DON T MISS IT! EARLY BIRD REGISTRATION DEADLINE: JUNE 15, 2018 HOTEL ROOM BLOCK CLOSES: AUGUST 21, 2018 IDAHO MGMA LAST DAY TO PURCHASE WITH FULL GUARANTEE OF BENEFITS: AUGUST 24, 2018 SEPTEMBER 12-14, 2018 Conference Sponsor/Exhibitor Prospectus IDAHO MEDICAL GROUP MANAGEMENT ASSOCIATION PO Box 7674 Boise, Idaho 83707 (t) 208-344-7888 (f) 208-344-7903 www.imgma.com
WELCOME! The 2018 Idaho MGMA Annual Conference is an extraordinary educational and networking conference for approximately 100 administrators, CEOs, CFOs, medical practice managers, physicians, and other healthcare practice leaders attending from throughout Idaho. The conference will be held again at Boise State University in wonderful Boise, Idaho, September 12-14, 2018. Our event is an effective avenue for sponsors and exhibitors to showcase their companies and promote the services they can offer to the decision makers of several different healthcare organizations in Idaho. If medical practice administrators from independent and hospitalowned practices is your target audience, this event should be on your calendar. Conference Theme: This year s conference theme is Breaking Through Challenges in Medical Practice Management. The theme will be incorporated in every aspect of the conference to help engage and entertain attendees. Our partners are also encouraged to participate in the theme by decorating their booth or with costumes. Attendees will be provided with ballots to vote for the exhibition booths according to Best Theme and Most Helpful. Annual Awards Reception Theme: We ll have a Hawaiian Luau theme to our Annual Awards Reception on Thursday evening. Get dressed for the luau! Wear your favorite Hawaiian shirt or dress and come enjoy the evening s dinner and entertainment! We appreciate you taking the time to review this prospectus and for your consideration of partnering with Idaho MGMA for this event. Please contact our Executive Director, Steven Sumter, at 208-344-7888 ext. 102 or at idahomgma@gmail.com if you would like additional information about available opportunities contained within this packet, or regarding your participation at the 2018 Annual Conference. We look forward to seeing you in Boise this September! Cindy Hodges Human Resources Director, Saltzer Medical Group (Nampa, ID) Exhibitor and Sponsor Chair ATTENDEES Attendees at the conference include medical group practice managers, administrators, CEOs, presidents, supervisors and other management personnel representing medical group practices throughout Idaho. Fields of expertise include: Administration, Billing/Coding, Operations, Materials Management, Clinic Management, Human Resources and more. We anticipate approximately 100 attendees to participate at this year s event. Last year s Idaho MGMA conference attracted a mix of private practice and integrated care representatives. We expect a similar mix to be represented this year. HOTEL INFO Location: TownPlace Suites Marriott Boise Downtown Dates: September 12-14, 2018 Rates: $132 per night for a standard room. Call 1-800-429-8881 to make your reservation and mention you're with Idaho MGMA to receive our special room rates and availability. LOCATION Boise State University Jordan Ballroom 1910 W. University Drive Boise, ID 83725 EXHIBIT SPACE Each sponsor or exhibitor will be provided an 8 x 8 fully draped booth. One 6 table with linen and two chairs will be provided, along with electrical service to your booth. Wireless internet access will be available at no additional charge.
