34th Congress of the International Society for Advancement of Cytometry
   

Information and Policies

Key Contacts 

Exhibit & Sponsorship Sales
Kris Herlitz
9650 Rockville Pike  
Bethesda, MD 20814 USA
Phone: (646) 452-3836, ext. 2095
Fax: (301) 634-7014   
Email: exhibits@cytoconference.org
 

Official Service Contractor
Brede Expositions Services
Jan Alexander
Phone: (301) 937-8600 ext. 35
Email: jalexander@brede.com

Customs Broker
Liberty CFS NV, Inc.
Phone: (905) 338-3993
Fax: (905) 338-1092
Email: customs@libertycfs.us

 
Click here to view the Exhibit & Sponsorship Prospectus!
Click here to register!
Click here for the Exhibitor Service Kit
Click here for the Interactive Floor Plan for the Exhibit Hall

 

CYTO Priority Points System

Priority points are the participation and loyalty reward system for CYTO Exhibitors and Sponsors. Accumulated points determine space selection order for next year's Congress. Companies receive one point per booth purchased, for a maximum of five points. In the case of company mergers, exhibit management will use the highest number of years exhibited in calculating priority points. Priority points may also be earned through sponsorship support or for hosting a commercial tutorial.

Exhibit Space Rental Fees

The exhibits will be located in Hall B&C of the Vancouver Convention Center East Building. Each 10' X10' space is $3,300 USD. Corner booth is $3,500 USD. Exhibitors wishing to create their own island booth or requesting island booth space other than those that pre-exist on the floor plan will be charged the full cost of all booths deleted to create such islands. For island booth pricing, please contact Kris Herlitz at phone (646) 452-3836, Email: exhibits@cytoconference.org. Booth rental includes:

  • 8’ high back drape and 3’ high side divider rails.
  • 7” x 44” identification sign for booth – includes company name and booth number.
  • One complimentary full attendee registration for each exhibiting company, providing your staff the opportunity to network in an educational setting.
  • Ten complimentary guest-of-exhibitor badges per company. Invite your customers and prospective clients to visit your booth during the show.
  • Six complimentary exhibit booth personnel badges per each 10’ X 10’ booth space.
  • Listing on the Congress website (Virtual Floor Plan) recognizing your company as a 2019 exhibitor.
  • Company listing in the online Congress Program and Mobile App with a 50-word description of your products and services.

Space Assignments

Early Booth Assignments Based on Priority Points

The early deadline for booth assignment based on priority points is January 16, 2019. Applications submitted online on the a2z system before January 16th will be assigned booths based on priority points (see below for priority point system). Exhibitors may designate their preference for location. Every effort will be made to accommodate your preferred choices, but it cannot be guaranteed.
All booths will be assigned by February 4, 2019. Upon booth assignment, you will be sent an invoice for FULL payment of your rental. Payment can be made by credit card directly online. Checks drawn on US bank and bank wires are accepted and due at the time of invoice. Be sure to add any applicable bank wire/processing fees with your booth payment. FULL payment of booth space is required by February 4, 2019. Any booths not paid in full by this date will be released and available for booking on a first come first served basis.

Starting February 5, 2019, the online booth application system will be open to exhibitors on a first come first serve basis, based on booth availability. FULL payment is due at the time of application.
 

Exhibitor Service Kits

The Exhibitor Service Kit  which includes shipping and customs details as well as order forms and pricing for relevant services will be available in early March. Be sure to review the material carefully and take note of deadline dates and policies.
 

Payment Terms

  • Exhibit Booth Applications submitted prior to January 16th priority point deadline - FULL PAYMENT is due by February 4, 2019.
  • Exhibit Booth Applications submitted after the priority point deadline - FULL PAYMENT is due with application.
  • Sponsorships, Commercial Tutorials, Advertising - FULL PAYMENT is due at time of booking.

Please Note: Allocated exhibit booths, sponsorships, advertising, commercial tutorials will be released and available to others for booking if FULL PAYMENT is not received on time.

Cancellation or Reduction

Notification of an exhibitor's decision to cancel or reduce space must be made in writing to Exhibits@cytoconference.org. The effective date of space cancellation or reduction will be the date on which a written notice is received by Exhibit Management.

