An Invitation to Exhibit
2018 ANNUAL MEETING &
TRADE SHOW
ANNUAL MEETING –April 18-20, 2018
TRADE SHOW – April 18 & 19, 2018
Hotel Hot Springs
Hot Springs, AR
Opportunities to Enhance Your Exposure……
Put the spotlight on your company by becoming one of our Annual Meeting Sponsors.
Gold Sponsor - $1450. This sponsorship includes a booth at the Trade Show and puts you on the agenda for the conference for a 10-minute presentation. It will also put your name on one of our major events and includes listing on Sponsor sign and in program as well as recognition from the podium.Plus, Gold Sponsors will be listed on the signature for all e-mails sent and featured on our social media once the sponsorship commitment is made. Gold sponsors may attend the dinner cruise on Wednesday evening.
Silver Sponsor - $950. This level includes a booth at the Trade Show and could put your name on one of our breaks. It also includes a listing on the Sponsorship sign and in program as well as recognition from the podium and mentioned on our social media.
Bronze Sponsor - $725. This level of sponsorship will list your business as one of the sponsors helping to make this Trade Show and Annual Meeting a success. It also includes listing on Sponsor sign and in program as well as recognition from the podium and mention on our social media.
Supporting Sponsor – All Others. This sponsorship includes recognition in the program and on Sponsor sign.
Provide a Prize
You may collect participants’ names at your exhibit and provide a prize to be awarded at your booth. Prize drawings will be announced at the end of the Thursday Afternoon break.
Provide an item for the silent auction
You may provide an item for the silent auction that will be held throughout the day on Thursday. The auction benefits the HCAA PAC.
Exhibit Opportunities
Trade Show Exhibitor – Set up Wednesday morning, April 18, by 12:30pm and take advantage of meeting with attendees during 3 breaks/continental breakfast in exhibit area/lunch Thursday in exhibit area.
Booths are $500 or $350 for HCAA members
Hotel Reservations:
A block of rooms has been set aside at The Hotel Hot Springsat a rate of 129.00 single or $139.00 double occupancy. The Hotel Hot Springsphone number is 501-623-6600. The address is 305 Malvern Avenue, Hot Springs, AR 71901.
Terms and Conditions for Exhibitors
Assignment: Priority for assignment of space shall be on the basis of time and arrival date of contracts, accompanied by payment in full for trade show space, to the HomeCare Association of Arkansas hereinafter referred to as HCAA, 411 South Victory, Suite 204, Little Rock, Arkansas 72201. Deadline for reservations with payment is April 11, 2018.
Exhibit Space: You will receive a minimum of a 4' x 8' booth. Your booth will have a six-foot table.
Services: You may ship your exhibit to your attention at The Hotel Hot Springs, 305 Malvern Avenue, Hot Springs, AR 71901. Make sure you specify your company name and for the HomeCare Association of Arkansas Annual Meeting April 18-20.
Electrical: There will be no extra charge for electrical hook-up. If you need electricity, please check the appropriate space on the registration form.
Installation, Dismantle, Exhibit Hours:Trade Show Exhibitors may install displays from 10:30 a.m. – 12:30 p.m. onWednesday, April 18. Representatives for each display must be ready to make first contact with attendees as they are entering for the 1:00 p.m. meeting. Displays may be taken down on April 19following the afternoon break.
Construction and Arrangement of Exhibits: 1) Displays must not project beyond the space allocated. They should not obstruct the view of others. 2) All hangings must clear the floor. 3) Vendors will be expected to handle their activities in good taste and dignity in keeping with the demeanor of a professional meeting. Any damage done to the Doubletree Hotel will be the liability of the vendor who accepts responsibility to the owner of the damaged property.
Prerogative of Management: HCAA reserves the right of final decision and the right to: 1) Rearrange floor plans or displays, or both, so that competitive vendors, wherever possible, will be set up at specific locations that will not interfere with their individual operations; 2) Prohibit or remove any display that in the opinion of HCAA detracts from the general character of the exhibit as a whole; 3) Prohibit non-participants from soliciting or promoting business at the convention; and 4) Allow only one firm per display.
Liability and Insurance: Neither the HCAA nor its officers, agents or staff members, nor The Doubletree Hotel will assume responsibility for the safety of the property of the vendors from theft, damage by fire, accident or other causes. Vendors wishing to insure their goods must do so at their own expense.
Contract and Payment for Space: When completing your registration form, please type or print legibly. Rosters, programs, etc. will be made according to the information provided on your registration form. Registration must be accompanied by a check in full for each space reserved, made payable to the HCAA, 411 South Victory, Suite 204 Little Rock, Arkansas 72201, before a space can be finalized. Fax registrations are acceptable for information and planning purposes, but payment must be made prior to the meeting in order to guarantee an exhibit space for the trade show. If the applicant cancels a space on or by April 11, a full refund will be made. If a space is cancelled after that date (April 12), HCAA will refund one-half of the exhibit fees.
Dress Recommendations
HCAA encourages comfortable casual attire for the annual meeting. Please be aware that the trade show area temperatures may vary, and a sweater or light jacket may be needed.
HOMECARE ASSOCIATION OF ARKANSAS
April 18-20, 2018
Hotel Hot Springs, Hot Springs, AR
Vendor Registration Form
Company:______
Contact Person:______
Address:______
City/State/Zip:______
Phone/Fax/ ______
E-mail______
Please give a brief description of your equipment, products, and services you plan to exhibit:
______
Place me near ______and away from the following companies:
Choose one
TheTrade ShowExhibit fee of $350 for HCAA members and $500for non-members entitles you to two representatives per exhibit space. Please list the name of your booth representative(s) below.
______
E-mail address for attendees.
______
Contact Hours will be offered for this conference with a limit of 1(one) participant per Trade Show Exhibitor. Exhibitors may receive CEU’s for the first participant listed as the booth representative. CEU’s for the second attendee will be available for an additional fee of $175.
Electricity required for display?___ Yes ___ No
There will be a $100(per person) fee for additional representatives. This fee includes breaks and meal functions. Please list any additional names below as well as e-mail address.
1. ______2. ______
We agree that this application is expressly subject to all "Instructions to Vendors."
Signed:______
Date:______
Deadline for reservations with payment is April 11, 2018
Please make checks payable to:
HomeCare Association of Arkansas. Program Location:
411 South Victory, Suite 204Hotel Hot Springs
Little Rock, AR 72201305 Malvern Avenue
Phone: 501-376-2273 Hot Springs, AR 71901
Fax: 501-376-7107501-623-6600