Sponsor/Exhibitor Overview
2018 Idaho MGMA Annual Conference 4 CONFERENCE EXHIBITING AND SPONSORSHIP 2017 IDAHO MGMA ANNUAL CONFERENCE DEMOGRAPHICS ATTENDEES BY TITLE ATTENDEES BY ORGANIZATION TYPE 63% Administrator/Manager 73% Private Practice 20% Director 22% Hospital-Based 12% Other 3% Other 5% President/Officer 2% Public Institution ATTENDEES BY GEOGRAPHIC REGION 89% Southwest Idaho 7% Southeast Idaho 3% North Idaho 1% Central Idaho ATTENDEE RESPONSIBILITIES INCLUDE Billing and Coding Marketing Financial Management Human Resources Business Operations Strategic Planning Ancillary Services IMPORTANT SPONSORSHIP INFORMATION Sponsor and exhibitor opportunities are available on a first-paid, first-served basis and must be paid in full at the time of registration. Opportunities will not be guaranteed without payment at the time of registration. Additional representative registration, Annual Awards Reception tickets, and Idaho MGMA Annual Golf Tournament sponsorships may be purchased separately. SPONSORSHIP DEADLINES Sponsors must submit their logos by August 24, 2018. Logos must be submitted in.jpeg and.eps format (if available). If the artwork is not received by the above deadline, only the sponsor's name will be placed on the appropriate conference item and signage. Last date to purchase sponsorship with guarantee of full benefits as listed August 24, 2018. Exception: Deadline to submit logo and advertisement for conference promotional brochure and program: July 1, 2018. GET MORE INFORMATION Register at: www.imgma.com Call us: 208.344.7888 Email us: IdahoMGMA@gmail.com
2018 Idaho MGMA Annual Conference 5 CANCELLATION Anyone desiring to cancel their sponsorship or exhibitor registration for the conference must notify Idaho MGMA either via e-mail at idahomgma@gmail.com, fax at (208) 344-7903, or mail to: Attn: Idaho MGMA Conference Sponsor/Exhibitor Registration PO Box 7674 Boise, ID 83707 No refunds or credit will be provided for cancellations made after Wednesday, August 1, 2018. Cancellations received on or prior to this date will receive a 50 percent refund. All Registration refunds will be made via check to the original payee and could take six to eight weeks to be processed. EXHIBIT SPACE AND REPRESENTATIVE REGISTRATION Each sponsor or exhibitor will be provided an 8 x 8 fully draped booth as space permits. One 6 table with linen and two chairs will be provided, along with electrical service to your booth. Wireless internet access will be available at no additional charge. Conference sponsors and exhibitors will not be able to acquire additional items or equipment from Boise State or Idaho MGMA at the time of the conference (e.g. computers, monitors, etc.) All exhibitor representatives must be registered. A standard exhibit space includes two meeting registrations for two exhibit representatives. If additional representatives would like to attend, they must be registered and there will be an associated charge of $125 per representative. Please see the attached Sponsor and Exhibitor Agreement to register additional representatives. Exhibitors can also purchase additional tickets to the Annual Awards Reception by contacting Idaho MGMA. CONFIRMATION / BOOTH ASSIGNMENTS If you have not received an exhibitor confirmation within 15 days of submitting your Sponsor and Exhibitor Agreement please contact Idaho MGMA. The conference s exhibit hall layout will be available for review when finalized. Booth assignments will be made by early September. You will be notified of your booth assignment no later than September 5, 2018. Assignments will be made based on sponsorship priority and a first-paid basis. EXHIBIT HOURS Thursday, September 13 th : 7:00 AM - 3:15 PM Friday, September 14 th : 7:00 AM - 12:00 PM EXHIBIT MOVE-IN/OUT Move In: Wednesday, September 12 th, 4:30 PM 6:00 PM Move Out: Friday, September 14 th, 12:00 PM 1:00 PM ATTENDEE LISTS Only sponsors are eligible to receive an electronic list of attendees prior to the conference to promote visits to their booth. This list will be sent via email to the sponsor contacts on file by September 5 th, 2018. All exhibitors will receive a hard copy list of attendees at the start of the meeting along with the conference schedule. All exhibitors will receive a post-conference electronic attendee list in an Excel format, including telephone, fax and mailing address. PRIZE GIVEAWAYS FOR ATTENDEES Sponsors and Exhibitors are encouraged to offer prize drawing items as an incentive for attendees to visit their booth. Participate in our bingo card drawing which will be held at the end of the conference by