ISMRM 2002 Technical Exhibition Information

Freight move-in:
Thursday, 16 May 2002
08:00 - 17:00 hrs.

Exhibitor move-in:
Friday, 17 May 2002 and
Saturday, 18 May 2002
08:00 - 22:00 hrs.
Sunday, 19 May 2002
08:00 - 14:00 hrs.

Exhibit Dates:
Sunday, 19 May 2002, through
Thursday, 23 May 2002

Exhibit Hours:
Sunday, 19 May 2002
Reception in Exhibit Hall
17:30 - 19:00 hrs.
Monday, 20 May 2002
10:00 - 17:00 hrs.
Tuesday, 21 May - Wednesday, 22 May 2002
09:30 - 17:00 hrs.
Thursday, 23 May 2002
09:30 - 16:30 hrs.

Dismantle Dates:
Thursday, 23 May 2002
16:30 - 22:00 hrs.
Friday, 24 May 2002
08:00 - 17:00 hrs.

Application for Technical Exhibit Space
Exhibit space can be obtained by returning the Application/Contract for Technical Exhibit Space to the Central Office of the International Society for Magnetic Resonance in Medicine (ISMRM), 2118 Milvia Street, Suite 201, Berkeley, CA 94704 USA. All applications must be accompanied by (1) a sketch or plan of the exhibit space, (2) a description of all products or equipment to be displayed within the exhibit space, (3) a one-paragraph product description, which will be published in the Guide to the Exhibition distributed to all meeting attendees, (4) a certificate or proof of insurance verifying liability coverage for this event, and (5) a deposit of 35% of the total rental cost. Checks should be made payable to the International Society for Magnetic Resonance in Medicine. No application for exhibit space will be processed without receipt of the five items listed. INCOMPLETE APPLICATIONS WILL NOT BE PROCESSED. The signer of the application for exhibit space, or the designee, shall be the official representative of the exhibiting company and shall have the authority to to act on behalf of the company in all negotiations and to certify representatives. If exhibitors wish their company name to appear in the program book given to all meeting registrants, the Application/Contract for Exhibit Space and full payment must be received by 18 January 2002.

Technical Exhibit Space Rental Rates
Space will be rented at the rate of US $24.00 per square foot, in accordance with the terms on the application form. An additional charge of US $100.00 will be levied for each corner assigned. Any applicable sales taxes will be added to the final invoice.

Please note that minimal corner space is available. Space must be fully paid for by 18 January 2002. If space is not paid for by that date, it may be reassigned or resold by ISMRM. No space will be assigned until all conditions are met. Applications postmarked after 18 January 2002 must be accompanied by full payment.

If cancellation of exhibit space is made in writing on or before 18 January 2002, a full refund of monies paid will be made. If space is canceled after 18 January 2002, there will be no refund, and ISMRM may retain as liquidated damages all monies paid.

Any exhibit space not set up by 14:00 hrs. on Sunday, 19 May, for which no special arrangements have been made, may be resold or reassigned by ISMRM without obligation on the part of ISMRM for any refund whatsoever.

Assignment of Booth Space and Space Assignment Priority
As in past years, the Society will be awarding space assignment priority points. In general, exhibit space will be assigned preferentially according to the exhibiting company's earned priority points. However, ISMRM reserves the right to allocate space on any other basis it deems appropriate. The point system considers length of time a company has exhibited and the date the application is received. ISMRM Corporate Members earn additional points by being Corporate Members. In an effort to create a balanced exhibit floor, companies with island exhibits will be positioned strategically throughout the floor plan. In fairness to all participating companies, no company shall be granted the primary location nearest the entrance for consecutive years. ISMRM reserves the right to rearrange the floor plan at any time. ISMRM also reserves the right to relocate any exhibitors should it become necessary for causes beyond the control of ISMRM or advisable in the best judgment of the ISMRM. The signing of the application/contract constitutes full agreement with these assignment policies and procedures.

