November 29–December 4, 2009 • McCormick Place, Chicago, Illinois
What are the dates and location of the meeting?
The Radiological Society of North America 95th Scientific Assembly and Annual Meeting will be held November 29 through December 4, 2009, in Chicago at McCormick Place.
How do I become a technical exhibitor?
To become a technical exhibitor, we will require a completed RSNA Technical Exhibit Space Application/Contract, 25% or 100% deposit, and company's current product literature or brochure. Click here to provide us with details of your company or contact the RSNA Technical Exhibit Service Team at 630-571-7851, 630-571-7850, or exhibits@rsna.org.
What does the cost of exhibit space include?
- Exhibit floor space*
- Complimentary listing in selected meeting materials and meeting website, rsna2009.rsna.org
- Complimentary advance exhibitor registration
- Special exhibitor housing rates negotiated by RSNA at official hotels
- Access to news conferences, including complimentary newsroom facilities and scheduling
- Complimentary One-day Visit the Exhibit Vouchers for your guests
- Complimentary Exhibitor Buyer Program — invite your healthcare customers to RSNA 2009
- Access to various promotional/advertising opportunities and the RSNA pre- and post-registration list
- RSNA marketing kit, including promotional tools such as customizable brochures, photos of Chicago and the meeting and RSNA 2009 meeting logo for exhibitor use
- RSNA Exhibitor Service Kit
- RSNA Exhibit Network (exhibitor e-newsletter)
- Exhibitor Planning Meetings (held twice a year)
* Includes exhibit floor perimeter security, aisle carpet, nightly vacuuming of aisle and booth number on the floor for space identification. In-line booths receives 8' high back drape with 36" high side drape and 7 x 44" booth identification sign.
How much does it cost to exhibit at the meeting?
We have maintained the booth space rates for 2009. They are as follows:
- Technical Exhibit rates are $31.50 per square foot for a Preferred Exhibitor ($47.25/sq.ft. for a Standard Exhibitor).
- There is a Corner Charge of $350.00 per corner for Preferred Exhibitors ($525.00 per corner for Standard Exhibitors).
- Premium booths are reserved for inline exhibitors off the Grand Concourse entrance in the North and South Building at an additional $250.00 per 10 × 10 booth fee, referred to Prospectus Floor Plan for booth placements.
- Second-Level Exhibits: Two-story exhibits with product/equipment displays on the second level will be assessed a surcharge of $15.75 per square foot for Preferred Exhibitors ($23.75 per square foot for Standard Exhibitors) on the total square footage of the second level. Exhibitors with only meeting/ conference rooms on the second level will not be charged.
What is the difference between Preferred and Standard Exhibitors?
- Preferred Exhibitors are companies that continually support the RSNA by repeating their attendance at the annual meeting and by respecting the parameters of the RSNA Rules and Regulations. First-time Exhibitors are also awarded the Preferred Exhibitor Status.
- Standard Exhibitors are companies that have been found to be in violation of the RSNA Rules and Regulations at the most recent RSNA annual meeting in which it exhibited. These companies will be charged the Standard Rate, which is 50% greater than Preferred Rate.
How do I pay for my exhibit space?
Payment for exhibit space is to be made by check (in U.S. Funds, drawn on a U.S. bank) payable to RSNA or by wire transfer to JP Morgan Chase Bank, N.A., 10 N. Dearborn, Chicago, IL 60603, USA; ABA Transit Number: 07000013; Swift Code: CHASUS33; Account Number: 4184254. The RSNA tax identification number is 15-0539115. Sorry, credit cards are not accepted.
What is the payment schedule for RSNA 2009?
Application must be accompanied with a 25% or 100% of total rental fee. Space must be fully paid by August 14. All exhibit application applications received after June 30 must be accompanied with full payment.
What is the cancellation policy?
Written notification of cancellation or reduction of space must be received by RSNA on or before the dates specified. If space is cancelled or reduced prior to July 31, a full refund will be made or credit issued for the amount of space that has been reduced. If space is cancelled or reduced after July 31, but by August 14, 25% of the rental fee for the cancelled space will be due to RSNA. If space is cancelled or reduced after August 14, the exhibitor shall remain liable to RSNA for the total rental fee for the space cancelled.
How do you assign exhibit space?
Space assignments are based on assignment priority points, which encompasses historical points. Four (4) historical points are awarded for each year your company exhibited with RSNA beginning with 1996. The maximum number of historical points earned is 56. The first-round of space assignments will begin on May 4 and company history will determine the order of first-round space assignments. Applications will continue to be accepted after May 4; however, space assignments will be subject to availability and will assigned on a first-come, first-served basis.
When should I expect to learn of my assignment?
Companies that submit their application by May 1 will be included in the first-round of space assignments, and their names will be printed on the first-round assignment floor plan that will be released at the June Exhibitor Planning Meeting on June 30 at Rosewood Restaurant in Rosemont, IL. The space assignment confirmation and first-round assignment floor plan will also be mailed to all exhibitors on that date. Confirmations for applications received after the first round of space assignment will be mailed on Friday of the week it was received.
When will information be available to order labor and furnishings for our booth?
The Exhibitor Service Kit will be available online on July 8 to all confirmed RSNA 2009 Exhibitors. The service kit will include RSNA approval forms, marketing/promotion information, registration forms, and information from our general contractor, official contractors and McCormick Place.
When can I reserve hotel rooms for our staff?
All confirmed exhibitors have been mailed a letter explaining the exhibitor housing process. Exhibitors are allotted 3 rooms per 100 sq. ft. of purchased exhibit space and will use either Block Housing or Individual Housing depending on the number of rooms allotted. Exhibitors requiring 25 rooms or more must submit a Block Housing Form. Block Housing assignments are based on a priority point system similar to the priority point system used for exhibitor space assignments. Maximum points will be awarded to Block Housing Forms submitted on or before June 5, 2009. Exhibitors requiring fewer than 25 rooms may access the housing bureau's website to reserve hotel rooms beginning June 3. Please note that Individual Housing is reserved on a first-come, first-served basis.
When can we set up our booth?
Companies with a free-form exhibit (20´ × 20´ or larger) will be scheduled a Target Move-In assignment between Monday, November 23 and Wednesday, November 25. These assignments will be released on or about September 15 via the RSNA annual meeting website. All exhibitors can begin the set-up of their booth on Friday, November 27 at 8:00 A.M. Exhibits must be substantially completed by 6:00 P.M. on Saturday, November 28.
How do we register exhibit personnel?
Exhibitors will find registration information inside the RSNA Exhibitor Service Kit beginning July 8.
Each exhibiting company will receive five (5) complimentary badges for each 100 square feet of exhibit space purchased. There will be a $40 fee assessed for each badge produced over the complimentary allotment. There are no refunds for badges purchased but not used. The advance exhibitor registration deadline is November 6. Booth badges ordered in advance will be shipped to the official representative prior to the meeting.
There are three options for a company to register personnel:
- Internet — A user ID and password will be sent to company contact.
- Datafile — Build your own list and submit via email to RSNA registration.
- Fax or Mail — Complete Badge Order Form and submit to RSNA Registration (20 names or less).
What are the future meeting dates?
November 28 - December 3, 2010 in Chicago
November 27 - December 2, 2011 in Chicago
November 26 - December 1, 2012 in Chicago
