Arkansas Association for Healthcare Engineering

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1 Arkansas Association for Healthcare Engineering 2010 Trade Show Packet May Doubletree Hotel 424 West Markham Little Rock, Arkansas aaheark.net An affiliate of the Arkansas Hospital Association

2 Annual Meeting At-A-Glance Wednesday, May 12 2:00 p.m. 4:00 p.m. Board Meeting for AAHE Board Members (above the Coffee Shop) 6:00 p.m. Cookout on the River River Market Pavilion Catfish, BBQ & Beverages Parking at the Doubletree Hotel or East & West Side Pavilions Thursday, May 13 7:00 a.m. 12:00 Noon Trade Show Setup 7:00 a.m. 8:00 a.m. Registration/Breakfast 8:00 a.m. 8:20 a.m. Welcome & Opening Remarks Chet Howard, AAHE President 8:20 a.m. 8:50 a.m. ASHE Updates Dale Woodin, Executive Director ASHE 9:00 a.m. 11:45 a.m. Educational Sessions Mike Kuechenmeister FACHE, CHFM, Director of Plant Operations and Construction, for Health Alliance of West Chester Medical Center Cincinnati, Ohio 11:30 a.m. 1:00 p.m. Lunch/Keynote Speaker Matt Jones, Three Time Cancer Conqueror 1:00 p.m. 5:00 p.m. Trade Show 5:30 p.m. 6:30 p.m. Hospitality 6:30 p.m. Awards Banquet Let the Games Begin Trade Show winners awarded prizes Friday, May 14: 7:00 a.m. 8:00 a.m. Registration/Breakfast 8:00 a.m. 8:45 a.m. ASHE Updates Terry Martin, ASHE President Skip Smith, ASHE President Elect Mark Kenneday, ASHE Region 7 Board Rep 9:00 a.m. 11:00 a.m. Educational Sessions George Mills, Senior Engineer, Standard Interpretation Group (SIG) The Joint Commission Clinical Session Lee McCrae, Sales and Service Phillips Medical 11:15 a.m. 12:15 p.m. Lunch/Business Meeting 12:30 p.m. 3:00 p.m. Educational Sessions Gordon D. Burrill, President of Teegor Consulting, Inc. Clinical Session Roy Morris, Director of Clinical Engineering at UAMS (Casual attire is appropriate for all events)

3 ARKANSAS ASSOCIATION FOR HEALTHCARE ENGINEERING 44th ANNUAL MEETING AND TRADE SHOW LITTLE ROCK, ARKANSAS May EXHIBIT BOOTH REGISTRATION AND CONTRACT VENDOR INFORMATION Company Name (Print as desired in Exhibitor listing and on booth sign) Contact Name: (This person will receive all future mail outs) Address City State Zip Phone Fax AAHE Member: YES NO Booth Information For the booth fee of $400 (AAHE Members) / $450 (Non-Members), you will receive tabletop display space with 6 table, two chairs, and sign. This fee also includes continental breakfast, lunch, registration to all educational sessions for two vendor representatives, and two assigned seats at the Awards Dinner Banquet. I will need a 6 table I will need an identification sign I will need Electricity: 110 Volt or 220 Volt ELECTRICITY WILL BE AVAILABLE; HOWEVER, YOU MUST PROVIDE YOUR OWN POWERSTRIP AND EXTENSION CORD. BOOTH SPACE WILL BE ASSIGNED BY THE VENDOR LIAISON. EXHIBITOR PROFILE INFORMATION The Exhibitor Profile Information will be printed in the final program brochure. All information listed below will be listed, along with the booth number, description of products/services provided, and events sponsored. Descriptions will be limited to 50 words or less and should be typed EXACTLY as you want it to appear. Use a separate page if necessary. AUTHORIZATION I am authorized by my company to contract for exhibit space at the AAHE Trade Show. I have carefully read and do accept the terms and conditions contained herein. Print name: Title: Signature: Date: Please return signed registration contract and check to: AAHE Use Only Date Received Conformation & Forms mailed Balance Due Anna Sroczynski, Arkansas Hospital Association Natural Resources Drive- Little Rock, AR Phone: Fax: Upon receipt of Registration Contract and exhibit fee, a confirmation letter will be mailed. NOTE: Due to the high volume of requests for booths, and because there are a limited number of booths available, we urge you to act promptly to reserve your space. Vendors requesting space after all booths are filled will be notified and placed on a waiting list. In the event of a cancellation, you will be notified immediately. * If you would like to donate door prizes, contact the vendor liaison, Tim Staley at or at