Please note that the final floor plan will be different from the original floor plan shown in the Prospectus for the purposes of booth selection. The ISMRM redraws its floor plans based on the requests and needs of its exhibitors, rather than requiring its exhibitors to fit into an existing model. The ISMRM reserves all rights to draw a floor plan that best meets its show requirements, but will do all possible to accommodate its exhibitors' requests.

Priority points will be awarded on the following criteria:

History points
Four seniority points are awarded for each consecutive year a company exhibits beginning with March 1994. If a company exhibited twice in 1994, they will receive an additional two points. Three points are awarded for each year exhibited nonconsecutively from 1994 to 2001.

Date Points
A maximum of 60 date points may be earned by returning the application and required deposit on or before 10 December 2001 (extended!). Each day thereafter, two points per day will be subtracted until all date points have been exhausted.

Corporate Members
Current year Gold Corporate Members will receive five points, Silver Members will receive three points, and Bronze Members one point.

Please submit your application as soon as possible to ensure you receive the maximum priority points possible. Final announcement of the assignment of exhibit space will be made on 1 March 2002.

Exhibitor Registration and Guest Vouchers
Exhibitor personnel preregistration and badge order forms will be mailed in the ISMRM Exhibitor Service Kit. Completed forms are due in the ISMRM office by 4 February 2002. Exhibitor badges will be mailed to the Exhibitor Representative for distribution to the exhibitor personnel named on the preregistration forms. Badges will be mailed to the Exhibitor Representative by 15 April 2002. It is the sole responsibility of the Exhibitor Representative to ensure all personnel have their badges before the meeting. If the Official Representative requests, the exhibitor personnel badges may be held at the onsite Exhibitor registration desk for will-call. The official ISMRM badge must be worn whenever an exhibitor is in the exhibit hall. Installation and dismantle personnel will also be required to wear the official ISMRM badge.

No exhibitor will be allowed on the exhibition floor without an ISMRM badge. Anyone not preregistered by 4 February will not receive a badge and will not be able to register on-site until Friday, 17 May. Replacement badges issued to preregistered exhibitor personnel and badges ordered after 4 February will cost US$20.00 each.

Exhibitor personnel who have not preregistered may register onsite for a fee of US$20.00.

Onsite Exhibitor Registration Hours:

Friday, 17 May	14:00 - 20:00 hours
Saturday, 18 May	06:30 - 18:00 hours
Sunday, 19 May	07:30 - 18:00 hours
Monday, 20 May	06:30 - 18:30 hours
Tuesday, 21 May	06:30 - 18:00 hours
Wednesday, 22 May	06:30 - 18:00 hours
Thursday, 23 May	06:30 - 18:00 hours

Exhibiting companies will receive one (1) waived registration for the scientific meeting for each 10 ft. x 10 ft. space rented. The purpose of these badges is to allow your company personnel to attend parts of the scientific meeting that are of interest. Registration forms and more detailed information regarding the distribution of these badges will be included in the Exhibitor Service Kit.

Exhibitor Guest Vouchers
Complimentary exhibitor guest vouchers are used to register your guests for a one-day visit to the ISMRM Technical Exhibition. These vouchers are to be given to individuals whom you wish to have visit your booth for appointments. The vouchers may not be given to anyone who would qualify for general registration. The number of guest passes issued to an exhibiting company will be one (1) pass per day, per 100 square feet of rented space, with a maximum of five (5) guest passes per day. More information on how to obtain these vouchers will be included in the Exhibitor Service Kit.

Booth Layout
In-Line Exhibits: The entire rented space may be occupied from the floor up to a height of 8 feet. Any items above 3 feet in height must be inset by 1 foot from the aisle. Each in-line exhibit will be supplied with Pipe and Drape and a 7" by 44" company I.D. sign. The backwall drape will be 8' in height. The side drape will be 36" in height.

Peninsula Exhibits: Peninsula exhibits 10 ft. x 20 ft. or larger must limit the height of the center of the back wall to 10 feet. The height inside of the stand may be 10 feet. The perimeter of the stand must be inset by 1 foot for any structure above 3 feet. A diagram must be submitted to and approved by both the Executive Director and Exhibits Manager of the Society.

