Invitation to Exhibit

Transcription

1 Invitation to Exhibit 2014 Annual Vendor Expo Show Thursday, October 23, :00 5:00 PM EST FireKeeper s Casino Hotel (Ballrooms C & D) E. Michigan Ave. Battle Creek, MI Conference Theme: Coaching Your Team for Performance Excellence MI-NADONA/LTC Annual Convocation & Expo This year s 2014 MI NADONA/LTC Annual Convocation & Expo will be held October at the FireKeeper s Casino Hotel in Battle Creek, MI. The Annual Vendor Expo Show will be held on October 23. Set up for the expo show will be on October 23 from 8:00 am to 1:00 pm est only; tear down will be immediately following the conclusion of the expo show from 5:00 7:00 pm est. Health Care Association of Michigan The Health Care Association of Michigan (HCAM) is proud to be the exclusive event manager of the 2014 MI NADONA/LTC Annual Convocation & Expo. Expo Show Attendees This year s MI NADONA/LTC Annual Convocation & Expo will feature approximately 200 long term care corporate clinical consultants, directors of nursing, nurse managers and other health care professionals. Expo Show Floor Plan Please see page 3 of this Invitation to Exhibit for the expo show floor plan. An updated floor plan of available booths and contracted vendors will be posted to the HCAM website at bi weekly. Assignment of Space Booths will be assigned according to the date the Vendor Application & Contract is received. When possible, HCAM will try to accommodate the vendor s indicated booth preferences in order of indicated preference. Notwithstanding, HCAM reserves the right to make and/or change booth location assignments at any time as it may in its sole discretion deem necessary. HCAM will also post a list of contracted exhibitors to our website bi weekly at for vendor reference MI-NADONA/LTC Booth Rates Style Size Cost per Booth Premium Booth 10 w x10 d $699 Prize Hunt Booth Indicated on floor plan with a 10 w x10 d $ Booth Rate Inclusions NEW! 3 hours of conflict free expo time Fully carpeted booth 10 x10 pipe & draped booth; 6 table with linen & skirt; & 2 chairs Complimentary Wi Fi 2 complimentary vendor representatives per contracted booth for the expo show Company name in the conference registration brochure (if booth secured by June 23, 2014) Electronic attendee list prior to & post expo On site hard copy attendee list Complimentary refreshments & vendor lunch buffet during vendor set up Appetizers & cash bar during the expo show Collect business cards at individual booth for attendee prize raffle drawings (optional) 2 complimentary tickets to the Partner Tailgate Celebration per contracted booth In addition to the 2014 booth rate inclusions listed above, the following added benefit has been included for each booth style: Premium Booth Company listing in the on site Vendor Catalog (if Premium booth is secured by September 22, 2014) Prize Hunt Booth NEW! Half page, black & white company ad in the on site Vendor Catalog (if Prize Hunt booth is secured by September 22, 2014) in addition to a company listing in the on site Vendor Catalog Prize Hunt Program Exhibitors who contract one of twenty pre placed Prize Hunt booths will be featured on the attendee prize hunt card (if contracted prior to September 22, 2014) and in the on site vendor catalog. Attendees who visit each of the twenty Prize Hunt booths and have their prize hunt card validated will have the opportunity to win one of several grand prizes.

