Important show-related information & deadlines
Exhibitor Kit
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April 3-6, 2023 // Hyatt Regency Chicago April 11 - 13, 2023 // Virtual Event
13th annual meeting
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Food + Beverage
Learn about food + beverage options to enhance your experience.
We're partning with GES again as our contractor to assist with Exhibitor Logistics. Find details on the exhibitor kit / ordering page here.
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April 25-28, 2022 // Hyatt Regency Chicago May 2-4, 2022 // Virtual Event
12th annual meeting
13th Annual Meeting // Exhibitor & Sponsor resources
Workshops & ERTs Final title and speaker(s) information due.
January 16
Exhibitors Advance shipments may begin.
February 28
March 13
Exhibitors and Sponsors Submit your company logo and description via the form from your Becker's campaign manager.
ASAP
Exhibitors Form / discount deadline. Power and AV forms due.
Exhibitors Direct Shipments to show site.
April 2
Exhibitors Last day to ship to the advanced warehouse
march 29
Attendee badge registrations are due here.
April 13
Exhibitors and Sponsors Attendee names for badges due here. Exhibitors Certficate of Insurance is due.
March 3
April 3-6, 2023 // Hyatt Regency Chicago April 11-13, 2023 // Virtual Event
More information coming soon.
The Certificate of Insurance is a basic liability insurance that indemnifies ASC Communications from being held liable, should anything happen to your booth materials at the event. Typically, you can get this from your legal team or Insurance Provider. Click here for an example.
Please fill out as follows: The Insured: Exhibitor name The Certificate holder: Hyatt Regency, Chicago 151 E. Wacker Drive Chicago, IL 60601 312-565-1234 Submit to events@beckershealthcare.com or your Becker's contact.
The Certificate of Insurance is a basic liability insurance that indemnifies ASC Communications from being held liable, should anything happen to your booth materials at the event. Typically, you can get this from your legal team or Insurance Provider. Insurance Coverage is NOT optional. Click here for an example. Guidelines: - REQUIRED: The exhibiting company name AND venue name must appear on the insurance policy as follows: The Insured: Exhibitor name The Certificate holder: Hyatt Regency, Chicago 151 E. Wacker Drive Chicago, IL 60601 312-565-1234 - Policy effective dates must be within range of the event occurrence - Policy limits must follow the minimum of $1,000,000 per occurrence and $2,000,000 aggregate. - If you need an insurance provider, you can use RainProtection to purchase your insurance.
Please fill out the Certificate of Insurance as follows: The Insured: Exhibitor name The Certificate holder: Hyatt Regency, Chicago 151 E. Wacker Drive Chicago, IL 60601 312-565-1234 Submit to events@beckershealthcare.com or your Becker's contact.
Seamlessly collect contact information from attendees who visit your booth by scanning the QR code on their badge! We've partnered with ATS to enable exhibitors to capture attendee information via badge scanner OR your own device with the LeadsPlus app. Please find the lead retrieval order form here for more details and to purchase this service.
The deadline to submit attendee's registration information was 3.3.2023. You can still submit badge information on the form below, but please note your check-in experience may now require manual input & could take longer than others.
