SHSMD Connections 2017 Exhibit and Sponsor Prospectus · Exhibitor and Sponsor Prospectus PDF...

Exhibitor and Sponsor Prospectus

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Marriott World Center Orlando, Florida

SEPTEMBER 24–27

SHSMD CONNECTIONS 2017 2

WHY SHSMD CONNECTIONS?

Are you looking to gain visibility, establish vital relationships, and position your products and services effectively with healthcare strategy leaders? SHSMD Connections is the best opportunity to deliver your message to key decision-makers in healthcare marketing, public relations and communications, and strategic planning. SHSMD offers a wide spectrum of opportunities to fit every budget and marketing plan.

Conference Profile

Table of ContentsConference Profile02

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MEET LEADING DECISION MAKERS. CONNECT TO YOUR ROI!

Put your company in front of decision-makers who have significant influence on the purchase of products and services for their organizations. A variety of title levels and disciplines will be represented, including:

– Business development

– Communications

– Customer relationship management

– Marketing

– Physician strategies

– Practice management

– Public affairs

– Public relations

– Sales

– Social media

– Strategic planning

– Web development

1,400+healthcare marketing, public relations and communications, and strategic planning professionals on site

7 hoursof dedicated exhibit time

60%of SHSMD Connections attendees are director-level or above

2016 PARTICIPANT PROFILES

(does not include exhibitors)

LEVEL OF RESPONSIBILITY

7% CEO/President4% Principal/Partner7% Senior Vice President16% Vice President26% Department Director16% Department Manager14% Department Staff6% Consultant4% Department Coordinator

AREA OF RESPONSIBILITY

42% Marketing21% Business Development15% Planning13% Public Relations/Communications6% Other 3% Physician Strategy

Exhibit Details

Exhibit Contract & Application

Sponsorship Opportunities

Sponsorship Application

Exhibit Rules & Regulations

Advancing Excellence

in Healthcare Strategy


Exhibit DetailsNEW!

TURNKEY BOOTH PACKAGE

$4,12510x10 ft. in-line booth 100 square feet Additional $350 fee per corner(s)

NEW FOR 2017 — TURNKEY BOOTH PACKAGE

Booth space and Turnkey additions are supplied and installed, waiting your arrival. No forms to complete, no additional fees for these inclusions. Your team just walks up and sets their materials upon arrival then walk away with any collateral and/or marketing materials when the show closes. NOTHING to tear down, no reason to wait.

Fee of $4,125 per 10’x10’ in-line booth (plus any corner fee) includes all of the standard booth inclusions, AND

– Six foot skirted table OR highboy

– Two chairs or barstools (based on table height)

– One wastebasket

– One standard electrical drop

STANDARD EXHIBIT BOOTH

$2,875 10x10 ft. in-line booth | 100 square feet | Additional $350 fee per corner(s)

ISLAND EXHIBIT BOOTH

$14,500 20x20 ft. | 400 square feet | Corner fees included

PREMIUM BOOTH

$10,875 10x30 ft. | 300 square feet | Premium Locations

INCLUDED IN YOUR EXHIBIT INVESTMENT

– Wi-Fi included on the Exhibit Hall Floor

– All booth spaces are based on 10’x10’ configuration, and multiples of same

– Equipment provided includes 8’ back drape, 3’ side rails, 7x44” booth identification sign

– General perimeter security

– Over seven dedicated Exhibit Hall hours which include the Exhibit Hall welcome reception, breakfast, and networking reception

– Two exhibitor badges per 10’x10’ booth

• Exhibit staff badge includes access to all concurrent educational sessions

• Exhibitor staff badge also includes access to networking events at the conference hotel,including the Monday and Tuesday Luncheon (The All Attendee Networking ticket notincluded with exhibit staff badge, but is available for purchase)

• Additional booth staff may register at the exhibitor rate of $500 per person (limit of twoadditional staff badges per each 10’x10’ booth)

• Preconference attendee mailing list for one-time use (no emails or phone numbers)

– Exhibitor description and website link on the SHSMD conference website and profiled in the Interactive Floor Plan

– 75-word listing in the 2017 SHSMD Connections mobile app

– Recognition in the onsite guide brochure

– NEW! Complimentary 12-month company profile in new online SHSMD Vendor Directory

Limited availability. First-come, first-served for premium and island spaces.

EXHIBIT HALL SOLD OUT!


ASSIGNMENT OF SPACEA point system is used to establish priority for booth space assignment. Point allocation is as follows:

– 1 point for each 100 square feet of booth space

– 5 points if company exhibited at SHSMD Connections in 2016

– 1 point for each year preceding 2016 that the company exhibited with SHSMD

– Additional points received through SHSMD Connections sponsorship and bonus point programs

In the event of a tie, assignments will be made based on the date the payment was received. Initial space assignments will be announced in May 2017.

BONUS POINTSIn order to be eligible for bonus points, deposit must accompany Exhibit Contract & Application:

– 10 points if payment is received by March 1

– 5 points if payment is received between March 2 and March 15

– 3 points if payment is received between March 16 and March 31

– 1 point if payment is received between April 1 and April 14

Points will be taken away for the following reasons:

– Early tear-down; dismantling your booth prior to the official closing of the show will lead to a loss of points for the year in which the violation occurs

– Solicitation of customers outside the booth area will lead to a loss of all points for the year in which the violation occurs; repeat violations can lead to the loss of all points

– Violations of any show rules will lead to the loss of points at the discretion

of show management.

EXHIBIT SCHEDULE (TENTATIVE)

SUNDAY, SEPTEMBER 24

Installation 10:00 am–5:30 pm

Exhibit Hall Welcome Reception 6:30–8:30 pm

MONDAY, SEPTEMBER 25

Refreshment Break with Exhibitors 10:15–11:45 am

Exhibit Hall Networking Reception 3:30–5:30 pm

TUESDAY, SEPTEMBER 26

Refreshment Break with Exhibitors 9:30–11:00 am

Tear-Down 11:15 am

SHSMD CONNECTIONS 2017 SHOW DATES: September 24 —26

SEE PAGE 7 FOR THE EXHIBIT CONTRACT & APPLICATION.

