SPONSOR PROSPECTUSSep 11, 2019 · Sponsorship Opportunities (pick one): • Monday Continental...

NCHICA 25th Annual Conference September 16-17, 2019

Benton Convention CenterWinston-Salem, NC

SPONSORPROSPECTUS

NCHICA w 3200 NC Hwy 54, Cape Fear Bldg, Suite 200 w Research Triangle Park, NC 27709-3048 w www.nchica.org

2018 Attendees by Healthcare Industry Sector

2018 Atendees by Role in Purchasing Decisions

NCHICA is a nonprofit consortium dedicated to accelerating the transformation of the U.S. healthcare system through the effective use

of information technology, informatics and analytics. Our members represent the diverse sectors of the healthcare industry.

We invite you to showcase your company’s products and services at NCHICA’s 25th Annual Conference, scheduled for September 16-17, 2019

at the Benton Convention Center in Winston-Salem, NC. The conference will draw attendees from across the country and provide

you with numerous opportunities to make one-on-one contacts with key decision makers from the healthcare industry.

Maximize your event ROI by taking advantage of the exhibit, speaking, engagement and marketing opportunities available to you as an

NCHICA Annual Conference Sponsor!

2018 Atendees by State

health system42%

healthcare provider

2%

payer4%

public health agency

6%

HIE4%

research4%

solution provider

27%

academic5%

nonprofit6%

0

20

40

60

80

100

120

WHY SPONSOR AT THE NCHICA ANNUAL CONFERENCE?

“The NCHICA conference consistently offers the highest quality sessions, the opportunity to network with peers and healthcare experts, and the ability to meet with world-class vendors.”

~2017 Conference Attendee

“NCHICA continues to provide an outstanding educational event with timely topics and presentations from national experts. The excellent networking opportunities with peers and business partners increased the value of the event.” ~2016 Conference Attendee

“A rigorous conference that rewards you with health IT information and contacts to empower your organization.”


“NCHICA provides a unique platform and an opportunity to network with professionals from different organizations who are involved in shaping the future of health care in this country.”~2014 Conference Attendee

“There is no other place that you can hear the critical issues happening in the North Carolina healthcare and technology world like NCHICA’s Annual Conference. The quality of the programming is matched only by the quality of the conversations you can have with other attendees.”


“Cost of admission to the conference, economical. Cost of ability to network with peers and discuss related challenges, priceless.”~2012 Conference Attendee

TOP TEN REASONS TO SPONSOR1. The conference draws an audience of over 300 healthcare IT professionals

from across the United States.2. The agenda features scheduled breaks in the Exhibit Hallway each day.3. The Exhibit Hallway is centrally located on the same floor as the educational

sessions.4. There will be games and prizes to drive traffic to your table.5. Your organization will be listed on the conference website and app.6. You will receive the attendee list after the conference for post-event

marketing.7. All sponsorships include complimentary passes for your staff for admittance

to all meals and educational sessions.8. You can connect with attendees during the conference via email and text

through the event app.9. Diamond, Platinum and Gold level sponsorships feature speaking

opportunities.10. Diamond, Platinum and Gold level sponsorships feature access to the VIP

Lounge.

IMPORTANT KEY DATES February 28 Abstract submission deadlineMay 31 Exhibit early rate deadlineJune 17 Conference registration opensAugust 18 Hotel reservation room block deadlineAugust 18 Conference registration early rate deadlineAugust 23 Deadline for sponsorship applications or cancellationsSeptember 6 Deadline for sponsor attendee registrations (fees start to apply)September 16 Exhibit Table setup and check-in 6:30-7:30 amSeptember 16 Exhibit Hall opens 7:30 amSeptember 17 Exhibitor move-out 3:30-5:30 pm

“The NCHICA Conference always provides the best educational sessions and networking events. It’s the only conference I go to now!”~2018 Conference Attendee

DIAMOND LEVEL (6 available) 1 left $15,000 A customized package to include:• A dedicated Roundtable Session• Partnership with NCHICA to develop content & format• Response Panel at C-Suite IT Reverse Pitch Plenary Session• Exhibit booth in plenary session room• Interview of company reps on NCHICA Healthcare IT Trends Buzz Podcast• 1 invitation to NCHICA Executive Lunch• VIP Lounge access• Pre-conference & post-conference attendee list (receipt 2 weeks prior/1 week after)• Additional benefits to be discussed with sponsor

PLATINUM LEVEL (4 available) $8,000 NCHICA member/$10,000 non-memberSponsorship Opportunities (pick one):• Monday Continental Breakfast• Monday Lunch• Tuesday Continental Breakfast• Tuesday LunchSpeaking Opportunities:• 5-minute speaking slot at Lightning Talk Plenary Session (speaker MUST attend

planning call and submit slide deck by deadline)• C-Suite IT Reverse Pitch Plenary SessionEngagement Opportunities: • 4 full conference passes for staff • VIP Lounge access• 1 invitation to NCHICA Executive Lunch• Participate in Scavenger Hunt and drive traffic to your exhibit tableMarketing Opportunities:• Corner exhibit table in Exhibit Hallway (includes 6 ft. table, 2 chairs, Wi-Fi,

electricity)• Recognition as Platinum Level Sponsor on conference website and mobile app• Recognition as meal sponsor on event signage• Promotional material seat drop at sponsored meal • Staff badges with sponsor recognition• Pre-conference social media marketing• Pre-conference & post-conference attendee list (receipt 2 weeks prior/1 week after)

