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Exhibitor Prospectus - · PDF fileExhibitor Prospectus decision makers and create connections...

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  • Join a wide variety of interdisciplinary medical professionals as they come to AIUM for targeted CME content on medical ultrasound.

    Exhibitor Prospectus

    decision makers and create connections


    on dedicated exhibit hours and hands-on workshopsCapitalize

    relationships with health care professionals all specializing in

    ultrasound in medicine


    what is most important to your customers with corporate registration to the sessions


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    of AIUM attendees visit the exhibit hall during the convention.










    Basic Science and Instrumentation Cardiovascular UltrasoundContrast-Enhanced Ultrasound ElastographyFetal Echocardiography General/Abdominal Ultrasound Gynecologic UltrasoundHigh-Frequency Clinical and Preclinical ImagingInterventional/Intraoperative Ultrasound

    Musculoskeletal Ultrasound NeurosonologyObstetric Ultrasound Pediatric Ultrasound Point-of-Care Ultrasound SonographyTherapeutic Ultrasound Ultrasound in Global Health Ultrasound in Medical Education

    AIUM Specialties:

    of the exhibitors surveyed from 2015 responded that they are likely to return next year.

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    Thursday, March 17 through Monday, March 21, 2016New York Hilton MidtownNew York, New York

    Preliminary Exhibitor ScheduleSchedule is subject to change.

    Exhibit Move-InThursday, March 17, 2016 from 8:00 am5:00 pmFriday, March 18, 2016 from 8:00 am10:30 am

    Exhibit Hall Hours

    Friday, March 18, 2016Hall open from 11:30 am4:00 pm

    11:30 am1:00 pm Grand Opening Luncheon 3:00 pm3:30 pm Break

    Saturday, March 19, 2016Hall open from 9:30 am3:30 pm

    10:15 am10:45 am Break 12:00 pm1:00 pm Lunch

    Sunday, March 20, 2016Hall open from 9:30 am4:00 pm

    10:15 am10:45 am Break 12:00 pm1:00 pm Lunch3:00 pm3:45 pm Break

    Monday, March 21, 2016Hall open from 9:30 am1:30 pm

    10:15 am10:45 am Break12:30 pm1:30 pm Lunch

    Exhibit Move-OutMonday, March 21, 2016 from 2:00 pm10:00 pmTuesday, March 22, 2016 from 8:00 am10:00 am

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    Hotel Information

    Location: Hilton New York MidtownNew York Hilton Midtown1335 Avenue of the Americas (6th Ave)New York, NY 100191-855-760-0871

    The AIUM has secured a block of rooms at Hilton New York Midtown. Discounted room rates of $309 single/double occupancy, plus applicable taxes, are available until February 15, 2016, based on availability. Rooms are on a first-come, first-served basis, and exhibitors are encouraged to book rooms early as the block sometimes sells out. The Exhibit Space Application must be submitted and space assigned before reservations can be made. The hotel discount access code will be provided with the exhibit confirmation.

    The AIUM has contracted for a set number of rooms at this discounted rate, and after they sell out, rooms may not be available or current room rates will apply.

    Hotel rooms must be secured with a valid credit card along with a first nights deposit, which is nonrefundable. Checks and major credit cards are acceptable to establish prepayment. All credit cards used to prepay the room deposit will be charged immediately.


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    Exhibit Space Includes 5Boothpersonnelper10'x10'booth 2ComplimentaryGuestpassesper10'x10'booth 1-timeuseofthepre-conventionandpost-conventionattendeemailinglist (e-mail and phone not provided) CompanyprofileintheFinal Program, online Buyers Guide 1copyoftheFinal Program 7"x44"signwithexhibitornameandboothnumber

    *Benefitsarebasedoneach10'x10'spacepurchased.*Booth personnel may attend scientific programs (if space is available) exclusive of CME credits.Ticketed events not included.

    Booth Rates per 10 x 10 Space

    Standard ExhibitsLinear Booth $3400Corner Booth $3650

    Institution and Nonprofit Organization(US Tax Code 501 (c) (6) or 501 (c) (3) and recruiting hospital discount)Linear Booth $3250Corner Booth $3500

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    Dates to Remember:

    December 11 Buyers Guide/ Final Program company profile dueJanuary 8 Final Program advertising space reservations dueJanuary 15 Exhibitor Services manual available online at www.MyFreemanonline.com

    January 15 Live Scanning Participation form dueFebruary 12 Promotional give-away approval deadline, food and beverage approval deadline

    March 11 Advance warehouse shipment deadline

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    Booth FormationsLinear Booths: Linear booths have only one side exposed to an aisle and are arranged in a series along a straight line. They have an 8 back andtwo3'sidecurtainwalls.Linearboothsarelimitedto8'inheight.

