Florida Hospice & Palliative Care Association
Exhibitor and Sponsor
Prospectus
30th Annual Forum
Clinical End-of-Life Conference
May 21 & 22, 2015
Hilton Orlando
Orlando, Florida
Forum 2015 is your canvas, be inspired.
More than 350 hospice leaders, including Florida Hospice & Palliative Care Association (FHPCA)
board members, nurses, social workers, chaplains, and finance professionals from around the state
and throughout the region will be in attendance.
These professionals are responsible for treating upwards of 100,000 patients each year and work for
some of the largest hospices in the country.
FHPCA Provider Members are
Different:
• Some of largest hospice programs in the country are members of FHPCA
• Average Daily Census range from 20 – 1,500
• Innovative programs with varying needs
• All provide some kind of ancillary service for patients and families
Exhibiting at Forum means you can reach
key leaders and hundreds of clinicians in end-of-life care.
What past attendees have said about Forum:
“This was a wonderful conference! I really enjoyed
the speakers, the modules, and networking
with local and other vendors.”
“I had a great time, and actually enjoyed this more
than I enjoyed the National Conference that was
held in Orlando two years ago. Thank you.”
“This conference was relevant, interesting, and
informative. I brought home a LOT of information
that I can put into practice right away!”
“This was my first Forum and I am excited to
attend again next year even if I have to
pay for it myself.”
Bring Your Brand Into The Foreground
Network with Florida Leaders
Forum begins with an exclusive reception for our exhibitors and sponsors with the
executive leaders from Florida’s hospices. Don’t miss this opportunity to make a name
for yourself and your company. These leaders will be on the show floor the next
morning, which is a great opportunity to follow up and make your first impression last.
Put Your Products or Service in the Hands of Users
More than 350 clinicians and practitioners will be walking the show floor during
FHPCA’s two-day Forum. Think of creative ways to demonstrate what makes your
company the best and prove it to the people who put your expertise to use in the
field.
Leave a Lasting Impression
Make sure that attendees remember you long after they leave your booth. Sponsor
one of our awards so they associate your brand with excellence or put your logo on
our conference materials so attendees will remember you every time they drink from
their water bottle or reference their handouts.
Key Dates - Don’t Miss These Deadlines!
Early Bird Cut-Off is Friday, February 27, 2015. Reserve your booth before the cut-off for the best rate!
The advertising deadline is Friday, April 24, 2015. All payment and copy must be submitted by this date in order to
appear in the conference brochure. Send your ad in earlier to maximize your free advertising on our conference
website!
Exhibit Hall
Planned to Maximize Your Exposure Again and Again
The exhibit space is located at the heart of Forum, with breaks, sessions and social events happening on or
adjacent to the show floor. Conference breaks are similar to the office water cooler; attendees congregate to meet
and chat over refreshments. You can join in these conversations and make connections. We scatter these “water
cooler sessions” around the floor to draw attendees around the room and close to your booth. This trade show
isn’t tucked in a far-off corner, but rather central to key events happening throughout the day.
Schedule of Events ( Times are subject to change)
Wednesday, May 20, 2015
2:00PM – 5:00PM Exhibit Load-In
5:00PM – 7:00PM Exhibitor & Board of Directors VIP Reception
Thursday, May 21, 2015
8:00AM – 5:30PM Exhibit Hall Open
8:00AM Continental Breakfast Served on Show Floor
10:00AM AM Break on Show Floor
11:45AM Awards of Excellence Lunch
5:30PM Culture & Cocktails Gallery Opening (Orange Lobby)
Friday, May 22, 2015
8:00AM – 12:00PM Exhibit Hall Open
8:00AM Continental Breakfast Served on Show Floor
10:15AM AM Break on Show Floor
12:00PM Lunch
1:30PM –3:30PM Exhibit Load-Out
Culture & Cocktails
Gallery Opening and Drinks with Attendees
You’ve been working hard at your exhibit station all day – now it’s time to step away from that booth, unwind and
visit with attendees in our Gallery Opening. Network and mingle with attendees in a relaxed environment, sample
some delicious appetizers and sip a drink, all while enjoying the freedom to move about the lounge.
Exhibit
Draw Them In
Exhibitor fees include a 10x10 booth, table, two chairs, waste basket, basic signage, seven customized drink
tickets with your company’s logo for the Thursday Evening Culture & Cocktails Party (to be distributed to
attendees) and admission to the show floor for up to two company representatives.