SPONSORSHIP LEVEL DESCRIPTIONSGOLD LEVEL (5 available) $5,000 NCHICA member/$7,000 non-memberSpeaking Opportunity:• 5-minute speaking slot at Lightning Talk Plenary Session (speaker MUST attend

planning call and submit slide deck by deadline)Engagement Opportunities: • 2 full conference passes for staff • VIP Lounge access• Participate in Scavenger Hunt and drive traffic to your exhibit tableMarketing Opportunities:• Exhibit table in Exhibit Hallway (includes 6 ft. table, 2 chairs, Wi-Fi, electricity)• Recognition as Gold Level Sponsor on conference website and mobile app• Staff badges with sponsor recognition• Pre-conference social media marketing• Pre-conference & post-conference attendee list (receipt 2 weeks prior/1 week after) SILVER LEVEL $3,500 NCHICA member/$4,500 non-memberSponsorship Opportunities (pick one):• NCHICA 25th Anniversary Photo Booth• Lanyards• Conference Mobile App• NCHICA 25th Anniversary centerpiecesEngagement Opportunity: • 1 full conference pass for staff Marketing Opportunities:• Recognition as Silver Level Sponsor on conference website and mobile app• Staff badges with sponsor recognition• Post conference attendee list (receipt 1 week after)

EXHIBIT ONLY (11 available) $1,600 NCHICA member/$2,000 non-member (thru May 31) $2,000 NCHICA member/$2,500 non-member (after May 31)Engagement Opportunities:• 2 full conference passes for staff• Participate in Scavenger Hunt and drive traffic to your exhibit table Marketing Opportunities:• Exhibit table in Exhibit Hallway (includes 6 ft. table, 2 chairs, Wi-Fi, electricity)• Recognition as Exhibitor on conference website and mobile app• Staff badges with exhibitor recognition• Post-conference attendee list (receipt 1 week after)

SPONSORSHIP LEVELS & BENEFITS Diamond$15,000

Platinum$8K mbr $10K non

Gold$5K mbr $7K non

Silver$3.5K mbr $4.5K non

Exhibit Only$1.6K mbr$2K non

Exhibit Exhibit Booth or Table l l l l

Speaking Opportunities

Roundtable Breakout Session l

C-Suite IT Reverse PItch Plenary Session l l

Lightning Talk Plenary Presentation l l

Engagement Opportunities

Full Conference Pass(es) l l l l l

Participate in Scavenger Hunt l l l l

VIP Lounge Access l l l

Executive Lunch l l

Reserved Table at Meals l

Marketing Opportunities

Pre-conference attendee list l l l

Post-conference attendee list l l l l l

Listing in website and app l l l l l

Pre-conference Social Media Promotion l l l

Pre-conference Podcast Interview l

Logo projected on stage in Plenary Sessions l

Recognition in Welcome Remarks l

Dedicated email blast to attendees l

Breakfast or Lunch l

Photo Booth, Lanyards, Mobile App, Centerpieces or VIP Lounge

l

SPONSORSHIP LEVELS AT-A-GLANCE

Lightning TalkThis plenary session will feature six 5-minute talks from Platinum and Gold level sponsors on a specific topic chosen by NCHICA. The session is designed to be fast-paced and engaging.

Executive LunchThis invitation-only luncheon on Monday will allow Diamond and Platinum level sponsors to meet one-on-one with NCHICA board members, CIOs, CMIOs, and other healthcare IT executives.

VIP LoungeThe VIP Lounge is an exclusive place for VIPs to take a break. Passes to the VIP Lounge will be provided to Diamond, Platinum and Gold and level sponsors, as well as NCHICA Board members, speakers and other select guests.

NCHICA EXHIBIT HALL LAYOUT

Platinum Tables: 1, 2, 5, 6Gold & Exhibit Only Tables: 3, 4, 7-20

SPONSOR FAQsRECOMMENDATIONS FOR A SUCCESSFUL EXPERIENCE

1. Attend Educational SessionsThe NCHICA Annual Conference features educational sessions on a variety of healthcare IT topics. We encourage your staff to attend sessions that pertain to your areas of interest and learn what your peers are doing, best practices, lessons learned, or ways your company can help.

2. Influencers Wanted!Send staff members that have influence into how your products are developed and can provide high level expertise on those products and services. A mix of product engineering and product sales is recommended to get well rounded engagement at the conference.

3. Network, Network, NetworkThe best way to get in front of the decision makers is to go where they go. Attendee lists are provided to every attendee in advance of the conference. Get acquainted with our attendees and locate where they are during the conference. Sit with them during a session or at lunch, find them in a networking area, and join them in one of the off-site activities on Monday night. If they don’t have time to chat, be sure to entice them to come to your exhibit booth by providing pre-made cards with your exhibit booth number and company name on them. Remember, they won’t know unless you ask!

4. Create a Welcoming SpaceWe all know everyone loves free stuff, but as an attendee, if the exhibit space is not welcoming, a free pen isn’t worth the approach. Be sure to stay engaged in the conference. So many times we have heard that an attendee didn’t approach a booth in the exhibit hall because the exhibit staff looked really busy on their computer or a phone call. Be prepared to interact with every “potential client” during exhibit hall hours.

5. Engage in Post-Conference ActivitiesNow that you have met and engaged with attendees at the NCHICA Annual Conference, we encourage you to continue those conversations in a neutral forum at NCHICA. Members have access to workgroups and roundtables that represent the interests of the many sectors of the healthcare community. If you are not already participating in a workgroup, contact [email protected] to get started!

Can we speak at the conference?Yes! If your company submitted an abstract that was not chosen for the educational sessions, we do offer speaking opportunities in the Diamond, Platinum and Gold sponsorship packages. Although we strictly prohibit sales presentations, we recommend you share your thought leadership, unique research, or innovative case studies.

Can we sponsor the conference if we have a session presenter?Absolutely! One of the best ways to increase your ROI is to have conference attendees visit you in the exhibit hall after your session, or to have a way to catch attendees that missed your session.

May sponsors attend the conference educational sessions?Yes! Each sponsorship package contains at least one complimentary conference pass, that includes admission to all sessions. We recommend all sponsors attend at least one educational session each day.

