EXHIBITOR INFORMATION PACKET
Urgent Care Association of America
2015 National Urgent Care Convention
Hyatt Regency Chicago, Chicago, Illinois
CONTENTS
1. General Information
2. Hotel Information – Mandatory Reservations
3. Contributions, Advertising and Corporate Support Partnerships
4. Exhibitors Attending Courses
5. Exhibit Services Provider Information
6. Floor Plan
7. Point System
8. Cancellations
GENERAL INFORMATION
Exhibit Dates: April 27 – 30, 2015
Anticipated Attendees: 750 to 850 paid attendees
Event Property: Hyatt Regency Chicago
151 East Wacker Drive
Chicago, IL 60601
312-565-1234
Exhibit Hall: Riverside Center
Booth Fees: All booths are 10' wide by 10' deep
Standard $2,800
Premier $3,300 (Corner)
Prime* $4,000 *Available to Sponsors and Partners only
Total Booth Spaces Available: 203
Exhibit Contact: Brittany Smogoleski (; 331-472-3739)
Exhibit Services Provider: Shepard Exposition Services | ShepardES.com
IMPORTANT: Spring Exhibitor web page is ucaoa.org/?exhibit15spring. Please save this site, as it will be your go-to page for all the up-to-date information regarding this convention and its upcoming UCAOA events.
Booth Selection
Booths are reserved based on Priority Points, then on a first-come, first-served basis. UCAOA is not responsible for selected booth locations, and space is not guaranteed. Please visit the Exhibitor Information web page frequently to review the online floor plan and exhibitor list. Changes to booth selections can be made if space is available.
Booth Fees Include
· All Premier and Standard booths are 10’ wide by 10’ deep, piped and draped.
· Registration and name badges for two (2) exhibitor representatives per 10x10 space (each additional rep $350.)
· Open bar and appetizers during two receptions in the exhibit hall.
· General listing in the online exhibit hall and in the on-site convention program
· Profile and listing in the mobile app. Upgraded profile and advertising opportunities are available for additional fees.
· Your company’s listing on the UCAOA web site Virtual Exhibit Hall for one year after the convention.
· NOTE: Furniture is NOT included. Special discounted booth packages and additional amenities are available through Shepard by preorder only.
Exhibit Set-up Dates/Hours
Sunday, April 26: Early set-up for multiple booth exhibitors by appointment with Shepard only
Monday, April 27: Set-up 7am – 3pm
Wednesday, April 29: Teardown 1:45 – 5pm
Exhibit Hall Agenda
Saturday, April 25
8am - 5pm Exhibit Hall Installation – Shepard
Sunday, April 26
8am - 5pm Exhibit Hall Installation – Shepard
Early Exhibitor Set-up – by appointment with Shepard only
Monday, April 27
7am – 3pm Exhibitor Check-In and Booth Set-up
3 – 3:10pm First Time Exhibitors Orientation
3:10 – 3:20pm Exhibitor Welcome Meeting
3:20 – 3:30pm Exhibitor Education – Marketing to the UC Industry
4:30pm Exhibitors Return to Booth
4:45 – 5pm Exhibit Hall Open
5 - 6:30pm Opening Reception in EXHIBIT HALL
Tuesday, April 28
7 – 8am 1-on-1 Networking Appointments with Attendees
8 – 9:15am Opening Keynote Speaker – Exhibitors Welcome
9am Exhibitors Return to Booth
9:15 – 10am Exhibit Hall Open
11:15am – 12:15pm EXHIBIT HALL CLOSED – Exhibitor Lunch
12:15 – 1:00pm 1-on-1 Networking Appointments with Attendees
12:45pm Exhibitors Return to Booth
1 – 1:45pm Exhibit Hall Open
2:30pm Exhibitors Return to Booth
2:45 – 3:15pm Exhibit Hall Open
5:15pm Exhibitors Return to Booth
5:30 - 7:00pm Reception in EXHIBIT HALL
Wednesday, April 29
7 – 8am 1-on-1 Networking Appointments with Attendees
8 – 9:15am Members-Only Breakfast (1-on-1 Appointments could be made with non-members)
11:30am Exhibitors Return to Booth
11:45am – 1:30pm EXHIBIT HALL OPEN (Boxed lunch in exhibit hall; dessert sponsorships at/near your booth
available)
1:45 – 5pm Booth Teardown
Please Note: Minor revisions to the schedule are possible – updates will be posted to the web site. Above schedule lists the actual hours posted as open to the attendees. You are welcome to stay in your booth just those hours, or the entire day.
