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Exhibitor registration for the 2009 National HIV Prevention Conference is now closed. If you would like to exhibit, please see a teamPSA representative at the Exhibit Registration Booth on-site at the conference. The booth is located in the Grand Hall Foyer at the Hyatt Regency Atlanta Hotel.
Exhibiting at the Conference
The Conference Program Committee is pleased to offer exhibiting opportunities at the 2009 National HIV Prevention Conference. The Exhibit Hall will be located in the Grand Hall of the Hyatt Regency Atlanta Hotel. GES Exposition Services is the official Exhibit Hall decorator.
Who Should Exhibit
Federal and State agencies, public and private corporations and foundations, national AIDS organizations, AIDS service organizations, and pharmaceutical companies. Exhibitors should be interested and engaged in HIV prevention.
Standard Exhibitor Benefits
Each 10-foot-by-10-foot reserved booth includes:
- An 8-foot backdrop
- A 3-foot-high side rail
- Standard booth drapery
- Organization identification sign (7 inches by 44 inches)
- One 6-foot draped table
- Two chairs
- One wastebasket
- One complimentary full conference registration
- One complimentary "Exhibit Hall Only" badge
- Organization listing in selected conference publications
Exhibit Hall Features
- Site of daily morning and afternoon break
- Conveniently located close to plenary sessions, registration area, and breakout rooms
- Overhead lighting and air conditioning
- Carpeting throughout
Exhibit Booth Rates
- Business/Corporate $1,550.00
- Government $1,150.00
- Nonprofit Organization $ 750.00
Exhibit Rules and Regulations
All products and services must be related to HIV/AIDS prevention.
Payment
Full payment must accompany the exhibit reservation application. Applications will not be processed unless full payment is received. All reservation applications and payments must be received or postmarked by July 27, 2009. The exhibit fee covers the exhibit space and all the benefits listed under "Standard Exhibitor Benefits." Additional services or equipment (e.g., electricity, telephone service, furniture) are not covered by the exhibit rental fee and must be purchased directly from GES Exposition Services, the conference's official Exhibit Hall decorator.
Fees should be paid in U.S. dollars by check, money order, or credit card (MasterCard, VISA, or American Express). Checks and money orders should be made payable to National Minority AIDS Council (NMAC).
Payment of registration fees should be mailed to:
National Minority AIDS Council
ATTN: Paul Woods
1931 13th Street, NW
Washington, DC 20009
Cancellation/Refund
Written cancellations that are postmarked by August 10, 2009, will be honored. Refunds less a $50 administrative fee will be returned 6-8 weeks following the conference. Cancellations received after August 10, 2009, will forfeit 100 percent of the registration fee. Please note there will be a $30.00 returned check fee and or credit card decline fee.
Official Exhibit Decorator
The conference's official Exhibit Hall decorator is GES Exposition Services. Upon receipt of full payment, GES will send the exhibitor a service kit containing the forms for service requests (e.g., computer hookups, equipment/furniture rentals, telephones), shipping instructions, and material handling rates. It is the responsibility of each exhibitor to contact GES for special needs, including freight handling.
The exhibit reservation application shall be considered a binding agreement between the exhibitor and the 2009 National HIV Prevention Conference, subject to the rules and regulations assigned by the conference organizers.
Liability
The sponsor, co-sponsors, and partners of the 2009 National HIV Prevention Conference and their staffs have no liability to any exhibitor for any personal injury, death, or damage to property (including display area) occurring and/or arising from actions of the exhibitor, his/her employees, agents, or licensees. Each exhibitor, in making application to reserve booth space, agrees to protect, indemnify, and hold harmless the conference sponsor, co-sponsors, partners, and their staffs, as well as the Hyatt Regency Atlanta, the Hyatt Corporation, and GES Exposition Services from any and all claims, liability, damages, or demands which may arise from or be asserted in connection with the foregoing undertaking and responsibilities of the exhibitor.
Insurance
It shall be the responsibility of each exhibitor to maintain insurance coverage against injury to persons or damage to or loss of property or to meet its obligations under this agreement, in such amounts as the exhibitor shall deem adequate. Insurance will not be provided by the 2009 National HIV Prevention Conference, its sponsors, co-sponsors, or partners.
Restrictions
Nothing shall be posted, nailed, screwed, or otherwise attached to columns, walls, floors, or other parts of the building or furniture. Anything in connection therewith, necessary or proper for the protection of the building, equipment, or furniture will be at the expense of the exhibitor. The subletting, assignment, or apportionment of the whole or any part of the exhibitor's space, by an exhibitor, is prohibited.
Onsite Sales
Exhibitors may sell merchandise from booths during the Exhibit Hall hours of operation. Alcohol or tobacco products will not be sold or distributed by exhibitors at anytime during the conference. Exhibitors may distribute or sell small food items or beverages (e.g., candy and bottled water). However, extensive food or coffee service must be coordinated through the catering department of the Hyatt Regency Atlanta Hotel.
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Conference and website planning
by Professional and Scientific Associates, Inc. |
Website Design:
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