36th Annual Meeting - The American Society of Neuroimaging

36th Annual Meeting
JANUARY 17-20, 2013
CAESARS PALACE  LAS VEGAS, NV
EXHIBITOR PROSPECTUS
IMPORTANT DATES
Exhibit/Sponsorship application due: December 1, 2012
Hotel and Meeting registration deadline: December 21, 2012
2013 EXECUTIVE
COMMITTEE
OFFICERS
Dara Jamieson, MD
President
Laszlo Mechtler, MD
Vice-President
Mark Malkoff, MD
Secretary
William Preston, MD
Treasurer
Lawrence Wechsler, MD
Immediate Past President
BOARD OF DIRECTORS
Vernice Bates, MD
Patrick Capone, MD, PhD
John Choi, MD
Kevin Crutchfield, MD
Zsolt Garami, MD
Michael Hutchinson, MD
Tudor Jovin, MD
David Liebeskind, MD
Eric Lindzen, MD, PhD
Erasmo Passaro, MD
Vernon Rowe, MD
Gabriella Szatmary, MD, PhD
BOARD ADVISORS
Andrei Alexandrov, MD, RVT
Rohit Bakshi, MD
John Chawluk, MD
Jack Greenberg, MD
Francis Kittredge, MD
Joseph Masdeu, MD, PhD
Leon Prockop, MD
Charles Tegeler, MD
EDITOR-IN-CHIEF
Journal of Neuroimaging
Joseph Masdeu, MD, PhD
An Invitation to Participate
On behalf of the American Society of Neuroimaging (ASN), I invite you to join us for the 36th Annual
Meeting in Las Vegas, Nevada, January 17-20, 2013. Our meeting provides a wonderful opportunity to
promote your products to neurologists and other imaging professionals from all over the world.
SOCIETY PURPOSE
The American Society of Neuroimaging (ASN) is an international, professional organization
representing neurologists, neuroradiologists, and other neuroscientists who are dedicated to the
advancement of techniques used to image the nervous system. The goal of the ASN is to promote the
highest standards of neuroimaging in clinical practice, thereby improving the quality of medical care for
patients with diseases of the nervous system. This goal is accomplished through:
•
•
•
•
Presenting new scientific and educational programs at an annual meeting and through
promotion of fellowships, preceptorships, tutorials, and seminars related to neuroimaging;
Publishing a scientific journal;
Formulating and promoting high standards of practice and setting training guidelines;
Evaluation of physician competence through examinations.
Please visit our website at www.asnweb.org for more information about our Society.
ANNUAL MEETING FOCUS AND ATTENDEE PROFILE
The Annual Meeting educational program focuses on the role of imaging modalities (MRI,
Ultrasonography, CT, SPECT, PET) in diagnosing and treating a broad spectrum of neurological
disorders. Our members, attendees and faculty are nationally and internationally renowned leaders in
the field of neuroimaging who are aggressive and innovative in their diagnostic and therapeutic
approach to neurological diseases. This year we expect to host 150-200 neurologists from both
academia and private practice. The leadership of ASN truly recognizes and values our relationship with
industry supporters. Our meeting environment is designed to be intimate and accommodating to
personal interaction between attendees, faculty, and sponsors. Program breaks, select meals and a
Stand-By Poster Reception are all scheduled to take place in the Exhibit Area, which is in close
proximity to the General Sessions. We are committed to assisting you in any way, within our guidelines,
to enhance your visibility and connections with our attendees. We are pleased to offer you this
opportunity to showcase your products to the best and brightest in the field of neuroimaging and look
forward to including you as a partner in the 2013 ASN Annual Meeting. I look forward to seeing you in
Las Vegas.
Sincerely,
Laszlo Mechtler, MD
Vice President, ASN
2013 Program Chair
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EXHIBIT INFORMATION
If you have questions, contact:
Leslie Orvedahl
American Society of Neuroimaging
5841 Cedar Lake Road, Suite 204
Minneapolis, MN 55416
Phone: (952) 545-6291  Fax: (952) 545-6073
Email: asn@llmsi.com
EXHIBIT HOURS
Thursday, January 17, 2013........................6:00 pm – 7:00 pm
Poster Stand-By and Welcome Reception
Friday, January 18, 2013.............................8:30 am – 3:45 pm
DISMANTLING
Friday, January 18, 2013.............................3:45 pm – 5:45 pm
Dismantling will not be permitted until the official closing time when all
packing cases will be returned to exhibitors by Viper Tradeshow Services
AS A COURTESY TO ATTENDEES AND FELLOW EXHIBITORS, ASN REQUIRES THAT YOUR BOOTH
BE STAFFED DURING EXHIBIT HOURS.