4 SPONSORSHIP OPPORTUNITIES AND COMMITMENT FORM The Arkansas Association for Healthcare Engineering offers you the opportunity of participating as a corporate sponsor for the 2010 AAHE Annual Meeting to be held on May 12-14, 2010 in Little Rock, Arkansas. Through your firm s sponsorship, you will reach prime decision-makers in the healthcare engineering industry. Over the past few years, we at AAHE have been striving to have more individuals involved in our different functions at the Annual Meeting. We have taken several steps this year to help increase participation by both members and vendors in all events. These include the utilization of corporate sponsorship instead of event sponsorship, significantly increasing the contact time between members and vendors, and providing strategic one-on-one time between the members and vendors. This includes providing unique sponsor participation opportunities in the gaming and entertainment after the Awards Dinner Banquet. Sponsor participation in the gaming and entertainment will be prioritized based on sponsorship level (higher level of sponsorship will be given first priority). Our desire is this approach will yield a significant increase in both vendor and member participation. The AAHE Annual meeting that will be held on May 12-14, 2010, at the Doubletree Hotel in Little Rock, AR and will have multiple levels of sponsorship. Your sponsorship agreement guarantees your firm verbal and printed exposure at the annual meeting, including signs displayed throughout the meeting and printed recognition in the program as well as the AAHE s quarterly publication. Sponsorship information is included below. SPONSORSHIP AND BENEFITS EXHIBIT CONFERENCE Sponsorship Opportunities BOOTHS REGISTRATIONS Banquet Greater than $2, Meals $1,000 - $2, Game Tables $500 - $999 2 Breaks $250 - $499 1 We sincerely hope plans this year will provide vendors with great opportunities for contacting and networking with Members, as we all have a great deal to gain from each other s company. Sponsorship Commitment Sponsor: Phone: Sponsor Name: Address: City: State: Zip: Mail check and forms to Anna Sroczynski 419 Natural Resources Drive, Little Rock, AR 72205

5 EXHIBIT RULES AND REGULATIONS EXHIBIT DATE AND HOURS The exhibit area will be open to participants on Thursday, May 13, 2010 from 1:00 p.m. until 5:00 p.m. BOOTH RENTAL RATES Booth space will be available at the rental rate of $400 for AAHE members and $450 for non-members. Booth fees include continental breakfast, lunch, registration to all educational sessions for two vendor representatives, and tickets for two, to the awards banquet. Payment in full for booth rental is required with the return of the signed AAHE Exhibit Booth Registration form and contract by 4/9/10. Checks should be made payable to the Arkansas Association for Healthcare Engineering (AAHE). BOOTH CONSTRUCTION AND ARRANGEMENT All booths will consist of Tabletop Display on a 6 skirted table (if desired), two chairs. If an exhibitor desires a deviation from the standard booth space requirements, permission must be obtained from the vendor liaison Diane Hughes. ELECTRICITY WILL BE AVAILABLE YOU MUST PROVIDE YOUR OWN POWERSTRIP AND EXTENSION CORD PLEASE NOTE THIS ON YOUR REGIS- TRATION FORM. ASSIGNMENT OF SPACE Booth spaces will be assigned according to the following criteria: number of spaces requested, date AAHE Exhibit registration and contract received, dispersion of similar exhibits. The final assignment of all booths is at the sole discretion of the vendor liaison. REFUNDS AND CANCELLATIONS If written notice of space cancellation is received by the AAHE prior to April 8, 2010 a full refund less a $100 administrative fee will be made. If space is canceled on or after April 8, 2010 no refunds will be made. EXIBITOR REGISTRATION AND INSTALLATION OF BOOTHS Exhibitor registration and installation of exhibits in the ballroom exhibit hall will begin at 7:00 a.m. and end at 12:00 on May 13, EXHIBITOR HOUSING A block of rooms has been reserved at the Doubletree Hotel. Hotel rooms will be at discounted rates of $ per night. For reservations, call the Doubletree Hotel at (mention AAHE for these special room rates.). The cutoff date for special room rates is April 21, SHIPPING AND STORAGE Shipping and storage should be shipped to the Doubletree Hotel 424 W Markham Little Rock, AR 72201, Attention: Banquets (Please include the group name and date of tradeshow). DISMANTLING OF EXHIBITS Exhibits must be dismantled between 5:00 p.m. 5:30 p.m. Thursday, May13, LIABILITY AND SECURITY Each exhibitor must make provisions for the safeguarding of his goods, materials, equipment and display at all times. General overall security will be provided by the AAHE for the convention period. The AAHE will not be responsible for the loss of any exhibit material by or for any cause. SOCIAL FUNCTIONS Any exhibitor wishing to sponsor a social function during the Annual Meeting must obtain the approval of the AAHE. No social functions will be permitted during exhibit or educational sessions. See Sponsor opportunities enclosed. CONTRACT RULES These rules and regulations are to be considered as a part of all exhibitor contracts. The AAHE reserves the right to interpret them as well as make final decision on all points that are not covered in these rules and regulations. This year s theme is Let the Games Begin

6 Register to win AAMI Certification Test For 2 Clinical Engineers All fees paid to take the test. (There will be a ballot box at the Meeting where you can register.) Also we will have contact hours and CEU s available So please do not forget to sign the sign in sheets.

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