Exhibitor Prospectus - Society of Diagnostic Medical Sonography

Exhibitor Prospectus
October 10 - 13, 2013 • The Cosmopolitan of Las Vegas
1

If your company is trying to reach
sonographers, the 2013 SDMS Annual
Conference in Las Vegas is a sound bet!
The Society of Diagnostic
Medical Sonography
(SDMS) is the
largest professional
association in the
world representing
sonographers.
Serving more than
26,000 members, each
specialty area and practice
setting is represented, including Abdomen, Breast,
Neurosonography, Obstetrics/Gynecology, Vascular,
and Adult, Fetal, and Pediatric Cardiac Sonography.
2012 SDMS Annual Conference Statistics
• More than 1200 participants
According to the 2012 Annual Conference postconference
attendee survey:
• More than 90% find vendor interaction at the
conference important
• 96% would recommend this conference to their
colleagues
• 67% visited the exhibit hall 4 or more times
throughout the conference
• 70% have purchasing influence for their facility/
practice; 32% have purchasing authority
Exhibit space is granted on a first-come, first-served
basis. Preferred locations sell out well in advance of the
conference - reserve your space today!
Contact Information
SDMS Headquarters
2745 Dallas Parkway, Ste 350
Plano, Texas 75093
Phone: 800-229-9506
Email: exhibitors@sdms.org
“I was very impressed with the professionalism
of the group and how dedicated SDMS is to
their membership! Nicely done!”
– SDMS Exhibitor
2

2013 SDMS Annual Conference Exhibitor Information
Exhibitor Schedule-At-A-Glance
Wednesday, October 9 Thursday, October 10 Friday, October 11 Saturday, October 12
New! Networking
Reception*
Exhibit Hall Setup
Exhibit Hall Hours
Exhibit Hall Hours
Exhibit Hall Setup**
Exhibit Hall
Opening Reception
SDMS and
SDMS Foundation
Awards Dinner
Exhibit Hall Dismantle
Saturday Night Party
SDMS Official Hotel &
Exhibit Location
The Cosmopolitan
of Las Vegas
$199/night + applicable
taxes & fees
Standard/Preferred Exhibit Benefits
(per 10 x 10 booth)
Photo courtesy of Allen McGregor
• One three-day registration* to the SDMS Annual
Conference educational sessions (additional threeday
and pre-conference workshop registrations are
available for purchase)
• Two tickets to the Saturday Night Party**
• Listing in the SDMS Annual Conference Virtual Exhibit
Hall on the SDMS website †
• Exhibitor listing in SDMS Annual Conference Program
& Exhibit Guide*** †
• Listing in the SDMS Annual Conference App*** †
• Exhibit Hall badges for all exhibit personnel
• FREE chair massage services available in the
Massage Lounge
• Two Cyber Café locations for Internet access
* Must submit the Registration Form by September 3
** Must RSVP by September 15
*** Deadline – July 1
† Includes company description (up to 500 characters), website,
contact email, and mailing address
Exhibit Rates
Standard 10’ x 10’ booth $ 2,225
Preferred 10’ x 10’ booth $ 2,500
The exhibit space rental fee does not include furniture
such as tables, chairs, accessories, electrical equipment,
audiovisual equipment, internet access, or cleaning.
Exhibit Booth Assignment
• Exhibit space is granted on a first-come, first-served
basis. Assignments are based on availability. Every
effort is made to accommodate first choices; priority
will be given to SDMS Corporate/Business/Institutional
(CBI) members, sponsors, and 2012 exhibitors.
• A 50% deposit is required with the application.
• All applications and payment in full must be
received by August 15, 2013.
• Exhibitors will be notified of booth assignments, as
applications are processed.
3

2013 SDMS Annual Conference Exhibit Hall Floor Plan
MASSAGE
LOUNGE
442
440
343
341
342
340
243
241
242
240
143
141
Cosmopolitan
Las Vegas
Level 4
Chelsea Ballroom
438
339
338
239
238
139
Preferred
Booth
Standard
Booth
FOOD
STATION
334
332
235
233
FOOD
STATION
431
130
429
428
329
328
229
228
129
128
427
426
327
326
227
226
127
126
425
124
423
422
323
322
223
222
123
122
421
420
321
320
221
220
121
120
419
118
417
416
317
316
217
216
117
116
414
315
314
215
214
115
114
Photo courtesy Mike Russell, en.wikipedia.org
412 313 212 113
At The Cosmopolitan of
Las Vegas, the two guest
409
407
108
106
towers are situated directly
above the exhibit hall and
meeting rooms. It’s quick and
405
403
401
SDMS Pavilion
104
102
100
convenient for attendees to
move between their guest
rooms, educational courses,
and the SDMS Exhibit Hall.
