Super Computing 2009

General Information

ACM, IEEE Logos, SC Conference Logos

The ACM and IEEE logos and the custom logo of this year's Conference are the property of ACM SIGARCH and IEEE Computer Society and may not be used unless it is the intent of the exhibitor to use the logo for the sole purpose to promote the Conference in good taste.

Admission to the Exhibit Floor

Due to insurance liabilities, children under age 12 are not permitted on the exhibit floor at any time. Children under 16 are not allowed on the exhibit floor during installation and dismantling and not before or after posted exhibit hours. SC09 will sell Exhibits Only Badges to children 12-16; however, they must be accompanied by an adult at all times. All persons on the exhibit floor must have proper registration credentials.

After Hours Passes

Passes to access the exhibit floor outside of official hours will be issued on daily basis from the security desk at the middle entrance of the Exhibits during the installation and dismantle period. During show hours you may pick up an after hours pass from the Exhibits Office – Room A109.

Booth Carpet

Exhibitors are required to have carpet in their booth. Booth carpet protects the networking fiber that is laid across the exhibit floor.

Booth Lighting & Laser Lighting

Exhibitors must not encroach on SC09 aisles, walls, or ceilings with strobe lighting, laser lighting, or other special effects lighting. Exhibitors may not use projection lighting, laser lighting, or other special effects lighting outside their own purchased exhibit space. Exhibitors may not project images or other lighting onto the walls of the convention center or the ceilings of the convention center or on the aisles of the convention center. All special effects lighting and high intensity lighting must not disturb the other exhibitors or attendees or SC09 management will ask for it to be turned off.

Booth Equipment and Services-Industry Exhibitors

The following booth equipment, services and facilities are included in the booth rental fee for Industry Exhibitors:

• Draperies suspended on aluminum uprights and stanchions for all inline booths. The drapery background is 8' high; the side rails are 36" high.
• Standard booth sign measuring 7" x 44", black letters on white card showing company name and booth number.
• Installation Stickers
• 5 complimentary Exhibitor Staff badges per 100 sq. ft. (Additional badges are $100 for each badge)
• One complimentary Technical Program Registration.
• 50 guest passes per 100 sq. ft. of exhibit space. These passes are for customers, and are not to be used for employees of your company.
• Opportunity to order Exhibits-Only Badges for clients at $100 per badge valid Tuesday – Thursday.
• Aisle carpet
• Exhibitor Service Center
• Free admission to keynote address
• Free admission to Exhibitor Reception on Sunday night

Booth Equipment and Services-Research Exhibitors

The following booth equipment, services and facilities are included in the booth rental fee for Research Exhibitors:

• Draperies suspended on aluminum uprights and stanchions for all inline booths. The drapery background is 8' high; the side rails are 36" high.
• Standard booth sign measuring 7" x 44", black letters on white card showing company name and booth number.
• Gray carpeting. Note: SC will carpet all research booths with gray carpet. It is not necessary to order carpet, unless you choose something different (at your expense.)
• One 6' draped table (drape on three sides) or 6' counter height for each 10' x 10 booth, with a maximum of 2 10' x 10's. (Note: you must place this order with Freeman in advance, and indicate that you are a Research Exhibitor.)
• Three side chairs or two gray padded counter stools for each 10' x 10' booth, with a maximum of 2 10' x 10's. (Note: you must place this order with Freeman in advance, and indicate that you are a Research Exhibitor.)
• Electricity: If your research booth is one 10' x 10', you will get one minimum (typically 5 amps – 500 watt single outlet) power electrical outlet credit (advance price) free. If you have a 10' x 20' booth, you will get two power outlet credits (advance price) free if order is placed by the deadline date. All additional power may be ordered at your expense. If you do not use the power that is available to your for free, you will not receive rebate credits. You must order electricity in Advance and note that you are a Research Exhibitor to get delivery and receive the credits.
• Installation Stickers
• Note: all Research Exhibitor Staff badges are $100 each.
• Opportunity to order Exhibits-Only Badges for children and clients at $100 per badge
• Aisle carpet
• Exhibitor Service Center
• Free admission to Exhibitor Reception on Sunday night
• Research exhibitors will be charged for network connections. Review the SCinet 2009 Network Service Offerings for complete details.

