ACHIEVING PURPOSE IN AN ERA OF HEALTH ADVOCACY, EQUITY & REFORM - Student National Medical ...
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ACHIEVING PURPOSE IN AN ERA OF HEALTH ADVOCACY, EQUITY & REFORM
TABLE OF CONTENTS
AMEC 2022: THE EMERGENCE
About AMEC................................................3
Exhibiting at AMEC....................................4
SNMA Masking & Vaccine Policy..............7
Rosen Shingle Creek Hotel.......................9
REGISTRATION
Exhibitor Registration & Rates...............10
Exhibit Hall & Floor Plan Assignments...12
Advertiser Registration & Rates..............13
Sponsorship Opportunities.................... 15
TERMS & CONDITIONS
Sponsorship & Exhibitor Terms &
Conditions.................................................19
FOR MORE INFORMATION, VISIT SNMA.ORG/AMEC2022
2
ABOUT AMEC 2022
ANNUAL MEDICAL EDUCATION CONFERENCE (AMEC)
The Annual Medical Education Conference attracts students from all levels of medical
education and is the largest annual gathering of medical students of color in the
country. AMEC features a slate of workshops and programs focused on the academic
and clinical success, development, and preparedness of our cohort of physicians-in-
training. Our conference not only prepares premed and medical students in their
journey to become socially competent and clinically excellent physicians but also
provides a unique opportunity to network with students and physicians from all over
the country.
Exhibitor registration is open for AMEC 2022 in Orlando, Florida at the Rosen Shingle
Creek Resort & Hotel, April 13-17, 2022! Through this year's theme, "The Emergence:
Achieving Purpose in an Era of Health Advocacy, Equity & Reform," we plan to bring
engaging workshops, dynamic speakers and panels that provide unique insights for
inspiring both student and professional audiences. Mainstage plenary sessions and
panels will address topics such as: tackling the complexities of implicit bias and
microaggressions in medical education, the impact of violence on public health, and the
importance of physician advocacy in health care.
PROGRAM TRACKS
General Track Physician-Research
Medical Student Initiative
Premedical Forum Health Policy & Advocacy
Fourth Year & Beyond Pipeline
Wellness
WHY ATTEND AMEC? 2021 VIRTUAL AMEC
In Spring 2021, our virtual AMEC attracted
Our in-person events draw between
2000-2400 1700
TOTAL ATTENDEES
ATTENDEES
INCLUDING
MEDICAL STUDENTS,
PREMEDICAL STUDENTS &
PHYSICIANS
200 PLUS
EXHIBITORS & SPONSORS 140 EXHIBITORS
3
WHY ATTEND AMEC 2022
PAST EXHIBITORS
WHY EXHIBIT We invite new and returning exhibitors to be part of the
WITH US? SNMA's 58th Annual Medical Education Conference,
being held in-person at the Rosen Shingle Creek Resort
AMEC has
in beautiful Orlando, Florida!
consistently been a
national Past exhibitors at AMEC include medical schools and
cornerstone event residency programs from around the nation, biomedical
technology companies, book publishers, financial
for minority medical institutions, community associations, federal and local
students, and government agencies, private health care practices, and
professionals. With retailers.
three days of
We hope you consider these great opportunities to
scheduling, students promote your organization, network with premeds,
will have more medical students and future residents, and join us in our
mission of diversifying the face of medicine!
flexibility than ever
to participate in our
programming each
day. Our proven
track record of
attracting students,
exhibitors, sponsors, EXHIBIT HALL/EXPO
and professionals to AMEC 2022 will feature an extensive exhibit hall with
our events, makes hundreds of Professional and Premed Exhibitors from all
over the country. Please register online via the AMEC
AMEC a premiere
registration portal at snma.org/AMEC2022. Fees apply to
choice for all exhibitors.
exhibitors.
Please note: Registration for Exhibitors and Advertisers
is separate from Attendee Registration. Exhibitors
cannot register as Attendees.
IMPORTANT!
To register as an Exhibitor or Advertiser, you must have an SNMA
profile. If you have not registered for an SNMA event before, you
must create a profile first. Make sure to select "Exhibitor and/or
Advertiser" when signing up. You will then be able to register for
SNMA events >> REGISTER NOW
24
EXHIBITING AT AMEC 2022
PROFESSIONAL EXHIBITS
The Professional Exhibits are intended for organizations that wish to present
program or services that are of particular interest to medical students, residents,
interns and physicians and others at a higher level of education.
The Professional Exhibits open to attendees on Thursday, April 14 at 1:00 PM.
About nineteen (19) total hours of exhibit time has been scheduled for the duration of
the conference, including time unopposed by major program events for the
professional exhibit attendees.
All exhibits should be fully set-up and staffed by 1:00 PM on Thursday.
Exhibitors may move out after 3:00 PM on Saturday. Dismantling and packing shall
not begin prior to 3:00 PM on Saturday.
