EXHIBITOR TOOLKIT 2022 - WWW.IHCA.ORG - Indiana Health Care Association
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2022 EXHIBITOR TOOLKIT WWW.IHCA.ORG
TABLE OF CONTENTS
1. Exhibitor promotion tips to drive attendance at your booth..........................Page 1
2. Important links......................................................................................................Page 3
• Hotel electrical form
• Book your hotel room online
• Digital assets for marketing and promotion
3. JW Marriott FedEx shipping instructions...........................................................Page 4
4. Lead retrieval order form.....................................................................................Page 6
5. Hotel and nearby venue parking details...........................................................Page 9
6. Exhibit hall floorplan...........................................................................................Page 10
Here’s How You Can Make the Most of Your Exhibit Experience at
IHCA/INCAL Convention & Expo
BEFORE THE EVENT
Know What You Want – It is important to have a clear idea of what you want to accomplish out
of your participation as an exhibitor. Do you want new leads or sell a product or create general
brand awareness? Having a clear idea about your goals helps you create clear marketing
promotion messages for your specific target audience.
Make Contact Early – As soon as you have access to the attendee list, you should start
planning targeted communications via email to the attendees introducing yourself as an
exhibitor at the upcoming Convention & Expo. This helps you get them thinking about you and
your organization even before stepping foot on the tradeshow floor. This early introduction goes
a long way.
Promoting Your Participation at the IHCA/INCAL Convention & Expo – It is equally
important to use your company-owned digital and social media platforms to announce your
participation at the Convention & Expo. We have put together a media assets toolkit that
includes a series of digital and social media graphics that you can use to promote your
attendance. Please follow IHCA/INCAL on our social media platforms, tag us in your posts, and
join the conversation online around our upcoming Convention & Expo!
• Facebook: https://www.facebook.com/pages/Indiana-Health-Care-
Association/176106372417169
• Twitter: http://twitter.com/IHCATweet
• LinkedIn: https://www.linkedin.com/company/indiana-health-care-association/
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Leverage Our Mobile App - At IHCA/INCAL, we use robust digital platforms to foster deep
collaboration and stronger networking for our members. We have a dedicated mobile app for the
Convention & Expo that is loaded with functionalities to enable you to build connections early on
with our attendees. Our event mobile app is an extension of the in-person event giving you the
opportunity to set up and customize your company’s profile, feature brochure and other
information materials and even spotlight a video highlighting your company’s unique
capabilities. Our attendees love the flexibility of accessing all event info via the app, so be sure
to make the most of it!
Please note: Mobile app is under construction. Please keep an eye out for mobile app access
link on July 11, 2022
DURING THE EVENT
Maintain an Active Presence on Our Mobile App – Use the platform to share photos, share
fun tid-bits about the event and even send direct messages to attendees to schedule 1:1
meetings. Please be sure to leverage our mobile app platform to drive audience to your booth.
Standout From the Crowd – Provide attendees with informative materials that are attention
grabbing. Strike a conversation with prospects – our high-energy convention & expo will give
you plenty of opportunities to find an engaging topic. Need some hints? Talk about an
inspirational session you attended, engaging speaker, venue, theme, the grand JW Marriott –
endless opportunities!
AFTER THE EVENT
Maintain Contact with Prospects – A handwritten thank you card or a thank you email to your
leads goes a long way to leave a lasting impression and helps you stay top of mind.
Share photo gallery on social media – Be sure to capture memorable moments of the event
in photos. Take it to the next level by creating a photo album and sharing it on social media.
TIP: Try tagging individuals in your posts for extended message reach!
Questions? Please contact Katy Quigley at kquigley@ihca.org
Happy Exhibiting at #IHCA2022
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IMPORTANT LINKS FOR EXHIBITORS
• JW Marriott Indianapolis Exhibitor Electrical Form:
https://markeys.formstack.com/forms/indyplace
• Hotel Room Block: Book your discounted room rate ($209/night) by the July 15
deadline. Book online at this link.
• Convention & Expo Digital Assets for Marketing & Promotion: Access here.
