partnership & sponsorship opportunities 2020€¦ · american fidelity - innovative care mgmt...

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PARTNERSHIP & SPONSORSHIP OPPORTUNITIES

2020

HCAA PARTNERSHIP OPPORTUNITIES | 2

HCAA MISSION STATEMENT:

HCAA’s mission is to improve the quality, sustainability and value of self-funding and health care benefit administration.

HCAA offers powerful connections with trusted colleagues sharing challenges and strategies on the forefront of innovative ideas. No other organization offers more to inform educate and engage TPAs and their self-funded industry colleagues. Your membership in HCAA and your support of its conferences and educational events is the best investment you can make to enhance your education and to develop your personal network.

HCAA CORE PURPOSE:

To support health care benefit administration.

HCAA CORE VALUES:• Leadership: Relevant, timely and visionary action

on behalf of HCAA and its industry partners.

• Development: Providing opportunities for education, learning, growth, and resources for our members.

• Integrity: Ethical behavior, fairness in judgment and transparency in decision-making.

• Inclusiveness: Connection among passionate industry advocates and the respectful exchange of ideas and concerns in a safe and collaborative environment.

• Quality: High standards and appreciation of the expertise and knowledge of the members.

ABOUT HCAA

Following the passage of ERISA and similar laws, third party administrators needed an organization which was committed to providing them information, education and a voice in their state as well as in the capitol. HCAA was formed in 1980 as the Independent Administrators Association, a California-based not-for-profit that acted as a legislative and regulatory advisory group for third party administrators and related service providers. In 1998, the Independent Administrators Association rebranded itself as HCAA – the Health Care Administrators Association - and adopted as its guiding mission the support of health care benefit administrators and the self-funded industry with an expanded focus from state-based to national.

The Health Care Administrators Association is the nation’s most prominent nonprofit trade association supporting education, networking, resources and advocacy needs of third-party administrators (TPAs), stop loss insurance carriers, managing general underwriters, audit firms, medical managers, technology organizations, pharmacy benefit managers, brokers/agents, human resource managers and health care consultants. For over 40 years, HCAA has taken a leadership role in transforming the self-funding industry, and increasing the importance of self-funding as an important alternative in the healthcare delivery systems of our country.

HCAA holds two conferences each year to gather the membership to talk about strategic and timely issues affecting them. Each conference is designed to both educate and to bring members together to network and to share ideas that will move both their companies, and the industry, forward.

Vendors who join HCAA report we are the very best way to interact with TPAs and to contribute to the industry. Take advantage of event sponsorship opportunities, discounted advertising and website hot links. Attend in-depth TPA Summit events and our popular Executive Forum with other top-notch leaders at attractive locales. Get the HCAA quarterly newsletter and important correspondence.

HCAA welcomes to membership all health care benefit administrators and the industry organizations that support them!


2019 DEMOGRAPHICS BY THE NUMBERS

Attendance by Year

Executive Forum

TPA Summit

2015 2016 2017 2018 2019

Top Attendee Roles

• Executive Leadership

• Business Development/Sales

• Operations

Press Releases & Spotlights

64Visits to the Sponsor Module on the HCAA App:

829Social Impressions Generated Annually:

402,000+

78 marketing emails

distributed to

contacts6,700+


2019 SPONSORSA&G Healthcare/PlutoX

ACA GPS, LLC

Aequum by Koehler Fitzgerald

Advanced Plan for Health

American Fidelity - Innovative Care Mgmt

American Specialty Health

Aran Insurance Underwriting

Aratai International

ARMSRx

Benefit Resource

BIS Insights

Careington

Care Valet

CastiaRx

CerpassRx

ClaimDOC

Claim Logic

Cognizant

CVS Health

Datapath

Deerwalk

ECHO Health

ELAP

HealthX

Health Cost Control

Health Cost & Risk Management

Health Payer Consortium

HIIG Accident and Health

Innovative Rx Strategies

Interface Behavioral Health

Javelina from Mphasis

JMS

Know The Costs

Magellan Rx

MedWatch

MPX

NTT Data

One Contact Center

Optum RX

Opus Medstrategies

Oxford Immunotec

Payer Compass

The Phia Group

Phoenix Benefits Management

Point6 Healthcare, LLC

Redcard

Ringmaster Technologies

RxConnection

Scripta Insights Inc.

