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Beware of Scams

Solicitors may contact you “on behalf of BPS” offering you deals on hotels, registration, mailing lists, and other meeting-related items. These representatives are fraudulent and not affiliated with BPS. BPS highly recommends you do not give them any information. Any solicitations for BPS Mailing Lists/Housing/Registration via email or phone will come from BPS directly. Authentic communications will come directly from BPS, Convention Housing Partners (housing), Freeman Co (decorator), and Convention Data Services (registration).
Any meeting or function taking place during the BPS 2019 Annual Meeting must be pre-approved by the BPS in writing. Functions are permitted during program-free hours only and must not conflict with any BPS educational sessions, social events, and special programming. Failure to comply may result in denial of participation in all future BPS events and exhibit application may be cancelled without refund or exhibit booths closed down at the Annual Meeting. Contact Exhibit Management at [email protected] with any questions.

Make sure you see the highlights of Baltimore while you are in town, visit BPS Hotel & Travel webpage for more information. 


To book a booth complete this contract and return to Exhibit Management at [email protected]

Exhibit Space Fees:
10’ x 10’ Inline Booth $2,600 
10’ x 10’ Corner Booth $2,950 

Fees Include:

  • 8’ high back drape and 3’ high side dividers
  • 7” x 44” single-line text identification sign with company name and booth number
  • Six exhibitor badges per 10’ x 10’ space purchased
  • Four complimentary guest badges to be used for visitors in the Exhibit Hall per 10’ x 10’ space purchased
  • Complimentary meeting scientific registration(s):
    • 100 sq. ft. – 300 sq. ft. One scientific badge
    • 400 sq. ft. – 600 sq. ft. Two scientific badges
    • 700 sq. ft. + Three scientific badges

Benefits of Exhibiting

  • Access to over 6,000 scientists from around the world
  • 800+ scientific poster sessions featured in the Exhibit Hall, surrounding exhibits on all sides for maximum traffic flow
  • Refreshment and snack breaks during exhibit hours
  • Education and Career Opportunities Fair
  • Exhibitor Coupon Book for attendees
  • Exhibitor Lounge with daily coffee and snacks in a relaxed area dedicated to you
  • Exhibit floor perimeter security when exhibits are closed and complimentary booth cleaning each night
  • Passport Program for prizes in Exhibit Hall 
  • Graduate and Postdoc Institution Fair
  • The Art of Science Image Contest
  • Opportunity to hold an Exhibitor Presentation for meeting attendees during specified times throughout the Annual Meeting.
  • One copy of the Annual Meeting Program Book for each company.
  • (6) Complimentary exhibitor booth badge registrations per 100 square feet, (4) complimentary guest badges to be used for visitors in the Exhibit Hall per 100 square feet, and complimentary meeting scientific registration(s) as designated:
    • 100-300 square feet (1) scientific badge
    • 400-600 square feet (2) scientific badges
    • 700+ square feet (3) scientific badges  
  • Opportunity to rent the pre- and post-attendee registration mailing lists
  • Company name, address, website, company description, and product categories printed in Annual Meeting Program Book provided the contract is received by December 3, 2018
  • Direct hyperlink to your company’s website from the Annual Meeting and Exhibit websites
  • Complimentary use of the Career Development Center onsite (posting jobs online and interview rooms)
  • Exclusive access to promotional opportunities to promote brand awareness leading up and at the Annual Meeting
  • Advertising opportunities in Annual Meeting Program Book and other BPS publications
  • Subscription to the monthly exhibitor newsletter e-blast containing important information, reminders, and deadlines

Booth reductions or cancellations of booth space must be received in writing. If cancellation occurs prior to June 1, 2018, the exhibiting company will be given a full refund less the 25% deposit. After June 1, 2018, no refunds will be made.

The Biophysical Society logo may not be used without the permission of Exhibit Management. Contact Exhibit Management at [email protected] with any questions.

