For more information, download the ASMC Corporate Sponsorship/Exhibit Guide.

Setup dates/times
Tuesday
10:00 am - 5:00 pm

Dismantle Hours
Thursday
4:00 pm - 7:00 pm (and Friday as needed)

Ad Specifications
Ad Specifications Guide

Frequently Asked Questions

How do I sign up for a sponsorship and/or exhibit booth?
Registration will be available on November 18, 2008 at www.asmconline.org or by completing an application by mail or fax. Using the web-based system will allow you to lock in the booth(s) you want at the time you apply. Sponsorships and booths are first-come first-served, and require a 10% deposit at time of registration.

How can I find out which booths are available?
A map of available booths will be linked through the ASMC website. Applications received by mail or fax will be assigned the booth(s) requested if they are still available. Registration Headquarters will contact the company point of contact if the booths requested are not available.

What are Organization IDs and Registration Numbers?
The registration database has been preloaded with available corporate information to streamline the registration process. Each corporation has been assigned an Organization ID, which allows access into the registration system where pre-loaded data may be changed. Once registered, the POC will have access to an administration forum to assign names to the participant registrations. This number will identify their type of participation (Exhibit, Daytime, or Full Participant).

What do each of the different types of exhibitors receive?
Exhibit Participants: an Exhibit Hall pass, three continental breakfasts, a name badge holder and a conference bag.
Daytime Participants: Items above, plus three luncheons, service day activities, and eight workshops.
Full Participants: Daytime participant items, plus Welcome Reception and Banquet tickets.

I will be working in a booth, what do I need to do?
A designated POC in your organization will receive and distribute course registration (if applicable) and hotel registration forms for each booth participant included on the application. These forms will allow you to sign up for classes (daytime and full participants only) and make hotel reservations. If you are a registered participant, you will receive your name badge and further instructions in the mail. If you do not know who your POC is, contact Ron Stuewe at patronstu@cs.com or (352) 750-2740.

How do I change booth personnel at the last minute?
The POC should provide the new person with the exhibitor badge and material for the person being replaced. A new badge and revised tickets will be provided on-site using the registration number for the participant. Hotel reservations must be changed following the guidelines on the housing form.

How do I order additional items for our booth (carpet, electricity, telephone, etc.)?
Each POC will receive a package with forms and instructions on how to order additional items.

Which hall is being used for the exhibit area?
The Exhibit Hall is located in Hall C.

Contact
Booth or Sponsorship Questions? Contact Ron Stuewe (352)750-2740, or email patronstu@cs.com.
Registration Questions? Contact Registration HQ (702)798-8376, or email pdiregistration@rhq.com

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Exhibitor Regulations
Assignment of Space:
Assignment of space will be made on a first-come first-served basis. The American Society of Military Comptrollers (ASMC) reserves the right of final decision and the right to amend floor plans or relocate exhibits as necessary. If a company does not occupy purchased space by the opening of the hall, ASMC reserves the right to use the space in any manner deemed in the PDI’s best interest. This use does not relieve the company’s responsibility for space fee.

Liability:
A)Neither ASMC nor its agents will be responsible for any injury, loss, or damage that may occur to the Exhibitor or to the Exhibitor’s employees, guests of, or property from any cause. Under no circumstances will ASMC be liable for failure to perform its obligations under this contract as a result of strikes, riots, war, Government regulation, acts of God or any other cause beyond its control. Anyone visiting, viewing or otherwise participating in the Exhibitor’s exhibit is deemed to be the invitee or licensee of the Sponsor. The rights of the ASMC under this contract shall not be deemed waived except as specifically stated in writing and signed by an authorized officer of the sponsor. This contract shall be governed by Texas law.
B)The Exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, defend, and save ASMC and the Henry B. Gonzales Convention Center and its employees and agents harmless against all claims, losses, or damages to persons or property, governmental charges or fines and attorney’s fees arising out of or caused by Exhibitor’s installations, removal, maintenance, occupancy, or use of the exhibition premises or part thereof, excluding any such liability caused by the sole negligence of the Henry B. Gonzales Convention Center and its employees and agents.
C)In addition, the Exhibitor acknowledges that neither ASMC nor the Henry B. Gonzales Convention Center maintains insurance covering Exhibitor’s property and that it is the sole responsibility of Exhibitor to obtain business interruption and property damage insurance covering such losses by Exhibitor.

Responsibilities of ASMC:
A)ASMC will provide security during the hours that the exhibit area is closed.
B)ASMC will provide space and recognition as outlined in the PDI Sponsorship Guide.

Responsibilities of the Exhibitors:
A)The Exhibitor is responsible for damage to property. No signs or other articles may be attached to walls, floors, etc., in such a manner as to deface or damage them. Likewise, no attachments may be made to the floors by nails, screws, or any other device which would damage or mar them.
B)Exhibits must be self-contained within the booth area assigned; and no chairs, furniture or exhibit materials are to be placed outside the booth area, nor set up in such a manner as to block any aisles or exits.
C)Exhibitors displaying equipment where there is a possibility of oil dripping or other foreign matter must provide a tarpaulin, or other adequate protection to the floor, which is carpeted.
D)Exhibitors must set up and dismantle at the designated times.
E)Exhibitors must abide by union jurisdictions.
F)Exhibitors must maintain presence during all exhibit hours, and only during exhibit hours.
G)Exhibitors may not pack or dismantle their booths before 4:00 pm on Thursday, May 28, 2009. Violations will be subject to a penalty fee.
H)Exhibitor may not use copyrighted music in the exhibit hall without obtaining the appropriate licensing.

Booths:
Back and sidewall draping, one six-foot shirted table, two chairs, and identification sign are provided as part of your booth package. Booths are 10’ x 10’ units or multiples thereof and are arranged in a straight line. The back wall of any construction in a linear booth must not exceed 8’ in height including signage. All display material is restricted to a maximum height of 4’ in the front half or the front 5’ of the booth and a maximum of 8’ in the rear half or the rear 5’ of the booth. Side dividers will be 36” high. Additional booth furnishings may be obtained, at the Exhibitor’s expense, from the official decorator, Freeman Decorating. Labor to help Exhibitors erect and dismantle their exhibits must also be obtained through Freeman Decorating. A complete Exhibitor’s kit (instructions for paperwork, furniture, freight handling, labor, electrical and other services) will be provided to each Exhibitor approximately 60 days prior to the event by Freeman Decorating.

Objectionable Displays:
Displays shall not be obtrusive, noisy, or otherwise objectionable, nor shall they violate municipal, state or federal laws, rules or regulations, including safety codes.

Use of Exhibit:
Exhibitor shall not assign, sublet, or share the allotted space without the knowledge and written consent of ASMC. Exhibitors must display only the goods manufactured or dealt in by them in their regular course of business. No firm or organization not assigned exhibit space will be permitted to solicit business within the exhibit area. The ASMC reserves the right to restrict exhibits which become objectionable, and also to prohibit or to move any exhibit which, in the opinion of the ASMC, may detract from the general character of the Institute. The reservation includes persons, things, conduct, printed matter, and anything of a character which the ASMC determines is objectionable. In the event of such restriction or removal, the ASMC shall not be liable for any refund or other exhibit expenses.

Cancellation Policy:
All cancellations must be received in writing by April 1, 2009 and are subject to forfeit of 10% deposit. Sponsorships of promotional items may not be cancelled after such time as the promotional item has been ordered.

Agreement on Conditions:
Each Exhibitor, for himself and his employees, agrees to abide by these conditions, and by subsequent amendments and additions thereto; it being understood and agreed that the sole control of the Exhibit Hall rests with the ASMC.

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