Ceiling Height Restrictions: Lowest ceiling height is 30 feet. Please confirm maximum height for displays in Shepard Services Kit.
Any booths larger than 10’ wide by 10’ deep MUST submit a design schematic to Shepard by the deadline indicated in the Shepard Services Kit. Set-up MUST be completed by 3pm on Monday. At 3pm, the exhibit hall will be locked for cleaning and preparation for opening reception.
Booths must be staffed during all open exhibit hours. Dismantling of booths prior to designated teardown is prohibited. Lack of representation or early teardown will result in loss of Priority Points, and possible loss of future UCAOA exhibit participation. Arrangements can be made with Shepard to teardown a booth in the event it is absolutely necessary at the exhibiting company’s expense.
Dates to Remember/Deadlines
December 15, 2014 Hotel reservations begin
December 15, 2014 Early registration/exhibit booth fee discounts end
December 15, 2014 Exhibitor Rep Registration opens
February 26, 2015 Cancellation refund less 10% admin fee
February 27 - March 26, 2015 Cancellation refund of 50% of paid fees (no refund of sponsorships)
March 9, 2015 Event/item sponsorship commitment (to be included in convention signage)
March 9, 2015 Submit Satellite Event, Educational Symposium or Focus Group proposals
March 16, 2015 Submit all advertising/information for convention signage
March 23, 2015 Submit hotel room reservation confirmation
March 26, 2015 Last day for regular rep registration
March 26, 2015 Last day for reps to register and pay to attend educational courses
March 26, 2015 No refunds of fees or sponsorships
March 27 – April 22, 2015 Rep late registration fee $50
April 4, 2015 Hotel reservations deadline
April 25, 2015 On-site badge printing late fee $100
May 14, 2015 Attendee list distributed (contingent on late attendee registration date)
Lunch
Lunch is on your own. UCAOA recommends the on-site restaurants, American Craft Kitchen and Bar or Market Chicago, or suggests dining at one of the many venues available in the area. When the exhibit hall is closed, a security guard is posted at the entrance, so your booths will be secured but we suggest taking with you any valuable items.
1-on-1 Networking Appointments
Our newest exhibit hall opportunity held during extended hours over breakfast and lunch on Friday and Saturday. Exhibitors will have the opportunity to schedule appointments with the attendees. Tickets for these appointments are included in your Welcome Packet. Once you make the appointment, just indicate the time/date on the ticket and give it to the attendee as admission into the exhibit hall. Please review the exhibit hall schedule for exact times.
Mobile App
Based on the 2014 Spring Convention Attendee Survey, more than 70% of survey participants used the mobile app. Don’t miss out on this great opportunity to increase visibility and capture additional interaction with attendees. Be sure to download the app to your android or iOS mobile devices so that you can interact with the attendees. Sponsorship opportunities, banner ads, and enhanced profiles are available in the mobile app. More information to come.
Attendee List
A complimentary attendee list will be emailed to the convention contact for all registered exhibitors about three weeks out, on the last day before late registration fees, and a complete final list of participating attendees will be emailed two (2) weeks following the last day of the convention. Please be certain to review the Exhibitor Policies and Procedures for specifics on list use. Attendees have an opt-out for providing email and contact information – be sure to order your lead retrieval device to obtain full attendee contact information at the convention. Attendee list must be used within sixty (60) days of the convention. Additional use of the attendee list is $250 (one-time only.)
Lead Retrieval
Lead Retrieval is being provided through ATS. Please be sure to preorder your device to ensure your equipment is reserved. The order form will be available on the Exhibitor Information web page and in the Shepard Services Kit. ATS will be available on site for orders.
Giveaways
Exhibitors will be responsible for any giveaways and/or drawings at their booth. Giveaways and drawing dates/times provided to UCAOA prior to March 16, 2015, will be announced in the convention materials.
Selling/Meeting Outside Exhibit Hall
Those with services and products to sell must do so within the confines of the exhibit hall (or contracted satellite event). If you seek access to/meetings with attendees and are not exhibiting, please contact Brittany Smogoleski at for proper procedure and to ensure compliance with ACCME requirements and exhibit/vendor guidelines.