 

If space is canceled or reduced prior to February 22, 2019, 50% of the cost of space will be retained. No refunds will be given for any cancellations or reductions received after February 22, 2019; company will be responsible for full cost of space. 
 

Location Relative to Other Exhibits

Exhibitors may use the online exhibit application to designate their preference for location near other companies or their wish not to be adjacent to or opposite designated companies. These requests will be honored to the greatest extent possible but cannot be guaranteed.

Booth Relocation Policy

Every effort will be made not to relocate an exhibitor's booth. However, should relocation be deemed necessary, the exhibitor will be notified.
 

Sub-Leasing

Sub-leasing of exhibit space is not permitted. Neither may two companies share the same leased space.
 

Island Booths

In island booth units, bordered on four sides by aisles - models or to-scale drawings of exhibits must be submitted in advance to Exhibit Management for approval to avoid problems during exhibit set-up.
 

End Cap Booths

An End Cap Booth is a booth that has open sides on three aisles. CYTO does not permit End Cap booths.

Use of ISAC Society Name and Logo

The use of the ISAC name and/or logo is not permitted on signs inside or outside the exhibit area, or on descriptive product literature. Except reference may be made to the meeting as CYTO 2019 (34th Congress of the International Society for Advancement of Cytometry, with place and dates) on the exhibitor's advertisement.

Americans with Disabilities Act

Each exhibitor shall be responsible for compliance with the prevailing laws regarding disabilities within their booth and assigned exhibit space.


Marketing and Sponsorship Opportunities

A variety of marketing and sponsorship opportunities are available for CYTO 2019, including advertising, commercial tutorials, sponsorship packages (Platinum, Gold, Silver, Bronze levels), and ala carte items. Please note these opportunities are only available to CYTO 2019 Exhibitors. Click here to view the options.

Commercial Tutorial Program

Commercial Tutorials provide your company an excellent opportunity to introduce new products, give in-depth technical demonstrations and present product updates. Space for commercial tutorials may be obtained for the following times:

Sunday, June 23            1230 - 1330
Monday, June 24           1230 - 1330
Tuesday, June 25           1230 - 1330
Wednesday, June 26     1230 - 1330

Cost of the one 60 minute tutorial is $3,000 USD, which includes standard AV equipment. Deadline to submit request is February 1, 2019. You may select the tutorial on the a2z exhibitor website. Companies may not present more than two tutorial sessions. Applicants will be notified of room assignment by mid-February.

All congress attendees, with a scientific registration badge, are permitted to attend any commercial tutorial session of their choosing. Exhibitors are not permitted to block entry of any scientific delegates, no matter their affiliation, from participation in their session.

Companies sponsoring a commercial tutorial must pick up wrist bands from the registration desk onsite to access their own sponsored commercial tutorial session room the morning of their planned session.

Program Schedule and Abstracts

The CYTO Program and Abstract book will be posted online on the congress website for download 3 - 4 weeks prior to the meeting. You may also download the CYTO mobile app for the latest information 2 - 3 weeks prior to the meeting.

A 50-word description of products and/or services to be displayed in your booth must be submitted online no later than April 2, 2019. Instructions will be included in the exhibit space confirmation notification. Descriptions received after April 2, 2019 will be listed in the Congress mobile app.
 

Exhibitor Badges

Exhibitor badge registration will be open in mid-February.

Exhibit Personnel Badge - All exhibitors must register for badges. Exhibitors will receive 6 badges per 10' X10' space.  Additional badges may be purchased for $50.00 per badge.  Lost or misplaced badges may be purchased onsite for $25.00 per badge.  All badges must be picked up on-site. Exhibitor registration desk will be open starting Friday, June 21 and throughout the Congress. Exhibitors are granted access to the exhibit floor during Set-up/Tear-down as well as one hour before the exhibits open and 30 minutes hour after the exhibits close on show dates.  Exhibitor badges are STRICTLY for exhibit personnel working in your company’s booth.  For security purposes, these badges are NOT to be used for friends, clients, etc.  Exhibitor badges do permit entry to the CYTO Innovation Session and Robert Hooke Lecture, but they do not permit entry to other scientific sessions.

