Dear Prospective Exhibitor:

The Sheraton New Orleans Hotel will be the site of the Joint Meeting of Ichthyologists and Herpetologists July 12-17, 2006. Approximately 1100 field biologists and environmental scientists are expected to attend. The Joint Meeting will provide an opportunity for your organization to exhibit products, services, and information to the participants. Past participants have represented all 50 states and 26 countries.

In addition to the exhibit space, each exhibitor will receive one registration to the Joint Meeting, which provides access to all events included in the regular participant fee. Additional exhibitor registrations are available for an extra fee. Exhibitors can also purchase tickets for some of the special events, such as the picnic at the Louisiana Swamp Exhibit on Saturday, July 15, 2006.

Exhibit set-up will be Thursday, July 13, 8:00 am to 1 pm, with the exhibit hall opening to participants at 1:30 pm. The exhibits will continue daily from approximately 9:30 am – 6:00 pm, closing at noon on Monday, July 17. The primary exhibitor will be provided a complete registration packet upon check-in. A participant list of all attendees will be available electronically after the conference.

All information describing the Joint Meeting and information about the Sheraton New Orleans Hotel is available on-line. You may register online and fax the Exhibitor Contract to 785-532-3779. Confirmations will be sent to the primary exhibitor with final details.

If you are interested in making a donation or sponsoring an event such as a coffee break, we would appreciate your support. Please contact me at the address or phone number below; correspondence by e-mail is preferred. We hope you will be able to join us in July!

Sincerely,

Heide E. McBride
Program Coordinator
Kansas State University
Division of Continuing Education
214 College Court Building
785-532-2549
785-532-3779 FAX
hmcbride@k-state.edu

Joint Meeting Dates: July 12-17, 2006

Exhibit Move-in Date and Times: Thursday, July 13, 8:00 am – 1:00 pm

Exhibit Dates and Tentative Times: Thursday, July 13, 1:30 pm – 5:00 pm
continuing daily: 9:30 am – 6:00 pm

Exhibit Closing: Monday, July 17, noon

Move-out: Move out must be completed by 5:00 pm

Lodging:
A block of rooms has been reserved at the Sheraton New Orleans Hotel for Joint Meeting participants and exhibitors. A group rate of $120 per night (plus applicable city and state taxes) for up to four occupants per room has been arranged. Make your reservation with the Sheraton either by phone, using the number listed above, or on-line. The deadline for reservations is June 14, 2006. Any reservations received after that date will be honored on a space available basis at the group rate.

Travel Information
Please refer to the information provided under the Meeting Location page.

Exhibit Area and Configuration
All exhibits will be located in the Napoleon Ballroom. Morning and afternoon break service will be set up in the exhibit hall throughout the meeting. All sessions and meetings will be held in the Sheraton New Orleans Hotel.
Booth space will consist of an 8’ x 10’ pipe and draped booth, with two 6’ x 30” skirted tables, two chairs, a sign, and a wastebasket. Electricity, audio-visual equipment, and additional furniture and equipment can be ordered through Freeman, our official decorating company, for an additional fee.

The fee includes the exhibit space and the admission of one person to attend the Joint Meeting scientific sessions and the general reception on Thursday, July 13. If you would like to include additional representatives as full registrants, please include their names on registration form.

Register now
Exhibitor Contract

Cancellation Policy
The K-State Division of Continuing Education may cancel or postpone any event or activity because of insufficient enrollment or other unforeseen circumstances. If a program is canceled or postponed, the Division of Continuing Education will refund registration fees, but cannot be held responsible for other costs, charges, or expenses, including cancellation/change charges assessed by airlines or travel agencies.

If you must cancel your registration, please do so as soon as possible. Substitutions are encouraged. A full refund, minus a $50 administrative fee, will be made if cancellation is received in writing by Kansas State University by 5:00 p.m. on June 23, 2006. After that date, due to guarantees we must give, refunds are not available. Refunds cannot be given in amounts less than $5.00.

Joint Meeting Meals and Social Functions: Morning and afternoon beverage breaks will be served in the exhibit hall each day. Lunch is on your own. If you would like to attend any of the optional social functions (other than the one exhibit person admitted to the general reception), please note these on the exhibitor registration form and include payment.

Pre-Shipment of Materials: Shipment and storage arrangements must be made with Freeman, our official decorating company, for delivery on move-in day and removal on move-out day. Freeman will email all registered exhibitors a link to the exhibit service manual in May 2006. Their contact information is below:

• Freeman
• Name of Company or Individual Receiving Package
• 1000 Elmwood Park Boulevard
• New Orleans, LA 70123
• Joint Meeting of Ichthyologists and Herpetologists, July 12-17, 2006
• Booth Number
• Box(es)_____ of _____ (multiple boxes should be numbered)

• Phone: 504-733-7469
• Fax: 504-733-8333
• Internet: myfreemanonline.com
• Email: kim.richardson@freemanco.com

The Sheraton New Orleans Hotel will receive shipments. Storage and handling fees may apply and shipment may not be received prior to Saturday, July 8. See the shipment pricing sheet from the Sheraton. Send to:

• Name of Individual receiving the package
• Sheraton New Orleans Hotel
• 500 Canal Street
• New Orleans, LA 70150
• Joint Meeting of Ichthyologists and Herpetologists, July 12-17, 2006
• Arrival Date of individual receiving package
• Box(es)______ of ______(multiple boxes should be numbered)

Should you have materials that you need shipped following the conference, you are responsible for making those arrangements. Freeman will have a representative on site during move-in and move-out to assist you with your return shipping requirements. We ask that everything be packaged and labeled properly and that a forward shipping authorization form be completed indicating billing and type of carrier.

Additional Information: Other details will be provided with exhibitor registration acknowledgment.

We look forward to your participation!