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Exhibition Manual Table of Contents SECTION 1 – GENERAL INFORMATION 3 SECTION 2 – EXHIBITION SCHEDULE AND FLOOR PLAN 4 SECTION 3 – GENERAL EXHIBITON INFORMATION 5 SECTION 4 – REGISTRATION AND ACCOMMODATION 7 SECTION 5 – SHIPMENT INFORMATION 8 SECTION 6 – FORMS 9 This manual contains all of the information and instructions needed to successfully participate as an Exhibitor during the ISPE 23rd Annual Aseptic Conference. All required order forms are an added attachment to this manual. 2 | P a g e Section 1 – General Information CONFERENCE INFORMATION ISPE Aseptic Conference EVENT SALES CONTACT Alisa Pachella, Account Manager ISPE 600 N. Westshore Blvd., Ste. 900 Tampa, Florida 33609 USA Tel: +1‐813‐739‐2274 Ι Fax: +1‐813‐739‐2274 Email: apachella@ispe.org ONSITE CONTACT John Phillips, International Sales Director Tel: 1+ 813‐992‐7509 Email: jphillips@ispe.org CONFERENCE VENUE Washington Marriott Wardman Park 2660 Woodley Road NW, Washington, DC 20008 USA Tel: 1+202‐328‐2000 3 | P a g e Section 2 – Exhibition Schedule and Floor plan EXHIBITION SCHEDULE: Please note that the below times are subject to change. Date
Set‐Up Time
Activity
Monday, 24 February 08.00 – 11.00 Exhibitor Set Up 12.00 – 18.30
Exhibit Hall Open
Exhibition Monday, 12.30 – 13.30 24 February 15.00 – 15.30 Breakdown Tuesday, 25 February
Networking Break 17.00 – 18.30 Reception 09.30 – 15.00 Exhibit Hall Open
Tuesday, 10.00 – 10.30 25 February 12.00 – 13.00 Lunch in Exhibit Hall Networking Break Lunch 14.30 – 15.00 Networking Break 15.00
Exhibition Dismantle
Exhibition Area 4 | P a g e Section 3 – General Exhibition Information TABLE TOP RESTRICTIONS Your Table Top package includes a standard table (6’ x 2’) and chair. All tables have skirting, waste paper basket and a 7” x 44” one‐line identification sign. Please review the following restrictions and guidelines carefully. These restrictions will be enforced in a very strict manner by the ISPE staff in order to secure equal opportunities and consistent Table Top Exhibits throughout. 1. Only one Exhibiting Company per table will be authorised. Each individual company must have a separate table. Subletting of space will not be allowed. 2. Exhibits must be staffed at all times during Exhibition hours. Exhibits may be staffed by a maximum of two (2) representatives at a time from each company. Exhibitors may not take down displays before closing hours. 3. Exhibits should be as simple as possible and must conform to the following: •
The entire Exhibit must be confined to the top of the table only (nothing will be allowed to hang off, be located underneath, behind, in front or alongside of the table). •
The maximum heights including lights, signs, etc. of any display shall be 60 inches (152.40 cm) from the top of the table. •
The maximum width of any display shall be 28.5 inches (72 cm) (banqueting table). Displays must not overhang the top of the table. •
Only static displays are acceptable. No operating machinery of any type will be allowed (excluding computer terminals and video monitors). 4. ISPE reserves the rights to restrict Table Top Exhibits which are objectionable because of size, noise, glaring or flashing lights, method of operation, or any other reason and, therefore, to prohibit or evict any Exhibitor who, in the opinion of ISPE, may detract from the overall good of the Exhibit. This reservation includes person, conduct, printed matter or anything ISPE judges to be objectionable. Any failure to comply with the above restrictions shall result in exclusion from participation in futures ISPE table top events. LIABILITY AND COMPLIANCE ISPE, the Conference Venue and their agents and/or employees shall not be responsible for any loss, theft or damage to the property of the Exhibitor, his/her employees and/or representatives. The Exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of Exhibitor’s activities at the Conference Venue premises and will indemnify, defend and hold harmless the Conference Venue, its agents, servants and employees from any and all such losses, damages and claims. Exhibitors are advised to carry special insurance against injury to the persons and property of others. The Exhibitor assumes all responsibility for compliance with all pertinent regulations and codes of duly authorised governing bodies concerning fire, safety and health together with the rules and regulations of the operators and/or owners of the conference venue. 5 | P a g e Section 3 – General Exhibition Information (continued) CANCELLATION POLICY A fifty percent (50%) refund will be given up to 10 weeks prior to the Conference. No refunds are given thereafter. TECHNICAL SPECIFICATIONS Floor material: Carpet It is prohibited to put anything with tape or blue tack, etc on the pillars and walls at the Hotel, both in the public areas and in the Exhibition Area. Wireless access will be provided. SECURITY While every precaution is taken, neither ISPE nor the Hotel can accept any responsibility for the security of the Exhibit stands and contents. Exhibitors are fully responsible for the security of their own stands and equipment; any loss or damage that may befall the person or the property of the exhibitor is his/her sole responsibility. ISPE advises you to observe the following suggestions: •
