2002 Ocean Sciences Meeting 2002 Ocean Sciences Meeting
Honolulu, Hawaii
11-15 February 2002

(Monday through Friday)
Exhibits Information

  1. General Information/Invitation to Exhibit
  2. Exhibit Dates, Hours, and Location
  3. Exhibitor Eligibility
  4. Housing Information
  5. Booth Rental
  6. Booth Design and Funishings
  7. Assignment of Booth Space
    Floor Plan
  8. Payment, Cancellation, and Rejection Policy
  9. Security, Liability, and Insurance
  10. Exhibit Application and Contract
  11. Exhibitor Badges
  12. Sales, Taxes, and License Fees
  13. Advertising
  14. Decorator/Exhibit Contractor

1. General Information/Invitation to Exhibit

The American Society of Limnology and Oceanography (ASLO) and American Geophysical Union (AGU) invite you to join companies, publishers, government agencies, educational institutions, research facilities, and scientific societies who will be exhibiting the latest in oceanography instruments, equipment, software, books and journals, and scientific programs at the 2002 Ocean Sciences Meeting, in Honolulu, Hawaii. The Ocean Sciences Meeting continues its tradition of bringing together researchers, teachers, contractors, authors, consultants, and students to review the latest issues and studies of the oceans and atmospheric. It is expected that more than 3,500 oceanographers, limnologists, meteorologists, hydrologists, and scientist working in related areas will attend this meeting.

The meeting will bring together a broad range of interdisciplinary topics for discussion. Scientific sessions will include, but are not limited to: atmospheric sciences, estuarine sciences, limnology, oceanography, and ocean technology.

2. Exhibit Dates, Hours, and Location

The 2001 Ocean Sciences Meeting will be held 11 February through 15 February at the Hawaii Convention Center in Honolulu, Hawaii. Exhibits will be located in Exhibit Hall III of the Hawaii Convention Center. Exhibits will be open 12 February through 14 February (Tuesday through Thursday). All booths are to remain open and staffed during scheduled exhibition hours.

EXHIBITS SCHEDULE:
Installation Monday, 11 February 8:30 a.m. - 5:00 p.m.
Exhibit Days
and Hours
Tuesday, 12 February
Wednesday, 13 February
Thursday, 14 February
8:30 a.m. - 5:00 p.m.
8:30 a.m. - 5:00 p.m.
8:30 a.m. - 5:00 p.m.
(Booth must remain open until 5:00 p.m.)
Dismantling Thursday, 14 February 5:00 p.m. - 8:00 p.m.
Only the AGU Booth will be open on:
  Monday, 11 February 8:30 a.m. - 5:00 p.m.
  Friday, 15 February 8:30 a.m. - 3:00 p.m.

3. Exhibitor Eligibility

Exhibits must be related to the scientific interests of the sponsor's membership. ASLO and AGU reserve the right to determine the eligibility of any company applying for exhibit space at this meeting. Lease of an exhibit space to an exhibitor does not constitute endorsement of the exhibitor's products or services by the sponsors. No advertising material used by the exhibitor may contain the sponsor's logo or meeting logo (unless given written permission from ASLO and AGU), nor may it bear any reference to a real or implied endorsement by the sponsors.

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.

4. Housing Information

Exhibitors are responsible for making their own hotel and travel arrangements. Hotel information and forms will be provided to all confirmed exhibitors. Reservation information is available on the AGU Web site.

5. Booth Rental

The Standard Booth Fee is $1,200 (corner booth) and $1,100 (aisle booth) per 10' x 10', Special Rate Booth Fee is $400 for first booth (aisles only) and the standard prices for additional booths. (Only scientific societies and educational institutions may qualify for the special rate booth fee. Please contact Exhibits Coordinator for complete eligibility information.)
Exhibitors Receive:
Standard Booth: Two complimentary meeting registrations per exhibit booth.
Special Rate Booth: One complimentary meeting registration
   (Additional exhibitor badges will be charged at regular meeting rates for all booths)
Two Abstract Volumes per exhibitor (CD)
Two Meeting Programs per exhibitor
One booth identification sign
Aisle carpeting
Exhibitor Service Kit
Listing (with description) in the Ocean Sciences Meeting Program and on the AGU Web site
Security in the exhibit hall on a 24-hour basis
Morning/afternoon refreshment breaks in the exhibit hall

6. Booth Design and Funishings

A standard booth is 10' x 10' and includes an 8' high draped backwall, 3' high side rails, and a 7" x 44" placard with the exhibitor's name and booth number. The aisles will be carpeted. It is mandatory that all booths be carpeted at the exhibitor's expense. The exhibitor's booth must be arranged so as not to obstruct the general view or hide other exhibits. Regular and specially built backwalls, including signs, may not exceed 8' in height. Panels more than 4' high must not project forward from the backwall more than 4'. All display fixtures over 4' in height and placed within 10 lineal feet of an adjoining exhibit, must be confined 5' back from the aisle. Audio-visual devices used in the exhibitor's booth must be approved by ASLO and AGU. In the course of the exhibition, no audio-visual device or sound system shall be operated in a manner that disturbs or interferes with other exhibitors; ASLO and AGU will be the sole arbiter of whether or not a given device is disturbing to other exhibitors. Attention-attracting, noise-making devices, loud-speaker systems, and flashing lights must be approved by ASLO and AGU. Unfinished tables and exposed unfinished sides of exhibit backgrounds must be draped to present an attractive appearance. All boxes and extraneous materials must be stored from sight during show hours. All laws and regulations of local, state, and federal governments pertaining to fire, public safety, and consumer safety shall be observed by each exhibitor.

