2015 WVHCA Trade Show Monday, May 4, 2015 Embassy Suites Hotel Charleston, West Virginia

Transcription

1 2015 WVHCA Trade Show Monday, May 4, 2015 Embassy Suites Hotel Charleston, West Virginia

2 Join us in Charleston, West Virginia for the WVHCA Annual Trade Show on Monday, May 4, HOTEL RESERVATION A block of rooms has been reserved at Embassy Suites for Trade Show exhibitors on Monday, May 4, The room rate is $129 per night plus taxes for single or double occupancy. The rate increases $10 per person per night for each additional adult or child over 18. Breakfast and the evening Manager s Reception are included. The discounted room rate is extended two nights before and two nights after May 4th. To reserve a suite at this rate, please make your reservation by April 10, 2015 by calling EMBASSY or go online to Please use the code HCE when making reservations in order to receive the discounted rate. If you call the hotel to reserve your room, please do NOT ask for the WVHCA meeting. Online you will enter the 3-letter code in the group/convention code space. TRADE SHOW LOCATION AND DATE The Trade Show will be held at the Embassy Suites Hotel in Charleston on Monday, May 4 from 5:00 p.m. to 8:00 p.m. in the Grand Ballroom. CONVENTION THEME Super Heroes in Long Term Care! Trade Show exhibitors are welcome to utilize the Super Heroes theme in booths and marketing. EXHIBITOR PRIZES Exhibitors may offer a prize to be given away during the Trade Show. The prize sponsors and the winners will be announced throughout the show. GRAND CASH PRIZE DRAWING A Grand Cash Prize Drawing is offered to WVHCA members who get a majority of exhibitors to initial a special card. This incentive encourages participants to visit your booth! HOW ARE BOOTH ASSIGNMENTS MADE? Booth assignments are made in the order in which both exhibitor contracts and payments are received at the Association. Associate Members receive priority in booth assignments. Thank You to Our Champion Associates! Page 2

3 HOW MUCH IS DISPLAY SPACE? WVHCA offers an attractive rate for space at our well-attended Trade Show. Prices below include 6.5% WV and city taxes. WVHCA Associate Members Non-Members Single Table $ $1, Double Table $1, $2, Associate Membership for one year is only $500 and your company will receive a substantial discount on a booth. WHAT ARE THE ADVANTAGES OF EXHIBITING? The convention announcement reaches every nursing facility, skilled nursing unit and assisted living community in West Virginia. Convention attendance is usually about 250 people. Company information will appear in the on-site convention guide, which will serve as a reference for our members and attendees at the convention. No education sessions, social events or other distractions will be scheduled during the three hours of exclusive exhibit time. Dinner is served and prizes are offered at the Trade Show to promote attendance. IS A MAILING LIST AVAILABLE? To increase your company s visibility and traffic to your booth, upon your request, an electronic mailing list of convention participants will be made available two weeks prior to the convention and immediately following. Please contact Joseph Grispino at or jgrispino@wvhca.org. MAY EXHIBITORS ATTEND EDUCATION SESSIONS? Exhibitors receive free admission to education sessions unless continuing education credits/units are requested. With the exception of nursing home and assisted living companies, the registration fee for exhibitors requesting continuing education credits/units for attendance is $100 per person. The Conference and Awards Gala will be held at the Marriott Town Center Hotel in Charleston on May 4-6, The Annual Conference brochure will be posted on the WVHCA website at in the spring. It contains the Awards Gala Evening event and education seminars. Please complete a registration form and note that there is a charge for ticketed events such as the Awards Gala and a charge for continuing education credits. Is Your Company Eligible to Exhibit in Partnership Row? WVHCA Associate Members who invest $2,500 or more in advertising, sponsorships and/or revenue sharing agreements for events occurring in the 2015 calendar year will be eligible to purchase a prime booth location in Partnership Row! Booth assignments will be made on a first-come, first-served basis. See page 6 for the floor plan layout indicating Partnership Row exhibit spaces. Page 3

