NEO HFMA 2016 GHALI Exhibitor Information Geneva-on-the Lake Lodge May 18-20th, 2016 Pricing: Pricing is based on your company s level of corporate sponsorship to the Chapter. Presidential/Platinum $0 Gold $250 Silver $750 Bronze $1,200 All Others $1,500 Benefits: There are 10 and 8 exhibit spaces available, which include a 6 table, 2 chairs and electricity. Name recognition on the NEO HFMA GHALI website, promotional materials, and on a PowerPoint presentation running during all conference breaks. Set-up/Tear Down: Exhibit installation will be from 3:00pm to 7:00pm May 17 but must be completed by the start of the first conference break on May 18th. Tear down will start immediately after brunch on May 20 and must be completed by 5:00pm May 20. Vendor Meet & Greet: Tuesday, May 17 th from 7:00 8:00pm. The NEO HFMA board members would like to thank our exhibitors; please join us in the Lounge for cocktails and appetizers after you re done setting up your booth. NEW Best of the Best Booth Contest-Nautical Theme: Compete with the Best of the Best at the 2016 GHALI! This unique opportunity generates extra interest and publicity for your company. Utilize the excitement and energy of Geneva-on-the-Lake to stand out from the competition. Create an unforgettable experience for the attendees Exposure, Exposure, Exposure! The winner will be announced on Friday morning at the Closing Session. You will receive recognition on NEO HFMA Newsletter and will receive $100.00 towards your Booth Exhibit next year!
Judging Criteria Your booth will be judged by members of the committee based on the following four criteria: Creativity, imagination and originality for the Nautical themed conference Use of your product, images and visuals in your booth design Booth staff s enthusiasm, friendliness and interaction with attendees Overall appearance and experience Good luck Mateys! Booth Assignments: The booth selection order will be determined by Corporate Sponsorship Level first and then by date your payment was received. Prior to the event you will be contacted by a committee member to choose from the remaining available spaces. Registration*: CLICK HERE to register online. If you would prefer to mail or fax in your registration, please complete the form on pages 4-5. Vendor Raffle: Each booth sponsor is eligible to bring a door prize to display at your exhibit. It is NOT a requirement. Door prizes will be given by you, the vendor, on Thursday evening in the Exhibit Hall before dinner. You can decide whether or not winners must be present to accept their prize. Remember, it is not required; but if you have a door prize at your exhibit booth, please create your own method for drawing (tickets, business cards, etc.). When you register, Please indicate yes or no if you will be bringing a door prize so we can remind attendees to visit your booth. Treasure Hunt NEO HFMA wants to help generate activity at your GHALI booth; therefore, we are sponsoring a raffle separate from the vendor raffle explained above. Attendees will have to complete a treasure hunt in order to be entered into the drawing more details to come!
Floorplan: For information, contact Michelle Earich, co-chair at Mearich@wellingtongroup.biz *If you prefer to mail or fax in your registration, please complete the form below.
2016 GHALI Sponsor and Vendor Exhibition CLICK HERE to register online. Company Street City St Zip Primary Contact Title Primary Product/Service Email Phone Payment by: Check Credit Card MasterCard VISA AMEX Credit Card No. Exp Date Authorized Signature I am interested in sponsoring the following at the 2016 GHALI: Vendor fair booth (Please insert price according to your annual sponsorship level) Presidential/Platinum $0 Gold $250; Silver $750; Bronze $1,200; All Others $1,500 Cost = $ Please note: All vendors must register as conference attendees in addition to booth sponsorship. As a booth sponsor, you are permitted to register two attendees at the guest rate of $265. For all other sponsorships, the registration fee prior to 5/1 is $375 for HFMA members and $475 for non-members. CLICK HERE to register your booth attendants. Golf Hole (Please insert price according to your annual sponsorship level) Presidential/Platinum $0 Gold $25; Silver $50; Bronze $75; All Others $150 Cost = $ DAY SPONSORSHIP DESCRIPTION COST QTY TOTAL Wednesday: Breakfast (2)* $ 200 Mid-Morning and Afternoon Snack Breaks (1) $ 200 Lunch (2) $ 250 Winery Tour Laurentia Vineyard (2) $ 300 Cornhole Tournament/Evening Games (1) $ 250 SOLD OUT Thursday: Breakfast (2) 200200 $ Mid-Morning and Afternoon Snack Breaks (1) $ 200 Lunch/Officer Installation (2) $ 300 Cocktail Reception (2) $ 350 Dinner Banquet (2) $ 250 Entertainment: Family Feud-style Game Night (2) $ 500 Friday: Morning Snack & Premium Coffee Service (1) $ 150 Breakfast (2) $ 150 KEYNOTE Robin Swoboda (2) $ 250 Golf - Awards & Appetizers (1) $ 300 Golf - Registration Table** (2) $ 100 Spa - Services (1) $ 300 Spa - Wine & Lunch (1) $ 300 SPONSORSHIP TOTAL [including booth cost if applicable ]: *( ) Denotes the number of spots available. **Signage will be provided at the registration table but sponsor is responsible for providing giveaways [i.e. tees, ball markers, divot tools, etc.] All sponsorship opportunities include the option to distribute promotional items to participants. Contact Brianna at 330-463-0244 or bashley@nrallc.com for questions or additional sponsorship opportunities.
