Exhibit Fees and Policies

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

Booth Package Includes:

  • Each 10'x10' standard inline will be provided with an 8' backwall drape and 3' sidewall drape
  • 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 Exhibit Hall and Posters 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 attendee at Regular Conference Rate (advance/onsite).
  • Complimentary listings on the ICEID website and Final Program
  • One (1) complimentary ICEID Final Program per exhibiting company


Space Assignment
To secure exhibit space for ICEID, a completed 2015 ICEID Exhibit Application & Contract and must be submitted along with 100% booth payment.  Applications not accompanies 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.

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

Submit applications via mail or email to:

ICEID 2015 Meeting
ASM Exhibits Management
1752 N Street, NW, Washington, D.C. 20036
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Company checks, money orders, and credit cards (Master Card, Visa and American Express) 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 additional added to the booth fee total.  A 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 ASM Exhibits Management Department via postal mail, email, or fax (202) 942-9340.  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 received a refund, less $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 any notification to the cancellation party.

 

Location of Exhibits
The ICEID 2015 meeting will be held in the Hyatt Regency Atlanta, 265 Peachtree Street NE, Atlanta, Georgia 30303. Exhibits will be held in the Grand Hall East and West.

 

Badge Registration
Each 10'x10' exhibit will receive four (4) exhibitor booth personnel badges, which allow 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 Regular Conference Rate (advance/onsite)
Exhibitors may pre-register for badges via the Exhibitor Registration Form (to be included with Exhibitor Service Manual). Badges will be available for pick up during Exhibitor Registration hours.

 

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 floorplan 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 concur, 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 consider 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.
 

Move–In and Move-Out Policies
Installation: Sunday, August 23, 2015 from 3:00 p.m. – 6:00 p.m. and Monday, August 24, 2015 from 7:00 a.m. -9:00 a.m.

No exhibitors will be admitted to the Exhibit Hall for booth installation before 3:00 p.m. on Sunday, August 23, 2015.  All exhibit booths must be installed by 9:00 a.m. on Monday, August 24, 2015.  Any booths not set by that time will have its crates and materials removed at the exhibitor’s expense and placed in off-site storage.  The exhibitor is responsible for notifying the ASM Exhibits Manager on-site, if they are unable to have their booth ready by the designated time.

Dismantle/Move-Out: Wednesday, August 25, 2015 from 1:45 p.m. – 3:30 p.m.

No packing of equipment, literature, or dismantling of exhibits will be permitted until this time.  Any packing of structural elements such as pop-ups, tables, signs, literature, etc. performed before the Exhibit Hall closes on Wednesday, August 26, 2015 will be seen as a violation of the exhibitor’s contract with ICEID and the exhibitor may be denied participation in future ASM meetings, and removal from ASM’s approved exhibitors list.