EXHIBITION INFORMATION North Carolina Healthcare Information and Communications Alliance, Inc. 3200 Highway 54 Suite 200 Cape Fear Building P.O. Box 13048 Research Triangle Park, NC 27709-3048 919-558-9258 (phone) 919-558-2198 (fax) www.nchica.org
We invite you to showcase your company s products and services at NCHICA s 22 nd Annual Conference & Exhibition, scheduled for August 29-30, 2016 at the Grove Park Inn Resort in Asheville, NC. The conference will draw attendees from NCHICA s diverse membership of over 2,300 individuals from over 300 organizations. The conference will provide you with excellent opportunities to make one-on-one contacts with key decision makers from the healthcare industry, with over 6.5 hours available for you to interact with attendees. 2015 Annual Conference Attendee Profile health IT recruiting services public health 2% 5% health IT consulting 14% other 7% health IT solution provider 28% healthcare provider 27% nonprofit 8% health educator 6% health plan 3% Exhibiting at NCHICA s Annual Conference & Exhibition will maximize your trade show dollars. You will receive: Full conference registration for two exhibit staff All meals held in the exhibit hall Complimentary wireless Internet access and access to electricity for each booth Your company logo and hyperlink on the conference web pages and mobile app A mailing list of conference attendees both prior to and following the conference An 8 wide x 8 deep display area with pipe and drape, one 6 skirted table and two chairs The opportunity to participate in prize drawings on the exhibit floor to increase traffic This packet contains the following information: NCHICA 2016 Exhibition Fact Sheet (page 3) Exhibition Rules and Regulations (page 4) Exhibit Hall Layout (page 5) Exhibit Booth Application Form (page 6) A/V Price List (page 7) Electrical/Internet Order Form (page 8) Labor Order Form (page 9) Freight Service Form (page 10) Exhibit Mailing Labels (page 11) We hope you will take advantage of this unique opportunity by completing the exhibit booth application form on page 7. Exhibit booths will be assigned in the order that payment was received, so please register early! You will be notified in May on how to register your staff who will be managing your exhibit booth.
NCHICA 2016 Exhibition Fact Sheet Exhibit Dates: August 29-30, 2016 Conference Location: Expected Audience: Omni Grove Park Inn 290 Macon Avenue Asheville, NC 28804-3799 800-438-5800, www.groveparkinn.com provider CIOs/CMOs/CMIOs, hospital and health system administrators and managers, physicians, nurses, compliance officers, health plan staff, IT professionals, technology vendors, professional society and nonprofit association staff, university professors and staff, students, attorneys, healthcare consultants, anyone involved in promoting the use of IT in healthcare Target Attendance: 300 Exhibit Hours: Monday, August 29: 7:30-8:30 am, 9:30-9:45 am, 10:45-11:00 am, 12:00-1:00 pm, 2:30-2:45 pm, 3:45-5:00 pm Tuesday, August 30: 7:30-8:30 am, 10:00-10:15 am, 11:15-11:30 am, 12:30-1:30 pm, 2:30-2:45 pm Exhibitor Fees: NCHICA members Non-members Prime Location (booths 1, 2, 23, 24) $2,299 $3,699 Early rate (booths 3-22, 31-40) thru 5/15 $1,699 $2,699 Regular rate (booths 3-22, 31-40) $1,999 $3,199 Fee Includes: Additional Charges: Exhibit Set-up: Exhibit Tear Down: Payment Policy: Cancellation Policy: 8 wide x 8 deep display area with pipe and drape, one 6 skirted table and two chairs Two conference registrations on Monday and Tuesday for exhibit booth staff Complimentary food and beverages at all meal functions held in exhibit hall Complimentary wireless Internet access and access to electricity for each booth Listing on conference signage and materials and the NCHICA website Mailing list of conference attendees emailed two weeks prior to conference and one week after conference in Excel format If you require additional A/V services, see page 7 for fees and page 8 for the order form. Sunday, August 28: 3:00-6:00 pm Tuesday, August 30: 1:30-4:30 pm Payment is due in full at the time of application. Booth assignments will not be made until completed form and payment are received. No exhibitor will be allowed to set up a display booth unless paid in full. Members must be in good standing both at the time of application and the conference. Payment may be made by check (payable to NCHICA) or by credit card (Visa, Master Card or American Express). For cancellations received on or before July 29, 2016, 50% of the total booth cost is refundable (95% is refundable if we are able to resell the booth). There will be no refund for cancellations received after July 29, 2016 (unless we are able to resell the booth, in which case 95% is refundable).
