Technical Exhibition Information
Last updated
23 July 2009
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Technical Exhibition Information |
The 11th Scientific Meeting and Exhibition of the International Society for Magnetic Resonance in Medicine (ISMRM) will be held at the Metro Toronto Convention Centre, 10-16 July 2003. The Technical Exhibition will be located in Exhibit Hall D. The Poster Exhibition will be located in Exhibit Hall D adjacent to the exhibition.
DATES AND HOURS
Move-in and Installation Dates:
Freight Move-in:
Tuesday, 8 July 2003
08:00 - 17:00
Exhibitor Move-in:
Wednesday and Thursday, 9-10 July 2003
08:00 - 22:00
Friday, 11 July 2003
08:00 - 14:00
Dismantle Dates:
Tuesday, 15 July 2003
16:30 - 22:00
Wednesday, 16 July 2003
08:00 - 17:00Exhibit Dates and Hours:
Friday, 11 July 2003
Reception in Exhibit Hall
17:30 - 19:00Saturday, 12 July 2003
10:00 - 17:00Sunday, 13 July and Monday, 14 July 2003
09:30 - 17:00Tuesday, 15 July 2003
09:30 - 16:30APPLICATION FOR TECHNICAL EXHIBIT SPACE
Exhibit space can be obtained by returning the enclosed Application/Contract for Technical Exhibit Space to the Central Office of the International Society for Magnetic Resonance in Medicine (ISMRM), Berkeley, CA 94704 USA. To be processed, all applications must be accompanied by (1) a sketch or plan of the exhibit space if space ordered exceeds 100 sq. ft., (2) a description of all products or equipment to be displayed within the exhibit space (brochures acceptable), (3) a valid 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 10 January 2003. Applications submitted after 10 January must be accompanied by full payment. INCOMPLETE APPLICATIONS WILL NOT ACCRUE PRIORITY POINTS. Please make checks payable to the International Society for Magnetic Resonance in Medicine. Only US Funds will be accepted.
The signer of the Application/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 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.
After your completed application/contract is received by the ISMRM, you will receive a 2003 Guide to the Exhibition form. Please complete the form with your company profile as you wish it to be published in the 2003 Guide to the Exhibition. PLEASE NOTE: The name of the exhibiting company will not appear in the Program Book nor in the Guide to the Exhibition given to all meeting registrants unless the completed application/contract and full payment are received by 10 January 2003.
TECHNICAL EXHIBIT SPACE RENTAL RATES
Space will be rented at the rate of US$24 per square foot, in accordance with the terms on the application form. An additional charge of US$100 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 10 January 2003. 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 10 January 2003 must be accompanied by full payment. If cancellation of exhibit space is made in writing on or before 10 January 2003, a full refund of monies paid will be made. If space is canceled after 10 January 2002, there will be no refund, and ISMRM may retain as liquidated damages all monies paid. Any exhibit space not set up by 14:00 on Friday, 11 July, 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 & 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 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 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 all possible to accommodate its exhibitors’ requests.
Priority points will be awarded on the following criteria:
History Points
Four seniority points are awarded for each consecutive year a company exhibits beginning with March 1994. If a company exhibited twice in 1994, they will receive an additional two points. Three points are awarded for each year exhibited nonconsecutively from 1994 to 2001.Date Points
A maximum of 60 date points may be earned by returning the application and required deposit on or before 29 November 2002. 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 3 March 2003.EXHIBITOR REGISTRATION & VOUCHERS
Exhibitor personnel preregistration and badge order forms will be mailed in the ISMRM Exhibitor Service Kit. Completed forms are due in the ISMRM office by 15 May 2003. 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 15 June 2003. 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. Anyone not preregistered by 30 May will not receive a badge and will not be able to register onsite until Wednesday, 9 July. Replacement badges issued to preregistered exhibitor personnel and badges ordered after 30 May will cost US$20.00 each.