Serve You Rx

Swiss Re

Telligen Health Management Solutions

Tokio Marine/HCC

TPAC Underwriters

United Claim Solutions

United Concierge Medicine

Ventanex/Clarity

Virtual Benefits Administrator

WellDyne RX

WEX Health

WLT Software Enterprises

Zakipoint

Zelis Healthcare

Become part of the powerful connections with trusted colleagues sharing challenges and strategies on the

forefront of innovative ideas through Annual Partnership and Event Specific Sponsorship opportunities!

There are limited opportunities to participate in both arenas. As our conferences have grown in popularity over the years, we’ve worked hard to maintain a balance of offerings and opportunities

so that partners and sponsors receive maximum exposure to attendees.


CORPORATE PARTNER | $10,000Exclusive Offer for only 20 Companies per calendar year!

• One complimentary registration and one reduced fee registration equal to 50% off the member registration fee for the conference selected. Additional attendees must pay full member rate.

• Tabletop Exhibit opportunity at both the HCAA Executive Forum & TPA Summit (if desired)

• 12-month HCAA membership (value $900)*

• Ongoing recognition as HCAA Corporate Partner*

• Link from HCAA website to Partner’s website

• Opportunity to provide a 90 second company/product video overview during each conference

• One page color marketing slip sheet (digital file) included in conference programs (if file is supplied)

• Conference attendance list (PDF file) provided weekly prior to each conference

• Opportunity to be included in Sponsor Spotlight in marketing material

• Recognition on event signage

• Complimentary electronic banner in conference mobile app

TIERED SPONSORSHIP OPPORTUNITIES

*Exclusive benefit.

ONLY

6

LEFT


PLATINUM LEVEL | $7,000 Exclusive Offer for only 5 Companies at each conference!

• One complimentary conference registration included. Additional attendees must pay full member rate.

• Tabletop Exhibit opportunity at conference you are partnering on (if desired)



• Half page color marketing slip sheet (digital file) included in conference program (if file is supplied)

• Conference attendance list (PDF file) provided weekly prior to the conference




TIERED SPONSORSHIP OPPORTUNITIESCONTINUED

ONLY

4LEFT


$20,000 - $10,000 SPONSORSHIP OPPORTUNITIES

KEYNOTE - First Day $20,000Additionally, includes speaker intro and company elevator speech.

WELCOME RECEPTION $15,000 (Exclusive) What better way to kick off an HCAA conference than sponsoring the Welcome Reception! This well attended event kicks off our charity silent auction and includes an evening of wine tasting, craft beer tasting and appetizers. Your logo will be displayed on signage and cocktail napkins during the event.

SECOND NIGHT RECEPTION $15,000 (Exclusive) Sponsor this final night event that draws crowds! This evening celebration features open bars and signature appetizers. We also feature cocktail napkins with your logo!

KEYNOTE - Second Day $12,000 Gain exposure for your company by hosting one of our 2020 Keynote speakers. Additionally, includes speaker intro and company elevator speech.

PODIUM SIGN - Full Conference - 3 Days $10,000Imagine the exposure your company could get by having your logo prominently displayed in the forefront of our entire conference! Don’t miss out on being one of the premier sponsors of this conference! Your logo will be featured in the professional pictures taken of our renowned speakers.

• Two complimentary registrations at the HCAA conference selected. Additional attendees must pay full member rate.

• Tabletop Exhibit opportunity at chosen conference (if desired)


• Opportunity to provide a 90 second company/product video overview during the conference

• One page color marketing slip sheet (digital file) included in conference programs (if file is supplied)

• Conference attendance list (PDF file) provided prior to the conference





• Does NOT include an exhibit table• One complimentary conference

registration

• One additional attendee at reduced fee equal to 50% off the member registration fee for the conference selected. Additional attendees must pay full member rate.



