The Oklahoma Association
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September 26 & 27 – Annual Conference 2017
Embassy Suites OKC Downtown Medical Center Hotel
741 N. Phillips Ave OKC, OK 73104
Exhibitor’s Packet
Sponsor/ Exhibitor Information
The Oklahoma Association for Home Care and Hospice is proud to invite your company to exhibit and or be a sponsor at our annual conference and trade show. We will be looking at the past, how it influences the present, and how we impact the future to improve the our industry. To bring success to this conference and help achieve these goals in the provision of health care services at home, we are asking for you to join us at our annual conference to showcase your products and/or services and join with us as we “Shape the Future” together! You won’t want to miss out on the opportunity to be part of this journey in providing the intel and support the industry needs to grow into a successful future.
Dates/ Locations Tuesday, September 26, 2017 – Annual Conference & Trade Show. 7:00 am - 6:00 pm Embassy Suites OKC Downtown / Medical Center 741 N. Phillips Ave OKC, OK 73104 Wednesday, September 27, 2017 – Annual Conference & Trade Show. 8:00 am – 3:00 pm Embassy Suites OKC Downtown / Medical Center 741 N. Phillips Ave OKC, OK 73104
Attendees
Attendees representing home health & hospice care professionals throughout Oklahoma and surrounding states will be joining us. These health care professionals include owners, administrators, clinicians, case managers, billing/coding specialists, physical therapists, occupational therapist, caregiver/aides, policy makers, social workers, chaplains and volunteers. These professionals come from certified and licensed home health care agencies, private duty agencies, DME companies, and certified hospice agencies.
Accommodations
The Oklahoma Association for Home Care & Hospice has reserved a block of rooms at The Embassy Suites OKC Downtown Medical Center Hotel. Special room rates are available at $129.00 per night and will expire at 5pm on September 16, 2017. Individuals may make reservations by calling the reservation line 1-800-445-8667 and inform the reservations agent that you are with the OK Association for Home Care & Hospice and they will locate the group block or to register online, click the link on oahc.com. If you require special accommodations, please let the hotel know at the time of making your reservation. There is a 72 hr. cancellation policy. Wireless internet will be complimentary for attendees of this conference.
Contractual Agreement and Payment for Space
This application for space, upon acceptance by the Oklahoma Association for Home Care & Hospice and the exhibitor’s payment, constitute a contract for rental space assigned. Any exhibitor failing to occupy the rented space is obligated to pay the full rental price. Exhibits may not be installed unless payment has been received. Exhibitors that are paid in full, including company information received by September 15th will be guaranteed listing in the Conference Program. A comprehensive listing of all exhibitors will also be provided to attendees in their registration packets.
Cancellations and Refunds
Requests for cancellations must be in writing and postmarked by September 15 th . for refund and release from contract. No cancellations accepted or refunds issued after September 15th. Any booth space unoccupied by 9:00 am on September 26, 2017 may be reassigned.
Eligibility
The Oklahoma Association for Home Care & Hospice reserves the right to determine the eligibility of any company or product for the inclusion in the conference and to reject or prohibit any exhibit or exhibitor. Approval of the exhibit space does not constitute endorsement of the product or services by the Oklahoma Association for Home Care & Hospice.
Placement
Sponsorships will receive premium placement in the exhibitor hall. Other vendors will be placed based on amount of sponsorship, membership to the association and on a first-come, first-served basis. Booth assignments are not finalized until payment is received and all applications have been processed after the deadline date. The deadline for booth request is September 15th. Applications received after that date cannot be guaranteed placement or a program listing due to printing deadlines. After vendor applications have been received and processed, a confirmation will be sent. We will make every effort to accommodate all vendors with respect to location, space and number of booths requested. Every attempt will be made to keep competitors separate and to fill special requests.
