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October 16-19, 2016 | Waikoloa Village, Big Island, Hawaii

62nd Annual International Meeting

Radiation Research Society

EXHIBITOR PROSPECTUS

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Welcome to the Radiation Research Society’s 62nd Annual International Meeting

Radiation Research Society’s (RRS) annual meeting features both contributed and invited papers from all fields of radiation research, particularly physics, chemistry, biology, and medicine. The presentations include award and invited lectures, invited symposia devoted to specific topics of current interest, refresher courses, and workshops. Poster presentations complementary to the oral sessions provide a more informal opportunity for communication between the attendees. MEETING DEMOGRAPHICS Expected Attendance: 650 Maximum Number of Exhibitors: 15 Headquarters: Hilton Waikoloa Village, Big Island, Hawaii

Show Duration: 3.5 days (Sunday, Monday, ½ day Tuesday, Wednesday) Networking Events: Opening social reception, Sunday; free evenings, Monday and Tuesday; free afternoon, Tuesday; closing event, Wednesday evening, as well as daily early, mid-morning and early-evening coffee breaks. RRS would like to provide you and your company with the opportunity to support events at our upcoming Annual Meeting. RRS offers multiple gateways for exposure to hundreds of attendees. Radiation Research Society has various sponsorship categories available at different price points, allowing everyone to be involved. The following lists the available sponsorship elements as well as important dates and information for your consideration:

OUR DELEGATES & PARTNERS

Leading scientists and program directors from US funding agencies and national labs.

Researchers and clinicians from a large number of leading US and international universities and medical schools including radiation oncology departments.

Emerging scientists and students who will be the innovators in the field; collaborate with the future in your world.

Leading scientists and staff from many important biomedical professions.

SAVE $$$ with our Early

Registration Discount! Register before May 2nd and get

5% off your exhibit space!

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Exclusive Exhibitor Concierge & Registration Site: Our goal is to help you ensure a successful return on the investment during our meeting. We strive to provide you with ample opportunities to interact with our attendees. Have an idea? We want to know what is important to you so that we can work to produce results and make sure you find value in your sponsorship. Exhibitor Advisory Concierge: This is your opportunity to promote change and let your voice be heard. We provide you with an on-site concierge who will meet with you throughout the conference to ensure that we hear and consider your needs. We value your individual input including, but not limited to: program book, schedule-at-a-glance, personal preference, etc.

What can we do better?

What did you like?

How can we help you promote your product?

Show Specific Information Table Top Exhibit: Consists of a 6’ skirted table with 2 chairs, wastebasket, and standard power cord provided by conference. Additional items may be ordered individually through the hotels conference department upon request. Order forms are available online at www.radres.org/RRSExhibit. Space Selection Process: Radiation Research Society will make every effort possible to provide exhibit space in high traffic areas. Priority will be established by sponsorship level. Terms of Payment: Booth space will be held until June 2, 2016, at which time, a 50% deposit is due. If deposit is not received by June 2, 2016, RRS reserves the right to release the exhibit space for resale. Booth space must be paid in full by August 26, 2016. Exhibitor may cancel without penalty provided written notification is received via email on or before June 2, 2016 to audrey@radres.org. If notification is not received by this date the exhibitor will be fiscally responsible for the sponsorship selected. Failure to make payments does not release the exhibitor from any contractual financial obligation. Exhibit Eligibility: RRS views the exhibits as an integral part of the educational and scientific program. Qualified exhibitors are limited to firms, organizations, and agencies whose exhibits promote awareness of products, technologies and services that are recognized and approved by RRS and are supportive of the objectives of the Annual Meeting. RRS has the sole right to determine the final eligibility of any firm, organization, agency, or product for inclusion in the Exhibit area. Exhibitors may not assign, sublet, or apportion others to the whole or any part of the space they are allocated. Only products that are manufactured or distributed by your company may be displayed in the exhibit area.