How many leads will I get?We cannot guarantee numbers – but we are sure that our attendees are interested in the event topics because most pay to attend – so if your service relates well to the confer-ence, you should find an interested and motivated audience.

Can we share our exhibit booth/table with another company?There is a 35% surcharge for sharing your exhibit space. Please see “Co-branding Policy” in the Sponsor Terms and Conditions for more information.

How do I drop off my exhibit table materials?Load In/Out Instructions from the Convention Center entrance:• From Cherry Street turn left onto Fifth Street.• Loading zone on the right, in front of Benton Convention Center entrance.Load In/Out Instructions for the Sixth-Cherry Trade Parking Deck:• The Sixth-Cherry Trade Parking Deck is located at 527 N Cherry Street (adjacent to

the Convention Center).• Upon parking in the garage take the elevator to the 3rd level of the parking deck.• Walk across the skywalk to the Convention Center.

Where can I order A/V equipment for our booth or table?NCHICA is providing electrical access to all exhibit booths or tables. All other equipment must be ordered directly from ITA Audio Visual Solutions, contact Shawn Coward, phone 336-728-4031, email [email protected].

INCOMING PACKAGE RECEIVINGThe Benton Convention Center will not accept packages before September 11, 2019. If boxes and other packages should arrive prior to September 11, a charge of the following will be charged to any organization sending a package: letter package – no charge; small boxes - $5.00; large boxes/trunks - $25.00 each per day; pallets (not to exceed 1,500 pounds) - $75.00 each per day. Pallets larger than 1,500 pounds will not be accepted by the Benton Convention Center.

Packages and labels should be addressed to the Benton Convention Center as follows: Receiving Department of the Benton Convention Center 301 W. 5th Street Winston-Salem, NC 27101 Vendor Company Name: _______________ Onsite Contact: _______________ Cell #: _________________ c/o NCHICA Date of Event: September 15, 2019 Event Manager: Lauren Greene Package # _____ of _____

All deliveries will go through the Benton Convention Center’s Shipping & Receiving Dept., which will deliver all packages and boxes to the Exhibit area on Sunday, Sept. 15.

OUTGOING PACKAGE RECEIVINGAll outgoing packages must have a “Request for Shipment Form” and an airbill filled out completely by the requesting party. International packages must have an International Airbill and a “Certificate of Origin” form filled out completely before shipment. These forms may be obtained from the Benton Convention Center’s Shipping & Receiving Dept.

All packages to be shipped from the Benton Convention Center must be called into the Shipping & Receiving Dept. by 1:00 p.m. Monday through Friday. Federal Express and Airborne Express shipments received after this time will be shipped the next business day. UPS package pickup is every morning before 12:00 noon. Each package/box must be packed and sealed with mailing labels. Boxes, tape, packaging materials, including labels and Federal Express boxes are available for purchase through the Front Desk or Benton Convention Center Shipping & Receiving Dept. No shipments containing chemicals will be accepted. The Federal Department of Transportation has established extensive laws for the shipment of chemicals and the Benton Convention Center does not have the labels and disclosure forms to comply with these laws. The Federal fine is $25,000.00 for each violation. No packages will be shipped C.O.D. NCHICA is not responsible for any packages shipped by its exhibitors or guests.

SHIPPING INFORMATION

DIAMONDFairWarningMedigate/ProActive Networks & Security

PLATINUMLenovo HealthNutanixProtenusSirius Healthcare

GOLDAgioBiz Technology SolutionsBurwood GroupinfoLockInformation BuildersPresidioRTI InternationalZerto

SILVERPure Storage

BRONZEDocurep

EXHIBIT ONLYAcxiomAlphanumeric SystemsAMTELCO/1Call DivisionAvigilonBMP Print SolutionsCarolina Advanced DigitalCarolinas ITCiscoClearwater ComplianceConcise NetworksCorus360Duke MMCi ProgramESETHarmony Healthcare ITInfusionPointsInternetwork EngineeringLabCorpMCNCMD InterconnectMedtronicMicrosoftNew Resources ConsultingNH-ISACOxford Computer GroupProficient HealthThe SSI Group

2018 SPONSORS & EXHIBITORS

SPONSOR TERMS AND CONDITIONS 25th NCHICA Annual Conference & Exhibition • September 16-17, 2019 • Winston-Salem, NC

The Sponsor must comply with the requirements of the Organizer and where

applicable with all rules and regulations issued by the owner of the Venue in force

at the time of the Conference. The Sponsor undertakes to comply with the

obligations and duties contained or referred to in the Contract including (without

limitation) those contained or to be contained in the Sponsor Prospectus.

Exemptions from any of these obligations and duties may be granted at the

Organizer’s discretion. No exemption given by the Organizer will be effective unless

in writing. The Contract comprises these Terms and Conditions, the Sponsor

Application, the Exhibition Space Agreement, Sponsor Prospectus, and Sponsor

Checkpoint correspondence, except as varied in writing signed by the parties.

I. Definitions:

A. In these Terms and Conditions the following definitions apply:

1. “the Conference” means the NCHICA 25th

Annual Conference &

Exhibition on September 16-17, 2019 at the Benton Convention

Center, Winston Salem, NC;

2. “the Venue” means the Benton Convention Center, Winston

Salem, NC;

3. “the Contract” means these Terms and Conditions, the Sponsor

Application, the Exhibition Space Agreement, and the Sponsor

Prospectus;

4. “the Sponsor Application” means the online form submitted

electronically to Organizer to apply for the sponsorship;

5. “the Exhibition Space Agreement” means the agreement within

the Sponsor Application for exhibit space at the Conference;

6. “the Sponsor” means a single person, firm or company agreeing

to purchase a sponsorship at the Conference which may include

exhibit space;

7. “the Exhibitor” means a single person, firm, or company

agreeing to take a space in the Exhibit Hall as a benefit within a

sponsorship package;

8. “the Sponsor Prospectus” means the guide produced by the

Organizer that outlines sponsorship benefits, fees, rules and

recommendations;

9. “the Sponsor Fee” means the amount shown as the total price

payable by the Sponsor in the Sponsor Application;

10. “the Exhibit Area” means the designated area or areas

allocated for exhibit space at the Venue;

11. “Co-branding” means a strategic alliance between two or

more persons, firms, or companies developing, manufacturing,

producing or distributing the same product or series of products.

