Joint Annual Meeting
19 - 25 May 2007
Exhibitor Information Page
Dates and Hours Application/Contract for Exhibit Space Exhibitor Representatives Guide to the Exhibition Space Rental Rates Assignment of Booth Space and Priority Points Exhibitor Registration and 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 Regulations
TENTATIVE DATES AND HOURS
Friday, 18 May 2007
Saturday, 19 May 2007, 08:00 - 22:00
Sunday, 20 May 2007, 08:00 - 14:00
*Access to the exhibit halls for move-in on Friday, 18 May, will be granted by special request. Please check the service kit for more information.
Thursday, 24 May 2007, 16.30 - 22.00
Friday, 25 May 2007, 08.00 - 17.00
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Exhibit Dates and Hours:
Sunday, 20 May 2007, Time TBA
Reception in the Technical Exhibit Hall
Monday, 21 May 2007, 10:00 - 17:00
Tuesday and Wednesday, 22-23 May 2007, 09:30 - 17:00
Thursday, 24 May 2007, 09:30 - 16:30
APPLICATION FOR TECHNICAL EXHIBIT SPACE
Exhibit space can be obtained by faxing or mailing 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, fax (510) 841-2340. Applications for exhibit space will not be processed without the following components: (1) a sketch or plan of the exhibit space if space ordered exceeds 9 square meters, (2) a description of all products or equipment to be displayed within the exhibit space (brochures are acceptable), (3) a certificate or proof of insurance verifying liability coverage for this event with the ISMRM named as an additional insured, and (4) a deposit of 35% of the total rental cost if submitted prior to 1 December 2006. Applications submitted after 1 December must be accompanied by full payment. Incomplete applications will not accrue priority points and will not be processed. Please make checks payable to the International Society for Magnetic Resonance in Medicine. Only US Funds will be accepted.
3 November 2006: Early deadline for full placement priority
1 December 2006: Deadline for full payment
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The signer of the Application/Contract for Technical Exhibit Space, or the designee, shall be the Official Representative of the exhibiting company and shall have the authority to act on behalf of the company in all negotiations and to certify representatives. The Official Representative will receive all printed ISMRM Exhibition materials including the Service Kit, invoice, badges and vouchers. The Official Representative may designate an Additional Representative to coordinate responsibilities if Official Representative is unavailable. Both Representatives will receive electronic correspondence from the ISMRM.
GUIDE TO THE EXHIBITION
After your completed Application/Contract for Technical Exhibit Space is received by the ISMRM, you will receive a 2007 Guide to the Exhibition proof, which will contain your company profile as it appeared in the 2006 ISMRM Guide to the Exhibition. If no changes are necessary, please sign and return the form to the ISMRM office. Changes may be noted directly on the form. New exhibitors will receive a form upon which to place their company profile as they wish it to be published. PLEASE NOTE: The name and profile of the exhibiting company may not appear in the Program Book nor in the Guide to the Exhibition unless the Application/Contract for Technical Exhibit Space and full payment are received by 1 December 2006.
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TECHNICAL EXHIBIT SPACE RENTAL RATES
Space will be rented at the rate of US$425 per square meter, in accordance with the terms on the application form. Publishers will receive a discounted rate of US$400 per square meter. To qualify for the discounted publisher rate, the company's primary business must be publishing printed and/or electronic journals, books, and/or magazines. If you have questions about the publisher rate, please contact Katie Simmons, Director of Meetings, by phone at +1 (510) 841-1899, by email at firstname.lastname@example.org, or by mail at ISMRM, 2118 Milvia Street, Suite 201, Berkeley, CA 94704 USA. An additional charge of US$125 will be levied for each corner assigned. Please note that minimal corner space is available. Any applicable sales taxes will be added to the final invoice.
Space must be fully paid for by 1 December 2006; otherwise, it may be reassigned or resold by ISMRM. No space will be assigned until all contractual conditions are met. Applications postmarked after 1 December 2006 will not be accepted without full payment.
If cancellation of exhibit space is made in writing on or before 1 December 2006, a full refund of monies paid will be made. If space is canceled after 1 December 2006, there will be no refund, and ISMRM may retain as liquidated damages all monies paid.
Any exhibit space not set up by 14:00 on Sunday, 20 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.
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ASSIGNMENT OF BOOTH SPACE & PRIORITY POINTS
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 companys 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 re-draws its floorplans 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 everything possible to accommodate its exhibitors requests.
Priority points will be awarded on the following criteria:
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 non-consecutively from 1994 to 2006.
A maximum of 60 date points may be earned by returning the application and required deposit on or before 3 November 2006. Each day thereafter, two points per day will be subtracted until all date points have been exhausted.
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. The assignment of exhibit space will be announced on or around 2 March 2007.
