“Hit Your Professional Peak With HHP/CA:
Reaching New Heights Through Education”
2009 Annual Convention
April 16 – 18, 2009
Embassy Suites Lake Tahoe Hotel & Ski Resort
South Lake Tahoe, CA
Exhibitor and Sponsor Information and Application
IMPORTANT DATES:
Exhibit Application Deadline March 2, 2009
Sponsorship Application Deadline March 2, 2009
Silent Auction Submission Deadline April 1, 2009
Hotel Reservation Deadline March 27, 2009
Convention Dates April 16-18, 2009
WHY PARTICIPATE IN THE HPP/CA 2009 CONVENTION?
The 60th Annual Convention of Hearing Health Care Providers of California will take place in beautiful South Lake Tahoe, featuring leaders in the industry. The HHP/CA annual convention is the largest single-state convention of its kind in the United States. This convention has a reputation among hearing professionals for meaningful education, quality exhibitors and valuable networking time. On behalf of the Hearing HealthCare Providers of California’s Board of Directors, we cordially invite you to be an exhibitor for the 2009 convention, as well as take advantage of sponsorship opportunities.
EXHIBITOR INFORMATION
Cost
Each 8’ x 8’ exhibit space costs $995.00. This includes:
· one 6’ draped table with two chairs
· table signage
· lunch for two people on Friday
· evening reception for two people on Friday
Schedule
Friday, April 17 7:30 – 10:00 a.m. Set Up
10:15 a.m. – 12:15 p.m. Exhibitors’ Round Table Session (CE event)
5:30 – 7:00 p.m. Reception and Exhibitor Showcase
Saturday, April 18 10:15 a.m. – 12:15 p.m. Passport Session (CE event)
12:15 – 2 p.m. Tear Down
CE Events
Exhibitor participation in these well-attended CE events is required. Please ensure that you submit all requested information on your exhibitor application.
Exhibitors’ Round Table
Each exhibitor will have at least 45 minutes during this period to meet with small groups of attendees to explain their product. You can give a demonstration, or just share information. You should leave some time for Q&A since this is a CE event and must give new information or expanded information about your company (product and/or service) to this small group. This is each exhibitor’s opportunity to not only communicate the latest in technology but also be a good facilitator. You will also have the responsibility of signing the attendance sheet for each person in your group.
Passport Session
Attendees earn CEs during this session by visiting with each exhibitor to find out the answers to the questions that each exhibitor has submitted. The structure of this session means that exhibitors have the opportunity to speak with everyone. Questions must be submitted on the exhibitor application form.
Social Activities
Exhibitors must be present and staff their tables during all three time periods in which the exhibit hall is open, as the exhibitor showcase is a valuable opportunity for you to interact with the attendees. In addition to exhibit hall hours, there are many different ways for you to build relationships with the hearing professional attending this convention.
Besides the meals and business sessions that are part of the agenda, the Friday night reception time has been adjusted to allow for dining out afterward, should you choose to do so. Saturday also has two networking events, a golf tournament at Genoa Lakes Golf Club and dinner. The golf tournament costs $75 (includes shuttle to course) and the Saturday night dinner costs $60. If you want to attend these events, and/or have a box lunch on Saturday, please make sure you sign up on the application form. Pre-registration is required for all events.
Other Important Notes for Exhibitors
The deadline to apply for an exhibitor space is March 2, 2009. This is a tabletop show; however, freestanding displays will be permitted if they are no larger than 8’ x 8’. Please indicate on your application form if you will be using a freestanding display.
In the event an exhibitor finds it necessary to cancel their participation, refunds will be made as follows: for cancellation requests received by March 2, 2009, a 50% refund will be issued if HHP/CA is able to resell the space at full price. No refunds will be issued after March 2, 2009. All cancellations must be made in writing and mailed to the HHP/CA office.
SPONSORSHIP OPPORTUNITIES
Sponsorships are a great way to complement your exhibit time at the convention and increase your visibility throughout the convention. Sponsorships are available on a first-come, first-served basis.
