What to Expect
After Your Exhibitor’s Contract Is Signed
Designate Your Exhibitor Representatives
The signer of the Contract for 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 and electronic exhibition materials including the service kit, as well as badges and vouchers on site. The Official Representative may designate an Additional Representative to coordinate responsibilities if the Official Representative is unavailable. Both Representatives will receive regular email updates from ISMRM.
Your Company Profile Is Publicized
Exhibitors are required to provide a 200-word company profile to our Meetings Coordinator (katrina@ismrm.org) detailing their products and/or services to be published in the 2023 Guide to the Meeting & Exhibition distributed to all meeting attendees. Only one profile per booth is permitted without incurring additional costs. Profiles must be received by 27 February 2023.
PLEASE NOTE: Listing in the 2023 Guide to the Meeting & Exhibition is available only to exhibitors whose full payment has been received.
An Online Exhibitor Service Kit Is Provided
The ISMRM Exhibitor Service Kit will be made available online in late February 2023. The service kit contains a complete set of downloadable service forms.
Pre-Meeting Registration Reports
The ISMRM will provide you with a pre-registration list of all attendees four weeks prior to our Annual Meeting and will allow for a one-time contact to attendees that have opted to share their information.
Exhibition
Rules & Regulations
Please Read These Important Exhibition Regulations
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 of or damage to any property for any cause.
All space occupied by an exhibitor must be surrendered 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 exhibitor personnel or to any other person for any loss of or damage to any exhibitor property or any other property where such injury, loss or damage is incident to, arises out of, or is in any way connected with 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 Metro Toronto Convention Centre (MTCC), 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 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 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 that 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 that 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 the 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 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 ISMRM. Requests to distribute handout items must be submitted in writing to the Executive Director and/or the Associate Executive Director along with a sample, photograph, or written description of each item. It is the responsibility of the exhibitor to seek prior approval for any handout items that may be considered questionable; without such prior approval, the exhibitor may be penalized priority points.
Exhibitors are allowed to photograph, videotape, or electronically or mechanically record their company’s booth for exhibitor personnel during regular floor access hours without the use of electrical lighting; this includes setup and dismantling hours. Media photographing, videotaping, or electronically or mechanically recording on the exhibit floor is permitted only with prior permission. Permission requests for media coverage must be submitted in writing to the Executive Director and/or Meetings Manager at least thirty (30) days prior to move-in. All construction materials must conform to local codes. Table drapes, textile or paper displays, back wall drapes, and any decoration must be flameproof. 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, ISMRM, the MTCC and their Fire Safety Manager MUST approve aspects of your booth in advance. Please contact Sabrina Cristiano, Assistant Director, at SCristiano@MTCCC.com or Fire Safety at FireSafetyReply@mtccc.com if you have any questions regarding required documentation. 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 and confirmed by the signature on the contract for exhibit space.
All matters and questions not covered by these regulations are subject to the decision of ISMRM Executive Director Roberta A. Kravitz and/or Sabrina Cristiano at MTCC.
Please Review the Complete Fire & Safety Regulations in the Exhibitor Service Kit
Priority Placement,
Points & Booth Assignments
Maximum Priority Points
Submit your Contract for Exhibit Space by 17 January 2023 in order to receive the maximum priority points possible.
Space Assignments
Announcement of exhibit space placements will be made in late February 2023.
As in past years, the Society will be awarding priority placement points. Exhibitor preferences will be honored according to the exhibiting company’s earned priority points, which are determined by the date the contract is received, as well as payment status, booth size, corner requests, history with the ISMRM, and corporate membership status; however, ISMRM reserves the right to allocate space on any other basis it deems appropriate. Priority points will be awarded on the following criteria: date points, history points, and corporate membership.
Date Points
A maximum of 60 date points may be earned by returning the application and full payment on or before 17 January 2023. Each day thereafter, two points per day will be subtracted until all date points have been exhausted.
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 non-consecutively from 1994 to 2023.
Corporate Members
ISMRM Corporate Members earn additional points by being Corporate Members. Current-year Gold Corporate Members will receive five points; Silver Corporate Members will receive three points; Bronze Corporate Members, two points; and Associate Corporate Members, one point. All Corporate Members are rotated on an annual basis to ensure fair placement on the exhibit floor within their corporate membership category.
Corporate Member booth placement also depends upon preferences, booth size, and overall configuration of the final floor plan; however, ISMRM reserves the right to allocate space on any other basis it deems appropriate.
