ASRM 2008 Annual Meeting

American Society for Reproductive Medicine
64th Annual Meeting
November 8-12, 2008
Moscone Convention Center
San Francisco, California

TEMPORARY PERSONNEL
If it is necessary for your company to employ temporary personnel, be sure to provide the temporary employee with the exhibiting company’s name, booth number and the name of the contact at the booth. The temporary agency and its employee should provide proof of the employee’s affiliation with the temporary agency (e.g., time card), and positive ID (e.g., driver’s license). All temporary personnel must be badged properly.

NON-EXHIBITING COMPANIES
Non-exhibiting companies and their personnel, agents, and contractors will not be permitted in the exhibit hall at any time. Non-exhibiting companies will not be allowed to display or demonstrate any services or products in the convention center or in any hotel within the ASRM housing block.

AFTER HOURS ADMISSION TO EXHIBIT HALL
Exhibitors wearing badges may enter the exhibit hall two hours before the opening of the exhibition on Monday, November 10, 2008. Exhibitors may enter the exhibit hall one hour before the exhibition opening on Tuesday, November 11 and Wednesday, November 12, and remain in the exhibit hall one hour after the close of the exhibition each day.

EXHIBIT FLOOR AGE RESTRICTIONS
No one under the age of 16 years is allowed in the exhibit area at any time including move-in or move-out. Only infants in arms, not in backpacks or strollers, are allowed during official exhibit hours.

BOOTH STAFFING
Exhibitor representatives are required to staff their exhibit booths at all times when the exhibit hall is officially open.

EXHIBITOR-DESIGNATED CONTRACTORS (EDCs)
Exhibitors may use Exhibitor-Designated Contractors (EDCs) for services other than those mentioned as exclusive. Exhibitors who decide to use an EDC must require their contractor to adhere to all of ASRM’s rules and regulations. Exhibiting companies will be held responsible for any violations of ASRM policy or the inappropriate actions of their EDCs.

1. All exhibitors must submit to ASRM in writing, on the exhibiting company’s letter head (letters from contractors will not be accepted) or the form in the Exhibitor Service Manual, the name of the contracted company, the contact person, the company’s mailing address, business telephone, and fax number. ASRM Exhibits Management must receive this no later than September 9, 2008. Requests received after September 9, 2008 will not be authorized.

2. All EDCs must submit to ASRM a certificate of insurance (an original, no faxes or photocopies) that provides for not less than $1,000,000 of general liability insurance including property damage and workman’s compensation. This certificate must name ASRM as the certificate holder and additionally insured, and must be valid from November 3-18, 2008. (EDCs that fail to send in an insurance certificate will not be allowed to provide their services. No exceptions will be made.)

3. Upon arrival at the convention center, EDCs must check in at the Exhibitor Registration Desk to receive a badge to work in the exhibition hall.

4. ASRM reserves the right to remove any exhibitor or designated contractor whose actions jeopardize the on-time opening of the exhibition or whose employees fail to observe the regulations and procedures contained in this Exhibition Prospectus, other official documentation, and/or Exhibitor Service Manual.

5. An EDC must cooperate with the official contractors/vendors, especially by not interfering with the efficient use of an official contractor’s employees.

6. An EDC who is supplying personnel to an exhibitor may not set up a service desk in common areas.

7. Solicitation of business in the exhibit hall is strictly prohibited. This includes, but is not limited to, the posting of signs, distribution of literature, business cards, or other forms of advertising/marketing.

8. No employee or agent is allowed on the exhibit floor during exhibition hours unless it is at the specific request of the exhibitor. This request must be made in writing to the ASRM Exhibit Management and include the names of those individuals needing access, as well as an explanation of why such access is necessary. ASRM management will treat these individuals as exhibitor personnel and attribute their registration to the overall booth registration total. All employees must be dressed in appropriate business attire (shirt and tie or polo shirt and slacks, no company logos, no shorts, or sweat pants) during the times when the exhibit hall is open.

MATERIAL HANDLING/LABOR RATES
The official material handling contractor, Champion Exposition Services, will move all freight from the docks to the exhibitor’s booth. This service includes:

• Storage prior to the show (30 days) 

• Transportation from warehouse to booth 

• Removal and storage of empty crates 

• Reloading at show site 

EXHIBIT DECORATION AND DRAYAGE
The official exhibit show decorator is: 

CHAMPION EXPOSITION SERVICES
Attn: Exhibitor Services Department
139 Campanelli Drive
Middleboro, Massachusetts, U.S.A. 02346
Phone (800) 723-1123 • Fax (508) 946-1019
Email: help@championexpo.com

MATERIAL HANDLING
Champion Exposition Services has the responsibility of receiving and handling all of the exhibit materials and empty crates. It is their responsibility to manage the docks and schedule vehicles for the smooth and efficient move-in/move-out of the exhibition. Champion will not be responsible for any material that it does not handle

An exhibitor may hand carry material provided they do not use material handling equipment to assist them. When exhibitors choose to hand carry material, the loading dock/freight door areas must be used. Exhibitors may not use public entrances.

