CONVENTION & EXPO EXHIBITOR GUIDE

Transcription

1 2015 ihca CONVENTION & EXPO EXHIBITOR GUIDE SHERATON HOTEL AT KEYSTONE AT THE CROSSING, INDIANAPOLIS, IN AUG 17-19, 2015

2 AUGUST 17-19, 2015 Sheraton Indianapolis at Keystone at the Crossing 8787 Keystone Crossing, Indianapolis IN Phone: Fax: Room rate is $121 per night. To make reservations call the hotel directly at and ask for the IHCA Group Block. ABOUT THE IHCA CONVENTION & EXPO THE SPONSOR AND EXHIBITOR EXPERIENCE WHAT IS THE INDIANA HEALTH CARE ASSOCIATION CONVENTION & EXPO? The Indiana Health Care Association Convention & Expo is a premier event focused on providing a dynamic, collaborative forum for all professionals across the spectrum of long term care. Our goal is to provide a unified voice for long term care, and to educate, inform and advocate on behalf of healthcare providers, consumers and the workforce. ATTENDEES INCLUDE: Owners and Operators of Long Term Care Facilities Health Facility Administrators Directors of Nursing and Nursing Staff Owners and Operators of Adult Day Services and Adult Foster Care Consumers and Caregivers The Indiana Health Care Association (IHCA) is Indiana s largest trade association and advocate representing proprietary, not-for-profit and hospital-based nursing home and assisted living communities, adult foster care and adult day services. IHCA s member facilities care for more than 25,000 of Indiana s geriatric and developmentally disabled citizens, the majority of whom are low-income Medicaid recipients. IHCA was founded in 1945 as a not-for-profit organization dedicated to quality long-term care. IHCA is a founding member of the profession s premier national organization, the American Health Care Association IHCA BOARD OF DIRECTORS Doug Shuck, Chairman James Burkhart, Chairman-Elect Steve Albrecht, Past Chairman Tim Sadler, Secretary Dane Wheeler, Treasurer Mike Forgey, At-Large Lee Marchant, At-Large Sean Foster, At-Large Ken Pflumm, At-Large Mike Spencer, At-Large Mike Sorrells, At-Large Tom Watts, At-Large Scott Tittle, Ex-Officio, IHCA President Members of the long term care profession depend on the IHCA Convention & Expo to showcase innovative companies and technologies that highlight leading industry products and services. The IHCA Convention & Expo offers companies a unique experience to effectively market to long term care professionals while fostering lasting business relationships with top decision makers. Take advantage of a wide variety of marketing efforts in advance of the event like branding, lead generation, customer awareness, and product information by being an IHCA Convention & Expo sponsor exhibitor. AS A SPONSOR: Many opportunities are available to participate in the 2015 Convention & Expo. Secure your sponsorship early in order to gain the most exposure and ensure premium booth space placement. Opportunities are available on a first-come, first-served basis. Contact Kate Vaulter at the IHCA for all Sponsorship Opportunities at (direct) or kvaulter@ihca.org. AS AN EXHIBITOR: The Expo will be open on Tuesday, August 18 at 11:30 am. Limited exhibitor space is available, in order to obtain an optimal attendee-to-vendor ratio. IHCA Associate Member pricing for booth space starts at $995 for an 8 X 8 booth and $1695 for non-members. This year we will have X 10 booths available for $1195 for members and $1895 for non-members. Please complete the application on our website at ihca.com or contact Katy Quigley at or katyqevents@gmail.com IHCA CONVENTION & EXPO Exhibitor and Sponsor Guide 2014 IHCA CONVENTION & EXPO Exhibitor and Sponsor Guide IHCA IHCA CONVENTION & & EXPO Exhibitor and Sponsor Guide 3