Hypersonic (2 slots available) – $7,000.00
· One year banner ad, including link to company web site, on www.hhpca.org
· 5 minutes of podium time to introduce speaker, assigned at discretion of convention planners
· Company logo on convention bag
· Company recognized as host for Friday’s business meeting luncheon
· Company recognition in all convention materials
· One exhibit table with associated benefits
· Two tickets to Saturday night dinner event
Supersonic (4 slots available) - $4,000.00
· One year link to company web site on www.hhpca.org
· Company recognition in all convention materials
· One exhibit table with associated benefits
· Two tickets to Saturday night dinner event
Mach One (10 slots available) - $2,000.00
· Company recognition in all convention materials
· One exhibit table with associated benefits
· Two tickets to Saturday night dinner event
Convention Bag Sponsor (1 slot available) – $1,500.00
· Company logo on convention bag
· Company recognition in all convention materials
Friday Night Beverage Sponsor (2 slots available) - $1,000.00
· Company recognition during Friday night reception
· Bar placed in close proximity to your booth
· Company recognition in all convention materials
Coffee Break Sponsor (4 slots available) - $500.00
· Company recognized as host for break via signage
SILENT AUCTION
The HHP/CA Silent Auction raises funds for special projects within the association to achieve our mission. All donors to the silent auction will receive special recognition on their exhibit tables and acknowledgment on silent auction materials. The deadline to submit to the silent auction is April 1, 2009. If you would like to donate something for this auction, please make sure to fill out the silent auction section of your application form. Hearing aid manufacturers typically donate 2 of their premium hearing aids and send the winner a certificate to redeem the instruments. If you decide to donate after you have submitted your application, please send items to:
Stuart Spencer
Advanced Ear Care
24310 Moulton Parkway Suite D
Laguna Woods, CA 92637
HOTEL INFORMATION
Convention Hotel Rate: $169.00 (king bed, single/double occupancy)
$199.00 (2 double beds, single/double occupancy)
Make your reservations soon, as this event will sell out!
These rates are applicable until March 27, 2009 or until the block is sold out, whichever comes first. After March 27, the convention rate will apply on a space-available basis only. These rates are applicable 2 days prior to and 2 days after the convention if you would like to extend your stay.
It is your responsibility to make your own hotel reservations by calling (877) 497-8483 and referencing Hearing Healthcare Providers. Or, visit www.hhpca.org to access a link for online reservations. Hotel check-in time is 4:30 p.m. Hotel checkout time is 12:00 p.m. Cancellations must be made more than 72 hours in advance in order to avoid cancellation fees.
Embassy Suites Lake Tahoe Hotel and Ski Resort
4130 Lake Tahoe Boulevard
South Lake Tahoe,California
USA96150
Tel:(530) 544-5400
Fax:(530) 544-4900
AIRPORT
Reno/Tahoe International Airport is the closest airport to the hotel. South Tahoe Express, located in the Baggage Claim area, has 11 daily departures from the airport to Embassy Suites.
CONTACT
Diane Williams, CMP
Christine Hartman
Phone: 866-793-5727, ext. 1
Fax: 866-793-5727
“Hit Your Professional Peak With HHP/CA:
Reaching New Heights Through Education”
April 16 – 18, 2009
Embassy Suites Lake Tahoe Hotel & Ski Resort, South Lake Tahoe, CA
Application Form for HHP/CA 2009 Annual Convention – PAGE 1 of 2
The undersigned (hereinafter called “Exhibitor”) hereby applies for space at the 2009 Hearing Healthcare Providers/California Annual Convention. Exhibitor agrees that this becomes a valid contract when accompanied by full payment and that space must be paid in full on or before March 2, 2009. The Exhibitor hereby acknowledges receipt of Rules and Regulations and agrees to abide by them and to all conditions under which exhibit space at the Embassy Suites is leased to HHP/CA. Note: Space assignments will be made as stated in regulation #4, “assignment of space.”
Company Name:Contact Name:
Authorized Signature:
Address: / E-Mail:
City: / Phone:
State and Zip Code: / Fax:
Exhibit and Sponsorship Fees
Fee Type / Fee Includes / Cost / TotalExhibit Fee / 8’x8’ exhibit space; one 6’ draped table with two chairs; table signage; lunch for two people on Friday; evening reception for two people on Friday* / $995.00
Sponsorship Fee / See information packet for different sponsorship level benefits
Indicate requested sponsorship level:
Sponsorship space is limited and will be confirmed on a first-come, first-served basis. / Hypersonic $7,000.00
Supersonic $4,000.00
Mach One $2,000
Bag Sponsor $1,500
Beverage Sponsor $1,000
Coffee Break $500
*Breakfast is provided in the hotel atrium daily to all registered hotel guests.