Exhibition Rules and Regulations Exhibit space will be assigned based upon receipt date of completed application and payment. All booths should be fully set up at least 30 minutes before the opening of the exhibit hall. Please do not remove or disassemble display materials prior to the official closing time of the exhibit hall. Please make travel and shipping arrangements accordingly. If you need assistance with your booth setup, please fill out the form on page 9 and return it to Convention Makers. The Grove Park Inn Resort & Spa will accept exhibit materials weighing up to 100 lbs. no more than three days in advance of the conference date. Address must include: ATTN: Convention Set-up Deliver to: Grand Ballroom AB The Grove Park Inn Resort & Spa 290 Macon Avenue Asheville, NC 28804-3799 The return address should clearly indicate your company name, as the Grove Park will move materials to the appropriate booth area. Materials over 100 lbs. must be shipped to Convention Makers. Please see page 10 for more details. Other and/or adjacent exhibitors may offer competing products. If exhibits are not self-guided displays, at least one representative from the exhibiting company should be available during regular exhibit hours. Social functions offered to conference attendees are restricted to companies participating in the conference. The exhibit area is off-limits to non-conference attendees. All display items should be firmly supported or securely fastened. Standard evening lock-down security will be provided; however, NCHICA is not responsible for any lost or stolen vendor materials, and small items of value (e.g., laptops) should be removed each evening. Exhibitors are expected to observe the rights of all other exhibitors. Excessively noisy or visually distractive displays will be adjusted to acceptable levels by show management. All other matters creating a disturbance or otherwise serving as a detriment to conference activities are subject to immediate decision by NCHICA to resolve. These rules may be amended solely by NCHICA with due consideration being given to all conference attendees and exhibitors.
Exhibit Hall Layout Grand Ballrooms A&B NOTE: Attendees will enter through the four doors at the bottom of the diagram.
Exhibit Booth Application Form Company: Contact: Title: Address: City/State/Zip: E-mail: Phone: Exhibit Booth Fees NCHICA members Non-members Prime Location (booths 1, 2, 23, 24) $2,299 $3,699 Early rate (booths 3-22, 31-40) thru 5/15 $1,699 $2,699 Regular rate (booths 3-22, 31-40) $1,999 $3,199 Please indicate your top three choices for booth assignments (see map on page 5): (You will be notified of your booth assignment after payment is processed.) Do you need access to electricity at your booth? yes no Payment A check for $ payable to NCHICA is enclosed. Charge $ to: MasterCard VISA American Express Name/Company on credit card: Acct. # Exp. Date: Signature: Please complete this form and return with your payment by August 12, 2016 to: NCHICA, PO Box 13048, Research Triangle Park, NC 27709-3048, FAX: 919-558-2198 If you have any questions, contact Allison Parker at allison@nchica.org, 919-558-9258 ext. 301.
NOTE: NCHICA is providing access to electricity and wireless internet access in the exhibit hall. Please fill out this form and send to the Omni Grove Park if you require additional A/V services.
NOTE: Please fill out the form below ONLY if you require Convention Makers to install and/or dismantle your exhibit booth.
NOTE: Please fill out the form below ONLY if Convention Makers is installing or dismantling your booth OR if your exhibit materials weigh more than 100 lbs.