Exhibitor and Sponsorship Prospectus · to apply early. Please contact Julie Miller, Chief...

Exhibitor and Sponsorship ProspectusExhibit | Advertise | Sponsor | Connect

The Pregnancy Meeting™February 3 – 8, 2020Gaylord Texan ResortGrapevine (Dallas), TX

Exhibit Days: February 5 – 7, 2020View booth selection, apply to exhibit and learn more about sponsorship opportunities at SMFM.org/2020

Apply Early to Ensure

Your Prime Exhibit Space!

New Sponsorship

Opportunities Available

PAGE 13

https://www.smfm.org/2020

Invitation to Exhibit and Exhibitor Benefits . . . . . . . . . . . . . . . . . . . . .1SMFM Exhibitor Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2About the Pregnancy Meeting™. . . . . . . . . . . . . . . . . . . . . . . . . . . . .2Benefits of Exhibiting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42019 Pregnancy Meeting™ Exhibitors . . . . . . . . . . . . . . . . . . . . . . . . .5Exhibit Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6 Exhibit Days, Dates and Times . . . . . . . . . . . . . . . . . . . . . . . . . . . .6 Installation Dates and Times. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6 Crate Storage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6 Booth Height and Line of Sight . . . . . . . . . . . . . . . . . . . . . . . . . . .6 Island Booths . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6 Dismantlement of Exhibits. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6 Official Contractor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6 Exhibitor Designated Contractor . . . . . . . . . . . . . . . . . . . . . . . . . .7 Shipping . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7 Liability . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7 Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7 Fire Regulations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7 Responsibility for Damage to Property . . . . . . . . . . . . . . . . . . . . .7 Children’s Admission to Exhibit Hall . . . . . . . . . . . . . . . . . . . . . . . .7 Code of Conduct . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7 Competing Events/Marketing Activities and Advertising. . . . . .7 Photographing and Videotaping of Exhibit Booths . . . . . . . . . .8 Handout Materials and Giveaways . . . . . . . . . . . . . . . . . . . . . . .8 Live Scanning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8 Floor Reconfiguration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8 Subletting Space . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8 Use of the Organization and Meeting Name/Logo . . . . . . . . . .9 Cancellation Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9 No-Show Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9 Violations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9 Signage/Banners . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9 Force Majeure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9 Hotel Accommodations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9Exhibit Guidelines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10Floor Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11Application for Exhibit Space . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12Commercial Support, Sponsorship and Advertising

Opportunities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13Final Program Advertising Opportunities. . . . . . . . . . . . . . . . . . . . . .14AJOG Advertising Opportunities . . . . . . . . . . . . . . . . . . . . . . . . . . . .16Introducing the SMFM Thrive Program. . . . . . . . . . . . . . . . . . . . . . . .17Resources for Families . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18In Conjunction With (ICW) Meeting Guidelines

and Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19SMFM 2020 Events Calendar. . . . . . . . . . . . . . . . . . Inside Back CoverFuture Meeting Dates . . . . . . . . . . . . . . . . . . . . . . . . . . . . Back Cover

TABLE OF CONTENTS

DEAR EXHIBITOR:

The Society for Maternal-Fetal Medicine (SMFM) will host our 40th Annual Pregnancy Meeting™, February 3-8, 2020, at the Gaylord Texan in Grapevine (Dallas), Texas.

More than 80% of the 2,800 plus attendees at the SMFM Annual Meeting are physicians who have advanced knowledge of the obstetric, medical, genetic and surgical complications of pregnancy and their effects on both the woman and fetus. SMFM members and Annual Meeting attendees are globally respected experts, leaders and decision makers in the field of obstetrics.

We invite you to discover why The Pregnancy Meeting™ is the premier meeting for providers of maternal-fetal medicine. This meeting will cover the latest innovations in maternal-fetal treatment, as well as new and emerging strategies for managing a variety of common obstetrical problems. The program will include pre-meeting postgraduate courses, state-of-the-art lectures and scientific forums, as well as oral and poster abstract presentations. The purpose of the exhibit portion of the meeting program is to provide an opportunity to extend the educational nature of The Pregnancy Meeting™ and inform attendees of current and improving technologies, products, equipment and services in maternal-fetal medicine.

In 2020, the exhibits are in the Gaylord Texan’s Longhorn Exhibition Hall along with the poster sessions. Coffee and refreshment breaks will be offered inside the exhibit hall. For the tenth year in a row, the opening of the exhibits will be combined with Wednesday evening’s grand Opening Reception. The Opening Reception is the perfect way for attendees and exhibitors to meet new friends and clients, as well as reconnect and network with colleagues. The SMFM Annual Meeting is the only national meeting where you will have the opportunity to showcase new services, equipment and technologies to so many influential obstetric experts. For more information on exhibiting, please see page 6.

In 2020, the Society is celebrating a special anniversary. SMFM will celebrate 40 years of the Pregnancy Meeting™ and will honor Dr. Mary D’Alton, Chair of the Foundation for SMFM, with a special event on Thursday evening. We are excited to introduce new sponsorship and advertising opportunities at this special anniversary of the Pregnancy Meeting™ which will enhance the attendee experience and provide fresh, valuable and in-demand marketing opportunities for your company. For information on all our commercial support opportunities, please visit page 13.

The Pregnancy Meeting™ provides a unique and valuable venue for your organization to increase exposure, build relationships and enhance your company’s image among the leaders in the field of obstetrics. Exhibit space and sponsorship opportunities are limited, so make your selection today! Booth space is allotted on a first come, first serve basis and has sold-out for past consecutive meetings, so be sure to apply early. Please contact Julie Miller, Chief Relationship Officer, at [email protected] if you have any questions. On behalf of the Society for Maternal-Fetal Medicine, we look forward to seeing you in Texas!

Yours truly,

Matt Granato, LLM, MBA Julie MillerChief Executive Officer Chief Relationship Officer

INVITATION TO EXHIBIT AT THE SMFM 40TH ANNUAL MEETING – THE PREGNANCY MEETING™

Society for Maternal Fetal-Medicine • SMFM.org/2020 • 1

ABOUT EXHIBITING SMFM recognizes that issues in maternal-fetal medicine are ever broadening and has designed our exhibit program to help foster communication between companies involved with MFM and the Society.

The Pregnancy Meeting™ allows you to target your market audience face-to-face. Your company will gain exposure with an array of interested, highly educated experts who are also prime prospects with significant buying power. These attendees expect to see the companies and organizations that lead the specialty showcasing their products and services.

When you exhibit at the SMFM Annual Meeting, you are identified as supporting and taking an active interest in the activities of the Society and its members. Meet face-to-face with the high-risk pregnancy experts. Whether your company is selling products or services, promoting your organization or introducing a new technology, exhibiting at the SMFM’s 40th Annual Pregnancy Meeting™ increases your company’s visibility among the most influential leaders in obstetrics.

2 • Society for Maternal Fetal-Medicine • SMFM.org/2020

ABOUT THE SMFM ANNUAL MEETING – THE PREGNANCY MEETING™As the largest conference in North America focusing on maternal-fetal research and treatment, the SMFM 40th Annual Meeting will present cutting-edge clinical and epidemiological research. The Annual Meeting is the centerpiece of SMFM’s work, featuring postgraduate courses and workshops, luncheon roundtables, scientific forums and poster presentations.

