|Mission||Exhibit Registration||Exhibit Services Contractor||Freight Management/ Drayage||Accessibility|
|Who Attends?||Representative Registration||Exhibitor Regulations||Hall Regulations||Use of Conference Logo|
|Show Times||Exhibit Space Confirmation||Exhibitor Move-In||Liability||Cancellation or Postponement of the Conference|
|Exhibit Packages||Cancellation & Refund Policy||Exhibitor Move-Out||Security||Questions|
|Exhibit Hall Diagram|
The mission of the 9th INTECOL International Wetlands Conference is to provide a platform to review advances in the physical, biogeochemical, and social sciences as they are related to wetlands, to provide integrated solutions for sustainable management of wetland resources in a complex world, and to facilitate professional relationships at regional to international scales.
The 9th INTECOL International Wetlands Conference will bring together an international cadre of more than 1500 scientists, engineers, natural resource managers, policy makers, planners and partners involved with or affected by all aspects of sustainable management and restoration of wetland ecosystems. The Conference will provide an interdisciplinary setting for participants to review cutting edge science, create and renew partnerships, and discuss opportunities to collaborate and leverage resources to address our global wetland-related challenges. This includes those involved in the wetland sciences, engineering, wetland resource management and restoration, regulation, planning and policy, and education. Such as (but not limited to):
The exhibit hall is open to conference attendees from 7:30am on Monday, June 4th through 12noon on Friday, June 8th, generating a full week of exposure for your company. Please refer to the detailed program agenda posted on the conference web site for a full schedule of meeting and networking activities. The Exhibit Hall will be the primary gathering place for attendees where morning refreshments are served. The agenda also features two Poster Session & Networking Receptions which are heavily attended and provide interaction during evening hours on Monday and Wednesday.
|Move-In:||Sunday, June 3, 2012
10:00AM – 6:00PM
June 4-8, 2012 (M-F)
|Move-Out:||Friday, June 8, 2012
12:00PM – 3:00PM
NOTE: It is not mandatory to have a display representative present at all times. As a conference attendee, exhibitors are invited to participate in all conference meetings and networking functions. There will be daily mid-morning and afternoon refreshment breaks served to attendees in the Exhibit Hall. Refer to the detailed program agenda for a full schedule of conference activities.
CLICK HERE to view the agenda-at-a-glance to see the schedule of activities that take place in the Exhibit Hall.
Rental of a 10' x10' booth includes ($2500):
Table-Top Rental Package includes ($500):
Table-top Displays are available for non-profit educational displays only. The price per Table-Top Display is $500 USD. The Table-Top Package includes one 6' table draped with a table cloth and skirted.
Note: No registrations are included in this package
All exhibitors must register for exhibit space via the online exhibitor registration form. Applications will be accepted on a first-come, first-served basis up until May 4th, or, until all display space is sold. Please indicate your requested booth location when you make your online space reservation.
NOTE: Table-top display locations will be assigned by the organizers.
All booth representatives must register to attend the conference. Each booth comes with one complimentary conference registration. As a conference attendee complimentary exhibitors are invited to participate in all conference meetings and networking functions. It is not mandatory to have a representative at your display at all times.
Additional Exhibit Only passes may be purchased by booths for the reduced fee of $500 and will include access to all food and beverage functions, the poster receptions, and networking functions. Exhibit Only attendees will not receive conference materials or be listed in the conference list of attendees and are expected to attend to the booth during sessions.
Table-Top Rentals require at least one paid conference registration. Exhibit Only passes are not available for table-top displays.
Full payment must be received to confirm booth or table top display space. Acceptable forms of payment are credit card, check or wire transfer. Wire transfer information is available on request. Make checks payable to UFLEF – (University of Florida Leadership & Education Foundation, Inc.) A reservation for display space is not considered confirmed until payment is received.
Cancellation of display space (booths or tabletops) must be made in writing to the Office of Conferences at the University of Florida, and will result in the following refund policy: A 50% refund will be made for cancellations made by April 16, 2012. After April 16, 2012 no refunds will be issued for cancellations unless we are able to resell the space, in which case a 50 percent refund will be processed.
Exhibit Services, Inc. is the official exhibit services company for INTECOL 9. Exhibit Services will assist you with all your shipping, freight, equipment and decorations requirements. An Exhibitor Services Kit is available below containing order forms to make final booth arrangements, including orders for shipping of display units, electricity requirements, internet access, and orders for booth décor such as carpeting, plants, furniture or any other items you would like to rent for your booth. Exhibit Services will also receive and hold display shipments, and assure they are placed in your booth and ready for your arrival at the conference. Upon conclusion of the conference, they will handle return shipping your display materials to the designated location.
