Sponsors and exhibitors should check this page for details on all regulations, processes and deadlines they must adhere to.
WHERE?
Onsite at the CANCÚN CENTER, Cancún, Mexico
Address: Blvd. Kukulcan Km. 9, Zona Hotelera, 77500 Cancún, Q.R., Mexico
Visit the website here.
WHEN?
Exhibition build: 12-12 September 2025 (access hours to be confirmed for sponsors/exhibitors, depending on package entitlements and stand size/type)
Pre-Congress Courses: 12 September 2025
Congress: 14 - 17 September 2025
Exhibition breakdown: 17 September 2025
WHO?
International Society of Ultrasound in Obstetrics and Gynecology (ISUOG)
122 Freston Road, London, W10 6TR, UK
122 Freston Road, London, W10 6TR, UK
Email: [email protected]
ISUOG (or the “Organisers”) will be responsible for the management of the Congress exhibition and for the coordination of exhibitor and sponsor activities.
Please note that the official language of the Congress is English.
Important documents:
- Exhibition floorplan
- Venue floorplan overview
- Cancun Center operational manual
- Sponsorship & exhibition terms and conditions (inc. code of conduct)
- Scan demonstration guidelines
- Scan demonstration machine specification and equipment provision form
- Venue booking forms: COMING SOON
- Shipping and logistics information & forms: COMING SOON
- Data protection addendum for mailing lists (company-specific forms will be sent out by ISUOG team)
Click the above links to open the documents. More documents to be published soon.
Sustainability
What are we (ISUOG) doing this year to make the World Congress more sustainable?
ISUOG is working hard to try to reduce the negative impact of the Congress on the environment. Every year, we are doing more to reduce our impact and build a more sustainable event. So far, some of the things we have been doing include: greatly reducing our printed materials, avoiding single-use materials where possible, and encouraging our delegates to bring a reusable water bottle to the venue. Please see the sustainability section of our FAQs for more information on this.
We are very conscious that there is a lot more to be done on this sustainability journey, and that ISUOG must lead by example to encourage our sponsors and exhibitors to do the same. Thus, we will be making the following efforts at the Cancun congress, as well as continuing the actions we already take:
- The ISUOG stand will be built with more sustainable/re-usable materials and will have no carpet or linoleum flooring
- Carpet/flooring is not included in shell scheme packages and is highly discouraged on space only stands. We hope that eventually our Congress will become completely carpet-less
- Food waste from the Congress will be donated locally, via an initiative run by the Cancun Center
We implore our sponsors and exhibitors to reduce their carbon footprint where possible, through methods such as:
- Reducing/avoiding printed materials: please use digital where possible and where print is essential, please print locally and consider recycled/recyclable materials.
- Reducing/avoiding unwanted giveaways: please think carefully about items you are bringing to the Congress and only bring items that will be really valued by delegates, preferably sourced locally in recycled/recyclable materials.
- Using more sustainable and/or re-usable materials to build stands
- Using public transport onsite rather than private travel, such as taxis
- Offsetting team members’ flights to the Congress destination, if possible
We hope that, starting this year, our sponsors and exhibitors will make more sustainable choices not only at the ISUOG World Congress, but at all events they attend going forward.
Congress timetable
Please note that these times are provisional and are subject to change.
Build
|
Date
|
Times
|
Exhibition
hard build
|
Friday 12 September
|
08:00 – 12:00: Marking out and shell scheme construction
12:00 - 22:00: Priority access for Diamond, Platinum and Gold sponsors
14:00 - 22:00: Access for Silver, Bronze and remaining space only stands
22:00: Exhibition hall closes. All exhibitors/contractors must vacate the building.
IMPORTANT: No truck access inside exhibition hall
|
Exhibition
soft build
|
Saturday 13 September
|
08:00 - 22:00: Access for all space only stands
10:00 - onwards: Electricity installation
From 14:00: Decoration/stand dressing/fine tuning only, on the shell scheme stands
22:00: Exhibition Hall closes. All exhibitors/contractors must vacate the building. ALL stands must be ready, empty crates and packaging material must be removed, and all aisles should be cleared, for opening the next day
IMPORTANT: There is no onsite storage, sponsors/exhibitors must order this via [email protected]
|
Congress exhibition hours
|
Sunday 14 September
|
08:00 - 19:00 (including Welcome Reception)
16:00: ALL stands must be ready, and all aisles must be clear of exhibits to enable cleaning and setting up of the catering areas for the Welcome Reception
17:30: Exhibitors are cordially invited to the Welcome Reception. ALL exhibitors are asked to please be at their stand for the duration of the event.