donating a gift, gift basket, or gift card. Attendees will be required to be present for the drawings which will be held at the end of the conference. During the conference, attendees will visit with sponsors and exhibitors to sign their bingo cards. Exhibitors and Sponsors are also encouraged to attend the event to announce their giveaways at the close of the conference. Please plan airline arrangements accordingly. Note: While this activity is offered as an incentive for attendees to visit exhibit booths, quality of time spent with registrants is up to your organization representatives and is not guaranteed by Idaho MGMA. GET MORE INFORMATION Register at: www.imgma.com Call us: 208.344.7888 Email us: IdahoMGMA@gmail.com
2018 Idaho MGMA Annual Conference 6 PRIZE AWARDS FOR EXHIBITORS Prizes will be awarded to the Sponsor/Exhibitor receiving the most votes from attendees for: Best Demonstrating Conference Theme and Most Helpful. This year s conference theme is Breaking Through Challenges in Medical Practice Management. CONFERENCE SHIPPING AND RECEIVING You will be responsible for all shipping charges, as well as adequately packaging goods and properly filling out all paperwork. Please use the address below for any boxes or exhibit materials which will need to be shipped to Boise State University: IMGMA Conference Attn: University Event Services - Marlayna Boice 1910 University Drive Boise Idaho, 83725-1335 Box of (# of Boxes) When shipping to this address, please also label each piece of freight as follows: Name of show, name(s) affiliated with booth, name of organization, and booth number. Note on the label or package the total number of pieces, such as "1 of 6", "2 of 6", etc. Boise State University will accept packages no earlier than three days before the conference. As all packages shipped are processed through the Boise State campus central receiving facilities, it is advisable that you keep tracking numbers to verify the location of your packages. Please be aware that: 1. Boise State is not liable for lost or stolen packages. 2. Boise State is not responsible for any damage to uncrated or improperly packaged materials or concealed damage. 3. Boise State will not be liable to any extent for any actual, potential, or assumed loss of profits or revenues, or for any collateral costs, which may result from any loss, or damage to an exhibitor's materials which may make it impossible or impractical to exhibit the same. OUTGOING FREIGHT AND PACKAGES You will be responsible for picking up and shipping freight from your booth after the show. You can utilize the Bronco Express Shipping Office, located on the 1 st Floor of the Boise State Student Union Building next to the Games Center for shipping outgoing freight and packages. For questions related to outgoing freight and packages, the Bronco Express Shipping Office can be reached at (208) 426-5403. The Bronco Express Shipping Office website and hours are listed below: Bronco Express Shipping Office Hours SUN Closed MON 8:00am - 7:00pm TUE 8:00am - 7:00pm WED 8:00am - 5:30pm THU 8:00am - 5:30pm FRIDAY 8:00am - 5:30pm SAT 10:00am - 5:00pm Website: http://www.boisestatebooks.com/broncoexpress.asp Boise State will not be responsible for transporting outgoing freight and packages to the Bronco Express Shipping Office. All sponsors and exhibitors will be responsible for getting their packages to the Bronco Express Shipping Office. Outgoing shipments must be charged to a personal or corporate credit card. GET MORE INFORMATION Register at: www.imgma.com Call us: 208.344.7888 Email us: IdahoMGMA@gmail.com
2018 Idaho MGMA Annual Conference 7 SPONSORSHIP DESCRIPTIONS General benefits for all levels of sponsorship include: Premium conference booth location (based on sponsorship level and first-paid basis) An electronic mailing list of attendees to promote visits to your booth a sponsor exclusive Your organization logo and website link displayed on the Idaho MGMA homepage Free listing on Idaho MGMA s NEW online vendor directory Prominent inclusion of logo on attendee bingo card to ensure traffic to your booth (quality of time spent with registrants is up to your representatives and is not guaranteed by Idaho MGMA) Your logo featured on printed conference marketing materials (signage, conference program, etc.) Sponsor name badge ribbons PLATINUM SPONSORSHIP - $4,250 ANNUAL AWARDS RECEPTION An opportunity for you to address attendees and introduce the evening s entertainment at our Annual Awards Reception, which features a luau-themed cocktail hour, dinner, and live entertainment at the BSU Steuckle Sky