ADVANCE SHIPPING
Champion Exposition Services will receive, warehouse, transfer and handle all exhibits. Exhibitors must ship all displays, along with a bill of lading, for arrival no later than Friday, October 31, 2008. Deliveries received after the deadline date will be charged additional fees.

Advance Shipments:
Crated: $77.50 U.S. per CWT (100 lbs.), Minimum 200 lbs.
Uncrated/Additional Handling: $97.00 U.S. per CWT (100 lbs.), Minimum 200 lbs.

ADVANCE SHIPPING ADDRESS
Ship to: 
Exhibiting Company Name
Booth #:
For: ASRM
C/O: Champion Exposition Services
Yellow Transportation
201 Haskins Way
South San Francisco, CA 94080

Note: The above is in reference to advance shipments only. 

DIRECT SHIPPING 
Direct shipments will be accepted beginning Friday, November 7, 2008.

Direct Shipments:
Crated: $82.00 U.S. per CWT (100 lbs.), Minimum 200 lbs.
Uncrated/Additional Handling: $101.50 U.S. per CWT (100 lbs.), Minimum 200 lbs.

DIRECT SHIPPING ADDRESS
Direct shipments should be sent to: 
Exhibiting Company Name
Booth #:
For: ASRM
C/O: Champion Exposition Services
Moscone Center
747 Howard Street
San Francisco, CA 94103

SHIPPING/RECEIVING/HANDLING OF FREIGHT
Shipment must be properly labeled and addressed, and must be prepaid. Exhibitor must advise number of pieces shipped, weight, and size of each piece. Send copies of bills of lading, transport company documents, etc., to Champion to assist in tracing if necessary.

SAN FRANCISCO LABOR GUIDELINES 
Union labor claims jurisdiction for installation and dismantling labor, as well as for all material handling services.

Material Handling Services - Full-time employees of an exhibiting company may hand carry their own materials into the facility. The use of rental dollies, flat trucks, and other mechanical equipment, however, is not permitted. Champion Exposition Services will maintain control of and access to the loading docks to ensure a safe and orderly movein/move-out. Local union personnel will unload trucks or other vehicles utilizing the loading docks. Local union personnel exclusively will operate all material handling equipment.

MISCELLANEOUS DELIVERIES
Deliveries of items other than exhibitor freight, e.g., equipment rentals, etc., must be sent through the convention center loading dock and distributed through the Champion Service Center. Delivery personnel will not be badged and cannot gain access to the exhibit floor. No deliveries may be made through the lobby of the convention center.

PRODUCT/EQUIPMENT REMOVAL
Exhibitors who would like to remove company equipment (e.g., medical equipment, computers, luggage, and boxes) from the hall during the exhibition must complete an equipment materials release form and provide the attending security personnel with a business card and a driver’s license or military ID for identification. Release forms may be obtained from the Champion Service Center.

ASRM advises that you do not place products or any other item of value in your booth until there is a company representative in attendance. If you find anything missing from your booth, please notify security immediately. (ASRM will assume no responsibility for missing or stolen items.)

ESCALATORS/ELEVATORS
Escalators are exclusively for the transport of people. No freight, furnishing, equipment, display, decorations, materials, supplies, baggage, trunks, clothing, or any object other than handbags or briefcases of convention mode and the like may be carried or otherwise transported on escalators. Only hand-carried items may be taken on elevators.

CONTRACTUAL CONSIDERATIONS 

VIOLATIONS
As a condition of participation in the ASRM exhibition, each exhibitor, its representatives, and agents must agree to and abide by all rules and regulations set forth in the exhibition Prospectus, Exhibitor Service Manual, and other correspondence of ASRM, its contractors/agents, and the convention center. ASRM reserves the right to shut down an exhibit or exclude from future exhibition participation if, in ASRM’s opinion, the exhibitor disregards or refuses to observe ASRM policies or instructions. If a shutdown does occur, ASRM will neither refund the booth fee paid nor pay for exhibitor losses such as housing, travel, wages, or other fees associated with exhibiting.

