Exhibit Fees, Terms and Conditions
The exhibits at ASHI are designed for the display and demonstration of products and/or services directly related for use by immunologists, geneticists, molecular biologists, transplant physicians, surgeons, pathologists, and technologists involved in the field of histocompatibility and immunogenetics. All products and services exhibited must be germane to the study and practice of histocompatibility and immunogenetics and have appropriate governmental and agency approval, if applicable. ASHI retains the sole authority to determine the eligibility of any company and/ or its product. ASHI reserves the right to refuse applications of organizations not meeting standard requirements or expectations. ASHI reserves the right to curtail or to close exhibits, wholly or in part, that reflect unfavorably on the character and the purpose of the meeting. This applies to displays, literature, advertising, novelties, souvenirs, conduct of persons, etc.
Booth Prices (Per 10' x 10')
New! The price of the booth includes WiFi internet access!
|Additional 10'x10' Booth||$2,300.00|
|Island Booth||$35.00 per square foot|
*Proof of non-profit status must accompany completed application.
Terms of Payment
Total booth fee is due with completed exhibit application. Applications can be faxed 856-439-0525 or mailed to:
American Society for Histocompatibility & Immunogenetics
Attn: Caitlin O’Brien, CMP
1120 Route 73, Suite 200
Mt. Laurel, NJ 08054
Space will not be confirmed without the completed application and full payment. Checks should be made payable to ASHI and forwarded with the completed exhibit application.
Assignment of Space
ASHI has instituted a priority point system for space assignment. Booth location will be determined based on the following criteria: one point assigned for every booth purchased in the last three years (2013, 2014, 2015); one point assigned for each full page advertisement purchased in the ASHI Quarterly in 2015 and one to three points per 2015 sponsorship contribution level, if applicable. Management reserves the right to make any revisions necessary to the floor plan at any time. ASHI reserves the right to relocate an exhibitor at any time with the understanding that if the exhibitor does not agree with such relocation to the extent that the exhibitor cannot participate in ASHI, the deposit and/or full payment for exhibitor space will be fully refunded. Exhibitors wishing to avoid assignment of space adjacent to that of a particular competitor should note that on their application. Careful consideration will be given to all such requests, but cannot be absolutely guaranteed.
Designated Tax-Exempt/Non-Profit Area
Exhibitors that are defined as tax exempt/non-profit companies are eligible to receive the reduced booth price of $500 for a maximum of one 10’ x 10’ booth. Proof of tax exempt/non-profit status must accompany completed application. Tax exempt/non-profit space assignment will be confined to a specific area on the floor plan. Tax exempt/non-profit exhibits do not have the option to choose booth space in other locations on the exhibit floor for this reduced rate. Tax exempt/non-profit rental rates include: rental of one 10’ x 10’ booth space, side and back drape, and one I.D. sign. Subsequent booths requested are charged the regular booth price. Tax exempt/nonprofit exhibitors are required to provide carpeting (if necessary) and accessories for their space. If space is unavailable in the tax exempt/ non-profit area, space will not be available elsewhere unless the tax exempt/non-profit company is willing to pay the full booth price listed above.
Cancellation or Downsizing of Booth Size
Cancellations or requests to downsize must be submitted to the ASHI Senior Meeting Manager in writing. The date of receipt of exhibitor’s written notice of cancellation in the ASHI Headquarters office will be the official cancellation date. If space is canceled on or before Friday, May 6, 2016, ASHI will retain 25% of the total booth cost. Any exhibitor who cancels space after Friday, May 6, 2016, will be responsible for the total booth cost. Refunds for cancellations are not available after Friday, May 6, 2016. If written notification of downsizing booth space is received on or before Friday, May 6, 2016, the exhibitor is responsible for 25% of the original exhibit space contract, plus the cost of the redefined exhibit space. No decreases in booth size or configuration will be made after Friday, May 6, 2016.
Failure to Occupy Space
Booth space not occupied by the exhibitor by 5:00 pm on Monday, September 26, 2016, is forfeited without refund to the exhibitor, and the space may be resold or used by ASHI.
Cancellation of Exposition
It is mutually agreed that in the event of cancellation of ASHI’s 42nd Annual Meeting due to fire, strikes, governmental regulations, war, acts of God, terrorism, or causes that would prevent its scheduled opening or continuance, then and thereupon this agreement will be terminated and the ASHI Board of Directors shall determine an equitable basis for the refund of such portion of the exhibit fees as is possible, after due consideration of previous expenditures and commitments.
Food and Drug Administrative (FDA) Market Clearance
All products exhibited must have fulfilled all applicable FDA regulations. Products that are not FDA approved for a particular use in humans or are not commercially available in the United States will be permitted to be displayed only when accompanied by appropriate signs that indicate FDA clearance status. The signs must be clearly and easily visible and placed near the product and on any graphics depicting the product. Display of investigational products is to remain within the expectations and limitations of the Food and Drug Administration’s Guidelines on Notices of Availability. Any investigational product graphically depicted on a commercial exhibit should:
- Contain only objective statements about the product.
- Contain no claims of safety, effectiveness, or reliability.
- Contain no comparative claims to other marketed products.
- Exist solely for the purpose of obtaining investigators.
- Be accompanied by directions for becoming an investigator and list of investigator responsibilities.
- Contain a statement on signage: “Caution-Investigational Product-Limited to Investigational Use” (or similar statement) in prominent size and placement.
