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2012 ASCB Annual Meeting

Exhibitor FAQs

Meeting Dates: December 15-19, 2012 
Exhibit Dates: December 16-18, 2012 

Moscone Center, San Francisco, CA
747 Howard Street, San Francisco, CA 94103

Even if you are an experienced exhibit manager, please review the information below to ensure you are getting the most of your exhibit experience at the ASCB Annual Meeting. Direct, early contact with exhibit management can be the key to your success as an exhibit manager. Please do not hesitate to contact us if you have any questions. Each question answered in advance is one less problem to be solved onsite.


What are the important deadlines? (+)

Please see the list of deadlines at the bottom of the main exhibitors page. (Exhibitor Deadlines)

How much does it cost to rent a booth? (+)

Corner booth (bordered by a front and side aisle): US$2,800
Inside booth (bordered by a front aisle only): US$2,500

For more information, please view this page, Cost to Exhibit.

When is payment due for booth space? (+)

The deadline to submit your contract and take advantage of your priority points used in assigning booth space is June 4.

You may submit your contract electronically through the ASCB website at www.ascb.org/meetings/exhibits.cfm.

Your application must be accompanied by a deposit of 50% of the total cost of the booth space to qualify for booth assignment according to priority point system by June 4. Applications (with 50% deposit) received after June 4 will be assigned booths in the order they are received.

The balance due must be received by the ASCB on or before August 13, 2012. When you submit your contract for exhibit space you will be sent a receipt. The contract receipt contains a link to pay the balance due. If payment is not received, the ASCB may sell your reserved exhibit space to another exhibitor, and your deposit will not be returned.

What is included in my exhibit space rental? (+)
  • Eight-foot-high back drapes and three-foot-high side drapes on rails
  • Standard (7" x 44") identification sign with company name and booth number
  • Listing in the Annual Meeting Program of up to 50 words (due by August 13, 2012)
  • Complimentary use of the Career Center job posting and interview areas
What is not included in my exhibit space rental? (+)

Carpet for your booth space is required, but is not included. Carpet and anything else that you need, including tables, chairs, electricity, lead tracking devices, etc., may be ordered through one of the appointed contractors. Forms for ordering items for your booth will be available in the online Exhibitor Service Kit. You will receive an email when the Exhibitor Service Kit is available online on September 3.

How is booth space assigned? (+)

Exhibit space is assigned first to Corporate Members and Supporters and then to companies on the basis of their priority points. Regardless of the size of the exhibit, each company will be given one point for each year it participates in the exhibit program. Points toward priority in space assignment will be on a cumulative basis starting with those earned since January 1980. In addition, beginning in 1991, companies have received one point for placing a full-page ad in any Society publication. A maximum of two points may be accrued annually for advertising in Society publications. In the event an exhibiting company merges with, buys, or is bought by another company, the highest number of points accumulated by any one of the original companies will prevail as the point total for the new concern. To obtain the full benefit of the priority rating, applications for space and a deposit for 50% of the total exhibit rental must be received by the ASCB on or before June 4, 2012. Applications received by this date will be assigned in accordance with the priority system, with space assigned first to Corporate Members and Supporters, then to companies with the greatest number of priority points. Exhibitors with equal numbers of priority points will be assigned in order of receipt of contract and deposit by the ASCB. Applications received after June 4, 2012, will be assigned in order of receipt. If preferred options are not available, the Society will assign space for the exhibitor. Therefore, exhibitors are encouraged not to concentrate all space choices in one area. Applications for space and full payment must be received by August 13, 2012, for exhibitors to be listed in the printed Annual Meeting Program.

When will I find out my booth number? (+)

Exhibitors whose contracts are received before June 4 will receive their booth space assignment in late June. All others will hear (by email) approximately two weeks after ASCB receives the contract.

Where do I ship my exhibit materials? (+)

ASCB recommends that you advance ship your exhibit materials to the warehouse, rather than directly to the Moscone Center. You can call Freeman before the show to verify that your shipment arrived at the warehouse. Almost every year one exhibiting company shipment does not arrive at the Convention Center. Because the show begins on a weekend it is hard to track shipments until Monday by which time the exhibits have been open two days.

Advance Shipments to Warehouse: (+)

Uncrated materials will not be accepted at the warehouse. All freight charges must be prepaid. Exhibitors that ship by van, motor freight, or air must send a copy of the bill of lading that shows the number of pieces, weight, classification, and complete routing of delivery carrier to the Freeman warehouse (see address below) and must be scheduled to arrive between Tuesday, November 13, 2012-Wednesday December 5, 2012. Freight terminal hours are from 8:00 am-3:30 pm.

