Exhibitors

The Hilton Minneapolis in Minneapolis, Minnesota will be the site of the Joint Meeting of Ichthyologists and Herpetologists July 6-11, 2011. Approximately 1,000 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 11, 2011.

Exhibit set-up will be Thursday, July 7 from 8:00 a.m. to 1:00 p.m. with the exhibit hall opening to participants Thursday, July 7 at 1:30 p.m. The exhibits will continue daily from approximately 9:00 a.m. – 6:00 p.m., closing at 6:00 p.m. on Sunday, July 10. 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 785-532-2422, 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. If you have any questions, please contact Heide Burke at hburke@k-state.edu or 785-532-2549. Correspondence by e-mail is preferred. We hope you will be able to join us in July!

Exhibitor Information

Joint Meeting Dates: July 6-11, 2011
Exhibit Move-in Date and Times: Thursday, July 7, 8:00 a.m. – 1:00 p.m.
Exhibit Dates and Times: Thursday, July 7, 1:30 p.m. – 5:00 p.m.
Friday, July 8 – Sunday, July 10, 9:00 a.m. – 6:00 p.m.
Exhibit Closing: Sunday, July 10, 6:00 p.m.
Move-out: Sunday, July 10, 6:00 – 8:00 p.m.

Meeting Point of Contact:

Heide E. Burke, Program Coordinator
Kansas State University
Division of Continuing Education
151 College Court Building
Manhattan, KS 66506-6015
USA
Phone: 785-532-2549
Fax: 785-532-2422
e-mail: hburke@k-state.edu

Location:

Hilton Minneapolis
1001 Marquette Avenue
Minneapolis, MN 55403
Phone: 612-376-1000
Fax: 612-397-4875
www.minneapolis.hilton.com

Lodging:

A block of rooms has been reserved at the Hilton Minneapolis for Joint Meeting participants and exhibitors. A group rate of $179 per night plus applicable taxes for up to four occupants per room has been arranged. Make your reservation either online or by phone at 612-376-1000. The deadline for reservations is Wednesday, June 8, 2011. Reservations received after 5:00 p.m. local time at the hotel on this cut-off date will be honored at the hotel’s prevailing rate, based on availability. Be sure to state the group code ICH or that you are with the Joint Meeting of Ichthyologists and Herpetologists in order to get the group rate.

Exhibit Area and Configuration

All exhibits will be located in Grand Ballroom ABCD of the Hilton Minneapolis. Morning and afternoon break service will be set up in the exhibit area throughout the meeting. Make your reservation either online or by phone at 612-376-1000. .

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, Brede Exposition Services, for an additional fee.

Exhibit Fees:

Non-profit (501(c)3 Agencies: $600 per 8’ x 10’ booth
All other Exhibitors: $850 for first 8’ x 10’ booth
Additional booth(s): $400 each

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 7. If you would like to include additional representatives as full registrants, please register them on the registration form.

New for 2011: each paid exhibitor will get a free business card size ad in the program book. Larger half-page and full-page ads are still available for an additional cost. See fees under “Advertising Opportunities” below. All ads are due by June 2, 2011. Please e-mail the ad as a .jpg or .tiff to Heide Burke at hburke@k-state.edu

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 17, 2011. 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 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, Brede Exposition Services, for delivery on move-in day and removal on move-out day. Brede will send all registered exhibitors an exhibit kit. All shipments must be received in the advanced warehouse by June 29, 2011. Please label all materials as follows:

To: Your Company Name/Booth #
For: Joint Meeting of Ichthyologists and Herpetologists
Brede Exposition Services
c/o YRC
12400 Dupont Avenue South
Burnsville, MN 55337-1682

For more information, please contact:

Brede Exposition Services
Bobbi Snider, Customer Service
Phone: 612-378-6516
Fax: 612-331-8380
E-mail: bsnider@brede.com

Should you have materials that you need shipped following the meeting you are responsible for making those arrangements. Brede 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 bill of lading 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 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.

Full-page ad (7.5 X 10”): $550
Half-page ad (7.5 X 5”): $350

Please e-mail your ad in either .jpg or .tiff format to Heide Burke at hburke@k-state.edu no later than June 2, 2011.

Sponsorship Opportunities:

With your contribution to the Joint Meeting of Ichthyologists and Herpetologists, your company becomes an official sponsor of the 2011 Joint Meeting. As such, your company will receive high-profile exposure and recognition based upon the following sponsorship opportunities:

Poster Session or Refreshment Break Co-Sponsor

Contribution of $1,000/break

Benefits:

Your company will be posted on signs at the sponsored break.
Your company name will be listed in the official Program as a sponsor.
Your company will be listed as a sponsor on the meeting website.
Your company will receive a free half-page ad in the official Program

Opening Reception Co-Sponsor

Contribution of $5,000

Benefits:

Your company will be posted on signs at the reception.
Your company name will be listed in the official Program as a sponsor.
Your company will be listed as a sponsor on the meeting website.
Your company will receive an additional 2 tickets to the reception.
Your company will receive a free full-page ad in the official Program.

Additional Information:

Other details will be provided with exhibitor registration acknowledgment.

We look forward to your participation!