If you have questions about exhibit space or logistics at SHSMD Connections, please contact Linda Griffin at 773.588.4692 or [email protected]

Exhibit Details



Exhibit Floor Plan

LOCATION:Orlando World Center Marriott 8701 World Center Dr. Orlando, FL 32821 Exhibit Hall: Cypress 2-3

www.marriott.com/orlando

Marriott World Center is one of the premier resorts in Orlando. In addition to the conference center, the hotel features several restaurant outlets, pools and a golf course. Hotel reservation information will be available in summer 2017.

"A great time to regroup, re-energize and network. A one stop shop experience for those wishing to insure they are staying current, engaged with current topics in healthcare strategy and market development."

SHSMD CONNECTIONS 2016 ATTENDEE

"I love that I get to learn from the many talented agencies, vendors and other attendees."

SHSMD CONNECTIONS 2016 ATTENDEE

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Bar Seating

Locked Meeting RoomsAvailable for Rental

**

*

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10x10 or 10x20

MAIN ENTRANCE SECONDARY ENTRANCE

523

20'

20'SHSMD

Theater

20'

40'

Prem

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Island Booth

Island Booth

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Island Booth



2016 Exhibitors

AchieveIt

Adspace Networks, Inc.

Advisory Board Company (The)

AirMethods/ Direct Patient Logistics

Americaneagle.com

Angio Screen

Baird Group

Baldwin Publishing

Barlow/McCarthy

blr | further

BlueSpire Marketing

BrandActive

BrandHub

Buxton

Cardinal Pointe Communications, Inc.

CARE2GO — from Care Publications, Inc.

Carena, Inc.

Chicago Style SEO

Clariture Health

Coffey Communications

Connect Healthcare

Cooper Signage & Graphics

Corbin Design

Core Creative

Daniel Brian Advertising

DataBay Resources

DMD

DocASAP

Doximity, Inc.

Echo, a HealthStream Company

Eruptr, LLC

Evariant

Frederick Swanston

Fulcrum Research Group

General Growth Properties (GGP)

Geonetric, Inc.

GLC

Greystone.Net

Hammes Company

HCCG, Inc.

Healthcare Success

HealthDay

Healthgrades

HealthLink Dimensions

HealthMed Media

Hughes design|communications

Icon

image.works

IMS Health

Influence Health

Intellimed International Corp.

Isenberg School of Management, Umass

K2MD Health

KidsHealth

Klein & Partners

Kyruus

Laughlin Constable

LCP360

LexisNexis

LinkMD, Inc.

LionShare

locr GmbH

LVM Systems

magnetmailers.com

Manifest

MarcomCentral

Maricich Health

MarketWare Health Systems

Mayo Clinic

mbb+hippo

McDaniels Marketing

McMahon Custom Media

Medicom Health Interactive

MedTouch

Meltwater

Milner-Fenwick, Inc.

mms, inc.

MobileSmith

Monigle Associates

MorePace

Myelin Communications

National Research Corporation

NewClients Direct

Nucleus Medical Media

Omaha Steaks

On-Site Studios

Pandora

PatientPoint

Point Across Media

PRC/Professional Research Consultants

Primacy

Private Health News

RadioMD

ReachLocal

Red Privet

Remedy Chicago Inc.

Reputation.com

ReviewTrackers

Roberts Group, Inc. (The)

RR Donnelley

Saepio Technologies

Scorpion

Sg2

Society for Healthcare

Strategy & Market Development

SpecWorks, Inc.

SPM Marketing & Communications

Springboard Brand & Creative Strategy

StayWell

Stericycle Communication Solutions

Strata Company

Stratasan

Strategic Health Services

Swanson Russell

SWITS Ltd

Taylor Healthcare

Tea Leaves Health

Ten Adams

The O’Brien Media Group

Troparé

True North Custom

Truvant Consulting

Truven Health Analytics

U.S. News Hospital Data Insights

UltraScope

Valence Health

Vericom - A Spectrio Company

Vicki Lucas, LLC

Wainscot Media

Wax Custom Communications

WebMD

Wolters Kluwer

WriterGirl & Associates

Xpressdocs

Yext

YourCareEverywhere


Exhibit Contract & ApplicationPlease type or print clearly, completing all sections. Sign and return the completed application with payment to our secure fax 312.422.3609. Do not send contracts with credit card payments via email. If paying by check, please e-mail [email protected] the PDF application and mail the check to SHSMD, Reference 309EX17, PO Box 75315, Chicago, IL 60075-5315. Applications received on or prior to May 31, 2017, must include a $1,000 non-refundable deposit per 10’x10’ booth. Applications received after May 31 must include total anticipated booth fee. No refunds will be made after May 31.

1. COMPANY INFORMATION

Company Name

Website

Street Address

City State Zip

2. PRIMARY EXHIBIT CONTACT

Contact Name

Email Phone

3. LOCATION PREFERENCES

Please indicate preferred booth numbers. Exhibitors are encouraged not to concentrate all space choices in one area of the floor plan. Placement is based on conference history points. 1st Choice 2nd Choice

3rd Choice 4th Choice

We DESIRE to be next to or across from:

1 2

We do NOT wish to be next to or directly across from**:

1 2 3

**Only 3 company names accepted, entire categories cannot be considered

In the event that your choices are not available, please indicate which of the following is more important (check one)

Corner location

Proximity to one of your booth choices

4. PREFERRED CONFIGURATION:

Corner Perimeter In-line

5. FEE STRUCTURE

Booth Fees — The Exhibit space rental charge is $2,875 per 10’x10’ in-line booth (exposed corners are $350 each). Island spaces are $14,500 per 20’x20’ Island. Premium booths are $10,875 per 10’x30’.