Advance freight shipments may be sent to the following address:
Exhibiting Company Name and Booth #
The American Society for Cell Biology Annual Meeting
C/O Freeman
245 S Spruce Ave
S San Francisco, CA 94080

Direct Shipping to Showsite:
Crated and uncrated shipments consigned directly to the Moscone Center may be scheduled to arrive starting at 1:00 pm on Thursday, December 13, 2012, at the following address:

Exhibiting Company Name and Booth #
American Society for Cell Biology Annual Meeting
C/O Freeman
Moscone Center
747 Howard Street
San Francisco, CA 94103

Official General Service Contractor
Freeman
105 Park Lane
Brisbane, CA 94005
Phone: 714-254-3410
Fax: 469-621-5607
This email address is being protected from spambots. You need JavaScript enabled to view it.

When may I begin installation of my booth? (+)

ASCB recommends that exhibitors plan to arrive no later than Friday, December 14. Travel in December is sometimes subject to weather delays.

Booth Installation Hours:

Thursday, December 13: 1:00pm - 5:00pm
Friday, December 14: 8:00am - 5:00pm
Saturday, December 15: 8:00am - 12:00 Noon

May I set up my own booth? (+)

By definition, the installation or dismantling of exhibits which requires the use of hand tools, or takes one person more than 30 minutes, or exceeds 10 feet in any direction, falls within the jurisdiction of the Local 510 of the Sign Display and Crafts Union. You can handle and set out the products you manufacture; however, all background materials—display boards, backdrops, stands—anything the products are displayed upon, attached to, or made part of, and laying of floor tile and carpets must be installed by union labor. Labor can be ordered in advance by returning the Display Labor order form, or onsite at the Freeman Service Center.

The Teamsters Union Local 85 has jurisdiction over all unloading and reloading of materials. The Union also has jurisdiction over the operation of all material handling equipment—this includes all dollies and hand trucks. You may hand carry only what you can manage by yourself (one person) in one trip, using no equipment. Since hand carried materials may not come through the freight entrance, show management will designate a specific entrance for hand-carried items. Current union jurisdiction precludes hotel personnel from delivering material to exhibit booths.

Do I receive any free scientific registrations with my booth space rental? (+)

Exhibiting companies receive one free scientific meeting registration for each booth purchased. You may order these registrations online at the same time that you order badges for employees who will be working in your booth. These badges will not be mailed; instead, pick them up at the onsite Exhibitor Registration Desk. Additional scientific registration may be purchased online at www.ascb.org/meetings, or onsite. Badges are nontransferable and are not replaceable.

May I or my company submit an abstract? (+)

Exhibitors have the opportunity to make presentations through an Exhibitor Showcase or Tutorial.

Showcases are designed to give exhibitors a unique tool to enhance the presentation and sale of products and services. The Showcase rooms have approximately 200-300 theater-style seats. The Showcase will be assigned for a minimum of two hours at a cost of $1,000 per hour. The following equipment is included in the $2,000 fee: screen, LCD, monitor, PC, MAC, lectern with microphone, floor microphone, timer, laser pointer, and head table for three with microphones.

Tutorials are presented on Monday, December 17, from 6:45 pm-8:15 pm, in rooms that seat from 50 to 300 people. Unlike Showcases, Tutorials must be strictly educational in nature and not seek to advertise or promote an exhibitor's products or services. Tutorials are free, but you must order any audiovisual equipment needed from the designated contractor. The ASCB does not provide audiovisual equipment. Exhibitors who require microphones, LCDs, screens, or computers may order these items from the official ASCB audiovisual provider, PPT, by contacting Mike Neely at 415-267-6400 (phone), 415-822-6452 (fax), or email at This email address is being protected from spambots. You need JavaScript enabled to view it..

You may order food and beverage for Showcases and Tutorials from the Moscone Center. Information will be available in the online Exhibitor Service Kit.

If one of your employees is an ASCB member s/he may also apply to present a Member-Organized Special Interest Subgroup, which will be held on Saturday December 15. Further details can be found on the ASCB website at www.ascb.org/meetings.

How do I obtain badges for my exhibit staff and how many do I/we receive? (+)

Each exhibiting company receives 10 complimentary exhibitor badges per booth. In September (after your booth space has been assigned) you will receive an email from CDS Registration that provides a website and password to enter the names of the people you wish to receive badges. Exhibitors must submit full contact information, including company name, for all people receiving complimentary meeting registration. Badges are nontransferable and are not replaceable.

How do I invite guests to my booth? (+)

Each exhibiting company will receive 10 free Exhibitor Guest badges. These guests are defined as individuals whom the exhibitor wishes to invite to view their display who would not otherwise register for the Annual Meeting. The Exhibitor Guest badge will permit entry to the Exhibit Hall only, from Sunday, December 16, through Tuesday, December 18. The Exhibitor Guest badge will not permit entry into scientific sessions. Badges are nontransferable and are not replaceable. In September, exhibitors will receive an email from CDS Registration that provides a website link and password for advance submission of names for Exhibitor Guest badges. Exhibitors must submit full contact information (including company name, city, state, zip) for all people receiving Exhibitor Guest badges. No duplicate names will be permitted. Badges will not be mailed in advance of the meeting; instead, the badge will be printed when the guest arrives and presents an ID. 

