Exhibitors

All attendees, exhibitors, and exhibitor assistants must register. Please read all information below that pertains to your status and rate as an attendee or exhibitor before completing the registration process.












EXHIBIT REGISTRATION RATES

ASI MEMBERS Advance Onsite   Includes
Registrations  
Includes
Meal Packages  
Primary Space $814 $895 2 1
Additional Space $495 $545 1 -
End Cap Space $1,430 $1,575 3 1
Quad Space $2,850 $3,135 5 1

NON-MEMBERS Advance Onsite   Includes
Registrations  
Includes
Meal Packages  
Primary Space $960 $1,055 2 1
Additional Space $605 $665 1 -
End Cap Space $1,725 $1,900 3 1
Quad Space $3,370 $3,705 5 1

NOTE
Exhibitors are urged to order items such as shipping/drayage services, additional booth furniture, plants, booth cleaning services, electricity, audiovisual equipment, and Internet services well in advance of the convention.  

ATTENTION EXHIBITORS
If you wish to have your booth listed in the Convention Program Guide you must register by June 30.

REGISTRATION
Registration Includes: The first exhibitor space registration includes one primary exhibitor registration (all meetings), one meal packet (7 vegetarian/vegan meals), and one assistant registration (meals not included).

Space Options: Three space options are offered.

Regular space — A single exhibit space beyond Quads and between End-cap spaces.
End-cap Space — A double space at the end of a row (31 double space End-caps available).
Quad Space — A separate four-space island at the front of each row and throughout the middle aisle of the exhibit hall (9 four-space Quads available).

Each exhibiting organization must register separately for booth space. An organization MAY NOT register for more than one space and share that space with other non-registered organizations. Non-registered exhibitors WILL NOT be permitted in the Exhibit Hall.

EXHIBITOR AGREEMENT
By registering as an exhibitor, you agree to the following:

  1. We understand that solicitation of financial donations is limited to the exhibit hall.
  2. We agree not to engage in commercial or secular activities during Sabbath hours.
  3. We will promote a positive and supportive position toward ASI and the Seventh-day Adventist Church.
  4. We understand that distribution of any promotional material is limited to the exhibit hall.
  5. We understand that ASI approval of our exhibitor application is not an endorsement of our product(s) or service(s).
  6. We understand that ASI is not responsible for damage or loss to our exhibit or belongings.
  7. We have read and agree to the ASI Cancellation Policy (see below).
  8. We will not serve food or drink samples at the convention without obtaining prior approval.
  9. We understand that no outside food or drinks are to be brought into the Exhibit Hall.
  10. We have read all exhibitor information, requirements, and commitments pertaining to exhibitor and registration and agree to comply.
  11. We have read and will comply with all Policies & Procedures pertaining to the Convention Center.

EXHIBIT HALL HOURS
Wednesday, Aug. 3
8:00 a.m. - 6:00 p.m. - Exhibit Hall Set-up
9:00 - 10:30 p.m.

Thursday/Friday, Aug. 4–5
11:00 a.m. - 5:00 p.m.
*9:00 - 10:30 p.m.

Sabbath, Aug. 6
*2:00 - 4:00 p.m.
9:00 - 10:30 p.m.

*Non-commercial exhibits only during Sabbath hours.

POLICIES & PROCEDURES
Part of our witness as Christians, Seventh-day Adventists, and ASI members is how we act and interact within the Phoenix Convention Center facility  and with other vendors and residents in the area. Your compliance with all policies and procedures, including those listed below, is much appreciated.

Cancellation Policy:

  • Registration cancellations made by July 15 will receive 100% credit toward the next year's convention.
  • Cancellations made after July 15 and prior to the convention will receive 50% credit toward the next year's convention.
  • No refunds will be made for any cancellations.
  • Changes must be received by email by July 30.
  • Transferring registration to another person is permitted but must be requested by email by July 30.

Children:   Children under the age of 16 are not permitted alone on the show floor.   Please keep children off the loading docks during move-in and move-out times.  This policy will be strictly enforced.  

Demonstrations: As a matter of safety and courtesy to others, exhibitors should conduct sales presentations and product demonstrations in a manner which assures all exhibitor personnel are within the contracted exhibit space and not encroaching on the aisle or neighboring exhibits. Special caution should be taken when demonstrating machinery or equipment that has moving parts, cooking equipment with an open flame, or any product that is otherwise potentially dangerous. Exhibitors should establish a minimum setback of three feet (3') and/or install hazard barriers as necessary to prevent accidental injury to others. All exhibitors cooking, sampling or food storage must have prior approval. (Use online Cooking, Sampling & Food Storage Form). 

Dining Hall / Outside Food & Beverage: Food and beverages served in the dining hall must be consumed in the dining hall and may not be removed. No outside food and beverages may be brought into the Exhibit Hall or Meeting Rooms.

Electrical: All 110-volt electrical wiring should be grounded three-wire.  Power strips (multi-plug connectors) should be UL approved, with built-in over-load protectors. 

Emergency & Public Safety: In case of a medical emergency,

*FIRST call the Operations Center at 602-262-7271 or 85 on any desk or house phone. Security personnel will direct EMT’s to the closest location based on the nature of the emergency.

*Persons calling 911 will be connected directly to the Phoenix Police Department and may result in first responders being significantly delayed.

*AED’s are positioned throughout the convention center and may be used by a trained personnel.  

*Immediately report any injury and/or accident that occur, or first aid that is rendered to the exhibit hall information desk or the ASI registration desk.