This contract refers to sponsorship opportunities for the GHALI Vendor Fair May 18-20, 2016 at The Lodge at Geneva-on-the-Lake 4888 N. Broadway Geneva, OH 44041 Exhibitors bear the cost and responsibility for arranging their conference registration, travel & lodging accommodations. We have read and agree to abide by the 2016 Rules/Regulations/Conditions of Contract to Exhibit enclosed with this application which are made part of this contract by reference and incorporated herein. Details 1. Each booth sponsor is eligible to bring a door prize to display at your exhibit. It is NOT a requirement. Door prizes will be given by you, the vendor, on Thursday evening in the Exhibit Hall before dinner. You can decide whether or not winners must be present to accept their prize. Remember, it is not required; but if you have a door prize at your exhibit booth, please create your own method for drawing (tickets, business cards, etc.). Please indicate yes or no if you will be bringing a door prize so we can remind attendees to visit your booth: Y/N Raffle Item:. 2. There are 10 and 8 wide exhibit spaces available, which include one 6 foot table and electricity [see layout for details]. You will be contacted prior to the event to select your booth location. Please indicate any additional set-up needs here: 3. All sponsored events include prominent signage displaying your company name for the duration of the sponsored activity. 4. Past attendance to the event has averaged over 125 participants from major Northeast Ohio and other regional healthcare providers and vendors. 5. The majority of meals, snacks and evening entertainment will be in the exhibit hall. 6. Speaker presentations will be held in Ballroom C, see diagram below. 7. The Wednesday evening Winery event will include heavy appetizers and wine at the winery, as well as an optional formal wine tasting. A bus will transport attendees to and from Laurentia Vineyard, leaving The Lodge at 5:30pm and departing from Laurentia at 8:00pm. Once we return to The Lodge, there will be a Cornhole tournament and campfire. If the weather is bad, arrangements have been made for an indoor Cornhole tournament as well as additional activities. 8. Thursday evening entertainment features a cocktail hour with appetizers in the Ballroom Foyer followed by dinner in the Exhibit Hall. Continuing the evening in the Exhibit Hall, there will be an open bar and a live Family Feud-style game show from 8:00pm 11:00pm. 9. For questions on these or any additional sponsorship opportunities, please contact Brianna at 330.463.0244 or bashley@nrallc.com Please send this completed form and payment to: By Mail Misty Blaylock Alta Partners, LLC. 902 Westpoint Parkway Suite 320 Westlake, OH 44145 Make checks payable to NE Ohio HFMA By Email: misty@neohfma.org
2016 NEO HFMA Gerry Haggerty Annual Leadership Institute RULES/REGULATIONS/CONDITIONS OF CONTRACT TO EXHIBIT 1. APPLICATION FEE: Application fee includes one exhibit space, 6 ft table, 2 chairs, and access to electrical outlets and general overhead lights. Discounts will not be given to Exhibitors who choose to furnish a booth with their own exhibit system. 2. LIABILITY AND INSURANCE: Healthcare Financial Management Association (HFMA) assumes no liability for losses incurred by Exhibitors. The Exhibitor assumes the entire responsibility and liability for all claims, losses, and damages to persons or property, governmental charges or fines, attorney s fees, and other costs caused by or in any manner arising out of or associated with Exhibitor s installation, maintenance, removal, occupancy, or use of the exhibit space or any part thereof, and Exhibitor agrees to protect, indemnify, defend and hold harmless HFMA, The Conference Center, and their respective owners, officers, directors, member, employees, and agents against all such claims, losses, and damages. In addition, Exhibitor acknowledges that neither HFMA nor The Conference Center maintains insurance covering Exhibitor s displays, equipment or other property, or covering The Conference Center s employees or agents, and that it is the sole responsibility of Exhibitor to obtain appropriate liability, property damage, and business interruption insurance covering such losses. 3. LAWS: Exhibitors and their agents are responsible for complying with all applicable federal, state and local laws. 4. ELIGIBILITY: HFMA shall reserve the right to determine eligibility of any company or product for exhibit or promotion, wholly or in part, that is, in its opinion (HFMA s), not in keeping with the character and purpose of the Gerry Haggerty Annual Leadership Institute. Sales and taking of orders at the Show are not allowed. 5. SECURITY: HFMA does not guarantee the safety or security of any exhibits or items placed in the exhibits. 6. BOOTH SPACES: Assignment of booth spaces will be done on a first-come-first-served basis, according to corporate sponsorship level and layout is subject to change. Exhibitors will be contacted by a committee member and will have the opportunity to select from remaining available booth spaces. Only one exhibit firm may be represented per space assignment. Different divisions of the same exhibit firm/business entity may share booth space, but may not contract for separate space. Due to space constraints, all vendor booths should be table top unless specifically arranged in advance with HFMA. Subletting of exhibit space is prohibited. 7. CANCELLATIONS AND REFUNDS: Written notice of cancellation must be received prior to May 1, 2016, for a full refund minus a $100 processing fee. NO REFUNDS WILL BE ISSUED FOR CANCELLATIONS AFTER May 1, 2016. 