Dates & Policies
Important Dates
Onsite Booth Times
Exhibit Booth Setup: Friday, May 23, 2:00 PM - 5:00 PM
Exhibit Hours
Saturday, May 24, 11:00 AM - 4:00 PM, 7:00 PM - 10:00 PM
Sunday, May 25, 11:00 AM - 4:00 PM
Monday, May 26, 11:00 AM - 4:00 PM
Exhibit Booth Teardown: Tuesday, May 27, 8:00 - 10:00 AM
Details
Setup: Booths are expected to set up their signage and decorations during the Friday hours. The only exception is unforeseen circumstances (i.e. a delayed flight).
Teardown: Booth teardowns may take place after 4:00 PM on Monday, May 26. However, exhibitor services will not be available until the official teardown on Tuesday, May 27. - Exhibitor services are the only ones that can let you use the loading zone, assist with teardown or processes return shipping that is going through them.
Hours Explanation: All exhibit hours are non-compete hours and therefore do not overlap with any invited speakers. However, you will see that they often line up with poster presentations, or other events inside of the exhibit hall that may draw traffic.
Attendee Registrations
SUBMISSION DEADLINE: 05/16/25
Please submit your attending staff information using the survey below.
ATTENDEE REGISTRATIONS
Anyone on site for your booth will be required to have a name badge. If you need any additional registrations please contact exhibits@abainternational.org.
Exhibitor Services
Exhibitor Services this year will be rendered by Heritage.
Phone: (800) 360-4323
Email: exhibitor.services@heritagesvs.com
PDF: HERE
Online Ordering: HERE
Online Ordering Instructions:
- You will receive an email from the URL @heritagesvs.com with your login information.
- Follow instructions in email to reset password
All Booths Include:
- 10’x10’ pipe and drape surround
- 6’L draped table
- 2 Chairs
- 1 Wastebasket
- Carpet
Electrical Services
Services this year will be provided by the Hi•Tech Electric.
Email: dcexhibitorservices@hi-techelectric.com
PDF: HERE
Online Ordering: HERE
Online Ordering Instructions:
- “Order Online”
- Login or “Register Now”
- Search Options:
- “Association for Behavior Analysis International ABAI 2025”
- Listing with “Lighting, Rigging and Cable Run” is only rigging; for electrical, you will want the first option.
Internet Services:
Internet Services this year will be provided by SmartCity Networks.
Phone: (888) 446-6911
PDF: HERE
Online Ordering: HERE
Online Ordering Instructions:
- Login or Create an Account
- Create New Order
- Search for your Event: “ABAI”
Catering Services:
Exhibitor Catering Services this year will be rendered by Aramark.
Email: wewccexhibitorders@aramark.com
PDF: HERE
All-In-One Kit
PDF: HERE
Need your booth number? It can be found on your organization’s web listing *
*Please note that listings are not purely in alphabetical order, Package Booth Exhibitors will be listed first, followed by all other exhibitors alphabetically. Organization will not be listed if payment has not been made. If you cannot find your listing and believe it is in error, please contact exhibits@abainternational.org.
Parking:
The Walter E. Washington Convention Center does not offer any public parking. However, there are over 3,000 parking spaces located within a three-block radius of the Convention Center including surface lots and garages. Exhibitors and attendees are encouraged to use these public parking facilities if driving. Parking regulations are heavily enforced in the Convention Center’s surrounding residential areas.
Additional Information
ABAI Website & Mobile App:
Your exhibitor listing will include your booth number, organization name, address (print only), and URL. Please double check your information on the convention landing page.
If you have recently signed up please allow 1 week for your information to be updated. (Any updates after 03/07/25 are not guaranteed to be reflected in the printed program.)
Discounted Job Listings:
You will receive a 10% discount on all 30-day job postings for one year. To receive this discount, you must use the supplied coupon code for posting. If you did not receive this text via e-mail. Please reach out to exhibits@abainernational.org for this code.
