EXHIBITOR MANUAL Thank you for choosing to exhibit at the 2018 ISPE Facilities of the Future conference. This Exhibitor Manual was designed to make it easier for you to plan for the conference and provide you with all the important exhibit details in one place. EXHIBIT HALL HOURS 20 February, 2018 Exhibitor move-in: 0700 1400 Exhibits open: 1445 1530 21 February, 2018 Exhibits open: 0930 1530 Exhibitor move-out: 1530 https://www.ispe.org/conferences/2018-facilities-future
HOTEL Bethesda North Marriott Hotel & Conference Center 5701 Marinelli Road Rockville, Maryland 20852 Hotel: +1 301-822-9200 Reservations: +1 800-859-8003 Check in: 1600 Check out: 1200 Reservation Instructions Room rate of US $169.00. Make reservations online or by calling +1 800-859-8003. When making your reservation by phone, mention ISPE for the discounted rate of US $169 single/double. This rate is good until Monday, 29 January 2018, or until the room block is full, whichever comes first. Please contact the hotel as early as possible to make your reservations to ensure you are in the headquarters hotel. Reservations may be canceled up to 24 hours prior to arrival without penalty. Airport Airport: Ronald Reagan Washington National Airport - DCA Distance from hotel: 23 miles / 37.02 kilometers Approximate Travel Time: 45 minutes Airport: Washington Dulles International Airport - IAD Distance from hotel: 25 miles / 40.23 kilometers Approximate Travel Time: 45 minutes Transportation Taxi From IAD: US $60 (one way) From DCA: US $55 (one way) Metro Metro Silver Line ISPE does not use a 3rd party organization to represent ISPE events and training. ISPE does not authorize any other housing company or independent broker to make housing reservations or take registrations. If you are contacted by a company other than ISPE, please do not provide them with your contact or credit card information, these transactions could be fraudulent. And, please notify ISPE members services immediately at +1-813-960-2105.
SHIPPING & RECEIVING ISPE has not contracted a service contractor for this conference. Exhibitors need to make their own arrangements for shipments to and from the Hotel. All packages received and shipped by the Bethesda North Marriott Hotel and Conference Center team will incur a handling fee. Packages may arrive to the Hotel up to three days prior to the conference and must be picked up, by the carrier of your choice, no later than two days after the conference. Packages in the Hotel s possession outside of this specified number of days will incur a storage fee. To arrange for packages to be shipped, delivered, or picked up from the Bethesda North Marriott Hotel and Conference Center, you will need to call the Marriott s Shipping and Receiving Department prior to your packages arriving at the hotel. Bethesda North Marriott Hotel & Conference Center 5701 Marinelli Road North Bethesda, MD 20852 Shipping & Receiving Department: +1-240-426-0995 Note: You will need to complete and fax Marriott s Shipping and Receiving Authorization form, which is found on the next 2 pages of this manual.any BEWARE OF SCAMS! Any company that contacts you stating they are a vendor for the ISPE Facilities of the Future Conference and can help with your shipment, are fraudulent. DO NOT give them your personal information or credit card number. Have questions? Contact us!
Shipping and Receiving Instructions And Authorization Form All packages received and shipped by the Bethesda North Marriott Hotel and Conference Center team will incur a handling fee. Packages may arrive to the Hotel up to three days prior to your scheduled event and must be picked up, by the carrier of your choice, no later than two days after your event. Packages in the Hotel s possession outside of this specified number of days will incur a storage fee. The Bethesda North Marriott Hotel and Conference Center s Shipping and Receiving Department is open Monday-Friday from 8:30am-5:00pm. Requests for the delivery or drop off of packages outside of these hours are subject to additional handling fees of $10.00 per package. To arrange for packages to be shipped, delivered, or picked up from the Bethesda North Marriott Hotel and Conference Center please call our Shipping and Receiving Department at 240-426-0995. This form must be faxed to our Hotel, attention: Shipping and Receiving Department prior to your packages arriving. Our Hotel fax number is 301-822-9201. Name as it appears on the credit card: Cardholder Information Card Type: Visa MC Amex Discover Other: Account Type: Individual Corporate Company Name: Account Number: Exp. Date: Address: City, State, Zip: Phone Number: Alternate Number/Fax: Event Information Event Name: Company (if applicable): Phone Number: Event Date(s) Alternate Number/Fax: Event Manager:
