Exhibitor Prospectus - Society for Maternal-Fetal Medicine

Society for Maternal Fetal-Medicine 

33 rd Annual Meeting — 

The Pregnancy Meeting TM 

Exhibitor Prospectus 

SMFM 33 rd Annual Meeting – 

The Pregnancy Meeting TM 

February 11 – 16, 2013 

Exhibit Days, February 13 – 15 

Hilton San Francisco Union Square 

San Francisco, CA 

Exhibits Open Wednesday Evening 

Limited Space Available! 

Apply Early to Ensure Your 

Prime Exhibit Space!

Invitation to Exhibit at the SMFM 33 rd Annual Meeting – 

The Pregnancy Meeting 

Dear Exhibitor: 

The Society for Maternal-Fetal Medicine (SMFM) will host our 33 rd Annual 

Meeting, February 11 – 16, 2013 at the Hilton San Francisco Union Square. 

Over 80% of the 2, 000+ attendees at the SMFM Annual Meeting are 

physicians who have advanced knowledge of the obstetrical, medical, 

genetic, and surgical complications of pregnancy and their effects on both 

the mother and fetus. SMFM members and meeting attendees are nationally 

respected experts, leaders and decision makers in the field of obstetrics. The 

purpose of the exhibit portion of the SMFM meeting program is to provide an 

opportunity to extend the educational nature of The Pregnancy Meeting by 

informing attendees of current and improving technologies, products, equipment, and services 

in the subspecialty of maternal-fetal medicine. We invite you to discover why The Pregnancy 

Meeting is the premier meeting for providers of maternal-fetal medicine. This meeting 

will cover the latest innovations in maternal-fetal treatment, as well as new and emerging 

strategies for managing a variety of common obstetrical problems. The program will include 

pre-meeting postgraduate courses, state-of-the-art lectures, scientific forums, as well as oral 

and poster abstract presentations. 

For the third year in a row, the opening of the exhibits will be combined with Wednesday 

evening’s Opening Reception. The Opening Reception is the place to be for all meeting 

attendees and we encourage exhibitors to participate in the Pregnancy Foundation’s silent 

auction which is held in conjunction with the reception. We will again be hosting the popular 

exhibitor Passport Program where attendees receive “passports” at registration and obtain 

an exhibitor stamp at each booth they visit. After obtaining stamps from at least 20 different 

exhibitors, attendees can enter for prize drawings. Prize offerings include electronics, 

software, and meeting registrations. This is the only national meeting where you will have the 

opportunity to showcase new services, equipment, and technologies to so many influential 

maternal-fetal medicine subspecialists. For more information on Exhibitor categories, please 

see page 2. 

I hope that your company will be able to take advantage of this offer and will join us at our 

33 rd Annual Meeting. We are excited to be able to offer information about your products and 

services to our attendees. Booth space is allotted on a first come, first serve basis and was 

sold-out at the 2010, 2011 and 2012 meetings, so be sure to apply early. Please contact Julie 

Miller, Director of Industry Relations, at jmiller@smfm.org, if you have any questions. On behalf 

of the Society for Maternal-Fetal Medicine, we look forward to seeing you in San Francisco! 

Yours truly, 

Dan O’Keeffe, M.D. 

SMFM Executive Vice President

Table of Contents 

Invitation to Exhibit at the 

33rd Annual Meeting and 

Exhibitor Benefits...........................inside front cover 

SMFM Exhibitor Information...................................... 2 

About the SMFM Annual Meeting............................ 3 

2012 Exhibitors and Industry Partners................ 4 

Exhibit Information............................................................ 6 

Exhibit Days, Dates and Times............................. 6 

Installation Dates and Times................................. 6 

Crate Storage.................................................................... 6 

Booth Construction...................................................... 6 

Dismantlement of Exhibits...................................... 6 

Official Contractor......................................................... 6 

Exhibitor Designated Contractor........................ 6 

Shipping.............................................................................. 6 

Liability................................................................................ 6 

Security................................................................................. 6 

Fire Regulations.............................................................. 6 

Responsibility for Damage to Property............ 6 

Live Scanning................................................................... 6 

Hospitality Suite..............................................................7 

Hotel Accommodations..............................................7 

Exhibit Guidelines................................................................7 

Floor Plan................................................................................... 8 

Application for Exhibit Space..................................... 9 

Commercial Support and 

Advertising Opportunities.........................................10 

In Conjunction With (ICW) Meeting 

Guidelines and Application.........................................11 

AJOG Advertising 

Opportunities.................................... inside back cover 

The Society for Maternal-Fetal Medicine • www.smfm.org | 1

About Exhibiting at the SMFM 33 rd Annual Meeting – 


Exhibitions are a primary source of information 

for attendees making purchasing decisions 

The Society for Maternal-Fetal Medicine is a growing 

organization of over 2,300 physician and scientist 

members who are dedicated to the optimization of 

pregnancy and perinatal outcomes. We dedicate ourselves 

to improving maternal and child outcomes, raising the 

standards of prevention, diagnosis, and treatment of 

maternal and fetal disease through: 

• Support for the clinical practice of maternal-fetal 

medicine 

• Research 

• Education and training 

• Advocacy and; 

• Health policy leadership 

SMFM recognizes that issues in maternal-fetal medicine 

are ever broadening and has designed the exhibit program 

to help foster communication between companies 

involved with maternal-fetal medicine and the Society. 

