Exhibit Opportunities

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Live Floor Plan

Service Kit 

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Exhibitor & Sponsorship Prospectus 
Terms of Agreement

                                                              

Online Exhibitor Portal   

ASHI will process all exhibit and sponsorship opportunities through a robust online exhibitor portal. Confirmed exhibitors will receive an email with login instructions to pay for their booth, purchase additional opportunities, and upload necessary documents.

Exhibit Hall Hours

Monday, September 23, 2019

Welcome Reception with Posters and Exhibits:
7:30 PM - 9:00 PM

Tuesday, September 24, 2019

Dedicated Time:

9:00 AM - 12:30 PM
2:30 PM - 8:15 PM

Coffee Break: 10:00 AM - 10:30 AM
Coffee Break: 4:30 PM - 5:00 PM
Poster Reception with Exhibits: 6:30 PM - 8:15 PM

Wednesday, September 25, 2019

Dedicated Time:

9:00 AM - 12:30 PM
2:30 PM - 6:00 PM

Coffee Break: 11:00 AM - 11:30 PM
Coffee Break: 4:00 PM - 4:30 PM

Thursday, September 26, 2019
Dedicated Time:

9:00 AM – 2:30 PM

Coffee Break: 11:00 AM - 11:30 AM

Install / Dismantle

There are designated dates and times for install and dismantle.

Install

Sunday, September 22, 2019

12:00 PM - 5:00 PM*
Monday, September 23, 2019 8:00 AM - 5:00 PM

*Large exhibits

Dismantle
Thursday, September 26, 2019 2:30 PM - 5:00 PM

Booth dismantling may not begin before 2:30 PM on Thursday, September 26, 2019.

Exhibit space and times are subject to change

Exhibit Fees, Terms and Conditions

All exhibitors must adhere to the Terms of Agreement. 

The exhibits at ASHI are designed for the display and demonstration of products and/or services directly related for use by immunologists, geneticists, molecular biologists, transplant physicians, surgeons, pathologists and technologists involved in the field of histocompatibility and immunogenetics. All products and services exhibited must be germane to the study and practice of histocompatibility and immunogenetics and have appropriate governmental and agency approval, if applicable. ASHI retains the sole authority to determine the eligibility of any company and/ or its product. ASHI reserves the right to refuse applications of organizations not meeting standard requirements or expectations. ASHI reserves the right to curtail or to close exhibits, wholly or in part, the reflect unfavorably on the character and the purpose of the meeting. This applies to displays, literature, advertising, novelties, souvenirs, the conduct of persons, etc.

Exhibit Personnel Registration and Badges

In our commitment to bring you the latest and most convenient methods available for registering your booth personnel, we would like to invite you to register to utilize our online exhibitor registration system.  Registering your booth personnel online allows you the flexibility to register your staff at your convenience, and make edits and changes as needed.  You will receive further information on this system from the ASHI Team.

All participants affiliated with exhibits must register.  Each person registered as an exhibitor must be employed by the exhibiting company or has a direct business affiliation.  The exhibit badge allows access to the exhibit hall only.  If an exhibitor plans to attend any of the scientific sessions, they must register separately using the ASHI registration brochure or online at the ASHI website: 2019.ashi-hla.org.

Each exhibiting company receives one complimentary full registration per paid booth which allows access to scientific sessions and social events (excluding ticketed events) and two complimentary registrations for each 10x10 purchased. Additional exhibitor badges are $75.00 per person. Badges will not be mailed in advance and must be picked up onsite at the exhibitor registration counter. 

Exhibitor badges must always be worn in the exhibit area.  Representatives without a badge will not be admitted to the exhibit hall.  Badges may not be supplemented with business cards, ribbons (other than those supplied by ASHI), or company logos.  

Booth Prices (per 10’ x 10’)

Booth Type

Price
In-Line Booth $3,650.00
Additional 10’ x 10’ Booth $2,415.00
Corner Booth $3,780.00
Island Booth $36.75 Per Square Foot
Non-Profit*/Lifestyle* $630.00*

*Proof of non-profit status must accompany completed application.

Terms of Payment

All applications must be submitted online. 

Payment may be made by check or credit card on the online Exhibitor Portal. Space will not be confirmed without the completed application and full payment. Checks should be made payable to ASHI and forwarded with the completed exhibit application. 

Assignment of Space

ASHI has instituted a priority point system for space assignment. Booth location will be determined based on the following criteria: one point assigned for every booth purchased in the last three years (2016, 2017, 2018); one point assigned for each full-page advertisement purchased in the ASHI Quarterly in 2018 and one to three points per 2018 sponsorship contribution level, if applicable. Management reserves the right to make any revisions necessary to the floor plan at any time. ASHI reserves the right to relocate an exhibitor at any time with the understanding that if the exhibitor does not agree with such relocation to the extent that the exhibitor cannot participate in ASHI, the deposit and/or full payment for exhibitor space will be fully refunded.  Exhibitors wishing to avoid assignment of space adjacent to that of a particular competitor should note that on their application.  Careful consideration will be given to all such requests but cannot be absolutely guaranteed.

Designated Tax Exempt/Non-Profit Area

Exhibitors, who are defined as tax-exempt/non-profit companies, are eligible to receive the reduced booth price of $630.00 for a maximum of one 10’ x 10’ booth. Proof of tax-exempt/non-profit status must accompany the completed application. Tax-exempt/non-profit exhibits will be assigned after priority points assignments are complete.  Tax-exempt/non-profit rental rates include rental of one 10’ x 10’ booth space, side and back drape, and one I.D. sign. Subsequent booths requested are charged the regular booth price. Tax-exempt/non-profit exhibitors are required to provide carpeting (if necessary) and accessories for their space. If space is unavailable in the tax-exempt/non-profit area, space will not be available elsewhere unless the tax-exempt/non-profit company is willing to pay the full booth price listed above.

Cancellation or Downsizing of Booth Space

Cancellations or requests to downsize must be submitted to the ASHI Meeting Manager in writing. The date of receipt of exhibitor’s written notice of cancellation in the ASHI Headquarters office will be the official cancellation date. If space is canceled on or before Friday, May 31, 2019, ASHI will retain 25% of the total booth cost. Any exhibitor who cancels space after Friday, May 31, 2019, will be responsible for the total booth cost. Refunds for cancellations are not available after Friday, May 31, 2019. If written notification of downsizing booth space is received on or before Friday, May 31, 2019, the exhibitor is responsible for 25% of the original exhibit space contract, plus the cost of the redefined exhibit space. No decreases in booth size or configuration will be made after Friday, May 31, 2019.