• Half-page color marketing slip sheet (digital file) included in conference program (if file is supplied)





HOTEL ROOM KEY CARD $9,000Imagine your company logo in every attendee’s pocket or purse. They don’t leave their room without it! Every time they reach for their room key card, they’ll see your company name and logo prominently displayed!

WI-FI HOTSPOT $9,000We all need to stay connected and your sponsorship of wi-fi can get you close to hero status.

BARISTA STATION $8,500 (Up to 8 hours of service)

The station includes: All condiments & supplies, (8) Different coffee drinks: espresso, café americano, cappuccino, café latte, café mocha, mochaccino, macchiato, French Vanilla & whipped hot coffee.

*This station will be located immediately outside the ballroom entrance in the Pre-Function area .

Includes Table Top exhibit next to station in pre-function area.

BREAKFAST - Upgraded $8,500Breakfast is the most important meal of the day (especially when there’s bacon)! Help us all start the day right!


SOLD OUT



registration

• One additional attendee at reduced fee equal to 50% off the member registration fee for the conference selected. Additional attendees must pay full member rate.



• Half-page color marketing slip sheet (digital file) included in conference program (if file is supplied)






LUNCH $8,500 Connections occur often during lunch. Be part of helping create them during this portion of our agenda. Includes Table Top exhibit during the lunch hour and company elevator speech at the luncheon.

NETWORKING LOUNGE $8,000Allow for a place for attendees to relax and to connect with you that is more than just a table or a chair!

WELCOME RECEPTION $8,000 (Non Exclusive) What better way to kick off an HCAA conference than sponsoring the Welcome Reception! This well attended event kicks off our charity silent auction and includes an evening of wine tasting, craft beer tasting and appetizers. Your logo will be displayed on signage and cocktail napkins during the event.

SECOND NIGHT RECEPTION $8,000 (Non Exclusive)

Sponsor this final night event that draws crowds! This evening celebration features open bars and signature appetizers. We also feature cocktail napkins with your logo!

GENERAL SESSION $7,500 (5-7 sessions available per conference)

Gain exposure for your company by hosting one of our general sessions at our conference. You can introduce the speaker and give a short company elevator speech.


• One complimentary conference registration included. Additional attendees must pay full member rate.

• Tabletop Exhibit opportunity at conference you are partnering on (if desired)



• Half page color marketing slip sheet (digital file) included in conference program (if file is supplied)





$7,000 SPONSORSHIP OPPORTUNITIES

FIRST TIME ATTENDEE RECEPTION $7,000 Want to meet all the new members at the conference first? Be the sponsor of this exclusive one hour Reception! Your logo will prominently appear on all event signage and on cocktail napkins given out at the event. You will be able to give a short elevator speech and will be the only sponsor at this event.

WALKING CHALLENGE $7,000 Support the HCAA Walking Challenge, an attendee engagement and booth traffic driver all in one. Within your booth will be a real-time video leaderboard that will show the top 20 steppers. Attendees will also be able to earn step boosters by visiting your booth. Your logo will be on the leaderboard and within the Walking Challenge app. We will promote the Walking Challenge prior to the conference via attendee emails which will include your logo/listing as the sponsor. This new sponsorship is an exciting one and available to two sponsors.


BREAKFAST - Continental $6,500 Breakfast is the most important meal of the day! Start attendees off with a great continental breakfast hosted by you!

NAME BADGE $6,000Ensure that everyone attending the conference knows who you are. Your logo will be prominently displayed on each name badge!

UPGRADED THEME BREAK $5,500Breaks help us process the session we just heard and allow for connections as well. You can customize your break with unique themes that fit the city, the conference theme, the last session theme or speaker, or even your company’s slogan... to help get exposure for you and your company.


registration.


• Quarter-page color marketing slip sheet (digital file) included in conference program (if file is supplied)






SOLD OUT


CHARGING STATION $5,000We hate it when our battery is running low on our device. Be the one that always provides needed juice.

CONFERENCE BAG $5,000Conference attendees need a place for all their important conference items. Provide a bag with your logo printed on it for that purpose!

