Exhibitor Terms and Conditions

The purpose of the ABRF 2019 exhibit program is to further the education of the scientist. The exhibits must be of an educational character. They must emphasize instruments, products or services for use in teaching and research, books or other publications in scientific fields of relevance to the interests of the members of the sponsored society, or directly convey scientific research findings in those areas of science.

ABRF c/o FASEB reserves the right, in its sole discretion, to accept or deny applications for exhibit space and to allocate space among exhibitors. In the case of a denied application all money collected by Exhibit Management will be refunded to the exhibiting company.


All booth requests will be handled on a first-come, first-served basis by the date and time of receipt of contract and full payment. Space assignment will be made on a first-received (time stamped) first-assigned basis, with priority given to Platinum Corporate Sponsors, second priority to Gold Corporate Sponsors. No booth assignments will be confirmed until FASEB receives an application and full payment. Every effort will be made to assign the Exhibitor one of its stated preferences in booth locations; however, ABRF cannot guarantee the preferred locations will be available. Registering and paying early will increase the possibility of Exhibitor receiving a preferred location. Should all Exhibitors’ preferred locations be assigned, ABRF reserves the right to assign exhibit booth space from available locations. ABRF further reserve the right to deny registration, without recourse to any prospective Exhibitors it deems is not in the best interest of the event as a whole.


Notification of an exhibitor's decision to cancel or reduce space must be made in writing.  The effective date of space cancellation or reduction will be the date on which a written notice is received by Exhibit Management.

If space is cancelled or reduced between the dates of the application received to November 30, 2018, the full deposit will be retained.

No refunds will be issued if space is cancelled or reduced after November 30, 2018 to date of the show.  The company will be responsible for the full cost of the booth space.


Exhibitor may not assign, sublet, or apportion to others, the whole or any part of the space allotted, and may not advertise or display goods or services other than those produced or sold by Exhibitor in the regular course of its business. However, Exhibitor may use equipment or products of another Exhibitor or vendor in its booth(s) for the purpose of better presentation of Exhibitor’s own products.


Payment in full must be received prior to delivery of materials.

Friday, March 22, 2019           8:00 AM – 6:00 PM

Saturday, March 23, 2019       8:00 AM – 3:00 PM

The Exhibit Hall will open for the Opening Reception at 6:30 PM on Saturday, March 23. Exhibitors must be show ready by 3:00 PM.

Please note: Children under the age of 12 are not permitted in the exhibit hall during set-up or dismantling of exhibits.


Saturday, March 23, 2019       6:30 PM – 8:00 PM (Opening Reception)

Sunday, March 24, 2019         10:00 AM – 6:30 PM

(5:30 PM – 6:30 PM Poster Session I and Wine & Cheese Reception)

Monday, March 25, 2019        10:00 AM – 5:00 PM

(2:30 PM – 3:30 PM Poster Session II and Coffee Break)

Tuesday, March 26, 2019        10:00 AM – 1:00 PM

Security tape placed around the exhibits will be removed starting at 9:45 AM each morning.  Please plan accordingly by staffing your booth by 9:45 AM.

As a courtesy to the participants and your fellow exhibitors requests that you open your exhibit on time each morning and staff it throughout the day until the scheduled closing hour.  Deliveries or removal of equipment must be made before or after exhibit hours.  Once the exhibit opens Tuesday morning, nothing may be removed until the exhibit is officially closed at 1:00 PM.


Tuesday, March 26, 2019        1:00 PM – 5:00 PM

No packing of equipment, literature, etc., or dismantling of exhibit will be permitted until the official closing time.

Violators will not be invited to exhibit at future meetings.  All exhibits must be dismantled and removed by 5:00 PM on Tuesday, March 26.


Exhibit Service Kits will be available on the conference website in December 2018.  ABRF has designated Brede Exposition Services as the official exposition services contractor. At the Exhibitor’s expense, Brede Exposition Services will provide all show services, material, and equipment, other than material and equipment owned by Exhibitor, to be used in the exhibit space.


Booths will have a 8’ background drape and 3’ side divider drapes, and 7" high by 44" long ID sign as standard provisions. Electric service, phone connections, or other services and equipment can be ordered and paid for by the Exhibitor by filling out the appropriate forms in the Exhibitor Service Kit, and sending them to the Brede Exposition Services, as indicated on the form. The exhibit hall is NOT CARPETED. Exhibitors must order carpet from Brede Exhibitions or bring in their own carpet or floor covering. Any last minute needs can be ordered and paid for by the Exhibitor through Brede Exposition Services Service Desk on the exhibition floor. No exhibition equipment or material can extend above the 10’ height so as not to cause a distraction for adjoining booths. Placement of exhibition equipment must not block the visibility of neighboring exhibitors. Aisles must not be used for exhibit space or standing room. This will be strictly enforced. All exhibits must be done in a professional manner that will not detract from the exhibition. Only quality display equipment and materials should be used, with all surfaces and edges having a finished appearance. All displays and exhibits must conform to local building and fire department codes and regulations. ABRF will inspect booths to ensure displays meet acceptable specifications. At ABRF’s discretion and determination, any booths requiring changes must be corrected immediately at the Exhibitor’s expense. Exhibitor must maintain, clean, and keep its exhibits and contracted space in good order.


Nothing shall be pasted, tacked, nailed, screwed, or otherwise affixed to columns, walls, floors, ceilings, or other parts of building or furniture. If the premises are defaced or damaged due to acts of negligence or non-compliance by the Exhibitor, its agents, contractors, haulers, riggers, or guests, the Exhibitor shall pay Henry B. González Convention Center for incurred damages.