3 SPONSORSHIP OPPORTUNITIES SPECIAL EXPO HALL BENEFITS TITLE SPONSOR- $10,000 (4 AVAILABLE) Demonstrate your company s support for and commitment to the IHCA and Indiana s long term care profession by being a Title Sponsor of the IHCA Convention & Expo. Only four sponsorships are available, so act fast to secure this premier opportunity for your company! Title Sponsor Benefits: Priority booth selection and placement, with Traffic Builder Complimentary 8 by 8 exhibit booth Invitation to a dinner event with the IHCA Board of Directors Recognition at the Annual Members Meeting Listing and sponsor recognition on the Convention website Recognition in attendee registration brochure and Convention program Sponsor recognition on sponsoring company s name badges Four (4) full convention registrations Looking to reach all convention attendees? This year s convention will offer four outstanding general sessions for all attendees to be held on August 18 & 19. Sponsorship includes the opportunity to welcome attendees, signage at the general session, and recognition in the registration brochure and Convention program. SNACK BREAK- $500 (2 AVAILABLE) Help attendees get energized by sponsoring a snack break. Receive signage on the snack table and recognition in the registration brochure and Convention program. EXPO HALL Exhibiting at the 2015 IHCA Convention & Expo will ensure immediate access to professionals from across the spectrum of long term care. Expo Hall Benefits : Access to decision makers: Executives in the long term care industry are engaged attendees Active Buyers: Attendees use the Expo to research and plan for purchases to help their bottom line Lead Information: Access to electronic attendee list before and after the Convention CANCELLATION OR WITHDRAWAL Booth space cancelled prior to June 14, 2015 will be refunded, less a $100 processing fee. Booth space cancelled after June 14, 2015, but before July 18, 2015 will receive a 50 % refund. No refunds will be issued for cancellations or withdrawals made after July 19, All cancellations and withdrawals must be submitted in writing and faxed to EXHIBITOR MOVE-IN Monday, August 17, 2015 from 2:00 p.m. to 7:00 p.m. EXHIBITOR MOVE-OUT: Tuesday, August 18, 2015 from 1:45 p.m. to 4:00 p.m. REGISTRATION GIFT FOR ATTENDEES - $1,000 (1 AVAILABLE) The convention attendee gift will last long after the IHCA Convention & Expo, so be sure to send attendees home with something they will continue to use! Your company s logo will be printed on each gift and given to each attendee in the Expo Hall. ATTENDEE PRESENTATIONS - $1,000 (1 AVAILABLE) Each attendee will have access to all the session presentations online. Your logo will be on the website with the presentations along with signage at the event. TRAFFIC BUILDER - $100 PER BOOTH Attendees receive cards upon entering the trade show, and are required to visit every participating booth to fill out their cards to be eligible for prize drawings. Attendees must be present to win, so this is a great way to increase booth traffic. IHCA GOLF OUTING See page 10 for details. READY TO EXHIBIT? Expo Hall space is limited. All applicants are encouraged to submit applications with payment as soon as possible to ensure selection. Applicants are assigned on a first-come, first-served basis. Upon booth assignment, each exhibiting company will receive a confirmation , booth number, and other pertinent information concerning exhibit details. SHOW LOCATION The 2015 IHCA Convention & Expo will take place August 17-19, 2015 at the Sheraton Indianapolis at Keystone at the Crossing, Indianapolis, IN. Parking is free at the hotel. BOOTH FEE INCLUDES: One (1) 8 X 8 booth with 8 high white, black, and blue drape and 3 high side black drape One (1) skirted table Two (2) padded, armless chairs Free wireless internet One (1) full convention registration Three (3) exhibitor staff badges for working exhibit booth staff Booth identification sign (7 X 44 in size, black and white) Electronic listing of attendees pre and post convention HOTEL KEY CARDS - $1,000 (1 AVAILABLE) Sponsoring the guestroom key cards is a great way to have overnight guests carry around your company in their pocket! The average hotel guest uses their key card six times per day, and your name and full-color graphic will be the one they see each