What Is Included In Exhibit Space Rental

  • Company name, telephone, email, URL address, and exhibit description up to 50 words printed in the Annual Meeting Program (distributed to all meeting attendees) and on the ASCB website (telephone and email will not be published on the website for privacy reasons)
  • Exclusive opportunity to host workshops within your booth during the ASCB Annual Meeting for meeting attendees
  • Exclusive opportunity to host a Tech Talk in one of two ASCB Theaters
  • Exclusive opportunity to purchase the preregistration meeting list before and the complete list of all registrants after the meeting
  • 8-foot-high back drapes in white with grey 3-foot-high side divider drapes on rails.
  • Standard (7″ x 44″) identification sign with company name and booth number
  • One copy of the Annual Meeting Program per 10’x10’ space rented
  • Aisle carpeting in black
  • Exhibit Floor perimeter security when exhibits are closed
  • Complimentary use of the Career Center job posting area
  • Exhibiting companies receive one free scientific meeting registration for each 10’x10’ booth purchased. Badges are nontransferable and will only be printed once. Any person who loses a complimentary badge will need to register and pay the meeting registration fee
  • 10 complimentary exhibitor badges per 10’ x10’ booth

Submit plans for island booth space and/or interactive booths Oct 15
Abstract submission (minisymposium talk, poster, or microsymposium consideration) Aug. 5
Abstract submission (poster consideration only) Sept. 3
Exhibitor Service Kit available online Sept. 4
Tech Talk abstract and payment Sept. 18
Advertisements (for Annual Meeting Program, Poster Guide, and special print edition of MBoC (Award Essays)
     Order by Oct. 1
     Artwork by Oct. 8
Company descriptions & product categories (must be entered into Exhibitor Service Center) Oct. 6
Final abstract submission Oct. 16
Initial rooming lists due to onPeak
Hotel reservations for 10 rooms or more (exhibitors have until Nov. 1 to revise room list)
Oct. 16
Register booth staff (through the Exhibitor Service Center). After this date your must register onsite. Dec 4
Exhibitor-appointed contractor registration and insurance forms Oct. 30
Giveaway approval Oct. 30
Changes to hotel reservations without a charge Oct. 30
Unassigned rooms released from ASCB Housing Block Oct. 30
Final rooming lists Oct. 30
Individual hotel reservations Nov. 6
Exhibitor insurance certificate Oct. 30
Advance shipments accepted at warehouse Nov. 10–Dec. 3
Advance rate for utilities Nov. 16
Onsite shipments accepted at the San Diego Convention Center Dec. 10, 1:00 pm
All crates removed from ASCB Learning Center Dec. 12, Noon
Exhibits fully set up Dec. 12, 5:00 pm

Rules and Regulations

Exhibitors agree to abide by the contract conditions published in the Application and Terms for Exhibiting at the 2015 ASCB Annual Meeting, the Exhibit Prospectus, and on the American Society for Cell Biology’s (Society’s) website and by all conditions stipulated by the San Diego Convention Center.

Exhibitors accept responsibility for informing all of their employees and agents of these conditions and agree that they will abide by them.

Eligibility for Exhibiting

The purpose of the exhibit program is to further the education of scientists working in the field of cell biology. Exhibits must be of an educational character. They must emphasize instruments, products, or services for use in teaching or research, books or other publications in scientific fields of relevance to attendees, or directly convey scientific research findings in areas of science represented by members of the ASCB.

The character of the exhibits is subject to approval by the Society. ASCB reserves the right even after a contract is received to refuse contracts not meeting standards required or expected, as well as the right to curtail or to close exhibits or parts of exhibits that reflect unfavorably on the character of the meeting. This applies to displays, literature, advertising, novelties, souvenirs, conduct of persons, etc.

Exhibitor Conduct

  • Canvassing or distributing advertising matter outside the exhibitor’s own booth is not permitted. Solicitation of business except by exhibiting firms is prohibited.
  • The nature of the exhibits is subject to the approval of Exhibit Management.
  • The right is reserved to refuse contracts of companies that do not meet the standards required or expected, as well as the right to curtail exhibits or parts thereof which reflect against the character of the meeting.
  • Nonprofessional products or services are not to be displayed. This applies to displays, literature, advertising, novelties, souvenirs, conduct of persons, etc. Electrical or other mechanical apparatus must be muffled so noise does not interfere with other exhibitors.
  • Market research companies must indicate on the exhibit contract the companies for which they are conducting market research. All market research surveys must be conducted only within the market research booth.
  • No exhibitor may enter another exhibitor’s booth without permission. Photographing or examining another exhibitor’s equipment without permission is prohibited.
  • No exhibitor is permitted to sell goods unless they are properly registered with the state where the convention is being held.

Booth Selections and Assignments

ASCB uses an online interactive program that enables you to select your preferred booth size and location as well as proximity to other approved exhibitors. Since prime locations sell quickly we encourage your to make your selection as soon as you can.

The Society reserves the right to modify the floor plan and reassign exhibit space in its discretion if a change in the original assignment is necessary.

Contracts for exhibit space are subject to approval by the ASCB. Exhibit space is released first to Corporate Members and Corporate Supporters and then to companies on the basis of their priority points.

Priority Points System

Exhibit space is assigned first to current Corporate Members, Corporate Supporters, and then to companies on the basis of their priority points. Priority points are earned according to the total amount spent with ASCB over the previous four calendar years. One point is earned for each $1,000 spent. 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, contracts for space, full payment, and 50-word description of what you are going to exhibit must be received at the same time as selecting and submitting your application for booth space. Exhibitor must meet the deadlines stated above to ensure they are listed in the printed Annual Meeting Program. Within these and the other rules stated here all assignments and determinations concerning exhibitors are made at the discretion of the ASCB.

Mergers

In the event that an exhibiting company merges with, is acquired by, or purchases another exhibiting company, the seniority accumulated by either company (whichever is highest) will be used. Exhibit Management must be notified in writing of such changes, including public announcement of the transaction.

Co-Marketing

If two or more companies wish to be assigned exhibit space adjacent to one another, each company must submit the request via email to Lcblair@ascb.org with an explanation of why you would like to be located next to each other. Booth assignment will be made by averaging the co-marketing companies’ priority points. Exhibit Management will locate adjacent space based on the best use of the exhibit floor space and try to accommodate all requests for specific locations. If two or more divisions of the same company wish to exhibit together, they may exhibit under one company name. All housing, badges, and Annual Meeting Program listings will be conducted in one name only. Multiple housing blocks are not permitted. Exhibitors are provided one complimentary alphabetical listing in the Annual Meeting Program.

Booth Relocation Policy

Every effort will be made not to relocate an exhibitor’s booth. However, if relocation is necessary, the exhibitor will be notified and offered the opportunity to relocate the booth.

Booth Sharing

No subletting or sharing of exhibit space is permitted. Exhibitors may not release or assign any of their contracted space to another company.

The sharing of booth space is prohibited except:

  • By divisions of the same company
  • By companies co-marketing a product

In the case of co-marketing companies, only the name of the company that appears on the contract will be listed in the Annual Meeting Program.

Booth Reassignment

If space is not occupied by the exhibitor by 12:00 Noon, Saturday, December 12, the Society claims the right to use or reassign such space without compensation to the exhibitor.

Failure to Occupy Space

Any exhibitor failing to occupy space one hour prior to the scheduled ASCB Learning Center opening will forfeit their fees and the Society will have the right to use the exhibit space as it sees fit.

Contract for Space

Exhibitors agree to accept and comply with the policies, rules, and regulations contained in this Exhibit Prospectus and on the Society’s website, and all policies, rules, and regulations adopted after publication of the Exhibit Prospectus. The acceptance of a contract by the Society and the payment for rental charges constitute a contract.

Payment Policy

Full payment is due upon selection of your online booth space via the Exhibitor Service Center in order to be included in the Annual Meeting Program. No reservations will be accepted by email, mail, overnight express, telephone or personal delivery or the ASCB may rent the reserved space to another exhibitor with no refund processed. Online payment can be made as indicated below:

  • Payment types accepted: VISA, MasterCard, and American Express
  • Society’s Tax ID # 39-605-4285

Cancellations/Reductions

Exhibiting firms wishing to cancel space or reduce the size of their exhibit space are required to notify 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 exhibitor (through onPeak) will cancel exhibitor hotel rooms proportional to the reduction of booth space and entire room blocks held by a company canceling the entire exhibit space. The date the written notice is received is considered the official cancellation date.