When you exhibit at the SMFM Annual Meeting in any 

category, you are identified as supporting and taking an 

active interest in the activities of the Society. Exhibiting 

provides benefits to both participating industry and the 

Society. The exhibit program is structured in levels so that 

you may participate at the level most beneficial to your 

company. The starting fee of $6,600 (Benefactor) supports 

the Society’s educational programs and projects. Benefits 

of participation are: 

Benefactor Exhibitor—$6,600 

• Participation as an exhibitor at the SMFM Annual 

Meeting. One 10’ x 10’ booth space is provided to the 

Benefactor Exhibitor. 

• One complimentary lease of the SMFM member 

mailing list* 

• Two Annual Meeting registrations for the scientific 

sessions 

• Networking opportunities with SMFM leadership 

• Recognition at the President’s Awards Ceremony 

• Acknowledgement in the American Journal of 

Obstetrics and Gynecology SMFM Abstract Book 

supplement and the SMFM web site 

• Opportunity to reserve advertising opportunities at 

the Annual Meeting 

Patron Exhibitor—$11,000 

• All the benefits of “Benefactor Exhibitor” plus: 

• An additional 10’ x 10’ booth space (= a 10’ x 20’ in-line 

booth space) 

• Four Annual Meeting registrations to the scientific 

sessions 

• Two complimentary leases of the SMFM member 

mailing list* 

• The option of hosting a hospitality suite (at your 

expense) during non-program conflicting hours at 

the SMFM Annual Meeting. Please note: corporate 

hospitality suites are limited to available space and 

can be scheduled on Thursday or Friday evening after 

6:30pm. 

• Priority in reserving advertising opportunities at the 

Annual Meeting 

Premier Exhibitor—$22,000 

• All the benefits of “Patron Exhibitor” plus: 

• A 20’ x 20’ (or comparable) booth space 

• Three complimentary leases of the SMFM member 

mailing list* 

• Six Annual Meeting registrations 

• Priority placement on signage and announcements 

throughout the meeting 

*Complimentary SMFM mailing lists are e-mailed as an 

Excel file (approximately 2,300 records) upon the request 

of the Exhibitor. This ensures that the user will receive the 

most up-to-date address information for SMFM members. 

Exhibiting companies may request their complimentary 

list(s) by contacting Julie Miller at jmiller@smfm.org and 

have one year from their exhibit application date to use all 

of their allotted list leases. Member’s e-mail addresses are 

not included in the mailing list. SMFM policy prohibits 

leasing member’s e-mail addresses to third parties. 

2 | The Society for Maternal-Fetal Medicine • www.smfm.org

About the SMFM Annual Meeting 

– The Pregnancy Meeting TM 

Recruiter, Non-profit and Institute Exhibits 

Recruiter, non-profit and institute organizations may 

apply for discounted exhibit space at a price of $3,000 

for a 6’ table-top display. Located in the Hilton San 

Francisco’s West Lounge, this is a high traffic area 

between meeting registration and the oral presentations. 

Space assignments will be made on a first-come, firstserved 

basis until the West Lounge exhibit area is filled. 

Please be aware that due to fire marshal regulations, 

exhibits will be limited to table-top displays only. Freestanding 

displays and side-rails are strictly prohibited. 

Should a recruiter, non-profit, or institute request a booth 

that is not located in West Lounge area, or is of a larger 

size, the company must pay the full booth price. One 

job posting on the Society’s online Career Center is also 

available for recruiter exhibitors. 

Institutes and other exhibits that are nonprofit according 

to the U.S. Internal Revenue Service Code are eligible to 

rent booth within the Non-Profit/Institute section of the 

exhibit area provided a copy of their tax exempt certificate 

is received by Exhibit Management no more than a week 

after submission of the exhibit space application. Exhibit 

space is limited to this section, located within the West 

Lounge, and the Society cannot guarantee availability. 

The Society for Maternal-Fetal Medicine is an 

organization dedicated to the optimization of 

pregnancy and perinatal outcomes. The SMFM 

carries out this mission through education in 

research, dissemination of research knowledge, 

advocacy for increasing resources for research, and 

by increasing awareness of the importance and 

impact of such research on MFM patients and the 

public. As the largest conference in North America 

focusing on maternal-fetal research and treatment, 

the SMFM 33 rd Annual Meeting will present 

cutting-edge basic, clinical, and epidemiological 

research. In addition to oral and poster 

presentations, attendees will hear from worldrenowned 

leaders in the specialty of maternal-fetal 

medicine. 

The SMFM Annual Meeting allows you to target 

your market audience face-to-face. You will gain 

exposure with an array of interested, highlyeducated 

experts who are also prime prospects 

with significant buying power. These attendees 

expect to see the companies that lead the specialty 

showcasing their products and services. 


SMFM Meeting Demographics 

Traffic Generating Features 

Total 2012 Attendance: 1,862 

International 

USA 

290 

1507 

International 16% 

USA USA 

290 

81% 

290 

1507 1507 

16% 16% 

81% 81% 

Canadian 

65 

Canadian 3% 

65 65 

3% 3% 

Five Year Annual Meeting Attendance History 

2008 Dallas, TX 1,767 

2008 2008 2009 Dallas, Dallas, San Diego, TX TX CA 1,767 1,767 1,802 

2009 2009 2010 San San Chicago, Diego, Diego, IL CA CA 1,802 1,802 1,858 

2010 2010 2011 Chicago, San Francisco, IL IL CA 1,858 1,858 2,012 

2011 2011 2012 

San San Dallas, Francisco, TX 

CA CA 2,012 2,012 1,862 

A number of features designed to increase traffic 

flow have been placed in the exhibit area. 

