Freeman will accept crated, boxed, or skidded materials beginning October 13, 2008 at the above address. Material arriving after October 31, 2008 will be received at the warehouse with an additional after deadline charge.
Freeman will receive shipments at the facility according to the Target Plan. Any charges incurred for early freight accepted by the facility will be the responsibility of the exhibitor.
AT: SC08: High Performance Computing, Networking, Storage and Analysis
WHERE: Austin Convention Center, Austin, Texas, Room 16A and 16 B
WHEN: Wednesday and Thursday, Time slot based on priority points
Review all of the following information:
New For SC09 Industry and Research exhibitors will be able to select their booth space together over the two-day Space Selection process. A new formula has been developed with the goal to recognize the contribution and loyalty that each exhibitor, no matter industry or research, has made to past SC events.
Submit your contract prior to 5:00pm, Tuesday, November 18, 2008.
If you cannot attend and wish to select a space for your company, you should complete the Exhibitor’s Contract with your booth preferences and submit it to the Exhibition Management Office prior to 5:00pm on Tuesday, November 18, 2008. Exhibition Management will assign space according to space available, priority points, and your booth location preferences.
If attending in person, please arrive at the Space Selection Meeting at least 15 minutes prior to your scheduled time in order to review current space assignments. Complete your exhibit space contract before you select your space. Select your exhibit space when your company name is called.
Exhibition Management will send a confirmation of the exhibit space assigned to your organization with an invoice for 50% of the total cost of exhibit space after the Space Selection Meeting. This payment is due January 16, 2009. Late payments may cause Exhibitor to forfeit priority location.
Special Note: Due to space limitations for SC09 to be held in Portland, Oregon, Research exhibitors may reserve the maximum size space that they occupied in 2008.
Companies will select space according to list of total priority points. Square feet is rounded to the nearest hundred. Please refer to the enclosed Priority Point List, to determine your company’s position in the space selection procedure. Space selections will begin promptly at according to the following schedule:
| Priority Points | Time Slot |
|---|---|
| 9300 – 750 | 10:30am – 11:30am |
| 749 – 275 | 11:30am – 12:30pm |
| Break | 12:30pm – 1:00pm |
| 274 – 150 | 1:00pm – 2:00pm |
| 149 – 80 | 2:00pm – 3:00pm |
| 79 – 25 | 3:00pm – 4:00pm |
| 24 – 7 | Begin at 4:00pm |
| Priority Points | Time Slot |
|---|---|
| 6 – 4 | 11:00am – Noon |
| 3 – 2 | Noon – 1:00pm |
| 1 – 0 | Begin at 1:15pm |
Exhibitors selecting a booth for the first time may begin when exhibitors with priority points have completed their selections.
Companies sharing identical total points will be assigned a priority position based on a drawing prior to the space selection meeting. The order of the selection will be announced at that time.
Each company’s name will be announced. If there is no response, and if the company has submitted a contract for exhibit space prior to the space selection meeting, exhibit space will be assigned by Exhibition Management based on total space requested and general location as noted on the contract.
Exhibitors may select booth sizes as shown on the floor plan or combine certain booths to achieve the desired size. Exhibit space may not be cut. Certain aisles may not be crossed to create booths as per the instructions of the Fire Marshall. Research Exhibitors may select their SC09 booth size up to the maximum of their 2008 booth size.
Research exhibitors are limited to a maximum of 100 square feet the first two years of their participation in the SC Exhibits, however due to space limitations for SC09 exhibitors may only reserve the maximum size space of their 2008 booth space.
Organizations may not block, hold, or in any way reserve exhibit space for another organization in the process of selecting their own booth space.
If two or more Research exhibitors wish to select adjoining spaces, they should notify Exhibition Management in advance of the space selection meeting. Their points will be averaged, and that value will be used to assign them a shared priority position.
Exhibitors may select multiple booths and the booths will be labeled and promoted only under the one organization whose name is listed on the contract. Multiple organizations may not be listed on one contract.
The break at the end of each hour may be utilized by Exhibitors to make changes who have been allocated space earlier. Such changes will be made in order of each company’s priority points. This interval may also be used for the assignment of space to any Exhibitor whose name had been announced prior to the break, but was not assigned space because their contract had not been received by Exhibition Management and the Exhibitor was not present when their name was called.
After the Space Selection Meeting, requests for changes in space should be submitted to sc@heiexpo.com.
Whisper Suites: A very limited number of Whisper Suites will be available in the Convention Center. Those that have reserved meeting rooms for SC08 will have the first opportunity at reserving these rooms.
Financial Responsibility Disclosure: Please check with your company’s purchasing department to be sure you have the authority to sign the SC09 space contract, which is a binding financial contract. Contracting for space at an SC event creates a binding financial obligation and, at the time your signed contract is turned in at the meeting, your company is financially obligated under the terms of the contract and subject to all the terms and conditions of the contract, all the stipulated payments, and specified penalties in the event of cancellation, reduction, or withdrawal from SC09 by your company. Certain provisions of the contract are time sensitive and must be observed.
This policy is intended to discourage exhibitors from “blocking” exhibit space they may not fully expect to use at the show. This will provide each exhibitor with a more accurate picture of space availability at the time of the space selections meeting. This policy is intended to help all exhibitors by giving each the assurance that they have received the best booth location possible in a fair and equitable space selection procedure.
The following is a summary of the priority points system established for SC exhibitions.
Each Exhibitor is given one point for each 100 square feet of space purchased. The points are totaled for each consecutive year as an Exhibitor with SC. The total is then multiplied by the number of consecutive years as an Exhibitor.
Example:
Company purchases:
2100 square feet (equals 21)
Total of 21 Points, as shown above, multiplied by 6 consecutive years as an Exhibitor, equals a cumulative Total of 126 Priority Points. Research exhibitor’s total points are multiplied by 20%.
Organizations not exhibiting for a year will lose all points accumulated and upon returning must start again to accumulate points just as a first time Exhibitor.
Organizations that are acquired or merge may be assigned the priority points of the organization with the highest number of priority points. Priority points are not combined.
Space Reduction or Space Cancellation: Exhibitors who reduce or cancel their contracted exhibit space after the space selection meeting will be charged a penalty under the specified terms and conditions of the SC09 Exhibitor’s Contract.
Contracts for exhibit space can be completed online or by printing out a PDF version.
For questions or more information on the SC09 space selection meeting, please contact:
Chrissy Petracek