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JW Marriott Indianapolis
Shipping Instructions
PREPARING YOUR SHIPMENT
FedEx Office is committed to providing you with an outstanding experience during your stay. All guest and event packages be-
ing shipped to the property must follow the address label standards (illustrated below) to prevent package routing delays. Please
schedule your shipment(s) to arrive four days prior to the event start date to avoid additional storage fees. Use the name of the
recipient who will be on-site to receive and sign for the package(s). Please do not address shipments using property employee
names, unless the items are specifically for their use (e.g., hotel specifications, rooming lists, or signed documents); this includes
arranging for deliveries to all areas on the property.
If a package has not been picked up by the recipient and no contact information is provided, the package will be returned to the
sender, who will be responsible for all additional shipping fees. For more information on package retention, the Return to Sender
process, or to schedule package deliveries, please contact the FedEx Office Business Center at 317.974.0378. Package deliver-
ies should only be scheduled after the recipient has completed the check-in process.
PACKAGE LABELING STANDARDS AND FEDEX OFFICE CONTACT
(Guest Name) (Guest Cell Number) FedEx Office Business Center Operating Hours
c/o FedEx Office at JW Marriott Indianapolis JW Marriott Indianapolis Mon – Fri: 7:00am - 5:00pm
10 S West St 10 S West St Saturday: 9:00am - 5:00pm
Indianapolis, IN, 46204 Indianapolis, IN 46204 Sunday: 10:00am - 4:00pm
(Convention / Conference / Group / Event Name) Phone: 317.974.0378
Fax: 317.974.0521
Box ____ of ____ Email: usa5527@fedex.com
SHIPMENTS WITHSPECIAL REQUIREMENTS
Meeting and event planners, exhibitors and attendees are encouraged to contact FedEx Office in advance of shipping their items
to JW Marriott Indianapolis with any specific questions. If you have any special needs (e.g., refrigeration requirements, after hours
delivery requests, or changes to your meeting dates or rooms), please work directly with your Event Manager, who will communicate
these needs to FedEx Office in advance of your event.
ON-SITE PACKAGE DELIVERY
In most cases, FedEx Office will complete delivery or pickup of packages within the conference and meeting rooms, lobby area and
guest suites of JW Marriott Indianapolis, but please consult with a FedEx Office team member for specific delivery limitations that
may exist. In cases where a drayage company or a meeting decorator is used, FedEx Office team members will work closely with
those vendors for proper package routing and release items directly to those vendors if they are on the property when the shipments
arrive. Any decorator or drayage packages requiring overnight storage by FedEx Office will be assessed a handling fee. If your meet-
ing /event is being handled by a drayage company or decorator, please ensure your shipments are being sent directly to the drayage
company’s or decorator’s specified address. Items that require extra handling, such as pallet/crate breakdown or build up, multiple
pickup or delivery points, or collecting or disposing of packaging materials, will be assessed an additional fee of $70.00 per hour with
a minimum of $35.00 for 30 minutes. This fee will be assessed for each FedEx Office team member dedicated to perform these ad-
ditional services. Please note that FedEx Office team members cannot lend out any moving equipment, which includes pallet jacks,
dollies, and flatbed carts.
PACKAGE DELIVERY TO GUEST SUITES / MEETING ROOMS
In most cases, FedEx Office will complete delivery or pickup of packages to guest suites at JW Marriott Indianapolis, but please
consult with a FedEx Office team member for any specific delivery limitations that may exist. FedEx Office is not authorized to leave
packages unattended in guest suites and/or meeting rooms. A guest with authorization to sign for the delivery and approve any
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charges for handling and delivery fees must be present in guest rooms and/or meeting rooms.
JW Marriott Indianapolis
Shipping Instructions
UPON YOUR ARRIVAL
Packages will be available for pickup at the FedEx Office business center; a handling fee will apply. Packages, pallets, crates,
display cases and other heavier items may be scheduled for delivery by contacting our staff at 317.974.0378; a delivery fee will
apply. Package deliveries should only be scheduled after the recipient has completed the check-in process. In order to maintain
the proper chain of custody, FedEx Office requires the package recipient’s signature before a package can be released from FedEx
Office. Release signatures are captured at the time of package pickup or package delivery to the recipient.
