Important Deadlines
Exhibitor Registration Form
About the 2010 Conference
Conference Schedule At-A-Glance
Exhibiting with SNMA

Professional Exhibit Hall
Professional Exhibit Hall Floor Plan
Booth Provisions
Schedule--Professional Exhibits
Fees and Inclusions
Pre-medical Forum Recruitment Fair
PmF Recruitment Fair Provisions
PmF Recruitment Fair Floor Plan
Schedule—PmF Recruitment Fair
PmF Recruitment Fair Personnel

Decorator Services
Exhibitors’ Options

Advertising, Conference Program Booklet
Advertising Fees
Advertisement Submissions
Advertisement Composition
Advertisement Fulfillment
Advertisement Cancellations
Program Book Brief Description

Sponsorship
Hosted Receptions and Other Networking Events
Raffles
Focus Groups
Program Participation & Special Event Tickets
Vending
Travel and Accommodations for the 2010 AMEC

Local Resources
Host Hotel
Travel
Local Conditions
Motor Travel
Train Travel
Air Travel
Local Travel
Parking

Application Process and Forms
Application Forms
- Exhibitor Application
- Sponsorship Application
- Participant Application
What’s in a Name?
Meeting the Deadline
Participation Policies and Contract Terms
Exhibitor Agreements & Limitations

One Exhibit or Two?
Booth Utilization
Registering Exhibit Personnel
Booth Allowances and Limitations
Payment of Fees
Exhibit Cancellations
Cancellation or Reduction of Sponsorship
Conference Program Participation
Compliance and Responsibility
Program Management
Non-discrimination
Applicants with Disabilities or other Specific Requirements
Indemnification & Insurance
Security
Contact

Important Dates

December 15, 2009 - Deadline for “Early Bird” exhibitor registration (and to receive a complimentary quarter page ad)
January 15, 2010 - Deadline for exhibitor cancellations with refund granted; cancellations after this date will be billed the full fee for participation
February 15, 2010 - Deadline for receiving all advertisements
February 15, 2010 - Deadline for receiving all exhibitor registrations. Select exhibit booth space and return application and contract by this date; late fees may be applied for any placements after this date
March 13, 2010 - Hotel’s cut off date for room reservations at SNMA group rate
March 15, 2009 - Date after which late fees may be assessed, if SNMA has not received payment
March 15, 2010 - Specify company reps. for name badge by this date


Exhibitor Registration Form

The exhibitor registration form is a two page document.  Be sure to fill out completely the first page, and sign and date the second.  You will not be considered registered unless both pages are received by SNMA Headquarters.  To download the form, click here.

About the 2010 Conference

The SNMA Annual Medical Education Conference (AMEC) has emerged as a cornerstone activity for the SNMA, an event in which both students and professionals have gathered with high anticipation to attend a wide range of educational and networking events. The AMEC attracts students from all levels of medical education and is consistently the largest gathering of under-represented minority medical students at any time of the year, in any place in the nation. The AMEC is held each spring in locations around the country and serves to enhance our members’ career development, provide continuing education, facilitate networking among minority medical students, bolster the effectiveness of our local community service programs and recognize the achievements of our members. In short, our conference is designed to nurture future leaders in the field of medicine and science. Whether you are a new or regular partner with SNMA, we feel confident that you will come away from our annual event with a sense of both accomplishment and contribution.

Who Will Attend?
Nearly two-thousand medical students, pre-medical students, and physicians, representing about one-third of the total SNMA membership, will attend the SNMA Annual Medical Education Conference in Chicago! Past sponsorship and exhibitor involvement has included medical schools and residency programs from around the nation, biomedical technology companies, book publishers, financial institutions, national and local community associations, federal and local government agencies, private health care practices and retailers.

Why Should You Come?
The value of your participation and support is manifested and realized in several ways, some of the most advantageous being:

Marketing and Promotional Opportunities—Exhibiting at the SNMA AMEC can be a productive part of your year-long marketing or recruitment program. As a marketplace focusing on diversity, the conference will allow your program to concentrate its efforts on SNMA’s cadre of leaders and emerging professionals.

Company Identification—You can demonstrate services while also enhancing your company’s image through increased visibility.

Networking—You can build relationships with leading healthcare professionals and future leaders.

Fun—SNMA’s AMEC is the annual “Be there” event for SNMA members and supporters alike. Participants realize tremendous value from the educational offerings, but have ample time as well to visit local attractions and enjoy on-site entertainment.

Come, because it is Chicago … Chi-town, The Windy City, currently one of America’s most visited destinations! Chicago has seen a renaissance in the past ten years, challenging its reputation as being the nation’s “Second City.” Why not see what Chicago has to offer these days in the way of cultural enrichment and festive entertainment?

To view the tentative conference schedule, download or click here.

Exhibiting with SNMA

SNMA conducts two exhibit halls, one for medical students and professionals, called the Professional Exhibits, and one referred to as the Pre-medical Forum (PmF) Recruitment Fair. 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, while the PmF Fair is intended for programs admitting undergraduates to medical and allied healthcare and science programs. In registering for the Professional Exhibits, you are not automatically registered to exhibit at the PmF Recruitment Fair. Register for each separately.

Professional Exhibits
Professional Exhibits will be located in the River Exhibition Hall, on the hotel’s ground level. The exhibit hall will be a hub of activity and several events are planned there, including receptions, the Annual Dr. Wilbert C. Jordan Research Forum exhibition and judging, community services displays, demonstrations and clinics. Encompassing 35,000 square feet of space, the Professional Exhibits will take up most of the space. Refreshment breaks are scheduled for each day of exhibiting, all with the intention of enabling participant flow throughout the area and assure maximum exposure for participating organizations.