Anchor • 20 x 20 booth space • Access up to 8 full conference registrations • Company logo, description, and URL listed on the conference website, and in the conference guide • Full page spread ad in May Becker’s Hospital Review • Logo within numerous pre-conference e-blasts • Pre- and post-conference attendee mailing lists Platinum • 20 x 10 booth space • Access up to 5 full conference registrations • Company logo, description, and URL listed on the conference website, and in the conference guide • Full page ad in May Becker’s Hospital Review • Pre- and post-conference attendee mailing lists Gold • 10 x 10 booth space • Access up to 4 full conference registrations • Company logo, description, and URL listed on the conference website, and in the conference guide • Pre- and post-conference attendee mailing lists Silver • 8 x 8 booth space • Access up to 2 full conference registrations • Company logo, description, and URL listed on the conference website, and in the conference guide • Pre- and post-conference attendee mailing lists Foyer • 6 x 30” table • Access up to 2 full conference registrations • Company logo, description, and URL listed on the conference website, and in the conference guide • Pre- and post-conference attendee mailing lists • Restrictions apply** **No pop-up items on top of tables. Literature only may be placed on tables. Should the exhibit table have a banner, it must be a width of 6' of less and placed to the left, or the right of the 6x30 table. It cannot be placed in front of the 6x30 table as it is viewed as a fire hazard. Foyer booths are located upstairs by the session rooms. No food and beverage will be on this floor
Exhibiting packages
FLOOR PLAN
FIRE MARSHAL
Floor plan is subject to change
The installation of exhibits will begin at 10:00 am on Sunday, April 2nd and must be completed by 5:00 pm
Exhibit hall setup
7:00 - 8:00 AM 8:00 - 10:10 AM 10:15 - 10:45 AM 10:45 AM - 12:10 PM 12:20 - 1:20 PM 1:30 - 2:55 PM 2:55 - 3:25 PM 3:30 - 4:40 PM 4:40 - 7:00 PM
Registration Opens Sessions Networking Break in the Exhibit Hall Sessions Networking Luncheon in the Exhibit Hall Sessions Networking Break in the Exhibit Hall Sessions Opening Cocktail Reception in the Exhibit Hall
Monday, April 3, 2023
Registration & Continental Breakfast in the Exhibit Hall Sessions Networking Break in the Exhibit Hall Sessions Networking Luncheon in the Exhibit Hall Sessions Networking Break in the Exhibit Hall Sessions Cocktail Reception in the Exhibit Hall
7:00 - 8:00 AM 8:00 - 9:15 AM 9:15 - 9:35 AM 9:40 - 11:50 AM 11:55 AM-12:55 PM 1:00 - 3:00 PM 3:00 - 3:30 PM 3:30 - 5:20 PM 5:20 - 7:30 PM
Tuesday, April 4, 2023
Continental Breakfast in the Foyer Sessions Networking Break in the Foyer Sessions Meeting Adjourns
7:00 - 8:00 AM 8:00 - 9:45 AM 9:45 - 10:05 AM 10:10 AM - 12:20 PM 12:20 PM
Thursday, April 6, 2023
7:00 - 8:00 AM 8:00 - 9:25 AM 9:25 - 9:55 AM 9:55 AM- 12:05 PM 12:10 - 1:10 PM 1:15- 1:55 PM 2:00 - 2:30 PM 2:35 - 4:40 PM 4:40 - 6:30 PM
Wednesday, April 5, 2023
Tear down of exhibits will happen immediately following the closing cocktail reception on Wednesday, April 5th, at 7:00 pm.
Exhibit hall Tear down
Special events
Please do not plan any overlapping events to conflict with the following special events. Monday, April 3rd, 7:00 - 9:00 PM - Private Big Bar after party Tuesday, April 4th, 7:00 - 9:00 PM - Speakers Dinner
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Q: Where is the Annual Meeting / hotel location? Hyatt Regency Chicago, 151 E. Wacker Drive, Chicago, Illinois 60601 (312) 565-1234 Q: How do I reserve my hotel room? We have set aside special group rates for conference attendees. Click here to reserve a room within our block. Please note that our team cannot make new reservations or change pre-existing reservations. If you experience any issues or have questions regarding your hotel reservation, please contact the hotel directly. Q: How do I get to the hotel from the airport? Chicago has two airports - O'Hare (ORD) and Midway (MDW), which are both 15-20 miles from Downtown Chicago. Taxi service is readily available from both airports and runs about $45 one way. Depending on the time of day, a cab will take approximately 30 minutes. GO Airport Express offers airport shuttle services between Chicago area locations and O'Hare and Midway Airports. Efficient, safe, and economical airport shuttles depart from O'Hare and Midway Airports every 15 minutes for Chicago downtown and many suburban locations. Ground transportation is arranged by making a reservation. Q: How do I pick up my badge? Pick up your badge at the Exhibitor & Sponsor Registration desk located inside the Exhibit Hall.