Package Exhibitor Specific
Please keep track of the deadlines listed below; reminders will not be distributed. Please submit ads to exhibits@abainternational.org.
Large Scale Logo
Submit your logo in a vector format for large scale printing. Please submit two separate files; one in full-color and one in single-color.
Deadline: March 7, 2025
IBA Advertisement
You will receive one (1) black and white quarter page ad to appear in Inside Behavior Analysis.
Please submit a 4” x 5.25”; CMYK or Grayscale color, TIF or PDF format ad. Ad’s will be printed in black and white in the next available print. Print issue not guaranteed.
Print Deadlines:
- January 15, 2025: deadline for summer issue
- July 15, 2025: deadline for fall issue
- September 15, 2025: deadline for winter/spring issue
Promotional Email
Please submit a blurb, around 40 words in length, regarding your organization. This will be included in a promotional email to all registrants near event time.If you do not submit a unique blurb we will use the company description we have on file for your organization.
Deadline: April 1, 2025
Facebook Post
When you have a Facebook post that you would like us to post on your behalf please post it directly on your Facebook and send a link to exhibits@abainternational.org so that we can repost it with it connected to your company page.**
**Please note that any posts sent after the deadline cannot be guaranteed.
Deadline: May 16, 2025
Please note that package and premium exhibitors are different types, these advertisements are only for package exhibitors. All submissions will be checked before they are posted. If your organization submits an advertisement, you were not eligible for, it will be omitted.
Scam Alert!
Please be aware of potential scams from third parties offering discounted room rates or access to attendee information. ABAI does not sell or distribute attendee lists to any external parties, and we strongly advise against engaging with unauthorized vendors.
To ensure the security of your booking and receive the best available rates, all hotel reservations should be made directly through the official hotel or via ABAI’s designated booking link. If you receive any suspicious communications regarding accommodations or attendee lists, please disregard them and feel free to reach out to us for verification. Your privacy and security are our top priorities.
Policies
EXHIBIT APPROVAL PROCESS
ABAI reserves the right to determine the suitability of all exhibits and advertisements submitted, and to reject those inconsistent with its mission. All exhibits will be reviewed and approved by the ABAI Practice Board. You will receive confirmation from the ABAI office when your application is approved.
The exhibiting or promotion of services, products, or equipment at the ABAI exhibit does not constitute endorsement by ABAI. An exhibitor is not permitted to represent in any manner that its goods or services have been endorsed by ABAI.
SPACE ASSIGNMENT
All applications for exhibit space at the ABAI 48th Annual Convention must be made on the official contract form included here. Space is assigned on a first-come, first-served basis. You must reserve exhibit space by November 15, 2024 for your information to be printed in the convention program book.
SET-UP/TEAR-DOWN
All crates must be unpacked and ready for removal by according to exhibit services company schedule. Crates not unpacked will be removed and stored at the exhibitor’s expense. Empty boxes not properly stored will be discarded. Any service personnel charges will be the exhibitor’s responsibility (see “Booth Decorating” below).
No set-up or moving of material or equipment is permitted during exhibit hours. In order to better serve convention attendees and ensure security, exhibitors must have their booths open and staffed during all exhibitor hours. (Note: times are subject to change.)
Any exhibit space not occupied by the end of move-in hours is subject to reassignment or resale by the association without refund, unless prior approval is obtained in writing from ABAI.
DISMANTLING
All exhibit booths must remain open and staffed for the entire duration of the exhibition. Your exhibit booth must be set up and dismantled according to exhibit services company schedule. Please review the exhibit schedule provided to you or on the ABAI website before making travel plans.
To maintain the integrity of the exhibition, all exhibitors are required to remain open until the close of the exhibit hall. Exhibitors who dismantle early may be subject to a 1-year suspension of exhibit privileges.
DEPOSIT
A 50% deposit is due when the exhibitor contract is submitted and is required to hold your booth. The balance is due by November 1, 2024.