4

2013 SDMS Annual Conference Exhibitor Enhancements
and Advertising Opportunities †
Pre-Conference Attendee List * - $200
Send pre-show postcards or flyers † and invite conference
attendees to visit your booth. Pre-show mailers are also
a great way to promote booth giveaways.
Post-Conference Attendee List * - $200
Send your company literature to attendees while it’s
fresh on their minds. A follow-up mailing is the best way
to turn Exhibit Hall leads into sales!
Pre and Post-Conference Attendee Lists * - $350
For a discounted price you can purchase both lists, for
two opportunities to get your products and services in
front of potential customers in the sonography industry.
*
Attendee List contains mailing address only. SDMS does
not disclose email addresses.
SDMS Exhibit Hall Prospect
Card Spot - $200
Purchase a spot on the SDMS
Exhibit Hall Prospect Card.
Conference attendees will be
“prospecting” their way around
to each booth on the card to collect stamps. Once all
stamps are collected, attendees can enter his/her card in
a drawing for the Grand Prize. This year’s Grand Prize
is $3,500. SDMS provides two self-inking stamps per 10’
x 10’ booth to each participating exhibitor. The SDMS
Exhibit Hall Prospect Card is a great way to attract more
attendees to your booth!
Additional Tickets Available for Purchase
SDMS and SDMS Foundation Awards Dinner ................$50
(Friday) - Limited supply available.
2013 Annual Conference Saturday Night Party ........$25
Exhibit Hall Pass (Thursday-Saturday)...........................$25
2013 SDMS Annual Conference
SDMS Annual Conference
Program & Exhibit Guide **
The on-site SDMS Annual
Conference Program & Exhibit
Guide is an essential conference
resource, which contains a
complete course listing, daily
planner, attendee/exhibitor
listing, Exhibit Hall floor plan
and a generous notes section!
Every attendee receives a
copy of the on-site SDMS Annual Conference Program &
Exhibit Guide in their tote bag. Each advertisement will
also appear in the SDMS Annual Conference App at NO
CHARGE (placement to be determined by SDMS).
Quarter-page ....................................................................... $300
Half-page ............................................................................... $500
Full-page................................................................................ $800
Inside Front Cover (Full Page)......................................$1,500
Inside Back Cover (Full Page)........................................$1,500
Back Cover (Color)............................................................$2,500
Daily Deal (daily newspaper) **
The 2013 SDMS Annual Conference’s
daily newspaper, Daily Deal, features
articles about conference speakers,
Exhibit Hall hours, room/session
changes, and daily events. Discounts are
available for multiple-day advertising.
Quarter-page ....................................................................... $200
Half-page................................................................................ $400
Tote Bag Insert or Give-A-Way ** - $1,500
Attendees receive a tote bag to carry conference
materials and exhibitor information. Your company insert
will be distributed to all attendees in the tote bags. Your
company is responsible for providing the insert for each
tote bag, including shipping the insert to the show site.
One-Day SDMS Annual Conference
App Sponsor -$1,500
Want to generate traffic in your booth?
Become a one-day sponsor of the SDMS
Annual Conference App and your company
information/advertising and a “push
notification” (140 character maximum)
to all conference attendees who have
installed the app will get their attention!
SDMS Foundation
Make a donation to the SDMS Foundation Silent Auction
or sponsor a prize on the Prize Wheel, made available
to all conference attendees! Contact Keith Gentry at
kgentry@sdms.org for more information.
Donate Your Three-Day Conference Registration
Donate one or more of the three-day conference
registrations you received with exhibit booth rental
or sponsorship to the SDMS Foundation and help a
student or sonographer attend the 2013 SDMS Annual
Conference! Contact Connie Ponder at cponder@sdms.
org to make your donation by August 15, 2013.
** All mailings, advertising, inserts and give-away items are subject to
prior SDMS approval.