Exhibitors may also submit names for Exhibitor Guest badges onsite, starting Friday, December 14, at 8:00 am. The Exhibitor Guest Registration Desk will be open for guests to print their badges beginning Sunday, December 16, at 8:00 am.

Additional Exhibitor Guest badges will be available for purchase by Exhibitors for $50.

Note: People who show up at the meeting claiming to be an Exhibitor Guest will not be allowed in the Exhibit Hall unless authorized to receive a guest badge by an exhibitor.

May I deliver my exhibit materials to the Convention Center myself? (+)

The Teamsters Union Local 85 has jurisdiction over all unloading and reloading of materials. The Union also has jurisdiction over the operation of all material handling equipment—this includes all dollies and hand trucks. You may hand carry only what you can manage by yourself (one person) in one trip, using no equipment. Since hand-carried materials may not come through the freight entrance, show management will designate a specific entrance for hand-carried items. Current union jurisdiction precludes hotel personnel from delivering material to exhibit booths.

When do I need to be at my booth? (+)

Your booth display needs to be set by Saturday, December 15, at 12:00 Noon. All heavy crates have to be off the floor by Noon so that Freeman can begin laying the aisle carpet. You may be in your booth after Noon to arrange your display materials. The booth display must be completely final by Saturday at 5:00 pm. Exhibitors are expected to be at their booths during exhibit hours: Sunday, December 16-Tuesday, December 18, from 9:30 am-5:00 pm.

Is security provided for my booth and should I insure my exhibit material? (+)

Security personnel will be furnished by Management to be on duty in the Exhibit Hall when exhibits are closed, but the safe-keeping of the exhibitor's property shall remain the responsibility of the exhibitor. ASCB, the Moscone Center, or the city of San Francisco will not be responsible for loss of material by or for any reason. Each exhibitor is advised to purchase a portal-to-portal rider available at a nominal cost on its own insurance policy, protecting against loss through theft, fire, damage, etc. Forms to order additional security in your booth will be available in the Exhibitor Service Kit.

Do I have to provide a Certificate of Insurance to the ASCB? (+)

Exhibiting companies that plan to use the services of a display house/service firm other than Freeman must abide by the following: The exhibitor shall notify Exhibit Manager in writing by November 5, 2012, the names of the display house/service firm, address, telephone number, and contact. The display house/service firm must furnish a copy of a Certificate of Insurance covering $1,500,000 liability to include property damage naming the American Society for Cell Biology as an additional insured.

If I want to provide food and beverage at my booth, whom do I contact? (+)

Contact the Catering Department at the Moscone Center. Information about catering will be provided in the online Exhibitor Service Kit.

Is there a preferred hotel list? (+)

Yes, the ASCB has contracted with specific hotels offering special rates during the 2012 Annual Meeting. More information about hotel reservations and rooming lists

What is the policy on hospitality suites/meeting space/special requirements? (+)

Social functions and other activities sponsored by exhibitors cannot be held during exhibit hours or in conflict with any meeting or activities listed in the printed Annual Meeting Program. Exhibitors must sign a contract with the ASCB to exhibit at the meeting before an ancillary event is accepted by the hotel. Exhibitors are permitted to book hospitality suites at the ASCB hotels. Exhibitors are responsible for all arrangements and costs associated with their event including room rental, audiovisual equipment, food and beverage, etc. All requests for hospitality suites and social functions must be made through onPeak.

Please email your request to This email address is being protected from spambots. You need JavaScript enabled to view it.">This email address is being protected from spambots. You need JavaScript enabled to view it..

Also, see www.ascb.org/meetings for additional exhibiting and hotel information.

How do I promote my presence at the meeting? (+)

The ASCB Annual Meeting offers many opportunities for exhibitors to enhance their presence and increase their visibility.

  • Offer financial support for an ASCB scientific program and get your company name listed prominently in the Annual Meeting Program and ASCB Newsletter as well as on signage in the Moscone Center.
  • Provide ASCB with a 50-word description of what you will display at your booth for inclusion in the Annual Meeting Program by August 13, 2012.
  • Invite attendees to stop by your booth for a display of your products or to pick up an item that you are giving away by renting a mailing list of preregistered meeting attendees. The list will be available in October. 
  • Present an Exhibitor Showcase or Tutorial.
  • Advertise in the Annual Meeting Program, the ASCB Newsletter, and the Onsite Addendum to the program.
  • Purchase a hyperlink to your own homepage that will be listed on the ASCB website.
How do I advertise current job openings? (+)

The ASCB provides a free Career Center. A Job Posting Area and an Interview Area are available to all meeting participants. Employers may post unlimited positions in the Job Posting Area. Employers may schedule use of the Interview Area at their convenience on a first-come, first-served basis. The ASCB also has a year-round online Job Board.

