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Exhibitor Information

About the ACES Conference

ACES: A Community on Ecosystem Services represents a dynamic and growing assembly of professionals, researchers, and policy makers involved with ecosystem services. The ACES 2014 Conference will bring together this community to provide an open forum to share experiences and state-of-the-art methods, tools, and processes for assessing and incorporating ecosystem services into public and private decisions. The focus of the conference is to link science, practice, and sustainable decision making by bringing together the ecosystem services community from around the United States and the globe. ACES 2014 will bring together leaders in government, NGOs, academia, Native American communities, and the private sector to advance the use of ecosystem services science and practice in conservation, restoration, resource management, and development decisions.

Who Attends?

ACES 2014 will bring together scientists, practitioners, managers and policy makers from government, academia, NGOs, and the private sector. Participants will include individuals with interests in resource management, restoration, institutions and policy, government, business, conservation, and urban and non-urban development and will have expertise in areas such as:

  • Biophysical sciences
  • Socioeconomic sciences
  • Public environmental policy
  • Markets and finance
  • Resource and ecosystem management
  • Sustainability and resilience
  • Economic Development
  • Policy, institutions, and law
  • Urban and regional planning
  • Geography
  • Model and tool development

Show Times

The Exhibit Hall (Arlington Ballroom Salons 1-3) is open to conference attendees from 7:00am on Tuesday, December 9th through 12:00pm on Friday, December 12th. The Exhibit Hall will be the primary gathering place for attendees where morning, mid-day, and afternoon refreshments are served. The agenda also features a Poster Session & Networking Reception which is heavily attended and provides interaction during evening hours on Wednesday.


Move-In:

(Early) Sunday, December 7, 2014
5:00PM – 7:00PM

(Regular) Monday, December 8, 2014
7:00AM – 1:00PM

Show Days:

Tuesday, December 9 -- 7:00AM - 5:00PM

Wednesday, December 10 -- 7:00AM - 7:45PM (extended hours for Poster Reception)

Thursday, December 11 -- 7:00AM - 5:00PM

Friday, December 12 -- 7:00AM – 12:00PM

Move-Out:

Friday, December 12, 2014
10:15AM - 2:00PM

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.

Exhibit Booths

Each 10' x10' exhibit booth includes:

  • 8’ high drape background with 3’ high side-rail divider drapery (blue)
  • 1 - 6' x 24” x 30”h draped table, topped and skirted on three sides (green)
  • 2 – folding chairs
  • 1 – wastebasket with liner
  • 1 - 18" x 12" color identification sign depicting company name and booth number
  • Listing in the ACES 2014 program and abstract book if space is contracted and paid for by November 10, 2014
  • Listing on the ACES 2014 website

Exhibit Representative Registration

All booth representatives must register to attend the conference. As a conference attendee 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.

CLICK HERE to register as a conference attendee (NOTE: This is separate from the exhibit space registration).

Exhibit Space Confirmation

Full sponsorship payment must be received to confirm booth 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.

Official Exhibit Services Contractor

Premier Exhibit & Event Services is the official exhibit services company for the ACES 2014 Conference. Premier will assist you with all your freight shipping, equipment, and decoration requirements. An Exhibitor Services Kit is available below containing order forms to make final booth arrangements, including orders for handling of display units and booth décor such as signage, furniture, or any other items you would like to rent for your booth. Premier will also receive and store display shipments, and ensure they are placed in your booth and ready for your arrival at the conference. Upon conclusion of the conference, they will transport display materials back to the advance warehouse and to the designated outbound carrier. Important Note: Shipping arrangements and charges for movement of display materials to and from the exhibit services contractor's warehouse is not handled by Premier and is the responsibility of the exhibiting organization.

All questions regarding shipping/freight, table & drape, booth furnishings, labor, material handling, rental exhibits, signs, hanging signs, booth cleaning and forklift service, etc., should be directed to:

Premier Exhibit & Event Services LLC
PO Box 9986, Henrico, VA 23228
www.premiereeservices.com
OFFICE: (804) 277-4470 / FAX: (804) 237-0458 / MOBILE: (804) 338-5329
exhibits@premiereeservices.com

CLICK HERE to view the Exhibitor Services kit where you will find all instructions and order forms.

Audio Visual - Internet and Electricity Needs

For your convenience, the Exhibitor Services Kit linked above also includes an audio visual order form for securing Internet access and electricity for your booth. However, please note that exhibitor audio visual needs will be handled by the conference host hotel, the Crystal Gateway Marriott, NOT Premier Exhibit & Event Services. All exhibitors will need to submit the AV order form directly to the hotel.

Crystal Gateway Marriott

1700 Jefferson Davis Hwy

Arlington, VA 22202

AV Dept. Phone: 703-271-5194

Fax: 703-271-5235

 

CLICK HERE for direct access to the audio visual order form. Please note that all audio visual orders must be received by the hotel by Wednesday, December 3rd.

