We are pleased to have this opportunity to invite you to participate, as an exhibitor, in our upcoming 2016 Decisions in Trauma Conference. The line-up for this conference, which will feature many known speakers. With an expected attendance of approximately 150; we feel confident that you and/or your agency would benefit tremendously from the exposure an event like this one will offer.
We reserve the right to substitute speakers and/or topics in case of emergency or cancellation. Information presented during this conference represents the views and opinions of the presenters and does not necessarily constitute the opinion, endorsement of, or promotion by CoxHealth.
Our Decisions in Trauma Conference has been widely marketed throughout the southwest Missouri and northern Arkansas area to the following target audience: physicians, surgeons, physician assistants, nurse practitioners, nursing, pre-hospital, hospital chaplains, physical and occupational therapists, athletic trainers, respiratory therapists, and all other healthcare providers caring for this patient population. We believe your company/agency’s product(s) or material would be a tremendous supplement to the wealth of information that this conference promises.
The exhibitor hall will be open from 6:00 a.m. to 4:30 p.m. with opportunities for attendees to peruse offerings built into the schedule. Display locations will be determined by the level of vendor support. Premium locations will be reserved for platinum-level ($1000 plus), followed by gold ($750), then silver ( $500), then bronze ($300) and non-profit ($25) on a first-come, first-served basis. Should spots fill up, potential exhibitors will be placed on a waiting list in the order the registration was received, early registration is encouraged. Please take a moment to review the attached exhibitor information and registration form. If you have any questions, or need additional information, please do not hesitate to contact our Vendor Coordinator at Gail.Carroll@coxhealth.com of via phone at 417/269-4904 or Jami Blackwell at email@example.com or via phone at 417/269-0919.
Registrations can be mailed, with full payment, to Cox College Interprofessional Simulation & Education Center 1423 N Jefferson, Springfield, MO 65802, attention Jodi Page. A receipt and confirmation will follow along with additional information as the conference draws near.
Thank you for your consideration of this invitation and for your continued efforts to enrich the lives of individuals and families who care for our aging population.
Decisions in Trauma Conference Planning Committee
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Exhibit Location: Evangel Univeristy, Crusader Hall, 1111 N Glenstone, Springfield, MO 65802
Exhibit hall date & hours: Friday, May 13, 2016
6:00 AM to 4:30 PM with scheduled breaks from 9:00 – 9:15 AM, 11:55-12:40 (lunch) and 2:15 – 2:30 PM
Visibility: Exhibits will be in the vicinity of registration. This is a high traffic area for registrants and speakers.
Exhibit set-up: Friday, May 13, 2016 beginning at 6:00 AM
Exhibit tear-down: Friday, May 13, 2016 by 4:30 PM
Exhibit locale: Vendor space outside the educational space
Booth Contents: 6-foot skirted & clothed table, 2 chairs, wastebasket, and Wi-Fi. Other audio-visual equipment and power strip or extension cord will need to be provided by vendor.
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Vendor Coordinators: Gail.Carroll@coxhealth.com phone at 417/269-4904 or
Jami Blackwell at firstname.lastname@example.org or via phone at 417/269-0919
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|Non-Profit||$25||Evidence of 501 (c) (3) status must be sent with vendor registration.|
|Platinum||$1000||Two complimentary conference registrations, lunch premium placement, and inclusion in program.|
|Gold||$750||Two complimentary conference registrations, lunch, and premium placement.|
|Silver||$500||One complimentary conference registration, lunch, and secondary placement.|
|Bronze||$300||One complimentary conference registration with lunch included.|
|CoxHealth Vendor||Fee Waived||Lunch at conference only if representative opt to attend conference (does not include registration fee)|
[/tab_item] [tab_item title=”Guidelines_Regulations”] Exhibitors not set up by the deadline will forfeit their booth space with no refund, unless prior arrangements have been made.
Paid vendor exhibits MUST be manned during ALL open exhibit hours. Any children accompanying exhibitors must remain with parents at all times; additional fees will be incurred for children receiving lunch throughout the conference.