We encourage displays in the Professional Exhibits that are generally accepted as enhancing or augmenting medical education. We prefer exhibits that inform students about career options, recommend further training and career opportunities and offer personal product choices. Typically, this will include:

• medical residency programs
• pharmaceutical, medical supply and equipment companies
• data processing and related business electronics or supplies
• educational services and publications
• personal products including cosmetics and hygiene products, uniforms and other career soft goods
• home office and study products

Exhibit Hall Floor Plan 
  Click here to download a pdf of the Exhibit Hall Floor Plan.  If you are unable to open the file, download Adobe Reader 9.2.

Booth Provisions
The Professional Exhibits will be comprised of approximately 125 booth spaces. Select from either 8’ x 10’ or 10’ x 10’ “Priority” booths. All booths are ‘pipe-and-drape,’ furnished with a 6’ draped table, two chairs, and an overhead sign to identify the exhibiting company. Most of the larger 10’ x 10’ booths are to be situated strategically to assure high visibility and are therefore distinguished as Priority placements. The exhibit hall is carpeted. Side-by-side booths or booths in a cluster arrangement may be requested, but these are assigned on a first come, first serve basis. To reserve side-by-side booths or several booths together in the same general area, be sure to register your participation as early as possible, while SNMA will have greater flexibility to accommodate your special space request.

Schedule for Professional Exhibits
The Professional Exhibits will open for attendees on Thursday, at 1:00 pm. About twelve (12) hours of exhibit time have been scheduled for the duration of the conference, some of which time is dedicated, unopposed by major program events for the medical student attendees. The tentative schedule follows and is subject to minor changes. A final schedule will be furnished in follow-up communications sent to registered exhibitors.

Thursday, April 1, 2010
9:00 a.m. – 1:00 p.m. Registration (move in and set-up)
1:00 p.m. – 5:00 p.m. Hall Open & Welcome Reception

Friday, April 2, 2010
8:00 a.m. – 11:30 a.m. Hall Open
2:00 p.m. – 6:00 p.m. Hall Open
7:00 p.m. – 9:00 p.m. Hall Open – President’s Reception
9:00 p.m. – 10:30 p.m. Dismantle (move out)

Exhibitors may move in between 9:00 a.m. and 1:00 p.m. on Thursday. All exhibits should be fully set-up and manned by 1:00 p.m. on Thursday. Exhibitors may move out after 9:00 p.m. on Friday. Dismantling and packing shall not begin prior to 9:00 p.m. on Friday.

Fees and Inclusions for Professional Exhibits
Exhibit Personnel - The posted booth fee covers the free representation at the booth of two (2) individuals. A supplementary fee of $50 is imposed for each additional person manning a single booth, up to four (4) people. We recommend that a company send at least two representatives, since this will permit one or the other person to take breaks, but assure that the booth will be attended throughout the program.

Fees and Inclusions - Exhibit booths for the Professional Exhibits are $1,500 Early Bird and $1,800 Regular for 8’ x 10’ booths and $2,000 Early Bird/$2,300 Regular for 10’ x 10’ booths. Additional fees apply for late registrations, those received after the deadline date of February 15, 2010. Fees for the Professional Exhibits are already discounted for the many institutions that participate and they apply to all participating groups. No other discounts have been established. The registration fee includes:

• booth furnishings stated above
• complimentary admission to the program of all registered booth representatives
• two complimentary ticket to the President’s Luncheon on Friday (upon request)
• a complimentary description printed in the Exhibitor’s Index in the conference program
booklet
• a bonus compliment of one quarter-page advertisement for those meeting the early registration deadline.

In addition, SNMA offers complementary quarter-page advertising space to those organizations that pre-register for the AMEC, with “Early Bird” applications postmarked by December 15, 2009. As another complimentary provision, registered exhibitors are entitled to receive, free of charge after the conference, a mailing list of all students who have registered for the conference. Other exhibitor options are available for a fee, including: selected event tickets, advertising, and several opportunities for sponsorship, which provide broader exposure during the conference. See sections below for further details.

Registration Deadline - The deadline date for receiving Early Bird registrations is December 15, 2009. This means that SNMA must have received your application and signed contract by then, in order to obtain the concession of complementary advertising space. We will continue to accept exhibit registrations after the pre-registration deadline, up until February 15, 2010, the deadline for receiving all registrations. While SNMA can often accept and accommodate last-minute registrations, a listing in the conference program booklet cannot be assured after this date, since printing schedules must be maintained. Late fees may apply.

Pre-medical Forum Recruitment Fair (PmF)

SNMA has conducted a separate pre-medical component of the AMEC since 1986. Although, over the years it has been produced under several titles, the current Pre-medical Forum (PmF) has grown from a one-day program segment to a full three days. Each year, the program attracts more and more pre-medical students from the local region where the conference is being held as well as from around the country. During our 2009 Annual Medical Education Conference in New Orleans, approximately 500 pre-medical attendees and more than 65 medical school programs and professional career organizations were in attendance. Due to the density of schools in the Midwestern region, we expect many more teaching institutions and training programs to participate at the Chicago AMEC.

An important feature of the Pre-medical Forum is the one-day exhibit component, called the PmF Recruitment Fair. At the fair, students are able to speak one on one with representatives from the various medical and scientific teaching institutions and service organizations. The PmF Recruitment Fair is an excellent opportunity for the students to gain exposure to the medical school admissions requirements and to begin the admissions process. School representatives are afforded the opportunity to meet personally with scores of the nation’s brightest pre-medical students of color and to target them for future admission to their school or program.

