EXHIBITOR GUIDELINES
SOUTHWEST CHAPTER OF THE AMERICAN COLLEGE OF SPORTS MEDICINE
Purpose of the SW-ACSM Regional Meeting- The
South West American College of Sports Medicine’s
meeting is intended to further the education of people
engaged in the field of sports medicine and exercise
science. Materials exhibited at the SW-ACSM
meeting must enhance the professional education of
the attendees and provide an opportunity to examine
and evaluate the latest equipment, products and
services in the sports medicine and exercise science
industry.
Why Exhibit at the SW-ACSM Meeting?
By exhibiting with SW-ACSM you are entitled to:
 Access to 500+ attendees specializing in health,
fitness, kinesiology, sports medicine & working
with college and club teams, and the general
public
 Unopposed exhibit time
 Listing of SW-ACSM membership
 50% reduction in exhibit fees for fourth year of
continuous attendance.
 Two complimentary registrations per booth
 Complimentary refreshments for all attendees on
Friday afternoon, and continental breakfast on
Saturday morning, both in the exhibit hall
 Lunch reception Saturday afternoon
 Great proximity to general sessions – Exhibits
located in the hotel’s Athena Room (visit
http://www.alexispark.com/meetings/meetings5.h
tm to view the facility layout)
 Poster sessions held in the exhibit hall to enhance
attendee traffic
 Modest exhibit fees
 Attractive location – Las Vegas consistently draws
well
Exhibit Space Reservation and Payment – Space
reservations will be accepted until October 1st, 2004 or
until the day of the conference as long as space is
available. Space reservations must be sent by mail and
be accompanied by a check for 100% of total booth
fees. Deposit checks will be cashed after the
conference. SW-ACSM will assign space in the
exhibit hall.
Cancellation – SW-ACSM’s cancellation policy is as
follows:
1. If an exhibiting company cancels its booth space,
notification must be made in writing.
2. If an exhibiting company cancels its space in the
month prior to and at least 7 days before the
conference, half of the exhibit fee will be forfeited.
3. If an exhibiting company cancels its space during
the week prior to the conference, the total cost of the
booth space will be forfeited.
Exhibit Schedule
Exhibit hours are 9 a.m. to 4 p.m. on Friday and 8 a.m.
to 11 a.m. on Saturday. Please note that conference
attendees will be invited to the Athena room for free
non-alcoholic refreshments during the afternoon
refreshment break on Friday, and a continental
breakfast on Saturday morning. These will be the best
opportunities to showcase your products and services.
Thursday, October 21st
6-8 p.m.
Exhibit Set up
Friday, October 22nd
6:30-8:30 a.m.
10:00-10:40 a.m.
Noon to 1 p.m.
3:00-3:30
Exhibit Set up
Refreshment Break
Lunch Break (lunch will not
be served, but the hall will be
open for attendees to visit)
Refreshment Break with free
non-alcoholic beverages
Saturday, October 23rd
8:00-9:00 a.m.
Contintental Breakfast
11:00 a.m.
Exhibitor tear down
11:15 a.m.
Lunch Reception
Welcome to Las Vegas
Attendees and exhibitors alike appreciate Las
Vegas’ accessibility, array of hotel and
entertainment options, and the attractions that make
this sparkling city unique. Exhibitors and their
guests will be eligible for discounted hotel rates at
the official headquarters hotel, the Alexis Park
Hotel. Reservations may be made directly with the
hotel by phoning (800-582-2228). Attendees must
identify themselves with the South West American
College of Sports Medicine to qualify for
discounts. Special, discounted rates are available on
a first-come, first-serve basis through October 1st,
2004.
Standard Suites
Crown Suites
$119/night
$159/night
Guests at the Alexis Park Hotel will enjoy the
atmosphere of a premier, non-gaming all suite
hotel, as well as amenities such as an outdoor pool,
restaurants, and services. The Alexis Park offers
onsite comprehensive workout facilities (free for
guests), spa treatments and salon services. For
those who enjoy the atmosphere of the Las Vegas
Strip, the Alexis is located just steps away, offering
shopping, dining and entertainment. All events will
take place in the Alexis Park Hotel.
Booth Space –The space allocated to each exhibitor is ten feet wide
and eight feet deep. Each exhibitor will be provided with a skirted
table and a chair as well as access to electrical outlets. Requests for
extra tables will be accommodated if possible, at the discretion of the
exhibit director. The exhibit area, the Athena Room, is located just
outside the general session and is carpeted. Good traffic is almost
guaranteed with this location. All aisles will be cleaned nightly at no
cost to the exhibiting company.
Installation and Labor – A labor crew will be available on the set-up
day in accordance with advance orders. All wall attachments are to be
hung by Alexis Park engineers. Exhibitors are urged to order all
services in advance. Exhibitors choosing to bring in their own
material must carry sufficient liability and workman’s compensation
insurance. Any exhibit not unpacked by this time will be placed in
storage and can be returned only after exhibits close on the first day,
or set up may be ordered by show management and the cost charged
to the exhibitor.
Removal of Exhibits – Exhibitors shall start taking down displays
after 11 a.m. on Saturday, October 23rd. Tear down must be
completed no later than 4 p.m. No packing of equipment, literature,
etc. or dismantling of exhibits will be permitted until the official
closing time. Violators will not be invited to exhibit at future SWACSM meetings.
Services-in-kind – SW-ACSM will consider services-in-kind to
reduce exhibitor fees on a case-by-case basis. Exhibitor fees can be
reduced by 50% for services that may include products, presentations,
tutorials, or other support. Exhibitors presenting tutorials for servicein-kind must sign a disclaimer and cannot show their products during
their presentation. They can talk about scientific results using their
products if referenced.