SPACE ASSIGNMENT
Priority in space assignment will be given to previous exhibitors. Applications received after December 1, 2012 will be
assigned in order of receipt.
BOOTH INFORMATION
The exhibits will be held in the Roman Ballroom I & III. The cost of each 8’x 10’ booth is $1,200.00*. All booths are
8’ x 10’ and include 6’ draped table, two side chairs and one ID sign. Exhibit areas are carpeted. An exhibitor kit will be
emailed after the application deadline and will contain instructions on how to order additional exhibit items.
*ASN Corporate Members receive a reduced rate of $900.00.
Applications will not be considered complete and space will not be assigned until payment is received. Due to limited
space we suggest you submit your applications as soon as possible.
EXHIBIT PERSONNEL REGISTRATION
All exhibitor representatives must have a badge to enter the exhibit area. Exhibitors are allowed up to three (3) members
of their firm for each 8 x 10 booth space reserved. EXHIBIT PERSONNEL MUST BE PRE-REGISTERED ON
THE APPLICATION FORM. Exhibitor name badges, meeting materials, and a list of registered attendees will be
placed in your booth for your arrival.
HOTEL INFORMATION
Rooms have been reserved at Caesars Palace at the discounted rate of $179.00 single and double. The discounted rate
will be available until December 21, 2012 or until ASN’s block is filled. After this date, reservations and rates are
subject to availability.
Make your reservations online or by contacting Caesars Palace directly. Call (866) 227-5944 and refer to the American
Society of Neuroimaging.
Caesars Palace
3570 Las Vegas Blvd. S. · Las Vegas, Nevada 89109
Phone: 866-227-5938
Reservations: 866-227-5944
www.caesarspalace.com
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American Society of Neuroimaging 36th Annual Meeting
EXHIBIT COORDINATOR
SET-UP HOURS (Roman Ballroom I & III)
Thursday, January 17, 2013........................1:00 pm - 4:30 pm
EXHIBITOR RULES AND REGULATIONS
IT IS AGREED THAT:
If a company cancels before December 1, 2012 a full
refund less $50 administration fee will be issued. If a
company cancels between December 1 and December 15,
2012 a refund less half the full cost of the booth will be
issued ($450 or $600). If a cancellation occurs after
December 15, 2012 no refunds will be issued.
GENERAL CONDUCT OF EXHIBITORS
The purpose of ASN’s exhibit program is to further
the education of the attendees by providing an area
for exhibitors to present information on products or
services pertinent to their professional interest. The
character of exhibits is subject to the approval of
ASN. The right is reserved to refuse applications
not meeting standards required or expected, as well
as the right to curtail exhibitors or parts of exhibits,
which reflect against the character of the meeting.
MEETING CANCELLATION
It is mutually agreed that in the event of cancellation of the
2013 Annual Meeting due to war, terrorism, natural
disaster, strikes, civil disorder, curtailment of
transportation, government regulation, or other
emergencies making it inadvisable, illegal, or causes which
would prevent its scheduled opening or continuance, then
and thereupon, this agreement will be terminated, and the
Board of Directors of the American Society of
Neuroimaging shall determine an equitable basis for the
refund of such consideration of expenditures and
commitments already made.
CERTIFICATE OF INSURANCE
The ASN does not provide insurance for exhibitor’s
property. Exhibitors must insure their exhibit
materials, goods, and/or equipment against theft,
damage by fire, accident or loss of any kind.
A copy of your Certificate of Insurance must be
submitted to ASN with your Exhibit registration by
December 1, 2012.
SECURITY
As a courtesy to exhibitors, ASN will employ security for
after show hours and take precautions to safeguard
exhibitor’s property. However, ASN, Caesars Palace and
Viper Tradeshow Services assume no liability whatsoever
for loss or damage, through any cause, of goods, exhibits,
or other materials owned, rented, or leased by the exhibitor.
SCIENTIFIC PROGRAM REGISTRATION
Exhibit personnel are registered for the Exhibit area
only, NOT for the Scientific Program. If you wish
to participate in the program, you must also
complete the ASN meeting registration form and
pay the non-member meeting registration fee. The
Scientific Program registration deadline is
December 21, 2012. The registration form will be
available on our website at www.asnweb.org.