They include: 

Exhibits Open on Wednesday Evening! 

For the third year, opening of the exhibits will be 

combined with the meeting’s Opening Reception. The 

place to be for all attendees will be the Grand Ballroom 

on Wednesday, February 13, 6:00 PM – 8:00 PM: 

Exhibitors are encouraged to participate in the Pregnancy 

Foundation’s Silent Auction which is held during the 

Opening Reception. 

Unopposed Exhibit Hours 

Two hours of unopposed exhibit time provided each day. 

Exhibitor Passport Program 

Attendees will be given a “exhibit passport” with their 

registration materials and will qualify to win prizes by 

visiting exhibits to have their passport stamped. Prizes 

include electronics, software and meeting registrations. 

2012 2012 Dallas, Dallas, TX TX 1,862 1,862 

73% 

1,366 

73% 73% 

1,366 1,366 

2012 Attendance by Degree 

16% 

296 

16% 16% 

296 296 

5% 4% 

2% 

96 

30 

5% 

74 

5% 4% 

2% 

4% 

2% 

96 96 74 

30 

74 

30 

BS MD/DO PhD/MPH RN/LPN Unknown/ 

Not Reported 

BS BS MD/DO MD/DO PhD/MPH PhD/MPH RN/LPN RN/LPN Unknown/ Unknown/ 

Not Not Reported Reported 


2012 SMFM Exhibitors 

Premier Exhibitors 

Benefactor Exhibitors 

Non-Profit Organizations 

Alere Health, LLC 

GE Healthcare 

PerkinElmer, Inc. 

Samsung Medison America, Inc. 

Texas Children’s Pavilion for 

Women/Baylor College of 

Medicine 

USFETUS 

Patron Exhibitors 

Airstrip Technologies 

AS Software, Inc. 

Cervilenz, Inc. 

Combimatrix Molecular 

Diagnostics 

The Fetal Care Center of 

Cincinnati 

GenPath Women’s Health 

Glenveigh Medical, LLC 

Hyland Software, Inc. 

Integrated Genetics 

Natera (formerly Gene Security 

Network) 

Obstetrix Medical Group 

Philips 

Sequenom Center for Molecular 

Medicine 

The Center for Fetal Diagnosis 

and Treatment at The Children’s 

Hospital of Philadelphia 

Ther-Rx Corporation 

Verinata Health, Inc. 

Amnisure International LLC 

Applied Medical 

Aria Diagnostics, Inc. 

Boulder Abortion Clinic, P.C. 

Cerner Corporation 

Children’s Hospital Boston 

Advanced Fetal Care Center 

Common Sense USA Inc. 

Cook Medical 

CooperSurgical, Inc. 

Cord Blood Registry 

Digisonics 

Dornier MedTech America, Inc. 

Grifols 

Hologic 

IgG America, Inc. 

Informa Healthcare 

Le Bonheur Fetal Center 

Medtronic 

MIET Healthcare 

Mindchild Medical 

Neoventa Medical, Inc. 

New York Presbyterian Hospital 

Morgan Stanley Children’s 

Hospital 

OBIX by Clinical Computer 

Systems 

Sonultra Corp 

Southwestern Women’s Options 

Texas Fetal Center at Children’s 

Memorial Hermann Hospital 

The Fetal Care Center of 

Barnes-Jewish Hospital, St. 

Louis Children’s Hospital and 

Washington Univ. in St. Louis 

Trig Medical Inc. 

Vision Chips, Inc. 

Watson Pharma, Inc. 

St. Louis Fetal Care Institute 

Colorado Institute for Maternal- 

Fetal Health 

Junior League Fetal Center at 

Vanderbilt 

March of Dimes 

Organization of Teratology 

Information Services 

Partners of the SMFM 

Association of Maternal-Fetal 

Medicine Management (AMFMM) 

Elsevier, Inc. 

Nuchal Translucency Quality 

Review Program (NTQR) 

The Pregnancy Foundation 

Recruiter Exhibitors 

Billings Clinic 

Community Health Network - 

Maternal Fetal Medicine 

Norton Healthcare - Physician 

Recruitment Services 

Weatherby Healthcare 

Geisinger Health System 

Driscoll Children’s Hospital 

Book Seller 

Lippincott Williams & Wilkins 


Exhibit Information 

Exhibit Days, Dates and Times 

Wednesday, February 13, 2013 

6:00pm – 8:00pm (with Opening Reception) 

Thursday, February 14, 2013 

10:00am – 1:00pm 

3:30pm – 5:30pm 

Friday, February 15, 2013 

10:00am – 1:00pm 

3:30pm – 5:30pm 

Installation of Exhibits 

Wednesday, February 13, 2012 

10:00am – 5:00pm 

All exhibit material must be unpacked by 5:00pm on 

Wednesday to permit the removal of empty crates and 

cartons from the exhibit area. Any exhibit not unpacked 

by this time will be placed in storage. 

Crate Storage 

These materials should be nested as much as possible. 

“Empty” stickers, provided at the Freeman Exhibitor Service 

Desk, must be placed on all containers to be stored 

and returned at the close of the exhibition. 

