Exhibitor Registration

How to Register

Exhibitor Registration

Toll Free 1-800-974-3621
International 847-996-5876

Important Dates

March 2014
Priority Exhibitor registration opens. (Link will be sent via email)
March 2014 Registration opens for all Exhibitors. Exhibitor Registration Guidelines (PDF)
July 25, 2014 Deadline for room changes based on availability.
July 29, 2014

Rooming lists due. Cancellations received after this date will be assessed a $500 cancellation penalty per room.

August 15, 2014 Badge list of 15 or more registered by this date can participate in on-site Group Badge Pickup.
August 18, 2014 Deadline for room changes based on availability.

Registrant names must be assigned to rooms by August 18.  Experient will accept registration changes and corrections up through the show.  Please note there will be a $100 name change fee after August 18.
August 18, 2014 Housing is closed.

IMPORTANT NOTICE: Please make sure your arrival and departure dates are correct. Some hotels may charge a fee if you check out prior to your scheduled departure date.
August 22, 2014 Contact hotels directly for changes/cancellations/new reservations.
September 3, 2014 Internet site will close.


Hotel Accommodations

ASM has secured blocks of rooms in hotels convenient to the convention center.  Each hotel participating in the official ICAAC 2014 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 ASM’s housing and registration vendor – Experient, Inc. Hotels will not accept direct reservations. To take advantage of ASM’s discounted hotel rooms, exhibitor reservations must be made by July 29, 2014. After July 29, 2014, exhibitors may not be able to receive the ASM 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 asm2013 online housing and registration program.

Should your company decrease the size of booth space rented, or decide not to exhibit at asm2013, ASM reserves the right to decrease or cancel hotel blocks automatically. The cutoff date for room cancellation is July 29, 2014. 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 ASM policies, including those policies regarding housing. Housing policy compliance is also applicable to exhibitor’s staff and any appointed contractor or vendor.

Travel Agency/Airline Discounts

Through a partnership with MacNair Travel Management, the American Society for Microbiology is able to offer you the most convenient travel accommodations possible.  Receive these benefits when you book your flight through ASM.  

  • Access all airlines, including low cost carriers
  • Book online or call an ASM travel consultant for personal service
  • Earn miles with your personal frequent flyer account
  • Select your seat assignment and make special requests
  • Receive discounts from the official airline carriers

Visit www.macnairtravel.com/ASM.html. A $10 booking charge will apply.

Shuttle Information

Limited shuttle service will be provided between the official hotels in the ICAAC 2014 block that are not in walking distance to the convention center for registered attendees and exhibitors. Shuttle service will begin on Friday, September 5, and continue through Tuesday, September 9.  For additional details on the ICAAC 2014 shuttle, please stay tuned.

Convention Center Information

As one of the country’s most accessible cities, Washington is surrounded by three major airports, Amtrak, and a first-rate subway system, Metro. The Walter E. Washington Convention Center is located between 7th and 9th Streets and N Street and Mt. Vernon Place in downtown DC, right across from Carnegie Library at Mt. Vernon Square.


Over 3,000 public parking spaces are available in a three block radius of the facility. These parking garage spaces are available on a first come, first serve basis. You can download a copy of the convention center’s parking map online at: http://www.dcconvention.com/Venues/GettingHere/Convention-Center-Parking-Map-2011.aspx


The Walter E. Washington Convention Center is located on the Yellow/Green Metro line, at the Mt. Vernon Sq/7th St-Convention Center Metro stop. See www.wmata.com for more information.