We especially invite medical school offices of admissions, offices of diversity or multicultural affairs and administrators of other pre-health programs to participate in the PmF Recruitment Fair. 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 are generally accepted as informing students about training and educational opportunities. Typically, this includes information about allopathic and osteopathic medical school admissions, test preparation study courses and academic enhancement products. The 2010 PmF Recruitment Fair will be held on Saturday, April 3, 2010, from 9:00 a.m. to 5:00 p.m., with a 2-hour break for the PmF Luncheon. The fee for participation in the all day PmF Recruitment Fair is $700 Early Bird and $900 Regular registration.

The Pre-medical Forum (PmF) Recruitment Fair is a separate component of the Annual Medical Education Conference, requiring separate registration and fees. Organizations registering for the PmF Recruitment Fair are not automatically also registered to participate in the Professional Exhibits. Click here to learn about registering for the Professional Exhibits. We anticipate that there will be 75 schools and career organizations participating in the 2010 PmF Recruitment Fair. All participating organizations must register in advance; no walk-in booth assignments will be made under any circumstances.

Pre-medical Forum Exhibit Hall Floor Plan
Pre-medical Forum Recruitment Fair will occupy the same booth spaces as described in the exhibit floor plan, above. The west side of River Exhibition Hall will be utilized for the PmF Recruitment Fair. Click here to download a pdf of the Exhibit Hall Floor Plan. If you are unable to open the file, download Adobe Reader 9.2.

PmF Recruitment Fair Provisions
The PmF Recruitment Fair in Chicago will be located in the River Exhibition Hall, on the Sheraton Hotel’s lower level. The Recruitment Fair will be staged in pipe-and-drape booth spaces and will occupy the same booth spaces as the Professional Exhibits the day before; the hall will be vacated on Friday night to accommodate the PmF Recruitment Fair on Saturday. Please refer to the booth provisions and the floor plan above, under “Professional Exhibits” to see all inclusions.

Due to the configuration of the River Exhibition Hall, SNMA will place PmF Recruitment Fair exhibitors in designated spaces; they cannot be pre-selected for this event. Booths will be assigned on a first-come, first-served basis. SNMA will furnish a sign for the booth, but exhibiting schools and organizations are welcome to bring a banner or other organizational items to display. We are not able to provide electrical service or video equipment, but it can be procured for a fee, for use during the conference, through SNMA’s Official Decorator. Refreshment breaks may be furnished (as sponsorship may permit) and participating organizations are entitled to receive upon request one complementary ticket to the Pre-medical Luncheon, on Saturday, April 3, 2010. Additional tickets may be pre-ordered with the exhibit application or purchased on site.


Schedule—PmF Recruitment Fair
The PmF Recruitment Fair area will be open for five hours on Saturday, April 3rd, and will run concurrent with the scheduled pre-medical program, so that students have the option to visit the recruiters at any time during the day. There is a scheduled mid-day break, allowing everyone to attend the PmF Luncheon. The schedule follows:

Saturday, April 3, 2010
7:30 a.m. - 9:00 a.m. Registration (move in, set up)
9:00 a.m. - 11:30 a.m. Hall Open
2:00 p.m. - 5:00 p.m. Hall Open
5:00 p.m. - 6:00 p.m. Dismantle (move out)

PmF Recruitment Personnel
The posted exhibit fees cover the free representation by at an exhibit of two (2) individuals. A supplementary fee of $50 is imposed for each additional person manning a single exhibit, up to four (4) persons. This policy is applicable to both the Professional and the Pre-medical Forum Recruitment Fair.

Important! SNMA interprets that PmF exhibitors registered to come for the one-day recruitment activity only. Therefore, name badges for Pre-medical Forum recruiters will not be given out prior to setting-up on Saturday morning, from 7:30 a.m. – 9:00 a.m. Only individuals holding badges or event tickets may be admitted to the exhibit area or other events featured as part of the AMEC program. This means that if you will only exhibit on Saturday, you will not have free access to other AMEC components…he workshops, plenary sessions, entertainments or networking events scheduled on the earliest days of the AMEC. PmF exhibitors who wish to also participate in other components of the AMEC program should download and complete the Participant Registration form, paying the required fee. SNMA membership is required for Participant Registration. Membership in an appropriate category can be paid along with AMEC registration.

Decorator Services
***Coming soon

Exhibitors' Options

Advertising, Conference Program Booklet
Full-, half-page, and quarter-page formal advertisement space in the 80-92 page conference program booklet is available for sale. Program book ads will draw further attention to your exhibit or featured activity and can be referenced by the attendees long after they have returned to their homes. Any organization that is participating in the conference may purchase advertising space. You may compose an advertisement specifically for the SNMA conference program in Chicago—citing your booth location, for instance—or use an advertisement that is commonly seen in other publications. All advertisements are rendered in four-color print. 

Advertising Fees
Fees for advertisements placed in the conference program booklet are:

Outside back cover - $2,000
Inside front or back cover - $1,500
Full-page - $1,000
Half-page - $ 750
Quarter-page - $ 500

Advertisement Submissions
Exhibitors intending to place an advertisement in the conference program booklet should reserve the space immediately. The actual advertisement material can be sent later, as long as the material is received at SNMA Headquarters prior to the established deadlines. Reservations for complimentary advertisements will be based on the Early Bird registration postmark of December 15, 2009.