Center. In addition to the general benefits all sponsors receive, you will also receive Six representative registrations and six Annual Awards Reception tickets 10-minute speaking opportunity prior to opening keynote Your logo featured on signage near food and drink stations during the awards reception Distribution of your handouts to attendees during the awards reception Plus, A full-page color ad in the conference program A golf hole sponsorship during Idaho MGMA Golf Tournament (includes greens fees for two representatives, plus signage on your sponsored hole of the course, and recognition at the awards presentation in front of all Idaho MGMA attendees) GET MORE INFORMATION Register at: www.imgma.com Call us: 208.344.7888 Email us: IdahoMGMA@gmail.com
2018 Idaho MGMA Annual Conference 8 GOLD SPONSORSHIP - $3,250 IN ADDITION TO GENERAL SPONSOR BENEFITS (SEE PAGE 7), ALL GOLD SPONSORS RECEIVE: Four representative registrations and four Annual Awards Reception tickets Plus, A half-page color ad in the conference program (Note: Program sponsor receives a full-page ad) GOLD SPONSOR OPPORTUNITIES: Conference Welcome Reception An opportunity for your representatives to interact on a personal level during the conference s welcome reception! This is one of the most interactive opportunities in a group setting the conference will offer. In addition to the general benefits all sponsors receive, you will also receive Your logo featured on signage near food and drink stations during the welcome reception An opportunity to introduce your organization and products/services Distribution of your handouts to attendees during the event Conference Business Luncheon An opportunity for a representative to address attendees during Idaho MGMA s Business Luncheon. This is one of the more interactive opportunities in a group setting that the conference will offer. In addition to the general benefits all sponsors receive, you will also receive Your logo displayed during the business luncheon An opportunity to introduce your organization and products/services Distribution of your handouts to attendees during the event Conference Program Your logo on the cover of the conference program provided to all attendees. The conference program includes the conference schedule, venue map, speaker highlights, and exhibitor list and floor plan, plus plenty of space for taking notes. In addition to the general benefits all sponsors receive, you will also receive A full-page color ad in the conference program GET MORE INFORMATION Register at: www.imgma.com Call us: 208.344.7888 Email us: IdahoMGMA@gmail.com
2018 Idaho MGMA Annual Conference 9 SILVER SPONSORSHIP - $2,250 IN ADDITION TO GENERAL SPONSOR BENEFITS (SEE PAGE 7), ALL SILVER SPONSORS RECEIVE: Four representative registrations and four Annual Awards Reception tickets SILVER SPONSOR OPPORTUNITIES: Conference Bag Your organization logo exclusively featured on conference bags handed out to all attendees containing the conference program, flash drive, and other pertinent materials. Plus, the general benefits all sponsors receive. Conference Flash Drive Your organization logo exclusively featured on flash drives containing speaker handouts, schedules, directions, and other must have information attendees will refer to during the conference. Plus, the general benefits all sponsors receive. Conference Keynote Speaker (Opening or Closing Keynote Available) An opportunity for a representative of your organization to address attendees and introduce one of the conference s keynote speakers. In addition to the general benefits all sponsors receive, you will also receive Your organization logo projected in the room prior to the keynote address An opportunity to introduce your organization and products/services Reserved seating at the keynote presentation Distribution of your handouts to attendees prior to the keynote presentation Conference Name Badge Holders An opportunity for constant recognition with your organization logo on name badge holders used by attendees throughout the conference. Plus, the general benefits all sponsors receive. Conference Technology Your organization logo displayed on tables in the conference s general session and breakout rooms acknowledging your organization as the sponsor of all A/V equipment, including Wi-Fi access, projectors, and screens for the duration of the conference. Plus, the general benefits all sponsors receive. GET MORE INFORMATION Register at: www.imgma.com Call us: 208.344.7888 Email us: IdahoMGMA@gmail.com