EXHIBITS ARE A PRIMARY SOURCE OF INFORMATION

FOR ATTENDEES WHO INFLUENCE

PURCHASING DECISIONS

ABOUT USEstablished in 1977, the Society for Maternal-Fetal Medicine (SMFM) is the national voice for clinicians and researchers with expertise in high-risk pregnancies. SMFM is a non-profit association representing more than 4,500 members around the world. The core membership is comprised of maternal-fetal medicine (MFM) subspecialists. Additionally, SMFM welcomes physicians in related disciplines, nurses, genetic counselors, ultrasound technicians, MFM office managers, and other individuals working toward optimizing the care of women with high-risk pregnancies. SMFM has a membership category for everyone in the MFM community. For additional information on membership and to join, go to: SMFM.org/join.

http://www.smfm.org/join


PREGNANCY MEETING™ DEMOGRAPHICS

Total 2019 Attendance: 2,851

Domesticattendees67%

2018 Dallas, TX

2019 Las Vegas, NV

2017 Las Vegas, NV

2016 Atlanta, GA

Internationalattendees12%

Exhibitorattendees 21%

Four Year Pregnancy Meeting™ Attendance History

2019 Attendance By Degree

BA/BS3%

MD/DO64%

PhD/MPH5%

RN/LPN4%

Unknown/Not Reported24%

0 500 1000 1500 2000 2500 3000

2,851

2,506

2,711

2,453


Each 10’ x 10’ booth space includes the following:

●● Four exhibitor registrations*

●● One complimentary use of the SMFM member mailing list (capped at 3 uses for all size booths) OR one use of the pre-meeting or post meeting attendee mailing list (physical addresses only; email and phone numbers are not provided. Lists are provided upon the exhibitor’s request, please contact Julie Miller at [email protected] to request list.)

●● Automatic inclusion in exhibit floor gamification activities

●● Opportunity to purchase additional sponsorships during the meeting

●● Complimentary listing in the printed meeting program, online, floor map and mobile app

●● Opportunity to reserve print and digital advertising opportunities at the Pregnancy Meeting™

●● Opportunity to reserve ICW (in conjunction with) meeting space, based on hotel availability of space outside SMFM meeting space, at the Pregnancy Meeting™

* Each 10' x 10' booth space is provided four exhibitor badges. The exhibitor badge allows entrance to the meeting’s scientific sessions, and the exhibit hall during all set-up, dismantle and regular show hours. An official SMFM badge must be worn whenever a representative is in the Longhorn Exhibition Hall. Each exhibit must be fully operational and staffed during the open exhibit hours. Booths should be manned by company specialists who are qualified to discuss details of their company’s products or services.

BENEFITS OF EXHIBITING AT THE PREGNANCY MEETING™

TRAFFIC GENERATING FEATURES

A number of features designed to increase traffic flow have been placed in the exhibit area. They include:

Exhibits and Poster Sessions! The exhibits are combined with Thursday’s and Friday’s poster presentations in the Longhorn Exhibition Hall allowing attendees to easily access both the scientific posters and the exhibits. All attendees have the chance to visit the exhibit booths, mingle and make contacts with both old and new acquaintances. The exhibit hall will be open from 6:00 to 8:00 pm on Wednesday, February 5 and from 10:30 am – 5:30 pm on Thursday, February 6 and Friday, February 7.

Coffee Breaks. Coffee will be served during the dedicated poster and exhibit hours and exhibitors may reserve optional coffee break sponsorships.

Exhibits Open on Wednesday Evening! For the tenth year, the opening of the exhibits will be combined with the meeting’s grand Opening Reception. The place to be for all attendees will be the Longhorn Exhibition Hall on Wednesday, February 5, 6:00 – 8:00 pm.

Exhibitor Gamification: Each meeting attendee will be given an “exhibit gamecard” with their registration materials and will qualify to win prizes by visiting exhibits to have their card stamped. There is no cost for exhibitors to participate and exhibitors are welcome to donate prizes. Prizes have previously included electronics, gift cards and meeting registrations.


2nd World Congress Maternal Fetal Neonatal Medicine

3D Systems Simbionix

Abiomed

ACOG Long-Acting Reversible Contraception (LARC) Program

Advocate Children’s Hospital

AIUM - The American Institute of Ultrasound in Medicine

AMAG Pharmaceuticals, Inc.

Applied Medical

AS Software, Inc.

Bayhealth Medical Center

Baylor Genetics

Boston Children’s Hospital Advanced Fetal Care Center

Boulder Abortion Clinic, PC

Cambridge University Press

Center for Fetal Diagnosis and Treatment at The Children’s Hospital of Philadelphia

Chicago Institute for Fetal Health

Children’s Health

Children’s Hospital of Wisconsin

Cincinnati Fetal Center

Clinical Innovations

Colorado Fetal Care Center

CooperSurgical

CoxHealth

Digisonics

Dornier MedTech

Elizabeth J. Ferrell Fetal Health Center at Children’s Mercy Kansas City

Elsevier

Ferring Pharmaceuticals

Fetal Care Center, Barnes-Jewish Hospital, St. Louis Children’s Hospital, Washington University Physicians

Fetal Center at Children’s Memorial Hermann Hospital

Fetal Center at Vanderbilt-Monroe Carell Jr. Children’s Hospital-Vanderbilt University

Fetal Medicine Foundation USA

Gauss Surgical, Inc.

GE Healthcare

GenPath Women’s Health, an OPKO Health Company

Hackensack Meridian Health

Hayes Healthcare

HCA Healthcare

HER Foundation

High Risk Pregnancy Center

Hologic

ICP Care

Illumina

InfuCare RX

Integrated Genetics

International Society of Ultrasound in Obstetrics and Gynecology (ISUOG)

Invitae

Johns Hopkins Center for Fetal Therapy

Los Angeles Fetal Surgery

Mayo Clinic

Medical City Children’s Hospital Fetal Care Center

Medicem/MPM/HPSRx

Mercy Clinic

Midwest Fetal Care Center

Momenta Pharmaceuticals

MotherToBaby Pregnancy Studies conducted by OTIS

MPLT Healthcare

Myriad Women’s Health

Nanosonics, Inc.

Natera

National Abortion Federation and Ibis Reproductive Health

National Association of Nurse Practitioners in Women’s Health (NWPH)

National Down Syndrome Congress

NewYork-Presbyterian

NTD Eurofins

OBIX By, Clinical Computer Systems, Inc.

Obstetrix Medical Group/Mednax

Option Care

Optum

OSF HealthCare

Owensboro Health

Paradigm Medical Systems/Model-med

PeriGen

Perinatal Quality Foundation

Philips Healthcare

PPROM Foundation

Progenity

Prytime Medical Devices, Inc.

Remote Medical Technologies

Reproductive Scientist Development Program (RSDP)

Roche Diagnostics

Rush University Medical Center

Safe Obstetric Systems, Inc.

Sage Therapeutics

Samsung

Sera Prognostics

Southwestern Women’s Options

SSM Health St. Louis Fetal Care Institute

Stanford Children’s Health

Taylor & Francis Group

Texas Children’s Pavilion for Women-Fetal Center

Trice Imaging, Inc.

UCSF Fetal Treatment Center

University of Maryland Medical Center - Center for Advanced Fetal Care

USF Fetal Care Center of Tampa Bay

Vision Chips, Inc.

Wolters Kluwer- Lippincott

2019 PREGNANCY MEETING™ EXHIBITORS


The SMFM 2020 exhibits will be open February 5-7, 2020 in the Longhorn Exhibition Hall of the Gaylord Texan. Exhibit hours have been scheduled to provide maximum interaction between meeting attendees and exhibitor personnel.

