HIMSS23 First Time Exhibitor - Tips & Tricks
Join our webinar to learn essential tips and tricks for first-time exhibitors at HIMSS23. Get insights on key dates, conference layout, exhibitor dashboard, marketing toolkit, and more!
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HIMSS23 First Time Exhibitor Tips & Tricks February 7th, 2023
Welcome Your line was muted when you joined the call This webinar will be recorded 2
Welcome Melissa Householder Events Lead, Exhibit Services Allison Hill Events Lead, Exhibit Services 3
Agenda HIMSS23 Key dates & Overview HIMSS23 Conference Layout Exhibitor Dashboard Directory Listing Checklist Registration Upgrade your profile! Enhanced Listing! Profile Features Conference Website Service Manual Material Handling Certificate of Insurance Exhibitor Schedule Exhibitor Registration process (onsite) Housing onPeak Priority Points 4
Key Dates Global Health Conference & Exhibition April 17-21 (Monday Friday) McCormick Place Convention Center Preconference Forums & Opening Reception Monday, April 17 Opening Keynote Tuesday, April 18 (YES, YOU can attend with your EXHIBITOR BADGE!) Exhibition Dates: April 18-20 (Tuesday Thursday) 5
HIMSS23 Conference Layout 6
Exhibitor Dashboard https://himss23.exh.mapyourshow.com/6_0 /login.cfm 7
Exhibitor Dashboard Continued https://himss23.exh.mapyourshow.com/6_0 /login.cfm 8
How to Best Market your Presence Marketing Toolkit Enhanced Listing HIMSS23 Marketing Toolkit https://www.himss.org/global-conference/exhibition-information-exhibitors/toolkit 9
Information for Exhibitors https://www.himss.org/global-conference 10
Service Manual https://www.himss.org/global-conference/service-manual 11
Who Does What?! Who Does What?! Section 3: Service Providers Section 3: Service Providers https://www.himss.org/sites/hde/files/2022-12/contact-list-v2.pdf Service Manual 12
Material Handling Freeman- Material Handling- WHAT IS THIS? Defined-Unloading exhibit materials off trucking company and delivering to booth, storing empty boxes, crates, skids through out show, loading packaged materials onto designated carrier for outbound shipment Cost- Material Handling is based on CWT - per 100lbs weight (200lbs minimum). Your shipment is weighted at the dock, and this determines the respective fees for these labor services Rates Sheet Actions: Supply Freeman with a method of payment: https://www.freemanco.com/forms/513407/0_MOP.pdf?showID=513407 Fill out the outbound shipping form- this helps prepare the post show Material Handling Agreement if you do not do this in advanced you will need to obtain a Material Handling Agreement onsite by visiting one of the Freeman Service; South building, Hall B, below the food court OR North building, Hall A at the rear of the 7400 aisle Post show- Pack your items, label your materials (supplied by Freeman with the Material Handling Agreement), RETURN the Material Handling Agreement to the Freeman Service Center. This agreement is a document that communicates to Freeman how many pieces they are picking up from your booth space and the designated carrier they are legally allowed to load your materials on to. 13
Shipping Transport of your materials from your origin to the shipping dock of the advance warehouse or event venue before the show. Transport of your materials from the event venue to your destination after the show. Material Handling Transport of your materials from the shipping dock of the advance warehouse or event venue to your exhibit space. Storage of empty containers. Transport of your materials from your exhibit space to the transportation vehicle. 14
Certificate of Insurance (COI) Process for HIMSS23! This year exhibitors will email their COI to sales@rainprotection.net. Each exhibiting company must show proof of insurance in order to exhibit at HIMSS23 If questions, contact exhibitor@himss.org Process for HIMSS23! Exhibitor Checklist Due BEFORE 4/02/2023 Service Manual 15
Exhibitor Registration Opens Onsite Sunday, April 16that 10:00am (cst) Exhibit Schedule HIMSS23 Exhibit Hours: Tuesday, April 18th10:00am 6:00pm Wednesday, April 19th9:30am 6:00pm Thursday, April 20th9:30am 4:00pm Move in Based on target move-in plan https://www.himss.org/sites/hde/files/target-move-in- map.pdf 16
Exhibitor Registration process Pick up badge holders onsite (Registration S100 & North level 2) Individuals will be able to pick up badges in the following hotel lobbies: Hyatt McCormick Place & Marriott Marquis Recommend registering all staff, clients, EAC s and exhibitor conference pass online before arriving onsite. Registration Webinar Recorded Version | Slide Deck 17
Housing onPeak onPeak- is the Official Housing Contractor - Several posing companies- do not book housing with anyone other than onPeak! Benefits Complimentary in-room WiFi Shuttle service to/from McCormick Place Convention Center Competitive room rates at the lowest negotiated pricing Earn priority points Dedicated HIMSS housing customer service support from onPeak Housing Webinar Recorded Version | Slide Deck 18
Every time you complete your task you are awarded exhibitor priority points. Priority Points are received throughout the year by completing tasks by certain due dates. These points accumulate over the year and when it comes time to select your booth space for conference you are given a date/time based on your priority point order. Priority Points The more points you have the better date/time you will receive for next conference booth selection. Learn how to earn priority points 19
Miscellaneous 1 1 3 3 Newsletter Shuttle Bus Routes Delivered second Tuesday of each month Each hotel on HIMSS block Floor Managers 4 4 Attendee List 2 2 Extension of our team Only available to Diamond, Emerald, Platinum, Corporate members for purchase Does note include contact information Do not purchase exhibitor list form anyone lese they are a scam! 5 5 Booth Selection HIMSS24 Booth Selection Informational Webinar March 9th Register Today! 20
HIMSS24 HIMSS24 Save the Dates! Save the Dates! Orlando, FL March 11-15, 2024 Exhibit Dates: March 12-14 Orange County Convention Center HIMSS24 Booth Selection Timeline February 27 March 1 Anchor Selection March 9 Booth Selection Informational Webinar March 20 31 Top 250 Selection (virtual) April 17 20 Onsite Selection at HIMSS23 (Chicago) Booth Selection Informational Webinar Register Today! 21
Questions? exhibitors@himss.org 22
