Exhibitor Prospectus

We would like to invite you to join us as an exhibitor to this outstanding event. As an exhibitor, you will have the opportunity to showcase the important role your company has played in helping further the discoveries and applications of large scale science facilities. The venue in downtown San Francisco is ideally suited to showcase your capabilities, contributions, and technology at ICALEPCS 2013. Based upon the success of prior ICALEPCS conferences, we expect over 500 participants, which collectively represent managers, scientists, engineers and decision makers of preeminent big-science laboratories and facilities worldwide.

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Conference Dates:

October 6 – 11, 2013

Conference Facility:

5 Embarcadero Center
San Francisco, CA 94111 – U.S.A.
Telephone: +1-415-788-1234
Fax:  +1-415-398-2567

Exhibit Hall Schedule:

Daily Monday through Thursday, October 7-10, 2013

  • Hospitality will be provided in the Exhibit Hall
  • Poster sessions will be co-located with Exhibits

Monday, October 7, 2013: 10:00 am – 6:00 pm
Tuesday, October 8, 2013: 10:00 am – 4:00 pm
Wednesday, October 9, 2013: 10:00 am – 12:00 pm
Thursday, October 10, 2013: 10:00 am – 4:00 pm

Set Up Hours:

Sunday (October 6)    12:00 pm – 5:00 pm

Tear Down Hours:

Friday (October 11)    8:00 am – 12:00 pm

What is Provided:

  • One complimentary conference registration
  • One complimentary reception pass
  • Invitation for one company member to attend the NIF tour
  • Invitation for one company member to attend the banquet dinner*
  • Exhibit booth space (10’ deep x 8’ wide)
  • 8’ high backwall and 3 ’side drape
  • One 6’ skirted table
  • Two chairs
  • One wastebasket
  • Wireless internet access
  • 7” x 44” one-line company identification sign
  • 10 AMP electrical outlet

*Additional company members who are interested in attending the Banquet Dinner are invited to purchase tickets for an additional fee of $100 per person.


  • US$ 3,500.00

Exhibitor Sign-Up Deadline

  • Monday, July 1, 2013

What is NOT Provided:

  • Computer equipment, power cords, additional power
  • Security storage area
  • Shipping and material handling charges to or from the show floor
  • Storage facilities for boxes, collateral or promotional items
  • Travel arrangements

Please refer to the Freeman (exhibit services company) Quick Facts document for details on ordering additional equipment and technology. To begin ordering, please click here.


Limited security will be provided for the Exhibit Hall during the duration of the conference. We strongly recommend that you do NOT leave items of value in the booth or leave your booth unattended during show hours.

Shipping to/from the ICALEPS show:

Do not ship booth equipment, materials or collateral directly to the hotel.  You must use the ICALEPCS exhibit services company – FREEMAN – for exhibit-related deliveries at the Hyatt Regency Hotel. Shipments to Exhibit Services must be received no later than September 30, 2013.

Exhibitor Guidelines:

  • Arrive on time for show hours
  • Provide a minimum of one person to staff the station at all times during exhibit hall hours
  • Bring literature and promotional giveaways – we expect up to 500 attendees at the conference – plan accordingly
  • Exhibitor agrees to use signage and graphics supplied by ICALEPCS
  • Exhibitor assumes responsibility for booking and paying for his or her own travel and expenses
  • Exhibitor assumes responsibility for any personal or company-specific items throughout the show
  • Exhibitor will be financially accountable for all materials handling and drayage charges

Hotel Reservations:

Conference hotel reservations are available

Cancellation Policy:

  • Before August 6, 2013 – full refund less $150 processing fee
  • Between August 6, 2013 and
    September 6, 2013 – 50% refund
  • After September 6, 2013 – no refund

Show Contact:

If you have additional questions or require assistance, please contact:

Mila Shapovalov
ICALEPCS Exhibit Coordinator
Lawrence Livermore National Laboratory

Phone: 925-424-5232
Fax: 925-424-3295