Set Up & Break Down:

Set up on Thursday, August 24, 2023: 7:00 PM to 9:00 PM

Set up on Friday, August 25, 2023: 7:00 AM to 8:00 AM

You must check in at Exhibitor Registration and complete set up before 8:00 AM. Continuing Education Units are only available for in-person registered attendees. If you are receiving CEUs, you must also check in at Professional Registration before 9:00 AM.

Break Down: 3:15 PM*

*Break down will not be allowed during presentations.

Exhibit Space Specifications:

Exhibit booths will be located inside and outside of the ballroom located on the first floor of the hotel.

Exhibit space will include room for one or two 6’ tables (depending on exhibitor level) and two chairs per table. Space will not include any draping.

Subletting exhibit space is NOT permitted. Sharing exhibit space is not permitted unless it is with divisions of the same organization and must be approved in advance by UCI MIND, AlzOC, and Alzheimer’s Association Orange County Chapter.

Exhibitors may not affix anything to the walls, doors, floors or columns of the exhibit hall.

Exhibitors may not place brochures, marketing materials, or flyers outside of that company’s assigned exhibit space.

Attire:

Recommended attire for the conference is business casual/business professional.

Electricity & Wi-Fi:

If you will be requiring electricity for your booth, you must request access and receive approval in advance. Wi-Fi access will not be provided during this conference. However, individuals may purchase Wi-Fi access directly through the hotel for a fee.

Hotel Shipping and A/V Needs:

Should you wish to deliver packages to the hotel, contact the Hilton Irvine at sara.kobrin@hilton.com or 949-812-3728 to receive and complete an Authorization Form. Packages received marked for future events will be stored. Charges may apply.

Food & Beverage:

Exhibitors and sponsors are not permitted to bring in outside food or beverages. UCI MIND, AlzOC, and Alzheimer’s Association Orange County Chapter must be notified of an exhibitor’s interest to distribute food or beverage items. All such items must be approved in advance.

Security:

Security will not be provided; therefore, UCI MIND, AlzOC, Alzheimer’s Association Orange County Chapter, and the facility do not assume responsibility for damage to, loss of, or theft of property.

Insurance:

Exhibitor agrees to be responsible for his/her own property. Exhibitor shall release and hold harmless and indemnify UCI MIND, AlzOC, and Alzheimer’s Association Orange County Chapter from any and all claims, obligations, liabilities, cause of action, lawsuits, damages, and assessments, including legal fees, that result from an allegation of negligence on the part of the exhibitor or UCI MIND, AlzOC, Alzheimer’s Association Orange County Chapter, or third parties in the use of the exhibit space or activities in connection with the exhibit space.

Admission:

UCI MIND, AlzOC, and Alzheimer’s Association Orange County Chapter shall have sole control of admission policies at all times. All sponsor and exhibitor representatives are required to be registered and wear a 2023 Alzheimer’s Disease Research Conference issued name badge while at the conference.

UCI MIND, AlzOC, and Alzheimer’s Association Orange County Chapter reserve the right to (a) reject any exhibit application; (b) reject, prohibit, restrict or otherwise require modification of any exhibit for any reason; and (c) evict or ban any exhibitor whose exhibit, materials, or conduct is objectionable for any reason.

Violation of any regulations on the part of the exhibitor, its employees, or agents shall void the right to occupy space, and such exhibitor will forfeit to us all monies that may have been paid.

Upon evidence of violation, UCI MIND, AlzOC, and Alzheimer’s Association Orange County Chapter may take possession of the space occupied by the exhibitor and may remove all persons and goods at the exhibitor’s risk. The exhibitor shall pay all expenses and damages that we may thereby incur.

Photography Consent:

As part of the 34th Annual Southern California Alzheimer’s Disease Research Conference, you may be photographed or you may be recorded on audio and/or video. These items may be used in promotion of future conferences or in other marketing related to the conference. Your attendance at this event implies your consent to be photographed or recorded.

You must ensure your conference representative(s) and other information has been entered completely and accurately, as they should appear in materials. A single representative spot cannot be split between two representatives.

We will request your company representative names at the time of registration. If you do not have the names of your representatives at the time of registration, you may provide specifics at a later date, until August 15, 2023. After this date, name badges may need to be handwritten upon check-in the morning of the event.

To update your registration, access your online form via the emailed link sent to you upon completion of registration. You can also contact Debbie Morales at debbie.morales@uci.edu to make changes to your registration.

Please help get the word out and promote your participation using our official conference graphic!

If you have not already done so, please remember to submit your exhibitor payment as soon as possible and no later than August 11, 2023. If after this date, you must pay within 30 days of form submission. If payment is not received in a timely manner, your exhibitor space may be forfeited.

Payment Methods:

Credit Card: Pay by phone at 949.824.7061

Check: Make payable to UC Regents (Tax ID #95-2226406)

Mail check to:

UCI MIND Conference
2643 Biological Sciences III
Irvine, CA 92697-4545