The Biophysical Society (BPS) is committed to providing an environment that encourages the free expression and exchange of scientific ideas. As a global, professional Society, the BPS is committed to the philosophy of equal opportunity and respectful treatment for all regardless of national or ethnic origin, religion or religious belief, gender, gender identity or expression, race, color, age, marital status, sexual orientation, disabilities, veteran status, or any other reason not related to scientific merit. All BPS meetings and BPS-sponsored activities promote a working environment that is free of inappropriate behavior and harassment by or toward all attendees of Society meetings and Society-sponsored activities, including scientists, students, guests, exhibitors, staff, vendors, and other suppliers. This global policy applies to all locations and situations where BPS business is conducted and to all BPS-sponsored activities and events.  This policy does not replace the specific staff policies for situations in which only staff are involved. Reported or suspected occurrences of harassment will be promptly and thoroughly investigated. Following an investigation, BPS will immediately take any necessary and appropriate action. BPS will not permit or condone any acts of retaliation against anyone who files harassment complaints or cooperates in the investigation of same.

Definition of Harassment 
The term “harassment” includes but is not limited to epithets, unwelcome slurs, jokes, or verbal, graphic, or physical conduct relating to an individual’s race, color, religious creed, sex, national origin, ancestry, citizenship status, age, gender, or sexual orientation that denigrate or show hostility or aversion toward an individual or group. Sexual harassment refers to unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature. Behavior and language that are welcome/acceptable to one person may be unwelcome/offensive to another. Consequently, individuals must use discretion to ensure that their words and actions communicate respect for others. This is especially important for those in positions of authority since individuals with lower rank or status may be reluctant to express their objections or discomfort regarding unwelcome behavior. It does not refer to occasional compliments of a socially acceptable nature. It refers to behavior that is not welcome, is personally offensive, debilitates morale, and therefore, interferes with work effectiveness. The following are examples of behavior that, when unwelcome, may constitute sexual harassment: sexual flirtations, advances, or propositions; verbal comments or physical actions of a sexual nature; sexually degrading words used to describe an individual; a display of sexually suggestive objects or pictures; sexually explicit jokes; unnecessary touching.

Investigative Process
Anyone who feels harassed is encouraged to immediately inform the alleged harasser that the behavior is unwelcome.  In many instances, the person is unaware that their conduct is offensive and when so advised can easily and willingly correct the conduct so that it does not reoccur.  Anyone who feels harassed IS NOT required to address the person believed guilty of inappropriate treatment.  If the informal discussion with the alleged harasser is unsuccessful in remedying the problem or if complainant does not feel comfortable with such an approach, he/she should contact BPS’s Executive Director or the Society President, or any BPS Officer.  All complaints will be promptly and thoroughly investigated. All reports of harassment or sexual harassment will be treated seriously.  However, absolute confidentiality cannot be promised nor can it be assured.  BPS will conduct an investigation of any complaint of harassment or sexual harassment, which may require limited disclosure of pertinent information to certain parties, including the alleged harasser.  No retaliation will be taken against any employee, member, volunteer, exhibitor, or supplier because he or she reports a problem concerning possible acts of harassment. Employees, members, volunteers, exhibitors, or suppliers can raise concerns and make reports without fear of reprisal.

Investigative Procedure
Once a complaint of harassment or sexual harassment is received, BPS will begin a prompt and thorough investigation.  An impartial investigative committee, consisting of the Past-President, current President, and President-Elect will be established. The committee will interview the complainant and review the written complaint. If no written complaint exists, one will be requested. The committee will speak to the alleged offender and present the complaint. The alleged offender will be given the opportunity to address the complaint, with sufficient time to respond to the evidence and bring his/her own evidence. If the facts are in dispute, the investigative team may need to interview anyone named as witnesses. The investigative committee may seek BPS Counsel’s advice. Once the investigation is complete, the committee will report their findings and make recommendations to the Society officers.

Disciplinary Actions
Individuals engaging in behavior prohibited by this policy as well as those making allegations of harassment in bad faith will be subject to disciplinary action. Such actions range from a verbal warning to ejection from the meeting or activity in question without refund of registration fees and the reporting of their behavior to their employer. Repeat offenders may be subject to further disciplinary action, such as being banned from participating in future Society meetings or Society-sponsored activities. In the event that the individual is dissatisfied with the results of the investigation, he or she may appeal to the President of the Society. Any questions regarding this policy should be directed to the BPS Executive Officer or other Society officer.

