Important Dates
Exhibitor Registration Form
About the Conference
Who will attend?
Why should you come?
Exhibiting with SNMA
Professional Exhibits
2008 Exhibitors Listing
Professional Exhibit Hall Floor Plan
Booth Provisions
Schedule--Professional Exhibits
Fees and Inclusions
Registration Deadline
Pre-medical Forum Recruitment Fair
2008 Pre-medical Forum Exhibitors Listing
Pre-medical Forum Exhibit Hall Floor Plan
PmF Recruitment Fair Provisions
Schedule—PmF Recruitment Fair
PmF Recruitment Fair Personnel
Decorator Services
Exhibitors’ Options
Advertising, Conference Program Booklet
Advertisement Fees
Advertisement Submissions
Advertisement Composition
Advertisement Fulfillment
Advertisement Cancellations
Program Book Description
Raffles
Focus Groups
Hosted Receptions
Program Participation & Special Event Tickets
Vending
Sponsorship
Accommodations and Travel
Host Hotel
Air & Local Travel
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
Official Decorator Coordination
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
Local Attractions - outside link.
About the 2008 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.
The theme of the 2008 conference, “LEADERSHIP IN MEDICINE: Science to Service,” in conjunction with the SNMA 2007-2008 Executive Agenda, will focus on developing SNMA members into the future leaders of medicine, through the fulfillment of our mission to support current and future underrepresented minority medical students, address the needs of underserved communities and increase the number of clinically excellent, culturally competent and socially conscious physicians. 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?
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 New York City! 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 can be a productive part of your 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 New York City, the Big Apple, one of the most vibrant and exciting travel destinations on the planet! Why not enjoy personal enrichment while doing your job?
Exhibiting with SNMA
SNMA conducts two exhibit halls, one for medical students and professionals, called Professional Exhibits, and one referred to as the Pre-medical Forum Recruitment Fair, which is designed for pre-medical students attending the conference. 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 healthcare programs. In registering for the Professional Exhibits, you are not automatically registered to exhibit at the PmF Recruitment Fair.
Professional Exhibits
Professional Exhibits will be located in the Westside Ballroom, on the hotel’s 5th floor. The exhibit hall will be a hub of activity and several events are planned there, including an opening reception, the annual Dr. Wilbert C. Jordan Research Forum exhibition and judging, community services displays, demonstrations and clinics. Encompassing 22,000 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
Booth Provisions
The Professional Exhibits will be comprised of about 115 booth spaces. Select from either 8’ x 10’ or 10’ x 10’ 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—but not all—of the larger 10’ x 10’ booths will be situated strategically to assure high visibility. The 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, be sure to register your participation as early as possible.
Schedule—Professional Exhibits
The Professional Exhibits will open for attendees on Thursday, at 1:00 pm. About eleven (11) 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 some changes. A final schedule will be furnished in follow-up communications sent to registered exhibitors.
Thursday, March 20, 2008
10:00 a.m. - 1:00 p.m. Registration (move in, set up)
1:00 p.m. - 6:00 p.m. Hall Open/Welcome Reception
Friday, March 21, 2008
9:00 a.m. - 12:00 p.m. Hall Open
2:00 p.m. - 6:00 p.m. Hall Open
6:00 p.m. – 8:00 p.m. Dismantle (move out)
Exhibitors may move in between 10:00 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 5:00 p.m. on Friday. Dismantling and packing shall not begin prior to 5:00 p.m. on Friday.
Registration Deadline
The deadline date for receiving Early Bird registrations is November 1, 2007. 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 1, 2008, 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.
Professional Exhibitors Listing
Professional Exhibit Hall Floor Plan
Click Here to Download the Professional Exhibit Hall Floor Plan
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 has grown from a one-day program segment to a full three days. Each year, the program attracts more and more pre-medical student from the local region where the conference is being held as well as from around the country. During our 2007 Annual Medical Education Conference in San Francisco, approximately 400 pre-medical attendees and more than 60 medical school programs and professional career organizations were in attendance. Due to the density of schools in the mid-Atlantic area, we expect many more teaching institutions and training programs to participate in New York City. The fee for participation in the all day PmF Recruitment Fair is $700 Early Bird and $900 Regular registration.
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 2008 PmF Recruitment Fair will be held on Saturday, March 22, 2008, from 9:00 a.m. to 4:00 p.m., with a 2-hour break for the PmF Luncheon.
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 100 schools and career organizations participating in the 2008 PmF Recruitment Fair. All participating organizations must register in advance; no walk-in booth assignments will be made under any circumstances.
