Exhibitor Kit

Thank you for supporting ISMPP via the purchase of an exhibit stand at the ISMPP West 2019 Meeting, Changing Tides and Technology in Scientific Communications.

To assist you with the details associated with your exhibit stand, we have created this resource to help guide you throughout the process and provide you with key deadlines.

At any time, if you require assistance or have any questions, please contact: Sue Marek at [email protected] or [email protected].

We wish you much success in San Diego!


Venue + Book Your Stay

We are pleased to be returning to the West Coast and beautiful, sunny San Diego!  Our venue, the Hotel Solamar is located in the heart of San Diego's downtown.  

Hotel Solamar
435 6th Avenue
San Diego, CA 92101
Phone: +1-619-819-9500
Website: https://www.hotelsolamar.com/
Exhibit Hall and Floor: The exhibits are located in the Cabrillo Loft, located on the 1st floor directly across the hall from our main meeting/general session room

>>>Room reservation link<<<
Room rates: $209++ per night (plus tax – currently 12.695%, and $10 amenity fee per night)
ISMPP makes every effort to negotiate the best hotel rates with our event venue to keep your meeting expenses and registration fees as low as possible. By reserving a room at the host hotel, you are helping to support the ISMPP West 2019 Meeting, but also the sustainability of future ISMPP meetings.

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Networking Opportunities

Here are some of the networking opportunities available at the ISMPP West 2019 Meeting.

Scheduled events include:

  • Breakfast and morning coffee and tea service held in the exhibit hall during registration hours

  • Both the AM and PM refreshment breaks held in exhibit hall

Networking Reception
Reception directly following the conclusion of the General Session. Unwind with your peers after a busy day at our Networking Reception to be held outside (weather permitting!) on the Sun & Moon Deck.

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Exhibitor Registration Information
Deadline registration: Friday, October 18

Each Exhibit Stand is due one complimentary meeting pass.  To register any of your colleagues with the complimentary meeting pass, contact Sue Marek at [email protected]. Sue will manually register your comp registration and will forward out an email confirmation. Please have all complimentary registration pass assignments to Sue by Friday, October 18

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Exhibit Hall Hours

 Days Thursday, November 14
Friday, November 15
 Setup Hours
Exhibit Hall: Cabrillo Loft
First Floor

4:00 pm - 8:00 pm

7:00 am - 8:00 am
If you are not able to set up on Thurs. Nov 14 you will have time on Friday prior to meeting kickoff
Exhibit Hall Hours No exhibit hours. Set up only
8:00 am - 3:45 pm
You can start breaking down after last break concludes


NOTE! The exhibit hall must be dismantled and clear of any debris by 9:00 pm on Friday November 15.

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Shipping Exhibit Deliveries to Venue

Please send any materials in advance of the meeting to the following address and marked as outlined below:
 

Hotel Solamar
c/o – Jessica Hall, CSM (Hold for ISMPP Conference Nov 14-15)
435 6th Avenue
San Diego, CA 92101
Phone: +1- 619-819-9500

Note: To find your materials easier onsite, please be sure to mark on the box(es) the "sender/exhibiting organization"
The Hotel Solamar allows 3 medium sized (25lbs or less) boxes delivered on a complimentary basis, then there will be a $5.00 per box charge. Large boxes (more than 25lbs) will be charged at $10 each. Also, to accommodate all groups shipping/storage needs, we ask they arrive no more than a week prior to your arrival. If you have the tracking number, please feel free to forward it along to [email protected] as well, so it can be monitored while you are in transit.
 

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Stand Includes:

Please note that each exhibit stand includes:

  • 6-foot table

  • 2 Chairs

  • Access to electricity - up to 5 amps

  • Wifi is included with your stand - access code to be provided on site

IMPORTANT: Our Exhibit Hall consists of 15 table top stands and space will be limited.  The Hall is not able to accommodate any large pre-fabricated exhibit sets. Please be advised that we can only accommodate the 6 foot table, 2 chairs and 1 to 2 pop up/roll up banners and table top displays (total display area cannot exceed a 6’x6’ footprint). Any questions let me know. Also I can supply pictures of the set up and exhibit space if you need a visual aid.

