Tuesday, 30 June 2009, 5 p.m. EST

Deadline is for Exhibit Application and Full Payment to hold space.  Applications for space will be considered all the way up to the conference based on availability and feasibility of accommodating any special infrastructure requirements.

Tuesday, 7 July 2009, 5 p.m. EST

Deadline for cancellation with refund

MEETING CONTACTS

Exhibits Chairs
exhibits@smc-it.org

Catalina Villarreal
Tel: 1-818-393-5313

Patricia Elson perotsystems
Tel:  1-650-604-4498

Conference General Chairs
chairs@smc-it.org

Sven Grenander
Tel:  1-818-354-0156

Dr. Larry Bergman
Tel: 1-818-393-5314

PRELIMINARY EXHIBITOR SCHEDULE

Sunday, 19 July 2009
Exhibitor Check-in 4:00 p.m. – 8:00 p.m. (Early opportunity to pick up exhibitor badges)

Monday, 20 July 2009
Exhibitor Check-in 8:00 a.m. – 4:00 p.m.
Exhibit Setup 8:00 a.m. – 4:00 p.m.
Exhibitor Product Seminars 9:15 a.m. – 12:00 p.m., 1:30 p.m. – 5:00 p.m.

Exhibitor Reception: 5:00pm – 7:00pm

Tuesday, 21 July 2009
Exhibit Hours 10:30 a.m. – 5:00 p.m.
Exhibitor Product Seminars 9:15 a.m. – 12:00 p.m., 1:30 p.m. – 5:00 p.m.

Wednesday, 22 July 2009
Exhibit Hours: 10:30 a.m. – 5:00 p.m.

Wednesday, 22 July 2009
Exhibits Dismantle 5:00 p.m. – 9:00 p.m.

Space Assignments and Fees

Purpose

The purpose of all exhibits is to inform attendees of the types and nature of products and services related to the themes of 3rd IEEE International Conference on Space Mission Challenges for Information Technology (SMC-IT 2009).

Space Assignments
The following rules and regulations governing the exhibit under the auspices of the SMC-IT 2009 Conference are part of the application for space and constitute a contract between the Exhibitor and the Conference. They have been formulated in the best interest of the Exhibitor; full cooperation of the Exhibitor in their observance is requested. Any detail not specified is subject to decision by the Chair of the Conference.

Exhibit space will be assigned based on the date the application is received.

Space Selections
The Exhibitor agrees to accept the space assigned. The application, along with full payment for space, should be returned to the IEEE Computer Society office by Tuesday, 30 June 2009, 5 p.m. EST.  Applications received after this date will only be processed on space available and best effort basis. The Conference reserves the right to modify the designated exhibit space in the event that a change in the original assignment is necessary.

Contract for Space
The acceptance of the application by the IEEE Computer Society and the full payment for rental charges constitute a contract. A completed application for space with full payment and all requested information must be submitted by mail or fax. Faxed applications must include a credit card number, expiration date, and signature. Telephone requests will not be honored.

Space Rental Fees

• Platinum level  $3,000,  includes:
  • Private meeting room for 1/2 day for holding industry forum meeting (full day available for $5,000)
    Note: Company must provide preliminary program with speakers and topics to conference organizing committee for publication in overall conference program by June 15, 2009.
• Exhibition 20x20 island
• Gold level (20x20 island): $2,000
• Silver level (10x20 in-line): $1,500
• Bronze level (10x10 in-line): $1,000
• Research level (10x10 in-line): $550 (Non-profit organizations and universities)

Exhibits - What is included with your exhibit fee?
The Conference will provide each exhibit space with

• A booth identification sign (two-line, 7 inches x 44 inches)
• One electrical circuit (500 watts)
• One table (6 feet x 30 inches)
• Two chairs
• A wastebasket
• For all in-line exhibits the Conference will provide standard pipe and drape.
• Corporate name and logo listed on SMC-IT.ORG web site (in order of exhibitor registration date) with link to exhibitor's home web site
• An additional dedicated meeting froom for industry forum speakers (Platinum Level only)

Optional services / infrastructure are available at additional cost to the exhibitor.  Examples:

• Additional power and specialized electrical service
• Wireless or wired Internet access (speed not guaranteed)
• Additional furniture

Terms of Payment
Full payment MUST accompany the application for space. No application will be processed without remittance of full payment.

Cancellations
Please direct all correspondence regarding requests for space, or changes and special issues, or intent to cancel to exhibits@smc-it.org.