Exhibitor Reps Attending Educational Sessions
Registered exhibitor reps may pay to attend the main convention courses (Tuesday, April 28 – Thursday, April 30) at a special rate of $300. This does not include any meals. If you wish to attend a pre-conference course, you will need to register as an attendee. Registration for courses MUST be completed prior to March 26, 2015. After this date, exhibitor reps can register as an attendee.
Incentives
UCAOA is offering exhibitors incentives if you bring your clients as new attendees to the convention. Exhibitors will be rewarded one (1) Priority Point for five (5) new attendees (brand new or returning) that have not been to any UCAOA events in the past five (5) years.
Virtual Exhibit Hall
The Virtual Exhibit Hall is the resource for urgent care buyers to research and connect with industry companies, products, and services. This online resource is always accessible!
HOTEL INFORMATION
There is a mandatory two-night reservation per booth. Please email hotel confirmation to prior to April 4, 2015.
EVENT PROPERTY: Hyatt Regency Chicago
151 East Wacker Drive
Chicago, IL 60601
312-565-1234
RESERVATIONS: 888-421-1442
Reservations open December 15, 2014. Please consult the convention web page for reservation links and codes.
GROUP NAME: Urgent Care Association of America or UCAOA
ROOM RATE: $209/night + 16.4% tax (single/double occupancy)
RESERVATION DEADLINE: April 4, 2015 (Room block typically sells out; reserve prior to this date.)
CANCELLATION: One (1) week cancellation notice prior to arrival date required; otherwise,
(1) night’s room + tax will be charged.
CONVENTION PARTNERSHIP/ADVERTISING OPPORTUNITIES
Information will be available soon and posted online for educational grants, sponsorship and partnership opportunities, educational or promotional satellite events, and advertising opportunities.
Visit the Corporate Support Partner web page at www.ucaoa.org//?CSPs to review the program’s benefits and to complete an application today. Partners receive discounts on booth fees, convention advertising and recognition as well as booth signage.
EXHIBIT SERVICES PROVIDER
Shepard Exposition Services | www.ShepardES.com
Exhibitor receiving, shipping and storage; equipment rentals/electrical connections: Please refer to the Shepard Exhibitor Services kit, which will be posted on the web site soon.
FLOOR PLAN
Visit the UCAOA web site to view the floor plan. Please note, food and beverage or social/networking areas could change on site. Booth selection should not be made solely on their location.
PRIORITY POINTS
UCAOA rewards loyal exhibitors that attend our events each year by a Priority Points System. Points are accrued every year that a company exhibits at least one (1) event per year. Points are also received for any financial support provided through convention contributions, Corporate Support Partnerships, Satellite Events, etc. Registration appointments are set for booth selection based on the total number of Priority Points. Details for the Priority Points System are included in the Exhibitor Policies available on the UCAOA web site.
CANCELLATION
Exhibitor cancellation is required in writing to the attention of Brittany Smogoleski at . Cancellations received prior to February 26, 2015 are entitled to refund of paid fees and sponsorships, less 10% admin fee. Cancellations received from February 27 to March 26, 2015 are entitled to a refund of 50% of paid fees and no refund of sponsorships. There will be no refunds of fees or sponsorships after March 26, 2015.
About the Urgent Care Association of America (UCAOA)
The Urgent Care Association of America is a membership association for urgent care health and management professionals, centers and those who support the urgent care industry. UCAOA provides educational programs in clinical care and practice management, offers the monthly Journal of Urgent Care Medicine and maintains an active online presence and member community for the daily exchange of best practices. UCAOA provides leadership, education and resources for the successful practice of urgent care for its members.
About the UCAOA National Urgent Care Convention
The UCAOA National Urgent Care Convention is a 3 ½-day event for the entire urgent care team. Industry pioneers, center owner/operators, business moguls, and marketing experts, offer best practices and real-world knowledge through compelling presentations, high-level debates and hands-on workshops in both clinical and practice management content. Another major draw of the event is the expansive exhibit hall showcasing the urgent care industry’s latest products, services, and technology. Nearly 800 urgent care professionals comprising physicians, midlevel providers, center owners, administrators, and managers, among others, consistently attend this annual event, becoming a conduit of change for their urgent care centers.