THE OKLAHOMA ASSOCIATION FOR HOME CARE & Hospice 2015 Annual Conference

Transcription

1 THE OKLAHOMA ASSOCIATION FOR HOME CARE & Hospice 2015 Annual Conference September 14, golf Tournament September 15 & 16, 2015 Annual Conference Southern Hills Marriott - tulsa, OK Exhibitor s Packet

2 SPONSOR/EXHIBITOR INFORMATION "Cruising the currents of change: Navigating the tidal waves" The Oklahoma Association for Home Care & Hospice is excited to bring you a dynamic conference. The healthcare industry is continually in a state of change, bringing significant challenges to us all. The changing demographics, economics of our growing population and the difference in the health status of our patients has challenged home care providers and organizations to consider a variety of services. How can you help "Navigate" these changes? Can you provide support to survive the "Tidal Waves"? With industry challenges mounting in 2015, now is the time to truly connect, share and put forward the best product or service available in a setting that is rapidly changing. We are inviting you to partner with us at our annual conference as we NAVIGATE these "TIDAL WAVES" together, by providing the highest, most effective, quality care, & cutting edge education, products and/or services to the industry. In order to bring success on this adventure and help achieve these goals in the provision of health care services at home, we are asking for you to join us at our annual conference to showcase your products and/or services and join with us as we navigate these waves. You won t want to miss out on the opportunity to be part of this journey in providing the Life Rafts the industry needs to succeed in these challenging times. Dates/Locations Monday, September 14, 2015 Golf Tournament. Shotgun start at 1:00 pm. Clary Fields Golf Club 9999 S. 49th W. Ave., Sapulpa, OK Lunch provided for Golfers Tuesday, September 15, 2015 Annual Conference & Trade Show. 8:00 am - 6:00 pm Southern Hills Marriott East 71st Street S - Tulsa, OK Wednesday, September 16, 2015 Annual Conference & Trade Show. 8:00 am 3:30 pm Southern Hills Marriott East 71st Street S - Tulsa, OK 74136

3 Attendees Attendees representing home health & hospice care professionals throughout Oklahoma and surrounding states will be joining us. These health care professionals include owners, administrators, clinicians, case managers, billing/coding specialists, physical therapists, caregiver/aides, policy makers, and volunteers. These professionals come from certified and licensed home health care agencies, private duty agencies, DME companies, and certified hospice agencies. Accommodations The Oklahoma Association for Home Care & Hospice has reserved a block of rooms at the Southern Hills Marriott. Special room rates are available at $99.00 per night and will expire on September 5, Individuals may make reservations by calling the toll free number and inform the reservations agent that you are with the OK Association for Home Care & Hospice and they will locate the group block. If you require special accommodations, please let the hotel know at the time of making your reservation. There is a 24 hr. cancellation policy. Wireless high speed internet in guest rooms is complimentary. Golf Tournament Information September 14, Clary Fields Golf Club in Sapulpa, OK. Shotgun start is at 1:00 pm. Cost is $ per person or $ per foursome. Limited to 25 teams. For more information or to register for this event, please contact Barry Wade at barry.wade@accentrahealthcare.com or Contractual Agreement and Payment for Space This application for space, upon acceptance by the Oklahoma Association for Home Care & Hospice and the exhibitor s payment, constitute a contract for rental space assigned. Any exhibitor failing to occupy the rented space is obligated to pay the full rental price. Exhibits may not be installed unless payment has been received. Exhibitors paid in full, including company information received by August 1st will be guaranteed listing in the Conference Program. A comprehensive listing of all exhibitors will also be provided to attendees in their registration packets. Cancellations and Refunds Requests for cancellations must be in writing and postmarked by August 1st for refund and release from contract. No cancellations accepted or refunds issued after August 1st. Any booth space unoccupied by 9:30 am on September 15, 2015 may be reassigned.