Full Congress Attendee Badge - One Full Congress Attendee Badge will be provided to each exhibiting company. This badge allows access to all sessions. The badge must be in the name of the exhibiting employee only.  If you misplace the badge during the meeting you must purchase a replacement. Any additional Attendee Badge  that you require can be purchased at the applicable Congress rate based on the membership category of the individual and date of purchase. For example, if the attendee is not a member of ISAC, the individual can register at the nonmember rate. Click here for registration rates and deadlines.

Guest of Exhibitor Badge - Up to 10 Guest of Exhibitor badges will be made available per company.  Guest badges are defined as individuals you wish to invite to view your display who would not otherwise be registering for the meeting.  The Guest of Exhibitor badge will permit entry only to the exhibit area from Monday, June 24 through Wednesday, June 26, 2019 during the official show hours.  Guest badges will not permit attendance at scientific sessions.  You may register your guest names through the  registration system.

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 Exhibits.
 
Every effort will be made to assure that only properly identified and authorized registrants enter the exhibit area. Exhibitors are responsible for the safe keeping of valuables, equipment, and personal items in their booth. The exhibit area will be cleared and closed at the end of the exhibition each day. Exhibitors are not permitted to stay late in their booth, past the official exhibition hours.
 

Exhibitor Registration Hours

The Exhibitor Registration desk will be located on the lobby of the Vancouver Convention Centre East Building. The tentative onsite hours of operation are listed below. Please check the mobile app prior to the Congress for updated information.

Friday, June 21             0730 – 1900
Saturday, June 22        0730 – 1800
Sunday, June 23           0700 – 2000
Monday, June 24         0730 – 1800
Tuesday, June 25          0730 – 1800
Wednesday, June 26    0730 – 1600

Installation of Exhibits

Thursday, June 20      1300  - 2000
Friday, June 21            0800  - 2000
Saturday, June 22       0800  - 1900
Sunday, June 23          0800  - 1400

Exhibits must be show ready by 1400 on Sunday, June 23, 2019.

Please Note: Children under the age of 12 are not permitted in the exhibit hall during set-up or dismantling of exhibits.

Exhibitors are urged to order in advance all services required. All exhibit material must be unpacked by designated time to permit the removal of empty crates and cartons from the exhibit area. Any exhibit not unpacked by this time will be placed in storage and can be returned only after the exhibits close on the first day of exhibiting, or will be ordered set up by Exhibit Management and all costs incurred will be charged to the exhibitor. No refuse, such as empty cartons, may be placed in the aisles after the final sweeping of the aisles in the exhibit area. Exhibitors are urged not to litter the floor in the booths or aisles after the cleaning of the exhibit area since time will not permit a sweeping of booths or aisles on opening morning.

Crate Storage

It is mandatory that empty crates, boxes and cartons be removed from the exhibit area before 1400 on Sunday, June 23. Do not store anything of value in crates going into storage.

Exhibit Show Dates and Hours

Sunday, June 23, 1800 - 2000
Welcome Reception 1800-1900
 
Monday, June 24, 1000 - 1800
Coffee Break 1000 - 1030
Coffee Break 1500-1530
Poster Session/Happy Hour 1630-1800
 
Tuesday, June 25, 1000 - 1800
Coffee Break 1000-1030
Coffee Break 1500-1530
Poster Session/Social from 1630-1800
 
Wednesday, June 26, 1000 - 1600
Coffee Break 1000-1030
Coffee Break 1500-1530

As a courtesy to the participants and your fellow exhibitors, it is requested that you open your exhibit on time each morning and staff it throughout the day until the scheduled closing hour. Deliveries or removal of equipment must be made before or after exhibit hours. A pass must be obtained from Exhibit Management to remove any material or equipment prior to Wednesday, June 26. Once the exhibit opens Wednesday morning, nothing may be removed until the exhibit is officially closed at 1600.

Exhibits Tear Down

Wednesday, June 26    1600 - 2200
Thursday, June 27        0800 - 1200

No packing of equipment, literature, etc., or dismantling of exhibits will be permitted until the official closing time. Violators will not be invited to exhibit at future meetings. IMPORTANT: To avoid any damage to your equipment, please remain in your exhibit until crates are delivered and labor is available. The International Society for Advancement of Cytometry, FASEB Exhibit Management, the Vancouver Convention Center, and Brede Exposition Services cannot assume any responsibility for loss of or damage to exhibits, equipment, personal belongings, etc.

