Exhibitor Application and Forms
Application for Exhibitor Space
Exhibit Hall Map
Booth Attendant Registration
Set-Up Personnel Form
Guest Sign-Up Form
Technician Fun Fair Application
AREA Program Application
Sessions Recordings Order Form
Advance Purchase Drinks Tickets Foundation Reception
Exhibitor Service Manual
AV Order Form
Lead Retrieval Order Form
Exhibitor-Sponsored Contest Form
Exhibitor Photography Services Form
All booth assignment requests must be accompanied by the required deposit/payment and a signed contract, which includes an agreement by the applicant to endorse the AALAS position statement and abide by same prior to and through the course of the AALAS National Meeting. Also required is a company description (50 words or less) and products and/or services, which will be included in the Final Program.
Applications cannot be processed by telephone, and booths cannot be held by verbal arrangement. Applications received prior to July 1 must include a deposit check in the amount of $500 for each booth requested. The balance due on the cost of space assigned must be paid net 30 days from date of invoice. After 30 days, if payment in full has not been received, AALAS reserves the right to reassign booth space. Applications received after July 1 must include full payment.
Sub-leasing of exhibit space is not permitted, nor may two companies share the same leased space. All companies with an active AALAS commercial membership at the time the application is received will receive a $300 discount off final invoice for exhibit space. Commercial members who are also ATA members will receive an additional $50 off. Both memberships must be current at the time of submission.
AALAS reserves the right to refuse exhibit space to any entity or person when AALAS believes, in its absolute discretion, that the entity or person does not endorse and support the mission of AALAS or otherwise may compromise the educational aspects of the AALAS National Meeting.
AALAS reserves the right to refuse services to companies/institutions owing AALAS an outstanding invoice that is 90 days or more past due until the invoice is paid in full.
Initial booth assignments are based on priority points. The priority point system allots one point for each past AALAS National Meeting at which a company has exhibited; one additional point is given if the company is a member of the Allied Trade Association (ATA). In order to qualify for priority point assignment, AALAS must receive a completed application form and deposit payment by mail or fax on or before February 4, 2013. Exhibiting companies who meet the priority point criteria will be assigned first. After booths have been assigned based on priority points, the remaining booth space will be assigned on a first-come, first-served basis.
Whenever possible, space will be allotted according to the exhibitor’s choice, but the final arrangements will be determined by exhibit management in such a way as to produce the most advantageous grouping of the exhibits.
It is the responsibility of the authorized individual signing the application for space to inform all booth personnel of all the rules and regulations contained in this prospectus. All people staffing the booth are required to be registered and have an exhibitor’s badge, which may not be altered or obscured in any way. Each company will receive four complimentary meeting registrations for each booth purchased; additional personnel may be registered at the pre-registration rate. Exhibitor badges permit access to the exhibit area as well as scientific sessions. There will be a $50 charge for lost badges.
The exhibitor registration desk will be open Saturday, October 26, 2:00 p.m.–6:00 p.m., Sunday, 7:30 a.m.–7:00 p.m., Monday and Tuesday, 7:30 a.m.–5:00 p.m., and Wednesday, 7:30 a.m.–1:00 p.m. Photo ID is required to pick up your badge. Generic badges will also be available for setup personnel; the names of those who will set up booths must be submitted by the exhibitor contact using the form included in the Exhibitor Service forms.
Booth personnel must wear badges at all times in the exhibit hall. Badges may not be altered or obscured in any way; your name and company name must be clearly visible. Examples of unacceptable badge display include putting tape or stickers over the badge and covering the badge with a business card.
Every effort will be made to ensure that only properly identified and authorized registrants enter the exhibit area. Four guest badges will be made available to each exhibiting company for exhibitor guests, 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, October 28, through Wednesday, October 30. Guest badges will not permit attendance at scientific sessions. Guest badges are reusable for the company. It is the exhibitor’s responsibility to make sure the badges are turned in to the exhibitor or to the exhibitor registration staff when finished. Please note: Children under the age of 14 are not permitted in the exhibit hall during setup or dismantling of exhibits.
In the event of cancellation of booth space by either party, exhibitor or AALAS, the following refund policy will apply: Notification of an exhibitor’s decision to cancel or reduce exhibit space must be submitted in writing. The effective date of space cancellation or reduction will be the date on which written notice is received by exhibit management. If space is cancelled or reduced 60 days or more prior to the opening date of the meeting, the total payment received will be refunded, less a processing fee of $200 per booth. If space is cancelled or reduced 30–59 days prior to the opening date of the meeting, 50% of booth rental fee per booth will be retained. The remainder of payment received will be refunded. When the cancellation occurs 30 days or less prior to the opening of the meeting, no refund will be given.