IN MEDICAL AUDITING. 16th Annual AAMAS Conference. Exhibitor Prospectus. Sponsorship Opportunities

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1 American Association of Medical Audit Specialists 16th Annual AAMAS Conference IN MEDICAL AUDITING Exhibitor Prospectus & Sponsorship Opportunities Caribe Royale All Suites Hotel and Convention Center April 21-23, 2010 Orlando, Florida

2 16th Annual AAMAS Conference 2 Expanding Horizons in Medical Auditing DEAR EXHIBITORS: We are excited to announce the 16th Annual AAMAS Conference to be held on April 22nd and 23rd, 2010 in Orlando, Florida. We would like to offer you the opportunity to exhibit or to be a sponsor at this event. Come join us at the Caribe Royale All Suites Hotel and Convention Center. The hotel is located one-and-one-half miles from Walt Disney World Theme Parks and approximately 20 minutes from the Orlando International Airport. Orlando is home to impeccable museums, annual festivals, and quiet parks. You can see the opera, sample international cuisine, and enjoy central Florida s outdoor recreation. Opportunities that this event will offer exhibitors: Networking with our membership which includes medical audit specialists, coders, and compliance professionals Marketing for potential employees Showcasing your products and services Advertising exposure at all conference functions Educational opportunities by attending our conference sessions Recognition in our Onsite Program and the AAMAS website. Website recognition will include your company Logo and a hyper link to your website Conference attendee list which can be used for a one time mailing If you choose to Sponsor an event, your company s name will be listed in the Onsite Program as a sponsor for that event and appear on signage at the event. Don t miss your opportunity to participate in another successful AAMAS event. See you in Orlando! Barbara Thompson, RN, CMAS Exhibitor and Sponsorship Chairperson

3 16th Annual AAMAS Conference 3 SCHEDULE OF EVENTS AAMAS is pleased to invite your company/organization to showcase its products and/or services at our the 16th annual conference. For greater Exhibitor visibility the following events will occur in the Exhibit Hall: Opening Reception on Wednesday Evening Continental Breakfast and Lunch on Thursday and Friday All s on Thursday and Friday Exhibitor Prize Drawings during Lunch on Friday Wednesday, April 21 Exhibitor Booth Set-up Opening Reception 12:00 pm 3:30 pm 6:00 PM 8:00 PM Equipment provided: 10 x 10 exhibit booth, piped and draped, with a skirted 6 foot table, two chairs, a wastebasket and a 7 x 44 inch booth sign. Thursday, April 22 Continental Breakfast Lunch Friday, April 23 Continental Breakfast Lunch/Exhibitor Prize Drawing Booth Tear Down * 7:00 AM 8:00 AM 10:00 AM 10:15 AM 12:00 PM 1:00 PM 2:15 PM 2:30 PM 7:00 AM 8:00 AM 10:00 AM 10:15 AM 12:00 PM 1:00 PM 1:30 PM 3:30 PM You are welcome to keep your booth open during the conference sessions. You may also use your space and the exhibit area as a meeting room for interaction with the auditors. Exhibit Hall set-up: Brede/Allied Convention Services staff will be available to assist you during Exhibitor Booth Set-up. The Exhibit Hall will close at 3:30 PM on Wednesday, April 21, in order for the hotel staff to set-up for the evening reception. Exhibitors will be allowed access to the Exhibit Hall at 5:45 PM Exhibit Hall tear down: Brede/Allied Convention Services staff will be available to assist you during Exhibitor Booth Tear down on Friday between 1:30 PM 3:30 PM.

4 16th Annual AAMAS Conference 4 Hotel information Caribe Royale All Suites Hotel and Convention Center 8101 World Center Drive, Orlando, Florida Telephone numbers: Group Rate Code: * Please identify yourself as an AAMAS attendee to receive the special rate. Please make your reservations directly with the hotel. The charge per night for a Queen Double or Standard King is $ (plus applicable taxes). Reservations for this special conference rate will only be available through March 27, 2010, or until the reserved block of rooms is sold out. Rooms will go fast since there are other major conferences at the hotel, so reserve your room early. Use the reservation link below or the Caribe Royale Reservations link on the AAMAS website. Once you are on the hotel s website, you will not need a password, just click on Make Reservations. Airport Shuttle: * Click Here for Discount Coupon. Mears Transportation Group ( ) has regularly scheduled departures for the Caribe Royale All Suites Hotel & Convention Center. Travel time is approximately minutes depending on traffic conditions. The current charge is $19.00 one way or $33.00/RT. Reservations may be made by telephone or online at Mears Transportation is offering a $3.00 discount to AAMAS conference attendees. Reservations must be made online. You will also need to print a copy of the discount coupon, bring it with you to Orlando, and give it to the shuttle driver to get the discounted rate. Caribe Royale Reservations

