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Science Education and Outreach: Forging a Path to the Future
 

Exhibitor Information & Registration

This year's ASP Annual Meeting, "Science Education and Outreach: Forging a Path to the Future" is once again expected to be 2009's largest gathering of astronomy/space science education and outreach professionals, with an expected attendance of 250 or more.

All meeting sessions will take place at the Westin San Francisco Airport and most of the participants will be staying there.

Exhibit Information

Posters and breaks will be in the same room as the exhibitors.

  • All exhibits must fit inside a 10' by 10' space.
  • Each exhibit space will be provided with with a 6' draped table, 2 chairs, and a wastebasket.
  • Electricity and Internet Access will be provided at no extra cost.

Exhibit Space Rates and Payment

BOOTH

Exhibitors will be limited to one exhibit space each. If you need to expand to a larger space, please contact us before you reserve. The rental fee is $595. All exhibit reservations will be made on a first-come, first served basis, so exhibitors are strongly encouraged to reserve space as early as possible.

Registration Instructions:

1. To reserve an exhibit space, select the appropriate box on the meeting registration form and provide the requested information. Reservations will be acknowledged promptly. Payment may be made by credit card or check.

2. Exhibitors must register to attend the meeting, at the regular registration rates, via the meeting registration form.

Exhibitor Services

Exhibitors are encouraged to set up table-top displays and/or "pop-up" backwall displays (size limit is 10' width). Exhibitors will be responsible for shipping their display materials to and from the hotel (instructions below) and for setting up and tearing down their own exhibits. The exhibit hall space will be locked after hours, but not secure beyond this; exhibitors are responsible for their own equipment. We strongly suggest removing expensive equipment at the end of the day. You may arrange for a safety deposit box with the hotel as well.

Additional services are available through the hotel at specific rates. Exhibitors are responsible for settling any additional hotel bills directly with the hotel. Please contact us below for more information.

Shipping Instructions

WESTIN SAN FRANCISCO AIRPORT PACKAGE & DELIVERY

1. The Hotel must be notified of any packages or equipment shipped to the hotel in advance of the conference.

2. Packages cannot be accepted more than (3) days prior to the conference. (September 9).

3. The Hotel will accept and handle up to 3 boxes/cartons or 100lbs on a complimentary bases. Any additional boxes/cartons will be charged $4 per box or $25 per 100lbs directly to the exhibitor.

4. Any packages or boxes that need to be shipped out of the Hotel after the conference are the sole responsibility of the Exhibitor and the Hotel assumes no liability for any such shipments. Any items left for shipping after the conference ends will be held for no longer than 2 weeks at which time the Hotel will dispose of any such items.

5. The Hotel will not assume or accept any responsibility for damage or loss of any merchandise or articles left in the hotel prior to, during, or following the conference.

6. All packages must be labeled as follows:

ASP Annual Meeting
September 12-16, 2009
Exhibitor Name
------------------------
Attn: Jessica Buletti, Convention Services
c/o Westin San Francisco Airport
1 Old Bayshore Highway
Millbrae, CA 94030

Acknowledgement

Exhibitors will be listed in the Meeting Program, along with the description they submit with their exhibit registration.

Exhibit Hours

Move in and Set Up:
Sunday September 13
11:00am - 5:00pm (hours subject to revision based on hotel requirements)
Exhibit Hours:
Monday, September 14
9:00am – 5:00pm
Tuesday, September 15
9:00am – 5:00pm
Wednesday, September 16
9:00am – 1:00pm
Tear-down and Move out:
Wednesday September 16
1:00pm to 5:00pm

For More Information

Please contact

Albert Silva
ASP
390 Ashton Ave.
San Francisco, CA 94112
ph 415-337-1100 x100
Fax 415-337-5205

 
 

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