It is at the discretion of the exhibitor whether or not to leave merchandise and/or materials on display during off hours; however, no cash, credit card information, expensive equipment or other valuables should be left unattended at any time. An Exhibitor badge must be worn at all times and no one will be admitted to the exhibit area during off hours without conference personnel or hotel security. Conference hosts assume no responsibility for lost, stolen or damaged goods or materials.
Booths must be torn down by the deadline without exception (teardown may begin after the last break ending at 2:30 PM and continuing until 4:30 PM).
Exhibitors are required to clean up their booth space including empty boxes; additional fees will be imposed if extra clean-up is required.
In instances where shipping items to the exhibition hall is necessary, exhibitors are required to pay all related shipping and handling costs. Please advise the Catering Office of your intent to ship packages, the number of packages to be shipped and the day they are anticipated to arrive. Handling fees will be assessed by the Hotel for accepting and storing packages. Consult Catering Sales Manager for applicable charges. The following information must be included on all packages to ensure proper delivery: (1) Group Name; (2) Date of Function; (3) Catering Sales Manager Name. Items may be set for delivery no sooner than 48 hours prior to Tuesday check-in.
Please note: Due to increasing regulations, door prizes and give-a-ways will not be permitted by vendors. Any medications to be displayed by a vendor must be an approved formulary medication for CoxHealth.
ACCME Standards for Commercial Support of CME and AMA Regulations The Accreditation Council on Continuing Medical Education Standards for Commercial Support and CoxHealth Continuing Education Policy for Commercial Support includes the following stipulations for management of funds from commercial sources:
1. Independence of the accredited sponsor (Cox College Interprofessional Simulation & Education Center) in the use of contributed funds.
a. Funds (excluding vendor booth fees) should be in the form of an unrestricted educational grant made payable to the accredited sponsor (CoxHealth Education Center) for the support of programming.
b. All funds from Commercial sources shall be paid to CoxHealth Education Center and not directly to the director, faculty, participant or others involved with the activity.
2. Payments to faculty of reasonable honoraria and reimbursement of out-of-pocket expenses are customary and proper.
3. Acknowledgement of commercial support may be made in printed announcements preceding or following syllabus content and must be announced to the participants prior to the beginning of the educational activity with no reference to specific products.
4. CoxHealth Education Center will not be required by a commercial interest to accept advice or services concerning faculty/lecturers, authors, participants or other education matters, including content from a commercial interest as condition of securing/accepting contributing funds or services.
5. Upon request, CoxHealth Education Center will report to the commercial supporter information concerning disbursement of funds provided for the educational activity.
6. Product-promotion material or product-specific advertisement of any type is prohibited in or during CME/CE activities. Live or enduring promotional activities must be kept separate from CME/CE.
7. Educational materials that are part of a CME/CE activity, such as slides, abstracts and handouts, cannot contain any advertising, trade name or a product-group message.
By completing the Exhibitor Application, the exhibitor agrees to abide by the ACCME Standards for Commercial Support of Continuing Medical Education and the AMA regulations regarding the Physicians’ Recognition Award, as well as Cox College Interprofessional Simulation & Education Center’s Policy for Continuing Education.
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Reservations: Booth spaces are reserved only after the application is reviewed and payment in full is received and deposited. Any application received after the registration deadline will be considered dependent upon availability.
Application Deadline: May 6, 2016
Applications received after this date will be assessed a $25 administrative fee and based on available space.
Make checks payable to: CoxHealth Education Center
Credit card payments can be made by phone by calling (417) 269-4117
Mail to: Jodi Page,
Cox College Interprofessional Simulation & Education Center,
K-400 1423 N. Jefferson Ave.
Springfield, MO 65802
Cancellation policy: Cancellations made in writing before May 6, 2016,, will receive a full refund. A 50% refund of booth rental and other fees will be provided for cancellations made between May 6, 2015 and May 10, 2015 IF vacated booth can be re-sold. No refunds will be issued for cancellations made after May 9, 2016.
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