Important Dates:

January 13 Exhibitor Registration Open

May 2

Early Discount Ends

June 2 50% Deposit Due

July 1

Artwork Due

August 26 Exhibitor Space Paid in Full

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Exhibitor Benefits available based on sponsor type:

Logo in RRS Meeting Program Book & Abstract Book *

Logo Displayed on RRS Meeting Website *

Direct link from RRS Meeting Website to your company’s website

Pre-Conference E-blast of your promotions to attendees*

Advertisement in RRS Meeting Program Book *

Corporate Signage in RRS Meeting Venue (exhibit, registration, & poster area)*

Complimentary RRS Meeting Registration for Company Representatives**

Nontraditional “pod” social setup at the opening welcome reception.

Exclusive Exhibitor site that will provide overview of booking travel, accommodations, FAQs, Exhibitor Area Diagram, Move in and move out schedule, Program of Events, and user friendly forms to secure additional equipment at the headquarter hotel.

* All artwork associated with exhibitor benefits must be submitted by 7/1/16. **Complimentary Registration: grants the representative access to scientific sessions of the annual meeting. Social Events / Meals are not included with the complimentary registration. These must be purchased separately.

PLATINUM SPONSOR $25,000.00

Promotion with the following logo displays:

RRS MEETING WEBSITE with link to your company/organization’s website

RRS MEETING BROCHURE

RRS MEETING PROGRAM BOOK & ABSTRACT BOOK

CORPORATE SIGNAGE in exhibit, registration, and poster areas, and as allowed by CME regulations

PRE-MEETING ECARD inclusion with feature highlight

SLIDES for meeting room screens during non-CME functions to acknowledge your Platinum status

Print Advertising

One (1) FULL PAGE AD (8.25”x5.25”) in the meeting’s program book

ACKNOWLEDGEMENT throughout the RRS meeting program as allowed by CME regulations

Exhibitor Levels:

Platinum

Gold

Silver

Bronze

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Welcome Event Sponsorship

The WELCOME EVENT is a premier staple to our conference. You are provided with a non-traditional “pod” style social setup at the annual meeting welcome reception. Sponsorship includes logo incorporation on all promotional materials, 3 complimentary event tickets, 6 extra drink tickets (for a total of 12),VIP reserved table at event, logo on drink tickets, and prominent signage at event.

Meeting Logistics

Complimentary 8’x 20’ TABLE TOP AREA with preferential site selection provided in exhibition area and free registration for exhibitor representatives.

COMPLIMENTARY MEETING REGISTRATION (access to scientific sessions only; social events and meals are not included and must be purchased separately) for up to 5 company representatives, exclusive of exhibitors, with name tags identifying complimentary delegates as supporters.

One 10-minute TECH LAB for product feature during coffee break. Tech lab location determined as logistics are finalized (options include meeting room adjacent to booth or within own booth.)

ATTENDEE LIST (first/last name, email & organization) provided in advance for appointment scheduling.

EXCLUSIVE EXHIBITOR SITE which provides overview of booking travel, accommodations, FAQs, exhibitor area diagram, move in/out schedule, program of events, and user friendly forms to secure additional equipment at the headquarter hotel.

Promotion with the following logo displays:

RRS MEETING WEBSITE with link to your company/organization’s website

RRS MEETING BROCHURE

RRS MEETING PROGRAM BOOK & ABSTRACT BOOK

CORPORATE SIGNAGE in exhibit, registration and poster areas, and as allowed by CME regulations

PRE-MEETING ECARD inclusion with feature highlight

SLIDES for meeting room screens during non-CME functions to acknowledge your Gold status

USB FLASH DRIVE or MEETING BAG SPONSOR: Company logo on abstract flash drive or company logo on meeting bags - both distributed to all registered attendees.

Print Advertising

One (1) HALF PAGE AD (4” x 5.25” or 2.5” x 8.25”) in the meeting’s program book

ACKNOWLEDGEMENT throughout the RRS meeting program as allowed by CME regulations

Closing Night Event Partial Sponsorship

The CLOSING NIGHT EVENT gives you the chance to leave a lasting impression on the conference attendees! This event brings all attendees back together, one last time, in a festive and social atmosphere. Sponsorship includes logo incorporation on all promotional materials, 3 complimentary event tickets, VIP Reserved table at event, and prominent signage.

