Seismological Society of America 2007 Annual Meeting, Hawaii

April 11-13 2007, Hilton Waikoloa Village

Information For Exhibitors

Exhibitor Registration Form

You can register two ways, either register online at the link provided below, or print out a PDF exhibitor form and mail it in.

Online form (will take you to the SSA web site)

PDF Form (to print and mail)

Loading and Storage:

Loading is only permitted after 2:00 PM at the Convention Service dock located behind the Grand Ballroom. Must be off the dock by 5:00 AM the following day.

Trucks and containers may be parked temporarily at the Hotel Loading Dock and must be removed as soon as they are emptied. Vehicles used in the delivery, transportation, or storage of equipment cannot be left on Hotel property overnight or parked along Waikoloa Beach Drive (adjacent to the resort complex) overnight.

Storage of equipment (i.e. A/V cases, shipping crates, etc.) will not be allowed in the Tunnel area or service corridors behind the Ballroom areas or the wall closets in the Ballrooms. It is the vendor/exhibitor’s responsibility to arrange for storage of these items in either a prearranged, specified storage room (upon availability) or behind sight lines of production.

Box Handling Procedures:

All boxes shipped to the Hilton Waikoloa Village should be properly addressed and labeled to include:

• Group name
• Catering manager (if appropriate)
• Program dates
• On-site group contact
• Sender
• Weight
• Special handling instructions and precautions, e.g. fragile, perishable/refrigerate, hazardous/flammable materials

Boxes not properly labeled may cause delay in handling and receiving of boxes. Shipments should be scheduled for delivery no earlier than 10 days prior to your on-site group contact’s arrival. Early delivery will be assessed a storage fee of $10.00 per box per day. Tracking information should be provided prior to receipt of boxes to assist Receiving and Meetings/Conventions. Client Contact should provide a list of personnel authorized to sign for boxes.

Charges apply to movement of boxes

• From Loading Dock to meetings and convention storage
• From loading dock to group storage room
• From Meetings/Convention storage to group storage room
• From group storage to function area (meting rooms, check-in location, hospitality desk)
• From group rooms to Meetings/Convention storage
• From Shipping to Loading Dock

Cost per item moved:

• Loose boxes, envelopes $2.00 per item
• Wrapped pallet $30.00 per pallet
• Oversized items $50.00 per item
• Overweight items (>250 lb.) $50.00 per item

Shipping-out Procedures:

• Exhibitors should complete appropriate shipping forms and affix to each parcel being shipped out.
• All parcels must be properly packed, sealed and labeled with the recipient’s name and address.
• A fee of $35 per hour, two hours minimum will be assessed for boxes not packed and forms not completed.
• Scheduled pick-up time should be arranged with the Catering Manager.

Contact Person:

Dr. Patricia Cooper

School of Ocean & Earth Science & Technology

University of Hawaii at Manoa

1680 East-West Road, POST 802

Honolulu, HI USA

Tel: (808) 956-9513

Fax: (808) 956-9152

cooper@soest.hawaii.edu