Turnkey Booth (10’x10’) x $4,125 = $

Number of 10’x10’ booths: x $2,875 = $

Number of Corners: x $350 = $

Premium Booth: x $10,875 = $

Island Booth: x $14,500 = $

Total Booth Fee = $

6. PAYMENT INFORMATION

(Nonrefundable deposit required to secure space)

$1,000 x Number of 10’x10’ booths

Amount Enclosed = $

Final booth fee will be determined by actual booth placement. An invoice with the booth number and final fee will be emailed to the contact indicated above, due and payable upon receipt. Regardless of submission date, any booth balances are due and payable by May 31, 2017.

Payment Method

Check Visa MasterCard American Express

Amount Enclosed = $

Card #

Expiration Date

Name as it appears on the card

If paying by credit card, sign and return the completed application with payment to fax 312.422.3609. Do not send credit card payments via email.

Exhibit Questions? Contact Linda Griffin at 773.588.4692 or [email protected]

CARDHOLDER’S SIGNATUREI have read and agree to abide by all rules and regulations governing the exhibition included herein and which are part of this application. Acceptance of this application by show management constitutes a contract and agreement to pay the above total.

Signature: Date:




Key: Speaking Opportunity Food Function

BUILD YOUR OWN ANNUAL CONFERENCE SPONSORSHIP PACKAGE

The SHSMD Connections sponsorship program offers levels of recognition that allow you to connect with attendees at the price point that fits your marketing budget.

1. Select the events/items you wish to purchase from the Sponsorship Opportunities table below.

2. Total the dollar amounts at the bottom to determine your sponsorship level.

3. Review the Sponsorship Levels table (see page 12) for a list of additional benefits you will receive.

Need help deciding? Contact Ann Marie Bell at [email protected], or call 312.422.3730 for assistance selecting a sponsorship package that will help you best achieve your company’s goals.

OPPORTUNITIES

SPONSORSHIP KEY BENEFITS COST QUANTITY AVAILABLE

All-Attendee Networking Event Tuesday, September 26

Logo on signage, e-blasts, table cards, and napkins plus the opportunity to have a sponsor representative address attendees

$25,000 SOLD!

Thought Leader Forum Sunday, September 24

Logo on signage and e-blasts plus the opportunity to have a sponsor representative participate in the facilitation

$22,000

Mobile App Recognition as the exclusive sponsor of SHSMD Connections Mobile App

$15,500

Tote Bag Logo on one side of the official SHSMD Connections Tote Bag distributed to all attendees

$14,000

Hotel Room Keys Logo and artwork on one side of each hotel room key for the headquarters hotel

$12,500

Exhibit Hall Welcome ReceptionSunday, September 24

Includes logo on signage, table cards, and napkins (includes one drink ticket per attendee)

$12,500

Exhibit Hall Networking ReceptionMonday, September 25


$12,500 1

Opening Ceremony and Keynote Session Sunday, September 24

Logo on signage and projection screen plus the opportunity to place flyers on attendees’ seats and have a sponsor representative address attendees with a scripted introduction

$12,500

Badge Lanyards Logo on SHSMD Connections lanyards for all attendees, exhibitors, and speakers

$10,000

Water Bottle Logo on SHSMD Connections water bottle distributed to all attendees at registration and signage at water stations

$10,000

Monday Breakfast Keynote SessionMonday, September 25

Logo on signage, table cards, and projection screen plus the opportunity to place flyers on attendees’ seats and have a sponsor representative address attendees with a scripted introduction

$8,750

SOLD!

SOLD!

SOLD!

SOLD!

SOLD!

SOLD!

SOLD!

SOLD!

SOLD!



Tuesday Lunch Keynote SessionTuesday, September 26


$8,750

Onsite Program Guide Features your full-page, four-color ad on outside back cover $8,750

Registration Brochure Features your full-page, four-color ad on the inside front cover $8,750

Scholarship Program Logo on signage and preconference e-mails; Program supports up to ten conference scholarships

$8,500

Wireless Internet Connection Logo on Wi-Fi login page and signage $8,500

Monday Interactive Luncheon Monday, September 25


$8,500

Twitter Feed Logo on Twitter monitor signage stationed in a prominent location at the conference

$8,500 1

Conference Evaluations Logo on evaluation webpage and recognition of company in evaluation e-mails

$8,500

President’s Reception Sunday, September 24

Logo on mailed invitation sent to industry leaders, onsite signage, table cards, and napkins

$8,000

NEW! Conference Notebook Logo on cover of conference notebook distributed to all attendees at registration and one full page ad inside the notebook

$8,000

Conference Pens Logo on SHSMD Connections pens given to each attendee $6,500 1

Electronics Charging Station Logo on charging station structures located in prominent locations of conference

Ranging $4,000-$6,500

Tuesday Afternoon Keynote Session Tuesday, September 26


$6,250

Closing Keynote Session Wednesday, September 27


$6,250 1

Schedule-at-a-Glance Tower Logo featured on four-sided towers listing the conference daily schedule

$6,250

Virtual Conference Logo on SHSMD Connections Virtual Conference webpage for one year and recognition of company in multiple promotional e-mails

$6,250 1


SOLD!

SOLD!

SOLD!

SOLD!

SOLD!

SOLD!

SOLD!

SOLD!

1 of 2 SOLD!

SOLD!

SOLD!

SOLD!



Regional Networking Reception Sunday, September 24


$6,000 1

Storyboard Poster Display Logo on signage, emailed invitation and on conference website promoting storyboard entries

$6,000 1

Sunrise Yoga Monday, September 25

Logo on signage and yoga mat cases $5,000 1

Grab N Go Breakfast Monday, September 25 Tuesday, September 26

Logo on signage and table cards $5,000

Welcome Coffee Break Sunday, September 24

Logo on signage and table tent cards at coffee break located near registration check-in throughout Sunday check-in

$5,000 1

Session Tracks Monday, September 25 Tuesday, September 26 Wednesday, September 27

Logo on signage and the opportunity to have a sponsor representative address attendees with a scripted introduction

$3,750

Full-Day Intensive Sessions Saturday, September 23 Sunday, September 24


$3,750

Keynote Q&A Sessions Logo featured on invitations and signage for Invitation Only Q&A Sessions with Keynote Presenters

$2,500 Multiple

Keynote Cluster Logo on signage and the opportunity to have a sponsor representative address attendees with a scripted introduction

$2,500

New Member/First Time Attendee Event Sunday, September 24

Logo on signage, table cards, and napkins plus the opportunity to have a sponsor representative address attendees

$2,500

Coffee/Refreshment Breaks Monday, September 25Tuesday, September 26 Wednesday, September 27

Logo on signage and table tent cards at coffee and refreshment tables

$2,500

Directional Signage Logo on directional signage placed in high-traffic areas of SHSMD Connections

$1,000 Multiple

Preconference Workshops Sunday, September 24


$500


7 of SOLD!

