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ICEID 2002

 Program

Exhibitor Information

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Rules and Guidelines

Booth Activities

Contractual Considerations

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ICEID 2000

International Conference on Emerging Infectious Diseases
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Exhibitor Information >
Rules and Guidelines

Eligibility to exhibit
ICEID's Exhibit Program is an integral part of the scientific program and is by invitation only. Products and services to be exhibited must be directly related to the conduct of science. ICEID reserves the right to accept or reject, in its sole discretion, any application to exhibit and to determine the eligibility of any proposed exhibit.

Location of exhibits
All commercial and nonprofit exhibits, as well as ICEID registration and scientific sessions, will be located in the Hyatt Regency Atlanta, 265 Peachtree Street, NE, Atlanta, Georgia 30303; telephone: 404.577.1234. Exhibits and poster sessions will be in the Grand Hall East.

Rules and regulations
All information included in this Prospectus becomes a part of the contract between the exhibitor and the ICEID. These policies have been developed in the best interests of the exhibitors as a whole. Management respectfully asks the full cooperation of all exhibitors in observing these policies. All points not covered are subject to the decision of management. Management requests that all personnel staffing your exhibit booth be familiar with the Rules and Regulations prior to the opening of exhibits.

Contract for space
The application and contract for space, the formal notice of assignment by the ICEID, and the full payment of rental charges constitute a contract for the right to use the space. It is the exhibitor’s responsibility to confirm that their contract and payment have been received by ICEID’s Exhibits Office.

Display
Exhibitors must display only products or services manufactured or dealt in by them in the regular course of business. The featuring of a name or advertisement of a nonexhibiting firm or business shall not be permitted. If an article of a nonexhibiting firm or business is required for the operation or display of an exhibitor’s wares, identification of such article shall be limited to the usual and regular nameplates, imprinting, or trademarks under which the article is sold in the regular course of business.

Booth sizes
Available booths are 10 feet by 10 feet (approximately 3 meters by 3 meters). ICEID reserves the right to make such modifications as may be necessary, making equitable adjustments with the exhibitors affected. A revised floor plan will be included with the assignment confirmation letters.

Nonprofit organization booth discounts
There is a limited number of booths available at a discount to nonprofit organizations [501(c)(3) or 501 (c)(6)]. The number of nonprofit booths held by an organization is limited to only one discounted booth; additional booths will be charged the full booth fee.

Terms of payment
A deposit of 50% of the total exhibit rental charge MUST accompany the signed Exhibit Application and Contract. Applications not accompanied by at least a 50% deposit will be returned unassigned. The remaining 50% balance due must be paid on or before February 15, 2002. If full payment is not received by this date, space will be reassigned or resold, and the deposit will be forfeited.

Included in the booth fee
Included in the price of exhibit space is:

  • An 8-foot-high (approximately 2.4 meters) back drape
  • 36-inch-high (approximately 0.9 meters) siderails in show colors
  • A 7-foot-by-44-foot (approximately 2.1-meter-by-13.4-meter) identification sign
  • 4 complimentary exhibitor staff registrations for each booth rented (additional registrations are $300 each in advance, $350 on-site)
  • One complimentary ICEID Full Registration per booth rented
  • One ICEID program book per booth rented

Space assignment
The floor plan is designed by the ICEID Show Management according to fire marshal regulations and the facilitation of floor traffic for all exhibitors. Exhibitors may select any of the booths as they appear on the floor plan.

Assignment priority will be given to those applications and deposits received before December 1, 2001. Space will be assigned on a first-come, first-served, space-available basis.

Every effort is made to accommodate exhibitor requests for space and position on the floor. When notations are made on the contract to avoid or to be placed next to certain exhibitors, ICEID Show Management has the right to assign you to a location other than what you requested. If Show Management is unable to assign you one of the requested booths, the next best available booth will be assigned.

Noncontracted exhibit space
Apart from the specific display space for which an exhibitor has contracted with ICEID, no person, firm, or organization will be permitted to display or demonstrate products, processes, or services, solicit orders, or distribute advertising materials in the exposition facility or in any hotel (or their grounds) used by ICEID to house meeting delegates without prior approval of the ICEID Steering Committee. Noncompliance with regulations will result in the prompt removal of the offending person and property from the hotel.

Cancellation or reduction of space
It is mutually agreed that in the event of cancellation of the ICEID Exhibition due to fire, strikes, picketing, embargo, injunction, act of war, act of God, governmental regulations, emergencies, any act beyond the control of ICEID, or any causes which would prevent its scheduled opening or continuance, then and thereupon this agreement will be terminated and ICEID Show Management shall determine an equitable basis for the refund of such portion of the exhibit fee as is possible, after due consideration of expenditures and commitments already made.

Exhibiting firms wishing to cancel space or reduce the size of their exhibit space are required to (1) telephone ICEID Show Management at 202.737.3600; and (2) forward a confirming letter of cancellation. The date the written notice is received is considered the official cancellation date. If the exhibit booth space is resold, the cancellation fee will be 10% of the total fee for the booth(s) contracted. If the exhibit booth space cannot be resold, the cancellation fee is 100% of the total fee for the booth(s) contracted.

Space usage
No exhibits will be permitted which interfere with or impede access to other exhibits or impede the free use of the aisle. Booth personnel are required to confine their activities to within the exhibitor’s booth space. Apart from the specific display space for which an exhibitor has contracted with ICEID Show Management, no other facility may be used by any person or organization other than ICEID Show Management for display purposes of any kind or nature. Persons, companies, or organizations that have not contracted exhibit space may not engage in any type of selling, display, or advertisement of products or services. Violators of this rule will be escorted from the premises.

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