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EXHIBITOR REGISTRATION & VOUCHERS
Exhibitor personnel pre-registration and badge order forms will be mailed in the ISMRM Exhibitor Service Kit. Completed exhibitor registration forms are due in the ISMRM office by 30 March 2007. Exhibitor badges will be mailed to the Official Representative for distribution to the exhibitor personnel named on the pre-registration forms. Badges will be mailed to the Official Representative by 13 April 2007. It is the sole responsibility of the Official 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. Personnel not pre-registered by 30 March 2007 will not receive a badge and will not be able to register onsite until Friday, 18 May 2007. Replacement badges issued to pre-registered exhibitor personnel and badges ordered after 30 March will cost US$20.00 each.
Onsite Exhibitor Registration Hours*:
Friday, 18 May: 14:00 - 20:00
Saturday, 19 May: 06:30 - 18:00
Sunday, 20 May: 07:00 - 18:00
Monday, 21 May: 06:30 - 18:30
Tuesday, 22 May: 06:30 - 18:00
Wednesday, 23 May: 06:30 - 18:00
Thursday, 24 May: 06:30 - 18:00
*Exhibitor personnel who have not pre-registered may register onsite at the Exhibitor Registration booth for a fee of US$20.00.
Scientific Meeting Vouchers
Exhibiting companies will receive one (1) waived scientific meeting voucher for each 3 m. x 3 m. space rented. The voucher(s) will be sent to the Official Representative for distribution prior to the meeting, and must then be redeemed onsite at the Exhibitor Registration booth for a scientific meeting badge. The purpose of these vouchers is to allow your company personnel to attend parts of the scientific meeting that are of interest. Detailed information regarding the distribution and redemption of these vouchers 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 9 square meters 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.
These rules and regulations have been adopted to give each exhibitor more effective use of rented space without infringing on the rights of neighboring booths. Space dimensions shown on floor plan are from center line of booth equipment, such as side rails and/or back wall. Exhibit structures must be constructed to allow sufficient tolerance on each side for this equipment and for utility services at the rear of the booth. Please note: This information is subject to change due to ICC Berlin regulations and Champion Exposition Services:
Rental of a 3 m. x 3 m. booth includes a three (3) meter rear hardwall, side returns (unless a corner is requested), and a company ID sign by request (forms provided in the service kit). All structures must meet all Hall and show regulations and fire codes as published in the service kit.
Exhibit booth located at the end of a row with aisles on three sides. All structures must meet all Hall and show regulations and fire codes as published in the service kit.
Island or Free-Standing Exhibits*
Exhibit booth with aisles on all four sides. All structures must meet all Hall and show regulations and fire codes as published in the service kit.
*If a Peninsula or Island booth is ordered, a diagram must accompany the application/contract. If a booth sketch is not available at the time the Application/Contract for Technical Exhibit Space is submitted, sketches must be sent at least thirty days in advance of the show to the attention of Katie Simmons, Director of Meetings, ISMRM Central Office, 2118 Milvia Street, Suite 201, Berkeley, CA, 94704, USA. Tel: +1 (510) 841-1899, Fax: +1 (510) 841-2340, E-mail: email@example.com. Booth sketches will be reviewed by the ISMRM Executive Director and Show Management for compliance to show regulations and fire codes.
Exceptions to the above rules must be pre-approved by show management 30 days before move-in. Please submit written requests to Katie Simmons, Director of Meetings, ISMRM Central Office, 2118 Milvia Street, Suite 201, Berkeley, CA, 94704, USA. Tel: +1 (510) 841-1899, Fax: +1 (510) 841-2340, E-mail: firstname.lastname@example.org.
For any special requests regarding booth layout, please contact:
CHAMPION EXPOSITION SERVICES
145 Park Lane
Brisbane, CA, 94005 USA
Phone: +1 415 468 5200
Fax: +1 415 468 5282
ISMRM will provide aisle carpet only. All booths must be carpeted.
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MOVE-IN AND INSTALLATION OF EXHIBITS
On Friday, 18 May, freight may be moved into Exhibit Halls 15 and 17. By special request, installation of exhibits may commence on Friday, 18 May, after 08.00 and when the official Exhibits Service Contractor has confirmed that all of the exhibitors' freight is in the hall. Regular move-in begins Saturday, 19 May 2007 at 08:00. Exhibitors should contact Champion Exposition Services, Inc., before scheduling labor.
Installation schedule requirements:
Sunday, 20 May:
11:00: Installation of exhibit must have commenced.
14:00: Installation of exhibit must be complete.
17:30: Exhibit must be fully staffed and operational.
If setup of the exhibit has not commenced by 11:00, Sunday, 20 May, and no special arrangements have been made, the Executive Director of the ISMRM may order the exhibit to be installed, and the exhibitor will be billed for all charges incurred.
