Showcase Sessions and AV Reservations
The deadline to reserve booth space for a Showcase Session was September 19. The Showcase reservation process is now closed; and the Showcase Sessions and the Showcase Session wait list are full. We look forward to seeing you at the conference.
All projects and centers are required to present a display that captures the purposes and products of their programs. The showcases will be divided into two sessions featuring both ATE centers and projects; one scheduled on the evening of Wednesday, October 23, and the other on the afternoon of Thursday, October 24. The showcase sessions are key components of the conference. They provide grantees an opportunity to exhibit their programs and share information with other programs, and with non-ATE guests at the conference. These showcases are a highlight of the conference, so please spend time developing and assembling your displays to show your work to its best advantage.
Space for the showcase sessions MUST be reserved by Thursday, September 19, 2019. Showcase reservations and AV requests can only be submitted online.
Participants can select the date of their showcase, reserve their booth space, and obtain their booth number as part of the showcase reservation process. Showcase booths are available for reservation and confirmed on a first-come, first-served basis.
We encourage participants that wish to showcase near projects or centers to go online together to reserve your space to endure you are placed next to one another. This year’s showcase reservation system features an interactive exhibit floor map, which will allow grantees to select their desired booth space. In addition, AACC is encouraging participants to try to reserve space next to others in their STEM discipline area. Booths will be designated by color according to STEM discipline to assist participants in both reserving space and in navigating the showcase sessions on site at the event.
As the Showcase sessions will fill up, please be sure to reserve your booth space in advance of the September 19 deadline to ensure your participation in this important session.
First-Time ATE Grantees in the New to ATE Funding Track
NSF asks all first time ATE grantees awarded in FY19 in the New to ATE funding track to participate in a showcase session. First-time New to ATE grantees will share an 8’ x 10’ booth with another New to ATE grantee and be asked to prepare a poster and/or one-page handout for display and sharing purposes. The booth will include one 6’ x 30” table and two chairs. Poster boards and pins can be requested for new grantees.
For detailed information on preparing a poster or a one-page handout, download the:
ATE Projects and Centers
Each ATE project and center (with the exception of first-time ATE grantees in the New to ATE funding track, as outlined above) will be assigned an 8′ x 10′ booth with an 8′ high backwall, 3′ high side drape, one 6′ x 30″ table, and two chairs. Participants will have a set-up period before the session and a tear-down period immediately following the session.
All project and center booths will be provided with access to electricity. In addition, AACC can provide access to a flat screen monitor if requested (with the exception of first-time ATE grantees in the New to ATE funding track). No additional AV will be provided.
Poster Board and Pins
Poster board and pins can be provided to ATE grantees that have not yet had an opportunity to create a more formal display. The poster board is a tri-fold with the following dimensions: full board: 36” x 48”, left panel: 12” x 36”, center panel: 24” x 36”, and right panel: 12” x 36”.
Additional Audio/Visual Needs
If you require additional equipment or equipment not listed above, you must cover the costs and make arrangements yourself with the Omni Shoreham Hotel. Please see the exhibitor kit below for more details.
Due to high costs, AACC does not provide Internet connections for the Showcase sessions. If you require an Internet connection for your booth, you must cover the costs and make arrangements yourself with the Omni Shoreham Hotel. Please see the exhibitor kit for more details.
Cancellation of Equipment
Please note that any cancellation of showcase equipment requests must be received in writing by October 11. Colleges and institutions will be invoiced following the conference for any equipment that they order but do not use on site.
Showcase Shipping/Materials Handling Information
All fees and shipping arrangements are the responsibility of the conference attendee and must be handled through Brede, the conference’s general service contractor. Please note: The Omni Shoreham Hotel will NOT accept showcase shipments.
Prices for shipping and materials handling will vary and be dependent upon whether the shipments are sent in advance to Brede’s warehouse or through Brede to the show site. Brede will deliver yours directly to your booth. In addition, you may make return arrangements for shipping through Brede on site at the conference. Detailed pricing and other information is included in the exhibitor kit below.
Showcase 1: Project and Center Showcase
Wednesday, October 23, 2019
Showcase Set-up: 12:00–5:30 p.m.*
Showcase Session: 7:00–9:15 p.m.
Showcase Tear Down: 9:15–10:00 p.m.
Showcase 2: Project and Center Showcase
Thursday, October 24, 2019
Showcase Set-up: 7:30–8:45 a.m.
Showcase Session: 3:45–6:00 p.m.
Showcase Tear Down: 6:00–6:45 p.m.
*Note: If you sign up to showcase on Wednesday and are also attending a pre-conference workshop that ends at 5:00 p.m., please arrive to the conference in time to set-up your showcase display between 12:00–1:00 p.m., or plan to set-up from 5:00–5:30 p.m.