Meeting Organizers

Fernando Pardo-Manuel de Villena - Chair
University of North Carolina, Chapel Hill

Dmitri Petrov - Co-Chair
Stanford University

Matthew Hahn
Indiana University

Hopi Hoekstra
Harvard University

Lauren M. McIntyre
University of Florida

Matt Rockman
New York University

PEQG Home      Exhibitor Logistics

Exhibitor Logistics

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

Table space assignments 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. 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 March 1, 2018, along with the application and full payment, as part of this application for review by GSA and to assure inclusion in the meeting program book.

Exhibitors may begin dismantling and packing materials on Tuesday, May 15 at 10:00 pm. All exhibitors must have all exhibit materials packed and removed from the exhibit area by 9:00 am on Wednesday, May 16.

Exhibitors are responsible for shipping their exhibit materials directly to the hotel. Shipments should not arrive at the hotel before May 10 and should be addressed as follows:

Address for shipments:

Your Name
Hotel guest arriving May ?, 2018
The Madison Concourse Hotel
PEQG Conference
2 Dayton St.
Madison, WI 90024
Note – there may be a surcharge for packages

Booth cleaning, electrical supply, internet, phone lines and AV services are not included in the exhibit fee.

Exhibiting companies must supply the name of their representative in advance for badge preparation. Badges can be picked up at the Registration Desk on site by providing valid company identification.

Exhibit personnel not pre-registered, may register at the 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. Additional booth representatives may register for the meeting by going to the meeting registration page.

Please provide the name of your (complimentary) booth representative to Suzy Brown at sbrown@genetics-gsa.org no later than March 29, 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.

Sunday, May 13, 1:00 pm-5:00 pm

Please note that children under the age of 12 are not permitted in the exhibit area during set-up or dismantling of exhibits.

All exhibit material must be unpacked by 5:00 PM, Sunday, May 13

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 Madison Concourse Hotel, 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 Madison Concourse Hotel, 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.

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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