Contracts Financial Managers Annual Conference Cost Accounting EXHIBITOR PROSPECTUS Sept , 2013 Managed Care Cooperstown, NY Reimbursement

Transcription

1 2 0 1 Financial Managers Annual Conference EXHIBITOR PROSPECTUS Sept , Cooperstown, NY Contracts Cost Accounting Managed Care Reimbursement

2 Advertise Sponsor Exhibit Showcase In the new managed care world, LeadingAge New York is the only organization in New York State representing the full not-for-profit and public continuum of senior living and services providers giving members a 360-degree view of the opportunities and risks in the new environment. Meet more than 100 chief financial officers, directors of finance and other top decision makers from LeadingAge New York member organizations, including nursing homes, adult care facilities, housing and communitybased service providers, health care specialists and consultants. By securing exhibitor space, sponsorship and/or advertising programs at the Financial Managers Conference, you are networking with the key decision makers in long term care. This is your opportunity to showcase your products and services. You don t have to be a member to participate and exhibit. Space is limited don t delay, register now. EXHIBITORS: The following events have been scheduled to maximize your time and exposure with conference attendees. Wednesday, September a.m. Continental breakfast 10:15 10:45 a.m. Refreshment break 12:15 1:15 p.m. Lunch 1:15 1:45 p.m. Dessert 3:15 3:45 p.m. Refreshment break 6:30 8 p.m. Barbeque dinner Sponsored by: Thursday, September 12 7:30 8:30 a.m. Full buffet breakfast 10 10:30 a.m. Refreshment break Exhibitor Registration and Tabletop Setup Wednesday, Sept. 11, 7 8 a.m. Tabletop Breakdown Thursday, Sept. 12, 10:30 11 a.m. Exhibit Fee: Member: $649 Non-Member: $749 Total payment must be received by Aug. 26 Includes: 6 skirted table, two chairs, waste basket Breakfast, lunch, refreshment breaks, barbeque dinner/open bar on Wednesday, Sept. 11 plus, breakfast buffet and refreshment break on Thursday, Sept. 12 for one exhibitor Conference Program Advertising: Full page (5w x 8h)... $175 Half page (5w x 3.875h)...$150 Inside front cover (5w x 8h)... $225 Inside back cover (5w x 8h)...$200 Outside back (5w x 8h)... $250 Ads are due by Aug. 29. Payment and advertisement must accompany the signed contract. No refunds can be issued once advertising space has been reserved. Your advertisement will be accepted electronically in.eps,.tif,.jpg or.pdf formats. Please embed all fonts and artwork. If preferred space has been sold, LeadingAge New York reserves the right to reassign space. It is understood and agreed that LeadingAge New York has the right to reject or edit any advertisement that is not in agreement with the ethical or professional standing of the publication. 2

3 Sponsorship/Advertising Opportunities This conference offers several opportunities to increase networking with LeadingAge New York members and promote your brand directly to the decision makers. Barbeque Dinner $2,000 Sponsored by: Exclusive company two-minute partner-sponsor segment FREE tabletop exhibitor display space Two tickets for company representatives to attend barbeque dinner SOLD Keynote $2,000 Exclusive company two-minute partner-sponsor segment FREE tabletop exhibitor display space Two tickets for company representatives to attend barbeque dinner Lunch $1,500 Eblast campaign the week before the conference solely for the sponsor with a link to their website Sponsor-created welcome package for attendees Breakfast $1,000 Eblast campaign the week before the conference solely for the sponsor with a link to their website Sponsor-created welcome package for attendees Pre-Conference $750 Signage near sponsored session Advertisement in attendee packets Session $500 Signage near sponsored session Refreshment Break $500 Signage near location Promotional Advertising $250 Your company s promotional material inserted in attendee packets (i.e., flyer, brochure, note pad, pen or other appropriate item) You never know who your next important contact is going to be. Stand out among your peers with a custom-designed sponsor package. Contact Noreen Hiltsley-Mosher at , ext. 133 or nhiltsley@leadingageny.org. 3