Onsite Exhibitor Registration: Exhibitor personnel who have not pre-registered may register onsite for a fee of US$20.00.Onsite Exhibitor Registration Hours:
Wednesday, 9 July: 14:00 - 20:00
Thursday, 10 July: 06:30 - 18:00
Friday, 11 July: 07:30 - 18:00
Saturday, 12 July: 06:30 - 18:30
Sunday, 13 July: 06:30 - 18:00
Monday, 14 July: 06:30 - 18:00
Tuesday, 15 July: 06:30 - 18:00Scientific Meeting Vouchers
Exhibiting companies will receive one (1) waived scientific meeting voucher for each 10 ft. x 10 ft. 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 100 square feet of rented space, with a maximum of five (5) guest passes per day. More information on how to obtain these vouchers will be included in the Exhibitor Service Kit.
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 drape. 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.
In-Line Exhibits
Each in-line exhibit will be supplied with 8’ high back wall and 3’ high side drape and one (1) 7”x44” exhibitor identification sign. A maximum height of eight feet (8’) is allowed in the rear half of the booth space, with a four foot (4’) height restriction imposed on all materials in the remaining space forward to the aisle.
Peninsula Exhibits
For peninsula exhibits, 10 ft. x 20 ft. or larger, the back wall is restricted to a height of four feet (4’) within five feet (5’) of each aisle, permitting adequate line of sight for the adjoining in-line booths. The maximum height allowance for peninsula booths, including signage for the center portion of the back wall, is twelve feet (12’). A diagram must be submitted with the application/contract for exhibit space, and must be approved by both the Executive Director and the Exhibits Manager of the Society.
Island or Free-Standing Exhibits
Island or free-standing exhibits, 20 ft. x 20 ft. or larger, must be set inside the booth space by one foot (1’) on all sides. The ceiling height limit for island or free-standing exhibits in Exhibit Hall D is sixteen feet (16’). A diagram must be submitted with the application/contract for exhibit space, and must be approved by both the Executive Director and Exhibits Manager of the Society. Variance above sixteen feet (16’) with fully detailed drawings must be approved no later than thirty (30) days prior to the first day of move-in. Approvals for height variance will be verified in writing, and a copy must accompany the set-up crew during booth installation.
The ISMRM will provide aisle carpet only. All booths must be carpeted. For any special requests regarding booth layout, please contact:
CHAMPION EXPOSITION SERVICES
Patti McDowell, General Manager
145 Park Lane
Brisbane, CA, 94005 USA
Phone: +1 415 468 5200
Fax: +1 415 468 5282
Customs & Freight
Canadian authorities working with international conventions allow entry of exhibits into the country on a “Temporary Import” basis. It is advisable to work with an experienced customs broker who will take care and responsibility for punctual delivery of your exposition materials and is knowledgeable of customs clearance procedures for trade show goods.
Transport 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 EXHIBITSOn Tuesday, 8 July, at 08:00, freight may be moved into Exhibit Hall D. Installation of exhibits may commence on Wednesday, 9 July, after 08:00 and when the official Exhibits Service Contractor has confirmed that all of the exhibitors’ freight is in the hall. Exhibitors should contact Champion Exposition Services, Inc., before scheduling labor. All exhibits must be fully operational by 14:00 on Friday, 11 July 2003. By 17:30 on Friday, 11 July, 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 on Thursday, 10 July, 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 Metro Toronto Convention Centre will be provided in the Exhibitor Service Kit.
Labor Rates**
US$62.00 per man hour Straight time
(Monday - Friday, 08:00 - 17:00)
US$85.00 per man hour Overtime
(before 08:00 and after 17:00 Monday-Friday and all day Saturday)
US$107.00 per man hour Double-time
(Sunday and observed Holidays, where applicable)
**This information is provided for budgeting/planning purposes only and local and government taxes are not included. Rates are subject to change. Final labor rates will be published in the Exhibitor Service Kit. For budgeting purposes, if additional information is required, please contact Champion Exposition Services, Inc.DISMANTLE AND REMOVAL OF EXHIBITS
On Tuesday, 15 July 2003, at 16:30 dismantling of exhibits will begin. All exhibit material must be removed from the exhibit hall by 17:00 on Wednesday, 16 July. Dismantle of an exhibit prior to 16:30 on Tuesday, 15 July, is not permitted. Any company violating this regulation will forfeit priority points, which will affect floor space assignments for future meetings.