All advertisements must be received at SNMA by February 15, 2010, since advance time is needed to prepare the advertisement media for placement in the publication. No reminder will be sent prior to the deadline, so please mark calendars appropriately. Although every reasonable effort will be made to accommodate late ad submissions, SNMA cannot assure that the material will appear in the program booklet if it arrives at our office after the February 15th postmark deadline.

Also, before sending ad material by e-mail, please be sure that the ad is saved in a manner that will make it easily identifiable, once it is separated from the transmittal message; save the file as AMEC 2010 or SNMA Chicago AMEC, so the ad is easily distinguished as intended for the AMEC publication and not some other. Do not send the ad more than once. We will acknowledge receipt of your file by return e-mail.

Advertisement Composition
Advertisers must compose their own advertisements. SNMA will not provide typesetting services, reformat your ad, or make modifications to advertisements that may have appeared elsewhere. If you type your advertisement using a standard word processing program, such as MSWord, and common document type faces, with or without decorative borders, shading or other graphic elements, the rendering will be printed exactly as you have sent it to us, taken as “camera-ready.” In choosing inside or outside cover placement for the ad, apply as early as possible, since these high-visibility placements are limited and are often selected early.

We recommend using Microsoft Publisher or Adobe Creative Suite to compose and format your ad. Advertisements should be oriented to fit an 8-1/2” x 11” vertical page, sized to allow a 5/8” margin on all sides of the ad. An 85-line pixel screen is the standard rendering (300 dpi or higher). Specific dimensions for the different ad sizes will be furnished in follow-up communications.

Camera-ready mechanicals, film or computer-generated discs in are acceptable mediums and may be sent via e-mail to marketing@snma.org or mailed to SNMA Headquarters. You may send either a paper mechanical or an electronic file. You may fax a copy of your ad to our Headquarters, as a visual reference, but we will not be able to use the copy as the final printed version of the ad, since a fax is of inferior quality for print reproduction. In using electronic media to send your ad, please save and identify your ad material clearly as a submission for the AMEC, so that it is not mistaken for other advertising.

Advertisement Fulfillment
Refunds will not be given for advertising space that has been reserved, but for which the advertising copy has not been received in the office by the deadline. To fill the missing space, SNMA will compose a simple substitute advertisement composed from the information provided on the application form. If we receive an advertisement that is different in size from the one that was ordered on the application, we will place the advertisement that has been sent to us, but reserve the right to adjust the invoicing consistent with the ad that is received or the space contracted, whichever is higher in cost.

Advertisement Cancellations
No refunds are made for advertising that is ordered but if an exhibitor fails to send the advertising material by the deadline of February 15, 2010. SNMA reserves the right to compose an advertisement of the required size, including the name of the organization that has reserved the advertising space, along with general contact information, as fulfillment of the advertisement order.

Click here to download all Conference Program advertising information.

Program Book Description
Exhibitors in both the Professional and PmF exhibits may provide a brief description of their organization or program to list in the AMEC program booklet. The program book description does not constitute an advertisement, nor should it be prepared like one. The program book description will enable attendees to pinpoint your organization’s special features or unique offerings. The description should be prepared as a simple text statement and should be e-mailed to our Headquarters. An example description for the program book listing might look like the following:

Located in Anywhereville, our facility is a modern hospital in a leading medical facility, located near a major city. Our hospital is renowned for its breakthrough research in cancer treatment. Please visit us at Booth #206 [if appropriate] to learn more.

Please limit your description to no more than two or three sentences and send it by email to marketing@snma.org. Please use as the subject title "Exhibit Description—Professional [or PmF] for SNMA Program." To ensure a listing and description in the conference program booklet the description must be received by our office no later than February 15, 2010.

Sponsorship
The Annual Medical Education Conference would not be possible without the financial support of partner institutions and businesses. Contributions to the AMEC, under SNMA’s Annual Fund Campaign, may be of a general nature or may be targeted to specific activities. All financial and in-kind contributions help to cover the costs of audio/visual, computer and other business equipment needed as part of the on-site management of the annual meeting. Other general expenses include employment of part-time personnel to staff the conference registration table, buses engaged to conduct off-site tours at local medical and government facilities, and other administrative and management requirements. Contributions also assist the provision of refreshments for student participants, which help to offset their daily personal expenses and encourage a higher lever of attendance.

General conference sponsorship is greatly appreciated, as it permits SNMA to deploy financial support to where it is most needed, assuring the excellence of our program. However, targeted support is also graciously accepted. Some possibilities for sponsorship (and co-sponsorship) are these:

- General Conference Support
- President’s Installation & Luncheon
- Board of Directors Banquet
- Pre-medical Forum Luncheon
- Pre-medical tours of local medical schools
- Welcome Reception/President’s Reception
- Exhibit Hall breaks, each of three days
- Sponsored receptions and other hosted events (Specialty Breakfasts)
- Plenary sessions or selected workshops
- Annual Dr. Wilbert C. Jordan Research Forum awards
- Community Service event, either at the hotel or off-site
- Special seminars or clinics at local institutions
- Brief bags and other materials for the attendees

We ask sponsors to register their contributions separately. Please use the Sponsorship Form to register your sponsorship. Depending on levels of sponsorship, SNMA is pleased to offer to sponsors one or more of the following, offering the highest levels of visibility at the conference and afterward:

