Thank you for your support of the 2017 AHIMA Annual Convention & Exhibit! Your participation in this show and other AHIMA events demonstrates your commitment to AHIMA, the HIM Industry, as well as to your customers and prospects. Every month, we put out this newsletter to provide you with information on how to market to these individuals and to properly plan for a successful event. Please take a few minutes to read through this document and let us know if you have any questions. Show Location This year s meeting will be held at the Los Angeles Convention Center 1201 South Figueroa Street, Los Angeles, CA 90015 Phone: (213) 741-1151 http://www.lacclink.com/ Exhibits will be held in Halls H, J & K. Show Hours Following is a brief list of important deadlines for this year s show. Keep this handy to ensure that you receive the best prices and that you submit all required items on time. A full detailed checklist of deadlines, including Product World Sessions, EAC Forms, housing, and other events may be downloaded here. Official on-site hours are as follows: Installation Schedule Day Start Time End Time Friday, October 6 8:00 a.m. 6:00 p.m. Saturday, October 7 8:00 a.m. 5:00 p.m. Sunday, October 8 8:00 a.m. 1:00 p.m. Exhibit Hall Hours Day Start Time End Time Sunday, October 8 Dedicated* (Attendee Welcome Reception is held on the Exhibit Floor during 5:30 p.m. 7:30 p.m. this time.) Monday, October 9 Regular Hall Hours 11:30 a.m. 4:30 p.m. Career Fair 11:30 a.m. 4:30 p.m. Dedicated* 11:45 a.m. 1:00 p.m. Dedicated* 2:00 p.m. 3:15 p.m. Tuesday, October 10 Regular Hall Hours** 10:30 a.m. 4:30 p.m. Career Fair 10:30 a.m. 4:30 p.m. Dedicated** 10:45 a.m. 1:00 p.m. Dedicated* 2:00 p.m. 3:15 p.m.
Wednesday, October 11 Regular Hall Hours 9:00 a.m. 1:30 p.m. Dedicated* (Attendee coffee service held on the Exhibit Floor.) 9:00 a.m. 10:00 a.m. Career Fair 9:00 a.m. 1:30 p.m. Dedicated* Lunch: Taste of Miami 12:00 p.m. 1:30 p.m. *Dedicated means there are no other sessions going on at that time. **We have extended the show hours on Tuesday this year to give you more contact time with attendees. Marketing & Sponsorship Opportunities Sponsorship renewal calls to all 2016 sponsors are set to be completed on March 31. Any renewal which has not been confirmed by March 31 will be released into the general sponsorship inventory. In the meantime, if you have questions about specific opportunities, please contact us. All items are hosted in the 2017 Plantour. Summary listings and statuses for banners, column wraps and other items such as educational tracks, Appreciation Celebration and many other valuable opportunities are found on the Plantour site! A PDF summary of all sponsorship opportunities that are available throughout the year may be downloaded here. Attendee/Exhibitor Pre-Show Communications The AHIMA integration between a2z and Wyndham Jade enable direct pre-show communications between exhibitors and attendees. All exhibitors will have access to this feature. More information about how to take advantage of this tool will be made available once we launch the registration/floor plan integration. ebooth Updates and Digital Upgrades It s never too early to start crafting the look of your digital booth. Prospective attendees have access to the 2017 online floor plan NOW. Extend the reach of your marketing campaign by updating your digital booth with what you want your prospects to see! You may download instructions for updating your entry here. If you have the instructions, but need your password, please reply to this email so that we can assist! AHIMA Onsite Marketing Opportunities The early release marketing order forms for AHIMA Convention Logo Usage, Room Rentals, Product World Sessions, Convention Literature Bins, Exhibitor Scavenger Hunt, Exhibit Hall Floor Decals, Hotel Room Drops, and Welcome Reception Drink Tickets are available here. Take advantage of this early release to maximize your onsite show presence to attendees. AHIMA ResourceConnect Generate New Leads With The Community s Leading Online Directory! AHIMA ResourceConnect is the industry's leading online directory, connecting AHIMA's members and industry professionals with suppliers. Having a listing in this member resource ensures your company is part of the buying process and considered when decision makers are making comparisons. Start building your presence on AHIMA's ResourceConnect today and drive new leads to your business. Pricing starts as low as $1500 for an entire year's worth of exposure! Click Here to view packages and pricing and contact us to get your profile live today. Contact Jeff Rhodes or Todd Eckman today for more information.