In the event of cancellation, exhibitors are requested to also notify the Conference Department of the IEEE Computer Society by fax at +1-732-465-6447, telephone at +1-732-981-3498. Cancellations are not effective until they have been submitted in writing to the Conference Department of the IEEE Computer Society 445 Hoes Lane, Piscataway, New Jersey 08855. The date the Exhibitor’s written notice of cancellation is received will be the official cancellation date. Cancellation of space after Tuesday, 7 July 2009, 5 p.m. EST will result in NO REFUND.

Space reductions are considered cancellations and are subject to cancellation fees. It is understood that the SMC-IT 2009 Conference reserves the right, at its option, to reassign a cancelled table regardless of the cancellation rate assessed.

Refunds
Refunds will not be granted after Tuesday, 7 July 2009, 5 p.m. EST.

Failure to Occupy Space
Any Exhibitor failing to occupy space is not relieved of the obligation to pay full rental price for space. The Conference shall have the right to use exhibit space as it sees fit, provided the space is not occupied by the scheduled exhibit hall opening, unless prior alternative arrangements have been agreed upon.

Sharing Space
Subletting of space is not permitted.

Badges and Staffing
Each exhibiting company will nominally receive three (3) complimentary printed representative badges per exhibit.  More can be requested by requested for additional support staff and industry forum speakers (in the case of Platinum exhibitors).  These badges are restricted to the exhibits area and industry forum room areas. Any exhibit staff wishing to attend the conference technical program must also register for the conference at the regular registration fee.

Exhibits must be staffed during show hours (Monday, July 20, 5-7pm; Tuesday, July 21, 10:30am – 5pm; Wednesday, July 22, 10:30am – 5pm). Please note that you will be in violation of regulations if the exhibit is not staffed. Identification badges may be picked up at the registration desk. Badge exchange between exhibitor representatives is not permissible.

Also note that any attendees only interested in seeing the Exhibits area and attending the Industry Forum Meeting Rooms may register for a complimentary Exhibits-Only badge as well.

Operation of Exhibits
The management reserves the right to restrict exhibits that– because of sound, method of operation, materials, content or any other reason–are deemed objectionable, and also to prohibit or evict any exhibit as a whole.

Labor
Exhibitors must comply with union work rules where applicable. Union labor will be made available.

Size of Exhibits
Exhibits must be arranged so as not to obstruct the view or otherwise interfere with the displays of other Exhibitors. This restriction includes person(s), things, conduct, printed material, noise, or anything of a character that may be objectionable to the exhibit as a whole. In the event of such restriction or eviction, the IEEE Computer Society is not liable for any refunds, rentals or other exhibit expenses.

CONTRACTUAL CONSIDERATIONS
Violations
As a condition for exhibiting, each Exhibitor shall agree to observe all policies. An Exhibitor Manual sent to each exhibitor will contain rules governing exhibits. Violators will not be eligible to exhibit at future SMC-IT Conference meetings.

Insurance
Advise your agent that you will be exhibiting at the conference. Insurance on all exhibits is the responsibility of the Exhibitor. The IEEE Computer Society will not assume any responsibility for property loss or damage to personal property, as stated in the section on Limitation of Liability. Exhibitors are advised and encouraged to carry insurance to cover their property against damage and loss and public liability insurance for claims of injury to the person and property of others.

Limitation of Liability
Exhibitor agrees with IEEE, Freeman Decorating, the Pasadena Conference Center, the City of Pasadena, its Officers, Directors, and employees that IEEE, Freeman Decorating, the Pasadena Conference Center, the City of Pasadena, and their Officers, Directors, and employees shall not be liable for any damage or liability of any kind or for any damage or injury to persons or property during the term of this agreement, from any cause whatsoever by reason of use, occupation and enjoyment of exhibit space by Exhibitor or any person thereon with the consent of Exhibitor and that Exhibitor will indemnify and hold harmless IEEE, Freeman Decorating, the Pasadena Conference Center, the City of Pasadena, and their Officers, Directors, and employees from all liability whatsoever, on account of such damage, or injury, whether or not caused by negligence of or breach of an obligation by Exhibitor or its employees or representative.

Catastrophe
In the event of fire, strikes, or other unavoidable occurrence rendering the exhibit space unfit for use, provisions will be made for the exhibit elsewhere or a proper financial adjustment will be made to the exhibitor.

Previous Attendees
SMC-IT 2006 Conference (Attendance - 325)

Below is the floor plan showing numbered exhibit spaces. Please select your first, second and third choice of space. Note that there are only 21 spaces available: 2 – 20x20; 3 – 10x20; 16 – 10x10. Exhibit space will be assigned as first come, first serve.

Larger view click here