- Listed acknowledgement in official AMEC Conference Program booklet
- Complimentary advertising in the official AMEC Conference Program booklet
- On-site display of sponsor’s materials and/or complementary signage at designated events
- Acknowledgement in SNMA’s President’s Newsletter and JSNMA, as well as coverage in SNMA press releases, as appropriate.
- Acknowledgement or a link on the SNMA website and/or complimentary links (limited to a specified period of time)
- Priority seating at banquet events
- Opportunity to address the attendees at designated events, if appropriate.
- One-time use of conference attendees’ mailing list, upon request.
- Product display and exclusivity, if appropriate.
- Complimentary booth space in the exhibit hall(s)
- Complimentary advertising in the Journal of the Student National Medical Association (JSNMA), in one or more quarterly issues
- Distinction and honorary participation in SNMA’s established Corporate Sponsorship categories. The Chair's Circle, President’s Club Gold, Silver and Bronze levels of giving and the Century Club are standard levels of sponsorship, as published in the SNMA Annual Report and Corporate Prospectus. Please review these documents now or visit the SNMA website, www.snma.org, for further details.

See our Corporate Prospectus with Club Levels of Sponsorship.

See our Annual Report.

SNMA reserves the right to make final sponsorship decisions. The AMEC special events, programs and activities described below may be co-sponsored, if agreed upon by two or more participating sponsors or they may be exclusive. What company or organization will sponsor which activity is determined on a first come, first serve basis, with assignments made as interest is expressed to SNMA. Benefits and acknowledgements are determined by SNMA and are dependent on the level of sponsorship provided. But, SNMA also recognizes that organizations that are aligned with and support SNMA’s mission may have unique requirements and governing policies of their own. For this reason, we are prepared to customize recognition of your company’s support so that it is consistent with your objectives. Should options on our Sponsorship Form not meet your expectations (or constraints) we encourage a company representative to contact the SNMA Headquarters, at fiscal@snma.org, directly to discuss other sponsorship possibilities.

Hosted Receptions and Other Networking Events

Organizations that choose to host special receptions and other hospitality events in SNMA-assigned space, primarily on Friday evening, are welcomed to do so with prior approval. Sponsored events are scheduled only at the specified times designated in the schedule by SNMA Convention Committee, so that they are complimentary and do not distract from other programming. SNMA will designate a room for the event and can assist with the planning. Under most circumstances there is no room rental fee charged to the sponsoring organization, since the host organization is assigned to SNMA-held space at the hotel. All other costs associated with the hosted event are the responsibility of the host organization. SNMA will publicize the event in the conference program booklet, if this is desired, although some exhibitors prefer to issue invitations to attendees selectively from their exhibit booth, in order to control attendance.

Hosted events—receptions, breakfasts, mixers, etc.—are considered a conference sponsorship opportunity and should be registered on the Sponsorship form. Click the following link to download the sponsorship registration form.

Raffles

Raffles will be held in the Professional and PmF Exhibit Halls. Participants will each receive cards, the completion of which will qualify them for the raffle prizes. Prizes can only be obtained by visiting a number of exhibits in the exhibit hall(s). SNMA welcomes and appreciates prizes donated by exhibitors. All donations will receive recognition and acknowledgement in the conference program booklet. Indicate your organization’s raffle donation on the exhibit application form or send an e-mail to conferences@snma.org.

Focus Groups

A limited number of small focus group sessions can be arranged for organizations that wish to conduct studies and interviews with our members of our select audience. Prior approval of the SNMA Executive Committee is required. For us to facilitate a focus group session, the cost is $1,000. Any audio/visual or refreshment service is the responsibility of the sponsoring organization. Space for accommodating focus groups may be limited, so if you have an interest in arranging a focus group, please notify SNMA as early as possible by sending an e-mail message to conferences@snma.org.

Program Participation & Special Event Tickets

Registering as an exhibitor at the AMEC does not entitle representatives to attend non-exhibit components of the meeting. Persons interested in experiencing the full program should complete the Participant Registration form.  SNMA membership is required.

Full program registration is not required for attending the following single events and SNMA permits ticket purchases for certain AMEC events, but those desiring tickets for them are advised to order and pay for tickets in advance. Single event prices are the following:

- Thursday: Entertainment evening - $ 35
- Friday: President’s Installation/Luncheon - $100
- Saturday: PmF Luncheon - $70
- Saturday: Board of Directors Banquet and Ball- $130

Tickets may be purchased in advance with your exhibit application or on-site using cash, check, money order, traveler’s check, or charge card. SNMA is not able to accept bank ATM or debit cards. On-site availability for some events is not guaranteed, so advance purchase is highly recommended. Late fees are assessed for on-site ticket purchases.

Vending

SNMA dos not stage a large “marketplace,” but we are able to accommodate a few sellers of commercial products at the AMEC each year. A vendor’s display at the AMEC should consist mainly of small cash and carry items. We recommend a variety of products, including books, CDs, wearable art, logo t-shirts, unique jewelry, small arts and crafts pieces that are original or unique in character, and ethnic and fraternal merchandise.

Due to fire code restrictions in Chicago, all vendors will be placed inside of the River Exhibition Hall; no vendors may set-up in exterior public spaces, hallways, or lobby areas. This means that vendors’ displays can only be accessible during the hours set for the exhibits to be “open.”

For those commercial vendors who chose to exhibit with us, a rental space that is approximately 8’ x 10’ will be set-aside in fire marshal approved space. SNMA will furnish only one 6’ draped table and a chair, but vendors may use their own display racks or portable tables (limit of two items), as long as a set-up does not overlap the space of a neighboring vendor. We ask that vendors be prepared to set-up between 10:00 a.m. and 1:00 p.m. on Thursday, April 1, 2010.

