Annual Meeting > Exhibit General Information

Exhibiting at the SVP Annual Meeting brings your company international visibility and recognition. A majority of attendees are professional paleontologists – the decisionmakers who use your product in the field, the office and the classroom. Students are another important audience at the SVP Annual Meeting. They are the future decision-makers and employees. An exhibit at this meeting will benefit your organization today, while building on your future success.

All sales of fossils are prohibited at the SVP Annual Meeting. Casts are acceptable. 

Meeting and Exhibit Space

This year the exhibits will be held at the Westin Bonaventure Hotel & Suites in the California Ballroom and in the Foyer area. SVP’s exhibit hall is designed to accommodate high traffic. Reserve your exhibit space now to ensure the best placement and the highest return on your marketing dollar. Deadline to be printed in on-site material is Monday, August 26, 2013.

Exhibit Schedule

Tuesday, October 29 12:00 PM – 6:00 PM Exhibitor Set Up
Wednesday, October 30 9:30 AM  – 6:15 PM Exhibits Open
Thursday, October 31 9:30 AM – 6:15 PM Exhibits Open
Friday, November 1 9:30 AM – 6:15 PM Exhibits Open
Saturday, November 2 9:30 AM – 6:15 PM Exhibits Open
Saturday, November 2 6:15 PM - 9:00 PM Exhibits Dismantle


Exhibitor Fees

The exhibitor fee includes a 7’ x 7’ teal and white pipe and draped booth with one 6' x 30" draped skirted table and two chairs, one complimentary full registration with access to sessions and social functions and one complimentary Exhibits Only badge. Additional Exhibits Only badges are available for purchase on site. Registration materials will be sent under separate cover.

SVP Member $600 per booth
SVP Nonmember $700 per booth
   

Assignment of Space

SVP headquarters will assign exhibit space on a first-come, first-served basis.  All applications received before

Exhibit Space

Due to space constraints your booth must be contained to the 7’ x  7’ area. Fire regulations vendors will not be allowed to place material on the floor in front of their display or around the perimeter.  No exceptions will be allowed. Please plan accordingly.

Cancellation of Exhibit Space

Exhibit cancellations must be received in writing.  If space is cancelled between the dates of the application until July 15, 2013, 50% of the total cost of space will be retained.  If space is cancelled or reduced between July 16 until October 29th the full cost of booth space will be retained. 
 

Web Link - Exclusive to Exhibitors

You will be listed on the Annual Meeting page with a listing of exhibitors who purchase a booth and we will include your company homepage address for a low fee of $200.  When filling out the application form just check the box to include online link and we will send you an invoice for payment.  This listing will be online in mid-August.

Bag Inserts

This is the premiere marketing opportunity at SVP!  Place your company's information prominently inside the meeting bag.  This opportunity is for exhbiitors only.  Fill out the sponsorship form and check off bag inserts.  Each insert must be one page and must be 8.5" x 11"  or less (front/back may be used).  Exhibitor is responsible for printing 1200 copies.  A sample of the company insert must be pre-approved by SVP no later than Friday, August 30, 2013.  Further instructions to send the inserts will come at a later date. 

 

Hotel Accommodations and Travel

SVP has negotiated discounted rates with Westin Bonaventure Hotel & Suites.  Please see the annual meeting main site.

Questions?

For more information, contact Janet Kearney, Exhibit Manager or Joni Friedman Exhibitors Coordinator at 301-634-7011.
 

Security

SVP will contract a reputable security guard during the course of the annual meeting.  The duties of the guard are to protect the general exhibit against fire and other catastrophes.  Neither SVP, FASEB, hotels, nor the owners or leasers of the exhibit venue will assume any responsibility for Exhibitor's personal property.  It is strongly urged that exhibitors maintain awareness of any expensive, revenue-generating, ir-replaceable (within the time frame of the exhibition), or proprietary product contained within their booth.

 

Sub-Leasing

Sub-leasing of exhibit space is not permitted and two companies may not share the same leased space.   
 

Rules and Regulations


The Society for Vertebrate Paleontology (SVP) reserves the right, in its sole discretion, to accept or deny applications for exhibit space and to allocate space among exhibitors. By applying for exhibit space, an exhibitor agrees to adhere to all conditions and regulations outlined below. Conformity with these Rules and Regulations for this Symposium will be monitored by Exhibit Management.