2 Attendee Prize Raffle Vendors are encouraged to purchase 1 raffle item at least $50 in value for the attendee prize raffle. Participating exhibitors will collect business cards &/or attendee contact information at their own booth for their raffle item. An HCAM representative will visit each booth during the last hour of the expo show so the exhibitor may draw out their raffle prize winner from their collected contacts. Winners will be announced and sent to the exhibitor to collect their prize. Partner Tailgate Celebration All vendor representatives are invited to attend the party of the year the Partner Tailgate Celebration! This year s celebration will be held the same evening as the expo show on Thursday, October 23 from 7:00 10:00 PM at the FireKeeper s Casino Hotel. Enjoy live band The Killer Flamingos, hosted bar, tailgating food, green screen photo booth and much more! Payment Terms Full payment of the total contracted amount is required with submission of the Vendor Application & Contract or space is not guaranteed. By submitting a Vendor Application & Contract to HCAM, you authorize HCAM to charge/invoice your company based on its submitted booth preferences. Any Vendor Application & Contract that is submitted with the incorrect booth rate will be adjusted to the correct rate and charged/invoiced accordingly by HCAM. No vendors will be permitted on the show floor with an outstanding balance. Cancellation Fees All cancellations must be submitted to HCAM in writing. A cancellation charge equal to half the cost of the contracted booth(s) submitted by a Vendor Application & Contract will be assessed for the booth(s) cancelled on or before June 16, Cancellations received after June 16, 2014 will NOT receive a refund or credit. Use of Association Logo HCAM & MI NADONA/LTC is committed to our vendor partners and we encourage you to advertise your participation in the expo show. However, use of HCAM or MI NADONA/LTC logos by any vendor is prohibited as it implies a legal partnership that subjects the associations to liability. Questions Upon review of this Invitation to Exhibit, if you have any questions, please contact Lea Osborne, HCAM Director of Education & Partnerships at (517) or by e mail to LeaOsborne@hcam.org. Shipping & Handling FireKeeper s is pleased to accept and secure all packages shipped to FireKeeper s Casino Hotel prior to arrival or held in storage after departure. FireKeeper s Casino Hotel cannot be responsible for the packing of breakable material or breakage of such items when received during transit. Handing changes of $7.00 per box and/or $25.00 per palette will be applied to your hotel room. If you do not have a hotel room reservation at FireKeeper s, a credit card will be required to accept any packages on a vendor s behalf. In order to ensure your packages are routed correctly, please address your shipment EXACTLY as follows: FireKeeper s Casino Hotel c/o Hotel Sales and/or Convention Services Manager EVENT NAME: MINADONA/LTC ANNUAL CONVOCATION & EXPO 2014 EVENT DATE: October 23, E. Michigan Avenue Battle Creek, MI (HOLD FOR GUEST: Your COMPANY NAME) Exhibitors are responsible for their own applicable shipping charges. Shipping and handling charges may NOT be reimbursed and/or covered by HCAM or MI NADONA/LTC. Electric & Additional Set-Up For electrical service and additional set up needs, please submit the included MI NADONA/LTC Expo Electric & Additional Set Up Order Form. Completed forms should be directed to Lea Osborne, HCAM Director of Education & Partnerships by e mail to LeaOsborne@hcam.org or fax to (517) All order forms MUST be received no later than October 9, Lodging Accommodations: Reservations Required by Sept. 21 st The FireKeeper s Hotel is the official site of this year s Annual Convocation & Expo. Therefore, a discounted block of rooms has been reserved for vendors and attendees. To make your lodging reservation, please contact the FireKeeper s Hotel directly at (877) Please be sure to reference HCAM when making your reservation to receive the discounted group rate. The discounted room rate is $109 per night for reservations made by September 21, For reservations made after this date, the discounted room rate is NOT guaranteed. Both valet and self parking is complimentary. Please make your lodging reservation immediately as rooms are limited and NOT guaranteed MI-NADONA/LTC Annual Convocation & Expo Invitation to Exhibit

3 October 23, :00-5:00 pm est NADONA EXHIBITS FireKeeper s Casino Hotel Battle Creek, MI EXPO SHOW FLOOR PLAN ' C ' 4'' ' 3'' A endee Entrance A endee Entrance BAR D FOOD Prize Stage Company Category Key A Consultant J Home Health/Hospice S Pharmaceutical Bb Vision Services STAGE B Design/Building/Remodel K Housekeeping/Laundry/Linens T Physicians Services Cc Wound Care C Education/Training L Insurance/Risk Management U Portable Diagnostic Services Your provided company D Employment /Recruitment M Legal Services V Rehabilitation/Therapy category will be used to ensure E Environmental Supplies & Services N Marketing W Safety you are not placed directly near a compe tor/company of F Finance O Medical Supplies & Equipment X Security/Monitoring/Nurse Call the same category. Please be G Food & Beverage/Service P Behavioral/Mental Health Care Y Technology/Software sure to indicate your company H Furniture/Furnishings Q Nutrition/Wellness Z Transportation catagory on your Vendor Applica on & Contract. I Group Purchasing R Oral Health Aa Uniforms/Footwear 117' Shaded booths are sold as of

4 2014 MI-NADONA/LTC Annual Convocation & Expo VENDOR APPLICATION & CONTRACT Submit your completed Vendor Applica on & Contract with payment by fax to (517) or by mail to: HCAM 7413 Westshire Dr., Lansing, MI By submitting this Vendor Application & Contract, you acknowledge that you have reviewed & agree to all terms stated in the 2014 MI-NADONA/LTC Invitation to Exhibit and FireKeeper s Exhibitor Guidelines. Parts 1-5 of this form must be completed; unfortunately telephone or ed reservation requests cannot be accepted. Vendor Application & Contracts will NOT be accepted without signature & payment. (1) Company Information: Please complete each fi eld below, including signature and date. Please PRINT legibly. Company Name: Company Mailing Address: City: State: Zip Code: Daytime Phone: Fax: Company Website: Point of Contact Name (to receive all expo communication): Point of Contact (to receive all expo communication): Additional addresses (admin. assistant, secretary, colleague, etc): I am an authorized representa ve for this company with full power and authority to sign this applica on and contract for an expo booth. Print Name: Title: Signature: Date: (2) Company Category: Select (1) category from the Company Category Key on the fl oor plan, page 3, that best describes your company s products/services. (Example: company category M = legal services) Please write the corresponding letter of your company category here: (3) Booth Preference: Please indicate your booth preferences below. Please see the included fl oor plan on page 3 of this Invitation to Exhibit. An updated fl oor plan of available booths is posted to our website bi-weekly at Total Number of Booths Requested (1,2,3, etc.): **Preferences are NOT guaranteed.** 1st Booth Preference: ; 2nd Booth Preference: ; 3rd Booth Preference: (4) Applicable Rate: I) Please circle the applicable rate for your booth preference. Incorrect booth rate will be adjusted to the correct rate and charged/invoiced accordingly by HCAM. II) Complete the total amount due. I) Booth Style: Please see the included floor plan on page 3. Premium Booth Prize Hunt Booth Indicated on floor plan with a Booth Rate $699 per booth $775 per booth II) Total Amount Due Please complete each row. Total # of booths: Cost per booth: $ Total Amount Due: $ (5) Method of Payment: Please select your method of payment & complete applicable payment information. Check One: Check made payable to HCAM Visa MasterCard American Express Discover Credit Card Number: Exp. Date: Three-Digit Security Code on Back of Card: Billing Zip Code for Card: Cardholder s Signature: Date:

