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Book Exhibit Guidelines Before the Meeting: 1. Table fees are as outlined in the attached form. All reservations and payments must be received by 30 August 2000. Post-deadline requests will be accommodated on a space-available basis only. For late reservations involving a table(s), a late fee of $50.00 (total) will be assessed. 2. Complimentary registrations for exhibitors are included in the table fee as follows: the first table includes two registrations, each additional table provides one additional complimentary registration, up to a total of five registrations. So that we may provide your staff with badges, we ask that you complete registration forms for all staff members who will be attending the meeting. Registration forms will be mailed to you after we have received your reservation. 3. You will be responsible for all shipping and customs costs to and from the meeting. You must make any special arrangements for receiving any equipment, goods, displays, or other materials that will be sent, delivered, or brought into the Hotel. Failure to do this may result in deliveries being refused or materials being unavailable when required. Any materials being sent to the Hotel must be marked as follows:
4. The Hotel does not accept any liability for equipment, goods, displays, or other materials that arrive or fail to arrive at the hotel. You are responsible for insuring your property for loss or damage. Exhibitors outside of Canada should use a customs broker to send their materials. We have enlisted the help of the Mendelssohn Company to help with customs. You may visit their Web site at http://www.mend.com/html/home/html to learn more about the company. Naturally, you may use your own customs broker for the meeting. Exhibitors will be given favored status in transporting materials across the border, which should result in no tax or duty being charged. Upon request, we will be happy to send customs information to exhibitors. 4. As the meeting approaches, special requests from exhibitors will become increasingly difficult to accommodate. If you have any special needs, please make us aware of these as early as possible. Please feel free to contact the HSS office with any questions or requests you may have. 5. If you would like us to insert advertising into pre-registration packets, the rate is $25 per 100. To ensure that all pre-registered delegates will receive your insert, please send 700 copies to our Seattle office (see order form for address) by 28 September. Please note that we will not return extra copies of inserts. At the Meeting: 6. Set-up will take place Thursday, 2 November, between 2:00 pm and 6:00 pm. These hours may be extended if necessary. As in years past, the exhibit set-up will be simple. You will be supplied with draped, 6x2 foot tables, chairs, and a wastebasket. We will not be providing signage or booths. If you need risers, easels, or other display equipment, please plan to bring these items with you. Exhibitors in the registration area will be provided tablecloths to cover their tables while the exhibit is closed. We will try to accommodate special requests, but we must work within the confines of the exhibit space. 7. The book exhibit will be open to the public at the following times:
8. The exhibit area will be locked at all times other than those mentioned above. Security will be provided for exhibitors who are in the registration area. During the hours of the exhibit, access to the area will be granted to all conference attendees, irrespective of their membership in the History of Science Society or the Philosophy of Science Association. 9. Breakdown will begin Sunday at noon. If you need to make special arrangements, please contact the HSS office. Neither the History of Science Society/Philosophy of Science Association, nor the book-display coordinator can take responsibility for the packing or shipping of books left in the display area. Books and materials for the combined exhibit will not be returned under any circumstances. 10. Finally, we would like to make your exhibit experience as productive and as enjoyable as possible. Please do not hesitate to let us know of your needs and preferences. We will be happy to inquire about relief help for exhibitors who will be traveling alone. |
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