In ASRM’s opinion, if any exhibitor disregards an ASRM policy or directive, ASRM reserves the right to impose an appropriate penalty, which may not be stated above. The ASRM reserves the right to re-enter, take possession of the space, and remove all persons and goods at the exhibitor’s expense.

LIABILITY
Exhibitor hereby agrees to and does indemnify, hold harmless, and defend ASRM from and against any and all liability, responsibility, loss, damage, cost, or expense of any kind whatsoever (including, but not limited to cost, interest, and attorney’s fees), which ASRM may incur, suffer, be put to, pay or be required to pay, incident to or arising directly or indirectly from any intentional or negligent act or omission by an exhibitor or any of its representatives, agents, vendors, employees, licenses, or invitees. Exhibitor further agrees that ASRM and its respective agents and employees shall not be responsible in any way for 1) damage, loss, or destruction of any property of exhibitor, or 2) injury to exhibitor or its representatives, agents, vendors, employees, licensees, or invitees.

CANCELLATION
Companies participating in the exhibition may cancel the lease of exhibit space at any time with written notice to ASRM Exhibit Management via postal mail or email to asrm@asrm.org. The following schedule will be used when acknowledging the cancellation:

Cancellations received on or before September 9, 2008, will receive a refund of all fees paid less a $250 processing charge. After September 9, 2008, companies will be responsible for the full cost of the contracted exhibit space.

NO SHOWS
Exhibiting companies that reserve exhibit space and do not provide ASRM with written notice of their inability to exhibit before the first installation day will automatically be charged a lounge fee of $500, forfeit all payments for booth rental, and may not be allowed to participate in future ASRM exhibitions.

CANCELLATION OF EXPOSITION
It is mutually agreed that in the event of cancellation of the American Society for Reproductive Medicine’s Annual Meeting as a result of strikes, governmental regulations, or other causes that would prevent its scheduled opening or continuance, this agreement will be terminated immediately, and the American Society for Reproductive Medicine shall determine an equitable basis for the refund of such portion of the exhibit fees as is possible, after due consideration of expenditures and commitments already made.

INSURANCE
It is the responsibility of each exhibitor to maintain insurance against injury, property damage, theft, fire, and any other forms of property loss or injury. ASRM requires that all exhibitors maintain insurance in the amount of $1,000,000, or the amount specified by local and federal governments for general liability insurance and worker’s compensation.

PAYMENTS
A deposit equal to one half of the total cost of the booth space requested must be sent with the Exhibitor Space Application/Contract. ASRM will accept applications after July 1, 2008, on a first-come, first-served basis until the exhibit space is sold out. After July 1, 2008, applications must be submitted with full payment for booth space requested. Applications submitted without the required deposit will not be processed until a deposit is received. The date on which the deposit is received will be the date used when determining a company’s priority in the assignment of booth space in conjunction with support level. Balance of payment for booth space is due on or before September 9, 2008. If full payment is not received by the due date, space reserved may be reassigned and the deposit forfeited. Receipt of deposit does not guarantee assignment of booth space requested. ASRM reserves the right to reject any application for booth space. Payments are accepted in check or credit card form only. Please make checks payable to ASRM Exhibit Management and mail with application to:

ASRM EXHIBIT MANAGEMENT 
1209 MONTGOMERY HIGHWAY 
BIRMINGHAM, AL 35216 

CONFIRMATION/BILLING
A confirmation letter and separate invoice will be sent to each exhibiting company. The confirmation letter will include pertinent information concerning exhibits, along with the assigned booth number. The invoice will specify the total cost of the contracted exhibit space, deposit received, and balance due. Please make a note of the booth number and provide the booth number and booth size information to your design house, EDC company, and other third-party agents.

COPYRIGHT FEES
The ASRM does not obtain ASCAP or BMI licensing that will allow the use of copyrighted, recorded music, literary or artistic work, or other property protected by copyright on the exhibit floor. No copyrighted musical, literary, or artistic work, or other property protected by copyright shall be presented in any manner in connection with the use of the convention center unless all royalties and fees for such presentation shall first have been paid to ASCAP or BMI by exhibitor, with satisfactory evidence of payment presented to ASRM Exhibit Management and the convention center prior to such presentation. Exhibitor will indemnify, save, and hold harmless the ASRM, the Moscone Center, their directors, officers, agents, employees, and servants from and against all claims, costs, and expenses (including legal fees), demands, actions, and liability of every kind and character whatsoever with respect to copyright and the performance, reproduction, and use of musical, literary, and artistic works.