Booth Construction 

Exhibits cannot include or overflow into an aisle or adjoining 

booth. Please contact Julie Miller at jmiller@smfm.org 

for individual booth height requirements. 

Dismantlement of Exhibits 

Friday, February 15, 2013 

After 5:30pm 

No packing of equipment, literature, etc. or dismantling of 

exhibits will be permitted until the official closing time. 

Official Contractor 

Freeman has been designated the general contractor for 

the SMFM 33rd Annual Meeting. Forms for ordering furniture, 

carpeting, rental display units, electrical, and labor 

will be included in the exhibitor service kits. Labor will be 

available based upon advance orders from exhibitors. 

Freeman 

Donnie Burke, Account Executive 

Exposition Services 

105 Park Lane 

Brisbane, Calif. 94005 

415-716-7810 

Donnie.burke@freemanco.com 

Exhibitor Designated Contractor (EDC) 

All exhibitors using an EDC must submit to SMFM, in 

writing, on the exhibiting company’s letterhead (letters 

from contractors will not be accepted) the name and 

contracted company and address, a contact person and 

a business telephone number. SMFM must receive this 

letter by December 28, 2012. Letters received after December 

28, 2012 will not be approved and EDCs will not be 

allowed to provide their services. 

All EDCs must submit to SMFM an original certificate 

of insurance that provides for not less than $1,000,000 of 

general liability insurance including property damage 

and workman’s compensation. This certificate must name 

SMFM as the certificate holder or as additional insured, 

and must be valid over the dates of exhibition including 

installation and dismantlement. 

Shipping Instructions 

Materials shipped in advance should be sent directly to 

the official contractor and addressed exactly as shown 

in the service manual. You will receive a service manual 

after your application and payment have been received by 

SMFM. 

Do not ship exhibit material directly to the Hilton San 

Francisco. They will assume no responsibility for your 

shipment if it is lost, damaged, or stolen. 

Liability 

SMFM and the Hilton San Francisco will not be responsible 

for loss or damage to displays while being brought in 

or out of the hotel, or while on the premises of the hotel. 

In all cases, the exhibitors will assume responsibility for 

damage to property and accidents and injuries to exhibitors, 

employees, contractors, or meeting participants. 

Security 

SMFM and the Hilton San Francisco assume no responsibility 

for the safety of the property of the occupant of 

the booth, his officers, agents or employees from theft, 

damage by fire, accident or other causes. 

Fire Regulations 

All display material must be flame proof and subject to 

inspection by the local Fire Marshal. No flammable fluids 

or substances may be used or shown in the exhibit area. 

Responsibility for Damage to Property 

The exhibitor is responsible for any damage to the hotel 

by company representatives, EDC or exhibit. 

Live Scanning 

No live ultrasound scanning will be permitted on the 

exhibit floor. Live scanning may be performed only in 

sponsors’ hospitality suites at times that do not conflict 

with the SMFM’s official scheduled program. For a copy 

of SMFM’s live scanning guidelines, please contact Julie 

Miller at jmiller@smfm.org. 


Cancellation Policy 

Notification of an exhibitor’s decision to cancel or reduce space must 

be sent in writing on company letterhead to SMFM. If an exhibiting 

company does not cancel its space in writing and does not occupy 

its booth space on site, the company will be regarded as a no-show. If 

written notification of cancellation or booth reduction is received at the 

SMFM office by Friday, November 9, 2012, a full refund, less a 20% administrative 

fee, will be refunded to the exhibiting company. After Friday, 

November 9, 2012, no refunds will be given. If written notification is sent 

after this date, no refunds will be given. An exhibitor’s cancellation of exhibit 

space will result in the release of any hotel ancillary meeting space 

previously released to the exhibitor by the Society. The Society assumes 

no responsibility for the inclusion or exclusion of the cancelled exhibitor 

or descriptions of products in the Annual Meeting Program, brochures, 

news releases, SMFM website, or any other meeting materials. 

No-Show Policy 

Any booth unoccupied by 5pm on Wednesday, February 

13, 2013, will be regarded as a no-show and the contract to 

exhibit will be terminated. All freight will be removed and 

returned to the loading dock at the exhibitor’s expense. 

Hospitality Suites 

Hosting a private hospitality suite (at the sponsor’s expense) 

is a benefit available to SMFM Premier and Patron 

exhibitors. Hospitality suites may be held on Thursday, 

February 14 or Friday, February 15, after 6:30pm. Hospitality 

suite space availability changes from year to year 

depending on the hotel. Hospitality suite space is subject 

to approval by SMFM. Suites are available on a first-come, 

first-serve basis through the host hotel. 

Hotel Accommodations 

Hilton San Francisco Union Square 

Toll Free Reservations: 1 800-HILTONS 

333 O’Farrell Street 

San Francisco, CA, United States 94102 

Telephone: 415-771-1400 Fax: 415-771-6807 

www.HILTON.com 

To receive the special group rate, reservations must be 

made by January 10, 2013. Reservations, room cancellations, 

and any special arrangements must be handled 

directly with the hotel. When making your reservations, 

please state you will be attending the SMFM 33 rd Annual 

Meeting – The Pregnancy Meeting to insure you receive 

the special group rate. Reserve your room early–group 

rates are based upon availability. 