EXHIBIT HALL
TIMELINE
THURSDAY, APRIL 14, 2022
9:30 AM – 1:00 PM Registration (move-in and setup)
1:00 – 6:00 PM Hall Open/Welcome Reception
FRIDAY, APRIL 15, 2022
8:30 AM – Noon Hall Open (Break for President’s Luncheon)
1:00 – 4:30 PM Hall Open
SATURDAY, APRIL 16, 2022
8:30 AM – 12:30 PM Hall Open (Break for Lunch)
1:30 – 3:00 PM Hall Open
3:00 – 5:00 PM Breakdown and Move Out
*All times are in Eastern Time
5
EXHIBITING AT AMEC 2022
PREMEDICAL FAIR
The PmF Recruitment Fair is intended for programs admitting undergraduates and
postbaccalaureate students to medical and healthcare programs. Presentations of
services and information should be relevant to undergraduate level students and be
in accordance with the stated mission and goals of the SNMA. Materials are
encouraged that inform students about training and educational opportunities.
Typically, this includes information about allopathic and osteopathic medical school
admissions, test preparation, and academic enhancement opportunities.
Note: Organizations registering for the PmF Recruitment Fair are not
automatically registered to participate in the Professional Exhibits! The
Premedical Forum (PmF) Recruitment Fair is a separate component of the Annual
Medical Education Conference, with a separate schedule and requiring separate
registration and fees.
PREMEDICAL FAIR
TIMELINE
FRIDAY, APRIL 15, 2022
8:30 AM – Noon Registration (move-in and setup)
Noon – 1:00 PM Break for Lunch
1:00 – 4:30 PM Exhibit Hall Open
SATURDAY, APRIL 16, 2022
8:30 AM – 12:30 PM Exhibit Hall Open
12:30 – 1:30 PM Break for Lunch
1:30 – 4:00 PM Exhibit Hall Open
4:00 – 6:00 PM Breakdown and Move out
*All times are in Eastern Time
6
Student National Medical Association is committed to
providing a safe and healthy experience for all
STUDENT participants, vendors, and guests at our events.
NATIONAL There is an inherent risk in attending an in-person event
regardless of your vaccination status. By purchasing and
MEDICAL attending any in-person event, you assume those risks and
will hold harmless the Student National Medical Association
ASSOCIATION
for any injuries, or illness, including Covid-19, while
participating, and/or attending a SNMA event.
MASK AND Student National Medical Association follows the COVID-19
recommendations of the Centers for Disease Control. This
VACCINE includes requiring the use of masks indoors in public spaces if
you are in an area of substantial or high transmissions.
POLICY To ensure our members’ health and security, as well as the
safety of our exhibitors, guests, and staff, the Student
National Medical Association has implemented the following
policy:
All attendees of all events hosted by the Student National
Medical Association must be fully vaccinated against
COVID-19 or provide a negative COVID-19 PCR test
within 72 hours of the start of the conference on April 13,
2022.
“Full vaccination” means that either 14 days have passed
since receiving the second dose of FDA or WHO
authorized double-dose vaccines or that 14 days have
passed since receiving the sole dose of FDA or WHO
authorized single-dose vaccines.
We will provide further instructions to all registered attendees
closer to the meeting date regarding how SNMA will be
implementing this requirement.
Please be advised that if you are purchasing /exhibit booths
or other ticketed activities for another person, it is the
responsibility of the purchaser to communicate these rules to
whomever they may be providing tickets.
Due to the evolving nature of COVID-19, SNMA reserves the
IF YOU HAVE QUESTIONS OR
CONCERNS, EMAIL US AT right to revise this policy, in its sole discretion, and all event
MEMBERINFO@SNMA.ORG. participants will be required to abide by the most up-to-date
policy. SNMA will provide all event registrants notice
regarding any changes to this policy.
7STUDENT Indoor Masking
NATIONAL 1 All event participants — regardless of vaccination
status — are required to wear masks indoors, unless in
MEDICAL
a private, non-shared space or when actively eating.
What tests are accepted?
ASSOCIATION 2 Unvaccinated attendees, guests, exhibitors, and staff
must show a negative COVID-19 PCR test. Your test
MASK AND
must list your name, results, and a time stamp within
72 hours before the start of our conference on April
VACCINE
13-17, 2022.
What qualifies as a negative result?
POLICY 3
Your results must show negative or no evidence of
COVID-19 infection. The results must be time
stamped within 72 hours before the start of our
conference on April 13-17, 2022.
How do I show proof of negative PCR test?
4
Please come with a digital or print copy of your
negative results and be prepared to show a staff
member the registration desk or upload ahead of
time on our third-party provider site.
IF YOU ARE SICK, STAY HOME
5
If you or someone in your group doesn’t feel well, has
exhibited symptoms of COVID-19 in the previous 14
days, or has been in contact with someone with
COVID-19 in the previous 14 days, please stay home.
OUR STAFF IS THERE TO HELP
6
Staff, hotel personnel, and security guards are
available throughout the conference to monitor
everyone’s safety, and to assist in any way they
can. If you feel uncomfortable at any time, please
speak to one of our friendly staff who will assist
you.
