December 20, 2007 Greetings Business Development Manager: DB Consulting Group, Inc., a subcontractor to the Department of Defense, Uniform Business Office (UBO) and Unified Biostatistical Utility (UBU) is sponsoring an Exhibitor Fair for the annual educational conference. The 2008 UBO/UBU Conference will be held Monday, March 31 Thursday, April 4, 2008 at the National Conference Center in Lansdowne, VA. We would like to invite your organization to participate in our exhibitor Fair. This conference will capture the attention of approximately 600 military medical billing and coding representatives from the United States and abroad. Attendees include billers, coders, front desk personnel, UBO program staff, UBU program staff, auditors, data quality managers, legal and system administrators, ambulatory data Module, composite healthcare systems and medical services account personnel. If your organization is interested in participating in this event please review the Exhibitor Prospectus. We look forward to hearing from you very soon. Sincerely, Christina Monroe Conference Exhibit Manager Phone: (301) 589-4020 Ext. 227 Email: cmonroe@dbconsultinggroup.com
EXHIBITOR PROSPECTUS GENERAL INFORMATION The 2008 UBU-UBO Educational Conference will be held at The National Conference Center, 18980 Upper Belmont Place, Lansdowne, VA, March 31 April 4, 2008. The conference facility Exhibit Hall can accommodate up to 60 exhibits to be open three days from Tuesday, April 2 - Thursday, April 4, 2008. The Department of Defense (DoD), Uniform Business Office (UBO) and Unified Biostatistical Utility (UBU) have joined forces to sponsor the "U"nified UBU-UBO Annual Educational Training Conference. The conference theme for 2008 is Learning to Dig Deeper: From Registration to Resolution. This conference will feature numerous educational and training sessions exploring the various components of healthcare revenue cycle management to include patient administration, medical coding, utilization management, insurance billing and reimbursement, resource management, managed care operations, medical information systems, marketing and customer service. This year, approximately 600 military medical billing and coding representatives from in the United States and abroad will attend the conference. The attendees will include billers, coders, front desk personnel, UBO program staff, UBU program staff, auditors, data quality managers, legal and system administrators Ambulatory Data Module (ADM), Composite Healthcare Systems (CHCS), and Medical Services Account (MSA). The presence of exhibits at the conference is expected to mutually benefit conference attendees and exhibitors. The DoD is including exhibits at the conference to provide the DoD personnel the 2
opportunity to observe and learn about currently available state-of-the-art products and services applicable to the management and/or delivery of healthcare within the Military Health System (MHS) managed care environment. Exhibitors will, in turn, have the opportunity to demonstrate the applicability and use of their products to personnel in the TRICARE program. The emphasis of the conference is on the various components that support the revenue cycle and patient accounts management to include: Patient Administration, Resource Management, Medical Coding, Insurance Billing & Reimbursement, Quality/Utilization Management, Managed Care Operations, Medical Records Management, Marketing/Customer Service, Medical Information Systems, and Medical/Legal & Compliance. 3M Health Information Systems A & T Systems Inc. Altarum Institute Apptis Benefit Recovery Costflex Systems Inc. Healthcare Resolution Services Inc. Previous Exhibitors Some of our previous exhibitors have been: Ingenix Inc. Perot Systems Resources Information Technology Program Office Signature Performance T C & Associates Uniform Business Office Eligibility to Exhibit Products and services shown by an exhibiting company must be related to facilities, operations and practices. Exhibitors are asked to electronically submit a synopsis explaining the exhibit content, purpose and intended audience along with their corporate logo. Submit the exhibit synopsis in the following format: One page maximum, double-spaced, 12-point type, Times New Roman font. This synopsis will assist in providing attendees with vendor information. See instructions on the Exhibitor Application Form, which is included in this package. Exhibitor Participation in Conference Sessions Exhibitors may attend the conference plenary sessions. How to Reserve Booth Space Booth assignments will be made on a first-come, first-serve basis. Complete the exhibitor application form, include the exhibit synopsis and payment (check or money order, made payable to DB Consulting Group, Inc.) and send to: Christina Monroe UBO-UBO Conference Exhibit c/o DB Consulting Group, Inc. 8403 Colesville Road 10 th Floor Silver Spring, MD 20910 Telephone (301) 589-4020 x 227 Fax (301) 589-4122 3