2008 Pre-medical Forum Exhibitors Listing
Pre-medical Forum Exhibit Hall Floor Plan
Click here to download the Pre-medical Forum Exhibit Hall Floor Plan
PmF Recruitment Fair Provisions
The PmF Recruitment Fair in New York City will be located in the Westside Ballroom, on the Marriott Marquis’ 5th floor. This will be the first year in which the Recruitment Fair will be staged in pipe-and-drape booth spaces, rather than tabletops. Please refer to the booth provisions and the floor plan above, under “Professional Exhibits” to see all inclusions. Due to the new configuration, SNMA will place PmF Recruitment Fair exhibitors in designated spaces and the 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 items to display. We are not able to provide electrical service or videotape equipment, but it can be procured for a fee, if needed, through SNMA’s Official Decorator [link to text below ] for the conference. Refreshment breaks are also furnished and participating organizations are entitled to receive upon request one complementary ticket to the Pre-medical Luncheon, on Saturday, March 22, 2008. Additional tickets may be pre-ordered or purchased on site.
Schedule—PmF Recruitment Fair
The PmF Recruitment Fair area will be open for five hours on Saturday, March 22nd, 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 for the PmF Luncheon, as follows:
Saturday, March 22, 2008
7:00 a.m. - 9:00 a.m. Registration (move in, set up)
9:00 a.m. - 12:00 p.m. Hall Open
2:00 p.m. - 4:00 p.m. Hall Open
4:00 p.m. - 5:00 p.m. Dismantle (move out)
Exhibit Personnel
The posted exhibit fees cover two (2) representatives. 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 Exhibit and the Pre-medical Forum Recruitment Fair.
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! Only individuals holding badges or event tickets may be admitted to the exhibit area or other events featured as part of the PmF program or the rest of the conference.
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 7:00 a.m. – 9:00 a.m. The ability of PmF recruiters arriving on either Thursday or Friday to participate in other conference activities on the earlier days will depend on whether or not the individual has paid for separate Participant Registration (allowing participation in the full conference program) or has purchased a ticket in advance to a specific event. SNMA membership is required for participant registration. An application for membership can be requested from the SNMA National Headquarters or downloaded from the SNMA Membership Application. SNMA membership applications can be submitted at any time during the year, but must be received by the conference registration deadline in order to obtain the member discount and to avoid late registration fees.
Decorator Services
The convention services contractor, or Official Decorator, selected for this year’s conference is in total charge of exhibit area production for both the Professional Exhibits and the PmF Recruitment Fair. The company will set up the booths and display tables and is responsible for assisting the exhibiting companies and organizations. Arrangements for exhibitors’ displays may be governed, in part, by local ordinances and union requirements and the Official Decorator is fully knowledgeable about the operating parameters for meeting them. Any special charges other than the furnishings SNMA available (listed above) will be based on orders placed through the Official Decorator or directly with the Marriott Marquis Hotel. Services and specifications for the Official Decorator may be obtained soon.
Exhibitors' Options:
Advertising, Conference Program Booklet
Full-, half-page, and quarter-page formal advertisement space in the 80-plus 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 New York City—citing your booth location, for instance—or use an advertisement that is commonly seen in other publications. All advertisements are rendered in black and white print.
Advertisment Fees
Fees for advertisements placed in the conference program book 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 registrations postmark of November 1, 2007.
All advertisements must be received at SNMA by February 15, 2008, 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 appropriate calendars. 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 08 or SNMA NYC Conference, 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.”
We recommend using Microsoft Publisher or Quark Express 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.
Only black and white ads will be accepted. If you send an ad with color elements, the ad will still be reproduced in black and white. We will not reproduce bleeds. 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
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. Refunds will not be given for advertising space that has been reserved, but for which the advertisement copy has 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 you have sent, 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 advertisement copy by the deadline of February 15, 2008, SNMA reserves the right to compose an advertisement of the required size, including the name of the organization that has reserved the advertising space and general contact information as fulfillment of the advertisement order.
Program Book Description
Exhibitors in the Professional 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 to learn more.”
Please limit your description to no more than a few sentences and send it by email to marketing@snma.org. Please use as the subject title "Exhibit Description 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 1, 2008. This opportunity is extended only to the exhibitors in the Professional Exhibits.
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 operations@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 help implement a focus group session, the cost is $1000. Any audio/visual or refreshment service is the responsibility of the sponsoring organization. Space for accommodating focus groups is extremely limited this year, 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 convention@snma.org.
