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  1. What is the address, telephone number, and web address of the meeting location?
  2. What are the official dates of the Annual Conference?
  3. What is the booth rental cost?
  4. What’s included in my booth rental?
  5. How can I select a booth?
  6. How do I access the Exhibitor Portal?
  7. The original booth contact for my organization no longer works here. How do I transfer the contact information?
  8. How can I pay my invoice?
  9. What methods of payment are accepted?
  10. My institution can only pay by purchase order. How can I rent a booth?
  11. What are exhibitor tasks, and how do I complete them?
  12. Can I cancel my booth rental?
  13. What are the Exhibitor Installation and Dismantling times for the Expo Hall?
  14. Where do I find information on set-up regulations?
  15. How do I order electricity and furniture for my booth?
  16. Will there be internet in the hotel?
  17. What is an Exhibitor Service Manual, and when will we receive it?
  18. How do I ship my materials to the convention center?
  19. What credentials will I need to get into the Expo Hall before official hours? (For daily set-up/break-down)
  20. I have a colleague who will be helping me set-up/tear-down, but will not be attending the expo. What credentials do they need to get into the expo hall?
  21. What are Exhibitor Appointed Contractors?
  22. What proof of insurance do I need to provide to show management?
  23. Can we bring in food for attendees to sample?
  24. Do I need to register for the conference?
  25. When can I book my housing?
  26. How do I obtain an invitation letter for my visa application?

1. What is the address, telephone number, and web address of the meeting location?

SBI 2020 will be held at the Denver Sheraton Downtown Hotel, Denver, Colorado.

1550 Court Place
Denver, Colorado 80202
Tel: +1. 303.893.3333
Web address: https://www.marriott.com/hotels/travel/dends-sheraton-denver-downtown-hotel/

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2. What are the official dates of the Annual Conference?

The conference begins Thursday, April 16, 2020 and ends Sunday, April 19, 2020. The Expo will be held in Grand Ballroom of the Denver Sheraton’s I.M. Pei Tower.

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3. What is the booth rental cost?

A 10x10 booth will cost $3,500. Additional fees will apply to endcaps, corners, and island booths.

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4. What’s included in my booth rental?

Each 10 ft. x10 ft. booth is set with standard pipe and drape with 8 ft. high back drape and 3 ft. high side drape, and a 44”x7” booth identification sign. The exhibit area is carpeted (but you may purchase or bring your own flooring). In addition:

  • Four (4) complimentary, nontransferable, non-CME conference registrations (approx. valued at over $5,800 USD) per 10 ft. x 10 ft. booth purchased.
  • A listing in the Exhibitor Information section of the Mobile App (provided all required payments and tasks are submitted by January 24, 2020) including organization’s name, booth number, URL, and description.
  • A listing on the interactive Expo Hall map including exhibiting organization’s name, booth number, logo, and description.
  • Access to attendee networking features within the official Online Program and Mobile App.
  • The opportunity for an expanded listing of your organization through the purchase of display ads

* Furniture, electricity, internet or other utilities are not included in your booth purchase. Fully paid exhibitors will be provided with the Brede Exhibitor Service Manual early 2020 to plan furnishing and equipping their booths.

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5. How can I select a booth?

SBI 2020 booth sales will open Tuesday, August 7. View the 2020 Expo Floor Plan see which booths are available. Once booth sales open, prospective Exhibitors will be able to select and rent a booth using our online booth rental portal.

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6. How do I access the Exhibitor Portal?

The Exhibitor Portal will be available to exhibitors who have completed the rental process. There is only one booth admin who will have access to the company's portal. The person who completes the booth rental is assigned as the booth admin by default. If you do not have access to the portal and should be the booth admin, please contact Jennifer Leeper at jleeper@sbi-online.org  to request an admin swap.

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7. The original booth contact for my organization no longer works here. How do I transfer the contact information?

Please e-mail Jennifer Leeper at jleeper@sbi-online.org with the following information in your request:

  • Booth Number
  • Name of Organization
  • New Booth Contact Details:
    • First and last name
    • E-mail

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8. How can I pay my invoice?

Exhibitors with completed booth rentals will be able to pay their booth deposits and submit final payments in the Exhibitor Portal.

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9. What methods of payment are accepted?

SBI accepts payment by credit card, check, and wire transfer (international exhibitors only). We do not accept purchase orders. If paying by credit card, exhibitors are required to pay a 100% at the time of booking online. If paying by check or wire transfer, 100% payment is required within 30 days of booking. After January 24, 2020, all bookings must be paid 100% at the time of reservation. No exceptions will be permitted.