Failure to remit the balance by the date specified constitutes cancellation of the contract, and the reserved space will be subject to resale without refund of deposit. Payment in full is required before set-up on the exhibit floor.
CANCELLATION
Should an exhibitor wish to cancel a reservation before May, 7 2025 a 30% administrative and pre-event advertising fee will be held. Cancellation after May 7, 2025 obligates the exhibitor to full payment. No refunds will be made after this date. All cancellations must be in writing to exhibits@abainternational.org
Refunds for ABAI advertising opportunities will be considered on an individual basis and are not guaranteed. Refunds requests will be evaluated based on the timeframe given and the item in question. Requests for all refunds but be in writing to exhibits@abainternational.org
BOOTH REPRESENTATIVES
Each exhibiting company will receive two exhibit-hall-only badges and one complimentary full convention registration with the booth fee. Additional booth representatives will be required to register for the convention.
SUBLETTING
Exhibitors may not assign, sublet, or apportion the whole or any part of the space allocated to them, or the exhibit therein, or permit any other person or firm to exhibit therein any goods other than those manufactured or distributed by the exhibitor in the regular course of business, without written consent.
BOOTH LAYOUT
No exhibit will be permitted to span an aisle by roofing or floor covering. The exhibit should be installed so as not to project beyond the space allotted or obstruct the sight lines of or otherwise interfere with other exhibitors. Exposed unfinished sides of exhibit backgrounds must be draped to present an attractive appearance. Inspections of the exhibits will be made during set-up time and an effort made to advise exhibitors of any deviation from the exhibit rules. In the event an exhibitor is not available, the exhibit manager will order necessary draping, and costs will be charged to the exhibitor.
BOOTH DECORATING
Exhibitors are responsible for any items necessary for their displays, including furniture, material handling, draping, accessories, signs, electrical outlets, and so on, beyond those provided by ABAI.
Order forms for these items will be provided in an exhibitor service manual from the official decorator and will be available online.
CARE OF EXHIBIT SPACE
Exhibitors must surrender space occupied by them in the same condition it was in at the commencement of occupation. Exhibitors or their representatives shall not injure or deface the walls, columns, floors, or furniture of the exhibit facilities. All property destroyed or damaged by the exhibitor must be replaced in its original condition by the exhibitor at his or her own expense. The exhibitor shall be liable for all property damaged.
DIRECT SALES
Exhibitors may promote products only from their booths and take orders. No direct selling by exhibitors is permitted.
CANVASSING
Canvassing or distributing advertising materials outside the exhibitor’s own space is not permitted.
It is strictly prohibited to publicize and/or maintain any extracurricular activities, inducements, or demonstrations away from the exhibition area during the exhibit hours.
SECURITY
ABAI will provide limited roaming security in the hall throughout the event. Do not leave items of value unattended. Exhibitors will be responsible for the security of booth materials and personal items at all times. Valuable items inside the booth space may require additional security at the exhibitor’s own expense.
NOISE AND EQUIPMENT
Electrical or other mechanical apparatus must be muffled for noise and positioned so as not to interfere with other exhibits. X-ray equipment may not be operated. Volatile or flammable oils, gases, unprotected picture film, other explosive flammable material, or any substance prohibited by city laws or insurance carriers are not permitted on the premises.
OUTSIDE EXHIBIT CONTRACTOR
If an exhibitor chooses to use its own contractor for material handling; labor; rental of mechanized equipment, standard and specialty furniture, carpet, or flooring; staging; exhibit rental; installation and dismantling labor; or transportation, the exhibitor must provide to the official decorator at least 30 days prior to the convention move-in date (i) a written statement setting forth the identity and intended use of the contractor and (ii) evidence from the contractor of the following minimum insurance coverage: (a) workers’ compensation insurance in the minimum amount as required by state law; (b) automobile liability insurance in a minimum amount of $2 million covering all owned, hired, and non-owned vehicles; and (c) commercial general liability insurance in a minimum of $2 million. Additionally, the contractor must list the official decorator and ABAI as additional insured on the policies.