We recommend that you carry adequate insurance to cover your property. •
Bring your valuable goods and materials, including all personal property, into the building as late as possible and do not leave these unguarded. If you wish to leave your valuables in the Exhibition Area, please contact the Hotel in order to rent a secure storage facility. •
Always keep your personal property locked away. Please do not leave handbags, briefcases, mobile phones, laptops, etc., at your stand unattended. •
Do not leave your stand unattended until the last visitor has left the Exhibition Area. INSURANCE Exhibitors are required to make their own insurance arrangements. All property is the sole responsibility of the Exhibitor or the person to whom it belongs. A full and comprehensive insurance against risks such as loss, damage, injury to goods and persons and in particular theft is strongly recommended. The Hotel does not take any responsibility in case anything is lost. Any person bringing items into the venue that may directly or indirectly cause injury to anyone or damage to the venue will be held responsible for that injury or damage. PHOTOGRAPHY No photographer will be permitted to work in the venue without permission from ISPE prior to the conference. ELECTRICAL AND AUDIO VISUAL ORDERS The Marriott will be handling all electrical and A/V needs with the appropriate form. Completed order forms should be submitted directly to the appropriate service provider. Electrical: Randy Wood Tel: +1‐202‐328‐2000 X 2787 Fax: +1‐202‐387‐5386 Audio Visual and Internet: Sherry Gialanella Tel: +1‐202‐600‐2249 6 | P a g e Section 4 – Registration and Accommodation NAME BADGES Only registered Delegates and Exhibition Personnel holding an official badge will be permitted access into the Exhibition Area. Exhibitors must pick up their name badges at the Registration Desk immediately upon arrival at the Hotel. CONFERENCE REGISTRATION Each Exhibiting Company is entitled to register two (2) Table Top Personnel to man the table. These two Exhibitors have access to the exhibition area. Should they wish to attend any of the Sessions, they are welcome to sit in on any Education if space is available however they will not receive any documentation. Another option would be to register for Education and receive a discount of 15% on the Education registration fee (member and non‐member pricing applies). Please note: Additional Table Top Personnel above the two will be charged a fee of $300 member/$350 non member per individual. Table Top Personnel may pick up their name badges at the ISPE Registration Desk upon arrival at the Hotel. The desk will be open during the following times: ISPE Registration Desk Open: Monday, 24 February: 7.00 – 17.00 EXHIBITOR DIRECTORY Each exhibit Table Top package includes a listing in our online Exhibitor Directory. The information submitted will also be included in our printed Event Guide if you register and submit before 31 January, st
2014. Submissions after January 31 will only be included in our online listing. Premium Table Top Exhibitors can upload their company logo in either .ai or .eps format at this time. The printed Event Guide will be distributed at registration to all event attendees. To register your exhibiting personnel, please visit Aseptic Registration and follow the Online Registration available there. Badge Cancellations/Substitutions: Cancellations must be made in writing. If you are unable to attend, substitutions will be accepted and will result in a $25 per person change fee. Payment for the change fee is due at the time the change is requested and is non‐refundable. If cancellations are received by 10 February, a full refund, minus a 10% handling fee (maximum of $100), will be issued. No refunds will be granted thereafter. CONFERENCE ACCOMMODATION For your convenience, ISPE has secured a fixed Group Rate. When making your reservation by phone, mention ISPE for a discounted rate of $219 (plus tax) single/double or make reservations online. Washington Marriott Wardman Park, Washington D.C., Tel: +1‐202‐328‐2000 or 1‐800‐228‐9290. CONTACT INFORMATION Event Sales: Alisa Pachella, Account Manager: apachella@ispe.org or Tel: +1‐813‐739‐2274 Contact person onsite: John Phillips, jphillips@ispe.org or Tel: +1‐ 813‐992‐7509 7 | P a g e Section 5 – Shipment Information SHIPMENT INSTRUCTIONS To guarantee smooth handling of your shipments at the Hotel, please clearly label your packages with the following information: The Marriott will begin accepting shipments on 17 February, 2014. Washington Marriott Wardman Park Hotel Attention: “Guest Name” – Company Group: ISPE 2660 Woodley Road, NW Washington, DC 20008 Incoming Materials: Shipments, other than envelopes, will be assessed a receiving and handling fee of $1 per pound charged by hotel to guest. Due to limited storage space, hotel requests that shipments NOT arrive any earlier than 17 February. Boxes arriving prior to 17 February will incur a $15 per day storage fee per piece. Any packages received for a registered guest will have a message left in the room stating that they can pick‐
up their packages at shipping and receiving. Outgoing Materials You may use your own FedEx or UPS account with a handling fee of $1 per pound. If it is necessary to use the hotel’s account we will apply a $10 account usage fee per piece, $1 per pound handling fee plus the cost of shipping. Packing: Neither ISPE, nor the Hotel can be held responsible for any return shipment from the Hotel to your company. If you need any assistance with your return shipment you may contact the concierge of the Hotel or alternatively contact a shipping company directly to arrange a pick up. Shipping supplies such as boxes, packing tape and bubble wrap may be purchased in the Package Room. Full service packing is also available and fees are assessed per item. Neither ISPE nor the Hotel will be responsible for delivery fees and will not be arranging any shipping. Any shipments of equipment/large pallets must be prearranged and delivered to a specific area directed by the Hotel. The Hotel cannot be responsible for moving equipment and/or pallets. For valuable goods such as computers, a secured storage space can be rented at the Hotel. 8 | P a g e ISPE 2014 Aseptic Conference
24 - 25 February 2014; Marriott Wardman Park; Washington, DC 20008
Exhibitor Badge Registration Form Please type or print clearly.
Exhibitor badges include: refreshment breaks and lunches. Hotel accommodations and hotel fees are separate from registration fees. For room
reservations at the Conference venue, Marriott Wardman Park, call tel: +1-202-328-2000 or 1-800-228-9290. When making your reservation by phone,
mention ISPE for a discounted rate of $219 (plus tax) single/double. This rate is good until 24 January 2014, or until the room block is full, whichever
comes first.
Primary Contact for Confirmations
Email
Exhibiting Company
Business Tel
Two Free Exhibitor Badges – Included with Table Top package (please list individual’s business address; badges are processed under ISPE ID #)
Name
Name
ISPE #
Title
ISPE #
Title
Address
Address
City/State/Zip
City/State/Zip
Email
Email
Special Lunch Requirements:
Special Lunch Requirements:
Vegetarian
Kosher
Gluten-Free
I wish to keep my data confidential and it is given only for use by
ISPE and its local Chapters & Affiliates. (This will exclude you from the
conference Attendee Listing, Membership Directory and Exhibitor List.)
Vegetarian
Kosher
Gluten-Free
I wish to keep my data confidential and it is given only for use by
ISPE and its local Chapters & Affiliates. (This will exclude you from the
conference Attendee Listing, Membership Directory and Exhibitor List.)
Additional Exhibitor Badge / Badge Change Fee
PAYMENT METHOD Registrations require payment attached
ISPE Member $300
Nonmember $350
Substitution $25 Substituting for ___________________
Check enclosed payable to ISPE # ___________ in the
amount of $ ____________ (Must be drawn on a US bank)
Name
Bill credit card (circle type): VISA MC AMEX
ISPE #
Title
__________________________________ _________
Card Number
Exp. Date
Address
____________________________________
City/State/Zip
Cardholders Name (as it appears on card)
Email
____________________________________________
Special Lunch Requirements:
Cardholders signature
Vegetarian
Kosher
Gluten-Free
FEIN #59-2009272
I wish to keep my data confidential and it is given only for use by ISPE and its
local Chapters and Affiliates. (This will exclude you from the conference Attendee
Listing, Membership Directory and Exhibitor List.)
