Invitation to Exhibit

Transcription

1 HCAM & MCAL Annual Convention & Expo Invitation to Exhibit 2017 Annual Vendor Expo Show Tuesday, September 19, :30-5:30 PM EST DeVos Place (Exhibit Hall C) 303 Monroe NW, Grand Rapids, MI HCAM & MCAL Annual Convention This year s 2017 HCAM & MCAL Annual Convention & Expo will be held September 17 20, 2017 at the Amway Grand Plaza Hotel & DeVos Place in Grand Rapids, Michigan. The Annual Vendor Expo Show will be held/open to attendees on Sept. 19 from 2:30 5:30 PM EST only. Expo Show Attendees This year s HCAM & MCAL Annual Convention & Expo will feature up to 500 post acute care and assisted living professionals including owners, corporate/regional consultants, administrators, executive directors, directors of nursing, nurse managers, social workers, interdisciplinary team managers, associate partners and other health care professionals. Exhibitor Appreciation Drawing Win a Free Booth for 2018! HCAM & MCAL are grateful for the amazing partnerships of our many exhibitors who help support this event. To show our sincerest appreciation, all 2017 contracted exhibitors will receive their company name in a drawing for the chance to win 1 of 2 complimentary booths at next year s 2018 HCAM MCAL Annual Convention & Expo. The exhibitor appreciation drawing will take place during the mandatory exhibitor briefing on Sept. 19 at 1:45 PM. Partner Palooza Celebration Mojo s Dueling Piano Bar! All exhibiting vendor representatives are invited to attend the party of the year the Partner Palooza Celebration! This year s celebration will be held the same evening as the expo show on Tuesday, September 19, 2017 from 8:00 11:00 PM EST at Mojo s Dueling Piano Bar, directly across the street from the Amway Grand hotel. Additional information about the Partner Palooza Celebration will be provided closer to the event Booth Rates Style Size Cost Per Booth Premium Deluxe 10 w x10 d 20 w x10 d Executive 20 w x 20 d $1,000 HCAM MCAL members BEFORE $1,250 Members AFTER $2,250 Non-members $1,600 HCAM MCAL members BEFORE $1,850 Members AFTER $3,100 Non-members $2,100 HCAM MCAL members BEFORE $2,350 Members AFTER $4,100 Non-members 2017 Standard Booth Rate Inclusions: 3 hours of conflict free exhibit time (1) 8 foot table with linen & skirt, 2 chairs & wastebasket Fully carpeted booth Complimentary WiFi Blank contact cards for prospective leads 3 vendor representatives per booth Complimentary refreshments & vendor lunch buffet in expo hall during set up for 3 vendor reps Open invitation to attend Partner Palooza Celebration at Mojo s Dueling Piano Bar Opportunity to participate in the attendee prize raffle Company listing in the conference Vendor Catalog/Marketplace Catalog (if secured before deadline) Electronic attendee list prior to & post expo On site hard copy attendee list New! Opportunity to contract a 1 page black & white exhibitor ad in the Vendor Catalog/Marketplace Catalog for an additional cost of $1,500 per page (included with Executive Booth) New! Opportunity to purchase tickets to the Awards & Recognition Luncheon on Sept 19 from 12:30 2:30 pm for the deeply discounted rate of $45 per person Additional Premium Booth Inclusions: (1) 10 foot wide by 10 foot deep booth with pipe & drape; 5 complimentary drink tickets for use at Expo only Additional Deluxe Booth Inclusions: (1) 20 foot wide by 10 foot deep booth with pipe & drape; 10 complimentary drink tickets for use at Expo only Additional Executive Booth Inclusions: (1) 20 foot wide by 20 foot deep booth with pipe & drape; (1) round table with linen & chairs for attendees to sit in booth to network with exhibitor 20 complimentary drink tickets for use at Expo only (1) full page black & white ad in Vendor Catalog/Marketplace Catalog ($1,500 value) (1) prize for the attendee prize giveaway ($100 value) Vendor Set-Up & Tear-Down Vendor Set Up: Tuesday, Sept. 19 from 8:00 am 1:30 pm EST Vendor Tear Down: Tuesday, Sept. 19 from 5:30 8:00 pm EST 1