Program Listing
All vendors need to submit a one paragraph listing to promote their products and contact information. Please include your logo for placement in the convention program. Logos must be in jpeg format and all information sent electronically to [email protected] Faxed information cannot be transferred into the program and will not be accepted. The deadline for inclusion is September 15th.
Shipping & Receiving Information
Shipments –Boxes/packages may be sent for arrival a maximum of 72 hours prior to group arrival and must be marked with the responsible party’s name, group name, plus “Hold for Arrival Date of 9/26/2017”.
Exhibitor Rules and Regulations
◊ No outside food and beverage is permitted. For any special considerations, please contact your sales or catering representative.
◊ Running water is not available for exhibits.
◊The exhibitor’s area is limited to the assigned booth. ◊ The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of exhibitor’s activities on The Embassy Suites OKC Downtown / Medical Center Hotel premises and will indemnify, defend, and hold harmless OAHC, The Embassy Suites OKC Downtown / Medical Center Hotel, its owner, and its management company, as well as their respective agents, servants, and employees from any and all such losses, damages and claims.
◊ The Embassy Suites OKC Downtown / Medical Center Hotel does not provide storage space for any exhibit display materials or merchandise. All material must be removed from the hotel premises by the predetermined strike time.
◊ Exhibit tear down must occur within 2 hours of end of show, unless otherwise arranged with catering representative.
Exhibit Booth Information
Booth Rental: One exhibit booth for the conference. Includes one (1) 6-ft (piped, draped & skirted) table, two (2) chairs and one (1) wastebasket. Electricity requests will be honored, at an additional cost of $50.00 per booth and must be ordered in advance.
Registration: Vendor registration includes two identification badges and food and beverage for two attendees manning your booth. You must wear the OAHC conference name badges in the exhibit areas at all times. Any additional vendors who will be manning your booth are required to register at an additional charge of $50.00 each.
Electricity: $50.00 additional charge and must be ordered in advance.
Set Up Time: Monday, September 25, 2017 from 7:00pm - 9:00pm Tuesday, September 26, 2017 from 7:30 am – 8:30 am Booth must be set up by 9:30
Loading / Unloading Receiving Area Requirements
> For deliveries or loading / unloading materials or equipment for convention, meeting or events use the truck loading on the NW end of the Building and Ground level loading on the SW end of the building.
> Vehicles may remain unattended while unloading / loading materials and equipment. After equipment has been unloaded and delivered to appropriate room, vehicles need to be moved to an appropriate parking area.
> Special arrangements for in/out privileges at the Embassy Suites OKC Downtown / Medical Center Hotel should be made separately.
Door Prizes – Each vendor is being asked to provide a door prize. Door prizes will be given away throughout the conference.
SPONSORSHIPS
Annual Conference Sponsorship provides your organization opportunity for maximum exposure at OAHC's largest gathering of home care and hospice agencies.
Platinum Keynote Sponsor $5000.00
Sponsorship benefits include: Includes exhibit booth. Prime location and largest exhibit area in the show. 2 minute promotional video played prior to start of Opening Session on all 3 days. Introduction of Opening Session. Company Logo on cover of program guide. Tote bag insert. Full page color ad in program guide. Logo and name recognition on pre-keynote conference slide show. Company link on website till end of conference. Conference admission for 4 exhibit personnel only: non transferable.
Gold
Lunch Sponsor $2500.00 three (3) available Speaker Sponsor $2500.00 three (3) available
Sponsorship benefits include: Does not include exhibit booth. Priority booth assignment. Recognition on promotional materials, signage, and quarter-page color ad in program material. Logo and name recognition on pre-keynote conference slide show. Conference admission for 2 exhibit personnel only: non transferable.
Silver
Breakfast Sponsor $2000.00 each Three (3) available
Tote Bag Sponsor $2000.00 each One (1) available
Sponsorship benefits include: Does not include exhibit booth. Priority booth assignment. Sponsor acknowledgement in conference materials (if committed by July 1, 2016). Signage placed at registration acknowledging sponsorship. Half-page black & white ad in program material. Logo and name recognition on pre-keynote conference slide show. Conference admission for 2 exhibit personnel only: non transferable.
