Exhibitor Information

The American College of Rheumatology 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.

Important Show Resources

Exhibitor Service Kit
Lead Retrieval
Exhibitor Activity/Giveaway Approval Form
Exhibitor Rules and Regulations
Exhibitor Housing

Exhibitor Housing

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

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

Annual Meeting Official Housing Provider badge

Important Advisory

Only Convention Management Resources (CMR) – the official housing agent for the ACR/ARP Annual Meeting – is authorized to make your hotel reservation.

Reservations made through unofficial or unauthorized websites, or third-party providers are not guaranteed by the ACR and may result in additional charges, no rooms even with a confirmation, loss of deposits and pre-payments, and may put your personal identity at risk.

If you are contacted by any agency other than CMR, please notify the ACR immediately.

Exhibitor Housing Application and Assignment

Exhibitor housing application is open.

Reserve Hotel

Housing Priority Deadline: July 3, 2019
Forms received on or before the Housing Priority Deadline Date will be assigned by the Exhibitor Priority Points assigned by the ACR. Forms received after the Priority Deadline Date will be assigned by date/time order (after forms received prior to the deadline date are processed). Housing assignments will begin after July 5, 2019 by your Group's Priority Points. You may expect to receive confirmation beginning the week of August 7, 2019.

The ACR has arranged for special meeting rates at the hotels listed on the ACR exhibitor housing website. All rates are for single or double occupancy unless otherwise noted. Rates do not include tax and a $5.00 per room night State of Georgia Transportation Fee.

Every effort will be made to place you at one of your preferred hotels. Please note, the Omni Atlanta Hotel at CNN Center will be available to only Corporate Roundtable members. Housing applications submitted by the deadline will be assigned housing based on:

  • Corporate donor status including Corporate Roundtable membership as of March 15, 2019.
  • 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 5, 2019 by the number of 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% over the rooms utilized in 2018. A bell curve will be applied to comply with the ACR room block pattern.
  • The rooming list deadline is September 17, 2019. After this date, any unassigned rooms from exhibitor blocks will be released. Groups of ten or more are subject to the group attrition policy. Additional requests are subject to availability.

Group Performance

An exhibitor group is responsible for actualizing eighty percent (80%) of the total room block it agrees upon in the signed Group Booking Contract. Should the actual rooms utilized be less than 80% of the Total Room Nights (as listed on the Group Booking Contract), the Group agrees to pay ACR for the number of sleeping rooms not utilized up to 80% of the Total Room Nights reserved. Following receipt of the actual pick-up numbers from the hotel(s), the Group may be billed for 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. The attrition invoice will be sent within 90 days after the close of the meeting. See example below.

Sample hotel rate: $239 Room Rate:
Group’s contracted nights: 100 room nights
Group is required to actualize 80%: 80 room nights
Group actualizes: 70 room nights
Variance: 10 room nights
Variance x Hotel Rate: $2,390 penalties owed to ACR

Cancellation Policy

10 rooms or more: Should a Group cancel their entire room block, as per their signed Group Booking Contract, they will be responsible for paying the following in liquidated damages to ACR:

  • October 9 – November 8, 2019 - 80% of the Total Room Nights x the Single Room Rate
  • September 9 – October 8, 2019 - 40% of the Total Room Nights x the Single Room Rate
  • August 9 - September 8, 2019 - 20% of the Total Room Nights x the Single Room Rate
  • Date of signing – August 8, 2019 - 10% of the Total Room Nights x the Single Room Rate

9 rooms or less: For room reservations of 9 rooms or less, group may cancel 72 hours prior to arrival to avoid any penalties.

If you do not cancel your reservation in time or fail to check in on the scheduled date of arrival your credit card will be charged in the amount of one night’s room and tax or your check deposit will be forfeited. Your reservation will also be cancelled for the remainder of the stay.

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

Exhibitor Registration

Convention Management Resources (CMR) handles exhibitor registration for the meeting.

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

Exhibitor Registration Schedule
Exhibitor Registration Open: June 21, 2019
Exhibitor Registration Deadline: October 11, 2019

Registered exhibiting companies will receive a Welcome Letter from CMR with information on how to register your staff starting June 21, 2019. If you do not receive Welcome Letter please contact Convention Management Resources at 800-990-2446 or 415-979-2286 (6:00 AM – 6:00 PM PST).

Exhibitors must adhere to the following guidelines:

  • All exhibitor personnel must be registered with Convention Management Resources (CMR). This includes booth representatives, agency personnel, I&D staff staying through the entire conference, and anyone needing access to the Exhibit Hall.
  • 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.
  • Exhibitor badges will allow access to attend the Poster Hall and non-ticketed scientific sessions, provided space is available. Attendees with an exhibitor badge cannot purchase tickets for ticketed sessions.
  • 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 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 by October 11, 2109.

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. See details about Annual Meeting affiliate events.

Official Vendors

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

Decorator and Material Handling Contractor

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

Hilary Bair, Event Media Strategist

Mailing List Rental
INFOCUS Marketing

Service Kit

As an exhibitor at the ACR/ARP Annual Meeting, the exhibitor service kit is your resource to ensure a successful exhibiting experience. The service kit includes forms for ordering carpet, furniture, electricity, and more. In addition, you can find information about registration, housing, transportation, promotional advertising opportunities, etc. provided by the official meeting contractors.

The Exhibitor Service Kit is available. Exhibiting companies will receive an email from Shepard with the login and password. Please contact Shepard for assistance with ordering your services at 404-720-8600 or atlanta@shepardes.com.

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