|
Monday 15 September
|
08:00 - 18:10
|
|
Tuesday 16 September
|
08:00 - 18:10
|
|
Wednesday 17 September
|
08:00 - 15:50
|
|
Exhibition breakdown
|
Wednesday 17 September
|
15:50 - 23:00 (all exhibitors/contractors must vacate the building by 23:00)
|
Registration and badges
Allocated badges
Please see below for quantities of badges included in each sponsorship package:
Sponsorship package
|
Diamond
|
Platinum
|
Gold
|
Silver
|
Bronze
|
9m² shell
scheme
|
6m² shell
scheme
|
Early
start-up
|
Industry scientific badges
|
16
|
12
|
8
|
6
|
4
|
0
|
0
|
0
|
Exhibitor badges
|
16
|
12
|
8
|
6
|
4
|
3
|
2
|
1
|
Additional badges: All confirmed sponsors/exhibitors will be given access to the Exhibitor Portal in late Spring 2025, where they can buy additional exhibitor and scientific badges. Below is the pricing for additional badges:
Badge type
|
Price (USD)
|
Exhibitor badge – Early bird (before 14 Jul)
|
$600
|
Exhibitor badge – Standard (14 Jul – 12 Sept)
|
$665
|
Exhibitor badge – Onsite (13 – 17 Sept)
|
$750
|
Industry scientific badge - Early bird (before 14 Jul)
|
$1200
|
Industry scientific badge – Standard (14 Jul – 12 Sept)
|
$1330
|
Industry scientific badge – Onsite (13 – 17 Sept)
|
$1530
|
Temporary staff pass (e.g baristas, scan models and AV technicians) | $200 |
We understand that the staff of our industry partners may need to attend sessions in the main program. ‘Industry scientific’ badges are for this purpose.
Lead capture: Licenses/devices will be available to hire for the Congress. Lead capture is available either by purchasing a license only, for use on a personal device, or by purchasing a license and a device. If purchasing license only, sponsors/exhibitors must still purchase as many licenses as the number of users (licenses are not for unlimited use across multiple devices, they are one license per user/device). Information on how to hire and pay for these will be sent out to all sponsors in late Spring 2025.
Important information:
- There will be no access to the Congress without a badge.
- Each badge must be allocated to an individual person via the exhibitor portal prior to the Congress.
- Badges will be available for onsite collection from the registration area. In order to collect a badge, the name of the badge holder must be given.
- Should you choose to collect the badges as a group, you will need to provide the names of all badge holders and make arrangements to distribute the badges before entry to the exhibition.
- Please note that any additional hostesses/staff working on your symposium, within your hospitality suite or on your stand must have a valid temporary staff pass, which must be purchased in advance.
- From 13 September onwards, the onsite fees (see above) will apply for all badge purchases with strictly no exceptions.
Social media, video, print, web, app and email advertising
Social media package
Eligibility: Included in Diamond package. Other sponsors have the option to purchase.
Entitlements:
The use of ISUOG logo in own publications
The use of ISUOG hashtag in own publications
The use of ISUOG World Congress branding (if desired) in own publications
1 post on ISUOG X/Twitter account*
1 post on ISUOG Facebook account*
£500 additional fee for any additional social media accounts desired
*All text and design will be subject to final sign off by the ISUOG marketing department. Diamond and platinum sponsors can stipulate the date of their posts (outside of live event dates). All other sponsors’ posts will be scheduled by the ISUOG marketing department. Content should be sent 10 days in advance of posting/sending minimum. Sponsors wishing to use the brand must follow the World Congress brand guidelines. ISUOG can offer a design service (at cost) for sponsors for social media materials if desired. Sponsors who wish to use the brand and/or design service, must contact [email protected].
Post format:
Facebook: Up to 500 characters
X/Twitter: Up to 280 characters
Limit includes spaces and must contain the compulsory phrase “Promotional message from (company name)”. We require this to differentiate promotional messages from ISUOG content. If you would like to use images or your company logo, it should be sent as JPEG or PNG format. If an image contains text, it won’t be included in the word count. You can decide on the purpose of your post with your marketing team and keep us informed. ISUOG will schedule your post according to ISUOG internal schedule.
Please send your content to [email protected].
Deadline: 3-Aug-25
Innovation video on website
Eligibility: Included for all sponsors, published on the 'meet our sponsors & exhibitors' subpages.
Format: Please submit this as a Vimeo or YouTube link. If this is not possible, please submit an mp4 file via downloadable link such as WeTransfer or Google Drive sent to [email protected].
Duration: 20 seconds max.