PLEASE RESPECT THE RULES
7
These rules have been created for the safety of all
participants. Participants will not be allowed to
enter SNMA conference events and meeting rooms
IF YOU HAVE QUESTIONS OR
without a mask or if they are exhibiting symptoms
CONCERNS, EMAIL US AT
of COVID. Participants who refuse to keep their
MEMBERINFO@SNMA.ORG.
masks on will be asked to leave the venue without
a refund.
8AMEC 2022
ROSEN SHINGLE CREEK HOTEL
HOTEL RESERVATIONS
SNMA has secured a group reservation rate with the Rosen Shingle Creek® Hotel in
Orlando, Florida. The discounted rate is $139/night for a Double Queen or King Room.
To ensure that you book your reservation with the group rate, you MUST use the
AMEC Hotel Booking Link OR call 1 (866) 996-6338. The last day to make a reservation
with the discounted group rate is Monday, March 28, 2022, or until the room block is
sold out, whichever comes first.
Guarantee Policy: All reservations are required to be guaranteed with a valid credit
card. Please be advised that five days prior to your arrival, an authorization equivalent
to a one-night's room and tax charge will be processed on your card. Authorizations on
a debit card will place a hold on funds within your bank account at the time of
authorization.
Cancellation Policy: Cancellation is required by 4 PM at least 5 days prior to arrival to
avoid a charge of one night's room and tax.
Rosen Shingle Creek®
Rising above the horizon stands Rosen Shingle Creek® Hotel, a sight welcoming you to
experience the personal touch of an independent, full service, luxury hotel with all the
amenities you expect. The location is prime—on Universal Boulevard, east of the
Orange County Convention Center North/South expansion, and 10 minutes from the
Orlando International Airport. Rosen Shingle Creek’s third and best-known quality
creates the perfect trifecta—award-winning customer service.
Venture outside to any of the four seasonally heated pools amidst tropical settings for
an incredibly relaxing experience. Even a simple stroll around the hotel sets busy minds
at ease. Wherever you find yourself in Rosen Shingle Creek, our staff—stalwarts of
providing the best stay possible—will attend to your every need.
CHECK-IN: 3 P.M. | CHECK-OUT: 11 A.M.
SELF-PARKING: $25/NIGHT | VALET PARKING: $35/NIGHT
If you have questions regarding hotel amenities or accommodations,
please contact Rosen Shingle Creek directly at 1 (866) 996-6338.
Know Before You Go | AMEC Hotel Booking Link
9EXHIBIT REGISTRATION
AMEC 2022 EXHIBITOR FEES
REGISTER AS AN
EXHIBITOR HERE
CANCELLATIONS
All requests for cancellation must be made in writing to SNMA by February 28th, 2022
and shall become effective upon receipt by SNMA. If written notice of cancellation is
received by SNMA on or before February 28th, 2022, SNMA will retain or shall be owed
a cancellation fee of $200. If written notice of the cancellation is received after
February 28, 2022, SNMA will retain or shall be owed a cancellation fee equal to 100%
of the total exhibit fee.
EXHIBIT PERSONNEL
The posted exhibit fee includes representation at the booth by two (2) individuals in
the exhibit space. An additional fee of $150 is charged for each additional staff, up to a
limit of four (4) additional staff per single booth. We recommend institutions send at
least two representatives per booth, since this will permit breaks, but assure that the
booth will be attended throughout the program. You will need to pay for any
additional representatives that sign-in or for whom a badge is created. You will be
refunded for any unaccounted representatives but it will greatly expedite our internal
process and yours if they are handled beforehand!
IMPORTANT!
Exhibitor registration is only for the recruitment activity. Only individuals holding
badges or event tickets will be admitted to the exhibit area or other events featured as
part of the conference. Exhibitors who want to participate in other conference
activities must also register as an attendee, paying a separate attendee fee or
purchase a ticket in advance to a specific event. Exhibitor name badges will only be
presented on the morning of setup (Thursday for Professional Exhibitors and Friday
for Premedical Forum Exhibitors). Please email questions to conferences@snma.org.
10EXHIBIT REGISTRATION
OFFICIAL EXHIBITOR SERVICES
Every year, SNMA chooses an exhibitor services contractor and the designated
provider meets local property and jurisdictional requirements. The exhibit service
provider is given total charge of exhibit area production for both the Professional
Exhibits and the PmF Recruitment Fair. SNMA has contracted with General
Exposition Services (GES). GES will setup the booths and will be responsible for
assisting the exhibiting companies and organizations. Other services such as
shipping, on-site handling, rental of additional furnishings, audiovisual equipment
and/or other display items must be procured through the GES. Contact information
and the decorator service kit will be provided to all registered exhibitors in January
2022.
