| August 2009 |
Tuesday,
Aug. 4 |
ACC.10 Exhibit Prospectus mails. |
| September 2009 |
Friday,
Sep. 4 |
Priority Point Deadline: Applications, accompanied by a 30% deposit, must be received by this date for applicants to be considered for space assignment in Priority Point order. After this date, space will be assigned on a first-come, first-served basis. |
Friday,
Sep. 4 |
Early-Bird Exhibit Rate Deadline: Applications, accompanied by a 30% deposit, must be received by this date for applicants to qualify for the discounted exhibit space rate. After this date, the regular exhibit space rate will apply. |
Friday,
Sep. 4 |
Priority Housing Placement Deadline: Exhibitor Room Block Request Forms must be received by this date for exhibitors to be considered for priority hotel placement. After this date, requests will be filled on a first-come, first-served basis. |
Friday,
Sep. 4 |
30% cancellation/downsizing fee applies to exhibit cancellations/reductions received between this date and Nov. 5. |
Monday,
Sep. 21 |
Starting on this date, exhibitors may submit requests to hold non-CME/CE satellite events, including staff/company/board meetings, hospitality suites and functions, focus groups, investigator meetings, and Key Opinion Leader (KOL) events. The Satellite Event Request Form (SERF) (login required) is available online only. |
Monday,
Sep. 28 |
Exhibitor online space selection appointments begin for applicants who met the Priority Point deadline. |
Monday,
Sep. 28 |
Starting on this date, exhibit space confirmations are sent via e-mail to applicants who met the Priority Point deadline. |
| October 2009 |
Monday,
Oct. 5 |
Starting on this date, exhibit space invoices are sent to exhibit applicants who met the Priority Point deadline. |
Monday,
Oct. 5 |
Starting on this date, the ACC Housing Center confirms hotel room block assignments for exhibiting companies that met the Priority Housing Placement Deadline and provides operating instructions for the exhibitor room block management Web site. |
Monday,
Oct. 5 |
Exhibitor online registration opens. |
Monday,
Oct. 19 |
Starting on this date, exhibitors, universities and non-profits receive non-CME/CE satellite event request approvals by e-mail. |
| November 2009 |
Friday,
Nov. 6 |
Balance due for exhibit space. Any outstanding payments must be submitted to ACC by this date. |
Friday,
Nov. 6 |
Applications received on or after this date must be accompanied by full payment. |
Friday,
Nov. 6 |
100% cancellation/downsizing fee applies to exhibit cancellations/reductions received on or after this date. |
Friday,
Nov. 13 |
Companies that wish to exercise their right of first refusal on their ACC.09 Industry-Expert Theater time slots must submit a Theater Application with 50% deposit by this date. If Application with 50% deposit is not received by this date, the slot will be made available to other interested parties. |
Friday,
Nov. 20 |
Any ACC.10 Industry-Expert Theater time slots remaining after Nov. 13, 2009, will be assigned via a lottery system to all applicants whose Theater Applications are received by this date. |
| December 2009 |
Monday,
Dec. 14 |
Electronic Exhibitor Service Kit sent and online Exhibitor Service Kit available to exhibitors who have paid in full only. If final payment is outstanding, Service Kit will be sent on receipt of full payment. |
Monday,
Dec. 14 |
Exhibitors, universities and non-profits may begin sending non-CME/CE satellite event and booth invitations and announcements to ACC for review. Exhibitors must secure ACC approval on invitations and other mailers prior to printing. |
Friday,
Dec. 18 |
ACC.10 Pre-Meeting Mailer insert prototypes due to Ascend Media for review. Exhibitors must secure ACC approval on all promotional materials prior to printing. |
| January 2010 |
Wednesday,
Jan. 6 |
ACC.10 Pre-Meeting Mailer approved, printed inserts due to Ascend Media for inclusion in the mailer. Prototypes must have been submitted and approved by Dec. 18, 2009. |
Monday,
Jan. 18 |
ACC.10 Doctor's Bag insert prototypes due to Ascend Media for review. Exhibitors must secure ACC approval on all promotional materials prior to printing. |
Monday,
Jan. 18 |
ACC.10 and i2 Summit advance registration mailing lists available for rent to all exhibitors. Contact Tishar Cook, Associate Specialist, Member Services, at (800) 253-4636, ext. 6279; (202) 375-6279 or tcook@acc.org. |
Friday,
Jan. 22 |
ExpoGuide listing deadline: Company descriptions and product/service category selections must be submitted by 5 p.m. EST on this date for inclusion in the printed ExpoGuide show directory, which is distributed to all attendees onsite. Submissions made between this date and Feb. 19 will appear in the ExpoGuide Addendum and online only. |
Wednesday,
Jan. 27 |
ACC.10 Doctor's Bag approved, printed inserts due to Ascend Media for inclusion in the Doctor's Bag. Prototypes must have been submitted and approved by Jan. 18, 2010. |
| February 2010 |
Wednesday,
Feb. 3 |
Rooming List Deadline: All rooms held by exhibitors must be secured with a non-refundable deposit equal to three nights' room and tax and assigned to individual room occupants. Rooms unclaimed at this time will be cancelled. |
Friday,
Feb. 12 |
Additional Booth Activities Form due (hazardous waste, steel structure, laser, giveaways, videography/photography, hanging signs, banners and lighting truss, etc.). |
Friday,
Feb. 12 |
Exhibitor-Appointed Contractor (EAC) Request Forms and Certificates of Insurance deadline. |
Friday,
Feb. 12 |
Insurance certificate deadline for pending “pre-approved” EACs. |
Friday,
Feb. 12 |
Diagrams of island booths (all booths 400 square feet or more) due. |
Wednesday,
Feb. 17 |
Final housing cutoff: This is the last day to make housing changes through the ACC Housing Center. Final rooming lists for existing room blocks must be submitted to J. Spargo & Associates via the online exhibitor housing portal. |
Wednesday,
Feb. 17 |
Exhibitor registration deadline for companies wishing to receive exhibitor badges in the mail. Exhibitors may continue to register online through the conclusion of the meeting. |
Wednesday,
Feb. 17 |
Exhibitor Newsroom advance registration deadline. |
Friday,
Feb. 19 |
Discount deadline for ordering GES products and services. |
Friday,
Feb. 19 |
GWCC Exhibitor Services deadline for advance rate discount (on electrical, plumbing, gas orders). |
Friday,
Feb. 19 |
CCLD deadline for advance rate discount (on Internet and telecommunications orders). |
Friday,
Feb. 19 |
Levy Restaurants deadline for discount catering prices. |
Friday,
Feb. 19 |
ExpoGuide Addendum listing deadline: Company descriptions and product/service category selections submitted online between Jan. 22 and by 5 p.m. EST on this date will appear in the ExpoGuide Addendum, which is distributed to attendees onsite, and online only. Submissions and edits to exhibitor listings made after this date will appear online only. |
Monday,
Feb. 22 |
Exhibitors may submit housing changes directly to hotels beginning on this date. |
Friday,
Feb. 26 |
Physical sample of bag giveaway due. |
| March 2010 |
Wednesday,
March 3 |
Advance shipment deadline. To avoid penalties, advance shipments must arrive at the GES warehouse by this date. |
Friday,
March 5 |
Deadline for non-CME/CE Satellite Event Requests. After this date, no requests for non-CME/CE satellite events meetings will be accepted. |
Friday,
March 5 |
Invitation/announcement approval deadline. This is the last day that invitations and announcements for meetings, satellite events, and booth flyers will be accepted for review. Exhibitors must secure ACC approval on invitations and other mailers prior to printing. |
Monday,
March 8 |
Beginning at 8 a.m., steel structures and sign hanging truss may arrive at show site with prior written approval (refer to Exhibitor Service Kit for more information). |
Tuesday,
March 9 |
Shipments (other than those mentioned above) must be sent directly to show site no earlier than this date (please check the targeted floor plan in the Exhibitor Service Kit for the applicable arrival date for your company’s shipment). |
Tuesday,
March 9 |
Targeted exhibitor move-in begins. |
Thursday,
March 11 |
Exhibitor registration opens on site. |
Sunday,
March 14 – Tuesday,
March 16 |
59th Annual Scientific Session Exposition |
Thursday,
March 18 |
Exhibitor move-out complete. |