1999 Spring Meeting Exhibits Information

1. General Information/Invitation to Exhibit
2. Exhibit Dates, Hours, and Location
3. Exhibitor Eligibility
4. Booth Rental
5. Booth Design and Funishings
6. Assignment of Booth Space
7. Payment, Cancellation, and Rejection Policy
8. Previous Spring Meeting Exhibitors:
9. For Additional Information

1. General Information/Invitation to Exhibit

The American Geophysical Union (AGU), the Geochemical Society (GS), and the Mineralogical Society of America (MSA) invite you to the join companies, publishers, government agencies, educational institutions, research facilities, and scientific societies who will be exhibiting the latest in geophysical instruments, equipment, software, books and journals, and scientific programs at the 1999 Spring Meeting, in Boston, Massachusetts. The Spring Meeting continues its tradition of bringing together researchers, teachers, contractors, authors, consultants, and students to review the latest issues and studies of the Earth, the planets, and their environment in space. It is expected that more than 3600 ++ geoscientists will attend this year's meeting.

The meeting will bring together a broad range of interdisciplinary topics for discussion. Scientific sessions will include, but not limited to: atmospheric sciences, geodesy, geomagnetism and paleomagnetism, hydrology, ocean sciences, planetology, seismology, space physics and aeronomy, tectonophysics, and volcanology, geochemistry, and petrology.

2. Exhibit Dates, Hours, and Location

The 1999 Spring Meeting will be held May 31st through June 4th at the Hynes Veterans Memorial Convention Center in Boston, Massachusetts. Exhibits will be located in Exhibit Hall A of the convention center. Exhibits will be open Tuesday, June 1st through Thursday, June 3rd.

AGU reserves the right to make changes in the exhibit hours; however, such changes will be made known as far in advance as possible.

3. Exhibitor Eligibility

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.

Exhibits must be informative, related to the geophysical sciences, and consistent with the educational goals of the sponsoring societies. AGU reserves the right to determine the eligibility of any exhibitor applying for booth space at its meetings. Lease of an exhibit space 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.

4. Booth Rental

The Commercial/Government Exhibit Booth Rental Fee is $1000 per 10' x 10' and includes:

- Two complimentary meeting registrations per booth
- Two Abstract Volumes per booth
- Two Meeting Programs per booth
- One booth identification sign
- Aisle carpeting
- Exhibitor Service Kit
- Listing (with description) in the Spring 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 8' x 10' booth and includes:

- One complimentary meeting registration
- One Abstract Volume
- One Meeting Program
- One booth identification sign
- Aisle carpeting
- Exhibitor Service Kit
- Listing (with description) in the Spring 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. Booth Design and Funishings

A standard booth is 10' x 10' (or multiples thereof) 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. 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 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; AGU will be the sole arbiter of whether or not a given device is disturbing to other exhibitors. Attention-attracting, noise-making devices, loud-speak er systems, and flashing lights must be approved by 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.

6. Assignment of Booth Space

Booths are assigned on a first come basis, based on the receipt of a reservation form with 50% deposit. Every effort will be made to place each exhibitor in one of their preferred locations. However, AGU reserves the right to make final booth assignments at its sole discretion.

7. Payment, Cancellation, and Rejection Policy

Payment

A 50% deposit of requested exhibit space must accompany an Exhibit Application and Contract if submitted by February 26th. Full payment must accompany an Exhibit Application and Contract if submitted after February 26th. (Government agencies may submit a purchase order for the full amount.)

Payment in full is required by April 2. Exhibitors will be mailed an invoice for the balance due not by March 3, payable by April 2. Exhibitors will be assessed a $100 late fee for booth rental payments not received by April 2.

Program 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 will be based on the following schedule of refunds:

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.

8. Previous Spring Meeting Exhibitors:

Academia Book Exhibits
Academic Press
Activation Laboratories, Ltd
Air Force Research Lab
American Association of Petroleum Geologists
American Geophysical Union
American Meteorological Society
Applied Physics Laboratory
ASC Scientific
Cambridge University Press
Center for Monitoring Research
Elsevier Science
European Space Agency/ESTEC
Fortner Software
The Geochemical Society
The Geological Society of America
The Great Atlantic Trading Company, Ltd
Howard Minerals
The MathWorks, Inc
Mineralogical Society of America
MIT
NASA/EOSDIS
NASA/Global Change Master Directory
NASA/GSFC/DAAC
National Research Council
National Science Foundation
Research Systems, Inc
Solar Physics Division of the American Astronomical Society
Southwest Research Institute
SpaceDev, Inc
Union of Concerned Scientists
US Geological Survey
VG Elemental
Yankee Environmental Systems, Inc

9. For Additional Information

For additional information or receive and application please contact:
Francine R. Bennett
Exhibit Sales Coordinator
American Geophysical Union
2000 Florida Ave., NW
Washington, DC 20009 USA

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