This may also refer to co-marketing or brand partnerships.

12. “the Organizer” means The North Carolina Healthcare

Information & Communications Alliance, Inc. (NCHICA).

Initial here to accept the clause above: _____

II. Application to Sponsor NCHICA Annual Conference:

A. Contract:

1. A signed and submitted contract and acceptance by Organizer

constitutes a binding agreement between Organizer and

Sponsor.

2. The terms and conditions contained herein are part of this

contract.

3. The Organizer reserves the right to add to, alter or expunge any

of these Terms & Conditions at any time.

4. Sponsor agrees that all and any matters not specifically covered

in these articles are subject to final decision by Organizer.

5. Agencies requesting a sponsorship package for a client must

provide a letter of authorization with the Contract.

6. Organizer reserves the right to reject any application that, in its

judgment, does not meet criteria set forth within this contract.

B. Terms of Payment:

1. A non-refundable deposit is due at time of application in the

amount equal to 25% of the Sponsor Fee.

2. Payments must be made to Organizer by check, ACH or credit

card. All check payments must include a certified invoice. All

other payments must contain an invoice number.

3. Payment of the remaining balance equal to the amount of 75% of

the Sponsor Fee is due within 15 days of the invoice date or

before August 23, 2019, whichever comes first. Payment must be

made in full, equal to the amount of 100% of the Sponsor fee in

order to acquire all benefits within the assigned sponsorship

package.

4. Members of NCHICA must be in good standing at the time of

application and at the time of the Conference (meaning dues paid

in full) to be eligible for member rates.

a. Sponsors with delinquent membership dues will be

charged non-member rates at time of delinquency.

b. Payment of delinquent membership dues or the

remaining balance for the non-member rate must be

received in full by NCHICA fifteen (15) days prior to the

Conference start date or will be subject to the terms of

the Cancellation Policy.

5. If Sponsor fails to pay any installment on the due date for

payment, the Organizer may at any time thereafter either:

a. By notice to the Sponsor declare the balance remaining

unpaid of the Sponsor Fee immediately payable,

whereupon the Sponsor shall pay such balance to the

Organizer forthwith on demand; or


b. Terminate the Contract forthwith by notice to the

Sponsor served at any time after the due date in Section

II.B.3. Organizer will retain all fees paid by Sponsor as

liquidated damages.

C. Co-Branding Policy:

1. “Co-branding” means a strategic alliance between two persons,

firms, or companies developing, manufacturing, producing or

distributing the same product or series of products. This may also

refer to co-marketing or brand partnerships.

2. Organizer will permit the use of co-branding under the following

terms and conditions:

a. Sponsor must submit a request to co-brand for each

additional person, firm, or company, as defined in

Section II, subsection, C, paragraph 1, in advance via

the Sponsor Application. Verification of receipt of the

request by Organizer is the responsibility of the

Sponsor.

b. Organizer will review all requests and provide a formal

acceptance or denial of such request through written

communication via email.

3. An additional surcharge will be applied to each accepted request

for co-branding in the amount equal to 35% of the Sponsor Fee.

4. Any unapproved/unaccepted co-branding before and during the

Conference will be penalized and subject to the surcharge plus

an additional $500 per infraction. Sponsor will be notified and

billed, and payment will be due within 15 days of invoicing.


III. Cancellation Policy:

A. If Sponsor, and designated representatives of Sponsor, does not adhere to

the rules and regulations set forth within this contract, Organizer reserves

the right to terminate the agreement, to offer sponsorship, in full or in part,

to another company, and to retain as liquidated damages any amounts

already paid.

B. Sponsor agrees that payments or deposits made by Sponsor may be used

toward satisfying any cancellation fees due to Organizer under this

contract.

C. In the event Sponsor cancels this contract, or is unable to use

Sponsorship benefits after August 23rd

, Organizer shall retain as liquidated

damages all amounts paid by such Sponsor. This includes company “no-

shows” that do not occupy contracted on-site booth space by start of

Conference activities on September 16, 2019.

D. Cancellation Deadlines and Liquidated Damages:

1. Organizer retains 25% of the Sponsor Fee for any cancellations

received before March 31, 2019.


received between April 1 and June 15, 2019.


received between June 16 and August 23, 2019.


received after August 23, 2019.

E. If a cancellation request is made within three calendar days of the

Conference by reason, in whole or in part, of war, fire, national emergency,

acts of God, labor dispute, picketing, strike, lockout, civil disturbance,

inevitable accident, natural disaster, curtailment of transportation facilities

or governmental intervention which materially affects the ability of the

Sponsor to fulfill its obligations under the Contract as planned, Organizer

shall credit any fees paid to Organizer to the next scheduled NCHICA

Annual Conference, less any actual expenses incurred by Organizer.

F. All cancellations must be received through written communication by email

to [email protected].

G. Upon confirmation of receipt of written cancellation notice from Sponsor,

Organizer shall have no further obligations to Sponsor under this contract.


IV. Provisions of Sponsors and Exhibitors

A. Provisions of all Sponsors:

1. Sponsor hereby agrees to be bound by all Organizer and Venue

Rules and Regulations outlined here, and any additional rules,

regulations, and information as may be adopted by Organizer or

Venue.