The cancellation fee is a percentage of the total booth fee and it will be processed at the conclusion of the meeting. It is assessed as follows:

Through June 4  | No Fee

June 5-July 23  | 25%

July 24-August 13  | 50%

After August 13   | 100%

Refunds

No refunds will be made for written notices received after August 13, 2015.

Exhibit Construction, Decoration, Signs, etc.
The exhibitor is solely responsible for the safety of its exhibit. All special booth work must conform to ASCB exhibit regulations. Such approval and/or compliance with ASCB exhibit regulations do not constitute ASCB’s approval or opinion on the structural safety of construction. The exhibitor and its display company remain solely liable for the safety of its exhibit, including its booth and any products or materials used or displayed therein. The exhibitor agrees that it is solely responsible for protecting its property on the premises of the San Diego Convention Center.

The exhibitor may choose to work with any display company provided the company meets ASCB requirements for exhibitor-appointed contractors (click here for the EAC Form) and it provides ASCB with a certificate of liability insurance and signed indemnification agreement no later than November 13, 2015. It is recommended that exhibitors use Freeman, which is the official contractor for the show. If the exhibitor installs its own booth/display, the exhibitor must comply with all federal, state, and local laws and/or regulations and must comply with any/all laws, rules, or regulations related to booth installation/dismantling and assumes all risks including bodily injury or death associated with booth installation/dismantling.

Rules and Regulations
Exhibitor agrees that all current and subsequent ASCB conditions and regulations and the conditions and regulations of the San Diego Convention Center, and any other facilities used for the 2015 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.

Copyright and Licensing
License agreements for music are the sole responsibility of the exhibitor. The exhibitor is responsible for all applicable ASCAP, BMI, and/or SESAC music licensing fees. The exhibitor assumes responsibility for, and indemnifies ASCB and San Diego Convention Center for all costs and obligations arising from the use of licensed, patented, and/or copyrighted materials, equipment, devices, processes, or dramatic rights furnished, used, or incorporated in conduct of the Annual Meeting.

Fire Protection
All exhibitors and their service contractors must comply with all application of federal, state and municipal laws, operating guidelines and all other rules and requirements of the City of San Diego Police and Fire departments or any other municipal authorities, including local fire and building codes that apply to public assembly facilities. It is the exhibiting company’s responsibility and duty to be aware of all fire and safety requirements during your tenure as an exhibitor.

All materials used in the exhibit area must be flameproof and fire resistant to conform to local fire ordinances and in accordance with regulations established by the National Association of Fire Underwriters. Crepe paper, corrugated paper, flameproof or otherwise, will not be permitted. Display racks, signs, spotlights, and special equipment must be approved before use, and all displays are subject to inspection by the Fire Prevention Bureau. Any exhibits or parts thereof that are found not to be fireproof may be ordered dismantled. All aisles and exhibits must be kept clear at all times, and fire stations and fire extinguisher equipment are not to be covered or obstructed.

Dispute Resolution
Any controversy or claim arising out of or relating to this contract, or breach thereof, shall first be discussed informally for an amicable settlement between the parties and should that not succeed the parties shall attempt to resolve the matter by mediation. Should that not resolve the matter, it shall be settled by arbitration in the State of Maryland in accordance with the commercial arbitration rules of the American Arbitration Association, and judgment upon the award rendered by the arbitrator(s) may be entered in any court having jurisdiction thereof.

General
All matters and questions not covered by these regulations are at the discretion of Management. Management may amend these regulations at any time, and all amendments that may be so made shall be equally binding upon publication on all parties affected by them as the original regulations.

Non-exhibiting Companies
Companies that are not contracted to exhibit and their personnel, agents, and contractors will not be permitted in the ASCB Learning Center at any time. Non-exhibiting companies and their representatives will not be allowed to display or demonstrate any services or products in the convention center or any hotel in the ASCB Housing Block.

Non-exhibitors may not solicit business from scientific registrants or contracted exhibiting companies, nor will their materials be accepted for distribution in the ASCB Learning Center or in the meeting hotel blocks.

Violations
As a condition of participation in the ASCB Annual Meeting, each exhibitor, its representatives, and agents hereby agrees to and abides by all rules and regulations set forth in the Exhibit Prospectus, Exhibitor Service Kit, and all other correspondence of the ASCB, its contractors/agents, and the San Diego Convention Center.

Violation of any of these regulations on the part of the exhibitor, his/her/its employees or agents, shall annul the right to occupy the contracted booth space and such exhibit will forfeit to ASCB management all monies, which may have been paid. ASCB will neither refund the booth fee(s) paid nor pay for exhibitor losses of any kind.

In the event of a violation, Management may shut down and take possession of the space occupied by the exhibitor, and may remove all persons and goods at the exhibitor’s risk. The exhibitor shall pay all expenses and damages, which Management may incur in the process. ASCB reserves the right to remove any exhibit or exclude from future exhibition participation if, in ASCB’s opinion, the exhibitor disregards or refuses to observe ASCB policies or instructions.

INSURANCE REQUIREMENTS AND LIABILITY

It is the sole responsibility of the exhibitor for any damages, claims, losses, liabilities or expenses arising from any injury to any person or property that arises out of or is in any manner connected with the exhibitor’s participation in the ASCB Annual Meeting, including its indemnity obligations herein.

Exhibitor acknowledges that the American Society for Cell Biology (ASCB), its agents, servants and employees, Freeman, and the San Diego Convention Center do not maintain insurance covering exhibitor’s property or activities and that it is the sole responsibility of exhibitor to obtain insurance (Liability and Fire/Theft) covering all risks and perils including materials, goods, and/or wares of exhibits against theft, damage by fire, accident of loss of any kind, and must do so at their own expense.

Exhibitors are required to maintain general public liability insurance in an amount sufficient to cover such obligations, including show cancellation insurance. Exhibitor acknowledges and agrees that it will obtain, at its own expense, any and all licenses or permits to comply with all local, state and federal laws, ordinances and regulations of any of its activities in connection with the ASCB Annual Meeting. Execution by exhibitor of the Exhibit Space Application is the agreement of exhibitor to protect, indemnify, defend and hold harmless the ASCB, its agents, servants and employees, Freeman, and the San Diego Convention Center and their respective employees and agents against all claims, losses, and damages, to persons or property, governmental charges or fines, and attorneys’ fees arising out of or caused by exhibitor’s installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof, excluding any such liability caused by the sole negligence of the parties referred to above.

In no event shall the ASCB, its agents, servants or employees be liable to exhibitor for any loss of business, business opportunities, or for any other type of direct or consequential damages alleged to be due under any claim.

In general, it should be understood that exhibitors are expected to leave the San Diego Convention Center in the same condition in which they found it and should not make or attempt alterations of any kind without express written permission of Exhibit Management and the San Diego Convention Center. Exhibitor assumes entire responsibility for its property and activities while participating in the ASCB Annual Meeting.

Additional Insureds on the Foregoing Insurance
The American Society for Cell Biology, its agents servants and employees, Freeman, San Diego Convention Center Corporation, Inc., City of San Diego, San Diego Unified Port District, and the members, officers, directors, agents and employees of each of these entities are named as additional insureds.

Exhibitor & Exhibitor Appointed Contractor Insurance Requirements
(i) Commercial General Liability Insurance (CGL), including bodily injury/property damage, products and completed operations, personal injury and contractual liability of at least $1 million per occurrence and $2 million aggregate, against injury (including sickness or death) to a person and property of others, (ii) Commercial Automobile Liability with a combined single limit of not less than $1 million covering all owned, non-owned, leased and contracted (hired) vehicles placed in service during the dates of the event, and (iii) Workers’ Compensation Insurance in full compliance with all federal and state laws governing all of the exhibitor’s employees engaged in the performance of any work for the exhibitor or contractor in the jurisdiction where work is performed or services are provided. Policies shall name additional insureds as indicated above, coverage to apply as primary and without contribution.

ASCB holds the exhibitor responsible for the management of their designees. To reduce the probability of infractions, designees should be knowledgeable of the policies in the Exhibit Prospectus. Agents should be aware that sanctions for violations will be assessed against the exhibiting company and the agent, including, but not limited to, loss of the exhibitor’s priority points.

Exhibitors who plan to use the services of anyone other than the official service contractor must notify Freeman on or before October 30, 2015, in writing. Click here for the Exhibitor Appointed Contractor form.

