Amec Exhibit Prospectus

AMEC EXHIBIT PROSPECTUS EXHIBIT HALL FLOOR PLAN AND BOOTH ABOUT THE 2016 CONFERENCE ASSIGNMENTS The exhibit floor plan will be posted separately and/or can Mental Health: Facing the Challenges be furnished upon request. SNMA will make booth of the 21st Century assignments following the Early Bird period. We will assign booth from front to back of the hall, and from outside to inside from the aisles. Priority will be given to This is the theme of the 2016 Annual Medical Education organizations needing multiple booth spaces, to Conference (AMEC)! We invite you to help educate and sponsors, and then on a first come, first served basis. empower 2016 AMEC attendees to critically address the role of mental health in today's society. In response to recent social events, AMEC will provide education on The Professional Exhibits integrated care and will highlight the effects of social Professional Exhibits will be located in the Griffin Hall, on nd determinants on mental health. Equally important, we will the hotel’s 2 level. The exhibit halls will be the tackle the paucity of African-American men entering the centerpieces of the conference and several events are field of medicine, with a focus on advocacy. Workshops at planned there, including an opening. Encompassing the conference will thus focus on developing attendees' approximately 23,000 square feet of space, the tangible skills that are applicable to both their personal Professional Exhibits will occupy most of the space, a lives and professional careers. You are very integral to little over half. Refreshment breaks are scheduled for their future success! each day of exhibiting.

We’d like you to be a part of this important conversation. Booth Provisions Your participation as an Exhibitor or Advertiser will enable The Professional Exhibits will be comprised of over 70 us to continue to support current and future booth spaces that are 8’ x 10’ in size or approximately 80 underrepresented minority medical students, address the square feet; “Islands” will be comprised of clusters of needs of our underserved communities, and open new three, four, or six booth spaces. The booth spaces avenues for training socially conscious physicians. The consist of exhibition "pipe-and-drape", with the dates are March 23-27, 2016 and the conference will be predominant colors being navy and white, and with held at the new J. W. Marriott Hotel, in Austin, Texas. multicolored back drape. Side-by-side booths (double) and Island clusters may be requested. Islands are Who Will Attend? assigned on a first come, first served basis. To reserve We anticipate that 700-900 medical students, premedical side-by-side booths or several booths together, be sure to students, and physicians are expected to attend the register your participation as early as possible. If you Annual Medical Education Conference in Austin. Past have a special request of this kind that is not easily sponsorship and exhibitor involvement has included registered in our registration module, please call our medical schools and residency programs from around the Headquarters or send an e-mail request nation, biomedical technology companies, book to [email protected]. We will do our best to publishers, financial institutions, national and local accommodate your request. community associations, federal and local government agencies, private health care practices, and retailers. Each booth is furnished with a 6’ skirted table, two chairs, and an overhead sign to identify the exhibiting company. EXHIBITING WITH SNMA Additional furnishings, if desired, can be obtained from the Official Decorator. The hall is carpeted. SNMA conducts two exhibit halls, one for medical Neither electrical service, Internet, nor audiovisual students and professionals, called Professional Exhibits, equipment are provided by SNMA, but this equipment can and one referred to as the Premedical Forum be obtained for a fee through SNMA’s Official Decorator. Recruitment Fair (PmF), which is designed for premedical and postbac students attending the conference. The Schedule—Professional Exhibits Professional Exhibits are intended for organizations that The Professional Exhibits will open for attendees on wish to present program or services that are of particular Thursday, at 2:00 PM. About nineteen (19) hours of interest to medical students, residents, interns and exhibit time have been scheduled for the duration of the physicians, while the PmF recruitment fair is intended for conference, some of which time is dedicated, unopposed programs admitting undergraduates and postbac students by major program events for the medical student to medical and healthcare programs. Each is a separate attendees. The tentative schedule follows and is subject component of the Annual Medical Education Conference, to some changes. A final schedule will be furnished in requiring separate registration and fees. Thus, follow-up communications sent to our registered registration for one does not automatically register the exhibitors. applicant for participation in the other. 