2. Subleasing, Reselling or Transferring Sponsorship:

a. Only one company may be represented per

sponsorship, unless approved under Section II.C. (Co-

Branding Policy). Sponsor will not be allowed to share,

sublet, resell, or transfer the contracted sponsorship, in

whole or in part, to any firm, or employee of a firm, that

is not listed on the sponsor application and contract, or

pre-approved by Organizer.

b. No marketing materials may be distributed by

organizations other than the Sponsor.

3. Sponsor representatives must conduct themselves in a

professional manner and must maintain a professional

appearance and demeanor.

4. All Sponsor personnel must display their Conference badges at

all times. Conference badges are the property of the Organizer

and are not transferrable without explicit permission from the

Organizer.

mailto:[email protected]


5. If Sponsor does not meet the guidelines stated within this

contract, Sponsor will forfeit its right to sponsor and any fees

already paid will be retained as liquidated damages.

B. Specific provisions of Exhibitors:

1. Eligibility and Assignment of Exhibit Space:

a. Any company whose proposed exhibit is in keeping with

the educational goals of Organizer may apply for

sponsorship that includes exhibit space.

b. Exhibit space will be assigned on a first-come, first-

served basis after 100% payment of sponsor fees to

Organizer.

c. No sponsor will be authorized to publicly promote

involvement with the Conference, receive sponsorship

benefits, or set up exhibit space unless 100% of sponsor

fee is received by Organizer on or before August 23,

2019.

d. Organizer reserves the right to refuse any application for

sponsorship that it determines is not consistent with the

goals of Organization. Organizer cannot and does not

guarantee availability of sponsorships.

2. Subleasing, Reselling or Transferring Exhibit Space:

a. Only one company may be represented per exhibit

space. Exhibitor will not be permitted to share, sublet,

resell, or transfer the contracted exhibit space, in whole

or in part, to any firm, or employee of a firm, that is not

listed on the sponsor application and contract, or pre-

approved by Organizer under the co-branding policy.

b. No marketing materials may be distributed in exhibit

space by organizations other than the Sponsor.

c. All personnel working in contracted exhibit space must

be direct employees of Sponsor named in this contract.

3. Organizer will provide information on labor, equipment,

instructions, and schedule of prices regarding shipping and

drayage, labor for erecting and dismantling, electric, audio visual,

etc. on the official Conference website, sponsor prospectus,

and/or via email.

4. Standard evening “lock-down” security will be provided in the

Venue; however, Organizer is not responsible for any lost or

stolen materials, and small items of value (e.g., laptops) should

be removed before the exhibition and/or Venue closes.

5. No signs, banners, advertising matter, decorations or parts of

exhibition will be permitted in aisles, public rooms, or other areas

of the Venue unless pre-approved by Organizer.

6. Unpacking and packing, removal of empty crates and cases is

the responsibility of the Sponsor or contracted service provider,

and shall be performed within the exhibit space and only during

published move-in and move-out hours.

7. Organizer reserves the right to regulate exhibits that are

inconsistent with the character of the Conference or are

otherwise objectionable or inconsistent with Organizer policies.

Organizer reserves the exclusive right to make all determinations

regarding objectionable displays which shall be binding on the

parties.

8. Exhibits or displays that are taller than 7’ (feet) in height must be

placed against the back of the exhibit space and not extend into

the neighboring exhibitors’ lines of sight. Organizer reserves the

right to require Exhibitor to remove a display that, in the opinion

of Organizer, is too large for the area contracted and/or interferes

with one or more neighboring exhibitors’ lines of sight.


V. Code of Conduct

A. Exhibition Code of Conduct:

a. All exhibits must be in place before start of Conference

activities on September 16, 2019 or space shall revert to

Organizer with all payments forfeited. Exhibitor must

adhere to the published move-in and move-out hours.

b. All personnel working in a contracted exhibit space must

be direct employees of Sponsor named under this

contract.

c. Organizer requires strict adherence to the opening and

closing hours of the Exhibit Hall. Early dismantle of

exhibit space is strictly prohibited.

B. Specific policies:

1. The following activities are strictly prohibited:

a. Outboarding. Outboarding is defined as marketing,

sales and hospitality events conducted by sponsors or

non-sponsors capitalizing on the presence of buyers

and/or sellers attending the Conference without

previously notifying the Organizer and finalizing an

arrangement that benefits both parties. This practice is

considered unethical. It includes practices such as “coat-

tailing”, “piggy-backing”, co-location of events and

hospitality events, during the Conference.

b. Buttonholing. Buttonholing is defined as the act of

detaining someone in conversation against his or her

will.

c. Suit-Casing. Suit-casing is defined as sales activity or

solicitation by any non-sponsoring company or person in


the Venue and/or on any property under the supervision

of Organizer during the Conference.

d. Sponsor literature and printed materials, including trade

publications, may only be distributed from within the

contracted exhibit space and may not appear in any

other public space of the Venue. Certain sponsorship

packages are exempt from this rule. Demonstrations,

sales activities and giveaways must take place within

the Sponsor’s contracted exhibit space.

e. Subleasing, Reselling or Transferring of Sponsorship

and Exhibit Space will not be permitted as referenced in

Sections IV.A.2 and IV.B 2. above.


VI. Liability

A. Sponsor agrees to fully protect, indemnify, defend and hold harmless

Organizer and its employees and agents against such portion of all claims,

losses, damages to persons or property, governmental charges or fines

and reasonable attorney fees incurred as a result of third party claim

arising out of or caused by sponsor’s negligent or willful misconduct during

the occupancy or use of the exhibition premises or any part thereof.

B. Sponsor agrees to secure liability insurance to adequately protect against

reasonably foreseeable personal injury and property losses arising from

Sponsor’s occupancy or use of the exhibition premises.


