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Conference Policies - 2018 Annual Conference
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ASTR/TLA 2018 Annual Conference, November 15-18 in San Diego, CA


PCI & Prepayment

Due to PCI Compliance, please do NOT provide any credit card information via email. Call, mail or fax it in only, or use our secure online payment system.

Prepayment is required for registration. All registrations must be accompanied by full payment/purchase order to reserve your place at the conference.


Cancellations & Refunds

General Attendees

General attendee cancellations must be submitted online prior to October 17, 2018 to receive a 50% refund. No refunds will be accepted after this date. However, if at any point a change in US travel and/or visa policies makes it impossible or particularly arduous for a registrant to travel to the conference, they should contact Jill Stevenson, the Vice President for Conferences, at vpconferences@astr.org with complete details in order to receive a refund. Registrants may also contact the Vice President for Conferences if they need official letters confirming their participation for visa or funding reasons.

Sponsors, Exhibitors, & Advertisers

All sponsorship, exhibit booth, and advertisement cancellations must be submitted online by October 3, 2018 to receive a 50% refund. No refunds will be given after this date. If ASTR cannot hold the conference due to acts of God, war, government regulations, disaster, strikes, civil disorder, or curtailment of transportation facilitating other emergencies making it inadvisable, illegal, or impracticable to provide the facilities or to hold the meeting, each prepaid registrant/exhibitor will receive a copy of conference handouts and any other materials that would have been distributed. Fixed conference expenses will be paid from the pre-registration funds. Remaining funds will be refunded to pre-registrants/exhibitors. ASTR is not responsible for any other costs incurred by pre-registrants/exhibitors in connection with the conference.

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Photo/Video/Audio Consent & Release

We reserve the right to use any photograph/video taken at our events, without the expressed written permission of those included within the photograph/video. We may use the photograph/video in publications or other media material produced, used or contracted including but not limited to: brochures, invitations, books, newspapers, magazines, television, websites, etc. To ensure the privacy of individuals, images will not be identified using full names or personal identifying information without written approval from the photographed subject.

By attending our events, you acknowledge that you are in a public place, and that attendees (including ASTR volunteers) may capture your image in photos and videos. Nevertheless, ASTR encourages event attendees to exercise common sense and good judgment, and respect the wishes of other attendees who do not wish to be photographed at the events. If you see any photos or profiles about yourself on the site that you would like removed, please contact our main office at info@astr.org or 1+ 651-288-3429.

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Enforced Exhibiting Policies

Please review in detail the exhibiting policies. All policies will be firmly enforced. Exhibitors must agree to adhere to all ASTR guidelines, policies, and procedures when submitting an application to exhibit.

Early Departure Penalty: $250 USD

To enhance the experience of attendees in the exhibit hall, ASTR requires that all exhibit booths must remain fully set up and attended by a company representative until the specified tear-down time. To assist in enforcing this policy, ASTR has instituted an early departure fee of $250 USD that will be assessed to any company that begins to dismantle its booth or leaves its booth unattended before the official tear down time denoted in the exhibitor prospectus. Payment of this fee will be required before the company is allowed to register for booth space at the following annual conference and the company will be placed at the bottom of the list for booth assignments at the next annual conference. ASTR is dedicated to making our attendee and exhibitor experience enjoyable and educational at all times. Thank you for your continued support and cooperation on this matter.

Exhibit Materials and Activity

ASTR reserves the right to prevent any exhibitor from displaying beyond the bounds of the exhibitor’s rented exhibit space: noisy electrical devices (ex. loud appliances, machines, games), smells/scents that are offensive or commonly cause allergic or physical reactions (ex. industrial smells, chemical smells, nail polish, cleaners), displays, fire hazards (ex. open flames, highly flammable fumes), costumed mascots, live animals or anything which may prove objectionable. All aisles must be kept clear of displays. Inventory must be discreetly stored within an exhibitor’s booth space. The rights and privileges of an exhibitor shall not be infringed upon by any other exhibitors. Exhibitors are allowed to sponsor prize drawings within their exhibit space. Any limitations on registering for or accepting the prize must be prominently displayed in the exhibit space.

Promotion of Sponsorship or Exhibit

Use of the ASTR logo in any promotions of the conference is subject to approval by ASTR. Using the logo without permission can result in a forfeiture of your exhibit booth and/or sponsorship. Please submit any proposed ads that use the ASTR logo to Briana Baker at brianab@astr.org for approval.

ASTR Bingo Card Drawing

Attendees will receive a bingo card with a listing of all exhibitors and must obtain at least 90% of the exhibit booth signatures to be qualified for the drawing. Drawings will take place at the conclusion of the Annual Meeting on Saturday, November 17, 2018. Bingo Card Drawing items will be listed on onsite materials that are distributed to all attendees. If you wish to contribute an item for the bingo card drawing, you must be present to give away the prize on Saturday afternoon. Please indicate your participation on the application form. Prizes may not exceed $100 in value. The $100 prize limit will be strictly enforced onsite. Prizes will be reviewed by ASTR staff prior to the giveaway. One prize drawing per company. The bingo drawing will take place on Saturday at approximately 2:30 pm.

