Exhibitor Information

The ACR is committed to providing you with the information and tools you need to have a successful exhibiting experience. The information below will help you as you plan for the meeting.

Exhibitor Housing

Convention Management Resources (CMR) will handle exhibitor housing for the meeting.

Convention Management Resources
101 Mission Street, Suite 200
San Francisco, CA 94105
Phone: 800-990-2446 or 415-979-2286 (6:00 AM – 6:00 PM PST)
Fax: 415-293-5231

Important Advisory

It has come to our attention that several housing agencies have presented themselves as hotel booking agencies for the ACR/ARHP Annual Meeting and have been contacting exhibitors and attendees to make hotel reservations using their services. Please note: Convention Management Resources, Inc. (CMR) is the only official housing agent for the ACR/ARHP Annual in San Diego. No other housing company or travel agency is authorized to place hotel reservations on behalf of ACR.

Reservations made through any other agency cannot be guaranteed by ACR and may result in additional charges, incorrect hotel placement, or inflated room rates for other conference participants. Please use the ACR Official Housing online hotel reservation system to avoid any confusion or additional charges.

Should you be contacted by any agency other than CMR, please notify us.

Exhibitor Housing Application and Assignment

To reserve your hotel room, visit the exhibitor housing website.
Deadline to Submit Online Housing Requests: July 7, 2017 (housing assignments will not be made until after this date).

The ACR has arranged for special meeting rates at hotels listed on the ACR website. All rates are for single or double occupancy unless otherwise noted. Rates do not include tax.

Every effort will be made to place you at one of your preferred hotels.

Housing applications submitted by the deadline will be assigned housing based on:

  • Corporate donor status including Corporate Roundtable membership as of March 15, 2017.
  • Number of priority points. Each company is allocated one priority point per year of exhibiting.
  • Date/time order the application is received.

Housing assignments will begin after July 7, 2017 by how many priority points your group has.

Exhibitor Housing Application Policy

Please keep in mind the following polices:

  • Applications received after the deadline will be assigned in the date/time order received.
  • Applications for housing blocks must include the supporting company’s name on record.
  • Telephone requests will not be accepted.
  • Confirmation will be sent to the group contact listed on the application.
  • All housing applications must be approved by the ACR. The ACR reserves the right to adjust housing blocks based on exhibitor’s reservation history (rooms reserved versus rooms utilized). Exhibitor may request housing blocks up to 10 percent over the rooms utilized in 2016. A bell curve will be applied to comply with the ACR room block pattern.
  • The rooming list deadline is September 6, 2017. After this date, any unassigned rooms from exhibitor blocks will be released. Groups of 10 or more are subject to the group attrition policy. Additional requests are subject to availability.

Group Room Block and Attrition Policy

Room blocks of 9 or fewer rooms

  • Room blocks of 9 rooms or less will have 72 hours prior to arrival to cancel their reservations without penalty.
  • Cancellations after 72 hours will be subject to two nights’ room/tax penalties.

Room blocks of 10 or more rooms

  • A group attrition policy of 20% will apply.
  • Attrition will be based on the total number of room nights contracted per the signed Group Room Block Contract, which will be issued by ACR housing. The contract will be issued following hotel assignment.
  • The total number of room nights actually utilized by the group is allowed to decrease by 20% from the total number of room nights contracted. Therefore, should the total actual room nights utilized be less than 80% of the total nights contracted, the exhibitor is liable for any attrition.

Attrition Example (10 rooms or more):
Exhibitor contracts for 100 room nights. Exhibitor may release-without penalty-up to 20 percent of the total room nights (in this example, 100 room nights). If an exhibitor actually utilizes 70 room nights, the exhibitor will be responsible for the number room nights not utilized up to 80 percent of the total room nights:

  • 100 rooms - nights requested
  • 80 rooms - nights guaranteed (20 percent attrition)
  • 70 rooms - nights actually utilized
  • 10 rooms - night variance (10 room nights cost of room is additional dollar amount owed to the ACR)

Changes / Cancellation Policy

All reservation changes or cancellations must be made in writing to ACR Housing. It will be ACR’s discretion to bill the difference between the actual hotel’s pick-up numbers and 80% of the Total Room Nights as listed on the Group Booking Contract. These monies are due within thirty (30) days of receipt of the invoice. Please note: The attrition invoice will be sent within 90 days after the close of the meeting.