1 Thursday, March 24, 2016 Organizations registering for the PmF Recruitment Fair 9:30 AM - 12:00 PM Registration (move in and set-up) are not automatically registered to also participate in the 12:00 PM - 6:00 PM Hall Open/Welcome Reception Professional Exhibits. We anticipate that there will be Friday, March 25, 2016 about 50 schools and career organizations participating in 9:00 AM - 12:00 PM Hall Open the 2016 PmF Recruitment Fair. All participating 2:00 PM - 4:30 PM Hall Open organizations must register in advance; no walk-in booth Saturday, March 27, 2016 assignments will be made under any circumstances. We 8:30 AM - 2:30 PM Hall Open especially invite medical school offices of admissions, 2:30 PM - 4:30 PM Dismantle and move out offices of diversity or multicultural affairs and administrators of other pre-health programs to participate All exhibits should be fully set up and manned by 12:00 in the PmF Recruitment Fair. Presentations of services PM on Thursday. Exhibitors may move out after 2:30 PM and information should be relevant to undergraduate level on Saturday. Dismantling and packing shall not begin students and be in accordance with the stated mission prior to 2:30 PM on Saturday. and goals of the SNMA. Materials are encouraged that are generally accepted as informing students about Fees and Inclusions training and educational opportunities. Typically, this Fees for the Professional Exhibits are posted elsewhere includes information about allopathic and osteopathic under “Latest News”. Fees have already been medical school admissions, test preparation study discounted for the many institutions that participate and courses and academic enhancement products. they apply to all participating groups. No other discounts have been established. Exhibitors who choose the PmF Schedule “Combo” option will exhibit all three days and—to the The hours for the PmF Recruitment Fair, tentatively, are: extent possible--will be placed in booth spaces in proximity to both exhibit components. The registration fee Friday, March 25, 2016 includes the following: 9:00 AM - 12:00 PM Exhibitors move in and set-up 12:00 PM - 5:00 PM Hall Open • Booth furnishings stated above. Saturday, March 26, 2016 • A complimentary listing and description posted to the 8:30 AM - 12:30 PM Hall Open conference app. 12:30 PM - 2:30 PM PmF closed for PmF Luncheon • A complimentary description printed in the Exhibitor’s 2:30 PM - 4:30 PM Dismantle and move out Directory in the conference program booklet. The exhibit hall is open in the morning on Saturday, but Registration Deadlines closes for two hours at 12:30 PM, for the annual PmF The deadline date for receiving Early Bird registrations is Luncheon. Exhibitors may attend this luncheon, but are November 30, 2015. Regular registration begins on not required to do so. Tickets to the Premedical Luncheon December 1, 2015. We will continue to accept exhibit on Saturday, March 26 are not complimentary at this registrations until February 29, 2016, the deadline year's AMEC, but may be pre-ordered with registration. for Regular registrations. Although the SNMA Headquarters can often accept and accommodate last- Exhibitors are asked not to dismantle before the minute registrations, a listing in the conference program designated time on Saturday afternoon. A final schedule booklet cannot be assured after February 29. Pending will be furnished in follow-up communications sent to all the availability of space, Late registrations can be registered exhibitors. accepted March 1 and later, but at a higher fee, and there will be no listing in the conference program book. PmF Recruitment Fair Provisions The PmF Recruitment Fair in Austin, TX will be located in Pre-medical Forum Recruitment Fair (PmF) the Griffin Hall, on the hotel’s second level. The SNMA has conducted a separate premedical component Recruitment Fair will be furnished in the same manner as of the AMEC since 1986. Each year, the PmF program the Professional exhibits, with about 50 furnished booths. attracts more and more premedical and postbac students We are not able to provide electrical service or from the local region, as well as from around the country. audiovisual equipment. This equipment can be obtained Due to students’ interest and participation in more recent for a fee, if needed, through SNMA’s Official Decorator. years, the Recruitment Fair component has been Refreshment breaks are also furnished. expanded to a day-and-a-half. The Premedical Forum (PmF) Recruitment Fair is a separate component of the Exhibit Personnel Annual Medical Education Conference, requiring separate The posted exhibit fee covers the free representation at registration and fees. Fees for the PmF are posted the booth of two (2) individuals in the exhibit space. This elsewhere under “Latest News” and within the registration policy is applicable to both the Professional Exhibit and module. the Premedical Forum Recruitment Fair. An additional fee of $52 is charged for each additional person manning a 2 single booth, up to a limit of six (6) persons per single specifically for the SNMA conference program in Austin, booth. We recommend that a company send at least two citing your booth location, for instance, or use an representatives per booth, since this will permit one or the advertisement that is commonly seen in other other person to take breaks, but assures that the booth publications. All advertisements are rendered in four-color will be attended throughout the program. print.