All questions regarding shipping/freight, table & drape, booth furnishings, carpeting, labor, material handling, rental exhibits, signs, hanging signs, booth cleaning and forklift service, etc., should be directed to:
CLICK HERE to view the Exhibitor Services kit where you will find all instructions and order forms.
IMPORTANT NOTE: You may NOT place an order until your exhibit reservation is confirmed through the conference organizers, and the full exhibit booth rental fee has been paid.
Exhibit materials placed along the side rails in the front 6 feet of the booth may not exceed 4 feet in height.
Sunday, June 3, 2012: 10:00AM – 6:00PM
The exhibit hall is scheduled to open to conference attendees at 7:30AM on Monday, June 4. We ask that your exhibit space be set by 6:00PM the evening before in order for the exhibit hall to be cleaned prior to the opening. It is the responsibility of the exhibitors to have their displays in place before the opening of the exhibit hall. Children under the age of 18 are NOT allowed in the exhibit hall during move in and move out.
Friday, June 8, 2012: 12:00PM-3:00PM
All exhibits must be dismantled and removed prior to 3:00PM on Friday, June 8, 2012. No packing of equipment, literature, etc. will be permitted until after 12:00PM on Friday, June 8. The exhibit service company will deliver shipping crates beginning at 12:00PM.
Exhibitors are responsible for the shipment of their exhibit materials to and from INTECOL 9. All exhibit materials, other than those in exhibitor-owned vehicles, will be handled by Exhibit Services, Inc. Exhibitors may handle their own materials which can be hand carried by one person in one trip, without the use of dollies, hand trucks or other mechanical equipment. Advanced shipments are handled at published prevailing rates.
Please contact the representative from Exhibit Services, Inc. for assistance in shipping freight. For Exhibitors who choose not to ship in advance to the Exhibit Services warehouse and prefer to consign their shipment to the show, shipments will be handled at published prevailing rates to accommodate unloading and reloading at the show site. If a carrier other than the Exhibit Services preferred carrier is used, it is the responsibility of the exhibitor to contact the carrier and inform them of check-in deadlines. To facilitate freight movement in and out of the exhibit hall and to ensure proper delivery, all freight and truck shipments must be cleared, arranged, and scheduled by Exhibit Services, Inc. Any anticipated use of the dock must also be cleared by Exhibit Services, Inc. Please review the Material Handling and Shipping Information form included in the Exhibitor Services Kit.
The Caribe Royale will not receive advance deliveries of exhibits, materials, or C.O.D. sidewalk deliveries, nor store empty cases. All exhibits and materials must meet with the same electrical and fire requirements and regulations under which the Convention Center operates. Nothing can be taped, tacked, nailed, screwed, or otherwise attached to columns, walls, floors, or other parts of the building or furniture. Electricity and other resources are available in the exhibit hall; appropriate forms are in the Exhibitor Service Kit.
Through applying for exhibit space, the exhibiting company, its agents and representatives release the University of Florida, Exhibit Services, Inc. and the Caribe Royale Hotel & Convention Center and any of their officers, staff members, agents or employees from all liability regarding any injury, loss or damage that may occur to the exhibiting company, their agents, directors, officers or employees or to the exhibitor's property prior to, during or after the conference.
The exhibit hall will be secured during all hours that the exposition is closed. The main entry doors will be locked and the exhibit hall will be patrolled by security personnel. Exhibitors are cautioned that small portable items of value and personal items should be properly secured or removed from exhibit hall. Each exhibitor is responsible for providing insurance for their own exhibit material. The University of Florida, Exhibit Services, Inc. and the Caribe Royale Hotel & Convention Center shall not be responsible for loss of any kind.
Each exhibitor shall be responsible for making its exhibit space accessible to persons with disabilities and shall hold the University of Florida, Exhibit Services, Inc. and the Caribe Royale Hotel & Convention Center harmless from any consequences if the exhibiting company should fail in this regard.
Use of the INTECOL 9 logo in any form is forbidden. Reference of INTECOL 9 in any form of advertisement must be approved in advance by conference and exhibit management.
In the event of fire, strikes, riots, civil commotion, acts of God, war, terrorism, epidemics, and other unavoidable circumstances rendering it impossible or impractical for any reason for the University of Florida to perform such a contract, the University of Florida shall be released from contract. In such events, all deposits and payments made by the exhibitor for exhibit space shall be returned minus any expenses incurred by the University of Florida on behalf of the exhibitor.
Contact: Ms. Beth Miller-Tipton, Conference Coordinator
UF/IFAS Office of Conferences and Institutes (OCI)
PO Box 110750 Building 639, Mowry Road
Gainesville, FL 32611-0750
PHONE: 352-392-5930; FAX: 352-392-9734
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