ISMRM will designate contractors, as named in the Exhibitor Service Kit, to provide buildup and dismantling services to exhibitors. Such contractors will provide all show services other than supervision. The exhibitor shall provide only the material and equipment that it owns and that is to be used in the exhibit space. All other items used in the booths are to be provided only by such contractors. The official freight contractor will have complete control of all dock and loading facilities. He will receive all shipments and van loads, handle all freight, and provide all rigging, labor, and equipment relating to freight handling. Electrical, plumbing, catering, and telephone services can be ordered by using the forms in the Exhibitor Service Kit. If an exhibitor wishes to use a labor contractor other than the official Labor Contractor, the exhibitor must submit the Exhibitor Appointed Contractor Forms to Champion Exposition Services, Inc., thirty (30) days before the beginning of move-in. At the same time as this form is submitted, the exhibitor must also provide the ISMRM with a valid certificate of insurance, with the ISMRM named as an additional insured, for all agents or representatives who are performing services at the Metro Toronto Convention Centre other than the exhibitor’s employees. These agents or representatives, as well as all employees, must be identified by the official ISMRM badge.
Many hotels offering a range of quality, rates, and amenities have been reserved by the Society for the meeting in Toronto, Ontario, Canada. Convention Housing Management has been appointed to coordinate all hotel reservations for delegates and exhibitors. In order to get the special convention rate, delegates and exhibitors must make their reservations through the official housing bureau, Convention Housing Management. More detailed information on the various hotels and the hotel reservation form are included in the registration brochure. Do not contact hotels directly in Toronto 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.
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 Metro Toronto Convention 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:
Thursday and Friday, 10 and 11 July
08:00 - 17:00
Saturday through Tuesday, 12 - 15 July
08:00 - 18:00
Wednesday, 16 July
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 Friday, 23 May 2003. Requests will be processed and confirmed on a first-come, first-served basis.
f 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 2003 11th Scientific Meeting & Exhibition brochure and the Exhibitor Service Kit. All exhibitors will be required to inform ISMRM of all functions they are planning regardless of the location or arrangements. Failure to do this will cause a forfeit of priority points.ISMRM will make arrangements for at least one coffee area located inside Exhibit Hall D. 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 Metro Toronto Convention 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.
Within forty-five (45) days of the close of the meeting, all exhibitors will receive a computer disk or an Excel 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.
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. ISMRM, its officers, directors, agents, and employees, shall not be liable for and are hereby released from any claims, liabilities, losses, damages, or expenses relating to or arising out of any injury to any personnel of exhibitor or to any other person for any loss of or damage to any property of exhibitor 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 Metro Toronto Convention 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 US dollars (US$1,000,000) for bodily injury, death, or property damage in any one occurrence. Such insurance maintained by the exhibitor shall include coverage of the indemnification obligations of the exhibitor under these rules and regulations and shall cover ISMRM as an additional named insured. At the time the Application/Contract is submitted, the exhibitor shall furnish to ISMRM a 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 exhibitor’s insurance company of any right of subrogation as to any claims against ISMRM, its officers, directors, agents, or employees.
In the event any part of the exhibit hall is destroyed or damaged so as to prevent ISMRM from permitting an exhibitor to occupy assigned space during any part or 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 exhibitor’s 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 that might be considered questionable; without such prior approval, the exhibitor may be penalized priority points.
Exhibitors are allowed to photograph, videotape, or mechanically record their company’s 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 flameproofed. 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 Metro Toronto Convention Centre, and the Toronto Fire Department MUST approve aspects of your booth in advance. Please contact Patti McDowell at Champion Exposition Services, Inc. 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 exhibitor’s rights to occupy space, and such exhibitor shall forfeit to ISMRM all monies paid or due.
If no contact is made with the ISMRM office about these rules and regulations, their acceptance is assumed. All matters and questions not covered by these regulations are subject to the decision of ISMRM Executive Director, Jane Tiemann, and/or Patti McDowell at Champion Exposition Services, Inc..