BOOTH PROVISIONS
Each booth will be 8’ x 10’ (approximately 80 square feet) piped/draped and is
furnished with a 6’ skirted table, two contour chairs, a wastebasket, and an overhead
sign to identify the exhibitor in a carpeted exhibit hall. Additional furnishings, if
desired, can be obtained from GES, including electrical, Internet services, or
audiovisual equipment. “Islands” and “Doubles” will be comprised of clusters of three,
four, or six booth spaces placed together. To reserve side-by-side booths or several
booths together, be sure to register your participation as early as possible, as these
options will fill quickly.
EXHIBITOR DIRECTORY
A listing of your program or organization will be included in the Exhibitor Directory
section of the AMEC 2022 Conference Book, which will be viewable on
snma.org/AMEC2022 for one year (until next year's AMEC).
REGISTER AS AN
EXHIBITOR HERE
11EXHIBIT HALL FLOOR PLAN &
BOOTH ASSIGNMENTS
The draft exhibit floor plan is below. Exhibit booths will be assigned in order
of registration date. Sponsors will be given assignment priority. Booth
assignments are made for the period of the exhibit program, as contracted
with the facility and consistent with the final schedule for the conference.
*THIS IMAGE IS FOR ILLUSTRATION PURPOSES ONLY
12AMEC 2022 ADVERTISING
AMEC PROGRAM BOOK
Full-page, half-page, and quarter-page advertisement space is available for purchase in
the conference program book to both exhibiting and non-exhibiting organizations.
Advertising in our book is a great way to draw attendees to your exhibit or featured
activity. You may compose an advertisement specifically for the SNMA conference
program in Orlando, citing your booth location, or use a more general advertisement
for your organization. All advertisements are to be rendered in color. This 50+ page
digital publication also includes the AMEC schedule, a listing of all workshops and other
sessions, the Annual Research Forum, and other SNMA programs for the current
administrative year. It will be emailed to attendees, active on snma.org/AMEC2022 for
one year and distributed at the conference site.
ADVERTISING SPACE
8.5" (horizontal) x 11" (vertical), plus .25-inch bleed and crop marks:
AD SPACE SIZE
Full-page display 8.5” X 11”
Half-page display 8.5” X 5.5”
Quarter-page display 4.5” X 5.5"
RESERVE YOUR AD SPACE HERE
AMEC 2022 ADVERTISING FEES
ALL ADS MUST BE
RECEIVED NO LATER
THAN THURSDAY,
FEBRUARY 3, 2022
To allow for proper
design and layout of
the publication, the
February 3rd deadline
is firm. Once the
reservation is made,
refunds will not be
issued for Exhibitors
who do not send
advertisement copy
according to SNMA’s ad
specifications by the
February 3rd deadline.
13AMEC 2022 ADVERTISING
ADVERTISEMENT CANCELLATIONS
No refunds will be made for advertising that is ordered. If the advertiser fails to send
the advertisement by the deadline of February 3, 2022, SNMA reserves the right to
compose a simple advertisement of the reserved size, and the advertiser will be billed
separately for this service. The ad will be composed of the organization's name and
website as fulfillment of the advertisement order.
ARTWORK SPECIFICATIONS
Preferred Choice for Finished Ads
High resolution (high-res) PDF file with all fonts embedded or JPEG.
Resolution & File Format
Artwork needs to be 300 dpi at 100%. Anything over 300 dpi is subject to being
reduced. Any artwork under 300 dpi may affect print quality and reproduce blurry or
pixilated images. To ensure reliable output, always “Create Outlines” when using
fonts in Illustrator. Finished ads must include fonts (both "Printer" and "Screen" fonts)
and images. RGB for online, CMYK for print if possible. PDF or Jpeg.
Submitting Artwork
Upon receipt of payment, please submit your artwork to amecadvertising@snma.org.
We will run ads only for those who have paid. Please attach your FULL-PAGE, HALF-
PAGE or QUARTER-PAGE and include your Organization Name in the subject line.
Your file must also include the name of your organization within the filename and
date submitted; otherwise, it may be rejected.
Example: SNMA Half-page ad_02-03-22.jpeg
Linked Ads (optional)
You have the option to hyperlink your ad. Include the hyperlink within your artwork
OR attach a word document with your URL by the deadline (one link only). Make sure
the link is active! Late changes may not be reflected in the book.
Deadline for Artwork
We MUST receive your final artwork by COB Thursday, February 3, 2022
(5 pm ET/2pm PT).
