Exhibitor / Sponsor

WHIMA 2020 Annual Conference

May 6-8, 2020

The Osthoff Resort

Elkhart Lake, WI

Exhibitor Info

The Exhibition Hall at the WHIMA Annual Conference has been renamed!!! The exhibition area is now the Solutions Corner!

Why Exhibit

The WHIMA Annual Conference is THE largest and premier Conference in Wisconsin for Health Information Management professionals. It draws approximately 250+ attendees.
Your presence reaffirms confidence among existing clients.
Attendance helps build your brand.
The WHIMA Annual Conference gives you direct Access to a diverse group of HIM professionals – directors and managers of HIM departments in hospitals/nursing homes/clinics, database administrators, coders and tumor registrars, transcriptionists, reimbursement analysts, quality and risk managers, privacy and security professionals, health data analysts, consultants, document improvement specialists, and business office managers.
Dedicated exhibit time for you to network with the meeting attendees.
The economical and effective set up of a trade show allows you to make many more contacts than personal sales calls.
Vendors who have an exhibit booth at the Conference have the opportunity to educate attendees on their product/service at one of the educational Vendor Product/Service sessions.
The WHIMA Annual Conference helps vendors keep up with industry trends.
Exhibitors receive marketing on the WHIMA Annual Conference event website, on-site brochure, Conference Yapp App, and in other ways during the Conference.

Cost

Early Bird Registration – $500 per booth for all payments received on or before March 16, 2020
$600 for all payments received after March 16, 2020
Vendors whom WHIMA has contracted with to speak at one of the educational sessions at the 2020 Annual Conference receive a 10% discount on exhibit booth. Limited speaking opportunities available.

What is Included in the Exhibit Fee?

8’ x 10’ booth includes:
- 8’ tall back drape
- 3’ tall side drape
- 2’ (w) X 8’ (l) X 30” (h) skirted table
- folding chairs
- small wastebasket
- 7” X 44” booth ID sign
Electricity (one power strip/extension package)
Complimentary WiFi
Carpet in Exhibit Hall
Exhibitor Personnel Badges – up to 6 names per booth
List of meeting attendees to include their contact information. (Note: Does not include 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 hours during Registration and breakfast on Thursday
- .5 hours during Refreshment Break on Thursday morning
- .5 hours during Lunch with attendees in the Exhibit hall
Two lunches per booth (Thursday)
Company Name and Logo on the Meeting Yapp App
Company Name and Logo on the WHIMA Annual Conference event website.
Company Name and Logo in the WHIMA Annual Conference on-site brochure.

Schedule of Events

*BREAKFAST, LUNCH, AND REFRESHMENT BREAK WILL BE SERVED IN THE SOLUTIONS CORNER*

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

Wednesday, May 6, 2020

12:00 Noon – 5:00 PM – Vendor booth set up

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

Thursday, May 7, 2020

7:00 – 8:00 AM Breakfast in the Solutions Corner (Vendor has option to have their exhibit open)

10:00 – 10:30 AM Refreshment Break in the Exhibit Hall – Exhibits open

10:30 – 11:20 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 that request participation on the registration.

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

12:50 – 1:35 PM Drawing for prizes in the Solutions Corner

1:35 – 3:30 PM – Vendors dismantle booth

Click here to view complete agenda.

Virtual Exhibitors

Cost – $150
Virtual Exhibitor sends brochures, pamphlets, vendor gift that will be displayed on a table and available for attendees
Virtual Exhibitors will receive attendee contact list following the event

Other Important Information Regarding Exhibiting

The Solutions Corner (Exhibit Hall) is located in Grande Libelle Ballroom A-F.
WHIMA Corporate Sponsors receive first priority in booth assignment.
Booths are assigned by WHIMA.
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.
In the event of conflict or conditions beyond our control, WHIMA reserves the right to rearrange the floor plans.
Exhibitor receives two lunches for Thursday. Additional lunches can be purchased for $30.
Click here for pricing and order form for additional electrical or audiovisual needs
Click here for shipping information and additional items for your booth