Bronze
Break Sponsor $1500.00 each four (4) available Internet Sponsor $1500.00 each two (2) available
Sponsorship benefits include: Does not include exhibit booth. Priority booth assignment. Sponsor acknowledgment in conference materials (if committed by September 1, 2017) Signage recognition. Quarter-page black & white ad in program material. Logo and name recognition on pre-keynote conference slide show. Conference admission for 2 exhibit personnel only: non transferable. 2017 OAHC ANNUAL CONFERENCE & TRADE SHOW
SPONSORSHIP/EXHIBITOR CONTRACT
Deadline – September 15, 2017
Company (Vendor) ______
Mailing Address______
City______State______Zip______
Contact Person______
Phone Number______Fax Number______Email______
Attending Exhibitor Name(s): Please print for name badge purposes.
1.______2.______OAHC allows two (2) attending exhibitor representatives per exhibit space. Additional representative(s) will be charged a $50 registration fee pp/per day. Lunch will be provided. Vendor booth fee includes attendance to educational events.
Please list additional representative(s) below for the additional charge (Please print for name badge purposes):
3.______4.______
5.______6.______
SPONSORSHIP LEVELS – CHECK (√) SPONSORSHIP CHOICE BY INDICATING ITEM YOU WISH TO SPONSOR. Please call OAHC to check availability of sponsorships at 405-609-6160
SELECTIONS
BOOTH RENTAL IS NOT INCLUDED IN THE Gold, Silver, OR Bronze SPONSORSHIPS!
EXHIBIT ONLY FEE Booth Fee $1000
Electricity $50 per booth
Additional representative(s) $50 pp/per day
SPONSORSHIPS
Platinum Sponsorship (1) $5000 Gold Sponsorship (6) Lunch (3) $2500 Speaker (3) $2500
Silver Sponsorship (3) Breakfast (2) $2000 Tote Bag (1) $2000
Bronze Sponsorship (6) Break (4) $1500 Internet (2) $1500
Grand Total Amount Due $______
Please be sure to select booth rental as that is not included in the general sponsorships.
REMINDER - Please send a brief description of services (word document), logo (jpeg format) to Veronica at [email protected] by September 15th due to printing deadlines. Register online at www.oahc.com and click on 2017 Annual Conference Exhibitor Registration
For any other questions call (405) 609-6160 or email Maddison at [email protected]
Make all checks payable to OAHC and mail to:
PO Box 12635 Oklahoma City, OK 73157
Signed Release of Liability
The Embassy Suites OKC Downtown / Medical Center Hotel, its affiliates, subsidiaries, parent company, and the Oklahoma Association for Home Care & Hospice shall not be responsible or liable for any accident, loss, damage, injury, or inconvenience arising from the reservation, except insofar as that occurrence is caused by the direct negligence of The Embassy Suites OKC Downtown / Medical Center or that of its employees. Exhibitor agrees to indemnify, defend and hold The Embassy Suites OKC Downtown / Medical Center, its affiliates, subsidiaries, parent company, and the Oklahoma Association for Home Care & Hospice harmless from any and all claims, liabilities, suits, costs and expenses including without limitation, to its employees, agents, invitees, or assigns arising out of or in any connection with the Exhibitors employees, members, or subcontractors under this Contract. The Embassy Suites OKC Downtown / Medical Center or OAHC is not liable for any special, indirect incidental or consequential damages arising out of or related to this Contract. The Embassy Suites OKC Downtown / Medical Center or OAHC is not liable for any loss or damage (including property damage) caused by weather conditions, third party theft, riot, strikes, sickness, or any other cause beyond its control. (“Force Majeure”).
Authorized Signature for all terms of liability, sponsorship and payment:
______
Company Name
______
Signature Date