The cost for each vendor display table is $300 Early Bird and $400 Regular Registration, paid in advance of the February 15, 2010 deadline for receiving all applications. All licenses, local taxes and on-site fees, such as parking, are the sole responsibility of the vendor. SNMA employs only limited, roaming security, so we advise vendors to take necessary precautions to protect their wares. If you wish to be a vendor at the AMEC, please contact conferences@snma.org, at our National Headquarters, to discuss your product and to make necessary arrangements.

Travel and Accommodations for the 2010 AMEC

Local Resources
The following sources will be useful in organizing your Chicago trip. In addition, these sources include information for dining, touring and items of special local interest:

Chicago Convention & Tourism Bureau	www.choosechicago.com	1-312-567-8500
Greyhound Bus	www.greyhound.com	1-800-231-2222
Trailways Bus  (includes charter services)	www.trailways.com	1-703-691-3052
AMTRAK Rail (for Chicago Union Station)	www.amtrak.com	1-800-USA-RAIL (1-800-872-7245)
Chicago Airport System (for O’Hare (ORD) International and Midway (MDW) Airports)	www.flychicago.com	1-800-832-6352
Sheraton Chicago Hotel & Towers	www.sheratonchicago.com	1-312-464-1000 (direct) 1-800-233-4100 (toll free)
Chicago Transit Authority (CTA)	www.transitchicago.com	1-888-968-7282
Continental Airport Express Transport	www.airportexpress.com	1-888-2THEVAN

Host Hotel
The site and host hotel for the 2010 AMEC is the Sheraton Chicago & Towers Hotel, located at 301 E. North Water Street, Chicago 60611. You can view the hotel’s public and private space provisions on the hotel’s website.

The Sheraton Chicago has provided for the terrific rate of $99.00 per night for single/double accommodations. $25 per person, per night is charged for the third and fourth person occupying the same guest room. A room tax of 15.4% per room, per night is also applied to the guest room billing. The rate is applicable three days before and three days after the meeting. Cancellations with refunds will be accepted up to 72 hours before check-in, however day-of check-in cancellations will not be refunded. For your information, 10% of all room revenue is commissioned to Conference Direct, the hotel’s booking agent for the 2010 engagement.

To secure a room, a deposit equal to the room rate, plus tax, for one room night will be required to guarantee the reservation. March 13, 2010 is the hotel's deadline for guaranteeing reservations at the SNMA group rate. Deposits may be made by check or by using a major credit card and must be received by the hotel’s cut off date. The availability of rooms and/or the rate are subject to availability. When making reservation at the hotel, be sure and confirm the last date on which a no-penalty cancellation can be made. Also make note of the hotel’s check-in and check-out time.

Make room reservations at the Sheraton by telephone, toll-free, by calling 1-800-233-4100 or locally at 312-464-1000. Say that you are reserving a room for the “SNMA” meeting” or “Student National Medical Association.” You can also make a reservation online at http://www.starwoodmeeting.com/Book/snma2010

Reserve rooms now, even if your travel plans are uncertain; you can always call and change or cancel the reservation at a later time, if you need to. But the SNMA room block frequently sells out well before the established deadline and rooms in the block could be quickly exhausted in this popular destination and, once rooms in the SNMA block are gone, SNMA will have little control over the availability and pricing of additional rooms, so you are advised to book early.

You are also advised that the hotel is entitled to charge its standard room rates to anyone whose registration for the conference cannot be confirmed by the SNMA Headquarters! It is important, therefore, that all persons on the hotel’s reservations list are also registered to attend the conference (meaning, “no crashers”). Lists are cross checked.

Travel

Local Conditions
The weather in Chicago in March/April is fluctuates widely and can range from high temperatures of around 85 degrees during the day to as low as near-freezing at night. The average temperatures in Chicago are: high, 57°F (14°C); low, 39°F. Remember, too, the cooling effect of winds blowing into the city from across Lake Michigan. You may not need your thickest winter coat, substantial boots, and other heavy winter wear, but you will probably need some type of outerwear, including a head covering, especially in the evenings. Think of dressing in layers, whereby a second or third layer of clothing will be a practical solutions to the fluctuation climate.

Motor Travel
Individuals living in the Midwestern area can work within their chapters, their SNMA region, and their local schools to arrange ride sharing. Chapters may wish to consider, for instance, employing a bus company to transport a number of their members to Chicago, since group travel can, in the long run, prove to be a cost-efficient means of reducing overall conference expenses for many people. Check with your chapter officers to see what might be organized locally, through individuals sharing a ride and by chartered motor coach lines.

Train Travel
Train travel to Chicago may add additional days to your trip, but for those living in a few Midwestern localities—such as Detroit or Indianapolis--travel by rail may be worth considering. Travel by train can be comfortable and relaxing, with some trains providing internet access. Contact AMTRAK for schedules and fares to Chicago’s Union Station.

Air Travel
Chicago’s major airports are O’Hare International (ORD) and Midway (MDW). Major airline companies have service in and out of both, but schedules and fares may vary widely. Delta, for example, has a number of flights scheduled into O’Hare at economical rates, but offers few non-stop flights; American has non-stops into O’Hare, but fares tend to be a bit higher. Many travelers into Chicago prefer to go into Midway, because it is a smaller airport, which is located closer to the city; it is therefore less hectic. On the other hand, flights from certain destinations to Midway may be more limited. Each traveler should carefully survey the schedules and fares for both airports, weighing both time and cost, before deciding on the best travel destination for themselves.

