Exhibit Opportunities

​Meet face-to-face with the experts in the field. Whether you're selling existing products or services, promoting your organization or introducing new products, exhibiting at the ASTMH Annual Meeting allows you to increase your company's visibility among the most influential leaders in global health.

Quick Links: *Please note:
  • 2016 sponsors will be given first-right-of-refusal on their sponsorship packages (if applicable) and first priority on booth selection
  • Once sponsors are confirmed, booth assignments for 2016 exhibitors who have sumbitted a contract for 2017 will be assigned. 
  • All new exhibitors are welcome to submit their contract and booth assignments will be assigned once the first-right-of-refusal period is complete.

Important notice: It has come to our attention that someone has been posing as an outside firm selling hotel rooms for the ASTMH 66th Annual Meeting and contacting past exhibitors/attendees to solicit credit card information. This has resulted in fraudulent credit card charges. Please be aware that ASTMH and the Hilton Baltimore will not contact you with an offer to sell hotel rooms for our meeting or to ask for credit card information. If you have been contacted with this request, please report it to your bank or credit card company, the local police and the appropriate hotel.

Why Exhibit?

• Reinforce your organization's position or introduce your presence in this niche market
• Enhance productivity by building contacts and partnerships
• Learn about the profession's activities through sessions, workshops and meetings
• Review the latest developments in tropical medicine
• Meet with people who are looking for your expertise

Exhibit Hall Overview

Exhibits will be located in Swing Hall on the lower level of the Baltimore Convention Center. The exhibit hall will be carpeted, however, carpet rental is available from the official exhibit contractor if you wish to match your individual exhibit color scheme.

Booth Price

Commercial: $2,700 for an 8- by 10-foot (2.5m x 3m) booth
Non-profit: $1,700 for an 8- by 10-foot (2.5m x 3m) booth
Premium booth upgrade: $200 additional 

Exhibitor Benefits

• Listing in the attendee meeting program and app
• Use of pre- and post-registration mailing list in Excel format for one-time use, excluding registrants who opt to not be included (excludes email addresses, per Society policy)
• Hyperlink with booth number on Society's website
• Two complimentary Annual Meeting registrations for each 8-foot x 10-foot exhibit booth reserved (Additional booth staff may pay a reduced rate of $250. Full meeting registrants must pay the appropriate member/nonmember registration rate.)

Exhibit booth rental includes:

• Company/Organization identification sign
• Back wall and side rail fabric drapes
• Carpet
• One 6-foot draped table and two chairs
• General security guard service (excludes individual booths)

Please note: ASTMH will email an Exhibitor Services Kit (including all order forms) to exhibitors after the completed exhibit space application/contract is received by ASTMH headquarters. Exhibitors are responsible for all freight, drayage, decorating and labor charges.

Booth Assignments

Requests for booth locations will be handled on a first-come, first-served basis. No booth will be assigned without completed contract and full payment. ASTMH reserves the right to determine final exhibit booth assignments.

Note: Annual meeting sponsors and previous year's exhibitors will be given first priority on exhibit space.

Exhibit Schedule (tentative)

Exhibit Setup:  
Sunday, Nov. 5   1 – 5 p.m.
Exhibit Hours:  
Sunday, Nov. 5 7 – 9:30 p.m.
Monday, Nov. 6 9:30 – 10:30 a.m.
Noon – 1:45 p.m.
3:15 – 4:15 p.m.
Tuesday, Nov. 7 9:30 – 10:30 a.m.
Noon – 1:45 p.m.
3:15 – 4:15 p.m.
Wednesday, Nov. 8 9:30 – 10:30 a.m.
Noon – 2:30 p.m. 
Exhibitor Tear Down:  
Wednesday, Nov. 8 2:30 – 5 p.m.

Event Scheduling

Organizations exhibiting at the Annual Meeting may not, as a condition of their participation as exhibitors, sponsor conflicting events. Conflicting events are scientific or educational meetings of interest and relevance to tropical medicine (including but not limited to lectures, presentations, seminars or workshops) that are scheduled during the same time as the Annual Meeting. For purposes of this policy, the relevant timeframe begins two days immediately prior to the official opening of the Annual Meeting and ends two days after the official close of the Annual Meeting.

Exhibitor FAQs

What does the booth fee include?
What if I want to add extras to my booth (i.e.: electric, furniture, Internet, etc.)?
Can you hold booth space for me before I send in my contract?
Can I receive attendee email addresses to send out information about exhibiting at the Annual Meeting?
When can we set up and dismantle our booth?
Can we leave earlier than the scheduled dismantle time?
How many people can we have staff the booth?
What if I need to cancel? 

What does the booth fee include?

Exhibit booth rental includes:

  • Company identification sign
  • Back wall and side rail fabric drapes
  • Carpet
  • One 6-foot draped table and two chairs
  • General Security guard service (excludes individual booth)

Benefits of booth purchase:

  • Listing in the attendee meeting materials
  • Use of pre- and post-registration mailing list in Excel format for one-time use, for registrants who opt to be included (excludes email addresses, per Society policy)
  • Two complimentary Annual Meeting registrations for each 8x10 booth reserved

What if I want to add extras to my booth (i.e.: electric, furniture, Internet, etc.)?
You can purchase extras for your booth via the Freeman Exhibitor Services Kit. The kit includes pricing and order forms for furniture, Internet, electric, A/V needs, etc.

Can you hold booth space for me before I send in my contract?
Booth space is limited so we do require a contract to be submitted with full payment in order to reserve your space. Space is assigned on a first-come first-served basis. We recommend you submit our contract as soon as possible as we do expect the exhibit hall to sell out again this year.

Can I receive attendee email addresses to send out information about exhibiting at the Annual Meeting?
Per ASTMH policy, we do not provide email addresses of our attendees. However, you will receive an attendee mailing address list for a one time use. This list is typically provided 2-3 weeks prior to the start of the Annual Meeting. ASTMH must approve the mailing prior to production.
 

When can we set up and dismantle our booth?
Set up for your exhibit space will be on Sunday, November 5, from 1:00 to 5:00 pm. Tear down will be on Wednesday, November 8 from 2:30 - 5:00 pm. 

Can we leave earlier than the scheduled dismantle time?
Early tear-down is not permitted. If you disregard these rules, you will not receive a final registration list.

How many people can we have staff the booth?
You will receive 2 complimentary registrations with each 8- by 10- foot booth purchase. Any additional registrations will be an additional fee of $250.

What if I need to cancel?
You must notify ASTMH in writing in the event of cancellation or space reduction. If cancellation of the booth occurs prior to Thursday, October 5, 2017, the exhibitor will be refunded 50% of the booth fee. After, Thursday, October 5, 2017, no refunds will be made.

Further Questions

Contact Madhuri Carson to secure exhibit space, sponsorship and advertising opportunities.

Madhuri Carson
ASTMH Sponsorship and Exhibits Manager
One Parkview Plaza, Suite 800
17W110 22nd Street
Oakbrook Terrace, IL 60181 USA
Direct: +1-847-686-2362
Email: mcarson@astmh.org