EXHIBITOR PACKAGE & SPONSPORSHIP OPPORTUNITIES EXHIBITOR PACKAGE $750 6 draped table in high traffic area Two chairs One wastebasket Admission to the Evening Reception on Wednesday, April 2 nd at 7:00 pm SPONSORSHIP OPPORTUNITIES Any company purchasing the Exhibitor Package is eligible to add-on any of the following sponsorship opportunities: Evening Reception-Presenting Sponsorship $575 (Exclusive Opportunity!) o You will have the exclusive opportunity to speak briefly at the reception to thank guests for attending the reception and to provide a company synopsis o Logo recognition as Presenting Sponsor on the following: Projection Screen-your full-color logo will be appear individually on projection screen(s) several times during the reception Signage- your full-color logo will be included on reception s directional signage Table Advertisement-your full-color logo will be included on 5 x 7 advertisement to be placed on the reception tables Evening Reception-Participating Sponsorship $275 (Up to Five Exhibitors) o Logo recognition as Participating Sponsor on the following: Projection Screen- your full-color logo will appear along with other participating sponsors on projection screen(s) several times during the reception Signage-your full-color logo will be included on reception s directional signage Table Advertisement-your full-color logo will be included on 5 x 7 advertisement to be placed on the reception tables Conference Bag Sponsorship $200 (Up to Eight Exhibitors) o Leave a lasting impression by becoming a conference bag sponsor! Your black and white corporate logo will be printed on over 500 high-quality, canvas tote bags for attendees to enjoy and remember your company for years to come. Give Me a Break Raffle Sponsorship $125 (Up to Five Exhibitors) o Don t miss this opportunity to showcase your company at one of the five scheduled workshop breaks with our Give Me a Break Raffle Sponsorship! Your company s name will be mentioned exclusively as conference attendees gather for their chance to win a fantastic prize during the workshop break you sponsor. In addition, your company s logo will be listed on the Give Me a Break Raffle Signage. Name Badge Sponsorship $75 (Up to Five Exhibitors) o Display your company s full color logo on attendee s name badge inserts. 4
Notice of Selection or Non-Selection Selection is on a first come first serve basis; there is space for up to 60 exhibitors. Notification of selection will be e-mailed to all applicants within two weeks after receipt of the completed exhibitor application and full payment. Cancellation Cancellation of exhibit space after receipt of the exhibitor application form and payment will result in forfeiture of the full exhibit fee. Cancellations must be submitted in writing to Exhibit Management at least 3 weeks before the conference. Payment Processing We will accept checks and money orders. Please make checks payable to DB Consulting Group, Inc. for exhibit and sponsorship fees. We do not accept Purchase Orders for this event. If you would like to pay by credit card, we accept Master Card, Visa and Discover. Please contact the Exhibit Manager, Christina Monroe to make the necessary arrangements. Exhibit Schedule* Exhibitor Set-Up/Registration: Monday, March 31, 2008 5:00 p.m. - 8:00 p.m. Exhibit Hall Hours: Tuesday, April 2, 2008 7:00 a.m. - 5:00 p.m. Wednesday, April 3, 2008 7:30 a.m. 5:00 p.m. Thursday, April 4, 2008 7:30 a.m. - 5:00 p.m. Exhibit Dismantling: Thursday, April 3, 2007 5:00 p.m. - 8:00 p.m. 5
Logistics The National Conference Center requires a direct payment for guests to be on the property. The cost for overnight lodging is $220.00 (includes accommodations, all meals and parking). The cost for day guests is $62.95 (includes meals and parking). This cost is paid directly to the conference center. ALL PAYMENTS ARE MADE DIRECTLY TO THE NCC FOR LODGING. PLEASE DO NOT INCLUDE THIS IN YOUR PAYMENT FOR YOUR EXHIBIT SPACE. 2008 UBO/UBU Annual Educational Conference Logistics The Conference will be held at the National Conference Center in Landsdowne, Virginia. The NCC overnight rate is $220.00, including tax. This price includes accommodations, breakfast, lunch, dinner and breaks. The day rate is $62.95, including tax. This price includes meals while on the NCC property. The NCC will provide a shuttle service for guests that are arriving at Dulles International Airport (IAD). The fee for the shuttle is $20.00. You MUST either sign up as an overnight guest or day guest to attend the conference. To register: 1. Select what best describes you: I am an: OVERNIGHT or DAY GUEST. 