Advertising

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 due no later than April 10, 2020.
Prepayment is required for all advertising.
All advertisements should be in a PDF format.
Annual Conference on-site program Advertisement Pricing:
- 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

Purchase Conference Advertising

Corporate Sponsorship

Corporate Sponsorship May 2020 – April 2021

	Annual Conference Booth Only	Corporate Sponsorship
Benefit	$500 $600 after 3/16/20	Friend Level $150	Benefactor Level $350	Partnership Level $750
Conference Attendee Registration (1)			25% discount	Free
Priority Exhibit Booth Selection at WHIMA Annual Conference				X
Discount - Exhibit Space and advertising		10%	15%	25%
1/4 page display Ad in Annual Conference Program			Free	Free
Business Card Ad in Annual Conference Program		Free
Listing in Annual Conference Program by Recognition Level		X	X	X
Name Tag Ribbon at Annual Conference		X	X	X
Recognized on the Corporate Sponsor page		X	X	X
Recognized on the WHIMA homepage			X	X
Corporate Video featured on WHIMA website				X
Corporate Member News feature on WHIMA website				X

Corporate Sponsorship must be purchased prior to receiving these benefits.
Your company sponsorship is most appreciated and will be recognized in the following ways:
- Pre-conference marketing communication on WHIMA website and e-communications
- Annual Conference – Welcome/WHIMA Business Meeting
- Annual Conference on-site program
- Revolving continuous PowerPoint in General Session meeting room

Purchase Corporate Sponsorship

Additional Annual Conference Sponsorship Opportunities

Opportunity	Fee
Meal - Full Sponsorship	$2,500
Meal - Partial Sponsorship	$1,250
Refreshment Break - Full Sponsorship	$1,000
Refreshment Break - Partial Sponsorship	$500
Solutions Corner Grand Opening Reception - Full Sponsorship	$3,500
Solutions Corner Grand Opening Reception - Partial Sponsorship	$1,750
Speaker Sponsorship - Keynote - Dr. Mike Thomson	$2,000
Speaker Sponsorship - Educational	$750
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)	Full Sponsorship (Vendor Provides)
WHIMA Scholarship Award Program	$x Donation
Silent Auction or Raffle Item	Value and Item to be determined by donor

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

Pre-conference marketing communication on WHIMA website and e-communications
Annual Conference – Welcome/WHIMA Business Meeting
Annual Conference on-site program
Revolving continuous PowerPoint in General Session meeting room
Table-top sign

Purchase Conference Sponsorship

Hotel

The Osthoff Resort
101 Osthoff Avenue
Elkhart Lake, WI 53020-0151

Phone: 800-876-3399

Website

For reservations, call 1-800-876-3399. To receive the WHIMA group rate, you must identify that you are a member of the group and make reservation by April 10, 2020.

Important Dates

Early Bird Exhibit Registration Ends: March 16, 2020

Exhibit Registration closes April 10, 2020.

Advertisement in the Annual Conference on-site program: Advertising in this program is due no later than April 10, 2020.

Important Annual Conference Contacts

Teresa Pearson – WHIMA Executive Office Coordinator
[email protected]

Angie Dibble – Exhibitor Liaison
[email protected]

Rules and Regulations

Cancellations:

Cancellation of a booth made on or before April 1, 2020 will receive a refund of one half the booth fee. No refunds will be given for cancellations made after April 1, 2020.
Cancellation of Corporate Sponsorship made on or before April 1, 2020 will receive a full refund minus a 15% processing fee. No refunds will be given if cancellations are made after April 1, 2020.
Click here if you need to cancel your registration.

Shipping, Additional Services, Labor: You are responsible for ordering additional services such as extra equipment, freight handling, shipping and labor. Click here for more information.

Installation & Removal: Vendor booths can be set up on Wednesday, May 6, 2020 from 12:00 Noon – 5:00 PM. Vendors can begin dismantling the booths after 1:30 PM on Thursday, May 7. All booths must be dismantled and removed by 3:30 PM on Thursday, May 7, 2020.

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 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.

Cancellation

View Terms and Conditions.

Click here if you need to cancel your registration.

Registration

REGISTER

Online registration will close at 11:59 PM ET April 10, 2020. 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, 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.