Vendor Exhibition Information

Doubletree Hotel by Hilton/Midlothian-Richmond

1021 Koger Center Blvd.; Richmond, VA  23235

Vendors are randomly assigned to booths with a map of booth locations sent to vendor contacts approximately one week prior to the event. We are willing to work with vendors who want to be placed next to each other; likewise we make every effort to not place competitors next to each other. MA-AHMA staff and volunteers will be present on-site to assist you during set-up should you experience any difficulty locating your assigned booth.

A limited number of daytime booths are available at no additional charge to registered/paid exhibitors on a first-come/reserved-first accommodated basis. Daytime booths will be located outside the main meeting rooms (in the Shenandoah Corridor) on Wednesday, Nov. 19^th, 8:00a.m.-3:30p.m.  The daytime booth/tables will be available for set-up on Tuesday, Nov. 18th, starting at 3:30p.m.. Daytime booths will be assigned with a locator map provided to the vendor via email one week prior to the event.  If you ship material to the hotel for your daytime booth, please plan to pick-up your material Tuesday afternoon before 5p.m. OR Wednesday morning (Note: our conference registration on Wednesday begins at 7:00a.m. so there will be staff available early to let you in our storage room to retrieve your material.) Participation as a daytime vendor is only available to those who will also be participating in the Vendor Exhibition, 5-7p.m. also on Nov. 19th. Daytime vendors will need to break-down their daytime booth at 3:30p.m. to move to the Vendor Exhibition space in the James River Ballroom.

3:30p.m. – 5:00p.m.  (for Vendor Exhibition set-up) As the vendor exhibition is held in the same ballroom as the conference lunch, a complete break-down/clean-up of the room must be completed before vendors may set-up. Please allow the hotel staff to complete this process before setting up your booth (NOTE: This may result in a delayed set-up).

We provide a 6-foot draped table and two chairs (same for both daytime and evening).

Power and internet access may be arranged with prior notice. The additional charges associated with arranging for power and internet access at booths will be assumed by MA-AHMA as a courtesy. Power/internet needs must be identified on/by October 24th.

Our board members donate baskets for which we sell raffle tickets. These baskets are raffled off during the vendor exhibition/reception; raffle proceeds are matched by MA-AHMA and donated to the NAHMA Educational Foundation to support educational scholarships for residents of AHMA-member properties.  Vendors are welcome to purchase raffle tickets and/or donate a basket for the raffle.

Many of our vendors offer door prizes (e.g., gift cards/certificates, electronics, gifts related to their business, etc.).  While a door prize is not required, they are popular with the exhibition attendees and most vendors have tended to provide one. MA-AHMA staff/volunteers will visit each booth during the evening with a microphone so that door prizes may be awarded with proper fanfare to give you additional recognition.

 

 

For our first-time vendors, our exhibition is held in a reception environment. We invite you to participate fully in the event by enjoying the refreshments during the exhibition. This should be a fun event for you!

Vendors will be provided with a list of registered conference participants to include attendee name, company affiliation, and email address provided at registration. Vendors are welcome to contact attendees prior to the event to encourage them to stop by the Vendor Exhibition. The list is provided after the registration deadline.

 

We appreciate your referrals! Please encourage other companies to participate as a vendor.