ISMRM 2001 Technical Exhibition Information

Freight move-in:
Thursday, 19 April 2001
08:00 - 17:00 hrs.

Exhibitor move-in:
Friday, 20 April 2001 and
Saturday, 21 April 2001
08:00 - 22:00 hrs.
Sunday, 22 April 2001
08:00 - 14:00 hrs.

Exhibit Dates:
Sunday, 22 April 2001, through
Thursday, 26 April 2001

Exhibit Hours:
Sunday, 22 April 2001
Reception in Exhibit Hall (tentative)
17:30 - 19:00 hrs.
Monday, 23 April 2001
10:00 - 17:00 hrs.
Tuesday, 24 April - Wedesday, 25 April 2001
09:30 - 17:00 hrs.
Thursday, 26 April 2001
09:30 - 16:30 hrs.

Dismantle Dates:
Thursday, 26 April 2001
16:30 - 22:00 hrs.
Friday, 27 April 2001
08:00 - 17:00 hrs.

Application for Exhibit Space
Exhibitors must complete the official application to gain exhibit space. For a complete application packet and exhibitor prospectus, please contact Cordie Miller, ISMRM Meetings Coordinator at phone: +1 (530) 566-9181, fax: +1 (530) 566-9192, e-mail: cordie@worldnet.att.net. 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 12 January 2001.

Space Rental Rates
Space will be rented at the rate of US $400.00 per square meter, 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 12 January 2001. 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 12 January 2001 must be accompanied by full payment. If cancellation of exhibit space is made in writing on or before 12 January 2001, a full refund of moneys paid will be made. If space is canceled after 12 January 2001, there will be no refund, and ISMRM may retain as liquidated damages all moneys paid. Any exhibit space not set up by 14:00 hrs. on Saturday, 21 April, 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 2000.

Date Points
A maximum of 60 date points may be earned by returning the application and required deposit on or before 20 November 2000. 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 insure you receive the maximum priority points possible. Final announcement of the assignment of exhibit space will be made on 16 February 2001.

Exhibitor Registration and Guest Vouchers
Exhibitor personnel preregistration and badget order forms will be mailed in the ISMRM Exhibitor Service Kit. Completed forms are due in the ISMRM office by 2 February 2001. 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 March 2001. It is the sole responsibility of the Exhibitor Representative to insure 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 2 February will not receive a badge and will not be able to register on-site until Friday, 20 April. Replacement badges issued to preregistered exhibitor personnel and badges ordered after 2 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, 20 April	14:00 - 20:00 hours
Saturday, 21 April	06:30 - 18:00 hours
Sunday, 22 April	07:30 - 18:00 hours
Monday, 23 April	06:30 - 18:30 hours
Tuesday, 24 April	06:30 - 18:00 hours
Wednesday, 25 April	06:30 - 18:00 hours
Thursday, 26 April	06:30 - 18:00 hours

Exhibiting companies will receive one (1) waived registration for the scientific meeting for each 3m x 3m 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 vooth 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.

Booth Layout
In-Line Exhibits: The entire rented space may be occupied from the floor up to a height of 2.5m. As aprt of the exhibit space rental, each in-line exhibit will be supplied with Octanorm shell scheme consisting of aluminum components, white infill panels, diagonal ciling grid, 200mm deep fascia to all open sides with one nameboard per side. Carpet tiles, an electrical package consisting of 1 x 500w 240v socket outlet and 2 x 120w track mounted spotlights per 9 suqare metre exhibit will also be provided with the standard rental price.

Peninsula Exhibits: Peninsula exhibitors 6m x 6m or larger must limit the height of the center of the back wall to 2.5m. The height inside of the stand may be 3.5m. The perimeter of the stand must be inset by .5m for any structure above 1m. 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 6m x 6m or larger must be set inside teh booth space by .5m on all sides. The ceiling height limit for island or free-standing exhibits in Exhibit Hall 4 is 5m. A diagram must be submitted to and approved by both the Executive Director and Exhibits Manager of the Society. Variance above 5m with fully detailed drawings must be approved by Nth Degree no later than thirty (30) days prior to the first day of move-in. A maximum of 6m will be considered.

