Exhibitors

 

Exhibitor Information

Calling all exhibitors! ISDC® 2019 exhibitor sign-ups are now open. Download the ISDC 2019® Exhibitor agreement for pricing, sign-up form and other information. Contact the Exhibit Coordinator for any additional information or questions about exhibiting.

All Exhibitor rates include listing on the ISDC® 2019 website and in the conference program. Cost
For-profit Organization, 6’-table with 2 chairs $499
Nonprofit Organization, 6’-table with 2 chairs $299
Co-Sponsors and Supporting Organizations, 6’-table with 2 chairs $199
20’x20’ Booth $899
10’x10’ Booth $699
Power strip and extension cord (please bring your own) NA

Instructions to be an ISDC Exhibitor:

  • Fill out Exhibitor Agreement and submit payment
  • Send Agreement to [email protected] or fax to 703-435-4390
  • Include official logo to be printed in program booklet and website
  • Include any concerns, special requests/needs, etc.
  • Wait for confirmation from Exhibitor Coordinator, at [email protected]

Exhibitor Information and Terms

About ISDC® 2019. National Space Society (NSS) sponsors ISDC® 2019 to update members of space organizations on the latest space information and trends and to introduce interested members of the public to a wide variety of space issues, presented by an outstanding collection of scientists, astronauts, business and civic leaders.

Exhibits. ISDC® 2019 will make available to Exhibitors 6’-long tables, as ISDC® 2019 shall determine, and two chairs. ISDC® 2019 will determine all Exhibit locations, but will try to honor requests for particular locations, with priority generally given to earliest registrants. If an Exhibitor wishes a booth or free-standing exhibit or some special display other than an exhibit table, ISDC 2019 will consider such requests. Exhibits should not exceed 15′ in height.

Exhibit Fees. Rates for an Exhibit table are subject to change anytime without notice.

Rates for two tables are generally double the rate for a single table. With the special written permission of ISDC® 2019, (a) two (but no more than two) tables may be stacked, and (b) “splits” (tables 18″ wide), if available or furnished by the Exhibitor, and approved by ISDC® 2019, may be placed against a wall behind an Exhibitor’s main table for a charge 150% of the rate for a single table. Rates for booths or free-standing exhibits will be negotiated separately.

Complimentary Registrations. Each table-top or booth Exhibitor will be entitled to complimentary registrations (not including meals) for up to two persons staffing the Exhibit during the Conference.

Deposits and Refunds. A 50% deposit will hold a space until 30 days prior to the Conference or such earlier date as payment in full may be requested — but will not hold a particular location. At any time before or during the Conference, ISDC® 2019 may cancel an Exhibit or bar a particular Exhibitor registrant, and its sole liability for so doing will be to refund the Exhibit fee. The absence of, or substitution for, any announced Conference guest, speaker, or participant, for any reason whatever, shall not entitle an Exhibitor to any refund or other damages.

Cancellation Policy. Cancellations must be submitted in writing by email, mail, phone or fax. Please allow 4 to 6 weeks for processing. Before May 13: Full refund Between May 13 and May 30: 50% refund (partial) After May 30: No refund

Special Needs. In general, table and booth Exhibits are expected to consist of materials that can be personally transported to the Exhibit by the Exhibitor’s staff. No electrical hookups or oversize or unusual exhibits will be permitted without prior approval by ISDC® 2019. ISDC® 2019 reserves the right to approve all Exhibit materials and handouts.

Facility Charges. Charges from the hotel for storage or labor in handling an Exhibit will be the sole responsibility of the Exhibitor, who will be expected to make payment arrangements directly with the hotel. All shipping arrangements (and costs) will also be the responsibility of, and must be made by, the Exhibitor.

Set-up/Take-down. The Exhibit area will be open for set-up after 2:00 p.m. on Wednesday, June 5 and at 8:00 am on Thursday, June 6 and all Exhibits must be removed by 6:00 pm on Monday, June 10. Exhibit hours will be Thursday through Sunday from 10:00 a.m. to 6:00 p.m. Thursday through Sunday there will be an open reception from 6:00 p.m. – 7:00 pm.

Responsibility. Each Exhibitor will be solely responsible for the security and insuring of its own Exhibit and Exhibit materials and handouts; no such supervision will be provided by ISDC® 2019 or those associated with it. An Exhibitor may wish to remove its materials each evening. By exhibiting, an Exhibitor agrees (i) that the Exhibitor shall be solely responsible or liable for any bodily injury, damage to or loss of personal property, or for any other injuries, losses or damages which may be suffered, or caused, by the Exhibitor or its agents, at or in connection with the Conference, and (ii) to indemnify and hold harmless ISDC® 2019 and NSS and their respective directors, officers, members, employees and agents, from any and all liability, claims, or causes of action on account of any such injury, loss or damage by exhibiting, an Exhibitor agrees that any provisions in the NSS contract with the site facility that are required to be agreed to by an Exhibitor are agreed to, as if fully set forth in this Form. Each Exhibitor will be solely responsible for obtaining copyright permissions for materials used or distributed at its Exhibit.