GOLD SPONSOR $15,000.00

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Promotion with the following logo displays:

RRS MEETING WEBSITE with link to your company/organization’s website

RRS MEETING PROGRAM BOOK & ABSTRACT BOOK

Print Advertising

One (1) HALF PAGE AD (4” x 5.25” or 2.5” x 8.25”) in the meeting’s program book

BADGE SPONSOR: Company Logo on the attendee meeting badge

Meeting Logistics

COMPLIMENTARY MEETING REGISTRATION (access to scientific sessions only; social events and meals are not included and must be purchased separately) for up to 2 company representatives, exclusive of exhibitors, with name tags identifying complimentary delegates as supporters.

One Complimentary TABLE TOP EXHIBIT (6’ table) provided in the exhibition area and free registration for exhibitors.

EXCLUSIVE EXHIBITOR SITE which provides overview of booking travel, accommodations, FAQs, exhibitor area diagram, move in/out schedule, program of events, and user friendly forms to secure additional equipment at the headquarter hotel.

Promotion with the following logo displays:

RRS MEETING WEBSITE with link to your company/organization’s website

RRS MEETING PROGRAM BOOK & ABSTRACT BOOK

Print Advertising

One (1) QUARTER PAGE AD (2.25” x 5.25”) in the meeting’s program book

BAG TAG SPONSOR: Company logo on promotional luggage tag for all attendees

Meeting Logistics

COMPLIMENTARY MEETING REGISTRATION (access to scientific sessions only; social events and meals are not

included and must be purchased separately) for up to 3 company representatives, exclusive of exhibitors, with

name tags identifying complimentary delegates as supporters.

One Complimentary TABLE TOP EXHIBIT (6’ table) with preferential site selection (after Platinum) provided

in the exhibition area and free registration for exhibitors.

EXCLUSIVE EXHIBITOR SITE which provides overview of booking travel, accommodations, FAQs, exhibitor area diagram, move in/out schedule, program of events, and user friendly forms to secure additional equipment at the headquarter hotel.

ATTENDEE LIST (first/last name & organization only) provided in advance for appointment scheduling.

SILVER SPONSOR $10,000.00

BRONZE SPONSOR $5,000.00

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TABLE TOP DISPLAY (6’ table) and complimentary registration (access to scientific sessions only; social events and meals are not included and must be purchased separately) for exhibiting partner.

Scholars In Training Workshop $5,000.00 Join RRS in sponsoring the SIT Saturday Workshop and Social Event- This is an opportunity to present your brand and product to the next generation of scientists, exclusively, for a full day. The SIT Workshop and Social are two important events for all new scholars. Your logo will be featured during the SIT Workshop on a show slide and in the meeting’s program book. The SIT Social takes place the Saturday night before the confer-ence begins, and facilitates socialization between upcoming professionals in various fields of study. SITs have the chance to get to know each other and establish long lasting connections in the medical and scientific com-munity. The laid back atmosphere makes the audience receptive to marketing practices. 1 available

Tech Labs $1,500.00 Similar to past years, we are offering technology labs that occur during breaks between conference lecture sessions. The labs are designed to provide 10-minute informational overviews for professionals such as personal devices technologies or product overviews. This Tech Lab sponsorship provides the ability to sponsor individual product demonstrations or technology tidbits. Sponsorship of the Tech Lab Workshop conveys the notion of being a leader in the field and offers our vendors the opportunity to feature your product. Labs will be on a first come first serve basis and limited seating will be provided for attendees. First availability will be prioritized for package sponsorships and loyal partners. 3 available

Conference Pen Sponsorship $1,000.00 The 1,000 conference pens distributed will have your logo stamped on them. These pens will be passed out to every attendee at the conference when they check in and will be available throughout the conference area to individuals who need another. This is a great way to reach all members of RRS. 1 available

