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General AIChE Exhibitor Information

Meeting Details: 2019 AIChE Annual Meeting

E-mail #1. General Information

Hello and thank you for your participation at the 2019 AIChE Annual Meeting being held at the Hyatt Regency Orlando in Orlando, Florida; November 10 – 15, 2019. (Exhibit Dates are Nov. 10 – Nov. 12).

I am Todd Caporizzo (toddc@aiche.org), Events Manager at AIChE. I will be managing the pre-event and on-site exhibitor details for this meeting.

I want to extend a warm welcome to our returning exhibitors as well as a special welcome to our new exhibitors.  Please take the time to review all emails that will be sent to you in over the course of the next few weeks.  The information contained in these emails will support your involvement as an exhibitor and/or a sponsor (who is exhibiting) at our Annual Exhibits.

Please review the following attachment: Attachment 1

GENERAL INFORMATION for Exhibitors and Sponsors (who are exhibiting)

Please take the time to read and refer to this document.  It provides a comprehensive overview of the many components regarding your participation at the 2019 AIChE Annual Meeting in Orlando.

You will find the following information:

Page 2

Registration Information

Complimentary Registrations (Full Meeting and Exhibit Only)

Additional Full Meeting Registrations

Additional Exhibit Only Registrations

Registration Information for Ticketed Events

Page 3          

Exhibit Hours

Move-In Hours

Exhibit Hours

Move-Out Hours

Important Meeting Hours

Onsite Registration Hours

Coffee Break Times

Poster Sessions & Receptions

Page 4 & 5    

General Information

Hotel Information

Shipping & Printing (on-site services) – 11th Hour Business Center

Shipper Information & On-Site Supplies

Security & Exhibitor On-Site Responsibilities

On-Site Solicitation

Booth Placement & Location

Competitors

Page 6          

Exhibit Guidelines

Payment       

Cancellation Information

E-mail #2. Official Floor Plan / Booth Placement / Booth Assignments

Hello!

This email contains 3 attachments containing the following information:

Official Floor Plan (created by Freeman Decorating)

This is the CAD Drawing showing all the booth locations.

Since it is rather small, another Floor Plan has been created as well.

Booth Placement (from AIChE)

This is a word document that provides “a closer look” of all 2019 exhibit booth locations.

It’s recommended to enlarge this document to magnify for easier viewing.

Booth Assignments

This is an excel spreadsheet that identifies all the 2019 exhibit booth assignments (up date).

Companies/Organizations are listed in alphabetical order.

E-mail #3. Exhibitor Kit / AVPG Audio Visual Order Form / Important Reminders

This email contains the following information:

  1. Exhibitor Kit – 2019 AIChE Annual Meeting
  2. Audio-Visual Order Form (from AVPG)
  3. Important Reminders (RE: Carpet, Electricity & Internet)



Exhibitor Kit via FREEMAN ONLINE (Discount Price Deadline – October 21, 2019)

The Freeman Online Link containing the 2019 AIChE Meeting Exhibitor Kit has been created and is now available to use.

The link below contains everything that is needed to exhibit in Orlando. 

Please take the time to navigate the Exhibitor Kit via the link provided in order to become familiar and comfortable with its many different sections. It should serve as a great resource to order items for your participation at the 2019 AIChE Annual Meeting.

https://www.freemanco.com/store/show/landing?showID=484475

AUDIO-VISUAL – AVPG

Also included in this email is an audio-visual order form from AVPG, AIChE’s official audio-visual provider.  (NOTE: there is also a section in the Exhibitor Kit from ENCORE, which is the Hyatt Regency Orlando’s audio-visual provider).  You are allowed to use either vendor in Orlando based on your needs. 

Order Form - The FORM from AVPG is not located in the Exhibitor Kit.

IMPORTANT REMINDERS

Carpet:

The Exhibit Space at the Hyatt Regency Orlando is carpeted. You do not need to order carpet. But, if you require carpet/padding for extra comfort or for aesthetic purposes, carpet is available and can to be ordered through Freeman Decorating. Again, you DO NOT need to order carpet. Please refer to the Exhibitor Kit for more details on carpeting.

Electricity:

If you require electricity in your exhibit space, that will be need to ordered through Elden Electric. This information can be found in the Exhibitor Kit.

Internet:

There will be basic internet available at the Hyatt Regency Orlando. If you require a designated internet line fora special video or anything running from the internet, it is recommended to order additional internet capabilities. This information can be also be found in the Exhibitor Kit as well.

E-mail #4. Complimentary Full Meeting & Exhibit Only Registrations

Based on your sponsor/exhibitor agreement, you are entitled to receive Full Meeting Registrations and/or Exhibit Only Registrations.

Full Meeting Registrations provide access to sessions, exhibits and the opening reception only. These registrations cannot be shared and do not include admission to ticketed events.

Exhibit Only Registrations provide access to exhibits and the opening reception only. These registrations cannot be shared and do not include access to sessions or admission to ticketed events.

Please contact Todd Caporizzo to receive the appropriate form (based on your agreement with AIChE). Thank You.