2018 Idaho MGMA Annual Conference 10 BRONZE SPONSORSHIP - $1,250 Instead of the standard exhibit registration, take advantage of this value added package that includes increased exposure through a variety of marketing opportunities. IN ADDITION TO GENERAL SPONSOR BENEFITS (SEE PAGE 7), ALL BRONZE SPONSORS RECEIVE: Three representative registrations and three Annual Awards Reception tickets EXHIBITOR ONLY - Early Bird Registration: $800 (by June 15, 2018) Regular Registration: $900 (by July 31, 2018) Late Registration: $1,000 (after July 31, 2018) EXHIBITOR ONLY REGISTRATION INCLUDES: Registration for two representatives and two Annual Awards Reception tickets, listing in the conference promotional materials and Exhibitor Hall signage, breakfast and lunch for representatives, name inclusion on attendee bingo card, free listing on Idaho MGMA s NEW online vendor directory, exhibitor ribbons, and admission to the welcome reception. GET MORE INFORMATION Register at: www.imgma.com Call us: 208.344.7888 Email us: IdahoMGMA@gmail.com
Jordan Ballroom DE ENTRANCE 2018 Idaho MGMA Annual Conference 11 Exhibit Hall Map GET MORE INFORMATION Register at: www.imgma.com Call us: 208.344.7888 Email us: IdahoMGMA@gmail.com
September 12, 2018 9:00 am 12:00 pm Boise Ranch Golf Course 6501 S. Cloverdale Road Boise, Idaho 83709 IDAHO MGMA ANNUAL GOLF TOURNAMENT Add to your investment with one of our tournament sponsorship opportunities! It s a wonderful way increase your organization s visibility and meet with medical administrators while enjoying a casual day on the golf course. With undulating greens, eight lakes and ponds, the Boise Ranch Golf Course s 6,611 yard, par 71 layout includes one of the longest par 5's in the state of Idaho. The format for the golf tournament will be a 9-hole modified shotgun/scramble. Lunch will be served for players following play. Registered representatives will be placed on teams with Idaho MGMA members. Additional representatives may participate at a rate of $45 per player. Only conference sponsors and exhibitors may sponsor and play with the purchase of a tournament or golf hole sponsorship. Greens fees include 9-holes of golf, lunch, range balls, and a golf cart. Rental clubs are $10 plus tax per set (for 9-holes). Boise Ranch stocks equipment from notable brands such as Ping. Tournament Sponsorship. $725 Choose one of the following Golf Tournament Sponsorship opportunities and receive the benefits listed under each sponsorship, plus: Special acknowledgement at the opening of the tournament Green fees for two representatives Recognition at the awards presentation in front of all Idaho MGMA attendees 1. Tournament Lunch Sponsor Receive benefits listed above in addition to: Special acknowledgement at the lunch and the opportunity to introduce your organization and products 2. Goodie Bag Sponsor (1 available) Receive benefits listed above in addition to: Provide golf gear for attendees on the course, including extra golf balls, tees, cool beverages, and tasty snacks Promotional materials placed in the reusable drawstring sport bags provided by Idaho MGMA with your logo. (Please supply a business card or small flyer for the bags) Promo material deadline is August 31 st, 2018. Golf Hole Sponsorship (9 available)....$225 Green fees for one representative Plus, signage on one hole of the course and recognition at the awards presentation in front of all Idaho MGMA attendees.
Breaking Through Challenges in Medical Practice Management Boise State University September 12-14, 2018 Wednesday, September 12, 2018 9:00a - 12:00p Idaho MGMA Annual Golf Tournament Boise Ranch Golf Course (Boise, Idaho) 6:00-8:00p Conference Welcome Reception Thursday, September 13, 2018 7:00a - 3:30p Conference Registration Desk Open 7:00-8:00a Breakfast with Exhibitors 8:00-8:05a President s Welcome Nicole Brown, MBA, CMPE 8:05-8:15a Platinum Sponsor Welcome 8:15-9:15a Opening Keynote TBD TBD 9:15-9:45a Break with Exhibitors 9:45-10:45a Breakout Sessions 1-A. TBD TBD 1-B. TBD TBD 1-C. TBD TBD 10:45-11:00a Break with Exhibitors 11:00-12:00p Idaho MGMA Peer Roundtables Nicole Brown, MBA, CMPE 12:00-12:15p Break with Exhibitors 12:15-1:15p Plated Lunch and Idaho MGMA Business Meeting 1:15-1:45p Break with Exhibitors 1:45-2:45p Breakout Sessions 2-A. TBD TBD 2-B. TBD TBD 2-C. TBD TBD 2:45-3:15p Break with Exhibitors 3:15-4:15p Breakout Sessions 3-A. TBD TBD 3-B. TBD TBD 3-C. TBD TBD 4:15-6:00p Free Time! 6:00-9:00p Idaho MGMA Annual Awards Reception and Entertainment * * Space is limited, advance registration is required. Friday, September 14, 2018 8:00-9:30a Conference Registration Desk Open 7:00-8:00a Networking Breakfast with Exhibitors 8:00-9:00a Federal/State Legislative Update Molly Steckel, Policy Director, Idaho Medical Association 9:00-9:30a Break with Exhibitors 9:30-11:00a Closing Keynote A Dose of Healthcare Humor David Glickman 11:00a - 12:00p Sponsor and Exhibitor Drawings, Golf Tournament Awards, Closing Remarks
