2024 WHIMA Annual Conference

Sailing the Healthcare Currents – Information at the Helm

May 8 – 9, 2024

The Osthoff Resort
Elkhart Lake, WI

WHIMA Annual Conference Exhibits & Sponsors

 

Sail into the Healthcare Currents at the WHIMA 2024 Annual Conference on May 8 – 9, 2024, at the beautiful Osthoff Resort in Elkhart Lake, WI. The WHIMA Annual Conference is THE largest premier conference in Wisconsin for health information professionals. Register early and take advantage of early bird registration fees for exhibitors. Learn more about what is included in your exhibit space purchase and how to receive discounted registration fees HERE.

Dedicated exhibit hours and unique opportunities to have face-to-face engagement with your customers to build strong connections are incorporated into the conference. The exhibit hall is open throughout the conference with dedicated time on Wednesday evening and Thursday morning. Other marketing opportunities include the Vendor Showcase on Thursday and sponsorships. There is a limit of six spots for exhibitors to pitch their products and services to attendees during the Vendor Showcase. The first six vendors who register as an exhibitor and indicate they want to participate are the lucky winners to showcase on Thursday. The sessions must be educational and expand the knowledge and skills of attendees or continued competence in HIM.

Sponsoring an event is a great way to reinforce your company’s presence and receive additional exposure at the conference and to all the WHIMA HIM professionals through pre-show marketing. Starting at $250, participating in the sponsorship program helps you to increase the visibility of your company’s products and services to Wisconsin’s 2500+ health information management professionals, along with reinforcing your presence to our conference attendees. Choose an event to sponsor and see all the benefits of sponsorship HERE.

Get in on the sailing opportunity by reserving your exhibit space, signing up for a Vendor Showcase, advertising, or sponsoring an event at the WHIMA Annual Conference!

 

VIEW Exhibitor Registration Fee and Inclusions
VIEW Key Dates, Times, & Deadlines
VIEW Marketing Opportunities – Advertising – Sponsorships

 

Visit the event website often for more updates on the WHIMA 2024 Annual Conference! If you have questions or need assistance, contact the WHIMA Executive Office at executiveoffice@whima.org or 785-531-0647.

 

Thank you to our sponsors!!

Exhibitor Information

Exhibitor Registration Fee

  • Early Bird Registration – $500 per table for all payments received on or before March 17, 2024
    • $600 for all payments received after March 17, 2024
  • Virtual Exhibitor Registration Fee – $100 – includes exhibit table for handouts, freebies, etc., and attendee list, excluding those who have opted out of sharing their information.

SAVE on the registration fee

  • Become a WHIMA Corporate Partner for a discount on the exhibitor registration fee. Learn more HERE about the many benefits of becoming a WHIMA Corporate Partner.
    • Partnership Level Corporate Partner – 25% discount
    • Benefactor Level Corporate Partner – 15% discount
    • Friend Level Corporate Partner – 10% discount

Total Savings at Annual Conference for Corporate Partners – $150 – $605

  • Vendors whom WHIMA has contracted with to speak at one of the educational sessions at the 2024 Annual Conference receive a 10% discount on a single exhibit table. Limited speaking opportunities are available. Submit your interest HERE.

What is Included in The Exhibit Fee?

Please Note:  Due to increasing booth prices by external vendors, the exhibit hall in 2024 will consist of exhibit tables.  In years past, the exhibit hall had exhibit booths consisting of drapes around each exhibitor.  Before deciding to transition to exhibit tables, WHIMA consulted with a few exhibitors.  With this change, WHIMA was not only able to prevent a price increase for the exhibitor, we were able to reduce the exhibitor registration fee.  WHIMA desires to offer a comparable experience at a lower registration price for vendors. 

 

  • One skirted table – 2’ (w) X 8’ (l) X 30” (h) – folding chairs – small wastebasket –booth ID sign
  • The Osthoff’s package handling and storage fee.
  • Electricity (110-volt outlet)
  • Complimentary WiFi
  • Attendee registration discount – One company representative will receive a 50% discount on the attendee registration fee and is eligible for continuing education hours for the sessions they attend. The company representative attending the sessions MUST also register as an attendee. After registering as an exhibitor, contact Teresa Pearson at executiveoffice@whima.org for the customer code to receive the discount.
  • List of meeting attendees to include their contact information, excluding those who have opted out of sharing their information.
  • Approximately 4 hours of dedicated time with attendees –1.5 hours during Grand Opening on Wednesday | 1 hour during Registration and breakfast on Thursday | .5 hours during Refreshment Break on Thursday morning | 1 hour during Lunch on Thursday with attendees in the Solutions Corner
  • Food and beverage for two company representatives – Wednesday Grand Opening reception, Thursday continental breakfast, Thursday refreshment break, and lunch
  • Company Name and Logo on the Conference meeting Yapp App
    • Company video and/or handout on the WHIMA Annual Conference event website and Yapp App (optional)
  • General promotion to 2500+ health information professionals in Wisconsin in conference communications via e-mails, social media, event website, etc.
  • Company Name and Logo in the WHIMA Annual Conference on-site brochure.