EXHIBIT DAYS, DATES AND TIMESWednesday, February 5, 20206:00 – 8:00 pm with Opening ReceptionThursday, February 6, 202010:30 am – 5:30 pm with AM and PM coffee and refreshment breaksFriday, February 7, 202010:30 am – 5:30 pm with AM and PM coffee and refreshment breaks

maximum height for booths inside the hall is 14 feet. Linear, corner and peninsula booths: Booth height, including signs, banners and displays, may not exceed a backwall height of 8 feet and side walls of 3 feet. Exhibits cannot include or overflow into an aisle or adjoining booth. Island booths: Booth height, including signs, banners, and displays, shall not exceed 14 feet depending on their location in the hall. Exhibits must keep in their allotted exhibit space and both standard linear booths and island booths may not block the line of sight of neighboring booths. All display fixtures greater than 4 feet in height and placed within 8 linear feet of an adjoining booth must be confined to the back half of the booth which is at least 5 feet from the aisle. Island or peninsula booths may not have a solid fixture that blocks the line of sight of neighboring booths. Exhibitors wishing to use non-standard booth equipment, special signs, or materials conflicting with the construction regulations must submit two copies of a detailed sketch of the proposed layout to SMFM and AGS by December 30, 2019. Written approval from management must be received before construction is ordered and/or booth installation begins. Contact Julie Miller at [email protected].

ISLAND BOOTHSExhibitors with island booths must submit two copies of the proposed detailed layout to show management and AGS Expo by December 30, 2019. Written approval from management must be received before booth installation begins. Contact Julie Miller at [email protected].

DISMANTLEMENT OF EXHIBITSFriday, February 7, 2020After 5:30 pm

No packing of equipment, literature, etc. or dismantling of exhibits will be permitted until the official closing time.

OFFICIAL CONTRACTORAGS has been designated the general contractor for the SMFM 40th Annual Meeting. Forms for ordering furniture, rental display units, electrical and labor will be included in the exhibitor service kit which will be available to exhibitors approximately 90 days prior to the show. Labor will be available based upon advance orders from exhibitors.

AGS Expo Serviceshttp://ags-expo.com4561 SW 34th St.Orlando, FL 32811407-292-0025

AGS Partners with UPS Freight to offer SMFM exhibitors any exhibit transportation needs they may have for Pregnancy Meeting™ shipping, including to the show site as well as onsite return shipment assistance.

EXHIBITOR SERVICES MANUALA full list of the display rules and regulations will be included in the Exhibitor Services Manual.

EXHIBIT INFORMATION

Please note that while the exhibit hall is open from 10:30 am – 5:30 pm on Thursday and Friday, the busiest times are during the poster sessions which are scheduled 10:45 am – 12:00 pm and 4:00 – 5:30 pm on both days. Please staff your booth accordingly.

INSTALLATION OF EXHIBITSTuesday, February 4, 20201:00 – 5:00 pmWednesday, February 5, 20208:00 am – 4:00 pm

All exhibit material must be unpacked by 4:00 pm on Wednesday to permit the removal of empty crates and cartons from the exhibit area. Any exhibit not unpacked by this time will be placed in storage.

CRATE STORAGEThese materials should be nested as much as possible. “Empty” stickers, provided at the AGS Exhibitor Service Desk, must be placed on all containers to be stored and returned at the close of the exhibition.

BOOTH HEIGHT AND LINE OF SIGHTThe poster sessions and exhibits will be held in the Gaylord Texan Longhorn Exhibition Hall. The


EXHIBITOR DESIGNATED CONTRACTOR (EDC)All exhibitors using an exhibitor-designated contractor (EDC) must submit to SMFM and AGS, in writing, the name of the contracted company, the address, a contact person, and a business telephone number. SMFM and AGS must receive this information by December 13, 2019. Notifications received after December 13, 2019 will not be approved and EDCs will not be allowed to provide their services. All EDCs must also submit a letter to SMFM and AGS indicating the exhibiting company name and an original certificate of insurance that provides for not less than $2,000,000 of general liability insurance, including property damage and workers’ compensation. This certificate must name the Society for Maternal-Fetal Medicine (SMFM) as the certificate holder or as additional insured and must be valid over the dates of the exhibition, including installation and dismantlement.

SHIPPING INSTRUCTIONSMaterials shipped in advance should be sent directly to the official contractor and addressed exactly as shown in the service manual. You will receive access to the online service manual after your exhibit application and payment have been received by SMFM.

Do not ship exhibit material directly to the Gaylord Texan. They will assume no responsibility for your shipment if it is lost, damaged or stolen.

LIABILITYSMFM and the Gaylord Texan will not be responsible for loss or damage to displays while being brought in or out of the hotel, or while on the premises of the hotel. In all cases, the exhibitors will assume responsibility for damage to

property and accidents and injuries to exhibitors, employees, contractors or meeting participants.

SECURITYSMFM and the Gaylord Texan assume no responsibility for the safety of the property of the occupant of the booth, his officers, agents or employees from theft, damage by fire, accident or other causes.

FIRE REGULATIONSAll display material must be flame proof and subject to inspection by the local Fire Marshal. No flammable fluids or substances may be used or shown in the exhibit area.

RESPONSIBILITY FOR DAMAGE TO PROPERTYThe exhibitor is responsible for any damage to the hotel by company representatives, EDC or exhibit.

CHILDREN’S ADMISSION TO THE EXHIBIT HALLChildren (age of 18 years or less) are welcome in the exhibit hall during show hours, provided they are accompanied by a registered attendee and/or exhibitor at all times. No children (age of 18 or less) are allowed in the exhibit hall during setup or dismantling. The registered

attendee and/or exhibitor who is responsible for the child assumes all responsibility for damages to any exhibits.

CODE OF CONDUCTThe Society for Maternal-Fetal Medicine is committed to ensuring a safe and welcoming environment for all participants at the Pregnancy Meeting™. We expect all participants at the Pregnancy Meeting™ to abide by this Code of Conduct in all venues at the Pregnancy Meeting™, including ancillary events and official and unofficial social gatherings.●● Exercise consideration and respect in your speech and actions.●● Refrain from demeaning, discriminatory or harassing behavior and speech.●● Be mindful of your surroundings and of your fellow participants.

COMPETING EVENTS/MARKETING ACTIVITIES AND ADVERTISING During the period from February 3–8, 2020, a company shall not independently reserve space or otherwise sponsor or host an event, engage in marketing or promotional activities or advertise within the Gaylord Texan. This includes, but


is not limited to, meeting space, a hospitality suite, seminar or any other promotional or educational activity or advertising vehicle without the prior written consent from Society for Maternal-Fetal Medicine, which consent shall not be unreasonably withheld. Company acknowledges and agrees that events that conflict with previously scheduled SMFM Annual Meeting activities shall be one reason that SMFM may withhold such consent.

PHOTOGRAPHING AND VIDEOTAPING OF EXHIBIT BOOTHSEach exhibitor has control over the space it has rented and may prevent those considered its competitors from gaining access to, photographing, or videotaping its exhibit. The taking of pictures, other than by the official photographer/videographer, is expressly prohibited during setup, dismantling and non-exhibit hours. Individual cameras will not be allowed on the exhibit floor. The use of a camera cell phone is prohibited during set-up and dismantle hours. Only the exhibitor may grant permission to have its exhibit photographed, videotaped or an audio presentation taped

during exhibit hours. No exhibitor shall deny any reasonable request from Show Management or the official photographer/videographer to photograph or film the exhibit from outside the perimeter of the booth.

HANDOUT MATERIALS AND GIVEAWAYSPromotional giveaways and exhibitor prize drawings will be permitted. All materials and prizes must have prior approval by SMFM. All hand-out materials are expected to be of professional nature. The Society discourages giveaways and prizes that are not directly related to the exhibitor’s product and/or services. Distribution of advertising material must be confined to the exhibitor’s booth. Canvassing or distribution of advertising material in the exhibit hall by representatives of non-exhibiting firms is strictly forbidden. SMFM reserves the right to disallow any material that it believes to be inappropriate.