1 of 3 SOLD!

3 of 10 SOLD!

SOLD!

3 of 3 SOLD!

2 of 5SOLD!

5 SOLD!

1 of 2SOLD!


ENHANCEMENTS Available Exclusively to 2017 SHSMD Connections Exhibitors and Sponsors Enhancements offerings do not count towards sponsorship levels. (Some restrictions apply)

SPONSORSHIP KEY BENEFITS COST QUANTITY

AVAILABLE

Theater Presentations Sunday, September 24Monday, September 25Tuesday, September 26

Showcase your company’s products and services in front of industry decision-makers during a sponsored session on the Exhibit Hall Floor. Sessions are 25 minutes.

$3,500

Promotional Item for Conference Tote Bag

Logo-branded item of your choice in the conference tote bag $3,500 10

Free-Standing Panels Company name, logo and booth number displayed on free-standing advertising panel prominently placed in conference hotel.

$2,500 10

Advertisement inside the Passport to Prize Game Piece

Add value to your Passport to Prize Game Square by advertising on an inside panel of the game piece

$1000

Post-Conference Mailing List Post-conference mailing list includes names and addresses of all attendees. List available in late September

$500 Multiple

Passport to Prizes Attendees will receive a game board at registration and must visit all participating vendors on the exhibit hall floor, during exhibiting hours. All completed entries will be eligible for prize drawings.

$500

YEAR-ROUND ENHANCEMENTS

SPONSORSHIP KEY BENEFITS COST QUANITY

AVAILABLE

NEW! SHSMD Vendor Directory Profile

Join the new SHSMD Vendor Directory, the searchable hub where SHSMD’s more than 4,000 members go to find partners and solutions. Your company profile will display in the directory for 12 months.

$500 Multiple

Mailing List Rental Providing you with accurate names and addresses for all your direct-mail needs.

$650 Multiple

E-newsletter Ads Your ad in SHSMD’s weekly CareerLink ore-Connect newsletter, hyperlinked to your company’s website

Ranges $300-$500

Multiple

Print Newsletter Ads One promotional piece included in in the same envelope with the bimonthly mailing of Spectrum, SHSMD’s print newsletter

$1,300 Multiple

Contact Ann Marie Bell at [email protected] to learn more.


SOLD OUT!

SOLD OUT! (waitlist available)

SOLD OUT!


2017 SHSMD CONNECTIONS SPONSORSHIP LEVELS

When purchasing multiple sponsorships, additional benefits will be determined by the total of all annual conference sponsorships purchased and not on a per-sponsorship basis.

ADDITIONAL BENEFITS DIAMOND

($20,000+)

PLATINUM

($15,000-

$19,999)

GOLD

($10,000-

$14,999)

SILVER

($7,500-

$9,999)

BRONZE

($5,000-

$7,499)

PATRON

($2,500-

$4,999)

Inclusion of your company’s logo and brief company profile in the mobile app • • • • • •

Inclusion of your company’s logo on signage at registration. • • • • • •

Exhibitor points toward booth assignment (if sponsorship is purchased before March 31)

10 points 8 points 6 points 3 points 2 points 1 point

One-time use of the preconference attendee mailing list (e-mail addresses not included) • • • • •

50% discount on conference registration fee (one discount per registration; cannot be combined) $597.50 VALUE

5 4 3 2 1

Waived conference registration fee $1,195 VALUE

5 3 2 1

One-time use of the SHSMD membership mailing list (e-mail addresses not included) $650 VALUE

• • •

Opportunity to include promotional literature about your company in the canvas tote bag (up to 8.5 x11”) • • •

Complimentary 12-month company profile in new online SHSMD Vendor Directory $500 VALUE

• • •

One dedicated preconference e-blast to registered attendees (sent by SHSMD) • •

One-month ad on the SHSMD website homepage $1,000 VALUE •



PLEASE TYPE OR PRINT CLEARLY, COMPLETING ALL SECTIONS.

A detailed contract and invoice for payment will be sent to the e-mail address provided within five business days. Sponsorship benefits will not begin until payment is received in full. No refunds will be made after SHSMD’s receipt of the signed Sponsorship Contract.

1. SPONSORSHIP OPPORTUNITIES

Please list all sponsorship opportunities selected (and quantities, if applicable):

Quantity

Quantity

Quantity

Quantity

2. SPONSORSHIP TOTAL

3. COMPANY INFORMATION

Company Name: Contact Name:

Address City State Zip

Phone E-mail

SIGNATURE: DATE:

Sign and return the completed application to [email protected]

$

Sponsorship Application


The Society for Healthcare Strategy & Market Development of the American Hospital Association and its authorized representatives are hereinafter referred to as “Show Management.”

SHSMD CONNECTIONS EXHIBITORS MUST ADHERE TO THE FOLLOWING RULES AND REGULATIONS:

1. ELIGIBILITY TO EXHIBIT

New companies requesting exhibit space during Connections 2017 must submit an overview of their company product and/or service for approval to SHSMD Show Management. The review process is completed within 24 hours of submission.

Products and services must be related to the Strategic Healthcare industry and companies must be in good financial standing with SHSMD. SHSMD reserves the right to refuse space to any company who has failed to fulfill its financial obligations to SHSMD, and/or whose products or services, in the judgment of SHSMD, do not meet the educational or practice needs of our members.

