By purchasing any of the advertising, exhibit space, sponsored items, and/or a sponsored graphic opportunity from the Society for the 2024 SIOP Annual Conference, you agree to the following:
ANNUAL CONFERENCE DATES: APRIL 17-20, 2024
EXHIBIT HALL MOVE-IN (10x20 & 20x20 Booths): Noon-4:00 PM TUESDAY, APRIL 16, 2024 NEW!
EXHIBIT HALL MOVE-IN (10x10 Booths): 8:00 AM-2:00 PM WEDNESDAY, APRIL 17, 2024
ALL BOOTH SET-UP MUST BE COMPLETED BY 2:00 PM WEDNESDAY!
APRIL 17 EXHIBIT HALL HOURS: 8:00-9:30 PM OPEN DURING THE OPENING RECEPTION, HELD IN EXHIBIT HALL
APRIL 18 EXHIBIT HALL HOURS: 8:00 AM-5:00 PM
APRIL 19 EXHIBIT HALL HOURS: 8:00 AM-5:00 PM
APRIL 19 EXHIBIT HALL MOVE-OUT: 5:00-7:00 PM APRIL 19, 2024
APRIL 20 NO EXHIBIT HALL
Warning of Unsolicited Vendors: SIOP does not contract with housing or mailing list companies. Partnering organizations contacted by such firms are encouraged not to conduct business with them and are asked to forward all such inquiries to srogers@siop.org.
Low Ceiling Alert: The Riverside Exhibit Hall has a 12’ ceiling; therefore, overhead hanging signage above the booth space is prohibited at the 2024 SIOP Annual Conference. The Hyatt Regency states that you may modify your booth space to include a central display up to 10’ tall. For 2024 only, no element of your booth may be taller than 10 feet.
General Agreement for All Advertisers, Exhibitors, and Sponsors
1. Partnership Order Placement
SIOP conference partnerships are competitive. Once an organization places an order for a conference partnership (advertising, booth space, sponsorship, or any combination thereof), the organization has agreed to support the SIOP Annual Conference through participation in the partnership opportunities selected.
2. Guarantee of Benefits
To ensure receipt of all the benefits assigned to the opportunities chosen and the partner level, which is reached through cumulative purchases, SIOP highly recommends ordering as soon as possible.
3. Payment Policy
All partnership orders must be paid in full within 30 days or by March 8, 2024, whichever comes first.
4. Cancellations
Benefits of a partner’s participation begin immediately; therefore, partnership fees for opportunities already in use, e.g., ads printed in the Onsite Guide (PDF) or sponsored items with partner logo and/or messaging that already have been created, are nonrefundable. Web ads and sponsor logos will be prorated. Cancelled booth space is not refundable unless and until the exhibit space has been re-sold. No refunds for cancellation after March 8, 2024. In the unlikely event that an organization needs to cancel, the partner must contact Susan Rogers at srogers@siop.org.
5. Advertising, Graphics & Logo Deadlines
Partners selecting opportunities that include production of branded graphics (e.g., ads, banners, poster boards, & clings) must provide artwork files by Friday, March 8, 2024. Partners not providing graphics by this deadline will be responsible for the late fees charged to SIOP by the graphics vendor.
6. Changes in Partnership Opportunities
All SIOP partnerships are subject to change due to unexpected variations in state and local laws, venue requirements, or availability. SIOP reserves the right to reject any partnership order for any reason.
7. Auxiliary Events
Any partner who wants to hold their own event (e.g., a reception) in the conference hotel must complete a SIOP Auxiliary Event form. Please contact Laura Palmer at laura.palmer@conferencedirect.com to begin the process of securing space.
8. Booth Configuration
- Standard booth size is 10 x 10’.
- Each booth comes with a 6’ draped table, two chairs, and a wastebasket plus an organizational name sign for the back drape.
- All drape is black.
- No booth carpeting is required for 2024; however, you are allowed to purchase carpeting for your booth through GES for comfort and branding purchases.
- Electrical for your booth is optional and is ordered through the online GES Exhibitor Manual.
- Note the low-ceiling alert at the beginning of this agreement. No hanging ceiling signage. No booth structure taller than 10 feet.
9. Exhibit Hall Features
Locations indicated on the Exhibit Hall floor plan for features such as the main entrances, food and beverage breaks, the SIOP Commons, and poster sessions are subject to change due to show management decisions, venue requirements, and fire and safety restrictions.