2 Assignment of Booth Space Booths will be assigned according to the date the Vendor Application & Contract is received. When possible, HCAM will try to accommodate the vendor s indicated booth preferences. Notwithstanding, HCAM reserves the right to make and/or change booth location assignments at any time as it may in its sole discretion deem necessary. HCAM will also post a list of contracted exhibitors to our website each month at for vendors to reference prior to submitting their Vendor Application & Contract with booth preferences. Vendor Forms & Resources Please visit our website at to access a copy of the monthly updated floor plan of available booths and contracted exhibitors, DeVos Place Exhibitor Guidelines, Freeman Exhibitor s Kit and Exhibitor Services Order Form. General Service Contractor HCAM/MCAL has selected Art Craft Display, Inc. as our official general service contractor for this expo show. Art Craft provides a wide variety of services that can enhance your booth space, including shipping of your exhibit materials. Direct shipping to Amway or DeVos Place is prohibited. All shipments MUST be routed through Art Craft Display. Shipping and/or additional services are NOT included in the booth rate and must be arranged directly with Art Craft. Art Craft can be reached by calling (800) or visiting their website at Electric, A/V or Direct Internet Connection For electrical service, A/V or direct connection internet capability, please visit our website at to access the Exhibitor Services Order Form. These services are NOT included in the booth rate and must be arranged directly with the DeVos Place. Lead Retrieval System Exhibitors will have the opportunity to contract an Easy Scan Lead Retrieval System with easy to use laser scanners through MTS Tracking. This innovative system will help streamline the collection and organization of your expo show leads! See attached lead retrieval packet for more information. This service is NOT included in the booth rate and must be arranged directly with MTS Tracking. Payment Terms Full payment of the total contracted amount is required with submission of the Vendor Application & Contract or space is not guaranteed. By submitting a Vendor Application & Contract to HCAM, you authorize HCAM to charge/invoice your company based on its current HCAM associate partnership or membership status and submitted booth preferences. Any Vendor Application & Contract that is submitted with the incorrect booth rate will be adjusted to the correct rate and charged/invoiced accordingly by HCAM. No vendors will be permitted on the show floor with an outstanding balance. Cancellation Fees All cancellations must be submitted to HCAM in writing. A cancellation charge equal to half the cost of the contracted booth(s) submitted by a Vendor Application & Contract will be assessed for the booth(s) cancelled on or before, Cancellations received after, 2017 will NOT receive a partial or full refund and/or credit. Lodging Accommodations: RESERVATIONS REQUIRED BY Aug. 17 th Amway Grand Plaza Hotel The Amway Grand Plaza Hotel is the official site of this year s Annual Convention & Expo lodging. Therefore, a discounted block of rooms has been reserved for vendors and attendees. To make your lodging reservation, please contact the Amway Grand Plaza Hotel directly at (800) Please be sure to reference HCAM when making your reservation to receive the discounted group rate. The discounted room rate is $147++ per night for reservations made by August 17, Self parking is complimentary for overnight guests; valet parking is available at your own cost of $10 per day. ART PRIZE PREVIEW WEEK Please make your lodging reservation immediately as rooms are limited and NOT guaranteed. Due to Art Prize Preview Week being held the same week as the HCAM MCAL Annual Convention & Expo and officially opening to the public the day after our event, Amway will NOT be able to extend any discounted rates past our deadline and is likely to be SOLD OUT entirely (as will most other nearby hotels). Art Prize Preview Week will bring in more than 60,000 attendees into the downtown area the week of our HCAM & MCAL Annual Convention & Expo and up to 400,000 attendees for Art Prize which officially kicks off on the last day of our conference on Sept. 20. Use of Association Logo HCAM/MCAL is committed to our Associate Partners and we encourage you to advertise our partnership and your participation in the expo show. However, use of HCAM or MCAL logos by our Associate Partners or any participating vendor is prohibited as it implies a legal partnership that subjects the Association to liability. Questions Upon review of this Invitation to Exhibit, if you have any questions, please contact: Bethany Rademacher, Education & Partnerships Specialist Direct: (517) BethanyRademacher@hcam.org 2

3 HCAM & MCAL Annual Vendor Expo Show September 19, :30-5:30 PM EST Exhibit Hall C DeVos Place Grand Rapids, Michigan FLOOR PLAN BOOTH STYLE BOOTH NO. This floor plan is updated as of May 17, Shaded booths are sold and NOT available. Premium (10 x10 ) on floor plan Deluxe (10 x20 ) E-Z on floor plan Executive (20 x20 ) A-D on floor plan Page 3 of 5 of the 2017 HCAM & MCAL Invitation to Exhibit.

