Conference Logistics
Welcome Exhibitors to Virtual Conference, June 9-10, 2009
On behalf of the entire HIMSS team and our partner Healthcare IT News, we look forward to having you exhibit at the HIMSS Virtual Conference & Expo on June 9-10, 2009. We appreciate your support and anticipate that the marketing value you receive will exceed your expectations. Please check back at the end of February for more information regarding Booth Builder Setup and other important dates.
View a video on How to Have a Successful Virtual Show»
Welcome Exhibitors to Virtual Conference, November 19-20:
On behalf of the entire HIMSS team and our partner Healthcare IT News, we look forward to having you exhibit at the HIMSS Virtual Conference & Expo on November 19-20, 2008. We appreciate your support and anticipate that the marketing value you receive will exceed your expectations. Below are links and information to help you start preparing for this virtual event.
1) Booth Builder Setup - Start building your booth with text, links, images and choosing your colors.
Deadline information (All booths must be completed by Friday, November 7 @ 4pm CST)
If you need your username/password, please contact Colleen Naliwajko at cnaliwajko@himss.org
- Booth Best Practices Video - Our technology provider, InXpo, has created this video to help you get MORE out of exhibiting. It explains the Best Practices for building your booth, staffing your booth and following up on the great post show data you will receive. This video will answer many of the questions I am sure you currently have. Please forward the Best Practices video link to all your booth staffers.
- System Check – This should be run as soon as possible to ensure you can access the show and that you don’t have any issues on the show day. This will also be included the success kit email.
- Booth Examples – This link displays booth styles and demonstrates different types of booth content that can be shown in booths.
- Specification Guide – This document displays the different file types that are accepted in the show.
For assistance with booth builder, please contact any of the staff listed with HIMSS or InXpo.
2) Booth Due Date -The due date for having your booth finalized is Friday, November 7 at 4:00 pm CST. Once you sit down and focus on booth building, it could take you as little as an hour to build a customized, high quality booth. It is easy and fun!!
3) Company Logo - Please email your logo in a Vector EPS format to cnaliwajko@himss.org for marketing collateral acknowledgement on our website.
4) Preview Day – The preview day will take place on Thursday, November 13 and will give you and your booth staffers an opportunity to learn about how the event functions. The night before the preview day, you and your booth staffers will get a reminder email about the preview day. It is important that you have all your staffers set up in booth builder and you should make it mandatory for all booth staffers to login for the Preview day to test and review the following areas of the show:
- One-on-One Chats / Private Chats
- Group Chats
- In-Show Email
- Your Entire Booth
- Ensure all of your Booth Staffers are listed
- Update Your Profile
- Visit the Help Booth for additional assistance during the Sneak Preview
5) Sponsorship and Advertising Opportunities -Interested in additional ways to reach your customers and increase booth traffic? Use the link below to learn more about our sponsorship and advertising opportunities, or contact us directly.
6) Product and Service Category Search - In order to categorize your company’s product and services, please select from the list and email Katie O’Brien kobrien@inxpo.com your categories. You may select as many categories that are appropriate for your organization.
7) Exhibitor Success Kit – Shortly before the event, you will receive an email called the “Exhibitor Success Kit”. It will have links to: update your profile, a quick tip guide, a system check tool, and computer tips.
8) Event Open Email, Live Event- Next, you and your booth staffers will receive an email the morning of November 19, 2008 that “The Event is Open”. This email will prompt all the booth staffers that the live event is here and they need to be ready to staff the booth.
9) Post Show Lead/Data Reports - And finally, the day after the live event closes, you and all your booth staffers will receive an email to access the “Post Show Data Portal”. You will be able to download all your chats and emails. You will also get expanded data on who came to your booth, how much time they spent in your booth, what content they reviewed, and more!!! This is the big payoff-extremely; detailed, qualified leads for your sales team to contact.
If you have questions, don’t hesitate to email me or call me us. We look forward to helping make this virtual event a huge success for you and your company,
Please contact us at anytime with questions.