Shipping and Receiving Instructions And Authorization Form Handling Fees: 0 5 lbs $5.00 6 20 lbs $10.00 21 50 lbs $30.00 51 75 lbs $50.00 76 100 lbs $70.00 Over 100 lbs $70.00 + $.40 per pound, per item Pallets/Crates $200.00 Storage Fees: Packages delivered more than (3) days before event date will be assessed a storage fee of $25.00 per item per day. This applies for packages left on property (2) days after the function/event has ended. Packages, equipment, signs, etc., will be disposed of after two days. I certify that all information is complete and accurate. I hereby authorize BETHESDA NORTH MARRIOTT to collect payment for shipping & receiving charges indicated in the handling fee and storage section of this form by processing a charge to the credit card listed above. Charges must not exceed. I certify that I am the authorized signer of the credit card listed above. Cardholder Name: (Print) Cardholder Signature: Date:
EXHIBITOR BADGE REGISTATION Two complimentary exhibitor registrations are included with all table top exhibit packages. One additional badge can be purchased at a cost of US$350. What s Included: Access to Opening Keynote Session Welcome Reception in Exhibit Hall Lunch & Networking Breaks in the Exhibit Hall How to Register: Complete the Exhibitor Badge Registration form and email it to Robin Lane at rlane@ispe.org. The form can be found on the Exhibitor Resources web page on the conference website. Cancellations/Substitutions: Additional exhibitor badge cancellations must be made in writing. If cancellations are received by 20 January 2018, a full refund, minus a 10% handling fee (maximum of $100), will be issued. After that time, no refunds will be granted. If you are unable to attend, substitutions will be accepted. ISPE is not responsible for lost airfare due to cancellations.
EXHIBITOR DIRECTORY LISTING Each exhibit package includes a listing in the 2018 Facilities of the Future Conference Exhibitor Directory. Online Directory: Each exhibiting company is responsible for submitting their listing through the online directory submission form Listings are seachable by category and keyword by products or services EXHIBIT MARKETING Pre-show promotions are an effective way to drive attendance to your exhibit. There are graphics available for use on your website, email blasts, flyers, and advertisements to promote your participation at the 2018 Facilities of the Future Conference. Download them today! 2018 Facilities of the Future Conference on Twitter #ISPEFoF Get Social! Use the official conference hashtag in your social media marketing efforts - #ISPEFoF and we will retweet them. POWER & A/V EQUIPMENT Electric is not included with exhibit packages. If you will need power or would like to order Audio/Visual equipment, you will need to place an order with the hotel. The order form is included in this manual.
5701 Marinelli Road, North Bethesda, MD 20852 (p) 301.822.9200 (f) 301.822.9203 INTERNET - DATA PRICE QTY TOTAL Internet Connections $ 12.95 Event Name: Dedicated bandwidth(webcast) $ 650.00 Company: Power Address: 110V 20AMP dedicated circuit $100.00 City: State: Zip: COMPUTER PRICE QTY TOTAL Phone #: Fax #: Laptop Computer $ 250.00 Email: Laser Jet Printer (black & white) $ 250.00 On Site Contact: Laser Jet Printer (color) $ 350.00 Event Room: Booth #: Set Up Date: Time: EQUIPMENT PRICE QTY TOTAL Removal Date: Time: 6' Brass Easel $ 15.00 42" Monitor/DVD Package $430.00 60" Monitor/DVD Package $690.00 LCD Projector (3200 Lumens) $ 750.00 19" Flat Panel Monitor $ 200.00 60" Monitor and Stand $600.00 PLEASE FAX FORM ATTN: EVENT MANAGEMENT 2017 AUDIO VISUAL EXHIBIT ORDER FORM All Charges are on a per day basis. A 6% State Tax & 23% Service Charge which includes set-up & Teardown will be applied to all orders. All Cancellations require 72 hours notice or full rental charges will apply. 42" Monitor and Stand $ 350.00 Credit Card #: Wireless Microphone $ 150.00 Type: Direct-In-Dial (own phone #) $ 100.00 Expiration Date: Conference phone $ 250.00 Name on Card: Signature: INFORMATION ISPE Facilities of the Future Conference PAYMENT BY CHECK PLEASE MAIL FORM & CHECK TO: Bethesda North Marriott Hotel, 5701 Marinelli Road, North Bethesda, MD 20852 *Please include a copy of the Audio Visual Exhibit Order Form when mailing check PAYMENT BY CREDIT CARD PLEASE NOTE SUBTOTAL NUMBER OF DAYS NEEDED Sub total x Installations occuring before 7:00am, after 6:00pm, weekends & Holidays, with multiple phone lines, features, and remote locations are subject to additional technician fees. Credit or Payment MUST be established before installation. Connect, Disconnect & Materials fee will be charged for lines not obtained through the hotel Service Charge 23% X Sub total SALES TAX 6% + All Orders MUST be received at least 7 days prior to installation date. Event Manager: HOTEL USE ONLY TOTAL $ *FEES ARE SUBJECT TO CHANGE WITHOUT NOTICE* PMS#: Updated: 7/14/10