ORGANIZATION NAME (TO APPEAR ON SIGNAGE) 2018 IDAHO MGMA SPONSOR AND EXHIBITOR AGREEMENT AGREEMENT CONTACT TITLE ADDRESS CITY/STATE/ZIP TELEPHONE FAX E-MAIL SPONSORSHIP OPPORTUNITIES (Select sponsorship level below and see Exhibitor Prospectus for details. Some sponsorship opportunities are limited in number-please check availability with our Executive Director) Idaho MGMA Annual Sponsorships (INCLUDES CONFERENCE SPONSORSHIP) Corporate Sponsor-$7,500 Board Sponsor-$5,000 Executive Sponsor-$3,500 Manager Sponsor-$2,000 Conference Sponsorship Only (A LA CARTE) Platinum-$4,250 Gold- $3,250 Silver-$2,250 Bronze- $1,250 Golf Tournament Sponsor - $750 Golf Hole Sponsor - $250 CONFERENCE EXHIBITOR OPPORTUNITIES (mark all that apply) EARLY BIRD! EXHIBIT BOOTH (BY JUNE 15, 2018) # OF BOOTHS @ $800.00 EA Includes ticket passes for two representatives EXHIBIT BOOTH (AFTER JUNE 15 AND PRIOR TO JULY 31, 2018) # OF BOOTHS @ $900.00 EA Includes ticket passes for two representatives EXHIBIT BOOTH (ON AND AFTER AUGUST 1, 2018) # OF BOOTHS @ $1000.00 EA Includes ticket passes for two representatives ADD L REPRESENTATIVE REGISTRATION # OF REPS @ $ 125.00 EA Two registrations are included with standard exhibit agreement $125 is required for each additional representative (3+) unless add l representatives are included in a sponsorship package. PRIMARY REPRESENTATIVE STAFFING YOUR BOOTH (This information will be published and distributed to attendees) NAME TITLE _ ADDRESS CITY/STATE/ZIP TELEPHONE FAX E-MAIL Do you plan to attend: Conference Welcome Reception? YES NO Annual Awards Reception? YES NO NAMES OF OTHER REPRESENTATIVES STAFFING YOUR BOOTH TOTAL AMOUNT ENCLOSED= $ All exhibitor representatives must be registered. Two registrations are (2 ea.) included with your exhibitor agreement - $125 is required per add l representative, unless add l representative registrations are included in a conference sponsorship package. 1) 2) 3) 4) _ PLEASE INDICATE ORGANIZATIONS YOU DESIRE NOT TO BE LOCATED ADJACENT TO (I.E. COMPETITORS): 1) 2) THE SIGNATURE BELOW SIGNIFIES THAT THE COMPANY CONTACT HAS READ AND AGREES TO ABIDE BY ALL EXHIBIT PRACTICES AND REGULATIONS (SEE ATTACHED EXHIBITOR PROSPECTUS OR LOG ONTO WWW.IMGMA.COM) Signature Title CHECK ENCLOSED MADE OUT TO IDAHO MGMA (TAX ID # ) CREDIT CARD PAYMENT: Visa M/C AMEX No. Exp. Date CVV # (back of card) Name on Card Signature Mailing Address of Card MAIL TO: Idaho MGMA, PO BOX 7674, BOISE, ID 83707 OR FAX TO: 208-344-7903 Questions? Please contact Idaho MGMA at 208-344-7888 ext. 102 or IdahoMGMA@gmail.com. FOR OFFICE USE ONLY: DATE REC D AMOUNT CHECK NO. BOOTH # _ INITIALS
Appendix A: EXHIBITOR TERMS and CONDITIONS 1. LODGING RESERVATIONS Idaho MGMA has secured a block of rooms at a group rate starting at $132.00/night. Reservations must be made by August 21, 2018 to guarantee the base room rate listed above. The hotel s check-in time is 4:00 p.m. and the check-out time is 12:00 p.m. Early check-in is based on a space available basis and will not be guaranteed. Individuals staying in their rooms beyond check-out time will be billed one (1) additional night s stay. Late check-out is provided based on availability, although some charges may apply. Arrangements can be made by contacting the front desk. Luggage storage is limited, but available either for early arrival or late departure. The TownPlace Suites Marriott Boise Downtown also offers complimentary on-site, overnight self-parking for individuals who have lodging reservations and also offers complimentary airport shuttle service to and from the Boise Airport upon request. Please contact TownPlace Suites Marriott Boise Downtown in advance to arrange airport transportation by phone at 208-429-8881. Support us by booking your stay within the Idaho MGMA hotel block at the TownPlace Suites Marriott Boise Downtown, and help us avoid fees that result from unfilled rooms. We value your support! 