* denotes required information.

Total: $

Company Information (Step 1)

Company*:
Website URL*:
Short Description (Max 500 Characters):
Keywords:
Name to display on HCIC website*:
Email to display on the HCIC website*:
Onsite Contact name*:
Onsite Contact Email*:
Onsite Contact Mobile Phone*:

Contact Information (Step 2)

Exhibitor Contact First Name*:
Last Name*:
Title*:
Address*:
City*:
Country*:
State*:
Zip*:
Phone*:
Fax:
Email*:

Sponsorship Selections (Step 3)

Note:
Some sponsorships may already be sold out, and as such, your sponsorship will be confirmed upon receipt.
Please call Jen at 312-440-9080, ext 23 with questions or to confirm availability.

Would you like to sponsor?
 
 

Exhibitor Selections (Step 4)

Would you like to Exhibit?
 
 

Branding and Exposure Options (Optional) (Step 5)

* Spend $8,500 on branding options and receive a 50% off code for one (1) staff member.

* Spend $16,500 on branding options and receive a 50% off code for one (2) staff members.

Exhibitor Passport Tour (Free to Participate, Vendor Provides Prize):

Provider-based attendees receive a passport at registration and must visit all the participating vendors on the exhibit hall floor, during exhibiting hours, to be eligible for prize drawings valued at up to $200.00! Only participating exhibitors are listed on the passport.

Roundtable Facilitation (Free):

A free opportunity for members of your staff to serve as a facilitator at Tuesday’s networking luncheon. Lead the discussion on the latest trends in a pre-determined topical area of importance to the digital healthcare industry. A limited number of tables are available.

Full Page Ad in the Onsite Guide and Notepad (Limit one per Sponsor. Already included Platinum and Gold packages.) ($):

Advertising space in the Onsite Guide and Notepad given to all of the attendees at the Healthcare Internet Conference. Ad must be submitted by the vendor for approval no later than 9/9/19.

GreyMatters e-Newsletter Articles ($/each) Choose up to four:

Post an approved article in GreyMatters, which is electronically delivered at the first of every month to over 7,000 subscribers, 3,300 providers, 450 email opens.

Backstage Pass Webinar Presentation ($/each) Choose up to 2:

Take the opportunity to host a webinar attended by healthcare leaders in the industry. Greystone moderates the webinar and promotes it on social media channels, the Greystone website, GreyMatters and through email blasts to maximize the amount of exposure. Average sign-up: 170. This offering also includes an opportunity to provide a blog supporting the case study that is being presented. A recording is sent to attendees and a list of those attendees is provided to the vendor sponsor.

Whitepaper or Case Study ($):

Greystone partners with vendors who are interested in being thought leaders in the healthcare digital and web space. Once a topic is mutually agreed upon, Greystone works closely with the sponsor’s team to develop the content creation process and timetable and to write and design an initial draft of the whitepaper or case study. The sponsor will be responsible for providing content background, graphic ideas and will actively be involved in editing and producing the final product. Greystone will also manage the marketing and distribution processes, which the sponsor is able to supplement by distributing the asset through its own marketing and social channels.

Bonus Total: $
 

Bonus Selections (Step 6)

Payment Information (Step 6)

Sponsorship Selection:

Exhibitor Selection:

Total Booths:
Preferred Booth:
Branding Options:
Roundtable Facilitation:
Exhibitor Passport Tour:
Full Page Ad in the Onsite Guide and Notepad :
GreyMatters e-Newsletter Articles :
Backstage Pass Webinar Presentation :
Whitepaper or Case Study :
Staff Registrations:
Wavied:
50% off:
20% off:
Additional :
Total $
Card Type or Mail Check*:
 

Affirmation of Commitment to Exhibit/Sponsor (Step 7)

Terms and Conditions:
  • Contract for Space
    The application for space and the notice of assignment by Greystone Interactive, LLC (Greystone) constitutes a contract for the right to use the space allotted for The 23rd Annual Healthcare Internet Conference, herein referenced as the “Event”. In the event of uncontrollable circumstances in which the building holding the Event is unfit for use, Greystone shall notify Exhibitor within a reasonable period and shall refund to Exhibitor within 30 days the amount paid by Exhibitor to the Forum. If Greystone cancels or moves the location of the event, without cause by uncontrollable circumstances, Greystone will at Exhibitor’s preference either (a) reimburse Exhibitor the full amount for monies paid to date within 30 days, or (b) allow Exhibitor to apply the monies paid to the rescheduled event. If the Exhibitor cancels, it shall not be subject to a refund.
     