General Conduct of Exhibits

Exhibits must be of an educational character and relevant to the registrants’ scientific and professional interests. ISAC reserves the right, at its sole discretion, to accept or deny applications for exhibit space and to allocate space among exhibitors. By applying for exhibit space, an exhibitor agrees to adhere to all conditions and regulations outlined within this website. Conformity with these Rules and Regulations for this Congress will be monitored by Exhibit Management.
 
The following practices are prohibited:
 
1.   Noisy electrical or other mechanical apparatus interfering with other 
      exhibitors.
2.   Operation of x-ray equipment.
3.   Canvassing or distributing any material outside the exhibitor's own
      space.
4.   Sub-leasing of exhibit space.
5.   The use of billboard advertisements must have Management approval.
6.   Publicizing and/or maintaining any extracurricular activities,
      inducements,
      demonstrations or displays away from the exhibit area during the
      exhibit hours.
7.   Photographing, videotaping, or examining another exhibitor's
      equipment without
      permission.
8.   Balloons of any kind.
9.   Entry into another exhibitor's booth without permission.
10. No catering allowed in exhibit booth.
11. Door drops in hotels.
12. Dismantling exhibits and leaving before official exhibit closure.
 
Exhibitors are requested to staff their exhibits with personnel attired in a manner consistent with the decorum of the meeting and knowledgeable in the products and policies of the company. Relevant portions of the foregoing prohibited practices are applicable to non-exhibitors at all times. Non-exhibitors may not solicit business from scientific registrants or companies exhibiting.
 
The use of open audio systems is discouraged. Requests to use an open audio system must be approved by the Exhibit Manager and the exhibitor must agree to discontinue its use if the sound level is deemed to be objectionable to the registrants or adjacent exhibitors.
Each exhibitor is granted nothing more than a terminable license to exhibit, subject to all the rules herein. If it is decided that an exhibitor has failed to comply with any rule the license may be terminated and the exhibit closed without notice. In all interpretations of the rules, policies, regulations, Exhibit Management's decision is final.
 

ISAC Code of Conduct at Meetings and Other Society Activities

ISAC expects members and meeting attendees to behave in a courteous, collegial, and respectful fashion to each other, volunteers, ISAC staff, vendors, and meeting facility staff.  Attendees should abide by common-sense rules governing professional and personal interactions, and public behavior (including behavior in public electronic communications), and should show common courtesy to others, and respect for private property, including respect for the intellectual property of presenters. Demeaning, abusive, harassing, or threatening behavior towards other attendees or towards volunteers, ISAC staff, meeting management group, convention center staff, or security will not be tolerated, either in personal or electronic interactions. Scientific misconduct will not be tolerated at meetings or other society activities. Scientific misconduct is defined as an action that willfully compromises the integrity of scientific research, and includes plagiarism and the falsification or fabrication of data. Suspected cases of scientific misconduct should be referred to the Chair of the ISAC Ethics Committee for action.
 

ISAC Sexual Harassment Policy

It is the policy of the society that all members are responsible for ensuring that the ISAC community is free from sexual harassment in all communications and during the annual conference. The society strongly disapproves of inappropriate sexual behavior either at the annual conference or during any in-person or virtual society functions and communications. All members and event attendees should avoid actions or conduct which could be viewed as sexual harassment. Sexual harassment includes unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexually harassing nature, when: (1) submission to the harassment is made, either explicitly or implicitly, a term or condition of a society community professional relationship; (2) submission to or rejection of the harassment is used as the basis for employment decisions affecting the individual; or (3) the harassment has the purpose or effect of unreasonably interfering with an individual’s professional standing or creating an intimidating, hostile, or offensive environment. Acts of harassment will not be tolerated in relation to any society activity, including, but not limited to, the giving of awards and grants, fundraising, acceptance of abstracts, and handling of manuscripts.
 

Use of Animals

The use of live animals, photographs and other forms of visual display of surgery being performed will not be permitted in exhibit booths.

 

2019 CYTO Sponsors
Bangs-Logo BD-Logo BeckmanCoulter-Logo BioLegend-Logo BioRad-Logo Cytek-Logo Fluidigm-Logo Miltenyi-Biotec-Logo Sony-Logo Spherotech-Logo ThermoFisherScientific-Logo
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