Exhibitor FAQ’s & Reference Page
Administrators
The staff member who reserves your booth is automatically assigned as your administrator and will be sent an invitation to the Exhibitor Portal. Multiple administrators can be assigned by adding new staff in the Exhibitor Portal, or by contacting ASMBS to have them added. If you need to assign a new administrator please email exhibits@asmbs.org. Be sure to provide the name and email address for your administrator.
Attendee Mobile App & Your Exhibitor Profile
ASMBS uses CVENT for it’s attendee registration, exhibitor portal, and mobile app. In the app there is an exhibitors section where attendees can see your profile, find your booth number, and learn more about your organization. You must create your exhibitor profile for attendees by logging into the Exhibitor Portal. Here you will be able to:
- Upload your Company Logo
- Provide a company description
- Share your website link
- Link social media handles
Additional benefits may be included with sponsorship packages, such as file and video sharing and collecting in-bound leads from attendees.
Audio & Visual
Freeman is our exclusive A/V provider for the show. They can provide you with TV’s, sound, specialty lighting and other services. Please contact them directly to order.
Freeman
Download Order Form
Phone: (321) 245-8622
Email: christian.reyes@freeman.com
Booth Staff Registration & Badges
Badges will be required to access the exhibit hall floor as well as meeting rooms for those attending the Scientific Sessions.
For each 10 x 10 booth, we provide 5 total complimentary registrations. (3 Exhibit Hall Only, 2 Scientific Sessions).
Every attendee, including booth staff, must be registered for their own badge and pick it up at the registration area of the conference. To register your team, have them go to the following link and use the following discount codes.
Exhibitor Registration Link: https://www.asmbsmeeting.com/DqYa3g
If you need the discount code, please contact exhibits@asmbs.org
You can access an existing registration and make changes by logging in using the email address and confirmation number of the attendee. From the event website, use the ‘Already Registered?’ link at the top right and enter the email and confirmation number of the attendee. At the very bottom of the page you can select ‘Modify Registration’.
Exhibitor registrations are audited for accuracy, and you will be contacted directly if there are any discrepancies. Additional badges can be purchased at non-member rates for exhibitors (member rates available for Corporate Council Members).
Branding & Sponsorship Opportunities
The ASMBS Annual Meeting offers a variety of sponsorship opportunities designed to provide impactful visibility, meaningful engagement, and valuable thought leadership for your organization. Our sponsorship packages are tailored to help you connect with our audience in unique and creative ways, ensuring that your brand stands out and delivers measurable ROI.
If you have purchased a sponsorship or branding opportunity, your deliverables will be added to the Exhibitor Portal with their due dates. Additionally, your administrator will be contacted directly with any special needs or requirements.
See full sponsorship & exhibitor prospectus here.
Cancellations & No Shows
March 10th was the cancellation deadline. No cancellation refunds are available after this date. Should you need to cancel please notify us as soon as possible at exhibits@asmbs.org.
Certificates of Insurance
Companies with EAC’s should have provided their COI directly to GES.
All exhibitors, please submit a Certificate of Insurance for your exhibit space in the Exhibitor Portal. Below are the minimum requirements;
Below is our requirements:
- $1,000,000 Per Occurrence
- $2,000,000 Aggregate
- Please include:
- American Society of Metabolic & Bariatric Surgery, Gaylord National Harbor Resort & Conference Center, and GES are additional insured per General Liability by Contract, Agreement, or Permit.
Below is the contract agreement terms on liability and insurance:
LIABILITY AND INSURANCE
All property of the Exhibitor remains under its custody and control in transit to and from the exhibit hall and while it is in the confines of the exhibit hall. Neither Show Management, its service contractors, the management of the exhibit hall nor any of the officers, staff members or directors of any of the same are responsible for the safety of the property of exhibitors from theft, damage by fire, accident, vandalism or other causes, and the Exhibitor expressly waives and releases any claim or demand he may have against any of them by reason of any damage to or loss of any property of the Exhibitor. It is required that exhibitors obtain adequate insurance coverage, at their own expense, for property loss or damage and liability for personal injury. Each Exhibitor utilizing an Exhibitor Appointed Contractor (EAC) must provide a certificate of insurance for this third-party to Show Management. Please find submission information in the Exhibitor Service Kit.
Exhibit Hall Hours
Exhibitor Move-in
- Sun. Jun. 15, 2025 8:30 AM To 4:30 PM
- Mon. Jun. 16, 2025 8:30 AM To 4:30 PM
Show Hours
Exhibitors must stay and exhibit for all show hours. Exhibitors leaving early will be docked priority points.
- Tue. Jun. 17, 2025 9:00 AM To 4:00 PM
- Wed. Jun. 18, 2025 9:00 AM To 4:00 PM
- Thu. Jun. 19, 2025 9:00 AM To 1:30 PM
Exhibitor Move-Out
- Thu. Jun. 19, 2025 1:30 PM To 5:00 PM
- Thu. Jun. 19, 2025 Carriers MUST be checked in by 1:30 PM
- Thu. Jun. 19, 2025 All exhibitor materials MUST be removed by 5:00 PM
Exhibitor Portal
The Exhibitor Portal is accessed through CVENT. You can set-up access only through the invitation sent to you as an administrator. Once you have logged in you can then go in at any time through your log-in to make edits.
If you need the invitation re-sent, please contact exhibits@asmbs.org.
Food & Beverage
You can order food & beverage for your booth directly from the Gaylord National Harbor. You will need to create an online account, as well as your booth number to submit your order.
Furnishings & Booth Build
GES is our exclusive services contractor the ASMBS Annual Meeting. You can order flooring, furniture, specialty signage and any other needs for your booth. Power, Audio/Visual, and Food & Beverage are not provided from GES. Please see those relevant sections on this page for links and more information.
Housing & Travel
Gaylord National Harbor Resort & Conference Center is our host property. As of May 15th, our room block at the host hotel is sold out and our overflow properties are filling quickly. At this time, exhibitors are welcome to book outside of our rooming blocks. Overflow hotel room block links are below:
Harborside Hotel, Group Rate $249 – Book Harborside Hotel Here
Hyatt Place National Harbor, Group Rate: $269 – Book the Hyatt Place Hotel Here
Westin Washington National Harbor, Group Rate $329 – Book Westin Hotel Here
Lead Retrieval
Lead Retrieval scans are how you can collect information from attendees when they visit your booth. Each attendee badge will have a QR code that can be scanned. You must have a license to activate the scanning. App License allows you to download the scanning app directly to any smart phone. Device rental provides you with a device with the scanning app already loaded that can then be utilized by staff on-site. You will pick-up your device once on site. If your company has a proprietary lead retrieval software, you can purchase a ‘Badge Kit’ also known as an API kit, directly from the Exhibitor Portal.
After purchase you can set up specific questions you can have your team complete during the lead retrieval process.
Power & Electricity
Power & Electricity is not included with booth space. You can order power and electricity, directly from the Gaylord National Harbor. You will need to create an online account, as well as your booth number to submit your order.
Shipping & Material Handling
Please use the GES Shipping & Materials Handling information
Special Events
Exhibitors are welcome to attend our Welcome Reception on Monday, June 16th at 5:30pm. The reception will be held in Hall E, when you exit the exhibit hall turn left and it will be at the end of the hallway.
Our TREO Foundation is also hosting a fundraising walk as well as a Gala that raises funds for obesity research. You can see all of the special events on our website here, additionally you can purchase tickets through the registration site.