Island or Free-Standing Exhibits: Island or free-standing exhibits 20 ft. x 20 ft. or larger must be set inside the booth space by 1 foot on all sides. The ceiling height limit for island or free-standing exhibits in Exhibit Hall II is 16 feet. A diagram must be submitted to and approved by both the Executive Director and Exhibits Manager of the Society. Variance above 16 feet with fully detailed drawings must be approved by Exhibit Manager no later than thirty (30) days prior to the first day of move-in. A maximum of 20 feet will be considered.

ISMRM will provide aisle carpet only. All booths must be carpeted. For any special requests regarding booth layout, please contact:

Harvey Friedman or Fred Mahon,
Exhibition Manager
Phone: +1 (706) 654-9295
e-mail: hlf11@msn.com
or
Sam Miserendino
Spectrum Show Services
440 Benigno Blvd.
Suite C
Bellmawr, NJ 08031 USA
Phone: +1 (856) 931-7775
Fax: +1 (856) 931-9577

Move-in and Installation of Exhibits
On Thursday, 16 May, at 08:00 hrs., freight may be moved into Exhibit Hall II. Installation of exhibits may commence on Friday, 17 May, after 08:00 hrs. and when the official Exhibits Service Contractor has confirmed that all of the exhibitors' freight is in the hall. Exhibitors should contact Attco Exposition Services, Randy Angelillo, +1 (808) 836-1191 before scheduling labor. All exhibits must be fully operational by 14:00 hrs. on Sunday, 19 May 2002. By 17:30 hrs Sunday, 19 May, all exhibits must be fully staffed and operational during open exhibit hours. If materials have arrived but installation of any exhibit has not started by 14:00 hrs. on Saturday, 18 May, and no special arrangements have been made, the Executive Director of ISMRM may order the exhibit to be installed and the exhibitor will be billed for all charges incurred.

Labor Services: Detailed information regarding work rules for all trades operating at the Hawai'i Convention Center will be provided in the Exhibitor Service Kit.

Labor Rates: US$60.00 per hour straight time (Monday-Friday, 08:00 - 16:30 hrs.). US$82.00 per hour overtime (after 16:30 hrs. Monday-Friday and all day Saturday and Sunday). This information is provided for budgeting/planning purposes only. Rates are subject to change. Final labor rates will be published in the Exhibitor Service Kit. For budgeting purposes, if additional information is required, please contact Harvey Friedman.

Dismantle and Removal of Exhibits
On Thursday, 23 May 2002, at 16:30 hrs. dismantling of exhibits will begin. All exhibit material must be removed from the exhibit hall by 17:00 hrs. on Friday, 24 May. Dismantle of an exhibit prior to 16:30 hrs. on Thursday, 23 May, is not permitted. Any company violating this regulation will forfeit priority points, which will affect floor space assignments for future meetings.

Contractor Services
ISMRM will designate contractors, as named in the Exhibitor Service Kit, to provide buildup and dismantling services to exhibitors. Such contractors will provide all show services other than supervision. The exhibitor shall provide only the material and equipment that it owns and that is to be used in the exhibit space. All other items used in the booths are to be provided only by such contractors. The official freight contractor will have complete control of all dock and loading facilities. He will receive all shipments and van loads, handle all freight, and provide all rigging, labor, and equipment relating to freight handling. Electrical, plumbing, catering, and telephone services can be ordered by using the forms in the Exhibitor Service Kit. If an exhibitor wishes to use a labor contractor other than the official Labor Contractor, the exhibitor must submit the Exhibitor Appointed Contractor Forms to Spectrum Show Services thirty (30) days before the beginning of move-in. At the same time as this form is submitted, the exhibitor must also provide ISMRM with certificates of insurance for all agents or representatives who are performing services at the Hawai'i Convention Center other than the exhibitor's employees. These agents or representatives, as well as all employees, must be identified by the official ISMRM badge.