Certificate of Insurance Requirements

Each exhibitor AND exhibitor appointed contractors must provide a Certificate of Insurance in full compliance with the requirements stated above by October 30. Policies shall name the additional insured stated above. Please forward certificates to exhibitins@ascb.org or send by fax to +1 301 347 9310.  You may also mail to American Society for Cell Biology, ATTN Louise Campbell-Blair, 8120 Woodmount Ave, Suite 750, Bethesda, MD 20814-2762.

Exhibitors (no contractors please) may secure the required CGL and Hired & Non-Owned Automobile Liability insurance through ShowGuard®.

Exhibitor Appointed Contractors must:

  • Provide ASCB with an original Certificate of Insurance indicating the name and booth number of the exhibiting companies for whom they are working
  • Perform services in accordance with exhibition rules and regulations
  • Not solicit business on the exhibit floor

Note: ASCB is required to provide similar proof of our insurance, including automobile liability to the convention center.

Cancellation of Meeting and Exhibition

It is mutually agreed that in the event the 2015 ASCB Annual Meeting is canceled due to acts of God, war, strikes, government regulation or advisory foreseen or unforeseen (including travel advisory warnings by the government or World Health Organization), civil disturbance, terrorism, or threats of terrorism in San Diego, CA and/or the Western Region of the United States, as substantiated by governmental warnings or advisory notices, curtailment of transportation, epidemics, disaster, fire, earthquakes, hurricanes, unseasonable extreme inclement weather, shortages or disruption of the electrical power supply causing blackouts or rolling blackouts in San Diego, CA or any other comparable conditions or circumstances occurring either in the location of ASCB’s meeting or in the countries/states of origin of at least 30% of the attendees or along their routes of travel, making it commercially impracticable, illegal, or impossible to hold the meeting and therefore the contract and contract for exhibit space will be terminated. In such an event, the affected party shall not be liable to the other for delay or failure to perform its obligations, except there shall be a prorated reduction of any fees payable or otherwise due under this agreement and/or refund of any deposits paid.

ShowGuard®

All exhibitors must provide a Certificate of Insurance by October 30, 2015. Certificates should be sent via email to exhibitins@ascb.org or by fax to +1 301 347 9310. Exhibitors (no contractors please) can secure the required insurance coverage per the terms outlined through your own insurance company or through ShowGuard® – ASCB’s approved on-line insurance program for exhibitors. Simply click on ShowGuard®. The basic ShowGuard® premium of $75 will meet all general liability and hired non-owned auto liability requirements and will provide coverage for the dates of the show from move in to move out. Enrolling in ShowGuard® is quick and easy (less than five minutes for most users).

Noncontracted Exhibit Space
Any person, firm, or organization not having contracted with the Society for the occupancy of space in the ASCB Learning Center will not be permitted to display or demonstrate any products, processes, or services; solicit orders; or distribute advertising materials in the San Diego Convention Center or in any hotel used by the Society to house registrants. Any noncompliance with this regulation will result in the prompt removal of the offending person and property from the area. No exhibit will be permitted in a hotel or room.

Americans with Disabilities Act
Exhibitors shall be responsible for compliance with the Americans with Disabilities Act of 1992 with regard to their exhibit space, including, but not limited to wheelchair access. Further information regarding ADA compliance is available via phone at 800-514-0301 or at www.usdoj.gov/crt/ada/infoline.htm.

Standard Booth Layout
All exhibit backgrounds must conform to the standards set by the Healthcare Convention and Exhibitors Association. Each 10’x10’ standard both space will include:

  • An 8-foot-high draped back wall in white with a 3-foot-high draped side wall in grey.
  • Exhibitors are required to purchase carpet for their booth. The aisle carpet color is black.
  • One sign 44-inches-long by 7-inches-high that includes the company and booth number. The sign will be located at the top of the back of the booth.
  • All display material, including side rails or counters, may not exceed 48 inches in height, except the back wall of the display, which is limited to 8 feet in height.
  • Backgrounds are limited to eight feet in height and must not protrude from the back wall more than 50% of the distance from the back wall to the front of the booth.
  • No obstructions in the front half of the booth above a height of 48 inches will be permitted.
  • No part of any exhibit, or signs relating thereto, shall be posted, nailed, or otherwise attached to columns, walls, floors, or other parts of the building or its furniture, in any way to deface same.
  • No exhibit may span an aisle by roofing or floor covering.
  • Models or schematic drawings of cubic content exhibits should be submitted in advance to Exhibit Management for approval.
  • Costs to repair damage arising by failure to observe these rules shall be payable by the exhibitor.

Note: Exposed unfinished sides of exhibit backgrounds must be draped to present an attractive appearance. If such draping is not ordered, the decorator, with the approval of Exhibit Management, will install draping and charge the exhibitor.

Island Booths
In island booth units (units bound on four sides by aisles), the full cubic content of the space may be used; however, all display material is restricted to 20 feet in height. Sufficient see-through areas must be provided so as not to block the view of the adjacent exhibits. Models or schematic drawings of cubic content exhibits should be submitted in advance to Exhibit Management for approval no later than October 15, 2015. Companies with island booths are permitted to hang a sign over their booth. Sign height limit is 22 feet to the top of the sign. Nothing shall be posted, tacked, nailed, or otherwise attached to the walls, floors, or other parts of the exhibit facility or furniture contained in the facility.

Interactive Conference Booth
ASCB also provides the opportunity for exhibitors to create conference space within their booths. Have a look at the graphic rendering to see how you could set up a flexible conference area inside your exhibit area. Video and audio capabilities are available in this setting, together with a seating area consisting of modular spaces with 5, 10, 15, or 20 seats. Exhibitors can schedule as many conferences as they wish in their booths at a time of their choosing (except during scheduled symposia and minisymposia sessions). If you wish to include the presentations in the Annual Meeting Program and mobile app your payment and abstract must be received for approval by ASCB by September 18. Contact Lcblair@ascb.org for further information.

Electrical Equipment
Electrical equipment shall be installed, operated, and maintained in a manner that does not create a hazard to life or property. Sufficient access and working space must be provided for all electrical equipment and must comply with current N.E.C. standards.

All show and exhibitor equipment must be UL approved. Extension cords shall be three-wire with ground and shall service on appliance or device. Multi-plug adapters must be UL approved and have an overload internal circuit breaker. Home-type “cube” taps are prohibited. Spliced wires or heat generators are prohibited.

Electrical services are provided exclusively by Freeman. More information can be found in the online Exhibitor Service Kit, available in September 2015.

Equipment Passes
Deliveries or removal of equipment must be made before or after exhibit hours. A pass must be obtained from the Exhibit Management office to remove any material or equipment prior to Tuesday, December 15. Once the ASCB Learning Center opens Tuesday morning for the last day of exhibiting, nothing may be removed until the exhibit is officially closed at 4:00 pm, at which point no pass is required. Strict security will be in effect at all other times. Exhibitors who wish to remove equipment from the ASCB Learning Center while the show is open must obtain an equipment pass from the Exhibit Management Office. Passes must be shown to the security officers when leaving the hall.

Exclusive Services
San Diego Convention Center is the exclusive provider of the following services: food and beverage, cleaning, business, center, coat check, telephone, Internet, and the use of the house sound system.

While San Diego Convention Center maintains utilities, Freeman provides plumbing and the supply of compressed airs and gases.

Exits
Exits, entrances, air supply vents, ramps, sidewalks, hallways, stairways, elevators, escalators and aisle ways must be kept clear at all times. Exit signs must be kept visible at all times. Fire extinguishers, fire protection valves and fire hose cabinets must be kept clear at all times. The San Diego Convention Center requires a number of freight-free aisles and egress aisles within the ASCB Learning Center. They are marked clearly on the floor plan.

Facility Structure
Exhibitors may not engage in any of the following:

  • Rigging of cable/hanging devices or affixing any materials to the ceiling, electrical truss ducts and conduits, on sprinkler pipes, ventilation equipment, windows, columns or any other physical structure at the San Diego Convention Center is strictly prohibited.
  • Exhibitors shall not cause or permit any nails, staples, hooks, tacks, screws, or the like to be driven into the facility structure (including, but not limited to, any wall, ceiling, column, stone, window, drape, painted, carpeted or concrete surfaces) of the premises.
  • Exhibitors shall not erect any decorations or use adhesive materials, including tape that can deface the walls, ceilings, floors, facilities, and equipment contained on the premises.
  • Walls, floors, ceilings, or other areas of the facility or its furnishings or fixtures are not to be painted or have permanent coverings applied.

