Exhibitors

EXHIBITOR REGISTRATION IS CLOSED

Contract for Exhibitors 2017     Due May 31, 2017
Exhibitor/Sponsor Prospectus

Exhibit Hall Floor Plan
List of Registered Exhibitors as of 6/23/2017


Registration System

This year, you will need to create a new customer profile that will make registering for future meetings a snap!  The username and password you’ve used in the past, will not work in this system.

Exhibit Registration Deadline May 31, 2017

System Guide


General Information

The Renaissance Austin Hotel will be the site of the Joint Meeting of Ichthyologists and Herpetologists July 12-16, 2017.

Approximately 1,000 field biologists and environmental scientists are expected to attend. The JMIH will provide an opportunity for your organization to exhibit products, services, and information to the participants. Past participants have represented all 50 states of the United States and over 20 countries.

In addition to the exhibit space, each exhibitor will receive one full registration to the JMIH, which provides access to all events included in the regular participant fee. Additional exhibitor full-conference registrations are available for an extra fee.  Up to two additional representatives can staff the booth only at no additional charge. Additional exhibitor representatives can also purchase tickets for some of the special events, such as the opening reception on Thursday, July 13 at The Oasis (one ticket is included in the exhibit registration fee).

Exhibit set-up will be on Wednesday, July 12, 2017 from 1:00 p.m. until 5:00 p.m. with the exhibit hall opening to participants Thursday, July 13 at 9:00 a.m. The exhibits will continue on Friday, July 14 and Saturday, July 15 from 9:00 a.m. until 6:00 p.m., closing at 6:00 p.m. on Saturday, July 15, 2017. The primary exhibitor representative will be provided a complete registration packet upon check-in. A participant list of all attendees will be available electronically after the meeting.

All information describing the JMIH and information about the Renaissance Austin Hotel is available online at http://conferences.k-state.edu/JMIH-Austin-2017/lodging-travel/hotel-info/ (Note: this is a different URL than in the past).

If you are interested in making a donation or sponsoring an event such as a coffee break or the reception, we would appreciate your support.

Correspondence by e-mail is preferred. We hope you will be able to join us in July!

Joint Meeting Dates: July 12-16, 2017

Exhibit Move-in Date and Times: Wednesday, July 12, 1:00 – 5:00 p.m.

Exhibit Dates and Times: 

Exhibit Closing: Saturday, July 15, 6:00 p.m.

Move-out:  Saturday, July 15, 6:00 – 8:00 p.m. Move-out must be completed by 8:00 p.m.

Joint Meeting Meals and Social Functions:  Mid-morning and afternoon beverage breaks will be set up in the exhibit area throughout the meeting. Lunch is on your own. If you would like to attend any of the optional social functions (other than the one exhibit person admitted to the general reception), please note these on the exhibitor registration form and include payment.

Back

Front

Conference T-Shirts

Conference t-shirts are now available.

Adult Classic T-shirt Small – Large = $20
XL-XXXL = $25

Women’s Cut T-Shirt
Small – Large = $20
XL-XXXL = $25

Kid’s Classic T-Shirt
Youth X-Small -Youth Large= $15
Youth X-Large = $20

Order deadline: Friday, June 2; Noon CST


Exhibit Area and Configuration

All exhibits will be located in the Rio Grande Exhibit Hall of the Renaissance Austin Hotel. Mid-morning and afternoon break service will be set up in the exhibit area throughout the meeting. All sessions and meetings will be held at the Renaissance Austin Hotel.

Booth space will consist of a 10’ x 10’ pipe and drape booth, with two 6’ x 30” skirted tables, two chairs, a sign, and a wastebasket. The rooms are carpeted. Electricity, internet, audio visual equipment, and additional furniture and equipment can be ordered through our official drayage company, Freeman for an additional fee.


Exhibit Fees

Non-profit [501(c)3] Agencies: $600 for first 10’ x 10’ booth (proof of status required)

All other Exhibitors: $800 for first 10’ x 10’ booth

Artisan:  $450 for first 10′ x 10′ booth

Additional booth(s): $300 each

The fee includes the exhibit space and the admission of one person to attend the JMIH scientific sessions each day and the general reception on Thursday, July 13. If you would like to include additional representatives as full registrants, please register them on the registration form. If additional representatives who have not paid the full registration fee wish to attend the general reception, they must purchase a ticket.