Housing and Travel Information
Many hotels offering a range of quality, rates, and amenities have been reserved by the Society for the meeting in Honolulu, Hawaii, USA. Convention Housing Management has been appointed to coordinate all hotel reservations for delegates and exhibitors. In order to get the special convention rate, delegates and exhibitors must make their reservations through the official housing bureau, Convention Housing Management. More detailed information on the various hotels and the hotel reservation form are included in the registration brochure. Do not contact hotels directly in Honolulu as reservations are to made only through the officially appointed housing company. Official Society hotels will not honor direct requests for hotel rooms at the special convention rates. Exhibitors who secure rooms at official Society hotels without going through the official housing company will be penalized priority points.

Hospitality Rooms and Exhibitor Meetings
A limited number of meeting rooms will be available at nearby hotels for exhibitor functions. There may also be very limited meeting space available at the Hawai'i Convention Center. All requests for meetings and social functions must be made through the ISMRM office in order to avoid conflicts with the official ISMRM program. In general, functions will not be permitted during the following days and hours:

Saturday and Sunday, 18 and 19 May
08:00 - 17:00 hrs.

Monday through Thursday, 20 - 23 May
08:00 - 18:00 hrs.

Friday, 24 May
08:00 - 12:30 hrs.

All requests must be made in writing or submitted on the Function Space request form in the Exhibitor Service Kit by Friday, 8 March 2002. Requests will be processed and confirmed on a first-come, first-serve basis. Further information is available from Roberta A. Kravitz, Director of Meetings, at the ISMRM Central Office, Tel: +1 (510) 841-1899, Fax: +1 (510) 841-2340, E-mail: roberta@ismrm.org

If you wish to reserve a parlor or a suite in a hotel for a hospitality function, this is considered part of a sleeping room reservation and must be requested on the Hotel Booking Form found in the 2002 10th Scientific Meeting & Exhibition brochure and the Exhibitor Service Kit.

All exhibitors will be required to inform ISMRM of all functions they are planning regardless of the location or arrangements. Failure to do this will cause the forfeit of priority points.

Food and Beverage Service
ISMRM will make arrangements for at least one coffee area located inside Exhibit Hall II. ISMRM will permit exhibitors to have food service within their exhibits. It is required that all food services within the exhibits be provided by the Hawai'i Convention Center. Catering order forms will be provided in the Exhibitor Service Kit. Exhibitors are encouraged to consider this option as it could be an additional approach to attracting booth traffic.

Post-Meeting Reports
Within forty-five (45) days of the close of the meeting, all exhibitors will receive a computer disk containing the names and addresses of all registrants of the meeting. Exhibitors will also receive reports showing the total number of attendees by country as well as other relevant statistical information.

Liability, Insurance, and Security
Each exhibitor must make provisions for safeguarding its goods, materials, equipment, and display at all times. General overall guard service will be provided by ISMRM for the exhibition period, but neither the guard service nor ISMRM will be responsible for loss or damage to any property for any cause.

