Sponsorship & Exhibiting Guidelines

Sponsor and Exhibitor Guidelines:

ISBER will provide a list of registered conference delegates (including Name, Institution and State) to Sponsor contact person as per the session’s inclusion outlined in the previous page of the prospectus.
Host companies or their designates will not use “ISBER”, “ISBER Global Congress”, or ISBER’s respective logos on any announcement, sign, publication, audio-visual product or other promotional materials without permission of ISBER.
No audio or video taping without consent of the ISBER may be used; all approved audio and/or videotaping must be disclosed in the program to the audience.
Host companies will refrain from posting promotional signs in public spaces of the venue without permission of ISBER.
Fees should be remitted as soon as possible; cheques should be made payable to the International Society for Biological and Environmental Repositories.
Meetings with conference delegates during the conference program and activities (including ISBER sanctioned corporate symposia/workshops) are permitted within the Ancillary Meetings & Events Policy below.
Companies may not tear down their booth before the scheduled end time of the exhibit hall. Companies who take down their booth before the scheduled end time are subject to pay a penalty fee not to exceed $1,000 USD.

Symposium, Workshop, and Fireside Chat Guidelines:

Acceptance of a sponsored symposium, workshop, and fire side chat topic does not imply in any way ISBER endorsement of the program and materials.

It is the responsibility of the host company to provide moderators, chairs for introductions, or speakers for any sponsored symposium, workshop, fireside chat.
Sponsored symposium or workshop planning efforts including set-up, food and beverage, audiovisual and other arrangements, will be made through the ISBER Meeting Manager, unless other arrangements are agreed upon to allow the sponsors to deal directly with the BBCMBA partner. In the case of the latter, the ISBER Meeting Manager must be kept informed of all communication between
sponsors and BBCMBA staff. If meeting staff is required on-site, the host company will be billed at a rate not to exceed $75/hour/person.
ISBER does not guarantee attendance. The recommended attendance numbers are non-negotiable (as based on past attendance patterns and attendance estimates from the previous years).
ISBER will include the title and a brief description of the Symposium/Workshop/Fireside chat in the Final Program.
ISBER will not provide promotion or registration services for any Symposium/Workshop/Fireside chat, other than publication of the title and a brief description of the Symposium/Workshop/Fireside chat in the Final Program.
ISBER will assist with on-site traffic flow and logistics for any Symposium/Workshop/Fireside chat.
ISBER will provide a list of registered conference delegates (including Name, Institution and State) to Sponsor contact person as per the session’s inclusion outlined in the previous page of the prospectus.
Host companies or their designates will not use “ISBER”, “ISBER Global Congress”, or ISBER’s respective logos on any announcement, sign, publication, audio-visual product or other promotional materials without permission of ISBER.
No audio or video taping without consent of the ISBER may be used; all approved audio and/or videotaping must be disclosed in the program to the audience.
Host companies will refrain from posting promotional signs in public spaces of the venue without permission of ISBER.
Host companies will keep any food and beverage service as a secondary element in organizing and publicizing the Symposium/Workshop/Fireside chat.
Fees should be remitted as soon as possible; cheques should be made payable to the International Society for Biological and Environmental Repositories.

Ancillary Meetings & Events Policy:

We encourage our corporate partners and supporters to create opportunities to interact with our delegates throughout the Global Congress.

However, please note that all ancillary meetings and events must take place outside of the ISBER Global Congress program. Ancillary meetings and events may not conflict with any session within the ISBER Global Congress program. We request that all ancillary meetings or events held during the ISBER Global Congress be communicated to ISBER.

When organizing an ancillary meeting or event please contact the ISBER Head Office at sponsorship@isber.org and include the following information:

your contact information,
the date and time of the meeting or event, and
a brief description of the purpose and objectives of the ancillary meeting or event and
whether your company needs to reserve a room at the conference venue.

Please note: ISBER contracts much of the meeting space at the conference venue. We can typically re-sell it to you at a lower rate than would be offered by the venue. If you are interested in contracting space at the conference venue, please feel free to reach out to the ISBER office at sponsorship@isber.org.

Cancellation Policy:

Cancellations will not be processed once payment has been made.

Should the in-person portion of the Annual Meeting be cancelled due to health or safety concerns, all purchased sponsorship opportunities will proceed and will be applied to a virtual-only meeting or similar alternative at the discretion of ISBER in consultation with the sponsor.

Paid exhibit booth space unclaimed or abandoned by 5:00pm on the first day of the meeting will be repossessed without indemnity and reassigned by ISBER.

Insurance Policy:

All exhibitors at the in-person 2026 ISBER Global Biobanking Congress in Shenzhen, China must provide proof of liability insurance listing both ISBER and the BGI Center, Shenzhen as additional insured. Proof of insurance must be provided to sponsorship@isber.org by January 14, 2026.