Pre-Shipment of Materials

Shipment and storage for all exhibitor loads must be made with our official off-property exhibit drayage company, Freeman, for delivery on move-in day and removal on move-out day. Freeman will send all registered exhibitors an exhibit kit.  All shipments must be received in the advanced warehouse by Thursday, July 6, 2017.  Please label all materials as follows:

Your Company Name
Your Booth Number
2017 Joint Meeting of Ichthyologists and Herpetologists
C/O Freeman / AWD
Raceway Crossing, BLDG. 1
16310 Bratton LN., STE. 125
Austin, TX  78728

For more information, please contact:
Freeman Exhibit Transportation
Phone: 800-995-3579 (toll free US & Canada), 1+ 512-982-4187 (Local)
International: 1 + 817-607-5183
Fax: +1 469-621-5810
Email:  exhibit.transportation@freemanco.com
Monday-Friday, 8:00 a.m. – 3:30 p.m.
*Should you have materials that you need to be shipped following the meeting you are responsible for making those arrangements. Freeman will have a representative on site during move-in and move-out to assist you with your return shipping requirements. We ask that everything is packaged and labeled properly and that a bill of lading is completed indicating billing and type of carrier.


Advertising Opportunities

Maximize your exposure and reach over 1,000 attendees with an advertisement in the official program of the Joint

Meeting of Ichthyologists and Herpetologists. Please note which size ad you prefer on the online registration form or the enclosed registration form.  Prices and approximate sizes are listed below. JMIH reserves the right to alter the size of an ad to fit the program’s dimensions specifications.

Full-page ad (7.5 X 10”): $550

Half-page ad (7.5 X 5”): $350

Please e-mail your ad in either .jpg or .tiff format to Brandi Nelson no later than Friday, June 2, 2017.


Sponsorship Opportunities

With your contribution to the Joint Meeting of Ichthyologists and Herpetologists, your company becomes an official sponsor of the 2017 JMIH.

As such, your company will receive high-profile exposure and recognition based upon the following sponsorship opportunities:

Opening Reception Co-Sponsor

Contribution of $5,000

Benefits:

 

Poster Session or Refreshment Break Co-Sponsor

Contribution of $1,000

Benefits:

Checks for donations and sponsorships should be made directly to the American Society of Ichthyologists and Herpetologists and mailed to:

Douglas Martin
ASIH Treasurer
Texas Natural History Collections
Department of Integrative Biology
The University of Texas at Austin
10100 Burnet Road, PRC 176/R4000
Austin, TX 78758-4445 USA
Additional Information: Please remember to fill out the form in the 2017 Exhibitor and Sponsor Prospectus so that we can accredit the contribution appropriately.


Policies

Refund Policy

If you must cancel your registration, do so as soon as possible.  Substitutions are encouraged.  A full refund, minus a $75 administrative fee, will be made if cancellation is received in writing by the K-State Global Campus by 5:00 p.m. on Friday, June 2, 2017.  After that date, due to guarantees we must give, refunds are not available.  Refunds cannot be given in amounts less than $5.00.

Registrants & Exhibitors who do not cancel their registration through Conference Registration are responsible for the total meeting and/or exhibit registration fee even if they do not attend the meeting and have not paid the registration fee.

Cancellation Policy

Kansas State University may cancel or postpone this program because of insufficient enrollment or other unforeseen circumstances. If the program is canceled or postponed, registration fees will be refunded but we cannot be held responsible for other costs, charges, or expenses, including cancellation/change charges assessed by airlines or travel agencies. Registration fees will not be canceled and refunds will not be issued if the program is held but the registrant is unable to attend due to travel delays or cancellations caused by inclement weather, or due to other extraordinary circumstances beyond the control of Kansas State University.

Special Assistance

Kansas State University is committed to making events accessible to all participants. A participant in a conference or non-credit program with a disability who needs accommodations or has special dietary requirements should indicate services needed at the time of registration.  If you have further questions please contact Cara Richardson at cmr@ksu.edu.  Early notification is requested to ensure that accommodations can be provided in a timely manner.

Notice of Nondiscrimination