All space occupied by an exhibitor must be surrendered by it in the same condition as it was at the commencement of occupation. ISMRM, its officers, directors, agents, and employees, shall not be liable for and are hereby released from any claims, liabilities, losses, damages, or expenses relating to or arising out of any injury to any personnel of exhibitor or to any other person for any loss of or damage to any property where such injury, loss, or damage in incident to, arises out of, or is in any way connected with the exhibitor's participation in the exhibition, and the exhibitor shall be fully responsible for any such injury, loss, or damage except as otherwise provided in the Lease Agreement between ISMRM and the Hawai'i Convention Center, and the exhibitor shall protect, indemnify, hold harmless, and defend ISMRM, its officers, directors, agents, and employees, against all such claims, liabilities, losses, damages, and expenses, including reasonable attorney fees and costs of litigation, provided that the foregoing shall not apply to injury, loss, or damage caused by or resulting from the negligence of ISMRM, its officers, directors, agents, or employees. Each exhibitor shall maintain entirely at its expense, general public liability insurance against claims for bodily injury, death, or property damage incident to, arising out of, or in any way connected with the exhibitor's participation in the exhibition, to the limit of not less than one million US dollars (US$1,000,000) for bodily injury, death, or property damage in any one occurrence. Such insurance maintained by the exhibitor shall include coverage of the indemnification obligations of the exhibitor under these rules and regulations and shall cover ISMRM as an additional named insured. At the time the Application/Contract is submitted, the exhibitor shall furnish to ISMRM a certificate evidencing the insurance required by these rules and regulations to be maintained by the exhibitor. That certificate, or the related policy, must provide, to the extent obtainable, that the policy may not be canceled without at least ten (10) days' prior written notice by mail to ISMRM by the insurance company. Each exhibitor acknowledges that it is responsible for obtaining, for its protection and entirely at its expense, such property insurance for its exhibit and display materials as the exhibitor deems appropriate. Any policy providing such property insurance must contain an express waiver by the exhibitor's insurance company of any right of subrogation as to any claims against ISMRM, its officers, directors, agents, or employees.

In the event any part of the exhibit hall is destroyed or damaged so as to prevent ISMRM from permitting an exhibitor to occupy assigned space during any part or whole of the exhibition period, or in the event occupation of assigned space during any part or whole of the exhibition period is prevented by strikes, Acts of God, national emergency, or other cause beyond the control of ISMRM, then the exhibitor will be charged for the space during the period it was or could have been occupied by the exhibitor; and the exhibitor hereby waives any claim against ISMRM, its officers, directors, agents, or employees, for losses or damages which may arise in consequence of such inability to occupy assigned space, its sole claim against ISMRM being a refund of the rent paid for the period it was prevented from using the space.

Special Regulations
No part of any exhibit, or signs relating thereto, shall be posted, nailed, or otherwise attached to columns, walls, floors, or other parts of the building or its furniture in any way to deface same. Damage arising from failure to observe these rules shall be payable by the exhibitor.

Operational equipment, audio-visual presentations, and other sound and attention-getting devices and effects may not create noise levels objectionable to neighboring exhibitors.

Product and service demonstrations are to be straightforward and professional and must avoid the use of theatrical gimmicks. All activities of each exhibitor must be confined to the exhibitor's allotted space. The exhibitor must, at his/her expense, maintain and keep their exhibit and the space for which they have contracted in clean and good order.

Distribution of handout items such as plastic bags or token gifts is permissible upon approval from the Executive Director of ISMRM. Requests to distribute handout items must be submitted in writing to the Executive Director and/or the Director of Meetings along with a sample, photograph, or written description of each item.

All construction material must conform to local codes. Exhibits in Exhibit Hall II are restricted to a height of 8 feet for in-line booths, 10 feet for peninsulas, and 16 feet for islands. Table drapes, textile or paper displays, backwall drapes, and any decoration must be flameproofed. All exhibits and materials are subject to inspection by the local Fire Marshal.

Violation of any of these rules by the exhibitor or its employees or agents shall, at the option of ISMRM, forfeit the exhibitor's rights to occupy space, and such exhibitor shall forfeit to ISMRM all monies paid or due.

Acceptance of Regulations
If no contact is made with the ISMRM office about these rules and regulations, their acceptance is assumed. All materials and questions not covered by these regulations are subject to the decision of ISMRM Executive Director, Jane Tiemann and/or Exhibits Manager, Harvey Friedman.

Dates and Hours	Application for Exhibit Space
Space Rental Rates	Assignment of Booth Space and Space Assignment Priority
Exhibitor Registration and Guest Vouchers	Booth Layout
Move-in and Installation of Exhibits	Dismantle and Removal of Exhibits
Contractor Services	Housing and Travel Information
Hospitality Rooms and Exhibitor Meetings	Food and Beverage Service
Postmeeting Reports	Liability, Insurance, and Security
Special Regulations	Acceptance of Regulation