Cleaning

SC09 will vacuum the aisles of the exhibit hall every night and will maintain general cleaning of the halls. Special cleaning for individual booths is available.

Communications Office

The Communications Office provides a convenient resource for conference exhibitors who want to provide materials to media representatives and industry analysts covering the conference. The Communications/Media Office will be located in Room C125, and provides telephones, computers with Internet access, and other equipment to support the media.

Contract for Space

The contract for exhibit space is not subject to cancellation without penalties. Any exhibitor failing to occupy the space under contract is not relieved of the obligation to pay the full cost of space. Such space may be used by Show Management in any way it sees fit.

Crate Storage

Empty crates, boxes, skids, etc. that exhibitors have labeled "empty" will automatically be removed from exhibitors' booths, stored, and returned to booths at the conclusion of the exhibition. "Empty" stickers will be available at the Exhibitor Service Center.

Demonstration Equipment Placement

All demonstration equipment including operator's position must be located at least two feet removed from the aisle line of the exhibit area. No display material and/or equipment can be placed in meeting rooms of the Convention Center or in conference hotels without written permission from management. Exhibitor warrants and agrees that the Exhibitor is solely responsible for assuring that its exhibit, demonstration(s) and all related materials are accessible to persons with disabilities and complies with all applicable provisions of the Americans with Disabilities Act.

Disability Services

Wheelchairs, designated parking, TDD, telephone and other services are available for visitors with disabilities. The Oregon Convention Center is in compliance with the Americans with Disabilities Act.

Dismantling Dates and Hours

The exhibit hall will be open for exhibit dismantling from:

Thursday, November 19	4:00pm-11:45pm
Friday, November 20	8:00am-3:00pm

Note: Exhibitors are cautioned when making return travel arrangements to allow sufficient time following the closing of the show at 4:00pm. The return of empty crates will start at approximately 5:00pm on Thursday and will take several hours to complete. General Lighting and Utility Services, as well as SCinet, will be turned off shortly after 4:00pm on Thursday, and work lights will be turned on. For electrical or telephone beyond 4:00pm, be sure to make arrangements in advance. All booths must be dismantled and packed by 3:00pm, Friday, November 20. No exhibitor shall have the right prior to 4:00pm on Thursday, November 19 to pack or remove any articles or exhibit.

All outbound carriers must check in no later than 11:00am Friday, November 20, 2009. Freight not called for by 3:00pm on Friday, November 20 will be rerouted via Freeman Transportation.

Note: Security personnel will ask every person removing material from the exhibit hall to show the "Property Removal Pass." This pass is only available from your company's exhibit manager.

Exhibit Guidelines and Regulations

Please refer to the Exhibit Guidelines and Regulations for specific on display guidelines. All multi-story exhibits and all exhibit fixtures and components exceeding 12' in height must have drawings available to inspection by exhibits management, the installation and dismantling contractor, the exhibitor and governmental authority during the time the exhibit is being erected, exhibited and dismantled at the show site that include a signature or stamp of a reviewing structural engineer indicating that the structure design is properly engineered for its proposed used, and a signature of an authorized official of the exhibit building company indicating that the structure is built in compliance with the details and specifications set forth on the drawings. Exhibitors are cautioned when installing a display with a ceiling or second level to check with the local fire department to ensure that their display meets with the necessary fire safety precautions involving smoke alarms, fire extinguishers, sprinkler systems, etc.

Note: All display materials must adhere to the no-point-load setback of 18" INSIDE the exhibitor booth along the aisles.

Exhibition Lighting

Be prepared for low lighting levels at SC09. Only a minimum number of lights are on for the open hours of the exhibition. Exhibitor's individual booth lights can be increased, at the exhibitor's expense, if necessary, with lamps, spots, etc. Final testing for overhead lighting levels will be determined on Monday morning, during the final hours of installation.

Exhibition Preview Tour and Opening Gala

The SC09 Exhibition will kick-off with an Exhibition Preview Tour on Monday from 6:00pm – 7:00pm for the Press. The Exhibition Opening Gala follows from 7:00pm – 9:00pm. Attendees will get their first look at the exhibits while they enjoy free food, beverages and entertainment. Exhibits-Guests registration category will not be allowed to attend this event, but 1-night Gala Passes can be purchased for the Opening Gala. Visit the attendee registration site to purchase Gala Passes.