VII. Cancellation of Conference

A. If the Conference is cancelled or suspended in whole or in part by reason

of war, fire, national emergency, acts of God, labor dispute, picketing,

strike, lockout, civil disturbance, inevitable accident, natural disaster, the

non-availability of the Conference premises, shortage of materials,

curtailment of transportation facilities or governmental intervention which

materially affect the ability of either Organizer or the facility to hold the

Conference as planned, or any other cause not within the control of the

Organizer whether of the same kind or not, the Organizer shall be under

no obligation to repay any such cancellation, or suspension.

1. In such event, the Organizer reserves the right to change the

Venue for the Conference and to substitute a new Venue.

2. If cancellation of the Conference is made 45 days or fewer prior

to the set-up date specified herein, and no other Venue can be

obtained within a reasonable amount of time, Organizer shall

credit any fees paid to Organizer to the next scheduled NCHICA

Annual Conference, less any actual expenses incurred by

Organizer prior to cancellation.


VIII. Capacity

A. All signed on the Contract warrant that he/she has the capacity to bind the

party for which he or she is signing.


FOR AND ON BEHALF OF THE SPONSOR:

__________________________________________

Signature of Sponsor’s Authorized Representative

__________________________________________

Printed Name of Sponsor’s Authorized Representative

__________________________________________

Title of Sponsor’s Authorized Representative

__________________________________________

Email of Sponsor’s Authorized Representative

__________________________________________

Phone Number of Sponsor’s Authorized Representative

__________________________________________

Sponsor Name (Official Company Name)

__________________________________________

Sponsor Mailing Address

__________________________________________

Sponsor City, State, Zip

__________________________________________

Sponsor Phone Number

__________________________________________

Date of Signature

FOR AND ON BEHALF OF ORGANIZER:

__________________________________________

Signature of Authorized Representative

__________________________________________

Printed Name of Authorized Representative

__________________________________________

Title of Authorized Representative

__________________________________________

Date of Signature

**Submit signed contract to Allison Mera, Member Engagement Manager at email:

[email protected]

mailto:[email protected]?subject=25th%20Annual%20Conference%20--%20Sponsor%20Contract%20Submission


The Sponsor must comply with the requirements of the Organizer and where

applicable with all rules and regulations issued by the owner of the Venue in force

at the time of the Conference. The Sponsor undertakes to comply with the

obligations and duties contained or referred to in the Contract including (without

limitation) those contained or to be contained in the Sponsor Prospectus.

Exemptions from any of these obligations and duties may be granted at the

Organizer’s discretion. No exemption given by the Organizer will be effective unless

in writing. The Contract comprises these Terms and Conditions, the Sponsor

Application, the Exhibition Space Agreement, Sponsor Prospectus, and Sponsor

Checkpoint correspondence, except as varied in writing signed by the parties.

I. Definitions:

A. In these Terms and Conditions the following definitions apply:

1. “the Conference” means the NCHICA 25th

Annual Conference &

Exhibition on September 16-17, 2019 at the Benton Convention

Center, Winston Salem, NC;

2. “the Venue” means the Benton Convention Center, Winston

Salem, NC;

3. “the Contract” means these Terms and Conditions, the Sponsor

Application, the Exhibition Space Agreement, and the Sponsor

Prospectus;

4. “the Sponsor Application” means the online form submitted

electronically to Organizer to apply for the sponsorship;

5. “the Exhibition Space Agreement” means the agreement within

the Sponsor Application for exhibit space at the Conference;

6. “the Sponsor” means a single person, firm or company agreeing

to purchase a sponsorship at the Conference which may include

exhibit space;

7. “the Exhibitor” means a single person, firm, or company

agreeing to take a space in the Exhibit Hall as a benefit within a

sponsorship package;

8. “the Sponsor Prospectus” means the guide produced by the

Organizer that outlines sponsorship benefits, fees, rules and

recommendations;

9. “the Sponsor Fee” means the amount shown as the total price

payable by the Sponsor in the Sponsor Application;

10. “the Exhibit Area” means the designated area or areas

allocated for exhibit space at the Venue;

11. “Co-branding” means a strategic alliance between two or

more persons, firms, or companies developing, manufacturing,

producing or distributing the same product or series of products.

This may also refer to co-marketing or brand partnerships.

12. “the Organizer” means The North Carolina Healthcare

Information & Communications Alliance, Inc. (NCHICA).


II. Application to Sponsor NCHICA Annual Conference:

A. Contract:

1. A signed and submitted contract and acceptance by Organizer

constitutes a binding agreement between Organizer and

Sponsor.

2. The terms and conditions contained herein are part of this

contract.

3. The Organizer reserves the right to add to, alter or expunge any

of these Terms & Conditions at any time.

4. Sponsor agrees that all and any matters not specifically covered

in these articles are subject to final decision by Organizer.

5. Agencies requesting a sponsorship package for a client must

provide a letter of authorization with the Contract.

6. Organizer reserves the right to reject any application that, in its

judgment, does not meet criteria set forth within this contract.

B. Terms of Payment:

1. A non-refundable deposit is due at time of application in the

amount equal to 25% of the Sponsor Fee.

2. Payments must be made to Organizer by check, ACH or credit

card. All check payments must include a certified invoice. All

other payments must contain an invoice number.

3. Payment of the remaining balance equal to the amount of 75% of

the Sponsor Fee is due within 15 days of the invoice date or

before August 23, 2019, whichever comes first. Payment must be

made in full, equal to the amount of 100% of the Sponsor fee in

order to acquire all benefits within the assigned sponsorship

package.

4. Members of NCHICA must be in good standing at the time of

application and at the time of the Conference (meaning dues paid

in full) to be eligible for member rates.

a. Sponsors with delinquent membership dues will be

charged non-member rates at time of delinquency.

b. Payment of delinquent membership dues or the

remaining balance for the non-member rate must be

received in full by NCHICA fifteen (15) days prior to the

Conference start date or will be subject to the terms of

the Cancellation Policy.