Posted fares between East Coast cities and Chicago (tickets purchased in Winter, 2009), non-stop, run at about $200 to $280, depending on airport of origin. Other “bargains” may be posted through various Internet sources, but it is always advantageous to book air travel via any means as early as possible, in order to obtain the lowest fares. When/if SNMA determines that there is potential value or special discounts available to AMEC meeting attendees by designating an “official airline,” essential information for booking discounted group travel will be posted here. Also check connections from the airports into the city via the Chicago Transit Authority (CTA) system (see the Resource listing above).

Local Travel
The CTA - The CTA system includes convenient and easy-to-use bus and elevated/subway train lines – including the famous “L” – can carry you around town and to major attractions. Native Chicagoans find the “L” (short for “Elevated Train”) the best way of getting around, although taxis in the downtown “Loop” area are metered and relatively inexpensive for short distance rides. The CTA’s system also connects with area airports and offer inexpensive transport into and out of midtown. Please note the following:

• The L to O’Hare boards at Lake and Clark Streets in the State of Illinois Building. The train (Blue Line) runs every 5 minutes and takes about 50 minutes. The last stop will be Terminal 4 at O’Hare.
• The L to Midway is located at Lake and Clark Streets in the State of Illinois Building. The train (Orange Line) runs every 5 minutes and takes about 30 minutes.

The fares on both lines are about $2.00.

Shuttle Service - Continental Shuttle service is available from O’Hare and Midway airports. The Sheraton is the first stop on this shuttle’s route. Allow 2.5 hr. for pick-up and transfer to the airport, since the shuttle makes other stops on the return run. The fares for this shuttle range from $39 RT for Midway to $49 RT for O’Hare. Groups of three or more persons can engage the shuttle for as little as $22 RT, so be on the lookout for fellow AMEC travelers using the shuttle service. Check the Continental Airport Express website for further details (see listing above.)

Taxi Cabs – Taxis in the city are metered and plentiful. For in-town rides within the Loop area, they are quite affordable, with most short trips costing no more than $5.00. Taxis to the city’s airports, in contrast, will cost from $30-$40 per ride.

Parking
Parking at the Sheraton Chicago Hotel & Towers costs $48 for 24-hr. parking. Area parking lots charge about $35 for 24-hr. parking.

Application Process and Forms

Please download and complete the following application forms, as may be appropriate for your participation:

• Exhibitor Application (for exhibits, advertising, and event tickets)
• Sponsorship Application (for sponsorship commitments and other contributions)
• Participant Application (for conference program registration)

Complete, sign and return the enclosed Exhibitor Application and/or the Sponsorship form by fax or by postal mail to SNMA as early as possible. SNMA is not able to accept exhibitor applications on-line. Please notice that the Exhibit Application form is a two-page document, the second page of which requires the signature of an authorized official. You must complete and return both pages to the SNMA Headquarters.

Print clearly or type all information. In completing the form, you must specify someone who will be handling your organization’s participation as the “contact person.” Please be sure to include an e-mail address that is legible, since this will greatly expedite follow-up communication. Upon receipt of the application form at SNMA, a confirmation will be sent to the exhibitor’s contact person. The Official Decorator, Freeman Company, will separately send communications regarding their instructions and forms they require for ordering the various services and materials available through their company. SNMA will handle follow-up administrative or on-site management communications—including sending invoices—as may be appropriate, with exhibitors, advertisers and sponsors.

What’s in a Name?
We wish to give all of our participating organizations proper or preferred recognition. The applicant organization’s name will be taken from the application form and will generally appear in print exactly as it has been shown on the form, so it is better to state the organization’s full, formal name and avoid using any but the most singular acronyms or abbreviations. Write “University of South Carolina School of Medicine” not “USC,” since the acronym could also stand for “University of Southern California.”

Similarly, if you are applying for one of several different campuses or departments, make sure it is clear which campus, department or facility is applying, particularly if the location for the organization is not implicit in the address. Examples: University of Medicine & Dentistry of New Jersey, Robert Wood Johnson Medical School, not just “UMDNJ.” Or, SUNY Health Science Center at Brooklyn, not simply, “SUNY Emergency Medicine”

Meeting the Deadline
Submissions postmarked by December 15, 2009 are considered Early Bird registrations and qualify for complimentary provisions. All applications must be postmarked to SNMA by the final deadline of February 15, 2010, in order for the organization to be assured of a listing or ad placement in the conference program booklet. We are often able to accept applications for the various offerings after the final deadline, but we will not be able to guarantee a proper listing in the program booklet after that date, since the book will be in print production.

Participation Policies and Contract Terms

Exhibitor Agreements & Limitations

One Exhibit or Two?
The Professional Exhibits and the annual Pre-medical Forum (PmF) Recruitment Fair are separate components of the AMEC, each with its own 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 application form and will be invoiced accordingly.

Booth Utilization
Exhibit space is for the exclusive use of the registered organization and is not to be shared or sublet. Advertising material, signs, or handouts of persons or organizations other than those actually renting the space is prohibited. Conducting interviews or demonstrations and distributing materials outside of the exhibitor’s own space is strictly prohibited, unless approved in conjunction with participation in a specific workshop or event.

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 of HUH units cannot be achieved or is unsuitable for the booth, then each department should reserve its own unique booth. Similarly, it is our expectation that large organizations promoting different departments or regional offices will take a booth for each office represented. For example, Public Health Clerkship Program and Office of Smoking Prevention offices at the Centers for Disease Control and Prevention would each reserve separate booths.