2. LIABILITY - The Exhibitor is responsible for the space leased by him and shall not injure, mar or deface the premises. The Exhibitor shall not affix to the walls or windows of the building any advertisement, signs, etc. or use Scotch tape, masking tape or any other adhesive type materials on painted surfaces. The Exhibitor agrees to reimburse the facility, and/or decorator, for any loss or damage to the premises or equipment occurring in the space leased to the Exhibitor. The Exhibitor will assume entire responsibility and hereby agree to protect, indemnify, and defend and hold Idaho MGMA, and Boise State University and their employees and agents harmless against all claims, losses and damages to persons or property, government charges or fines and attorney s fees arising out of or caused by exhibitor s installation, removal, maintenance, occupancy or use of exhibition premises or any part thereof. In addition, exhibitor acknowledges that the Idaho MGMA and Boise State University do not maintain insurance coverage for Exhibitor s property or injury to exhibitor or its representatives, agents, employees, licensees or invitees. It is recommended that Exhibitor obtain adequate insurance coverage, at its own expense, for property loss or damage and liability for personal injury. Idaho MGMA and its sponsors shall not be liable for failure to perform its obligations under this contract as a result of strikes, riots, acts of God, or any other causes beyond its control. Exhibitor agrees that neither Idaho MGMA, nor its representatives will be responsible for any injury, loss or damage that may occur to the Exhibitor or the Exhibitor's employees, family, associates, or property, except where Idaho MGMA has acted willfully or negligently. The Exhibitor, on signing the contract, expressly releases the aforementioned from any and all claims for such loss, damage or injury. 3. AISLES - The aisles, passageways and overhead spaces remain strictly under the control of Idaho MGMA, and no signs, decorations, banners, advertising matter or special exhibits will be permitted in them except by special written permission of Idaho MGMA. 4. SPACE - The space contracted for is to be used solely for the Exhibitor whose name appears on the Contract. Distribution of literature, samples, etc. in the exhibit area by firms not participating as a registered exhibitor is prohibited. The Exhibitor shall not sublet, assign, or share any portion of their exhibit space without written prior consent of Idaho MGMA. Exhibitor representatives must be employees or designated agents of the exhibiting organization. Exhibitor representatives may not represent other companies other than the organization contracting for the exhibit space. Standard exhibit space includes one six-foot skirted table, two chairs and registration for two organization representatives (exhibitors). Additional exhibitors, beyond the allotted two, are required to pay an additional fee to attend the conference with access to the exhibit hall. 5. DEMONSTRATIONS All demonstrations, solicitations, or promotional activities must be confined within the limits of the exhibitor s purchased exhibit space. All exhibits and their personnel must remain within the confines of their own spaces and no Exhibitor will be permitted to erect signs or display products in such a manner as to obstruct the view, occasion injury or disadvantageously affect the display of other Exhibitors. No interference with the light or space of another Exhibitor will be permitted. Noise must not unreasonably interfere with other exhibitors. Exhibitors may hold informal meetings with attendees after conference hours as long as the meeting does not occur during a scheduled conference CME or event. Social activities sponsored by an exhibitor that might conflict with the conference must be cleared with Idaho MGMA. Display signs and displays are also prohibited in any of the public space or elsewhere on the premises of the conference venue and lodging facilities. 6. RESTRICTIONS Idaho MGMA reserves the right to restrict exhibits, without refund, that have been falsely submitted, and to terminate an agreement if payment is not received within 5 days of receipt of agreement. Payment is expected at the time of registration; sponsorship commitments will not be guaranteed without payment within the specified time. Idaho MGMA also reserves the right to remove exhibits, without refund, that may be deemed by Idaho MGMA unsuitable or objectionable. This restriction applies to noise, PA systems, persons, animals, birds, things, conduct, printed matter, or anything of a character that might be objectionable to the conference or Idaho MGMA. 7. OFFENDERS Offenders will be asked to leave the area if any of the above are violated. As an exhibitor offender, no refund will be given. 8. CHILDREN - Children of exhibitors are not to be allowed in exhibit area except under the direct supervision of a parent. Please restrict your children to your booth.