Exhibitor Appointed Contractors

The Official Service Contractor for SC09 is Freeman. If the exhibitor plans to use a company other than the Official Service Contractor, the exhibitor must complete the Authorization Form for Exhibitor Appointed Contractors. The exhibitor appointed contractor then must provide us with a certificate of insurance and agree to abide by the show rules and regulations.

Exhibitor Reception

The Exhibitor Reception will take place on Sunday, November 15 from 7:30pm – 10:00pm. The event will be held at the Portland Union Station.

Exhibitor Registration

Exhibitor's booth representatives shall be restricted to employees of exhibiting company who are actually working in Exhibitor's booth. Booth representatives shall wear "EXHIBITOR" badge identification, furnished by Exhibitor Registration, at all times. Show Management may limit the number of booth representatives at any time. All Exhibitor's company personnel other than those working in booth are to register as attendees at the Exhibition.

On-site, the Exhibitor Registration Desk will be located in the lobby outside the Exhibit Hall. Personnel at the registration counters will be available to accept your on-site badge request only if the main booth contact as entered the name in the system. Do not submit names of staff members multiple times. (See "Registration" for hours of operation.)

Exhibitor Service Center

The Service Center will be open for business beginning Thursday, November 12, 2009. All contractors and production management personnel can be found here. In addition, all on-site production services such as decorating, furniture, floor covering, shipping, material handling, electrical, telephone, display labor, special cleaning, signs, security guards, photography, floral and audio-visual requirements can be arranged here. A team of production management personnel is at your service.

Family Day

On Wednesday, November 18, from 4:00pm to 6:00pm, families are invited to walk through the Exhibit Hall. Everyone will be required to have a badge and children must be accompanied by an adult at all times. If you need a badge for a family member, go to the Attendee Registration area.

Handouts, Literature, Giveaways, Invitations & Promotional Material

• You must remain inside the perimeter of your booth to distribute literature, handouts, or invitations to attendees.
• Costumed performers or other employees engaged in advertising your product, service, or events must do so from the inner perimeter of your booth.
• Passing out promotional material or literature in the aisles or public areas is prohibited.
• Do not schedule conflicting off-site promotions which would take SC09 attendees away from the SC09 events, sessions, or during open exhibition hours.
• Exhibitors must take extreme caution when choosing gifts for giveaways to ensure items are safe for children of all ages. Any concerns about the safety of a handout should be expressed with written warning as to those concerns and should accompany each handout.

Installation of Displays

The exhibit hall will be open for the installation of exhibits during the following hours. Be sure to review your assigned date and time for arriving.

Thursday, November 12	8:00am –5:00pm
Friday, November 13	8:00am –5:00pm
Saturday, November 14	8:00am –5:00pm
Sunday, November 15	8:00am –5:00pm
Monday, November 16	8:00am – noon

The exhibitor must have an authorized representative present throughout the installation of his exhibit and will furnish the name of this representative to Show Management at least 60 days prior to the show. During installation hours, Installation & Dismantle stickers will be available at no charge to all exhibitors and workers to gain access to the SC09 exhibit floor. I&D stickers must be worn at all times during installation days. Exhibitors may pick up I&D stickers from security at the entrance to the exhibit hall or from the Exhibits Management Office.

Exhibitors may work after hours by carrying the "Off-hours pass." These off-hours passes may be obtained from security or exhibits management. Off-hours passes are good for the entire conference and need not be replaced.

The Exhibits Management office (Room A109) will be open from 8:00am – 6:00pm each day.

Installation of all exhibit material must be completed by noon, Monday, November 16 and all shipping crates and packing cases must be ready for removal in order to allow sufficient time for a final cleaning prior the 6:00pm Press Exhibition Preview Tour. If an exception must be made, contact Show Management.

Insurance

All Exhibitors are required to provide for their own floater insurance coverage, protecting against damage, loss or theft, and business auto coverage. In most cases, a rider can be added to your present policy for a nominal cost that will protect your property while it is out of your control. Please refer to the Exhibitor Appointed Contractors section for more information.

ACM SIGARCH, IEEE Computer Society, their agents, Hall-Erickson, Inc., the Convention Center and/or their respective agents will not be responsible in any way for the safety of any exhibit or material against theft, fire, water, accident, or any cause, nor for the loss of damage to goods consigned to its care.