Regards,
| Colleen Naliwajko HIMSS 312-915-9567 cnaliwajko@himss.org |
Virginia Geoghegan |
Katie O’Brien |
FAQ’s:
| Q: How do I receive all of the contact information of the booth visitors? |
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All exhibitors will receive a link to their booth data portal which lists all booth visitors. Additionally, the data portal will include a visitor report that includes the following: amount of time spent in your booth, tabs that viewed booth visitor’s demographic information, address, phone and email. |
| Q: Can I leave my booth and search for my own prospects? |
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Yes, we encourage all exhibitors to designate a booth staffer to communicate with attendees in the lounge encouraging them to visit your booth or engage in general conversations. |
| Q: Do standard booths get the information of every attendee who visits their booth? |
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Yes. |
| Q: What are the cost structures for the booths? |
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Deluxe Exhibit Booth - $10,500 |
| Q: How do you promote this to potential attendees? |
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Through email blasts, HIMSS Membership enews and our web site. |
| Q: Can we see the information immediately of the person we are talking to? (How do we know it’s not a competitor?) |
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Yes, you can click on the individual’s icon and view their profile. |
| Q: Can I download the contacts out of the data portal into an excel file? |
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Yes, the data portal will allow you to export as a csv or xml file that can be converted to Microsoft Excel. |
| Q: Are online conversations recorded anywhere? |
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All of your online conversations will be converted to your personal data portal as your transcripts. |
| Q: Does the attendee list come with e-mail addresses? |
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No, the pre- and post-show attendee list (offered only to Premium exhibitors for purchase) only includes mailing address. Only Deluxe exhibitors will receive email address of all attendees. |
| Q: How do I trouble shoot a chat problem? |
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If you are experiencing problems using the communication features within the show, such as not receiving new message notifications or being unable to send text in a chat window, it may be due to the configuration of your company's network. Certain firewall configurations can prevent the communication features from functioning properly. If you see the following: A yellow flag displays in the chat window, your port 1935 is being blocked and you are using port 80. Please work with your IT department to open RTMP 1935 to allow for fms.inxpo.com, as well as the following addresses:
If you do not see anything when you attempt to chat, all communication is being blocked. |
| Q: What Technical Requirements are required for the Virtual Show? |
On entering the show, a system check is run which will identify computer requirements that need to be addressed to interact with the online show. It is recommended to view the show with the display resolution of 1024 x 768. |
Deadlines:
EXHIBITOR DEADLINE CHECKLIST
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| Date Due | Deliverable | Done |
|---|---|---|
| September 19, 2008 | Exhibitor Agreement received on or before September 19, 2008 (Earns 5 exhibitor priority points) | |
| September 26, 2008 | Full Exhibit Payment by September 26, 2008 (Earns 5 exhibitor priority points) | |
| October 17, 2008 | Space Reservations Due | |
| October 24, 2008 | Final Exhibit Payment Due | |
| October 27, 2008 | Pre-Show Attendee mailing list delivered to Deluxe Exhibitors (Premium exhibitors if purchased) | |
| November 5, 2008 | Graphics and Logos Due for Sponsorships: Please email your logo in a Vector EPS format to Colleen at cnaliwajko@himss.org | |
| November 7, 2008 | Booth Staff Entered in Booth Builder Due | |
| November 7, 2008 | Products & Services Categories Due & Please Complete Form in Booth Builder | |
| November 7, 2008 | Completed Booth Due Booth Builder Closes at 4pm (CST) | |
| November 13, 2008 | Exhibitor Booth Preview Day 9am – 3pm (CST) | |
| November 19-20, 2008 | VIRTUAL CONFERENCE & EXPO | |
| December 1, 2008 | Post-Show Attendee mailing list delivered to Deluxe Exhibitors (Premium exhibitors if purchased) | |
| December 12, 2008 | Exhibitor Survey Due (Earns 5 exhibitor priority points) | |
Download the Sponsorship/Advertising Specifications
Download the Attendee Rental Information List and Order Form
Top 10 Exhibitor Tips:
Maximize your exhibitor experience:
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Contact Information
For inquiries, please contact the VCE Exhibit Service team:
Katie O'Brien
Production Assistant
kobrien@inxpo.com
312.962.3755
Virginia Geoghegan
Associate Manager of Exhibit Services
HIMSS
734-477-0855
vgeoghegan@himss.org