RESERVE YOUR AD SPACE HERE
14AMEC 2022 SPONSORSHIP + BRANDING OPPORTUNITIES
DIAMOND PLATINUM GOLD SILVER BRONZE PATRON
SPONSORSHIP LEVEL 50,000 30,000 20,000 15,000 10,000 5,000
Sponsor Exhibit Hall & Host
√ - - - - -
Opening Reception
Provide Welcome Remarks at the
√ √ √ - - -
Opening Plenary
Up to (4) tickets to President’s
√ √ √ - - -
Luncheon or Premedical Lunch
Priority Consideration for AMEC
√ √ - - - -
2022 Workshop Session
Logo on AMEC 2022 √ √ √ - - -
Commemorative T-shirt
Invitation to BOD Banquet √ √ - - - -
Advertisement in AMEC 2022
FULL BACK FULL- FULL- 1/2 1/4 1/4
Program Book COVER* PAGE PAGE PAGE PAGE PAGE
Sponsor Logo on AMEC Bag √ - - - - -
Logo included in all AMEC Email
Marketing √ √ √ - - -
Dedicated Sponsor Announcement
via Email to SNMA membership √ - - - - -
Dedicated Sponsor Announcement
on SNMA Social Media Platforms √ √ √ √ - -
Recognition on Select Conference
Materials (posters, signage, etc.) √ √ √ √ - -
Exhibit Booth Space (Premed or
Professional fair)
4 BOOTHS,
8 STAFF
3 BOOTHS,
6 STAFF
2 BOOTHS,
4 STAFF
1 BOOTH,
2 STAFF
1 BOOTH,
2 STAFF
-
Recognition and Logo Display on
AMEC 2022 Website 1 YEAR 1 YEAR 6 MOS 6 MOS 3 MOS 3 MOS
PRE-CONFERENCE Sponsored Email
to Registrants the Week of AMEC √ - - - - -
POST-CONFERENCE Sponsored
Broadcast Email to Members √ - - - - -
(2 max within 6 mos)
√ INCLUDED
− NOT INCLUDED
*DIAMOND SPONSORS WILL RECEIVE THE BEST ADVERTISEMENT POSITION
AVAILABLE AT THE TIME OF SECURING SPONSORSHIP.
15EXCLUSIVE BRANDING
OPPORTUNITIES
GRADUATION CEREMONY $25,000
An SNMA tradition, we celebrate the graduating members as they move to the next
phase of their medical career journey. Sponsors will have the opportunity to provide
remarks and will receive recognition in the conference book and on the website.
OPENING CEREMONY $20,000
This seminal event brings together all attendees and sets the tone for the conference.
SESSIONS TRACKS (CONCURRENT)
All program offerings are audience-based and will be showcased throughout the event.
There is opportunity to underwrite one, several, or all tracks. Sponsor(s) are recognized in
the conference program, session descriptions, and signage. Discount is available for
sponsoring multiple tracks. Each track consists of 20 or more sessions.
FOURTH YEAR AND BEYOND TRACK $20,000
This group of seminars is designed for our third and fourth-year medical
students, as well as residents and young physician attendees. Featured
workshops cover a range of topics including tips for intern year, a resident
panel, and financial planning.
GENERAL SESSION TRACK $15,000
This series of workshops covers a wide range of topics and interests of interest
to all AMEC attendees.
PREMEDICAL FORUM TRACK $15,000
The Premedical Forum Track to cater to the needs and interests of premedical
students.
MEDICAL STUDENT TRACK $20,000
The Medical Educational Track features sessions geared toward 1st, 2nd and
3rd year medical students. Session topics cover a wide range of academic,
professional, and personal interests and opportunities.
WELLNESS TRACK $10,000
A new addition to our conference, the wellness track aims to center the mind,
body, and soul through meditation, self-care, and a variety of instructor-led
workout courses.
16EXCLUSIVE BRANDING
OPPORTUNITIES
ENAGEMENT OPPORTUNITIES PRICING BRANDING OPPORTUNITIES PRICING
President’s Convocation and Luncheon $15,000 SNMA Connect (Wi-Fi for all attendees) $15,000
Premed Lunch $10,000 Charging Stations (*limited avail.) $5,000
Plenary Session (2) $20,000 each Hand Sanitizer – Registration Area $2,500
Social Event $15,000 Hand Sanitizer Kiosk – Exhibit Hall Entrance $2,500
Dr. Wilbert C. Jordan Research Forum $15,000 Hand Sanitizer – Exhibit Hall Exit $2,500
Physician and Alumni Reception $750
Sponsored Breakfast (*limited avail.) $750
Evening Reception (*limited avail.) $750
To register for the above sponsorship options, please contact execdir@snma.org. Billing
for these items may be separate from online billing (as with exhibitors) and will be agreed
upon and acceptance by both parties at time of agreement; you may be billed directly by
SNMA.
* This cost only includes the opportunity to showcase your organization to our attendees
and to add your reception to the official schedule. It does not include anything else. Food,
beverage, and audiovisual support are billed to the sponsor.
The Student National Medical Association, Inc., is a 501 (c)(3) nonprofit organization, with
509 (a)(1) and 170 (b)(1)(A)(vi) public charitable exemption. SNMA's tax ID is 52-0965479.
