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
Commercial Companies: $3,975 per 10' x 10' or 100 square feet space (multiple linear spaces and islands are available) until January 15, 2019. After January 15 late fees apply and the rate is $4,325 per 10' x 10' space.
Non-Profit Organizations: $2,275 per 10’ x 10’ or 100 square foot space (multiple linear spaces and island space are available) until January 15, 2019. After January 15 late fees apply and the rate is $2,475 per 10' x 10' space.
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 Organizations, Associations and Government Agencies: $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.
Advocacy Organizations – Family/Patient Advocacy Pavilion: $750 per 10’ x 10’ or 100 square foot space - with Carpet only; $900 per 10’ x 10’ or 100 square foot space - Furnished (Carpet, 6’ draped Table, 2 chairs, wastebasket)
This exhibit category applies to the following types of organizations only: family/patient advocacy groups wishing to be placed in the Family/Patient Advocacy Pavilion.
Start Up Pavilion: $2,000 per 10’ x 10’ or 100 square foot space.
The NEW Startup Pavilion will be the place for startup companies looking to take their businesses to the next level at the ACMG Meeting and is sure to be a top destination for attendees, potential partners and investors interested in discovering the latest and newest products and services in the genetics and genomics space. The all-new Startup Pavilion will be a dedicated area for new market entrants looking for a lower cost alternative via an all-inclusive, hassle-free turnkey exhibit package which includes company graphics, carpeting, electrical connectivity and company listings in all related marketing and promotional materials.
Startup Pavilion Qualifications:
• Startup Pavilion Companies must be “start-up” firms, seeking either “Seed / Start-up” funding, introducing new products, and no larger than 100 employees
• Companies must be independently owned. They may not be subsidiaries of larger companies, or function as non-profits or divisions of government organizations. • Companies must have been founded within the past 5 years
• Companies may not have exhibited at more than two ACMG meetings in the past
Availability in the Startup Pavilion will be limited and available on a first-come/first-served basis. See floor plan for Startup Pavilion area. When ordering booth space online select “Startup Pavilion Space”.
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.
• 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.
• 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.
The deadline to have the booth assigned by Priority Points is November 1, 2019. 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.
Wednesday, March 18, 2020: 5:30 pm – 7:30 pm (Opening Reception in the Exhibit Hall)
Thursday, March 19, 2020: 9:30 am – 4:30 pm
Friday, March 20, 2020: 9:30 am – 1:00 pm
Tuesday, March 17, 2020: 12:00 pm – 6:00 pm
Wednesday, March 18, 2020: 8:00 am – 4:30 pm
Friday, March 20, 2020: 1:00 pm – 8:00 pm
Tuesday, March 17, 2020: 10:00 am – 7:00 pm
Wednesday, March 18, 2020: 6:30 am – 6:00 pm
Thursday, March 19, 2020: 7:00 am – 6:00 pm
Friday, March 20, 2020: 7:00 am – 6:00 pm
Saturday, March 21, 2020: 7:30 am – 12:00 pm
Instructions for registration for Exhibit Booth Personnel will be sent with Booth Assignments beginning in November 2019. Full Conference Registration opens September 2019.
Badges are not mailed and will be available for pick up at the ACMG Registration area in the Main Lobby of the Henry B. González Convention Center beginning at 10:00 am on March 17, 2020. Every attendee must pick up their own badge and a photo ID will be required for picking up a badge.
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.
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.
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.
No. In order to visit the exhibits, a visitor must purchase at least a one-day full conference registration.
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.
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 #ACMGMtg19 because a number of media follow 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.
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 2019.
Refer to the Shipping Section of the Exhibitor Service Kit available in December 2019. 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.
A pre-meeting mail list will not be available for purchase as all pre-show mailers will be distributed through a new program – the Buyer’s Preview Deck (a pre-show mailing card deck). This will be the official way to reach registered attendees and ACMG’s targeted mail list before the meeting. This marketing opportunity will help you to increase sales, drive booth traffic and create brand awareness and will include additional names from ACMGs target mail list. See the information in the Sponsorship and Promotional Opportunities Section
for a detailed description of the Buyer’ Preview Deck. Attendees will receive all pre-mailers in one packet rather than in separate mailings – a request from attendees who have in the past received multiple mailings – many times received after they have returned from the meeting.
The Post meeting attendee mailing lists is available for purchase to contracted exhibitors only. The lists contains mailing address information only – ACMG does not release email addresses or demographic information. The order form will also be included in the Exhibitor Service Kit.
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, CMR, 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
Yes, only contracted exhibitors may have access to the ACMG hotel reservation system. A link to the hotel reservation site 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. CMR is the official ACMG Housing Partner. All reservations must be made directly through CMR. 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 nine (9) rooms. Should your group require additional rooms, please complete the online block request form on the Exhibitor 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.
The ACMG hotels and the Convention Center are approximately a 15 minute ride from the airport.
For a list of transportation options, click here.
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.
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.