2. PAYMENT AND REFUNDS

Applications submitted prior to May 31, 2017, must be accompanied by a $1,000.00 non-refundable deposit per booth space. Applications received without such payment will not be processed nor will the space assignment be made. Once the final booth size/location is assigned, and all fees are calculated, an invoice with the balance of the space rental charge will be emailed to the main exhibitor contact identified on the contract. This balance becomes due in full upon receipt of invoice.

Applications submitted after May 31, 2017, must include the total anticipated space rental charges. Applications received without such payment will not be processed nor will space assignments be made.

Any Cancellation or reduction of booth size request must be made in writing. A refund for the booth or portion from reduction (minus a $500 administrative fee per booth space) will be made prior to May 31, 2017.

No Refunds will be made after May 31, 2017.

It is expressly agreed by the exhibitor that in the event he fails to pay the space rental at the times specified or fails to comply with any other provisions contained in these rules and regulations concerning his use of exhibit

space, Show Management shall have the right to reassign the booth location shown on the face of the contract or to take possession of said space and lease same, or any part thereof, to such parties and upon such terms and conditions as it may deem proper. In the event of a default by the exhibitor, as set forth in the previous sentence, the exhibitor shall forfeit as liquidated damages the amount paid by him for his space reservation regardless of whether or not the Show Management enters into a further lease for the space involved.

In case the exposition shall not be held for any reason whatsoever, then and thereupon the rental and lease of space to the exhibitor shall be terminated. In such case the limit claim for damage and/or compensation by the exhibitor shall be the return to the exhibitor of the prorated amount already paid for space for this specific event.

3. SPACE RENTAL AND ASSIGNMENT OF LOCATION

SHSMD adheres to the hierarchy of a priority point system for booth assignment requests through May 31, 2017; after this date all booths are assigned on a time/date stamp of receipt. Whenever possible, space assignments will be made by Show Management in keeping with the preferences as to location requested by the exhibitor. Show management, however reserves the right to make the final determination of all space assignments in the best interests of the exposition.

4. USE OF SPACE, SUBLETTINGOF SPACE

No exhibitor shall assign, sublet, or share the space allotted with another business or firm unless approval has been obtained in writing from Show Management. Exhibitors are not permitted to feature names or advertisements of non-exhibiting manufacturers, distributors, or agents in the exhibitor’s display, parent or subsidiary companies excepted.

Exhibitors must show only goods manufactured or dealt in by them in the

regular course of business. Should an article of non-exhibiting firm be required for operation or demonstration in an exhibitor’s display, identification of such article shall be limited to the usual and regular nameplate, imprint, or trademark under which same is sold in the general course of business. No firm or organization not assigned exhibit space will be permitted to solicit business within the Exhibit Areas.

5. USE OF SPACE — GENERAL

A. No exhibitor will be permitted to display or distribute literature or any promotion outside the confines of the assigned booth space in the Exhibit Hall unless written permission is given by SHSMD. Distribution or display of promotional material in public areas or education session rooms is strictly prohibited. Additionally, the direct promotion of products and/or services is prohibited during educational presentations. Vendor exhibit hall and/or special product demonstrations are the only exceptions.

B. Exhibitors are prohibited from possessing, displaying or depicting any products or components or company names in their booth which could be interpreted as being a promotion of another company.

C. No exhibit will be permitted which interferes with the use of other exhibits or impedes access to them or impedes the free use of the aisles.

Show Floor Aisles must remain a clear pathway for attendees at all times.Solicitation/Sales Presentations/Stopping or blocking passage in the aisles is prohibited.

D. Helium balloons or lighter-than-air or other objects designed to be airborne will not be on display or permitted as) handouts/souvenirs. Distribution by exhibitors, or their agents, of any printed materials, souvenirs or other articles shall be restricted to the exhibitor’s booth space.

E. Any special promotions, music or stunts planned for the Exhibit Hall, must be cleared




with SHSMD. SHSMD desires to avoid major disruption to the flow of the exhibition, and reserves the right to refuse special events, and/or designate specific days and hours during which special promotions may be conducted, if they are permitted at all. Additional fees may be imposed by SHSMD to cover floor management and /or security staffing.

F. Exhibitor-Sponsored Hospitality/ Entertainment Functions No entertainment, meetings, or similar activities for SHSMD attendees can be scheduled during official show or program hours, including social events.

Exhibitors are to conduct social and hospitality functions in a manner that is consistent with the professional and educational nature of SHSMD.

Exhibitors sponsoring any type of function are required to adhere to the following guidelines:

All planned social or hospitality functions as well as company functions/meetings must be cleared through SHSMD’s Manager of Meetings prior to booking meeting space and must not conflict with the official Connections program.

The final hours will be outlined on the Exhibitor Function/Sponsored Hospitality Request Form (available upon request) and must be submitted in order to gain approval. Non-exhibiting companies are prohibited from hosting hospitality functions, market research or focus groups during the meeting. Host companies must make it clear that their event is not an official SHSMD function (although it’s OK to tie somehow to the SHSMD event….how do we say that??). Host companies agree to assume all liability arising out of or in connection with such functions and agree to indemnify

SHSMD against any and all liability, claims and demands arising or in connection with such functions.

G. Exhibitors must abide by all of the facility rules and regulations of the hotels participating in the SHSMD housing block. A detailed list of all hotel rules and regulations are included in the Exhibitor Services Manual, made available to exhibitors ninety (90) days prior to the show opening.

H. The SHSMD logo and SHSMD conference logo may not be used without the express written permission of SHSMD. SHSMD will distribute an official

SHSMD exhibitor logo to all exhibitors for their use prior to the exhibition. Exhibitors agree to abide by the guidelines included with the SHSMD exhibitor logo.

I. Exhibitors must have a floor covering in the entire space rented if the exhibit hall is not already covered. If no covering is installed by end of exhibitor set-up, SHSMD will order carpet for the space at the exhibitor’s cost.

J. Any exhibitor wishing to provide food or non-alcoholic beverages in their booth during exhibit hours must receive permission from SHSMD Show Management. Exhibitor further agrees to abide by any rules and regulations governing food service provided by the hotel/facility.

