8th Annual Healthcare Conference Sponsorship + Exhibitor Prospectus Region Connecticut Maine Massachusetts-Rhode Island New Hampshire-Vermont www.hfmaregion.org MAY 2-22, 209 RESERVE YOUR SPACE Mohegan Sun Convention Center Uncasville, CT Limited to 6 exhibitors Over 425 in attendance
"A great conference to be 'seen'." Exhibit and sponsorship opportunities are now open and have sold out each year. Do not delay if interested in participating. REGISTER TODAY! WWW.HFMAREGION.ORG Thank you s for considering a sponsorship at the 209 Region Eighteenth Annual Healthcare Conference in Uncasville, CT, May 2-22, 209. Healthcare Financial Management Association (HFMA), Region invites you to participate in this premier educational event for healthcare financial managers in New England, drawing over 425 professionals a year. For industry partners and related organizations, this conference is an unparalleled opportunity to make and solidify relationships through person-to-person communications and marketing. If you are a healthcare product, business, or professional services firm that would like more noteworthy access to prospective customers in the world of healthcare or finance, the 209 Region Conference is not to be missed. We have carefully prepared a list of opportunities to provide your organization with maximum logo exposure both in pre-conference marketing and onsite during the conference. We look forward to developing our relationship, and remember to lock in now to take advantage of the most influential sponsorships. WHO ATTENDS? Senior Healthcare Leadership Provider attendee titles that are Director level or above include: AVP, FINANCE CCO CEO CFO COO DIRECTOR OF FINANCE DIRECTOR OF BUDGETS DIRECTOR OF DECISION SUPPORT DIRECTOR, MANAGED CARE DIRECTOR, PATIENT FINANCIAL SERVICES PRESIDENT PRINCIPAL SENIOR DIRECTOR SR DIR, FINANCE SR DIR, HOSPITAL OPERATIONS SR DIR, REIMBURSEMENT SR DIR, REVENUE CYCLE SR VICE PRESIDENT SR VP, REVENUE INTEGRITY SERVICES VICE PRESIDENT VP, FINANCE
SAMPLE FLOOR PLAN CONVENTION CENTER UNCAS BALLROOM All primary activity will be held in the conference ballroom with exhibitors. This includes: opening remarks, keynote/capstone, general sessions, networking reception, meals, and breaks. Breakout sessions for our educational tracks will be in seperate rooms.
O P P O R T U N I T I E S W W W. H F M A R E G I O N. O R G $ 2, 2 0 0 36 S P O N S O R S H I P S Keynote Speaker E X H I B I T T A B L E 2 days of exhibiting 6 x 2 table (with skirt), 44 x 7 exhibitor ID sign, 2 chairs, and waste basket 2 complimentary representative registrations, with Sponsor ribbons Listing on www.hfmaregion.org Listing in mailed conference brochure (if paid by December 3, 208) Listing on various onsite signage, including Sponsor Wall Pre-conference attendee list (name, title, company), 0 days prior to conference Onsite attendee list (name, title, company, mailing address) I N C L U D E S E X H I B I T T A B L E P L U S A N U P G R A D E T O A L O G O O N W E B S I T E A N D S P O N S O R W A L L $ 4, 6 0 0 Exhibit table benefits, plus the opportunity to stand before the audience and introduce our Keynote speaker. Includes: additional complimentary representative registration, additional onsite signage and logo placement. $ 4, 3 0 0 Capstone Speaker Exhibit table benefits, plus the opportunity to stand before the audience and introduce our Capstone speaker. Includes: additional complimentary representative registration, additional onsite signage and logo placement. $ 4, 2 0 0 $ 4, 2 0 0 $ 4, 0 0 Tuesday Lunch will display your company logo on each lunch table for all attendees to see. You are encouraged to place small promotional items on each lunch table. Coffee Station Exhibit table benefits, plus exposure through cocktail napkins and signage at an all-day coffee station in the exhibit hall. Region will order napkins to our specifications using your provided logo. Power Zone at our 'Power Zone' charging area set in a common high-traffic area outside the exhibit hall; providing attendees a convenient way to recharge electronic devices. A D D - O N S A V A I L A B L E : $00 'Luck of the Draw' Prize Item for Attendees $00 Exhibitor Game Participation $ 3, 9 0 0 of 2 Networking Reception Exhibit table benefits, plus logo on Tuesday Networking Reception ( 5-6 PM ) drink tickets and signs. Sponsor has the ability to provide logo d items (napkins, koozies, etc) at your expense. Committee approval required. Brochure Exhibit table benefits, plus your full-color company logo will be included in our brochure mailed in late March/early April to over 6,000 HFMA contacts, primarily in New England. Lanyards logo will be worn and seen by every conference attendee. Region will order lanyards to our specifications using a white version of your provided logo. Name Badges logo will be worn and seen by every conference attendee. Region will order name badges to our specifications using your provided logo. Tote Bags logo will appear on re-usable bags distributed to all attendees. Region will order tote bags to our specifications using your provided logo.
