It s an Adventure in the Park!

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1 It s an Adventure in the Park! 2014 WVHCA Trade Show Monday, May 5, 2014 Oglebay Resort & Conference Center Wheeling, West Virginia

2 Join us at beautiful Oglebay Resort for the Annual Convention and Trade Show on Monday, May 5 through Wednesday, May 7, HOTEL RESERVATION A block of rooms has been reserved at Wilson Lodge in Oglebay Resort for the Convention and Trade Show. The room rates range from $95 to $250 per night plus taxes. For reservations, call (304) or toll free at (800) This special room rate expires on April 20, TRADE SHOW LOCATION AND DATE The Trade Show will be held in Wilson Lodge, Oglebay Resort on Monday, May 5 from 5:00 p.m. to 8:00 p.m. Two exhibition halls will be dedicated to the Trade Show. CONVENTION THEME Exploring Long Term Care: It s an Adventure in the Park! Trade Show exhibitors are welcome to utilize the safari theme in booths and marketing. RECEPTION AFTER TRADE SHOW After the Trade Show, WVHCA and Innovatix invite you to a reception in the GlassWorks Grill. A DJ will be on hand to keep the party rocking! 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. Associate Membership for one year is only $500 and your company will receive a substantial discount on a booth. WVHCA Associate Members Non-Members Single Table $ $1, Double Table $1, $2, 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 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 individuals requesting continuing education credits/units for attendance is $100 per person. 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 2014 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 periodically 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 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 homes, 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 2014 Advertising & Sponsorship Opportunities brochure available at You may contact a member of the WVHCA staff at (304) or 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 Debra Anderson at or at if you have any questions about becoming an Associate Member. Page 4

5 EXHIBIT SPACE 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 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. All displays must be within the 8 x 30 table space and not encroach upon the aisles. EXHIBIT SPACE- NOTE NEW CHANGES! Each vendor will be provided an 8 x 30 skirted table for a table top display. Displays must fit on top of the table. Electrical outlets are available with standard 110 power. Wireless Internet access is also available. Large or heavy equipment is not permitted in the exhibitor space due to space limitations. Please call if you have any questions regarding your display ( ). FOOD AND BEVERAGES All outside food and beverage items that will be distributed by exhibitors require prior approval from Debbie Donley with Oglebay in advance of the Trade Show. Contact information follows. EXHIBIT SHIPPING INSTRUCTIONS Displays/materials may be shipped directly to Oglebay and must be labeled as follows: D. Donley / Name of Your Company WV Health Care Association / Booth # Oglebay Resort, Wilson Lodge 465 Lodge Drive Wheeling, WV Exhibitors who are shipping materials/displays to Oglebay should contact Debbie Donley at or call (304) to confirm the number of boxes delivered in advance of the show. Displays will be delivered to the assigned Trade Show room by Oglebay staff in time for set-up. Exhibitors who wish to return their displays/ materials via Fedex or UPS must secure all packages and apply a completed prepaid shipping label to each box. UPS picks up daily at Oglebay. Exhibitors using Fedex must schedule a pick-up for their packages. All packages must be secured and ready for shipment by the exhibitor. Packages may remain in the Trade Show room after the event, and Oglebay staff will take care of moving it to the Store Room for pick-up by UPS or Fedex. LIABILITY AND INDEMNIFICATION The exhibitor agrees to protect, indemnify, defend and hold harmless WVHCA and Oglebay Resort & Conference Center 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. Additional requirements by Oglebay Resort will be addressed by the forms on its website. Page 5

6 WVHCA TRADE SHOW ROOMS MONDAY, MAY 5, 2014 Food and drinks will be provided in the Banquet View Room. Dessert, coffee and drinks will be provided in the Fort Henry Room. Additionally, a free photo booth that can accommodate up to 10 people will be set up in the Fort Henry Room for group and individual pictures. Please select at least two table locations in both the Banquet View and Fort Henry Rooms. ENTRANCE FORT HENRY ROOM Photo Booth EXHIBITOR SCHEDULE April 1, 2014 Cancellation Deadline April 16, 2014 Booth Registration Deadline Monday s Trade Show Agenda 1:00-4:00 Exhibitor Set Up 4:45 Buffet for Exhibitors 5:00-8:00 Dinner and Trade Show 7:45 Grand Prize Drawing 8:00 Exhibit Take Down 8:00 Innovatix Reception and DJ at GlassWorks Grill BANQUET VIEW ROOM Partnership Row exhibitors are outlined in red. ENTRANCE WVHCA TRADE SHOW REGISTRATION ENTRANCE ENTRANCE

7 WVHCA 2014 Trade Show Exhibitor Contract Registration Deadline is April 16, 2014 For Office Use: Date Paid Date Received We the undersigned, desire to participate as an exhibitor at the 2014 WVHCA Annual Convention and Trade Show on Monday, May 5 at the Wilson Lodge, Oglebay Resort, Wheeling, 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. 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, 2014, I will receive a refund minus a 25% processing fee and that cancellation after April 1, 2014 will result in no refund. Booth Preference (Please see Floor Plan on preceding page and select tables in each room.) Banquet View Room: 1st Choice 2nd Choice Fort Henry Room: 1st Choice 2nd Choice Final floor plan and booth location will depend on the number of booths sold. 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 there are companies you wish not to be placed next to: Please place the assigned booth number on shipping labels to guarantee proper placement in exhibit hall. 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 Oglebay Resort. (Authorized Signature) (Company) (Title) (Date) Return to: WVHCA, 110 Association Drive, Charleston, WV Phone: Fax: or

8 THANK YOU TO THE 2013 TRADE SHOW EXHIBITORS Accelerated Care Plus *Accu Medical Waste Service, Inc. *AccuTemp Products, Inc. *ADP (Automatic Data Processing) Alzheimer's Association, West Virginia Chapter *American HealthTech *Apollo Corporation *Arbor Rehabilitation and Healthcare Services, Inc. *Arnett Foster Toothman PLLC *BlueStrata EMR *Direct Supply, Inc *Dixon Hughes Goodman, PLLC First Choice Medical Supply *Gordon Food Service *Grove Medical, Inc. *Guardian Elder Care *Hamilton Insurance Agency *Healthcare Services Group, Inc. Horizon Healthcare *Huntington National Bank *Innovatix, LLC *IntelliCorp Records, Inc. *Lancaster Pollard Lundbeck *McKesson Medical-Surgical *Medline Industries, Inc. *Neace Lukens *Odyssey Rehabilitation *Omnicare of West Virginia *PharMerica Pleasant Valley Hospital, Inc. *Provider Health Services *Quality Mobile Imaging Reliant Rehabilitation *SCA Personal Care *Select Rehabilitation, Inc. *Senior Healthcare Associates Senior TV *SimplyThick, LLC *Thrasher Engineering, Inc. *TIS Insurance Services Tycon Express *U.S. Foods *West Virginia Center for End-of-Life Care *West Virginia Long-Term Care Service Corporation *West Virginia Medical Institute *2013 Associate Members Associate Members in Partnership Row listed in red type

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