Booth
Early Bird (before 2/27/15)
Standard (after 2/27/15)
FHPCA Member
Non-Member
Non-Profit (limited availability)
$1,250
$1,800
$750
$1,500
$2,100
$1,250
Exhibit Hall Art Gallery
This year we are turning the Exhibit Hall into an art gallery, and each booth will display a work of art. Exhibitors are
welcome to either host one of our hospice program member’s artwork or supply one from their company.
Badge Scanning
Exhibitors will now have the chance to be volunteer badge scanners for sessions. This is a great opportunity for
those wishing for more face time with attendees, to get involved, or simply to see attendees’ names and titles.
Advertise
Reach your target audience and direct attendees to your booth – advertise in the Forum Conference Booklet,
distributed to all attendees at the 2015 Forum, plus promote your support in advance when you receive a FREE
duplicate ad on our conference website.
FHPCA Member Exhibitor
FHPCA Member
Non-Member Exhibitor
Non-Member
Full Page
(8.5” x 5.5”)
$250
$300
$325
$350
Half Page
(4.25” x 5.5”)
$175
$225
$250
$275
Quarter Page
(4.25 x 2.75”)
$125
$175
$200
$225
Specifications:
• Files must be print-ready and submitted as high-resolution .pdf or .eps formats with fonts embedded.
• Press-optimized .pdf files preferred. Resolution must be at least 300dpi.
• All advertisements must be right-reading.
• Files submitted in other formats or files requiring retouching or reformatting may incur additional fees.
Sponsor
Collaborate with FHPCA and stand out from the crowd! Sponsorship is your chance to increase your visibility and
exposure. Sponsor an award, an event or an item at the Forum. Visit http://floridahospices.org/forum/exhibitorssponsors to see what sponsorships are currently available.
Special Event Sponsorship
Each sponsorship includes signage with your logo, acknowledgement in the Forum Program and on the Forum
website, as well as the opportunity to address attendees from the dais during the conference.
Continental Breakfast Sponsor
Thursday
Friday
Thursday Awards of Excellence Luncheon Sponsor
$1,000
$1,000
$2,500
Thursday Evening “Culture & Cocktails” Sponsor
Gold
Silver
Bronze
$2,500
$1,500
$500
Thursday AM
Thursday PM
Friday AM
$1,000
$1,000
$1,000
Break Sponsor
Friday Luncheon Sponsor
$2,500
Executive Roundtable Sponsor
$2,500
$2,500
Live Art Performance Sponsor
$1,000
Wednesday Evening VIP Reception Sponsor
$2,500
Awards of Excellence Sponsorship
Each sponsorship includes your logo and acknowledgement in the Awards of Excellence Luncheon program as
well as the opportunity to announce the winner of the award from the stage. Even if you are not sponsoring an
award, join us for this annual awards program. This lunch is a great time to spend extended time with a small
group of attendees while enjoying conversation and celebration.
Individual Awards (sponsor one of the following)
• Excellence in Interdisciplinary Practice Award
• Barbara Janosko Excellence In Leadership Award
• Hospice Story Award
• Catalyst Award
Program Awards (sponsor one of the following)
• Excellence in Program Innovation Award – Community Outreach
• Excellence in Program Innovation Award – Clinical Practice
• Synergy Award
$750
$750
$750
$750
$1,000
$1,000
$1,000
Other Sponsorship Opportunities
FHPCA is happy to customize a sponsorship opportunity to suit your goals and budget. Contact us for more
information. Here are successful sponsorships we have used in the past:
Reusable Water Bottle Sponsor
$1,000
Padfolio Sponsor
$2,500
Book Jacket Sponsor
Put your stamp on this giveaway by adding your logo to the front cover of a book, included in every
conference bag!
Conference Bag Sponsor
See you logo on the arm of every conference attendee with the conference bag sponsorship.
$4,000
Retractable Badge Sponsor
$2,500
Conference Recording Sponsor
$5,000
Recordings of plenary and concurrent sessions will be available for purchase after the Forum. Sponsor our
recordings and your customized greeting will air at the beginning of each cd or download sold.
$5,000
Conference Bag Insert
Variable
Contact us at:
Member Services: 877-783-1922
Jessica Hughes, COO: [email protected]
Website: www.floridahospices.org/forum
FHPCA 2015 Forum
EXHIBITOR & SPONSOR APPLICATION FORM
May 21 & 22, 2015 | Hilton Orlando
6001 Destination Parkway, Orlando, FL 32819
GENERAL INFORMATION
Company Name:
Primary Contact Name:
Email:
This person will receive all information regarding the details of exhibiting at the 2015 Forum, including billing information, booth assignment, etc.