Additional Purchases:

  • Food and beverages for additional company representatives are available for purchase during registration.
  • Additional booth tables are available for purchase during registration.
  • Award and Volunteer Recognition lunch on Wednesday – $50 per meal

Shipping

 

All packages sent to the resort should include the following:

Name of Event:  WHIMA Annual Conference
Event Date:   May 8-9, 2024
Number of packages: 

Shipping address:
Osthoff Resort
101 Osthoff Avenue
Elkhart Lake, WI  53020

All shipments should arrive at the Resort no earlier than three days before the event.  WHIMA and The Osthoff accept no responsibility or liability for the delivery, security, or condition of the packages.  

WHIMA is charged a fee of $5 per day per package for handling and storage and reserves the right to bill the exhibitor for any additional days. 

 

Exhibitor Information – Key Dates, Times, & Deadlines

 

The following calendar lists key dates, times, and deadlines for 2024 WHIMA Exhibitors. Please check back regularly for updated information!

 

December 2023 – April 2024
Become a WHIMA Corporate Partner – Take advantage of Conference Savings and savings throughout the year. Total Savings at Annual Conference for Corporate Partners – $150 – $605!
March 2024
March 17, 2024Early Bird Registration Deadline – Exhibit fees increase on March 18, 2024
April 2024
April 7, 2024Exhibitor Registration closes
April 7, 2024Due Date: Advertisement in the Annual Conference on-site program
April 7, 2024Deadline to request exhibitor registration refunds – Exhibitor Terms
April 10, 2024WHIMA Group Rate Hotel Guest Room Reservation Deadline
April 30, 2024Deadline to request Corporate Partnership refunds – Exhibitor Terms
May 2024
Wednesday, May 8, 2024
Location: Grand Libelle Ballroom

10:00 AM – 5:00 PM – Exhibitor set up

5:00 – 6:30 PM – Grand Opening of the Solutions Corner and Reception

Award and Volunteer Recognition Lunch
Join WHIMA in recognizing health information professionals or organizations who have demonstrated excellence in the health information profession and service to the association.  Tickets are available for purchase.

Thursday, May 9, 2024
Location: Grand Libelle Ballroom

7:00 – 8:00 AM Breakfast – Exhibits open if vendor desires

10:00 – 10:30 AM Refreshment Break – Exhibits open

10:30 – 12:20 AM Vendor Product/Service Sessions – Six (6) vendors will be given 15 minutes to exclusively showcase their product/service in an educational meeting room. This opportunity will be given to the first six (6) registered vendors who request participation in the registration. 

12:20 – 12:50 PM Lunch and networking with meeting attendees in the Solutions Corner – Exhibits open

12:50 – 1:15 PM Drawing for prizes in the Solutions Corner – Exhibits Open

1:35 – 3:30 PM – Vendors dismantle the exhibit space

Annual Conference Advertisement Opportunities

 

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.

  • Advertising for this booklet is on a first come first serve basis and is due no later than April 7, 2024.
  • Prepayment is required for all advertising.
  • All advertisements should be in PDF format.
  • Annual Conference on-site program Advertisement Pricing:
    • Full page – 7 3/4” x 10″ – $400
    • Half page – 7 3/4” x 4 3/4” horizontal – $285
    • Half page – 3 3/4” x 10″ vertical – $285
    • Quarter page – 3 3/4” x 4 3/4” – $180
    • Business Card size – 3 3/4” x 2″ – $100

Annual Conference Sponsorship Opportunities

 