Hand-Carry Policy
An exhibitor may move the material that can be hand carried by one person in one trip, without the use of dollies, hand trucks, or other mechanical equipment. Note that exhibitors may not offload vehicles on Harbor Drive in the front of the San Diego Convention Center. A police officer is posted at all times and he/she will direct the vehicle to the loading docks, or to paid parking under the San Diego Convention Center. Exhibitors may hand carry items in one trip with one person from their parking space to the ASCB Learning Center. Also note that any car entering the parking garage will pay the $15 fee each entry.

Internet Access
An order form for Internet access for your booth will be included in the online Exhibitor Service Kit. Free wireless Internet is not available in the ASCB Learning Center. Public access Internet kiosks within your booth are not permitted.

Internet Café
Attendees and exhibitors may use the kiosks to check personal email and browse the web. A 2015 ASCB Annual Meeting attendee or exhibitor badge is required to use the Internet Café. The Internet Café is open during registration hours.

Security
Security personnel shall be furnished by Management to be on duty in the ASCB Learning Center when exhibits are closed, but the safe-keeping of the exhibitor’s property shall remain the responsibility of the exhibitor. The ASCB, Freeman, the San Diego Convention Center, and the security company will not be liable for any losses of any materials or items taken from the Exhibit Hall or from San Diego Convention Center 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 it against loss through theft, fire, damage, etc. Forms to order additional security for your booth will be included in the online Exhibitor Service Kit.

Exhibitors are encouraged to take all appropriate measures to safeguard their displays and equipment.

Security Tips

  • Have a booth representative check your freight as soon as it arrives to verify the condition of the freight and receipt of complete shipment
  • During set up, do not unwrap expensive items and giveaways and leave for lunch. Secure all items if you leave the area.
  • If you must leave during show hours and you are the only person staffing your booth, ask a neighboring exhibitor to watch your booth until you return.
  • The second highest number of thefts occurs during move-out. When the show closes, secure your valuables and label your shipping containers correctly. Shrink wrap small boxes and containers together.
  • Stay with your freight until it is removed by the service contractor.

Theft is a crime of opportunity. If you have it, chances are, someone else wants it.

During the show:

  • Secure all laptop computers, mobile phones, and any other small electronic equipment in a way that will prevent theft. Never leave these items unattended, even for a moment.
  • Report anything missing or out of the ordinary to security or show management in the Exhibit Management Office.
  • Any losses from your booth space are the liability of the exhibiting company and its representatives.
  • Wear your badge at all times while in the convention center. Badges will be checked by the security guards.
  • Please request badges for any additional representatives at the Exhibit Registration desk. No one is allowed to enter the exhibit floor without a badge. Everyone without a badge will be stopped by the guards until someone from your company in consultation with Louise Campbell-Blair (ASCB Director of Business Development) can verify that they know the person in question.

Do not store anything of value in crates going into storage. Professional security guard service will be provided for the perimeter of the exposition (not booths) on an around-the-clock basis beginning with the first day of move-in and continuing through move-out. The American Society for Cell Biology, the San Diego Convention Center, and Freeman are not responsible for loss or damage to exhibitor property.

Smoking Policy
The San Diego Convention Center is a nonsmoking facility. Smoking and the use of advertising of cigarettes, electronic, or tobacco products is prohibited in the convention facilities. Smoking is NOT allowed in the building at any time. Designated smoking areas are located outside of the building.

ASCB Learning Center Colors
The aisle carpet color will be black. The ASCB Learning Center drape colors will be white 8-foot-high back drape, with grey 3-foot-high divider drape.

Carpet
The ASCB requires all exhibitors to purchase carpet for their booths/displays.

  • Table(s)
  • Skirting for table(s)
  • Chair(s)
  • Trash can(s)
  • Carpet (required)
  • Any additional drape
  • Lead Retrieval device
  • Floral
  • Photographer
  • Audiovisual
  • Internet drop or VLAN for your booth
  • Catering
  • Security

Note: All items may be ordered from the Exhibitor Service Kit, which will be available online in September.

WiFi

WiFi service is available for purchase in the ASCB Learning Center.  The packages are priced as follows:

  • $79/24 hours
  • $159.99/3 days
  • $239.99/5 days

The Wi-Fi is broadcasted only at 5 GHz. The 2.4 GHz spectrum is not available in the ASCB Learning Center.  Please be aware that not all devices can connect to 5 GHz.  Many smart phones, including iPhone models 4 and 4S are not 5 GHz-compatible.  Most Samsung phones and iPads are compatible.

However, the convention center does sell dual-band wireless N adapters for $75, which will allow your device to connect.  These adapters will not work on cell phones.  You can also purchase an adapter at most office supply stores.

The SSID (network name) for the Exhibit Hall is:  Exhibitor Internet

You may be able to see other SSIDs in the exhibit hall, however, you will not be able to connect to them.

Registration
Exhibitor registration opens in early May 2015.

Exhibitor Badges
Exhibitors may register their booth staff via the Exhibitor Service Center before October 30. Badges will be available for pick up at the Exhibitor Registration Desk at the San Diego Convention Center. After October 30, exhibitors will need to register onsite.

  • All exhibitors must be registered.
  • Exhibitors will receive 10 complimentary exhibitor badges per booth.
  • Exhibitor badges are for the ASCB Learning Center only and will not allow admittance to the scientific sessions. If booth personnel wish to attend the scientific sessions, they must pay the scientific registration fee. (See Complimentary Scientific Meeting Registration below.)
  • Each person issued an exhibitor’s badge must be employed by the exhibiting company or have a direct business affiliation.
  • Badges must be worn at all times while in the San Diego Convention Center.
  • The exhibiting company will be responsible for the actions of anyone authorized to receive a badge under the exhibiting company’s name.

Complimentary Scientific Meeting Registration
Exhibiting companies receive one free scientific meeting registration for each booth purchased. Exhibitors must submit full contact information, including company name, for all persons receiving complimentary meeting registration via the Exhibitor Service Center. After October 30, registration must be made onsite. Please note that badges are nontransferable and will only be printed once. Any person who loses a complimentary badge will need to register and pay the meeting registration fee.

Exhibitor Participation in 2015 ASCB Annual Meeting Sessions
Increase your company’s exposure at the meeting by encouraging your research scientists to submit an abstract to be presented at the meeting. Such abstracts must be scientific and not seek to advertise or promote an exhibitor’s products and/or services. Use of trademarks and registered marks is discouraged. The regular abstract submission deadline is September 3, 2015, and the final abstract submission deadline is October 16, 2015.

Tech Talks
Exhibiting companies can present products and services to interested attendees in this hands-on setting, Sunday-Tuesday 7:30 am to 7:45 pm, on a first-come, first-served, basis until sold out. The two specially designed theaters, built on the floor of the ASCB Learning Center, will offer your choice of either a 50 or 200 theater-style seating, with AV. Because these events are well attended and offer excellent sales opportunities, a premium price will be charged during the “No Fly Zone.” Applications will be considered on a first-come, first-served basis due to the limited number of times available. Full nonrefundable payment must accompany application and abstract by September 18.

The ASCB is also offering the ability to purchase (for an extra fee) a VLAN drop from each of these theaters to your booth so your presentation can be seen live at your booth. What better way to draw a crowd?

You may order food and beverage for Tech Talks from the San Diego Convention Center. Information will be available in the online Exhibitor Service Kit.

Exhibitor List Terms of Use
Annual lists of exhibitors are compiled by the American Society for Cell Biology with permission from the individual exhibitors. These lists are the exclusive copyrighted intellectual property of the American Society for Cell Biology and are for informational purposes only. Any unauthorized commercial use or reproduction of this list, including soliciting exhibitors or representing yourself as an agent of the trade show, is prohibited and may subject you to civil and criminal liability.

Promote Your Presence at the Meeting
The 2015 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 San Diego Convention Center.
  • Invite attendees to stop by your booth for a demonstration 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. Contact Louise Campbell-Blair, Director of Business Development, at lcblair@ascb.org for details.
  • Present a Tech Talk in the ASCB Learning Center.
  • Advertise in the Annual Meeting Program, the ASCB Newsletter, and the Poster Guide.
  • Purchase a hyperlink to your own homepage that will be listed on the ASCB website.
  • Purchase an enhanced or collateral listing on the meeting mobile app.

Advertise Job Openings
The ASCB provides a free Career Center. A Job Posting Area is available to all meeting participants and exhibitors. Employers may post unlimited positions in the Job Posting Area. The ASCB also has a year-round online Job Board (http://jobboard.ascb.org). You may also advertise the position in the ASCB Newsletter, which is mailed monthly to every member of the Society and is posted on the ASCB website.