BPS Management Responsibility
Every officer, director, supervisor, and manager is responsible for ensuring that BPS provides an environment free of harassment and inappropriate behavior and that complaints are handled promptly and effectively. The BPS Society Office and Officers must inform the Society membership and all vendors and suppliers about this policy, promptly investigate allegations of harassment, take appropriate disciplinary action, and take steps to assure retaliation is prohibited.

The Biophysical Society is located at 5515 Security Lane, Suite 1110, Rockville, MD 20852. The term "Exhibit Management" used herein and in subsequent regulations shall mean the Biophysical Society, its agents or employees acting for it, and the management of the exhibit hall. Contact Exhibit Management at [email protected] or 240-290-5609.
March Housing block opens
March 31 Exhibit priority points cut off for applications
April 2 Booth sales open
June 1 Balances for pre-sales booth space due
July 1 2019 Exhibitor Prospectus and Support/Advertising Opportunities available 
July 1 Annual Meeting abstract submission and attendee registration opens
October  Exhibitor registration opens
November Exhibitor Service Kit available
December 3 Exhibitor Presentation Summary for inclusion in the printed Program Book due
December 3 Ads for inclusion in printed Program Book due
December 31 Exhibitor Appointed Contractors (EAC) registration form and insurance
December 31 Company descriptions and product categories for inclusion in printed Program Book due
December 31 Coupon Book artwork due
January 16 Certificate of Insurance for all exhibiting companies due
February Freeman advanced order discount ends
February 15 Exhibitor registration closes (after this date, must register onsite)

This fair will provide the opportunities for candidates to meet with representatives from educational institutions as well as industry and government agencies. Students and postdoctoral candidates will be able to meet with representatives from colleges and universities with leading programs in biophysics. Attendees can connect with representatives from industry and agencies who will provide information about employment and funding opportunities at their institutions/companies. Stop by the fair to learn about the variety of opportunities available to talk one-on-one with representatives from participating organizations.

Representatives interested in reserving a table at this fair to display information about their institution/company's biophysics-related opportunities must complete a registration form and submit the registration fee in advance. Register for a table today! Contact Exhibit Management at [email protected] with questions. 

An Exhibitor Appointed Contractor (EAC) is any company other than the BPS' official service contractor, Freeman Co. Exhibitors may employ professional contractors to perform work at the exhibitor's booth space. All outside installation and dismantling contractors/individuals hired directly by exhibitors must provide Freeman Co and BPS Exhibit Management with a valid Certificate of Insurance. Exhibitor must also complete an EAC form and inform their EAC of the BPS rules and regulations. Exhibiting company must notify BPS Exhibit Management no later than December 31, 2018 in writing. This rule will be strictly enforced. Examples of EAC's include private security, photographers, decorators, etc. It is the exhibitor's responsibility to abide by all BPS rules and regulations, the Baltimore Convention Center, and the Freeman Exhibitor Kit. The BPS assumes no liability for any work performed by the outside contractors.

Exhibiting companies are given six exhibitor badges per 10’ x 10’ space purchased, four complimentary guest badges to be used for visitors in the Exhibit Hall per 10’ x 10’ space purchased, and complimentary meeting scientific registration(s): 100 sq. ft. – 300 sq. ft.- one complimentary scientific badge; 400 sq. ft. – 600 sq. ft.- two complimentary scientific badges; and 700 sq. ft. + - three complimentary scientific badges. 

Exhibitor and guest badges give you access to the Exhibit Hall only. Scientific badges give you access to all scientific sessions. BPS does not offer Exhibit Hall only registrations or additional exhibitor badge registrations. If you need additional badges, these can be purchased through Annual Meeting Registration (starting July 9, 2018). Exhibitor and Scientific badges give the individual access to setup on Friday and Saturday, access two hours early into the Exhibit Hall Sunday-Tuesday before exhibits open, and dismantling.

The Biophysical Society has secured a housing block across several hotels in Baltimore, MD. Visit the Annual Meeting Hotel & Travel page for more information.

Insurance Requirements

The Baltimore Convention Center requires each Licensee to provide proof of coverage in the amount of three million dollars ($3M) of Commercial General Liability Insurance per occurrence for claims arising out of bodily injuries or death, and property damages. The term of coverage should include move-in and move-out days and must be provided to Exhibit Management 45 days prior to the first day of move-in.

