2023 ILHIMA Annual Conference

ILHIMA
2023 Annual Conference
Exhibitor Show

April 20-21, 2023

Tinley Park, IL
Tinley Park Convention Center

We would like to invite you to the Illinois Health Information Management Association Annual Conference on April 20-21, 2023 at the Tinley Park Convention Center in Tinley Park, 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. The booth fee is $400 and includes the following.

Booth Includes:

  • 8 X 10 booth
  • Pipe and drape
  • 6 foot clothed and skirted table
  • 2 chairs
  • Wastebasket
  • ID sign
  • Electricity
  • Recognition in welcoming PPT
  • List of meeting attendees (opt in attendees)
  • Lunch on Thursday
  • 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. After registering as an in-person exhibitor, please email centraloffice@ilhima.org to receive the code for their registration.
  • Invitation to President/Exhibitor Reception

Live Educational Demos

The first three in-person exhibitors to register can choose to provide a live 30-minute educational demo during one 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 three demos will be held at different times throughout the conference so that attendees can attend all three if desired. The location of the demos has not been determined yet. The demos must be educational and expand the knowledge and skills of attendees or continued competence in HIM.

Demo Days and Times

April 20, 2023 – 10:00 – 10:30 a.m.
April 20, 2023 – 3:30 – 4:00 p.m.
April 21, 2023 – 9:30 – 10:00 a.m.

Exhibitor Schedule

Setup – April 19, 2023 from 1-6 p.m.
Tear Down – April 21, 2023 from 10:30 a.m. – 1:00 p.m.

Must exit exhibit hall and remove all items by 1:00 p.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 sends brochures, provide recorded demo, pamphlets, giveaway/drawing that will be displayed on a table and available for attendees. 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.

Virtual Exhibitors will receive attendee contact list following the event (opt in attendees).

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 February 15, 2022.

Advertisement Pricing

On-Site Program

 Full page – 7 ¾” x 10″  $400
 Half page – 7 ¾” x 4 ¾” horizontal $285
 Half page – 3 ¾” x 10″ vertical $285
 Quarter page – 3 ¾” x 4 ¾” $180
 Business Card size – 3 ¾” x 2″  $100

Sponsorship Opportunities

 

 Opportunity

 Fee

 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

Annual Conference Contacts

Ann Nowlin
centraloffice@ilhima.org

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, 2023 will receive a refund of one half the booth fee. No refunds will be given if cancellations are made after February 1, 2023. Virtual exhibitor booths are not refundable.

Shipping, Electrical, Labor

Electricity is included in your booth. During the registration process, please indicate if you will need electricity in your booth.  Also, you are responsible for ordering additional services such as extra equipment, freight handling, and labor. Click here to order additional services and to review shipping information. 

Liability for Exhibits

Please take caution with your equipment. ILHIMA, and the Tinley Park 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 the Tinley Park 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 the Tinley Park Convention Center shall in no way be held responsible. Exhibitor is responsible for any damages to property and materials of the Tinley Park Convention 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. After registering as an in-person exhibitor, please email centraloffice@ilhima.org to receive the code for their registration. Lunch will be provided to the three company representatives.

Registration

Registration will close at 11:59 PM CT on March 30, 2023.

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, 2023. However, registration is available through 11:59 PM CT March 30, 2023. If registering after that date, ILHIMA will make every effort to include your company information in the program but it is not guaranteed.

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