Dates & Policies
Important Dates
Onsite Booth Times
Exhibit Booth Setup: Friday, January 17, 2:00 PM – 6:00 PM
Exhibit Hours:
Saturday, January 18, 9:30 AM - 1:00 PM, 3:00 PM - 4:00 PM
Sunday, January 19, 9:30 AM – 11:00 AM
Exhibit Booth Teardown: Sunday, January 19, 1:30 PM – 4:00 PM
Attendee Registrations
Both full event registrations and exhibit-only registrations will be processed in May. Please submit your attending staff information using the survey below. Please do not submit your attendee information until you are positive they will be attending.
Attendee Submission: https://www.surveymonkey.com/r/7YTBKR3
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.
Additional Full Registrations: Price varies based on membership status.
Additional Exhibit Hall Registrations: $75 per person.
Exhibitor Services
Exhibitor Services this year will be rendered by Freeman.
Office Hours: 7:00 am to 7:00 pm CT, Monday-Thursday. 7:00 am to 5:00pm CT, Friday.
Phone: (888) 508-5054
Live Chat: HERE
Online Exhibitor Kit: HERE
Online Kit Instructions:
- Login or Create an Account
- Find the show: “ABAI”
All Booths Include:
- 8’x8’ pipe and drape surround
- 6’L draped table
- 2 Chairs
- 1 Wastebasket
- Carpet
Countertop Exhibits Include:
- Draped bar height table
- 2 chairs
- 1 wastebasket
Food & Beverage Ordering: https://mi.bookmarriott.com/e-menus/64366/view
Electrical Services
Electrical Services this year will be rendered by Encore.
Online Ordering: https://eventnow.encoreglobal.com/
Search: “ABAI”
Location/Room: “Napoleon Ballroom – 3rd Floor”
Internet Services
Internet Services this year will be rendered by Sheraton.
Ordering Details: https://www.freemanco.com/forms/536940/internet.pdf
Contact Name: Nicole Ferguson
Contact Email: Nicole.Ferguson@sheraton.com
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. Listings will not be posted until payment as been made. If you cannot find your listing, please contact exhibits@abainternational.org.
Additional Information
Setup: Booths are expected to set up their signage and decorations during the Friday hours above. The only exception is unforeseen circumstances (such as a family emergency or a delayed flight).
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 the poster presentations, or any other events inside of the exhibit hall that may draw traffic.
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.
*Please allow 1 week from application acceptance/payment for your information to appear on the website. (Any updates after 12/01/2025 are not guaranteed to be reflected in the printed program.)
Hotel Blocks Are Open
Please do not hesitate if you plan to stay at a conference hotel, as the discounted rooms sell out extremely fast! You can only secure discounted room rates through the ABAI website.
Package Exhibitor Specific
Please keep track of the deadlines listed below; reminders will not be distributed. Please submit ads to exhibits@abainternational.org.
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 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.
Deadline: December 1, 2024
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.
Deadline: January 3, 2025
Discounts
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.
Travel
ABAI is happy to offer discounts for airlines, airport parking and car rentals for this event.
Discounts offered at:
- United Airlines
- Delta Airlines
- CheapAirportParking
- Hertz Car Rentals
Find discount details HERE
Local Attractions:
ABAI is happy to offer discounts for local attractions near this event.
- French Quarter Tour
- Garden District Walking Tour
- Airboat Swamp Tour
- Jewish History of New Orleans Tour
- Swamp Zipline Tour
- New Orleans City Tour
- All Day Plantation Tour with Lunch
- Half Day Two Plantations Tour with Museum of Slavery
- New Orleans Culinary Bike Tour
- Creole History and Culture Bike Tour
- JAMNOLA Cultural Funhouse
Find discount details HERE
Policies
COVID-19
ABAI’s priority is always the safety of our members and exhibitors. Please know we are closely monitoring CDC guidelines and local recommendations to ensure attendees have a safe and productive in-person convention experience.
Guidelines and recommendations change quickly. We recommend double checking all local guidelines, especially regarding testing requirements, a week before your planned departure. Currently there are no requirements for entry to the event. We do highly suggest social distancing and masks when there though.
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 19th Annual Conference 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 September 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 November, 15 2024 a 30% administrative and pre-event advertising fee will be held. Cancellation after November 15, 2024 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.