FIRE PROTECTION
All exhibits must conform to the fire laws, health
regulations, electrical codes, and other ordinances of the
Las Vegas Fire Department. All materials used in the
exhibit must be flameproof and fire resistant. All materials
are subject to the inspection of the Las Vegas Fire
Department and their regulations shall govern. Crepe paper,
corrugated paper, flame-proof and otherwise, and
flammable fluid or substances are not permitted. Any
exhibits or parts thereof found not to be fireproof may be
ordered dismantled. Enclosed ceilings are not permitted in
the exhibit hall. Smoking is not permitted in the Hotel. The
Hotel reserves the right to dismantle any exhibit it feels
does not conform to the fire laws, health regulations,
electrical codes, and other ordinances of the Las Vegas Fire
Department.
ONSITE ASN REGISTRATION DESK HOURS
Thursday, January 17..................3:00 pm – 7:00 pm
Friday, January 18.......................6:30 am – 5:00 pm
Saturday, January 19...................7:00 am – 4:00 pm
Sunday, January 20.....................7:00 am –11:00 am
IMPORTANT INFORMATION:
Exhibit application deadline: December 1, 2012
Meeting registration deadline: December 21, 2012
Hotel reservation deadline: December 21, 2012
Rules and Regulations continued on next page....
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American Society of Neuroimaging 36th Annual Meeting
LIABILITY
It is understood that each party involved – the
American Society of Neuroimaging, Caesars
Palace, Viper Tradeshow Services, and the
exhibitor – agrees to be responsible for any claims
arising out of their own negligence or that of their
employees or agents. In addition, each party agrees
to be responsible for their own property through
insurance or self-insurance, and shall hold harmless
each of the other parties for any and all damage
caused by theft and those perils normally covered
by a fire and extended coverage policy.
CONTRACT FOR SPACE
The order for a booth(s), assignment of space, and the
payment of rental charges constitutes a contract for rental
of the space assigned. Any exhibitor failing to occupy
space is not relieved of the obligation to pay the full rental
price. If not occupied by the time set for completion of
installation, such space may be re-possessed by ASN. Said
contract will not be binding upon ASN in the event of
strikes or other circumstances beyond ASN’s control.
EXHIBITOR RULES AND REGULATIONS
Continued...
EXHIBITOR-APPOINTED CONTRACTORS
Exhibitors who plan to use an exhibit service firm
other than Viper Tradeshow Services must abide by
the regulations as set forth in this prospectus.
SHIPPING
If you have any questions concerning shipping rules
and regulations before you receive your kit, please
contact Viper Tradeshow Services directly at (816)
587-1882. Material handling charges will apply and
pricing will be provided in the Exhibitor Service
Manual. EXHIBITOR MATERIALS SHIPPED
DIRECTLY TO THE HOTEL PRIOR TO
EXHIBITOR MOVE-IN WILL BE REFUSED.
WAREHOUSE SHIPPING ADDRESS
Exhibiting Company Name & Booth Number
American Society of Neuroimaging
c/o Viper Tradeshow Services
6560 S. Tioga Way
Suite 110
Las Vegas, NV 89113
STORAGE
The hotel has no storage for exhibits or empty crates prior
to or during the show. Viper Tradeshow Services will
arrange to remove empty crates upon completion of set-up,
and at the close of the exhibit will return them to the
exhibitors. All property of the exhibitors remains under
their custody and control in transit to and from the exhibit
area and while it is in the confines of the exhibit area.
Exhibit material remaining in the hotel, or damaged
exhibits left behind after the contracted move-out time will
be removed by Viper Tradeshow Services at the expense of
the exhibitor.
Viper Tradeshow Services will accept advance
shipments beginning Thursday, December 27,
2012, at the above address. Material arriving after
4:30 pm on January 10, 2013 will be received at the
warehouse with an additional after deadline charge.
Viper Tradeshow Services will receive shipments at
the exhibit facility on Thursday, January 17, 2013
from 8:00 am – 3:00 pm. Shipping arriving before
the date may be refused by the facility. Any charges
incurred for early freight accepted by the facility
will be the responsibility of the exhibitor.
A SPECIAL THANKS TO OUR 2012
2011 SPONSORS/SUPPORTERS AND EXHIBITORS
EXHIBITORS
Compumedics USA Ltd.
