Exhibit Opportunities

Reserve a booth

Download the prospectus & Floor Plan


Open Exhibit Hours


Saturday, June 2, 2018  5:30 pm - 7:30 pm 
Sunday, June 3, 2018 10:30 am - 2:00 pm
3:45 pm - 7:00 pm
Monday, June 4, 2018 10:30 am - 2:00 pm
3:45 pm - 7:00 pm
Tuesday, June 5, 2018 10:30 am - 2:00 pm
3:45 pm - 7:00 pm

The exhibit hall will be closed 2:00 pm - 3:45 pm on Sunday, Monday, and Tuesday.


Special Events in the Exhibit Hall


Saturday, June 2

Opening Wine and Cheese Reception 5:30 pm – 7:30 pm
Poster Session with Presenters in Attendance  5:30 pm – 7:30 pm

Sunday, June 3

Poster Viewing 10:30 am – 2:00 pm
3:45 pm – 7:00 pm
Morning Coffee Break 10:45 am – 11:15 am
Afternoon Coffee Break 4:00 pm – 4:30 pm
Poster Reception with Presenters in Attendance 6:00 pm – 7:00 pm

Monday, June 4

Poster Viewing 10:30 am – 2:00 pm
3:45 pm – 7:00 pm
Morning Coffee Break 10:45 am – 11:15 am
Afternoon Coffee Break 4:00 pm – 4:30 pm
Poster Reception with Presenters in Attendance 6:00 pm – 7:00 pm

Tuesday, June 5

Poster Viewing 10:30 am – 2:00 pm
3:45 pm – 7:00 pm
Morning Coffee Break 10:45 am – 11:15 am
Afternoon Coffee Break  4:00 pm – 4:30 pm
Poster Reception with Presenters in Attendance  6:00 pm – 7:00 pm

Exhibit Fees, Terms and Conditions


Exhibit Eligibility

The exhibits at ATC are designed for the display and demonstration of products and/or services directly related to the pracitce and advancement of the science of transplantation.  All products and services exhibited must be germane to the study and practice of transplantation and have appropriate governmental and agency approval, if applicable. ATC retains the sole authority to determine the eligibility of any company and/or its product. ATC reserves the right to refuse applications of organizations not meeting standard requirements or expectations. ATC reserves the right to curtail or to close exhibits, wholly or in part, that reflect unfavorably on the character and the purpose of the meeting. This applies to displays, literature, advertising, novelties, souvenirs, conduct of persons, etc.

Booth Prices

Booth Size  Price
10' x 10' In-Line Booth $3,355.00
Corner Booth $3,480.00
Island  $40.00 per square foot (20' x 20' = $16,000.00)
Tax Exempt/Non-Profit

$600.00

Proof of non-profit status must accompany completed application.

Terms of Payment

Total booth fee is due with completed exhibit application. Applications can be processed online by going to www.atcmeeting.org, faxed 856-439-0525 or mailed to the American Transplant Congress, Attention: Melanie Ryan, 1120 Route 73, Suite 200, Mt. Laurel, NJ 08054.  Space will not be confirmed without the completed application and full payment. Checks should be made payable to ASTS/AST and forwarded with the completed exhibit application.

Assignment of Space

ATC has instituted a priority point system for space assignment. Booth location will be determined based on the following criteria: previous year’s booth size, marketing dollars spent, hotel rooms used within the housing block, EAC participation, and Society support. Management reserves the right to make any revisions necessary to the floor plan at any time. ATC reserves the right to relocate an exhibitor at any time with the understanding that if the exhibitor does not agree with such relocation to the extent that the exhibitor cannot participate in ATC, the deposit and/or full payment for exhibitor space will be fully refunded. Exhibitors wishing to avoid assignment of space adjacent to that of a particular competitor should note that on their application.  Careful consideration will be given to all such requests, but cannot be absolutely guaranteed.