OpportunityFee
Meal – Full Sponsorship – This sponsorship includes a vendor welcome and company introduction at the meal.  $2,500
Meal – Partial Sponsorship$500
Refreshment Break – Full Sponsorship$1,000
Refreshment Break – Partial Sponsorship$500
Solutions Corner Grand Opening Reception – Full Sponsorship – This sponsorship includes a vendor welcome and company introduction at the Grand Opening.$3,500
Solutions Corner Grand Opening Reception – Partial Sponsorship$500
Speaker Sponsorship – Keynote – This sponsorship includes a vendor welcome, a company introduction, and an introduction of the speaker.  $2,000
Speaker Sponsorship – Educational$500
Networking-Social Event: – Tuesday, May 7, 2024 – Bingo Night$300
Networking-Social Event: – Tuesday, May 7, 2024 – Bingo Night – BeveragesTBD
Networking-Social Event: – Wednesday, May 8, 2024 – Trivia Night$550
Networking-Social Event: – Wednesday, May 8, 2024 – Trivia Night – BeveragesTBD
Networking-Social Event Sponsorship: Massage Chairs – During the opening reception of the Solutions Corner (aka Exhibit Hall) on May 8, 2024, next to YOUR booth!!
$500
Networking-Social Event Bronze Sponsorship:  Photo Booth – During the opening reception of the Solutions Corner (aka Exhibit Hall) on May 8, 2024, next to YOUR booth!!$350
Networking-Social Event Silver Sponsorship:  Photo Booth – During the opening reception of the Solutions Corner (aka Exhibit Hall) on May 8, 2024, next to YOUR booth!!
$150
Annual Conference Notepads for Attendees (with your company name/logo)Full Sponsorship (vendor provides)
Annual Conference Meeting App$400
Attendee Bags (with your company name/logo)Full Sponsorship (vendor provides)
Other – Would you like to sponsor something that is not on this list? Please contact the WHIMA Executive Office at 785-531-0647 or executiveoffice@whima.org

 

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

  • Pre-conference marketing communication on the WHIMA website and e-communications
  • Annual Conference – Welcome/WHIMA Business Meeting
  • Annual Conference on-site program
  • Revolving continuous PowerPoint in the meeting rooms
  • Table-top and/or floor sign

WHIMA 2024 Annual Conference Exhibitor Terms

 

Exhibit Space

  • By reserving and paying for a exhibit space, you agree to the exhibitor terms outlined here.
  • Exhibitor shall be liable for the total payment due, whether or not the exhibitor participates in the event or uses the full space or number of tables to which it is committed.
  • Exhibit space selection is reserved when full payment is received.
  • Exhibit spaces are assigned by WHIMA. WHIMA in its sole discretion reserves the right to add, alter, or delete the layout of the floorplan at any time. The decision concerning the allocation of exhibit space will be binding upon all exhibitors.
  • Food and beverages are provided for two (2) representatives from each registered exhibitor. Food and beverages include Wednesday’s Grand Opening reception, Thursday breakfast, a refreshment break, and Thursday lunch. Additional food and beverages may be purchased for $85.00 per person.
  • The exhibitor is responsible for freight handling and shipping according to the shipping instructions provided on the WHIMA website. WHIMA reserves the right to charge the exhibitor for any additional days.
  • Electricity (110-volt outlet) and WiFi are included in the exhibit price. Additional electricity or internet is available for purchase. Please contact Teresa Pearson at executiveoffice@whima.org to order.
  • Exhibit space refunds can be requested through April 7, 2024. Cancellation of an exhibit space made on or before April 7, 2024, will receive a refund of one-half the exhibit fee. No refunds will be given for cancellations made after April 7, 2024.
  • WHIMA has the right to postpone, shorten, or cancel the event. If the event is canceled, the agreement will be terminated with no liability to the organizer except that the organizer shall be obligated to refund exhibit fees paid by the exhibitor.
  • To cancel your registration, please email support@knowledgeconnex.com. Please reference the meeting name and meeting date.
  • Online registration will close at 11:59 PM CT on April 7, 2024. Onsite registration will NOT be available.

Corporate Partnership

  • Cancellation of Corporate Partnership made on or before April 30, 2024, will receive a full refund minus a 15% processing fee. No refunds will be given if cancellations are made after April 30, 2024.

Liability

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. 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 insurance covering his employees not only on worker’s compensation and the employer’s liability, but also on general public liability, injury, accident, and any damage to the exhibitor’s property. WHIMA and The Osthoff Resort shall in no way be held responsible. The exhibitor is responsible for any damages to the materials of The Osthoff Resort.

WHIMA is a component association (CA) of the American Health Information Management Association (AHIMA). WHIMA is an independent legal entity and is not a partner or agent of AHIMA. AHIMA does not review or control and is not responsible for, any obligation WHIMA may incur or any liability to which OHIMA may be subject.

Exhibitor Questions

 

Please contact Teresa Pearson at executiveoffice@whima.org if you have questions regarding your exhibitor space or set-up.

Registration

Registration will close at 11:59 PM CT on April 7, 2024.

No onsite registration will 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, Discover, Mastercard, or Visa). You will receive two emails once you register – 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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