2009 Exhibitor Frequently Asked Questions
How much does it cost to exhibit?
A standard inline 10’ x 10’ booth is $2,400.There is an additional $1,200 premium for island booths and a $250 corner premium (charged per corner). The cost to exhibit includes the raw booth space for the duration of the convention. Exhibitors are responsible for providing an acceptable exhibit structure, carpet and furniture.
Will there be other costs associated with my booth and exhibiting?
Additional expenses that you can anticipate include: freight (what ever items you ship to the convention center), drayage (the cost to move materials you ship from the dock to your booth), other booth services (carpeting, booth cleaning, furniture, lead retrieval, floral, photography, telephone, audio-visual, computer rental), travel, hotel, meals, entertainment, marketing, sponsorship and advertising opportunities, and so on.
What’s included with my booth?
- 8’ high back rail, draped
- 3’ high side rails, draped
- 7” x 44” exhibitor ID sign
- Post-convention attendee list for a one-time use only
- Online Vendor & Exhibitor Directories listing assessable to the public from the AHIMA website
- On-site Program Listing including company description and two product category listings
- 5 Exhibit staff badges per 10’ x 10’ booth
- Complimentary admission to all general sessions (exhibitors can register as full conference attendees at a discounted rate of $385)
- Recruiting Table at the Career Center (first come, first served basis)
How many attendees are expected?
We anticipate 4,000 HIM and HIT professionals to be in attendance.
What is the profile of attendees?
See page 3 of the Exhibitor Prospectus
How do I become an exhibitor at the convention?
Once you complete and submit a booth space application with a deposit, the Exhibit Manager will review your application. Based on the locations you have requested, and the spaces that are currently available on the floor plan, the Exhibit Manager will determine the best possible location. Payment will be processed and a confirmation will be sent to the exhibit contact listed on the booth space application. This process takes approximately 1 week.
What is the deadline to submit an application to exhibit?
There is not an official application deadline. All space is sold on a “first come, first served” basis until the show is sold out. We encourage all exhibitors to turn their application in as early as possible to secure the strongest possible location and to allow ample time to market your company prior to the convention.
Am I allowed to share booth space with another company?
Only companies that have a legal agreement outside of the event permitted to share booth space.
Where are the exhibits being held?
Gaylord Texan Resort Hotel and Convention Center
1501 Gaylord Trail
Grapevine, TX 76051
How do I make travel and housing reservations at a discount rate?
Where can I find more information about Grapevine, TX?
Grapevine Convention and Visitors Bureau
What are the event hours?
| Installation Schedule: | Friday, October 2 | 8 a.m. - 5 p.m. |
| Saturday, October 3 | 8 a.m. - 5 p.m. | |
| Sunday, October 4 | 8 a.m. - 5 p.m. | |
| Monday, October 5 | 8 a.m. - 9 a.m. | |
| Open: | Monday, October 5 | 12 noon - 6 p.m. |
| Dedicated Hours*: | Monday, October 5 | 2 p.m. - 3:30 p.m. |
| Tuesday, October 6 | 12:30 p.m. - 5:30 p.m. | |
| Dedicated Hours*: | Tuesday, October 6 | 2 p.m. - 3:30 p.m. |
| Wednesday, October 7 | 9 a.m. - 12 noon | |
| Dedicated Hours*: | Wednesday, October 7 | 10:15 a.m. - 11:15 a.m. |
| Dismantle Schedule: | Wednesday, October 7 | 12 noon - 10 p.m. |
*Dedicated Hours are when there are no other sessions going on at that time
What types of products/services will be displayed in the exhibit hall?
- Accrediation/Certification
- Associations
- Chargemaster Systems/Services
- Chart Products
- Chart Tracking Systems
- Clinical Information Systems
- Coding Products
- Coding Services
- Coding Software
- Compliance
- Consulting
- Data Management Systems/Services
- Deficiency Systems
- Dictation Products/Services
- Digital/Voice Systems
- Disclosure Systems/Services
- Document Management
- Electronic Health Record Systems/Services
- Filing Equipment/Services
- ICD-10
- Imaging Solutions
- Interim/Contract Management
- Master Patient Index Systems/Services
- Microfilm Supplies/Equipment
- Office Equipment/Furniture
- Outsourcing
- Patient Tracking System
- Personal Health Record
- Privacy Solutions
- Professional Services
- Publisher/Publications
- Quality Management Systems/Services
- Recruitment/Job Placement
- Registry Software and Products
- Reimbursement Services
- Release of Information Services
- Security Solutions
- Software/Software Development
- Training/Education
- Transcription Products/Services
- Utilization Management Software/Services
- Web-based Applications