4 Eligibility The Oklahoma Association for Home Care & Hospice reserves the right to determine the eligibility of any company or product for the inclusion in the conference and to reject or prohibit any exhibit or exhibitor. Approval of the exhibit space does not constitute endorsement of the product or services by the Oklahoma Association for Home Care & Hospice. Placement Sponsorships will receive premium placement in the exhibitor hall. Other vendors will be placed based on amount of sponsorship, membership and on a first-come, first-served basis. Booth assignments are not finalized until payment is received and all applications have been processed after the deadline date. The deadline for booth request is August 15th. Applications received after that date cannot be guaranteed placement or a program listing due to printing deadlines. After vendor applications have been received and processed, a confirmation will be sent. We will make every effort to accommodate all vendors with respect to location, space and number of booths requested. Every attempt will be made to keep competitors separate and to fill special requests. Program Listing All vendors need to submit a one paragraph listing to promote their products and contact information. Please include your logo for placement in the convention program. Logos must be in jpeg format and all information sent electronically to oahcannualconference@yahoo.com. Faxed information cannot be transferred into the program and will not be accepted. The deadline for inclusion is August 15th. Shipping & Receiving Information Shipments In order for your packages to arrive to its destination; please address all packages as follows: Tulsa Southern Hills Marriott East 71st Street S - Tulsa, OK Attn: Contact Name / OK Assn for Home Care & Hospice" / Exhibitor Name if applicable" / Arrival Date Exhibitor Rules and Regulations No outside food and beverage is permitted. For any special considerations, please contact your sales or catering representative. Running water is not available for exhibits. The exhibitor s area is limited to the assigned booth. The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of exhibitor s activities on the Southern Hills Tulsa Marriott premises and will indemnify, defend, and hold harmless OAHC, The Southern Hills Tulsa Marriott, its owner, and its management company, as well as their respective agents, servants, and employees from any and all such losses, damages and claims. The Southern Hills Tulsa Marriott does not provide storage space for any exhibit display materials or merchandise. All material must be removed from the hotel premises by the predetermined strike time. Exhibit teardown must occur within 2 hours of end of show, unless otherwise arranged with catering representative.

5 Exhibit Booth Information Booth Rental: One exhibit booth for the two day conference. Includes one (1) 6-ft (piped, draped & skirted) table, two (2) chairs and one (1) wastebasket. Electricity requests will be honored, at an additional cost of $50.00 per booth and must be ordered in advance. Cost per booth - Industry Partner Members $750. Non Members is $ Registration: Vendor registration includes two identification badges and food and beverage for two attendees manning your booth. You must wear the OAHC conference name badges in the exhibit areas at all times. Any additional vendors who will be manning your booth are required to register at an additional charge of $50.00 each. Electricity : Set Up Time: $50.00 additional charge and must be ordered in advance. Monday, September 14, 2015 from 7:00pm - 9:00pm Tuesday, September 15, 2015 from 7:30 am 9:30 am Booth must be set up by 9:30 Loading / Unloading Receiving Area Requirements > For deliveries or loading / unloading materials or equipment for convention, meeting or events use the loading dock, number 4, located on the north side of the building. (Same side as main entrance, but 100 yards east). There is a service elevator located just inside the double doors that will take you directly outside of the exhibit hall "Sequoia." > Vehicles may remain unattended while unloading / loading materials and equipment. After equipment has been unloaded and delivered to appropriate room, vehicles need to be moved to an appropriate parking area. > Special arrangements for in/out privileges at the Southern Hills Tulsa Marriott should be made separately. Door Prizes Each vendor is being asked to provide a door prize. Door prizes will be given away throughout the conference.

6 SPONSORSHIPS Majesty of the Seas Keynote Sponsor $ each Sponsorship benefits include: Includes exhibit booth. Prime location and largest exhibit area in the show. 2 minute promotion video played prior to start of Opening Session on both days. Introduction of Opening Session. Company Logo on cover of program guide. Tote bag advertisement/insert. Full page color ad in program guide. Logo and name recognition on prekeynote conference slide show. Conference admission for 4 exhibit personnel only: non transferable. Navigator of the Seas Photo Booth Sponsor $ (No longer available) Sponsorship benefits include: Does not include exhibit booth. Priority booth assignment. Recognition on promotional materials, signage, and half-page color ad in program material. Logo and name recognition on pre-keynote conference slide show. Conference admission for 3 exhibit personnel only: non transferable. Splendor of the Seas Awards Sponsor one (1) available $ (company name on awards) Lunch Sponsor two (2) available $ Dinner Sponsor one (1) available $ Sponsorship benefits include: Does not include exhibit booth. Priority booth assignment. Recognition on promotional materials and signage. Quarter-page color ad in program material. Logo and name recognition on pre-keynote conference slide show. Conference admission for 2 exhibit personnel only: non transferable. Explorer of the Seas Breakfast Sponsor two (2) available $ each Speaker Sponsor three (3) available $ Tote Bag Sponsor one (1) available $ (logo on tote bag) Sponsorship benefits include: Does not include exhibit booth. Priority booth assignment. Recognition on promotional materials and signage. Half-page black & white ad in program material. Logo and name recognition on pre-keynote conference slide show. Conference admission for 2 exhibit personnel only: non transferable. Adventure of the Seas Break Sponsor two (2) available $ each Internet Sponsor one (1) available $ each Print/Media Sponsor one (1) available $ Sponsorship benefits include: Does not include exhibit booth. Priority booth assignment. Recognition on promotional materials and signage. Quarter-page black & white ad in program material. Logo and name recognition on pre-keynote conference slide show. Conference admission for 2 exhibit personnel only: non transferable.

