Biophysical Society Annual Meeting 2027Exhibitor guide for Philadelphia: booth costs, key dates, deadlines

BPS charges $3,250 per 10×10 inline unit plus $350 for a corner, so a 10×20 is $6,500 in space. Our own 10×20 rental adds $7,500 to $15,000 and a custom 20×20 island $50,000 to $120,000. Live instruments, power and Freeman labor move the total most.

The hard date for us is February 3, 2027, when the Exhibitor Appointed Contractor form and certificates of insurance are due to BPS. Freeman's advance-order discount ends January 22. Design sign-off in early December 2026 gives our Fishkill shop its full build window before crates leave for Freeman.

Renting suits BPS well: our rental brings fabric graphic walls cut to the BPS 8-foot back line, a 4-foot front counter, LED lighting and a lockable storage cabinet, delivered, then installed and removed under your Purple project manager. A 10×20 rental is $7,500 to $15,000; the BPS space fee is separate.

BPS lets exhibitors use contractors other than Freeman to set up and dismantle, provided it receives each contractor's name, address and certificate of insurance. Exhibitors must still observe the labor contracts between BPS, its service contractors and the convention center, which is why we register as your EAC by February 3.

Inline displays stop at 8 feet and only within 4 feet of the back line; the rest of the booth stays at 4 feet. Island booths may use the full cube up to 16 feet, need see-through areas, and require models or scale drawings approved by show management before setup.

Plan on no booth photography. BPS prohibits cameras and video cameras in the exhibit hall and poster area, and security escorts anyone using one out and confiscates cameras not left outside. We send you renderings of the approved design instead and give visitors QR codes that open your data on their phones.

Freeman bills material handling for BPS exhibitors and publishes the rates in the Exhibitor Service Kit, available November 10, 2026. We weigh your crates, estimate the charge on your proposal and keep the shipment consolidated so the bill stays predictable.

A booth designed to the BPS 8-foot and 4-foot limits also fits ASBMB in Boston and IMMUNOLOGY2027 in Los Angeles, both in spring 2027. We store it between meetings, swap the application graphics and ship it to the next advance warehouse.

The 71st Annual Meeting runs Saturday, February 20 to Wednesday, February 24, 2027 at the Pennsylvania Convention Center. The exhibit hall opens Sunday, February 21 through Tuesday, February 23, closing at 4 p.m. on the last day.

The 71st Annual Meeting is at the Pennsylvania Convention Center, 1101 Arch Street, Philadelphia, from February 20 to 24, 2027. Freeman Co is the official contractor there, and Philadelphia International Airport is about 25 minutes from Center City on the SEPTA Airport Line, per BPS.

The exhibit hall is open Sunday, February 21 and Monday, February 22, 10 a.m. to 5 p.m., and Tuesday, February 23, 10 a.m. to 4 p.m. Move-in runs February 19–20 and dismantling starts at 4 p.m. on the last exhibit day, running to 9 p.m.

More than 4,500 people attended the 2026 meeting in San Francisco, per BPS, and the 2027 prospectus invites exhibitors to meet over 4,500 scientists, with 600+ poster presentations each day. The Society has 6,500+ members, about 30% outside the United States, and more than 50 countries are represented.

Exhibits must be educational: instruments, products or services for teaching and research, scientific publications, or research findings in fields the Society covers. BPS accepts or denies applications at its discretion and assigns space by priority, favoring past exhibitors and advertisers.

Through the Exhibitor Rewards Program: returning companies earn priority points for the dollars spent on space, sponsorship and advertising since 2014, and choose booths in groups by total points. History is forfeited after three consecutive missed years. Full payment is due with the contract, and refunds ended June 1, 2026.