You may also advertise the position in the ASCB Newsletter, which is mailed monthly to every member of the Society.

Can I get a link from the ASCB website back to my website? (+)

Your company will automatically be listed as an exhibitor on the ASCB Annual Meeting website. Exhibitors are also offered the opportunity to purchase ($200) a hypertext link to their own homepage from the ASCB's list of Annual Meeting Exhibitors. To accept this offer, supply us with your company's web address (URL) and include payment with your deposit in the space provided on the contract for exhibit space.

How do I order carpet, tables, chairs, audiovisual equipment, computers, floral arrangements, a photographer, or extra security? (+)

Order forms for everything that you need for your booth will be included in the Exhibitor Service Kit. You will receive an email when the Exhibitor Service Kit is available online in September.

If I have a problem during exhibit installation, the exhibition itself, or exhibit dismantling, whom do I contact for assistance? (+)

Contact Ed Newman, Director of Exhibits and Sales. His office is located next to the Freeman Service Desk in the Exhibit Hall. His onsite contact information will be distributed when you pick up your exhibitor badge.

How do I record the names of attendees who stop by my booth? (+)

Each attendee has a large, easy-to-read badge with contact information magnetically encoded on the badge. Exhibitors may order a lead tracking device to collect this information. CDS (the company that provides the lead tracking device) will send an email after the meeting to every attendee reminding them of the booths that they visited and providing contact and website information for those exhibitors. Order forms for the lead tracking device will be available in the Exhibitor Service Kit.

When is the 50-word description of my company due for inclusion in the Annual Meeting Program? (+)

The description is due August 13, 2012. You must submit the description through the ASCB website. Information about how to submit the description will be included with the confirmation of your booth space.

May I distribute information about my company anywhere besides my booth? (+)

No, information can only be distributed from the exhibiting company's booth.

Do I need approval of items that I want to give away from my booth? (+)

Yes, exhibitors are encouraged to give away appropriate promotional materials and approved related items, but only from their booth. All such giveaways, with the exception of literature, must be approved by Ed Newman, Director of Exhibits and Sales, by November 1.

When may I begin dismantling my booth? When must I be completed? (+)

No packing of equipment, literature, etc., or dismantling of exhibits will be permitted before Tuesday, December 18, at 5:00 pm. All materials must have been removed from the Convention Center by Noon on Wednesday, December 19.

If I want to meet the ASCB Director of Exhibits and Sales, where can I find him? (+)

Ed Newman, Director of Exhibits and Sales, will have an office next to the Freeman Service Desk in the Exhibit Hall. Please stop by and introduce yourself.

If my company has to cancel booth space, what is the cancellation policy? (+)

Exhibiting firms wishing to cancel space or reduce the size of their exhibit space are required to notify Ed Newman, Director of Exhibits and Sales, at the ASCB, 8120 Woodmont Avenue, Suite 750, Bethesda, MD 20814, USA, in writing by the dates listed below. It is the responsibility of the exhibitor to confirm that the cancellation has been received by the ASCB. Reduction of island space dimensions after assignments have been confirmed may result in relocation of the exhibit booth. The date the written notice is received is considered the official cancellation date. The cancellation fee is a percentage of the total booth fee (not just of the deposit), and it will be processed at the conclusion of the Annual Meeting. It is assessed as follows:

Cancel by June 4: No Fee
Cancel between June 5 - July 23: 25%
Cancel between July 23 - August 13: 50%
Cancel after August 14: 100%
How do I make sure I receive emails from the ASCB, Freeman, and Convention Data Services? (+)

Contact your IT Department and have the following domains white-listed: ascb.org, freemanco.com, and cdsreg.com.

Do I need to be aware of any rules? (+)

Exhibitor agrees that all current and subsequent ASCB conditions and regulations and the conditions and regulations of the Moscone Center, and any other facilities used for the ASCB Annual Meeting are made a part of this Agreement and are incorporated by any reference. The ASCB and, in its discretion, its designees shall have the full and exclusive power in matters of interpretation, amendment, and enforcement of all such conditions and regulations, and any amendments when made and brought to the notice of said exhibitor will be as though duly incorporated herein and subject to the terms and conditions of this Agreement. If a dispute or disagreement arises between the parties concerning the allotment of or permitted use of exhibition space or concerning interpretation of any of the conditions or regulations, the decision and interpretation of ASCB is final. The exhibitor agrees to abide by the interpretation that, if requested, shall be in writing.

If ASCB is forced to close an exhibitor's booth or take other remedial action to address a violation of ASCB rules and regulations, the exhibitor will not receive a refund or other compensation from ASCB.

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