LIVE SCANNINGNo live ultrasound scanning will be permitted on the exhibit floor. Live scanning may be performed only in SMFM approved industry sponsored events at times that do not conflict

with the SMFM’s official scheduled program. For a copy of SMFM’s live scanning guidelines, please contact Julie Miller at [email protected].

FLOOR RECONFIGURATIONShow management reserves the right to reconfigure the exhibit hall floor plan. The SMFM also reserves the right to relocate any exhibit at any time. If the affected exhibitor does not agree with the relocation and wishes to withdraw from the exhibition, all application fees will be refunded. The SMFM has the right to limit the number of exhibitors of similar products or services in order to ensure quality and a broad spectrum of products in limited exhibit space.

SUBLETTING SPACEThe subletting, assignment or apportionment of the whole or any part of exhibit space is prohibited. No exhibitor may permit any other party to exhibit in the space assigned to them, advertise any goods other than those manufactured or handled by the contracting exhibitor, nor permit the solicitation of business by others within space assigned to them without written consent of exhibit management. No persons, firm or


organization not having contracted with exhibit management for the occupancy of space in the exhibit hall will be permitted to display or demonstrate its products, processes or services, distribute advertising materials in the halls or corridors of the meeting, or in any other way occupy or use the facilities for purposes inconsistent with these regulations.

USE OF THE ORGANIZATION AND MEETING NAME/LOGOThe name and logo of the Pregnancy Meeting™ are proprietary marks. Use of the meeting logo is expressly prohibited. Use of the meeting name, including materials mailed to the meeting pre-registration list, must be submitted to Exhibit Management for review and approval; sample materials will be required in electronic and/or hard copy format before permission can be granted.

CANCELLATION POLICYNotification of an exhibitor’s decision to cancel or reduce space must be sent in writing on company letterhead to SMFM. If an exhibiting company does not cancel its space in writing and does not occupy its booth space on site, the company will be regarded as a no-show. If written notification of cancellation or booth reduction is received at the SMFM office by Friday, November 15, 2019, a full refund, less a 25% administrative fee, will be refunded to the exhibiting company. After Friday, November 15, 2019, no refunds will be given. If written notification is sent after this date, no refunds will be given. An exhibitor’s cancellation of exhibit space will result in the release of any hotel ancillary meeting space previously released to the exhibitor by the Society. The Society assumes no responsibility for the inclusion or exclusion of the cancelled exhibitor or descriptions of products

in the Annual Meeting Program, brochures, news releases, SMFM website or any other meeting materials.

NO-SHOW POLICYAny booth unoccupied by 4:00 pm on Wednesday, February 5, 2020, will be regarded as a no-show and the contract to exhibit will be terminated. All freight will be removed and returned to the loading dock at the exhibitor’s expense.

VIOLATIONSIf any exhibiting company fails to observe the policies outlined in this prospectus or engages in unfair or deceptive practices in connection with the exhibition, exhibit management reserves the right to terminate the exhibit onsite and may refuse assignment of space for future meetings.

SIGNAGE/BANNERSDirectional or promotional signs for events not planned or sponsored by SMFM are not permitted. Hanging signs or banners are not permitted due to space constraints. The SMFM reserves the right, in its sole discretion, to limit participation of any organization or individual.

FORCE MAJEURENeither party shall be held responsible for any delay or failure in performance of its obligations

hereunder to the extent such delay or failure is caused by fire, flood, strike, civil, governmental or military authority, acts of God, acts of terrorism, acts of war, epidemics, or other similar causes beyond its reasonable control and without the fault or negligence of the delayed or non-performing party or its subcontractors.

HOTEL ACCOMMODATIONSGaylord Texan1501 Gaylord TrailGrapevine, TX 76051SMFM.org/2020

To receive the special group rate, reservations must be made by January 3, 2020. Reservations, room cancellations and any special arrangements must be handled directly with the hotel. When making your reservations, please state you will be attending “SMFM 2020” to ensure you receive the special group rate. Reserve your room early–group rates are based upon availability and hotels have sold out of rooms in past years. SMFM strongly encourages exhibitors to stay in the host hotel. In the event of two or more exhibitors requesting the same exclusive commercial support or advertising opportunity, preference will be given to the exhibitor whose attendees are staying in the host hotel.

EXHIBITOR WARNING!Attendees and exhibitors may be subjected to inappropriate solicitation from hotels or third-party housing agencies not affiliated with SMFM or the Gaylord Texan. SMFM does not use a third-party housing company for exhibitors. Poachers may sometimes offer a lower hotel rate than the rates offered in our official block. We have found that the reserved rooms are often not actually available at the hotel. The deposit you are being asked to give is being taken from the wholesaler, NOT the hotel. Their cancellation polices are often intolerant, and these companies do not have the support of SMFM or the Gaylord Texan.



SMFM EXHIBIT PRODUCT/SERVICE DISPLAY GUIDELINES

SPACE ASSIGNMENT

The Society for Maternal-Fetal Medicine would like to thank our exhibitors for their participation in the exhibit portion of our Annual Meeting. The contributions of exhibitors are recognized by SMFM officers, members and staff as being a vital part of the meeting which helps to complement and extend the educational program. SMFM takes every possible measure to ensure that exhibits follow the ethical standards and guidelines set forth by SMFM. Please note that an

exhibitor’s support or participation

in any SMFM meeting or event does

not constitute an endorsement or

recommendation of any kind.

The exhibitor is permitted to

demonstrate its product, equipment

or services, to make presentations

and to distribute printed literature

related to those products or services.

SMFM reserves the right to decide

the appropriateness of any service,

product, device or video. Products

or services that are not acceptable

at the Annual Meeting include but

are not limited to: 1) not relevant to

maternal-fetal medicine or women’s

health, 2) not available throughout

North and Central America and the

Caribbean, 3) multi-level marketing/

profit enhancement opportunities or

any variation, and 4) exhibitors may

not offer, and the attendees cannot

receive, any type of monetary

compensation for the use of a

product or service, referrals or any

similar activities.

Space will be assigned in order of receipt of application with payment in full. Returning exhibitors will have priority in space selection if the application is received before October 30, 2019. All other space will be assigned on a first-come, first-assigned basis.

SMFM makes space assignments without preconditions and reserves the right to rearrange the floor plan and to relocate any exhibitor’s space. No product or service may be displayed or sold which duplicates, or is similar to, those sold by the SMFM or its allied business partners.

SMFM reserves the right, at our sole discretion, to reject or terminate an exhibitor application or otherwise remove the exhibit due to exhibit content, subject matter, other audio/visual display, or exhibitor’s behavior, at exhibitor’s own expense. Interviews, demonstrations, distribution of literature, etc., will be permitted only within exhibitor’s space.

As a condition of participation in the exhibit portion of the SMFM Annual Meeting, each exhibitor, its representatives and agents must agree to and abide by the rules

and regulations set forth in these guidelines and in other correspondence of SMFM, its contractors/agents, and the hosting hotel.


SMFM 40TH ANNUAL MEETING EXHIBIT FLOOR PLAN

APPLICATION TO EXHIBITWe must receive your application and payment by December 19, 2019 to have your name listed in the SMFM 2020 Meeting Program.

2020 is the nineteenth year SMFM will be hosting Industry Exhibits. As an exhibitor, your company will be entitled to participate in this portion of our program. Upon request, SMFM will provide each 10 x 10’ or combined (2 or more 10 x 10’ spaces) booths with one booth package consisting of one six-foot draped table, two chairs, and an identification sign. The exhibit area is NOT carpeted. Exhibitors are responsible for carpeting their booth space. All booths must be carpeted.

