Important Dates

Registration/Badges

Please note: Exhibitor booth personnel badges are allowed access only to the exhibit floor; they will not permit access to the educational sessions.

Exhibitor Badges/Access

• Five (5) complimentary exhibitor booth personnel badges for each 10’ x 10’ booth rented
• One (1) complimentary scientific registration badge per exhibiting company

Additional Badges

• Additional exhibit booth personnel badges may be purchased at a fee of $100 each
• Scientific Registration Badges may be purchased at the non-member on-site registration fee rate

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 May 11, 2012. 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. Badges are not 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 asm2012 issued badges at all times in the exhibit hall, including during installation and dismantle. Supplementing the official asm2012 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 companies. 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.

Temporary Personnel
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 asm2012 is business dress. Temporary staff badges are counted toward your complimentary badge allotment.

Work Badges
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.

Guest Badges
ASM will continue to offer the Guest Pass Program. Instead of limited number of printed Guest Passes mailed to exhibiting companies prior to the meeting and charges for additional passes on-site, each exhibiting company will receive an unlimited number of personalized Guest Passes. You will receive an email with a personalized link to a website that you can direct your customers/guest to register for a personalized badge, Expocard, and hotel reservations, if they wish. Your guests will be able to pick up their personalized badge on-site in San Francisco at either Exhibitor or Attendee Registration.

Guest Passes are only good for entrance to the Exhibit Hall for one day only. Your customers can register for a pass for one, two, or three days of exhibits and will simply need to pick up a new badge daily.

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.

Hotel Accommodations

ASM has secured blocks of rooms in hotels convenient to the convention center. Each hotel participating in the official asm2012 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 May 17, 2012. After May 17, 2012, 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 username and password for accessing the asm2012 online housing and registration program.

Should your company decrease the size of booth space rented, or decide not to exhibit at asm2012, ASM reserves the right to decrease or cancel hotel blocks automatically. The cutoff date for room cancellation is May 4, 2012. A cancellation fee of $500 USD will be charged to the credit card provided for rooms cancelled after that date.

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.