EXHIBITOR PROSPECTUS. Introduction

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1 EXHIBITOR PROSPECTUS Introduction The American Geophysical Union (AGU) galvanizes a community of Earth and space scientists who collaboratively advance and communicate science and its power to ensure a sustainable future. AGU has more than 60,000 members worldwide who advance all areas of Earth and space sciences. The AGU Fall Meeting is the largest worldwide meeting in the Earth and space sciences! For 45 years, energized and passionate Earth and space scientists from around the world have been gathering in San Francisco, California, at AGU s Fall Meeting to connect with colleagues, broaden their knowledge base, provide new theories and research results, and embrace the joy of science. The Fall Meeting provides an opportunity to connect with more than 20,000 geophysical scientists and others with an interest in advancing, communicating, and understanding Earth and space sciences for the benefit of humanity. The AGU Fall Meeting is the preeminent meeting in the world for Earth and space scientists. The meeting is designed to provide members and associates with a robust program that covers both disciplinary and interdisciplinary sciences. Scientific content is developed by the Fall Program Committee based on sessions addressing current and ongoing research and the latest geophysical topics. The AGU invites you to participate in the AGU 2012 Fall Meeting. San Francisco is more than a destination it s 49 square miles of incredible landscapes, dining, sightseeing opportunities, and cultural experiences. The AGU Fall Meeting will be held 3-7 December 2012, at the Moscone Center in San Francisco. 1

2 Connect With More than 20,000 Earth and Space Scientists Meet the Attendees The Fall Meeting attracts more than 20,000 attendees from around the world. Earth and space scientists, educators, students, policy makers, and consultants presenting and reviewing the latest issues affecting the Earth, the planets, and their environments in space will be roaming the aisles of the exhibit hall. Fall Meeting attendees spend time in the exhibit hall and are interested to see what new products and services are available across the industry. The exhibit hall is also host to a coffee break in the morning and a refreshment break in the afternoon, featuring local beers. Why Exhibit? Opportunity to meet with influential users and buyers face-to-face; 20,000 current and prospective customers. Build recognition of your company and awareness of your products for the Earth and space sciences community. Launch and demo your new products in an interactive selling environment. Recruit the top students for your company, university, or college. Explore national and international business opportunities; 30% of the attendees are from outside of the United States. Share your research and exchange information with an interested and qualified audience. Be a part of the industry s premier national exposition, attracting international attention. Exhibit space includes two full meeting registrations nearly a $1000 value. 2

3 Fall Meeting Exhibitors Who Exhibits? Commercial companies, publishers, government agencies, educational institutions, research facilities, scientific societies, and others exhibit the latest in geophysical instruments, equipment, software, books and journals, minerals, fossils, and scientific programs. Academic Showcase The Academic Showcase is a dedicated section of the exhibit hall for academic institutions. It provides your department with a valuable opportunity to meet prospective students and highlight your academic offerings. Academic Showcase booths are 8 x10, and the cost for a booth includes carpet, two chairs, and one 6-foot table. Floor Plan and Exhibit Space Application The Fall Meeting exhibit hall will be in Moscone Center North Hall D in 2012! The North Hall provides access to the 12,000+ posters on the same level, located in the South Hall. Please check out the interactive floor plan at Booth Fees Booth Type Rate Size Notes Standard $2, x 10 Government Agencies* $1, x 10 1 booth limit at this rate Special Rate/Non Profit* $ x 10 1 booth limit at this rate Academic Showcase* $600 8 x 10 1 booth limit at this rate Exposed Corner $100 $100 per exposed corner *Only one 10 x 10 booth may be purchased at this price; companies wishing to have multiple booths must pay $2,350 per each 10 x 10 booth beyond the first plus $100 per exposed corner. 3

4 Payments Applications received on or prior to 31 August 2012, must include a 50% deposit of the total exhibit space amount due, payable in U.S. funds. Applications received after this date must include the full payment. Applications submitted without the required deposit will not be processed until a deposit is received. The date on which the deposit is received will be the date used when determining the order of the assignment of exhibit space. Tentative Schedule Date Hours Fall Meeting Dates 3 7 December Exhibitor Move-In 3 December 8:00 am 6:00 pm Exhibition Hours 4 6 December 9:30 am 6:00 pm 7 December 9:30 am 1:30 pm Exhibitor Move-Out 7 December 1:30 pm 7:00 pm 4

5 Exhibit Location Moscone Center North Hall D Move-In Policies All exhibit installation must be completed by 6:00 pm, Monday, 3 December. The exhibit hall will be cleared at 6:00 pm. If an exhibit is not set by 6:00 pm, Monday, the organization may lose 20% of its priority points. The exhibiting company is responsible for notifying the AGU Exhibits Manager on-site if it is unable to complete setup by 6:00 pm on Monday. Exhibit Specifications Dimensions: 10 x 10 Exhibit booth assignments space reservations will be based on the AGU Priority Point System. The Priority Points System is based on how much your company has invested and how many years you have exhibited at the AGU Fall Meeting since All exhibitor contracts must be accompanied by the required 50% deposit of booth space rented. AGU reserves the right to modify the exhibit floor plan shown in the Exhibitor Prospectus and make the final determination on booth assignments. Exhibit spaces are available in 100-square-foot increments (10 x 10 ) unless otherwise indicated. IMPORTANT: Height limits will be strictly enforced. Please keep this in mind when choosing a location or requesting to hang a sign. 5