7. Assignment of Booth Space

To ensure that you get your location preference, send in your contract with a 50% deposit as soon as possible. The balance must be paid by 4 January 2002. Booths will be assigned on a first-come, first-served basis, determined by the date of receipt of the contract with deposit. We will also look at exhibitors' history with AGU where there are discrepancies. If the booth(s) of your choice has already been assigned, you will be contacted to arrange assignment to an appropriate space. Please Note: Early takedown in 2002 may eliminate your company's participation in the 2004 Ocean Sciences Meeting.

It is mandatory that all booths be carpeted at the exhibitor's expense.

Contact Dazzerine L. Hall at +1-202-777-7318 or 777-7536, sign up on the AGU Web site at www.agu.org, or send an E-mail to exhibits@agu.org to request additional information.

Rate and Layout Changes: AGU reserves the right to revise its rates, and such revision shall be in writing. All contracts will be honored at the prevailing rates at the time of the contract. AGU reserves the right to change the floor plan and/or relocate any exhibit without prior notification.

8. Payment, Cancellation, and Rejection Policy

Payment

Payment: A 50% deposit of the total amount due must accompany the Application and Contract. Full payment must accompany the Application and Contract if submitted after 4 January 2002. (Government agencies may submit a purchase order for the full amount but AGU must receive payment in full by 4 January 2002.) Descriptions for exhibitors will not be published unless full payment has been received by the appropriate deadline.

Cancellation Policy

All cancellations must be made in writing and refund will be based on the following schedule:
   On or before 9 November 2001 (100%)
   9 November, 2001 through 4 January 2002 (50%) of full payment.
   After 4 January 2002 (NO REFUND)

Rejection Policy

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

9. Security, Liability, and Insurance

Security guards will be furnished in the exhibit hall on a 24-hour basis, but the furnishing of such guards shall not be deemed to increase the liability of the sponsors. Sponsors shall not be held responsible for the loss of any material by any cause and usage. The exhibitor will exercise normal precautions to discourage loss due to theft or any other cause. ASLO and AGU will exercise reasonable care for the protection of the exhibitor's materials and displays. However, the exhibitor expressly releases the foregoing named from any and all claims for such loss, damage, or injury in the absence of negligence. Exhibitors desiring to carry insurance will do so at their own expense. In the event the meeting/exhibition is canceled, the liability of the sponsors shall be limited to the money paid by the exhibitor for exhibit booth rental, less a proportionate share of all expenses incurred by ASLO and AGU for the exhibition.

10. Exhibit Application and Contract

(info to come)

11. Exhibitor Badges

Each Standard Booth comes with two complimentary meeting registrations (including technical sessions). Each Special Rate Booth comes with one complimentary registration. These registrations do not include ticketed events.

Additional registrations may be purchased at the regular meeting registration rates. Each person at your booth must be registered for the meeting.

12. Sales, Taxes, and License Fees

Sales

On-site sales are permitted.

Taxes

Information about obtaining sales licenses/tax permit will be provided to exhibitors in the fall.

13. Advertising

Advertising is available in the Meeting Program for exhibitors only.

Advertising Closing DatesSpace Reservation: 16 November 2001
   Copy Due: 30 November 2001

Placement-Size Dimensions
(width x depth)
Prices
(tentative)
Full Page 7 1/4" x 9 3/4" $1,050.00 (B/W)
Half Page 7 1/4" x 4 3/4" $600.00 (B/W)
Outside Back Cover 7 1/4" x 9 3/4" $2,030.00 (4-color)
Inside Back Cover 7 1/4" x 9 3/4" $2,030.00 (4-color)
Inside Front Cover 7 1/4" x 9 3/4" $2,030.00 (4-color)

How to submit your ad: Zip disk or CD is preferred for electronic submissions either in Adobe Illustrator, EPS format (embedded with fonts), Quark file with all fonts, or TIFF (Tagged Image File Format/for PC, at least 300 DPI). A laser proof or print is required with all submissions. If submitting film, line screen is 133, film should be right reading emulsion side down. There will be a $25.00 charge for all non-electronic submissions

14. Decorator/Exhibit Contractor

Exhibitor service manuals will be mailed the last week of December 2001. If the exhibitor uses a contractor other than the official service contractor, the exhibitor's contractor must notify ASLO and AGU and must provide a certificate of insurance for liability and workmen's compensation and must also agree to comply with the exhibition rules and regulations.



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