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Exhibitors 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 in partnership with Ecosystem Markets and the Ecosystem Services Partnership (ESP), 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, NGO’s, 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 (Salons 1-3) is open to conference attendees from 7:00am on Tuesday, December 11th through 3:45pm on Thursday, December 13th. 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, 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 9, 2012
4:00PM – 7:00PM

(Regular) Monday, December 10, 2012
7:30AM – 1:00PM

Show Days:

December 11-13  (T-TH)
7:00AM – 5:00PM  (Wednesday has extended hours for the poster session and exhibits will be on display until 7:45PM)

Move-Out:

Thursday, December 13, 2012
3:45PM – 5:00PM

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 Grand Salons E&F. 

Exhibit Packages

Rental of a 10' x10' booth includes ($1500):

  • 8’ high background with a 3’ high side-rail divider and drapery
  • 1 - 6' x 24” x 30”h draped table, topped and skirted on three sides
  • 2 – side chairs
  • 1 – waste basket with liner
  • 1 - 7" x 40" black on white identification sign depicting company name, city, state and booth number
  • Listing in the ACES and Ecosystem Markets 2012 program and abstract book if space is contracted and paid for by November 9, 2012
  • Listing on the ACES and Ecosystem Markets 2012website

    *No registrations are included in this package

Table-Top Rental Package includes ($500):

Table-top Displays are available for non-profit educational displays only. The Table-Top Package includes one 6' table draped with a table cloth and skirted. Non-Profit displays may be located in ballroom pre-function areas.
*No registrations are included in this package.

Exhibit Registration

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 November 9th, or, until all display space is sold.

NOTE: Booth and Table-top display locations will be assigned by the organizers.

CLICK HERE to register for Exhibit Space

Exhibitor 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.

All exhibit and table top rentals require at least one paid conference registration. 

Exhibit Space Confirmation

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.

Exhibit Cancellation & Refund Policy

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 October 29, 2012. After October 29, 2012 no refunds will be issued for cancellations unless we are able to resell the space, in which case a 50% refund will be processed.

Official Exhibit Services Contractor

Exhibit Services, Inc. is the official exhibit services company for the ACES and Ecosystem Markets Conference. Exhibit Services will assist you with all your shipping, freight, equipment and decoration 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:

Joe Conn, Exhibit Services, Inc.
1814 Tappan Blvd. Tampa, FL 33619
www.exhibitservices.net
Office # (813) 623-1163 / FAX: (813) 623-5913 / MOBILE: (813) 355-6786
joeconn@exhibitservices.net

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.

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 ship directly to the return destination. The Exhibitor Service Kit contains detailed information and order forms for the products and services.

Exhibitor Move-In

(Early) Sunday, December 9, 2012, 4:00PM – 7:00PM

(Regular) Monday, December 10, 2012, 7:30AM – 1:00PM

The exhibit hall is scheduled to open to conference attendees at 7:00AM on Tuesday, December 11. 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 opening. Note: The exhibit hall will be open for pre-conference workshop breaks and poster set-up on Monday, December 10th so please keep this in mind when planning your 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

Thursday, December 13, 2012, 3:45PM – 5:00PM

All exhibits must be dismantled and removed prior to 5:00PM on Thursday, December 13, 2012. No packing of equipment, literature, etc. will be permitted until after 3:45PM on Thursday, December 13. The exhibit service company will deliver shipping crates beginning at 3:15PM.

Freight Management/ Drayage

Exhibitors are responsible for the shipment of their exhibit materials to and from the ACES and Ecosystem Markets Conference. 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.

Hall Regulations

The Harbor Beach Marriott 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.

Liability

Through applying for exhibit space, the exhibiting company, its agents and representatives release the University of Florida, Exhibit Services, Inc. and the Harbor Beach Marriott Hotel 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, Exhibit Services, Inc. and the Harbor Beach 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, Exhibit Services, Inc. and the Harbor Beach Marriott Hotel 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 of ACES and Ecosystem Markets 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. Angelica Williams, 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
EMAIL: amwilliams@ufl.edu  

 
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October 3, 2014

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