4 Become an Associate member! WVHCA Associate Members receive the following benefits: Associate Members will be featured annually on the weekly to providers A Trade Show booth at a special, discounted rate Opportunity to interact with long term care providers at events throughout the year Opportunity to serve on committees and interact with leaders and colleagues in long term care Access to the Members Only section of the WVHCA website A complimentary list of WVHCA providers for marketing purposes, upon request Referral opportunities by WVHCA staff Invitation to apply to speak at the WVHCA Annual Convention and other seminars throughout the year Access to discounted products and services through the West Virginia Long-Term Care Service Corporation, including great savings for liability, health, and employee benefit plans Please contact Jody Hammond at (304) or at jhammond@wvhca.org if you have any questions about becoming an Associate Member. WHY SHOULD I BECOME AN ASSOCIATE MEMBER OF THE WEST VIRGINIA HEALTH CARE ASSOCIATION? WVHCA is the voice of long term care in West Virginia. We currently represent over 125 member facilities that include nursing centers, skilled nursing units in hospitals and assisted living communities in West Virginia. An immediate benefit is priority in selection of booth space at special rates SPONSORSHIP OPPORTUNITIES Sponsorship opportunities for the Annual Convention and other programs of the WVHCA are available. The opportunity to sponsor or advertise is offered in the 2015 Advertising & Sponsorship Opportunities brochure available at You may contact a member of the WVHCA staff at (304) or info@wvhca.org. Page 4

5 Exhibit Space FOOD AND BEVERAGES All outside food and beverage items that will be distributed by exhibitors must be pre-packaged or served in sample size pieces. Food samples may be prepared at your exhibit space using a single portable propane burner only. EXHIBIT SHIPPING INSTRUCTIONS Displays/materials may be shipped directly to Embassy Suites Hotel and must be labeled as follows: CONTRACT FOR SPACE Your application for exhibit space, the requirements enumerated herein and the full payment of exhibit space, constitute a contract for the right to use the space. No exhibit space will be reserved without full payment. CANCELLATIONS All cancellations must be received in writing. A refund will be issued for cancellations received by April 1st less 25% processing fee. There is no refund for cancellations received after April 1, EXHIBIT SPACE AND RESTRICTIONS Each exhibitor shall set up their booth in a manner so that it will not impede with the view of others as well as the pathways between the rows. No exhibit construction will be permitted which may obstruct or interfere with others. Four 10 x 8 exhibitor spaces are available on a first-come, first-served basis for exhibitors bringing large, heavy equipment (See Floor Plan on Page 6). Arrangements for delivery of large, heavy items must be made with Jennifer Adamczyk at the hotel (304) one week in advance of arrival. All other displays must be within the 8 x 30 table space and not encroach upon the aisles due to space limitation. Each exhibitor will be provided an 8 x 30 skirted table for a table top display and two chairs. Exhibitors needing access to an electrical outlet with standard 110 power at the booth must request access on the trade show contract (Page 7). Complimentary Wireless Internet access is also available. Please call Debra Anderson at WVHCA if you have any questions regarding your display (304) Your Name / Name of Your Company WV Health Care Association / Booth # Embassy Suites / Jennifer Adamczyk 300 Court Street Charleston, WV Exhibitors who are shipping materials/displays to Embassy Suites should contact Jennifer Adamczyk at (304) to confirm the number of boxes delivered in advance of the show. Displays will be delivered to the assigned Trade Show room by Embassy staff in time for set-up. Exhibitors who wish to return their displays/ materials via Fedex or UPS must secure all packages, apply a completed prepaid shipping label to each box and schedule a pick-up for your packages with the appropriate delivery service. All packages ready for shipment must be delivered by the exhibitor to the hotel front desk. Packages cannot remain in the Trade Show room after the event. Any materials remaining in the room (with or without address labels) will be discarded. LIABILITY AND INDEMNIFICATION The exhibitor agrees to protect, indemnify, defend and hold harmless WVHCA and Embassy Suites Hotel and the affiliates and subsidiaries of each, and the officers, directors, agents, partners, and employees of each against all claims, losses, and damages to persons or property, governmental charges or fines, and attorney s fees arising out of or caused by exhibitor s installation, removal, maintenance, occupancy, or use of the exhibition premises or a part thereof. The WVHCA, its agents and employees, shall not be held liable for failure to hold the Trade Show as scheduled. Payments for table space will be returned in that event. Page 5

