Organizations, Looking for Exposure? « United States Conference on AIDS

Organizations and companies that provide services to help people deliver education, research, treatment and/ or care to people living with HIV or AIDS and/or improve the lives and effectiveness of those working toward ending the HIV/ AIDS epidemic should consider exhibiting at USCA. To reserve an exhibit booth, complete and return the Sponsor/ Exhibitor Booth Application/Contract, with the appropriate payment, on or before June 5, 2015 to receive the discounted rate, but no later than July 10, 2015 to:

USCA Exhibits
National Minority AIDS Council
1931 13th Street, NW
Washington, DC 20009-4432
Exhibitor Benefits

-Each 8 ft. x 10 ft. booth reserved includes an 8 ft. back drop, a 3 ft. high side rail, a standard booth drapery, a 7 in. x 44 in. company identification sign, and a 6 ft. draped table. Exhibitors also receive two chairs and one wastebasket

-Listing in the USCA program book (if payment is received by July 10, 2015)

-Listing on all exhibit hall signage

-Two complimentary, full conference registrations for each 8 ft. x 10 ft. booth reserved

-Includes admission to all conference sessions, meals, and social functions

Exhibit Hall Features

-Site of dessert buffets and other services

– Conveniently located close to ballroom (plenary sessions),registration area, and meeting rooms

-Water stations throughout the exhibit hall

– Singers, poets, and dancers will perform in the exhibit hall

-Other activities scheduled for the exhibit hall to draw maximum traffic to your booth

-General lighting, carpeting, and air conditioning

Download the Prospectus

Cancellation:

Written cancellations postmarked by July 24, 2015 will be honored with a full refund less a $50.00 processing fee. No refunds will be issued after July 24, 2015.

Additional Equipment:

Computer hook-ups, video equipment and/or connection, storage space for materials, etc. are available at additional cost. See rules and regulations for further details.

Reservation Deadlines

Early Bird Exhibit Registration June 5, 2015
Final Exhibit Registration July 10, 2015

EXHIBIT RULES AND REGULATIONS

All products and services offered by exhibitors should have direct relevance to HIV/AIDS issues, such as prevention, treatment/care, science/research, housing, and social justice.

INSTALLATION & DISMANTLING

Exhibitors will have access to the exhibit hall beginning September 9, 2015 after 10:00a.m. All exhibits must be installed and ready for the Exhibit Hall opening by 10:00 a.m. September 10, 2015. Exhibition breakdown is scheduled for September 12, 2015, from 5:00 p.m. to 9:00 p.m.
*All times are subject to change.

SPACE ASSIGNMENT

Exhibit booth space assignments will be made by the staff of USCA. Presenting, Premiere, and Patron sponsors receive priority consideration for all booth placements.

PAYMENT

Payment in full must accompany the Exhibitor Application & Contract. Applications will not be processed unless full payment is received by the specified due date(s).

CONTRACT

The application and contracts for exhibit space and advertisement shall be considered binding agreements between the exhibitor/advertiser and USCA, subject to the rules and regulations assigned by the conference. The National Minority AIDS Council, sponsor of the United States Conference on AIDS, is a 501(c)(3) organization. Only those contributions in excess of the estimated value of goods and services provided are fully tax-deductible. Contributions to this program are designated to subsidize the cost of the Conference. Should USCA not require all subsidies to cover expenses, excess contributions may be used for the organization’s other programs targeting people of color.

LIABILITY

The sponsor of The United States Conference on AIDS, the National Minority AIDS Council, and its Conference Partners this year: The AIDS Institute; AIDS United; American Academy of HIV Medicine; Association of Nurses in AIDS Care; The Balm In Gilead; The Black AIDS Institute; Broadway Cares/Equity Fights AIDS; HealthHIV; International Association of Providers in AIDS Care; International HIV/AIDS Alliance; LIFEbeat; M•A•C AIDS Fund; The NAMES Project Foundation; National AIDS Housing Coalition; National Alliance of State & Territorial AIDS Directors, and the National Native American AIDS Prevention Center; and their staff, have no liability to any exhibitor for any personal injury, death or damage to property (including display area) occurring and/or arising from action of the exhibitor, his/her employees, agents, or licensees. Each exhibitor, in completing an application for booth space, agrees to protect, indemnify, and hold harmless the Conference, its sponsors, partners, and their staff as well as the Marriott Marquis Hotel from any and all claims, liability, damages, or demands which may arise from or be asserted in connection with the foregoing under- taking and responsibilities of the exhibitor.

INSURANCE

It shall be the responsibility of each exhibitor to maintain insurance coverage against injury to persons or damage to or loss of property or to meet its obligations under this agreement, in such amounts as the exhibitor shall deem adequate. Insurance will not be provided by The United States Conference on AIDS to its sponsors or partners.

RESTRICTIONS

Nothing shall be posted, nailed, screwed or otherwise attached to columns, walls, floors or other parts of the building or furniture. Anything in connection necessary or proper for the protection of the building, equipment or furniture will be at the expense of the exhibitor. The subletting, assignment or apportionment of the whole or any part of the exhibitor’s space, by an exhibitor, is prohibited.

RIGHTS OF SHOW MANAGEMENT

The United States Conference on AIDS sponsor reserves the right to rearrange the floor, relocate any exhibit and remove any exhibit which does not comply with established rules.
All exposed areas in a display must be draped to insure the attractiveness of the exhibit hall. Show management reserves the right to cover unsightly areas and will submit charges to the exhibitor.
In the event that it is necessary to cancel The United States Conference on AIDS prior to the scheduled opening, due to any causes beyond the control of the Conference, including, but not limited to damage or destruction of the exhibit hall or labor strikes, the Conference may retain as much of the payment for exhibit space as is necessary to cover expenses incurred up to the time of such emergency.