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10. My institution can only pay by purchase order. How can I rent a booth?

If you are required to pay by Purchase Order, the exhibits staff will include the PO# on your invoice, however, you will still be required to pay by one of the three options listed above.

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11. What are exhibitor tasks, and how do I complete them?

Exhibitor Tasks are listed and can be completed within the Exhibitor Portal. These tasks allow exhibitors to complete payment, and submit to SBI the necessary information to promote each organization within the printed conference program, online planner, and interactive floor plan. Failure to complete these tasks by January 24, 2020 will result in a delayed, or non-representation in these materials.

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12. Can I cancel my booth rental?

Cancellation of exhibit booth space must be in writing and postmarked by the cancellation deadline of February 6, 2020. Deposits are nonrefundable, regardless of the date of cancellation. Cancellations are subject to a liquidated damages payment of 75% of the total exhibit booth rental because of the difficulty of determining and proving SBI’s actual losses. There will be no refunds for cancellations received after 5:00 p.m. EST on February 6, 2020. No shows shall be treated as cancellations. Upon cancellation (including no shows), SBI has the right to resell the space and retain all revenue collected.

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13. What are the Exhibitor Installation and Dismantling times for the Expo Hall?

Installation:
Wednesday, April 15, 2020 – 10:00 a.m. – 10:00 p.m. (MST)
Thursday, April 16, 2020, 7:00 a.m. – 10:00 a.m. (MST)

Dismantling:
Saturday, April 18, 2020, 2:00 p.m. – 10:00 p.m. (MST)

Please note that during Expo set-up and tear-down, the Expo Hall is considered a Work Site and all exhibitors are expected to meet and adhere to the safety guidelines set forth by SBI and the Denver Sheraton. Failure to do so could result in the exhibitor being denied access to the Expo Hall.

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14. Where do I find information on set-up regulations?

Detailed booth requirements are listed in the show prospectus. Booth height will be strictly enforced.

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15. How do I order electricity and furniture for my booth?

When available, exhibitors will be able to use Brede’s Online Exhibitor Service Manual to make arrangements for ordering electricity and furnishings for their booth. This will be sent out to all exhibitors with a zero balance in early 2020.

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16. Will there be internet in the hotel?

The Denver Sheraton does offer complimentary Wi-Fi, however, it is not recommended for video or presentation streaming. The complimentary Wi-Fi service is for casual browsing only. Exhibitors should consider purchasing internet for their booths to ensure optimal coverage for lead retrieval and messaging to attendees.

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17. What is an Exhibitor Service Manual, and when will we receive it?

The Online Exhibitor Service Manual is a comprehensive resource for our exhibitors provided by Brede Decorating Services, SBI general services contractor. This guide contains information for furnishings/electricity rental, booth set-up/tear down, convention center order forms, and much more. Brede works closely with all exhibitors to ensure a successful, well-planned, and safe experience for the SBI Symposium Expo. The manual will be sent out in early January to all exhibitors with a zero balance as of January 24, 2020.

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18. How do I ship my materials to the convention center?

Information on shipping will be available in the Exhibitor Service Manual.

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19. What credentials will I need to get into the Expo Hall before official hours? (For daily set-up/break-down)

All exhibitors will need an EXHIBITOR badge to enter the Expo Hall before official Expo Hall hours. This credential will also be required during installation and dismantling hours. Only exhibitors who have the exhibitor designation on their attendee name badges will be given this ribbon. All individuals who are listed on your staffing list will receive the designated badge access.

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20. I have a colleague who will be helping me set-up/tear-down, but will not be attending the expo. What credentials do they need to get into the expo hall?

Please contact Jen Leeper at jleeper@sbi-online.org to make the necessary arrangements.

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21. What are Exhibitor Appointed Contractors?

Exhibitor Appointed Contractors (EAC) are general services contractors hired by exhibitors outside of SBI’s official contractor, Brede. If an EAC is employed, the Exhibitor must provide SBI the name of the EAC no later than 30 days prior to the first day of Exposition move in. All EACs must provide a valid certificate of insurance for liability and worker’s compensation.

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22. What proof of insurance do I need to provide to show management?

