2000 Ocean Sciences Meeting Exhibits Information

January 24-28, 2000
San Antonio, Texas


  1. General Information/Invitation to Exhibit
  2. Assignment of Booth Space
  3. Booth Design and Funishings
  4. Booth Rental
  5. Exhibit Dates, Hours, and Location
  6. Exhibitor Eligibility
  7. Endorsement
  8. Exhibitor Registration and Housing
  9. Installation and Dismantling of Exhibits
  10. Payment, Cancellation, and Rejection Policy
  11. Sales, Taxes, and License Fees
  12. For Additional Information

1. General Information/Invitation to Exhibit

You are invited to exhibit at the 2000 Ocean Sciences Meeting to be held in San Antonio, Texas, January 24-28, 2000, sponsored by the American Geophysical Union (AGU) and the American Society of Limnology and Oceanography (ASLO).

The Ocean Sciences Meetings have always been at the forefront in presenting the results of research in the areas of:

Atmospheric Sciences
Biological, Chemical, Geological, and Physical Oceanography
Estuarine Sciences
Limnology
Marine Geology and Geophysics
Ocean Technology
Public Issues and Policy Sciences

The 2000 Ocean Sciences Meeting continues this tradition of bringing together a broad range of interdisciplinary ocean topics for discussion with more than 1800 oral and poster presentations expected. Meeting attendees are drawn from diverse professions including universities, research institutes, government agencies, military, commercial industries, and consulting firms. It is expected that 2200 researchers, teachers, contractors, consultants, and students will attend the meeting to review the latest issues and studies.


2. Assignment of Booth Space

Call Mary Thompson at 202-777-7536 or send an email to exhibits@agu.org to request an Exhibit Application and Contract, Floor Plan and Current List of Exhibitors.

To ensure that you get your location preference, send in your reservation form with a 50% deposit today. The balance must be paid by December 31, 1999. Booths will be assigned on a first come basis, determined by the return date of a reservation with deposit. If the booth(s) of your choice has already been assigned, you will be contacted to arrange assignment to an appropriate space.


3. Booth Design and Funishings

A standard booth is 10' x 10' (or multiples thereof) and includes an 8' high draped back wall, 3' high side rails, and a 7" x 44" placard with the exhibitor's name and booth number. The aisles will be carpeted. Booths are to be carpeted at the exhibitors expense. All services customarily required by exhibitors will be available through the official service contractor. Exhibitor service manuals will include shipping instructions as well as forms for ordering furniture, labor, carpeting, electricity, and other services. A service desk will be maintained by the service contractor in the exhibit area throughout the meeting. Exhibitors are responsible for ordering whatever furnishings and services they require.


4. Booth Rental

The Commercial/Government Exhibit Booth Rental Fee is $1100 for a corner booth and $1000 for a aisle booth. Standard booth size is 10' x 10' and includes:

- Two complimentary meeting registrations per booth
- Two Guest Passes per booth
- Two Abstract Volumes per booth
- Two Meeting Programs per booth
- One booth identification sign
- Aisle carpeting
- Exhibitor Service Kit provided by Freeman Decorators
- Listing (with description) in the Ocean Sciences Meeting Program
- Listing (with description) on the AGU Web site
- Security in the exhibit hall on a 24-hour basis
- Morning/afternoon refreshment breaks in the exhibit hall

The Nonprofit Exhibit Booth Rental Fee is $400 for one 10' x 10'. Additional booths are priced at the commerical rate. A standard booth includes:

- One complimentary meeting registration
- One Guest Passes
- One Abstract Volume
- One Meeting Program
- One booth identification sign
- Aisle carpeting
- Exhibitor Service Kit provided by Freeman Decorators
- Listing (with description) in the Ocean Sciences Meeting Program
- Listing (with description) on the AGU Web site
- Security in the exhibit hall on a 24-hour basis
- Morning/afternoon refreshment breaks in the exhibit hall
(Only scientific societies and educational institutions may qualify for the nonprofit rate.)


