Exhibitor Frequently Asked Questions
I am interested in exhibiting. Who should I contact?
Contact Jane Dahlroth, CEM, CMP-HC, Director of Meetings and Exhibits Phone: (703) 921-0333; email: firstname.lastname@example.org or visit the FOR EXHIBITOR Information pages at www.acmgmeeting.net
What are the exhibit space fees?
Commercial Companies: $3,600 per 10’ x 10’ or 100 square foot space (multiple linear spaces and island space are available).
Non-Profit 1 Organizations: $2,000 per 10’ x 10’ or 100 square foot space (multiple linear spaces and island space are available).
This exhibit category applies to the following types of organizations: academic or medical center affiliated laboratories, programs and publishers that hold non-profit status or any other “not for profit” entity that sells a product or service to the professional attendees or their institutions.
Non-Profit 2 Organizations: $750 per 10’ x 10’ or 100 square foot space (multiple linear spaces and island space are available).
This exhibit category applies to the following types of organizations only: family/patient advocacy groups, membership/volunteer organizations and governmental agencies. Non-profits selling products or services should apply as Non-Profit 1.
What is included in the booth?
The exhibit space rental Includes:
• 8’ high draped back wall and 36” side drape (inline booths).
• 7”× 44” booth identification sign with company name and booth number (inline booths).
• Six complimentary exhibit booth personnel badges per 10’×10’ booth – allows entrance to exhibit hall during all installation, dismantle and regular exhibit hours, and admittance to Scientific Plenary and Concurrent Sessions and Oral Abstract Presentations (no CME or CEUs), based upon seating availability. Entry permitted by badge only.
• Exclusive opportunity to rent pre-meeting and post-meeting attendee mailing lists.
• Company listing in the online exhibitor directory on the ACMG Meeting website – www.acmgmeeting.net - available approximately six (6) months pre-meeting and four (4) months post-meeting.
• Company listing in the Meeting Mobile App – available approximately three (3) weeks pre-meeting and indefinitely post-meeting.
• Booth location on maps on www.acmgmeeting.net and the Mobile App.
• Publication of company name, address, phone and fax numbers, website address, company description (approx. 50 words) and product categories in the on-site Program Guide.
• Post unlimited Press Releases on the meeting website and display in the onsite press room.
• Exclusive opportunity to host attendee hospitality events during specified times during the meeting.
• Exclusive opportunities to provide meeting support, promotion and advertising.
• Exclusive opportunity to rent Exhibit Hall Meeting Rooms.
• Exclusive opportunity to showcase NEW products/services in the New Products Zone on the exhibit hall floor.
What is the deadline to sign up for exhibit space?
The deadline to have the booth assigned by Priority Points is November 4, 2016. After this date space will be assigned on a first come, first assigned basis. We encourage exhibitors to reserve space no later than mid-January as space will be sold out about that time.
What are official exhibit dates and hours?
Wednesday, March 22, 2017: 5:30 pm – 7:30 pm (Opening Reception in the Exhibit Hall)
Thursday, March 23, 2017: 9:30 am – 4:30 pm
Friday, March 24, 2017: 9:30 am – 1:00 pm
What are the Installation and Dismantle dates and hours?
Tuesday, March 21, 2017: 12:00 pm – 6:00 pm
Wednesday, March 22, 2017: 8:00 am – 4:30 pm
Friday, March 24, 2017: 1:00 pm – 8:00 pm
What are the on-site registration dates and hours?
Tuesday, March 21, 2017:10:00 am – 7:00 pm
Wednesday, March 22, 2017: 7:00 am – 7:00 pm
Thursday, March 23, 2017: 7:00 am – 6:00 pm
Friday, March 24, 2017: 7:00 am – 6:00 pm
Saturday, March 25, 2017: 7:30 am – 12:30 pm
When can I register my booth personnel?
Instructions for registration for Exhibit Booth Personnel will be sent with Booth Assignments beginning in November 2016. Full Conference Registration opens October 2016.
Where can booth and company personnel pick up badges on-site?
Badges are not mailed and will be available for pick up at the ACMG Registration area on the ground floor of the North Building, Phoenix Convention Center beginning at 10:00 am on March 22, 2017.
How many badges are included with my booth?
Each exhibiting company is entitled to six (6) complimentary badges per 10’ × 10’ space for exhibit booth personnel. Exhibit Personnel Badges allow entrance to the exhibit hall during open exhibit hours and set up and dismantle hours and to the scientific plenary, concurrent and oral platform sessions.
Can exhibitors attend sessions?
Exhibit Personnel Badges allow admittance into sessions on a space-available basis, but exhibit company personnel are not eligible for CME or CEUs and cannot register for ticketed sessions such as Satellite Symposia, the Counselors Luncheon, etc. Exhibit company representatives who attend the meeting for the purposes of attending sessions AND accruing CE credit must register in full for the meeting and pay the appropriate registration fee. Click here for information on Full Conference registration.
Do members of the ACMG Foundation Corporate Partners receive any complimentary full registrations?
Yes, Corporate Partners are entitled to one to three complimentary Annual Meeting registrations based on giving level. ACMG will provide Corporate Partners with registration discount codes and registration instructions.
