Conference Logistics

On behalf of the entire Healthcare Finance News team and our partner HIMSS, we look forward to having you exhibit at the Healthcare Finance News Virtual Conference & Expo, October 14-15, 2009.  We appreciate your support and anticipate that the marketing value you receive will exceed your expectations. 

Show Hours:
Wednesday, October 14, 2009: 8:00 am – 6:00 pm CST
Thursday, October 15, 2009: 8:00 am – 4:30 pm CST

1) Booth Builder Setup – Build your booth by choosing your booth style and colors, and linking to your video, landing pages, audio, content assets and more.  All booths must be completed by Friday, October 2, 2009 @ 4pm CST

A. System Check – Run the system check as soon as possible to ensure show access.  Test pop-ups and other common system errors.  This will also be included the success kit email.
B. Specification Guide – This document displays the different file types that are accepted in the show. 
C. Booth Best Practices Video – Maximize your experience at the Virtual Conference.  This video covers Best Practices for building your booth, staffing your booth and following up on post-show leads.

2) Company Logo - Please email your logo in a Vector EPS format to Colleen Naliwajko for the Show Guide and for marketing collateral acknowledgement on our Web site. The logo is due upon receipt of contract.

3. Booth Staff List – Please use the attached spreadsheet to register your booth staff for the Virtual Conference.  The list will need to include staff First Name, Last Name, Email address, Username and Password (both of which you will need to assign).  We suggest that you assign the same password to all booth staff or that you use a first letter of first name and last name combination (i.e. cnaliwajko), as the password will be omitted from the confirmation letter that they will receive.  This list will be submitted to InXpo for upload into the system.  It is important that you keep this list for future reference if one of your booth staff loses his or her login information.  Please send you booth staff spreadsheet to Colleen Naliwajko at cnaliwjko@himss.org.   

4) Sponsorship & Booth Ad Specifications and Deadlines – if you are participating in a package that enhances visibility, due dates and specs can be found by visiting this link.

5) Booth Preview Days – These will take place on Tuesday, October 6, 2009 from 12:00pm – 5:00pm CST and on Wednesday, October 7, 2009 from 10:00am – 4:00pm CST 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 staff set up in booth builder and you should make it mandatory for all booth staff to login for the Preview day to test and review the following areas of the show:
1. Chat functionality
2. Group Chat functionality
3. In-Show Email
4. Individual profiles: these should be as complete as possible in advance of the show
5. Content in booth
NOTE:  For issues with chats, please click here.

6) Choose Product and Service Categories - In order to categorize your company’s product and services, please select from the list and email your categories to Greg Foreman.  You may select as many categories that are appropriate for your organization.  Due date is September 23, 2009.

7) Additional Sponsorship 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.

8) Marketing Tool Kit – At HIMSS we realize the overwhelming value of partnerships.  The Marketing Tool Kit is designed to help supply you with all the materials, text and logos you need to market the Healthcare Finance News Virtual Conference & Expo to your audience.

Additional Information

9) 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.

10) Event Open Email, Live Event- Next, you and your booth staff will receive an email the morning of October 14, 2009 that “The Event is Open”. This email will prompt all the booth staff that the live event is open and they need to be ready to staff the booth.

11) Post Show Lead/Data Reports - The day after the live event closes, you and all your booth staff 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.

Please feel free to contact us with any questions or concerns.  We look forward to helping make this virtual event a huge success for you and your company,

Regards,

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