Make the Certificate Holder to:

Biophysical Society
5515 Security Lane, Suite 1110
Rockville, MD 20852

Insurance should include the following language in the description section:

Biophysical Society 63rd Annual Meeting
March 1 - March 5, 2019
The Mayor, The City of Baltimore, The Baltimore Convention Center, its employees and agents are additional insured. 

Purchase Insurance

*Must have an address in the United States to purchase*

You may purchase coverage directly at Total Event Insurance > Click on "Apply for an Instant Quote" > Select $3M per occurrence limit option. If you have any questions please contact [email protected]

All exhibiting companies receive the monthly exhibitor newsletter email blast containing important dates, information, and opportunities. If you are not receiving these email blasts, contact Exhibit Management at ex[email protected] or 240-290-5609. The first exhibitor newsletter will be available in August 2018.

The 2019 Exhibitor Portal allows you to print invoices, submit company description and product categories for the printed program book, update company record, and purchase additional add-ons.

Registration is now open. Visit the CDS Exhibitor Registration page, select your company from the drop-down menu, and use the company password provided to your main point of contact by CDS.

Exhibitor Registration Hours:

Friday, March 1 8:00 AM-5:00 PM
Saturday, March 2 8:00 AM-6:30 PM
Sunday, March 3 7:30 AM-5:00 PM
Monday, March 4 7:30 AM-5:00 PM

Badge Allotment:

Exhibitor Personnel Badges
Each 10x10 booth receives six (6) exhibitor personnel badges, these badges will be issued only in the name of the company that has contracted for space. Persons MUST be employed by the exhibiting company in order to be issued an exhibitor personnel badge. Exhibitor personnel badges do not allow admittance into the scientific sessions.

Scientific Session Badges

Complimentary meeting scientific registration(s) as designated:

  • 100-300 square feet (1) scientific badge
  • 400-600 square feet (2) scientific badges
  • 700+ square feet (3) scientific badges  

Those receiving scientific session badges must also be registered as booth personnel in order to access the Exhibit Hall.

Guest Badges
Companies are provided four (4) guest badges per 10x10 booth space for exhibitors to invite potential customers to the Exhibit Hall. Guest badges will NOT be issued to an exhibiting company's employees, potential exhibitors, or those desiring to make business contacts.

Additional Badges
Additional booth personnel, scientific session, and guest badges may be purchased at the full registration rate.

BPS rules and regulations can be found on page 2 of the contract.

Enforcement of Rules and Regulations
Exhibiting companies and their booth personnel found in violation of any rules and regulations may be subject to some or all of the following: The exhibit closed down until the situation is resolved, exhibit closed down for remainder of show, loss of priority points for current and next year's Annual Meeting, and prohibited to exhibit at future BPS Annual Meetings.

2019 Exhibitor Kit is now available for download (PDF) or online

Click here to view Valuable Tips and Information for First-Time Exhibitors

Exhibitors may conduct raffles, giveaways, or hold contests onsite at their booths. Any winners should be announced at the end of the show on Tuesday, March 5, 2019. Distribution of any food and beverages should request approval from BPS Exhibit Management by February 15, 2019, and must follow all guidelines for food and beverage distribution outlined in the rules and regulations and by the Baltimore Convention Center. Exhibitors may distribute samples and giveaways provided that it does not create a disturbance or interfere with business of neighboring booths.

Become a BPS Industry Partner and enjoy a variety of benefits with this membership. Visit the Industry Partner Membership homepage for more information and pricing.

Available November 2018

Friday, March 1 8:00 AM-5:00 PM
Saturday, March 2 8:00 AM-3:00 PM
 Tuesday, March 5 5:00 PM-10:00 PM

Freeman Co is the official decorator. CDS Registration is the official registration company. CHP is the official housing company. CEAVCO is the official audio visual company. 

Available November 2018

Food and beverage is permitted at your booth only if ordered through the Baltimore Convention Center. Exhibitors must comply with the rules and regulations set forth by the facility. All food and beverage must be approved by BPS Exhibit Management. Contact Exhibit Management at [email protected] for Food and Beverage forms and more information.
No wifi is provided in the Exhibit Hall. Common areas within the Baltimore Convention Center have free wifi, no password required. Please arrange for internet services at your booth.