Invitation to Exhibit Monday, September 10, 2012 12:15 2:30 PM EST Exhibit Hall C, DeVos Place Convention Center Grand Rapids, Michigan The 2012 HCAM/MCAL Annual Convention Expo will be held on Opening Day of this year s Annual Convention. More than 800 leaders and representatives from Michigan s long-term care, rehabilitation and assisted living communities attend Annual Convention, including your market competitors. This year s show will feature a new floor plan designed to promote networking, steady high-volume traffic flow and attendee/exhibitor engagement. Vendors may also elect to upgrade your booth to a Prize Hunt Booth for additional company exposure. To contract your booth at this year s Annual Convention Expo now, please submit the included Vendor Application & Contract (page 4) with payment to: HCAM 7413 Westshire Drive Lansing, MI 48917 Or fax your completed Vendor Application & Contract with credit card information to: (517) 627-3016 Booth availability will be posted to the association website weekly at www.hcam.org Should you have questions in regards to this year s expo show, please contact Lea Osborne, Education & Partnership Specialist, by phone at (517) 622-6189 or by e-mail at LeaOsborne@hcam.org Please note that telephone reservations cannot be accepted. Payment in full must be submitted with your completed Vendor Application & Contract. Please be sure to review the full Invitation to Exhibit prior to submission of your contract. To receive the HCAM/MCAL member booth rate, membership must be current and in good standing with the Association. 1
Exhibit Show Information Show Date: Monday, September 10, 2012 Show Time: 12:15-2:30 PM EST (2 hrs., 15 min.) Show Location: Exhibit Hall C, DeVos Place Convention Center, 303 Monroe Ave. NW, Grand Rapids, Michigan 49503 Vendor Move In Set Up: Sunday, September 9 from 4:00-7:00 PM; and/or Monday, September 10, 2012 from 8:00-11:30 AM Vendor Move Out/Dismantle: Monday, September 10, 2012 from 2:30-5:00 PM HCAM/MCAL Annual Convention (attendee conference): September 9-11, 2012 HCAM/MCAL Annual Convention Theme: Care Made in Michigan Booth Style Premium Premier Executive 2012 Booth Rates: Booth Size 8x10 10x10 20x20 Booth Rates HCAM/MCAL Member: $825 Non Member: $1,525 HCAM/MCAL Member: $875 Non Member: $1,575 HCAM/MCAL Member: $1,550 Non Member: $2,950 Upgrade your booth to a Prize Hunt Booth : Additional charge of $125 per booth Premium booths are indicated on floor plan as booth #1 109 Premier booths are indicated on floor plan as booth #200 247 Executive booths are indicated on floor plan as booth #300 308 Expo Show Floor Plan: Please see page 5 of this Invitation to Exhibit for the expo show floor plan. An updated floor plan of booth availability and contracting vendors will be posted to our Associate website weekly at www.hcam.org. Please check the updated floor plan for booth availability prior to submitting your Vendor Application & Contract to ensure your booth preferences are available and your preferences are not located directly next to one of your immediate competitors. Prize Hunt Program: Exhibitors may elect to upgrade their contracted booth to a Prize Hunt Booth (formerly traffic builder program). For an additional charge of $125, the exhibiting company s name and booth number will be featured on the attendee s Prize Hunt Card; if contracted prior to Aug. 1. All participating vendors in the Prize Hunt program will also be acknowledged in the on-site vendor catalog, in addition to the standard company listing included with the booth rate. Attendees who visit each of the Prize Hunter Booths and have their Prize Hunt Card validated by each participating vendor will have the opportunity to win one of several grand prizes and individual vendor raffle items. Booth Rate Inclusions: Two hours, fifteen minutes of conflict free expo time between attendee education sessions. Three complimentary vendor representative expo registrations per contracted booth for Monday only. Pipe and draped booth, table with linen and skirt, folding chair and wastebasket. Sunday and/or Monday check-in and set-up option. Electronic attendee list prior to and post Convention. A list will also be provided on-site. Vendor Breakfast Buffet from 8:30-10:30 AM. Enjoy fun food, refreshments and signature drinks at the cash bar. An open-ended invitation for all contracted vendor representatives to