NOTEPAD/PEN $5,000It’s always nice to have pen and paper handy. Your logo on a notebook which will fit in attendees briefcases and purses will assure you are remembered well past the conference.

PODIUM SIGN - One Day $5,000 Imagine the exposure your company could get by having your logo prominently displayed in the forefront of our entire conference! Don’t miss out on being one of the premier sponsors of this conference! Your logo will be featured in the professional pictures taken of our renowned speakers.

• Does NOT include an exhibit table• One reduced fee registration equal to

50% off the member registration rate for the conference selected. Additional attendees must pay full member rate.

• Quarter-page color marketing slip sheet (digital file) included in conference program (if file is supplied)





$5,000 SPONSORSHIP OPPORTUNITIES

SOLD OUT


• Does NOT include an exhibit table• One attendee registration at reduced

fee equal to 50% off the member registration fee for the conference selected (additional attendees must pay full member rate)





UNDER $5,000 SPONSORSHIP OPPORTUNITIES

ONSITE PROGRAM $4,500Those attending the conference need to know what’s going on each day. This large color glossy program will be given to all conference attendees. Your logo will prominently appear on the cover and in conference signage.

CONNECTION BREAK $4,000This sponsorship provides snacks and beverages that refuel attendees each morning and afternoon. Your brand will be prominently displayed on signage at the refreshment tables. You can even customize your break to help get exposure for you and your company.

DESSERT BREAK $4,000This is one sweet sponsorship opportunity! Your logo will be displayed on signage during the event.

HYDRATION STATION $4,000Quench the attendees’ thirst by supplying branded water stations, or other thirst quenchers from our menu, around the meeting space!


• Does NOT include an exhibit table• One attendee registration at reduced

fee equal to 50% off the member registration fee for the conference selected (additional attendees must pay full member rate)






CELEBRATION SIGNATURE DRINK $3,500Help close out the conference in style and be the life of the party by sponsoring the signature drink. Don’t miss out on this popular sponsorship item!

CONFERENCE APP $3,500 Every time the attendee opens the mobile App, your company message will App on the splash screen. The App password can also be branded with your company name. Let our mobile App drive traffic to your web site.

CONFERENCE POCKET GUIDE $3,000This small, yet nimble and handy reference guide with your logo on it, will be inserted in the back of every attendee’s badge holder! It will be looked at numerous times a day. Get this sought-after opportunity!

PHOTO BOOTH $3,000Sponsor this interactive activity where attendees can have a photo opp using fun props! This sponsorship is sure to be a social media hit.


• Does NOT include an exhibit table• Conference attendance list (PDF file)

provided weekly prior to the conference





HOTEL ROOM DROP $2,500Extend your marketing reach by delivering your promotional literature directly to the doors of HCAA conference attendees staying at the hotel. Monday and Tuesday nights are available. Sponsor is responsible for the printing of the material and delivery to the meeting.

PODIUM SIGN - Half Day $2,500Imagine the exposure your company could get by having your logo prominently displayed in the forefront of our entire conference! Don’t miss out on being one of the premier sponsors of this conference! Your logo will be featured in the professional pictures taken of our renowned speakers.

HOTEL CHECK IN DROP $2,000 This is a great opportunity to have your company noticed in a big way! Every conference registrant will get your flyer as they register. This sponsorship is a great way to have attendees get a taste of what your company us all about! Your “offer” can be as creative as you want! We want to work with you!

HEADSHOT LOUNGE $1,500Be the sponsor of the Headshot Lounge, where attendees can get a headshot taken by a professional photographer.


• Does NOT include an exhibit table• Conference attendance list (PDF file)

provided weekly prior to the conference





YOUR LOGO HERE

MORNING YOGA $1,500

Sponsor a relaxing half hour-long yoga, cardio or stretching session before attendees enjoy a busy day. Namaste your way to a fantastic sponsorship opportunity! Sponsorship also includes a branded towel or water bottle with your logo on it.

