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Exhibitor Logistics

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Download the PDF here: 2018 Drosophila Floorplan

Applications for space and all required information and documents must be received on or before the established deadlines. Applications may be refused or booth space restricted due to space limitations or other reasons determined by the GSA management.

Space assignments for commercial booths will be made based on date of receipt of completed application, including product descriptions and full payment of applicable fees, on a first-received (date stamped), first-assigned basis. Space assignment for not-for-profit booths will be made no later than January 10. The final arrangements will be determined by Exhibit Management in such a way as to produce the most advantageous grouping of exhibits. GSA shall have no liability if the space location assigned is not as requested.

A description of products and services to be displayed must be received no later than January 8, 2018, along with the application and full payment, as part of this application for review by GSA and to assure inclusion in the Guide to Exhibits and official meeting program.

Exhibitors may begin dismantling and packing materials on Saturday, April 14, at 4:00 pm. All exhibitors must have all exhibit materials packed and removed (or ready for removal by the decorator) from the exhibit area by 10:00 pm on Saturday, April 14.

Download the PDF here: Online Service Kit

Booth cleaning, electrical supply, internet, phone lines and AV services are not included in the exhibit fee, and exhibitors are encouraged to order these services before show opening.

A form for ordering booth cleaning will be included in the Service Kit.

Electrical, AV, Internet and Phone order forms will also be available in the Service Kit.

All forms must be completed and submitted according to instructions on the forms.

Exhibiting companies must supply the name(s) of their representative(s) in advance for badge preparation. Exhibitor employees who are registered in advance will receive their badges by mail, if their names are received by Exhibit Management by February 23, 2018. This will allow them to enter the exhibit hall directly. Employees registering after that date must pick up their badges at the Registration Desk on site by providing valid company identification.

Exhibit personnel not pre-registered or who did not receive their badges, may register at the main Conference Registration Desk. Exhibitors must have a badge to enter the exhibit area and scientific sessions.

Only full or part-time paid employees of the contracting company are considered exhibit personnel.

Please complete the Exhibit Personnel Registration form and e-mail to Suzy Brown at sbrown@genetics-gsa.orgby February 23, 2018.

Every effort will be made to ensure that only properly identified and authorized registrants enter the exhibit area. To this end, an exhibiting company representative must accompany their guest to the onsite registration desk for a badge. Badges will be made available in limited numbers for exhibitor guests. Guests are defined as individuals the exhibitor wishes to invite to view their display that would not otherwise be registering for the meeting. Guest of Exhibitor badges permit entry only to the commercial exhibits area and do not authorize entry to scientific sessions or to the scientific poster area.

Spouses of exhibitor representatives may obtain a temporary badge when escorted by the representative and showing appropriate identification. Guests will only have access to your booth in the exhibit hall and it is your responsibility to escort them out of the hall when your appointment time is complete. Guests will not be permitted in scientific sessions including the posters. Guests will have a maximum of two hours to visit your booth and must pick up their badge on site at the conference registration desk. Anyone wishing to attend any other part of the conference must register as an attendee.

It is the responsibility of the exhibiting company and its representatives to inform guests of all rules and regulations.

Wednesday, April 11, 10:00 am-4:00 pm

Please note that children under the age of 12 are not permitted in the exhibit hall during set-up or dismantling of exhibits. A labor crew will be available on set-up day in accordance with advance orders. Exhibitors are urged to order all necessary labor and services in advance. A complete set of service order forms is available online in the GES Service Kit.

All exhibit material must be unpacked by 3:00 PM, Wednesday, April 11, to permit removal of empty crates and cartons from the exhibit area. Any exhibit that is not unpacked by this time will be placed in storage and can be returned only after the exhibits close on the first day of exhibiting or GSA Exhibit Management may order the exhibit set up by the decorator and the cost charged to the exhibitor. No refuse, such as empty cartons, may be placed in the aisles after the final sweeping of aisles in the exhibit area. Booth space cleaning is not included in the cost of the booth and must be ordered in advance.

Deliveries or removal of equipment must be made before or after exhibit hours. A Request to Remove Materials form must be obtained from Exhibit Management to remove any material or equipment before Saturday, April 14 at 4:00 PM. Once the exhibit hall officially opens on Wednesday night at 9:00 pm, April 11, nothing may be removed before 4:00 PM, Saturday, April 14.

Under the terms of this License Agreement, it is understood that exhibitors are expected to leave the Exhibit Hall in the same condition in which they found it and should not make or attempt alterations of any kind without express written permission from GSA Exhibit Management and the conference facility.

Exhibitor assumes entire responsibility for its property and activities, and hereby agrees to protect, indemnify, defend and save The Genetics Society of America, the Philadelphia Marriott, GES, Exhibit Management and their respective employees and agents harmless against all claims, losses, and damages to persons or property, governmental charges or fines, and attorneys' fees arising out of or caused by Exhibitor's installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof, excluding any such liability caused by the sole negligence of the parties referred to above. In addition, Exhibitor acknowledges that The Genetics Society of America, the Philadelphia MarriottGES, and Exhibit Management do not maintain insurance covering Exhibitor's property or activities and that it is the sole responsibility of Exhibitor to obtain insurance covering all risks and perils.

Download the PDF here: Online Service Kit

The Exhibit Hall will be open to meeting registrants on a 24-hour basis beginning at 5:00 PM on Wednesday, April 11 until 4:00 PM on Saturday, April 14. GSA will have a security guard posted at the entrance to the Hall for the sole purpose of assuring the safety of meeting registrants.

The security guard is not intended to secure the property of exhibitors, employees of exhibitors or others. Exhibitors are solely responsible for the security and safety of their equipment and materials. The exhibitors should consider hiring security to guard their exhibit and materials during times when exhibitor’s personnel are not staffing the exhibit. The GSA and its employees, the Philadelphia Marriott, the Drosophila Board of Directors, GES, and the contracted security company will not assume liability for any losses of any materials nor items taken from the Exhibit Hall nor from the conference facility. Exhibitors are expected to take all appropriate measures to safeguard their displays and equipment.

Exhibit Decorator Contact

General Exposition Services (GES)
Limerick Business Center
205 Windsor Rd
Pottstown, PA 19464
E-mail: info@generalexposition.com
Phone: 610-495-8866
Fax: 610-495-8870

GES will store boxes and containers for exhibitors. Empty crates, boxes and cartons must be removed from the exhibit area by 4:00 pm, April 11. These materials should be nested as much as possible. Do not store anything of value in crates going into storage. "Empty" stickers, which must be placed on all containers to be stored and returned at the close of the exhibit, will be available from GES personnel during move-in hours. Containers, boxes and cartons not labeled with an "Empty" sticker will be considered refuse and will be disposed of. Boxes and cartons may not be stored behind exhibit space back drapes. Boxes and containers retained by exhibit personnel may be brought back to the exhibit area at 4:00 pm on Saturday, April 14. Exhibitors may pack displays and must remove them (or have them ready for removal) by 10:00 pm.

Exhibit Management Contact

Suzy Brown, CMP
The Genetics Society of America
9650 Rockville Pike
Bethesda, MD 20814-3998
Telephone: (301) 634-7341
Fax: (301) 634-7079
E-mail: sbrown@genetics-gsa.org

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