E-mail #5. Additional Exhibit Only Registrations

If you wish to register any Additional Exhibit Only Registrations above and beyond your complimentary allotment (noted in your exhibit and/or sponsorship agreement), they are available for a fee of $150 (U.S.) per registrant.

EXAMPLE:

If you receive 2 Full Meeting Registrations & 1 Exhibit Only Registration as part of your complimentary allotment (sponsor or exhibitor) – you are able to purchase additional Exhibit Only registrations at $150 (U.S.) per registrant.  There is NO LIMIT to the number of additional Exhibit Only Registrations that can be purchased per company/organization.

Exhibit Only Registrations provides access to the exhibit area and opening reception only. These registrations (badges) cannot be shared and do not include access to any sessions or admission to ticketed events.

Here is a writable pdf Registration Form. Instructions are clearly noted in the dark blue box located at the top of the form. 

For your convenience, these registrations can be sent to Todd Caporizzo at toddc@aiche.org for processing. Attendees will receive a confirmation from the AIChE Customer Service Department when their registration is processed.

Please use a separate form for each registrant.

E-mail #6. Certificate of Insurance (COI)

A Certificate of Insurance (COI) needs to be on file with AIChE.  This applies to all exhibitors and sponsors (who are exhibiting) at the AIChE Annual Meeting 2019 (Orlando).

Please see the attached document.  It contains all the information required to be included in the COI. There are a number of details to follow … so please review carefully. Any incomplete or incorrect COI’s will be returned.

Preferred DUE DATE: Friday, October 25, 2019

Some Important Information (also found in the attachment):

  • Exhibitors and Sponsors (who are exhibiting) will not be able to participate in the Exhibit if AIChE does not have a COI on file by the meeting start date. (Sunday, November 10, 2019)
  • COI should be sent directly to Todd Caporizzo at toddc@aiche.org
  • If you do not have insurance, there is a way that AIChE might be able to assist you, please contact Todd Caporizzo at toddc@aiche.org for more information.

E-mail #7. Lead Retrieval (provided by XPress Leads/CDS)

Any questions on Lead Retrieval, should be directed to Xpress Leads/CDS. 

The contact information can be found at the end of this email.

Another benefit to your participation at the 2019 Annual Meeting is providing complimentary Lead Retrieval (basic version) to all exhibitors.  This is a great way to capture an attendee’s contact information with just one swipe of their badge and bar code.  This service is provided by Xpress Leads (also known as CDS), and AIChE happy to make it available to you.

Each exhibiting company is able to receive:

  • • one (1) free XPress Connect App (on YOUR phone or tablet)

OR

  • • one (1) free XPress Connect Plus (a handheld wireless device … scanner does not require electricity).

Enhancements are also included with either offering, but any add-on’s will be your financial responsibility.

How To Order?

All orders can be made by using the attachment provided OR going online via the direct link:

https://www.xpressleadpro.com/fe2/index.php?sc=aich1119 

Online orders:

Please use Promo code AICH1119 during checkout.

Once promo code is applied … pricing will be reflected.

Scanned Forms Orders:

Need to be sent directly to CDS. 

Any questions on Lead Retrieval, should be directed to:

Candace Nicolo | Associate Exhibitor Services Account Manager

Direct: 508-743-0570 | Customer Service: 800-746-9734 | cdsreg.com

Email: cnicolo@cdsreg.com

E-mail #8. Recruiting at the 2019 AIChE Annual Meeting

Will you be RECRUITING at the 2019 AIChE Annual Meeting in Orlando?

If your company/organization is currently hiring, please note there are many opportunities to reach job seekers at the upcoming 2019 AIChE Annual Meeting in Orlando.

Many of these opportunities can be leveraged since you will already be participating as an exhibitor or sponsor (who is exhibiting).

If you decide your company/organization wants to participate, you will be provided with a small sign saying “We’re Recruiting” for your exhibit booth.

Please respond back with a YES or NO at your earliest convenience to Todd Caporizzo at toddc@aiche.org if you wish to be a part of this opportunity. There is no additional fee required for participating.

AIChE will be distributing “We’re Recruiting” signs on-site. These signs will be delivered to your booth on Sunday, Nov. 10 and will be picked-up at the conclusion of our Exhibits on Tuesday afternoon, November 12.

For more information, I invite you to discuss further with my colleague, Nathan Lott (+1-646-495-1361, nathl@aiche.org), who oversees AIChE recruitment activities.

E-mail #9. Core-Apps

This is to notify you that an email from our mobile application vendor, Core-Apps, will be sent to your attention.  Your company/organization will be included in this year’s 2019 AIChE Annual Meeting mobile app.

NOTE: only 1 email was submitted from AIChE to Core-Apps for this offering.  If you are receiving this email, you will be the contact for your mobile app information - we cannot change this information).

This information pertains to all 2019 sponsors (exhibiting and not exhibiting) as well as all 2019 exhibitors that an email will be sent shortly.

Instructions on how to download and submit your information will be provided in the Core-Apps email.

If you have any questions or special requests, please send an email to Todd Caporizzo (toddc@aiche.org)

ATTACHMENTS