Contact Information
Rules and
Regulations for Exhibit Space
·
The technical and
educational exhibits at the 2008
WVHIMA Annual Convention will be
held at Stonewall Jackson Resort, WV
·
All booths will be
10’x 8’. The cost of booth space is
as follows:
|
Early Registration |
Prior to April 1 |
$500 per booth space |
|
Registration |
April 2-April 15 |
$550 per booth space |
|
Late Registration |
After April 15th |
$600 per booth space |
Two or more units may be combined for a single
exhibit if a large display is
desired.
Includes 2 tickets for meals and social event.
Additional tickets can be purchased.
·
All exhibits must
be confined within the limits of
the booth space(s).
·
Each booth will be
supplied with two chairs and one
table, 30” x 6’, which will be
draped. Curtains or dividing panels
ARE NOT PROVIDED. Each exhibitor is
to provide his/her own signs.
·
Exhibit areas will
have access to 110 volt, electrical
outlets. Exhibitors are required
to provide their own power strips.
Wireless Internet is available.
·
Stonewall Jackson
Resort has limited storage space and
cannot accommodate large crated
items. They should NOT be scheduled
for arrival at Stone Wall until the
Monday before set up (May 19,
2008). Small boxed items should be
noted to “Hold For: Name of the
Convention, Individual, Company and
Date of Arrival, and to Attention
Kelly Cottrell. ” THE RETURN
OF ALL EXHIBITS AT THE CONCLUSION OF
THE CONFERENCE IS THE SOLE
RESPONSIBILITY OF THE EXHIBITOR.
SHIPPING ARRANGEMENTS FOR PICKUP OF
RETURNABLE ITEMS WILL NOT BE MADE BY
STONEWALL JACKONS RESORT (Please see
attached shipping form).
·
Loading and
Unloading: This is the
responsibility of the exhibitor
and/or their trucking company and
NOT the responsibility of Stonewall
Jackson Resort staff will NOT load
and unload exhibits. If mechanical
equipment is required, prior
arrangements must be made with the
Conference Planner (Kelly Cottrill)
with Conference Services Offices.
Additional fees will be assessed as
deemed necessary for this service.
A separate area is provided for
loading and unloading other than
dock area.
·
All vendors are
encouraged to participate in the
vendor’s reception being held on
Monday evening, May 19th
2008 from 8-11 pm. This reception
will be held in the vendor’s area.
Additional guests may be invited to
attend this function.
·
Exhibitors will have
access to the exhibit area on Monday
Morning 9-11 am May 19th.
EXHIBITORS ARE TO BE FULLY INSTALLED
PRIOR TO THE FIRST BREAK ON MONDAY,
MAY 19th, 2008.
·
All exhibitors should
be removed after the vendor auction
on Wednesday May 21, 2008
after the morning break. The
exhibitor assumes all financial
responsibility for installation and
dismantling of their exhibit.
·
CANVASSING BY
NON-EXHIBITORS WILL NOT BE
PERMITTED. The exhibit area is
limited to individuals, business
firms, manufacturers, and dealers
who have contracted and paid for
space assignments. No other person
or firms will be permitted to
demonstrate their products, solicit
orders, or distribute advertising
material in the exhibit area.
·
Morning and afternoon
breaks will be held in the Exhibit
Area-REFRESHMENTS WILL BE SERVED.
WVHIMA reserves the right to assign
specific spaces to those exhibitors
who participate in the Levels of
Sponsorship.
·
WVHIMA will, to the
best of its ability, place exhibits
to their logical best advantage;
balancing the factors of size/number
of booths, nature of business,
connection, installation, and
operating requirements.
·
WVHIMA or Stonewall
Jackson Resort shall NOT be liable
for the safety of the property of
the exhibitor from theft, damage by
fire, accident or any other cause.
·
Social functions may
be conducted by exhibitors WITH THE
PRIOR APPROVAL of Stonewall Jackson
Resort, and shall be scheduled at a
time and place that will not
interfere with the activities and
business scheduled by WVHIMA. All
charges incurred will be billed
directly to the exhibitor.
·
Exhibitors are invited
to attend the WVHIMA educational
programs at no additional cost.
·
All exhibitors are
responsible for making their own
room reservations by calling
Stonewall Jackson Resort,
1-888-278-8150 Indicate that
you are registering with the WVHIMA
Convention when you are making
reservations in order to obtain
convention room rate.
Vendor Auction Instructions
·
Vendor should bring
item and minimum bid suggestion to
Vendor Chairperson no later than
10:00 am on Monday May 19, 2008.
·
Your Vendor dollars
will be in your packet. These
dollars are to be given at the
vendor’s discretion during the
vendor break time. No more than a
maximum of $5.00 should be given to
any one individual per vendor.
·
The vendor dollars are
used during the auction to purchase
the auction item. These dollars are
non reusable. Once a buyer pays for
an item, the dollars will be kept by
the cashier.
·
Bidding will begin
with the minimum bid suggestion.
·
Prize will be awarded
to the highest bidder.
·
If the bidder does not
have enough vendor dollars, they
will be responsible for the
additional cost of the item.
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