2025 Exhibitor Prospectus

Strategic Exhibitor Benefits
for Maximum Exhibitor Value

Direct Access to Decision-Makers

Enjoy unlimited networking opportunities with a growing international assembly of the world’s largest community of MR scientists, clinicians, and technologists—an engaged, receptive, and qualified audience providing you with immediate and future prospects, leads, and confirmed business.

Professional Support Staff

A creative and dedicated ISMRM staff is committed to providing you with a remarkable and full-service corporate exhibit experience.

Strategic Integrated Marketing Opportunities

The ISMRM offers integrated marketing programs designed to meet your goals and differentiate you from your competition. Whether you choose custom advertising packages, on-site literature displays, online marketing, participation in corporate membership programs, or digital advertising—whatever your choice, you’ll get the most of your exhibition experience!

Quality Venues

The ISMRM selects the best destinations and venues worldwide, continuing to meet the professional needs of our global community.

Limited Exhibitors = Maximum Exposure

You are one of approximately 90 exhibitors, with an audience of 5000+. We are not to be confused with other massive exhibitions. We are exhibitor-focused.

Maximum Exhibitor Value: Lead Retrieval & Early-Bird Rates!

We continue to provide complimentary lead retrieval. As usual, you will receive preferential exhibitor service kit rates and priority placement if you purchase by the early-bird date. By selecting your exhibition space in advance, you will expedite your company’s website exposure.

We Are Exhibitor-Focused

Pre-Show Marketing

The ISMRM will provide you with a pre-registration list of all attendees and allow for a one-time contact, four weeks prior to the Annual Meeting.

Your Opinion in Action

We invite company representatives to our annual exhibitors’ breakfast meeting to express their opinions, suggestions, and concerns. We are listening.

Yearly Updated Industry Demographics

You will receive updated and expanded industry demographics to assist you in making solid business decisions in this changing economy.

We Strive for the Best

Exposure! Exposure! Exposure!

Our exhibition floor includes not only exhibitors’ booths but digital posters as well, ensuring that attendees will be close at hand.

We continue to hold our opening reception in the exhibition hall while providing food and beverage concessions throughout the exhibition during open hours daily.

Complimentary Registrations

Our exhibitors receive one complimentary six-day waived meeting registration badge and five (5) exhibitor personnel badges for each nine sq. meters (100 sq ft).

Crowd-Drawing Floor Plan

Three Power Pitch theatres are featured in the exhibition hall, designed to draw even bigger crowds to your booth!

2024 Attendance Review by Country

Professional Attendees
Over Two (2) Four‐Year Rotations:

2016
Asia/PacRim
Singapore: 5,158

2017
West Americas
Hawaii: 5,623

2018
Europe
Paris: 6,650

2019
East Americas
Montreal: 5,886

2020
Asia/PacRim
Sydney to Virtual: 5,233

2021
West Americas
Vancouver to Virtual: 5,600

2022
Europe
London, Hybrid: 5,873

2023
East Americas
Toronto: 5,956

2024
Asia/PacRim
Singapore: 5,709

Abstracts & Presentation Stats:

Strategic Marketing Opportunities
to Increase Exhibitors’ Sales

Maximize Your Exposure

We are pleased to provide an abundance of marketing and promotional opportunities. Subsidize any item and draw a qualified, captured audience to your booth! Your company will also be acknowledged as an official supporter of the Annual Meeting on the meeting website, in print publications, and on signage.

Contact Director of Meetings Jennifer Clark at jennifer@ismrm.org if you are interested in any of the following opportunities.

ISMRM Marketing & Visibility Opportunities

Opening Reception

Maximize your exposure at one of ISMRM’s best networking events! By exclusively supporting this reception, your logo will be everywhere: on drink tickets, cups, signage at the entrance, and throughout the exhibition hall. Thousands of clinicians, scientists, and technologists from all over the world will gather at our highly anticipated Opening Reception. Take center stage as the host and be the talk of the event!