SNMA STAFF CONTACTS
If you have questions about AMEC participation that are unanswered here and or you
need additional assistance, please direct your questions to the following:
Attendee Group Registration: Lakia Bailey memberinfo@snma.org
Invoicing/Refunds/Cancellations: Marcus McNeil mmcneil@snma.org
Advertising: Jean Barefoot amecadvertising@snma.org
Exhibitor Inquiries: Erika Witherspoon conferences@snma.org
Sponsorship Inquiries: Bridgette Hudson execdir@snma.org
Rosen Shingle Creek Hotel Inquiries: 1 (866) 996-6338 | Hotel Booking Link
All other inquiries: Contact Us or Call (202) 882-2881
17OUR 2021 AMEC SPONSORS!
18SPONSORSHIP AND EXHIBITOR
TERMS AND CONDITIONS
WHICH EXHIBIT?
The Professional Exhibits and the annual Premedical Forum (PmF) Recruitment Fair
are separate components of the AMEC, each with its own separate programming,
schedule, management, and fee administration. Persons registered to participate in
one are not automatically registered for participation in the other. Participation in
both must be clearly distinguished on the application form and will be invoiced
accordingly.
BOOTH UTILIZATION
Exhibit space is for the exclusive use of the registered organization and is to be used
by that entity. In the Professional Exhibits, an exhibitor representing one large
organization may bring literature that describes different departments within that
organization. However, only the organization’s primary name will be displayed at the
booth. For example, Howard University Hospital (HUH) may reserve one booth and
their representatives may bring materials describing HUH’s Surgery, Internal
Medicine and Emergency Medicine departments, but only one sign, “Howard
University Hospital”, will be displayed at the booth. If a common name for all HUH
units cannot be achieved or is unsuitable for the booth, then each department should
reserve its own unique booth. Similarly, large educational systems, with multiple
branches or operating unit should register separately. For example, UC-Davis and
UCSF should each register separately; Massachusetts General Hospital and Beth
Israel Deaconess Medical Center should register separately, even though they are
both a part of Harvard Medical School’s affiliate system. Separate agencies within NIH
would each reserve their own booth.
In agreeing to exhibit at this venue, you acknowledge being advised that the floor
plan, when published, shows does not show exhibit booth spaces where there is a
permanent pillar or other permanent structure in the hall. Booth spaces are created
in such a way as to avoid any impediment, if present. SNMA reserves the right to
adjust the exhibit hall layout and/or schedule based on significant programmatic
changes and/or as may be dictated by the Fire Marshal. SNMA’s exhibit space
assignment decisions are considered final.
REGISTERING EXHIBIT PERSONNEL
Booth staff names must be received by February 28, 2022, for printing in a timely
manner. If two (2) staff have been registered—whether they are named or not—and a
third representatives show up on-site, the exhibiting company must pay for the
additional person who has come before a badge can be issued.
Additions or substitutions of booth personnel cannot be processed expeditiously on-
site in Orlando and generic "Exhibitor" name badges may be issued. There will be a
fee of $25 imposed to remake a lost name badge.
19SPONSORSHIP AND EXHIBITOR
TERMS AND CONDITIONS
BOOTH ALLOWANCES AND LIMITATIONS
Certain arrangements for the physical handling of exhibits are dictated by the hotel,
the GES, and local ordinances. These include booth furnishings, shipping and
handling, storage, safety, and other requirements. Power, Internet services, and
audiovisual equipment are to be procured through the hotel. GES will share with
exhibitors all the appropriate guidelines for the AMEC location.
OFFICIAL DECORATOR COORDINATION
After SNMA has received your completed exhibit registration, we will give the
General Exposition Services, the Official Decorator your contact information. They, in
turn, will contact you directly, and provide exclusive access to an on-line Service
Manual, and will assist as necessary with the shipment and delivery of your materials
to your booth or other display area. The Service Manual will contain forms for
ordering labor, additional furniture (beyond those that SNMA provides), drayage,
plants, carpeting and other booth decorations, insurance, and other support services.
GES will also staff and operate a service center on-site to ensure overall coordination
of exhibit installations and to help during and after the conference. For specific
assistance, you can call the company’s Customer Service desk, which shall be posted.
PROGRAM MANAGEMENT
SNMA makes every effort to assure the enjoyment and safety of all program
participants and to maintain the integrity of this special program. Our program and
management structure are bound by certain contractual obligations or local
ordinance, which are enumerated here and elsewhere on our website. Any exceptions
or exclusions from these guidelines shall be at the discretion of the SNMA
Chairperson. You may direct any questions, considerations, or concerns to
conferences@snma.org.
NON-DISCRIMINATION POLICY
The SNMA is committed to providing an environment that is conducive to sharing
information and open communications. Organizations with declared restrictions in
recruitment, training, and employment, based on the race, gender, religion, sexual
orientation, national origin, or handicap will be viewed as non-compliant. SNMA does
not restrict or limit participation by anyone who has met the participation criteria,
including payment of the required fees.