4 Hotel Accommodations The Otesaga: The Historic Grand Resort of Cooperstown, NY since The Otesaga Resort Hotel has provided reduced room rates for conference attendees and exhibitors: $140 Single or double room per night Check-in: 3 p.m. \ Check-out: 1 p.m. To make your reservation, refer to the reservation form on page 5. Hotel reservation deadline: Aug. 1. In-room amenities include remote-controlled cable television with HBO, telephones with voice mail, free wireless high-speed Internet access, irons and ironing boards, hair dryers, toiletries and plenty of fluffy Egyptian-cotton towels. Additionally, for the health and safety of all guests, the hotel is a smoke-free environment. The preferred attire at The Otesaga Resort Hotel is resort casual, however gentlemen are required to wear jackets in the Main Dining Room, Fenimore Room and Glimmerglass Room during the dinner hour. Selected as a member of the prestigious Historic Hotels of America by the National Trust for Historic Preservation, The Otesaga is reminiscent of a more genteel era when a gracious welcome was the standard. The Otesaga continues to receive the coveted AAA Four Diamond Award, for providing exceptional accommodations, excellent service and an elegant atmosphere. It blends perfectly with Cooperstown, America s most perfect village. Combining natural beauty with an unhurried pace, Cooperstown is the ideal place to re-discover our nation s past, and The Otesaga, the ideal accommodation Cooperstown, has long been a tourist destination for its baseball heritage. Site of the National Baseball Hall of Fame and Museum, the village also offers world-class cultural and historical activities as the home of the New York State Historical Association, the Glimmerglass Festival, Fenimore Art Museum, The Farmers Museum, and Brewery Ommegang. For general information about Cooperstown, including a free color brochure, travel directions and lodging options, visit CARE FOR YOUR BUSINESS LeadingAge New York members spend $3.3 billion on products and services annually. Deliver your message to leaders at the core of New York s long-term health care industry by advertising in the 2014 Membership Directory. F O R M O R E I N F O R M AT I O N, C O N TA C T: SaraCatherine Goodwin Project Manager Naylor, LLC (800) ext sgoodwin@naylor.com NHS-R0013 Filler 8.25x5 MKG.indd :24 AM

5 Copy & paste in your browser: Enter code: 34c851 One night s deposit will be charged to hold the reservation. If you would like to extend your stay beyond your meeting dates you must call The Otesaga. Your group rates are good 3 days prior and 3 days post. If you have trouble with the link please call x1 or or reservation1@otesaga.com Reservation Deadline: Thursday, August 1, 2013 After this deadline online reservations are no longer available and you must call in to check on availability. Check-In Time: 3:00 PM Check-Out Time: 1:00 PM 5

6 LeadingAge New York Financial Managers Conference September 11 12, 2013 Exhibitor/Sponsor/Advertiser Contract Please print or type and use one registration form per company. Contact Name: Title: Company: Address: City/State/Zip: Phone: ( ) Fax: ( ) Address (required): Website: It is understood that :1) This application becomes a contract when signed by you and accepted by LeadingAge New York; and 2) Your company has secured liability insurance to cover all accidents or losses that might ensue during the show. Your signature indicates your agreement to comply with the regulations listed on the prospectus. Cancellations received up to Aug. 1, 2013 are refundable, less a 25 percent administrative fee. After that, cancellations are subject to forfeiting the entire exhibit fee. Cancellations must be received in writing, by fax or , Attn: Tedi DeMartino, or by at tdemartino@leadingageny.org. Individuals who register, but do not attend the exhibit and fail to comply with the cancellation policy will be billed. Signature: Date: Please list the name(s) of individual(s) attending the exhibit for name badges. There is a maximum of two exhibitors per tabletop space. Exhibitors must be employees of the company contracting for booth space. Name and address: 1) 2) Please check here if you require specific aids or services pursuant to the Americans with Disabilities Act. Our staff will contact you to.make further arrangements. Exhibit Fee: Member $649/Non-Member $749 LeadingAge New York reserves the right to assign tabletop location. Electricity: Do you need standard electrical service? Yes No Competitors: (Specific company names) Every effort will be made to avoid locating competitors in close proximity. Conference Sponsorship: We agree to sponsor the following event(s): Sponsorship amount: Conference Program Advertising: LeadingAge New York is hereby authorized to publish the advertisement of: in the 2013 LeadingAge New York Financial Managers Annual Conference program. (company name) All ads are four-color process and due by Aug. 29, Full page (5w x 8h)... $175 Half page (5w x 3.875h )...$150 Inside front cover (5w x 8h)... $225 Inside back cover (5w x 8h)...$200 Outside back (5w x 8h)... $250 Exhibitor fee includes meals for one person: Continental breakfast, lunch and barbeque dinner/open bar on Wednesday Refreshment breaks on Wednesday and Thursday Breakfast buffet on Thursday All other meal tickets must be purchased below. If you have more than one person exhibiting at your tabletop exhibit space, you will automatically be charged for extra meal tickets. Extra Meal Tickets: Summary of Charges Tabletop display Wednesday, Sept. 11 Extra meal tickets # $25 ea. $ Sponsorship # Barbeque/Open $60 ea. $ Promotional advertising Thursday, Sept. 12 Program advertising # Buffet $20 ea. $ Total Extra Meal Ticket Total $ Special Meal Requests: Kosher # Vegetarian # Gluten-Free # Payment Method (Please check): Check MasterCard Visa Discover AmEx Credit card number: Expiration date: Security code: Cardholder s name (Exactly as on card): Authorized signature: Total payment is due by Aug. 26, Make check payable to Foundation for Long Term Care. Fax, or mail your completed contract to: Tedi DeMartino at LeadingAge New York 13 British American Blvd., Suite 2, Latham, N.Y tdemartino@leadingageny.org P: , ext. 117 F: or

