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) 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/ARHP 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

The exhibitor housing application is open.

Reserve Hotel

Deadline to Submit Housing Requests: June 22, 2018
(Housing assignments will not be made until after this date.)

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.

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, 2018.
  • 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 June 22, 2018 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 2017. A bell curve will be applied to comply with the ACR room block pattern.
  • The rooming list deadline is August 24, 2018. 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 Room Block and Attrition Policy

Room blocks of nine 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 2 nights room/tax penalties.

Room blocks of ten 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 (ten rooms or more):
Exhibitor contracts for 100 room nights. Exhibitor may release-without penalty up to 20% 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% of the total room nights:

  • 100 rooms - nights requested
  • 80 rooms - nights guaranteed (20% 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 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 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 Open: June 15, 2018
Exhibitor Registration Deadline: October 5, 2018

Registered exhibiting companies will receive a Welcome Letter from CMR with information on how to register your staff starting June 15. 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 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 by October 5, 2018.

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
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. 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.

All of the order forms are available on the Brede Service Center website.

  1. Go to bredeallied.com
  2. Click “Order Online”
    • If you have an account with Brede, enter your username and password and skip to step 3.
    • If you do not have an account, click “Not Registered? Sign Up Now” to create an account.
  3. Find “ACR/ARHP 2018” on the list of shows
  4. Click on “Service Center”
  5. Enter the show password.  The show password was sent to you via email from Brede.  If you do not have the password, please contact the Customer Service Department at 407-851-0261 or info@bredeallied.com.

Here are some important tips to keep in mind when ordering services:

  • Discounts are often available on services ordered by the early bird deadline.
  • By ordering booth furnishings, utilities, and services in advance, you save money and also ensure a smooth and successful on-site experience.
  • If you are using an exhibitor-appointed contractor, please fill out the appropriate forms and forward the link to the service kit and rules and regulations to your contractor.
  • Bring copies of your advance orders for easy reference on-site.

Giveaways and Activity Requests
All giveaways and booth activities must be approved by the ACR.  Please fill out the online form by October 3, 2018. For polices on giveaways and activities, please refer to pages 10-12 of the exhibitor rules and regulations.

Please review the exhibitor FAQs, this may help answer some of your questions. If you have questions about ordering services, please contact Brede Customer Service. For general questions about exhibiting, contact Stacey Chandler. As always, we appreciate your support and look forward to a very successful meeting in Chicago!