5. If Sponsor fails to pay any installment on the due date for

payment, the Organizer may at any time thereafter either:

a. By notice to the Sponsor declare the balance remaining

unpaid of the Sponsor Fee immediately payable,

whereupon the Sponsor shall pay such balance to the

Organizer forthwith on demand; or


b. Terminate the Contract forthwith by notice to the

Sponsor served at any time after the due date in Section

II.B.3. Organizer will retain all fees paid by Sponsor as

liquidated damages.

C. Co-Branding Policy:

1. “Co-branding” means a strategic alliance between two persons,

firms, or companies developing, manufacturing, producing or

distributing the same product or series of products. This may also

refer to co-marketing or brand partnerships.

2. Organizer will permit the use of co-branding under the following

terms and conditions:

a. Sponsor must submit a request to co-brand for each

additional person, firm, or company, as defined in

Section II, subsection, C, paragraph 1, in advance via

the Sponsor Application. Verification of receipt of the

request by Organizer is the responsibility of the

Sponsor.

b. Organizer will review all requests and provide a formal

acceptance or denial of such request through written

communication via email.

3. An additional surcharge will be applied to each accepted request

for co-branding in the amount equal to 35% of the Sponsor Fee.

4. Any unapproved/unaccepted co-branding before and during the

Conference will be penalized and subject to the surcharge plus

an additional $500 per infraction. Sponsor will be notified and

billed, and payment will be due within 15 days of invoicing.


III. Cancellation Policy:

A. If Sponsor, and designated representatives of Sponsor, does not adhere to

the rules and regulations set forth within this contract, Organizer reserves

the right to terminate the agreement, to offer sponsorship, in full or in part,

to another company, and to retain as liquidated damages any amounts

already paid.

B. Sponsor agrees that payments or deposits made by Sponsor may be used

toward satisfying any cancellation fees due to Organizer under this

contract.

C. In the event Sponsor cancels this contract, or is unable to use

Sponsorship benefits after August 23rd

, Organizer shall retain as liquidated

damages all amounts paid by such Sponsor. This includes company “no-

shows” that do not occupy contracted on-site booth space by start of

Conference activities on September 16, 2019.

D. Cancellation Deadlines and Liquidated Damages:


received before March 31, 2019.


received between April 1 and June 15, 2019.


received between June 16 and August 23, 2019.


received after August 23, 2019.

E. If a cancellation request is made within three calendar days of the

Conference by reason, in whole or in part, of war, fire, national emergency,

acts of God, labor dispute, picketing, strike, lockout, civil disturbance,

inevitable accident, natural disaster, curtailment of transportation facilities

or governmental intervention which materially affects the ability of the

Sponsor to fulfill its obligations under the Contract as planned, Organizer

shall credit any fees paid to Organizer to the next scheduled NCHICA

Annual Conference, less any actual expenses incurred by Organizer.

F. All cancellations must be received through written communication by email

to [email protected].

G. Upon confirmation of receipt of written cancellation notice from Sponsor,

Organizer shall have no further obligations to Sponsor under this contract.


IV. Provisions of Sponsors and Exhibitors

A. Provisions of all Sponsors:

1. Sponsor hereby agrees to be bound by all Organizer and Venue

Rules and Regulations outlined here, and any additional rules,

regulations, and information as may be adopted by Organizer or

Venue.

2. Subleasing, Reselling or Transferring Sponsorship:

a. Only one company may be represented per

sponsorship, unless approved under Section II.C. (Co-

Branding Policy). Sponsor will not be allowed to share,

sublet, resell, or transfer the contracted sponsorship, in

whole or in part, to any firm, or employee of a firm, that

is not listed on the sponsor application and contract, or

pre-approved by Organizer.

b. No marketing materials may be distributed by

organizations other than the Sponsor.

3. Sponsor representatives must conduct themselves in a

professional manner and must maintain a professional

appearance and demeanor.

4. All Sponsor personnel must display their Conference badges at

all times. Conference badges are the property of the Organizer

and are not transferrable without explicit permission from the

Organizer.

mailto:[email protected]


5. If Sponsor does not meet the guidelines stated within this

contract, Sponsor will forfeit its right to sponsor and any fees

already paid will be retained as liquidated damages.

B. Specific provisions of Exhibitors:

1. Eligibility and Assignment of Exhibit Space:

a. Any company whose proposed exhibit is in keeping with

the educational goals of Organizer may apply for

sponsorship that includes exhibit space.

b. Exhibit space will be assigned on a first-come, first-

served basis after 100% payment of sponsor fees to

Organizer.

c. No sponsor will be authorized to publicly promote

involvement with the Conference, receive sponsorship

benefits, or set up exhibit space unless 100% of sponsor

fee is received by Organizer on or before August 23,

2019.

d. Organizer reserves the right to refuse any application for

sponsorship that it determines is not consistent with the

goals of Organization. Organizer cannot and does not

guarantee availability of sponsorships.

2. Subleasing, Reselling or Transferring Exhibit Space:

a. Only one company may be represented per exhibit

space. Exhibitor will not be permitted to share, sublet,

resell, or transfer the contracted exhibit space, in whole

or in part, to any firm, or employee of a firm, that is not

listed on the sponsor application and contract, or pre-

approved by Organizer under the co-branding policy.

b. No marketing materials may be distributed in exhibit

space by organizations other than the Sponsor.

c. All personnel working in contracted exhibit space must

be direct employees of Sponsor named in this contract.

3. Organizer will provide information on labor, equipment,

instructions, and schedule of prices regarding shipping and

drayage, labor for erecting and dismantling, electric, audio visual,

etc. on the official Conference website, sponsor prospectus,

and/or via email.