10. Booth Location Assignment
When placing an order, exhibitors must indicate their top three preferred locations. No booths are immediately assigned. SIOP reviews booth-space preferences and considers the date the order was placed, level of partnership for the calendar year, and prior partnership history when making assignment decisions. SIOP reserves the right to alter booth space locations at any time if deemed in the best interest of the event.
11. Exhibit Hall Move-In and Move-Out
- Set-up begins on Tuesday, April 16, from Noon to 4 PM for booths 10 x 20 and larger. However, 10 x 10 booths also may be set up on Tuesday before 4 PM, if desired.
- Set-up for all booths must be completed by 2:00 PM on Wednesday, April 17.
- The exhibiting organization agrees to have an organizational representative in the booth space to assist with set-up during the move-in hours until their booth is complete (even if the organization has hired a third-party to build it).
- Note the low-ceiling alert at the beginning of this agreement. No hanging ceiling signage. No booth structure taller than 10 feet.
- Move out is on Friday, April 19, from 5:00—7:00 PM. Exhibitors agree not tear-down their booth prior to 5:00 PM on Friday.
12. Exhibit Hall Schedule
- This year, the Exhibit Hall will be open from 8:00-9:30 PM on Wednesday, April 17, to host the conference opening reception.
- On Thursday, the Exhibit Hall hours will be 8:00 AM to 5:00 PM.
- On Friday, the Exhibit Hall hours will be 8:00 AM to 5 PM.
- There will be a lunch break from 11:30-1:00 PM on Thursday and Friday.
13. Exhibit Staffing
Exhibit displays must remain fully intact and staffed during all Exhibit Hall hours. Every booth staffer requires an Exhibit Hall-only badge, which provides access only to the Exhibit Hall and NOT to the educational sessions and receptions. Booth staff must display their SIOP-issued name badge at all times and agree to abide by all conference attendee rules including but not limited to the SIOP Anti-Harassment Policy.
14. General Services Contractor/Online Exhibitor Manual (Booth Carpet, Electrical, Furniture)
GES is the official 2024 SIOP Annual Conference show contractor with labor and equipment to be provided per the rates and terms that GES will outline in their online exhibitor manual. SIOP assumes no liability or responsibility whatsoever related to the performance or nonperformance of GES. The Exhibitor Manual will be posted by GES online in early 2024 (date to be determined).
15. Displays & Audiovisual
Exhibitors are asked to be considerate of neighboring booths and remain within the defined booth space, not flowing into common areas. SIOP reserves the right to have exhibitors move, rearrange, or dismantle all or part of a booth should SIOP, the hotel, or the fire marshal deem it necessary. Exhibitors will not block the line of site of other booths near or next to them. Sound must be kept at a volume not to exceed that of a normal conversation. Amplification is not permissible.
16. Food and Beverage
Exhibitors may not bring in outside food and beverage, except for personal consumption by booth staff. Any in-booth food and beverage activity must be arranged with the catering department of the hotel.
17. Booth Receptions/Activities
Exhibitors intending to offer receptions or similar activities in their booth must notify Susan Rogers at srogers@siop.org by Friday, April 12, 2024. Such activities may be conducted during regular Exhibit Hall hours and must remain within the footprint of the exhibitor’s booth space and not obstruct the aisles. To hold a more extensive event that cannot be contained within the booth footprint, please see #7 regarding Auxiliary Events.
18. Exhibit Hall Wi-Fi
Complimentary Wi-Fi will be available in the exhibit hall on Thursday and Friday. The Wi-Fi will be shared bandwidth among exhibitors and attendees throughout the hall. If you need high reliability and speed for product demonstrations or other purposes, we recommend that you purchase a dedicated internet line for your booth rather than relying on the shared Wi-Fi access. Details will be available in the GES online Exhibitor Services Manual.
19. Glitter, Confetti, Popcorn, and Other Materials
- The use of glitter, confetti, sand, or simulated snow types of material are not permitted in the Exhibit Hall.
- Adhesive-backed decals will not be given away or utilized.
- Popcorn is not permitted without prior written approval from the hotel. Additional cleaning charges may apply.
20. Age Limit
No one under the age of 18 is permitted on the loading docks, in the truck bays or in the loading dock yard. Additionally, no one under the age of 18 is permitted in the Exhibit Hall during move-in and move-out operations.