52ndAnnual Region I Meeting
American Society for Microbiology
The ConnecticutValley Branch, in conjunction with the Northeast,
Eastern New York, and New York City Branches
Presents…
“The Challenging Microbial Landscape”
Friday, October 13, 2017
The University of Connecticut, Storrs Campus, Rome Ballroom
The CT Valley Branch of the American Society of Microbiology welcomes exhibitors and sponsors to its upcoming event!
Why you should consider advertising your products, services, at our meeting:
--Audience
--Focus
--Visibility
--Affordability
--Accommodations
Audience
The University of Connecticut is a leader in research and teaching. UCONN has over 60 faculty associated with the Molecular & Cell Biology Department (home to Microbiology), a larger number of faculty affiliated with the UCONNHealthCenter (a leader in Biotechnology and Health Science), and over 200 graduate students and post-Doctoral students in MCB alone. UCONN is a draw for academics, health professionals, and those in related industries. The commuting radius for a meeting of interest includes New York City, Boston, Providence, Hartford and New Haven. The location is perfect to introduce products and services with direct application to microbiological research, molecular and biotechnology, computer technology, applied microbiology, health innovations, and teaching. Exhibitors and sponsors will be advertised on the program, and acknowledged at the meeting.
Focus
The one-day meeting will feature a select group of vendors; up to 10. The overall plan is for efficiency. We anticipate between 150 and 250 attendees.
Visibility
The layout and design maximize visibility of our sponsors and exhibitors. Vendors will set-up along a comfortable passageway that surrounds the central areas (for talks, food service, and research posters). Doorways provide ready movement between the central areas and the passageway.
Visibility (continued):
To encourage visits to exhibitor tables, several plans are in place. Research posters will be displayed in the vendor area, interspersed to encourage a flow from one to the next. Refreshments offered toward the corners entice movement into the passageway. Vendor cards direct attendees along the exhibitor tables, vendors check off their exhibit after an attendee has visited, and Vendor Cards with a sufficient number of checks are eligible to enter a raffle for the Door Prize. Additionally, lunch is provided as part of the registration package.
Affordability
Exhibitors reserve a table at the all-day meeting on Friday, October 13th for $500. Sponsors have a number of options to advertise, and their sponsorship will be acknowledged during the specific activity funded. Specifically:
--Host for Coffee Break(s)$250
--Host of the Wine & Cheese Reception$800 (or two at $400)
--Sponsor of the Imprinted item for the first 150 registrants$450
(our name and logo, your name and logo as sponsor)
--Door Prize Sponsor for the RaffleNegotiable
Accommodations
The Nathan Hale Inn, 855 Bolton Road, Storrs, CT (860-427-7888) is across a small parking lot from the Rome Ballroom, where our meeting will be held. Within the hotel, The Blue Oak Restaurant offers fine dining and the True Blue Tavern is available for less formal dining. We have reserved a block of rooms until 9/12/17 at $144 per night, single or double occupancy.
In Conclusion
We have included a general schedule for the meeting to familiarize you with the specifics.
Exhibitor spaces fill on a first come basis, and are limited in number. We encourage you to respond to your contact (committee member) or to our President, Dr. Kathy Feldman (). WE look forward to your participation, and feel this will be a wonderful event! We can’t do it without you, and will do our best to make it profitable for your business.
The Planning Committee
Exhibitor Packet – ASM Regional Meeting: October 13, 2017
Rome Ballroom
University of Connecticut, Storrs, CT
EXHIBITORS' RULES and REGULATIONS
EXHIBITOR REGISTRATION
Each company representative on the floor must be registered. Admission to the exhibit hall will be limited to these qualified representatives. Each exhibitor must have an attendant in the booth during all hours that the exhibit hall is open; this includes coffee breaks, lunches and receptions. Booth rental includes one admission to all scientific sessions and one lunch each day. Exhibitor registration does not include a banquet ticket, this must be purchased separately.