Demand for exhibit space has been fierce with continually growing interest from companies wishing to reach the SMFM audience. With recent years’ exhibits selling out, priority is a critical factor in determining booth assignments and availability. Apply early. Space is limited.

A portion of any exhibit and/or sponsorship revenue received by the Society for Maternal-Fetal Medicine or the Foundation for SMFM may be directed toward the other entity. Both the SMFM and the Foundation for SMFM are separate 501(c)(3) entities. The mission of the Foundation for SMFM is to support education and research in maternal-fetal medicine.

COMPANY OR ORGANIZATION NAME _______________________________________________________________________________________________________________

IMPORTANT INSTRUCTIONS1. Please type or print clearly on this contract or go to: SMFM.org/2020 to view booth selection and apply to exhibit online. 2. Space is assigned on a first-come, first-served basis.3. Return completed contract/application along with full payment to: Society for Maternal-Fetal Medicine, Exhibit Department, 409 12th Street, SW, Suite 601,

Washington, DC 20024 or email to [email protected].

Please enclose the exhibiting organization’s description in 75 words or less. Describe the products and/or services that you plan to exhibit. This description will appear in the Annual Meeting program, provided you follow these requirements: 1. Limit your description to 75 words or less and one paragraph (bulleted lists and multiple paragraphs will be edited to one paragraph); 2. Use ® for registered product names and ™ for trademarks; 3. Clearly write product and service names so that upper and lowercase letters are unmistakable; 4. Pharmaceutical companies must adhere to FDA guidelines. The SMFM reserves the right to edit text so that it conforms to these requirements. Only descriptions received by December 19, 2019, will be included in the Annual Meeting Program. You may email your description to Julie Miller at [email protected], please state your company name and the term “Exhibitor Description” in the e-mail subject line.

___________________________________________________________________________________________________________________________________________________

EXHIBIT SPACE SELECTIONPlease check the Pregnancy Meeting™ website for exhibit floor plan updates at: SMFM.org/2020 before completing this application. Keep in mind that many companies apply for the same space(s) so try not to concentrate all your choices in one area and make your selections as early as possible. SMFM will make every effort to accommodate your selection(s), however booth selections cannot be guaranteed.

Our company is applying for the following exhibit space(s): Booth size: _______ x ________. n Linear n Corner n Multiple, adjacent 10' x 10's (i.e. 10' x 20', 20' x 20', 20' x 30') Please note that two adjacent spaces may be purchased in-line only (the same row) and not back-to-back.

Space(s) requested in order of preference:

1._____________ 2._____________ 3._____________ 4._____________ 5._____________ 6._____________ 7._____________ 8._____________ 9._____________ 10._____________

Please list specific vendors that you wish to avoid proximity. SMFM will honor this request to the best of our ability.

___________________________________________________________________________________________________________________________________________________

CALCULATE YOUR PAYMENTPayment is due at the time of exhibit application. Applications submitted without payment will not be processed. If charges are not calculated correctly, SMFM reserves the right to charge the correct amount if different from the total below.

Booth Type Cost Number of Spaces Total

Standard 10' x 10 Linear $6,750 $

Standard Corner $6,950 $

Island divide total square footage by 100 and multiply by $6950 for corners. Subtract $200 for each inline 10' x 10' if island is larger than 20' x 20'.

$

Nonprofit, Recruiter or Publisher Booths Booths 100,101, 200, 201, 300, 301, 400, 401, 500, 501, 513-523, 537-547, 561-571

$4,500 $

TOTAL AMOUNT ENCLOSED: ___________________

Please make check payable to the Society for Maternal-Fetal Medicine and mail this form along with payment to: SMFM, Exhibits Office, 409 12th Street, SW, Suite 601, Washington DC 20024-2188 or email to Julie Miller at [email protected].

If you prefer you may pay by Visa, MasterCard, or American Express

Card Number: Expiration Date: Security Code:

Name on Card: ___________________________________________________________________________________________________________________________________

Billing address if different from address listed below: _________________________________________________________________________________________________

Exhibitor hereby agrees to and does indemnify, hold harmless, and defend SMFM from and against any and all liability, responsibility, loss, damage, cost, or expense of any kind whatsoever which SMFM may incur, suffer, be put to, pay or be required to pay, incident to or arising directly or indirectly from any intentional or negligent act or omission by Exhibitor or any of its employees, servants, or agents. SMFM shall not be responsible in any way for damage, loss, or destruction of any property of Exhibitor or injury to exhibitor or its representatives, agents, employees, licensees or attendees.

THE FOLLOWING INFORMATION WILL APPEAR IN THE FINAL PROGRAM:Company or Organization Name: (Please write or type the name above exactly as you wish it to appear in the Final Program)

___________________________________________________________________________________________________________________________________________________

EXHIBITOR CONTACT (All exhibit material will be forwarded to the contact person indicated below; the individual contact name will NOT be published in the Final Program.)

Contact Name___________________________________________________ Title _____________________________________________________________________________

Address________ ___________________________________________________________________________________________________________________________________

City________________________________________________________________ State___________ Zip_____________________ Country ______________________________

Telephone _________________________________________ Fax___________________________________________ Email __________________________________________

SMFM USE ONLYDate Received__________________________________ Total Due$________________________Payment______________________Booth(s)#____________________________________________




Show your support as a sponsor or advertiser and gain valuable visibility. Reserve a commercial support opportunity to promote new products and services, demonstrate your strengths, solidify relationships and reinforce your brand. The Pregnancy Meeting’s comprehensive sponsorship program offers flexibility and opportunities at every budget level. We encourage you to review the range of support opportunities and choose the level of participation that’s meaningful to you and your organization.

COMMERCIAL SUPPORT, SPONSORSHIP AND ADVERTISING OPPORTUNITIES

responsible for the cost of food for your luncheon. Participating companies determine and manage their Learning Lunch topics and speakers independently of SMFM. The content must be approved in advance by the SMFM Program Committee. Only one available per day and they sell out fast, if you would like to reserve one of these opportunities, act immediately. Please note that by reserving a Learning Lunch sponsorship, you agree to comply with SMFM’s Learning Lunch guidelines which require providing the title, description/objectives of your lunch with the sponsorship application and your presentation for review by December 19, 2019. Applications for learning lunch sponsorships will not be accepted without title and description. For additional information and a complete copy of the Industry Learning Lunch Guidelines, please contact Julie Miller at: [email protected].

NEW! TWITTER WALL: $12,000With prominent placement in the meeting area, the Twitter wall will display participant tweets throughout the Pregnancy Meeting™. Digital banner acknowledgement on the wall as well as in the meeting program, website and app.

NEW! CONVERSATION HUBS: $6,000Start attendees talking about your company! Located throughout the meeting space on Wednesday, Thursday and Friday, conversation hubs are seating areas where attendees can take a break and network with colleagues. Sponsor is acknowledged by onsite signage and may provide literature to be displayed in sponsored hub.

THERE’S SOMETHING ABOUT SMFMCelebrating 40 years of The Pregnancy Meeting™ and Honoring Dr. Mary D’Alton

Join us Thursday, February 6 at 6:00 pm for drinks and hors d’oeuvres as we roll out the red carpet and premier the trailer for a movie about the history of the Annual Meeting. We’ll also celebrate the accomplishments of the Foundation for SMFM and honor Dr. Mary D’Alton. Mary assumed leadership of the Foundation in 2013 and will be finishing her second term as Board Chair at the 2020 Annual Meeting. During her tenure, the Foundation expanded its award programs to include new opportunities for scholarships and grants to members of the Society at various levels of training and types of practice. In addition, the Foundation enhanced communication efforts, improved administrative processes and increased its total assets. Her many years of past service to the Society include committee work and leadership positions. Proceeds from this event will help the Foundation reach its goal of an $8 million corpus by 2020 to enable its current programs to be self-sustaining. The Foundation for SMFM welcomes corporate supporters and sponsors. For more information and sponsorship opportunities please go to: bit.ly/Sponsor-RSVP-2020.