Hosted Receptions
Organizations that choose to host special receptions in SNMA-assigned space on Friday evening are welcomed to do so with prior approval. Sponsored receptions are scheduled only at the specified time, so as not to conflict with 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 reception 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.
Space for holding sponsored receptions is limited, so it is best to make an interest in this option known to SNMA as early as possible. Sponsored receptions are considered a conference sponsorship opportunity and should be registered on the Sponsorship form.
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. [link to Participant Reg. form pdf, when posted] 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 - $135
- Saturday: PmF Luncheon - $125
- Saturday: Board of Directors Banquet - $160
Tickets may be purchased in advance or on-site using cash, check, money order, traveler’s check, or charge card. SNMA is not able to accept bank ATM cards or debit cards. On site availability for some events is not guaranteed, so advance purchase is highly recommended.
Vending
SNMA dos not stage a large marketplace, but we are able to accommodate a few commercial vendors 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 products.
A vendor’s rental space will consist of one 6’ skirted table and a chair, set in an area that is approximately 8’ x 10’. SNMA will furnish only one 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 you be prepared to set up between 10:00 a.m. and 1:00 p.m. on Thursday, March 20, 2008. Due to local ordinances, vendor tables will be set up in only a few areas on the meeting room floors and may only be accessible during certain hours, if “closed” space is assigned (i.e., in the exhibit hall). SNMA employs only limited, roaming security and does not guarantee security for set-ups in the hotel’s public spaces, so displays may need to be removed at the end of each day. You will be advised.
The cost for each vendor display table is $300 Early Bird and $400 Regular, paid in advance of the February 1, 2008 deadline for receiving all applications. All licenses, local taxes and on-site fees, such as parking, are the sole responsibility of the vendor.
If you wish to be a vendor at the AMEC, please contact convention@snma.org, at our National Headquarters, if you wish to discuss the possibilities for vending at the SNMA meeting.
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 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 participation.
General conference sponsorship is greatly appreciated, as it permits SNMA to deploy financial support to where it is most needed in order to assure the excellence of our program. However, targeted support is also graciously accepted. Some possibilities for 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
- Exhibit Hall breaks
- Sponsored receptions
- Plenary sessions or selected workshops
- Annual Dr. Wilbert C. Jordan Research Forum
- Community Service event, either at the hotel or elsewhere
- Special seminars or clinics at local institutions
- Bags and other souvenirs for 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 Presidential 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 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. Please view our Corporate Prospectus at www.snma.org for more details.
See our Corporate Prospectus with Club Levels of Sponsorship
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 to the organization. Should options on our Sponsorship Form not meet your expectations (or constraints) we encourage a company representative to contact the SNMA Executive Director directly to discuss other sponsorship possibilities.
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. To learn more about sponsoring AMEC and other SNMA initiatives, contact the SNMA Executive Director, Dr. Wallace Davenport, at execdir@snma.org.
Accommodations and Travel
Host Hotel
The site and host hotel for the conference is the New York Marriott Marquis Hotel, at 1535 Broadway, New York, NY, 10036. Located in mid-town Manhattan, at Times Square, the hotel is minutes away from Pennsylvania Station, Broadway movie and theater attractions, popular restaurants and shopping. Fast eats are abundant throughout the area and the “street scene” is unparalleled on any day! The New York transit system makes excursions throughout Manhattan and New York’s other Burroughs both fast and inexpensive, so local touring can be done with a minimum of fuss. The hotel’s website also provides useful local information:
Marriott Marquis Times Square
The Marriott Marquis is a smoke-free facility.
The Marriott Marquis is offering the phenomenal group rate of $169.00 per night for single/double accommodations and $179 per night for triple/quadruple occupancy for all SNMA conference attendees. A 13.625% local tax, plus $2.00 occupancy per room per night is not included in the published room rate and is applicable to each room night reserved. Check-in time is 3:00 pm; checkout time is 12:00 Noon.
Make room reservations at the Marriott Marquis by telephone, toll-free, by calling 1-800-843-4898, or select the link to the hotel from the SNMA website, when it becomes available. Be sure and ask for the “SNMA” group rate. A deposit equal to the room rate, plus tax, for one room night will be required to guarantee the reservation. The hotel’s cut off date for obtaining the above rates is Thursday, February 28, 2008.
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. Once rooms in the SNMA block are gone, SNMA will have little control over the availability and pricing of additional rooms. We assure you, hotel rooms at the same or a lower rate will not be found in Manhattan through the usual published sources.
Air & Local Travel
Due to its location in the North/South eastern corridor, there are several travel options for reaching New York City. You should consider all of them for both convenience and expense. Above all, book your travel early in order to minimize expense.