C O N T I N U E D W W W. H F M A R E G I O N. O R G S P O N S O R S H I P S I N C L U D E S E X H I B I T T A B L E P L U S A N U P G R A D E T O A L O G O O N W E B S I T E A N D S P O N S O R W A L L Volunteer Apparel logo will appear on an apparel item worn by conference volunteers. Region will order the item to our specifications using your provided logo. $ 3, 6 0 0 $ 3, 6 0 0 OnArrival Screen logo will appear on the check-in screen all attendees will use at the conference to checkin and print their name badge. Tuesday Breakfast will display your company logo on each breakfast table for all attendees to see. You are encouraged to place small promotional items on each breakfast table. $ 3, 2 0 0 Exhibit table benefits, plus notepads with your company logo will be available for attendees and place in each session room. Region will order name notepads to our specifications using your provided logo. $ 3, 2 0 0 $ 3, 0 0 0 4 Notepads Mobile App will have its own featured section in the conference mobile app menu. All while providing attendees easy access to conference information and presentations. Refresh Break logo will be displayed within the exhibit hall during of our refreshment breaks for all to see as they enjoy snacks, beverages, networking. $ 3, 6 0 0 Wednesday Breakfast will display your company logo on each breakfast table for all attendees to see. You are encouraged to place small promotional items on each breakfast table. $ 3, 0 0 0 Onsite Guide logo will appear on our printed conference guide 'cheat sheet' available for attendees. $ 3, 4 0 0 Wednesday Box Lunch Exhibit table benefits, plus a sticker with your full-color logo will be prominently placed on each box lunch, as well as signage acknowledging your sponsorship by the lunch station. $ 3, 0 0 0 of 2 Murder Mystery Event logo will be used on signage for this 6-8:30 PM Tuesday dinner event. There is no cost for your 2 representatives, plus receive 2 free passes to entertain attendee clients. M O B I L E A P P O N A R R I V A L S C R E E N T U E S D A Y E V E N T T O T E B A G N E W I T E M S
I M P O R T A N T W W W. H F M A R E G I O N. O R G E X H I B I T & S P O N S O R S H I P A P P L I C A T I O N To reserve an exhibit table or sponsorship, complete the online participation form at: W W W. H F M A R E G I O N. O R G Immediate past exhibitors and sponsors are given the right of first refusal to re-secure their support level. After this re-enrollment period space is reserved on a first-come basis. E X H I B I T H O U R S Exhibit Dates & Hours Tuesday, May 2, 209... 7:00 a.m. 6:00 p.m. Wednesday, May 22, 209... 7:00 a.m. :00 p.m. Exhibit Set-up Dates & Hours* Monday, May 20, 209... 6:00 p.m. 8:00 p.m. Tuesday, May 2, 209... 6:00 a.m. 7:00 a.m. Exhibit Dismantle Dates & Hours** Wednesday, May 22, 209... :00 p.m. 2:00 p.m. Space is not confirmed until final payment is received. If you sign-up online and pay the balance via credit card your space is confirmed. If you sign up online and select to pay by check, you have 30 days to pay the balance. If your balance is not paid within 30 days, your reservation will be released back into inventory without prior notification. All balances must be paid by April 5th or you will not be allowed to exhibit. *All exhibits and materials must be set up by 7:00 a.m. on Tuesday, May 2, 209. *Exhibit dismantle may begin immediately upon the close of the exhibit hall at :00 p.m. on Wednesday, May 22, 209. No exceptions can be made due to ongoing general sessions that will be taking place in the same room as the exhibits. Any exhibitor who violates this policy may affect future involvement. C A N C E L L A T I O N P O L I C Y Any exhibitor, who makes payment in full and subsequently requests a refund, will be refunded according to the below schedule: December 3, 208 Deadline for cancellation with a full refund January 5, 209 Deadline for cancellation with a 75% refund April 5, 209 Deadline for cancellation with a 25% refund After April 5, 209 No refunds will be granted after this date Q U E S T I O N S HFMA Region Phone: (78) 786-8448 Fax: (78) 647-7222 Email: HFMAReg@camihq.com D E A D L I N E S December 3, 208 Deadline for cancellation with a full refund. Deadline for application and payment for inclusion in printed/mailed brochure. January 5, 209 Deadline for cancellation with a 75% refund. January 3, 209 Initial table assignments will begin. April 5, 209 Deadline for cancellation with a 25% refund. No refunds will be granted after this date. All outstanding payments are due by this date. Deadline for high resolution company logo. May 0, 209 Deadline for registration of representative(s) for inclusion any printed lists/material.
