A limited number of organizations and companies will be accepted to exhibit at the 2010 International Microbicides Conference (M2010).  Space will be designated at the David L. Lawrence Convention Center for a limited number of tabletop exhibits only (exhibit booths of any size will not be permitted).  Placement will allow for maximum visibility by conference attendees but will be contingent upon the number of tables requested, the level of sponsorship, and the date payment is received for the exhibit fee.  The location of the exhibit area, as well as table assignments will be determined closer to the conference.

Please note that the M2010 conference organizers reserve the right to decline any application to exhibit.

IMPORTANT NOTICE:

The David L. Lawrence Convention Center is a union facility.  There will be strict oversight by the convention center staff regulating the delivery of materials and equipment not only to the convention center, but also to your assigned exhibit table. Generally, only materials and equipment that can be hand-carried in one entrance / exit of the convention center is allowed by individuals.  Anything more, including deliveries being transported by hand-cart or dolly, must be handled by the convention center's union labor.  Arrangements for and the cost associated with this service will be the responsibility of each individual exhibitor. Please see the logistics section below for more information.

Set-up / Dismantle Times

Set-up Time: 

Saturday, May 22, 2010 - 10:00 a.m. - 4:00 p.m.  (Note that all exhibit materials must be completely set-up by 4:00 p.m. on Saturday, May 22, 2010.)

Dismantle Time: 

Tuesday, May 25, 2010 - 3:00 p.m. - 5:00 p.m. (Note that all exhibit materials must be completely dismantled by 5:00 p.m. on Tuesday, May 25, 2010.)

Exhibit Hours:

Sunday, May 23, 2010 - 8:00 a.m. to 5:00 p.m.
Monday, May 24, 2010 - 8:00 a.m. to 5:00 p.m.
Tuesday, May 25, 2010 - 8:00 a.m. to 3:00 p.m.

Please note that hours are subject to change.

Exhibitor Fees and Entitlements

The cost for tabletop exhibits follows:

• Non-governmental / community-based organizations (NGOs) - US$1,000 per table.
• Governmental / Corporate / Industry Representatives - US$5,000 per table.

The exhibitor fee includes the following:

• One six foot (1.82 meters) table;
• Two chairs;
• One electrical outlet;
• Minimal security during non-exhibit hours (please note that security officers will be perusing the entire conference facility and will not be dedicated solely to the exhibit area);
• One table sign with your NGO or company's name only (no logos);
• NGO or company listing in conference materials, on the conference Web site, and upon select conference signage;
• One conference program book;
• Morning and afternoon tea breaks on May 23, 24, and 25 (note that access to the buffet lunches is not included); and
• Name badges for a maximum of two exhibit staff.

Exhibitors will be responsible for additional costs, including but not limited to:

• The conference registration fee for exhibit staff or other NGO or company representatives wishing to have access to the plenary or symposium sessions, as well as the opening and closing ceremonies, the opening reception, and the buffet lunches.  Please note that a conference registration form and payment information will need to be completed separately for any representatives choosing to register for the conference. Please select the link "REGISTRATION FORM" from the menu above to access the online conference registration form.
• Please note that a hotel reservation form and deposit payment information will need to be completed separately for any representatives requiring accommodations for the conference. Please select the link "HOTEL RESERVATION" in the menu on the right to access the housing reservation form.
• Costs associated with additional tables, chairs, electrical outlets, Internet access, extension cords, telephone lines and equipment, lighting, and required audio visual equipment.
• Costs associated with utilizing the convention center's staff and / or union labor for required services.
• Exhibitors will also be responsible for making their own housing arrangements.  You must be registered as an exhibitor in order to reserve housing that has been arranged in conjunction with the conference. Please visit the housing section of the Web site for more information on hotel accommodations for M2010.

Deadline for Submission of Exhibit Applications

Exhibit applications and payment must be submitted online no later than 6:00 p.m. (eastern time) on April 15, 2010.

Exhibit Application

Exhibit applications can only be submitted via the online submission form.  You must be logged into your M2010 Web site account to submit an exhibit application.  If you need to create an account, please select the link "CREATE ACCOUNT" from the top right of the page.  If you would like to login to your existing account, please enter your login information in the boxes at the top right of the page.

If you previously created an account, but forgot your user ID and / or password, please select the link "REQUEST NEW PASSWORD" at the top right of the page to have the information resent to you.

Please carefully review the exhibit application prior to its submission.

Step-by-step instructions are incorporated into the online exhibit application; however, if you require assistance, or have any questions or concerns about the exhibit program, logistics, or application, please contact us. Please send an e-mail to the conference organizers by clicking here or utilizing this e-mail address: info@microbicides2010.org. 