7 2015 OAHC ANNUAL CONFERENCE & TRADE SHOW SPONSORSHIP/EXHIBITOR CONTRACT Deadline August 15, 2015 Company (Vendor) Mailing Address City State Zip Contact Person Phone Number Fax Number Attending Exhibitor Name(s): Please print for name badge purposes OAHC allows two (2) attending exhibitor representatives per exhibit space. Additional representative(s) will be charged a $50 registration fee pp/per day. Lunch will be provided on September 15 &16, Vendor booth fee includes attendance to educational events. Please list additional representative(s) below for the additional charge (Please print for name badge purposes): SPONSORSHIP LEVELS CHECK ( ) SPONSORSHIP CHOICE BY INDICATING ITEM YOU WISH TO SPONSOR. Please call OAHC to check availability of sponsorships at

8 SELECTIONS BOOTH RENTAL IS NOT INCLUDED IN "NAVIGATOR, SPLENDOR, EXPLORER OR ADVENTURE SPONSORSHIPS" EXHIBIT ONLY FEES Industry Partner Members $750 Non Members $1000 Electricity $50 per booth Additional representative(s) $50 pp/per day SPONSORSHIPS Majesty of the Seas (1) $5000 Navigator of the Seas (1) $2500 NO LONGER AVAILABLE Splendor of the Seas (4) Awards (1) $2000 Lunch (2) $2000 Dinner (1) $2000 Explorer of the Seas (6) Breakfast (2) $1500 Speaker (3) $1500 Tote Bag (1) $1500 Adventure of the Seas (4) Break (2) $1000 Internet (1) $1000 Print/Media (1) $1000 Grand Total Amount Due $ Please be sure to select booth rental as that is not included in the general sponsorships. REMINDER - Please send a brief description of services (word document), logo (jpeg format) to Janet or Pat at oahcannualconference@yahoo.com or pbmok@yahoo.com by August 15th due to printing deadlines. Register online at and click on 2015 Annual Conference Exhibitor Registration Make all checks payable to OAHC and mail to: PO Box Oklahoma City, OK 73157

9 Signed Release of Liability The Southern Hills Tulsa Marriott, its affiliates, subsidiaries, parent company, and the Oklahoma Association for Home Care & Hospice shall not be responsible or liable for any accident, loss, damage, injury, or inconvenience arising from the reservation, except insofar as that occurrence is caused by the direct negligence of The Southern Hills Tulsa Marriott or that of its employees. Exhibitor agrees to indemnify, defend and hold The Southern Hills Tulsa Marriott, its affiliates, subsidiaries, parent company, and the Oklahoma Association for Home Care & Hospice harmless from any and all claims, liabilities, suits, costs and expenses including without limitation, to its employees, agents, invitees, or assigns arising out of or in any connection with the Exhibitors employees, members, or subcontractors under this Contract. The Southern Hills Tulsa Marriott or OAHC is not liable for any special, indirect incidental or consequential damages arising out of or related to this Contract. The Southern Hills Tulsa Marriott or OAHC is not liable for any loss or damage (including property damage) caused by weather conditions, third party theft, riot, strikes, sickness, or any other cause beyond its control. ( Force Majeure ). Authorized Signature for all terms of liability, sponsorship and payment: Company Name Signature Date