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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:

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 19t^h 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 19^th, 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.

• All matters and questions not covered by these regulations are subject to the decision of WVHIMA and may be referred to the following Vendor Committee members:

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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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