time. Contact Kate Vaulter at the IHCA for all Sponsorship Opportunities (direct) kvaulter@ihca.org PAYMENT SCHEDULE Full payment must accompany all applications for exhibit space to be assigned. Payment may be made by check, money order, or credit card ONLY. The applying company must be in good financial standing with IHCA at time of payment. Contact Katy Quigley for information on the IHCA Expo at or katyqevents@gmail.com LANYARDS & NAME BADGES - $1,500 (1 AVAILABLE) Have your logo on the lanyards and back of the name badge. Every attendee will wear a name badge since they have to be scanned to receive CEU credit. GENERAL SESSION - $750 (4 AVAILABLE) 4 5

4 EXHIBITOR FLOOR PLAN EXHIBITOR SPONSOR APPLICATION & CONTRACT EXHIBITOR SPONSOR APPLICATION & CONTRACT Return this form with: Full payment (outstanding invoices must be received in addition to full payment before the application can be processed, a booth assigned, and sponsorship confirmed). You must fill out both sides of this form Company Name: Booth Signage (If different from company name): Address: Suite: City: State: Zip: Contact Name: (Not for print, but to receive all communications regarding the Convention & Expo) Phone: ( ) Fax: ( ) Website: Products to be Exhibited: Booth Preference (See floor map for numbers): 1st choice: 2nd choice: 3rd choice: Exhibitors I DO wish to be near: Exhibitors I DO NOT wish to be near: * Preferences are requests only and cannot be guaranteed Company Representative to receive full registration: Name: Company Exhibit Staff: Name(s):,, Booth Pricing, Tickets & Sponsorships: 8 X 8 Member Booth $995 8 X 8 Non-Member Booth $ X 10 Member Booth $ X 10 Non-Member Booth $1895 Title Sponsor $10000 Traffic Builder $100 Total $ General Session $750 Lanyards $1500 Hotel Key Cards $1000 Attendee Presentations $1000 Registration Gift for Attendees $1000 Snack Break $500 Make sure to sign contract on next page > For information on becoming an IHCA Associate Member, see under the How to Join tab. Payment: Check or Money Order- enclosed payable to the 2015 IHCA Convention & Expo (mail to: P.O. Box Dept. 205 Indianapolis, IN 46206). Credit Card- fax to (circle one) Visa MasterCard American Express Credit Card Number: Expiration Date: Code: Authorized card holder (print name) Signature: Signature: Name (printed): Date: MAKE A COPY OF THIS FORM FOR YOUR RECORDS. PAYMENT MUST BE RECEIVED IN ORDER TO RESERVE BOOTH SPACE. 6 7

5 EXHIBITOR SPONSOR APPLICATION CONTRACT (CONT.) 1. Booth Assignments will be made in the order in which signed contracts with deposits are received. If space chosen has been assigned, IHCA has the right to assign the next best space available. IHCA Associate Members will be assigned space before other booths are assigned. Booth Charges and Payments - Any paid Associate Member will pay the member price of $995. Non-member booths are $1695 Memberships must be paid in full to receive a member rate. Contracts received after July 18, 2015, will be assessed a $ late fee. 2. Booth refund Policy - Booth space cancelled prior to February 14, 2015 will be refunded, less a $100 processing fee. Booth space cancelled after June 14, 2015, but before July 18, 2015 will receive a 50% refund. No refunds will be issued for cancellations or withdrawals made after July 19, All cancellations and withdrawals must be submitted in writing and faxed to Cancellation of Shows - In case any part of the exhibit hall is damaged or if circumstances make it impossible for IHCA to permit an exhibitor to occupy the space assigned during any part of the show, the exhibitor will be charged for space only for the time the space was or could have been occupied, and IHCA is released from claims for damages regarding this situation. 4. Exhibit Space Floor Plan - IHCA reserves the right to modify the plan without obligation for any refund. 5. Booth Construction and Arrangement - The background of each booth is an 8 high drape and each booth is separated by 3 dividers. 