Important! Only individuals holding badges or event Placing Advertisements tickets may be admitted to the exhibit area or other Companies/organizations intending to place an events featured as part of the PmF program or the rest of advertisement in the conference program booklet should the conference. SNMA interprets that PmF exhibitors reserve the space immediately. The actual advertisement register to come for the two-day recruitment activity only. material can be sent later, as long as the material is Therefore, name badges for Premedical Forum recruiters received at SNMA Headquarters prior to the established will not be given out prior to setting-up on Friday morning, deadlines. from 9:00 AM – 12:00 PM. PmF recruiters arriving on Wednesday or Thursday expecting to participate in other Fees for advertisements placed in the conference conference activities on the earlier days will find their program book are detailed in the on-line form and range access prohibited or limited, unless they have also from $405 to $1,780 for cover advertisements for registered as a Participant, paying a separate exhibitors and from $865 to $2,540 for non-exhibiting Participant fee or they have purchased a ticket in companies. All advertisements must be received at advance to a specific event. If you have questions, do not SNMA by January 30, 2016, since advance time is hesitate to contact our Headquarters by phone or e-mail needed to prepare the advertisement media for and we will be happy to help you register appropriately. placement in the publication. We may not be able to send a reminder prior to the deadline, so please mark Official Decorator Services appropriate calendars now. Although every reasonable The convention services contractor, Fern Expositions, is effort will be made to accommodate late ad submissions, in total charge of exhibit area production for both the SNMA cannot assure that the material will appear in the Professional Exhibits and the PmF Recruitment Fair and, program booklet if our office receives it after January 30, as such, is named the "Official Decorator.” The company 2016. This includes all forms of art, whether sent by e- will set-up the booths and display tables and is mail or the U.S. Postal Service. responsible for assisting the exhibiting companies and organizations. SNMA only provides the furnishings listed Also, before sending ad material as an e-mail attachment, above. Other services, such as shipping, on-site please be sure that the ad is saved in a manner that will handling, rental of additional furnishings, audiovisual make it easily identifiable, once it is separated from the equipment and/or other display items must be procured transmitted message; save the file as AMEC16 or SNMA through the official decorator. If in doubt, please ask Fern Austin Conference, so the ad is easily distinguished as Expositions first. You can call the company’s customer intended for the AMEC publication. Please do not send service desk at: (502) 367-0254 or e-mail the ad more than one time, unless requested. We will [email protected]. acknowledge receipt of your file by return e-mail.