    Corner Booths: Corner booths are linear booths exposed to aisles on two sides. They have an 8' back and one 3' side curtain wall. Cornerboothsarelimitedto8'inheight.

    Space AssignmentPayment in full is due with submission of the Exhibit Space Application. Applications submitted without full payment will not be processed. Exhibit space assignments are based first on priority points (deadline applies) and then on a first-come, first-serve basis. Please keep in mind that many organizations can be applying for the same exhibit space. When making your selections, try not to concentrate all your choices in one area. For best space availability all exhibitors are encouraged to submit applications early.

    Deadlinetouseprioritypointsfor2016exhibit space assignment: October 9, 2015. Deadline to submit company information to be included in the Final Program or online Buyers Guide: December 11, 2015.

    Receipt of an Exhibit Space Application and payment does not guarantee assignment of the exhibit space requested. The AIUM reserves the right to reject any application for exhibit space.

    Priority PointsPriority points are assigned each year and, starting with 2014, are based on 1 point for each 10' 10'paidexhibitspace,1pointforeach$1000inconvention advertising/support, and 2 points for each $5000 in Annual Convention unrestricted educational grants. Space assignments are based on cumulative priority points from the prior year. Space assignment for 2016 is based on points earned JanuaryDecember, 2015.

    CancellationsThe AIUM will refund the exhibit fee less a service charge of $500 for any cancellation request received in writing by December 1, 2015. No refunds will be made after that date, and applicants are responsible for the full payment of the exhibit space.

    AIUM ContactsExhibit Sales and Advertising/SupportAmanda Miller, [email protected]

    Convention RegistrationDanielle Delanko, [email protected]

    Press/Public RelationsPete Magnuson, [email protected]

    Phone: 800-638-5352 or 301-498-4100Fax: 301-498-4450Website: www.aium.org

    Official ContractorFreeman is the designated general contractor for the 2016 AIUM Annual Convention. Contact Freeman for booth installation, dismantling, and drayage handling. Forms for ordering furniture, carpeting, display units, electrical supplies, and labor will be included in the Exhibitor Services Manual (ESM). The ESM will be available online on or before January 15, 2016.

    FreemanMr. Chris Speckels [email protected] Phone: 214-445-1131www.MyFreemanOnline.com

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    Exhibit Move-InThursday, March 17, 2016 from 8:00 am5:00 pmFriday, March 18, 2016 from 8:00 am10:30 am

    Exhibit Move-OutMonday, March 21, 2016 from 2:00 pm10:00 pmTuesday, March 22, 2016 from 8:00 am10:00 am

    Installation and dismantling of exhibits must be conducted during the time allocated by management. All exhibit material must be unpacked by 10:30am on March 18, to permit the removal of empty crates and cartons from the exhibit area. Management reserves the right to make arrangements for any exhibit not unpacked by the designated time and bill the exhibitor for charges incurred. No packing of equipment, literature, etc, or dismantling of exhibits will be permitted until the official closing time. If early move-in or extended move-out time is needed, please contact the official contractor for approval and directions. All hours and events are preliminary and are subject to change.

    FurnishingsFurniture is not included in the price of the exhibit booth. All furniture, including tables and chairs, accessories, electrical requirements, Internet connection, special carpeting/padding, and cleaning for the exhibit space, is the responsibility of the exhibitor and may be ordered in advance from Freeman on the forms provided in the ESM.

    Estimated Labor RatesStraight time $206.25 per hourOvertime $277.50 per hourDouble Time $358.50 per hour

    Estimated Drayage RatesCrated/skidded, warehouse $389.50Crated/skidded, show site $421.50Special handling, warehouse $505.50Special handling, show site $548.00Uncrated/pad wrapped, show site $631.50(All material handling rates are for a minimum of 200 lb)

    OvertimeCrated/skidded $211.00Special handling $274.50Uncrated/pad wrapped $316.50 (One way, in addition to the above pricing)

    Drayage/Shipping InstructionsMaterials shipped in advance should be sent directly to the official contractor and addressed exactly as shown in the ESM. Do not ship exhibit material directly to New York Hilton Midtown. The hotel will assume no responsibility for your shipment if it is lost, damaged, or stolen.

    Warehouse Shipping AddressExhibiting Company Name/Booth # 2016 AIUM Annual Conventionc/o Freeman1 Railroad Pl.Maspeth, NY 11378

    Material HandlingExhibit employees will be allowed to hand carry their own materials into the exhibit facility. The use or rental of dollies, flat trucks, and other mechanical equipment, however, is not permitted. Freeman will control access to the loading docks to provide a safe and orderly move-in/out. Unloadin

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