Link to Your Website
Your company will automatically be listed as an exhibitor on the 2015 ASCB Annual Meeting website when full payment has been received. Exhibitors are also offered the opportunity to purchase ($250) a hypertext link to their own homepage from the ASCB’s list of Annual Meeting Exhibitors. To accept this offer, include your company’s web address (URL) and full payment when you contract for exhibit space.

Disabilities/Special Needs
If you have a disability or a special need that may affect your participation in the 2015 ASCB Annual Meeting, please check the appropriate box when registering. ASCB staff will contact you before the Annual Meeting to discuss your requirements. The ASCB cannot ensure the availability of appropriate accommodations without at least 10 days’ prior notification of need.

Exhibitor Access to the ASCB Learning Center
Exhibitor personnel will be allowed access to the ASCB Learning Center two hours prior to its opening on Sunday through Tuesday. Request for access to the hall before these hours, or after closing hours, must be made by contacting Louise Campbell-Blair. Only representatives who are employed by the exhibiting company and who will be working in the booth are to be registered via the Exhibit Registration Form. Exhibitor badges will not be issued to registrants who should pay the registration fee or to representatives of leasing companies, financial institutions, suppliers, vendors, or others who wish to gain admittance for the purpose of making sales contacts.

Exhibitor Registration Hours

Thursday, Dec. 10                 1:00 pm-5:00 pm

Friday, Dec. 11                      8:00 am-5:00 pm

Saturday, Dec. 12                  8:00 am-7:00 pm

Sunday, Dec. 13                    7:30 am-4:00 pm

Monday, Dec. 14                   7:30 am-4:00 pm

Tuesday, Dec. 15                  7:30 am-4:00 pm

ASCB Learning Center Hours

The ASCB Learning Center (exhibit hours) will be open from 9:30 am-4:00 pm Sunday, December 13-Tuesday, December 15.

Poster Viewing and Presentations, including microsymposia and Tech Talks (in the ASCB Learning Center)

Saturday, Dec. 12                  5:30 pm-8:00 pm

Sunday, Dec. 13                    7:30 am-8:00 pm

Monday, Dec. 14                   7:30 am-8:00 pm

Tuesday, Dec. 15                  7:30 am-4:00 pm

Wednesday, Dec. 16            CLOSED

 

Exhibitor Lounge
An Exhibitor Lounge with coffee will be available in the ASCB Learning Center from Saturday, December 12 through Tuesday, December 15, during set-up and show hours. The lounge will be located next to the Career Center.

Exhibit Booth Staffing
As a courtesy to the attendees and to fellow exhibitors, exhibits must be staffed at all times during the meeting. All exhibitors are expected to make their travel arrangements in accordance with this policy.

Guests Badges
Exhibitors may receive up to 10 Exhibitor Guest badges per booth via the Exhibitor Service Center before October 30. (A booth is defined as one 10’x10′ space.) Badges will be made available to exhibitor guests, defined as individuals whom exhibitors wish to invite to view their display who would not otherwise register for the meeting. The Exhibitor Guest badge will permit entry to the ASCB Learning Center only, from Sunday, December 13, through Tuesday, December 15. Guest badges will not allow admittance to the scientific sessions. 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.

After October 30, exhibitors may also submit names for Exhibitor Guest badges onsite, starting Friday, December 11, at 8:00 am. The Exhibitor Guest Registration Desk will be open for guests to pick up their badges beginning Sunday, December 13, at 8:00 am.

Note: People who show up at the meeting claiming to be an Exhibitor Guest will not be allowed in the ASCB Learning Center unless authorized to receive a guest badge by an exhibitor. It is the responsibility of the exhibiting company to inform all guests of the rules and regulations for exhibiting, particularly the rules regarding General Conduct of Exhibitors.

Badge Reprints
Attendees and exhibitors will incur a $25 fee for badge reprints. ID will be required to receive badge reprints.

Admission to Sessions
Exhibit personnel may attend scientific sessions with their complimentary scientific badge per 10’x10’ booth purchased.

Hotel Reservations
The ASCB has contracted with specific hotels offering special rates during the 2015 ASCB Annual Meeting. Please visit onPeak to make your hotel reservation. Reservations are first-come, first-served, starting at $145, plus tax. When exhibitors and attendees book within the official housing block, it gives the ASCB negotiating power to future cities for better rates from convention center rental to hotel rates. Your loyalty and cooperation are greatly appreciated.

Hotel reservations may be made online at onPeak or by contacting onPeak at 800-220-9540. International participants may book online at onPeak or call 312-527-7300. Exhibitors booking a single room or a group of more than one room may do so online at onPeak or may fax their request to 312-329-9513 or email to ascb@onpeak.co. Exhibitor reservations (fewer than 10 rooms) must be received by November 6, 2015, for best availability. Reservations after this date are subject to room and rate availability, so book early. Individual reservations or groups of fewer than 10 must be canceled at least 72 hours prior to arrival to avoid loss of deposit of one night’s room and tax.

All hotel reservations require a valid credit card with an expiration date through January 31, 2016 or later, at the time of booking in order to be confirmed. Major credit cards (MasterCard, Visa, American Express, Diners Club, and Discover) are accepted. Hotels will not charge an advance deposit to the credit card. onPeak also accepts wire transfers and checks. Wire transfers and checks must be received by October 16, 2015. Please email ascb@onpeak.co for wire transfer instructions.

If you are contacted by housing agencies other than onPeak, please advise ASCB, because such agencies are not authorized by the ASCB and the hotels may not be reputable.

Hotel Rooming Lists for Blocks of 10 or More Rooms 
Exhibitors may hold room blocks of 10 or more rooms on a TBD basis until Friday, October 16, 2015. At this time, your initial rooming list with names and dates will be due. After Friday, October 16, 2015, an initial rooming list with names, dates, and a credit card for guarantee will be required to hold a room block. Rooms may be released without liability until Thursday, October 29, 2015. At this time, you must confirm the number of rooms you will need in your block. Rooms canceled after Thursday, October 30, 2015, are subject to a charge of one night’s room and tax. Individual reservations or groups of fewer than 10 must be canceled at least 72 hours prior to arrival to avoid loss of deposit of one night’s room and tax.

Hotel Cancellation Policy 
You may make changes to or cancel your hotel reservation online at onPeak or by clicking the link in your confirmation email. You may also call onPeak directly at 800-220-9540 within U.S./Canada. International participants may make changes online at onPeak or call 312-527-7300.

Final rooming lists will be transmitted to the hotels beginning on November 6, 2015. Please refer to your confirmation as to when onPeak is no longer accepting cancels and changes, and those adjustments must be made with the hotel directly.

Cancellation of a room or rooms in its entirety received after November 6, 2015, may result in a charge of one night’s room and tax to the credit card provided and loss of reservation. Reservations guaranteed by check or wire transfer will forfeit the one-night deposit. Failure to check in on your confirmed arrival date will also result in a penalty of one night’s room and tax and loss of reservation.

Please Don’t Be a No-Show
If you cancel your plans to attend the 2015 ASCB Annual Meeting, remember to cancel your meeting registration and hotel reservation as quickly as possible. The ASCB strives to obtain the largest number of hotel rooms near the San Diego Convention Center at the lowest possible rate for attendees. Hotels are reluctant to commit large room blocks and offer lower rates if the ASCB has a high no-show rate (number of attendees with reservations who do not show up and do not cancel reservations). If a reservation is canceled properly, it will help you avoid charges and allows another ASCB attendee the chance to book the room.

Scam Alert! Avoid Housing Pirates
Only the official ASCB housing partner onPeak on behalf of the ASCB may contact you (either by email or phone) about booking hotels for the 2015 Meeting in San Diego. All exhibitors and meeting attendees should book hotels through the official housing partner onPeak.

If someone other than onPeak on behalf of the ASCB contacts you via email, phone, or fax, please do not provide your personal information, especially your credit card number. If you provide your credit card information to one of these companies (commonly referred to as “pirates” or “housing bandits”), your credit card may be charged and you might not have a hotel room when you arrive in San Diego.

If you are contacted by anyone asking if you need a room at the upcoming 2015 ASCB Annual Meeting, or who represents himself or herself as the “ASCB housing partner, please get as much information as you can, such as the name of the company, person calling, and telephone number. Then contact ASCB Interim Associate Director of Meetings Alison Harris at aharris@ascb.org or 301-347-9325 and provide her the information.

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 directly through the 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 ascb@onpeak.co.