Karaoke Sponsor $5,000.00 New sponsorship for 2016 - Karaoke is back by popular demand! Support this 2nd annual event, held immediately following the Welcome Reception. This sponsorship helps to cover drinks for event attendees. Your logo will be featured on drink tickets and displayed in and around event venue. 1 available

EXHIBIT ONLY $2,000.00

A ‘LA CARTE OFFERINGS (or upgrade with a sponsor package)

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ITEM P G S B

PROMOTION

Tech Lab- Feature Product (in minutes) 10

Welcome Reception:

-VIP Table x

-Logo on Drink Tickets x

- Signage Throughout Venue x

Closing Event

-Logo Display on Promo Materials & Drink Ticket x

-Complimentary Event Tickets 3

-VIP Table x

-Signage Throughout Venue x

LOGO DISPLAY

RRS Meeting Website/Link x x x x

Pre-RRS Meeting Advertising x x

Meeting Brochure x x

RRS Program Book & Abstract Book x x x x

Pre-Meeting E Card x x

Slide Show on Meeting Room Screen (non-CME) x x

Thumb Drive or Conference Bag Sponsorship x

Badge Sponsorship x

Luggage Bag Sponsorship x

PRINT ADVERTISEMENT

RRS Meeting Program Book

◦ Full page x

◦ Half page x x

◦ Quarter page x

SIGNAGE

RRS Meeting Venue x x

SUPPORTER ACKNOWLEDGEMENT

RRS Meeting Program x x

RRS Meeting Functions x

TRADE EXHIBITION

Table Top Exhibit Space 8’x20’ 6’ table 6’ table 6’ table

Display Site Preference 1 2 3 4

RRS MEETING REGISTRATION

Complimentary Registrations for Company Reps. 5 3 2 1

Exhibitor Registration Site x x x x

DELEGATE LIST

First/Last Name, Email & Organization x x

SPONSOR BENEFITS AT A GLANCE

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2016 Annual International Meeting Support Contract

Company Name: ___________________________________________________________________________________________

Contact Person: _______________________________________ Position of Contact Person: ____________________________

Billing Address:_______________________________________City:__________________________________________________

State/Prov: _____________ ZIP/Postal Code: ________________Phone: _____________________ Fax:_____________________

E-mail Address:____________________________________________________________________________________________

Social medias used by your company: ____ Facebook ____Twitter ____YouTube ____ LinkedIn Other:____________

Support Package Option Price Each Quantity Subtotal Platinum Supporter $25,000 X 1 = _______ Gold Supporter $15,000 X 2 = _______ Silver Supporter $10,000 X ______ = _______ Bronze Supporter $5,000 X ______ = _______ Exhibit Only $2,000 X ______ = _______ Add: Karaoke Night Sponsorship $5,000 x ___1___ = _______

Wi-Fi Lounge Sponsor (1 available) $5,000 X ______ = _______ Scholars-in-Training Workshop and Social Sponsorship (1 available)

$5,000 X ______ = _______

Tech Labs (3 available) $1,500 X ______ = _______ Pen Sponsor (1 available) $1,000 X ______ = _______

Total Support Amount: $ _______________

Payment Information Check (payable in U.S. Funds to: Radiation Research Society) _____VISA _____MasterCard

Credit Card Number: _______________________________________________Exp. Date: __________CVS_______

Print Name on Card: __________________________________Signature:__________________________________________

I hereby contract with the Radiation Research Society (RRS) to support the 2016 RRS Annual Meeting as outlined above.

I understand that my balance is due to RRS headquarters no later than August 26, 2016.

I agree to provide RRS with an electronic copy of my corporate logo and authorize use of this logo as noted for the sole purpose of sponsor identification. All artwork is due July 1, 2016. (If this deadline is missed, graphics will not be included in the program book and RRS cannot be held responsible)

I understand that this contract may not be changed or cancelled after the closing deadline of June 2, 2016.