Address:
City:
Phone:
Email:
Marketing Contact Name:
State:
Zip:
Fax:
Website:
Email:
This person will work with FHPCA on all marketing related enterprises.
I was referred by:
EXHIBITION FEES
Exhibitor fees include a 10x10 booth, table, two chairs, waste basket, basic signage, admission to the show floor for up to two company representatives, and seven
customized drink tickets with your company’s logo.
Member
10x10 Booth
Early Bird (Before 2/27/15)
¨ $1,250
Booth Representative #1
Name:
Email:
Booth Representative #2
Name:
Email:
Non-Member
Regular (After 2/27/15)
¨ $1,500
Early Bird (Before 2/27/15)
¨ $1,800
Regular (After 2/27/15)
¨ $2,100
Title:
Title:
Additional representatives from your company are welcome to attend, but they must purchase a Floor Pass ($99 per person) prior to the conference.
Provide each additional representative’s name, title and email to Holly Sinco, Member Services Coordinator, at 877-783-1922 or
[email protected] with. Floor passes will NOT be sold separate from a booth purchase.
# of Additional Representatives:
Logo Drink Tickets
Thursday Luncheon
Purchase additional customized drink tickets to handout to the
attendees for use at the Thursday Night Cocktail Party.
¨ $35 (7 tickets)
¨ $150 (30 tickets)
¨ $75 (15 tickets)
¨ $250 (50 tickets)
How many representatives will attend the Awards of Excellence Luncheon on Thursday?
¨ 0 ¨ 1 ¨ 2 ¨ 3 ¨ 4 ¨ Other _________
The Awards Luncheon is included in your registration fee but in order to ensure there is enough food we must know how many will be in attendance. Walk-ins cannot
be accommodated.
TOTAL EXHIBITION FEES:
Booth Fee:
Additional Booth Reps - $99 per addition:
Drink Tickets:
Lunch:
TOTAL:
Included in registration
Please Note: Attempting to bypass the exhibiting registration process with the intent to solicit, sell,
or approach Forum attendees is strictly prohibited and will result in expulsion from the conference.
SPONSORSHIP OPPORTUNITIES
Check off on the sponsorship you wish to purchase.
☐ VIP Reception Sponsor - $2,500
Kick off Forum by hosting FHPCA Board of Directors, their leadership, exhibitors, and sponsors at this exclusive VIP reception.
☐ Executive Roundtable Sponsor - $5,000
Sponsor this special educational event just for FHPCA Board of Directors and their leadership team. Event occurs on Thursday. This
sponsorship may be split into two, contact our office for more information.
☐ Awards of Excellence Luncheon Sponsor - $2,500
Get in front of hundreds of hospice leaders, clinicians and end of life partners by sponsoring this exciting event celebrating excellence in
hospice.
Awards of Excellence Sponsorships
Celebrate those who make hospice great by sponsoring one or more of the awards below. Winners will receive a beautiful award and a cash
prize. Award sponsors will also have the opportunity to present the award to the winner.
Individual Awards Sponsor
Excellence in Interdisciplinary Practice Award
Barbara Janosko Excellence in Leadership Award
Hospice Story Award
Catalyst Award
☐
☐
☐
☐
$750
$750
$750
$750
Program Awards Sponsor
Excellence in Program Innovation Award -Community Outreach
Excellence in Program Innovation Award - Clinical Practice
Synergy Award
☐
☐
☐
$1000
$1000
$1000
☐ Thursday Cocktail Party Sponsor - Gold $2,500 | Silver $1,500 | Bronze $500
(Circle the level you wish sponsor.)
Help Forum attendees relax and socialize after a long day of learning by sponsoring this fun evening event.
☐
Continental Breakfast Sponsor - Thursday $1,000 | Friday $1,000 (Circle the day you wish sponsor.)
☐
Break Sponsor - Thursday AM $1,000 | Thursday PM $1,000 | Friday AM $1,000 (Circle the break you wish sponsor.)
☐
Live Art Performance Sponsor - $1,000
Support hospice and the arts by sponsoring this exciting live event.
☐
Friday Luncheon Sponsor - $2,500
☐
Book Jacket Sponsor
$5,000
Put your stamp on this giveaway by adding your logo to the front cover of a book, included in every conference bag!