ADA COMPLIANCE
The exhibitor agrees to ensure that its exhibit booth space is in compliance with the Americans with Disabilities Act (ADA). To comply with the ADA, exhibitors should make every effort to accommodate attendees who are disabled.
LIABILITY
Insurance and liability are the full and sole responsibility of the exhibitor. Neither ABAI; nor any of its officers, employees, or representatives; nor the owners, employees, or representatives of the official decorator or the convention center shall be responsible for injury, loss, or damage that may occur to the exhibitor’s property prior to, during, or subsequent to the exhibition period, provided such injury, loss, or damage is not caused by the negligence or willful act of one or more of the aforementioned parties. Exhibitors, by accepting space and making application for space, acknowledge the above terms and expressly release the above-named association, individuals, and firms from any, and all claims for such loss, damage, or injury.
COMMUNICATION
The communications policy applies to all forms of written and verbal communication, including correspondence and online communications, as well as presentations and in-person communications. The policy is designed to preserve the mission of ABAI as a scientific organization and the safety of members, non-members, and staff.
Communication is meant to stimulate respectful conversation, share information, and invite dialog, not to create unnecessary conflict. ABAI values diverse opinions but expects members to express those opinions in an appropriate manner that is not offensive, demeaning, or derogatory. ABAI strictly prohibits defamatory, abusive, profane, threatening, offensive, and illegal content and actions. All communications should be professional in nature. When in doubt, if the language would not be used or allowed in a work setting, it is likely not appropriate. Remain cognizant of how communications could potentially be perceived as offensive and/or bullying.
Please observe the following guidelines:
Stay on topic. When engaging in online or in-person communication, please keep comments on topic. Communication should be relevant to the scientific community and rely on accurate, verifiable information as much as possible. Communications should not be used for commercial solicitations including solicitations for money, goods, or services for charitable purposes or private gain, unless you have obtained proper permission.
Do not bully or harass others. We welcome professional and thoughtful dialogue on issues relevant to our mission. If you disagree with another person's opinion, please keep your communication respectful and intended to promote scientific dialogue. Do not threaten, bully, or harass other users.
Refrain from using hateful speech. Be respectful of others. Communications that may be perceived as an attack on other users based on their race, ethnicity, national origin, religion, sex, gender, sexual orientation, disability, or medical condition will not be tolerated. All presenters at ABAI events are expected to abide by this policy. Discriminatory and derogatory language with respect to individuals or groups based on their personal characteristics (e.g., race, gender) will not be tolerated at ABAI.
Do not use vulgar language or profanity. Although some terms might be informally accepted between friends, it is best to avoid using these types of language at all times.
Observe confidentiality laws at all times. Do not share confidential information inside or outside of the organization. This includes but is not limited to individual names, addresses, telephone numbers, and email addresses, if the individual has not given consent. Online communication platforms are open to anyone and intended for behavior analytic practitioners, scientists, researchers, and students; they are not an appropriate place for patients to seek information. ABAI requires all member communications to omit all identifying information from historical data and images, and to comply with Health Insurance Portability and Accountability Act (HIPAA) restrictions regarding protected medical information.
Observe fair use, copyright, and disclosure laws. Always list the source of copyrighted materials and ensure you have permission to use them. This includes pictures, charts, graphs, tables, and excerpts of text. Materials that have not been authorized by the source for release should not be shared.
Be truthful. Never represent yourself in a false or misleading way. All statements must be true; all claims must be substantiated.
Violation of Communication Policy
ABAI reserves the right to take any action deemed appropriate for violations of this policy including but not limited to issuing a warning, removing content, and restricting access to group communications.
ABAI Rights
We reserve the right to update or modify this communication policy at any time and without prior notice, by posting the revised version on this site.