SPACE ASSIGNMENT
Space is limited and will be assigned in order of receipt of application and payment in full. The CVB-ASM Organizing Committee reserves the right to make final assignments, to rearrange the floor plan and/or relocate any exhibit as necessary.
INSTALLATION & DISMANTLING OF EXHIBITS
Exhibitors may begin installation on Friday October 13, 2017 from 6:00 am to 8:00 am. All exhibit crates/cartons must be unpacked and removed from the exhibit area by 8:00 am. No booth shall be constructed as to inhibit access to, or in any way obstruct entrances/exits or other booths. This includes the placement of hardware such as vessels, video screens, computer equipment, etc. Nothing shall be posted on, nailed, screwed, or otherwise attached to columns, walls, floors or other parts of the Rome Ballroom building or furniture.
Breakdown of exhibits must not begin prior to 6:30 pm and must be completed by 8:00 pm on Friday, October 13th. This includes dismantling, crating and removal from the exhibit area.
PLEASE NOTE: The exhibit space does not include the following:
1) Drayage;
2) Decoration including drapes, rails, signs;
3) Guard Service;
4) Gas and Water Supply;
5) Cleaning and Maintenance on individual booths;
6) Electrical (can be provided for an additional $25), phone, internet.
EXHIBIT SET-UP Friday, October 13th 6:00 am - 8:00 am. Please note: There will not be time to set up on Thursday, as another function has been scheduled for the space.
EXHIBIT HOURS The exhibition hall will be open during the following hours: Friday, October 138:00 am – 6:30 pm (includes the 9-5:15 talk sessions and theWine and Cheese Reception)BREAKDOWN Friday, October 13, 2017,6:30 pm – 8:00 pm
BOOTH RENTAL
A booth is 10' wide by 8' deep, $500 per booth. There will be no discounts for multiple booths. Rental price includes the following:
One (1) 8' table
Two (2) chairs
One (1) wastebasket
One (1) exhibitor's hand painted identification sign, the name taken directly from the Exhibitor
Contract & Registration Form
One (1) Complimentary Registration good for admission to all scientific sessions, coffee breaks, and
lunch.
SHIPPING INSTRUCTIONS
Freight should be handled through your Drayage Company. Packages will be accepted 48 hours prior to the function start date. Exhibitors shipping materials to campus go through the Central Stores Warehouse,3North Hillside Road, Storrs, CT, 06269. Freight must be labeled with the name of your representative who will be receiving the package, name of the event, date, and location. There is no charge for receiving the material however delivery and material handling assistance will require an additional fee. Please let the CVB-ASM organizing committee know in advance if you will be shipping material, so we can provide you an estimate of the anticipated charges.
INSURANCE
The exhibitor assumes the entire responsibility and liability for any and all losses, damages and claims arising out of injury and/or damage or theft to exhibitors' persons, displays, equipment and other property brought upon the premises of the hotel. The exhibitor further agrees to indemnify and hold harmless the American Society for Microbiology and its local branches, the CVB - ASM Organizing Committee, the University of Connecticut and its conference/dining/accommodation affiliates, and any authorized representative, agent or employee of the foregoing of any and all losses, damages and claims. Although the exhibit area will be locked during off-hours, security guards will not be present. Exhibitors are advised to carry their own insurance.
CANCELLATION OF EXHIBIT SPACE
If an exhibitor needs to cancel a commitment for exhibit space, exhibitor payment, less 25%, will be returned if the CVB-ASM Organizing Committee is notified at least 30 days prior to the Meeting.
No refund of booth registration fees will be given if canceled less than 30 days prior to meeting.
Sponsorship Opportunities
I. EDUCATIONAL SUPPORT.
Your support to help offset the costs associated with speakers, to sponsor a session, in the form of unrestricted grants, or toward student awards, is greatly appreciated. Our missions to share knowledge, foster learning, and encourage student scholarship are advanced through your help.