Click here for the Fern Expositions website . Advertisement Composition Advertisers must compose their own advertisements. EXHIBIT OPTIONS SNMA will not provide typesetting services, reformat your ad, or make modifications to advertisements that may Advertising, the Conference App have appeared elsewhere. If you prepare your ad In 2016, we will introduce a conference application (app), yourself, we recommend using Microsoft Publisher or which in addition to including features like, the conference Adobe Creative Suite to compose and format your ad. program, featured events and attendee social networking, Advertisements should be oriented to fit an 8-1/2” x 11” will also include the exhibit floor plan and hours. It will vertical page, sized to permit a 1/2" margin on all sides of also feature the exhibit listing and some company logos the ad. An 85-line pixel screen is the standard (a paid add-on) shown in the app. rendering (300 dpi or higher). We will accept color or black and white ads. We will not reproduce bleeds. Film Advertising, Conference Program Booklet or computer-generated pdfs are acceptable mediums and Full-, half-, and quarter-page formal advertisement space may be sent via e-mail to [email protected]. Ads in the 16-20 page conference program booklet is sent by fax will not be accepted. Detailed specifications available for sale. Program book ads will draw further are shown here. attention to your exhibit or featured activity and can be referenced by the attendees long after they have returned Advertisement Fulfillment to their homes. Any organization may purchase In choosing inside or outside cover placement for the ad, advertising space. You may compose an advertisement apply as early as possible, since these high-visibility 3 placements are limited and are often selected early. • App banners Refunds will not be given for advertising space that has been reserved, but for which the advertisement copy has Vending not been received in the office by the deadline. To fill the SNMA does not stage a large marketplace, but we are missing space, SNMA will compose a simple substitute able to accommodate a few commercial vendors at the advertisement composed from the information provided AMEC each year. A Vendor as defined by SNMA is a on the application form. If we receive an advertisement seller of personal commodities, crafts and that is different in size from the one that was ordered on collectables. It includes sales of entertainment CDs, the application, we will place the advertisement you have wearable art, logo t-shirts, books, unique jewelry, ethnic sent, but reserve the right to adjust the invoicing and fraternal products, electronics, and small arts and consistent with the ad that is received or the space crafts that are original or unique in character. A Vendor’s contracted, whichever is higher in cost. display at the AMEC should consist mainly of small cash and carry items of a personal nature. This provision Advertisement Cancellations excludes sellers of medical and educational text books, No refunds are made for advertising that is ordered, but test prep and study programs, and hand-held electronics. the exhibitor fails to send the advertisement copy by the Sellers of educational or profession-related products are deadline of February 15, 2016. SNMA reserves the right expected to purchase Professional exhibit space. to compose an advertisement of the required size, including the name of the organization that has reserved A Vendor’s rental space will consist of one 6’ skirted table the advertising space and general contact information and a chair, set in an area that is approximately 8’ x 10’. and/or a URL as fulfillment of the advertisement order. SNMA will furnish only one draped table and a chair, but Vendors may use their own display racks or portable Program Book Description tables (limit of two items), as long as a set-up does not Exhibitors may provide a brief description of their overlap the space of a neighboring Vendor. We ask that organization or program to list in the AMEC app. The app you be prepared to set up between 10:00 AM and 2:00 description does not constitute an advertisement, nor PM on Thursday, March 24, 2016. Due to local should it be prepared like one. The description should be ordinances, Vendor tables will be set-up in only a few prepared as a simple text statement and should be areas on the meeting room floors and may only be included with a registration form, but may be e-mailed to accessible during certain hours, if “closed” space is our Headquarters. Limit the description to no more than assigned (i.e., in the Exhibit Hall). SNMA employs limited, two or three sentences or 150 words, since the roaming security and does not guarantee security for set- descriptions must fit within parameters set for the ups in