• US$75,000 (Exclusive)

Newbie Reception

Join us for our Newbie Reception, where around 800 of the brightest minds in the MR field come together to connect, network, and share ideas. This dynamic event is the perfect opportunity for newcomers to meet fellow attendees, make meaningful connections, and engage in lively discussions. Don’t miss the chance to be part of this vibrant gathering of emerging leaders and innovators!

• US$10,000 (Exclusive)

Closing Party

Become the exclusive sponsor of our Closing Party, the grand finale of our event! This high-energy celebration offers a unique opportunity to leave a lasting impression on attendees as they unwind and reflect on the week’s successes. With your brand prominently featured throughout the venue—on signage, party materials, and more—you’ll enjoy unparalleled exposure to hundreds of clinicians, scientists, and industry leaders. As the sponsor of this memorable event, you will ensure your brand is front and center, creating a buzz that will carry beyond the closing night. Take this chance to be the highlight of the celebration!

• US$75,000 (Exclusive)

Pens

Place your company’s name in the hands and pockets of all our attendees! We hand out over 5,000 pens every year. Support this popular item and enjoy take-home exposure!

• US$7,500 plus the cost of pen production (Exclusive)     SOLD OUT

Advertisement in the Exhibition Guide

Get the attention of 5,500+ meeting attendees with your advertisement in our full-color Guide to the Technical & Poster Exhibition. Full-color, full-page, and half-page spaces are available. Space Deadline: 27 February 2025, Ad Artwork Deadline: 15 March 2025

• Half-Page US$2,000
• Full-Page US$4,000

Banner Advertisements in the Convention Center

Capture the attention of thousands of attendees by securing a banner advertisement in the convention center during our meeting. Strategically placed in high-traffic areas, your branded banner will be impossible to miss, providing maximum visibility to clinicians, scientists, and industry professionals from around the world. This opportunity offers a powerful way to promote your brand, drive engagement, and leave a lasting impression throughout the entire conference.

• Price varies by location; contact Jennifer Clark (jennifer@ismrm.org) for more details.

Refreshment Concessions

Support the refreshment experience by sponsoring our concession stands, where your brand will be prominently displayed on napkins or coffee cup sleeves. Attendees will see your logo each time they grab a snack or drink, giving your brand repeated exposure throughout the day. This sponsorship provides a subtle yet effective way to connect with hundreds of professionals as they take a break, network, and recharge during the event. It’s a perfect opportunity to enhance your brand’s visibility or creating a call to action while adding a personal touch to the attendee experience.

• US$5,000 plus the cost of napkins or coffee cup sleeves

Resonarium (Trainee Hangout)

Showcase your commitment to emerging professionals in the field of magnetic resonance by supporting the ISMRM Resonarium. Exclusive support: place your company’s brand in front of the trainee audience in their special hangout! Trainees will greatly appreciate coffee, tea, and sodas plus snacks during the meeting.

• Exclusive sponsorship: US$10,000 (Once this sells the single option is no longer available) plus the cost of snacks and beverages
• Per day (Non-Exclusive): US$2,500 plus the costs of snacks and beverages

Genki Ball Sustainability Project

Show your commitment to sustainability by supporting the Genki Ala Wai Project, a local community program dedicated to cleaning up the Ala Wai Canal. For years, the Ala Wai Canal behind the convention center has been a depository for debris, pollutants, and sludge. This project aims to create and deploy 300,000 genki balls and use effective microorganisms to restore the canal’s ecosystem by 2026. ISMRM will host a station in the exhibit hall where attendees can make a genki ball, and then we will have a ceremony where attendees can throw the balls into the canal. It is a great way to make a meaningful impact on a local community and the environment. For more information about this project, go to https://www.genkialawai.org/.

• Exclusive: US$10,000

Please note that all marketing ideas are subject to approval by the ISMRM. If you have an idea that you do not see here, please reach out to Jennifer Clark, Director of Meetings, at jennifer@ismrm.org to discuss its impact.

All Marketing Opportunities Are Available
on a First-Come, First-Served Basis

ISMRM Corporate Membership

Rise Above the Crowd & Become a Corporate Member!

