Quick Links and Helpful Information

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/audio visual/registration via email or phone will come from BPS directly or BPS official partners: Convention Housing Partners (housing), Freeman Co (decorator), Inspire (audio visual), and Convention Data Services (registration).
Any meeting or function taking place during the BPS 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.

To reserve your booth, complete this online contract.

Exhibit Space Fees:
Inline (per 10' x 10') $3,050
Corner Fee $350

What's Included:

  • Pipe and drape booth structure for contracted exhibit space
  • Identification sign with company name and booth number
  • Six complimentary exhibitor badges per 10'x10' of contracted exhibit space
  • One complimentary scientific meeting registration as designated
    • 100 sq. ft. – 300 sq. ft. one complimentary scientific badge
    • 400 sq. ft. – 600 sq. ft. two complimentary scientific badges
    • 700 sq. ft. + three complimentary scientific badges
  • Four complimentary guest badges per 10'x10' of contracted exhibit space
  • Basic Exhibitor Listing in online and in mobile app
  • Copy of Daily Schedule delivered to your booth
  • Exhibit floor perimeter security when exhibits are closed
  • Complimentary use of the Career Development Center onsite (posting jobs online and interview rooms)
  • Complimentary access to Exhibitor Lounge
  • Exclusive exhibitor only support and advertising opportunities

What Draws Attendees to the Exhibit Hall

  • 600+ scientific poster presentations daily, surrounding exhibits on all sides for maximum traffic flow
  • Refreshment and snack breaks during Exhibit Hall hours
  • Attendee activity with exhibitors for grand prize in Exhibit Hall
  • Education and Career Opportunities Fair down main cross aisle
  • The Art of Science Image Contest down main aisle

Booth reductions or cancellations of booth space must be received in writing. There are no refunds for booth space and/or sponsorship after June 3, 2024.

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 the 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 Director or other Society officers.

BPS Management Responsibility
Every officer, director, supervisor, and manager are 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.

This fair will provide 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. Registration available in the fall. Contact Exhibit Management at [email protected] for more information. 

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. The exhibiting company must notify BPS Exhibit Management no later than February 7, 2025, in writing. 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 Los Angeles Convention Center, and the Freeman Exhibitor Kit. The BPS assumes no liability for any work performed by the outside contractors. Contact Exhibit Management at [email protected] for the EAC form and any questions. 

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 Conference (EC) Badges allow the holder to get into all scientific sessions and the Exhibit Hall during setup, show hours, and dismantling. Exhibitor (EX) Badges allow the holder into the Exhibit Hall only during setup, show hours, and dismantling. Guest (GX) Badges allow the holder to get into the Exhibit Hall during show hours only. More information about badge access and frequently asked questions click here

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.

The Biophysical Society has secured a housing block across several hotels in Los Angeles. Visit the Annual Meeting Hotel and Travel page for more information.

Insurance Requirements

Each exhibitor must provide a Certificate of Insurance evidencing Commercial General Liability and Automobile Liability. Certificates are due by January 31, 2025.

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 69th Annual Meeting
The Mayor, The City of Los Angeles, The Los Angeles Convention Center, the Biophysical Society, its employees and agents are additional insured. 

Insurance Kit will be available on November 12. Contact Exhibit Management at [email protected] for more information.

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

Visit the GoExpo Exhibitor Portal to view your invoice, print a receipt, make payment, add your company description for the Daily Schedule, and choose your product categories for the Daily Schedule. Please contact Exhibit Management at [email protected]

Click here to view the official 2025 Exhibitor Prospectus.

Exhibitor Registration Dates and Hours:

Friday, February 14 8:00 AM-5:00 PM
Saturday, February 15 7:30 AM-6:30 PM
Sunday, February 16 7:30 AM-5:00 PM
Monday, February 17 7:30 AM-5:00 PM

*Badge Allotment information can be found on the "Exhibitor Badges" tab above or view the Badge Information document here

BPS Exhibitor Rules and Regulations can be found here.

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.

The Exhibitor Service Kit will be available on November 12.  Note: *Carpet is required for all purchased booth space.

View the Valuable Tips and Information for BPS 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, February 18, 2025. Distribution of any food and beverage should request approval from BPS Exhibit Management by January 31, 2025, and must follow all guidelines for food and beverage distribution outlined in the rules and regulations and by the Los Angeles Convention Center. Exhibitors may distribute samples and giveaways provided that it does not create a disturbance or interfere with business of neighboring booths.

July 1 Exhibitor Prospectus and support/advertising opportunities available 
July 1 Annual Meeting abstract submission and attendee registration opens
October 2 Exhibitor registration opens
November 12 Exhibitor Service Kit, Insurance Kit, and Social Media Kit available
December 12 Exhibitor Presentation Summary for inclusion in Daily Schedule 
December 12 Company descriptions, product categories, and ads due for inclusion in Daily Schedule
January - TBD Freeman advanced order discount ends
January 31 Exhibitor Appointed Contractors (EAC) form and insurance due
January 31 Certificate of insurance for all exhibiting companies due
February 7 Exhibitor registration closes (after this date, must register onsite)

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

Lead Retrieval can be purchased through the Exhibitor Service Kit (available November 12). Contact Exhibit Management at [email protected] for more information. 

Make sure you see the highlights of Los Angeles while you are in town, visit our travel page for more information. 

Click here to view the 2025 Support Kit. Contact Exhibit Management for more information or if you have any questions at [email protected] or 240-290-5609.

Journals and Publishers may not sponsor items in the 2025 Support Kit. Special Annual Meeting support packages for Journals and Publishers are available by contacting Exhibit Management at [email protected] for more information.

Friday, February 14 8:00 AM-5:00 PM
Saturday, February 15 8:00 AM-3:00 PM
 Tuesday, February 18 4:00 PM-10:00 PM

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

Audio Visual can be purchased through the Exhibitor Service Kit. Contact Exhibit Management at [email protected] for more information. 

Exhibitor Lounge and Management Office will be located in the Exhibit Hall (Hall A).

Food and beverage are permitted at your booth only if ordered through the Los Angeles 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.

Social media toolkit is available here.

No wifi is provided in the Exhibit Hall. Common areas within the Los Angeles Convention Center have free wifi, no password required. Please arrange for internet services at your booth which may be ordered through the Exhibitor Service Kit.