AHIMA Foundation Silent Auction Support Scholarships with Your Auction Donation How do electronics, jewelry and art benefit HIM Education? They do when they are made as a donation to the 2017 Silent Auction benefiting the AHIMA Foundation! Donating is easy! 1. You choose an item to donate. 2. Submit the online donation form. 3. Assist promising HIM students in the pursuit of their educational goals. Exhibitor Housing and Registration Please note that Wyndham Jade is the ONLY OFFICIAL housing & registration vendor for AHIMA. Beware of false and fraudulent housing claims! AHIMA s housing bureau, Wyndham Jade, has secured discounted room blocks for exhibitors. This year s headquarter hotel is the JW Marriott, which is adjacent to the Los Angeles Convention Center. You can find more information on the official AHIMA 2017 Housing and registration page. Exhibit staff registration will open on June 6, 2017. Exhibitor Service Manual June 15 is the target date for the release of the 2017 service manual. All exhibitors will receive a link to the kit, via email, once it is live. This is your complete guide to exhibiting at the AHIMA Convention and Exhibit. It will provide information about installation and dismantle, show hours, meeting room rentals, marketing opportunities, advertising and sponsorship opportunities, carpet & furniture order forms, A/V order forms, catering menus and more! If you have questions about event orders catering, electric, internet or other services, please do not hesitate to contact Kelli Wondra for advance information. Booth Space Payment Schedule As of January 1, 2017, 75% of all booth fees were due. The full balance for exhibitor booth fees comes due on May 1, 2017. Final invoices were sent to all exhibitors on March 22. Exhibitors with past-due balances will receive a phone call in the coming weeks. However, you can make any payments through your online exhibitor portal. A link to this portal, along with the password, was sent to you in your confirmation email. Thank you again for your continued support! If you have any questions, please do not hesitate to contact us. Kelli Wondra Exhibits Manager Phone: (312) 233-1101 Fax: (312) 233-1401 kelli.wondra@ahima.org Jim Hawarden, CEM Exhibit Sales Phone: (469) 291-8626 Fax: (855) 648-2850 jim.hawarden@ahima.org
The 2017 Calendar AHIMA 2017 in October seems like a long way away but the time will go quickly! This year s meeting is set for the Los Angeles Convention Center, 1201 South Figueroa Street, Los Angeles, CA 90015 Phone: (213) 741-1151 http://www.lacclink.com/ Exhibits are located in Halls H,J,K. Installation Schedule Day Start Time End Time Friday, October 6 8 a.m. 6 p.m. Saturday, October 7 8 a.m. 5 p.m. Sunday, October 8 8 a.m. 1 p.m. *Booths must be set and empty containers tagged no later than 1 p.m., Sunday, October 8, 2017. **Space not occupied by 1 p.m., Sunday, October 8 reverts to AHIMA for its discretionary use. ***The exhibitor assumes all financial responsibly for installation and dismantling of the exhibit. ****Floor covering (carpet/flooring) is required for ALL booths. Exhibitors can either bring their own or rent from Freeman. Exhibit Hall Hours Day Start Time End Time Sunday, October 8 Dedicated* (Attendee Welcome Reception is 5:30 p.m. 7:30 p.m. held on the Exhibit Floor during this time.) Monday, October 9 Career Fair Installation 8:00 a.m. 11:00 a.m. Product Demos (by invitation only) 10:00 a.m. 11:00 a.m. Regular Hall Hours 11:30 a.m. 4:30 p.m. Career Fair 11:30 a.m. 4:30 p.m. Dedicated* 11:45 a.m. 1:00 p.m. Product World Sessions 12:00 noon 12:50 p.m. Dedicated* 2:00 p.m. 3:15 p.m. Product World Sessions 2:10 p.m. 3:00 p.m. 2018 Booth Selection 2:00 p.m. 4:00 p.m. Career Fair Installation 2:00 p.m. 4:15 p.m. Tuesday, October 10 2018 Booth Selection 8:30 a.m. 3:00 p.m. Product Demos (by invitation only) 10:00 a.m. 11:00 a.m. Regular Hall Hours 10:30 a.m. 4:30 p.m.
