Exhibitor Information
Exhibit Space Information
The SciDAC 2008 conference general sessions will take place in the Spanish Ballroom of the Fairmont Olympic hotel in Seattle, WA, from July 13-17, 2008. The conference is accepting applications for a limited number of exhibit spaces in the Spanish Foyer, the lobby outside the ballroom. See hotel floor plan.
The Spanish Foyer is a prime venue for exhibits, as it is the entranceway into the conference general sessions. The conference registration will also be located in the foyer. Additionally, breakfasts, lunches, morning and afternoon refreshments will be served here.
Exhibit Space Rental Charges:
Only tabletop exhibits can be accommodated, and are charged at the rate of $1,250 for the first table, and $750 for each additional and adjoining table (limit of two adjoining tables, for a total of three). Non-adjoining tables will be considered separate exhibit spaces, and will be charged accordingly. All tables are 6’ x 30” and come with skirting.
Application for Tabletop Exhibit Space:
Please complete and submit an application form before May 15, 2008 to reserve exhibit space. Note that space is limited, and will be granted based on the dates that applications are received. Applications will be approved at the discretion of the conference organizers. All applicants will be informed of the status of their applications within 2 weeks of receipt.
Payment Schedule:
Upon approval of exhibit space applications, an invoice for 50% payment will be sent to exhibitors. This 50% payment must be made by the invoice due date in order to secure space. Final payment will be due May 30, 2008. Payments are non-refundable.
Exhibitor Request Form for Additional Services:
Upon acceptance of exhibit space applications, exhibitors will be pre-assigned space and table(s) in the Spanish Foyer. If audio visual or electrical services are required, please complete and submit the hotel’s Exhibitor Request Form by June 31, 2008. Payment for these services is additional to the exhibit space rental, and will be charged directly by the hotel.
Move In/Move Out:
Exhibitors may begin setting up their tabletop displays anytime after 12 noon Sunday, July 13. All displays must be completed prior to 8:00 am Monday, July 14, and removed no later than 5 pm on Thursday, July 17.
Delivery of materials and equipment is to be made to the Fairmont Olympic loading dock. The dock is located on Seneca Street, across from the hotel, between 4th and 5th Avenues. If you have more than one item, please use the loading dock. Exhibitors are responsible for moving their equipment.
Exhibitors are expected to unpack, set up, pack and remove their own materials. Items shipped in advance to the hotel should be addressed as follows:
Fairmont Olympic Hotel
411 University Street
Seattle, WA 98101
ATTENTION: BANQUET DEPARTMENT
HOLD FOR: SCIDAC 2008 (July 13-17)
EXHIBITOR NAME