attend the evening networking event, the Kick Off Celebration, on Sunday, Sept. 9. Two complimentary tickets to the opening night Chairs Happy Hour & Banquet on Monday, Sept. 10. Contracted Executive booths will receive three complimentary tickets. Raffle Prizes (NEW RAFFLE GUIDELINES): Vendors are encouraged to purchase (1) raffle item at least $50 in value for the attendee raffle. Each raffle prize will need to be registered. To do so, vendors will need to complete and submit a Prize Raffle Form upon arrival/check-in. Raffle winners will be drawn at 1:00 and 2:00 PM. Winners will be drawn by way of completed Prize Hunt Cards by an HCAM representative at the center stage. Raffle winners will be sent with your company s completed Prize Raffle Form to your booth to collect their prize. Opening Night Chairs Happy Hour & Banquet: Two tickets per contracted booth are included in your booth rate. Contracted Executive booths will receive three tickets. Additional details will be available at a later date. Kick Off Celebration: All contracted vendor representatives are invited to attend this kick off celebration with conference attendees. Additional details will be available at a later date. 2
Exhibit Show Information 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/MCAL, you authorize HCAM/MCAL to charge/invoice your company based on its current HCAM/MCAL associate partner 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/invoices accordingly by HCAM/MCAL. No vendors will be permitted on the show floor with an outstanding balance. Cancellation Fees: 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 June 25, 2012. Cancellations received after June 25, 2012 will NOT receive a refund. All cancellations must be submitted to HCAM in writing. Telephone cancellations will not be accepted. Assignment of Space: Booths will be assigned according to the date the Vendor Application & Contract is received. However, priority will be given to current HCAM/MCAL Associate Partners by membership tier. When possible, HCAM will try to accommodate the vendor s indicated booth preferences in order of indicated preference. 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. 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. DeVos Place Exhibitor Guidelines: (MUST REVIEW) Please visit our website at www.hcam.org to print and review the full details of the DeVos Place Exhibitor Guidelines. Upon submission of a Vendor Application & Contract to HCAM, you acknowledge that you have reviewed all rules and regulations and agree to adhere to all stated rules and regulations. Exhibitor Updates/Alerts: Beginning mid to late summer, updates/alerts will be e-mailed to each contracted vendor s primary point of contact indicated on the Vendor Application & Contract as needed. Please be sure to review and respond to, if directed, to the updates/alerts. HCAM will communicate to all contracting exhibitors by e-mail. Exhibitor s Confirmation Packet: An HCAM/MCAL Exhibitor s Confirmation Packet will be e-mailed to each contracted vendor s primary point of contact indicated on the Vendor Application & Contract prior to the expo show. This packet will contain detailed information regarding the show as well as an Exhibitor s Confirmation form that will need to be completed, signed and submitted back to HCAM/MCAL by the requested deadline to ensure your company information is correct for print in the on-site vendor catalog. Art Craft Display, Inc.: Art Craft Display, Inc. has been selected as this year s official general service contractor for this show. Art Craft provides a wide variety of services that can enhance your booth space, including shipping of your exhibit materials. Art Craft can be reached by calling (800) 292-2033 or visit their website at www.artcraftdisplay.com. An Art Craft Exhibitor s Kit information page has also been included on our website at www.hcam.org. DIRECT SHIPPING TO DEVOS IS PROHIBITED. ALL SHIPMENTS MUST BE ROUTED THROUGH ART CRAFT DISPLAY, INC. Additional/Optional Services NOT Included with Booth Rate: Below, are additional/optional services that are NOT included with your booth rate; these services are the responsibility of the vendor to contract and ensure payment to, directly with the applicable party. For shipping/freight handling, booth carpeting & additional furnishings, please contact: Art Craft Display, Inc. (see contact