Exhibitor Info

Dear ILHIMA Exhibitor Colleagues,

The Illinois Health Information Management Association will hold our Annual Conference on April 9-10, 2020 at the Renaissance Schaumburg Convention Center Hotel in Schaumburg, IL.  We would like to extend an invitation to you to join us for our Annual Conference!


WHY EXHIBIT?


WHAT IS INCLUDED IN THE EXHIBIT FEE?

Booth Includes:

Note:  Electricity is not included in your booth.  Click here to order electricity and additional services.


IMPORTANT DATES

Early Vendor Registration Due: March 6, 2020

The Annual Conference On-Site Program is distributed to all attendees, speakers, and exhibitors at our Annual Conference. Advertising for this booklet is on a first come first serve basis and due no later than March 1, 2020.  

SCHEDULE OF EVENTS

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

April 8, 2020

6:00 – 9:00 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.


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 Conference, 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 Conference On-Site Program is distributed to all attendees, speakers, and exhibitors at the Annual Conference.  Advertising for this booklet is on a first come first serve basis and due no later than March 1, 2020.  

Advertisement Pricing

On-Site Program


SPONSORSHIP

Corporate Sponsorship April 2020 – March 2021

 
Annual Conference
Booth Only
Corporate Sponsorship
$650

$750
after 3/6/2020
Bronze

$350
Silver

$650
Gold

$1,250
Platinum

$1,550
Booth at 2020 Annual Conference

Yes
Yes
2020 Annual Conference 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 3/31/21
(ILHIMA site)
Yes
Yes
Yes
Yes
Full 2020 Annual Conference 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 CONFERENCE CONTACTS

Sandra Joe
[email protected]

Ann Nowlin
[email protected]


RULES AND REGULATIONS

EXHIBIT FEE:

Single Booth – On or before March 6, 2020 – $650.00

Single Booth – After March 6, 2020 – $750.00

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, 2020 will receive a refund of one half the booth fee.  No refunds will be given if cancellations are made after February 28, 2020.  Please note this cancellation policy does not apply to Corporate Sponsorship packages (see sponsorship form for package cancellation details).

SHIPPING, ELECTRICAL, LABOR:  Electricity is not included in your booth.  Click here to order electricity and additional services. Also, 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 8th, 2020 from 6:00 – 9:00 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 10th.

LIABILITY FOR EXHIBITS:   Please take caution with your equipment.  ILHIMA, and Renaissance Schaumburg Convention Center Hotel, 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 Renaissance Schaumburg Convention Center Hotel 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 Renaissance Schaumburg Convention Center Hotel shall in no way be held responsible. Exhibitor is responsible for any damages to materials of Renaissance Schaumburg Convention Center Hotel.

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

Click here to Register

Online registration will close at 11:59 PM CT March 31, 2020.

When you register online, you will have the option to pay by mail with a check or pay online with a credit card (AMEX, Discover, MasterCard, or Visa). You will receive two emails once you join – 1) a confirmation email and 2) a registration statement email which serves as your receipt (if you paid by credit card) or invoice (if you plan to pay by check).

If you are paying by check, make your check payable to KnowledgeConnex, include your invoice # that is on your registration statement email, and mail your check to KnowledgeConnex. The mailing address will be on the registration statement email.