Partner with ISMRM to boost your exposure & benefits

Meet our diverse, international MR community of over 5500 clinicians, physicists, engineers, biochemists, and technologists from more than 70 countries around the world! This powerful society of MR professionals can become your captive audience through a Corporate Membership with ISMRM.

Enjoy brand exposure at its best: maximum coverage at our Annual Meeting to targeted positioning at one of our worldwide workshops and courses. ISMRM Corporate members access many effective avenues of promotion including customized platforms to meet specific marketing goals.

For Growth & Success

To learn more about growing your company through ISMRM Corporate Membership, please visit www.ismrm.org, or contact Anne-Marie Kahrovic, ISMRM Executive Director at anne-marie@ismrm.org or +1 510 841 1899.

ISMRM Corporate Members 2025

GOLD CORPORATE MEMBERS

Canon Medical

GE HealthCare

Philips Healthcare

Siemens Healthineers

United Imaging Healthcare

BRONZE CORPORATE MEMBERS

Bruker

Fujifilm Healthcare

ASSOCIATE CORPORATE MEMBERS

Nova Medical, Inc.

ZMT Zurich MedTech AG

Exhibition
Rules & Regulations

Please Read These Important Exhibition Regulations

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 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 the Hawai’i Convention & Exhibition Centre, 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. Deadline: Friday, 25 April 2025

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

Each exhibitor agrees to conduct their exhibit in accordance with the purposes, goals, and mission of ISMRM. Exhibitors may only showcase products and services that are relevant and contributing to the advancement of magnetic resonance technology and research in medicine and biology. Exhibitors are forbidden from using their exhibit to disparage ISMRM and ISMRT, its members, or other exhibitors. ISMRM reserves the right to take the following actions at its sole discretion: the closure of any exhibit space, directing security to remove exhibit personnel, and ordering a cease-and-desist of any audiovisual equipment if an exhibit is deemed excessively loud, disruptive, disturbs neighboring exhibits, or violates the terms of this contract.

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. 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 Director of Meetings 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. 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.

Venue Rules & Regulations

Exhibitors have the obligation to purchase and collect licenses and permits that are required by venue, local and/or state regulations. ISMRM exhibitors are required to comply with venue and/or local health, fire, and safety ordinances and regulations. All services and booth set-ups, including displays and electrical equipment, must comply with all state and local regulations. Information about Hawai’i Convention & Exhibition Centre’s rules and regulations will be provided in the Exhibitor Service Kit. ISMRM will not have any further responsibility to inform exhibitors about venue regulations. ISMRM is not responsible for settling disputes between exhibitors, local government entities, and unionized services provided by the venue.

Union labor, depending on the site, building, and contractor requirements, may be required. If required, the exhibitor shall comply with all labor union rules and regulations.  ISMRM is not responsible for settling disputes between exhibitors, local government entities, and unionized services provided by the venue.

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 Anne-Marie Kahrovic.

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 Hawai’i. 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 Wednesday, 30 April 2025. Exhibitor badges will not be mailed and will only be available for on-site pickup at the exhibitor counter beginning at 14:00 hours, Friday, 09 May 2025. Each 9 sq. meter booth will receive up to five (5) complimentary exhibitor badges. Required exhibitor personnel badges exceeding the original five (5) badges per 9 sq. 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 Waived Meeting Registration

Exhibiting companies will receive one (1) complimentary waived registration, 6-Day meeting badge, for each 9 sq. meters of space rented. The official company representative will submit the name and email of the complimentary waived registration recipients to the ISMRM Meetings Department (katrina@ismrm.org) no later than Wednesday, 30 April 2025, 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, 09 May 2025.

Badge sharing/exchanging is strictly prohibited at the 2025 ISMRM & ISMRT Annual Meeting & Exhibition. Exhibitor personnel and/or meeting attendees observed violating this will have their badges revoked and registration forfeited with no refund provided.