5 Electric & Additional Set-Up Order Form Once you have secured your booth(s) and HCAM has confirmed your contracted booth number(s), should you wish to order electrical service and/or additional set-up items for the MI-NADONA/LTC Annual Convocation & Expo to be held on Thursday, October 23, 2014 at the FireKeeper s Casino Hotel, please submit this completed form with payment information to Lea Osborne, HCAM Director of Education & Partnerships by to LeaOsborne@hcam.org or fax to (517) All order forms MUST be received no later than October 9, COMPANY INFORMATION: Please print legibly & complete all requested information. Contracted Booth Number(s): (MUST be confirmed by HCAM prior to submission of this form) Company Name: Point of Contact Name (to receive all expo communication): Point of Contact Address: Additional Addresses (secretary, expo coordinator, etc.): Business Phone: Cell Phone: Business Fax: ELECTRIC & ADDITIONAL SET UP NEEDS: Please indicate the item(s) below you would like to order with the requested quantity & complete total cost due. Power Strip with Access to Power/Electrical: $10.00 each Additional Table with 2 chairs: $10.00 each Additional chair only: $5.00 each Easel: $5.00 each Pipe & Drape (requested additional and/or removal): $5.00 per instance Total Cost Due: $ PAYMENT INFORMATION: Credit card information & payment is REQUIRED to order all additional services and/or items. CHECK ONE: Visa MasterCard American Express Discover Credit Card Number: Exp. Date: Three-Digit Security Code on Back of Card: Billing Zip Code for Card: Cardholder s Name (Print): Cardholder s Signature: Date: **All orders submitted to HCAM cannot be cancelled and/or refunded after October 9, 2014.**

6 Sponsorship Opportunities Below is a list of sponsorship opportunities at this year s 2014 MI NADONA/LTC Annual Convocation & Expo which will be held on October 22 24, 2014 at the FireKeeper s Casino Hotel in Battle Creek, Michigan. To secure your sponsorship now or to find out what opportunities are still available, please contact Lea Osborne at (517) or by at LeaOsborne@hcam.org. Sponsorships will be sold on a first come, first serve basis. ID Number Sponsorship Opportunity Cost N1 Badge Scanning: Day 3 (Oct. 24) Requires 2 staff volunteers $500 N2 Badge Scanning: Day 1 (Oct. 22) Requires 3 staff volunteers $1,000 N3 Badge Scanning: Day 2 (Oct. 23) Requires 2 staff volunteers $1,000 SOLD Refreshment & Dessert Breaks (all) $1,000 SOLD Attendee Electronic Device Charging Station & WiFi $1,000 SOLD Conference Breakfasts (all) $1,500 N7 Partner Tailgate Celebration: Green Screen Photo Booth w/ sponsor logo on each picture $1,500 SOLD Keynote Presenter & All General Session Presenters $2,500 SOLD Session Moderating (all) (Oct ) Requires up to 3 staff volunteers $2,500 N10 Partner Tailgate Celebration: Hosted Bar, Food & Beverages $2,500 N11 Partner Tailgate Celebration: Live Band The Killer Flamingos $2,500 SOLD Awards & Recognition Luncheon $3,000 N13 Attendee Hospitality Station: Candy, mixed nuts & display table (provided by HCAM) to hand out swag or marketing materials (if swag/marketing materials are provided by sponsor). $3,000 Included benefits of sponsorship: Company logo in pre-conference marketing brochure (if secured by June 23) Company logo on attendee tote bags provided at registration (if secured by August 1) Company logo in on-site program booklet (if secured by September 22) Company logo on conference sponsorship banner (if secured by September 22) Company logo and contact information in general conference PowerPoint slide show Conference sponsor ribbon on name badge Verbal acknowledgement and recognition in conference opening and closing remarks