† SDMS reserves the right to modify 2013 SDMS Annual
Conference exhibit benefits, sponsorship packages, exhibitor
enhancements, and advertising without prior notice.
5

Sponsorships
Maximize your company’s
exposure with SDMS Annual
Conference Sponsorship Packages!
SDMS Annual Conference sponsors enjoy premiere
booth space in SDMS Exhibit Hall (unless otherwise
indicated), expanded advertising in SDMS Annual
Conference publications, such as the SDMS Annual
Conference Registration Brochure (distributed to
more than 81,000 potential attendees), recognition at
the SDMS and SDMS Foundation Awards Dinner, and
many exclusive value-added benefits (see sponsorship
packages for details)!
For information on custom sponsorship packages, or
if you are restricted by MITA or PhRMA codes, contact
Amy Westerman, Director of Education and Meetings,
at (214) 473-8057 ext. 173 or awesterman@sdms.org.
Sponsorship Package #1 - $10,000
• One 10’ x 10’ SDMS Exhibit Hall booth, includes all
Standard/Preferred Exhibit Benefits (see page 4)
• One email blast (approved and sent by SDMS) to all
conference attendees before or after the SDMS Annual
Conference (must be sent by December 31, 2013)
• Four additional tickets to the SDMS and SDMS
Foundation Awards Dinner
• Four additional tickets to the Saturday Night Party
• Four three-day registrations to the SDMS Annual
Conference educational sessions (additional threeday
and pre-conference workshop registrations are
available for purchase)
• One full page black-and-white advertisement in the
SDMS Annual Conference Registration Brochure (Only
available to conference sponsors; distribution to over
81,000 sonographers)
• One full page black-and-white advertisement in the
on-site SDMS Annual Conference Program & Exhibit
Guide (distributed to all conference attendees and
exhibitors)
• “Sponsor Spotlight” in the SDMS Annual Conference App
• Inclusion on SDMS Exhibit Hall Prospect Card
• Pre- and post-conference registrant mailing lists
• “SDMS Annual Conference Sponsor” ribbons for all
exhibitor badges
• Option to host a participant event* (may offer SDMS
CME credits, subject to the SDMS CME Policies &
Procedures)
• Recognition as a conference sponsor in SDMS Annual
Conference publications, including the on-site SDMS
Annual Conference Program & Exhibit Guide and the
SDMS Annual Conference App.
Each sponsor receives an exclusive sponsorship of
one of the following items (subject to availability):
Opening Session
Keynote Speaker
Tote Bags
Water Tumblers
Cyber Café
Badge Holders
Saturday Night Party -
Food & Beverage
6
* Event date/time subject to SDMS approval. Contact SDMS
for available dates/times.
Tote bag, badge holder, and tumbler images may
not reflect final color or style.

2013 SDMS Annual Conference Sponsorships
Sponsorship Package #2 - $7,500
• One 10’ x 10’ SDMS Exhibit Hall booth, inclusive of all
Exhibit Benefits (see page 3)
• Company name/logo on track signage and
informational classroom slides between sessions
• Announcement of sponsorship during session by
Conference Management Committee member
• Three additional tickets to the SDMS and SDMS
Foundation Awards Dinner
• Three additional tickets to the Saturday Night Party
• Three three-day registrations to the SDMS Annual
Conference educational sessions (additional threeday
and pre-conference workshop registrations are
available for purchase)
• One half page black-and-white advertisement in the
SDMS Annual Conference Registration Brochure (Only
available to conference sponsors; distribution to over
81,000 sonographers)
• One half-page black-and-white advertisement in the
on-site SDMS Annual Conference Program & Exhibit
Guide (distributed to all conference attendees and
exhibitors)
Each sponsor receives an exclusive sponsorship of
one of the following educational tracks (subject to
availability):
• Abdominal Three-Day Educational Track
• Cardiac Three-Day Educational Track
• Ob/Gyn Three-Day Educational Track
• Vascular Three-Day Educational Track
• Inclusion on SDMS Exhibit Hall Prospect Card
• Pre- and post-conference registrant mailing lists
• “SDMS Annual Conference Sponsor” ribbons for all
exhibitor badges
• Option to host a participant event* (may offer SDMS
CME credits, subject to the SDMS CME Policies &
Procedures)
• Recognition as a conference sponsor in SDMS Annual
Conference publications, including the on-site SDMS
Annual Conference Program & Exhibit Guide and the
SDMS Annual Conference App.