  • Exhibition Location, Dates and Times
    The Event will be located at the Omni Orlando Resort at ChampionsGate in Orlando, FL. The dates of the event are November 4-6, 2019. Setup will be on November 4th, beginning at noon, and teardown will be on November 6th. Greystone will use reasonable efforts to maintain the location, dates and times and floor plans of the Event.
     
  • Restrictions in Use of Space
    All demonstrations, food distribution, or other activities must be confined to the limits of the exhibit booth. Assigning, sharing or subletting the assigned space is not permitted without written consent from Greystone, which may be withheld for any reason or no reason. Exhibitor shall comply with the Hotel’s rules, regulations, and restrictions relative to the use of the space. All food distribution other than prepackaged items must be approved in advance by Greystone.
     
  • Indemnity
    Both parties assume full responsibility for the acts, omissions, and conduct of their representatives, agents and contractors and agree to indemnify, hold harmless and defend the other party, its officers and directors, employees, and agents from and against any and all claims, losses, damages, governmental fines or penalties, and costs or expenses (including court costs, interest, and attorney fees) of any kind whatsoever arising from such acts, omissions, and conduct except to the extent that such claims, losses, and damages are the direct result of the other party’s gross negligence or intentional acts. In any event, except for acts of gross negligence or intentional misconduct, each party’s liability to the other party under this Contract shall be limited to and shall not exceed the amount of the exhibit fees paid by Exhibitor to Greystone. Exhibitor acknowledges that Greystone and the Hotel do not maintain insurance covering the Exhibitor’s property and that it is the sole responsibility of Exhibitor to obtain appropriate insurance. The Hotel is not deemed to be an agent of Greystone.
     
  • Liability and Insurance
    Unless caused by acts of negligence or intentional misconduct by the other party, its agents or employees, each party shall not be responsible for the safety of the property of the other party, their agents or employees, from theft, damage by fire, accident or other causes, but will use reasonable care to protect the other party from such loss. During the dates of the exhibit, including move-in and move-out days, Exhibitor shall obtain and maintain comprehensive general liability insurance that provides a minimum coverage of $1,000,000.00 per occurrence, and be able to show proof of such insurance upon five (5) business days notice and shall name Greystone as an additional insured. Exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of injury or damage to Exhibitors’ displays, equipment and other property brought upon the premises of the Hotel unless caused by acts of gross negligence and intentional misconduct by Greystone, any of its agents, or employees.
     
  • Circularization and Solicitation
    Circulars or advertising matter of any description may only be distributed within the booth assigned to the Exhibitor presenting such materials. If Exhibitors want flyers distributed to hotel rooms, this must be cleared in advance through Greystone. The Hotel charges for such distribution and such charges will be the responsibility of the Exhibitor.
     
  • Mailing List Usage
    Exhibitors, as well as Sponsors, will receive access to the attendee mailing list. The list will be provided for one-time restricted use before and/or after the conference (based on the benefits of the exhibitor or sponsorship package purchased). The list cannot be incorporated into a broader list, nor the contents generally disseminated. The list cannot be shared with any other person or any other company for any purpose except in connection with your restricted use of the mailing list.
     
  • Hospitality/Events
    Hospitality suite functions and other events must not conflict with the conference schedule. Invitations and company literature may only be distributed from assigned exhibit booths. All hospitality suites must be approved prior to the conference by Greystone. Those hospitality suites requiring food and beverage must have arrangements made through the Hotel Food and Beverage Department.
     
  • Fire Protection
    Table and booth decorations must be fire proof. Electrical wiring must conform to the National Electrical Code Safety Rules. If inspection indicates that the Exhibitor has neglected to comply with these regulations, or otherwise causes a fire hazard, Greystone then reserves the right to cancel all or such part of the exhibit and not provide any refund. The Exhibitor must comply with Hotel fire regulations
     
  • Restrictions in Operations of Exhibits
    Greystone reserves the right to (a) restrict exhibits because of noise, method of operation or for any other reason that causes disruption to the Event, and/or (b) prohibit or evict any exhibits, which detract from the general character of the exhibition as a whole, provided Greystone notifies Exhibitor and provides Exhibitor reasonable time to cure such problem. In the event of such restriction, Greystone is not liable for any exhibit expense unless Greystone resells the Exhibitor space at which point Exhibitor would be entitled to a refund within 30 days equal to the amount paid by Exhibitor less the fee Greystone collected in reselling the space. Any noise-making exhibits must receive approval of Greystone before the exhibit opens. Greystone also reserves the right to alter the exhibit layout at any time.
     