AV Needs:

All on site AV needs are handled by the hotel in house company PSAV® Presentation Services. Brian Rash, Director of Event Technology, will be happy to assist you with any needs, quotes or questions you may have regarding Audio Visual.

He can be reached by email: [email protected] or at 619.819.9572

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Meeting 'App'

ISMPP is excited to partner with TIPMed/uSummitt once again to produce an ISMPP West Meeting Smartphone App

As an exhibitor, you will be featured within the ‘app’ to allow for the attendees to locate your space in the Exhibit Hall, as well as find you after the meeting has concluded.

To assist ISMPP with the process, we need to receive some important information from you. 

Sue Marek will reach out to each exhibitor for important information for the Meeting App' 

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Custom PPT Slides

Deadline: Thursday, November 7

Before the meeting convenes, as well as during the course of all breaks, a revolving PowerPoint slide deck will be shown in the General Session auditorium.  All exhibitors are entitled to design and send one (1) slides each to be included in the deck.Slides should be formatted for widescreen 16:9  

NOTE: All submissions are to be static slides. Any slide sent with transitions/animations will be returned to your organization for changes.  

Upon completion, please send slide designs to Sue Marek at [email protected]. All slides must be received no later than Thursday November 7.

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Exhibitor Game!

ISMPP will be conducting an Exhibitor "Quiz Game" through the Meeting App. This initiative is designed to add excitement to the Exhibit Hall as prizes will be raffled to those attendees who participate in the Exhibitor Game Quiz.

To increase the buzz around this program, we invite you and your organization to provide a prize to be raffled off. It can be as token or grand as you would like, but the more prizes we have to offer, the more incentive for attendees to visit all exhibits! Sue will reach out with directions for submitting quiz questions from each exhibitor.

Also, if interested in providing a raffle prize for the Game Quiz, please contact Sue Marek at [email protected]

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Attendee List

Included in all exhibit packages, ISMPP will provide an attendee registration list with email addresses, no later than Monday, November 4.

Please note this list is for one-time use, which will be strictly monitored.  Also, using this list for recruitment or job placement outreach by your organization is prohibited. (no job recruitment outreach)

Important: Due to the General Data Protection Regulation, ISMPP has included an “opt-out of marketing solicitations” feature in our registration form. This feature provides attendees the option to opt-out of receiving any marketing-based communications. Those who opt-out will not appear on the Attendee List you receive prior to the meeting

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Social Media Outreach

Your exhibit at the ISMPP West 2019 Meeting plays an important role in exposing current and prospective clients to your services. You can help expand the attendee roster by encouraging your clients and colleagues to attend the meeting; expand your potential return on investment while supporting ISMPP.

alt Follow us on Twitter (@ISMPP) and include #ISMPPWEST19 on all ISMPP West Tweets!
Be sure to “Like” us on Facebook for all the latest updates on the ISMPP West Meeting

alt  ISMPP also has a LinkedIn Group for additional exposure. Please remember that posts on LinkedIn should not be commercially-based; Posts deemed inappropriate will be declined.

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Key Deadlines:

Friday, October 18
Please send me your (1) comp registration pass that comes with your stand. I will manually register and email a confirmation

Monday, November 4
Exhibitor contact information for Meeting app’ information due          

Monday, November 4
Graphic piece for 1-page custom ad which will be uploaded to Meeting app due

Thursday,
November 7
(1) Promotional custom PowerPoint slides due (widescreen 16:9)

Monday, November 4
Confirm participation in Exhibitor Quiz Game Program (will donate prize)

Thursday, November 14
Exhibit Setup set up hours the evening prior to Meeting kick off from 4:00pm to 8:00pm PST.  Also you will have set up time on Friday, November 15th beginning at 7:00am PST.  Exhibits to be in place by 8:00am sharp!

Friday, November 15
Exhibit Breakdown – You exhibit stand must remain up until after the last afternoon break that concludes at 3:45 pm.The Exhibit Hall is to be clear of all materials and set up by 9:00 pm on Friday, November 15