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Registration Information

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Exhibitor Information

The meeting will be conducted in Maryland Ballrooms 1,2,3 of the Gaylord National Hotel and Convention Center located near our Nation's Capital at 201 Waterfront Street, National Harbor, MD 20745. The Maryland Ballrooms are located on the Second level of the hotel.

In conjunction with the sessions, vendors are encouraged to staff a display table. A limited number of display tables will be placed in the Lobby area outside the Maryland Ballrooms. Personnel will be required to staff the table during the Sunday evening Reception and various times during the two day meeting (see schedule below).

Exhibitor Listing (PDF)

Meeting Program Overview here

Dates to Remember .... Mark Your Calendars

February 10

Table Display Space Contract form due for first consideration in location assignments.
Contracts accepted until space is sold out.

March 10
Table Display assignment confirmation notices sent
June 10
Exhibitors contacted regarding personnel registration
May 26
Last date to receive a refund for Table Display space cancellation (minus 10%)
June 18
Shipments MUST be delivered to Hotel on this date

Exhibit Dates and Hours At A Glance

Set Up
Table Display Staffing Schedule Meal Functions Table Display Dismantling
June 20
3:00 pm - 7:00 pm 3:00 pm - 5:00 pm

Opening Reception:

5:00 pm - 7:00 pm

-- --

Monday June 21

7:30 am - 6:00 pm --

AM Break:

10:00 am - 10:30 am

PM Break:

2:30 pm - 3:00 pm

Continental Breakfast:

7:30 am - 8:15 am


12:00 pm - 1:00 pm


Tuesday June 22

7:00 am - 4:00 pm --

AM Break:

10:00 am - 10:30 am


Continental Breakfast:

7:30 am - 8:30 am


12:30 pm - 1:30 pm

3:40 pm
5:00 pm

Table Display Space Pricing

Display Size
No. of Complimentary Exhibitor
Personnel Registrations

One - 6-foot table


  • Draped table
  • Standard identification sign
  • 2 chairs

2 complimentary registration


  • Reception on Sunday
  • Dinner on Monday
  • Plus 2 days with continental breakfast, coffee breaks and buffet lunch
(per table)

Additional Exhibitor Personnel Registration (each):


  • Reception on Sunday
  • Dinner on Monday
  • Plus 2 days with continental breakfast, coffee breaks and buffet lunch


Table Display Space Selection and Process

The Maryland Ballroom Lobby Area floor plan shows single 6-foot tables.

If you would like to reserve more than one table please list the number of tables you'd like to comprise your space.

Complete the Table Display Space Contract and return as instructed by January 10 EXTENDED-February 10. Space is limited! Space assignments will be made on a first-come, first-served basis.

Exhibit Management Policy

Exhibit Management reserves the right to rearrange the floor plan at any time when such action is deemed to be in the best interest of the total exhibit effort. Exhibit Management reserves the right to relocate exhibitors should it become necessary for causes beyond the control of Management, or advisable in the best judgment of Management to transfer assignments.

Table Display Space Contract Submission and Payment

To complete the Table Display Space Contract:

The Table Display Space Contract must be accompanied by FULL PAYMENT in the form of either a credit card payment or a check in US funds drawn on a US resident bank.

Please Note:

Refund for Cancellations

Should the Exhibitor be unable to occupy and use the exhibit space contracted for, they will promptly notify Exhibit Management. All sums paid by the Exhibitor, less a service charge of 10% of the contract price, will be refunded.

No refund for cancellation will be made after May 26, 2010.

Rules and Regulations

Permitted at Table Display exhibits

Prohibited at Table Display exhibits

Exhibitors are required to wear their badge and conduct themselves in a professional manner at all times while staffing the table/participating in the sessions.

Shipments and Material Handling

Shipments via Gaylord National Business Center: (DELIVERY DATE: JUNE 18)

11th Hour Business Center provides a total shipping solution for in-bound and out-bound shipping and receiving needs.
The Business Center is staffed seven days a week from 7:00 a.m. to 9:00 p.m. in order to assist you. For more information contact the Director of Convention Services, Ingrid Herrera at (301) 965-2030 or iherrera@11thhourbiz.com.

If pre-shipping materials to the meeting, please send to:

OUTBOUND: A Material Handler will be in the Maryland Ballroom Foyer at 3:45 pm on Tuesday. Packed boxes must have your forms completely filled out and signed.

Material Handling

Exhibitors are allowed to hand carry display items. If items are pre-shipped, shipments received by 11th Hour Business Center will be delivered to table displays by 3:00 pm, Sunday, June 20.

Inbound and Outbound Shipping Handling Fees:
Cost of outbound shipping is based on weight, service and destination. The following handling fees apply to all packages shipped in and out, in addition to the carriers assessed cost:

Package Handling:

Hard Exhibit Cases:


The Maryland Ballroom Lobby Area is an unsecured location and security will not be provided. Exhibitors are responsible for the security of all display materials.

Storage of boxes is permitted under table displays. However, if an exhibitor is displaying any items of value (equipment, computer lap tops, etc.) it is advised that such items be removed from the display table anytime the table is not staffed. Storage of such times can be arranged via the 11th Hour Business Center.

Storage Fees:


Electrical Services:

A Gaylord National electrician is required to install all wiring, lighting, sound, extension cords and other audio-visual equipment
that requires power.

If your table requires power, please complete the Electrical Form and return as instructed.

For rates, please contact:

FAX OR MAIL TO: Gaylord National Resort & Convention Center
201 Waterfront St. National Harbor Md. 20745
Office: 301-965-3710
Fax: 301-965-3797
Email to: GNExhibits@gaylordhotels.com

Internet Connection:

There is no wireless internet service in the Maryland Ballroom Lobby area. If exhibitor display requires internet service, for rates, please contact:

Attn: Information Technology Department
201 Waterfront St National Harbor Md. 20745
Office: 301.965.2506
Fax: 301.965.2598
Email to: Aaron.Harley@gaylordhotels.com

Marketing Opportunities

The ITART 2010 Scientific Registrants mailing list is available for purchase to Exhibitors.

Should you be interested in purchasing labels, please click for more information, or click to order.