Deadline: 9-Aug-25
Mini program booklet advert
Eligibility: All Diamond sponsors are entitled to one mini program booklet advert
Deadline: 14-Jun-25
File format: ready to print CMYK Composite PDF. For exported PDF: PDF/X-1a:2003 standard
Images: CMYK, 300 DPI, preferably JPG without compression, embedded in the pdf at 1:1 aspect ratio
Fonts: all fonts in the file should be embedded or scrubbed
Colours: please include only the colours that will actually be printed. If possible, please do not include colour scale, register and file info! Colour space/outline: Coated FOGRA39 (ISO 12647-2:2004).
Pages: please provide pages with crop marks
Dimensions: Please size your order according to A5. In case of run-out, please allow a margin of + 3-5 mm.
Abstract book advert
Eligibility: Premium position included for Diamond sponsors. Allocation included for Platinum sponsors
Format and specifications: Abstract book advert template
Trim size 210 x 297 mm
Resolution must be a minimum of 300 dpi
Colour must be CMYK (No spot / Pantone colour or RGB colour).
Black and white ads must be set to grayscale
Fonts should be embedded/subset and should be PostScript Type1, TrueType or OpenType.
All transparency and layers flattened.
Crop and registration marks must be offset 12 pts from bleed. Do not place crop marks within live or bleed areas.
Do not set white to overprint.
File Types: PDF only
Deadline: 14-Jun-25
Please note that adverts will be placed where space allows at the discretion of the Organisers.
Advanced delegate opt-in mailing list
Eligibility: 1x advanced list for all Diamond and Platinum sponsors, for use twice, plus 1x use for symposium if applicable
Eligible sponsors are entitled to receive a copy of the advanced delegate opt-in list for 2 advance mailings. The list will be provided to sponsors who sign and return the data protection addendum to [email protected]. If you have not received the addendum, please contact [email protected]. Please note, the mailing list will consist of delegates who have opted in for sponsor communications according to GDPR. Sponsors must share their mailing with ISUOG for approval before sending.
Deadline: 1-Aug-25
App notifications and profiles
Profiles
Eligibility: All sponsors/exhibitors will have a profile created on the Congress app, the text and logo for this will be the same as the profile on the meet our sponsors subpages.
Format: Exhibitors will have the bio and logo, and Diamond, Platinum, Gold, Silver and Bronze sponsors will be entitled to some extra resources.
- Resources should be submitted as a URL link (to a file, video or website). The number of resources will depend on the sponsorship package and ISUOG will be in contact to request these.
Each sponsor will be notified of their specific entitlements depending on their sponsorship package via email.
Deadline: 9-Aug-25
Push notifications
Eligibility:
X2 each for all Diamond and 1X each for all Platinum sponsors (Sponsor to submit text to ISUOG, can promote whatever they wish)
X1 per scan demonstration (ISUOG will write this)
X1 per sponsored symposium (ISUOG will write this)
Format:
Title: 50 characters including spaces
Body text: 250 characters including spaces
Notifications can link to a page or session.
Deadline: 9-Aug-25
Daily and advanced newsletter
Daily newsletter: each day of the Congress, an email newsletter is sent out to all delegates in the morning, before the program begins for the day. This shares information about the program, any social events taking place that day, and more. Sponsors who are hosting industry symposia are entitled to a section in this newsletter on the day of their symposium. A daily slot in the newsletter is also available to be purchased as an add-on by any sponsor.
Advanced newsletter: one month before the Congress, a newsletter will go out to all registered delegates with information on what to expect at the 2025 event. There is a slot available in this newsletter for a sponsor to purchase as an advertising opportunity.
Specifications for all newsletter slots:
- 75 words maximum
- Company logo (we should already have this)
- A link to one website of choice
Scan demonstrations
IMPORTANT – PLEASE READ CAREFULLY:
Mexican regulations stipulate that any ultrasound machine that will be demonstrated on patients must have Mexican COFEPRIS approval to be used in Mexico on patients. If the machine(s) your company is intending to bring to Mexico for demonstrations on patients do not yet have COFEPRIS approval, our local Regional Organising Committee co-chairs are able to support by providing temporary approval via their medical institute (https://medicinafetalmexico.com/ is one example) International Review Boards (IRBs).