Dedicated* 10:45 a.m. 1:00 p.m. Product World Sessions, Theatres H and K 12:00 noon 12:50 p.m. Dedicated* 2:00 p.m. 3:15 p.m. Product World Sessions 2:10 p.m. 3:00 p.m. Career Fair 11:30 a.m. 4:30 p.m. Wednesday, October 11 Hours 9:00 a.m. 1:30 p.m. Dedicated* (Attendee coffee service held on the Exhibit Floor.) 9:00 a.m. 10:00 a.m. Career Fair 9:00 a.m. 1:30 p.m. Dedicated* Lunch: Taste of Miami 12:00 p.m. 1:30 p.m. *Dedicated means there are no other sessions going on at that time. ebooth Updates and Digital Upgrades It s never too early to start working on crafting the look of your digital booth. Prospective attendees have access to the 2017 online floor plan NOW. Extend the reach of your marketing campaign by updating your digital booth with what you want your prospects to see! Booth update instructions were sent to all exhibitors as part of the Booth Status report on February 8. If you would like for me to re-send those instructions just reply to this email and I will resend them to you, along with your password. AHIMA Onsite Marketing Opportunities Order forms for AHIMA Convention Logo Usage, Room Rentals, Product World Sessions, Convention Literature Bins, Exhibitor Scavenger Hunt, Exhibit Hall Floor Decals, Hotel Room Drops, and Welcome Reception Drink Tickets will be released in a few short weeks! Mark your calendars for March 10 when the Exhibitor Marketing Opportunity kit will be released to all current exhibitors. Take advantage of this early release to maximize your onsite show presence to attendees. AHIMA ResourceConnect Generate New Leads With The Community s Leading Online Directory! AHIMA ResourceConnect is the industry's leading online directory, connecting AHIMA's members and industry professionals with suppliers. Having a listing in this member resource ensures your company is part of the buying process and considered when decision makers are making comparisons. Start building your presence on AHIMA's ResourceConnect today and drive new leads to your business! Pricing starts as low as $1500 for an entire year's worth of exposure! Click Here to view packages and pricing and contact us to get your profile live today. Contact Jeff Rhodes or Todd Eckman today for more information. 2017 Sponsorship Opportunities The 2017 Plantour is now open! Banners, column wraps and other sponsored items including educational tracks, appreciation celebration, and other opportunities are listed on this site. The Plantour is your onestop reference for checking out sponsorships for convention and summit meetings.
AHIMA Foundation Sponsorship Opportunities If your company would like to support the efforts of the AHIMA Foundation either through the funding of scholarships or other projects, a list of convention-specific items may be found on the Foundation s Corporate Giving page. Becky Holton, Director of Development for AHIMA Foundation is also available to answer questions about other types of giving. She can be reached by phone at 312-233-1445 or by email at becky.holton@ahimafoundation.org. Attendee/Exhibitor Pre-Show Communications a2z and Wyndham Jade to enable direct pre-show communications between exhibitors and attendees. All exhibitors will have access to this feature. More information about how to take advantage of this tool will be made available once we launch the registration/floor plan integration. In May, watch for more information on the new Attendee Acquisition Widget! Exhibitor Service Manual June 15 is the target date for the release of the 2017 service manual. All exhibitors will receive a link to the kit, via email, once it is live. This is your complete guide to exhibiting at the AHIMA Convention and Exhibit. It will provide information about installation and dismantle, show hours, meeting room rentals, marketing opportunities, advertising and sponsorship opportunities, Freeman order forms, A/V order forms, catering menus and more! If you have questions about event orders catering, electric, internet or other services, please do not hesitate to contact Kelli Wondra for advance information. Convention Housing and Website Please note that Wyndham Jade is the ONLY OFFICIAL housing vendor for AHIMA. Beware of false and fraudulent housing claims! AHIMA s housing bureau, Wyndham Jade, has secured discounted room blocks for exhibitors. This year s headquarter hotel is the JW Marriott, which is adjacent to the Los Angeles Convention Center.
Los Angeles Convention Center 1201 South Figueroa Street, Los Angeles, California 90015 1) LUXE CITY CENTER 1020 S Figueroa St, Los Angeles, CA 90015 2) WESTIN BONAVENTURE HOTEL AND SUITES 404 S Figueroa St, Los Angeles, CA 90071 3) THE LA HOTEL DOWNTOWN 333 S Figueroa St, Los Angeles, CA 90071 4) OMNI LOS ANGELES HOTEL AT CALIFORNIA PLAZA 251 S Olive St, Los Angeles, CA 90012 5) MILLENNIUM BILTMORE HOTEL LOS ANGELES 506 S Grand Ave, Los Angeles, CA 90071 6) INTERCONTINENTAL LOS ANGELES DOWNTOWN 900 Wilshire Blvd, Los Angeles, CA 90017 7) J.W. MARRIOTT LOS ANGELES AT L.A. LIVE 900 W Olympic Blvd, Los Angeles, CA 90015 8) RESIDENCE INN LOS ANGELES L.A. LIVE 901 W Olympic Blvd, Los Angeles, CA 90015 9) SHERATON LOS ANGELES DOWNTOWN HOTEL 711 S Hope St, Los Angeles, CA 90017 10) HOTEL INDIGO LOS ANGELES DOWNTOWN 899 Francisco St, Los Angeles, CA 90017 11) COURTYARD LOS ANGELES AT L.A. LIVE 901 W Olympic Blvd, Los Angeles, CA 90015 To make reservations for your staff, please visit: http://www.wynjade.com/ahima17/exhibitors/ This is a secure site if you do not have your credentials, please let us know so that I can ask Wyndham Jade to assist you. As always - if you have any questions, please do not hesitate to contact us! Kelli Wondra Exhibits Manager Phone: (312) 233-1101 Fax: (312) 233-1401 kelli.wondra@ahima.org Jim Hawarden, CEM Exhibit Sales Phone: (469) 291-8626 Fax: (855) 648-2850 jim.hawarden@ahima.org