4. Standard evening “lock-down” security will be provided in the

Venue; however, Organizer is not responsible for any lost or

stolen materials, and small items of value (e.g., laptops) should

be removed before the exhibition and/or Venue closes.

5. No signs, banners, advertising matter, decorations or parts of

exhibition will be permitted in aisles, public rooms, or other areas

of the Venue unless pre-approved by Organizer.

6. Unpacking and packing, removal of empty crates and cases is

the responsibility of the Sponsor or contracted service provider,

and shall be performed within the exhibit space and only during

published move-in and move-out hours.

7. Organizer reserves the right to regulate exhibits that are

inconsistent with the character of the Conference or are

otherwise objectionable or inconsistent with Organizer policies.

Organizer reserves the exclusive right to make all determinations

regarding objectionable displays which shall be binding on the

parties.

8. Exhibits or displays that are taller than 7’ (feet) in height must be

placed against the back of the exhibit space and not extend into

the neighboring exhibitors’ lines of sight. Organizer reserves the

right to require Exhibitor to remove a display that, in the opinion

of Organizer, is too large for the area contracted and/or interferes

with one or more neighboring exhibitors’ lines of sight.


V. Code of Conduct

A. Exhibition Code of Conduct:

a. All exhibits must be in place before start of Conference

activities on September 16, 2019 or space shall revert to

Organizer with all payments forfeited. Exhibitor must

adhere to the published move-in and move-out hours.

b. All personnel working in a contracted exhibit space must

be direct employees of Sponsor named under this

contract.

c. Organizer requires strict adherence to the opening and

closing hours of the Exhibit Hall. Early dismantle of

exhibit space is strictly prohibited.

B. Specific policies:

1. The following activities are strictly prohibited:

a. Outboarding. Outboarding is defined as marketing,

sales and hospitality events conducted by sponsors or

non-sponsors capitalizing on the presence of buyers

and/or sellers attending the Conference without

previously notifying the Organizer and finalizing an

arrangement that benefits both parties. This practice is

considered unethical. It includes practices such as “coat-

tailing”, “piggy-backing”, co-location of events and

hospitality events, during the Conference.

b. Buttonholing. Buttonholing is defined as the act of

detaining someone in conversation against his or her

will.

c. Suit-Casing. Suit-casing is defined as sales activity or

solicitation by any non-sponsoring company or person in


the Venue and/or on any property under the supervision

of Organizer during the Conference.

d. Sponsor literature and printed materials, including trade

publications, may only be distributed from within the

contracted exhibit space and may not appear in any

other public space of the Venue. Certain sponsorship

packages are exempt from this rule. Demonstrations,

sales activities and giveaways must take place within

the Sponsor’s contracted exhibit space.

e. Subleasing, Reselling or Transferring of Sponsorship

and Exhibit Space will not be permitted as referenced in

Sections IV.A.2 and IV.B 2. above.


VI. Liability

A. Sponsor agrees to fully protect, indemnify, defend and hold harmless

Organizer and its employees and agents against such portion of all claims,

losses, damages to persons or property, governmental charges or fines

and reasonable attorney fees incurred as a result of third party claim

arising out of or caused by sponsor’s negligent or willful misconduct during

the occupancy or use of the exhibition premises or any part thereof.

B. Sponsor agrees to secure liability insurance to adequately protect against

reasonably foreseeable personal injury and property losses arising from

Sponsor’s occupancy or use of the exhibition premises.


VII. Cancellation of Conference

A. If the Conference is cancelled or suspended in whole or in part by reason

of war, fire, national emergency, acts of God, labor dispute, picketing,

strike, lockout, civil disturbance, inevitable accident, natural disaster, the

non-availability of the Conference premises, shortage of materials,

curtailment of transportation facilities or governmental intervention which

materially affect the ability of either Organizer or the facility to hold the

Conference as planned, or any other cause not within the control of the

Organizer whether of the same kind or not, the Organizer shall be under

no obligation to repay any such cancellation, or suspension.

1. In such event, the Organizer reserves the right to change the

Venue for the Conference and to substitute a new Venue.

2. If cancellation of the Conference is made 45 days or fewer prior

to the set-up date specified herein, and no other Venue can be

obtained within a reasonable amount of time, Organizer shall

credit any fees paid to Organizer to the next scheduled NCHICA

Annual Conference, less any actual expenses incurred by

Organizer prior to cancellation.


VIII. Capacity

A. All signed on the Contract warrant that he/she has the capacity to bind the

party for which he or she is signing.


FOR AND ON BEHALF OF THE SPONSOR:

__________________________________________

Signature of Sponsor’s Authorized Representative

__________________________________________

Printed Name of Sponsor’s Authorized Representative

__________________________________________

Title of Sponsor’s Authorized Representative

__________________________________________

Email of Sponsor’s Authorized Representative

__________________________________________

Phone Number of Sponsor’s Authorized Representative

__________________________________________

Sponsor Name (Official Company Name)

__________________________________________

Sponsor Mailing Address

__________________________________________

Sponsor City, State, Zip

__________________________________________

Sponsor Phone Number

__________________________________________

Date of Signature

FOR AND ON BEHALF OF ORGANIZER:

__________________________________________

Signature of Authorized Representative

__________________________________________

Printed Name of Authorized Representative

__________________________________________

Title of Authorized Representative

__________________________________________

Date of Signature

**Submit signed contract to Allison Mera, Member Engagement Manager at email:

[email protected]

mailto:[email protected]?subject=25th%20Annual%20Conference%20--%20Sponsor%20Contract%20Submission

SPONSOR PROSPECTUSSep 11, 2019 · Sponsorship Opportunities (pick one): • Monday Continental...

Documents

Transcript of SPONSOR PROSPECTUSSep 11, 2019 · Sponsorship Opportunities (pick one): • Monday Continental...