7 Information and Regulations Electrical services: Arrangements for standard electrical services should be made on the enclosed registration form. Wi-Fi is available free-of-charge throughout the hotel and meeting rooms. Audio-visual equipment: Contact Tedi DeMartino at or , ext. 117 for provider information. Security guard service: A security guard will be present Wednesday evening, Sept. 11 through Thursday morning, Sept. 12. The following regulations have been developed to ensure that the exhibit is conducted in a safe and responsible manner. 1. Cancellation of Exhibit Space. It is understood that there will be no refund of the exhibit fee if the contract is canceled after Aug. 1, Cancellation on or prior to that date requires payment of 25 percent of the exhibit fee. 2. Default Occupancy. Any exhibitor failing to occupy space contracted for is not relieved of the obligation of paying the full rental price for that space. LeadingAge New York has the right to use any tabletop space not occupied by 8 a.m. on Wednesday, Sept. 11, Insurance. Exhibitor assumes responsibility and agrees to indemnify and defend LeadingAge New York, Otesaga Resort Hotel and their managers, subsidiaries, affiliates, employees and agents from all liability for: a. Damage or accident which might ensue from any cause resulting from or connected with transportation, placing, removal or display of tabletop exhibits, displays or other items relating to this event. b. Any injury that may occur to conference attendees, show visitors, exhibitors, their agents, employees or others. c. Any claims or expenses arising out of the use of the exhibition premises. Exhibitor understands that neither LeadingAge New York nor Otesaga Resort Hotel maintain insurance covering the exhibitor s property and it is the sole responsibility of the exhibitor to obtain such insurance. 4. Fire, Safety, Health. Exhibitors must assume full responsibility for compliance with local, city and state ordinances and regulations covering fire, safety and health. a. Table coverings and other exhibit items must be non-flammable material. All decorative materials must be fire-resistant and in accordance with the standards established by the National Board of Fire Underwriters. Certificates attesting that all materials referred to have been flame-proofed must be notarized and submitted upon request. Flame-proofing not in accordance with the applicable codes is a violation and unacceptable. b. All exhibit equipment and materials must be contained within the 6 tabletop space and protected with adequate safeguards to pose no danger to other exhibitors, conference attendees, show visitors or others. c. Exhibits that produce high noise levels or produce offensive odors will not be permitted. 5. Housekeeping. Each exhibitor is responsible for the cleanliness of his/her exhibit and must properly dispose of any garbage or waste resulting from the exhibit. 6. Damage control. Protection of Building. Nothing should be posted, tacked, nailed, screwed or otherwise attached to columns, walls, floors or other parts of the building or furniture. Whatever is necessary to properly protect the building, equipment or furniture will be at the expense of the exhibitors. Exhibitors are liable for any damage they cause. 7