9. EXHIBITOR CREDENTIALS Exhibitors must wear their credentials at all times in the exhibit hall and credentials are non-transferable. Additional representative credentials above and beyond those offered for each sponsorship level or exhibitor registration, or if other representatives plan to attend or replace another representative during the conference, then additional representative fees would apply for credentialing. This fee is $125 per additional representative. 10. BLACKOUT BINGO All exhibitors and sponsors will be listed on a bingo card, given to all attendees when they register. Sponsor logos will be included; exhibitors will be listed by text. Attendees must get a signature from each vendor in the exhibitor hall to submit their card for all prize drawings. Please let us know if you plan to bring a prize for our drawings. 11. CONFIRMATION & BOOTH ASSIGNMENTS - Exhibit hall layout will be available for review when finalized. Contact Idaho MGMA if you have not received a confirmation of receipt of the registration form within 10 days of submitting your exhibitor agreement. You will be notified of your booth assignment no later than one week prior to the event. Assignments will be made first based on sponsorship priority and second on a firstpaid basis. Exhibit space will be assigned based upon receipt of signed application and payment in full. Booth locations are not guaranteed. Idaho MGMA reserves the right to reject any application. RULES FOR EXHIBITS: 1. ALL BOOTHS and decorations MUST concur with the facility regulations, city ordinances and local fire codes. Any violations may result in the removal of any materials found to be in violation. Materials for booth decorations and construction must consist of fire resistant material. Contact Idaho MGMA if at all in doubt. Electronic and other apparatus must be operated so that the noise will not interfere with other exhibitors. No musical presentations are allowed, live or mechanical, without the written authorization of Idaho MGMA. All display materials and decorations must comply with requirements of the local fire authorities. Display fabrics must be nonflammable. Care must be taken by the Exhibitor not to deface or destroy any part of the exhibit area. In the event of property damage caused by him/her, the Exhibitor will be held responsible. Use of the name Idaho Medical Group Management Association or that of any officer of Idaho MGMA, in recommendation or endorsement of a product or service, is expressly prohibited. Animals or pets, with the exception of ADA Service Animals, are not permitted on the exhibit floor for this event. Helium, or lighter than air, filled balloons are not permitted on the exhibit floor. If tape is to be used on the exhibit floor, it must be Shur Tape or Bron Tape BT-100 or BT-105. 2. IF EVENT EXHIBITION IS NOT HELD - In the event the conference is postponed due to any occurrence not occasioned by the conduct of Idaho MGMA and Boise State University, or that such occurrence be an act of God or the result of war, riot, civil commotion, sovereign conduct, or the act or conduct of any person or persons not party or privy to this contract, then the performance of such parties under this contract shall be excused for such period of time as is reasonably necessary after such occurrence to remedy the effects thereof, and in any event for the duration of such postponement. In the event that such occurrence results in cancellation of the conference, each party hereby releases the other from all obligations under this contract. Idaho MGMA shall not be liable for any damages or expense incurred by Exhibitors in the event the show is delayed, interrupted or not held as scheduled. 3. FAILURE TO OCCUPY SPACE - The Exhibitor will forfeit space not occupied by 7:00 AM on Thursday, September 13th, 2018, unless prior arrangements are made. Exhibitor s space may be resold, reassigned, or used by Idaho MGMA. If you are having difficulty meeting this deadline, please call Idaho MGMA at 208-344-7888 ext. 102 to discuss possible arrangements. 4. AMENDMENTS - Exhibitor agrees to abide by decisions of Idaho MGMA concerning all matters pertaining to the administration and success of the Show, which are not specifically stated. 5. SECURITY - Idaho MGMA agrees to provide reasonable security for the exhibit area. However, Exhibitor agrees that neither Idaho MGMA, the facility management nor Idaho MGMA s insurance company are financially liable for theft, damage, loss or "mysterious disappearance" of any kind. We recommend all exhibitors contact their insurance agents to confirm proper coverage of exhibit materials. Please read carefully the coverage provided by decorators and shipping companies to determine if additional coverage is necessary. Any additional security must be arranged by the Exhibitor at his own expense, directly from the facility. The facility will be locked during the time that exhibits are not being shown. 6. CANCELLATION - Anyone desiring to cancel their sponsorship or exhibitor registration for the conference shall notify Idaho MGMA either via e-mail at Idahomgma@gmail.com, fax at (208) 344-7903, or mail to: Attn: Idaho MGMA Conference Sponsor/Exhibitor Registration PO Box 7674 Boise, ID 83707 No refunds or credit will be provided for cancellations made after Wednesday, August 1, 2018. Cancellations received on or prior to this date will receive a 50 percent refund.