I understand that complimentary registration allows access to the scientific sessions only. Social events and meals require purchase of a separate ticket(s).

Initial: ___________ Date: _______________

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Terms of Payment: Booth space will be held until June 2, 2016 at which time a 50 percent deposit is due. If deposit is not re-ceived by June 2, 2016 , RRS reserves the right to re-lease the exhibit space for resale. Booth space must be paid in full by August 26, 2016. Exhibitor Benefits: All artwork associated with exhibitor benefits must be submitted by July 1, 2016. Cancellation: The exhibitor may cancel without penalty provided written notification is received via email (audrey@radres.org) on or before June 2, 2016. If notification is not received by this date, the exhibitor will be fiscally responsible for the sponsorship select-ed. Failure to make payments does not release the ex-hibitor from any contractual financial obligation. Exhibit Eligibility: RRS views the exhibits as an integral part of the educa-tional and scientific program. Qualified exhibitors are limited to firms, organizations, and agencies whose exhibits promote awareness of products, technologies, and services that are recognized and approved by RRS and being supportive of the objectives of the Annual Meeting. RRS has the sole right to determine the final eligibility of any firm, organization, agency, or product for inclusion in the Exhibit area. Exhibitors may not assign, sublet, or apportion others to the whole or any part of the space they are allocated. Only products that are manufactured or distributed by your company may be displayed in the exhibit area. Indemnification by Exhibitor: Exhibitor agrees to fully defend, indemnify, and hold harmless RRS, RRS management, agents, staff, employ-ees, consultants, and vendors, as well as the operator of the Waikoloa Resort, and its agents or employees, for any and all injuries and damages, including, but not limited to, attorney’s fees and costs, arising from any lawsuit or claim, whether or not viable, arising or re-lated to any negligent or intentional act or failure to act by exhibitor or exhibitor’s employees, staff, agents, or exhibitor’s exhibit or products, which cause damage or injury to any third party, or for any violation of any rule, ordinance, regulation or instruction of any gov-ernmental agency, the Waikoloa Resort, or RRS.

Hilton Waikoloa Village Resort Delivery & Shipping: Shipments may not arrive prior to one week before the RRS Annual Meeting (Sunday October 9, 2016 for a start date of Sunday October 16, 2016). Hilton Waikoloa Village Address & Labelling Instructions:

Sef Taufa - Senior Events Manager Hilton Waikoloa Village 69-425 Waikoloa Beach Drive Waikoloa, HI 96738 Hold For: Guest’s Name, Organization/Company Name Radiation Research Society Number of Boxes (Ex. Box 1 of 2 and Box 2 of 2) Additional Shipping Information:

Any loose boxes- $2.00 each

Wrapped pallets or freight over 250 lbs- $50.00 each

The Hotel does not accept any liability for equipment, goods, displays, or other materials, which arrive unmarked or fail to arrive at the Hotel. Each vendor is responsible for insuring its property for loss or damage. Shipping Out Procedures: Exhibitors should complete appropriate shipping forms (FEDEX, UPS, DHL, etc) and affix to each parcel being shipped out. Please note on the label - SHIPMENT FROM: Hilton Waiko-loa Village / 69-425 Waikoloa Beach Drive / Waikoloa, HI 96738. Shipping agents will NOT accept any other address and will not accept delivery if otherwise. All parcels must be properly packed, sealed and labeled with the recipient’s name and address. A fee of $100.00 per hour, two (2) hours minimum will be assessed for boxes not packed and forms not completed. Scheduled pick up time should be arranged with Catering Manager.

The Hotel does not provide 24-hour security. Please consider this when planning your exhibit material for the conference.

Authorized Signature: ____________________________________________________________________ Date: __________________________________________

PLEASE RETURN CONTRACT VIA: Mail: RRS 2016 Annual Meeting, c/o Radiation Research Society | 380 Ice Center Ln, Suite C, Bozeman MT, 59718

FAX: 406.587.2451 | EMAIL: audrey@radres.org

I acknowledge that I have read and agree to the hotel policy.