If an exhibit is not set up by 14:00, Sunday, 20 May, and no special arrangements have been made, the space may be resold or reassigned by ISMRM without obligation on the part of the ISMRM for any refund whatsoever.
Detailed information regarding work rules and labor rates for all trades operating at the ICC Berlin will be provided in the Exhibitor Service Kit.
Labor rates will be announced in the exhibitor service kit. Please contact Katie Simmons, email@example.com, for more information at this time.
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DISMANTLE AND REMOVAL OF EXHIBITS
On Thursday, 24 May 2007, at 16:30 dismantling of exhibits will begin. All exhibit material must be removed from the exhibit Halls 15 and 17 by 17:00 on Friday, 25 May. Dismantle of an exhibit prior to 16.30 on Thursday, 24 May is not permitted. Any company violating this regulation will forfeit priority points, which will affect floor space assignments for future meetings.
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ISMRM will designate Official contractors, as identified 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 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 ICC Berlin other than the exhibitor's employees. These agents or representatives, as well as all employees, must be identified by the official ISMRM badge.
HOUSING & TRAVEL INFORMATION
Many hotels offering a range of quality, rates, and amenities have been reserved by the Society for the meeting in Berlin, Germany. Convention Housing Management (CHM) 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, CHM. Do not contact hotels in Berlin as reservations are to be 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.
Please visit the Exhibitor Housing Information web page to download a reservation form or to make your reservations online.
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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 ICC Berlin. 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, 19 May, 08:00 - 17:00
Sunday, 20 May, 08:00 - 19:00
Monday through Thursday, 21-24 May, 08:00 - 18:00
Friday, 25 May, 08:00 - 12:30
All requests must be made in writing or submitted on the Function Space request form in the Exhibitor Service Kit by 2 March 2007. Requests will be processed and confirmed on a first-come, first-served basis.
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 Joint Annual Meeting ISMRM-ESMRMB -- 2007 brochure, the Exhibitor Service Kit, and online on the Exhibitor Housing Information web page. 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 a forfeit of priority points.
Further information is available from Katie Simmons, Director of Meetings, at the ISMRM Central Office, Tel: +1 (510) 841-1899, Fax: +1 (510) 841-2340, E-mail: firstname.lastname@example.org.
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FOOD & BEVERAGE SERVICE
ISMRM will make arrangements for at least one coffee area located inside the Halls 15-17. 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 ICC Berlin. 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.
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Within forty-five (45) days of the close of the meeting, all exhibitors will receive an electronic file 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.
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LIABILITY, INSURANCE & 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 of 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. Each exhibitor shall defend, indemnify, and hold harmless ISMRM and each of its agents from any demands, claims, damages to persons or property, losses and liabilities, including reasonable attorney fees. asserted by third parties arising out of, or connected with, exhibitor's participation in the exhibition (collectivity "claim"). This provision will not apply when a claim arises out of the sole negligence of the ISMRM.
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 exhibitors 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 for Technical Exhibit Space is submitted, the exhibitor shall furnish to ISMRM a valid certificate, with the ISMRM named as an additional insured, 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 exhibitors 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 the 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.
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 exhibitors allotted space. Exhibitors must, at their 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 the 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. It is the responsibility of the exhibitor to seek prior approval for any handouts; without such prior approval, the exhibitor may be penalized priority points.
Exhibitors are allowed to photograph, videotape, or mechanically record their companys booth for exhibitor personnel during regular floor access hours without the use of electrical lighting; this includes set-up and dismantling hours. Media photographing, videotaping or mechanically recording on the exhibit floor is permitted only with prior permission. Requests for media coverage must be submitted in writing to the Executive Director and/or Director of Meetings at least thirty (30) days prior to move-in.
All construction material must conform to local codes. Table drapes, textile or paper displays, backwall drapes, and any decoration must be flame-proofed. All exhibits and materials are subject to inspection by the local Fire Marshal. Important: Please review the complete Fire Regulations for Exhibitors located in the Exhibitor Service Kit. In some instances, the ISMRM, the ICC Berlin, and the Berlin Fire Department MUST approve aspects of your booth in advance. Please contact Patti McDowell at Champion Exposition Services, Inc., by email at email@example.com if you have any questions regarding exhibits requiring documentation.
Violation of any of these rules by the exhibitor or its employees or agents shall, at the option of ISMRM, forfeit the exhibitors rights to occupy space, and such exhibitor shall forfeit to ISMRM all monies paid or due.
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ACCEPTANCE OF REGULATIONS
If no contact is made with the ISMRM office about these rules and regulations, exhibitor acceptance is assumed. All matters and questions not covered by these regulations are subject to the decision of ISMRM Executive Director, Roberta A. Kravitz at the ISMRM office, and/or Patti McDowell at Champion Exposition Services, Inc.
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