* Event date/time subject to SDMS approval. Contact SDMS for
available dates/times.
7

2013 SDMS Annual Conference Sponsorships
Sponsorship Package #3 - $5,000
(exhibit space not included)
• Two tickets to the SDMS and SDMS Foundation Awards
Dinner
Each sponsor receives an exclusive sponsorship of
one of the following items (subject to availability):
• Two tickets to the Saturday Night Party
• Two three-day registrations to the SDMS Annual
Conference educational sessions (additional threeday
and pre-conference workshop registrations are
available for purchase)
• One quarter-page black-and-white advertisement
in the SDMS Annual Conference Registration Brochure
(Only available to conference sponsors; distribution to
over 81,000 sonographers)
• One quarter-page black-and-white advertisement in
the on-site SDMS Annual Conference Program & Exhibit
Guide (distributed to all conference attendees and
exhibitors)
• Inclusion on SDMS Exhibit Hall Prospect Card
• Your choice of a pre- or post-conference registrant
mailing list
• “Annual Conference Sponsor” ribbons for all exhibitor
badges
• Option to host a participant event* (may offer SDMS
CME credits, subject to the SDMS CME Policies &
Procedures)
• Recognition as a conference sponsor in SDMS Annual
Conference publications, including the on-site SDMS
Annual Conference Program & Exhibit Guide and the
SDMS Annual Conference App.
Pens
Saturday Night Party -
Entertainment
Massage Lounge
(2 available)
SDMS Annual
Conference App
* Event date/time subject to SDMS approval. Contact SDMS for
available dates/times.
Pre-Conference Workshops (7 available)
Abdominal, Cardiac, Educator, Ob/Gyn, Registry
Review, Student Conclave, Vascular
Conference pen image may not reflect final color or style.
8

2013 SDMS Annual Conference Sponsorship Enhancements
NEW! Welcome Reception -
$5,000
Join SDMS in welcoming the conference attendees at this NEW interactive
networking event! Receive the following benefits with this EXCLUSIVE
sponsorship:
• Admission for up to ten company representatives
• Company name and/or logo on SDMS signage at the Welcome Reception
• One half-page advertisement in a designated Daily Deal (daily conference
newspaper), distributed to conference attendees
• Recognition as the exclusive Welcome Reception sponsor in SDMS Annual
Conference publications, including the on-site SDMS Annual Conference
Program & Exhibit Guide and the SDMS Annual Conference App
Continental Breakfast (1 day) -
$1,000 (4 available)
Let your company logo be the first to be seen in the morning! Continental
breakfast is served each morning to conference attendees. As a continental
breakfast sponsor, your company will receive the following:
• Two tickets to the Saturday Night Party
• Company name and/or logo on SDMS signage at a designated
continental breakfast during the conference
• One quarter-page advertisement in the Daily Deal (daily conference
newspaper), distributed to conference attendees, on the day of your
sponsorship
• Recognition as a continental breakfast sponsor in SDMS Annual
Conference publications, including the on-site SDMS Annual Conference
Program & Exhibit Guide and the SDMS Annual Conference App
Full Day Refreshment Break* –
$2,500 (2 available)
Create more traffic in your booth! Conference attendees gather twice a day
on Friday and Saturday in the SDMS Exhibit Hall for a break that includes
snacks and/or beverages. As a refreshment break sponsor for the day, your
company will receive:
• Two tickets to the Saturday Night Party
• One half-page advertisement in the Daily Deal (daily conference
newspaper), distributed to conference attendees, on the day of your
sponsorship
• Announcement of sponsorship by an SDMS representative during the
break in Exhibit Hall
• Your company name and/or logo on SDMS signage at morning and
afternoon breaks.
* Half-day sponsorships also available.
• Recognition as a refreshment break sponsor in SDMS Annual Conference
publications, including the on-site SDMS Annual Conference Program &
Exhibit Guide and the SDMS Annual Conference App
9

2013 SDMS Annual Conference Exhibitor Rules & Regulations
The SDMS Annual Conference rules and regulations are
intended to serve the best interests of the SDMS, registrants,
and exhibitors. The rules and regulations apply to all exhibitors
and their agents.