SMFM Exhibit Product/Service Display 

Guidelines 

The Society for Maternal-Fetal Medicine would like to 

thank our exhibitors for their participation in the exhibit 

portion of our Annual Meeting. The contributions of exhibitors 

are recognized by SMFM officers, members, and 

staff as being a vital part of the meeting which helps to 

complement and extend the educational program. SMFM 

takes every possible measure to ensure that exhibits 

follow the ethical standards and guidelines set forth by 

SMFM. Please note that an exhibitor’s support or participation 

in any SMFM meeting or event does not constitute 

an endorsement or recommendation of any kind. 

The exhibitor is permitted to demonstrate its product, 

equipment or services, to make presentations and to 

distribute printed literature related to those products or 

services. SMFM reserves the right to decide the appropriateness 

of any service, product, device, videotape or CD. 

Products or services that are not acceptable at the Annual 

Meeting include, but are not limited to: 1) Not relevant 

to maternal-fetal medicine or women’s health 2) Not 

available throughout North and Central America and the 

Caribbean. 3) Multi-level marketing/profit enhancement 

opportunities or any variation. 4) Exhibitors may not offer, 

and the attendees cannot receive, any type of monetary 

compensation for the use of a product or service, referrals, 

or any similar activities. 

Space Assignment 

Space will be assigned in order of receipt of application 

with payment in full. Returning exhibitors will have priority 

in space selection, if the application is received before 

November 9, 2012. All other space will be assigned on a 

first-come, first-assigned basis. 

The SMFM makes space assignments without preconditions 

and reserves the right to rearrange the floor plan and 

to relocate any exhibitor’s space. No product or service 

may be displayed or sold which duplicates or is similar to 

those sold by the SMFM or its allied business partners. 

SMFM reserves the right, at our sole discretion, to reject 

or terminate an exhibitor application or otherwise remove 

the exhibit due to exhibit content, subject matter, other 

audio/visual display, or exhibitor’s behavior, at exhibitor’s 

own expense. Interviews, demonstrations, distribution of 

literature, etc., will be permitted only within exhibitor’s 

space. 

As a condition of participation in the exhibit portion of 

the SMFM Annual Meeting, each exhibitor, its representatives 

and agents must agree to and abide by the rules 

and regulations set forth in these guidelines and in other 

correspondence of SMFM, its contractors/agents, and the 

hosting hotel. 


Exhibit Floor Plan 

SMFM 33 rd Annual Meeting – The Pregnancy Meeting 

February 11-16, 2013 

Hilton San Francisco at Union Square 

Exhibit Days February 13-15, 2013 

SERVICE 

TEMP. 

Hilton San Francisco Grand Ballroom B 

SERVICE AREA 

KITCHEN 

FREIGHT 

ELEV. 

LIFT 

*Last in, First Out 

20' 

20' 

EXIT EXIT EXIT EXIT EXIT EXIT EXIT 

118 * 119 * * 219 * * 

114 

* * * 

* * 

20' 

9'-10" 

20' 

20' 

418 419 

518 519 

618 619 

20' 

20' 

115 215 

317 

20' 

315 

20' 

416 417 

415 

516 517 

514 515 

616 

614 615 

20' 

108 

10' 

20' 

20' 

20' 

109 

209 

10' 

20' 

10' 

411 

10' 20' 10' 20' 

10' 

10' 

205 304 

20' 

309 408 

407 

20' 

20' 

20' 20' 

513 

511 

509 

506 507 

612 

8'-9" 

610 611 

608 609 

606 607 

20' 

102 

103 

20' 203 302 

303 

20' 

403 

20' 20' 

505 

502 503 

604 605 

602 603 

EXIT FA EXIT FH FE FA EXIT FA EXIT FA EXIT FH FE 

ENTRANCE 

Hilton San Francisco West Lounge 

FX FA 

T9 T10 T11 T12 T13 T14 T15 T16 T17 

6' TABLE 6' TABLE 6' TABLE 6' TABLE 6' TABLE 6' TABLE 6' TABLE 6' TABLE 6' TABLE 

DOWN 

FA 

FA 

T1 T2 T3 T4 T5 T6 T7 T8 

6' TABLE 6' TABLE 6' TABLE 6' TABLE 6' TABLE 6' TABLE 6' TABLE 6' TABLE 

20' 

20' 


Application to Exhibit 

We must receive your application and payment by November 9, 2012 to have your name listed in the SMFM special supplement (meeting program 

book) to the American Journal of Obstetrics and Gynecology. 

2013 is the thirteenth year SMFM will be hosting Industry Exhibits. As an exhibitor, your company will be entitled to participate in this portion of our 

program. Upon request, SMFM will provide booth space (size depending on exhibit level), a six-foot draped table, two chairs, and a sign. The exhibit 

hall is carpeted. Demand for exhibit space has been fierce with continually growing interest from companies wishing to reach the SMFM audience. 

With recent years’ exhibits selling out, priority is a critical factor in determining booth assignments and availability. Apply early. Space is limited. 

A portion of any exhibit and/or sponsorship revenue received by the Society for Maternal-Fetal Medicine or the Pregnancy Foundation may be directed toward the 

other entity. Both the SMFM and the Pregnancy Foundation are separate 501 (c)(3) entities. The mission of the Pregnancy Foundation is to support education and 

research in maternal-fetal medicine. 