Is there an exhibit hall-only registration fee?
No. In order to visit the exhibits, a visitor must purchase at least a one-day full conference registration.
Are children allowed in the exhibit hall?
Children (age 12+ only) may be registered as guests/accompanying persons of fully registered attendees. Children must be accompanied by a registered parent or a guardian during exhibit hours. Because of liability issues, children under 12 years of age are not permitted in the Exhibit Hall (except during the Day of Caring Bike presentation) and cannot be registered as guests. Children are not permitted in educational sessions. Under no circumstances are children allowed in the exhibit hall during set up and dismantle times.
What advertising and sponsorship opportunities are available for exhibitors?
Contact Jane Dahlroth (email@example.com) or view the Sponsorship & Advertising information page under the FOR EXHIBITORS tab for further details about advertising and sponsorship opportunities.
Can I obtain a Media List for the ACMG Meeting?
ACMG does not share the media list attending or following the meeting, but we invite any exhibitor to leave news releases and press kits in the onsite Press Room for reporters to peruse. Registered reporters can then choose which exhibitors they would like to contact. We encourage you to tweet using #ACMGMtg17 because a number of media followi ACMG's twitter feed.
Exhibitors are also able to upload news releases related to the Meeting in your company profile. These are then listed in your booth profile and the Press and Media page of www.acmgmeeting.net.
How do I order services and furnishings for my booth?
A link to the Service Kit and Freeman and other service contractors forms will be available in the Exhibitor Console section of the meeting website in December 2016.
What is the shipping address for sending my booth and materials?
Refer to the Shipping Section of the Exhibitor Service Kit available in December 2016. There will be two options for shipping your materials - the Advance Warehouse or direct to the Convention Center. It is important to review deadline dates for each to assure your materials are delivered in a timely manner.
Can I purchase an attendee mailing list?
Yes. Mailing lists are available for purchase to contracted exhibitors only. The lists contain mailing address information only – ACMG does not release email addresses or demographic information. Click here to access the mail list order form. The order form will also be included in the Exhibitor Service Kit.
What are the official 2017 ACMG Meeting hotels?
ACMG has secured blocks of rooms in several hotels that are convenient to the convention center. Hotel reservations must be made through ACMGs' official housing partner onPeak and exhibitors must have reserved a booth to make a hotel reservation. A hotel password/access code will be sent with exhibit confirmations. For more information about hotel availability and hotel reservations click here.
Do ACMG Exhibitors have to purchase a booth before they can book their hotel rooms in the ACMG block?
Yes, only contracted exhibitors may have access to the ACMG hotel reservation system. A hotel access code/password will be included in the Payment Statement and or Booth Confirmation email that can be utilized when making reservations. Hotel reservations can be made in the Housing/Venue section of this website. OnPeak is the official ACMG Housing Partner. All reservations must be made only directly through onPeak. The housing system will accept individual or group reservations.
Each hotel participating in the official ACMG room block has set aside a portion of the room block for exhibitor use. These rooms have been set aside to ensure that exhibitors have the opportunity to reserve sleeping rooms as well as meeting or hospitality space in the hotels of their choice. Group Reservations for sleeping rooms will be limited to ten (10) rooms. Should your group require additional rooms, please complete the online form on the Hotel Reservations page of the meeting website.
Exhibitors are also reminded to look at the exhibit schedule carefully before booking hotel rooms for staff and make reservations only for nights that their staff will definitely need them.
What transportation is available to get to the hotels from the airport?
The ACMG hotels and the Convention Center are approximately a 10 minute ride from the airport.
For a list of transportation options, click here.
The PHX Sky Train is a free service to downtown Phoenix, and runs from Level 3 of Terminal 4. Board a westbound train and get off at the Washington/3rd St stop, which is convenient to the convention hotels.
Consent for Use of Photographic Images: Registration and attendance at, or participation in, ACMG meetings and other activities constitutes an agreement by the registrant to permit ACMG’s use and distribution (both now and in the future) of the registrant or attendee’s image or voice in photographs, videotapes, electronic reproductions, audiotapes of such events and activities.
Use of Recording Equipment: Taking photos, videos or audiotapes of slides, posters and presenters or questions and answers is strictly prohibited. Copyright and intellectual property law is observed during all ACMG presentations, sessions and events.
Dress Code: Appropriate dress is business casual. A light jacket or sweater is recommended, as meeting rooms and the exhibit hall may be cool. Badges will be required for entry into all sessions and events.
Children and Guests: Children and guests are not permitted in educational sessions, and children under age 12 are not allowed into the Exhibit Hall.
Exhibitor Conditions and Terms: The individual who submits and signs the Exhibit Space Agreement must be an authorized representative of the company with the full power and authority to sign and deliver the agreement. A signature on the application indicates understanding and agreement to comply with all policies terms and conditions in the Prospectus, including but not limited to the Exhibitor Terms and Conditions, and any others issued by ACMG regarding the Annual Clinical Genetics and Genomics Meeting. All onsite representatives are expected to adhere to all ACMG Exhibitor Terms and Conditions.