The exhibitor understands and agrees that the information
contained in this document is an integral and binding part
of the exhibit space contract. Signing the exhibit space
application/contract indicates understanding and agreement
to comply with all policies, rules, regulations, terms, and
conditions in this document; and agreement to distribute
them for proper execution by all individuals involved. This
Agreement is governed by the laws of the state of Texas. If any
provision of this Agreement, or its application, shall, at any time
or to any extent, be invalid or unenforceable, the remainder
of this Agreement shall not be affected thereby. Each other
provision of this Agreement shall be valid and enforceable
to the fullest extent permitted by law. Failure by the SDMS to
enforce any provision does not waive any further enforcement
rights.
Our common goal is to make the SDMS Annual Conference
an excellent opportunity to network and market services/
products. These rules and regulations ensure the success of this
event for everyone.
Exhibitor Badges
• Exhibitors must wear a badge to enter and remain in the
Exhibit Hall. Exhibitor representatives, including models,
must wear the badges at all times, including during
installation and dismantling. Badges can be picked up at the
Exhibitor Registration Desk on:
Wednesday, October 9 - 4:00 pm – 8:00 pm
Thursday, October 10 - 7:00 am – 8:00 pm
Friday, October 11 - 7:00 am – 5:30 pm
Saturday, October 12 - 7:30 am – 5:30 pm
• Exhibitors must use the SDMS Annual Conference Exhibitor
website to submit their exhibitor badge request in
advance to avoid on-site delays. The deadline for advance
submission of exhibitor badge requests is September 9.
After September 9, all badge requests (either additional
badges or changes to initial badge orders) must be handled
on-site. Note: Exhibitor badges do not include access to
events or educational sessions outside the exhibit hall.
Separate registration/tickets to events and educational
sessions are available for purchase if space is available.
• SDMS offers free on-site Exhibit Hall badges for exhibitors
only. Exhibit Hall guest passes can be purchased at the
Registration Desk for visitors.
• Badges will be issued only in the name of the corporation/
institution/company identified on the exhibit space application.
• The exhibitor is responsible for the actions of individuals
wearing its badges during the entirety of the SDMS Annual
Conference, including installation, Exhibit Hall hours, and
dismantling.
Cancellation/Reduction of Exhibit Space and
Refund Policy
• Notification of cancellation or reduction in exhibit space
must be submitted in writing via mail, fax, or email. The
effective date of a space cancellation or reduction is
the date when written notification is received and date
stamped by SDMS.
• If written notice is received before August 1, all monies
paid by the exhibitor for exhibit space rental, less a $250
administration fee will be refunded.
• If written notice is received on or after August 1, the
exhibit space is not refundable.
• Refunds apply only to exhibit space rental, not sponsorship
or advertising.
• It is the exhibitor’s sole responsibility to ensure that the
written notice of cancellation is received by the deadline.
• At the time SDMS receives written notification that the
exhibitor is canceling space, all booth space will be
released.
• Any booth in the Exhibit Hall that is unoccupied by 3:00
pm on October 10, will be considered a no-show and shall
be deemed to have cancelled the exhibit space contract.
Any assigned booth may be re-assigned to another
exhibitor. There will be no refund to the original exhibitor
and no further obligation on the part of SDMS.
Payments
• Applications received without required deposit or
payment will not be processed and will be returned.
• Applications submitted on or before August 1 must be
accompanied by full payment or a 50% deposit on the
total cost of exhibit space requested.
• Applications submitted after August 1 must be
accompanied by full payment.
• If a 50% deposit is paid, the balance is due on August 15.
• Payments may be made by check, money order or credit
card (American Express, Discover, MasterCard, and VISA).
Payment by check must be in US funds drawn on a US
bank. Checks drawn on foreign banks and/or not in US
funds will be returned to the applicant along with their
application. This may delay the approval process and space
assignment. Checks and money orders must be made
payable to Society of Diagnostic Medical Sonography.
Booth Specifications
• The standard booth size is 10’ x 10’.
• Booth height is limited to 16 feet.
• Each standard booth will have an 8’ high draped background
and 3’ high drape divider defining the sides of the space. The
backside of an in-line booth cannot be visible.

2013 SDMS Annual Conference Exhibitor Rules & Regulations
• No exhibit may expand into the aisle. Demonstration areas
should be located within the booth to allow sufficient
space for spectators. Aisles cannot be obstructed due to
any activities within the booth.
