April 4, 5, 6, 7, 2017
Baltimore, Maryland
Turf Valley Resort

Exhibitor Manual

Updated 3.8

Download PDF of Exhbitor Manual

Teri Sorg-McManamon 610-967-4135 ext. 33

Exhibit Setup and Registration

Tuesday, April 4, 2017
3:00 PM – 8:00 PM

All exhibits must be
completely set up by 8:00 PM
on Tuesday, April 4, 2107


Exhibit Hall Schedule

Wednesday, April 5, 2017
  7:30 – 9:00 AM   Continental breakfast
  10:15 – 11:00 AM   Coffee break
  12:15 – 1:45 PM   Buffet lunch
  3:30 – 4:15 PM   Refreshment break
  6:00 – 7:30PM   Reception

Thursday, April 6, 2017
  7:30 – 8:30 AM   Continental breakfast
  10:15 – 11:00 AM   Coffee break
  12:15 – 1:45 PM   Buffet lunch
  3:30 – 4:00 PM   Refreshment break
  4:15PM   Tear down

Exhibit Ballroom open all day during Conference sessions on
Wednesday & Thursday, April 5 & 6. Continental breakfast,
Buffet lunch and Coffee breaks, plus reception (April 5) held in
Exhibit Ballroom

Assistance with online registration
Rill Ann Miller 610-967-4135 ext. 22

Conference Venue
Turf Valley Resort
2700 Turf Valley Rd.
Ellicott City, MD 21042
(410) 465-1500 or 888-833-8873
BIOCYCLE EAST COAST17 will be held at the Turf Valley Resort where exhibits will be located in the Resort Ballroom.

Hotel Room Reservations
Queen Double/Standard King: $110/night plus tax
Rates effective until block is full

To reserve your hotel room at Turf Valley Resort, call: (410) 465-1500
Hotel reservation desk hours:
Mon-Fri, 8: 00 AM – 8:00 PM (EST)
Sat-Sun, 9:30 AM – 6:00 PM (EST)
Request BioCycle EAST COAST17 rate

Exhibit Registration Includes
Exhibit registration fee of $1695 includes:
 • One 10' (wide) x 7' (deep) booth space (located in carpeted ballroom)

booth dimensions
• Free WiFi access in conference area
• 8' Back Drape and 3, 3' Side Drape
• 6' Skirted Table, 2 chairs and wastebasket
• (1) Booth Identification Sign
• Two  Conference registrations (includes attendance of sessions, lunches, breakfasts, and reception, April 5)
• Note: 5 AMP, 120 volt electricity is $115

Material Handling
This is NOT an equipment show.
Preferred materials are pop-up banners, free-standing floor displays, literature, video monitors.

If you plan to display light equipment, adherence to these parameters is required:
• Maximum weight for crate/content:
1,000 lbs.
• Crates should be no larger than
5' long x 3' deep x 4' wide.
• All shipments are subject to receiving and storage fees.
• Electricity limited to one 5 AMP, 120 volt outlet for use with computer, screen, exhibit lights.
• Equipment may not run, produce any noise or odor and is not permitted to hold water.

Exhibit Shipping & Booth Materials

IMPORTANT: All Exhibits Must Be Shipped To Holiday Display Company.
(Turf Valley Resort will NOT accept exhibit shipments.)

This form must be completed and sent to Holiday Display Company
Please note that handling fees apply:
$70.00 PER CWT (round up to nearest 100 lbs). Subject to a minimum of $70.00 (1 CWT) Per shipment. To reduce cost, send all packages at once.

Ship material SO IT ARRIVES NO
EARLIER THAN Monday, March 27 and
NO LATER THAN Monday, April 3.

Shipments must be received between 9:00 am and 3:00 pm. (No shipments will be received on Saturday and Sunday, April 1 and 2)
Holiday Display Company, Inc.
c/o Complete Expo & Trade Show
1020 C Batavia Farm Road
Baltimore, MD 21237
Guest Name and Exhibitor company
BioCycle East Coast17 Conference

Return Exhibit Shipping
Once exhibitors pack up their booth materials, Holiday Display Company will transfer packages to the warehouse for return shipping. Exhibitors are responsible for return freight via Call Tags for UPS, Fed Ex or private freight company and must have all labels and paperwork prepared in advance. Return shipments must be picked up from the warehouse address within 7 days after the close of the show in order to avoid additional charges. All shipments must be picked up between 9:00 a.m. and 3:00 p.m., Monday through Friday.

Audiovisual Services
For televisions, large monitors, etc.
Contact Total Audio Visual Systems
Rocky Shipley, phone: 410-465-1500, ext. 2228

Cancellation Policy
$1,695.00 Refund If Cancelled By January 17, 2017
$1,271.25 Refund If Cancelled By February 4, 2017
$0.00 Refund If Cancelled By February 5, 2017

Complimentary parking at Turf Valley Resort

Airport Transportation
Taxi service available to Turf Valley Resort.
For Airport Shuttle, advanced reservation required. More information/reservations

Certificate of Insurance
BioCycle Conference exhibitors assume responsibility and agree to indemnify and defend The JG Press, Inc. (dba BioCycle) and Turf Valley Resort and their respective employees and agents against any claims or expenses arising out of the use of the exhibition premises. The Exhibitor understands that neither The JG Press, Inc. nor the Turf Valley Resort maintain insurance covering the Exhibitor's property and it is the sole responsibility of the Exhibitor to obtain such insurance.

Terms And Conditions
By registering to exhibit, your company/organization agrees to follow the Terms and Conditions set forth by The JG Press, Inc. (dba BioCycle). The BIOCYCLE EAST COAST17 Conference venue is a hotel ballroom wherein exhibit space is limited to pop-up and freestanding floor displays. Exhibitors wishing to display "light equipment" — refer to the Light

Equipment Parameters above. Contact Teri Sorg-McManamon, 610.967.4135, ext. 33 for a detailed description including weight and dimensions of equipment to be displayed within allotted exhibit space.
Equipment or devices producing noise or odors are not permitted. If these requirements are not met, The JG Press, Inc. reserves the right to require modification of any exhibit.

It is the responsibility of the exhibiting company to pay for additional charges incurred. At no time should any miscellaneous expenses be incurred by The JG Press, Inc.