MICROPHONE SPONSOR $500/MIC

Give your reps an opportunity to get in front of all attendees as they roam around the room with a branded mic for questions at the end of each presentation!


2020 SPONSORSHIP COMPARISONS

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Corporate* - $10,000 1 Full / 2nd 50% Off •both conf. • • Full Pg • • • •

Platinum - $7,000 1 • • • Half Pg • • • •

Keynote Sponsor - Day 1 - $20,000 2 • • • Full Pg • • • •

Welcome Reception (Exclusive)

- $15,0002 • • • Full Pg • • • •

Second Night Reception (Exclusive)

- $15,0002 • • • Full Pg • • • •

Keynote Sponsor - Day 2 - $12,000 2 • • • Full Pg • • • •

Podium Sign - Three Days - $10,000 2 • • • Full Pg • • • •

Hotel Room Key Card - $9,000 1 Full / 2nd 50% Off • • Half Pg • • • •

WiFi HotSpot - $9,000 1 Full / 2nd 50% Off • • Half Pg • • • •

Barista Station - $8,500 1 Full / 2nd 50% Off • • • Half Pg • • • •

Breakfast - Upgraded - $8,500 1 Full / 2nd 50% Off • • Half Pg • • • •

Lunch - $8,500 1 Full / 2nd 50% Off • • • Half Pg • • • •

Networking Lounge - $8,000 1 Full / 2nd 50% Off • • Half Pg • • • •

Welcome Reception (Non Exclusive)

- $8,0001 Full / 2nd 50% Off • • Half Pg • • • •

Second Night Reception (Non Exclusive)

- $8,0001 Full / 2nd 50% Off • • Half Pg • • • •

General Session - $7,500 1 Full / 2nd 50% Off • • Half Pg • • • •

First Time Attendee Reception - $7,000 1 • • • Half Pg • • • •

Walking Challenge - $7,000 1 • • • Half Pg • • • •

Breakfast - Continental - $6,500 1 • QTR pg • • • •

Name Badge - $6,000 1 • QTR pg • • • •

Upgraded Theme Break - $5,500 1 • QTR pg • • • •

Charging Station - $5,000 1 @ 50% Off QTR pg • • • •

Conference Bag - $5,000 1 @ 50% Off QTR pg • • • •

Notepad/Pen - $5,000 1 @ 50% Off QTR pg • • • •

Podium - One Day - $5,000 1 @ 50% Off QTR pg • • • •

Onsite program - $4,500 1 @ 50% Off • • • •

Connection Break - $4,000 1 @ 50% Off • • • •

Dessert Break - $4,000 1 @ 50% Off • • • •

Hydration Station - $4,000 1 @ 50% Off • • • •

Celebration Signature Drink - $3,500 1 @ 50% Off • • • •

Conference App - $3,500 1 @ 50% Off • • • •

Conference Pocket Guide - $3,000 1 @ 50% Off • • • •

Photo Booth - $3,000 1 @ 50% Off • • • •

Hotel Room Drop - $2,500 • • • •

Podium Sign Half Day - $2,500 • • • •

Hotel Check in Drop - $2,000 • • • •

Headshot Lounge - $1,500 • • • •

Morning Yoga - $1,500 • • • •

Microphone Sponsor - $500/mic • • • •

* Includes additional exclusive benefits. Please see specific page for details.


TOTAL COMMITMENT:Executive Forum: $______________ TPA Summit: $______________ Grand Total Commitment: $______________

2020 SPONSORSHIP CONTRACT & PAYMENT INFO

Please select the item(s) you wish to sponsor. EF represents sponsorship for Executive Forum & TPA represents sponsorship for TPA Summit. *Price Per Conference