6 Our Exhibitors Say It Best AGU has become the most vibrant and dynamic meeting for the Earth sciences, and attracts many of the world s top scientists from many disciplines that are encompassed by AGU. Thermo has increased our presence over the last 25 years from a one-man 10 booth to a 15-man 20 booth in 2011, and will expand again in 2012 to a 50 booth. We greatly appreciate the increased professionalism of the management of the exhibits portion of the meeting. - Chuck Douthitt, Thermo Scientific This is where the world s scientists go to see and be seen---it is a must do for anyone with a scientific product or service to display. - Tim Bannister, Essex Cryogenics of Missouri We look forward to attending the AGU show each year. The diverse expertise that comes together for this meeting is invaluable for both the exhibitors and attendees. AGU gives us an opportunity to connect with our current customers and make connections with new prospective customers. Definitely worth every penny! - Stephanie Raczka, Refraction Technology, Inc. To reserve your booth or request more information, please contact: Chuck Wagner AGU Fall Meeting Exhibit Sales (312) chuck@corcexpo.com Kristy Corcoran AGU Fall Meeting Exhibit Manager (312) kristy@corcexpo.com 6

7 Important Dates to Remember 2012 August 20 August 31 September 15 October 1 November 1 November 2 December 3 December 4-6 December 7 Deadline for submitting exhibitor company information for the Fall Meeting program and website. Balance due on exhibit space. Cancellation deadline for refund of 25% of the amount paid. Deadline to submit Product Theater application and payment. Exhibitor Service Manual (ESM) available on Deadline for exhibitor letter of intent to use an Exhibitor-Designated Contractor (EDC). Deadline for original insurance certificate from EDC. Deadline for discounted hotel rate. Exhibitor move-in from 8:00 am until 6:00 pm. Exhibition hall open from 9:30 am until 6:00 pm. Exhibition hall open from 9:30 am until 1:30 pm. Move-out from 1:30 pm until 7:00 pm. Please note that an exhibitor s support or participation in any AGU meeting, event, or publication/ production does not constitute an endorsement or recommendation of any kind by AGU. 7

8 Exhibitor Eligibility Eligibility To exhibit at the AGU 2012 Fall Meeting, all organizations must be approved by the American Geophysical Union. Exhibits must be related to the scientific interests of AGU s membership. AGU reserves the right to determine the eligibility of any company applying for exhibit space at this meeting. New/potential exhibitors that have never exhibited at an AGU meeting may be requested to provide company information including products and services that will be displayed. 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 2012 Fall Meeting logo unless given written permission from AGU, nor may it bear any reference to a real or implied endorsement by AGU. An Exhibit Application and Contract is not considered accepted, nor exhibit space assigned, until the organization has been approved to exhibit. As an Exhibitor, You Receive Two exhibit badges per booth. Additional exhibit badges can be purchased through exhibit registration. If more than one booth is purchased, two badges per company will provide full access to meeting sessions. All other badges are for exhibit hall only access. (Presenters of papers or posters do not qualify for an exhibitor badge.) Two meeting programs per exhibitor. One 7 x 44 identification header sign. 8 high draped backdrop and 3 high draped side rails. Listing (with description) in the meeting Program Book and on the AGU Web site. Morning/afternoon refreshment breaks in the exhibit hall. Exhibitor lounge. *Note: Exhibit-only badges cannot be used to attend scientific sessions or ticketed events. Individuals presenting papers must register through the regular meeting registration process. 8

9 Space Assignments: Exhibit space assignments will be on a first-come, first-served basis. Requests must be accompanied by the required 50% deposit for total of booth space reserved (100% after 31 August 2012). To ensure that you receive your preferred exhibit space location, please submit your Exhibitor Contract with required deposit today. AGU reserves the right to modify the exhibit hall floor plan shown in the prospectus and make the final determination on booth assignments. Final balance of booth space is due on 31 August Please note: It is mandatory that all booths be carpeted at the exhibitor s expense. Booth inspection will be on Monday, 3 December at 4:00 pm. How to Reserve Space and Booth Selections Complete and sign Exhibitor Contract. Before 31 August 2012, enclose 50% of the total for all booths reserved. 100% is due after 31 August Mail, fax, or Exhibitor Contract to AGU Fall Meeting Exhibit Sales (kristy@corcexpo.com). Cancellation Policy All booth cancellations must be made in writing and received by AGU Exhibits prior to 31 August 2012 to qualify for a refund of 25% of the payment. No refunds will be made after 31 August Hotel Accommodations AGU has secured blocks of rooms in hotels convenient to the Moscone Center area. All reservations must be made through AGU s Registration Vendor Experient, Inc. Hotels will not accept direct reservations. To take advantage of AGU s hotel discounts, hotel reservations must be made by 2 November After 2 November, exhibitors may not be able to receive the AGU discounted rates. Exhibitors are responsible for making their own hotel and travel arrangements. Hotel information will be available on the Fall Meeting Web site on 12 July