Company or Organization Name ______________________________________________________________________________________________________ 

Important Instructions 

1. Please type or print clearly on this contract. 

2. Space is assigned on a first-come, first-served basis. 

3. Return completed contract/application along with full payment to: 

Society for Maternal-Fetal Medicine, 

409 12 th Street, SW, Washington, DC 20024 or fax to 202 554-1132. 

Please enclose the exhibiting organization’s description in 75 words 

or less. Describe the products and/or services that you plan to exhibit. 

This description will appear in the Annual Meeting program, provided 

you follow these requirements: 1) Limit your description to 75 words or 

less and one paragraph (lists and multiple paragraphs will be edited to 

one paragraph); 2) Use ® for registered product names and for trademarks; 

3) Clearly write product and service names so that upper and 

lowercase letters are unmistakable; 4) Pharmaceutical companies must 

adhere to FDA guidelines. The SMFM reserves the right to edit text so 

that it conforms to these requirements. Only descriptions received by 

November 9, 2012, will be included in the Annual Meeting Program 

(AJOG Supplement). You may email your description to Julie Miller at 

jmiller@smfm.org. 

___________________________________________________________________________________________________________________________________ 

___________________________________________________________________________________________________________________________________ 

___________________________________________________________________________________________________________________________________ 

Our company is joining the SMFM Exhibit Program at the following level: 

q Premier—$22,000 Premier exhibit includes a 20’ x 20 (or comparable) booth space 

q Patron—$11,000 Patron 10’ x 20’ booth space 

q Benefactor—$6,600 Benefactor level includes one 10’ x 10’ booth space 

q Non-profit— $3,000 table-top display T1 – T17 only. Please provide a copy of your organizations tax exempt certificate. 

q Recruiters—$3,000 table-top display T1 – T17 only. 

TOTAL AMOUNT ENCLOSED: ________________________ 

Please make check payable to SMFM and mail this form along with payment to: 

SMFM, Development Office, 409 12 th Street, SW, Washington DC 20024-2188. Or Fax credit card payment to: (202) 554-1132 

If you prefer you may pay by Visa, MasterCard, or American Express 

Card Number: Expiration DATE: Security Code: 

Name on Card:___________________________________________________________________________________________________________________ 

Please list specific vendors that you wish to avoid close proximity. SMFM will honor this request to the best of our ability. 

___________________________________________________________________________________________________________________________________ 

___________________________________________________________________________________________________________________________________ 

Please list your choices of booth space in priority order. Premier level exhibitors may select a 20’ x 20’ (or comparable) booth space as indicated 

on the floor plan. Patrons may select a 10’ x 20 space or two side-by-side 10’ x 10’ spaces. Benefactors may select one booth space. SMFM will 

honor your request to the best of our ability however, space is assigned on a first come, first serve basis. For best selection APPLY EARLY! 

1. ________________ 2. ________________ 3. ________________ 4. ________________ 5. ________________ 6. ________________ 

Exhibitor hereby agrees to and does indemnify, hold harmless, and defend SMFM from and against any and all liability, responsibility, loss, damage, cost, or expense of any kind whatsoever 

which SMFM may incur, suffer, be put to, pay or be required to pay, incident to or arising directly or indirectly from any intentional or negligent act or omission by Exhibitor or 

any of its employees, servants, or agents. SMFM shall not be responsible in any way for damage, loss, or destruction of any property of Exhibitor or injury to exhibitor or its representatives, 

agents, employees, licensees or invitees. 

The following information will appear in the final program: 

Company or Organization Name (This name will appear in the Final Program) ___________________________________________________________________ 

Exhibitor Contact_______________________________________________________________________________________________________________ 

(All exhibit material will be forwarded to the contact indicated below; the individual contact name will NOT be published in the meeting program.) 

CONTACT NAME _____________________________________________________________ TITLE _____________________________________________________ 

Address _____________________________________________________________________________________________________________________________ 

CITy ____________________________________________________________ STATE _____________ Zip _______________ COUNTry ____________________ 

TELEPHONE __________________________________ Fax __________________________________ EMAIL __________________________________________ 

SMFM Use Only 

DATE Received __________________________ TOTAL DUE$ _____________________ PayMENT __________________ BOOTH# __________________ 


Commercial Support and Advertising Opportunities 


February 11 – 16, 2013 

Hilton San Francisco at Union Square 

Show your support as a sponsor and gain valuable visibility. 

Reserve a sponsorship or advertising opportunity to 

demonstrate your strengths and reinforce customer loyalty. 

The 2013 Annual Meeting provides many sponsorship 

and advertising opportunities that will accommodate both 

large and small budgets. Sponsorship is being sought to 

support activities and special events during the meeting 

and the Society will ensure that your company stands out 

among the rest as we promote your involvement with the 

Pregnancy Meeting. 

1. Meet the Fellows Reception: $10,000—SMFM leadership 

and current maternal-fetal medicine fellows are encouraged to attend 

this invitation only reception. The reception is preceded by an educational 

lecture by one SMFM’s most prominent members. The sponsor 

will receive recognition through signs and promotional materials as 

well as being invited to attend the reception. 

$_________________________ 

2. Exhibitor Passport: $10,000—Every registered attendee of 

the SMFM 32 nd Annual Meeting will receive their personal “Passport” 

to visit participating exhibitors, get their “Passport” stamped and be 

eligible for the Grand Prize drawing. With this advertising opportunity 

you can literally put your company’s name into the hands of every 

attendee! Benefits include: Your logo on grand prize entry signage 

and on the event passport, ability to draw and announce the Grand 

Prize at the close of the exhibits, and your logo on printed materials 

and signage and web site where appropriate. 