It is the exhibitor’s responsibility to contact the FDA to ensure compliance with the current FDA guidelines. Contact the FDA Office of Compliance regarding your responsibilities under the Federal Food Drug & Cosmetic Act.
Exhibitor Services Online Manual
Exhibitors will receive a link to access the services manual online on Friday, May 13, 2016. The online manual will include order forms for all services, including utility specifications and charges, audiovisual equipment, floral, booth furnishings, booth cleaning services, catering, and labor rates. Exhibitors are encouraged to place orders no later than two weeks before the opening of the meeting to take advantage of discounts and minimize delays during set-up. Be sure to consult each form for deadlines, as they may vary depending on the supplier. Special electrical requirements must be arranged directly with the hotel. All rates and specifications will appear in the Exhibitor Services Online Manual.
All advance shipments should be labeled as follows:
To: (Name of Exhibitor & Booth #)
For: ASHI 2016
C/O: Arata Expositions, Inc.
400 Barton St
St. Louis, MO 63104
Shipments must arrive by Friday, September 9th, 2016
Show Site Shipments
Freight should be labeled as follows:
To: (Name of Exhibitor & Booth #)
For: ASHI 2016
C/O: Arata Expositions, Inc.
Hyatt Regency St. Louis
315 Chestnut Street
St. Louis, MO 63102
Shipments will be received starting at 12:00 pm on Saturday, September 25, 2016
Arata Expositions will gladly prepare your outbound Material Handling Agreement and Labels in advance. Complete the Outbound Shipping Form and your paperwork will be available at the show site. Be sure your carrier knows the company name and booth number when making arrangements for shipping your exhibit at the close of the
Please refer to the material handling rate sheet for charges.
Every exhibit space should allow for the visibility of other spaces. The following rules for booth construction ensure that every exhibitor has reasonable site lines to the aisle. All exhibits must conform to the standards set by the Health Convention and Exhibitors Association, which are as follows: No obstructions in the front half of the booth
above a height of 48 inches are permitted. The booth height of 8 feet, inclusive of company name and logo, may be maintained up to 50% of the distance from the back wall toward the front of the space.
Ceiling heights in the Hyatt Regency St. Louis at The Arch are: 18’
Hanging signs are allowed to be suspended from the ceiling of the exhibit hall as long as they adhere to the height restrictions of individual booth construction as outlined in this prospectus. All suspended signs from the ceiling must be confirmed and approved by ASHI Meeting Management.
Electrical or other mechanical apparatus must be muffled so noise does not interfere with other exhibitors. The reverse side of any wing panel extending from the back wall of a display must be draped in order to avoid raw exposure to a neighboring booth or aisle. To remedy instances of noncompliance, ASHI Meeting Management will have exposed areas draped at the exhibitor’s expense.
No part of any equipment, 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; damage arising by failure to observe these rules shall be payable by the exhibitor.
An inline booth is 10 feet wide, 10 feet deep, and 8 feet high.
A corner booth is 10 feet wide, 10 feet deep, and 8 feet high, and is at the end of a row of inline booths with access to two through aisles.
An island booth is 20 feet wide and 20 feet deep or larger. The island exhibitor receives the benefits: a) waiver of the 8 -foot height restriction; b) waiver of sidewall restrictions; and, c) increased visibility from all areas of the exhibit hall. Island booths MUST allow at least 40% visibility on each side. Island height is restricted to 20 feet unless
approved by ASHI Meeting Management. Scale drawings for 20’ x 20’ booths or larger are due to Meeting Management by Friday, May 20, 2016. Drawings not in compliance with the 40% site rule will be rejected.
ASHI provides the pipe and drape, 8-foot high backdrop, 36-inch side rails, and a two-line name sign. Booth carpeting is not mandatory. Additional signs for display purposes may be ordered from the official decorator. Order forms for the rental or furniture and other special materials will be included in the Exhibitor Services Online Manual.
Labor: Carpenters, Expo Workers, and Exhibitor Appointed Contractors
The official contractor will have available a staff of carpenters, decorators, and laborers during the periods of installation and dismantling. Please note that union regulations require that carpentry and labor involved in the installation and dismantling of exhibits must be done by accredited union labor. While every effort is made to minimize the exhibitor’s cost to install and exhibit on the show floor at the Hyatt Regency St. Louis at The Arch, the practices of the nation’s building trades will be followed. This means that union labor must be used where applicable. To avoid any misunderstandings in advance or at the show on this specific point, contact show management by letter for additional clarification. Exhibitors shall employ only union labor, as made available by official contractors in the installation or dismantling of their exhibit and in its operation when required by union agreements. An exhibitor using an outside contractor for the above work must employ only union display companies and must notify Meeting Management no later than 30 days prior to the meeting identifying the contractor(s), listing the supervisory personnel, and supplying evidence of adequate liability insurance coverage by original copy. Further details and regulations will be included in the Exhibitor Services Online Manual.
Storage of Crates and Boxes
Storage of crates and boxes can be arranged with Arata Expositions, as outlined in the Exhibitor Services Online Manual. All cartons, crates, containers, packing materials, etc., that are necessary for re-packing must be labeled with “empty” stickers, and they will be removed from the floor by Arata Expositions. Crates and boxes cannot be stored behind booth displays. Proper identification tags will be available at the Arata Expositions Service Desk.