Exhibitor Registration & Hotel Information
How to Register
Toll Free 1-800-974-3621
|November 7, 2013||Priority Exhibitor registration opens. (Link will be sent via email)|
|November 21, 2013||Registration opens for all Exhibitors.|
|April 4, 2014||Rooming lists due. Cancellations received after this date will be assessed a $500 cancellation penalty per room.|
|April 11, 2014||Badge list of 15 or more registered by this date can participate in on-site Group Badge Pickup.|
|April 25, 2014||Published housing deadline; deadline to make hotel changes based on availability (5:00 p.m. EST).
|April 30, 2014||Contact hotels directly for changes/cancellations/new reservations.|
|May 14, 2014||Deadline to enter badge names.
Internet site will close (IMPORTANT NOTICE: Please make sure your arrival and departure dates are correct. Some hotels may charge a fee if you check out prior to your scheduled departure date.
Please note: Exhibitor booth personnel badges allow access only to the exhibit floor; they will not permit access to the educational sessions.
- Five (5) complimentary Exhibitor booth personnel badges for each 10'×10' booth space purchased
- One (1) complimentary scientific full registration badge per exhibiting company. This badge allows the individual to attend all educational sessions, except Workshops.
- Additional exhibit booth personnel badges may be purchased at a fee of $100 per badge
- Scientific full registration badges may be purchased at the non-member registration fee
All company representatives must produce a business card for the exhibiting company they represent in order to pick up their badge. The card must have their name printed on it, and if requested, they must be prepared to present a positive form of ID (e.g., driver’s license, military ID) to obtain a badge.
Group Pickup will be allowed on site for companies that have registered 15 or more staff and who have submitted a badge list to ASM prior to April 11, 2014. Group badges can only be picked up by the contact specified on the official Exhibit Application and Contract. Please be aware that ASM will not make a duplicate badge without charging a $100 badge replacement fee. Badge fees are non-refundable and may only be worn by the individual named on the badge. ASM does not invoice for Exhibitor badge fees.
Exhibitors and their vendors, contractors and agents must wear their asm2014 issued badges at all times in the Exhibit Hall, including during installation and dismantle. Supplementing the official asm2014 badge with business cards, ribbons or company badges is considered a violation of the regulations and can result in the loss of priority points by the exhibiting company. This policy applies to personnel staffing a particular exhibit for the duration of the exhibition, as well as, those who will be visiting for a short period of time.
Name badges are non-transferable and are intended for the sole use of the registered individual. Loaning your badge to another individual or swapping your badge with another registered attendee is a violation of these regulations, and can result in the loss of priority points by the exhibiting company. In addition, it is against ASM policy for an Exhibitor to assist an ineligible individual in obtaining a badge or gaining access to the Exhibit Hall. Anyone who violates this policy will be barred from further participation in this and future meetings. In addition, the exhibiting company may be assessed the applicable on-site registration fee for the additional individual.
If it is necessary for your company to employ temporary personnel, be sure to provide them with the exhibiting company’s name, booth number, and the name of the contact at the exhibit. They must bring proof of affiliation with the temporary agency (e.g., name tag or time card), and a positive ID (e.g., driver’s license). All temporary personnel must wear a badge while on exhibit floor and be informed that the attire for asm2014 is business dress. Temporary staff badges are counted toward your complimentary badge allotment.
Unregistered Exhibitor agents, vendors, and exhibitor-designated contractors who wish to access the exhibit floor during installation and dismantlement hours will be required to show proof of affiliation with the exhibiting company or exhibitor-designated contractor to receive a work badge. Work badges will be distributed from the ASM Exhibitor-Designated Contractor Registration Desk (EDC) or the Freeman Service Center.
ASM will continue to offer the Guest Pass Program. Invite your guests to attend asm2014 and visit you in the Exhibit Hall for free using our Guest Invite Program. This online tool makes it quick and easy for Exhibitors to send a personalized email to customers/guests for a personalized badge, and hotel reservations, if they wish. And because, there is no limit to how many guests you may have, feel free to extend invitations to all your customers to visit your booth in the asm2014 Exhibit Hall.