Dent Neurologic Institute/Dent Imaging Centers
GE Healthcare
Florida Department of Health - ALS Surveillance
Project
Intersocietal Accreditation Commission (IAC)
Lippincott, Williams and Wilkins/Wolters Kluwer
Philips Healthcare
Toshiba America Medical Systems
Wiley-Blackwell
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American Society of Neuroimaging 36th Annual Meeting
FURNITURE – LABOR – OTHER SERVICES
Furniture, signs, and labor to install and dismantle exhibits
may be ordered from Viper Tradeshow Services at the
expense of the exhibitor. Please note that you must contact
Viper Tradeshow Services if you would like additional
furnishings. They will NOT be provided for you with the
cost of your booth. Electrical services may be ordered
through Viper Tradeshow Services and installation must
conform to Union rules and regulations and to all national,
state, and local codes, as well as facility regulation. Phone
service may be requested through the hotel. All additional
furniture, labor, and services are at the expense of the
exhibitor. EXHIBITOR SERVICE MANUALS,
INCLUDING FORMS TO ORDER ELECTRICAL
SERVICES, WILL BE SENT BY VIPER
TRADESHOW SERVICES VIA EMAIL TO
EXHIBITORS AFTER THE DECEMBER 1, 2012
DEADLINE.
Floorplan is subject to change
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2013 EXHIBIT APPLICATION
Please print your company name as you wish it to appear in ASN meeting promotions. Use upper and lower case letters.
Abbreviations such as Inc., Co., and Corp., will be used.
Company Name_______________________________________________________________________
Address______________________________________________________________________________
City ______________________________State __________________ Zip Code ____________________
Contact Name _______________________________ Email ____________________________________
Phone__________________________________________ Fax___________________________________
Would your company be willing to provide equipment for the Neurosonology Workshop?
YES
NO
If so, please list equipment you would be willing to provide: _______________________________________
* Please note that if you provide workshop equipment, you will be required to complete a Written Agreement of Commercial
Support.
RENTAL RATES/BOOTH SELECTION
When possible, space will be assigned according to the exhibitor’s request. Preferences for booth location are not
guaranteed. Space will be assigned by priority points and date application is received. Final space will be determined by
ASN.
Each 8 x 10 booth is $1,200.00. (*$900.00 for ASN Corporate Members.)
Total number of 8 x 10 booths requested _______________ Total cost of booth(s)$_______________
List choices of exhibit spaces below in the order of preference:
1. __________________ 2. _________________ 3. ________________ 4.___________________
Exhibitors we wish to be near:__________________________________________________________
Exhibitors we DO NOT wish to be near: __________________________________________________
ASSOCIATION SPACE
Complimentary space assignments are determined by ASN. (Requests for shared association space must be accompanied by
proof of non-profit status.)
COMPANY/PRODUCT DESCRIPTION
Please submit your application with a 100-word description of your products or services and company logo to be featured in
the schedule book. You may email these to asn@llmsi.com. If you do not submit a description and logo, only your
company name will appear in the program book.
PRE-REGISTRATION OF EXHIBIT PERSONNEL
The following representatives will staff the booth:
1._____________________________________ Email_______________________________________
2._____________________________________ Email_______________________________________
3._____________________________________ Email_______________________________________
(Application continued on next page)
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American Society of Neuroimaging 36th Annual Meeting
COMPANY IDENTIFICATION
2013 EXHIBIT APPLICATION
We, ___________________________________________________, would like to reserve space in the Exhibit area at
the Marriott Biscayne Bay during the America Society of Neuroimaging’s 36th Annual Meeting.
Exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, defend, and hold the American Society
of Neuroimaging, Marriott Biscayne Bay, Expo Convention Contractors, Inc. and their employees and agents harmless
against all claims, losses, damages to persons or property, governmental charges or fines and attorneys fees arising out
of or caused by Exhibitor’s installation, removal, maintenance, occupancy, or use of exhibition premises or part thereof,
excluding any such liability caused by the sole negligence of Caesars Palace, their employees, and agents.
We agree to abide by the exhibit rules and regulations indicated in this publication and any amendments thereto, all of
which are a part of this contract.
We also agree to abide by the cancellation clause as follows:
• If company cancels before December 1, 2012 a full refund, less $50 administration fee, will be issued.
