Exhibitor Info

WHIMA 2018 Annual Conference

May 9-11, 2018

The Osthoff Resort – Elkhart Lake, WI

Why Exhibit

Rules and Regulations

Booth Pricing

Booth Pricing
Early Bird
Before 3/19/18
After 3/19/18
Booth Space
Corporate Partnership
Partnership Level Booth Space (save 25%!)
Corporate Partnership
Benefactor Level Booth Space (save 15%!)
Corporate Partnership
Friend Level Booth Space (save 10%!)


8’ x 10’ booth includes:

SHIPPING AND ADDITIONAL SERVICES:  You are responsible for ordering additional services such as audiovisual, extra equipment, and freight handling.

Click here for audiovisual, shipping information, additional items for your booth.

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.  Booth numbers will not be assigned for this vendor show. 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, WHIMA reserves the right to rearrange the floor plans. Exhibitor Hall is located in Grand Libelle Ballrooms A – F.

INSTALLATION & REMOVAL: Vendor booths can be set up on Wednesday, May 9, 2018 from 2:00 – 5:00 pm. Vendors can begin dismantling the booths after 1:30 PM on Thursday, May 10, 2018. All booths must be dismantled and removed by 3:30 p.m. on Thursday, May 10, 2018.

LIABILITY FOR EXHIBITS:   Please take caution with your equipment.  WHIMA, and The Osthoff Resort 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 WHIMA and The Osthoff Resort 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.  WHIMA and The Osthoff Resort shall in no way be held responsible. Exhibitor is responsible for any damages to property and materials of The Osthoff Resort.

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 $30.00.

Schedule of Events

*All breakfasts and refreshment breaks will be in the Exhibitor Hall*

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

May 9, 20182:00 PM - 5:00 PMVendor booth set up
May 9, 20185:00 PM - 6:30 PMGrand Opening of Exhibit Showcase
Reception and Vendor Appreciation
May 10, 20187:00 AM - 8:00 AMRegistration and Breakfast in Exhibit Hall
Exhibits Open
May 10, 201810:00 AM - 10:30 AMRefreshment Break in the Exhibit Hall
Exhibits Open
May 10, 201812:15 PM - 1:00 PMLunch and Networking with meeting attendees in Exhibit Hall
Exhibits Open
May 10, 20181:00 PM - 1:30 PMDrawing for Prizes in Exhibit Hall
May 10, 20181:30 PM - 3:30 PMVendors dismantle booth

Click here to view complete agenda.


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 attendees know you’re still able to meet their needs by advertising in the WHIMA Annual Conference on-site program. 

The WHIMA Annual Conference on-site program is distributed to all attendees, speakers, and exhibitors at the Annual Meeting.


Annual Conference on-site program Advertisement Pricing:

Full Page7 ¾” x 10″ $400
Half Page7 ¾” x 4 ¾” horizontal $285
Half Page3 ¾” x 10″ vertical $285
Quarter Page3 ¾” x 4 ¾” $180
Business Card Size3 ¾” x 2″ $100


Corporate Sponsorship – May 2018-April 2019

Click here to learn more about the benefits of partnering with WHIMA!

Annual Conference
Booth Only
Corporate Sponsorship

after 3/19/18



Conference Registration
25% discount
Priority Exhibit Booth Selection at WHIMA Annual Conference
Discount - Exhibit Space and advertising
1/4 page display Ad in Annual Conference Program
Business Card Ad in Annual Conference Program
Listing in Annual Conference Program by Recognition Level
Name Tag Ribbon at Annual Conference
Link to Corporate member home page from Annual Conference event page
Link to Corporate Member web page from WHIMA Website
Corporate Video featured on WHIMA website
Corporate Member News feature on WHIMA home page
Page-long advertisement in e-Newsletter
Complimentary Link Newsletter
Invitations to speak at Conferences/Seminars and to participate on committees
Volunteer opportunities for staff with recognition

Additional Annual Conference Sponsorship Opportunities:

Meal - Full Sponsorship$2,500
Meal - Partial Sponsorship$1,250
Refreshment Break - Full Sponsorship$1,000
Refreshment Break - Partial Sponsorship$500
Exhibit Hall Grand Opening Reception - Full Sponsorship$4,000
Exhibit Hall Grand Opening Reception - Partial Sponsorship$2,000
Exhibit Hall Dessert (Thursday noon)$400
Speaker Sponsorship - Keynote - Diane Amundson$2,000
Speaker Sponsorship - Educational$750
Attendee Badge Lanyards (with your company name)Full Sponsorship
Scholarship Award Program$x Donation
Silent Auction or Raffle ItemBring to Meeting

Your company sponsorship is most appreciated and will be recognized in the following ways:

Hotel Reservations

Make reservations directly with The Osthoff Resort by calling 1-800-876-3399.

To get WHIMA group rate, reservation must be made by April 13, 2018 and WHIMA must be identified as the group.

Important Annual Meeting Contacts

Terianne Brunner
[email protected]

Susan Summerfield
[email protected]

Teresa Pearson
[email protected]


Please visit the terms and conditions.

Click here if you need to cancel your registration.



Online registration will close at 11:59 PM CT April 30, 2018. 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.