The 76th Southeastern and 81st Southwest Joint Regional Meeting of the American Chemical Society

Contract for Space. The receipt by the Organizing Committee of the Southeastern and Southwest Joint Regional Meeting of the American Chemical Society (for now on Joint SERMACS/SWRM 2025), with payment for the entire amount of the exhibit fee, will constitute a contract for the right to use the specified exhibit space that has been reserved for your use. Cancellations will be accepted only after the available exhibit space has been sold and another exhibitor agrees to purchase the canceled booth space. This contract will not be binding in the event that an unforeseen and uncontrollable event, such as earthquake, leaves the exhibit area unusable. If such an event happens before August 15, 2025, the SERMACS/SWRM 2025 will refund at least 50% of the exhibit fee.

Space Assignment. The Joint SERMACS/SWRM 2025  will endeavor to honor your choice of exhibit space based on the date of receipt of the completed exhibitor application.  In the event that your preferred choices have already been assigned, the The Joint SERMACS/SWRM 2025 will assign booths as equitably as possible, in accordance with the exhibitor preferences. The Joint SERMACS/SWRM 2025 reserves the right to rearrange booth space for flow. In such a case, as equivalent of a booth as possible will be assigned and your contact person consulted.

Space Rental and Fees. All booths will be 8’ by 10’. Standard booth furnishing will incluse a 6-foot topped and skirted table, two chairs, one wastebasket, one identification sign with booth number, and general overhead illumination, and two exhibitor badges. Any power requirements can be arranged for an additional charge. Prior to August 1, 2025, the rental fee for a single Exposition booth is $1500.  On or after August 1, 2025, the rental fee for a single Exposition booth is $1700.  The rental period for vendor expo booths will be from 7 am Monday 27, to 5 pm Tueasday 28,  2025. Prior to August 1, 2025, the rental fee for a single graduate school booth is $400.  On or after August 1, 2025, the rental fee for a single Exposition booth is $600.  The rental period for graduate school booths will be from 7 am October 26 to 8 pm October 26, 2025. This schedule covers move-in, exhibition, and move-out times.

Additional Furnishings and Supplies. Additional supplies and furnishings  beyond those listed above must be arranged in advanced of the meeting with the Official Meeting Exposition Services Contractor at an additional cost. Additional electrical power beyond the standard amount described above must be arranged with DoubleTree by Hilton Orlando at SeaWorld exclusive provider in advance of the meeting.).  A listing of these extra services and credit card authorization will be provided with your booth confirmation.

Shipping and Handling of Shipping Crates. There are 2 shipment options. A: Bring your display materials with you when you arrive to set up your exhibit.  Exhibitors should also bring equipment to move their materials to the exhibit area (e.g. cart or flat bed, etc).  All materials must enter through the loading dock entrance.  They should clear their vehicles from the loading dock area within 10 minutes.  B.) Ship your materials to the Birmingham Sheraton to have them delivered at the time of setup.  Shipments should arrive within five (5) business days of the event and be schedule for return shipment within 24 hours after the event.  Handling fees will apply for all out bound shipments.  Hotel shipping forms must be completed for out bound shipments along with a form of payment.  All shipping and handling costs are the responsibility of the exhibitor.

The same two options apply, in reverse, for removal at the end of the exhibition.

Installation and Dismantling of Exhibits. Exhibitors may set up their displays from 7 am to 10 am on Monday October 27, 2025. Dismantling begins after the exhibits close at 5 pm on October 28. Materials should be removed prior to 8 pm on October 28, 2025 . Graduate Fair displays may be set up from 7 am to 10 am on Sunday October 26, 2025.  Dismantling of Graduate Fair exhibits begins after the exhibits close at 5 pm on October 28 and materials must be removed by 8 PM October 26.

Space Restrictions. All discussions, demonstrations, distribution of literature, and other activities must be limited to the exhibitor’s booth and assigned area. No exhibitor may sublet, assign, or share any portion of their assigned space without first obtaining approval of Joint SERMACS/SWRM. Displays should not interfere or block other exhibitors; and must not block the aisles. Sidewalls should not extend farther than 3 feet from the back wall of the display booth. No equipment higher than 8’ will be allowed along the booth sides.

Fire Precautions. Materials used for displays must be flame retardant. Emergency and fire-fighting equipment must not be blocked. Small items may be stored under the table if they are not visible from the front. Packing containers and shipping materials must be removed from the Exposition area prior to the opening of the Graduate Fair on Sunday or on Monday for the Exposition, as applicable. Large items may be stored in approved locations by prior arrangement, in advance of the meeting, by the DoubleTree by Hilton Hotel Orlando at SeaWorld. Any additional electrical work and wiring must be approved and installed by the venue exclusive electrical service provider, Encore, and the directions of the the DoubleTree by Hilton Hotel Orlando at SeaWorld.

Protection of Convention Center Property. Nothing may be taped, glued, tacked, nailed, screwed, or in any other way attached to any part of the DoubleTree by Hilton Hotel Orlando at SeaWorld buildings or any of the furniture in the buildings. Any damage caused by violation of this requirement will be repaired at the exhibitor’s own expense.

Liability. The exhibitor assumes the entire responsibility and agrees to defend, protect, and hold the DoubleTree by Hilton Hotel Orlando at SeaWorld & their employees, officers, directors, and agents harmless against all claims, losses, or damages to persons or property, governmental charges or fines and attorney’s fees arising out of or caused by its installation, removal, maintenance, occupancy, or use of the exhibition room or part thereof, excluding liability caused by the sole negligence of the DoubleTree by Hilton Hotel Orlando at SeaWorld and its employees and agents. The DoubleTree by Hilton Hotel Orlando at SeaWorld and its staff will provide a normal level of building security during the meeting. The Exposition area will be locked at night. However, neither the SERMACS/SWRM 2025, SERMACS Inc, nor the  DoubleTree by Hilton Hotel Orlando at SeaWorld can provide guarantees against losses of any kind.

Exhibitor’s Badges. Each exhibitor will receive two meeting badges per booth space purchased as part of the meeting registration. The names of each person should be listed on the Exhibit Booth Application Form.  The Exposition Chair, Michel Johnson, must be notified of additions and deletions to this list. Additional badges may be purchased for $100. The meeting badges will admit exhibitor representatives to presentations of contributed papers, symposia, mixers, and poster sessions. Exhibitor representatives with meeting badges will need to pay extra event admission fees to “ticketed” events as must all registered meeting attendees. These event admission fees may be paid on the website registration page or at the Registration Desk at the meeting site.

Admission to the Exhibit Area. Admission to the Exhibit area requires wearing a SERMACS/SWRM 2025 badge or Exposition-Only badge; the only exception will be employees and staff of the DoubleTree by Hilton Hotel Orlando at SeaWorld.

Exposition Hours. The Exposition is scheduled for the following times: the one-day Graduate Fair is scheduled on Sunday October 26, 2025 from 10 am till 5 pm. The commercial Exposition starts Monday October 27, 2025 from 10 am untill 5 pm and on Tuesday October 28, 2025 from 10 am until 5 pm. These exposition hours may be revised at a later date.  Exhibitors of manned booths are expected to have at least one representative present at their booth during these hours, they are free to staff their booths with additional representatives as they see fit.

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