Exhibit Booth Spaces:  ASI offers three booth space options as follows:

Regular Space:  A 10'x10' booth has only one side exposed to an aisle.  Maximum back-wall height is eight feet (8’) and is allowed only in the back 1/3 of the booth.  Display materials should be arranged in such a manner so as not to obstruct sight lines of neighboring exhibitors.

End-cap Space:  Usually located at the end of a row, an end-cap is composed of two regular booths (10’x20’) and exposed to aisles on three sides.  Maximum back-wall height is eight feet (8’) and is allowed only in the back 1/3 of the booth.  Display materials should be arranged in such a manner so as not to obstruct sight lines of neighboring exhibitors.

Quad Space:  Composed of four regular booths (20’x20’), a quad is exposed to aisles on four sides.  Exhibitors may use the full cubic content of the space as there are no height restrictions.  However, exhibitors must provide sufficient see-through areas so that they do not completely block the view of the adjacent exhibit.

Exhibit Displays: All exhibit displays, tables, racks or shelving should be designed and installed properly to support the materials being displayed on them.  They should be erected in a manner that will withstand normal contact or vibration caused by neighboring exhibitors.  This includes moderate wind effects that may occur when freight doors are open.  All exhibit displays must be confined to the booth space and cannot extend out into the aisle(s).

Exhibit Lighting:  No lighting, fixtures, lighting trusses or overhead lighting are allowed outside the boundaries of the exhibit space.  All hanging light systems must be approved in advance.  (Use online Rigging Form coming soon).  Lighting should be directed to the inner confines of the booth space and should not project onto other exhibits or into the aisles.  Lighting that is potentially harmful, such as lasers or ultraviolet lighting must be approved in advance.  Lighting that spins, rotates, and pulsates and other specialized lighting effects should be in good taste and not interfere with other exhibitors or the general atmosphere of the event. 

Exhibitor Check In & Loading Docks:  All exhibitors' vehicles must proceed to loading docks and wait their turn. Do not park in unauthorized areas to unload your vehicle. Vehicles left unattended at the loading dock ramp that are NOT in the process of loading or unloading are subject to being towed at the expense of the owner.

Flammable and Toxic Materials: All materials used in exhibit displays should be made of fire retardant and non-toxic materials. 
 
Gratuities:  Convention Center policy strictly prohibits any employee from accepting any gifts, gratuities, loans, favors, or any other items of value from parties doing business with the Convention Center.

Hanging Signs & Graphics:  Hanging signs and graphics are permitted in all booth spaces. No signs, banners, or similar items are to be affixed to the Exhibit Hall, General Session, or Convention Center walls or any surface throughout the building. All signs and graphics outside of booth space must be pre-approved at least 2 weeks prior to the ASI convention and must be delivered on-site two days in advance.  (Use online Rigging Form).

Identification Badges:  All attendees, exhibitors, and exhibitor assistants must wear ASI-issued identification badges while attending general sessions, seminars, exhibit hall and youth programs.  Identification badges are provided to registered attendees, exhibitors, and exhibitor assistants at the convention registration desk. Local guests may attend evening meetings, evening exhibits, and all day Sabbath without identification badges. Badges will be checked by convention attendants at the entrance to the main session hall, exhibit hall and seminar rooms.

Literature:  No unauthorized literature distribution is permitted in the Convention Center.

Move-in & Move-out:  All move-in and move-out of exhibits must be through designated loading docks, freight doors, and freight elevators. The main lobbies, exhibit hall doors, escalators, and passenger elevators are not to be used for this purpose.

Oversize Vehicles:  Exhibitors must research authorized locations to park oversize vehicles. Parking for large vehicles/trailers is available on a first-come basis in the East Garage marshaling yard. Height restriction is 16’ 6’. As space is limited, any vehicle taking more than one space will be required to pay for each additional space. As space is limited, vehicles may be required to drop trailers and then park vehicles on upper levels.

Parking:   The North Building has a parking garage attached off 475 E. Monroe Street. Other spaces are located in garages that are just one block from the North Building. Average daily parking rate is $12. All parking garages provide accessible parking spaces for people with disabilities.

Prevention of Facility Damage & Disfigurement:  Only Convention Center personnel are authorized to operate portable walls and overhead dock doors, turn lights on or off, adjust air conditioning, or lock and unlock doors.

Public Space Facility Furniture:  The lounge furniture and/or plants located throughout the public areas in the facility are not to be moved.

Sidewalk/Exterior of Convention Center:  At no time will any vehicle be allowed to park on the sidewalks in front of or around the Convention Center.

Sound/Music: In general, exhibitors may use sound equipment in their booths so long as the noise level does not disrupt the activities of neighboring exhibitors.  Speakers and other sound devices should be positioned so as to direct sound into the booth rather than into the aisle.

Stickers, Tape, Helium Balloons, Confetti & Knives:  The use or distribution of stickers, helium balloons, confetti, and knives is not permitted at the Convention Center. Tape is prohibited as it leaves behind a residue that can damage the surfaces.

Storage:  Fire regulations prohibit storing products, literature, empty packing containers or materials behind the back drapes in the exhibit booth.  Exhibitors may store a limited amount of supplies in booth area and under tables so long as these items are stored neatly and do not create a safety problem.  See the Exhibit Hall Decorator for additional approved storage areas.  No exhibit supplies or materials are to be stored or displayed outside the booth area.

Towers:  A Tower is a freestanding exhibit component.  The tower height limit is the same as the height restriction for the booth space being used (see Exhibit Booth Sizes above).

Vehicle Approval:  Advance approval must be obtained and scheduled prior to moving a vehicle into the exhibit hall. (Use online Exhibitor Vehicle Approval Form).