference registrations may be purchased at the regular conference rate ($430 advance/$480 onsite).
• Complimentary listings on the ICEID website and in the Final Program
• One (1) complimentary ICEID Final Program per exhibiting company

Any additional furniture, accessories, electrical requirements, carpeting, cleaning for all exhibit space is the responsibility of the exhibitor.

 

Space Assignment
To secure exhibit space for ICEID, a completed ICEID 2015 Exhibit Application & Contract must be submitted along with 100% booth payment. Applications not accompanied by 100% payment will be considered invalid and returned. Exhibit booth space is assigned on a first-come, first-serve basis. The date on which the contract and full payment is received by ASM will be the date used when determining the order of the assignment of exhibit space. It is the responsibility of the exhibitor to confirm that their contract and payment have been received by ASM Show Management.

Submit applications via mail or email to:

ICEID 2015 Meeting
ASM Exhibits Management
1752 N Street, NW, Washington, D.C. 20036
Email:This email address is being protected from spambots. You need JavaScript enabled to view it.

Company checks, money orders, and credit cards (Master Card, Visa, American Express and Discover) will be accepted for payment of exhibit space.  All checks/money orders must be in U.S. funds, made payable to “ASM.”  Any payment submitted by bank wire transfer must include an additional bank processing fee of $35 added to the total booth fee.  An ICEID 2015 Exhibit Application & Contract that is submitted without payment, or whose credit card is declined, will be considered incomplete.  Incomplete applications will not be processed and returned to the company/organization applying for exhibit space. Receipt of payment does not guarantee assignment of exhibits space requested. ASM reserves the right to reject any application for exhibit space.

 

Exhibit Space Cancellation Reduction Policy
Organizations participating in the exhibition may cancel the lease of exhibit space or reduce the exhibit space reserved at any time with written notice to the ASM Exhibits unit via postal mail, email, or fax. The following schedule will be used when acknowledging a cancellation or reduction.

• Booth cancellation or booth reduction requests received by Monday, June 22, 2015 will receive a refund, less a $200 processing fee per booth.
• No refunds will be made for cancellations or reductions after June 22, 2015.
• ASM reserves the right to resell any cancelled exhibit space without notification to the cancelling party.

 

Badge Registration
Each 10’x10’ space will receive four (4) exhibitor booth personnel badges, which allows admission into the Exhibit Hall and Poster Halls only. One (1) complimentary full conference registration will be allotted to each exhibiting company. Additional conference registration badges over the allotment may be purchased at the regular conference rate ($430 advance/ $480 onsite). Additional Exhibit Hall only badges may be puchased for $200 each.

 

Non-Exhibiting Companies
Non-exhibiting companies and their personnel, agents, and contractors will not be permitted to display or demonstrate products, services, solicit order, or distribute advertising materials in the hotel/exposition facility (or their grounds) used by ASM to house meeting delegates without written approval from ASM Show Management. Noncompliance with ASM regulations will result in the prompt removal of offending person and property from the hotel.

 

Floor Plan Modifications
All measurements shown on the floor plan are approximate and are in accordance with fire marshal regulations.  Every effort is made to accommodate exhibitor requests for space. Due to space constraints at The Hyatt Regency Atlanta, requests to avoid or to be placed next to certain exhibitors may not be accommodated.  If we are unable to assign an exhibitor to one of its booth choices, then the next best available booth will be assigned. ASM reserves the right to modify the floor plan to accommodate space sales and/or avoid conflict and to relocate exhibit booths as necessary after consultation with exhibitors who are affected by the modification.  Every effort to consider location of competitors and accommodate special requests will be made; however, ASM cannot guarantee booth location.

 

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 comply, ASM Show Management reserves the right to close the booth, remove it from the show floor, and prohibit personnel from entering the Exhibit Hall. The ICEID 2015 Meeting considers a default on booth payment, either by check or credit card, a violation of the ICEID 2015 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.