If you intend to bring a machine to Mexico for demonstrating on patients that does not have COFEPRIS approval, you MUST apply for this temporary approval, otherwise you will not be allowed to bring your machine into the country (it will be checked by the Mexican Custom authorities, and they can even visit Congresses onsite in person). If you wish to apply for this temporary approval, please send the following information to [email protected] :
- Name of the ultrasound machine
- Serial number or ID of the ultrasound machine
- Name of the company producing the ultrasound machine
- Name of the company representative liable who is traveling with the machine/arranging the shipment
[if you are bringing a machine to Mexico without COFEPRIS approval but NOT intending to demonstrate it on patients, only a regular temporary importation permission is required]
Under no circumstances may live obstetric or gynecological scans take place on exhibition stands or within the exhibition area. All live scanning must be restricted to: the demonstration area within the scientific sessions or, where pre-booked, meeting rooms or hospitality suites. Those involved in live scan activities must comply with the scan demonstration guidelines.
Eligibility: X 2 included for Diamond sponsors. X 1 included for Platinum sponsors. Option to purchase x 1 for Gold sponsors
Deadline to submit scan demonstration topic and/or speaker suggestions: 31-Jan-25
The allocation of scan demonstrations will take place in the spring of 2025. Companies will be contacted individually to confirm topic and speaker details.
Logistics: Since several companies are eligible for scan demonstrations, we will allocate each company responsibility to provide some of the basic equipment and ask you to leave it in place for the entire Congress. Please advise the Organiser via the machine specifications & equipment provision form (at the top of this page) which equipment you are able to provide.
Deadline to submit machine specification & equipment provision form: 14-Jun-25
Symposia
Eligibility: Option to purchase for Diamond and Platinum sponsors
Allocation: Priority allocation of symposia will be given based on the level of sponsorship and first-paid, first served basis. Symposia are organised during lunch breaks or before/after the scientific program, at times which do not conflict with ISUOG’s main scientific program, however we cannot guarantee that other activities will not be running concurrently. Symposia do not form part of the CME-accredited program.
Program: Symposia speakers and programs will need program approval by ISUOG
Deadline to submit program details: 14-May-25
Onsite logistics:
Timing
Provisional time slots for breakfast/lunch symposia:
Date
|
Room access times
|
Symposia start/finish times
|
15 September
|
07:30 – 08:30
|
07:45 – 08:15
|
|
12:15 – 13:40
|
12:25 – 13:25
|
16 September
|
07:30 – 08:30
|
07:45 – 08:15
|
|
13:00 – 14:30
|
13:15 – 14:15
|
17 September
|
07:30 – 08:30
|
07:45 – 08:15
|
|
13:00 – 14:30
|
13:15 – 14:15
|
18 September
|
07:30 – 08:30
|
07:45 – 08:15
|
|
13:00 – 14:30
|
13:15 – 14:15
|
Access to the symposium hall will not be possible until the previous session ends, and the symposium must end 15 minutes before the next session starts. It is essential that the symposium starts and ends at its scheduled time and that all speakers adhere strictly to the program timings. The chairperson of the symposium and/or onsite company coordinator has a responsibility to oversee that the information presented during the symposium is based on proven data and for adhering to the assigned time slot. We cannot completely guarantee that the sessions will be unchallenged by other activities as sponsors are permitted to run hospitality sessions at these times.
Set-up
The stage set-up includes a screen and seating for up to 7 persons. A lectern is not included in the stage set as. Therefore, symposium speakers presenting live must arrive 15 minutes prior to the start of the symposium to be fitted with a headset microphone by the ISUOG AV team, and o will also be given a handheld switcher device to move through their presentation slides. Sponsors will need to cover the cost of any extra/special room set up they require, and this will be subject to ISUOG’s AV team’s advance approval and subject to ISUOG’s AV team’s schedule. Please bear in mind that there is no facility for storage of any equipment within the venue other than within your own exhibition space. If sponsors/exhibitors require storage they should contact the official freight forwarder in contacts list above.
Provided set-up is subject to change
Speakers and models
ISUOG will not liaise with symposia speakers directly. The sponsoring company must manage all communications and speaker management and cover their requirements/expenses. Please note that it is the sponsor’s responsibility to register their speakers for the Congress and submit their presentations to ISUOG according to ISUOG's instructions, as well as to source their own models for any live scan demonstrations taking place during the session.
Staffing
Sponsors are responsible for staffing their individual symposium, ISUOG will not provide any staff/hostesses to assist in the running of the symposium e.g. badge scanning, microphone support. Please note that any additional hostess/staff working on your Symposium, within your Hospitality Suite or on your stand must have a valid temporary access pass which must be purchased in advance. Your exhibition passes are valid to access your own symposium but to no other scientific sessions or other symposia.