$________________________ 

3. Continental Breakfast: $10,000 each day—Continental 

breakfast is provided for registrants on Thursday and Friday. Sponsors 

receive recognition in meeting promotions and on signs posted 

during the breakfast. Sponsors also have the opportunity for product 

name and logo exposure on cups, napkins, and plates. 

$_________________________ 

4. Coffee Breaks: $8,000 each day—Coffee are held in 

the morning and afternoon of each day of the general meeting in 

the exhibit hall. Become the sole sponsor of a morning or afternoon 

coffee break during these key break periods in the meeting program. 

Sponsors also have the opportunity for name and logo exposure on 

coffee cups and/or napkins at an additional cost. 

$_________________________ 

5. Cyber Booth: $7,500—All meeting attendees will have the 

opportunity to remotely access e-mail or log on to the SMFM website 

at the SMFM Cyber Booth. This cyber booth will be promoted in advance 

of the meeting. The booth will be setup as a lounge area with 

multiple terminals. In addition, sponsorship will be acknowledged in 

the meeting program. 

$_________________________ 

6. Door Drop: $3,500—A hotel Door Drop is a convenient and 

cost-effective exhibitor marketing tool that delivers your promotional 

materials, new product announcements, invitations, or samples directly 

to the hotel rooms of meeting attendees. The door drop provides 

added visibility for your company, exhibit booth, or event. This service 

helps reach late and on-site registrants that mailings may miss. Door 

Drops must be approved by show management, for more information 

contact Julie Miller at jmiller@smfm.org. Hotel delivery fees for the 

door drop will be charged to the sponsor. 

$_________________________ 

7. Hotel Key Cards: $10,000—Make your company visible 

to attendees every time they open their hotel room door. This is 

premium exposure for your company throughout the week with your 

company logo, booth number and/or marketing message on each 

attendee’s hotel room key. Card production and delivery fees will be 

charged to the sponsor. 

$_________________________ 

8. Electronic Posters: $7,000—All presenters of poster 

presentations given will be given the option to supply the SMFM 

with an electronic poster of their presentation. Two Electronic Poster 

viewing areas will be in the pre-function area adjacent to the Exhibit 

Hall. There will be 5 computer terminals set in each viewing lounge so 

the attendees can view the electronic posters. A sign indicating your 

sponsorship will be located in each viewing area. Please contact Julie 

Miller for details. 

$_________________________ 

9. Poster Session Tweets: $10,000—Be the sole sponsor of 

the Annual Meeting’s Poster Session Tweets. A scroll of “tweets” will 

be displayed on large screen(s) during the poster sessions. Receive 

signage and recognition for what will surely be one of the meetings 

most talked about services. 

$_________________________ 

Company Name _______________________________________________________________________________________________________________________ 

Mailing Address _____________________________________________________________________________________________________________________ 

CITy ____________________________________________________________ STATE _____________ Zip _______________ COUNTry ____________________ 

TELEPHONE __________________________________________________________ Fax ____________________________________________________________ 

AUTHOrizED by (PLEASE prINT) __________________________________________________________ TITLE __________________________________________ 

signature_______________________________________________________________________________________________________________________ 

SMFM Use Only 

DATE Received _________________ ADVErTISINg/SPONSOrSHIP ________________________ PayMENT _______________ TOTAL $ _______________ 

Please respond immediately to reserve a meeting sponsorship or advertising opportunity for your company! For more information on any of these 

SMFM sponsorship opportunities, please contact: Julie Miller, Director of Industry Relations. Telephone: (202) 863-2480 or e-mail: jmiller@smfm.org 


In Conjunction With (ICW) Meetings for Exhibitors 

ICWs are events that can be small meetings, 

functions, etc., that include no more than 50 

SMFM attendees that are not planned nor 

sponsored by the SMFM or any of its affiliated 

organizations. Exhibitors request additional 

meeting space at the hotel for a variety of 

reasons including staff meetings, sales meetings, 

private product demonstrations, investigator 

meetings, etc. 

ICW Application Process 

Exhibitor submits application to Society for Maternal- 

Fetal Medicine for approval. All applications will be 

accommodated on a first-come, first-served basis. 

Applicant understands that available ICW function space 

is limited. 

1. The SMFM reviews and approves/declines 

applications and notifies Hilton San Francisco 

2. The SMFM notifies applicant of status. 

3. Approved requests will be notified of space location 

by the hotel. The approved exhibitor will be sent 

confirmation with venue contact and will work directly 

with venue to organize and execute the event. 

4. ICW events will be billed directly by the venue (Hilton 

San Francisco). All room rental (if applicable), food and 

beverage, etc., charges from the hotel will be the sole 

responsibility of the ICW group. 

ICW Administrative Fee 

The application fee is as follows: 

Standard Administrative Fee of $400 is implemented until 

January 11, 2013. 

Premium Administrative Fee of $500 is implemented from 

January 12, 2013 – February 11, 2013. 

Cancellation of ICW Meeting 

All groups requesting space are responsible for following 

the deadlines. All cancellations received after payment is 

collected will not receive a refund. If the function space is 

canceled by the SMFM at our sole judgment that the event 

is in breech of the ICW contract, and no refund will be 

administered. 

