Exhibitor Info

2022 Annual Conference
Exhibitor Show
April 21-22, 2022
I Hotel and Conference Center in Champaign, IL


We have missed seeing our members and exhibitors in-person and would like to invite you to the Illinois Health Information Management Association Annual Conference on April 21-22, 2022 at the I Hotel and Conference Center in Champaign, IL. Exhibitors are an important part of our meeting, offering information on technology and other services that assist our members in their daily responsibilities and we would love to have you join us for our first in-person meeting in 2 years.  The booth fee is $400 and includes the following.

Booth Includes:


Live Educational Demos

The first 5 in-person exhibitors to register can choose to provide a live 30-minute educational demo during one of the breakfasts or vendor breaks (see days/times below). The day and time of the demo will be chosen by ILHIMA and the company will be notified once the demo day/time is scheduled.  The 5 demos will be held at different times throughout the conference so that conference attendees can attend all 5 if desired.  The location of the demos has not been determined yet but may be held in a separate area of the exhibitor hall.  The demos must be educational in nature and expand the knowledge and skills of attendees or continued competence in HIM.


Demo Days and Times:

April 21, 2022 – 7:00 – 7:30 a.m.

April 21, 2022 – 10:00 – 10:30 a.m.

April 21, 2022 – 3:30 – 4:00 p.m.

April 22, 2022 – 7:00 – 7:30 a.m.

April 22, 2022 – 9:30 – 10:00 a.m.


Exhibitor Schedule:

Setup – April 20, 2022 from 6-9 p.m.

Tear Down – April 22, 2022 from 10:30 a.m. – 1:00 p.m.

Must exit exhibit hall and remove all items by 1:00 p.m.


Exhibit Times:

*Indicates dedicated exhibit time

April 21, 2022 – 7:00 – 7:45 a.m.

April 21, 2022 – 10:00 – 10:30 a.m.

April 21, 2022 – 3:30 – 4:00 p.m.

April 22, 2022 – 7:00 – 7:45 a.m.

April 22, 2022 – 9:30 – 10:30 a.m.


Virtual Exhibitors

Can’t attend the meeting in-person?  No problem!  We want your company to be a part of our meeting!  You can keep your company in front of the meeting attendees by purchasing a virtual exhibitor booth.

Cost – $500

Virtual Exhibitor option includes the following:

  •  Company brochures/pamphlets will be displayed on a table in the exhibit hall.
  •  Company recorded demo (in MP4 format) will be included in the registration learning management system for registrants to view.
  •  Company giveaway/drawing will be displayed on a table in the exhibit hall.  If you would rather not send your giveaway/drawing item to the meeting and would prefer to ship it to the winner  yourself, just let us know that when you register.  A picture of your giveaway/drawing item will be displayed on your exhibitor table.
  •  Recognition in welcoming PPT and on-site program
  • Virtual Exhibitors will receive an attendee contact list following the event (opt in attendees).



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 February 15, 2022.


Advertisement Pricing

On-Site Program

Sponsorship Opportunities 

Thursday or Friday Lunch - Full Sponsorship$2,500
Thursday or Friday Afternoon Break Sponsorship$1,000
President’s Reception/Exhibitor Party Sponsorship$4,000
Speaker Sponsorship $1,000
Lanyards / Nametags $600

Annual Conference Contacts

Ann Nowlin

[email protected]

Exhibitor Rules and Regulations



$400 – In-Person

$500 – Virtual Booth




ASSIGNMENT OF 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 an in-person booth made on or before February 1, 2022 will receive a refund of one half the booth fee.  No refunds will be given if cancellations are made after February 1, 2022.


SHIPPING, ELECTRICAL, LABOR:  Electricity is included in your booth.  During the registration process, please indicate if you will need electricity in your booth.  Click here to order additional services. You are responsible for ordering additional services such as extra equipment, freight handling and labor.  ILHIMA will be using Best Expo, Inc. for the exhibitor hall setup.  Should you have questions, please reach out to Colin Jacobs at [email protected].



Setup – April 20, 2022 from 6-9 p.m.

Tear Down – April 22, 2022 from 10:30 a.m. – 1:00 p.m.

Must exit exhibit hall and remove all items by 1:00 p.m. on April 22, 2022


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


REGISTRATION & BADGES:  Three company representatives per booth.  Two of which can attend the educational sessions for no additional fee and may receive continuing education hours for the sessions they attend. The two company representatives attending the sessions MUST also register as an attendee.  Enter code XXXXXX in the customer code box during registration.  Lunch will be provided to the three company representatives. Additional lunches will be $40.00.


Please visit the terms and conditions.  Virtual exhibitor booths are not refundable.



In order for ILHIMA to include your company information in the onsite program provided to the meeting attendees, a company must register by February 15, 2022.  However, registration is available through 11:59 PM CT March 30, 2022.  ILHIMA will make ever effort to include your company information in the program but it is not guaranteed.

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.

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