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. 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 max. company profile to our Meetings Coordinator (katrina@ismrm.org). Exhibitors can detail their products and/or services to be published in the 2025 Guide to the Meeting & Exhibition that’s distributed to all meeting attendees. Only one profile per booth is permitted without incurring additional costs. Deadline: Thursday, 27 February 2025

PLEASE NOTE: Listing in the 2025 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 January 2025 to exhibiting companies whose full payment has been received. The service kit contains a complete set of downloadable service forms, which include the following:

• Booth Furnishings/Decoration
• Flooring
• Audio/Visual
• Electrical/Rigging
• Lead Retrieval Licensing
• Shipping
• Catering
• Booth Cleaning Services

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. Those who opted out will not be included in the pre-registration list due to GDPR regulations.

Priority Placement
Points & Booth Assignments

Maximum Priority Points

Submit your Contract for Exhibit Space by Monday, 16 December 2024, in order to receive the maximum priority points possible.

Space Assignments

Announcement of exhibit space placements will be made in late January 2025.

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, history with the ISMRM, booth size, corner requests, 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 Monday, 16 December 2024. 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 2024.

Corporate Members

ISMRM Corporate Members earn additional points that are included with Corporate Member benefits:

Gold Corporate Members	5 points
Silver Corporate Members	3 points
Bronze Corporate Members	2 points
Associate Corporate Members	1 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.

2025 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. ISMRM will provide written notice to any exhibitor whose booth space is affected by any change in floor plan.

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.

Each exhibit booth space should be arranged in a way as to not obstruct the general view nor hide neighboring exhibits. No exhibit booth space will be permitted to interfere with the use of other exhibits or impede access to them or the free use of aisles. Plans for specially built designs are required to be submitted to ISMRM and their appointed Meeting Contractor before construction is ordered. All three booth layouts must adhere to the booth regulations highlighted below.

Booth Schematic Options
Booth Choices That Meet Your Exhibition Needs

Note:
• Your booth contract only includes the booth space. It will be the exhibitor’s responsibility to order and provide furnishings, flooring, cleaning services, and electrical set-ups in their booth space. If you select an in-line booth, it will also include the pipe-and-drape scheme and a cardboard sign identifier with company name. No pipe and drape will be provided for island booths.

• Any booth larger than 20 feet x 10 feet (6 meters x 3 meters) in size must provide detailed, scaled drawings with dimensions to the meetings coordinator (katrina@ismrm.org) and the Hawai’i Convention Center.

• The Kamehameha Exhibition Hall is a non-carpeted exhibit hall. All exhibiting companies are required to provide flooring for the full extent of the square meters of their assigned booth. This applies to all booth types (i.e., in-line, corner, and island). Carpet/flooring must be ordered through ICS; additional information and pricing details will be available in the exhibitor service kit in late-January. Booths without any floor covering are subject to be carpeted per ISMRM’s discretion and will be at the expense of the exhibitors. ISMRM will provide aisle carpeting in the exhibition hall.

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. In-line booths can only have one (1) corner. 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 in-line exhibit will be a pipe-and-drape layout supplied with an 8 feet high draped back wall, two 3’ side rails (one for corner booths), and a 44″ x 7″ ID sign with company name and booth number.

Click to enlarge image.

Peninsula Booths

Peninsula booths are 20 feet x 10 feet (6 meters x 3 meters) with two (2) corners and is open to aisles on three sides (front, left, and right). With the exception of the 8 feet (2.5 meters) high draped 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).  Peninsula booths will also be supplied with a 44″ x 7″ ID sign header with the company name and booth number.

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.

Preliminary Floor Plan

The exhibition portion 2025 ISMRM & ISMRT Annual Meeting will be held in the level 1 Kamehameha Exhibit Hall at the Hawai’i Convention Center, from 11-15 May 2025. The Technical Exhibition and Poster Hall (Digital & Traditional Paper Posters) will be located on Level 1 in the Kamehameha Exhibit Hall 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.

Installation & Dismantling of Exhibit Space

Admittance to the Exhibition Hall during booth installation and dismantling times is limited to exhibitor personnel and ISMRM-approved External Appointed Contractor personnel employed by the exhibiting company. Under no circumstance will meeting attendees and guests be allowed in the exhibit area outside of the designated Exhibition Hall hours.