Non-Compete 

ICW functions that INCLUDE professional attendees 

may not compete with The Pregnancy Meeting’s official 

scheduled program. 

Outboarding 

Outboarding is the creation of a concurrent event that is 

related to an existing exhibition or event but that is not 

sanctioned by the organizer and that seeks to benefit from 

the audience the organizer attracts. The SMFM considers 

outboarding to be unethical business conduct and it will 

not be condoned nor tolerated. Any infringement of this 

rule may subject offending company to loss of benefits or 

other penalties. 

Education 

Hosting an ICW function that provides education, 

with or without CME credit, is not permitted under any 

circumstance. The SMFM will determine in its sole 

judgment whether an ICW’s information is considered 

“educational” and therefore not allowed. If on-site it is 

deemed educational or for CME credit, the function will 

be canceled at the company’s expense. Product/services 

demonstrations are not considered “educational”. 


ICW (In Conjunction With) Meeting Application 


February 11-16, 2013 • Hilton San Francisco at Union Square 

Only exhibiting companies may request ICW meeting space. Please complete a separate form for each event or 

meeting. Hotel representatives will be notified of approved requests, and will contact the exhibitor directly. 

Please PRINT all information except signature. 

Company _________________________________________ 

Contact Person ____________________________________ 

Phone ___________________________________________ 

Email ____________________________________________ 

Audience: 

o Conference Attendees 

o Exhibit Personnel 

o Press 

Estimated Attendance: 

o 1-24 o 75-99 

o 25-49 o 100-149 

o 50-74 

Function/Meeting Planned: 

o Reception o Provider Focus Group 

o Sales Meeting o Board Meeting 

o Client Meeting o Users Conference/Training Session 

o Other (specify) _________________________________ 

Service Requests: 

*Audio Visual: o Yes o No 

*Food and Beverage: o Yes o No 

If yes, please indicate type: 

o Breakfast o Lunch o Reception 

o Break o Dinner 

Room Setup: 

o Theatre o Classroom o Conference 

o Rounds o Lounge o U-Shape 

*Company is responsible for charges incurred with these 

services. 

o Standard Administrative Fee of $400 

is implemented until January 11, 2013. 

o Premium Administrative Fee of $500 

is implemented from January 12, 2013 – February 11, 2013. 

ICW Administrative Fee 

Please submit payment information with application 

The application fee is as follows: 

Standard Administrative Fee of $400 

is implemented until January 11, 2013. 

Premium Administrative Fee of $500 

is implemented from 

January 12, 2013 – February 11, 2013. 

Date(s) and Time(s) of Meeting 

Date: _______________________________________ 

Time: _______________________________________ 

Non-Compete 

Please note that ICW functions that INCLUDE professional 

attendees may not compete with The Pregnancy 

Meeting’s official scheduled program. 

Agreement: I/We have read the Rules and Regulations for 

Exhibitor Sponsored Functions, and agree to assume all 

liability, and to indemnify and hold harmless SMFM from 

and against any and all liability, claims, and demands 

which may arise from or be asserted in connection with 

the forgoing undertakings and responsibilities. I/We also 

agree to abide by the parameters that have been set by 

SMFM for the use of function space. 

________________________________________________ 

Authorized Company Representative (Print name) 

________________________________________________ 

Authorized Company Representative (Signature) 

________________________________________________ 

DATE 

Total:____________________ 

Please make check payable to SMFM and mail this form along with payment to: 

SMFM, Development Office, 409 12 th Street, SW, Washington DC 20024-2188. Or Fax credit card payment to: (202) 554-1132 

If you prefer you may pay by Visa, MasterCard, or American Express 

Card Number: Expiration DATE: Security Code: 

Name on Card:___________________________________________________________________________________________________________________ 

SMFM Use Only 

DATE Received ______________________ PayMENT _____________________ APPrOVED by _________________________________________________ 


Enhance your presence and increase your visibility 

by advertising in the 2013 Meeting Program! 

The 2013 SMFM Annual Meeting Program is a special supplement to the prestigious American 

Journal of Obstetrics and Gynecology. The program lists all dates, times and events associated with 

the meeting as well all of the abstracts presented at the meeting. The program is an essential guide 

and reference book distributed to persons attending the convention as well as all subscribers to the 

AJOG. Your competition will be advertising, as an exhibitor, can you afford NOT to advertise? 

For more rate and spec information on advertising please visit: www.ajog.org or contact: 

Product Advertising Sales: 

Carol Clark, Elsevier 

360 Park Ave South 

New York, NY 10010 

Tel: 212-633-3719 • Fax: 212-633-3820 

E-mail: ca.clark@elsevier.com 

Recruitment/Classified Advertising Sales: 

Traci Peppers, Elsevier 

360 Park Avenue South 

New York, New York 10010 

Tel: 212-633-3766 • Fax: 212-633-3820

Future Meeting Sites 

34 th Annual Meeting 


February 1 – 8, 2014 

Hilton New Orleans 

New Orleans, LA 



February 2 – 7, 2015 

Hilton San Diego Bayfront 

San Diego, CA 



February 1 – 6, 2016 

Hilton Atlanta 

Atlanta, GA 

Society for Maternal-Fetal Medicine 

409 12 th Street, SW 

Washington, DC 20024 

www.SMFM.org

Exhibitor Prospectus - Society for Maternal-Fetal Medicine

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