PROPERTY RELEASE FORMS
Once the exhibit officially opens, property release forms will be required from anyone wishing to remove material/equipment from the exhibit hall. Forms must be completed and signed by the person in charge of the booth who authorizes the exit of material. Upon leaving the hall, security personnel will collect forms on-site. Property Release Forms will be available at the Exhibitor Service Center, as well as in the Exhibitor Service Manual.

SUBLETTING OF EXHIBIT SPACE
Subletting or sharing of exhibit space is not allowed at any time. All signs, advertisements, publications, materials, products, and representatives’ badges must reflect the name of the contracted exhibiting company. Any violation of these regulations may result in an immediate shutdown and removal of the booth and materials in violation.

PHOTOGRAPHY/RECORDING/BROADCASTS
No pictorial, visual, or audio recording, or broadcasting of any type shall be made in the convention center or any other locations of ASRM scientific sessions without the prior written approval of ASRM Exhibit Management and the convention center. An official photographer is designated in the Exhibitor Service Manual.

MUSIC, VIDEOTAPES, & POSTERS/PICTURES
At no time should music or videos be played at a level that interferes with a neighboring booth’s exhibiting activities. Music, videos, or posters/pictures containing explicit or vulgar language or acts are strictly prohibited. ASRM management reserves the right to determine what is appropriate regarding music, videos, and posters/pictures.

FOOD AND BEVERAGE/CATERING
Catering by SMG is the exclusive contractor for all food and beverage services within the convention center. All arrangements for the provision of food and beverage must be made through Catering by SMG. Food and beverage sampling in conjunction with specific exhibits must be approved in writing by Convention Center Authority management. The Authority reserves the right to regulate the size and types of samples. For information about Catering by SMG, please contact:

Jenny Bittner
Exhibitor Sales/Marketing Manager
Catering by SMG
747 Howard Street
San Francisco, CA 94103
Telephone: 415-974-4040
Fax: 415-974-4074
Email: jbittner@moscone.com
www.cateringbysmg.com

ELECTRICAL/MECHANICAL
The Convention Center Authority provides electrical and utility services. Rates are available through the convention center. Forms will be included in the Exhibitor Service Manual.

NO SMOKING POLICY
Smoking will not be permitted in any meeting area, common space in the convention center, or exhibit hall.

RIGGING/DECORATIONS
Rigging requests must be received by ASRM Exhibit Management and the convention center 60 days prior to the proposed use or activity, and must comply with ASRM and convention center policy. All decorations and methods of installation must be approved prior to installation. Any installation method that would damage the facility or equipment is prohibited. Decorations installed without prior approval may be confiscated by management and subject to a charge for removal. Decorations must be fire resistant. Helium balloons and other self-raising items are prohibited in the facility. The use of banners on the exterior of the facility is prohibited.

SECURITY
ASRM will not assume responsibility for any theft, damage, or loss of any kind. However, ASRM will strive to protect exhibitors and their equipment by providing general security in the exhibit hall when exhibits are closed. Exhibitors desiring security specifically for their booths may obtain such for an additional fee by contacting the official contracted security firm; security forms will be contained in the Exhibitor Service Manual. As a precaution, only the official security firm will be allowed to provide individual booth security.

FIRE REGULATIONS
All participating organizations and their personnel must comply with the local, state, and federal fire regulations. All decorating materials, furniture, signs, and equipment must meet local, city, and state fire and public safety regulations.

In accordance with the city fire marshal, no empty crates or boxes may be stored in the exhibit area, under draped tables, or behind the pipe and drape. ASRM requires that any exhibitor using or generating hazardous waste or potentially dangerous materials must receive the written permission of ASRM Exhibits Management and the convention center prior to the opening of the exhibition. Hazardous waste is considered to be any liquid, material, or substance that may cause fire, injury or make the air unsafe to breathe. The following are prohibited:

• Flammable liquids

• Combustibles

• Hazardous materials/waste and equipment

• Cooking devices (e.g., microwaves, hot plates, radiant ovens, etc.)

• Anything producing an open flame

Questions about Fire Department regulations should be directed to the Moscone Center. 

POSSIBLE DEMONSTRATIONS
Please make ASRM management aware if your organization may be the subject of a demonstration or protest group. This is necessary so that the appropriate measures may be taken to lessen the impact such demonstrations may have on the ASRM Annual Meeting attendees. (This will not have a bearing on your ability to exhibit with ASRM.)

NOTICE OF DISABILITY
In compliance with the Americans with Disabilities Act of 1990, the ASRM will make all reasonable efforts to accommodate persons with disabilities at its Annual Meeting.