Exhibitors

Dear Prospective Exhibitor:

The Hilton Portland and Executive Tower will be the site of the Joint Meeting of Ichthyologists and Herpetologists July 22-27, 2009. Approximately 1,100 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 of the United 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 closing banquet at the Hilton on Monday, July 27, 2009.

Exhibit set-up will be Thursday, July 23 from 8:00 a.m. to 1:00 p.m. with the exhibit hall opening to participants Thursday, July 23 at 1:30 p.m. The exhibits will continue daily from approximately 7:00 a.m. – 6:00 p.m., closing at 6:00 p.m. on Sunday, July 26. The primary exhibitor representative will be provided a complete registration packet upon check-in. A participant list of all attendees will be available electronically after the meeting.

You may register online and fax the Exhibitor Contract to 785-532-3779, attention: Heide Burke. Confirmations will be sent to the primary exhibitor representative or pre-event contact 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. Burke
Program Coordinator
Kansas State University
Division of Continuing Education
226 College Court Building
785-532-2549
785-532-3779 FAX
hburke@k-state.edu

Exhibitor Information

Joint Meeting Dates

July 22-27, 2009

Exhibit Move-in Date and Times

Thursday, July 23, 8:00 a.m. – 1:00 p.m.

Exhibit Dates and Times

Exhibit Closing

Sunday, July 26, 6:00 p.m.

Move-out

Move out must be completed by Monday, July 27, noon

Meeting Point of Contact

hburke@k-state.edu

Location

Lodging

A block of rooms has been reserved at the Hilton Portland & Executive Tower for Joint Meeting participants and exhibitors. A group rate of $157 per night (main hotel) and $172 per night (executive tower) plus applicable taxes for up to four occupants per room has been arranged. Make your reservation with the Hilton either by phone, using the numbers listed above, or online. Go to the Joint Meeting website and click on “Accommodations” to link directly to the Hilton Portland & Executive Tower reservation page. The deadline for reservations is July 1, 2009. Any reservations received after that date will be honored on a space available basis at the hotel’s prevailing rate.

Exhibit Area and Configuration

All exhibits will be located in the Exhibit Hall of Hilton Portland & Executive Tower. Morning and afternoon break service will be set up in the exhibit area throughout the meeting. All sessions and meetings will be held in the Hilton Portland & Executive Tower.

Booth space will consist of an 8’ x 10’ pipe and drape booth, with two 6’ x 30” skirted tables, two chairs, a sign, and a wastebasket. Electricity, internet access, audio visual equipment, and additional furniture and equipment can be ordered through our official drayage company, DWA Trade Show & Exposition Services, for an additional fee.

Exhibit Fees

The fee includes the exhibit space and the admission of one person to attend the Joint Meeting scientific sessions each day and the general reception on Thursday, July 23. If you would like to include additional representatives as full registrants, please register them on the registration form

Refund Policy

If you must cancel your registration, 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 the Division of Continuing Education by 5:00 p.m. on June 26, 2009. After that date, due to guarantees we must give, refunds are not available. Refunds cannot be given in amounts less than $5.00.

Registrants who do not cancel their registration through Conference Registration are responsible for the total meeting registration fee even if they do not attend the meeting and have not paid the registration fee.

Cancellation Policy

The Division of Continuing Education may cancel or postpone any course 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.

Joint Meeting Meals and Social Functions

Morning and afternoon beverage breaks will be served in the exhibit area 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 attached exhibitor registration form and include payment.

Pre-Shipment of Materials

Shipment and storage for all exhibitor loads must be made with our official off-property exhibit drayage company, DWA Trade Show & Exposition Services for delivery on move-in day and removal on move-out day. DWA will e-mail all registered exhibitors an exhibit kit. All shipments must be labeled as follows:

For more information, please contact:

csr@dwatradeshow.com

Should you have materials that you need shipped following the meeting you are responsible for making those arrangements. The company listed above 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.

Advertising Opportunities

Maximize your exposure and reach over 1,000 attendees with an advertisement in the official Final Program of the Joint Meeting of Ichthyologists and Herpetologists. Prices and approximate sizes are listed below. JMIH reserves the right to alter the size of an ad to fit the program’s dimensions specifications.

If purchasing advertisement space in the program book, please submit the ad electronically in tiff or pdf format to Liz Comes no later than June 8, 2009.

Sponsorship Opportunities

With your contribution to the American Society of Ichthyologists and Herpetologists, your company becomes an official sponsor of the 2009 Joint Meeting. As such, your company will receive high-profile exposure and recognition based upon the following sponsorship opportunities:

Kansas State University