Commercial Exhibition

Rules and Regulations for Exhibiting

Exhibits must be of an educational character and relevant to the registrants’ scientific and professional interests. ISAC reserves the right, in 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 Conference will be monitored by Exhibit Management.

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 and Regulations, Exhibit Management's decision is final.

Space Assignment

Space assignment will be made on a first-received (time stamped) first-assigned basis. Whenever possible, space will be allotted according to the exhibitor's choice, but the final arrangements will be determined by Exhibit Management in a way that produces the most advantageous grouping of the exhibits. ISAC shall have no liability if the space location assigned is not as requested.

Exhibitors wishing to create their own island booths or requesting island space other than those islands that pre-exist on the floor plan will be charged the full cost of all booths deleted to create such islands.

A 50-word description of products and/or services to be displayed in your booth must be submitted. This information will be published in the Conference Program provided that the application and description is received no later than January 2, 2011. If the description is not provided by the deadline date only the name, address and booth number will be printed in the Conference Addendum. The description must be submitted on-line. Instructions to key in this information will be included in the exhibit space confirmation packet.

Late Applications

Applications received after the January 22, 2010 deadline will be listed in the Conference Addendum only.

Installation of Exhibits

Friday, May 20, 12:00 - 17:00

Saturday  May 21, 8:00 AM - 16:00

Set up for all exhibitors

Please note: Children under the age of 16 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 opening of exhibit floor. Crates, boxes and cartons may not be stored behind booth backgrounds. Do not store anything of value in crates going into storage.

Exhibit Dates and Hours

Saturday, May 21, 18:00 - 19:00

Opening Receiption in the Exhibit Hall

Sunday, May 22, 12:00 - 18:30
Happy Hour in exhibit hall from 18:30 - 20:00
 

Monday, May 23, 12:00 - 18:30

Tuesday, May 24, 10:00 - 15:00


Security tape placed around the exhibits will be removed 10 minutes before the exhibit area opens each morning. Please plan accordingly by staffing your booth 10 minutes prior to opening.

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 Tuesday, May 24. Once the exhibit opens Tuesday morning, nothing may be removed until the exhibit is officially closed at 15:00.

Exhibit Tear-down

Tuesday, May 24, 15:00 - 20:00

Wednesday, May 25, 8:00 - 12:00 Noon

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. All exhibits must be packed by   Wednesday, May 25.  IMPORTANT: To avoid any damage to your equipment, please remain in your exhibit until crates are delivered and labor is available. Watchmen are appointed; however the International Society for Advancement of Cytometry, FASEB Exhibit Management, the Balyimore Convention Center, and Freeman cannot assume any responsibility for loss of or damage to exhibits, equipment, personal belongings, etc.

General Conduct of Exhibits

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 and/or the display of signs outside the exhibit area.
6. Publicizing and/or maintaining any extracurricular activities, inducements, demonstrations or displays away from the exhibit area during the exhibit hours.
7. Photographing, video taping, or examining another exhibitor's equipment without permission.
8. Balloons of any kind.
9. Entry into another exhibitor's booth without permission.
10. Door drops in hotels.
11. Dismantling exhibits and leaving before official exhibit close at 15:00, Tuesday, May 24.
 

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.

Location Relative to Other Exhibits

Exhibitors may use the exhibit form 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.

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.

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 CYTO2011 (International Society for Advancement of Cytometry) (ISAC XXV International Conference)" (with place and dates) on the exhibitor's advertising.

Distribution of Giveaways

 Exhibitors will be permitted to distribute appropriate promotional material and approved related items from the exhibit booth only. Exhibitors distributing any material outside the booth (hotel lobby area, etc.) will not be invited to exhibit at future meetings. In keeping with the educational purpose of the exhibit program, all such giveaways except literature, must have prior approval of Exhibit Management and must conform to acceptable and professional standards. Food & beverage must be supplied by the official and exclusive Caterer at Convention Center. You may not bring in outside items.

Click here for giveaway form