5. Exhibit Dates, Hours, and Location

The 2000 Ocean Sciences Meeting will be held January 24-28, 2000 (Monday - Friday) at the Henry B. Gonzales Convention Center, San Antonio, Texas.

The exhibits will be on display Tuesday - Thursday, 8:30 a.m. - 5:00 p.m. (January 25-27, 2000).

Move in date and time:
Monday (8:30 a.m. - 5:00 p.m.)

Move out date and time:
Thursday (5:00 p.m. - 8:00 p.m.)

All exhibits are to remain open during the scheduled exhibit hours, with at least one person staffing the booth. AGU reserves the right to make changes in announced exhibit hours and location. However, such changes will be made known as far in advance of the meeting as possible.


6. Exhibitor Eligibility

Exhibits must be related to the scientific interests of AGU's membership. AGU reserves the right to determine the eligibility of any company applying for exhibit space at its meetings. Who should exhibit: college/university programs; corporations with scientific interests; developers and distributors of computer software and hardware; government agencies; manufacturers and representatives of geophysical instruments, equipment, and related supplies; publishers of scientific books and journals; research institutes; and scientific associations and societies.


7. Endorsement

Lease of an exhibit space by AGU to an exhibitor does not constitute endorsement of the exhibitor's products or services by AGU. No advertising material used by the exhibitor may contain the AGU logo or the meeting logo, nor may it bear any reference to a real or implied endorsement by AGU.


8. Exhibitor Registration and Housing

Exhibitor Registration

Each commercial exhibitor will receive two complimentary registrations per booth; nonprofit exhibitors will receive one complimentary registration. Exhibit Staff badges will be available for exhibitors needing more than the allotted number of complimentary badges in order to staff their booth and are $25.00 each. All additional personnel wanting to attend sessions must pay full registration.

Housing

Housing Deadline: December 3, 1999

Hotel reservations must be made by December 3, 1999. After this date, reservations will be accepted only on a space-available basis, and rates are subject to change. Rooms fill quickly, so we encourage you to make reservations early. All first night's deposit is required for each room requested. The deposit is payable by all major credit cards, check, or money order.


9. Installation and Dismantling of Exhibits

Installation Hours: Monday, January 24th; 8:30 a.m. to 5:00 p.m.
No exhibit can be installed after the official opening time, 8:30 a.m. on Tuesday, January 25th.
Dismantle Hours: Thursday, January 27th, 5:00 p.m. to 8:00 p.m.
No dismantling or removal may be done prior to the official closing time, 5:00 p.m. on Thursday, January 27th.


10. Payment, Cancellation, and Rejection Policy

Payment

A 50% deposit must accompany an Exhibit Application and Contract to hold space. Full payment must be made by December 31, 1999. (Government agencies may submit a purchase order for the full amount.) Exhibitors will be assessed a $100 late fee for booth rental payments not received by December 31st.

Cancellation Policy

All cancellations must be made in writing and will be based on the following schedule:

      Before October 25               (100% Refund)
October 26 - November 25 (50% Refund)
After November 25 (No Refund)

Rejection Policy

AGU reserves the right to refuse any applicant for exhibit space as well as the right to restrict or evict any exhibit that, in the opinion of AGU, detracts from the general character of the meeting. This reservation applies to displays, printed matter, promotional materials, noise, personal conduct, and method of operation. In the event of such restrictions or eviction, AGU will not be liable for any exhibit expenses.


11. Sales, Taxes, and License Fees

Sales

On-site sales are permitted. For information related to temporary sales tax licenses, contact the Comptroller of Public Accounts, San Antonio Enforcement Office at 210-616-0067.

Licensing applications may be downloaded from the website at www.window.state.tx.us/taxinfo/taxforms/ap-201.pdf


12. For Additional Information

Mary Thompson
Advertising and Exhibits Coordinator
American Geophysical Union
2000 Florida Avenue, NW
Washington, DC 20009 USA
Tel: +1-202-777-7536
Fax: +1-202-777-7399
E-mail: exhibits@agu.org

Return 2000 Ocean Sciences Meeting

AGU Meetings

AGU