UPON YOUR DEPARTURE
FedEx Office offers pack and ship services and packaging supplies, such as boxes, tape, etc., which are also available for purchase
at the FedEx Office business center. All outbound packages must have a completed carrier airbill affixed to each package. FedEx
Express® shipping boxes and airbill forms are available and are complimentary. Outbound packages and freight to be picked up by
a third party courier should be coordinated directly with those vendors, and communication should be sent to FedEx Office, indicating
when those items will be picked up. FedEx Office will not make arrangements for freight or third party courier transportation and/or
pickup. Outbound handling fees will be applied to all packages and freight, regardless of carrier, in addition to shipping/transportation
fees.
PACKAGE HANDLING AND STORAGE FEES
PACKAGE PICKUP OR PACKAGE PICKUP OR DELIVERY STORAGE FEE
PACKAGE WEIGHT DROP OFF BY GUEST BY FEDEX OFFICE PACKAGE WEIGHT AFTER 5 DAYS
Envelopes up to 1.0 lb. $2.00 $5.00 Envelopes up to 1.0 lb. No Charge
0.0 – 1.0 lb. $2.00 $5.00 0.0 – 10.0 lbs. $5.00
1.1 – 10.0 lbs. $10.00 $15.00 10.1 – 30.0 lbs. $10.00
10.1 – 20.0 lbs. $15.00 $20.00 30.1 – 60.0 lbs. $15.00
20.1 – 30.0 lbs. $20.00 $30.00 60.1 – 150.0 lbs. $25.00
30.1 – 40.0 lbs. $25.00 $40.00 Pallets & Crates $50.00
40.1 – 50.0 lbs. $25.00 $50.00 Over 6.5’ in Size $25.00
50.1 – 60.0 lbs. $35.00 $50.00 A one-time package storage fee will apply to
60.1 – 150.0 lbs. $35.00 $70.00 each package received and stored for more than
Pallets & Crates* $150.00 or $0.75/lb. > 200 lbs. $150.00 or $0.75/lb. > 200 lbs. five (5) calendar days. Items measuring over 6.5
feet in size are considered oversize and will be
Package weights will be rounded up to the nearest pound. assessed an additional oversize fee if stored for
* For inbound/outbound pallets or crates, the receiving and delivery charges are consolidated into a more than five (5) calendar days.
single fee of $150.00 or $0.75/lb. > 200 lbs., which is applied to each pallet/crate handled.
ADDITIONAL SERVICES
Items that require extra handling, such as pallet/crate breakdown or build up, multiple pickup or delivery points, or collecting and disposing of packag-
ing materials, will be assessed an additional fee of $70.00 per hour with a minimum of $35.00 for 30 minutes. This fee will be assessed for each FedEx
Office team member dedicated to perform these additional services. Please note that FedEx Office team members cannot lend out any moving equip-
ment, which includes pallet jacks, dollies, and flatbed carts.
TERMS AND CONDITIONS
Receiving, delivery and storage charges are payable at the time of delivery. Recipient may be required to present government-issued photo identification and sign
for delivery. Shipper must comply with all applicable local, state and federal laws, including those governing packing, marking, labeling and shipping. OBTAIN FIRE,
CASUALTY AND ALL OTHER INSURANCE ON PACKAGE CONTENTS PRIOR TO SHIPPING. Neither the Property nor FedEx Office and Print Services, Inc.
provide such insurance. Neither the Property nor FedEx Office and Print Services, Inc. nor the employees, agents or contractors of either firm will be liable for any
damages, whether direct or indirect damages, relating to or arising out of any loss or damage to any package or its contents, unless a package is lost after receipt on the Prop-
erty, in which case such liability shall be limited to the lesser of $100 or the liability of the carrier indicated above. By sending your package to the Property, you agree to be
bound by any additional terms and conditions that the Property or FedEx Office and Print Services, Inc. may establish from time to time for receiving and delivering of packages.
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v060119_STD
2022 Annual Convention & Expo
August 14-16, 2022
Indianapolis, IN
LEAD RETRIEVAL ORDER FORM
Submit order to: Trade Show Leads ~ EMAIL: orders@tsleads.net ~ PHONE: 952.212.9408
Company Booth Number Contact
Zip Phone Email
Email Address for Leads:
Equipment By July 15, 2022 After July 15 Qty Price SubTtl
TS Leads Mobile App- for use with Exhibitors own iPhone®, iPod touch®
(Version 8.1 or higher), iPad®, or Android™ phone (Operating System 6.0 or higher)
$250.00 $275.00
Package includes: TSL mobile lead retrieval app downloaded from the app store,
event set-up through unique access code and leads available via online portal .