20SPONSORSHIP AND EXHIBITOR
TERMS AND CONDITIONS
APPLICANTS WITH DISABILITIES OR OTHER SPECIFIC REQUIREMENTS
Rosen Shingle Creek Hotel, and the SNMA provide such arrangements as are required
under Title III of the Americans with Disabilities Act (ADA). In helping SNMA to meet
these requirements, applicants are asked to provide to the SNMA Headquarters
detailed instructions in writing concerning any needs for auxiliary aids that a
registered individual may require in any sleeping room, meeting room or function
space, to assure that person’s full participation at the meeting. Send a letter or e-mail
to conferences@snma.org by March 28, 2022, which is also the hotel’s cut-off date. An
appropriate accommodation cannot be guaranteed unless we have received timely
notification and specific instructions in writing.
INDEMNIFICATION AND INSURANCE
The online registration form is considered a binding contract, within terms specified
here (including Cancellation). In submitting the agreement, each exhibitor, vendor,
advertiser or sponsor is agreeing to and assumes entire responsibility for following
the instructions contained in this guide and in follow-up communications; that they
will cooperate fully with SNMA, hotel personnel, and/or the Official Decorator in the
conduct of the program. Exhibiting companies are presumed to carry their own
insurance coverage protecting their personnel and equipment.
SECURITY
As a provision for conference management, the SNMA, Rosen Shingle Creek Hotel,
provide for the security and safety of its meeting attendees. The provision of this
service is in no case to be presumed to be a guarantee against loss, damages, injury,
or theft of any kind, nor interruption due to civil unrest or acts of God. Exhibitors and
others attending the Annual Medical Education Conference are urged to take proper
precautions to protect both personal and business possessions by checking with the
hotel’s Front Desk about securing valuable belongings, and obtaining ancillary
insurance, if prudent to do so.
21SPONSORSHIP AND EXHIBITOR
TERMS AND CONDITIONS
PAYMENT OF FEES
Fees for conference exhibit participation are as stated on this registration form and
are also posted on the SNMA website, www.snma.org. Payment s accepted are VISA,
Discover, American Express, or a MasterCard charge card online. The SNMA does not
accept Diners Club. Those individuals making payments by purchase order or check
should contact conferences@snma.org. Exhibitor, sponsorship, and ad space are not
final until full payment is received.
Payment on or before February 3rd, 2022, is expected, the end of Regular fee period)
those not sending payment (or evidence of intent to pay, such as a purchase order) to
SNMA National Headquarters by that date without explanation and/or approval will
incur additional charges (Late fees) and will not be able to exhibit before payment is
received.
Set-up and dismantling of exhibits, as well as other parameters for participation will
be followed as prescribed in this “Exhibit and Advertising Guide” and/or as posted in
“Terms and Conditions” in the exhibit registration module.
CANCELLATIONS BY EXHIBITOR/VENDOR
Conference exhibit booth cancellations must be made in writing by the deadline of
February 28, 2022, to entitle the registrant to a refund. No refunds will be granted for
cancellations received after this deadline, since certain costs will already have been
expended for the applicant’s participation. If an exhibitor has also applied for
additional services or accommodations, such as participating in a Specialty Breakfast,
arrangements to conduct these services will be cancelled. If the fee has not yet been
paid, but the engagement is cancelled after February 28, 2022, SNMA reserves the
right to invoice for full payment, in an amount consistent with the unrealized
revenue.
If the exhibitor cancel’s part or all the exhibit space after February 28, 2022, an
exhibitor shall pay a cancellation fee equal to the full cancelled exhibit space rental
fee. All payments made to SNMA shall be deemed fully earned as liquidated damage
incurred by SNMA and SNMA’s lost or deferred opportunity to provide exhibit space
for others. If the Professional exhibit space is not occupied by the scheduled opening
time on Thursday, April 15, 2022 or the Premedical Forum Recruitment Fair exhibit
space is not occupied by the scheduled opening time on Friday, April 16, 2022, or at
other times that may be advertised as “Open” in the “Final Schedule” for exhibitors,
the exhibitor or vendor shall be viewed as having cancelled the space contracted for
and SNMA shall have the right to use such space as it deems appropriate.
22SPONSORSHIP AND EXHIBITOR
TERMS AND CONDITIONS
CANCELLATION OR TERMINATION OF EXHIBIT BY SNMA
SNMA reserves the right to withdraw its acceptance of the Application and this
Contract if it determines in its sole discretion that the exhibitor or vendor is not
eligible to participate, or the exhibitor’s product or services is not eligible to be
displayed in this exhibit. If because of fire, strike, exhibit facility construction or
renovation project, government regulation, public catastrophe, Act of God, terrorist,
war, public enemy or other cause beyond the control of SNMA, the exhibit or any part
thereof is prevented from being held, is cancelled by SNMA, or the exhibit space
becomes unavailable, SNMA in its sole discretion shall determine and refund to the
exhibitor or vendor its proportionate share of the balance of the aggregate exhibit
fees received which remains after deducting expenses incurred by SNMA and
reasonable compensation to SNMA. In no case shall the amount of refund to exhibitor
or vendor exceed the amount of the exhibit fee paid.