Your exhibitor history account update January 2017 The AHIMA Meetings Team and the 2017 Annual Convention Program Committee are hard at work finalizing logistical details for this year s convention. Another exciting year of educational content is well under way! Exhibitor Invoices Exhibitor invoices were sent to all during the last week of November, 2016. Your second installment was due on January 1, 2017. If the information displayed above does not reflect what you believe is your most recent payment, please contact Kelli Wondra for assistance. Checks can often take up to 10 days for assignment. If you can provide a check number for reference, the finance team can more easily locate the payment and that will help for us to assign the payment to your a2z account. Invoices for the final 25% due will be sent beginning March 27, 2017. The final booth payment is May 1, 2017. Please watch for an email from Kelli Wondra (kelli.wondra@ahima.org) AHIMA Sponsorship and Marketing Opportunities Sponsorship coordination efforts for face-to-face meetings, event weeks, and for the Signature Partner Program have been transferred to the meetings & exhibits sales team. We are reaching out to all current sponsors for affirmation of first right of renewal. All inquiries regarding sponsorships can be directed to Jim Hawarden or Kelli Wondra. AHIMA Exhibitor Directory Your 2017 digital booths are ready to be updated! At this time, all booths are set up for Basic Exhibitor status and you will be able to update the following information: Contact Name Contact Title Physical Address Email address Telephone Toll-free telephone Fax URL
Online profile (up to 250 characters including spaces) Print profile (up to 1,000 characters including spaces) Exhibitor Product Categories (up to 3) Access to this site requires a password. If you need password assistance, please reply to me directly and I will assist you. Once you land on the site, select Exhibitor Service Center from the Exhibitor Login Drop Down: From the Exhibitor Service Center, select Booth Info. All of your online information can be edited from here. Although it is early in the year, we encourage you to update your listings as soon as possible so that we may start to promote your ebooth along with our advance convention promotions. All complete listings for the final printed program must be received by July 28 th. Information received after that date will not be included in the printed program. The new listing of a2z enhanced ebooth booth opportunities is now available! For information about these items, please see the hyperlinked document. Additionally, a2z has set up an exhibitor inquiry hotline at: 443-393-2441, or you may contact them by email at ExhibitSupport@a2zinc.net. Advertising Opportunities for AHIMA Journal, ResourceConnect and Convention Program and Dailies If you are seeking to increase your visibility outside of traditional convention opportunities, Jeff Rhodes and Todd Eckman, from Network Media Partners are available to help you with your existing advertising needs or to help define new ones. For your convenience, their contact information is included here: Jeff Rhodes Todd Eckman Tel: (410) 584-1940 Tel: (410) 584-1900 Email: jrhodes@networkmediapartners.com Email: teckman@networkmediapartners.com Mark your calendars for March! That is when the AHIMA exhibitor marketing kit will be made available. Take advantage of this early release to maximize your onsite show presence to this year s attendees. The marketing kit will include forms for Event Room Rentals, Product World Sessions, Convention Literature Bins, Exhibitor Scavenger Hunt, Exhibit Hall Floor Decals, Convention Logo, Hotel Room Drops, and many other opportunities. Exhibitor Service Manual
At this time, June 15 is the target date for the release of the 2017 service manual. All exhibitors will receive a link to the kit (via email) once it is live. This will be your complete guide to exhibiting at the AHIMA Convention and Exhibit. It will provide information about installation and dismantle, show hours, meeting room rentals, marketing opportunities, advertising and sponsorship opportunities, Freeman order forms, A/V order forms, catering menus and more! Convention Housing and Website Please note that Wyndham Jade is the ONLY OFFICIAL housing vendor for AHIMA. Beware of false and fraudulent housing claims! AHIMA s housing bureau, Wyndham Jade, has secured discounted room blocks for exhibitors. This year s headquarter hotel is the JW Marriott, which is adjacent to the Los Angeles Convention Center. In addition to the JW, there are a number of great properties To make reservations for your staff, please visit: http://www.wynjade.com/ahima17/exhibitors/ As always, if you have any questions, please do not hesitate to contact us. Have a great day! Kelli Wondra Exhibits Manager Phone: (312) 233-1101 Email: kelli.wondra@ahima.org Jim Hawarden, CEM Exhibit Sales Phone: (469) 291-8626 Email: jim.hawarden@ahima.org