the hotel’s public spaces, so displays may need to conference app. SNMA reserves the right to edit all be removed at the end of each day. If this is the case, exhibit descriptions to conform to our print and/or digital Vendors will be advised in advance. limitations. If no description is provided, only the organization’s name and booth number will appear. If The cost for each Vendor display table is $315 for Early sent by e-mail, send the description Bird registration (until November 30, 2015) and $415 to [email protected]. Please use as the subject title for Regular registration, paid on-line by February 29, "Exhibit Description for AMEC.” 2016. All licenses or permits, local taxes and on-site expenses, such as parking, are the sole responsibility of To ensure a listing and description in the conference app the Vendor. and/or the program booklet, the description must be received by our office no later than February 15, 2016. APPLICATION PROCESSING An exhibit description in the program book is complimentary and will also be posted on the conference Submitting an Exhibit Application app. SNMA reserves the right to edit descriptions for All exhibit applications must be made on-line. If for some brevity or to eliminate them altogether, if space in the reason, you are not able to complete the on-line form, book becomes limited. contact the SNMA National Headquarters by e-mail at [email protected] or call (202) 882-2881, ext. Additional Exhibitor Exposure Options 103 and we will be happy to assist you. Please contact our Headquarters to learn more about these exhibitor options: In completing the on-line form, please be sure that the • Raffles person you name as the contact is the individual who is • Focus Groups able to receive and act upon follow-up messages. It is • Hosted Networking events (Receptions, etc.) understood that the person completing the form may not be the person who will actually represent your • Agenda Participation organization in the exhibit. Upon receipt of the • Sponsorship application form by SNMA, a notice will be sent indicating • Website advertising that the application is “Approved,” meaning that the 4 electronic transfer was completed. If there is a problem "Exhibitor" name badges may be issued. There will be a with your form or the related payment, we will contact you fee of $20 imposed for lost name badges. directly. Once confirmed, a booth number will be assigned and the Official Decorator will send the exhibitor Booth Allowances and Limitations instructions and forms for ordering the various materials Certain arrangements for the physical handling of exhibits and logistical services available through the company, are dictated by the hotel, the Official Decorator, Fern usually about 90 days prior to the start of the conference. Expositions, and local ordinances. These include booth furnishings, shipping and handling, storage, safety, and Meeting the Deadline other requirements. Power, electrical and audiovisual Submissions posted by November 30, 2015 are equipment are procured through the hotel. The Official considered Early Bird registrations and qualify for any Decorator will apprise exhibitors of all the appropriate complimentary provisions. All applications must be guidelines for the AMEC location. postmarked to SNMA by the final deadline of January 30, 2016, in order for the organization to be assured of a Official Decorator Coordination listing or advertisement placement in the conference After SNMA has received your completed exhibit program booklet, and by February 29, 2016, to be registration, SNMA will give the Official Decorator (the accommodated in the exhibits at all. George Fern Company) your contact information. They, in turn, will contact you directly, provide you with a service AMEC EXHIBIT POLICIES AND CONTRACT TERMS manual, and assist as necessary with the shipment and delivery of your materials to your booth or other display Which Exhibit? area. The Service Manual will contain forms for ordering The Professional Exhibits and the annual Premedical labor, additional furniture (beyond those that SNMA Forum (PmF) Recruitment Fair are separate components provides), drayage, plants, carpeting and other booth of the AMEC, each with its own separate programming, decorations, insurance, and other support services. The schedule, management and fee administration. Persons Official Decorator will also staff and operate a service registered to participate in one are not automatically center on-site to ensure overall coordination of exhibit registered for participation in the other. Participation in installations and to provide assistance during and after both must be clearly distinguished on the application form the conference. You can call the company’s customer and will be invoiced accordingly. service desk at: (502) 367-0254.