Travel Agency and Tour Group Room Blocks

Travel agencies, tour groups and other entities requesting room blocks for non-exhibitor international attendees must contact ACR Housing and Registration for complete information on group housing and registration policies, to request a Group Housing Form or Group Registration Agreement.

Group Housing: acr@cmr-globalgroupservices.com
Group Registration

For information regarding international room blocks, contact:
Lorenzo Foschi
Global Group Services - Director of Global Client Relations
Phone: 305-865-5313
Fax: 305-865-4382

Exhibitor Registration

Convention Management Resources (CMR) will handle housing for the meeting.

Convention Management Resources
101 Mission Street, Suite 200
San Francisco, CA 94105
Phone: 800-990-2446 or 415-979-2286 (6:00 AM – 6:00 PM PST)
Fax: 415-293-5231

Exhibitor Registration Opens: June 30, 2017
Exhibitor Registration Deadline: October 20, 2017

Registered exhibiting companies will receive a Welcome Letter from CMR with on how to register your staff starting Friday, June 30. If you do not receive Welcome Letter please contact:
Convention Management Resources
800-990-2446 or 415-979-2286 (6:00 AM – 6:00 PM PST)

Exhibitors must adhere to the following guidelines:

  • Exhibitors will receive five complimentary badges per 10'x10' booth purchased. Additional badges can be purchased for $75 per badge.
  • Exhibiting organizations must certify that names submitted for registration are full-time employees or official representatives of the exhibiting organization.
  • Attendees with exhibitor badges are NOT eligible to receive CME credit. To receive CME credit you must register as a scientific attendee.
  • Exhibitor badges must be worn at all times while in the convention center, including the exhibit hall and while attending scientific sessions.

Registration Materials

Exhibitors will receive one complimentary copy of printed meeting materials per each 10'x10' exhibit booth space purchased. Materials will be distributed at exhibitor registration.

Abstracts will be available online and via the official meeting app. A PDF of the meeting materials will also be available on the website prior to the meeting.

Exhibitor Badge Access

Access to Exhibit Hall

All exhibitors and company representatives, including vendors entering the exhibit hall during exhibit and non-exhibit hours must have the appropriate badges.

  • During exhibit days, exhibitors can enter the exhibit hall at 6:30 AM and remain in the hall until 5:30 PM.
  • During installation days, exhibitors can enter the exhibit hall during installation hours.
  • Guests and children are not allowed in the exhibit hall during non-exhibit hours.

If you need access to the exhibit hall outside of the approved times, a request must be submitted in writing to Stacey Chandler, Director of Expositions, by (date to be announced).

Exhibitor Participation in Scientific Sessions

Exhibitors are permitted to attend the open (non-ticketed) scientific sessions, provided space is available. The scientific sessions are a separate forum from the promotional activities of the exhibit hall; therefore, exhibitors or company representatives attending educational sessions are expected to attend for the purposes of hearing the scientific information and not for the purposes of debate with speakers and other participants.

Although the ACR makes every attempt to accommodate all attendees, due to room size limitations, the ACR cannot guarantee a seat at any of the scientific sessions. In the event that room capacity is achieved, priority will be given to registered scientific attendees. Any attendee, including exhibitors or company representatives, displaying disruptive behavior during scientific sessions will be dismissed from the meeting.

Exhibitors interested in attending any of the ticketed sessions or receiving CME credit must register as a paid scientific attendee and purchase a ticket for the session.

Affiliate Events

Meetings and events organized by exhibitors held in conjunction with the ACR annual meeting are considered affiliate events. All events must be approved by the ACR. Learn More >

Official Vendors

The vendors listed below are the only vendors that have been approved by the ACR. This list will be updated as more vendors are contracted. If you ever have a question about whether a vendor is an official ACR vendor, please contact Stacey Chandler.

Decorator and Material Handling Contractor
Jim Cherry
Brede/Allied Convention Services
407-851-0261, ext. 245

ACR Housing and Registration
Convention Management Resources
800-990-2446 or 415-979-2286

Audio Visual/Computer Rental
Projection Presentation Technology
Holly Alderton
800-377-7650, ext. 2754

TriStar Publishing
Nan Blunk

Mailing List Rental
INFOCUS Marketing

Service Kit

As an exhibitor at the ACR/ARHP Annual Meeting, the exhibitor service kit is your resource to ensure a successful exhibiting experience at the ACR Annual Meeting. The service kit includes forms for ordering carpet, furniture, electricity and more.

The Exhibitor Service Kit will be available in August 2017.