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Application to Exhibit
Eligibility
For an exhibit application to be accepted by ASH, the products and services must be educational in nature and directly relate to the hematology or medical field. Exhibit applicants may qualify to exhibit if at least two of the product categories listed on the back of the Application to Exhibit are applicable. The Exhibitor Information portion of the application must be completed in order to be considered for participation.
ASH reserves the right to accept or reject a potential exhibitor based on its assessment of whether that company/organization’s products and/or services are relevant to ASH members and meeting attendees. All exhibits will be reviewed on site by ASH.
Joint Ventures
The definition of a joint venture/co-marketing agreement is that in which two or more companies are developing, manufacturing, producing, or distributing the same product. Companies having such a business agreement may choose to: 1) be aligned on the exhibit floor adjacent to each other in order to jointly promote the specific product; 2) Be represented by only one of the companies in the agreement utilizing exhibit space, but displaying, through signage, that the product is a joint venture/co-marketed product; 3) exhibit in one booth under the joint venture name with one contact person coordinating all joint-venture booth staff and activities.
Space allocation will be based on the current priority point average of the companies in the agreement. If only one company is exhibiting the co-marketed product, ASH will work with that exhibiting company. Subletting of booth space for the purpose of allowing another company to exhibit within the principal exhibit will not be permitted.
Nonprofit Organizations
ASH encourages hematology-related nonprofit organizations to exhibit by offering a discounted booth fee of $525. ASH will set aside a specific area of the exhibit hall for nonprofit organizations. Those who pay the rate of $525 will be placed in the nonprofit area only. Please note, the poster hall will be adjacent to the nonprofit area. If an organization would like a booth outside of the nonprofit area, the full exhibit booth fee must be paid. If all space in the nonprofit area is utilized, booth space will be assigned by ASH to areas designated outside of the nonprofit area at the nonprofit rate.
Nonprofit organizations are limited to one 10’x10’ booth at the nonprofit rate. Additional booths may be purchased at the regular, published rates. Nonprofit organizations will be able to use the priority points that have been accumulated for booth assignment in the designated nonprofit area only.
In order to obtain the $525 rate, proof of nonprofit status, such as a 501(c)3 form, must be submitted with the Application to Exhibit.
Market Research Companies
Market research companies will be assigned a booth space only if research is being conducted for an approved ASH exhibitor. In addition to completing the Application to Exhibit, a market research company must submit the name of the exhibiting company for which the market research company is conducting research, the reason for the research, and a copy of the survey itself to Arthinia Morgan, Exhibits Coordinator. The sponsoring companies need not be revealed, although no misrepresentation should be made.
Market research companies must be approved by ASH to conduct research for an exhibiting company. Attendees must be able to complete the questionnaires in 10 minutes or less, and a sign must be placed in the exhibit booth stating the length of the survey. Cash payments to attendees for survey participation are not allowed.
Application Process
The Application to Exhibit must be submitted to ASH by mail. Booth space reservations will not be accepted over the phone, by fax, or by e-mail. ASH will not tentatively hold booth spaces.
Booth space will be assigned based on the ASH Priority Point System. Booth assignments will be made first to those companies with priority points, in priority order, that have submitted the Application to Exhibit and paid the total booth-space rental fee by June 30, 2006. Companies and organizations with priority points that submit their forms and payment after June 30 will not be able to receive priority placement.
Beginning Monday, July 10, completed Applications to Exhibit that have been submitted with full payment will be date stamped in the order in which they are received to determine placement on a first-come, first-served basis.
Please review the exhibit hall floor plan. The floor plan is tentative, and you may choose to reconfigure the booth(s). Booths highlighted in color are for 10’ x 10’ booths only and may not be reconfigured.
Preferred booth numbers must be indicated on the Application to Exhibit or ASH will choose your booth location for you. If the requested booth numbers are unavailable, ASH will choose the best available location.
Exhibit Space Notification
Exhibitors will receive a confirmation letter with the booth assignments after July 10, 2006.
- All confirmed exhibitors will receive the Preliminary Program in September. The Meeting Room Request Form, Request for Approval of Giveaway Form, and the Advance Registration List Order Form will be available in early September in the Exhibitor Prospectus portion of the ASH Web site.
- Freeman Decorating Company will mail each exhibiting company an exhibitor service manual containing service order forms (furniture, shipping, drayage, lead retrieval, etc.) approximately 90 days prior to the show.
Payments and Refunds
Payment must be made by check or money order in U.S. dollars only and drawn on a U.S. bank. Wire transfers and credit card payments will not be accepted.
The Application to Exhibit and full payment must be mailed to:
American Society of Hematology
P.O. Box 79210
Baltimore, MD 21279-0210
- Do not send overnight packages to the above address.
- Faxed documents, wire transfers, and credit card payments will not be accepted.
- Applications will not be considered unless the Application to Exhibit and full payment are received together.
Booth Cancellation
The deadline date to cancel booth space and receive a refund is September 8, 2006. ASH will subtract a $250 processing fee. After this date, there will be no refunds for booth space cancellations. No exceptions will be made.