Return no later than 10 February to: Diane Munda
ISPE 600 N. Westshore Blvd., Suite 900, Tampa, Florida 33609 USA
Tel: +1-813-960-2105, Ext. 399 • Email: dmunda@ispe.org • Fax: +1-813-739-2288
Badge Cancellations/Substitutions - Cancellations must be made in writing. If cancellations are received by 3 February 2014, a full refund, minus a
10% handling fee (maximum of $100), will be issued. After that time, no refunds will be granted. If you are unable to attend, substitutions will be
accepted and will result in a $25 per person change fee. Payment for the change fee is due at the time the change is requested and is non-refundable.
ISPE is not responsible for lost airfare due to cancellations.
Marriott Wardman Park Hotel
RETURN COMPLETED FORM TO:
MARRIOTT WARDMAN PARK HOTEL
EXHIBITS DEPARTMENT
2660 WOODLEY ROAD, NW
WASHINGTON, DC 20008
(202)328-2000
Ext. 2787
Fax: (202) 387-5386
EXHIBITOR SERVICES
ORDER FORM
FOR COPIES OF YOUR FINAL INVOICE,
PLEASE CALL GUEST CORRESPONDENCE AT
1-866-435-7627
ALL CHARGES MUST BE PREPAID IN ORDER FOR SERVICE TO BE INSTALLED
NAME OF SHOW:
SHOW DATE:
COMPANY:
BOOTH #:
ELECTRICAL BASIC SERVICES
STANDARD ELECTRICAL SERVICE 120 VAC/CYCLE 60
SERVICE
DISCOUNT RATES*
REGULAR RATES
1000 WATTS/10 AMP
$100.00
$125.00
2000 WATTS/20 AMP
$150.00
$180.00
SURGE PROTECTOR
$30.00
$50.00
EXTRA CORDS
$30.00
$50.00
INSTALL & REMOVAL FEE**
$25.00
QTY
TOTAL
1
$25.00
TOTAL
ADDITIONAL WATTAGE WITH MULTI-PHASE, CEILING SPOTS, AND CABLE T.V. MAY BE AVAILABLE. PLEASE CALL FOR AVAILABILITY AND PRICING.
FOR YOUR PROTECTION PLEASE PROVIDE A SURGE PROTECTOR ON ALL COMPUTERIZED EQUIPMENT AND ELECTRONIC MACHINERY.
*DISCOUNT RATES AVAILABLE UP TO 2 WEEKS (14 DAYS) PRIOR TO SHOW DATES AFTER WHICH REGULAR RATES APPLY.
**FIXED LABOR FEE PER BOOTH FOR THE INSTALLATION AND REMOVAL OF YOUR ELECTRICAL BASIC SERVICE .
MARRIOTT WARDMAN PARK IS NOT RESPONSIBLE FOR VOLTAGE FLUCTUATIONS OR POWER FAILURE OF TEMPORARY CONDITIONS.
NO VERBAL ORDERS ARE ACCEPTED. NO CREDITS FOR UNUSED SERVICES. ORDERS WILL NOT BE PROCESSED WITHOUT BOOTH
NUMBER AND VALID FORM OF PAYMENT. POWER IS LOCATED IN THE MOST CONVENIENT LOCATION UNLESS ACCOMPANIED BY A
FLOOR PLAN. PRE-ORDERS ARE GUARANTEED TO BE INSTALLED PRIOR TO SHOW OPENING. THERE WILL BE NO REFUNDS ONCE
SERVICE HAS BEEN RENDERED. PRICES SUBJECT TO CHANGE WITHOUT NOTICE. ALL ELECTRICAL ORDERS SHALL BE INSTALLED IN
ACCORDANCE WITH NEC CODE AND PERFORMED SOLEY BY IN-HOUSE LICENSED ELECTRICIANS.
SPECIAL INSTRUCTIONS:
CONTACT INFORMATION
(PLEASE PRINT)
NAME:
E-MAIL:
ADDRESS:
CITY:
STATE:
PHONE:
FAX:
ZIP:
CREDIT CARD INFORMATION***
MASTER CARD
VISA
AMEX
DISCOVER
ACCOUNT
NUMBER
EXPIRATION
DATE
CARDHOLDERS NAME (PLEASE PRINT)
X
CARDHOLDERS SIGNATURE
DATE
***Please be aware to ensure that all payment methods are received securely no orders may accepted via email
and they must be either faxed or mailed to the above address.