EXHIBIT RULES & REGULATIONS Please review the following restrictions and guidelines carefully. These restrictions will be enforced in a very strict manner by the ISPE staff in order to secure equal opportunities and consistent Table Top Exhibits throughout, as well as comply with local fire codes. Only one Exhibiting Company per table will be authorized. Each individual company must have a separate table. Subletting of space will not be allowed. Exhibits must be staffed at all times during Exhibition hours. Exhibit registration includes two (2) Exhibitor badges and one (1) additional may be purchased. Exhibitors may not take down displays before closing hours. Exhibits should be as simple as possible and must conform to the following: The entire Exhibit must be confined to the top of the table only (nothing will be allowed to hang off, be located underneath, behind, in front or alongside of the table) without prior permission. Displays must fit on the table top with a maximum height of 60 inches (152.40cm) from the top of the table. ISPE reserves the rights to restrict Table Top Exhibits which are objectionable because of size, noise, glaring or flashing lights, method of operation, or any other reason and, therefore, to prohibit or evict any Exhibitor who, in the opinion of ISPE, may detract from the overall good of the Exhibit. This reservation includes person, conduct, printed matter or anything ISPE judges to be objectionable. Any failure to comply with the above restrictions shall result in exclusion from participation in future ISPE table top events. Liability and Compliance ISPE, the Conference Venue and their agents and/or employees shall not be responsible for any loss, theft or damage to the property of the Exhibitor, his/her employees and/or representatives. The Exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of Exhibitor s activities at the Conference Venue premises and will indemnify, defend and hold harmless the Conference Venue, its agents, servants and employees from any and all such losses, damages and claims. Exhibitors are advised to carry special insurance against injury to the persons and property of others. The Exhibitor assumes all responsibility for compliance with all pertinent regulations and codes of duly authorized governing bodies concerning fire, safety and health together with the rules and regulations of the operators and/or owners of the conference venue.
EXHIBIT RULES & REGULATIONS Technical Specifications Floor material: Carpet It is prohibited to put anything with tape or blue tack, etc. on the pillars and walls at the Hotel, both in the public areas and in the Exhibition Area. Wireless access will be provided in the Exhibit Hall. Electric is not included with exhibit packages. If needed, it can be ordered through PSAV services. The order form is included in this manual. Security While every precaution is taken, neither ISPE nor the Hotel can accept any responsibility for the security of the Exhibit stands and contents. Exhibitors are fully responsible for the security of their own stands and equipment; any loss or damage that may befall the person or the property of the exhibitor is his/her sole responsibility. ISPE advises you to observe the following suggestions: We recommend that you carry adequate insurance to cover your property. Bring your valuable goods and materials, including all personal property, into the building as late as possible and do not leave these unguarded. If you wish to leave your valuables in the Exhibition Area, please contact the Hotel in order to rent a secure storage facility. Always keep your personal property locked away. Please do not leave handbags, briefcases, mobile phones, laptops, etc., at your stand unattended. Do not leave your stand unattended until the last visitor has left the Exhibition Area. Insurance Exhibitors are required to make their own insurance arrangements. All property is the sole responsibility of the Exhibitor or the person to whom it belongs. A full and comprehensive insurance against risks such as loss, damage, injury to goods and persons and in particular theft is strongly recommended. The Hotel does not take any responsibility in case anything is lost. Any person bringing items into the venue that may directly or indirectly cause injury to anyone or damage to the venue will be held responsible for that injury or damage. Photography No photographer will be permitted to work in the venue without permission from ISPE prior to the conference.
THANK YOU EXHIBITORS & SPONSORS Because of your support year after year, ISPE is able to continue our mission of being the leading technical organization for professionals engaged in producing quality medicines and pharmaceuticals delivery devices throughout the product lifecycle. https://www.ispe.org/conferences/2018-facilities-future