If a Food or Beverage item cannot be ordered from the catering department, Exhibitor must secure approval to offer the item from their booth from Show Management and the catering department of the facility before bringing the item onto the show floor.

K. SHSMD must approve all public relations, press and media-related activities of an exhibitor that will take place on the exhibit floor. All press must have a badge to enter the exhibit hall.

6. USE OF SPACE — AUDIO/VIDEO, LIGHTS, MUSIC, ETC.

A. No spotlight may be directed toward the aisles or so directed that it proves to be irritating or distracting to neighboring exhibit booths or guests.

B. Droplights or special lighting devices must be hung at a level or positioned so as not to prove to be an irritant or distraction to neighboring exhibit booths or guests.

C. No strobe light effects are permitted.

D. Projectors, computer screens or TV screens must not cause people to block the aisle. Computer screens and TV screens are considered part of the overall booth components and may not protrude into the aisle.

E. Loud speakers or operation of equipment which is of excessive sound volume to be annoying to neighboring exhibitors or guests is not permitted based on the 80/80 Rule:

Any sound that consistently exceeds 80 decibels measured at the edge of an exhibitor’s booth or is clearly identifiable more than 80 feet from that booth is considered objectionable.

F. Exhibitors are prohibited from taking videos or photographs of any booths on the show floor, other than their own.

7. EXHIBITOR’S AUTHORIZED REPRESENTATIVE

Each exhibitor must name one person to be his representative in connection with installation, operation, and removal of the firm’s exhibit. Such representative shall be authorized to enter into such service contracts as may be necessary and for which the exhibitor shall be responsible. The exhibitor shall assume responsibility for such representative being in attendance throughout all exposition periods; and this representative shall be responsible for keeping the exhibits neat, manned, and orderly at all times. For their own safety and protection, children sixteen years of age and under will not be admitted to the Exhibit Halls at any time.

8. EXHIBIT STAFFING

Exhibits must be staffed by qualified employees of the exhibitor at all times during the show hours. Each individual staffing an exhibitor’s booth is required to register and must wear the exhibitor badge furnished. Exhibitors are provided two (2) complimentary Exhibitor badges per 100 square feet of exhibit space purchased. Exhibitors may purchase additional full conference badges equal to the number of badges received with their booth fee (i.e., two full conference badges included with the booth allows the company to purchase two full conference badges.

Maximum number of sales persons per 10x10 booth: 3, at any one time. Additional sales personnel are not allowed to stand in the aisles preventing clear passage.

Dress: Business Casual attire



9. COMPANY DESCRIPTION FOR ONSITE PROGRAM

Each exhibiting company will have information included in the onsite program (depending on date contract is submitted) or onsite program addendum as well as the mobile app and SHSMD Vendor Directory. Information will include all or part of the following; Company name, Logo, URL, booth number and 75 word description.

A URL will be provided after payment is received in full for secure access to upload information.

SHSMD will make every attempt to collect the description from the primary logistics of the exhibiting company but if a timely response is not received, SHSMD reserves the right to use a description submitted in a previous year or to use information from the exhibiting company’s website.

10. COMMUNICATIONS

A. Digital

Use of Mobile App — exhibitors will not post solicitous messaging, sales promotions, or unprofessional notations. It is the sole discretion of SHSMD to remove messages that do not comply with our guidelines and/or remove exhibitor privileges entirely.

B. Email

Exhibitor will not send excessively solicitous messages to conference registrants. SHSMD reserves the right to exclude that exhibitor from future conferences.

SHSMD prohibits vendors from sending any solicitous advertising (emails, mail, other) falsely conveying that they are representing SHSMD or endorsed by SHSMD

C. Solicitation

No exhibitor may call or invite a visitor out of one exhibit and into their own. Exhibitors must remain within their own exhibit space in demonstrating products, distributing literature, product samples, or other materials; other areas of the hotel and convention center or the aisles may not be used for this purpose.

11. EXHIBIT HOURS AND ADMISSION

Admittance during non-show hours without permission from SHSMD Show Management

is prohibited. Children under the age of 16 are not permitted on the exhibit floor at any time. SHSMD Show Management shall have the sole control over admission policies. All persons visiting the exhibit area, including exhibit booth representatives, will be required to register and to wear an appropriate badge.

12. CANVASSING BY NON-EXHIBITORS

Connections 2017 is limited to registered attendees as well as registered representatives of firms, professional organizations and dealers who have contracted with SHSMD for exhibit space and/ or sponsorship. No other persons or concerns will be permitted to demonstrate their products or distribute advertising materials at any time during Connections.

13. INSTALLATION AND REMOVAL

Show Management reserves the right to fix the time for the installation of a booth prior to the Show opening and for its removal after the conclusion of the Show. Installation of all exhibits must be fully completed by the opening time of the exposition. Any space not claimed and occupied by 5:00 p.m., Sunday, September 24, may be resold or assigned without refund.

No exhibitor will be allowed to dismantle or repack any part of his exhibit until after the closing of the Show, Tuesday, September 26 at 1:30 p.m. Breaking down before the close of the show, will result in a loss of exhibitor priority points in future years.

Scheduled times are subject to change — Exhibitors will be notified in advance of any changes.

14. ARRANGEMENT OF EXHIBITS

Each exhibitor is provided an Official Exhibitors Kit via email from our decorator partner, The Expo Group. The Exhibitors Kit describes the type and arrangement of exhibit space and the standard equipment provided by Show Management for booth construction. All booth space must be arranged and constructed in accordance with the guidelines, provisions, and limitations contained in the Rules and Regulations. If, in the sole opinion of Show Management, any exhibit fails to conform to the guidelines, or the provisions set forth

herein, such exhibit will be prohibited from functioning at any time during the exposition. SHSMD adheres to IAEE Guidelines.

Exhibitor Plan Review. Booth construction plans and layout arrangements for first-time exhibitors, island booth spaces, or involving other unusual construction features, must be submitted for approval at least sixty (60) days prior to the opening of the exposition. SHSMD reserves right to determine best booth layout and size for the exposition, it may differ from year to year

15. BOOTH CONSTRUCTION, ALL BOOTH SPACES ARE IN MULTIPLES OF 10X10’

Standard Inline Booth Inline booths have only one side exposed to an aisle and are generally arranged in a series along a straight line. Individual booths may be combined to form a larger inline booth space. All inline booths are 10’ across the front and10’ in depth.

