Exhibitor Registration and Hotel Information
How to Register
Toll Free 1-800-974-3621
|November 20, 2014||Priority Exhibitor registration opens. (Link will be sent via email)|
|December 4, 2014||Registration opens for all Exhibitors.|
|April 24, 2015||Rooming lists due. Cancellations received after this date will be assessed a $500 cancellation penalty per room.|
|April 24, 2015
||Badge list of 15 or more registered by this date can participate in on-site Group Badge Pickup.|
|May 8, 2015||Published housing deadline; deadline to make hotel changes based on availability (5:00 p.m. EST).
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.
|May 15, 2015||Contact hotels directly for changes/cancellations/new reservations.|
|May 27, 2015||Deadline to enter badge names.
Online Exhibitor Registration Closes.
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
- Additional Scientific full registration badges may be purchased at the members status for registration rate during the Exhibitor Registration process or on site.
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 24, 2015. 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 asm2015 issued badges at all times in the Exhibit Hall, including during installation and dismantle. Supplementing the official asm2015 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 asm2015 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 asm2015 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 asm2015 Exhibit Hall.
Your guests will be able to pick up their personalized badge on site at the New Orleans Ernest N. Morial Convention 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 asm2015 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 24, 2015. After April 24, 2015, 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 asm2015 Exhibitor online housing and registration program.
HOUSING ALERT! Several unaffiliated companies advertised hotel and housing services related to the asm2015 conference. Some companies have also inaccurately represented themselves as an “authorized housing vendor” for asm2015 and contacted attendees and exhibitors of ASM conference events. Experient, Inc. is ASM’s only authorized housing company. ASM cannot guarantee the performance or quality of services and reservations booked outside of Experient’s official housing block. Attendees that chose to book with a different agency or directly with a hotel will be subject to the terms and conditions outlined for that reservation.
To date, we are aware of the following companies, not affiliated with asm2015, that may be offering or soliciting rooms for the meeting:
- Worldwide Event Partners; Exhibitors Housing Management; Room Connections, Inc.; Exhibition Housing Services; SB Tours Meetings and Events; BHP Rooms Acquisitions; and Eventegg.
For questions regarding the official hotel block, please contact firstname.lastname@example.org.
Should your company decrease the size of booth space rented, or decide not to exhibit at asm2015, ASM reserves the right to decrease or cancel hotel blocks automatically. The cutoff date for room cancellation is April 24, 2015. 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 24, 2015 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.
A $10 booking charge will apply.
Limited shuttle service will be provided between the official hotels in the asm2015 block that are not within walking distance to the convention center. Shuttle service will begin on Saturday, May 30, and continue through Tuesday, June 2.
Convention Center Information
Ample parking is available near the Convention Center for a daily fee.