Designated Tax Exempt/Non-Profit Area

Exhibitors, who are defined as tax-exempt/non-profit companies, are eligible to receive the reduced booth price of $600.00 for a maximum of one 10’ x 10’ booth. Proof of tax-exempt/non-profit status must accompany completed application. Tax exempt/non-profit space assignment will be confined to a specific area on the floor plan.  Tax-exempt/non-profit exhibits do not have the option to choose booth space in other locations on the exhibit floor for this reduced rate. Tax-exempt/non-profit rental rates include: rental of one 10’ x 10’ booth space, side and back drape, and one I.D. sign. Subsequent booths requested are charged the regular booth price. Tax-exempt/nonprofit exhibitors are required to provide carpeting and accessories for their space. If space is unavailable in the tax-exempt/non-profit area, space will not be available elsewhere unless the tax-exempt/non-profit company is willing to pay the full booth price listed above.

Cancellation or Downsizing of Booth Space

Cancellations or requests to downsize must be submitted to the ATC Exhibit Manager in writing. The date of receipt of exhibitor’s written notice of cancellation in the ATC Headquarters office will be the official cancellation date. If space is cancelled on or before March 15, 2018, ATC will retain 25% of the total booth cost. Any exhibitor who cancels space after March 15, 2018, will be responsible for the total booth cost. Refunds for cancellations are not available after March 15, 2018. If written notification of downsizing booth space is received on or before March 15, 2018 the exhibitor is responsible for 25% of the original exhibit space contract, plus the cost of the redefined exhibit space. No decreases in booth size or configuration will be made after March 15, 2018.

Failure to Occupy Space

Booth space not occupied by the exhibitor by 2:00 pm on Saturday, June 2, 2018, is forfeited without refund to the exhibitor, and the space may be resold or used by the ATC.

Cancellation of Exposition

It is mutually agreed that in the event of cancellation of the American Transplant Congress due to fire, strikes, governmental regulations, war, acts of God, terrorism or causes which would prevent its scheduled opening or continuance, then and thereupon this agreement will be terminated and the American Transplant Joint Council shall determine an equitable basis for the refund of such portion of the exhibit fees as is possible, after due consideration of previous expenditures and commitments.

Food and Drug Administration (FDA) Market Clearance

All products exhibited must have fulfilled all applicable FDA regulations.  Products that are not FDA approved for a particular use in humans or are not commercially available in the United States will be permitted to be displayed only when accompanied by appropriate signs that indicate FDA clearance status. The signs must be clearly and easily visible and placed near the product and on any graphics depicting the product.

Display of investigational products is to remain within the expectations and limitations of the Food and Drug Administration’s Guidelines on Notices of Availability. Any investigational product graphically depicted on a commercial exhibit should:

  • Contain only objective statements about the product.
  • Contain no claims of safety, effectiveness, or reliability.
  • Contain no comparative claims to other marketed products.
  • Exist solely for the purpose of obtaining investigators.
  • Be accompanied by directions for becoming an investigator and list of investigator responsibilities.
  • Contain a statement on signage: “Caution-Investigational Product-Limited to Investigational Use” (or similar statement) in prominent size and placement.

It is the exhibitor’s responsibility to contact the FDA to ensure compliance with the current FDA guidelines. Contact the FDA Office of Compliance regarding your responsibilities under the Federal Food Drug & Cosmetic Act.

The ASTS is the ACCME accredited provider for ATC; therefore, are subject to all rules and regulations including adherence to FDA imposed rules and regulations on displayed products, including disclosure of current FDA status by appropriate labeling of all displayed products. ATC reserves the right to determine what is appropriate as it pertains to exhibit materials, attire, professionalism, and any audio equipment volume.  Violation of any rules may lead to immediate shutdown of the exhibitor’s booth or barring from participation in future meetings. Granting of CME credit, in any category, from an exhibit booth is prohibited.


