Reserve Booths & Sponsorships

Please complete this form to reserve your ACRP 2020 booth and/or sponsorship. Once your application is reviewed, our team will contact you to confirm details and coordinate payment.

Before Starting:

All 10’ x 10’ Booth Packages include: 3 ACRP 2020 Registrations (1 Full Conference and 2 Expo Only); choice of furnishing package A, B, or C; ID sign; electrical outlet; lead retrieval; pre- and post-conference attendee mailing list; Wi-Fi access; standard gray builder’s-grade carpet without padding.

Company Address *
Company Address
Company Phone
Company Phone
Primary Contact Name *
Primary Contact Name
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Furniture Package(s)
Booth Packages
Please select all that apply.
Sponsorships & Premiums
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Terms and Conditions *
BOOTH PACKAGES Inclusive booth packages have been negotiated with the official decorator and are included in Standard and Premium Booth Packages. There are no furnishings included with an additional 10’ x 10’ booth. Drayage is not part of your turnkey booth package. BOOTH ASSIGNMENTS Early Bird booth and sponsorship selection will be extended to 2019 returning Exhibitors/Sponsors in order of overall revenue ranking. Starting October 19, 2019, all others may choose. Booth selections must be confirmed with a 50% deposit. Please note that booth assignments may change based on floor plan updates and local fire marshal approval. PAYMENT TERMS A 50% deposit is due immediately with balance due upon receipt of invoice for all contracts signed and submitted by January 31, 2020. For all contracts signed and submitted after January 31, 2020 payment in full is due at the time of submission. Booth assignment and move-in to the EXPO Hall is contingent on payment in full. Terms are non-refundable. If payment is not received the space will be released and any early booking discounts will be forfeited. MOVE-IN, MOVE-OUT, EXPO DATES & TIMES Move-in will begin Thursday 2:00 PM, April 30 and resume Friday morning, May 1. All Booths must be completed and ready for inspection by 2:00 PM on Friday, May 1. The EXPO Hall will officially open Friday 5:30 PM, May 1 for the Opening Night Celebration, followed by morning coffee, mid-day lunch break and evening Happy Hour on Saturday and Sunday, May 2-3. Exhibitors may schedule private meetings in their booth outside of official EXPO Hall hours as needed. Move-out begins at 5:31 PM on Sunday, May 3 following Happy Hour. Early dismantling is strictly prohibited. This is disruptive to attendees and discourteous to neighboring exhibitors. Penalties will be imposed on any organization that does not abide by this policy and may affect the exhibitor’s right to exhibit at future ACRP events. 2020 EXHIBITOR RULES AND REGULATIONS All exhibitors participating in the ACRP 2020 EXPO beginning Friday Night, Saturday and Sunday, May 1-3 at the Washington State Convention Center in Seattle, must adhere to the following rules and regulations. These rules and regulations may be amended as ACRP deems necessary for the orderly conduct of the exhibition. GENERAL EXHIBITOR/SPONSOR CONDUCT Booths must be set up and ready for inspection and surrounding aisles clear of exhibitor equipment and debris at least 2 hours prior to opening. In the event that no representative of an exhibiting organization has claimed its space by 2 hours prior to opening, ACRP has the authority to allow site decorator to assemble booth space. The exhibitor agrees to pay for the assembly charges in said event and will be invoiced accordingly. Exhibitors not planning on personally assembling their booths at exhibit move-in must contract for booth installation or face incurred assembly charge. Exhibitors agree to keep exhibits properly staffed and intact during the published exhibition hours. Layout must not obstruct aisles or other exhibits. Exhibit may not project beyond the space allotted and aisles must be kept clear. Exhibit shall not obstruct the view of other exhibits or interfere with traffic to other exhibits. Exhibitors/Sponsors are expected to conduct themselves in a professional and respectful manner. Conduct deemed inappropriate by ACRP may result in a warning and/or removal from the EXPO Hall. While alcohol may be served to attendees from an Exhibitor’s booth during the evening reception(s) ONLY, prior permission must first be granted from ACRP, and appropriate corkage fees paid to the facility’s in-house Catering Office according to their Terms & Conditions including a mandatory Bartender. Firms, and representatives of firms, not assigned exhibit space are prohibited from soliciting business in any form in the exhibition area. Violators of this prohibition will be promptly escorted from the exhibition area. Exhibitors may not schedule private functions or events during official ACRP 2020 EXPO hours and ACRP sponsored events. DISTRIBUTION OF PROMOTIONAL MATERIALS Distribution of flyers, brochures, or advertising/marketing materials must be confined to the Exhibitor’s own booth space. Advertising materials may not be displayed in session rooms, hallways, or reception areas. BADGES Exhibitors and visitors must wear conference badges for identification. Those with EXPO Only badges will not be permitted to enter sessions or workshops. APPEARANCE AND OPERATION OF EXHIBITS No exhibit may interfere with the line of sight to any neighboring exhibit. ACRP has the right to mask, move, or disassemble any exhibit that chooses not to comply with IAEE standards at the expense of said exhibitor. Any part of the exhibit that does not lend itself to an attractive appearance, such as unfinished side or end panels, must be draped at the exhibitor’s expense. If this is not done, ACRP reserves the right to have such finishing done, billing exhibitor for charges incurred. ACRP reserves the right to prohibit or restrict exhibits that, because of noise, method of operation, materials, or any other reason, become objectionable, and also to evict any exhibitor whose conduct, in the opinion of ACRP, may detract from the general character of the exhibition. In the event of such restriction or eviction, ACRP is not liable to refund to the exhibitor any of the exhibit expenses. No exhibitor is allowed to assign, sublet, or apportion for money or