EF TPA $20,000 - $10,000 *Price

o o Keynote Sponsor - Day 1 $20,000

o o Welcome Reception (Exclusive) $15,000

o o Second Night Reception (Exclusive) $15,000

o o Keynote Sponsor - Day 2 $12,000

o o Podium Sign (Three Days) $10,000

EF TPA $9,000 - $7,500 *Price

o o Hotel Room Key Card $9,000

o o Wi Fi HotSpot $9,000

o o Barista Station $8,500

o o Breakfast (Upgraded) $8,500

o o Lunch $8,500

o o Networking Lounge $8,000

o o Welcome Reception (Non Exclusive) $8,000

o o Second Night Reception (Non Exclusive) $8,000

o o General Session $7,500

EF TPA $7,000 *Price

o o Walking Challenge $7,000

o o First Time Attendee Reception $7,000

EF TPA $6,500 - $5,500 *Price

o o Breakfast (Continental) $6,500

o o Name Badge $6,000

o o Upgraded Theme Break $5,500

EF TPA $5,000 *Price

o o Charging Station $5,000

o o Conference Bag $5,000

o o Notepad/Pen $5,000

o o Podium (One Day) $5,000

EF TPA UNDER $5,000 *Price

o o Onsite program $4,500

o o Connection Break $4,000

o o Dessert Break $4,000

o o Hydration Station $4,000

o o Celebration Signature Drink $3,500

o o Conference App $3,500

o o Conference Pocket Guide $3,000

o o Photo Booth $3,000

EF TPA UNDER $3,000 *Price

o o Hotel Room Drop $2,500

o o Podium Sign (Half Day) $2,500

o o Hotel Check in Drop $2,000

o o Headshot Lounge $1,500

o o Morning Yoga $1,500

o o Microphone Sponsor$500 per mic

PARTNER SPONSORSHIPS2020 Calendar Year

o Annual Corporate $10,000

EF o

TPA o Platinum Level $7,000

per conference

SOLD OUT

SOLD OUT

SOLD OUT


2020 SPONSORSHIP CONTRACT & PAYMENT INFO, CONTINUED

CONTACT INFORMATION:

Company: ___________________________________________________________________________________________________________________

Contact: _____________________________________________________ Title: _________________________________________________________

Address: ___________________________________________________________________________________________________________________

City: _____________________________________________________________________ State: ______________ Zip: ________________________

Phone: ______________________________________________________ Fax: ________________________________________________________

Event Contact: ______________________________________________________________________________________________________________

E-mail: __________________________________________________________ Web site: ________________________________________________

Event Contact Phone: ___________________________________ Event Contact E-mail: ________________________________________________

PAYMENT INFORMATION:

Total Amount Due: $ _________________ Method of Payment: oCheck (made payable to HCAA) Credit: o Visa oMasterCard o Amex

Credit Card #: _______________________________________________________________________________________________________________

Exp. Date: _________________________________ CSV Code: _________________________ Billing Zip: _________________________________

Authorized Signature: _________________________________________________________________________________________________________

Authorized Print: _____________________________________________________________________________________________________________

Send completed forms to the HCAA office:Fax: 314-207-0101

- OR -

Email: [email protected] OR -

Mail to: Health Care Administrators Association (HCAA)1015 Grupp Rd., #31373 | St. Louis, MO 63131

For questions, please contact:Susan Crolla at 888-637-1605 ext. 102

or [email protected] OR -

Jean Olmsted at 888-637-1605 ext 104 or [email protected]

WAIT!Have you renewed your

HCAA Membership?

You must be a member in good standing in order to sponsor an HCAA event. If you are not in good standing by the time of the Conference, your sponsorship will be cancelled and in accordance with our cancellation policy, no refund will be issued. Renew today! Contact the association office with any questions.


Companies participating in Health Care Administrators Association (HCAA) conferences hereby agree to conform to the following terms and conditions. Please check off to indicate that you have read and understand the terms and conditions.

o FEE SCHEDULE: Sponsors agree and understand that sponsorships are open to members only. Therefore, membership dues must be current and paid in full prior to sponsorship payment being made. Additionally, sponsorships will not be secured and guaranteed until both the membership dues are current and paid in full, and the sponsorship fee is paid in full. Membership status must be current through the close of the conference. Registrants liable for any NSF check fees or similar costs.

o HOSPITALITY SUITES: All hospitality suites must be approved and arranged through HCAA in advance.