information above) For electric service, A/V or broadband internet capability, please visit our website at www.hcam.org to print the order forms or contact: DeVos Place at (616) 742-6500 Lodging Accommodations: The Amway Grand Plaza Hotel and DeVos Place Convention Center is the official site of this year s Annual Convention & Expo. Therefore, a discounted block of rooms has been reserved for vendors and attendees. Please make your lodging reservation immediately as rooms are limited and not guaranteed. To make your lodging reservation, please contact the Amway Grand Plaza Hotel directly at (800) 253-3590 on online at: https://resweb.passkey.com/resweb.do?mode=welcome_ei_ new&eventid=9459959 Please be sure to reference HCAM when making your reservation to receive the discounted group rate. The discounted room rate is $139 per night. Self parking is complimentary for overnight guests; valet parking is available at your own cost of $10 per day. 3
2012 HCAM/MCAL Annual Convention Expo Vendor Application & Contract Submit your completed Vendor Application & Contract with payment by fax to (517) 627-3016 or by mail to: HCAM 7413 Westshire Dr., Lansing, MI 48917 By submitting this Vendor Application & Contract, you acknowledge that you have reviewed & agree to all terms stated in the 2012 HCAM/MCAL Invitation to Exhibit and DeVos Place Exhibitor Guidelines. Parts 1-5 of this Vendor Application & Contract must be completed. Vendor Application & Contracts will not be accepted without signature & payment. 1) Company Information: Please complete each field below, including signature. Please PRINT legibly. 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 E-mail (to receive all expo communication): Additional e-mail addresses: I am an authorized representative for this company with full power and authority to sign this application and contract for an expo booth. Print Name: Title: Signature: Date: 2) Company Category: Select (1) category from the Company Category Key on the floor plan, page 5, that best describes your company s products/services. (Example: company category M = legal services) Please write the corresponding letter of your company category here: 3) Booth Preference: Please indicate your booth preferences below. For booth locations/styles, please see the included floor plan on page 5 of this Invitation to Exhibit. An updated floor plan of available booths is posted to our website weekly. Total Number of Booths Requested (1,2,3, etc.): 1st Booth Preference: ; 2nd Booth Preference: ; 3rd Booth Preference: 4) Applicable Rate: I) Please circle the applicable rate for your booth preference. Incorrect booth rate will be adjusted to the correct rate and charged/invoiced accordingly by HCAM/MCAL. II) Complete the total amount due. I) Booth Style: For booth locations per style, please see the included floor plan on page 5. HCAM/MCAL Member Rate Non-Member Rate Premium Booth: 8x10 Indicated on floor plan as numbers 1-109 $825 $1,525 Premier Booth: 10x10 Indicated on floor plan as numbers 200-247 $875 $1,575 Executive Booth: 20x20 Indicated on floor plan as numbers 300-308 $1,550 $2,950 YES, upgrade me to a PRIZE HUNT BOOTH! (To upgrade to a Prize Hunt Booth, please check the box to the left) Additional charge of $125 II) Booth Rate: Total # of Booths: Cost per Booth: $ TOTAL AMOUNT DUE: $ 5) Method of Payment: Please select your method of payment & complete applicable payment information. Check One: Check made payable to HCAM Visa MasterCard American Express Discover Credit Card Number: Exp. Date: Three-Digit Security Code on Back of Card: Billing Zip Code for Card: Cardholder s Signature: Date: 4
2012 hcam/mcal annual convention expo Expo Show Floor Plan Updated as of Aug. 3, 2012 Shaded booths are SOLD and UNAVAILABLE HCAM Bar company category key 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 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 Your provided company category will be used to ensure you are not placed directly near a competitor/company of the same category. Please be sure to indicate your company category on your Vendor Application & Contract. booth style booth no. Premier (8x10) Premium (10x10) Executive (20x20) #1-109 on floor plan #200-247 on floor plan booth availability An updated floor plan of booth availability and contracting vendors will be posted to our Association website weekly at www.hcam.org.