The adventure and excitement of SC2002 is less than a month away and many Research Exhibitors are in the final stages of preparing for their Research Exhibit Booths. Should you have questions or problems, the Research Exhibit Committee and other SC2002 Committees are standing-by ready to assist you with last minute issues. Just let us know how we can best help you.
To facilitate final preparations, the Research Exhibits Committee has pulled together a list of last minute items to consider from the SC2002 Exhibitors Kit and recent SC2002 communications. Hopefully, this information will help you avoid pitfalls that might otherwise surface as you make final preparations for your trip to Baltimore.
Daily Briefing
The SC2002 Research Exhibit Committee is planning to hold a daily briefing, beginning on Sunday, November 17 – Thursday, November 21, 2002 at 9:15AM in the Baltimore Convention Center in the Pacific Rim Zone Lounge. The purpose of the daily briefing is to share conference information of special interest to Research Exhibitors, convey solutions to problems experienced by other exhibitors, and solicit feedback on issues impacting Research Exhibitors. One representative from each Research Exhibit Booth is invited to attend the Daily Briefing.
Conference Housing
The conference hotels are nearly sold out, but the Housing Bureau is helping people find rooms at available conference hotels or other hotels in the area as much as possible. To make a reservation, please call the BACVA Call Center at 877.665.9522 (North America) or +1.506.433.7966 (International) between the hours of 9am-8pm (EST) Monday-Friday. You may also fax your request to +1.506.433.3033. Alternatively, you can email the Housing Coordinator, Debbie Huszar, at for questions or concerns.
SCinet Network Connections - Important reminders:
· Dark fiber connections require creating a connection in the booth at each end and selecting the appropriate destination. Each booth will be charged for a dark fiber connection as laid out in: http://scinet.supercomp.org/public/ExhibitorKit/NSO.html
· All connections are provided over fiber optical cable terminated with SC connectors. This is a different connector than previous years, so be sure you have the appropriate cable. When selecting the connection type there is either (SM) or (MM) after the connection type. SM indicates the connection is provided over single mode fiber and MM indicates it is provided over multimode fiber.
· SCinet will again have a free 802.11b and 802.11a wireless service. Visit the following url, http://scinet.supercomp.org/public/ExhibitorKit/Wireless.html for more details.
· Contact SCinet if you have networking questions or problems. They can be reached at .
Exhibit Floor Zone Colors
In an effort to enhance exhibit floor navigation for both exhibitors and participants, the exhibit floor has been sub-divided into zones with a different carpet color in each zone. Exhibit floor navigation map signage, similar to the one below, should assist participants in determining where they are and assist them in finding their way to “where they want to go” by allowing them to quickly glance at the carpet color and compare it with the exhibit floor navigation map. In addition to the “exhibit floor navigation map” signage, individual quad-fold exhibit floor navigation maps that include information on Industry and Research Exhibit booth locations will be provided at SC2002 Registration.
Public Relations Committee – “Promote your booth!”
If you have new and exciting research, equipment, and/or applications that you will be showcasing in your booth this year, please contact Karen Green () and Kathryn Kelley () so that they can convey this information to reporters. More detailed information on research booths may mean a greater variety of reporters will be interested in covering your booth and the conference.
In addition, the conference will have a media room (room 333), where you will be able to meet with reporters, post announcements on the bulletin board, and leave copies of press kits (no more than 25 at a time--any more will be tossed!). For media room hours and more information, see http://www.sc2002.org/news_media_room.html or send email to: . In addition, if you have been talking with reporters who are interested in seeing your exhibit, please encourage them to register on the SC2002 website at http://www.sc2002.org/news_media_reg.html.
SC2002 Student Days
This year a new program called “Student Days” will be added to the Supercomputing Conference. Students, both undergraduate and graduate, are being invited to attend so they can learn more about HPC and discover the many exciting internships and career opportunities offered in industry. This will also provide a venue for them to find out about graduate research available at universities for those pursuing advanced degrees.
One the many student activities planned is an Internship, Employment, and Graduate Research Opportunities Session between 10 am - 5 pm on Thursday, November 21. Tables will be provided enabling SC2002 exhibitors to bring literature and discuss research opportunities for students at their respective institutions. In addition to the 70+ students who will be volunteering and supporting the conference, another 50 to 70 are expected to attend the Student Days component providing a unique opportunity to engage many students in a concentrated environment specifically targeted for recruitment purposes.
Interested institutions should contact Norma Hibbs, Recruiting and University Partnerships,
Sandia National Laboratories by phone at (voice) 925-294-2606, (fax) 925-294-1526, or visit the following website http://education.ca.sandia.gov for additional information.
Last Minute Details
1. Have you created an inventory listing of all the resources that you plan to bring in order to verify resources received at SC and to confirm that all resources are accounted for in preparation for the return shipment?
2. Have you insured expensive equipment through your institution or university?
3. Has all exhibitor staff been registered? If so, have you submitted updated info regarding cancellations and substitutions?
4. Has the Exhibitor Webcast Release Form been submitted?
5. Have you submitted order forms AND PAYMENT to Freeman?
6. If your exhibit is being set up by someone other than SC-appointed contractors, have you submitted the Notice of Intent to Use Non-Official Service Contractor form?
7. Have your networking, electrical, and audio/visual requests been submitted?
8. Have you put together a booklet/notebook to hand carry to Baltimore with you which contains copies of all agreement forms and/or contracts, in the event that you and your SC2002 Team arrive before your booth shipment? This may assist you in referencing or verifying your booth information should the need arise.
Last Minute Tips/Suggestions
· Access to an institutional credit card will make unplanned purchases for cables, copying services, etc. easier.
· Do all members of your institutions SC2002 Research Exhibit team carry a list of important phone numbers/contact names with them in case of emergency?
Important SC2002 Research Exhibit Committee Communications
Be aware that the SC2002 web site (www.sc2002.org) is a continuing source of up-to-date information about the conference. In addition, the SC2002 Research Exhibits Committee will continue to post information of specific interest to research exhibitors on the http://www.sc2002.org/exhibit_res.html website. Please review these web references periodically for the latest information about SC2002.
Research Exhibit Committee Home Institution Committee Role
Ernie Marshburn East Carolina University Chair
Becky Verastegui Oak Ridge National Laboratory Deputy Chair
Karen Barry Oak Ridge National Laboratory Web Applications
Laura Chavez-Becker Oak Ridge National Laboratory Web Development
Wendy Creasey East Carolina University Academic Village
Peyton Crump East Carolina University Graphic Design
Janet Dippo Oak Ridge National Laboratory Information/Communications
Jennifer Farris East Carolina University Information/Communications
Barb Helland Krell Institute Academic Village
Naoki Hirose National Aerospace Laboratory Asian Region Liaison/Interpreter
Michael Resch University of Stuttgart UK/European Liaison/Interpreter
Ken Washington Sandia National Laboratories North/South America Liaison
SC2002 Last Minute Preparations – page 1 of 4