5 16th Annual AAMAS Conference Exhibitor Levels BENEFITS Platinum $2,500 Gold $2,000 Si lver $1,500 Booth Space 10 x 10 X X X Booth drapes, table, two chairs, wastebasket X X X Complimentary Registration * Exhibitor s Logo on AAMAS website with hyper link ** x x x Slide recognition prior to Morning Sessions x Display recognition at all functions x x x Picture of display in 2010 Exhibitor Brochure x 1/4 page ad in onsite program *** x 1/8 page ad in onsite program *** x Recognition in onsite program x Hotel room at AAMAS rate ($119) x x x * A $450 $1350 value ** Please company logo (high resolution in tiff or eps format) and brief company profile (50 words or less) to: Barbara Thompson at admin@aamas.org by February 15, *** Ads must be submitted by February 15, 2010 to be included in the on site program. Ad size may be upgraded for an additional fee. Additional Ad fees will be prorated based on the applicable exhibitor level. A deposit of $ needs to accompany the application and must be received no later than December 31, Final Payment Deadline: March 27, 2010

6 16th Annual AAMAS Conference 6 Important Dates & Deadlines Exhibitor Deposit ($300) December 31, 2009 Onsite Program Ad February 15, 2010 Exhibitor Company Logo and/or Profile February 15, 2010 Sponsorship Company Logo February 15, 2010 Final Payment March 27, 2010 Hotel Reservations Deadline March 27, 2010 Exhibitor Rules 1. Booth space assignments will be based upon receipt of 5. Cancellation of exhibit space must be directed in writing to: exhibitor deposit. Every effort will be made to give exhibi- AAMAS tors their first choice on the application. Platinum level 2010 Conference exhibitors will be given preference. If two exhibitors have P.O. Box chosen the same booth, receipt date of deposit and/or full payment will be used in booth assignment. * San Antonio, TX, A cancellation fee may apply Breakfast and lunch are included both days with the free conference registrations. If additional representatives will be present, breakfast and lunch for both days can be purchased for $ per person. Brede/Allied Convention Services will electronically send a Service Manual approximately two (2) months prior to the conference date. This Service Manual will contain order forms for the following services: rental furniture, custom furniture, rental units, carpet, drayage information, labor rates, internet fees, electrical services, etc. Utilities must be ordered directly from Brede/Allied Convention Services and are not included in the booth fee. Order forms will be in the Service Manual from Brede/ Allied Convention Services. 6. Neither AAMAS, nor officers, their agent(s), or staff member(s), nor Caribe Royale All Suites Hotel and Convention Center, will be liable for the safety of exhibitor s property, agents, or employees from theft, damage by fire, accident, or any other causes. The exhibitor assumes all responsibility for their displays, equipment and other property while on premises.

7 16th Annual AAMAS Conference 7 Additional Promotional Opportunities Advertising We are offering four-color advertising in the Onsite Program. To place an ad in the Onsite Program, please complete the ad order section on the Exhibitor/Sponsorship Application. * We can accept your ad as a jpeg file at 300dpi. We must receive your ad copy and payment no later than February 15, 2010 if it is to be included in the Onsite Program. Advertising Rates (Onsite Program): $375 Back Cover: 8.5 w x 11 h $300 Inside Front Cover: 8.5 w x 11 h $300 Inside Back Cover: 8.5 w x 11 h $250 Full Page: 8.5 w x 11 h $175 Half Page: 8.5 w x 5.5 h $100 Quarter Page $75 One-Eighth Page $50 Business card: 3.5 w x 2.0 h or 2.0 w x 3.5 h Advertising Rates (AAMAS Website): $100 Company Logo on the AAMAS website Conference Page through April 25, 2010 * We can accept your ad as a jpeg file at 300 dpi. For information on advertising on the AAMAS website or in the AAMAS Quarterly Newsletter, please contact: Barbara Thompson admin@aamas.org Phone: Fax: Media Distribution AAMAS will place your brochure or pamphlet in each registrant s packet. A fee of $250 will be charged for participation in this distribution program. Please send a sample for approval via to admin@aamas.org. AAMAS has the right to accept or reject media distribution materials. Sponsorship Keynote Speaker ($2,500) By hosting the opening session on Thursday, April 22nd, your company s name will be listed in the Onsite Program and signage at the entrance to the opening session. Luncheons ($2,000) * Up to 4 opportunities accepted Luncheon sponsors are ensured access to all conference attendees on Thursday and/or Friday. This is a high profile sponsorship with your company s name front and center before a captive audience. Your company s name will be listed in the Onsite Program and signage at the luncheon. Continental Breakfast ($1,500) * Up to 2 opportunities accepted Continental breakfasts will be located in highly visible areas of the exhibit hall on Thursday and/or Friday. Your company s name will be listed in the Onsite Program and signage at the breakfast. Opening Reception ($1,000) * Up to 3 opportunities accepted Opening Reception sponsors have the opportunity to connect with conference attendees in a relaxed atmosphere on Wednesday evening. Conference attendees look forward to enjoying hors d oeuvres and beverages while networking with other conference participants. Your company s name will be listed in the Onsite Program and signage at the event. s ($500) * Up to 4 opportunities accepted Coffee, tea, beverages and snacks will attract attendees to the exhibit hall during the s on Thursday and/or Friday. Your company s name will be listed in the Onsite Program and signage at the event. Reception Entertainment ($350) By sponsoring the entertainment at the Opening Reception on Wednesday evening, your company s name will be listed in the Onsite Program and signage at the event.