6 WVHCA Trade Show Floor Plan Monday, May 4, 2015 Embassy Suites Hotel Charleston, WV EXHIBITOR DEADLINES April 1, 2015 Cancellation Deadline April 16, 2015 Booth Registration Deadline Monday s Trade Show Agenda 10:00-4:00 Exhibitor Set Up 4:00 Dinner for Exhibitors 5:00-8:00 Dinner and Trade Show 7:45 Grand Prize Drawing 8:00 Exhibit Take down LOADING / UNLOADING INSTRUCTIONS AT EMBASSY SUITES HOTEL REAR LOADING DOCK: Exhibitors that reserved booths accommodating large, heavy equipment or individuals who have heavy displays/large boxes must unload/load items at the Rear Loading Dock of Embassy Suites Hotel. The dock is accessible from Washington Street. Delivery arrangements must be made in advance of arrival by contacting Jennifer Adamczyk at the hotel at (304) SIDE ENTRANCE: All other items may be unloaded/loaded on the Washington Street Side Entrance of the Embassy Suites Hotel. ENTRANCE ENTRANCE Partnership Row Exhibitors Outlined in Red x 8 Booths for Large Equipment 10 x 8 Booths for Large Equipment REAR LOADING DOCK SIDE ENTRANCE Page 6 WASHINGTON STREET (one way street)

7 WVHCA 2015 Trade Show Exhibitor Contract Registration Deadline is April 16, 2015 Office Use: Date Paid Date Received Member PartnerRow We the undersigned, desire to participate as an exhibitor at the 2015 WVHCA Annual Convention and Trade Show on Monday, May 4, 2015 at the Embassy Suites Hotel in Charleston, West Virginia. Enclosed is our payment for space. Company Name Contact Name Address City State Zip Office Phone Fax Cell Phone Please print legibly the names of representatives who will attend the trade show and their address. Entry into the show requires a name tag. (1) (2) (3) Associate Member Rate: Non-Member Rate: Single Table 8 x30 space: $ % sales tax = $852 Single Table 8 x30 space: $1, % sales tax = $1, Double Table 16 x 30 space: $1, % sales tax = $1, Double Table 16 x30 space: $2, % sales tax = $2,556 Method of Payment: Check Visa MasterCard AmEx Exp. Date Card # Signature Please Print Cardholder s Name and Address Cancellation Policy: I understand that if I notify WVHCA to cancel our exhibit on or before April 1, 2015, I will receive a refund minus a 25% processing fee and that cancellation after April 1, 2015 will result in no refund. Please provide a minimum of three booth choices below. Please see Floor Plan on preceding page and note four booth spaces are available for exhibitors bringing large, heavy equipment only (at the same rates listed above). Final floor plan and booth location will depend on the number of booths sold. 1st Choice 2nd Choice 3rd Choice Do you need electric at your booth? Please check one: Yes No Please check if your company has met the $2,500 qualification for displaying in Partnership Row. Briefly describe your company and the products and services to be displayed in approximately 50 words. This information will appear in the on-site convention guide exhibitor directory. Please indicate if we can use last year s description. Descriptions are available at under 2015 Trade Show Registration Materials. Please indicate if there are companies you wish not to be placed next to: By signing this contract, I verify having read this Trade Show Brochure and agree to abide by its rules and statements and I agree to abide by the requirements of Embassy Suites Hotel. (Authorized Signature) (Company) (Title) (Date) Return to: WVHCA, 110 Association Drive, Charleston, WV Phone: Fax: or danderson@wvhca.org

8 Thank you to the 2014 Trade Show Exhibitors *Accelerated Care Plus *Accu Medical Waste Service, Inc. American College of Health Care Administrators - WV Chapter *American Medical Technologies *Apollo Corporation *Arbor Rehabilitation and Healthcare Services, Inc. *Arnett Foster Toothman PLLC *Culinary Services Group, LLC *Custom Business Solutions, LLC *DermaRite Industries *Direct Supply, Inc. *Gordon Food Service *Grove Medical *Healthcare Services Group *Heritage Bus Sales *Innovatix, LLC *IntelliCorp Records, Inc. *Marden Rehabilitation Services *McKesson *Medline Industries *Neace Lukens *OC Reilly *Odyssey Rehabilitation *Omnicare, Inc Peterson Rehabilitation Hospital *PharMerica Pleasant Valley Hospital *Quality Mobile Imaging *Real Time Medical Systems *Red Capital Group *S&D Coffee & Tea *Select Rehabilitation, Inc. *Senior Healthcare Associates SmartLinx Solutions Southern Pharmacy Services *The Sherwin-Williams Co. *Thrasher *TIS Insurance Services *Trinity Rehabilitation Services, LLC *Unified Alerts *US Foods, West Virginia *Van Deysen Law Office, PLLC *Village Pharmacy/ Village Long Term Care Services West Virginia Health Information Network *West Virginia Medical Institute *2014 Associate Members Associate Members in Partnership Row listed in blue type