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. [SOLD OUT]
- 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
Register for Exhibitor Booth or Virtual Exhibitor
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) |
| Thursday Morning Yoga | $200 [SOLD OUT] |
| Wine and Canvas Painting - Partial Sponsorship | $350 |
| Wine and Canvas Painting - Full Sponsorship | $700 |
| Hayride - Full Sponsorship | $550 |
| Annual Conference Meeting App | $400 |
| Attendee Bags (with your company name) | Full Sponsorship [SOLD OUT]
(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
Online registration has closed.
