2025 Exhibitor Service Kit
Important Notice to ISMRM Exhibitors:
Beware of Phishing & Soliciting Scams!
Exhibitors at the 2025 ISMRM & ISMRT Annual Meeting & Exhibition should be aware of potential phishing attempts from solicitation emails or calls from unapproved vendors. The companies listed in the ISMRM Exhibitor Service Kit are the only authorized vendors for exhibitor services. Any communication from companies not on the service kit are likely to be from scammers and solicitors. We strongly advise exhibitors to avoid engaging with these messages and report them as spam immediately. If you are uncertain about the legitimacy of any email or call, please contact katrina@ismrm.org and jennifer@ismrm.org for verification. Thank you for your attention and vigilance!
ISMRM Exhibition Hall Hours of Operation
Hours 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 *Closed from 15:00-17:45 for show floor clean-up | |||||
| 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 15:00 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. |
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| 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 *Exhibitors allowed in at 17:45 for final preparations | 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* | |||||||
+ All display materials to be picked up by carrier by noon, Friday, 16 May.
2025 Important Dates & Deadlines
2024
December
16 – Best Value Exhibit Rate Deadline! (last day to register before US$200.00 fee added)16 – Priority placement deadline! Exhibit space due with full payment for full priority points
2025
January
Late January – Exhibit floor placement announcementLate January – Online Exhibitor Service Kit made available to all exhibitors who have paid in full
February
- 14 – Cancellation of exhibit space must be made in writing on or before 14 February 2025 for a refund (minus US$100 administration fee)
- 27 – Reserve your space for advertisement in the Exhibition Guide
- 27 – Company profile for Exhibition Guide is due
- 27 – ISMRT Sponsor Registration Deadline
March
- 07 – Cross Connect Freight Shipment Form Due
- 13 – Expologic Lead Retrieval Advanced Order Rate Deadline
- 14 – Artwork for advertisement in the Exhibition Guide is due
- 21 – Outside Function Space/Ancillary Meeting Requests due
April
- 01 - Peninsula booths (3x6 w/ 2 corners) w/ custom elements & Island Booth designs & floor plans due to ICS
- 01 – Exhibitor-Appointed Contractor (EAC) forms due
- 04 - Certificate of Commercial Liability Insurance Form Due
- 10 - ICS Signs/Graphics Advanced Order Deadline
- 11 – CHM Housing Cancellation Deadline
- 14 - ICS Banners Advanced Order Deadline
- 14 - ICS Rigging Advanced Order Deadline
- 18 - Projection A/V Services Advanced Order Deadline
- 18 – CHM Exhibitor Housing Reservations Special Rate Deadline
- 23 - ICS Labor Advanced Rate Deadline
- 23 - ICS Cleaning Services Advanced Rate Deadline
- 23 - ICS Material Handling Advanced Rate Deadline
- 23 - ICS Electrical Advanced Rate Deadline
- 23 - ICS Booth Furnishings & Flooring Advanced Rate Deadline
- 23 – HCC Telecommunications Advanced Order Rate Deadline
- 30 – Exhibitor Personnel & Waived Badge Registration Forms Due
May
- 09 – Exhibitor move-in starts (large booths only)
- 09 – Registration opens on site at 14:00
- 10-15 – 2025 ISMRM & ISMRT Annual Meeting & Exhibition
- 11 – Show ready, 15:00
- 11 – Opening Reception, 18:15–19:45
- 15 – Exhibitor Dismantle, 16:30–23:59
- 15 – Meeting Adjourned, 19:15