RRS views the exhibits as an integral part of the educational and scientific program. Qualified exhibitors are limited to firms, organizations, and agencies whose exhibits promote awareness of products, technologies and services that are recognized and approved by RRS and being supportive of the objectives of the Annual Meeting. RRS has the sole right to determine the final eligibility of any firm, organization, agency or product for inclusion in the Exhibit area. Exhibitors may not assign, sublet or apportion others to the whole or any part of the space they are allocated. Only products that are manufactured or distributed by your company may be displayed in the exhibit area.
TABLE TOP EXHIBIT:
Consists of a 6’ skirted table with 2 chairs and standard power cord provided by conference. Additional items may be ordered individually through the hotels conference department upon request. Order forms will be available online.
SPACE SELECTION PROCESS:
Radiation Research Society will make every effort possible to provide exhibit space in high traffic areas. Priority will be established by sponsorship level.
TERMS OF PAYMENT:
Booth space will be held until June 2, 2016 at which time a 50% deposit is due. If deposit is not received by June 2, 2016, RRS reserves the right to release the exhibit space for resale. Booth space must be paid in full by August 26, 2016. The exhibitor may cancel without penalty provided written notification is received via email on or before June 2, 2016 at firstname.lastname@example.org. If notification is not received by this date the exhibitor will be fiscally responsible for the sponsorship selected. Failure to make payments does not release the exhibitor from any contractual financial obligation.
Please CLICK HERE for the exhibitor internet pricing and order form
Please CLICK HERE to order audio/visual services
Shipments may not arrive prior to one-week before the RRS Annual Meeting (Sunday, October 9, 2016 for a start date of Sunday, October 16, 2016).
Exhibitors should complete appropriate shipping forms (FEDEX, UPS, DHL, etc) and affix to each parcel being shipped out. Please note on the label the following information.
Sef Taufa- Senior Events Manager
Hilton Waikoloa Village
69-425 Waikoloa Beach Drive
Waikoloa, HI 96738
Hold for: (Guest's Name, Organization/Company Name)
Radiation Research Society
Number of boxes (Ex: Box 1 of 2 and Box 2 of 2)
To ship from the hotel the Hilton Waikoloa Village Utilizes FedEx Express or UPS,, exhibitors should complete appropriate shipping forms and affix to each parcel being shipped out. Please note on the label - SHIPMENT FROM: (insert) Hilton Waikoloa Village, 69-425 Waikoloa Beach Drive, Waikoloa – HI 96738. Shipping agents will NOT accept any other address and will not accept delivery if otherwise. Please see Executive Business Center for pick-up and delivery schedules. A Freight-Forwarding Form should be obtained from the resorts Catering/Even Manager (please ask Audrey Rinehart or Katie VanNatta once on-site) and completely filled out for shipping.
All parcels must be properly packed, sealed and labeled with the recipient’s name and address.
A fee of $100.00 per hour, two (2) hours minimum will be assessed for boxes not packed and forms not completed.
Any loose boxes will be charged $2.00 each.
Wrapped pallets or freight over 250 lbs will be charged $50.00 each.
Scheduled pick up time should be arranged with Catering Manager.
The hotel does not provide 24-hour security. Please consider this when planning your exhibit material for the conference.
The Hotel does not accept any liability for equipment, goods, displays, or other materials, which arrive unmarked or fail to arrive at the Hotel. The Group is responsible for insuring its property for loss or damage.