NEW! SMFM 40TH ANNIVERSARY MOVIE TRAILER: $3,000Showcase your company’s name and brand by supporting the SMFM movie trailer that will be shown during the 40th Anniversary celebratory event. Sponsors will be recognized on the trailer itself, onsite and online, and in the meeting program. Your brand will live in this evergreen trailer that will be posted on the Society’s website after the meeting.

INDUSTRY LEARNING LUNCHES: $25,000For the third year, held Monday through Friday, the Industry Learning Lunches are a great way to present

your message and informally network with meeting attendees. The capacity for Learning Lunch presentations is a minimum of 100 attendees and you will also be

mailto:jmiller%40smfm.org?subject=

http://bit.ly/Sponsor-RSVP-2020


EXHIBIT HALL PATH STICKERS: $5,000Create a path of floor stickers from exhibit entrance areas to your booth. Exhibitor responsible for production of up to 20 stickers per company. Two available.

DIVERSITY RECEPTION: $20,000The fourth annual Diversity Reception will honor an SMFM member whose service to the Society has furthered its goals of diversity and inclusion in the MFM workforce. The reception will feature a panel of SMFM leaders discussing their path to SMFM involvement and allow SMFM members to once again connect through the Diversity Mentorship Initiative. Exclusive.

EXHIBITOR HOSPITALITY FUNCTION: $11,000Perhaps more than any other space at the meeting, a hospitality reception is where attendees truly kick back, put down their trade show bags and relax. Exhibitor Hospitality Receptions are designed for companies to network directly with Pregnancy Meeting™ attendees and showcase your goods and services in an informal environment. Once space is assigned to your company, you will be responsible for making any catering/beverage arrangements and for making direct payment arrangements with the Gaylord Texan. No room rental fees will be charged. SMFM will post the reception information on the Pregnancy Meeting™ website and on the meeting app as well as provide on-site signage. Space is available for up to 300 on Friday, February 7 from 6:00 pm. There are very limited slots available, reserve yours today.

VIP LOUNGE: $50,000The VIP Lounge is a private gathering place for Past Presidents of the Society, Board members and

major contributors to the Foundation for SMFM to relax, connect and network. It will be open for three days (7:00 am – 5:00 pm Wednesday through Friday) and will offer comfortable seating, wifi, powered tables and light refreshments. The sponsor will receive recognition through onsite signage and in promotional materials before and during the meeting, and the sponsor’s logo can appear on signs, furniture and other items within the lounge. Other promotional materials from the sponsor can be displayed in the lounge and badge access will be available each day for a limited number of company representatives. Customized options are also available; contact Michele Prince at [email protected]. Limited to two sponsors.

ADVERTISE IN THE 2020 PREGNANCY MEETING™ PROGRAM AND REACH EVERY ATTENDEE!Where do SMFM attendees go to find information for all things related to the 2020 Pregnancy Meeting™? The official meeting program of course! Each attendee will receive a copy of the meeting program on-site. The meeting program contains a schedule of events, sponsored events, useful site

maps and all the information that attendees need to know to plan their Pregnancy Meeting™ activities. Advertising opportunities in the final program are available for every budget. Contact Julie Miller, Chief Relationship Officer, for pricing, specifications and insertion orders at [email protected].

OPENING RECEPTION: $20,000The Opening Reception is held on Wednesday evening. This highly anticipated and attended event signals the official start of the Pregnancy Meeting™ and Opening of Exhibits. As the exclusive Opening Reception sponsor, your company will receive recognition in the official program book, online recognition, sponsor branded napkins and signage with your logo will appear near the entrance unit of the exhibit hall and bar/food stations. Exclusive.

MEET THE FELLOWS RECEPTION: $12,000SMFM leadership and current maternal-fetal medicine fellows are encouraged to attend this invitation only reception. The sponsor will receive recognition through signs and promotional materials as well as being invited to attend the reception. Exclusive.


EXHIBIT FLOOR STAMP GAME: $12,000Put your brand into the hands of every attendee. Each registered attendee of the SMFM 40th Annual Meeting will receive their personal game card and visit participating exhibitors, get their card stamped and be eligible for the Grand Prize drawing. With this advertising opportunity you can literally put your company’s name into the hands of every attendee! Benefits include: your logo on grand prize entry signage and on the event game card, ability to draw and announce the Grand Prize at the close of the exhibits, and your logo on printed materials and signage and web site where appropriate. Exclusive.

HOTEL KEY CARDS: $14,000Make your company visible to attendees every time they open their hotel room door with this exclusive sponsorship opportunity. This is premium exposure for your company throughout the week with your company logo, booth number and/or marketing message on each attendee’s hotel room key. Card production and delivery fees will be charged to the sponsor and art must be approved by SMFM and the Gaylord Texan. Exclusive.

PHOTO BOOTH SPONSORSHIP: $12,000 Allow attendees to capture a memory at the Pregnancy Meeting™! Visitors to the photo booth will take home a photo print out of images from their photo booth session or take their online presence to the next level by getting a professional headshot. Your company name or logo with will be displayed on the photo booth and on the photos provided to visitors. Your company will be acknowledged in the official meeting program book. Additionally, you may provide

theater props or take-a-ways to visitors of the photo booth. There are many unique exposure opportunities for this incredible sponsorship and the 40th anniversary meeting will provide additional opportunities for photos and fun! Exclusive.

CHARGING LOUNGE: $12,000Provide valuable customer service with this exclusive branding opportunity. The Charging Lounge will provide attendees an easy way to charge their handheld devices, tablets and laptops at no cost. This area is customizable depending on the sponsor’s branding initiatives. Located in a highly visible area within the exhibit hall with comfortable seating, the Charging Lounge gives the sponsor a unique chance to positively interact with attendees throughout the Pregnancy Meeting™. Exclusive.

CONTINENTAL BREAKFAST: $10,000 EACH DAYContinental breakfast is provided for registrants each day of the meeting. Sponsors receive recognition in meeting promotions and on signs posted during the breakfast. Sponsors also have the opportunity for product name and logo exposure on cups, napkins, and plates provided by the sponsor. Exclusive per day.

COFFEE BREAKS: $10,000 EACH DAYCoffee breaks are held in the morning and afternoon of each day of the general meeting in the exhibit hall. Become the sole sponsor of a morning and afternoon coffee break during these key break periods in the meeting program. Sponsors also have the opportunity for name and logo exposure on coffee cups and/or napkins provided by the sponsor and to provide food at their expense. Exclusive per day.

DOOR DROP: $6,000A hotel Door Drop is a convenient and cost-effective exhibitor marketing tool that delivers your promotional materials, new product announcements, invitations or samples directly to the hotel rooms of meeting attendees. The door drop provides added visibility for your company, exhibit booth or event. This service helps reach late and on-site registrants that mailings may miss. Door Drops must be approved by show management, for more information contact Julie Miller at [email protected]. Hotel delivery fees for the door drop will be charged to the sponsor.


ATTENDEE BAG INSERT: $5,000Put your brochure or flyer directly into the hands of Pregnancy Meeting™ attendees. Inserts must be preapproved by SMFM and must be shipped to arrive at designated address by January 17, 2020. Limited availability.