o OFF-SITE EVENTS: In the interest of the success of the entire conference, the Sponsor agrees not to extend invitations, call meetings, or otherwise encourage absence of attendees from the event during official dates and times of the conference. Competing luncheon events may not ever be scheduled. Night events with attendees may not be scheduled until after 7pm.

o CONFLICTING MEETING AND SOCIAL FUNCTIONS: To ensure maximum participation in all HCAA activities, exhibiting companies may not schedule meetings or social functions that would encourage the absence of attendees or exhibitors from official functions.

o CANCELLATION POLICY: Cancellations more than 120 days prior to the event will receive a full refund. Cancellations 91–120 days prior to the event will receive a 75% refund. Cancellations 60–90 days prior to the event will receive 50% refund. No refunds for cancellations less than 60 days prior to the date of the event. Should any circumstances beyond the control of, and not the fault of HCAA prevent the show from being held as scheduled, no fees shall be returned. Individual insurance coverage shall be the responsibility of the individual exhibitor.

o HARASSMENT POLICY: HCAA is dedicated to providing a harassment-free conference experience for everyone, regardless of sex, age, disability, perceived disability, marital status, personal appearance, sexual orientation, race, color, religion, national origin, veteran status or any other legally protected characteristic. We do not tolerate harassment of conference participants in any form. Sexual language and imagery are never appropriate at any time or for any HCAA event, conference venue, session or speech. Conference participants violating these rules may be sanctioned or expelled from the conference [without a refund] at the discretion of HCAA.

o MANDATORY CALL: All sponsors and partners must send a representative to a mandatory call with conference organizers set one month before each event to go over conference logistics, promotions, and opportunities.

o ELIGIBILITY: Companies whose proposed exhibit of products or services conforms with the purposes of the HCAA Conference will be eligible to apply for table space. HCAA reserves the right to reject or dismiss any exhibit deemed undesirable.

o PROTECTION OF THE EXHIBIT FACILITY: Nothing shall be tacked, posted on, nailed or otherwise attached to the walls, floors or other parts of the exhibit hall or furniture. Any damage caused to the facility or furnishings will be billed to the exhibitor. Packing, unpacking and assembly of materials may be done only in designated areas and in conformity with the directions of the HCAA or Venue Staff.

o EXHIBIT MOVE-IN AND MOVE-OUT: Exhibit personnel will be allowed to set up and tear down all exhibits, only during the following hours noted below by conference:

Executive Forum Move-In and Set-Up: 12:00 pm - 4:00 pm

Move-Out: 12:30 pm

TPA Summit Move-In and Set-Up: 9:00 am - 11:00 am

Move-Out: 12:30 pm

o DEFAULT OCCUPANCY: All exhibitors must be set by one hour prior to the start of the conference. Any exhibitor failing to occupy space by the appointed hour is not relieved of the obligation to pay for such space at the full rental price, but HCAA has the right to utilize such spaces to eliminate blank space in the exhibiting area.

o STAFFING OF TABLES: As a courtesy to attendees, and as an added security measure, we require that each table be occupied by a member of the exhibiting company at all times when the conference is in session and during the evening receptions.

o CARE AND USE OF SPACE: The exhibitor must, at his/her expense, maintain in good order the space for which the exhibitor has contracted. Materials shall be shown only in the official area designated by HCAA. Neither exhibitors nor non-exhibiting companies will be allowed to show films or display products or services in suites or other areas during the HCAA Conference in competition with exhibitors. Products or literature may be distributed ONLY from within the rented space. Exhibit tables may not be sublet or shared without written permission of HCAA. No food or beverages may be served at your table without written permission from HCAA.

o SIZE, HEIGHT LIMITATIONS: Each table space will be clearly marked. Out of consideration for your neighboring exhibitors, no solid exhibit construction will be permitted to exceed 42” in height except in the rear half of the designated space. For example, in a standard 8’ x 10’ table area, any construction above 42” must begin 4’ (halfway) back from the aisle.

2020 SPONSORSHIP TERMS & CONDITIONS


Failure to adhere to any of the above may result in the loss of the sponsor partner opportunity at the conference or in the future, with HCAA. By signing below you hereby agree that you have read and understand the terms identified above.