Music Licensing

Each Exhibitor must secure and pay for the appropriate licenses or permits to reproduce copyrighted musical compositions (Performed music or music used in visual format, audio format, printed materials, or electronic data, etc.) ASCAP, BMI, and similar organizations enforce the licensing of copyrighted musical material.

Parking and Directions

Click here to link to information and directions on Convention Center parking.

Photography

Photography is permitted and will not be monitored by Show Management. Photographers should not photograph a booth without first securing the cooperation of the management of the booth being photographed. All preferences expressed by an individual booth manager should be respected.

Program Listing Information

Included with your booth space rental is your company's listing in the Exhibits Directory. This listing includes your company name and address information, sales/marketing contact information, and a 50-word description of your product/service. If you have any questions regarding your listing, please contact Exhibits Management:
Penny McQuality
Toll free 866-923-9899 (US and Canada)
+1 630-434-7779 (International)

Property Passes

SC09 Property Passes allow for exhibit property removal. Authorized Passes allow the Exhibitor (or the bearer) to remove material from the exhibit hall when complete with a full description of the property that is being removed. Property Passes will be distributed by Show Management onsite. These passes are available exclusively for use of each exhibitor. Any loss or misuse is the Exhibitor's responsibility. Passes, if lost, may not be replaced without proper identification. Maintain control of your Property Pass at all times, since it allows the bearer to remove items from your booth. Exhibitors may authorize removal of their own property. Do not release your Property Pass to Security. Keep possession of the pass at all times.

Registration

We encourage you to register your booth staff in advance to avoid lines at the Convention Center. For those exhibitors who do not register in advance, Exhibitor Registration will be open during the following hours:

Saturday, November 14	1:00pm – 6:00pm
Sunday, November 15	7:30am – 6:00pm
Monday, November 16	7:30am – 9:00pm
Tuesday, November 17	7:30am – 6:00pm
Wednesday, November 18	7:30am – 6:00pm
Thursday, November 19	7:30am – 6:00pm
Friday, November 20	8:00am – 11:00am

Security

Entry to and exit from the exhibit area will be possible only through the main Show entrances and all persons entering and leaving must wear a badge issued by Show Management. During the installation and dismantling periods, no one will be permitted in the exhibit area before 8:00am.

Lost or stolen property must be reported to the Security Office as soon as possible. Please remember that any claim must be properly documented in order to receive reimbursement from your insurance company.

Show Colors

Exhibits

• Aisle Carpet: Gray and Black mixed (Tuxedo)
• Booth Backwall Drape: Blue / Gray / Black / Gray / Blue
• Booth Siderail Drape: Blue

Show Dates and Hours

The exhibit hall will be open for attendees the following hours:

Press Exhibition Preview Tour:
Monday, November 16	6:00pm – 7:00pm
Exhibition Opening Gala:
Monday, November 16	7:00pm – 9:00pm
Exhibits Open
Tuesday, November 17	10:00am – 6:00pm
Wednesday, November 18	10:00am – 6:00pm
Thursday, November 19	10:00am – 4:00pm

Smoking Policy

ACM/IEEE SC09 is a NO SMOKING Conference and Exhibition.

Sound from Computer Equipment

Be sure that rack fans are sound suppressed.

Sound Amplifying Reproducing Equipment

The use of sound systems is permissible, provided they are not audible more than 3 feet into the aisle or into neighboring booths, and that the sound is directed exclusively into the Exhibitor's booth. Show Management shall have absolute control over this regulation, the intent of which is to ensure that sound systems shall not be audibly objectionable to neighboring Exhibitors. Sound amplification may be used by an Exhibitor only for the dissemination of information to the SC09 audience directly relating to products and/or services of the particular Company displaying such products and/or services at SC09.

Technical Sessions Free on Friday

The ACM/IEEE SC09 Conference is extending a special offer to you, the Exhibitors! On Friday, November 20, Exhibitors with a badge can attend any Technical Session (scheduled on Friday) free. Before making your return travel arrangements, please review the sessions offered via the web site and see if you and your associates would like to attend.

Union Jurisdictions

Click here to go to details on Union Jurisdictions.

Web Site

The official SC09 Web site is http://www.sc09.supercomputing.org/