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 2016 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 2016 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 2016 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
- Conservation
Show Times
The Exhibit Hall (Grand Ballroom 5) is open to conference attendees from 7:30am on Monday, December 5th through 10:00am on Friday, December 9th. 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 Thursday.
| Move-In: |
(Early) Sunday, December 4th, 2016 | 5:00PM – 7:00PM (Regular) Monday, December 5th, 2016 | 7:30AM – 8:30AM |
| Show Days: |
Monday, December 5 | 7:30AM – 6:00PM (Optional Workshop Day) Tuesday, December 6 | 7:30AM – 5:30PM Wednesday, December 7 | 7:30AM – 5:30PM Thursday, December 8 | 7:30AM – 7:30PM (extended hours for Poster Reception) Friday, December 9 | 7:30AM – 10:00AM |
| Move-Out: | Friday, December 9, 2016 | 7:30AM – 10:00AM |
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 8' x 8' exhibit booth includes:
- 8’ high drape background with 3’ high side-rail divider drapery
- 1 – 6' x 24” x 30”h draped and skirted table
- 2 – folding chairs
- 1 – wastebasket with liner
- 1 – 7” x 40” identification sign depicting company name and booth number
- 1 – 120 Volts, 5 AMPS, 500 Watts electrical connection, with a 6-way power strip (standard for powering up to 2 computers and some booth lighting)
- Listing on the ACES 2016 website
- Listing in the ACES 2016 program and abstract book if space is contracted and paid for by November 7, 2016
Exhibit Representative Registration
All booth representatives must register to attend the conference. As conference attendees, 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, which can be found on the Sponsorship Opportunities page).
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
Exhibit Services, Inc. is the official exhibit services company for the ACES 2016 Conference. Exhibit Services, Inc. will assist you with all your freight shipping, equipment, and decoration requirements. They 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 Exhibit Services, Inc. and is the responsibility of the exhibiting organization.
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, go to http://www.exhibitservices.net and log in as an exhibitor:
Account name: ACES2016
Password: 2016
Make your arrangements through this online system with Exhibit Services Inc. by 5pm on Monday, November 21st to receive discounted pricing.
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:
Exhibit Services, Inc
4545 Transport Drive
Tampa, Florida 33605
info@exhibitservices.net
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 Hyatt Regency Jacksonville Riverfront, NOT Exhibit Services, Inc. All exhibitors will need to submit the AV order form directly to the hotel, as instructed in the form. For direct access to this form, click here. All orders must be received by the hotel by Wednesday, November 30th.
Email: HRJaxExhibits@encore-us.com
Fax: 904-634-4508
Exhibitor Regulations
- Exhibit materials placed along the side rails in the front 6 feet of the booth may not exceed 4 feet in height.
- All demonstrations, advertising, sales, or promotional activities of an exhibitor must be confined to the limits of the assigned exhibit space.
- Display material not conforming to the above must be requested in writing with a detailed sketch and receive written approval.
- 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.
- Due to licensing requirements, no music will be allowed in the hall.
- Any banners hung within the booth must not extend beyond the 8'×8' booth dimensions.
- Subletting or licensing of space by the exhibitor is prohibited.
- 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.
- 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 order forms on the website listed above contain detailed information for all the company’s products and services.
Exhibitor Move-In
(Early) Sunday, December 4, 2016, 5:00PM – 7:00PM
(Regular) Monday, December 5, 2016, 7:30AM – 8:30AM
The exhibit hall is scheduled to officially open to conference attendees at 7:30AM on Tuesday, December 6th. 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 5th 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 9, 2016, 7:30AM - 1:00PM
No packing of equipment, literature, etc. will be permitted until after 7:30AM on Friday, December 9th. All materials must be removed by 1:00PM. 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 Exhibit Services, Inc. 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 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 Shipping and Material Handling forms on the Exhibit Services, Inc. website.
For exhibitors interested in shipping smaller packages and materials directly to the host hotel, please review the Hyatt Regency Jacksonville Riverfront’s Shipping and Receiving Policy and fill out the Hyatt Regency Jacksonville Riverfront’s Shipping and Receiving Form. Please note: If shipping directly to the hotel, exhibitors will need to contact the Hyatt Regency Jacksonville Riverfront’s Shipping and Receiving Department at (904) 588-1234 to arrange for packages to be delivered to the Exhibit Hall (Grand Ballroom 5).
Hall Regulations
All exhibits and materials must meet with the same electrical and fire code requirements and regulations under which the Hyatt Regency Jacksonville Riverfront 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, Exhibit Services, Inc., and the Hyatt Regency Jacksonville Riverfront 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 patrolled by security personnel during all hours that the exposition is closed. 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 Hyatt Regency Jacksonville Riverfront 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 Hyatt Regency Jacksonville Riverfront 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
Kristin Zupancic, Conference Coordinator
UF/IFAS Office of Conferences and Institutes (OCI)
PO Box 110750 Building 78, Mowry Road
Gainesville, FL 32611-0750
Phone: 352-294-3582 (direct) 352-392-5930 (main); FAX: 352-392-4044
Email: kzupancic@ufl.edu
Post-Conference Items
Program Book
View Online PDF
Abstract Book
View Online PDF
Photo Galleries
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Speaker Presentations
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Poster Presentations
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Workshop Summaries
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Town Hall Reports
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