Exhibit Installation
• Exhibit booth installation is available Wednesday, October
9, 12:00 pm – 5:00 pm (with SDMS permission only) and
Thursday, October 10, 8:00 am – 3:00 pm.
• All exhibits must be set up by 3:00 pm on October 10.
Exhibitors are responsible for coordinating with the
official SDMS contractor, Freeman, to ensure that all booth
equipment and materials are scheduled for arrival at the
Exhibit Hall in time to be installed and ready when the
Exhibit Hall opens.
• Guests without passes and children are not permitted on
the exhibit floor at any time.
• SDMS does not assume any responsibility for loss, theft or
damage to exhibits, equipment, personal belongings, etc.,
during installation, Exhibit Hall hours, or dismantling.
• Exhibitors are liable for the actions of their booth
personnel, including contractors, at all times.
• SDMS reserves the right to remove any exhibitor’s booth
personnel at SDMS staff discretion at any time.
Exhibit Dismantle
• Exhibitor dismantle is available Saturday, October 12, 4:00
– 9:00 pm. Failure to remove all exhibits and equipment
could result in a financial penalty.
• The official closing time of the Exhibit Hall is 4:00 pm
on Saturday, October 12. Early packing of equipment or
dismantling of exhibits is not permitted.
• SDMS does not assume any responsibility for loss or
damage to exhibits, equipment, personal belongings, etc.,
during the installation, Exhibit Hall hours, and dismantling.
• Exhibitors are liable for the actions of their booth
personnel, including contractors, at all times.
• Guests without passes and children are not permitted on
the exhibit floor at any time.
• All shipping arrangements are the responsibility of the
exhibitor. SDMS is not responsible or liable for items
not collected by a shipping company. Each exhibitor is
responsible for any hotel issued delivery charges.
Exhibit Space
• All activities must take place within the exhibitor’s
assigned booth area.
• Exhibitors are permitted to conduct prize drawings.
All prizes must be approved by SDMS. Requests for
approval must be submitted in writing by September 1.
Announcement of the winners shall be made at exhibitor’s
booth. Public announcements will not be made in the
Exhibit Hall. A prize sign will be available near the Exhibit
Hall entrance for exhibitors to post winning names.
• Distribution of any type of promotional material by
exhibitors is limited to the space rented in the Exhibit
Hall. Promotional materials are prohibited in the SDMS
registration area or on message boards.
• SDMS reserves the right to prohibit or restrict and, if
necessary, remove or require correction of any exhibit
or materials that is unsuitable or objectionable, as
determined solely by the SDMS.
• SDMS reserves the right to change the booth floor plan
and/or booth locations without prior permission of the
exhibitor.
• SDMS reserves the right to determine the eligibility of
applications for exhibit space. Exhibiting at the SDMS
Annual Conference does not imply SDMS endorsement of
products or services.
• SDMS reserves the right to deny exhibit space rental to
any company/organization/ institution whose activities
or mission is in conflict with those of the SDMS, as
determined solely by the SDMS.
• Modifying any portion of the pipe and draped portions of
the booth is prohibited unless approved by SDMS.
Models
• Exhibitor is responsible for obtaining models for
demonstration purposes. Models must wear badges at
all times. Exhibitors must provide a Model Assignment
Form to each model prior to arrival at the conference. This
form should provide important on-site instructions to the
model. To obtain the Model Assignment Form, please visit
the SDMS website at http://www.sdms.org/meetings.
• SDMS expects exhibitors to use prudent judgment when
live models are used. Professional conduct should be
observed at all times. SDMS reserves the right to prohibit
any demonstration that is deemed to be inappropriate or
in poor taste, as determined solely by SDMS. Each exhibitor
using live models should have procedures in place to
ensure models have physician release/permission and
have procedures in place to handle incidental findings
and/or medical conditions of a model.
• The use of pregnant women or minors as live models in the
Exhibit Hall is strictly prohibited.
Scanning
• Live scanning of models (except pregnant women or
minors) is permitted during Exhibit Hall hours.
• Written informed consent must be obtained from each
model. Models must be familiarized with the entire process
and an assessment made of the model’s understanding of
their relevant medical condition, if applicable.

2013 SDMS Annual Conference Exhibitor Rules & Regulations
• The model must be aware that the scan is for
teaching only and will not be used for clinical
purposes.
• The identity of the model must be confidential.