I/we would like to further education in this way. Please contact the following individual:
Name: ______
Company: ______
Phone: ______
Email: ______
Area of Interest, Proposed Contribution:
II. SCIENTIFIC POSTER SESSIONS.
If your company or one of your customers would like to present a poster(s) during the poster session on Friday, please fill out the information below and you will be contacted by the Chair of this event.
Name: ______
Company: ______
Contact Information: ______
Nature of the research:
III. COMMERCIAL WORKSHOPS.
If your company is interested in offering a workshop for our members at some point in the future, please fill in the information below. We welcome the opportunity!
Name: ______
Company: ______
Contact Information: ______
Nature of the workshop:
For the Following Sponsorship Opportunities, Indicate Interest (√) then
Provide Contact Information Below. Thank You!!!
IV. CATERED EVENTS.
We welcome support in the provision of refreshments! Sponsors will be directly acknowledged at the break areas (signage).
___ Refreshment Break Sponsor (Coffee, Tea, Water, Juice) @ $250. Several opportunities.
___ Wine & Cheese Reception Sponsor @ $800, or co-sponsor @ $400.
V. IMPRINTED ITEM.
An item is planned to be distributed to the first 150 registrants bearing identifiers as to the Meeting and the ASM Branch, along with the company name or logo as the sponsor. Thus, your support and involvement are displayed by attendees during and after the meeting. One sponsor @ $500. Suggested items: coffee mug, tote or pen/writing pad.
I/we wish to be the sponsor of the imprinted item: ___
VI. PRINTING SPONSOR.
Support to defray the costs of name badge, programs, signage, vendor card printing, and associated materials. Printing sponsor acknowledge on the program and signage. $250.
I/we wish to defray printing costs: ___
VII. RAFFLE PRIZE SUPPORT.
An item that is to be awarded to an attendee randomly drawn from all those who submit a completed vendor visitation card. Exact prize is negotiable, but should provide the necessary incentive.
___ I/we wish to provide the raffle prize. I/we propose to offer:
EXHIBITOR CONTRACT, SPONSOR DONATION REGISTRY & REGISTRATION FORM
You are hereby authorized to reserve booth space for our use in the exhibit area of the 52ndAnnual Joint-Branch Meeting of the Northeast, Eastern New York, New York City & Connecticut Valley Branches AND/OR provide much needed support for the meetings with full company acknowledgement, American Society for Microbiology at the University of Connecticut (Rome Ballroom, 2nd Floor), Storrs, CT on October 13, 2017.
Total Cost
Total number of spaces required @ $500______(reserved before Oct. 1) ______
Additional Registration Tickets @ $50.00/ ticket ______
Banquet tickets (10/13/17) @ $48.00 /person ______
Sponsorship:
Refreshment Breaks @ $250.00 ______
Wine/Cheese Reception (10/25) @ $400 ______or $800 ______
Imprinted Item @ $500 ______
Printing @250 ______
Educational Support, Unrestricted Grant ______
Final Cost______(make check payable to: CVB-ASM)
Please indicate the name of the company as you wish it to appear in advertising and on the booth plate:
Contact Person: ______
Title: ______
Contact Person (second): ______
Title: ______
Company name:______
Address: ______
______
Phone/e-mail: ______
It is understood that assignment of booth space will be made in order of receipt of application and payment in FULL. A check representing full payment of the cost of the booth space(s), optional presentation fee, and any sponsorship must accompany this contract.
Please make check payable to: CVB-ASM.
Mail completed contract & registration form, any sponsorship information (thank you in advance), and payment to Dr. Kathleen Feldman, University of Connecticut, Molecular and Cell Biology, 91 North Eagleville Road, Unit 3125, Storrs, CT, 06269-3125. We look forward to your exhibit!!!
Questions? Kathy’s office: 860-486-4337 or
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