Official Service Contractor - Freeman


Exhibit Services Online Manual

Exhibitors will receive a link to access the services manual online on March 9, 2018. The online manual will include order forms for all services, including utility specifications and charges, audiovisual equipment, floral, booth furnishings, booth cleaning services, catering and labor rates. Exhibitors are encouraged to place orders no later than three weeks before the opening of the meeting to take advantage of discounts and minimize delays during set-up. Be sure to consult each form for deadlines, as they may vary depending on the supplier. Special electrical requirements must be arranged directly with the Convention Center. All rates and specifications will appear in the Exhibitor Services Online Manual.

Freeman OnLine®

Our Internet online ordering service, Freeman OnLine® is available for your convenience to order all Freeman services, view show schedule, or print order forms. Once your show is available online, you will receive an email which includes a direct link to Freeman OnLine®. To place online orders you will be required to enter your unique Login ID and Password.  If this is your first time to use Freeman OnLine®, click on the “Login” link to create a new account. To access Freeman OnLine® without using the email link, visit www.freemanco.com/store and click on the “Login” link. If you need assistance with Freeman OnLine® please call our Customer Support Center at (888) 508-5054 Toll Free US & Canada, (817) 607-5000 Local & International.

Shipping Information

Collect shipments will not be accepted.

Advance Shipments

All advance shipments should be labeled as follows:

ATC 2018
Exhibiting Company Name
Booth # __________
C/O FREEMAN / TRIUMPH
12610 Interurban Ave, S.
Suite 120
Seattle, WA 98168

Freeman will begin accepting crated, boxed or skidded materials beginning April 30, 2018 at the above address. The last day Freeman will accept freigh at the warehouse (before a late charge) will be May 23, 2018. Material arriving after May 23, 2018 will be received at the warehouse with an additional after deadline charge. Warehouse materials are accepted at the warehouse Monday through Friday between the hours of 8:00 AM -2:30 PM. To check on the arrival of freight, please call our exhibitor service department at 775-355-4600.

Show Site Shipments

Shipments to show site will not be accepted prior to May 31, 2018.

All show site shipments should be labeled as follows:

ATC 2018
Exhibiting Company Name
Booth # __________
C/O FREEMAN
Washington State Convention Center
800 Convention Pl.
Seattle, WA 98101

Installation Schedule

Thursday, May 31, 2018 1:00 pm - 5:00 pm
Friday, June 2, 2018 8:00 am - 5:00 pm
Saturday, June 2, 2018 8:00 am - 2:00 pm

Dismantale Schedule

Tuesday, June 5, 2018 7:00 pm - 9:30 pm
Wednesday, June 6, 2018 8:00 am - 4:00 pm

Booth dismantling may not begin before 7:00 pm on Tuesday, June 5, 2018.  

To ensure all exhibitor matierals are removed from the facility by the Exhibitor Move-Out Deadline, please have carriers check-in by 12:00 pm on Wednesday, June 6, 2018.

Outbound Shipments

Freeman Exhibitor Service Department will gladly prepare your outbound Material Handling Agreement and Labels in advance.  Complete the Outbound Shipping Form and your paperwork will be available at the show site. Be sure your carrier knows the company name and booth number when making arrangements for shipping your exhibit at the close of the show.

Material Handling

Please refer to the material handling rate sheet for charges. 

Booth Construction

Every exhibit space should allow for the visibility of other spaces. The following rules for booth construction ensure that every exhibitor has reasonable site lines to the aisle. All exhibits must conform to the standards set by the Health Convention and Exhibitors Association, which are as follows: No obstructions in the front half of the booth above a height of 48-inches are permitted. The booth height of 8-feet, inclusive of company name and logo, may be maintained up to 50% of the distance from the back wall toward the front of the space.

Hanging signs are allowed to be suspended from the ceiling of the exhibit hall as long as they adhere to the height restrictions of individual booth construction as outlined in the Exhibit Prospectus. All suspended signs from the ceiling must be confirmed and approved by ATC Exhibit Management.

Electrical or other mechanical apparatus must be muffled so noise does not interfere with other exhibitors. The reverse side of any wing panel extending from the back wall of a display must be draped in order to avoid raw exposure to a neighboring booth or aisle.

To remedy instances of noncompliance, ATC Exhibit Management will have exposed areas draped at the exhibitor’s expense.

No part of any equipment, or signs relating thereto, shall be posted, nailed or otherwise attached to columns, walls, floors, or other parts of the building or its furniture, in any way to deface same; damage arising by failure to observe these rules shall be payable by the exhibitor.

In-Line Booth

An in-line booth is 10-feet wide, 10-feet deep, and 8-feet high.

Corner Booth

A corner booth is 10-feet wide, 10-feet deep and 8-feet high and is at the end of a row of in-;ine booths with access to two through aisles.

Island Booth

An island booth is 20-feet wide and 20-feet deep or larger. The island exhibitor receives the following benefits: a) waiver of the 8-foot height restriction; b) waiver of sidewall restrictions; and, c) increased visibility from all areas of the exhibit hall. Island booths MUST allow at least 40% show visibility on each side. Island height is restricted to 20 feet unless approved by ATC Exhibit Management. Scale drawings for 20 x 20 booths or larger due to Exhibit Management by March 18, 2016. Drawings not in compliance with the 40% site rule will be rejected.

Multi-Level Booth

Please note the following rules that apply to multilevel booths:

  • A drawing from a U.S. licensed structural engineer of a multi-level booth must be submitted to the ATC Exhibit Manager at least ninety (90) days in advance of the first move-in day (April 29, 2017) to allow sufficient time for any needed corrections.
  • One 2A10BC-type fire extinguishers must be on each level of the display, easily available and unobstructed from view.
  • All areas under multi-level booths must be equipped with a UL approved battery operated smoke detector attached to the ceiling or understructure.
  • No ceilings are allowed on the top most level.
  • If any deck is designed to hold over 10 people, a second staircase is required for emergency evacuations.
  • All stairways must be at least three (3) feet in width and must be equipped with a handrail on at least one side.

Booth Furnishings and Decorations

ATC provides the pipe and drape, 8-foot high backdrop, 36-inch side rails, and a 2-line name sign. Booth carpeting is mandatory and is the responsibility of the exhibiting company. Additional signs for display purposes may be ordered from the official decorator. Order forms for the rental of furniture and other special materials will be included in the Exhibitor Services Online Manual.


Labor: Carpenters, Expo Workers, and Exhibitor Appointed Contractors


Contractors

The official contractor will have available a staff of carpenters, decorators, and laborers during the periods of installation and dismantling. Please note that union regulations require that carpentry and labor involved in the installation and dismantling of exhibits must be done by accredited union labor. While every effort is made to minimize the exhibitor’s cost to install and exhibit on the show floor at the convention center, the practices of the nation’s building trades will be followed. This means that union labor must be used where applicable. To avoid any misunderstandings in advance or at the show on this specific point, contact show management by letter for additional clarification.  Exhibitors shall employ only union labor, as made available by official contractors in the installation or dismantling of their exhibit and in its operation when required by union agreements. An exhibitor using an outside contractor for the above work must employ only union display companies and must notify Exhibit Management no later than 30 days prior to the meeting identifying the contractor(s), listing the supervisory personnel, and supplying evidence of adequate liability insurance coverage by original copy. Further details and regulations will be included in the Exhibitor Services Online Manual.

Storage of Crates and Boxes

Storage of crates and boxes can be arranged with Freeman, as outlined in the Exhibitor Services Online Manual. All cartons, crates, containers, packing materials, etc., that are necessary for re-packing, must be labeled with “empty” stickers, and they will be removed from the floor by Freeman. Crates and boxes cannot be stored behind booth displays.  Proper identification tags will be available at the Freeman Service Desk.