CANCELLATION AND REDUCTION OF SPONSORSHIP
SNMA depends on sponsorship commitments made and frequently must place orders
in advance of the event for products or services for which sponsorship has been
committed. For this reason, we require that commitments for sponsorship be made in
writing. SNMA reserves the right to invoice the organization or company for any
actual or committed expense that may have been arranged, should it become
necessary, as of February 28, 2022, or later, for the sponsor to withdraw or reduce
the amount (size or quantity) of the commitment.
CONFERENCE PROGRAM PARTICIPATION
Booth personnel in either of the exhibitor halls are not permitted free access to
certain program events, including workshops, banquets, Specialty networking
receptions, plenaries, House of Delegates sessions or Premedical Forum component
activities for which fees are generally charged. Exhibit personnel wishing to
experience the full conference program must pay an Attendee registration fee (in
addition to the exhibit registration fee) and/or they must purchase selected Event
tickets, in advance.
23SPONSORSHIP AND EXHIBITOR
TERMS AND CONDITIONS
INDEMNITY AND LIMITATION OF LIABILITY
Neither the SNMA, nor any of its officers, agents, employees or other representatives,
nor Rosen Shingle Creek hotels, its owners, operators, and each of their respective
parents, subsidiaries, affiliates, employees, officers, directors, and agents, Fern, their
owners, operators, and each of their respective parents, subsidiaries, affiliates,
employees, officers, directors, and agents shall be held liable for and they are hereby
released from liability for any damage, loss, harm or injury to the person or property
of the Exhibitor or vendor or any of its visitors, officers agents, employees or other
representatives, resulting from their theft, fire, water or accident or any other cause.
The exhibitor or vendor shall hold harmless the SNMA, Rosen Shingle Creek Hotel,
and GES, their respective owners, operators, and each of their respective parents,
subsidiaries, affiliates, employees, officers, directors, and agents from any claims,
demands, suits, liability damages, loss, costs, attorney’s fees and expenses of any kind
which might result from or arise out of any action or failure to act on the part of the
exhibitor or vendor or its officers, agents, employees or other representatives.
PHOTO RELEASE
SNMA has official photographers and videographers documenting AMEC activities.
Photos and videos taken may be used in future SNMA publications, including the
Journal of the Student National Medical Association, the SNMA Annual Report, and
other informational and promotional materials, on its social media pages, and on the
SNMA website, www.snma.org. By registering, you agree to permit SNMA to use
photos and videos, which may include exhibit personnel or representatives, in all
media formats.
SECURITY AND INSURANCE
All property of an exhibitor or vendor is understood to be in its care, custody, and
control in transit to or from or within the confines of the hotel. Exhibitor or vendor
agrees to waive its rights of subrogation against SNMA, its officers, directors, and
employees. Exhibitor or vendor is solely and fully responsible for its own exhibit
material and should insure its exhibit against property damage or other loss from any
cause whatsoever. The Exhibitor or vendor understands that neither the SNMA,
Rosen Shingle Creek hotel, nor GES maintain insurance covering business
interruption of the exhibitor’s or vendor’s property and it is the sole responsibility of
the Exhibitor to obtain such insurance.
24SPONSORSHIP AND EXHIBITOR
TERMS AND CONDITIONS
CARE OF BUILDING AND EQUIPMENT OVERNING LAW
Exhibitors or vendors or agents must not injure or deface the walls or floors of the
building, the exhibit spaces, or the equipment in the exhibit spaces. When such
damage appears, the Exhibitor or vendor is liable to the owner of the property so
damaged. All materials used in decoration must be flame-proof. Exhibitor or vendor
shall comply with all reasonable requests of officials of the exhibit hall, and SNMA,
with respect to the installation, conduct, and disassembly of its exhibit.
GOVERNING LAW
This Agreement shall be governed by and construed and enforced in accordance with
the laws of the District of Columbia, irrespective of its conflicts of law rules.
AGREEMENT TO TERMS, CONDITIONS, AND RULES
Exhibitor or vendor agrees to observe and abide by the foregoing Terms, Conditions
and Rules and by such additional Terms, Conditions and Rules as may be established
in writing from time to time by SNMA, including but not limited to those contained in
this registration Contract or the Sponsorship and Exhibitor Prospectus posted on the
SNMA website, as well as other advisories that will be furnished in writing, as follow-
up. In addition to SNMA’s right to close an Exhibit and withdraw its acceptance of the
application and Contract, SNMA in its sole judgment, may refuse to consider for
participation in future Exhibits an Exhibitor or Vendor who violates or fails to abide
by all such Terms, Conditions and Rules. The documents, AMEC Participant
Registration Application, Exhibitor and Advertiser Registration, and Sponsorship and
Exhibitor Prospectus, are the governing documents for this engagement and
comprise a “Contract” with the registered entity.
The rights and declarations of the SNMA under this Contract and the Sponsorship
and Exhibitor Prospectus shall not be deemed as waived except as specifically stated
in writing by an authorized executive of the SNMA.
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