APS   ‌  21st Annual Convention  ‌  May 22–25, 2009  ‌  San Francisco, CA


Exhibitor Rules and Regulations

 

General Information

Exhibit booth assignments will be made in the order in which reservations are received. The Exhibit Hall floor plan, booth assignments, and Exhibitor Service Kits will be sent out to Exhibitors in March 2009. The Association for Psychological Science reserves the right to alter the floor plan and reassign booth space at any time if deemed in the best interests of the exhibition.

Hours

Exhibit Hall hours are Friday, May 22, 2009 from 7:30 PM to 9:30 PM; Saturday, May 23, 2009 from 8:00 AM to 5:00 PM; and Sunday, May 24, 2009 from 8:00 AM to 5:00 PM. Please note the change in exhibit days to Friday through Sunday for 2009. Exhibitor hours are subject to change. Exhibitors will be informed of the final schedule via e-mail. Exhibitors are not permitted to dismantle booths or begin packing until the Exhibit Hall officially closes, on Sunday May 24, 2009 at 5:00 PM.

Booth Equipment

All standard 8' deep x 10' wide booths include one 10' draped back wall, two 4' draped side rails, and one 7" x 44" sign identifying your organization. The Exhibit Hall is carpeted, but carpet of your choice may also be rented from the exposition service company. Furniture, carpet, electricity, Internet access, and other accessories must be rented from the exposition service company using the appropriate order forms in the Exhibitor Service Kit.

Marketing

Exhibitors and Advertisers are encouraged to look through this Prospectus for other ways to market to APS Members and convention attendees. All advertising, sponsorships, receptions, and meetings at the San Francisco Marriott must be approved by the Association for Psychological Science prior to the start of the convention. Please contact us at exhibit@psychologicalscience.org if you would like to discuss other advertising or sponsorship ideas. Except in Special Events Programs, solicitations or demonstrations of products may be conducted outside of the exhibitor's 8' x 10' booth space without APS approval.

Payment and Cancellations Policy

Full payment must accompany all reservations. Exhibitors and advertisers cancelling space and notifying the Association for Psychological Science in writing prior to February 1, 2009 will receive a 50% refund of their payment; cancellations received after February 1, 2009 will not be refunded.

Special Notices

All booth equipment and furniture must be confined to the measured limits of the booth. Nothing may be taped, nailed, tacked or otherwise affixed to any part of the hotel without the written consent of the San Francisco Marriott. Any property destroyed or damaged by the exhibitor must be replaced in its original condition by the exhibitor or at the exhibitor's expense. Exhibitors are responsible for ensuring compliance with local and state sales tax laws in San Francisco, CA.

Fire Regulations

All materials to be used in the Exhibit Hall must be nonflammable and conform to the fire regulations of the city of San Francisco, CA. Material not conforming to such regulations will be removed at the exhibitor's expense. Engines, motors, or any other kind of equipment may be operated only with the consent of the San Francisco Marriott. All door openings and aisles must be kept clear by order of the Fire Marshall. Absolutely no storage of material of any type is allowed behind, beneath, or between booths. Exit signs, fire alarms, and fire extinguishers must be visible at all times.

Food and Beverages

Any food or beverages dispensed or given away at booths must be approved by the Association for Psychological Science, and prepared by the catering services of the San Francisco Marriott. Please contact us at exhibit@psychologicalscience.org for more information.

Staffing

Each Exhibitor is required to have a person monitoring its booth at all times during open hours. Because of the show hours, it is recommended that at least two people be assigned to monitor each exhibit.

Liability and Insurance

Exhibitor assumes responsibility and agrees to indemnify and defend the Association for Psychological Science and the San Francisco Marriott and their respective employees and agents against any claims or expenses arising out of the use of the exhibition premises. The Exhibitor understands that neither the Association for Psychological Science nor the San Francisco Marriott maintains insurance covering the Exhibitor's property and it is the sole responsibility of the Exhibitor to obtain such insurance. A signed release of liability will be required from each Exhibitor. More information will be provided in March 2009.

Security

Although security guards may be provided at the discretion of the Association for Psychological Science, the Exhibitor agrees to retain the sole responsibility at all times for the security of all exhibit materials. Exhibitors are strongly encouraged not to leave items of value unattended in their booths.

Music

Exhibitors are prohibited from playing copyrighted music and/or playing any music at a volume that disturbs neighboring exhibitors.

Exhibitor Registration & Housing

Each Exhibitor is given two complimentary registrations per booth reserved. Registration includes admission to the Exhibit Hall and general sessions; events that incur additional fees are not included. Additional registrations cost $50 each. The names of booth representatives should be sent to exhibit@psychologicalscience.org before the convention. Exhibitors are responsible for making their own travel and housing arrangements.

All of the Exhibitors are encouraged to take advantage of APS's specially negotiated housing rates at the San Francisco Marriott. For more information or to make a hotel reservation, please contact the San Francisco Marriott directly 1-800-228-9290 and ask for the APS special rate. Room rates at the San Francisco Marriott for guests attending Convention are $169.00 + tax per night. This rate will be available starting in fall 2008.

 

Questions? Contact exhibit@psychologicalscience.org