Exhibitor Tools

It's more than just a booth!
Plan, prepare and have a successful exhibiting experience.

We work hard to prepare material and information to ensure that you have a successful exhibiting experience at the Biophysical Society Annual Meeting.


Exhibitor Registration IS NOW OPEN!

Exhibitor Registration Link

Each exhibiting company will receive six exhibitor badges for each 10x10 booth space purchased. It is the responsibility of the authorized individual signing the Contract for Exhibit Space to inform all company personnel of the rules and regulations contained in this brochure and Exhibitor Service Kit.  A badge that is lost, taken home, etc., cannot be replaced if the exhibitor has received the allotment.  Exhibitor badges may be issued only in the name of the company shown on the Contract for Exhibit Space.

Promote Your Presence

Industry research demonstrates that exhibitors who conduct a minimum of two pre-show marketing campaigns increase the effectiveness of their trade show presence by up to 65%.

Free to our exhibitors, is the Exhibitor Coupon Booklet. Put your company name and product/service in front of your potential customers by offering discounts on products, services, or to promote a raffle! Space is limited, so act quickly.

Another free service we offer our exhibitors is use of the Society’s on-line Career Center service. All 2012 exhibitors are eligible to post any job vacancies on-line for up to 6 months. For details and special codes, contact Marlene Mirman, 240-290-5609.

Use the official Annual Meeting Icon in your promotions!
Make it easy for visitors to find you by including your booth number.

Save Time and Money: Review and Understand the Rules, Regulations, and Deadlines

Call Freeman in advance with any questions or to help estimate your drayage, set-up fees or questions about the regulations. Exhibitors can often save money if they prepare their shipments correctly or understand the drayage rules and regulations.

Exhibitor Service Kit is Now Available to paid exhibitors.

Move-in and Move-out Information

Friday, February 24        8:00AM-5:00PM
Saturday, February 25   8:00AM-5:00PM

Tuesday, February 28   5:00PM-10:00PM
All exhibitor materials must be removed from the exhibit facility by Tuesday, February 28, 2011 at 10:00PM.




General exhibit sales open April 11, 2011
Cancelation Deadline July 1, 2011
Hotel block opens August 1, 2011
December Newsletter advertisements due (1st pre-meeting issue) November 3, 2011
Exhibitor service kits emailed to paid exhibitors November 7, 2011
Exhibitor Registration opens November 7, 2011
January Newsletter advertisements due (pre-meeting issue) December 2, 2011
Product descriptions due for Annual Meeting Program Book December 1, 2011
Exhibitor presentations due for Annual Meeting Program Book December 1, 2011
Advertisements due for Annual Meeting Final Program Book December 1, 2011
Pre-registered attendee list will be available December 5, 2011











February Newsletter advertisements due (on-site meeting issue) January 3, 2012       
Coupons due for Exhibitor Coupon Booklet (space limited) January 13, 2012
Deadline for hotel rates through the Biophysical Society Housing Bureau January 27, 2012
Smart City Advance deadline February 2, 2012
Convention Center Catering Advance deadline February 10, 2012
BAV Advance deadline February 17, 2012
Post-meeting attendee list will be available March 14, 2012








Prepare Your Sales Staff

  • Who will be at the show?  What are the company’s goals? Will there be on-site company meetings?
  • Discuss show attire.
  • Wear comfortable shoes!
  • Communicate pre-show promotional efforts.
  • Practice sales pitches.

Selling In the Booth

  • You have 7-10 seconds to attract a potential customer.
  • You have 3-5 minutes to qualify your prospect.
  • Wear you exhibitor name badge on your right side so it’s in the line of vision when you shake prospects’ hands.
  • Maintain an upbeat positive attitude.
  • Create an inviting atmosphere in your booth. Don’t sit in the booth looking bored or stand around talking to your colleagues.

Selling Outside the Booth

  • Walk the show aisles and visit other booths.
    - Use this time to gather market intelligence.
    - Target sales prospects who are also exhibiting in the show.
    - Notice nametags, looking for customers or prospects.
    - Invite people to visit your booth.
  • Participate in educational events.
    - Get on the schedule of exhibitor presenters or introduce a speaker as a sponsor.
    - Network at events given by other companies.
  • Arrange to take customers and prospects out to eat during the show.
  • Get yourself noticed by sponsoring an event or networking at other special events.
  • Use the Internet to promote your presence at the show.
    - Promote your schedule, special offers or contests on your website to encourage customers and prospects to visit you.

 Selling After the Show

  • Make sure the leads you gathered at the show don’t grow stale – conduct follow-up calls the week following the show.
  • Send an email to your customers and prospects reporting your participation in the show.
  • Extend show specials for a few weeks after the show to encourage customers and prospects from the show to make a purchase.

For additional information on sponsorships, contact Marlene Mirman at 240-290-5609 or mmirman@biophysics.org.


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