Unauthorized Use
The hotel rooms being provided have been contracted by ASCB and the official housing partner, onPeak. Hotel reservations booked through onPeak are subject to approval by the ASCB, and unauthorized use of the hotel room block will result in the hotel reservations being canceled. Unauthorized use includes the resale of rooms by third parties, travel agencies, event organizers, and tour groups without the express consent of the ASCB. Neither the ASCB nor onPeak bear any responsibility for any costs or damages incurred due to cancellation of rooms to any party that is in violation of these terms of use. onPeak reserves the right to require full pre-payment of rooms should onPeak determine that hotel reservations made via this website are being re-sold to a third party.

TRAVEL INFORMATION
The San Diego Convention Center will host the 2015 ASCB Annual Meeting. The convention center is located at 111 West Harbor Drive, San Diego, CA 92101. Phone: 619-525-5000.

About San Diego
San Diego is one of the most vibrant and beautiful convention cities. From the time you arrive at the airport and take the five-minute drive into downtown, you will find everything you need within walking distance. Fine dining, shopping, arts and cultural attractions, beaches and ample of sunshine await you.

December Weather in San Diego: 65°F/18 °C average high; average low 48°F/9 °C.

Currency: U.S. dollar, credit cards, and travelers checks are widely accepted. Click here for a currency converter.

Taxes: Sales Tax = 8.0%; Accommodations Tax = 12.5%. The accommodation tax includes hotel transient tax of 10.5% and city hotel district assessment tax of 2.0%.

Time Zone: U.S. Pacific/West Coast Time is 8 hours behind Greenwich Mean Time (GMT-8)

Airfare Discounts
The ASCB has partnered with Delta and United Airlines for the following discounts:

Delta–2%-5%
Reservations and ticketing are available via www.delta.com or by calling Delta Meeting Network Reservations at 800-328-1111. Please note that a Direct Ticketing Charge of $25 will apply for booking by phone and $35 if booked at a ticketing office. When booking online, select Meeting Event Code and enter your Meeting ID NMKXF in the box provided on the Search Flight page for domestic and Meeting ID NMKXK for international travel.

United–2%–5% depending on the ticket cost

Call United Meeting at 800-468-7022 and provide the Z code ZUDF and the Agreement code 343062. Please note that there will be a $25 service fee for bookings done over the phone. You can avoid a service fee and get an additional 3% off by going to www.united.com and entering ZUDF343062 in the Offer Code Box.

Airport
The San Diego International Airport is located only 10 minutes from downtown San Diego. It is serviced by 22 major and commuter airlines and receives more than 16 million passengers a year. Learn more about airlines, flights, and airport services by visiting the website at www.san.org or call 619-400-2404.

Ground Transportation and Parking
San Diego offers many modes of economical and earth-friendly public transportation.

Taxis: Taxi service is available from San Diego International Airport. Current fares are approximately $25-$35 each way. The following is a list of some of the taxi associations in San Diego:

  • San Diego Airport Taxi Service: 619-757-8666
  • Yellow Cab: 619-444-4444
  • Orange Cab: 619-223-5555
  • American Cab Company: 619-234-111
  • Silver Cab: 619-280-555

San Diego Trolley: The San Diego Trolley provides convenient service from the San Diego Convention Center to various points downtown and to Old Town and Mission Valley. Visit www.sdmts.com for more information and fare prices.

Bus Service: Click here for bus service details in the downtown San Diego area.

Trains: The Amtrak station (Santa Fe Depot) is located in downtown San Diego. The station also offers access to the Coater and the San Diego Trolley. Stretching from downtown San Diego to Oceanside, the Coaster is a convenient way to enjoy the California coastline. For Amtrak service, visit www.amtrak.com or call 800-USA-RAIL. For the North County Coaster information, call 800-COASTER or http://www.transit.511sd.com.

Water Taxi: San Diego water taxi offers service in San Diego Bay between Harbor Island, Shelter Island and Downtown and Coronado.

Pedicabs and Carriages: Pedicabs and horse-drawn carriages are available along downtown’s waterfront and the Gaslamp Quarter.

Parking: The San Diego Convention Center provides onsite private vehicle parking located below the building. The daily rate is $15 and can range up to $20 per day if there is a special event. Payment is due upon entry and there are not any in and out privileges. Overnight or RV parking in NOT permitted.

Restaurant Listings

Operation of Exhibits and Conduct
ASCB reserves the right to restrict exhibits that become objectionable due to sound, method of operation, materials, content, or any other reason, and prohibit or evict any exhibit that, in the opinion of Exhibit Management, may detract from the general character of the exhibits as a whole. This reservation includes persons, things, conduct, printed matter, food and beverages, or anything of a character Exhibit Management determines is objectionable to the exhibit. In the event of such restriction or eviction, the Society is not liable for any refunds or rentals of other exhibit expenses.

Demonstrations/Presentations
Demonstration areas may not be set on the aisle line of the exhibit; space must be left within the exhibit area to absorb the spectators. Should the spectators interfere with the normal traffic flow in the aisle or overflow into neighboring exhibits, the presentation must be limited or eliminated. Exhibitors are responsible for the safety (structural, fire, etc.) of their booths.

Food and Beverage Distribution
Beer, wine, and light snacks are permitted at your exhibit booth if ordered through Centerplate the Center’s official caterer. Island booths may provide services such as espresso or coffee machines, provided there is space to accommodate any lines or crowds. Click here to review Centerplate’s policy and to request approval for food/beverage samples at your booth. for All food and beverage must be approved by Exhibit Management and must be ordered through Centerplate, the exclusive caterer for the San Diego Convention Center. Forms can be found in the Exhibitor Service Kit in early September.

Gifts/Promotional Items
Giveaways will be limited to those items relevant to the professional interests of the registrants. Exhibitors may conduct contests, lotteries, and raffles onsite. The winner must be announced after the meeting has concluded to avoid congestion in the aisle. All giveaways and handouts, with the exception of literature, must be approved by Exhibit Management via email to Lcblair@ascb.org by October 30, 2015. Requests received after October 30 will not be approved.

Distribution of candy is limited to individually wrapped items. For additional guidelines on food and beverage in the ASCB Learning Center, please see “Food & Beverage Distribution” above.

Photographs
Taking of photographs in the ASCB Learning Center is strictly prohibited except for booth photography contracted through the official show photographer. An exhibitor may not photograph or videotape the exhibits or products of other exhibitors.

Photo and Video Release
By attending/exhibiting at the 2015 ASCB Annual Meeting or its associated events, you hereby understand that you may be photographed, videotaped, or digitally recorded, as may be your voice, and hereby waive any objection, condition, limit, or right you may have to the photographs or recordings. By attending/exhibiting at the 2015 ASCB Annual Meeting or its associated events, you hereby authorize ASCB to use any such photographs, videotapes, or other recordings of yourself and your guests for any promotional purposes and to license other relevant people/organizations to use them. You hereby indemnify and hold the Society harmless for any such licensed or unlicensed use.

Booth Cleaning
It is the responsibility of the exhibitor to make arrangements for booth cleaning. An order form for the custom cleaning of tile, carpet, and booths will be included in the online Exhibitor Service Kit.

Lead Retrieval
Exhibitor Lead Management Systems will be available for rent to exhibitors. Each attendee will have a large, easy-to-read badge with their contact and demographic information encoded on the front of the badge. Attendee email addresses will only be included if the attendee selects this option when registering for the meeting. Complete information will be included in the online Exhibitor Service Kit that will be available in September.

Printed Materials
Distribution of printed educational material by the exhibitor or its agents is limited to the area rented by the exhibiting company in the ASCB Learning Center. These materials are not permitted in the Registration area, poster session areas, meeting rooms, and corridors of the San Diego Convention Center or in any official ASCB contracted hotel.

Mailing Lists/Demographic Information
Exhibitors are prohibited from selling and/or otherwise distributing demographic information obtained by scanning the name badges of attendees who visit their booth with lead retrieval devices. This information is restricted for use only by companies exhibiting at the 2015 ASCB Annual Meeting to send follow-up information requested by the attendee. Exhibitors violating these guidelines are subject to loss of all accrued priority points and a one-year suspension from exhibiting at the Society’s annual meeting.

Sound Restrictions
Requests to use an open audio system must be approved by Exhibit Management, and the exhibitor must agree to discontinue its use if the sound level is deemed to be objectionable to registrants or adjacent exhibitors. Noisy electrical or mechanical apparatus interfering with other exhibitors is prohibited.