____________________________________________________________________________________________________________________________Print Name Title Company

____________________________________________________________________________________________________________________________Signature Date

Note: All sponsors are required to sign sponsorship terms and conditions before sponsorship becomes effective. Registrations, contributions and sponsorships do not qualify as a charitable contribution.

o EXHIBITS: All exhibits must be contained to a table top display only and are subject to HCAA approval. Exhibitors must comply with all rules at hosting facility.

o SUB LEASING SPACE OR SPACE SHARING: Exhibitor may not allow any other corporation person or other entity to use the space allotted to the Exhibitor, nor shall the Exhibitor display articles or materials that are not those of the Exhibitor.

o DRAWINGS: Drawings will be under HCAA control and conducted at times specified by HCAA. No other drawings will be allowed.

Additionally for Corporate and Platinum sponsors only. Please check off to indicate that you have read and understand the HCAA sponsorship terms and conditions below.

o SECURITY, LIABILITY, AND INSURANCE: The exhibitor hereby assumes entire responsibility and hereby agrees to protect, defend, indemnify and save the Hotel, its owners, its operator, and each of their respective parents, subsidiaries, affiliates, employees, officers, directors, and agents harmless against all claims, losses or damages to persons or property, governmental charges or fines and attorney’s fees arising out of or caused by its installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof, excluding any such liability caused by the sole gross negligence of the Hotel and its employees and agents. The exhibitor and its third party contractor shall obtain and keep in force during the term of the installation and use of the exhibit premises, policies of Comprehensive General Liability Insurance and Contractual Liability Insurance, insuring and specifically referring to the Contractual liability set forth in this Exhibit Agreement, in an amount not less than $2,000,000 Combined Single Limit for personal injury and property damage. Small and easily portable articles should be properly secured or removed after exhibition hours. Perimeter security provided by HCAA and the venue shall be deemed purely gratuitous on their part and shall

These regulations are imposed to ensure the maximum success and safety of the HCAA Conference, not only for HCAA, but for all exhibiting companies. Any exhibitor violating the regulations may be asked to remove their exhibit immediately with no refund or rental fee.

o LIABILITY: Exhibitors shall assume and bear full responsibility for the compliance with any and all local, city and state safety, fire and health laws, ordinances and regulations regarding the installation and operation of the exhibit. HCAA does not guarantee exhibitors against loss, damage or theft of any kind. Exhibitors shall indemnify and hold harmless HCAA and the Hotel. If the premises are defaced or damaged by any act of negligence by any Exhibitor, its agents or guests, the Exhibitor will pay for any and all expenses incurred by damages to physical property, caused by Exhibitors, riggers, haulers, or other contractors engaged for the purpose of moving exhibits and equipment into and out of the building.

in no way be construed to make HCAA and the venue liable for any loss or inconvenience suffered by the exhibitor. HCAA or its contractors shall not be liable for any failure to deliver space to any exhibitor who has contracted for exhibit space under the terms of this agreement if non delivery is due to any of the following causes: destruction of or damage to the building or the exhibit areas by fire or act of God; terrorist acts; strikes; the authority of law; or any cause beyond its control. HCAA will, however, in the event it is not able to hold an exhibit for any of the above named causes, reimburse exhibitors pro-rata on any rental fee paid, less any and all legitimate expenses incurred by HCAA for advertising, administration and similar related costs.

o FIRE REGULATIONS: In accordance with regulations of the local fire department, explosives or combustible materials are not to be displayed. This includes gas, paint, propane, alcohol, turpentine, chemicals, etc. All materials used in the construction of exhibits must be non-flammable. No open flames are allowed. All aisles and exits must be kept clear and free from obstructions to comply with fire regulations.

2020 SPONSORSHIP TERMS & CONDITIONS, CONTINUED

1015 GRUPP RD., #31373 | ST. LOUIS, MO 63131 | 888.637.1605 | [email protected]

@hcaainfo Health Care Administrators Association (HCAA)

WWW.HCAA.ORG

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