otherwise, the whole or part of space allotted the exhibitor unless permission is granted in writing by ACRP. No exhibitor is permitted to vacate exhibit space before scheduled tear-down time, without written permission from ACRP conference management. Any exhibitor who ignores this term agrees to pay a fine no greater than 25% of the total booth cost. ACRP encourages exhibitors to respect their fellow exhibiting companies and the attendees. Should an exhibitor be required to vacate before the tear-down time due to unforeseen circumstances, they are encouraged to work with ACRP conference management to find alternate means for vacating their booth. FILM, SOUNDING DEVICES AND LIGHTING If moving pictures, loudspeakers, or sound devices are used, the exhibitor agrees to comply with union requirements for operation of the equipment. Sound equipment will be permitted only if tuned to conversational level and is not objectionable to neighboring exhibitors. Exhibitor shall be liable for all music licensing fees for any music played by the exhibitor. Exhibit-area-wide broadcasts are not permitted. ACRP reserves the right to restrict the use of glaring lights or objectionable light effects. The exhibitor must strictly comply with all local fire and safety regulations. All decorations and booth equipment must be fire proofed and electrical wiring must meet the safety requirements of the official service contractor and the Washington State Convention Center. Affidavits attesting to flameproof compliance with fire department regulations must be submitted when requested. No combustible material may be stored in or around exhibit booths. All exhibits must meet OSHA requirements pertaining to the safe use of tools, materials, and equipment. FLOOR PLAN All dimensions and locations shown on the official floor plan are believed, but not warranted, to be accurate. ACRP reserves the right to make modifications that may be necessary to meet the needs of the exhibitors and the EXPO. ACRP has the absolute right to allocate and assign space among exhibitors and to relocate exhibits after initial assignment if circumstances warrant at its sole discretion. PERSONNEL REGISTRATION Each exhibiting company is entitled to a set amount of registration allotments. The allotments are based on the level of booth or sponsor participation, as specified in the Sponsor/Exhibitor Prospectus. EXCLUSIVE EXHIBIT CONTRACTOR Freeman Company is the official decorator, drayage contractor, and labor contractor, and shall have the exclusive right to supply all equipment, furniture, carpeting, and decorating materials, on a rental basis, to individual exhibitors. Furniture, additional draping, accessories, and signs are the sole responsibility of exhibitors and should be ordered in advance from Freeman Company. An online Exhibitor Service Kit will be made available mid-January 2020 if items beyond the Inclusive Furnishing Packages are required. LIABILITY The exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, defend, and save ACRP, the Washington State Convention Center and Freeman Company and their employees and agents harmless against all claims, losses, and damages to persons on property, governmental changes, or fines, and attorney’s fees arising out of or caused by exhibitor’s installation, removal, maintenance, occupancy, or use of the exhibit booth and presence on the exhibition premises, excluding any such liability caused by the sole negligence of ACRP, the Washington State Convention Center or Freeman Company or their employees and agents. If ACRP should be prevented from holding the exhibition for any reason beyond ACRP’s control such as but not limited to building damage, fire, riots, strikes, acts of government, terrorist acts, war (declared or undeclared), regulations or advisories issued by the U.S. government or its agencies (or foreign governments or agencies in the case of international attendees), curtailment of transportation facilities, or acts of God, then ACRP has the right to cancel the exhibition, or any part thereof, with no further liability to the exhibitor other than a refund of the exhibit space fee, less a proportionate share of the exhibition cost incurred. In addition, exhibitor acknowledges that ACRP, the Washington State Convention Center and Freeman Company do not maintain insurance covering exhibitor’s property and that it is the sole responsibility of the exhibitor to obtain such insurance, including, if desired, business interruption and property damage insurance covering losses by the exhibitor. Security will be furnished, but the furnishing of such security shall not be deemed to increase the liability of ACRP, the Washington State Convention Center and Freeman Company and their agents, or to modify in any way the assumption of risk and release provided for above. Responsibility for the security of an exhibitor’s area, product, and property rests solely with the exhibitor. SPECIAL NEEDS For information regarding special needs accommodations, please contact ACRP. ACRP is committed to making ACRP 2020 accessible to all individuals. CANCELLATION POLICY A cancellation fee equal to 50% of the full agreement will be assessed for cancellations received in writing to prior to October 18, 2019. After October 18, 2019, this contract is non-refundable from the moment signed and the exhibitor/sponsor will be liable for the full agreement price and terms of said agreement. Terms are enforced regardless if exhibitor/sponsor does not attend the conference or the exhibit space is resold. Should the agreement be referred to a collection agency/attorney for any reason, the client and/or representing agency of said client is responsible to pay a 25% attorney fee plus costs associated with any and all collection efforts. AGREEMENT TERMS All terms and conditions of the ACRP 2020 EXPO are agreed upon and enforced by company signature. We (Exhibitor) understand terms are non-cancellable and non-refundable. We agree to pay for the assigned exhibit space in accordance with the guidelines contained in the ACRP Exhibit/Sponsor Contract Terms. We agree to abide by all provisions set forth in these terms as a part of this contract between the Association of Clinical Research Professionals and the exhibitor/sponsor.
Please enter your name as the authorized agent for your organization.