MOBILE APP BANNER ADS: $4,500The Pregnancy Meeting™ will have its own app for 2020 on the iPhone, Android and iPad platforms. All attendees will have the opportunity to download this free app and use it throughout the meeting to reference schedules, maps, abstracts, local information, as well as to learn more about exhibitors. Banner ads on the homepage of the app, viewed by all attendees, will provide your company featured status. You will also have an ‘Exhibitor Enhanced Listing’ on the app, allowing you to provide additional product or service information including images, links to videos, and PDFs. The banner ads will direct users to your Exhibitor Enhanced Listing. There are limited

ads available, reserve your mobile app ad space ASAP!

NEW! MEETING WIFI: $20,000Be a meeting hero and sponsor the Pregnancy Meeting’s wifi. This terrific opportunity is sure to get your company’s name and brand to every attendee. Sponsor benefits include a branded landing page, a custom password which can include your company’s name, acknowledgment in all conference materials online and on-site and a complimentary mobile app banner ad. Exclusive.

ADVERTISE FRONT AND CENTER IN SPECIAL DELIVERY THE MONTHLY SMFM E-NEWSLETTERSpecial Delivery, the official monthly eNewsletter for the Society, features news and information for SMFM members. Special Delivery’s high-value and relevant content is delivered directly to the member’s inbox. Members turn to Special Delivery as the authority for maternal-fetal medicine related information and that is what we deliver. Special Delivery has a new,

EXHIBITORS MAY RESERVE AND PAY FOR THEIR SPONSORSHIPS ONLINE BY VISITING THE PREGNANCY MEETING™ PAGE AT SMFM.ORG/2020.

Company Name __________________________________________________________________________________________________________________________________

Mailing Address ___________________________________________________________________________________________________________________________________

City___________________________________________________________________ State_____________ Zip_________________ Country _____________________________

Telephone Number _______________________________________________________________________________________________________________________________

Authorized by (please print)_____________________________________________________________ Title_______________________________________________________

SIGNATURE ________________________________________________________________________________________________________________________________________

Please make check payable to the Society for Maternal-Fetal Medicine and mail this form along with payment to: SMFM, Exhibits Office, 409 12th Street, SW, Suite 601, Washington DC 20024-2188 or email to Julie Miller at [email protected].

If you prefer, you may pay by Visa, MasterCard or American Express


Name on Card: ___________________________________________________________________________________________________________________________________

Billing Address (if different from listed above): _______________________________________________________________________________________________________

SMFM USE ONLYDate Received_________________________________ Advertising/Sponsorship________________________ Total $__________________Payment ______________

Please respond immediately to reserve a meeting sponsorship or advertising opportunity for your company! For more information on any of these SMFM sponsorship opportunities, please contact: Julie Miller, Chief Relationship Officer. Telephone: (202) 517-6352 or e-mail: [email protected]

mobile friendly format and is the ideal vehicle to deliver your brand message and drive traffic to your company’s website and booth.

Average Monthly Stats●● Sent to more than 4,500 SMFM Members●● 41% Average Open Rate (open rate is 18.3% higher than the industry average open rate!)

For information on advertising in Special Delivery or the SMFM website and to place an insertion order, please contact Thomas Evans at Association Revenue Partners: [email protected] or 214-620-2091.

2020 SMFM ABSTRACT BOOKThe 2020 SMFM Pregnancy Meeting™ Abstract Book is a special January 2020 supplement to the prestigious American Journal of Obstetrics and Gynecology. The program lists all the abstracts presented at the meeting. For more rate and spec information on advertising please visit: www.ajog.org.

mailto:[email protected]


http://www.ajog.org


INTRODUCING THE SMFM THRIVE PROGRAM

NEW! STEPS CHALLENGE: $12,000New! The Steps Challenge encourages event attendees to hit target step goals, engage in some friendly competition, win prizes, meet new people and have some fun! Sponsorship includes branded attribution on all Challenge promotions and communications including meeting app, online and printed program materials, event signage and emails. Attendees can use the Challenge App to ‘scan-in’ with sponsor’s booth staff to receive ‘bonus steps’! Exclusive.

DAILY MORNING AND AFTERNOON YOGA CLASSES: $12,000Say “Om”! Led by Dr. Shilpa Babbar, attendees will be fit and energized when taking the yoga classes which are offered mornings and afternoons of the meeting. Sponsors will be recognized on all Yoga promotions

and communications including the meeting app, online and printed program materials, event signage and emails and during classes and on custom water bottles. As the exclusive Yoga sponsor, you may also provide your own branded items such as tee shirts or towels. Exclusive.

NEW! MORNING BOOTCAMP: $5,000Attendees will be ready to tackle a day of meetings after attending Morning Bootcamp. Led by SMFM’s Chief Advocacy Officer and Fitness Sergeant, Katie Schubert, these two morning workouts will feature high intensity interval training (HIIT). These supercharged workouts are an efficient way to burn calories and energize attendees for the rest of their day. Sponsors will be recognized on all Bootcamp promotions and communications including the meeting app, online and printed program materials,

A healthy meeting attendee is a happy meeting attendee and the Pregnancy Meeting’s wellness programs are a great opportunity for attendees to breathe some fresh air, squeeze in some daily exercise and enjoy camaraderie with fellow attendees before beginning a full day of conference events. A variety of group activities are planned.

event signage and emails. Sponsors are also welcome to contribute their own branded materials, such as tee shirts or towels to the program. Exclusive.

5K RUN/WALK: $15,000Attendees will energize their morning and see the sun rise at the Gaylord Texan on Saturday, February 8! Sponsor the popular 5K Run/Walk in collaboration with the Foundation for SMFM. The sponsor can provide branded materials and will receive recognition through onsite signs and promotional materials before and during the event, including t-shirts given to all participants. For more information contact Michele Prince at [email protected].

RELAXATION STATION: $15,000Tired attendees need a 10-minute pick me up! Sponsor the Relaxation Station in collaboration with the Foundation for SMFM. The sponsor will receive recognition through onsite signs and promotional materials before and during the meeting. Meeting attendees must visit the sponsor’s booth to request tickets for their free seated neck and shoulder massage at the Relaxation Station, which will have a prime location in a high-traffic area near the exhibit hall. Sponsorship includes two full days of service and sponsors can provide additional branded materials. For more information contact Michele Prince at [email protected].




CHILDCARE SERVICES: $5,000For the second year, SMFM is offering childcare services to meeting attendees. The childcare room will be staffed with CPR-certified childcare providers, open Monday - Saturday, and can accommodate children ages 6 weeks to 10 years old. Children will enjoy snacks and games in the room. Room sponsor appreciation signage will be available, as well as recognition in the final program. Exclusive.

RESOURCES FOR FAMILIES

STAY CONNECTEDGet the latest meeting news, share science, photos, or event-specific information on social media. Follow the meeting hashtag #SMFM20.

NURSING MEMBERS ROOM: $5,000Attendees who with young children will appreciate this relaxing and private space! Included with this exclusive sponsorship: recognition on the acknowledgements page in SMFM program book and Pregnancy Meeting™ website, your company’s logo on Nursing Mother’s Room sponsor appreciation signage outside and inside the Nursing Mother’s Room and the opportunity for you to provide branded items such as water bottles, pillows or healthy snacks for nursing mothers to enjoy. Exclusive.