Additional Event Tickets
Event Type / Cost Per Ticket / Quantity / TotalSaturday Golf (Not included in any registration fees) / $75.00
Saturday Box Lunch / $30.00
Saturday Dinner / $60.00
Total Exhibit Fees, Sponsorship Fees and Additional Event Tickets
Payment
Check (payable to HHP/CA) Check #: Credit Card (complete information below)
American Express Mastercard VisaCard Number:
Name on Card:
Expiration Date: / Billing Zip Code:
Cardholder Signature:
Send completed 2-page form via mail (checks and credit cards):
HHP/CA
c/o Diane Williams, CMP
517 South Francisca Ave.
Redondo Beach, CA 90277
Send completed 2-page form via fax (credit cards only):
866-793-5727
ROOM RESERVATIONS
Call 877-497-8483 and reference Hearing Healthcare Providers, or visit www.hhpca.org to access online hotel reservations. In order to receive the group rate, reservations must be made by Friday, March 27.
QUESTIONS
866-793-5727, ext. 1 or
“Hit Your Professional Peak With HHP/CA:
Reaching New Heights Through Education”
April 16 – 18, 2009
Embassy Suites Lake Tahoe Hotel & Ski Resort, South Lake Tahoe, CA
Application Form for HHP/CA 2009 Annual Convention – PAGE 2 of 2
Information is required in order to complete your application
Company Name (as you would like it to appear on all conference materials and exhibit sign):Attendee Name:
Phone and E-mail:
Attendee Name:
Phone and E-mail:
Please indicate if you will have a freestanding display (must fit into 8’x8’ space):
Items and/or services you will be promoting:
If you do not wish to be in close proximity to a certain company, please list here (we will do our best to honor requests but cannot guarantee placement):
Questions and Answers About Your Products for the Passport Session (REQUIRED for CE Event)
Question #1:Answer #1:
Question #2:
Answer #2:
Question #3:
Answer #3:
Silent Auction
Items You Will Be Donating for the Silent Auction:Send items by April 1, 2009 to:
Stuart Spencer
Advanced Ear Care
24310 Moulton Parkway Suite D
Laguna Woods, CA 92637
2009 HHP/CA EXHIBITOR RULES AND REGULATIONS
1.ASSOCIATION: The word “Association” means Hearing HealthCare Providers/ California, acting through its Officers, Committees, Agents, or Employees, acting for it in the management of the Exhibition.
2. EXHIBIT DATES AND HOURS: The exhibition will be open on Friday, April 17, 2009 10:15 AM-12:15PM and 5:30 PM–7:00 PM, and Saturday, April 18, 10:15 AM – 12:15 AM.
3. PERMISSIBLE EXHIBITS: All business activities of the Exhibitor at the Exhibit Hall must be within the Exhibitor's allotted exhibit space of 8’x8’. Selling, calling to prospective buyers to come visit, distribution of literature, conducting surveys, etc., in the exposition aisles will not be permitted. Staged performances, special costuming, promotional activities and give-aways will be permitted within the booth areas. Exhibitors may not distribute food or beverages unless ordered directly through the Hotel. Sales Dept. and order taking will be permitted on the exhibit floor. It is expected that such activities will be conducted with dignity and decorum so as to be in line with the character of the event. All booth personnel must be properly attired and conduct themselves in a professional manner. Appropriately controlled sound systems will be permissible provided that sound levels are not objectionable to exhibitors in adjacent booths. Management will be the final judge should any controversy arise in the matter. The Association reserves the right to determine which firms and products are appropriate in its judgment for inclusion in the Exhibition and to refuse, cancel or restrict any applicant or exhibit which the Association considers undesirable for any reason. Acceptance of an application does not imply endorsement by HHP/CA of the applicant’s products or services; nor does rejection imply lack of merit of the same. Solicitation of interested parties is limited to people that have expressed an interest in their product.
4. ASSIGNMENT OF SPACE: Space assignments will be made on the basis of the date of receipt of the application/contract, the Exhibitor's history of participation in the Association's Exhibition, the amount of space requested, availability of requested area, special needs and compatibility of exhibitors. The Association, in the event of conflicts regarding available space requests or conditions beyond its control, reserves the right to rearrange the floor plan. Aisles are under control of the Association and may not be used for exhibits. If the Association should be prevented from conducting the Convention, or if it cannot permit the exhibitor to occupy this space, due to circumstances beyond its control, the Association will refund to the exhibitor the amount of the rental fee paid lass a proportional share of the exhibit expenses, and the Association shall have no further obligation or liability with the exhibitor.
5. RATES AND REFUNDS: Space will be charged at the rate of $995 per 8' x 8' booth space. The total cost of the space is due when the application/contract is returned. The application/contract and full payment is required by March 2, 2009. Cancellations received in writing prior to March 2, 2009, will be entitled to a 50% refund if space is resold by HHP/CA at full price. If space is canceled after March 2, 2009, no refund will be given.