For detailed information on exhibiting, such as pricing, rules and regulations, and key contacts, please review the Exhibitor & Support Prospectus.

exhibitor and support prospectus

Meeting dates and location

February 23-26, 2025 (Exhibits: February 24-25)
JW Marriott Los Angelas L.A. Live
Los Angeles, CA

Exhibit Show Hours

• Monday, February 24: 1:30 p.m.-5 p.m.
• Tuesday, February 25: 1:30 p.m.-5 p.m.

Lunch will be provided in the Exhibit Hall for both Attendees and Exhibitors.

Poster Session Hours

• Monday, February 24: 1:45 p.m.-4:45 p.m.
• Tuesday, February 25: 1:45 p.m.-4:45 p.m.

Exhibit Hall Move-in (move-in hours subject to change)   

• Sunday, February 23: 1 p.m.-5 p.m.
• Monday, February 24: 8 a.m.-12 p.m.

Exhibit Hall Move-out

• Tuesday, February 25: 5 p.m.-7 p.m.

APPLICATION

Please fill out and submit the IO Meeting Application to [email protected].

Exhibit space is limited to two (2) booths per company and will be assigned on a first-come; first-served basis. A completed application for exhibit space, along with the required 100% deposit, must be received during the application process. Final payment is due 30 days from the date of invoice. 

A deposit of 100% of the total booth rental fee must accompany all applications for exhibit space.

• 10’ x 10’ booth space: $4,000
• 10’ x 10’ non-profit: $900 (for 1st booth, 2nd is at regular published rate)

To qualify for a non-profit rate, the organization must be a government entity or must be recognized by the IRS as a 501c (3) charitable organization.

Your booth fee includes the following:

• 8’ high black drape and 3’ high side drape booth dividers in black.
• Booth identification signs with company name and booth number.
•  24-Hour general security in the facility.
• Booth Package includes one (1) 6’ black draped table, two (2) Limerick chairs, and one (1) wastebasket.
• Aisle carpeting and nightly vacuuming of aisles.
• Two (2) Exhibitor booth personnel badges and one (1) Full Conference/ exhibitor booth staff personnel badge per 10’ x 10’ booth space.
• Continental Breakfast will be provided outside of the session rooms.
• Lunch with Attendees will be provided to Exhibitors in the Exhibit Hall.

Conference sponsorship

Thank you for your interest in supporting the 2025 AACR IO Meeting! When you sponsor the 2025 AACR IO Meeting, your brand will be exposed to the key players in Immuno-Oncology. There are a variety of ways that you can invest in the AACR IO Meeting—from branding opportunities to Travel Awards and everything in between. We look forward to working with you as you determine the best way to connect your company with the AACR and the upcoming AACR IO Meeting. Please see highlights below and find all details in the Exhibits & Support Opportunities Prospectus. Contact Holly Rush, Senior Manager, Corporate Alliances, at 215-446-7192, or by email at for more information. 

LEAD SUPPORTER

Unique Benefits Include

• Three (3) complimentary scientific registrations
• 10’ x 10’ Exhibit Booth Space
• Extensive company logo recognition (website, emails, signage, etc.) and more!

SUPPORTER

Unique Benefits Include

• One (1) complimentary scientific registration
• Limited company logo recognition and more!

Additional support opportunities include poster sessions, coffee breaks, travel awards and more! For all of the conference sponsorship opportunities, please reference the Exhibitor & Support Prospectus.

important dates and deadlines

October 2024

• Exhibitor Service Kit Available to Exhibitors. 

December 20, 2024

• Cancellation of Exhibit space permitted with forfeit of 50% deposit.
• Exhibitors who cancel after December 20, 2024, are responsible for 100% of booth fees.

January 15, 2025

• Deadline to sign on as Corporate Supporter.

January 26, 2025

• Deadline to notify AACR of use of Exhibitor-Appointed-Contractors (EAC).
• Deadline to submit EAC Certificate of Insurance (COI).
• Deadline to submit request for Booth Activity (contests, raffles, or drawings).
• Deadline to submit request for Distribution of Giveaways.

Exhibitor badges & Registration

All exhibitors must be registered. Exhibitors will receive two (2) complimentary exhibitor booth personnel badges and one (1) Full Conference/ exhibitor booth staff personnel badge per each 10’ x 10’ booth reserved. Additional exhibitor booth badges may be purchased for $75.00 per badge. Additional Full Conference Registrations are available for purchase through our Attendee Registration site. Please view the AACR website for conference registration rates. Exhibitor badges will permit access to the exhibit floor only.

Each person issued an exhibitor badge must be employed by the exhibiting company. Badges must be worn at all times while in the exhibit hall. The exhibiting company is responsible for the actions of anyone authorized to receive a badge under the exhibiting company’s name.

conference HOUSING

The official hotel is the JW Marriott Los Angeles L.A. Live. Contracted exhibitors will have the opportunity to reserve hotel rooms via the internet. More information is listed on the Travel and Accommodations page.

Exhibitor service kits

Order forms for the rental of furniture and other special materials will be forwarded to each exhibitor and available online. Exhibitors should order all furnishings no later than two (2) weeks before the opening of the meeting to reduce costs and minimize delays during set up. When the kit is released, booth packages will be available for your convenience.

payment policy

The exhibitor agrees to enclose with the application for booth space a deposit of 100% of the total fee. Payment can be made by either credit card (AMEX, Visa or MasterCard) or check in U.S. dollars, drawn on a U.S. bank payable to the American Association for Cancer Research ®. All payments should be sent to:

AACR, 615 Chestnut Street, 17th Floor, Philadelphia, PA 19106, Attn: Finance Department.
Account Name: American Association for Cancer Research ®
TD Bank, NA
1726 Walnut Street
Philadelphia, PA 19103
Phone: 215-546-1655
Account # 4257806328
ABA# 036001808
Swift Code: NRTHUS33

Please be sure to note the Exhibitor name and AACR IO within the payment details so that your payment may be properly applied and credited.

Please also remember to add an additional $25 USD to the amount remitted, to cover any bank fees. This ensures that you will not receive an invoice from AACR for the balance. The final balance will be due 30 days from the date of invoice.

cancellations/reductions

Written notification of a booth cancellation or reduction must be submitted to the AACR. The date of receipt of an exhibitor’s written notice of cancellation/reduction by AACR will be considered the official cancellation date. The following fees will apply to any cancellations or reduction in the exhibit space:

Prior to December 20, 2024

• The exhibitor is responsible for 50% of the total booth fee.

After December 20, 2024

• The exhibitor is responsible for 100% of the total booth fee. No refund will be issued.