Your guests will be able to pick up their personalized badge on site at the Boston Convention & Exhibition Center at Attendee Registration. Guest Passes are only good for entrance to the Exhibit Hall and to reserve a guest pass the attendee must register in advance.
We hope you will take advantage of this program and invite your customers to see you at the show using this simple and personalized process.
ASM has secured blocks of rooms in hotels convenient to the convention center. Each hotel participating in the official asm2014 room block has set aside a portion of the rooms for Exhibitors’ use. These rooms have been set aside to ensure that Exhibitors have the opportunity to reserve sleeping rooms in the hotels of their choice.
All reservations must be made through the ASM’s housing and registration vendor – Experient, Inc. Hotels will not accept direct reservations. To take advantage of ASM’s discounted hotel rooms, exhibitor reservations must be made by April 25, 2014. After April 25, 2014, Exhibitors may not be able to receive the ASM discounted rates. Any organization that obtains housing outside of the ASM room block will be sanctioned. Experient will send an email to each Exhibitor providing the password for accessing the asm2014 Exhibitor online housing and registration program.
Should your company decrease the size of booth space rented, or decide not to exhibit at asm2014, ASM reserves the right to decrease or cancel hotel blocks automatically. The cutoff date for room cancellation is April 25, 2014. A cancellation fee of $500 USD will be charged to the credit card provided for each room cancelled after the housing deadline. You will still be able to access exhibitor online housing through April 25th to make individual room reservations. But any rooms no longer needed as part of a room block must be released back to the hotel by April 4th or a $500 USD penalty per room will be incurred.
Application for exhibit space indicates the Exhibitor’s agreement to comply with all ASM policies, including those policies regarding housing. Housing policy compliance is also applicable to Exhibitor’s staff and any appointed contractor or vendor.
Travel Agency/Airline Discounts
Through a partnership with MacNair Travel Management, the American Society for Microbiology is able to offer you the most convenient travel accommodations possible. Receive these benefits when you book your flight through ASM.
- Access all airlines, including low cost carriers
- Book online or call an ASM travel consultant for personal service
- Earn miles with your personal frequent flyer account
- Select your seat assignment and make special requests
- Receive discounts from the official airline carriers.
Visit www.macnairtravel.com/ASM.html. A $10 booking charge will apply.
Limited shuttle service will be provided between the official hotels in the asm2014 block that are not within walking distance to the convention center. Shuttle service will begin on Saturday, May 17, and continue through Tuesday, May 20.
Convention Center Information
The BCEC offers two parking options: valet and self-parking. Valet parking is available by turning into the BCEC’s east side entrance off Summer Street; valets are immediately on your right for most events. For self-parking, continue beyond the valet area. At the end of the building, turn right and go down the ramp. At the bottom, turn left and you will see the entrance to the “South Parking Lot.” Shuttle buses run continuously between the lot and building entrances. Valet parking is $25 all day. Self-parking is $12 all day. Additional parking is available in numerous open air lots on the waterfront. Lots are only a 2-3 minute walk away from the BCEC. For driving instructions to the BCEC visit http://advantageboston.com/BCEC/Getting-to-the-BCEC.aspx#Parking
Via MBTA Bus Service
The Silver Line is an express bus service connecting South Station and Logan Airport with the BCEC’s South Boston neighborhood. The Silver Line stop nearest the BCEC is at the World Trade Center, a short 3-5 minute walk along World Trade Center Avenue (the Silver Line stop is on the lower level on Northern Avenue).Regular MBTA bus service is available via Route #7 between South Station and World Trade Center, Monday-Saturday. $1.50 fare on-board for regular bus service, $2.00 fare for Silver Line; visit mbta.com for information
Via MBTA Red Line, Amtrak, or Commuter Rail
Exit at the South Station stop and proceed outside to Summer Street. One option is to take Silver Line bus service (see previous section). It’s also an easy 15-minute walk from South Station. Head east on Summer Street and cross the Fort Point Channel. The BCEC is about 1 mile on your right. Visit mbta.com for information