Prohibited Practices
The prohibited practices below apply to exhibitors and non-exhibitors:

  • Distributing giveaway items that do not comply with stated policy
  • Distributing or using stick-on decals and/or similar adhesive-backed promotional items in the San Diego Convention Center
  • Canvassing or distributing any materials or product samples outside the exhibitor’s own space, the convention center, and any ASCB contracted hotel unless approved through an official ASCB support or advertising opportunity
  • Using billboard advertisements and/or displays of signs outside the exhibit space, the convention center, and any ASCB contracted hotel unless approved through an official ASCB support or advertising opportunity
  • Publicizing and/or maintaining any extracurricular activities, inducements, demonstrations, or displays away from the exhibit area
  • Hanging signs or banners from the ceiling (island booths only are permitted)
  • Entering another exhibitor’s space without permission
  • Photographing or examining another exhibitor’s equipment without permission
  • Taking photographs and/or recording any scientific session
  • Wearing buttons, unofficial badges, company name plates, etc., in lieu of the official ASCB exhibitor badge
  • Use of minors as models
  • Noisy electrical or mechanical apparatus interfering with other exhibitors
  • Use of the Society’s name on signs inside or outside the exhibit area and on descriptive product literature
  • Subletting or sharing of exhibit space
  • Using helium balloons or glitter products
  • Selling and/or otherwise distributing demographic information obtained by scanning the name badges of attendees who visit your booth with lead retrieval devices
  • Negotiating blocks of hotel rooms directly with contracted ASCB participating hotels
  • Tipping contracted labor

Installation Dates and Hours
ASCB recommends that exhibitors plan to arrive no later than Friday, December 11, 2015. Travel in December is sometimes subject to weather delays. If for some reason the materials for your booth have not arrived, it is easier to track the shipment on Friday.

Booth Installation Hours

Thursday, Dec. 10             1:00 pm-5:00 pm

Friday, Dec. 11                   8:00 am-5:00 pm

Saturday, Dec. 12              8:00 am-12:00 Noon*

*All wooden crates should be tagged and ready for removal by 12:00 Noon on Saturday, December 12, 2015. Exhibitors may continue to set up equipment and literature within their booths until 5:00 pm on Saturday, December 12, 2015.

Service Desk
The Exhibitor Service Desk will be open during installation to assist exhibitors with verification and adjustments of their orders for labor, furniture, and other auxiliary services. The Service Desk will be staffed throughout the meeting.

Exhibits Open

Exhibits are open each day, Sunday to Tuesday, 9:30AM – 4:00 PM

 

Dismantling Dates and Hours

Booth Dismantling Hours

Tuesday, Dec. 15          4:00 pm-9:00 pm

Wednesday, Dec. 16     8:00 am-12:00 Noon*

 

ASCB Learning Center Dismantling
Dismantling will begin after show hours on Tuesday, December 15. No packing of equipment, literature, etc., or dismantling of exhibits will be permitted before Tuesday, December 15 at 4:00 pm. Removal of equipment must be made before or after exhibit hours. Prior to Tuesday, December 15, a pass and approval must be obtained from Louise Campbell-Blair to remove any material or equipment. Once the ASCB Learning Center opens on the morning of Tuesday, December 15, packing may not begin and nothing may be removed until the ASCB Learning Center is officially closed at 4:00 pm. This provision will be strictly enforced. Violators are subject to exclusion from exhibiting at future meetings.

*The ASCB Learning Center must be completely cleared by 12:00 Noon on Wednesday, December 16.

 

Worker Passes
All pre-approved exhibitor-designated contractors must obtain work passes for all personnel at the exhibitor registration desk during the hours of registration. Work passes must be visible at all times while on the premises of the convention center. Work passes are valid during installation and dismantle only. In the interest of safety, only those individuals directly responsible for the installation and the dismantling of the booth will be permitted in the ASCB Learning Center during move-in and move-out times. Under no circumstances will children or guests be allowed within the exhibit area until the official opening at 5:30 pm, Saturday, December 12. Freight doors will close at 4:00 pm on Saturday.

Exhibitors wishing to remain in the ASCB Learning Center for light set up (unpacking literature/books, calibrating instruments, etc.) may do so as long as their noise level does not have an adverse effect on the ongoing poster presentations. Poster session entrances (as indicated on the floor plan) open at 5:30 pm on Saturday, December 12 and at 7:30 a.m. Sunday to Tuesday for presenter setup only. Poster are open for all attendees from 5:30 pm-8:00 pm on Saturday, December 12 and from 7:30 am-8:00 pm Sunday and Monday, and Tuesday from 7:30 am–4:00 pm.

Convention Center Rules and Regulations
Exhibitor compliance with the San Diego Convention Center Rules and Regulations is mandatory.

Floor Load and General Lighting
The exhibit floor load of the San Diego Convention Center is 350 lbs. per square foot. For heavy machinery or displays, contact Freeman. Fifty percent of lighting is provided during move-in and move-out. Lighting one (1) hour prior to show opening each day will be 100%. At 8:00 pm each show day, lighting will be reduced to 33.3%.

Fire Regulations
No volatile or flammable fluids, substances, or materials of any nature prohibited by local ordinances, the San Diego, or insurance carriers, may be used in any booth. The use of any type of crepe or corrugated paper is prohibited. Details will also be included in the online Exhibitor Service Kit.

Gratuities
Tipping is expressly prohibited. This includes such practices as giving money, merchandise, or other special consideration for service rendered. Normal working hours are 8:00 am-5:00 pm with one hour for lunch (12:00 pm-1:00 pm) and two 15-minute breaks (10:00 am and 3:00 pm). Any attempt to solicit a gratuity by an employee for any service should be reported immediately to Freeman’s show-site manager. Please refer to the online Exhibitor Service Kit for complete guidelines.

Exhibitor Appointed Contractor (EAC)

Exhibitors who plan to use the services of anyone other than the official service contractor must notify Freeman on or before October 30, 2015 in writing. Click here for the EAC Form. Exhibitor Appointed Contractors must:

  • Provide Freeman with an original Certificate of Insurance by October 30 (see Insurance tab for specific requirements)
  • Perform services in accordance with exhibition rules and regulations
  • Not solicit business on the exhibit floor

Electricity-Air-Water-Drain

Order forms will be available in the online Exhibitor Service Kit. Electrical service is 208 and 480 volt.

Material Handling
The Teamsters Union claims jurisdiction on the operation of all material handling equipment, all unloading and reloading, and handling of empty containers. The use of fork trucks, pallet jacks and lift gates are permitted only by personnel of Freeman.

Freeman will receive shipments at the San Diego Convention Center dock; deliver to the exhibitor’s booth; remove, store, and return empty crates and containers when unpacked; and remove packed shipments from the booth and transfer to the outgoing carriers at the San Diego Convention Center dock. Exhibitors are urged to ensure that all materials are delivered to booths on setup days because deliveries cannot be made during exhibit hours.

Freeman will control access to the trade show floor, which includes access from the loading docks and/or doorways into the ASCB Learning Center. This will help provide a safe and orderly move-in/move-out. Unloading or reloading of any freight into the ASCB Learning Center by any and all private vehicles and contracted carriers will be handled by Freeman.

Safety
Standing on chairs, tables, or other rental furniture is prohibited. Rental furniture is not engineered to support standing weight. Freeman cannot be responsible for injuries or falls caused by the improper use of rental furniture. If assistance is required in the assembly/dismantle of your booth, please order labor in advance using the forms that will be provided in the online Exhibitor Service Kit.

Installation Dates and Hours
ASCB recommends that exhibitors plan to arrive no later than Friday, December 11, 2015. Travel in December is sometimes subject to weather delays. If for some reason the materials for your booth have not arrived, it is easier to track the shipment on Friday.

Booth Installation Hours

Thursday, Dec. 10             1:00 pm-5:00 pm

Friday, Dec. 11                   8:00 am-5:00 pm

Saturday, Dec. 12              8:00 am-12:00 Noon*

*All wooden crates should be tagged and ready for removal by 12:00 Noon on Saturday, December 12, 2015. Exhibitors may continue to set up equipment and literature within their booths until 5:00 pm on Saturday, December 12, 2015.

Service Desk
The Exhibitor Service Desk will be open during installation to assist exhibitors with verification and adjustments of their orders for labor, furniture, and other auxiliary services. The Service Desk will be staffed throughout the meeting.