Taken from the Liability and Insurance clause of the 2020 Exhibit Space Contact Terms and Conditions:

Exhibitor must obtain insurance policies covering its exhibit materials at the conference. Exhibitor must also have adequate public liability, bodily injury, and property damage insurance coverage for participation in the Expo. Such insurance shall name SBI, the Denver Sheraton, as additional insureds. All Exhibitors must provide a certificate of insurance coverage to SBI. Exhibitor hereby waives each and every claim that arises or may arise in its favor against one or more Indemnitee for any and all losses covered by its insurance. Such waiver precludes the assignment of any claim by subrogation or otherwise.

Please e-mail Exhibits Manager, Jennnifer Leeper, at jleeper@sbi-online.org for further information.

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23. Can we bring in food for attendees to sample?

All food being distributed within the convention center must be approved by the convention center food services department. For more information about ordering food and beverage at your booth will be available in the Exhibitor Service Manual.

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24. Do I need to register for the conference?

Each exhibiting organization is allowed four (4) complimentary registrations per 100 sq ft (10’ x 10’) booth rental space. This pass will allow your staff to drop in on open educational sessions.

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25. When can I book my housing?

The official housing block for SBI 2020 will open in November 2019. Exhibitors are encouraged to book early and within the SBI housing block to secure the best rates in nearby hotels. Please see the Unauthorized Housing Providers Notice for information on housing scams.

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26. How do I obtain an invitation letter for my visa application?

Non-U.S. based exhibitors who require invitation letters for visa applications will be able to request a letter of invitation in early 2020. Exhibitors are encouraged to request letters as early as possible. The request period will close March 15, 2020.

Be sure to familiarize yourself with the wait times information for interview appointments and visa processing at each embassy and consular section worldwide. Further information on this can be found on the U.S. Department of State website. Please allow 3-5 business days to process your request. The acceptance of a request will be based on the information provided by the attendee demonstrating professional or academic alignment with SBI’s mission and values.

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Unauthorized Housing Providers Notice

SBI has been alerted that unofficial housing providers have been contacting SBI attendees and exhibitors claiming they can secure hotel rooms at designated SBI hotels in Denver, Colorado for the 2020 SBI/ACR Breast Imaging Symposium. These companies are not authorized to represent SBI, nor do they have access to officially contracted room blocks or rates on behalf of SBI.

For your own protection, please do not make reservations through any other housing or travel company. If you receive a call or e-mail from any company that is not SBI’s official housing provider, please contact us immediately at jleeper@sbi-online.org.

SBI encourages all conference attendees to secure their guest rooms within the group block by making your hotel reservations through the official housing reservation web site starting on November 1, 2019.

There have been many reports of false or deceptive activities undertaken by some of these unofficial agencies. Here are some things to be aware of:

  • Many of these agencies cannot actually guarantee a reservation because they do not have contracts for room blocks with the SBI hotels. They will contact a housing wholesaler to see if anything is available that can be resold to you.
  • Even legitimate wholesalers cannot knowingly book conference delegates in the conference block. Only contacting the hotel directly will ensure you have booked within our room block. If the hotel determines that a conference delegate has been solicited or contacted by a wholesaler, the room rate may be increased to match or exceed the group rate or the room reservation may be canceled. A rate quote from a room broker is not a guaranteed rate.
  • Rooms booked through unauthorized housing companies must sometimes be fully prepaid. Rather than a one-night deposit, an unauthorized company may require payment of the full cost for the entire stay for each room booked at the time of booking. NEVER give your credit card information out to someone who calls you and offers you a good deal on guest rooms for the SBI Symposium unless you are 100% certain you know who is on the other end.
  • Reservation confirmations and numbers are often not available from these companies until less than a week before the arrival date. Even then, this may not guarantee that a room will be available when you arrive.
  • Generally, these companies cannot secure a large block of rooms—only one or two at a time. Exhibitors should be particularly wary, since they often need to book a group of rooms for their staff who will be exhibiting during the conference.
  • Name changes on room reservations with unofficial wholesalers/room brokers may be difficult to make.
  • SBI will not be able to assist delegates or exhibitors who have reserved rooms outside the block if problems result from booking through an unauthorized company. SBI contracts with hotels in our block and includes clauses to protect our delegates should the hotel oversell the rooms or should any issues arise with reservations.
  • Many of these unauthorized housing companies will contact SBI delegates and exhibitors to offer lower priced guest rooms than SBI's published rates at same brand hotels that are not located in Denver and a distance away from the hotel with no recourse to cancel these reservations.