ISMRM will provide aisle carpet only. All booths must be carpeted. For any special requests regarding booth layout, please contact Nth Degree Global Events Management Company, Harvey Friedman, Exhibits Manager, at Nth Degree, 1492 Kelton Drive, Stone Mountain, Georgia, USA 30083
Phone: +1 (404) 297-5400
Fax: +1 (404) 508-2980
e-mail: harvey_friedman@ndegree.com

Customs and Freight
Nth Degree and ISMRM have appointed EFI Logistics to handle exhibitor freight for this event. It is advisable to work with an experienced exhibition agent who will take care of and be responsible for punctual delivery and the clearance through the customs procedures.

Exhibitor freight transports should allow for:
- Type and method of transport
- Packing for transportation
- Storage of packing materials at the exhibition
- Documentation instructions for dispatch and storage, delivery notes, customs, etc.

More detailed information from the official customs broker will be available in the Exhibitor Service Kit.

Move-in and Installation of Exhibits
On Thursday, 19 April, at 08:00 hrs., freight may be moved into Exhibit Hall 4. Installation of exhibits may commence on Friday, 20 April, 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 Nth Degree before schedulign labor. All exhibits must be fully operational by 14:00 hrs. on Sunday, 22 April 2001. By 17:30 hrs Sunday, 22 April, 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, 21 April, 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 Scottish Exhibition and Conference Centre will be provided in the Exhibitor Service Kit.

Labor Rates: US$70.00 per hour straight time (Monday-Friday, 08:00 - 17:30 hrs.). US$105.00 per hour overtime (after 17:00 hrs. Monday-Friday and all day Saturday, Sunday, and holidays). This information is provided for budgeting/planning purposes only. Rates are subject to change and estimates are based on current rate of exchange. Final labor rates will be published in the Exhibitor Service Kit. For budgeting purposes, if additional information is required, please contact Harvey Friedman or Tom Carlysle at Nth Degree.

Housing and Travel Information
Many hotels offering a range of quality, rates, and amenities have been reserved by the Society for the meeting in Glasgow, Scotland. The Greater Glasgow & Clyde Valley Tourist Board has been appointed to coordinate all hotel reservations for attendees and exhibitors. In order to get the special convention rate, exhibitors and attendees must make their reservations through the official housing bureau, the Glasgow Tourist Board. More detailed information about the housing reservation procedures and the hotels is included in the registration brochure and the Exhibitor Service Kit. Do not contact hotels directly in Glasgow as reservations are to be made only through the officially appointed housing company. Official Society hotels will not honor direct requests for hotel rooms. Exhibitors who secure rooms at official Society hotels without going through the official housing company will be penalized priority points. More detailed information about hotels is also available on this site.

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 Scottish Exhibition and Conference Centre. 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, 21 and 22 April
08:00 - 17:00 hrs.

Monday through Thursday, 23 - 26 April
08:00 - 18:00 hrs.

Friday, 27 April
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, 9 February 2001. Requests will be processed and confirmed on a first-come, first-serve basis. Further information is available from Cordie Miller, Meetings Coordinator, at the ISMRM Satellite Office, phone: +1 (530) 566-9181, fax: +1 (530) 566-9192, e-mail: cordie@worldnet.att.net

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 2001 Joint Annual Meeting ISMRM-ESMRMB brochure and the Exhibitor Service Kit.

Note: 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 4. 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 Scottish Exhibition and Conference Centre. 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.

Postmeeting Reports
Within thirty (30) 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.





Technical Exhibition Information Last updated 20 January 2009

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
Customs and Freight	Move-in and Installation of Exhibits
Hospitality Rooms and Exhibitor Meetings	Housing and Travel Information
Food and Beverage Service	Postmeeting Reports