Liability – SW-ACSM and the Alexis Park Hotel will take all
reasonable precautions against damage or loss by fire, water, storm,
strikes and other emergencies, but do not guarantee or insure the
exhibitors against loss by reasons thereof. In the event of cancellation
of the exhibition due to any of these circumstances or other causes
beyond SW-ACSM’s control, SW-ACSM shall not be held liable for
failure to hold the SW-ACSM meeting as scheduled. The exhibitor
shall indemnify and hold harmless the SW-ACSM and/or the Alexis
Park Hotel from any and all damages and liability for anything
whatsoever arising from or out of the occupancy of space by the
exhibitor, or the exhibitor’s agents or servants, and from any loss or
damage arising from any fault or negligence by the exhibitor, or any
failure on the exhibitor’s part to comply with any of the covenants,
terms and conditions herein contained, or otherwise whether or not it
be caused by, due to, the failure of the Alexis Park Hotel or SWACSM to perform any of these covenants herein, expressed or
implied, to be performed by them.
Shipping/Drayage – All freight must be shipped prepaid to the hotel
in care of your company representative (COD shipments will not be
accepted). Empty crates and cartons will be picked up at each booth
and held until scheduled breakdown at which point they will be
returned to the exhibitor upon request. Additional information
regarding shipping details will be available by contacting Lindsay
Hamilton at (702) 796-3311.
Insurance – SW-ACSM and the Alexis Park Hotel do not maintain
insurance covering the exhibitor’s property. It is the sole
responsibility of the exhibitor to obtain the appropriate amount and
type of insurance to cover their property, agents or employees, from
theft, damage by fire, accident or any other cause.
Security – Although resort security will be on duty during non-exhibit
hours, it is expressly agreed that SW-ACSM and the Alexis Park
Hotel shall not be liable for any loss, or damage to, goods or property
of any exhibitor on consignment, or otherwise, prior to, during or
subsequent to the time of the exhibit. Exhibitors are responsible for
their own property.
Product Demonstrations – Although the demonstration of motoroperated equipment is permitted, actual hookup and operation of x-ray
machines to full-current use, as for radiographic purposes, is not
permitted. Also, demonstration of apparatus of any kind that is noisy
or distracting is not permitted. No objection is made to utilizing
electricity for illuminating purposes or for operating instruments and
apparatus without disruption in the exhibit area. The use of open audio
systems or motion pictures is discouraged. Requests to use such
equipment must be approved by the SW-ACSM Exhibits Manager,
and the exhibitor must agree to discontinue its use if it is deemed to be
objectionable to the registrants or adjacent exhibitors.
Property Damage – The exhibitor is responsible for all damage to
property. No signs or other articles may be affixed, nailed or
otherwise attached to walls, doors, etc., in such a manner as to deface
or destroy them. Likewise, no attachments may be made to the floors
by nails, screws or any other devices that would cause damage.
Exhibitor Incentives – Exhibitors will be provided a mailing list for
SW-ACSM members. In addition, Exhibitors attending three
consecutive SW-ACSM meetings will receive a 50% reduction in
exhibit fees the fourth year. This will be applied retroactively
beginning in 2004.
Policies and Regulations
Code of Conduct – The following practices are prohibited by
decisions of the SW-ACSM Advisory Council:
1. Canvassing or distribution of any materials outside the distributor’s
assigned space.
2. The use of billboard advertisements and/or display of signs outside
the exhibit area.
3. Publicizing and/or maintaining any extracurricular activities,
inducements, demonstrations or displays away from the exhibit
area during the hours of the SW-ACSM meeting.
4. Entry into another exhibitor’s booth without permission.
5. Photographing or examining another exhibitor’s equipment without
permission.
Inspection of Booths – SW-ACSM reserves the right to reject any
application for exhibit space or restrict any exhibit considered
undesirable. This restriction includes articles, conduct, printed
material or anything objectionable to the exhibits as a whole.
Statements made in booth display or literature for distribution is
subject to evaluation for scientific accuracy.
Booth Staffing – As a courtesy to all participants and exhibitors, SWACSM requests full cooperation in exhibits being opened on time
each morning and being staffed during scheduled exhibit hours.
Exhibit personnel will be provided with an identification badge.
Smoking – Smoking is not permitted in the exhibit area.
Photography/Video Taping – The use of photographic/video
equipment is prohibited in the exhibit hall unless special permission is
granted from show management. This is true of attendees as well.
Industry Support – Supporting the SW-ACSM meeting is another
way to gain recognition among health, fitness, exercise and nutrition
specialists. As you plan for your 2003 budgets, consider a new line
item for sponsorship of a symposium at the meeting. For complete
sponsorship opportunities available with SW-ACSM, please contact
the SW-ACSM Exhibit Manager.
Cooperation of Exhibitors – The aforementioned regulations have
been formulated in the best interests of the exhibitor and their
cooperation is therefore requested. These regulations are a part of the
agreement between the exhibitor and SW-ACSM. Any matters not
specifically covered in this prospectus are subject to decision by the
SW-ACSM Exhibit Management. The College reserves the right to
make such changes, amendments and additions to these rules as it
considers advisable for the proper conduct of the exhibit, with the
provision that all exhibitors will be advised of such changes.
For additional information, contact:
Steve Hawkins, Assistant Professor
Exhibit Chair
Southwest American College of Sports Medicine
Tel.: (323) 343-4667
Fax: (323) 343-6482
E-mail: shawkin@calstatela.edu