Booth personnel will be allowed to hand-carry their own materials into and out of the exhibit facility. The use or rental of dollies, flat trucks, and other mechanical equipment, however, is not permitted. ISMRM’s Freight Logistics Manager and Meeting Contractor will control access to the loading docks to provide a safe and orderly move-in/out. Unloading or reloading at the dock from any and all contracted carriers will be handled by the Meeting Contractor and Freight Logistics Manager.

Safety vests and close-toed shoes are required for all individuals occupying the Exhibition Hall during booth installation and dismantling periods.

Standing on chairs, tables, or other rental furniture is prohibited. This furniture is not engineered to support your standing weight. ICS and ISMRM cannot be responsible for injuries or falls caused by the improper use of this furniture. If assistance is required in assembling your booth, please request help at the ICS exhibitor services desk located in the Exhibition Hall.

Exhibition Schedule 2025
Designed for Maximum Lead Generation

ISMRM Exhibition Hall Hours of Operation

Hours are subject to change.

Activity	Thu 08 May	Fri 09 May	Sat 10 May	Sun 11 May	Mon 12 May	Tue 13 May	Wed 14 May	Thu 15 May
Show Decorator move-in and marking of the floor	08:00–22:00
Installation of Exhibits		08:00–22:00 Large Booths Only	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, 11 May, 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, 11 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		14:00–19:00	06:30–18:00	07:00–19:00	06:30–18:30	07:00–18:00	07:00–17:45	07:00–18:00
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					07:00–20:00	07:00–20:00	07:00–20:00	07:00–16:30
Dismantle & Move-Out								16:30–23:59*

* Dismantle of an exhibit prior to 16:30 hours on Thursday,15 May, 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, 15 May.

+ All display materials to be picked up by carrier by noon, Friday, 16 May.

Contractor Services

ISMRM will designate contractors, as named in the Exhibitor Service Kit, to provide build-up 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 Monday, 01 April 2025. 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 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 & Services

Detailed information regarding work rules for all trades operating at the Hawai’i Convention Center 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

All requests for meetings and social functions in and outside of the Hawai’i Convention Center 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:

• Saturday, 10 May 2025
  08:00-17:00
• Sunday, 11 May 2025
  07:45–20:00
• Monday-Wednesday, 12 – 14 May 2025
  07:00–18:00
• Thursday, 15 May 2025
  07:00–21:30

All requests must be made in writing or submitted on the offsite Function Space Request form found in the Exhibitor Service Kit made available in January 2025. 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 2025 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 Hawai’i Convention Center must absolutely be reported to the ISMRM Meetings Director by Friday, 21 March 2025. Email Jennifer Clark (jennifer@ismrm.org)

Quality Housing in Honolulu

Enjoy a Great Range of Rates

Many hotels offering a range of amenities and rates have been reserved by the Society for the meeting in Honolulu, Hawai’i. Convention Housing Management (CHM) has been appointed to coordinate all hotel reservations for ISMRM attendees and exhibitors. In order to receive the special convention rate, attendees and exhibitors must make their reservations through the official housing bureau, CHM.

More detailed information on the various hotels and the hotel reservation form will be made available online through the ISMRM registration website. Do not contact the hotels directly in Hawai’i. Official Society hotels will not honor direct requests for hotel rooms at the special convention rates.

Important Exhibitor Housing Note

• Exhibitors are expected to secure their accommodations through CHM as part of their alliance with the ISMRM. Exhibitors who book outside the ISMRM Housing Block will be subject to loss of full priority points. This housing policy is applicable to national and international exhibitors who may or may not have their own internal travel booking agencies.
• CHM is the only approved housing vendor for our 2025 Annual Meeting. Please be aware of solicitors who may contact you offering accommodations. If you are unsure of the origin of an e-mail or phone call, please reach out to Meetings Coordinator Katrina Watson (katrina@ismrm.org). Any contact that is not from a CHM or ISMRM email and/or phone number should be ignored and reported.  To ensure a reserved block, book your rooms as early as possible.

Click to Book Housing Now

Airfare Discount

Save with United Airlines

United Airlines has offered a discount code for attendees flying to Honolulu (Valid Travel Dates: 07 May 2025 – 18 May 2025). Please visit https://www.united.com/en/us/meetingtravel and enter code ZPVR253109.