Exhibitor Door Prize Drawing

Exhibitors have the option to give away a door prize at their booth. Door prize drawing items will not be listed in onsite materials. There will be a board in the exhibit hall on Saturday for you to post your door prize winners’ names. Exhibitors are responsible for contacting the winners directly. ASTR is not responsible for any prizes that are won and not collected.

Electricity

If your booth requires electricity or any other A/V needs, be sure to order those services accordingly from the packet provided by the show decorator.

Security

The exhibit hall will be locked and accessible by ASTR staff only during non-exhibit hours. However, please keep in mind that ASTR and The Westin San Diego Gaslmap Quarter do not guarantee to protect the exhibitors against any loss or damage of any kind.

Insurance and Disclaimer

Exhibitor hereby assumes entire responsibility and hereby agrees to protect, defend, indemnify and save the hotel, its owners, and its operator, and each of their respective parents, subsidiaries, affiliates, employees, officers, directors, and agents harmless against all claims, losses or damages to persons or property, governmental charges or fines and attorney fees arising out of or caused by its installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof, excluding any such liability caused by the sole gross negligence of the hotel and its employees and agents. Exhibitor shall obtain and keep in force during the term of the installation and use of the exhibit premises, policies of Comprehensive General Liability Insurance and Contractual Liability Insurance, insuring and specifically referring to the contractual liability set forth in this exhibit agreement, in an amount not less than $2 million combined single limit for personal injury and property damage. The hotel, its owners, and its operator shall be included in such policies as additional named insureds. In addition, exhibitor acknowledges that neither the hotel, its owners, nor its operator maintain insurance covering exhibitor’s property and that it is the sole responsibility of exhibitor to obtain business interruption and property damage insurance insuring any losses by exhibitor.

Shipping Information

An exhibitor service kit will be provided to all confirmed exhibitors and will include shipping information. The hotel will receive, store, and deliver your package directly to your booth, and will be on-site Saturday to assist with return shipments if necessary.

The Westin San Diego Gaslamp Quarter
910 Broadway Circle
San Diego, California, 92101
Attn: 2018 ASTR Conference
Briana Baker, Event Manager

All shipments should arrive no earlier than Wednesday, November 14, 2018.

* Handling fees will be incurred based on the weight of each item shipped. Please use shipping labels, provided by ASTR, for each item shipped. Please also complete the inbound shipping form and send directly to the contact listed. You are responsible for any additional charges that you may incur from the hotel.

Registering Your Exhibit Booth Representatives

ASTR will request your company exhibit/sponsor representatives’ names in October. A form will be sent to your main exhibit contact to submit your representative names. Each booth includes exhibitor registration for two representatives. You may purchase up to two more registrations per booth. The cost for additional representatives is as follows:

Early Bird Rate (on/until October 12): $150 USD
Standard Rate (after October 12): $200 USD
Onsite Rate (November 15-18): $225 USD

No refunds will be provided for representative registrations.

Representative registrations cover the Thursday opening reception and breaks in the exhibit area. The representative registration does not include participation in the awards luncheon, breakout sessions, or any other conference activities.

Confirmation

A registration confirmation will be emailed to your company’s contact upon receipt. Your booth assignment will be emailed to your designated company contact. A final confirmation with important onsite information will be sent to all exhibitor representatives.

Assignment of Space

ASTR will make final assignment of booth space considering conference sponsorship, and date registration was received. We will accommodate your requests as much as possible, but cannot guarantee that you will be assigned to any of the spaces requested or not be placed near a competitor. Exhibit space is available on a first-come, first-served basis.

Registration Deadlines

Exhibit space is available on a first-come, first-served basis. The deadline for inclusion in the conference program booklet is October 3, 2018. Any exhibit booth registrations after October 3 will not be included in the final conference program booklet.

Additional Exhibitor Information

  • Only one company per exhibit space will be permitted.
  • Attaching/hanging marketing materials from the ceiling in the exhibit hall is not allowed.
  • Exhibiting companies who wish to provide food/beverage for attendees must order directly through the conference hotel.
  • Lead retrieval systems will not be used at the ASTR Annual Conference.
  • All exhibit set-up and materials must stay within the given footprint layout set by ASTR.
  • All exhibit booths will be limited to 4 representatives (2 included with registration and up to 2 additional paid representatives).
  • Any additional people who plan to be at your company’s booth must be included in your representative limit. This includes photographers, caricature artists, etc.
  • Exhibitors and Sponsors are welcome to attend Thursday opening reception, lunches and breaks
    in the exhibit area. Exhibit space does NOT include participation in the gala awards dinner, ASTR pre-workshops, concurrent educational sessions, or keynote presentations.
  • Interactive displays (photo booths, money machines, etc.) must be approved by the ASTR office prior to the conference.
  • Exhibitors/sponsors must not sponsor/hold any events during conference hours or the hours of any official ASTR functions from Thursday, November 15 through Sunday, November 18, 2018.

Any vendor not adhering to the above will be ineligible to exhibit at the next ASTR conference.

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