8. BOOTH STAFFING: All exhibitors must register as conference participants. All booths must be open and staffed during ALL exhibit hours. Any booth left unattended without permission of HFMA may be removed from the exhibit hall at the option of HFMA with any expenses or cost payable by Exhibitor. 9. ARRANGEMENTS OF EXHIBIT: All exhibits must be arranged so as not to obstruct the general view or hide the exhibits of others. 10. BOOTH CONDUCT: Exhibitors are prohibited from preparing, distributing, or serving any food or beverage from their exhibit booth unless specific permission is received in writing in advance from HFMA. Exhibitors are not permitted to use moving or strolling entertainment. Costumed models or mannequins should ensure their appearance or dress is not of an offensive nature, even to the most critical. The use of live animals in the show is prohibited. 11. SOUND: Exhibitors with audible electronic sound, or exhibits or devices being utilized which HFMA deems objectionable to other Exhibitors, will be required to discontinue use. Exhibitor warrants that any music played in their booth shall not violate any proprietary rights of any other party including copyrights. Exhibitor shall indemnify HFMA in the event of any claim alleging violation of any copyright or any other right in relation to their exhibit. 12. CARE OF BUILDING: No Exhibitors, their agents, or part of any exhibit shall injure or deface the walls, floors, or ceilings of the building, the booths, or equipment or furnishings in the booth and exhibit hall. Any and all damages, losses, expenses, and/or costs resulting from failure to observe this notice shall be payable by the Exhibitor. 13. CARE OF EXHIBIT SPACE: The Exhibitor must, at his expense, maintain and keep in good order his exhibit and the space for which he has contracted.
14. CONFLICTING MEETINGS & SOCIAL EVENTS: Outside activities sponsored by exhibiting companies that would take visitors away from any scheduled convention activity, including the exhibit hall and special exhibitor events, are prohibited unless specific permission is received in writing in advance from HFMA. Activities of the nature are generally considered contrary to the purpose of the Annual Leadership Institute and exhibit show. Failure to observe this regulation will jeopardize Exhibitor s assignment of space or right to exhibit at future HFMA shows. 15. SOLICITATION: Advertising, canvassing, and solicitation of business conferences in the interest of exhibitor business are not permitted except by firms that have been assigned booth space by HFMA to exhibit and then only in the exhibit space assigned or at specialized events designed for exhibit business. Distribution of exhibitor materials delivered to attendees sleeping room doors or anywhere else in the hotel except in the specified booth space is not permitted. Distribution of materials to other exhibits, booths, including magazines, job opportunities, newsletters, etc. is not permitted. 16. PRIZES, DRAWINGS, SOUVENIRS, ETC.: Prize contests, drawings, the giving of souvenirs, and other promotional items provided by individual exhibiting firms are subject to the control and approval of HFMA. Exhibitors should submit full details on any intended activity of this kind to HFMA by May 1, 2016. P.A. announcements of individual drawing are to be coordinated with HFMA. Exhibitors are discouraged from registering for prizes given by other exhibitors. 17. INSTALLATION AND DISMANTLING: Exhibit installation will be from 3:00pm to 7:00pm May 17 but must be completed by the start of the first conference break on May 18th. Tear down will start immediately after the final break on May 20; if dismantling has not concluded by 5:00pm May 20, HFMA will order dismantling labor through The Conference Center at the Exhibitor s expense. 18. SERVICES ORDERED: Exhibitors are responsible for all goods and services ordered through suppliers to the exhibit including The Conference Center. HFMA assumes no liability for payments for goods or services not covered in this contract by an Exhibitor. 19. HOTEL SHIPMENTS: Arrangement for hotel shipments must be made directly with The Conference Center. HFMA will have no authority and will not be held responsible for hotel shipments. 20. FIRE REGULATIONS: All packing containers (i.e. crates, cartons, boxes) must be removed from the exhibit area. Exhibitors will not be permitted to store any excess material behind their booth or under tables. All cloth decorations must withstand a flameproof test as prescribed by the local fire ordinance. Floor plan is subject to Fire Marshall approval. 21. VIOLATIONS: Exhibitors and their representatives who fail to observe these conditions of contract, or who, in the opinion of HFMA, conduct themselves unethically, may be dismissed without refund or appeal for redress. 22. CANCELLATION OR POSTPONEMENT OF CONVENTION: In the event the Annual Leadership Institute is postponed due to any occurrence not caused by the conduct of HFMA, The Conference Center, or the Exhibitor, or that such occurrence be an act of God or the result of war, riot, civil commotion, sovereign conduct, or the act or conduct of any person or persons not party or privy to this contract, then the performance of such parties under this contract shall be excused for such period of time as is reasonably necessary after such duration of such postponement. In the event that such occurrence results in cancellation of the conference, each party hereby releases the other from obligations under this contract.