Should the Conference have an exhibit hall or allow donors to have displays, ASM will establish the guidelines for the exhibits, hire the contractors to manage the hall, and provide the confirmations and rules to exhibitors.

ASM can coordinate the production of all marketing and meeting materials for the conference, including but not limited to the Call for Abstracts, Preliminary Program, Conference Program and Abstracts Book. ASM will publicize the conference on its website, www.asm.org, and a personalized email address will be established for the conference for ease in requesting information about the conference.

ASM can manage the pre- and on-site registration for the Conference, collect conference registration fees using standard financial procedures, prepare badges and other registration materials, coordinate press and other media activities, and coordinate and order or produce all conference signage. Agreed-upon reports will be obtained and verified by ASM at the meeting's end. Registration fees will be established once the conference expenses are finalized in order to completely cover the expenses.

ASM can coordinate and contract with hotels and other providers of sleeping accomodations as required to house all Conference registrants. Once contracts are signed, information on the hotels will be provided in conference publicity, and hotel reservations arrangements are the responsibility of the individual registrant by contacting the hotel(s) directly.

ASM can order and manage all food service at the Conference, including providing deposits and guarantees to the hotels and caterers.

ASM will contract with and manage all third-party contractors, including but not limited to a decorator (poster boards and signage), audio-visual company, hotels, tour providers, and the conference venue. In some cases, it is advantageous to use established ASM vendors, and in some cases ASM will send out RFPS for bids on jobs.

ASM is accredited by ACCME to provide continuing education credits at ASM meetings.

The Organizers and ASM will agree upon a budget which reflects the pricing of all components and outputs of the meeting as well as the responsibilities of ASM. Direct costs and ASM's management fee will be included. ASM will adhere to this working budget, and will consult with the organizers as necessary to adjust this budget.

ASM can participate, with the conference organizers, in the site selection of a location for the conference, including session rooms, poster area, registration area, meal provisions, and sleeping accomodations. All contracts for chosen space will be signed by ASM, as financial representatitive, and any changes to contracted space will be approved by the organizers and ASM

The Conference is able to use ASM's web-based abstract submission system. ASM will accept the abstracts, organize them into categories, and produce packages for on-line review by the program committee. After review, ASM will input disposition information into its system, and ensure that all abstract submitters are contacted regarding their disposition and additional presentation details.

In consultation with conference organizers, a timeline will be agreed upon at the time the budget is finalized. This will include defining the responsibilities of each party, the steps to conference completion, and the products and communications expected to be prepared.