2023 Booth Space Design Options
Booth Space Design Options
In an effort to create a balanced exhibit area, all exhibits will be positioned strategically throughout the floor space. In fairness to all participating companies, no company shall be granted the primary location nearest the entrance for consecutive years. The ISMRM reserves the right to rearrange the floor plan at any time for any reason. The ISMRM also reserves the right to relocate any exhibitors should it become necessary for causes beyond the control of the ISMRM, or advisable in the best judgment of the ISMRM. The signing of the contract constitutes full agreement with these assignment policies and procedures.
Please note that the final floor plan will be different from the preliminary floor plan shown in the Prospectus for the purpose of booth selection. The ISMRM redraws its floor plan yearly based on the requests and needs of exhibitors, rather than requiring 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 exhibitors’ requests as submitted on the contract for booth space.
Booth Schematic Options
Booth Choices That Meet Your Exhibition Needs
In-Line Booths
An In-line Booth is one or more standard booth units in a straight line, and is enclosed on three sides with the opening to the aisle. Booths at the ends of each aisle (corner booths) will be open on two sides. The standard booth size is 10 feet x 10 feet (3 meters x 3 meters). The maximum height for all booth contents is 8 feet (2.5 meters). Each Inline exhibit will be supplied with an 8′ backwall and a 3’side rail pipe-and-drape, and a 44″ x 7″ ID sign with company name and booth number.
Peninsula Booths
Peninsula Booths are 20 feet x 10 feet (6 meters x 3 meters) and have aisles on three sides. Except for the back wall, no other solid wall areas are allowed on the external boundaries of the booth. The maximum height of the back wall facing the neighboring booth is 10 feet (3 meters). All components of the booth must be placed below this height. Any booth above 8 feet (2.5 meters) in height must be finished on the back up to 10 feet (3 meters). No structure is provided for peninsula booths, exhibitors must provide their own back walls.
Island Booths
An Island booth is any space exposed to the aisles on all four sides. All island booths (regardless of size) should allow 20% visibility on all sides. Examples:
• 20 feet x 20 feet (6 meters x 6 meters) island: each side of the booth must have visibility for a minimum of 4 feet (1.22 meters)
• 40 feet x 30 feet (12 meters x 9 meters) island: each 30-foot (9-meter) side of the booth must have visibility for a minimum of 6 feet (1.83 meters).
Each 40-foot (12-meter) side of the booth must have visibility for a minimum of 8 feet (2.44 meters).
No full solid walls are allowed on the external boundaries (aisles) of the booth space. Exhibitors may use clear acrylic or similar material to create a wall that will allow for line of sight from one booth to the next. The maximum height for any Island booth space is 16 feet (5 meters) based on written approval from an ISMRM representative.
Note:
• Any booth larger than 20 feet x 10 feet (6 meters x 3 meters) in size must provide detailed, scaled drawings with dimensions.
• All exhibitors must provide suitable floor covering for their entire exhibit space.
Preliminary Floor Plan
The 2023 ISMRM & ISMRT Annual Meeting & Exhibition will be held in the Exhibition Hall at the MTCC, 03-08 June 2023. The Technical Exhibition and Poster Hall (Digital & Traditional Paper Posters) will be located on Level 800 in Exhibition Halls D & E and, again, intertwined. When you enter the Technical Exhibition Hall, you are entering a hall that will incorporate exhibition booths and posters crisscrossing the hall.
Our rules and regulations have been created to give each exhibitor the most effective use of rented space. Space dimensions shown on floor plans are from centerline 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 service at the rear of the booth. ISMRM will provide aisle carpet only. Booth carpet or flooring is mandatory and is the responsibility of each exhibitor.
Exhibitor Registration
Important Information for Exhibition Registration
While pre-registration is important in enabling us to serve you more effectively, the ISMRM staff look forward to the opportunity to once again connect with you face-to-face in Toronto. Stop by the on-site registration counter with any questions or concerns, to pick up your badges, or simply to say, “Hello!”
Exhibitor Badges
Exhibitor badge ordering information will be available in the ISMRM Exhibitor Service Kit. Completed registrations for exhibitor badges are due to the ISMRM Meetings Department (katrina@ismrm.org) by Tuesday, 04 April 2023. Exhibitor badges will not be mailed and will only be available for on-site pick-up at the exhibitor counter beginning at 14:00 hours, Friday, 02 June 2023. Each 9-square meter booth will receive up to five (5) complimentary exhibitor badges. Required exhibitor personnel badges exceeding the original five (5) badges per 9 square meters are available for a fee of US$50.00 per badge. All Exhibitor Personnel will be responsible for picking up their own badge with photo identification. No other method will be employed. Exhibitors will not be allowed on the exhibition floor without an ISMRM Exhibitor Badge.