8 16th Annual AAMAS Conference 8 Exh i b ito rs Booth Layout Wednesday, April 21 Exhibitor Booth Set-up Opening Reception Thursday, April 22 Continental Breakfast Lunch 12:00 pm 3:30 pm 6:00 PM 8:00 PM 7:00 AM 8:00 AM 10:00 AM 10:15 AM 12:00 PM 1:00 PM 2:15 PM 2:30 PM Friday, April 23 Continental Breakfast Lunch/Exhibitor Prize Drawing Booth Tear Down * 7:00 AM 8:00 AM 10:00 AM 10:15 AM 12:00 PM 1:00 PM 1:30 PM 3:30 PM You are welcome to keep your booth open during the conference sessions. You may also use your space and the exhibit area as a meeting room for interaction with the auditors. BOOTH LAYOUT American Association of Medical Audit Specialists April 21 23, 2010 Caribe Royale, Grand Sierra Rooms F I

9 16th Annual AAMAS Conference 9 Exhibitor & Sponsorship Application COMPANY INFORMATION: Company Name * As you wish it to appear on all AAMAS published materials Contact Person & Title * Person to receive all AAMAS correspondence, and who will be named the contact person in all AAMAS published materials Street Address City State Zip Telephone Fax Company Website Contact Person Address/Phone (if different from company contact) Signature of Authorized Agent: Date * Please company logo (high resolution in tiff or eps format) and brief company profile (50 words or less) to: admin@aamas.org. BOOTH PERSONNEL Name(s) of Complimentary Conference Registrants based on Exhibitor Level * Include Name, credentials, and address for each registrant Name(s) of Additional Personnel * Include Name, credentials, and address for each registrant BOOTH LOCATION REQUEST Provide your preference for booth location. Please list your 3 booth choices from the floor plan: 1st. 2nd. 3rd. Advertising ONSITE PROGRAM Please your ad as an electronic file to Barbara Thompson at admin@aamas.org. We can accept your ad in the following formats: tiff, gif, jpeg, or pdf; 300 dpi or larger is required. * Deadline for submission is February 15, AAMAS WEBSITE Please your company logo in a jpeg format to Barbara Thompson at admin@aamas.org as soon as possible. Ee X HIBITOR S: A deposit of $300 is due no later than December 31, 2009 exhibitors & SPONSORS: Final Payment is due no later than March 27, 2010 Exhibitor/Sponsorship Fees Exhibit Levels: Platinum $2,500 Gold $2,000 Silver $1,500 Sponsorships Levels: Keynote Speaker $2500 Lunch $2000 Continental Breakfast $1500 Opening Reception $1000 Breaks $500 Reception Entertainment $350 Media Distribution $250 Advertising Onsite Program & AAMAS Website Back Cover $375 Inside Front Cover $300 Inside Back Cover $300 Full Page $250 Half Page $175 Quarter Page $100 One-Eighth Page $75 Business Card $50 AAMAS Website $100 Fee Summary $ $ Exhibit Booth Platinum Level $ $ Exhibit Booth Gold Level $ $ Exhibit Booth Silver Level $ $ Additional Booth Personnel ($ ea.) $ $ Sponsorship $ $ Media Distribution ($250) $ $ Advertising $ $ Total $ $ Exhibitor Deposit ($300.00) $ $ Total Enclosed $ $ Balance Due by March 27, 2010 Payment Method: AAMAS accepts credit cards or checks made payable to: American Association of Medical Audit Specialists. Check or Credit Card (Circle One): American Express Discover MasterCard Visa Card # Expiration Date Name on Card (please print) Cardholder Billing Address: City: State: Zip Code: Signature $ $ Amount (USD) Return Application & Payment To: AAMAS P.O. BOX San Antonio, TX (phone) or (fax) admin@aamas.org