Exhibitor Info

Dear ILHIMA Exhibitor Colleagues,

The Illinois Health Information Management Associations will hold our Annual Meeting on April 25-26, 2019 at the Marriott Bloomington-Normal Hotel and Convention Center in Normal, IL.  We would like to extend an invitation to you to join us for our annual meeting!


WHY EXHIBIT?


WHAT IS INCLUDED IN THE EXHIBIT FEE?

10′ (width) x 8′ (depth) booth includes:


IMPORTANT DATES

Early Vendor Registration Due: March 16, 2019

The Annual Meeting On-Site Program is distributed to all attendees, speakers, and exhibitors at our Annual Meeting. Advertising for this booklet is on a first come first serve basis and due no later than March 1, 2019.  

SCHEDULE OF EVENTS

NOTE – The agenda listed below is tentative and subject to change.

April 24, 2019

3:00 – 8:00 PM – Vendor booth set up

Vendors may tear down their booth after the 9:30 AM break on Friday morning. (Break ends at 10:30 AM)

Click here to view complete agenda.

Shipping: Ship booth to Peoria Flag and Decorating Company, 920 E. Glen Avenue, Peoria Heights, IL 61616


ADVERTISING

Let the attendees know what booth you are in!  Highlight what you have to offer them for HIM products and solutions!  If you are unable to attend the Annual Meeting, let our members know you’re still able to meet their needs. Prepayment is required for all advertising.  Price is net; we do not pay commission on ads placed.  All advertisements MUST be in a jpg format.  Do not submit PDF FILES unless we will be using it as a full page. These files cannot be altered or cut and pasted into the publishing software we use.

The Annual Meeting On-Site Program is distributed to all attendees, speakers, and exhibitors at the Annual Meeting.  Advertising for this booklet is on a first come first serve basis and due no later than March 1, 2019.  

Advertisement Pricing

On-Site Program


SPONSORSHIP

Corporate Sponsorship April 2019 – March 2020

 
Annual Meeting
Booth Only
Corporate Sponsorship
$650

$750
after 3/16/19
Bronze

$350
Silver

$650
Gold

$1,250
Platinum

$1,550
Booth at 2019 Annual Meeting

Yes
Yes
2019 Annual Meeting On-Site
Program Advertisement
Half Page
Full Page
Membership e-Blast Sponsorship
(name/logo tagline)
(ILHIMA blasts)
2
4
6
Website Banner Ad
(ILHIMA site)
3 Months
6 Months
1 Year
1 Year
Website Vendor Directory
Listing through 3/31/20
(ILHIMA site)
Yes
Yes
Yes
Yes
Full 2019 Annual Meeting Registration
for 1 participant
Yes

ADDITIONAL SPONSORSHIP OPPORTUNITIES

OpportunityFee
Meal - Full Sponsorship$2,500
Meal - Partial Sponsorship$1,250
Break - Full Sponsorship$1,000
Break - Partial Sponsorship$500
Vendor-Member Appreciation Party - Full Sponsorship$4,000
Vendor-Member Appreciation Party - Partial Sponsorship$2,000
Speaker Sponsorship - Keynote$1,000
Speaker Sponsorship - Educational$750

IMPORTANT ANNUAL MEETING CONTACTS

Shanel Wright
[email protected]

Sandra Joe
[email protected]

Ann Nowlin
[email protected]


RULES AND REGULATIONS

EXHIBIT FEE:

Single Booth – On or before March 16, 2019 – $650.00

Single Booth – After March 16, 2019 – $750.00

10′ (width) x 8′ (depth) booth includes:

 

ASSIGNMENT OF SPACE:  Corporate sponsors receive first priority in assignment of booth space.  Space is subject to availability, and will be allocated on a first paid/first-reserved basis.  The decision with respect to allocation of booth space will be binding upon all exhibitors.  Exhibit space will not be assigned unless full payment is received.  Once a vendor registers, they will automatically receive a vendor registration confirmation via email. This will come from the webmaster, KnowledgeConnex.  In the event of conflict or conditions beyond our control, ILHIMA reserves the right to rearrange the floor plans.

CANCELLATIONS:  Cancellation of a booth made on or before February 28, 2019 will receive a refund of one half the booth fee.  No refunds will be given if cancellations are made after February 28, 2019.  Please note this cancellation policy does not apply to Corporate Sponsorship packages (see sponsorship form for package cancellation details).

SHIPPING, ELECTRICAL, LABOR:  You are responsible for ordering additional services such as extra equipment, freight handling and labor.

INSTALLATION & REMOVAL: Vendor booths can be set up on Wednesday, April 24th, 2019 from 3:00 – 8:00 PM. Vendors may tear down their booth after the 9:30 a.m. break on Friday morning. (Break ends at 10:30 a.m.) All booths must be dismantled and removed by 12:00 p.m. on Friday, April 26th.

LIABILITY FOR EXHIBITS:   Please take caution with your equipment.  ILHIMA, and Marriott Bloomington-Normal Hotel and Convention Center, or any officer, agent or employee thereof, shall not be liable for the safety of the exhibitors’ property, its agents or employees, from damage by fire, accident or any other causes, and the exhibitor does hereby release and indemnify ILHIMA and Marriott Bloomington-Normal Hotel and Convention Center from any such claim of any kind or nature. Every exhibitor is required to and guarantees to have in force, at his own expense, his own insurance covering his employees not only on worker’s compensation and the employer’ liability, but also on general public liability, and injury, and accident, and any damage to the exhibitor’s property.  ILHIMA and Marriott Bloomington-Normal Hotel and Convention Center shall in no way be held responsible. Exhibitor is responsible for any damages to materials of Marriott Bloomington-Normal Hotel and Convention Center.

REGISTRATION & BADGES:  Six Exhibitor badges will be provided. On Thursday, lunch is provided for two (2) representatives from each registered vendor company. Additional lunches will be $40.00.


CANCELLATION

Please visit the terms and conditions.

Click here if you need to cancel your registration or provide a substitute.


REGISTRATION

Register

Online registration will close at 11:59 PM ET on April 12, 2019. Onsite registration will NOT be available.

When you register online, you will have the option to pay by mail with a check or pay online with a credit card (AMEX, MasterCard, Visa, or Discover).

If you are paying by check, select “mail a check” under payment options. You will later see instructions to print the confirmation page and mail your payment to KnowledgeConnex. The mailing address will be on the invoice. Make your check payable to KnowledgeConnex and include the confirmation/order number with the check. Checks that do not reference the confirmation number will be returned to you and will not be applied to the registration.