Exhibitor Form
EVENT NAME:
BOOTH #:
Advanced Rates are available 10 days before show opening
Once your order is submitted a PSAV Representative will contact you with confirmation
DATES:
ROOM:
COMPANY:
AUDIO VISUAL
SERVICE - PER DAY
Advanced Rate
Rate
20" LCD Monitor (Table stand only)
$170.00
$260.00
32" Monitor including Stand (Floor or Table)
$350.00
$450.00
42" Monitor including Stand (Floor or Table)
$535.00
$625.00
6' Tripod Screen w/Skirt
$105.00
$205.00
Laptop or Desktop Computer (doesn’t include monitor)
$265.00
$355.00
Blu-ray or DVD Player - Please indicate
$115.00
$205.00
Please indicate
QTY
Stand - Floor or Table
Days
Source - VGA, DVI, HDMI, USB
TOTAL
Speakers - Monitor or Large Speaker**
Exhibit Booth uplighting (includes 4 LED Lights)
$400.00
$500.00
$90.00
$90.00
Additional Equipment and sizing available
Write in:
1
Set & Strike Fee*
$90
SUBTOTAL
INTERNET AND TELEPHONE SERVICE
All IP Address information is assigned automatically via DHCP. Please ensure that that the TCP/IP is ENABLED and configured to "OBTAIN AN IP ADDRESS AUTOMATICALLY". If your computer is normally networked in an office setting,
please verify compatibility with your IT representative. Outside routers, hubs, or access points are NOT permitted and will NOT operate correctly with our system.
SERVICE - SHOW RATE
Advanced Rate
Rate
Standard Internet connection - Wired
$1,125.00
$1,405.00
Additional connections - Wired
$225.00
$265.00
Wireless Internet Service - 1 Device
Connection with SSID and Conference Code
$1,015.00
$1,095.00
Additional connections - Wireless
$170.00
$200.00
Dedicated Internet Service or Static IP Address
Please Call
Please Call
QTY
TOTAL
All services include local and toll free numbers. All long distance call are billed at the prevailing hotel rate and billed through the hotel via the credit card provided below. Calling cards can not be used.
Phone Line (DID or DOD) - Headset or Fax/Credit Card
Set & Strike Fee*
1
$465.00
$600.00
$90.00
$90.00
$90
SUBTOTAL
AUDIO VISUAL TOTAL
PSAV is not responsible for voltage fluctuations or power failure due to temporary conditions. No verbal orders are
accepted. No credits for unused services. Orders will not be processed without Booth number and form of payment
noted. Advanced orders are guaranteed to be installed prior to show opening. There will be no refunds once services
are rendered. If customer cancels the event or the provision of all or a portion of audiovisual equipment and services
by PSAV, cancellation charges will apply. If cancellation is under 72 hours, 50% of the equipment proposal estimate
and 100% of labor charges, plus actual expenses incurred by PSAV in preparing for the event will be charged. Client
is responsible for ordering power from the hotel.
*Additional Labor may be required for
larger orders. **Large Speakers at additional cost PRICES SUBJECT TO CHANGE WITHOUT NOTICE.
INTERNET and TELEPHONE TOTAL
22% SERVICE CHARGE
SUBTOTAL
5.75% Tax
IF YOU EXPERIENCE AN ISSUE ON SITE PLEASE CONTACT PSAV AT 202.332.4178. NO REFUNDS WILL BE
PROVIDED WITHOUT REPORTING THE ISSUE ONSITE TO A MANAGER.
ESTIMATED TOTAL CHARGES
BILLING CONTACT INFORMATION
CREDIT CARD INFORMATION
Name:
Credit Card
Wire Transfer
Check
If paying by Check or Wire Transfer please send the form back with no payment information and you will
receive an email with the total due. Checks should be made out to PSAV
Address:
Card Holders Name:
City:
State:
Phone:
Fax:
Onsite Contact and Number:
Zip:
Credit Card Account Number:
CCV#:
Expiration Date:
Billing Zip Code:
Email Address:
X
CARDHOLDERS SIGNATURE
Signature confirms acceptance of terms and conditions
DATE
Please return completed form to:
PSAV
2660 Woodley Road, NW
Washington, DC 20008
Phone: 202.332.4178
Fax: 866.312.5410
Wardmanpark@psav.com
Updated 1/14 RY