2. Select your Check-in/Check-out Dates. 3. Click Go. 4. Click the Select Button. 5. Complete the Guest Information. 6. Complete Payment Information. 7. Review all your Information. 8. Click Finish and Submit. You will be given a confirmation number. If you need to modify your reservation you will be allow to go back and change it at a later date. In order to complete your hotel registration you must access the hotel site at https://resweb.passkey.com/resweb.do?mode=welcome_ei_new&eventid=44805 This site will allow you to make your hotel arrangements as well as arrange for the campus shuttle. Main Operator: 703-724-8000 (24 hours) 6
Check-in: 5:00 p.m. Check-out: 1:00 p.m. Although early check-ins or late check-outs cannot be guaranteed, every effort will be made to accommodate your requests if they are arranged in advance with your planning manager. Upon arrival, guests will be asked for a credit card to activate telephone service in their guest room. Local-area calls are no charge, metro area calls are 75 cents each and long distance calls are charged at the AT&T Daytime Operator Assisted rates, 24 hours per day. Shuttle transportation is available from Dulles Airport on Sunday from 1:00 p.m - 10:00 p.m. and to Dulles on Friday from 10:00 a.m. - 4:00 p.m. The cost is $15.00 per person, each way. If you require transportation outside of these hours, Please Contact NCC Transportation Services 1-800-640-2684. We can also arrange transportation to and from BWI, National Airport, and the train stations. Prices for special transportation arrangements will be based on services requested and availability. Free parking at the National Conference Center is available to all of our guests. If you require assistance, please send an email to uboubulogistics@dbconsultinggroup.com 7
2008 UBO-UBU Annual Educational Conference March 31 April 4, 2008 The National Conference Center Lansdowne, VA EXHIBITOR APPLICATION FORM Please return this application form to Attn: Christina Monroe, DB Consulting Group, Inc., 8403 Colesville Road, 10 th Floor, Silver Spring, MD 20910; Telephone (301) 589-4020 x 227, Fax: (301) 589-4122, E-mail to: cmonroe@dbconsultinggroup.com Full Company Name Primary Contact Name Title Address City State Zip Telephone No. Fax No. E-mail Company/Exhibit Name (for exhibit directory) Exhibit Team: List names of all Exhibit Team members, as they should appear on badges. (NOTE: Separate payment is required to NCC for each person that will be onsite. YOU MUST CONTACT THE NCC DIRECTLY) Name 1) 2) 3) 4) Exhibit Category: Please indicate the category which best describes your company s products/services: Patient Administration Quality/Utilization Management Resource Management Managed Care Operations Medical Coding Medical Records Management Marketing/Customer Service Medical Information Systems Insurance Billing & Reimbursement Medical/Legal & Compliance Other (Please specify) Synopsis of Exhibit: Please send your exhibit synopsis with your application and e-mail to: cmonroe@dbconsultinggroup.com. Include company name, exhibit title, corporate logo, the point of contact and telephone number is on the synopsis. The synopsis should explain the exhibit content, purpose, and intended audience. Please limit the synopsis to a maximum of one page, double-spaced, 12 point type, Times New Roman. This information will be included in the exhibitor package for attendees. Exhibitor Fee Schedule: Exhibitor Package $750.00 Sponsorship ADD-ONS: Reception-Presenting Sponsorship +$575.00 Reception-Participating Sponsorship +$275.00 Conference Bag Sponsorship +$200.00 Give Me a Break Raffle Sponsorship +$125.00 Name Badge Sponsorship +$75.00 TOTAL ALL PAYMENTS MUST BE RECIVED BY FRIDAY, MARCH 7, 2008. 8
Check or Money Order (MAKE PAYABLE TO DB CONSULTING GROUP, INC.) **MasterCard, Visa, or Discover: Name as it appears on card Credit card number Expiration. Date ** Note all credit card payments will indicate a charge to DB Consulting Group, Inc. on the monthly statement and not the UBU-UBO Conference. Exhibitor Acceptance Agreement If selected to exhibit by the UBU-UBO Conference Committee, I agree to abide by the terms as stated in the Exhibitor Prospectus and Application Form. Signature Title Date For the UBO-UBU Conference Office Use Only: Date Received: Exhibit Selected: Yes No Amount Paid $ Check No.: CC Authorization Code: Transaction Date: 9