Registering Exhibit Personnel
For the convenience of your organization’s representatives, we urge you to provide the names of all individuals who will occupy your organization’s booth space prior to March 15, 2010, so that name badges can be generated in a timely manner. Additions or substitutions of booth personnel cannot be processed expediently on-site in Chicago.

Booth Allowances and Limitations
Be mindful of the following stipulations, as governed by the hotel, the Official Decorator, labor union requirements and/or local ordinances. Supplemental or site-specific items not stated here will be furnished by the Official Decorator.

• Booth Furnishings: Additional furniture, plants, carpets, electronic equipment and decorations for a booth must be rented from and/or cleared by the Official Decorator prior to the conference.
• Shipping/Handling/Storage: Shipping and handling instructions will be supplied in the Service Kit and facilitated through the Official Decorator. The decorator will also assist with storage needs.
• Fire Regulations: The New Orleans Fire Marshal will approve the floor plan and set-ups for the exhibit halls. No booths will be dismantled and reassembled elsewhere for any reason. Individual exhibitor’s packing containers (i.e., crates, cartons, and boxes) must be removed from the exhibit area and may not be stored under tables or behind displays. All cloth decorations must be flameproof as prescribed by local fire ordinance. Use of heaters, open flames, lamps, lanterns, candles, etc., as part of an exhibit are not allowed. No exhibit or packing material may block exits.
• Electric Power, Light and Audio/visual Equipment: Auxiliary electric power, lighting and audio/visual equipment may be secured through the Official Decorator or the hotel. Forms for requesting these services will be found in the Service Kit.
• Food Products: Health safety regulations require that no prepared or fresh foods of any kind that are intended for general distribution to booth visitors shall be brought into the hall that have not been contracted through the hotel’s catering department. Wrapped candies and mints or food products used for demonstration and display only are acceptable.

Payment of Fees
Payment within 30 days of the date on a confirmation and/or invoice sent by SNMA is expected and can be made by check or money order made payable to the Student National Medical Association or by using a VISA, Discover, American Express, or MasterCard charge card. The SNMA cannot accept Diners Club or any other charge or debit card. Payment on or before February 15, 2010, is expected, but those not sending payment (or evidence of intent to pay, such as a purchase order) to SNMA National Headquarters by February 15, 2010 may incur a late fee of $150 for professional exhibits and advertisers and $75 for PmF Recruitment Fair exhibits.

Exhibit Cancellations
Conference exhibit booth cancellations must be made in writing and received in the SNMA National Headquarters by February 15, 2010, to entitle the registrant to a refund. No refunds will be granted for cancellations received after February 15th, 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 contract is cancelled after February 15th, SNMA claims the right to nevertheless expect full payment and the organization will be billed in an amount consistent with the unrealized revenue.

Cancellation or 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 before SNMA will commit expenditures on the sponsor’s behalf. SNMA reserves the right to invoice the organization or company for any actual expense that may have occurred, should it become necessary later for the sponsor to withdraw or reduce the amount (size or quantity) of the commitment.

Conference Program Participation
Persons manning booths or tables in either of the exhibitor halls are not permitted free access to certain program events, including workshops, banquets, specialty educational or networking events, plenary and most House of Delegates sessions or Pre-medical Forum component activities. Exhibit personnel wishing to experience the full conference program must pay a Participant Registration fee, in addition to the exhibit registration fee, or they must purchase selected Event Tickets in advance. Participant Registration also requires SNMA membership or non-member fees will apply at time of registration.

Compliance and Responsibility

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. To a greater or lesser degree, our program and management structure is bound by certain contractual obligations or local ordinance. The following conditions prevail regarding the 2010 Chicago conference. Any exceptions or exclusions from these guidelines shall be at the discretion of SNMA Executive Director. You may direct any questions, considerations or concerns to conferences@snma.org or call our main telephone line, (202) 882-2881.

Non-discrimination
The SNMA is committed to providing an environment that is conducive to the sharing of 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. Similarly, SNMA does not restrict or limit participation by anyone who has met the participation criteria, including payment of the required fees.

Applicants with Disabilities or other Specific Requirements
The Sheraton Chicago Hotel & Towers and the SNMA provide such arrangements as are required under Title III of the Americans with Disabilities Act. 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 be required in any sleeping room, meeting room or function space, in order to assure that person’s full participation at the meeting. Send a letter or e-mail to conferences@snma.org by February 15, 2010. An appropriate accommodation cannot be guaranteed unless we have received timely notification and specific instructions in writing.

Indemnification & Insurance
A contract form and indemnification are required by the hotel and by SNMA. These are found on the reverse side of the application form; it is required that the acknowledgement document is signed by a person in authority in the office making the application. In signing the contract, each exhibitor, vendor, advertiser or sponsor will be agreeing to and assumes entire responsibility for following the instructions and advisories contained in this prospectus 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.

Security
As a provision for conference management, the SNMA and the Sheraton Chicago Hotel & Towers provide for the security and safety of its meeting attendees, in accordance with local ordinances and participants’ reasonable comfort and safety. 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, including delays or disruption of services due to labor union disputes, or acts of God. Exhibitors and others attending the AMEC are urged to take proper precautions to protect both personal and business possessions. Participants and exhibitors are particularly urged not to leave purses, briefcases, laptops or other valuables in the hotel’s public spaces or meeting rooms. The hotel provides lock boxes for the temporary storage of valuables. Upon arrival at the hotel, check with the front desk about securing valuable belongings.


Questions? Contact conferences@snma.org.