6. Exhibit Dates and Hours - The exhibition hall will be open Tuesday, August 18 from 11:30 am-1:30 pm. 7. Subletting of Space - Subletting of space is prohibited. Two or more firms may not exhibit in a single booth. 8. Exhibitor Representatives - Each exhibitor must provide an attendant in the booth during all open hours of the Expo. All attendants must be employees of the exhibitor or representatives who receive commission or salaries from the exhibitor. Each company may have up to four (4) representatives. Only registered representatives of exhibiting companies and registered convention attendees will be admitted into the exhibit hall. 9. Services Included in the Rental Fee - All booths are 8 x8 or 10 X10 with a draped background 8 high, draped side partitions 3 high and standard booth sign 7 x 44. Additionally, each booth will receive free wireless internet, one (1) 6 x 2 skirted table and two (2) padded armless chairs. 10. Service Contractor - George Fern Company, is the official decorator and drapage company for the IHCA Trade Show and has exclusive rights to supply all equipment, furniture and decorating materials to exhibitors. George Fern Company can arrange to store and transport exhibitor materials. George Fern Company will send an exhibitor packet to all exhibitors in advance of the show. 11. Distribution of Samples and Souvenirs - Distribution of samples and souvenirs is permissible provided they do not interfere with adjoining exhibits. Exhibitors are encouraged to provide gifts for booth drawings and will receive information about distribution of prizes in on-site packet. Stickers, glitter, confetti, helium tanks and helium balloons are not permitted at the Sheraton Indianapolis. 12. Food Samples Exhibitors may offer only sample food and beverage (absolutely no alcohol) products with written authorization (enticement candy excluded). All sample food and beverage items are limited to a bite size, 2 oz. or less. A signed Authorization request For Sample Food and Beverage Distribution form must be submitted a minimum of two (2) weeks prior to the show. Items such as coffee, popcorn, sodas, etc. must be purchased from the Hotel. Contact the Sheraton North at Keystone at the Crossing. 13. Fire and Safety - All materials and installations are subject to fire and safety regulations in force by state and/or city authorities. Motorized vehicles used for display must be void of gasoline prior to entrance in the exhibit hall and need to have the battery disconnected and the gas tank cap. Automobiles will not be able to be exhibited due to the size of the hotel freight elevator. The Exhibit floor is located on the second floor of the Sheraton Indianapolis. 14. Inappropriate Activities - IHCA reserves the right to prohibit any activities due to noise, method of operations, materials or any other reason. 15. Failure to Observe rules - Violations of these regulations on the part of the exhibitor or the exhibitor s representatives shall, at the option of IHCA, forfeit the right to occupy space and such exhibitor will forfeit all monies paid. 16. Right to Refuse - IHCA reserves the right to refuse inclusion in the Expo to any exhibitor if IHCA feels that said exhibitor s involvement in the Expo detracts from the overall spirit and atmosphere that the Expo is intended to foster. The undersigned hereby makes application for exhibit space, and sponsorship (if applicable), at the 2015 IHCA Convention and Expo to be held August 17-19, 2015 at the Sheraton North at Keystone at the Crossing in Indianapolis, IN. The undersigned agrees with the rules and regulations listed above. The undersigned agrees to accept space assignment made by convention staff, and understands that all displays are subject to the approval of IHCA. Unauthorized use of copyrighted material is prohibited. SCHEDULE OF EVENTS Join professionals from across the spectrum of long term care for this exciting event. The focus of this event is to strengthen the relationships among those working in long