Each exhibitor is granted nothing more than a terminable license to exhibit, subject to all the rules herein. If it is decided that an exhibitor has failed to comply with any rule, the license may be terminated and the exhibit closed without notice. In all interpretations of the Rules and Regulations, Exhibit Management's decision is final.


Exhibit Policy

The following practices are prohibited:

1. Noisy electrical or other mechanical apparatus interfering with other exhibitors.

2. Canvassing or distributing any material outside the exhibitor's own space.

3. Sub-leasing of exhibit space.

4. The use of billboard advertisements and/or the display of signs outside the exhibit area.

5. Publicizing and/or maintaining any extracurricular activities, inducements, demonstrations or displays away from the exhibit area during the exhibit hours.

6. Photographing, videotaping, or examining another exhibitor's equipment without permission.

7. Balloons of any kind.

8. Entry into another exhibitor's booth without permission.

9. Door drops in hotels.

10. Dismantling exhibits and leaving before official exhibit close at 6:15 PM, Saturday, November 2.
 

Exhibitors are requested to staff their exhibits with personnel attired in a manner consistent with the decorum of the meeting and knowledgeable in the products and policies of the company. Relevant portions of the foregoing prohibited practices are applicable to non-exhibitors at all times. Non-exhibitors may not solicit business from scientific registrants or companies exhibiting. The use of open audio systems is discouraged. Requests to use an open audio system must be approved by the Exhibit Manager and the exhibitor must agree to discontinue its use if the sound level is deemed to be objectionable to the registrants or adjacent exhibitors.


The Society of Vertebrate Paleontology Bylaw on Ethics

*Article 12. Code of Ethics.
Several goals for the Society of Vertebrate Paleontology follow from its mission statement (Constitution Article 1): to discover, conserve, and protect vertebrate fossils and to foster the scientific, educational and personal appreciation and understanding of them by amateur, student and professional paleontologists, as well as the general public.  Fossil vertebrates are usually unique or rare, nonrenewable scientific and educational resources that, along with their accompanying contextual data, constitute part of our natural heritage.  They provide data by which the history of vertebrate life on earth may be reconstructed and are one of the primary means of studying evolutionary patterns and processes as well as environment change.  
  • It is the responsibility of vertebrate paleontologists to strive to ensure that vertebrate fossils are collected in a professional manner, which includes the detailed recording of pertinent contextual data (e.g. geographic, stratigraphic, sedimentologic, taphonomic). 
  • It is the responsibility of vertebrate paleontologists to assist government agencies in the development of management policies and regulations pertinent to the collection of vertebrate fossils, and to comply with those policies and regulations during and after collection.  Necessary permits on all lands administered by federal, state and local governments, whether domestic or reign, must be obtained from the appropriate agency (ies) before fossil vertebrate are collected.  Collecting fossils on private lands must only be done with the landowner's consent. 
  • Fossil vertebrate specimens should be prepared by, or under the supervision of trained personnel.
  • Scientifically significant fossil vertebrate specimens, along with ancillary data, should be curated and accessioned in the collections of repositories charged in perpetully with conserving fossil vertebrates for scientific study and education (e.g. accredited museums, universities, colleges, and other education institutions).
  • Information about vertebrate fossils and their accompanying data should be disemintated expeditiously to both scientific community and interested general public.
All sales of fossils are prohibited at the SVP Annual Meeting.  Casts are acceptable.

Service Kit Items:

Your space will be provided with one 6' sage color draped table, two chairs and a 7"x44" sign.  Service kit information was sent to you in August.  Please read advance warehouse instructions below.  If you need any additional items please contact Joni Friedman at friedman@faseb.org.

Shipping Instructions

Crated shipments to general contractor:  Only crated shipments may be consigned to the warehouse to arrive starting September 27, 2013 and must arrive by 4:30 PM on October 22, 2013.  If freight arrives at the warehouse after, a late charge will be assessed to the exhibitor.  Warehouse freight should be addressed as follows:


SVP 2013
Company Name/Booth Number
c/o Brede
YRC Freight
11300 Peoria Street
Sun Valley, CA  91352

 Please note: All shipments must be consigned to the warehouse address.

You may ship small items direct to the hotel at your expense with the Hotel.

 


The Society of Vertebrate Paleontology is a non-profit organization dedicated to professional vertebrate paleontology. Please view our policy page here.
© The Society of Vertebrate Paleontology.
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