Exhibitor must comply with all Texas State laws, safety and fire codes. All electrical installations, equipment, and wiring must comply with the latest National and Local Electrical Codes. Further, Exhibitor agrees to abide by the rules and regulations of Henry B. Gonzalez Convention Center.


All employees and agents of the Exhibitors must register at the Exposition Registration Desk at the main conference registration area and must display their badges at all times. Only people with badges will be allowed access to the exhibition area. An Exhibitor representative must be in the booth during all the operating hours that the exhibition area is open. Representatives will have a professional appearance and will provide suitable assistance to conference attendees to explain Exhibitor’s products, services, and programs. While on the exhibition floor, Exhibitor’s representatives are to conduct themselves in a manner commensurate with acceptable public behavior. At ABRF’s discretion, any Exhibitor who is deemed out of order may be required to leave the exhibition area. All Exhibitor activities must be confined to its contracted space. Audiovisual, sound, and attention-getting devices and effects will be permitted only in those locations and in such intensity that, in the opinion of ABRF, do not interfere with the activities of neighboring exhibitors. Operational demonstration equipment must not create noise levels or distractions objectionable to neighboring exhibitors. No smoking shall be allowed in the exhibition area.


Exhibitor understands and agrees that it will not play, present, perform, or cause to be played, presented, or performed any live or recorded music at the conference other than music that is original or Exhibitor owned. Only if Exhibitor has written permission and has paid the required royalties for the use of non-original recorded or live music will such music be permitted in the exhibition area. Any violation of this law may cause the immediate cancellation of your booth contract and removal of your exhibit from the floor. In such cases all monies will be forfeited.


Security will be provided in the exhibition area. Exhibitor is encouraged not to leave valuables in its booth. Exhibitor is solely responsible for the loss or damage of its goods, materials, displays, and equipment. Exhibitor is responsible for providing adequate insurance coverage to include, but not limited to, damage to personal property, damage to the Henry B. González Convention Center building or property, injury to persons, public liability, water, storm, and strikes.


Exhibitor hereby releases ABRF, Henry B. Gonzalez Convention Center, FASEB, Brede Exposition Services, and their agents, contractors, and employees from any and all claims, demands, causes of action or liability of any kind for injury or damages to persons or property that we may now or in the future have, known or unknown, arising directly or indirectly out of attendance at or participation in ABRF 2019. Exhibitor further agrees to indemnify and defend ABRF, Convention Center, FASEB, Brede Exposition Services, and their agents, contractors, and employees and hold them harmless, no matter what the cause or claim, from and against any lawsuits, claims, actions or causes of action, arising out of, or in connection with, this waiver of liability or its participation in ABRF 2019. This obligation includes, but is not limited to, the cost of defense, payment of any judgments and payment of any expenses for attorneys’ fees and other costs that may be incurred by ABRF, Convention Center, FASEB, Brede Exposition Services, and their agents, contractors, and employees. Neither ABRF, Convention Center, FASEB, Brede Exposition Services, and their agents, contractors and employees shall be liable for injuries to any person or for damage to property owned or controlled by Exhibitor. In case any part of the exhibit area is destroyed or damaged, preventing ABRF, Convention Center, FASEB, or Brede Exposition Services from permitting an Exhibitor to occupy assigned space, securing any part or the whole of the set up or exhibition period, or in case occupancy of assigned space during any part or the whole of the set up or exhibition period is prevented by strikes, acts of God, national emergency, or other causes only for the period space was or could have been occupied by the Exhibitor, the Exhibitor hereby waives any claim against ABRF, Convention Center, FASEB, Brede Exposition Services, and their agents, contractors, and employees for losses or damages that may arise in consequence of such liabilities to occupy assigned space. No refunds will be provided.


A 50-word paragraph description of products and/or services to be displayed in your booth must be entered in your online profile.  Instructions for this information will be included in the exhibit space confirmation letter.   Your company name and profile will be also included in the ABRF 2019 Meeting APP.


Exhibitor agrees to be bound by the terms of this Contract, as well as the Official Rules & Regulations Governing Exhibits for the Exhibition, which is incorporated into this Contract by reference. All matters not covered by the regulations are subject to the decision of ABRF. ABRF may amend these regulations at any time, and all amendments shall be equally binding on all parties affected by them as are the original regulations. All provisions of this agreement are severable. If any provision or portion thereof is determined to be unenforceable by a court of competent jurisdiction, then the rest of the agreement shall remain in full effect.


Any and all matters not specifically covered by the preceding rules and regulations and the rules and regulations contained in the Exhibitor Manual and correspondence shall be subject to the decision of Exhibit Management. Exhibit Management shall have the full power to interpret, amend and enforce these rules and regulations, provided any amendments, when made, are brought to the notice of the exhibitors through correspondence or otherwise. Each Exhibitor for itself and its employees agrees to abide by the foregoing rules and regulations and by any amendments or additions thereto in conformance with the preceding sentence.


Violation of any of these regulations on the part of Exhibitor or the employees or agents of Exhibitor shall, at the discretion of ABRF, annul the right to occupy exhibit space, and such Exhibitor shall forfeit to ABRF all fees paid and may be subject to fees outlined in this prospectus, the exhibit manual and/or any correspondence issued prior to or during ABRF 2019.

Upon evidence of a violation of regulations, ABRF may take possession of the space occupied by Exhibitor and may have all persons and goods removed at Exhibitor’s risk and cost. Exhibitor shall pay all such expenses and all damages that ABRF may incur and shall forfeit all fees paid or due to ABRF on account thereof. Exhibitor waives any right to service or written notice of ABRF’s intention to terminate this agreement and repossess space occupied by Exhibitor.