Air Travel
Three major airports, LaGuardia, John F. Kennedy International, and Newark serve the New York area. LaGuardia is the nearest to the city (9 miles), while the other two are about 15 miles distance. To assist you with arranging for air travel, the SNMA has selected American Airlines to be an official airline for the New York City program. American flies in and out of all three area airports and offers SNMA travelers percentage discounts off of their already competitive fares. Discounts apply to American Airlines and affiliated partners and are applicable to base fares only and total ticket sales may also include taxes or other local fees, to which this agreement does not apply.
To take advantage of the group fares offered on American, you must register online at American’s website, www.aa.com, applying the SNMA Promotion Code to the online reservation. The code for the SNMA Group is: A9638AG. There is no charge for online bookings. Or, you may call American’s Meeting Services Desk at 1-800-433-1790 and refer to the Group Name (SNMA Conference) or the Group number assigned to this event. A $10 fee will be charged for ticket orders placed by telephone. These instructions apply to individual travelers. Travel agents must call SNMA to receive a special code for their bookings under this agreement.
Rail Travel
Many find the train the most convenient means of traveling into New York City. Depending on the time you have available, many cities in the Northeastern corridor are within three or four hours distance of Pennsylvania Station, which is located about ten (short) blocks from the host hotel. Check Amtrak rail schedule and fares by visiting www.amtrak.com.
Motor Travel
Persons living within a short distance of Manhattan may wish to consider driving to the conference site. Parking is available at the hotel (see below).
Local Travel
Shuttle service, as well as the New York City subway system (MTA) is available throughout Manhattan, the boroughs of Bronx, Brooklyn, Long Island and Queens, as well as parts of New Jersey. Pay $10 and get a MetroCard, which will cover most of your local travel. See www.mta.info for transit information.
Parking
Parking at the hotel costs $50 per day, with a $10 surcharge for in/out access to the garage, which is on-property. This may not be practical unless you are sharing the costs with other riders. An option may be to drive to one of the area airports, use long-term parking there, and take the subway or a shuttle into the city.
Application Process and Forms
Application Forms
Please download and complete the following forms, as may be appropriate:
• 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 unable to accept exhibitor applications online.
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 communications. Upon receipt of the application form at SNMA, a confirmation packet will be sent to the exhibitor’s contact person. The Official Decorator will send the exhibitor instructions and forms for ordering the various materials and logistical services available through them. 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 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. Eexamples: University of Medicine & Dentistry of New Jersey, Robert Wood Johnson Medical School, not just “UMDNJ.” Or, SUNY Health Science Center at Brooklyn, not “SUNY Downstate” or “SUNY Brooklyn.”
Meeting the Deadline
Submissions postmarked by November 1, 2007 are considered Early Bird registrations and qualify for complimentary provisions. All applications must be postmarked to SNMA by the final deadline of February 1, 2008, 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 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 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 a booth.
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 Thursday, February 28, 2008, so that name badges can be generated in a timely manner. Additions or substitutions of booth personnel cannot be processed expediently on site in New York.
Booth Allowances and Limitations
Be mindful of the following stipulations, as governed by the hotel, the Official Decorator, and local ordinances:
• 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 York City 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.
Official Decorator Coordination
After SNMA has received your completed exhibit contract, we will give the Official Decorator your contact information. They, in turn, will contact you directly, provide you with a service kit, and assist as necessary with the shipment and delivery of your materials to your booth or other display area. The Service Kit will contain forms for ordering labor, additional furniture (beyond those that SNMA provides), drayage, plants and other booth decorations, insurance, and other support services. The Official Decorator will also staff and operate a service center on-site to ensure overall coordination of exhibit installations and to provide assistance during and after the conference.
Contact the Official Decorator, as follows:
FREEMAN
909 Newark Turnpike
Kearny, New Jersey 07032
201.246.2160 fax 201.998.7810
Email: freemannewyorkes@freemanco.com
FREEMAN Exhibit Transportation
800.995.357 fax 817.385.0983
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, MasterCard or other charge card. The SNMA cannot accept Diners Club or any other charge or debit card. Payment on or before February 15, 2008, 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, 2008 will 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, 2008, 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. 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 breakfasts, plenary and most House of Delegates sessions or Pre-medical Forum component activities. Exhibitor 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.
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 2008 New York City 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 convention@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 New York Marriott Marquis Hotel 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 operations@snma.org by February 15, 2008. 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 New York Marriott Marquis 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 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.
Important Dates:
February 1, 2008 -