Catering
It is recommended that sponsors consider providing a boxed breakfast/lunch within the symposium, to encourage maximum attendance. Catering is fixed to the venue, to arrange catering for your symposium, please contact Monica Valladares [email protected]
Branding
Sponsors are permitted to erect one freestanding / pop-up style banner, up to 2m (h) x 1m (w) immediately outside the main entrance door to the symposium room from 15 minutes prior to the symposium start time. You may also erect a further two freestanding banners inside the symposium room from 15 minutes prior to your session and for the duration of your symposium. If you circulate flyers or branded materials in your session, we ask that you remove all surplus or left behind material at the end of your session. No branded materials should be left in or outside the room after the symposium. For sponsors interested in additional signage options, please contact [email protected] for further details.
Disclaimers
ISUOG is not responsible for unsatisfactory attendance and/or marketing of symposia. The opinions presented at the symposia are solely those of the speaker and the commercial supporter. They do not represent the opinion of ISUOG. ISUOG does not provide CME credits for these programs.
Hospitality Suites
Entitlements:
Room hire plus basic furniture only
Room size: 171-352sqm (see venue floorplan linked at top of page)
Option to place branding within room, option to place one branded pop-up banner immediately outside the room
Hospitality suite name/location listing on Congress floorplan
Hospitality suite program listing in mini printed program (industry section) and on digital/web program (industry section) – if pre-approved, for sessions taking place during scientific program breaks only
PLEASE NOTE: Exhibitors/sponsors are asked not to enter the hospitality suites of other companies.
Access
Sponsors who have booked hospitality suites will have been informed which room they are assigned by ISUOG. Please contact ISUOG for technical floorplans. Rental dates are for the number of days agreed and paid for on a sponsor-by-sponsor basis. Please note, rates are quoted per day for the hours of the scientific program, and any set-up days or additional hours requested by sponsors will be subject to venue availability and to additional rental costs.
Branding
Branding and/or signage as required by companies within their rooms is permitted, however, nothing may be hung from the ceiling or attached to the walls. Any extensive set up/branding plans will need to be submitted to the venue for approval. One pull-up sign highlighting your hospitality suite is permitted immediately outside your hospitality suite, but it may not obstruct corridors in any way.
Set-up
-
Furniture: conference chairs, tables and tablecloths are included in the room rental. All additional furniture must be ordered and will be provided at an additional charge.
-
AV services are not included in the room rental. External AV providers are permitted but HMD are a regularly-used supplier at the venue: [email protected] (please cc: [email protected])
Sponsors will be responsible for any additional technical and audio-visual set-up, electrical, furnishing, catering and other costs, which must be hired from the Cancún Center using the contact details and/or forms at the top of this technical manual.
Staffing
Please note that any additional hostess/staff working on your Symposium, within your Hospitality Suite or on your stand must have a valid temporary access pass which must be purchased in advance. Your exhibition passes are valid to access your own symposium but to no other scientific sessions or other symposia.
Notes for sponsors planning scan demonstrations in Hospitality Suites:
- Any live scans taking place within hospitality suites are the sole responsibility of the sponsor/exhibitor. ISUOG does not take any liability for any scan demonstrations taking place outside of the scientific program
- It is the sponsor's responsibility to provide any technical, audio-visual or scanning equipment required within their hospitality suite, including scan machines and scanning tables, plus any additional materials (pillows, blankets, gel, wipes, etc) if you intend to project live scanning.
- Please note that sponsors should ensure that any scanning equipment for use in these areas is secured
- Sponsors must acquire their own scan demonstration models (including record of their consent) to perform such activity within their hospitality suites.
- Those involved in live scan activities must comply with the scan demonstration guidelines.
Deadline to submit Hospitality Suite programs to ISUOG
|
14-Jun-25
|
Deadline for sponsors/exhibitors arranging hospitality suites/meeting rooms to submit plans and service requests together with full risk assessment to ISUOG ([email protected]) and cc the venue ([email protected] )
|
14-Jun-25
|
Plans should include technical dimensions, including:
Any signage/banners/branding planned*
Expected electric power usage
Structural flame-proof certification if woodwork/carpentry is required
Equipment list if any planned usage of special equipment/machinery (air shot, fog, etc)
Confirmation of floor protection being laid out if any installation is planned
*Service provider(s) information, including:
Name of company
Permit number
Contact person
Email
Mobile number
Carpet receiving form**
*any free-standing graphics can be arranged with an external supplier, but any graphics which are to be attached to the Cancun Center building should be ordered with Decoprint (contact at top of page)
**As the Cancun Center rooms are carpeted, sponsors will be required to sign an inventory/disclaimer for the room before use to cover any damages caused by the Sponsor during their use. Please contact [email protected] for this form.
In addition, if any machines are to be operated within the hospitality suite, the technical drawings must include the position of the machines, their technical parameters and technology they run on.
More information will be added to this page gradually over the coming weeks and months. Please stay up-to-date by regularly checking it.