  • Care of Building and Equipment
    Exhibitors or their agents shall not damage, alter or otherwise injure or deface the walls or the floors of the building, the booths, or the equipment of the booths. If such damage occurs, the Exhibitor shall be liable to the Hotel.
     
  • Code of Conduct
    Our conference is dedicated to providing a harassment-free conference experience for everyone, regardless of gender, gender identity and expression, age, sexual orientation, disability, physical appearance, body size, race, ethnicity, religion (or lack thereof), or technology choices. We do not tolerate harassment of conference participants in any form. Sexual language and imagery is not appropriate for any conference venue, including talks, workshops, parties, Twitter and other online media. Conference participants violating these rules may be sanctioned or expelled from the conference without a refund at the discretion of the conference organizers. Attendees will adhere to the Code of Conduct listed on the HCIC website.
     
  • Cancellation, Termination or Postponement by Greystone
    Cancellations by Exhibitor are not subject to a refund. Any substitutions must be approved by Greystone prior to the event. In the event that rendering the fulfillment of this Contract by Greystone be impossible or impractical due to cause or causes not reasonably within the control of Greystone, such as fire, casualty, epidemic, earthquake, explosion or accident, blockage embargo, inclement weather, governmental restraints, restraints or orders of civil defense or military authorities, act of public enemy, riot or civil disturbance, strike, or Act of God, the parties shall mutually amend or terminate the agreement at Greystone’s option. If terminated, Exhibitor shall receive a refund within 30 days equal to the amount paid to Greystone. If Greystone cancels or moves the location of the event, without cause as defined above, Greystone will at Exhibitor’s preference either (a) reimburse Exhibitor the full amount for monies paid to date within 30 days, or (b) allow Exhibitor to apply the monies paid to the rescheduled event.
     
  • Waiver
    Waiver by either party of any term or condition of this Contract or any breach shall not constitute a waiver of any term or condition or breach of this Contract.
     
  • Entirety of Contract
    This Contract, including the Exhibit Application, states the entire agreement between the parties and supersedes all proposals, oral or written, and all other communications between the parties relating to this Contract. No amendment or modification of this Contract shall be made except by an instrument in writing signed by both parties.
     
  • Currency
    Unless otherwise indicated, all dollar amounts referred to in this Contract are in lawful money of the United States, and any amount advanced, paid or calculated is to be in US currency.
     
  • Amendments
    All amendments to this Contract must be in writing and signed by both parties, but may be executed in counterpart form.
     
  • Hotel Accommodations
    In order to help ensure that the conference sponsors meet the required hotel room minimum commitment, as a condition of this Contract, all registered exhibitors are required to book and stay in the official Conference Hotel, The Omni Orlando Resort at ChampionsGate in Orlando, FL., for the duration of the meeting. We appreciate your understanding and cooperation with this requirement.
     
  • Notices
    All notices, requests, demands and other communications required or permitted to be given pursuant to this contract shall be in writing and shall be deemed to have been duly given upon the date of receipt if delivered by hand, recognized national overnight courier, or registered or certified mail, return receipt requested, postage prepaid, to the addresses in this contract.
     
  • Consent to Photography and Videography
    The exhibitor acknowledges and consents to allowing its employees and exhibitors to be photographed and videotaped for use by conference sponsors for profit or otherwise, which may include brochures, website postings, etc.

This document represents the entire understanding and contract between the Exhibitor/Sponsor and Greystone Interactive, LLC. The agreement is governed by the laws of the State of Georgia. Any person executing this agreement represents that he or she is fully authorized to do so and agrees to be bound by all terms and conditions by signing this Exhibitor/Sponsor Registration Form and the Exhibitor Rules and Regulations.


 

 
Questions? Contact Jen Pense at 312-440-9080, ext. 23
The undersigned is authorized to commit to the sponsorship/exhibition as described above, and acknowledges that he/she has reviewed the terms including the cancellation and refund policies described above.
How did you hear about the Healthcare Internet Conference?*
Signature*:
Date:
Comments: