Exhibit Space Selection Process
This section contains information about exhibit space assignment procedures for ACC.13. It includes information about the exhibit space selection process for companies that submit their applications by the Priority Point Deadline and companies that sumbit their applications after the Priority Point Deadline. It also includes information about the Priority Point system.
All Applications are given consideration for assignment according to the date the completed application and payment are received by the ACC Exposition Department. Applications without payment will not be considered complete until payment is received, in accordance with the “Terms of Payment” policy detailed in the Exhibit Prospectus.
Please note: Applications with checks must be mailed to one of the SunTrust Bank Lockbox facility addresses listed on the application. These applications will not be received by the ACC Exposition Department until up to four business days later.
Companies submitting completed applications with 30% deposit payments by the Priority Point deadline of Sept. 7, 2012, will select space for ACC.13 in priority point order, with companies having the highest number of priority points selecting first, and selections for all companies following in descending priority point order.
The top 20-30 priority point “anchor” companies are asked to pre-select their exhibit spaces prior to the printing of the ACC.13 Exhibit Prospectus and floor plan. This pre-selection enables all companies to see where the large anchor companies will be located for ACC.13 and to plan their space requests accordingly. Anchor companies are reminded that they must still complete and submit their applications with at least a 30% deposit no later than the Priority Point deadline of Sept. 7, 2012, to ensure that they retain their selected spaces and to be eligible for the “early bird” exhibit rate.
All exhibiting companies that return a completed application with at least a 30% deposit by the Priority Point deadline of Sept. 7, 2012, will have the opportunity to select their exhibit space live online with an ACC representative. Priority Point exhibitors will each be assigned a specific date and time when they will be able to call the ACC Exposition Department and review the ACC.13 floor plan online to select their exhibit spaces. Exhibitors will be notified by email of their appointment date and time. Exhibitors will be able to see the locations of all companies that have selected space prior to their appointment (due to higher priority points). To aid in the decision process, questions regarding entrances; flow of traffic; location of key ACC.13 functions, such as Registration, Main Tent Education Sessions and Poster Sessions; and location of competitors will be answered during this space selection call. An exhibiting company that is unable to have a representative call in during its scheduled space selection time will be assigned space based on the booths and selection criteria indicated on its application, which will serve as a proxy.
For companies submitting completed applications with payment after the Priority Point deadline of Sept. 7, 2012, ACC will attempt to contact the exhibitor to review and select from available spaces online in real time. If the exhibitor is unavailable to participate at the time they are contacted, ACC will refer to the exhibit space choices indicated on the exhibitor’s application. If none of the choices listed is available, ACC at its discretion will assign the best possible location based on the space preference criteria provided by the exhibitor on the application.
Priority for space assignments is given to previous Annual Scientific Session & Expo exhibitors.
Formula—A point system based on the amount of space utilized in previous years is employed. An exhibitor accrues one point for each 100 square feet of exhibit and ExpoSuite space occupied during each of the most recent five years. In addition, an exhibitor accrues one point for each year of participation, without limit.
Ties—If more than one company has the same number of priority points, assignments will be made based on the date the applications were received, with the application received on the earliest date being given priority. If there is more than one company with the same number of priority points and the same application date, priority will based on the booth size requested, with the largest booth being placed first. In the event that there is still more than one company with the same number of priority points, same application date and same requested booth size, priority will be based on a lottery-style drawing, with each affected company being assigned a random number. ACC will randomly draw these numbers and assign space in order of lowest to highest number.
Mergers—At the exhibitors’ written request, ACC will add the merged companies’ space points and use the year points of the company that participated in the ACC Annual Scientific Session & Expo the greatest number of years. Once points are merged, they cannot be separated. Requests to merge points should be submitted in writing to the ACC Senior Director—Expo, Promotions & Industry Events.
Multiple Divisions—Companies may choose to average points in order to be assigned space near each other during the space assignment process. This “grandfathering” process will allow divisions to contract separately while maintaining their own identities (exhibits, exhibitor listings, badges, etc.).
Spin-Offs—Total number of year points accumulated by the parent company will also be awarded to the spin-off company. No space points will be awarded to the spin-off company until the first year said spin-off exhibits as a separate entity.
Co-Marketing—If two or more companies are involved in the development of a product and wish to exhibit in one co-branded exhibit space, the co-marketed booth will earn space and year priority points independently of their respective parent organizations. In the first year of the co-market booth, however, the year points accumulated by the longest participating company will be used as the co-market’s points. These year points will be retired in the second year of the co-market booth, with the independently earned co-market booth’s points being used for subsequent years.
Co-Locating—If two or more companies wish to be assigned exhibit space adjacent to one another, each company must attach a cover letter to its application presenting the request, with a copy to the co-locating company. The space assignment will then be made by averaging the co-locating companies’ points.
How Points May Be Lost—Priority points may be lost if the exhibitor violates the Rules and Regulations stated in the Exhibit Prospectus.
Exhibiting companies may request a listing of their priority points by submitting a written request to the ACC Senior Director—Expo, Promotions & Industry Events.