Use of Space Regardless of the number of inline booths utilized, e.g. 10’ by 20’, 10’ by 30’, etc., exhibit construction and fixtures should be arranged in such a manner as not to obstruct sight lines of neighboring Exhibitors. The maximum height of 8’ is allowed in the rear of the booth space, with a 4’ height restriction imposed on all exhibit inclusions (monitors, computers, signage, marketing materials, etc.) within 5’ of an aisle.

Corner Booth A corner booth is an inline booth exposed to aisles on two (2) sides. All other guidelines for inline booths apply.

Perimeter Booth A perimeter booth is an inline booth that backs up to an outside wall of the exhibit facility rather than to another exhibit. All guidelines for inline booths apply to perimeter booths with the exception that the maximum back wall height is 12’.

Island Booth An island booth is any size booth exposed to aisles on all four (4) sides.

Any Exhibitor occupying an island booth is required to submit a detailed floor plan with dimensions, including height, of all items in the booth, including hanging signage (if allowed in the current exhibition hall), to SHSMD Show Management for review and approval thirty (60) days prior to the show opening.



16. EXHIBITS AND PUBLIC POLICY

Each exhibitor is charged with knowledge of all laws, ordinances, and regulations pertaining to health, fire prevention, and public safety, while participating in this exposition. Compliance with such laws is mandatory for all exhibitors and the sole responsibility is that of the exhibitor. Show Management and service contractors have no responsibility pertaining to the compliance with laws as to public policy as far as individual exhibitor’s space, materials and operation is concerned. Should an exhibitor have any questions as to the application of such laws, ordinances, and regulations to his exhibit or display, Show Management will endeavor to answer them.

All booth decorations including carpeting must be flame-proofed and all hangings must clear the floor. Electrical wiring must conform with National Electrical Code Safety Rules. If inspection indicates any exhibitor has neglected to comply with these regulations, or otherwise incurs fire hazard, Show Management reserves the right to cancel all or such part of his exhibit as may be irregular, and effect the removal of same at exhibitor’s expense.

Exhibitors will not be permitted to store behind their booth background any excess material such as cardboard cartons, literature, etc. Excess supplies must be stored in areas which will be made available for such purpose.

If unusual equipment or machinery is to be installed, or if appliances that might come under fire codes are to be used, the exhibitor should communicate with Show Management for information concerning facilities or regulations.

Exhibitors must comply with local union guidelines and jurisdictions as well as City and State fire regulations.

17. STORAGE OF PACKING CRATES AND BOXES

Exhibitors will not be permitted to store packing crates and boxes in their booths during the exhibits period, but these, when properly marked, will be stored and returned to the booth by service contractors. It is the exhibitor’s responsibility to mark and identify his crates. Crates not properly marked or identified may be destroyed. Show Management assumes no responsibility for the

contents of crates or boxes improperly labeled as “empty.” Because of the lack of storage facilities, it may be necessary to store empty crates and cartons outside the building. Every effort will be made to protect the crates from the elements, but neither Show Management nor its service contractors will assume any responsibility for damage to them. The removal and return of large crates that cannot be handled by hand trucks will be charged for at prevailing rates. Crates, boxes or other exhibit materials unclaimed by the exhibitor after the Show will be removed at the exhibitor’s expense. Exhibitors will be billed by Show Management for removal time and materials at prevailing rates.

18. OPERATION OF DISPLAYS

Show Management reserves the right to restrict the operation of, or evict completely, any exhibit which, in its sole opinion, detracts from the general character of the exposition as a whole. This includes, but is not limited to, an exhibit which, because of noise, flashing lights, method of operation, display of unsuitable material, are determined by Show Management to be objectionable to the successful conduct of the exposition as a whole. Use of so-called “barkers” or “pitchmen” is strictly prohibited. All demonstrations or other promotional activities must be confined to the limits of the exhibit space. Sufficient space must be provided within the exhibit space for the comfort and safety of persons watching demonstrations and other promotional activities. Each exhibitor is responsible for keeping the aisles near his exhibit space free of congestion caused by demonstrations or other promotions.

Direct Sales. No retail sales are permitted within the exhibit area at any time, but orders may be taken for future delivery.

Contests, Drawings, and Lotteries. If, in your role as an exhibitor (VENDOR), you choose to promote a sweepstakes, contest, or giveaway, you (VENDOR) are solely responsible for compliance with all sweepstakes, contests, or other promotional laws and regulations; and you (VENDOR) are responsible for creating your own OFFICIAL RULES for the sweepstakes, contest, or other promotion that you plan to conduct. Any promotion of the activity to conference attendees must include

the following language. Such language is required anywhere and anytime any promotion of the activity is undertaken, including on flyers, posters, websites, etc. : “The [Sweepstakes, Contest, Promotion] (“Promotion”) is not affiliated with, sponsored by, approved by or provided by the [American Hospital Association and/or SHSMD] (“Conference Host”). Conference Host has not marketed or advertised, has not reviewed, does not administer, and is not otherwise involved in any aspect of the Promotion. The Promotion and any prizes to be awarded pursuant to the Promotion are the sole and exclusive responsibility of [INSERT NAME] (“Vendor”). No purchase necessary to enter or win. A purchase will not increase your chances of winning. Odds of winning will depend on the total number of entries received. Contest only open to SHSMD Connections 2017 Conference attendees who are residents of the 50 U.S. or D.C., 21 years and older. Contest begins on or about __/__/__ at _______ a.m. Central Standard Time (CT) and ends at _______ p.m. CT on __/__/__. [COMPLETE]. Subject to full Official Rules [INSERT LINK]. Vendor: [INSERT].”