TERMS OF AGREEMENT A. SPECIAL NOTES OF INTEREST Conference plenary and breakout sessions are open to registered exhibitors on a space availability basis. Priority will be given to the conference Attendees. In order to register for the Conference, you must contact the Christina Monroe, Exhibit Manager to register for the conference. Exhibitors must understand that being selected, as a conference exhibitor, does not imply endorsement or sponsorship by the Department of Defense. B. EXHIBITOR CONDUCT UBU-UBO Conference policy stipulates the following exhibitor guidelines: Exhibitors will not entertain government employees or sponsor hospitality suites. Exhibitors will not display or distribute products or marketing materials outside of the exhibit area. Exhibitors will treat all conference attendees in an equitable manner. Exhibitors will not accept orders placed during the conference. All orders will be placed only after following normal federal procurement procedures. Exhibitors who do not adhere to these guidelines may be requested to leave the conference. C. SPACE RENTAL Furnishings: Furniture, and/or additional draping, accessories, signs, additional electrical outlets, phone lines, etc. are the sole responsibility of the exhibitor and should be ordered in advance. Table coverings as well as all booth equipment must be of nonflammable material. All decorative materials must be fire resistant and in accord with the standards established by the Lansdowne, VA Fire Department. Cancellation: Cancellation of exhibit space after receipt of the exhibitor application form and payment will result in forfeiture of the full exhibit fee. Cancellations must be submitted in writing to Exhibit Management at least 3 weeks before the conference. D. CONSTRUCTION, INSTALLATION AND USE OF EXHIBIT FACILITIES Installation and Dismantling: All installation and dismantling of exhibits must be carried out during the time indicated in the accompanying exhibit information. No exhibit may be erected after the exhibition opens or be dismantled before the official closing time. It is the responsibility of the exhibitor to see that all his/her materials are delivered to the Exhibit Hall and removed from the Exhibit Hall by the specified deadline. Any space not claimed and occupied by 6:00 a.m. on Tuesday, April 2, 2008 may be reassigned without refund or rental paid. All shipped property should be clearly marked. Construction: Exhibits shall be constructed and arranged so that they do not obstruct the general view, nor hide the exhibits of others. Exhibitors desiring to use other than standard booth equipment, any signs, or material conflicting in any way with the above regulations may be requested to submit a detailed sketch of the proposed layout at least 30 days before the meeting or before construction is ordered and receive written approval from the Exhibit Management. An additional fee may be charged for space outside of the current designated space. E. LIABILITY Hold Harmless: The exhibiting company assumes the entire responsibility and hereby agrees to protect, defend, indemnify and save harmless The National Conference and DB Consulting Group, Inc. (DB), its owners and operators, subsidiaries, affiliates, employees, officers, directors, and agents harmless against all claims, losses or damages to persons or property, governmental charges or fines and attorney s fees arising out of or caused by you or your installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof, irrespective of the fact that such exhibitors are providing the indemnity hereinafter set out, excluding any such liability caused by the sole negligence of The National Conference or DB and its employees and agents. Inability to Perform: In the event that because of war, fire, strike, government regulation, public catastrophe, act of God, or other cause, the Conference or any part thereof is prevented from being held, or is canceled by the UBU- UBO Office, the Exhibit Management shall determine and refund all amounts paid. If the Conference should be prevented from conducting the exposition by any cause beyond its control or if it cannot permit the exhibitor to occupy space due to circumstances beyond its control, the Conference will refund to the exhibitor the amount of the fee paid, less a $25 processing fee. The Conference shall have no further obligation or liability to the exhibitor. Security: Exhibitors should staff their booths at all times during posted show hours The American with Disabilities Act: The exhibitor will comply with Title III of the Americans with Disabilities Act. 10