Booth Utilization Payment of Fees Exhibit space is for the exclusive use of the registered Payment within 30 days of the date on a confirmation organization and is to be used by that entity. In the and/or invoice sent by SNMA is expected and can be Professional Exhibits, an exhibitor representing one large made by check or money order made payable to the organization may bring literature that describes different Student National Medical Association or by using a VISA, departments within that organization. However, only the Discover, American Express, or a MasterCard charge organization’s primary name will be displayed at the card on-line. The SNMA cannot accept Diners Club or booth. For example, Howard University Hospital (HUH) any other charge or debit card. Payment on or before may reserve one booth and their representatives may February 29, 2016 is expected, and those not sending bring materials describing HUH’s Surgery, Internal payment (or evidence of intent to pay, such as a Medicine and Emergency Medicine departments, but only purchase order) to SNMA National Headquarters by that one sign, “Howard University Hospital”, will be displayed date may incur additional charges. at the booth. If a common name for all of HUH units cannot be achieved or is unsuitable for the booth, then Exhibit Cancellations each department should reserve its own unique booth. Conference exhibit booth cancellations must be made on- Similarly, it is our expectation that large organizations line or in writing by the deadline of February 29, 2016, to promoting different departments or regional offices will entitle the registrant to a refund. No refunds will be take a booth for each office represented. For example, granted for cancellations received after this deadline, separate agencies within NIH would each reserve their since certain costs will already have been expended for own booth. the applicant’s participation. If an exhibitor has also applied for additional services or accommodations, such Registering Exhibit Personnel as participating in a Specialty Breakfast, arrangements to For the convenience of your organization’s conduct these services will be cancelled. If the fee has representatives, we urge you to provide the names of all not yet been paid, but the engagement is cancelled after individuals who will occupy your organization’s booth February 29th, SNMA reserves the right to invoice for full space prior to February 29, 2016, so that name badges payment, in an amount consistent with the unrealized can be generated in a timely manner. Additions or revenue. substitutions of booth personnel cannot be processed expeditiously on site in Washington and generic Cancellation or Reduction of Sponsorship 5 SNMA depends on sponsorship commitments made and person’s full participation at the meeting. Send a letter or frequently must place orders in advance of the event for e-mail to [email protected] by February 29, 2016. products or services for which sponsorship has been An appropriate accommodation cannot be guaranteed committed. For this reason, we require that commitments unless we have received timely notification and specific for sponsorship be made in writing. SNMA reserves the instructions in writing. right to invoice the organization or company for any actual or committed expense that may have been arranged, Indemnification & Insurance should it become necessary, as of February 29, 2016 or The on-line contract form is considered a binding later, for the sponsor to withdraw or reduce the amount contract, within terms specified here. In submitting the (size or quantity) of the commitment. agreement, each exhibitor, vendor, advertiser or sponsor is agreeing to and assumes entire responsibility for Conference Program Participation following the instructions contained in this prospectus and Persons manning booths or tables in either of the in follow-up communications; that they will cooperate fully exhibitor halls are not permitted free access to certain with SNMA, hotel personnel, and/or the Official Decorator program events, including workshops, banquets, in the conduct of the program. Specialty networking receptions, plenary and most House of Delegates sessions or Premedical Forum component Security activities. Exhibitor personnel wishing to experience the As a provision for conference management, the SNMA full conference program must pay a Participant and the J. W. Marriott Austin hotel provide for the security Registration fee in addition to the exhibit registration fee and safety of its meeting attendees. The provision of this and/or they must purchase selected Event Tickets in service is in no case to be presumed to be a guarantee advance. against loss, damages, injury or theft of any kind, nor interruption due to civil unrest or acts of God. Exhibitors COMPLIANCE AND RESPONSIBILITY and others attending the AMEC are urged to take proper precautions to protect both personal and business Program Management possessions by checking with the hotel’s Front Desk SNMA makes every effort to assure the enjoyment and about securing valuable belongings. 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, which are enumerated here and elsewhere on our website. Any exceptions or exclusions from these guidelines shall be at the discretion of the SNMA Chairperson. You may direct any questions, considerations or concerns to [email protected] or call our main telephone line, (202) 882-2881.

Non-discrimination The SNMA is committed to providing an environment that is conducive to sharing information and open communications. Organizations with declared restrictions in recruitment, training and employment, based on the race, gender, religion, sexual orientation, national origin or handicap will be viewed as non-compliant. 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 J. W. Marriott Austin hotel and the SNMA provide such arrangements as are required under Title III of the Americans with Disabilities Act (ADA). In helping SNMA to meet these requirements, applicants are asked to provide to the SNMA Headquarters detailed instructions in writing concerning any needs for auxiliary aids that a registered individual may require in any sleeping room, meeting room or function space, in order to assure that 6