4 HCAM & MCAL Annual Convention Expo Show 2017 VENDOR APPLICATION & CONTRACT Submit a completed Vendor Application & Contract with payment 1 of 2 ways: Fax: (517) Postal Service: HCAM 7413 Westshire Dr., Lansing, MI By submitting this Vendor Application & Contract, you acknowledge that you have reviewed & agree to all terms stated in the 2017 HCAM & MCAL Invitation to Exhibit. Sections 1-6 on pages 1-2 of this form must be completed Vendor Application & Contracts will NOT be accepted without signature &/or payment in full. 1) COMPANY INFORMATION: Please complete ALL fields below. Please PRINT legibly and clearly. Company Name: Company Mailing Address: City: State: Zip Code: Daytime Phone: Fax: Company Website: Point of Contact Name (to receive ALL expo communication): Point of Contact (to receive ALL expo communication): _ Additional addresses (to be copied on ALL expo communications): 2) COMPANY CATEGORY: Select (1) company category from the Company Category Table below, that best describes your company s products/services & fill in the applicable company category letter below. A -Consultant J -Home Health/Hospice S -Pharmaceutical Bb -Vision Services B -Design/Building/Remodel K -Housekeeping/Laundry/Linens T -Physicians Services Cc -Wound Care C -Education/Training L -Insurance/Risk Management U -Portable Diagnostic Services -Other: D -Employment /Recruitment M -Legal Services V -Rehabilitation/Therapy E -Environmental Supplies/Services N -Marketing W -Safety F -Finance O -Medical Supplies & Equipment X -Security/Monitoring/Nurse Call G -Food & Beverage/Service P -Behavioral/Mental Health Care Y -Technology/Software H -Furniture/Furnishings Q -Nutrition/Wellness Z -Transportation I -Group Purchasing R -Oral Health Aa -Uniforms/Footwear If other, please include 1-2 words as a company category description below such as LAB or CABLE TV : Please write ONE corresponding letter code for your company category here: _ 3) BOOTH PREFERENCE: Please indicate up to 4 booth preferences below. HCAM & MCAL will try and best accommodate indicated preferences however, booth preferences cannot be guaranteed. Please see the included floor plan on page 3 of this Invitation to Exhibit. An updated floor plan of available booths and a list of contracted exhibitors will be posted to our website monthly at for prospective exhibitors to reference prior to submiting their Vendor Application & Contract. HCAM/MCAL will send an confirming your assigned/contracted booth number(s) within 2 weeks following the reciept of the application & contract and payment in full. TOTAL Number of Booths Requested (1 booth, 2 booths, etc.): 1st Preference(s): ; 2nd Preference(s): ; 3rd Preference(s): ; 4th Preference(s): **Please turn to page 2 to complete Sections 4-6 of this 2017 Vendor Application & Contract.** 4

5 HCAM & MCAL Annual Convention Expo Show 2017 VENDOR APPLICATION & CONTRACT Submit a completed Vendor Application & Contract with payment 1 of 2 ways: Fax: (517) Postal Service: HCAM 7413 Westshire Dr., Lansing, MI Company Name: 4) APPLICABLE BOOTH RATE: Please indicate the total number of booths and the total payment due. The discounted member booth rate is applicable to current 2017 HCAM & MCAL associate partners and members in good standing only. Incorrect booth rates will be adjusted to the correct rate and charged/invoiced accordingly by HCAM & MCAL. To verify your HCAM & MCAL membership status, please contact Bethany Rademacher by phone at (517) or by to BethanyRademacher@hcam.org if needed. Style & Size Quantity Rate Premium 10 w x10 d Deluxe 20 w x10 d Executive 20 w x 20 d Ticket to Awards & Recognition Luncheon (Tickets are non-refundable after Sept. 1) 5) METHOD OF PAYMENT: Please select your method of payment & complete applicable payment information. If paying by check, please make the check payable to HCAM. Should you need a 2017 HCAM W-9 Tax ID Form to process payment, please contact Bethany Rademacher by phone at (517) or by to BethanyRademacher@hcam.org. Form of Payment: Check Visa MasterCard American Express Discover Credit Card Number: Exp. Date: Three-Digit Security Code on Back of Credit Card: x $1,000 HCAM MCAL members BEFORE x $1,250 HCAM MCAL members AFTER x $2,250 Non-members x $1,600 HCAM MCAL member BEFORE x $1,850 HCAM MCAL members AFTER x $3,100 Non-members x $2,100 HCAM MCAL members BEFORE x $2,350 Members AFTER x $4,100 Non-members x $45 per person $ Total Amount Due Billing Zip Code for Credit Card: Cardholder s Signature: Today s Date: 6) SIGNATURE OF REVIEW & ACCEPTANCE: By signing and submitting this completed 2017 Vendor Application & Contract for the HCAM & MCAL Annual Convention & Expo to HCAM & MCAL, you are acknowledging that you have reviewed the 2017 HCAM & MCAL Annual Convention & Expo Invitation to Exhibit and all stated terms and conditions as well as agree to abide by to all stated terms and conditions. Additionally, by signing and submitting this completed 2017 Vendor Application & Contract to HCAM & MCAL, you are an authorized representative for your company with full power and authority to sign this application and contract for booth space. Print Name: Title: _ Signature: Today s Date: **Please be sure to complete & submit Sections 1-6 on pages 1-2 of this 2017 Vendor Application & Contract.** - This Section is for HCAM & MCAL Use Only - 5