Additional TS Leads Mobile App license for multiple Devices. $200.00 $225.00
TS Leads Mobile Tablet-TSL Mobile App on iPad Mini. Powerful tool allows you to $400.00 455.00
gather time stamped leads, insert notes, add qualifiers and surveys. Leads available
via online portal.
TSLeads Max-TSLeads Mobile App on Android device with 5” ISP Display. Powerful
$355.00 $385.00
tool allows you to gather time stamped leads, insert notes, add follow-ups and
surveys. Leads available via online portal.
BEST VALUE-3 APP BUNDLE WITH CUSTOM FOLLOW-UPS
Get 3 TS Leads Mobile App activations plus customized follow-ups. for use with
Exhibitors own iPhone®, iPod touch® (Version 8.1 or higher), iPad®, or Android™
phone (Operating System 6 or higher) Package includes: TSL mobile lead retrieval $499.00 $525.00
app downloaded from the app store, event set-up through unique access code for
three devices, custom follow ups, and leads available via online portal.
TS Leads Anywhere Scanner-Small hand-held scanner fits easily in your pocket
allows you to gather leads anytime, anywhere at the show. No power required. $325.00 $350.00
Leads delivered via email at the end of the show.
Custom Follow-Up Sheet-Create custom lead follow-ups specific to your business. $75.00 $95.00
Delivery, Setup, and Training (optional)-Delivery to your booth with training for $75.00 $95.00
all of your staff.
Leads downloaded to USB 2.0 Flash Drive $50.00 $75.00
Developer’s Kit $400.00 $400.00
Includes API configuration or post show data merge.
TOTAL
Payment Information
CLICK HERE TO ORDER If Paying by Credit Card, Please complete the Cardholder Information:
CardNumber:______________________________________
ONLINE ExpirationDate:____________________________________
Make Checks Payable to: Trade Show Leads, Code on Card:______________________________________
16461 S. 176th Lane, Goodyear, AZ 85338. Name on the Card:__________________________________
Advance Orders must be accompanied by payment
in full. Thank you for your order. If you have any
BillingAddress:_____________________________________
questions please contact us at 952.212.9408, or _________________________________________________
click here for exhibitor support options. Signature:_________________________________________
All equipment ordered must be picked up at the service desk prior to the start of the show, unless you have ordered Delivery & Setup. Failure to pick up equipment does not
entitle you to a refund. All equipment must be returned to the service desk within 1 hour of the close of the show to avoid additional charges. A non-refundable charge of
$1500.00 will be applied for equipment not returned to TSL at the close of the show. There is a $75 fee for all cancellations and no cancellations within 48 hours of
open of the event. TSL will not be held responsible for the type or amount of data provided to exhibitors by show management. Data connection required
for mobile app installation and attendance updates. TSL will not be held responsible for poor/inadequate data coverage in convention hall. It is the customer’s responsibility to
seek and provide data connection whether it be inside or outside the convention building. Liability for damage of any cause whatsoever will be limited to the total price of goods
and services provided by TSL.
Agreement of Above Terms: X
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TS Leads Mobile Tablet TS Leads Max TS Leads Mobile App TS Leads Anywhere Scanner
The TSLeads Anywhere Scanner is a battery operated unit that fits easily in your
pocket and leads can be gathered anywhere at the show. Leads are delivered at the
end of the show via email. After the badge is scanned, more information on the lead
can be gathered by scanning items on the TS Leads Advanced lead qualifier sheet which
is at no cost to the exhibitor. A custom follow-up sheet can be created which is
specific to your business for a small fee (see page 3).
TS Leads Mobile App is a powerful lead retrieval technology for exhibitors to
capture sales leads using an iPhone®, iPod touch® (Version 8.0 or higher),
iPad®, or Android™ phone (Operating System 6.0 or higher). Exhibitors can use
their own mobile device. App downloaded from the app store. Event set-up
through a unique access code and leads gathered by scanning barcode or entering
Attendee ID Number on the badge. TS Leads Mobile App makes lead retrieval
easier to use...even fun. With features such as notes, surveys and follow-ups
exhibitors can capture, qualify and manage trade show leads anywhere and
anytime. Leads updated in real time and accessed via cloud portal.