Q: What is my booth number? This will be emailed to you along with the Exhibitor Kit approximately 45 days prior to the conference. Q: What is included in my Exhibitor package? See Exhibitor Spaces for detailed information regarding exhibitor spaces. Q: What is the height restriction for my booth? In the exhibit hall booth structures have a 10 foot height restriction. In the foyer there is a 8 foot height restriction. Q: Can my booth host a raffle? Absolutely! We encourage all booths to host a raffle in the evenings to encourage attendees to stop by and leave business cards. If you plan on participating in a raffle, please email events@beckershealthcare.com + your account manager with the following information: Type of raffle item - big-ticket tech items, giftcards, and signed celebrity memorabilia are among some of our most popular raffle items. For additional recommendations, please contact your account manager. If you’d like to announce your raffle winner on-site - if you would like your raffle to be announced on-site, please specify which day and timeframe you’d like your winner to be announced. We recommend announcing winners during any of the evening cocktail receptions or networking luncheons. Our on-site MC will stop by during this timeframe and announce your winner for the exhibit hall. Any specific language we should use - max 60 words. Q: What happens if I teardown early? Any exhibitor who chooses to dismantle outside of the dedicated tear down times will be prohibited from selecting a preferred booth location at next year’s meeting.
Q: What are the approximate setup and teardown hours? The installation of exhibits will begin at 10:00 am on Sunday, April 2nd and must be completed by 5:00 pm. Tear down of exhibits will happen immediately following the closing cocktail reception on Wednesday, April 5th. If you are unable to set up / dismantle your booth during these designated times, please consult your account manager for guidance. Q: Will there be a company on-site to help set up the booths? The Becker's staff is available to assist; however, there will not be a company available to help with booth setup. If you'd like to hire a company to provide this service, you are welcome to do so at your own expense. GES General Information GES is a company that the Hyatt Regency has contracted to organize and coordinate logistics for all their conferences. For April 2023, GES will be assisting with bringing boxes to clients booth space, setting up electrical power and additional furnishings. GES is a Union company and operates differently than the Hyatt - all extra furnishings (tables, chairs, etc.) can be ordered by an exhibitor on site but they have to complete an order form (i.e. everything extra will cost money) Q: I signed up with ATS — where do I go to pick up my Lead Retrieval device? We will have an ATS booth/ATS member in the hall next to Exhibitor registration where you will check in and retrieve your Lead Retrieval device. Q: Is the hall carpeted? Yes - The riverside exhibit hall is carpeted, so no need to purchase carpeting unless you’re looking for a unique splash of color. Carpeting can be ordered through the exhibitor kit from our on-site contractor, GES. Q: Can I offer snacks or drinks at my booth? Yes. The Hyatt Regency Chicago does not allow outside food and/or beverages to be brought into the hotel, but have some a la carte items you can order through them. Learn more on our F + B page.
Can't find what you're looking for? Send us an email at events@beckershealthcare.com and our team will be able to assist you within 24 hours.
1. Exhibitor / Sponsor Webinar This webinar includes the best practices we recommend for before/during/after the conference. Be sure to watch this before the conference and let us know if you have any questions. 2. Pre-Attendee List We highly recommend scrubbing the list and sending customized materials to attendees to set up meetings. The pre-attendee list offers a huge leg up for exhibitors and sponsors. This has proven to be the recipe for success time and time again for our clients. 3. Educational Sessions Exhibitor/sponsor registrations are full access, which allows non-stop networking opportunities inside and outside of the exhibit hall. When sessions are in place, we encourage that all or part of your team attends relevant sessions & networks with the attendees outside of the exhibit hall. Don't forget to take a look at the agenda prior to the event. 4. Lead Retrieval Becker's is partnering with ATS at the conference to provide exhibitors the chance to rent a badge scanner during the conference. This is a great tool to capture the attendees that come to your booth throughout the conference. 5. Display eye-catching sponsored items Everyone loves free stuff! Having a wide array of branded items at your booth is a great way to attract attendees and maximize brand visibility on-site. Popular sponsored items include pens, hand sanitizers, individually-wrapped candies/mints, notebooks, koozies, pop-sockets, portable iPhone chargers, stickers, and drawstring bags. We reccomend bringing a quantity of roughly 500 items, if displaying for free at your booth.
Interested in having food or beverage at your Becker's Annual Meeting exhibit or exploring a possible stand-alone sposnorship? You are in the right place! For Coffee / espresso / wine / bar add-ons Please get in touch with your Becker's representive for sponsorship pricing and logistics. Or you can email events@beckershealthcare to confirm your best point of contact.
Other items available for purchase • Our exhibitor menus is linked here for your review • Reach out to Ali Exum (alisandra.exum@hyatt.com) confirming the order you would like to place. Please share who the on-site contact will be, a cell phone number, and the time(s) you would like Food & Beverages served • Final guarantees are due on 3/24/23
F + B Options
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