 

Exhibitor Regulations

  1. Exhibit materials placed along the side rails in the front 6 feet of the booth may not exceed 4 feet in height.
  2. All demonstrations, advertising, sales, or promotional activities of an exhibitor must be confined to the limits of the assigned exhibit space.
  3. Display material not conforming to the above must be requested in writing with a detailed sketch and receive written approval.
  4. Exhibitors are requested to take every reasonable precaution to minimize the noise of operating exhibits so as not to disturb adjoining exhibitors or attendees in adjacent meeting activities.
  5. Due to licensing requirements, no music will be allowed in the hall.
  6. Any banners hung within the booth must not extend beyond the 10'×10' booth dimensions.
  7. Subletting or licensing of space by the exhibitor is prohibited.
  8. Only registered exhibitors may transact sales, and all sales on the exhibit floor must be transacted within the exhibit booth. Exhibitors are responsible for complying with all local, state, and federal tax laws.
  9. The contracted Exhibit Services Firm will receive and store all exhibit materials up to 30 days prior to the show, deliver the materials directly to the exhibit area, remove and store empty crates, return the empty crates to the booth upon closing of the show, remove repacked material and transport back to the advance warehouse for pickup by the designated outbound carrier. The Exhibitor Services Kit contains detailed information and order forms for the products and services.

Exhibitor Move-In

(Early) Sunday, December 7, 2014, 5:00PM – 7:00PM

(Regular) Monday, December 8, 2014, 7:00AM – 1:00PM

The exhibit hall is scheduled to open to conference attendees at 7:00AM on Tuesday, December 9th. We ask that your exhibit space be set by 1:00PM on Monday in order for the exhibit hall to be cleaned prior to the official opening. Note: The exhibit hall will be open for pre-conference workshop breaks and poster set-up on Monday, December 8th so please keep this in mind when planning your exhibit set-up.

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.

Exhibitor Move-Out

Friday, December 12, 2014, 10:15AM - 2:00PM

No packing of equipment, literature, etc. will be permitted until after 10:15AM on Friday, December 12th. All materials must be removed by 2:00PM. The exhibit service company will deliver shipping crates as needed beginning at 10:00AM.

Freight Management/ Drayage

Exhibitors are responsible for the shipment of their exhibit materials to and from the ACES Conference. All exhibit materials, other than those in exhibitor-owned vehicles, will be handled by Premier Exhibit & Event Services. Exhibitors may handle their own materials that 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 Premier Exhibit & Event Services 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 Premier Exhibit & Event Services. Any anticipated use of the dock must also be cleared by Premier Exhibit & Event Services. Please review the Shipping and Material Handling forms included in the Exhibitor Services Kit.

 

For exhibitors interested in shipping smaller packages and materials directly to the host hotel, please review the Crystal Gateway Marriott's Shipping and Receiving Information. Please note that ACES packages can only be delivered to the hotel a maximum of three days prior to the start of the conference to avoid hotel storage fees. If shipping directly to the hotel, exhibitors will need to contact the Marriott's Shipping and Receiving Department at 703-553-5789 to arrange for packages to be delivered to the exhibit hall.

Hall Regulations

All exhibits and materials must meet with the same electrical and fire code requirements and regulations under which the Crystal Gateway Marriott 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 Services Kit and linked above.

Liability

Through applying for exhibit space, the exhibiting company, its agents and representatives release the University of Florida, Premier Exhibit & Event Services, and the Crystal Gateway Marriott 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.

Security

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, Premier Exhibit & Event Services, and the Crystal Gateway Marriott shall not be responsible for loss of any kind.

Accessibility

Each exhibitor shall be responsible for making its exhibit space accessible to persons with disabilities and shall hold the University of Florida, Premier Exhibit & Event Services, and the Crystal Gateway Marriott harmless from any consequences if the exhibiting company should fail in this regard.

Use of Conference Logo

Use of the conference logo in any form is forbidden. Reference to the ACES Conference in any form of advertisement must be approved in advance by conference and exhibit management.

Cancellation or Postponement of the Conference

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.

Questions

Contact: Ms. Jasmine Garcia, Conference Coordinator
UF/IFAS Office of Conferences and Institutes (OCI)
PO Box 110750 Building 78, Mowry Road
Gainesville, FL 32611-0750
PHONE: 352-392-5930; FAX: 352-392-9734
EMAIL: j.garcia@ufl.edu

 
UF/IFAS Office of Conferences and Institutes
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Detailed Conference Agenda (PDF)

Poster Directory (PDF)

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Deadlines

Extended Early Registration Deadline:
October 22, 2014

Hotel Discounted Reservation Deadline:
November 15, 2014

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