☐
Conference Recording Sponsor
$5,000
Sponsor our recordings and your customized greeting will air at the beginning of each cd or download sold.
☐
Bag Sponsor
$4,000
☐
Padfolio Sponsor
$2,500
☐
Retractable Badge Sponsor
$2,500
☐
Reusable Water Bottle Sponsor
$1,000
☐
Conference Bag Insert Sponsor
Variable
PAYMENT
Amount of payment:
Payment Method:
EXHIBITION FEES ______________ + SPONSORSHIP ______________ = TOTAL: _________________________
Check Enclosed*
Credit Card:
VISA
Mastercard
Credit Card Number: __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __
AmEx
Discover
Exp. Date:
Code:
Cardholder Name:
CC Billing Address:
CC Phone Number:
*Make checks payable to Florida Hospice & Palliative Care Association
TERMS OF CONTRACT
These rules and regulations are a part of the contract between Florida Hospice & Palliative Care Association (FHPCA) and the
Exhibitor Company (Exhibitor). Signature on this form constitutes agreement with all rules and regulations. Interpretation of all rules and
regulations is the responsibility of FHPCA management. Decisions by management are final.
Payment for Space: All applications must be
accompanied by payment. Access to the exhibit hall will
not be permitted unless all fees are paid in full before the
event occurs.
Booth Personnel: Exhibitor registration includes
admission for up to two company representatives.
Additional representatives must purchase a floor pass in
order to participate in the Forum tradeshow or any
associated events. Floor passes are NOT available for
purchase separate from a booth.
Attempting to bypass the exhibiting registration
process with the intent to solicit, sell, or approach
Forum attendees is strictly prohibited and will result
in expulsion from the conference.
Cancellation Policy: Sponsors requesting cancellation
of registration and providing written notice to the FHPCA
office no later than April 1, 2015 are eligible for a 50%
refund. Cancellations received after April 1, 2015 will not
receive a refund.
Installation of Exhibits: Exhibitor registration will be
open between the hours of 2:00 PM and 5:00 PM on
Wednesday, May 20, 2015. Any exhibit space not
occupied by 5:00 PM on May 20th will be considered
forfeited by the exhibitor and no refund shall be paid.
FHPCA may reassign such space at their discretion
without any obligation to the exhibitor.
Dismantling of Exhibits: The Exhibit Hall will close at
1:30 PM on Friday, May 22, 2015. Since the closing
plenary session will be occurring in the Exhibit Hall on
Friday, Exhibitors are asked not to dismantle before 1:30
PM.
Acceptability of Exhibits: All exhibitors must serve the
interest of the conference attendees and shall be
operated in a way that will not detract from the
conference as a whole. FHPCA reserves the right to
refuse or require the withdrawal of any exhibitor which it
deems objectionable to its purpose and to prohibit
anything that, in its sole judgment, may be deemed to
detract from the show in general.
Fire, Safety and Health Regulations: The Exhibitor
agrees to comply with all local, city and state laws,
ordinances and regulations for fire, safety and health.
Arrangement of booth shall not hinder traffic flow through
aisles. No combustible materials may be stored in or
around the exhibit. All food and beverage items must be
supplied through the conference venue (Orlando Hilton)
and no outside items are permitted without express
written permission from FHPCA management and the
conference venue.
Immunity from Liability: It is agreed that neither
FHPCA nor its host venue shall be liable for any damage
to, or destruction of any exhibit (or part of the exhibit),
artwork, or disappearance of any exhibit (or part) or any
property contained in and about the exhibit area. The
Exhibitor agrees to hold harmless FHPCA and host
venue and their employees and representatives from
and against all liability for damage, injury, costs, or loss
to all persons and claims arising out of or resulting from
exhibitor’s use and occupancy of the exhibit area at the
venue or any part thereof.
Non-Discrimination Clause: The Exhibitor has a policy
of non-discrimination based on race, gender, ethnicity,
sexual orientation, religion, disability and age.
Use of Space: Exhibitors may not assign, sublet or
share with any other company the space they have been
allotted with out prior consent from FHPCA
management. Exhibitors must confine their exhibit within
their assigned booth unless arrangements are made for
additional tables or space. Amplifying devices that
project sound beyond the exhibitor’s booth are
prohibited.
Authorization: I have read and agree to comply with the terms of this contract.
______________________________________________
Signature of Exhibitor’s Authorized Representative
______________________
Date