Exhibitors may also use our hardware. The TSL Tablet is an iPad Mini (8” screen)
with the TSLeads Mobile app and the TSLeads Max is an Android device (5”
screen) with the TSLeads Mobile app.
ORDER EARLY FOR BEST PRICING
DISCOUNT DEADLINE IS JULY 15, 2022
7ADVANCED LEAD QUALIFIERS
FOR SCANNING PRODUCTS ONLY
All exhibitors receive the following Standard Fill out this form if you would like
Follow-Ups at no cost as part of their equipment Custom Follow-Ups specific to your
rental of the TSLeads Anywhere Scanner. business for an additional cost.
Company Name:_____________________
Booth Number:______________________
Show Name:________________________
Please type or print legibly, maximum 35
characters per line
1._________________________________
2._________________________________
3._________________________________
4._________________________________
5._________________________________
6._________________________________
7._________________________________
8._________________________________
9._________________________________
10.________________________________
11.________________________________
12.________________________________
13.________________________________
14.________________________________
15.________________________________
16.________________________________
17.________________________________
18.________________________________
19.________________________________
20.________________________________
Please contact us at 952.212.9408 or email to joels@tsleads.net if you have any
questions regarding our products and services, or click here for exhibitor support options.
8JW MARRIOTT INDIANAPOLIS INDIANAPOLIS MARRIOTT DOWNTOWN COURTYARD/ SPRINGHILL/ FAIRFIELD
2022 Parking Rates 2022 Parking Rates 2022 Parking Rates
Overnight Valet Overnight Valet Overnight Valet
$55 $55 $40
Overnight Self Parking Overnight Self Parking Overnight Self Parking
$50 $50 $35
Oversized Oversized Oversized
$60 $60 $50
Daily Valet Daily Valet Daily Valet
0-6 hrs $40 0-6 hrs $40 0-24 hrs (any duration) $32
6+ hrs $55 6+ hrs $55
Overnight $55 Overnight $55
Daily Self Park Daily Self Park Daily Self Park
0-30 min Free 0-30 mins Free 0-30 mins Free
30 min-2 hrs $28 30 mins- 2 hrs $28 30 mins- 2 hrs $28
2 hrs-5 hrs $38 2 hrs-5 hrs $38 2 hrs-5 hrs $38
5 hrs + $50 5 hrs + $50 5 hrs + $50
Restaurant Rates Restaurant Rates
0- 3 hours Free 0- 3 hours Free
3+ hours Reg Rates 3+ hours Reg Rates
Valet Rates Valet Rates
0-3 hrs $15 0-3 hrs $15
28-Feb-22
9*Floorplan is current as of 12:15pm EST 5/26/22, please note if
the booth you are trying to purchase is not populating in the
online registration system, then the booth has already sold. The
floorplan will be updated weekly.
Cirrus
Kara's
Howard Diagnostics
Silver Str. AccessDx BioTech
Medical McKesson
SafeCare
HPS Xray
Select
Labs
Remedi SCM Rehab
Assembly
Ivy Tech SeniorCare TRUEAIR
TESCO Health
ReliantID KARE
Theoria MKM
Basic Am
Healthcare Consolidated Architecture
Medical Medical
PC Labs Serv Group Billing Optum
MyShyft
Services Inc
Medical Aria Care
Samba
SkilledCare ServiceMaster
Gregory & Waste Soln Partners by Care
Appel Ins of IN
Calderon Eventus Crossroads
Southern
Proactive Ovitsky
Insight Bus
Pharmerica GuideStar
Medical Vision
Drug Abuse LifeLoop
Medscript
Dynamic
Williams AdvaCare
UNITED Mobile HTS
Bros 360Care
Systems
Axiom HR Medical
MIG
Dialyze
Behavioral Synchrony Williams
Direct HTS
Health Bros VGM
Care Solns
BKD
Alixa RX IntelyCare
TSL
IHCA IHCA
10 Feet
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