Exhibits Open

Exhibits are open each day, Sunday to Tuesday, 9:30AM – 4:00 PM

 

Dismantling Dates and Hours

Booth Dismantling Hours

Tuesday, Dec. 15          4:00 pm-9:00 pm

Wednesday, Dec. 16     8:00 am-12:00 Noon*

 

ASCB Learning Center Dismantling
Dismantling will begin after show hours on Tuesday, December 15. No packing of equipment, literature, etc., or dismantling of exhibits will be permitted before Tuesday, December 15 at 4:00 pm. Removal of equipment must be made before or after exhibit hours. Prior to Tuesday, December 15, a pass and approval must be obtained from Louise Campbell-Blair to remove any material or equipment. Once the ASCB Learning Center opens on the morning of Tuesday, December 15, packing may not begin and nothing may be removed until the ASCB Learning Center is officially closed at 4:00 pm. This provision will be strictly enforced. Violators are subject to exclusion from exhibiting at future meetings.

*The ASCB Learning Center must be completely cleared by 12:00 Noon on Wednesday, December 16.

 

Worker Passes
All pre-approved exhibitor-designated contractors must obtain work passes for all personnel at the exhibitor registration desk during the hours of registration. Work passes must be visible at all times while on the premises of the convention center. Work passes are valid during installation and dismantle only. In the interest of safety, only those individuals directly responsible for the installation and the dismantling of the booth will be permitted in the ASCB Learning Center during move-in and move-out times. Under no circumstances will children or guests be allowed within the exhibit area until the official opening at 5:30 pm, Saturday, December 12. Freight doors will close at 4:00 pm on Saturday.

Exhibitors wishing to remain in the ASCB Learning Center for light set up (unpacking literature/books, calibrating instruments, etc.) may do so as long as their noise level does not have an adverse effect on the ongoing poster presentations. Poster session entrances (as indicated on the floor plan) open at 5:30 pm on Saturday, December 12 and at 7:30 a.m. Sunday to Tuesday for presenter setup only. Poster are open for all attendees from 5:30 pm-8:00 pm on Saturday, December 12 and from 7:30 am-8:00 pm Sunday and Monday, and Tuesday from 7:30 am–4:00 pm.

Convention Center Rules and Regulations
Exhibitor compliance with the San Diego Convention Center Rules and Regulations is mandatory.

Floor Load and General Lighting
The exhibit floor load of the San Diego Convention Center is 350 lbs. per square foot. For heavy machinery or displays, contact Freeman. Fifty percent of lighting is provided during move-in and move-out. Lighting one (1) hour prior to show opening each day will be 100%. At 8:00 pm each show day, lighting will be reduced to 33.3%.

Fire Regulations
No volatile or flammable fluids, substances, or materials of any nature prohibited by local ordinances, the San Diego, or insurance carriers, may be used in any booth. The use of any type of crepe or corrugated paper is prohibited. Details will also be included in the online Exhibitor Service Kit.

Gratuities
Tipping is expressly prohibited. This includes such practices as giving money, merchandise, or other special consideration for service rendered. Normal working hours are 8:00 am-5:00 pm with one hour for lunch (12:00 pm-1:00 pm) and two 15-minute breaks (10:00 am and 3:00 pm). Any attempt to solicit a gratuity by an employee for any service should be reported immediately to Freeman’s show-site manager. Please refer to the online Exhibitor Service Kit for complete guidelines.

Exhibitor Appointed Contractor (EAC)

Exhibitors who plan to use the services of anyone other than the official service contractor must notify Freeman on or before October 30, 2015 in writing. Click here for the EAC Form. Exhibitor Appointed Contractors must:

  • Provide Freeman with an original Certificate of Insurance by October 30 (see Insurance tab for specific requirements)
  • Perform services in accordance with exhibition rules and regulations
  • Not solicit business on the exhibit floor

Electricity-Air-Water-Drain

Order forms will be available in the online Exhibitor Service Kit. Electrical service is 208 and 480 volt.

Material Handling
The Teamsters Union claims jurisdiction on the operation of all material handling equipment, all unloading and reloading, and handling of empty containers. The use of fork trucks, pallet jacks and lift gates are permitted only by personnel of Freeman.

Freeman will receive shipments at the San Diego Convention Center dock; deliver to the exhibitor’s booth; remove, store, and return empty crates and containers when unpacked; and remove packed shipments from the booth and transfer to the outgoing carriers at the San Diego Convention Center dock. Exhibitors are urged to ensure that all materials are delivered to booths on setup days because deliveries cannot be made during exhibit hours.

Freeman will control access to the trade show floor, which includes access from the loading docks and/or doorways into the ASCB Learning Center. This will help provide a safe and orderly move-in/move-out. Unloading or reloading of any freight into the ASCB Learning Center by any and all private vehicles and contracted carriers will be handled by Freeman.

Safety
Standing on chairs, tables, or other rental furniture is prohibited. Rental furniture is not engineered to support standing weight. Freeman cannot be responsible for injuries or falls caused by the improper use of rental furniture. If assistance is required in the assembly/dismantle of your booth, please order labor in advance using the forms that will be provided in the online Exhibitor Service Kit.

Please refer to the Exhibitor Service Kit (available online in September 2015) for additional information and order forms.

 

Audiovisual

Holly Alderton
Projection Presentation Technology
Phone: 301-575-2754
halderton@projection.com

 

Contractor/Shipping/Handling

Larry Gutelius
Freeman
Phone: 504-731-1208
Fax: 504-731-1214
larry.gutelius@freemanco.com

 

Event Services Manager

Jeff Pinkley, CMP
Senior Event Manager
619-525-5422
Jeff.pinkley@visitsandiego.com

 

Exhibit Services

Services Coordinator Supervisor
Pam Gracin
Phone: 504-582-3036
Fax: 504-582-3088
pgracin@mccno.com
Or order online through the online Exhibitor Service Kit available on or about September 4.

 

Food and Beverage

Mary Forney
Exhibitor Catering Manager
Phone: 619-525-5818
Mary.Forney@visitsandiego.com

 

Lead Retrieval

Steve Barove
Convention Data Services®
Phone: 508-743-0112
sbarove@cdsreg.com

 

Technology

(Telephone, Internet, Networking and Event Technology Services)
Richard Hancock
Phone: 619-525-5500
rhancock@smartcity.com

Donna Kacmarcik
Customer Service Manager, Smart City Networks
Phone: 619-525-5510
dkacmarcik@smartcity.com

 

FedEx Office at the Convention Center

Hall D Lobby
619-525-5450
San Diego FedEx Website

 

Exhibit Questions?

Louise Campbell-Blair
Director of Business Development, ASCB
Phone: 301-518-5990
lcblair@ascb.org

The Exhibitor Advisory Committee (EAC) was established in 2009 to enhance the relationship between ASCB and its exhibitors. The Committee enables exhibitors to voice ideas and concerns; participate in the assessment of the ASCB, its vendors, and technologies; and serve in an advisory capacity to the ASCB.

EAC members are asked to walk the exhibit floor to engage in conversation with exhibitors about their meeting experience. Any exhibitor violations, questions, or comments should be brought to the attention of an EAC member and Louise Campbell-Blair, Director of Business Development onsite.

EAC members can be identified at the meeting by “Blue/Gold” colored ribbons. The Exhibit Management Lounge is located next to the Career Center in the ASCB Learning Center.

 

Jim Zacka
Worthington Biochemical Corporation
730 Vassar Ave
Lakewood, NJ 08701
qualassure@worthington-biochem.com

 

Chuck Locke
VP Sales & Marketing
Drummond Scientific
500 Parkway
Broomall, PA 19008
clocke@drummondsci.com

 

Louis Shulman
Supervisor, Trade Shows & Events
Olympus
3500 Corporate Parkway
Center Valley, PA 18034
(781) 419 3857
louis.shulman@olympus.ossa.com

 

Sande Giaccone
GEN Group Publisher
GEN Genetic Engineering & Biotechnology News
140 Huguenot Street, 3rd Floor
New Rochelle, NY 10801
sgiaccone@genengnews.com

 

Cyndy Nawrocki
Marketing Communications Director
Photometrics | QImaging
3440 E. Britannia Drive Suite 100
Tucson, AZ 85706
cnawrocki@photometrics.com

 

Elaine Fitzpatrick
Trade Show Project Manager
EMD Millipore Corp
290 Concord Road
Billerica, MA 01821
978-715-1296
elaine.fitzpatrick@emdmillipore.com

Jacqueline M. Seltzer
Senior Conventions Manager
W.H. Freeman
41 Madison Ave, NY 10010
(212) 3757154
jacqueline.sletzer@macmillan.com