Exhibit Confirmation

Upon submission of your exhibit application via the online form, you will receive an acknowledgement within approximately 2 hours at the e-mail address you provide. Please retain this information for your records as verification of receipt. If you do not receive an e-mail acknowledgement within approximately 2 hours after submission of your exhibit application, please contact us. Please send an e-mail to the conference organizers by clicking here or utilizing this e-mail address: info@microbicides2010.org. 

Payment Information

Full payment is required at the time your exhibit application is submitted. Partial / installment payments can not be accepted. Your application will not be confirmed until your payment has been received. 

When the exhibit application is submitted online and there is indication that payment will be made by credit card, you will be prompted to input credit card details and the card will be charged immediately.  If there is indication that payment will be made by wire transfer or check, you will be requested to provide identifying details to help us match the forthcoming payment to the exhibit application.  If this information is not available, you will still be able to complete the exhibit application online. However, payment should be submitted immediately following submission of your online application.  Please be sure that "M2010 Exhibit Fee" and the full name of your NGO, agency, or company are included where appropriate when the wire transfer or check is submitted. Exhibitors whose full payment is not received within 30 days of submission of their exhibit application, or the April 15, 2010, deadline (which ever comes first) may forfeit their space.

Payments may be submitted through one of the following methods:

• Credit card: American Express, Visa, MasterCard, and Discover cards are accepted.   You will need to provide the credit card type, card number, expiration date, security code, and the name on the credit card. Please have this information readily accessible as you register online.
• Wire Transfer: Please use the following banking instructions
• Check: Personal or company checks must be drawn on a U.S. bank and should be made payable to M2010 Conference.

Please mail checks to:

M2010 Conference

Important Notice: Please be sure to list "M2010 Exhibit Fee" and the full name of the NGO, agency, or company in the memo section of the check or in the description section of the wire transfer request. Following these instructions will be essential to help ensure the payment is successfully matched with the exhibit application.

Updates / Changes to Exhibit Applications

Updates and changes to existing exhibit applications must be submitted in writing through the conference Web site. If you have already submitted an exhibit application and need to make a change, such as adding tables, updating the names of staff to receive exhibit badges, or changing the contact information for the person responsible for handling logistics, please click here.  You must be logged into your M2010 Web site account to update or change an existing exhibit application. If you forgot your user ID and / or password, please select the link "REQUEST NEW PASSWORD" at the top right of this page.

Cancellation / Refund Policy

Cancellations can be made ay any time; however, refunds will only be allowed for requests received or postmarked by April 15, 2010.  Refunds will be equivalent to 70% of the fee paid.  There will be no refund for requests received or postmarked after April 15, 2010.

Notice of cancellations and refund requests must be submitted in writing.  Please send an e-mail to the conference organizers by clicking here or utilizing this e-mail address: info@microbicides2010.org.  Please allow 3 business days for a response.

Exhibit Logistics

IMPORTANT NOTICE:
The David L. Lawrence Convention Center is a union facility.  There will be strict oversight by the convention center staff regulating the delivery of materials and equipment not only to the convention center, but also to your assigned exhibit table. Generally, only materials and equipment that can be hand-carried in one entrance / exit of the convention center is allowed by individuals.  Anything more, including deliveries being transported by hand-cart or dolly, must be handled by the convention center's union labor.  Arrangements for and the cost associated with this service will be the responsibility of each individual exhibitor.

Exhibit materials may be shipped for delivery directly to the David L. Lawrence Convention Center.  Materials will only be accepted between Thursday, May 20, 2010 and Tuesday, May 25, 2010.  It is recommended that you schedule delivery for Thursday, May 20, 2010, to allow contingency time for unexpected delays or problems with shipping. Shipments scheduled for delivery prior to May 20 may be rejected by the convention center.

Please be sure that your materials are labeled as follows:

2010 International Microbicides Conference
Exhibit Materials for: _____insert company name here__________
c/o David L. Lawrence Convention Center
Attention: ______________
1000 Fort Duquesne Boulevard
Pittsburgh, PA, USA 15222
Telephone: 1-412-565-6000
(from outside of or within the United States)

To help ensure timely delivery of your materials, please be sure that your NGO, agency, or company name is clearly indicated.

Any shipped materials will be delivered to your exhibit table by 10:00 a.m. on May 22, 2010, or within 4 hours from the time of delivery at the convention center. Every attempt will be made for timely delivery to your exhibit table, but please plan accordingly.  For materials that can be hand-carried into the convention center in one entrance /exit, you may choose to have them shipped to your attention, at the hotel in which you will be staying.  This may expedite your retrieval.

For exhibit program inquiries, please select the link "CONTACT US" from the bottom of the page or please send an e-mail to the conference organizers by clicking here or utilizing this e-mail address: info@microbicides2010.org.