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Kansas State University

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Dear Prospective Exhibitor:

Le Centre Sheraton Montréal Hotel will be the site of the Joint Meeting of Ichthyologists and Herpetologists July 23-28, 2008. Approximately 1100 field biologists and environmental scientists are expected to attend. The Joint Meeting will provide an opportunity for your organization to exhibit products, services, and information to the participants. Past participants have represented all 50 states and 26 countries.

In addition to the exhibit space, each exhibitor will receive one registration to the Joint Meeting, which provides access to all events included in the regular participant fee. Additional exhibitor registrations are available for an extra fee. Exhibitors can also purchase tickets for some of the special events, such as the picnic at on the McGill University campus on Saturday, July 26, 2008.

Exhibit set-up will be Thursday, July 24, starting at 3 p.m. with the exhibit hall opening to participants Friday, July 25 at 7:30 a.m.. The exhibits will continue daily from approximately 7:30 a.m. – 6 p.m., closing at 6 p.m. on Sunday, July 27. The primary exhibitor will be provided a complete registration packet upon check-in. A participant list of all attendees will be available electronically after the conference.

All information describing the Joint Meeting and information about Le Centre Sheraton Montréal Hotel is available on-line only at www.dce.ksu.edu/conf/jointmeeting. Enclosed please find an exhibitor contract and registration form. Please return the Exhibitor Registration Form (2 pages) and Exhibitor Contract (3 pages) by May 2, 2008. Confirmations will be sent to the primary exhibitor with final details. If you prefer, you may register online and print and fax the exhibitor contract to 785-532-3779. Click on Exhibitors on the left navigation bar.

If you are interested in making a donation or sponsoring an event such as a coffee break, we would appreciate your support. If you have questions or concerns, please contact me at the address or phone number below; correspondence by e-mail is preferred. We hope you will be able to join us in July!

Sincerely,

Erin Moore
Program Assistant
Kansas State University
Division of Continuing Education
203 College Court Building
785-532-2546
785-532-3779 FAX
ecmoore@k-state.edu

Exhibitor Information

Joint Meeting Dates: July 23-28, 2008

Exhibit Move-in Date and Times: Thursday, July 24, 3 p.m. – TBD

Exhibit Dates and Tentative Times: Friday, July 25 – Sunday, July 27, 7:30 a.m. – 6 p.m. (Final times determined after March planning meeting)

Exhibit Closing: Sunday, July 27, 6 p.m. Move-out Move out must be completed by Monday, July 28, noon

Conference Point of Contact:
Erin Moore, Program Assistant
Kansas State University
Division of Continuing Education
203 College Court Building
Manhattan, KS 66506-6015
USA
Phone: 785-532-2546
Fax: 785-532-3779
e-mail: ecmoore@k-state.edu

Location:
Le Centre Sheraton Montréal Hotel
1201 Boulevard Rene-Levesque West
Montréal, Quebec H3B 2L7
Canada
Phone: 514-878-2000
Fax: 514-878-3958

Lodging:
A block of rooms has been reserved at Le Centre Sheraton Montréal Hotel for Joint Meeting participants and exhibitors. A group rate of $189 CDN per night (plus any applicable municipal, federal and provincial taxes) for up to four occupants per room has been arranged. Make your reservation with the Sheraton either by phone, using the numbers listed above, or on-line. Click on Accommodations to link directly to Le Centre Sheraton Montréal Hotel reservation page. The deadline for reservations is June 30, 2008. Any reservations received after that date will be honored on a space available basis at the group rate.

Exhibit Area and Configuration
All exhibits will be tentatively located in the Ballroom on Level 4 of the Le Centre Sheraton Montrèal Hotel. Morning and afternoon break service will be set up in the exhibit area throughout the meeting. All sessions and meetings will be held in Le Centre Sheraton Montréal Hotel.

Booth space will consist of an 8’ x 10’ pipe and drape booth, with two 6’ x 30“ skirted tables, two chairs, a sign, and a wastebasket. Electricity, audio visual equipment, and additional furniture and equipment can be ordered through our hired drayage company, Clarkson Conway, Inc., for an additional fee.

Exhibit Fees
Government Agencies: $600 per 8’ x 10’ booth
All other Exhibitors: $950 for first 8’ x 10’ booth
Additional booth(s) $400 each

The fee includes the exhibit space and the admission of one person to attend the Joint Meeting scientific sessions each day and the general reception on Thursday, July 24. If you would like to include additional representatives as full registrants, please register them on the registration form.

Joint Meeting Meals and Social Functions: Morning and afternoon beverage breaks will be served in the Exhibit area each day. Lunch is on your own. If you would like to attend any of the optional social functions (other than the one exhibit person admitted to the general reception), please note these on the attached exhibitor registration form and include payment.

Pre-Shipment of Materials:
Clarkson Conway Inc. will provide drayage, moving and handling services to exhibitors needing to ship materials prior to the event. Clarkson Conway Inc. has a partnership in place with Livingston Events Logistics (formerly Mendelssohn), which does the majority of customs clearance and transportation activities with Le Centre Sheraton Montréal. All freight is stored at an off-site warehouse shared by Clarkson Conway Inc. and Livingston Events Logistics. Clarkson Conway ensures delivery to the booth, storage of empties and return of freight to the warehouse.

Shipment and storage for all exhibitor loads must be made with our official off-property exhibit company, Clarkson Conway Inc., for delivery on move-in day and removal on move-out day. Clarkson Conway Inc. will mail all registered exhibitors an exhibit kit containing additional information regarding shipping of materials and customs clearance. All shipments must be labeled as follows:

Exhibitors Name and Booth
Joint Meeting of Ichthyologists and Herpetologists
C/O Clarkson-Conway Inc.
C/O Reimer Roadway
1725 Chemin St-Francois
Dorval, Quebec, Canada, H9P 2S1

For personalized customs and transportation inquiries, please contact:

John Santini
Phone: 514-987-2700 x 24
Fax: 514-849-3446
Mobile: 514-466-0680
E-mail: jsantini@livingstonintl.com

Should you have materials that you need shipped following the conference, you are responsible for making those arrangements. The company listed above will have a representative on site during move-in and move-out to assist you with your return shipping requirements. We ask that everything be packaged and labeled properly and that a forward shipping authorization form be completed indicating billing and type of carrier.

Advertising Opportunities:
Maximize your exposure and reach over 1,000 attendees with an advertisement in the official Final Program of the Joint Meeting of Ichthyologists and Herpetologists. Prices and approximate sizes are listed below. JMIH reserves the right to alter the size of an ad to fit the program’s dimensions specifications.

Full-page ad (7.5 X 10”): $500
Half-page ad (7.5 X 5”): $300

If purchasing advertisement space in the program book, please submit ad electronically to dlarson@k-state.edu by June 9, 2008.

Sponsorship Opportunities:
With your contribution to the American Society of Ichthyologists and Herpetologists, your company becomes an official sponsor of the 2008 Joint Meeting. As such, your company will receive high-profile exposure and recognition based upon the following sponsorship opportunities:

Additional Information: Other details will be provided with exhibitor registration acknowledgment.

We look forward to your participation!