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Exhibitor Information – IPS Nairobi

Exhibitor Information



 AUGUST 19-25, 2018



The XXVIIth Congress of the International Primatological Society (IPS) will be held from August 19-25, 2018 in Nairobi, Kenya.  All scientific and social sessions will be held at the United Nations Compound in Nairobi.  Complete conference information is available at the Congress website (http://www.ipsnairobi.org/).  Registration and the opening reception will take place at the UN on Sunday, August 19, 2018.  Scientific sessions will begin at 9:00 a.m. on Monday, August 20, at the UN and end on Friday, August 24.  The Congress banquet will be on Friday evening at the UN.

IPS is a multidisciplinary association of approximately 1400 professionals and students whose work is focused on nonhuman primates.  In the last two decades, the biennial IPS Congresses have attracted between 650 and 1600 registrants (there were 1000 registrants for the 2010 Congress in Kyoto, 650 registrants for the 2012 Congress in Cancun, 900 for the 2014 Congress in Hanoi, and 1500 for the 2016 Congress in Chicago).  IPS members include veterinarians, geneticists, psychologists, physicians, neuroscientists, anthropologists, zoologists, conservation biologists, ethologists, zoo professionals, technical personnel, and field assistants; primarily from universities, NGOs, zoological parks, field stations, sanctuaries, and research facilities throughout the world.  Both captive and field scientists are active members of this society, so there is great interest in data acquisition and analysis equipment and programs; tracking, navigation, and recording equipment; sanctuaries; databases; conservation efforts and organizations; research and biomedical instrumentation; books, journals and other information resources; captive enrichment devices, caging, diets, etc.

It is our hope that you will contribute to the success of the XXVIIth IPS Congress by exhibiting materials from your organization.  Exhibitors will be assigned space in the same areas as the posters, Silent Auction, Photo Contest, and refreshment stations (the main thoroughfare/hallway of the UN compound).  Attendees will be free to examine the exhibits at their leisure from Sunday evening through Friday afternoon.  Exhibitors will be acknowledged in the Congress program.

If you are interested in exhibiting materials at our Congress, please fill out the exhibitor’s reservation form (enclosed) and send (mail, fax, or email) it to me, along with the appropriate fee, by March 1, 2018 (sooner would be better, though).  If you have additional questions about the meeting, either now or at any time before the meeting takes place, please feel free to contact me.  Finally, if you are unable to exhibit materials at our Congress, but wish to offer support for IPS, we ask that you consider a donation to our organization.  Donors will be specially recognized in the meeting program.


Exhibitor’s Fees : A 6’ skirted table with power outlet, pamphlet stand, and two chairs for five days (Sunday evening through Friday afternoon) is $1550.00 ($1250.00 for nonprofit organizations).  The exhibitor fee includes complimentary registration to the Congress for one attendee.  The exhibitors’ space will be on the path to the meeting rooms and the registration area, and will be contained within the large hallway that will also contain the poster sessions, Silent Auction, Photo Contest, and refreshments.  Sale and exhibition of merchandise will be allowed only within the designated area and only by individuals registered to exhibit at the Congress.

Registration Fees :Each exhibit includes one complimentary registration for the Congress, allowing the exhibitor to attend the opening reception, all coffee and tea breaks, evening receptions, and all scientific sessions.  Any additional exhibitors must register separately for the Congress.  Registration details can be found at the IPS Congress registration website (http://www.ipsnairobi.org/).  Registration fees may be partially refundable in extreme circumstances, but refunds will not take place until after the Congress.
Included with your exhibitor’s fees
The number of skirted tables you request

Two chairs per table

Wireless internet access (complimentary)

A pamphlet holder per table

A power outlet per table

One complimentary registration for the Joint Meeting per table

General assistance with exhibit storage and setup

If you will not require any of these items, please let me know and we may be able to negotiate a discount.

Equipment rental If you need any additional equipment, please contact me for rental information.  To guarantee that the equipment you want to rent is available, contact me before May 1, 2018.  Please note that some requests may be expensive to satisfy.

Set-up  You may set up your display on Sunday August 19, 2018 beginning at 1 PM.  Displays must be completely dismantled by 3 PM on Friday, August 24.  Exhibits may be visited from 8 AM – 8 PM each full day (including evening poster sessions); the exhibit area will be secure, but we recommend the removal of any computer equipment and valuables each night.

Shipping/storage  The mode of shipment of exhibit materials is the sole responsibility of the exhibitor.   Instructions for shipping your exhibit materials will be forthcoming.

 Taxes and fees  If you plan to sell merchandise at the meeting, you will need to comply with all local licensing laws and taxes.  It is your responsibility to check with the office of the Comptroller of Public Accounts to determine how to comply with these laws.

Non-attending exhibitors The fee is $475 for shared table space for the display of brochures, journals, or books (20-book maximum).  The IPS Exhibits Committee in Nairobi will set up your display and monitor it on a regular, but not continuous, basis.  Books, journals, or brochures will not be returned, but will be donated at the discretion of the IPS Exhibits Committee to the Student Prize Competition, the Silent Auction, and/or to the library of the host institution in Nairobi.

The fee is $800 for the insertion of a maximum of two items (brochures, etc.) into the delegate’s bag that each participant in the Congress will receive.  Materials to be inserted must be sent to the Congress address (c/o of GRASP at the UN) at least 20 days prior to the Congress, so that the inserts can be added to the bags in advance.

Accommodations See the Accommodation Information that is included in the meeting information on the IPS Congress website (http://www.ipsnairobi.org) to plan your accommodations.  There are a variety of different accommodations available and they will all be listed and described on the website.  We strongly recommend that you stay within walking distance of the UN Compound.  Traffic in Nairobi is pretty bad and if you choose to drive to the UN, you will find the morning and afternoon commutes fairly unpleasant.

Special donations to support the IPS Congress If you are unable to exhibit materials at our Congress, but wish to offer support for IPS, we ask that you consider a donation to our organization.  Registered exhibitors may also wish to add a donation to their regular exhibitor fees.  Donors will be specially recognized in the Congress program.  Your support would be greatly appreciated.


Level Description Cost Benefits
Donor – not attending

(no items to exhibit)

$250-10,000 Acknowledgment in Opening Remarks and at General Assembly
Exhibitor – not attending Shared exhibit $475 Material provided by vendor will be available for examination by participants
Exhibitor – handout in conference bag Handout in conference bag $800 Material provided by vendor will be included inside the conference bag for each delegate
Exhibitor – non-profit Exhibition table $1250 Acknowledgment in Opening Remarks and at General Assembly

Includes Registration for one person

Exhibit space, including table, etc.

Exhibitor – for profit Exhibition table $1550 Acknowledgment in Opening Remarks and at General Assembly

Includes Registration for one person

Exhibit space, including table, etc.

Morning or Afternoon Break Sponsor Morning or afternoon coffee breaks offered in the refreshment area. $2400-5000 Sign posted during break

Acknowledgment in Opening Remarks and at General Assembly

Includes Registration for two people

Exhibit space, including table, etc.

Reception or Banquet Cocktail Sponsor Receptions as part of the social program. Bar with hors d’oeuvres $3500-6000 Sign posted during event.

Acknowledgment in Opening Remarks and at General Assembly

Includes Registration for two people

Exhibit space, including table, etc.

I look forward to hearing from you,



Steve Schapiro, Ph.D.

Treasurer and VP for Membership, International Primatological Society

Meeting Coordinator, American Society of Primatologists

Keeling Center


650 Cool Water Dr.

Bastrop, TX  78602

(512) 321-3991

(512) 332-5218 (fax)


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