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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 ISMRM 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 the ISMRM.
Your Company Profile is Publicized
Exhibitors are required to provide a 200-word company
profile to our Meetings Coordinator (melisa@ismrm.org)
detailing their products and/or services to be published in
the 2014 Guide to the Technical & Poster Exhibition
distributed to all meeting attendees. Only one profile per
booth is permitted without incurring additional costs.
The
deadline for turning in your company profile is Friday, 31
January 2014. Please send your profile only by email to
Melisa Martinez, Meetings Coordinator:
melisa@ismrm.org.
Forms and further information will be provided on the
release date of the Exhibitor Services Kit.
PLEASE NOTE:
Listing
in the 2014 Guide to the Technical & Poster Exhibition and
Program Book is available only to exhibitors whose full
payment has been received.
An Exhibitor Online Service Kit is Provided
The ISMRM
Exhibitor Service Kit will be made available online on
Thursday, 23 January 2014 to exhibiting companies whose full
payment has been received. The service kit contains a
complete set of downloadable service forms.
Pre-Meeting Registration Reports
The ISMRM
will provide you with a preregistration list of all
attendees four weeks prior to our annual meeting and will
allow for a one time contact.
DEADLINE FOR YOUR COMPANY PROFILE: FRIDAY, 31 JANUARY
2014 |
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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 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 MiCo (Milano Congressi)
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 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.
Proof
of
Commercial Liability
Insurance is due to the ISMRM by
21 February 2014.
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 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 his/her
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 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 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 mechanically record their company’s booth or
exhibitor personnel during regular floor access
hours without the use of electrical lighting; this
includes setup and dismantling hours.
Media
photographing, videotaping 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 material
must conform to local codes. Table drapes, textile or paper
displays, backwall drapes and any decoration must be
flame-proofed. All exhibits and materials are subject
to inspection by the local Fire Marshal.
Acceptance
of Regulations
If no
contact is made with the ISMRM office about these rules and
regulations, their acceptance is assumed and confirmed by
their 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 Patti McDowell at Freeman.
Important
Please
review the complete Fire Regulations for Exhibitors located
in the Exhibitor Service Kit. In all instances, ISMRM, the
MiCo (Milano Congressi) and the Milan Fire Brigade Office
MUST approve aspects of your booth in advance. Appropriate
forms will be provided in the Exhibitor Services Kit.
Please
contact Patti McDowell with Freeman, by email at
patti.mcdowell@freemanco.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. All matters and questions not covered by
these regulations are subject to the decision of ISMRM
Executive Director, Roberta A. Kravitz, and/or Patti
McDowell at Freeman. |