Complimentary Meeting Registration
Exhibiting companies will receive one (1) complimentary registration, 6-Day meeting badge, for each 9 square meters of space rented. The official company representative will submit the name and email of the complimentary registration recipients to the ISMRM Meetings Department (katrina@ismrm.org) no later than Tuesday, 04 April 2023, for pre-registering your guest. Once the attendee is registered, the ISMRM Annual Meeting badge will be held on site at the exhibitor registration counter. The registrant may pick up their ISMRM Annual Meeting badge starting at 14:00 hours, Friday, 02 June 2023.
Send Your Exhibitor Badge Registration Forms to:
katrina@ismrm.org or Fax: +1 510 841 2340
Exhibition Schedule 2023
Designed for Maximum Lead Generation
ISMRM Exhibition Hall Hours of Operation
Hours are subject to change.
| Activity |
Thursday
01 June |
Friday
02 June |
Saturday
03 June |
Sunday
04 June |
Monday
05 June |
Tuesday
06 June |
Wednesday
07 June |
Thursday
08 June |
Friday
09 June |
| Installation of Exhibits |
❌ |
08:00–22:00 |
08:00–22:00 |
08:00–15:00 |
❌ |
❌ |
❌ |
❌ |
❌ |
| All exhibits must be fully operational |
❌ |
❌ |
❌ |
If materials have arrived but installation of any exhibit has not started by 14:00 hours Sunday, 04 June, and no special arrangements have been made, the Executive Director of ISMRM may order the exhibition to be removed from the show floor and placed in storage, and the exhibitor will be billed for all costs incurred. Any exhibit space not set up by 14:00 hours on Sunday, 08 May, unless special arrangements have been made, may be resold or reassigned by the ISMRM without obligation on the part of ISMRM for any refund. No exceptions.
|
❌ |
| Exhibitor Registration |
❌ |
14:00–20:00 |
06:30–18:00 |
07:00–18:30 |
06:30–18:30 |
06:30–18:00 |
06:30–18:00 |
06:30–18:00 |
❌ |
| Exhibition Days |
❌ |
❌ |
❌ |
18:15–19:45
Opening Reception |
10:00–17:00 |
10:00–17:00 |
10:00–17:00 |
10:00–16:30 |
❌ |
| Poster Hours |
❌ |
❌ |
❌ |
|
07:00–20:30 |
07:00–20:30 |
07:00–20:30 |
07:00–16:30 |
❌ |
Dismantle
&
Move-Out |
❌ |
❌ |
❌ |
❌ |
❌ |
❌ |
❌ |
16:30–23:59* |
❌ |
* Dismantle of an exhibit prior to 16:30 hours on Thursday, 08 June, is not permitted. Any company violating this regulation will forfeit priority points, which will affect floor space assignments for future meetings. All exhibitors will begin dismantle at 16:30 hours, Thursday, 08 June.
+ All display materials to be picked up by carrier by noon, Friday, 09 June.
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. The freight contractor will receive all shipments and van loads, handle all freight, and provide all rigging, labor, and equipment relating to freight handling. Internet, electrical, plumbing, catering, and telephone services, etc., can be ordered by using the forms in the Exhibitor Service Kit.
Exhibitor Appointed Contractors
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 the ISMRM by Tuesday, 04 April 2023. 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 MTCC site other than the exhibitor’s employees. These agents or representatives, as well as all employees, must be identified by the official ISMRM badge prior to entering the exhibition hall. Please email EAC forms and certificates of insurance to Katrina Watson at katrina@ismrm.org.
Labor Rates and Services
Detailed information regarding work rules for all trades operating at the MTCC site will be provided in the Exhibitor Service Kit. Labor rates will be announced in the Service Kit; all rates will be listed in US dollars (USD). Rates subject to change; local and government taxes are not included.
Hospitality & Meeting Rooms
Plan Ancillary Events Early for Best Results!
Meetings
Meeting Rooms will not be available at the MTCC during the Annual Meeting for exhibitor functions. All requests for meetings and social functions must be made through the ISMRM office in order to avoid conflicts with the official program. In general, functions will not be permitted during the following days and hours:
- Sunday, 04 June 2023
Opening Reception 18:00–19:30
- Monday-Wednesday, 05 – 07 June 2023
07:00–18:00
- Thursday, 08 June 2023
07:00–22:00
All requests must be made in writing or submitted on the Function Space Request form found in the Exhibitor Service Kit made available in February 2023. Requests will be processed and confirmed on a first-come, first-served basis. If you wish to reserve a parlor or a suite in the 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 2023 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 notify the ISMRM of ancillary events will result in the forfeit of priority points. Any shuttle service activities being planned on the grounds of the MTCC must absolutely be reported to the ISMRM Meetings Manager.