I M P O R T A N T W W W. H F M A R E G I O N. O R G T A B L E A S S I G N M E N T S Exhibit space is assigned based on past and current support of the Region Conference, as well as, the date each application and payment is received. Failure to make payment may lead to a loss of table location until payment is received. Following initial table assignments, all additional tables will be assigned on a first-come, first-served basis. If exhibit space sells out, interested companies will be placed on a waiting list in case space becomes available. E X H I B I T I N G G U I D E L I N E S A N D C O N D U C T Exhibit Space Space assigned to the exhibitor is for their exclusive use. Exhibitor shall not assign or sublet any space allocated to them. "Space" is defined as your 6 ft table with 2 chairs placed behind, abutting low drapery. Display Restrictions All exhibits are to be tabletop displays, for standard 6 ft by 2 ft tables, and shall not be exceed 60 above the table. Any portion of an exhibit that, in the reasonable judgment of HFMA Region obstructs the view, interferes with the privileges of other exhibitors, extends beyond the designated exhibit space, or for any reason becomes objectionable, must be immediately modified or removed by the exhibitor at the event. Set-Up / Dismantle Exhibitors agree to have all displays set-up before the official opening of the exhibition at 7:00 a.m. on Tuesday, May 2, 209. Exhibitors agree not to dismantle and remove displays until after the close of the Exhibit Hall at :00 p.m., Wednesday, May 22, 209. The exhibitor agrees that no early teardowns shall be attempted and that early teardowns are not permitted. Access to stored cases and shipping logistics will not be available until :00 p.m. Equipment Delivery All shipments should be sent to our designated conference exhibitor services contractor. The official Exhibitor Service Kit with shipping instructions will be made available by HFMA Region no later than March, 209. Exhibitors not using our designated contractor assume all risk for the shipment and delivery of all property. Representative Registrations All exhibitors receive 2 conference registrations (meals and educational sessions included); unless otherwise noted in a sponsorship description. The exhibitor contact will receive an email in February with instructions and discount code to register representatives. Additional employees must register and pay the applicable conference attendee registration fee. Cancellation Exhibitors who cancel will be offered a refund based on the cancellation policy on this page. Raffles Raffles and contests are encouraged. Exhibitors holding a raffle at their table must acknowledge the winner during our designated raffle drawing time frame on Wednesday, May 22, 209. Promotional Activity Exhibit giveaway items such as pens, mints, and the exhibitor s logo d products are recommended and require no prior approval. Promotional materials are not allowed to be distributed outside of your exhibit space unless a sponsorship with such a benefit has been purchased. Social Functions Exhibitors/Sponsors are encouraged to hold social events as long as such events do not conflict with any scheduled Conference event. We respectfully ask that your events be held Monday night or Tuesday night after 8:30 p.m. to ensure that all attendees can fully participate with all of our Conference events. Warranty/Guarantee HFMA Region does not warrant or guarantee any specific level of traffic at this event and shall not be liable to exhibitor for a decrease or reduction in expected traffic at the event. Liability and Security The Exhibitor assumes responsibility and agrees to indemnify and defend HFMA Region and Hotel and the Tribe and their respective employees and agents against any claims or expenses arising out of the use of the exhibition premises. The Exhibitor understands that neither HFMA Region nor Mohegan Sun maintain insurance covering the Exhibitor s property and it is the sole responsibility of the Exhibitor to obtain such insurance. Exhibitor Code of Conduct Depending on the nature of a code violation, failure to comply with this code will lead anywhere from an initial verbal discussion and request to exhibitors being prohibited from future sponsorship. HFMA Region Exhibitors will conduct their sponsorship activity in a professional and respectful style. HFMA Region Exhibitors are not to secure email addresses and phone numbers for purposes of mass emailing or mass phone calling. HFMA Region Exhibitors will not harass HFMA members either through excessive emails or voice mails. Exhibitors agree not to hold a competing function from the day before the conference through the end date of the conference without prior written consent by the HFMA Region leadership. HFMA Region sponsors will be civil in all their dealings with HFMA Region leadership and attendees. Acknowledgement of Terms & Guidelines Submission of an application provides acknowledgement that the Exhibitor has read and understands the Cancellation Policy and Exhibiting Guidelines contained within.