• In all situations, the medical practitioner responsible for
recruiting the model must ensure that it is safe for the
person to be scanned in a teaching situation and must
remain responsible for their care.
Americans with Disabilities Act (ADA)
• Exhibitors are responsible for compliance with all
applicable provisions of the ADA for their booth space,
including but not limited to, wheelchair access provisions.
Exhibitors shall indemnify, hold harmless, and defend
SDMS, its officers, directors, agents, members, and
employees from and against any claims, liabilities, losses,
damages, and expenses (including attorney’s fees and
expenses) resulting from or arising out of the exhibitor’s
failure or allegations of the exhibitor’s failure to comply
with the provisions of the ADA.
Exhibitor Service Kits
• Exhibitor Service Kits will be available online as soon
as space rentals are confirmed, and will be e-mailed to
the official contact listed on the application for space
by Freeman, the official show contractor. Each Exhibitor
Service Kit contains a complete set of forms for ordering
services related to the Exhibit Hall including, freight
schedule, forms for booth furnishings, vacuuming services,
signs and accessories, electrical requirements, labor,
drayage and shipping information, audiovisual equipment,
and floral/plants. Exhibitors are encouraged to take
advantage of cost reductions offered for advance orders.
* A printed copy of the Exhibitor Service Kit can be mailed upon
request.
Exhibitor-Appointed Contractors (EAC)
• Exhibitors using contractors other than the official
SDMS contractors for labor or other services must notify
the SDMS and Freeman. A form will be included in the
Exhibitor Service Kit, which is to be completed by the
exhibitor and returned to the SDMS and Freeman. The
exhibitor must inform the EAC of the 2013 SDMS Annual
Conference Exhibitor Rules & Regulations. Exhibitors are
responsible for all actions of their EAC.
• Notice of intent to use an EAC to SDMS and Freeman is due
by September 1.
• EAC certificates of insurance are due to SDMS by
September 1.
Union Labor
• Freeman has a labor agreement with a local labor source
to provide for display installation and dismantling. An
exhibitor may handle their own hand-carried materials in
and out of The Cosmopolitan of Las Vegas. Any material
requiring the use of equipment for delivery, i.e., dollies,
forklifts, hand trucks, etc., will be handled by Freeman
labor. Equipment and labor may be arranged through
Freeman as outlined in the Exhibitor Service Kit. Dock
space is limited at The Cosmopolitan of Las Vegas, and it is
under the control and authority of Freeman.
Freight Handling Jurisdiction
• Freeman will have the responsibility of receiving and
handling all exhibit materials and empty crates. It is their
responsibility to manage docks and schedule vehicles
for the smooth and efficient move-in and move-out of
the exhibition. Freeman will not be responsible for any
material they do not handle. Freeman will have complete
control of the loading docks at all times.
• Please note that The Cosmopolitan of Las Vegas will refuse
exhibit freight arriving before the scheduled installation
date of October 10. To ensure proper receipt and delivery
of your exhibit freight for this event, please ship them as
outlined in the Exhibitor Service Kit supplied by Freeman.
Insurance
• The SDMS does not provide any type of insurance coverage
for SDMS Annual Conference exhibitors or participants.
• If desired by exhibitors, insurance must be obtained at
their own cost and expense.
• All property shipped to and from The Cosmopolitan of
Las Vegas and SDMS Exhibit Hall by the exhibitor for
installation or display is the sole responsibility of the
exhibitor.
• It is recommended that the exhibitor obtain adequate
insurance coverage, at its own expense, for property loss or
damage and liability for personal injury.
Liability
• Exhibitor shall be fully responsible to pay for any and all
damages to property owned by The Cosmopolitan of Las
Vegas and its owners or managers, which result from any
act or omission of exhibitor.
• Exhibitor agrees to defend, indemnify and hold harmless,
SDMS, Freeman, and The Cosmopolitan of Las Vegas,
its owners, managers, officers, or directors, agents,
employees, subsidiaries, and affiliates, from any liability
resulting from exhibitor’s use of the property. Exhibitor’s
liability shall include all losses, costs, damages, or expenses
arising from, out of, or by reason of any accident or bodily
injury or other occurrences to any person or persons,
including, but not limited to, the exhibitor, its agents,
employees, and business invitees which arise from or out
of the exhibitor’s occupancy and use of the exhibition
premises, or any part thereof.