Exhibitor Prospectus


The ASCLS-IA and Iowa CLMA Chapter invite you to take part in our Joint Spring Conference April 6th through 8th at the beautiful Hotel at Kirkwood Center in Cedar Rapids, Iowa.

This year’s program will include speakers covering the latest technical information for the Clinical Laboratory Scientist as well as addressing challenging administrative issues facing today’s laboratory managers.

  •  The vendor show will take place on Thursday, April 7th from 10:30-2:00 with dedicated hours from 11:30 AM -1:30 PM.

The deadline for securing booth space is April 1, 2016.

If you are not able to take part in the exhibits but wish to provide sponsorship for the event, that is  is always appreciated and is recognized in all printed materials and at the event.

Specific information regarding Exhibit space and suggested Sponsorship amounts is included with this prospectus along with the official Application for Exhibit Space and Sponsorship form.

We thank you for your continued support of ASCLS and CLMA and look forward to seeing you in Cedar Rapids!

Please feel free to contact the Exhibit Co-Chairs with any questions you may have.

Amy Frank                                                                                  Teri Reiff

VA Health Care System, Iowa City                                            Mercy Medical Center – Des Moines, IA

601 Hwy 6 West                                                                            1111 6th Avenue

Iowa City, IA  52246                                                                    Des Moines   IA  50314

319.338.0581 x 5515                                                                    515-643-4929

fax # 319-339-7148                                                                      fax#  515-643-2281

amy.frank@va.gov                                                                        treiff@mercydesmoines.org


Thursday, April 7, 2016

Dedicated Exhibit time 11:30 AM – 1:30 PM

Exhibit Space Information

Each single booth rents for $575.  If a double booth is what you need, the cost is only $900, for twice the space!   The contract and payment are due no later than April 1, 2016. Payment for booth and/or sponsorship is being handled via the CLMA International website using the following link:   http://www.clma.org/e/in/eid=117   

Booth rental includes two conference registrations and two lunches for Thursday, April 7th.  Additional meal tickets can be purchased for $25.00/person.  All vendors may attend any of the breakout sessions.


Exhibit Service Contractor

The Hotel at Kirkwood Center will be handling all exhibit services.  Contact information is below.  Items will be received by The Hotel at Kirkwood up to three days in advance of the exhibition.  Please be sure to include ASCLS/CLMA Conference in the address.

The Hotel at Kirkwood Center

Attention:  ASCLS/CLMA Meeting – Holly Webster

7725 Kirkwood Boulevard SW

Cedar Rapids, IA  52404

Phone:  319-848-8709   Fax:  319.848.8750


Please contact Holly Webster with questions regarding additional supplies, furnishings, freight or shipping. This also includes demonstration trucks or other mobile display vehicles.


Hotel Arrangements

The Hotel at Kirkwood Center has a block of rooms set aside for this meeting at a rate of $112/night.  When making reservations, please call 319-848-8700 and indicate that you will be attending the IA ASCLS/CLMA Meeting.  Reservation information is below.   Cut off date for block reservations is March 15, 2016.


Contract for space: The application for space and the formal notice of assignment constitutes a contract for the right to use the space allotted.  In the event of fire, strikes or other uncontrollable circumstances, this contract will not be binding.


Use of space:  No exhibitor shall assign, sublet, or share the whole or any part of the space allotted without the knowledge and consent of the conference committee.  Aisles must be kept clear.  Exhibitors must comply with all safety, fire and health requirements during set-up, operation and teardown.


Exhibit space:  Each 8 x 10 exhibit booth shall have pipe and drape, one 8 ft skirted table and a chair.   Electrical is at no extra charge but must be requested on the form.


Assignment of space:  The committee will assign what is considered best space available. All dimensions and locations of the booths on the floor plan are believed to be accurate.  The committee reserves the right to make modifications to the floor plan as deemed appropriate.  Space is assigned on a first-come-first-served basis.  No space is assigned without the official contract and payment of the exhibit fee.


Hours of the exhibit:   Setup will be at any time after 6 a.m. on Thursday, April 7th with dedicated exhibitor hours from 11:30 AM – 1:30 PM.


Dismantling:  Exhibitor expressly agrees not to tear down the exhibit or do any packing before closing hour of the exhibit on Thursday, April 7th at 1:30 PM.  Teardown must be complete by 4:00 PM.


Exhibit hall admittance/badges:  Exhibitors must furnish the committee with an advance list of all their representatives.  Badges will be required to be admitted into the exhibit hall for all convention attendees, including exhibitors.


Liability:  ASCLS-IA and Iowa CLMA officers or committee members of the same, will not be responsible for the safety or the property of the exhibitors, their agents or employees, from theft, damage or fire, accident or other cause, but will use reasonable care to protect the exhibitors from such loss.  Exhibitors wishing to insure their goods must do so at their own expense.


Care of building/equipment:  Exhibitors, or their agents, shall not injure or deface the walls or floors of the building or booths.  No signs or other articles shall be posted, nailed or otherwise attached to the floors, walls, furniture or fixtures.


Cancellation and refund policy:  All booth cancellations must be submitted in writing to the committee.  Full refunds, less $50 administrative fee, will be made for canceled booths on or before April 15, 2016.

IA-CLMA Tax ID #:  42-1189071