ICWs are events that can be small meetings, functions, etc., that include no more than 25 SMFM attendees that are not planned or sponsored by SMFM or any of its affiliated organizations. Exhibitors request additional meeting space at the hotel for a variety of reasons including, staff meetings, sales meetings, private product demonstrations, investigator meetings, etc. ICW events are closed events not available to all attendees and not part of the official meeting program and may not be advertised as such to attendees. Exhibitors interested in hosting hospitality and/or presentation functions for attendees should visit the Commercial Support section of the exhibit prospectus for available options.

IN CONJUNCTION WITH (ICW) MEETINGS FOR EXHIBITORS

ICW APPLICATION PROCESS1. Exhibitor submits ICW application

to the Society for Maternal-Fetal Medicine for approval. All applications will be accommodated on a first-come, first-served basis. Applicant understands that available ICW function space at the hotel is limited and is not part of the SMFM meeting room block.

2. The SMFM reviews and approves/declines ICW application(s) and notifies the Gaylord Texan.

3. The SMFM notifies applicant of status.

4. Approved requests will be notified of space location after administrative fee is collected. The approved exhibitor will be sent confirmation with venue contact and will work directly with venue to organize and execute the event.

5. ICW events will be billed directly by the venue (Gaylord Texan). All room rental (if applicable), food and beverage, etc., charges from the hotel will be the sole responsibility of the ICW group.

ICW ADMINISTRATIVE FEEThe application fee is as follows:Standard Administrative Fee of $500

is implemented until January 2, 2020.Premium Administrative Fee of $600 is implemented from January 3, 2020 – February 1, 2020. No applications will be accepted after February 1.

CANCELLATION OF ICW MEETINGAll groups requesting space are responsible for following the deadlines. All cancellations received after payment is collected will not receive a refund. If the function space is canceled by the SMFM at our sole judgment that the event is in breach of the ICW contract, all unpaid fees are due to the SMFM and no refund will be administered.

NON-COMPETEICW functions that INCLUDE more than 15 professional attendees may not compete with the Pregnancy Meeting™ official scheduled program.

OUTBOARDINGOutboarding is the creation of a concurrent event that is related to an existing exhibition or event but that is not sanctioned by the organizer and that seeks to benefit from the audience the organizer attracts. The SMFM considers outboarding to be unethical business conduct and it will not be condoned nor tolerated. Any infringement of this rule may subject offending company to loss of benefits or other penalties.

EDUCATIONHosting an ICW Function that provides attendee education is not permitted under any circumstance. The SMFM will determine in its sole judgment whether an ICW’s information is considered “educational” and therefore not allowed. Demonstrations of products and/or services are not considered educational. If on-site it is deemed educational and/or for CME credit, the function will be canceled at the company’s expense.


ICW (IN CONJUNCTION WITH) MEETING APPLICATION

COMPANY ____________________________________________

CONTACT PERSON ____________________________________

PHONE _______________________________________________

EMAIL ________________________________________________

AUDIENCE:n Conference Attendees n Exhibit Personnel n Press

ESTIMATED ATTENDANCE:(include total number of attendees and exhibit personnel, no more than 25 meeting attendees are permitted at ICWs.)n 1-25

FUNCTION/MEETING PLANNED:n Reception n Provider Focus Groupn Sales Meeting n Board Meetingn Client Meeting n Users Conference/Training Sessionn Other (specify) ______________________________________

SERVICE REQUESTS:*Audio Visual: n Yes n No*Food and Beverage: n Yes n NoIf yes, please indicate type:n Breakfast n Lunchn Break n Dinner

ROOM SETUP:n Theatre n Classroom n Conferencen Rounds n Lounge n U-Shape*Company is responsible for charges incurred with these services.

n STANDARD ADMINISTRATIVE FEE OF $500is implemented until January 2, 2020.

n PREMIUM ADMINISTRATIVE FEE OF $600is implemented from January 3–19, 2020. No applications accepted after February 1, 2020.

TOTAL: __________________

DATE(S) AND TIME(S) OF MEETING

DATE: _________________________________________________

TIME: _________________________________________________

NON-COMPETEPlease note that ICW functions that INCLUDE professional attendees may not compete with The Pregnancy Meeting™’s official scheduled program.

AGREEMENT: I/We have read the Rules and Regulations for Exhibitor “In Conjunction With” Functions, and agree to assume all liability, and to indemnify and hold harmless SMFM from and against any and all liability, claims, and demands which may arise from or be asserted in connection with the forgoing undertakings and responsibilities. I/We also agree to abide by the parameters that have been set by SMFM for the use of function space.

_______________________________________________________AUTHORIZED COMPANY REPRESENTATIVE (PRINT NAME)

_______________________________________________________AUTHORIZED COMPANY REPRESENTATIVE (SIGNATURE)

_______________________________________________________DATE

SMFM 40th Annual Meeting – The Pregnancy Meeting™ • February 3–8, 2020 Gaylord Texan • Grapevine, TX • Exhibit Days: February 5–7

Only exhibiting companies, non-profits or educational institutions may request ICW meeting space. Please complete a separate form for each event or meeting. The hotel will be notified of approved requests, and will contact the exhibitor directly. From that point, the exhibitor may work directly with the hotel contact in planning their ICW event.

ICW ADMINISTRATIVE FEEPlease submit payment information with application. The application fee is as follows:

STANDARD ADMINISTRATIVE FEE OF $500is implemented until January 2, 2020.

PREMIUM ADMINISTRATIVE FEE OF $600is implemented from January 3, 2020–February 1, 2020.No applications accepted after February 1.

SMFM, Exhibits Department, 409 12th Street, SW, Suite 601, Washington DC 20024-2188. You may pay by Visa, MasterCard or American Express by completing the information below and e-mail to Julie Miller at [email protected].

SMFM USE ONLYDate Received___________________ Payment $___________________ Approved by___________________


Name on Card: _______________________________________ Signature: _________________________________________________

Billing Address: ___________________________________________________________________________________________________


Society for Maternal-Fetal Medicine409 12th Street, SW. Suite 601

Washington, DC 20024

OCTOBER 11-13, 2019 | MARCH 27-29 2020

The Dan O’Keeffe SMFM Leadership AcademyDenver, CO

OCTOBER 26-28, 2019

First-Year MFM Fellows RetreatItasca, IL

NOVEMBER 7-8, 2019

Coding Course for Maternal-Fetal MedicineOrlando, FL

NOVEMBER 8-9, 2019

Practice Management ConferenceOrlando, FL

FEBRUARY 3-8, 2020

The 40th Annual Pregnancy Meeting™Grapevine, TX

FEBRUARY 28-29, 2020

High-Impact Practice Management AcademyPhoenix, AZ

APRIL 16-18, 2020

The ISUOG SMFM Symposium on State of the Art Ultrasound in PregnancyWashington, DC

APRIL 30 - MAY 1, 2020

Coding Course for Maternal-Fetal MedicineSan Diego, CA

UPCOMING EVENTSFor more information, SMFM.org/events

For sponsorship or exhibit opportunities, please visit the SMFM website at SMFM.org/events

http://smfm.org/events

FUTURE PREGNANCY MEETING™ SITES

41st Annual Meeting

The Pregnancy Meeting™

January 25 – 30, 2021

Caesars Palace

Las Vegas, NV

42nd Annual Meeting


January 31 – February 5, 2022

Gaylord Palms – Orlando, FL

43rd Annual Meeting



Gaylord Texan Resort – Grapevine (Dallas), TX

44th Annual Meeting



Gaylord Palms – Orlando, FL

409 12th Street, SW, Suite 601Washington, DC 20024

SMFM.org

http://smfm.org

Exhibitor and Sponsorship Prospectus · to apply early. Please contact Julie Miller, Chief...

Documents

Transcript of Exhibitor and Sponsorship Prospectus · to apply early. Please contact Julie Miller, Chief...