2012 Exhibitor Frequently Asked Questions MHIMA welcomes exhibitors to our 2012 Annual Meeting & Educational Conference at the DoubleTree by Hilton, Minneapolis South, in Bloomington, MN April 25-26, 2012 "Mapping the Future of HIM" What is the cost to exhibit? $400 - Corporate Partner Fee (for-profit corporations) $600 - For-Profit Organization: if postmarked prior to March 26, 2012 $700 - For-Profit Organization: if postmarked on or after March 26, 2012 $325 - Not-For-Profit/Educational Org: if postmarked prior to March 26, 2012 $425 - Not-For-Profit/Educational Org: if postmarked on or after March 25, 2012 All exhibit registration fees must be paid in full no later than April 13, 2012 When is the deadline to submit an exhibitor application? April 13 is the final deadline; however, exhibitor space is sold on a first-come, first-served basis until the show is sold out. We encourage all exhibitors to submit their application as early as possible. You'll also find a link to the secure online exhibitor registration form below. Exhibitors can request first and second choice booth locations at the time of registration. We'll do our best to honor your request but choices are not guaranteed. Click here to view the Exhibit Hall floor plan. This floor plan is updated often with the booths that have been sold. Please check back for updates. What's included in the Exhibit Fee? One 8'x10' booth with blue and silver back and side drapes One 6'x30" skirted table with two chairs 7"x44"exhibitor identification sign Complimentary wireless internet in the exhibit space Carpeted exhibit hall space Free parking AM & PM breaks and luncheon on Wednesday and Thursday for two representatives Inclusion on the MHIMA web site's 2012 Exhibitor listing Pre-show and post-show mailing list of conference attendees (no phone numbers or emails)for pre-show promotion and post-show follow-up; one time use only Complimentary admission to all general sessions (exhibitor representatives wanting CEUs must register and pay as conference attendees) MHIMA Corporate Partners receive a free partial page display ad (approximately 1/4 page) in the meeting program materials Electrical service is NOT included in the exhibitor registration fee. To request electrical and/or A-V services, complete the DoubleTree's Request Form and fax it to them at the number on the form. How many attendees are expected? We anticipate 500 HIM and HIT professionals to attend. Scheduled time to spend with exhibitors is included in our programming. We also encourage you to be part of social events to strengthen your relationships with our members and their organizations. What other opportunities are available to promote my company? The MHIMA Silent Auction continues to be a favorite of our attendees. The proceeds benefit the MHIMA Scholarship Program. Vendors are invited to submit items for the auction, and all auction items will be on display on Wednesday and Thursday. Click here to print the 2012 Silent Auction form. A link is also included below. Vendors also have the opportunity to make direct tax-deduction contributions to our MHIMA Student Merit Scholarship Fund (through the AHIMA Foundation). Here's a direct link to make your online credit card contribution to the AHIMA Foundation. Use the "in honor of" option to designate your donation to the MN Student Merit Scholarship Fund. If you choose, you can also send a check made payable to AHIMA Foundation, designate MN Student Merit Scholarship on the "memo field" and mail your check directly to AHIMA Foundation 233 N Michigan Avenue, 21st Floor Chicago IL 60601-5809 All vendors are invited to contribute prizes for our vendor prize drawing, held on Thursday immediately following lunch. You'll be given an opportunity to introduce your company and select your drawing winner. MHIMA Sponsorship Opportunities Exhibitors are encouraged to support our annual meeting through sponsorships of keynote speakers, breaks or luncheons, program materials, or the Thursday Distinguished Member reception. All sponsorships will be recognized in the conference program materials and in the daily opening session announcements. Platinum level sponsors may provide a marketing flyer for inclusion in the meeting program materials and will be featured in MHIMA's electronic newsletter with company logo and link and, if desired, will receive complimentary job postings on the MHIMA Job Bank Network for three (3) months. Click on the 2012 Sponsorship Form or contact MHIMA Executive Director. Vendor Shipping Information DoubleTree by Hilton's Shipping and Receiving Department is available from 8:30 am to 5:30 pm Monday-Friday, and provides storage, pick-up and transfer of materials (less than 200 pounds) from any location in their hotel. Materials needed for your exhibit booth may be shipped to arrive up to two (2) days prior to our event set up on April 25, 2012. All shipped material should be uniformly addressed as follows: MHIMA Executive Director Arrival date (eg, April 24, 2012) c/o DoubleTree by Hilton, Minneapolis South 7800 Normandale Blvd Minneapolis MN 55439 DoubleTree by Hilton charges an inbound package handling fee to the shipper, based on the package weight: 0-5 lb: $5/box 6-20 lb: $10/box 21-50 lb: $15/box over 50 lb: $25/box Crate: $50/crate Pallet: $75/pallet Materials to be shipped out at the conclusion of our show need to be boxed, taped and labeled for UPS or FedEx shipping pick up. Outbound package handling fees are $5 for each box plus carrier costs. Certain packages may incur additional charges for packaging. Please confirm package pricing with the Hotel's Receiving Department prior to shipping. All services are subject to 7.275% sales tax. All shipping fees (inbound and outgoing) are the responsibliity of the exhibiting vendor. Exhibit Booth Set Up and Take Down You'll be able to begin set up on Tuesday, April 25, 2012, at 5 pm. All booths need to be ready for our show by 10:30 am on Wednesday morning. Take-down can begin following our Thursday afternoon break. There are no exhibits on Friday. Room Reservations at DoubleTree by Hilton Hotel accommodations can be made by calling DoubleTree by Hilton at 952-835-7800 or via the web. Mention MHIMA to receive discounted room rates. Reservations must be made prior to April 7, 2012. Discount applies only to room availability. All guest rooms have complimentary wireless and wired internet. There is also complimentary WiFi in the hotel lobby and in their business center. The DoubleTree by Hilton hotel is seven (7) miles from the Minneapolis/St. Paul International Airport. 2012 Exhibitor Registration Paper form 2012 Exhibitor Registration - Secure Online Electrical Service Request form Corporate Vendor/Partner Application 2012 Annual Meeting Sponsor form AHIMA Foundation donation 2012 Silent Auction form What types of products/services might be displayed in the exhibit hall? Accreditation/Certification Associations Chargemaster Systems/Services Chart Products Chart Tracking Systems Clinical Information Systems Coding Products Coding Services Coding Software Compliance Consulting Data Management Systems/Services Deficiency Systems Dictation Products/Services Digital/Voice Systems Disclosure Systems/Services Document Management Electronic Health Record Systems/Services Filing Equipment/Services HIM/HIT Education ICD-10 Imaging Solutions Interim/Contract Management Master Patient Index Systems/Services Microfilm Supplies/Equipment Outsourcing Patient Tracking Systems Personal Health Record Privacy Solutions Professional Services Publisher/Publications Quality Management Systems/Services Recruitment/Job Placement Registry Software and Products Reimbursement Services Release of Information Services Security Solutions Software/Software Development Training/Education Transcription Products/Services Utilization Management Software/Services Web-Based Applications