Exhibitor Registration/Housing Guidelines
The online housing is now CLOSED. If you need to make any changes to an existing reservation or need to cancel a reservation please contact your assigned hotel directly starting on August 24, 2013. Please see your confirmation for the cancellation policy for your reservation.
If you are planning on attending the conference and have not secured a hotel reservation, you may contact ARES Housing system for citywide hotel availability at non-conference rates:
To make reservations on line click here http://arestravel.com/6127_hotel-list.html or contact the ARES Reservation Center at 1-877-300-6147
Monday – Friday 6:00 a.m. to 11:00 p.m.
Saturday 7:00 a.m. to 10:00 p.m.
Sunday 8:00 a.m. to 9:00 p.m.
Major Holidays 9:00 a.m. to 5:00 p.m.
Reservation Call Center hours are (all times are PST)
How to Register
Thursday, March 21, 2013
|Priority Exhibitor registration opens. (Link will be sent via email)|
Thursday, March 28, 2013
|Registration opens for all exhibitors.|
Thursday, July 25, 2013
|Rooming lists due. Cancellations received after this date will be assessed a $500 cancellation penalty.|
|Wednesday, August 21, 2013||Housing is closed.|
|Wednesday, August 21, 2013||
Deadline for room changes based on availability.
|Monday, August 26, 2013||Contact hotels directly.|
|Friday, September 6, 2013||Online Exhibitor Registration Site will close.|
Please note: Exhibitor booth personnel badges allow access only to the exhibit floor; they will not permit access to the educational sessions.
- Five (5) complimentary exhibitor booth personnel badges for each 10'×10' booth space purchased
- One (1) complimentary scientific full registration badge per exhibiting company
- Additional exhibit booth personnel badges may be purchased at a fee of $100 per badge
- Scientific full registration badges may be purchased at the non-member registration fee
All company representatives must produce a business card for the exhibiting company they represent in order to pick up their badge. The card must have their name printed on it, and if requested, they must be prepared to present a positive form of ID (e.g., driver’s license, military ID) to obtain a badge.
Group Pickup will be allowed on-site for companies that have registered 15 or more staff and who have submitted a badge list to ASM prior to August 9, 2013. Group badges can only be picked up by the contact specified on the official Exhibit Application and Contract. Please be aware that ASM will not make a duplicate badge without charging a $100 badge replacement fee. Badge fees are non-refundable and may only be worn by the individual named on the badge. ASM does not invoice for exhibitor badge fees.
Exhibitors and their vendors, contractors and agents must wear their ICAAC issued badges at all times in the exhibit hall, including during installation and dismantle. Supplementing the official ICAAC badge with business cards, ribbons or company badges is considered a violation of the regulations and can result in the loss of priority points by the exhibiting company. This policy applies to personnel staffing a particular exhibit for the duration of the exhibition, as well as, those who will be visiting for a short period of time.
Name badges are non-transferable and are intended for the sole use of the registered individual. Loaning your badge to another individual or swapping your badge with another registered attendee is a violation of these regulations, and can result in the loss of priority points by the exhibiting company. In addition, it is against ASM policy for an exhibitor to assist an ineligible individual in obtaining a badge or gaining access to the exhibit hall. Anyone who violates this policy will be barred from further participation in this and future meetings. In addition, the exhibiting company may be assessed the applicable on-site registration fee for the additional individual.
If it is necessary for your company to employ temporary personnel, be sure to provide them with the exhibiting company’s name, booth number, and the name of the contact at the exhibit. They must bring proof of affiliation with the temporary agency (e.g., name tag or time card), and a positive ID (e.g., driver’s license). All temporary personnel must wear a badge while on exhibit floor and be informed that the attire for ICAAC 2013 is business dress. Temporary staff badges are counted toward your complimentary badge allotment.
Unregistered exhibitor agents, vendors, and exhibitor-designated contractors who wish to access the exhibit floor during installation and dismantlement hours will be required to show proof of affiliation with the exhibiting company or exhibitor-designated contractor to receive a work badge. Work badges will be distributed from the ASM Exhibitor-Designated Contractor Registration Desk (EDC) or the Freeman Service Center.
ICAAC will continue to offer the Guest Pass Program. Invite your guests to attend ICAAC 2013 and visit you in the exhibit hall for free using our Guest Invite Program. This online tool makes it quick and easy for exhibitors to send a personalized email to customers/guests for a personalized badge, Expocard, and hotel reservations, if they wish. And because, there is no limit to how many guests you may have, feel free to extend invitations to all your customers to visit your booth in the ICAAC exhibit hall.
Your guests will be able to pick up their personalized badge onsite at the Colorado Convention Center at Attendee Registration. Guest Passes are only good for entrance to the Exhibit Hall.
We hope you will take advantage of this program and invite your customers to see you at the show using this simple and personalized process.
ICAAC has secured blocks of rooms in hotels convenient to the convention center. Each hotel participating in the official ICAAC 2013 room block has set aside a portion of the rooms for exhibitors’ use. These rooms have been set aside to ensure that exhibitors have the opportunity to reserve sleeping rooms in the hotels of their choice.
All reservations must be made through the ICAAC housing and registration vendor – Experient, Inc. Hotels will not accept direct reservations. To take advantage of ICAAC’s discounted hotel rooms, exhibitor reservations must be made by August 21, 2013. After August 21, 2013, exhibitors may not be able to receive the ICAAC discounted rates. Any organization that obtains housing outside of the ASM room block will be sanctioned. Experient will send an email to each exhibitor providing the password for accessing the ICAAC 2013 online housing and registration program.
Should your company decrease the size of booth space rented, or decide not to exhibit at ICAAC 2013, ICAAC reserves the right to decrease or cancel hotel blocks automatically. The cutoff date for room cancellation is July 25, 2013. A cancellation fee of $500 USD will be charged to the credit card provided for rooms cancelled after that date.
Application for Exhibit Space indicates the Exhibitor’s agreement to comply with all ICAAC policies, including those policies regarding housing. Housing policy compliance is also applicable to exhibitor’s staff and any appointed contractor or vendor.