United flights are flights operated by United or operated by other airlines and branded United Express. Restrictions and exclusions may apply.

The promo code is: ZPVR253109

* The promotion is applicable to travel from 07 May 2025 – 18 May 2025.

For more travel information, please visit the main 2025 Annual Meeting Travel page.

If you require a visa to visit Oahu, HI, USA, please consult the Hawai’i Visa Information page.

Contract: Register Today!

How To Contract for Technical Exhibit Space

Enjoy competitive pricing on exhibit space.

Contracts for exhibit space will not be processed without the following:

1. A sketch or plan of the exhibit space if space ordered exceeds 18 sq. meters;
2. A description of all products or equipment to be displayed within the exhibit space (brochures are acceptable); Right of Refusal: ISMRM reserves the right to refuse rental of exhibit space to any company whose display of goods, service or equipment is not, in the opinion of ISMRM, compatible with the general character and objectives of the Exhibition.
3. A certificate or proof of insurance verifying commercial liability coverage for this event with the ISMRM named as an additional insured, valid through the dates of the show; and
4. Payment: Full payment of the total rental cost to be submitted along with contract. Only US funds will be accepted. No space will be assigned or finalized until all contractual conditions are met and full payment is received.

Go to the Contract Form .

Exhibition Floor Plan (Preliminary – subject to change)

Exhibit-Space Cost

Standard Rate:* US$450 per square meter
Each Corner: Additional US$200

Sample Pricing:

Booth Size	Total Square Meters	Booth Cost	Corner
10ft x 10ft (3m x 3m)	9 square meters	US$4,050*	Add US$200 for a corner booth
10ft x 20ft (3m x 6m)	18 square meters	US$8,100*	Add US$200 per corner
20ft x 20ft (6m x 6m)	36 square meters	US$16,200*	Add US$200 per corner (US$800 for island)

Exhibitor Priority Placement Points & Contract Due Dates

Please Fax Contract to: +1 (510) 841-2340 or email to: katrina@ismrm.org

* Please note that the priority point deadline is Monday, 16 December 2024. To receive the maximum amount of points, please submit your contract and payment by this date.

For the Early Bird rate, submit exhibitor contracts by Monday, 16 December 2024. An additional US$200.00 fee will be added after this date.

+ Minimal corner space is available and will be granted on a first-come, first-served basis if booth is paid in full.

Cancellation Policy

Cancellation of exhibit space must be made in writing on or before Friday, 14 February 2025, for a refund (minus US$100 administration fee) of monies paid. If space is canceled after Friday, 14 February 2025, there will be no refund, and ISMRM will retain all monies paid as liquidated damages.

Go to the Contract Form .

Exhibition Floor Plan (Preliminary – subject to change)

Take Advantage of Sponsorship Opportunities at the 2025 ISMRT Annual Meeting!

Friday, 09 May – Monday, 12 May 2025

Exhibition Dates:
Saturday, 10 May 2025 & Sunday, 11 May, 2025

As an ISMRT sponsor, you are an integral part of what makes ISMRT the best MR ecosystem for our attendees. The ISMRT Annual Meeting is an opportunity to build awareness for your brand among leaders and practitioners from our base of radiographers/technologists and key industry thought leaders. Please click on the 2025 ISMRT Annual Meeting Prospectus below to view the three ISMRT sponsorship tiers offered. Want to still support ISMRT and boost your brand’s exposure without a sponsorship commitment? We have you covered! Choose from the variety of ISMRT meeting marketing and visibility opportunities offered on page 5 of the Prospectus, guaranteed to have your company front and center to all attendees.

ISMRT Exhibitor Prospectus

Check back often for more updates!  If you are interested in being a 2025 ISMRT Annual Meeting sponsor and/or are interested in an ISMRT Marketing & Visibility Opportunity, please contact Director of Meetings Jennifer Clark at jennifer@ismrm.org  and Meetings Coordinator Katrina Watson at katrina@ismrm.org.