Literature Distribution. All demonstrations or other activities must be confined to the limits of the exhibitor’s booth space. Distribution of circulars may be made only within the space assigned to the exhibitor distributing such materials. No advertising circulars, catalogs, folders, or devices shall be distributed by exhibitors in the aisles, meeting rooms, registration areas, lounges, grounds of the host facility. Trade publishers are prohibited from soliciting advertising during the Show. Trade publications may be distributed from their booth, but automatic distribution is prohibited.

Live Animals. Live animals are prohibited.

Models. Booth representatives, including models or demonstrators, must be properly and modestly clothed. Excessively revealing attire is prohibited.

Sound. Exhibits which include the operation of musical instruments, radios, sound projection equipment, public address systems, or any noisemaking machines must be conducted or arranged so that the noise resulting from the demonstration will not annoy or disturb adjacent exhibitors and their patrons, nor



cause the aisles to be blocked. Operators of noisemaking exhibits must secure approval of operating methods before the exhibit opens.

19. LIABILITY AND INSURANCE

All property of the exhibitor remains under his custody and control in transit to and from the Exhibit Hall and while it is in the confines of the Exhibit Hall. Neither Show Management, its service contractors, the management of the Exhibit Hall, nor any of the officers, staff members, or directors of any of the same are responsible for the safety of the property of exhibitors from theft, damage by fire, accident, vandalism, or other causes, and the exhibitor expressly waives and releases any claim or demand he may have against any of them by reason of any damage to or loss of any property of the exhibitor.

It is recommended that exhibitors obtain adequate insurance coverage, at their own expense, for property loss or damage and liability for personal injury.

20. INDEMNIFICATION

Exhibitor agrees that it will indemnify and hold and save Show Management whole and harmless of, from and against all claims, demands, actions, damages, loss, cost, liabilities, expenses, and judgments recovered from or asserted against Show Management on account of injury or damage to person or property to the extent that any such damage or injury may be incident to, arise out of, or be caused, either proximately or remotely, wholly, or in part, by an act, omission, negligence, or misconduct on the part of exhibitor or any of its agents, servants, employees, contractors, patrons, guests, licensees, or invitees or of any other person entering upon the Premises leased hereunder with the express or implied invitation or permission of exhibitor, or when any such injury or damage is the result, proximate or remote, of the violation by exhibitor or any of its agents, servants, employees, contractors, patrons, guests, licensees, or invitees of any law, ordinance or governmental order of any kind, or when any such injury or damage may in any other way arise from or out of the occupancy or use by Exhibitor, its agents, servants, employees, contractors, patrons, guests, licensees, or invitees of the Premises leased hereunder. Such indemnification of Show Management by

exhibitor shall be effective unless such damage or injury may result from the sole negligence, gross negligence, or willful misconduct of Show Management. Exhibitor covenants and agrees that in case Show Management shall be made a party to any litigation commenced by or against Exhibitor or relating to this lease or the Premises leased hereunder, then exhibitor shall and will pay all costs and expenses, including reasonable attorney’s fees and court costs, incurred by or imposed upon Show Management by virtue of any such litigation.

Property Damage. Neither Show Management nor exhibitor shall be responsible for any loss of or damage to property of the other party hereto, including, but not limited to, loss or damage occasioned by theft, fire, smoke, acts of God, public enemy, riot, civil commotion, or other insurable casualty, and Show Management and Exhibitor expressly waive any claim for liability against the other party hereto with respect to any such loss or damage. Accordingly, it shall be the responsibility of Show Management and Exhibitor, respectively, to secure its own insurance or otherwise protect itself and its property against such loss or damage.

21. CARE OF BUILDING AND EQUIPMENT

Exhibitors or their agents shall not injure or deface any part of the exhibit building, the booths or booth contents, or show equipment and decor. When such damage appears, the exhibitor is liable to the owner of the property so damaged.

22. OTHER REGULATIONS

Any and all matters not specifically covered by the preceding rules and regulations shall be subject solely to the decision of Show Management. Show management shall have full power to interpret, amend, and enforce these rules and regulations, provided any amendments, when made, are brought to the notice of exhibitors. Each exhibitor, for himself and his employees, agrees to abide by the foregoing rules and regulations and by any amendments or additions thereto in conformance with the preceding sentence.

23. UNION LABOR

Exhibitors shall be bound by all contracts in effect between service contractors, the The Marriott World Center, Orlando, FL, and labor organizations.

24. BOOTH ACCESSIBILITY/ ADA COMPLIANCE

Exhibitors shall be responsible for compliance with the Americans with Disabilities Act of 1992 with regards to their booth space, including, but not limited to wheelchair access. Further information regarding ADA compliance is available via phone at 800.514.0301 or at www.ada.gov/infoline.htm.

25. MEETINGS/EVENTS/PROMOTIONS OUTSIDE OF THE EXHIBIT HALL

Host companies must contact SHSMD to request approval of any function space usage. Times may not conflict with official conference hours. Companies not sponsoring or exhibiting are prohibited from hosting hospitality functions, market research, or focus groups during the SHSMD 2017 Annual Conference. Exhibitors and sponsors are to conduct social and hospitality functions in a manner that is consistent with the professional and educational nature of SHSMD Connections 2017. Host companies must make it clear that their event is not an official SHSMD function. Host companies agree to assume all liability arising out of or in connection with such functions and agree to indemnify SHSMD against any and all liability, claims, and demands arising out of or in connection with such functions.

26. ATTENDEE AND MEMBER MAILING LIST PRIVACY

All SHSMD mailing lists are for one-time use only and do not include phone numbers or e-mail addresses. The preconference attendee mailing list will be sent approximately three weeks prior to the conference and must be used in reference to the SHSMD Connections conference, and not to promote another event. Mailings must occur by December 31, 2017. Multiple uses and transfer to / sharing with other companies are subject to a penalty of $2,500 per mailing.

www.ada.gov/infoline.htm

SHSMD Connections 2017 Exhibit and Sponsor Prospectus · Exhibitor and Sponsor Prospectus PDF...

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Transcript of SHSMD Connections 2017 Exhibit and Sponsor Prospectus · Exhibitor and Sponsor Prospectus PDF...