term care by providing: Valuable networking opportunities Cutting edge educational workshops Keynote presentations and plenary sessions from experts in the long term care industry Exposure to a number of leading products and services MONDAY, AUGUST 17 9:00AM Golf Tournament 2:00 PM - 7:00 PM Exhibitors Move-In 6:00 PM - 7:00 PM Exhibitor Reception TUESDAY, AUGUST 18 7:30 AM - 8:30 AM Member Meeting 7:45 AM - 5:00 PM Registration 8:30 AM - 10:00 AM Breakfast/General Session/IHCA & IHCF Awards 10:15 AM - 11:30 AM Breakout Sessions 11:45 AM - 1:30 PM Expo Hall 12:30 PM - 1:15 PM Lunch in Expo Hall 1:30 PM Expo Hall Closes 1:45 PM - 3:00 PM General Session 3:15 PM - 4:30 PM Breakout Sessions 4:45 PM - 5:45 PM Breakout Sessions 6:00 PM - 7:00 PM Attendee Appreciation Reception in Hotel Bar WEDNESDAY, AUGUST 19 8:00 AM - 9:00 AM Continental Breakfast 8:00 AM - 12:00 N Registration 8:30 AM - 9:45 AM General Session 10:00 AM - 11:00 AM Breakout Sessions 11:15 AM - 12:30 PM General Session 12:45 PM - 2:00 PM Breakout Sessions 2:15 PM - 3:30 PM Breakout Session Signature: Name (printed): Date: 8 9

6 IHCA 2013 CONVENTION & EXPO GOLF OUTING - REGISTRATION FORM 2015 IHCA CONVENTION & EXPO GOLF OUTING GOLF OUTING REGISTRATION FORM Sponsorship and Play-packages: Start off the 2015 IHCA Convention & Expo with a round of golf at Purgatory located in Noblesville, IN. Purgatory is built on rolling farm land, but artful earthwork has rendered nearly every hole a world unto itself. Its most striking features are its mounding and bunkering, and the combinations in which they are presented. Particularly stunning is the par-three 17th, Hell s Half Acre. The hilltop green appears to float in a sea of surrounding bunkers. Golf Magazine The golf outing will be the first official event of the 2015 IHCA Convention & Expo and will be held on August 17th. Registration begins at 8:00 a.m. and the shotgun start is at 9:00 a.m. Many sponsorship opportunities and playpackages are available for your company to choose from. Register your team and sponsorship by August 7, NAME OF CORPORATE CONTACT: CORPORATE NAME: ADDRESS: CITY STATE ZIP PHONE: FAX: GOLFER NAMES: SPONSORSHIP AND PLAY-PACKAGES: Title Outing Sponsor - $3,000 (limit 1 per industry category) Sponsorship includes recognition on promotional material, prominent signage at event, raffle tickets and a complimentary foursome. One title sponsor per industry category provides for exclusivity. Eagle Sponsor - $800 (no limit) Foursome Raffle tickets for foursome Signage at the outing Birdie Sponsor - $600 (no limit) Foursome Signage at the outing Golf Ball Sponsor-$1,000 (1 available) Have your logo printed on the golf ball that will be distributed to all players. Beverage Cart Sponsor - $500 (2 available) Sponsorship includes signage on the beverage cart and ability to ride along and tour the course to meet all participants. One rider is permitted. Driving Range and Putting Green Sponsor - $100 (no limit) Sponsorship includes signage at the driving range or putting green. SPONSORSHIP AND PLAY PACKAGE SELECTIONS: Title Outing Sponsor - $3,000 Driving Range and Putting Green Sponsor - $100 Eagle Sponsor - $800 Golf Ball Sponsor $1000 Birdie Sponsor - $600 Hole Sponsor - $100 Individual Golfer - $200 Lunch Sponsor - $1000 Individual Golfer - $200 Entry fee Lunch Sponsor - $1000 (1 available) Sponsorship includes recognition at the outing and signage at the Lunch. Hole Sponsor - $100 (18 available) Sponsorship includes signage at one designated hole. Beverage Cart Sponsor - $500 Please complete the registration form and return with payment by August 7, 2015 to: Indiana Health Care Association, One North Capitol, Suite, 100, Indianapolis, IN Additional Activities: Raffle Prizes, Longest Drive, Longest Putt and Closest to the Pin Credit Card- fax to Visa MasterCard American Express Credit Card Number: Expiration Date: Code: Authorized card holder (print name) Signature: 10 11

7 ONE NORTH CAPITOL, SUITE 100 INDIANAPOLIS, IN 46204