• If company cancels between December 1 and December 15, 2012, a refund, less half the full cost of the booth,
will be issued ($450 or $600).
• If cancellation occurs after December 15, 2012 no refunds will be issued.
Signature ___________________________________Title ________________________ Date _________
BOOTH PAYMENT OPTIONS
Payment must accompany application form.
Check/Money Order (US funds) Check No.__________________________________________________
Payable to the American Society of Neuroimaging
 Visa
 MasterCard
American Express Card
No.___________________________________________________________ Exp.__________________
Name as it appears on card _______________________________________________________________
Signature _____________________________________________________________________________
TOTAL $_________________
A $20 service fee will apply to returned checks or declined charges.
Submit both pages of this application via mail, fax or email by December 1, 2012 to:
AMERICAN SOCIETY OF NEUROIMAGING
5841 Cedar Lake Road, Suite 204
Minneapolis, MN 55416
Fax: (952) 545-6073
Phone: (952) 545-6291
Email: asn@llmsi.com
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American Society of Neuroimaging 36th Annual Meeting
CONTRACT AGREEMENT/INDEMNIFICATION
SPONSORSHIP OPPORTUNITIES
WELCOME RECEPTION................................................$7,500
Full page ad in schedule book
Acknowledgement in schedule book
Meeting signage
Website posting and link
Sponsor may provide logo cups and napkins at their own expense
HOTEL KEY CARD – NEW THIS YEAR!.....................$5,000
Your logo on attendee key cards
Acknowledgement in schedule book
Meeting signage
Website posting and link
Custom hotel keys provide a unique, high-profile advertising opportunity for
conference sponsors and vendors. The average room key is used and
handled up to 10-15 times per day. No other advertising medium in the hotel
comes close to the number of impressions generated by a sponsored key.
FRIDAY BREAKS..............................................................$3,000
Half page ad in schedule book
Acknowledgement in schedule book
Meeting signage
Website posting and link
Sponsor may provide logo cups and napkins at their own expense
SATURDAY BREAKS........................................................$3,000
Half page ad in schedule book
Acknowledgement in schedule book
Meeting signage
Website posting and link
Sponsor may provide logo cups and napkins at their own expense
NETWORKING RECEPTION........................................$3,000
Half page ad in schedule book
Acknowledgement in schedule book
Meeting signage
Website posting and link
Sponsor may provide logo cups and napkins at their own expense
SUNDAY BREAK..............................................................$1,000
Quarter page ad in schedule book
Acknowledgement in schedule book
Meeting signage
Website posting and link
Sponsor may provide logo cups and napkins at their own expense
EDUCATIONAL COURSE/SEMINAR……………$500
Acknowledgement in schedule book
Meeting signage
Website posting and link
American Society of Neuroimaging 36th Annual Meeting
MRI WORKSHOP EQUIPMENT.................................... $8,000
Full page ad in schedule book
Acknowledgement in schedule book
Meeting signage
Website posting and link
SPONSORSHIP APPLICATION
Rates are based on full page, camera-ready, full color ads
Back........................................................$2,000
Inside Front Cover..................................$1,000
Inside Back Cover..................................$1,000
ASN is committed to providing a meeting environment that allows for ample opportunity to network with
attendees. Please let us know if you have other sponsorship ideas and we will be happy to work with you,
within our guidelines, to effectively present your company and product to your customers.
SPONSORSHIP OPPORTUNITIES FORM OF INTENT
Please complete this form and return it with a check payment to ASN no later than December 1, 2012.
Company Name ______________________________________________________________________
(Company name will appear in the program exactly as submitted)
Address _____________________________________________________________________________
City _________________________________ State _______________ Zip Code __________________
Country _____________________ Phone _______________________ Fax _______________________
Email _______________________________________________________________________________
WE WOULD LIKE TO SPONSOR AT THE FOLLOWING LEVEL(S):








MRI WORKSHOP EQUIPMENT
WELCOME RECEPTION
HOTEL KEY CARD
FRIDAY BREAKS
SATURDAY BREAKS
NETWORKING RECEPTION
SUNDAY BREAK
EDUCATIONAL COURSE/SEMIAR
$8,000
$7,500
$5,000
$3,000
$3,000
$3,000
$1,000
$500
* Sponsors will be required to complete a Written Agreement for Commercial Support, after payment is
received.
American Society of Neuroimaging 36th Annual Meeting
ADVERTISING RATES