Downsizing of Booth Space
All requests for downsizing of booth space must be submitted to ASH in writing by Friday, September 8. All requests received on or prior to Friday, September 8, will receive a refund for booth fees, less a $250 processing fee. Any requests received after Friday, September 8, will not be eligible for a refund.
Booth Sharing
The sharing of booth space is prohibited, except when sharing the space between divisions of the same company or between companies co-marketing a product or service.
Booth Relocation
ASH reserves the right to reconfigure the floor plan at any given time prior to the annual meeting. If a booth assignment is changed, notification will be sent prior to the annual meeting. If a corner booth is assigned and has to be relocated, ASH will reimburse the exhibiting company for the difference.
Failure to Occupy Exhibit Space
Any space not occupied by 5:00 p.m., Friday, December 8, 2006, will be forfeited by the exhibitor. This space may be reassigned or used by ASH without refund. Exhibitors who anticipate delays in setting up their booths must receive prior approval from ASH.
Booth Configurations
The standard booth size is 10’x10’. All exhibit backgrounds must conform to the standards set by the Healthcare Convention Exhibitors Association, as follows:
Standard 10’x10’ Booth
- No side rails or counters may exceed 3 feet in height.
- Backgrounds are limited to 8 feet in height (12 feet for perimeter booths) and must not protrude more than 5 feet from the back wall.
- No exhibit construction may exceed the height of the side rail except in the back half of the booth as noted above.
- The reverse side of any wing panel extending from the back wall of the display must be draped in order to avoid raw exposure to a neighboring booth. If the exhibitor does not comply, ASH will have the decorator drape the area at the exhibitor’s expense.
- Corner booths may eliminate the outside 3-foot side rail, if desired.
- Absolutely no storage of any kind will be permitted behind an exhibitor’s booth. If the exhibitor does not comply, ASH will have the storage removed at the exhibitor’s expense.
- Additional pipe and drape will be required for those booths that have exposed areas between the back wall of their structure and the back wall of the booth.
Multi-Level Booth
Multi-level booths may be permitted, provided that a certified structural drawing is approved by the Orange County Convention Center’s Fire Marshal at least 90 days in advance of the first move-in day, to allow sufficient time for any needed corrections. The convention center also requires one 2A10BC-type fire extinguisher on each level of display, which must be readily available and unobstructed from view. All areas under multilevel booths must be equipped with a UL-approved, battery-operated smoke detector attached to the ceiling or under-structure. No ceilings are allowed on the topmost level. If any deck is designated to hold over 10 people, a second staircase is required for emergency evacuations. All stairways must be at least 3 feet in width and must be equipped with a handrail on at least one side.
The final floor plan must be submitted to the ASH Exhibits Coordinator by September 8, and ASH will forward these final plans to the Orange County Convention Center for approval. Drawings can be sent by mail to Arthinia Morgan, Exhibits Coordinator, or by fax to 202-292-0270.
Island Booth
An island booth is defined as a 400-square-foot(20’x20’) or larger exhibit space surrounded with aisles on all sides.
Island booths should be constructed to allow access from all sides, with a clear and open sight line enabling an attendee to view the surrounding exhibit area through the island booth. For every 12 feet of solid wall, there must be a 4-foot breakage.
The maximum height of an island booth is 20 feet. The top of the booth’s sign must not extend more than 20 feet from the exhibit hall floor and cannot block visibility of ASH signs or other exhibitor’s booths. Variances will not be granted.
If an exhibitor wishes to connect one island formation with a second island formation across an official designated aisle, be it with a sign or archway, the exhibitor will be responsible for the rental of the entire aisle space that runs the length of each booth. The price of the aisle space is $35 per square foot.
An island booth that is 1,000 square feet or more requires the submission of a detailed drawing of the booth to ASH for approval no later than Friday, September 8. Drawings must be submitted to Arthinia Morgan, Exhibits Coordinator, via e-mail or by fax at 202-292-0270.
Signs for Island Booth
The top of a sign suspended from the exhibit hall ceiling or attached to the exhibit booth must not exceed 20 feet from the exhibit hall floor and cannot block visibility of ASH signs or other exhibitors’ booths. Hanging signs must be hung directly over the island booth and not in the aisles. All signs must provide a sight line to neighboring booths.
ASH may grant an exhibitor’s request to have a sign over an aisle to conjoin with another portion of their booth. An additional fee for the incorporated aisle space will apply.
No part of any exhibitor signs shall be posted, nailed, or otherwise attached to columns, walls, floors, or other parts of the building or its furniture.
Lighting
All island/multi-level booths may utilize special lighting. Lighting must be directly over or in the exhibitor’s booth and cannot affect other exhibitors or aisles.
Overhead lighting may be dimmed or turned off at the exhibitor’s expense with prior approval from ASH.
It is the responsibility of the exhibiting contact persons to notify their contractors and agents of the height restrictions for hanging signs and lighting.
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