2023 MHIMA Annual Meeting & Exhibit

May 7-10, 2023

Four Winds Casino Resort
New Buffalo, Michigan

We’re pleased you have an interest in joining our Annual Meeting event as an exhibitor or sponsor.

Attendees

We expect 150-200 attendees!!  On average 40% of our attendees are managers, directors, executives and above in their organization and many are decision makers for products and services.

We offer a Bingo Card raffle for all attendees to encourage booth visits during the event.  To assist with attendee participation many exhibitors also offer a raffle item.  We hold a live raffle at the conclusion of open exhibit time on Monday afternoon with all attendees in participation.  This is usually a lively event and a highlight for all involved.  We encourage your participation but ask that you hold the raffle drawing live and not prior to designated raffle time.

Opportunities for Networking in Groups and with Individuals

• Dedicated Exhibit Times
  • Exhibitor Welcome Reception on Sunday Evening
  • Dedicated times Monday
  • Networking time during Monday evening President Reception
  • Based on prior years Exhibitor feedback we have eliminated the exhibits on Tuesday. If you are interested in staying on Tuesday and attending sessions to network with attendees you are invited to do so but no CEUs are offered. If this is of interest, please contact Linda@mhima.org
• Sponsorships
  • Once exhibitor/sponsor registration opens you may review sponsor options offered during the conference
  • Other special events/sponsorships may be available, we are open to discuss your ideas!
• Breaks / Luncheons / President Reception
  • You may sponsor President Reception planned for Monday evening.
  • Business / Award luncheon planned for Tuesday
  • We have buffet lunch sponsorships available for Monday and Tuesday.
  • We have breakfast buffet sponsorship available for Wednesday morning.
• Location
  • We are at the beautiful Four Winds Casino Resort in New Buffalo. A very walkable resort area with several restaurants onsite. Location has a beautiful outdoor pool and fire pit (weather permitting) Check out what the Four Winds Casino Resort has to offer Click here for more information
• Shuttle/Transportation
  • Amtrak Train stops in New Buffalo and Casino Shuttle will pick you up
  • Airport Options: Grand Rapids (GRR), South Bend (SBN), Chicago (ORD), Detroit (DTW)

Contact Linda Monusko at linda@mhima.org for special exhibit sponsorship opportunities or if you have any questions.

What Is Included in the Exhibit Fee?

• Draped booth space will have 8’ high back drape wall and two 3’ side divider walls
• Carpeted Exhibit floor
• 7″x44″ exhibitor identification sign (Name Only No Logos)
• One skirted 6ft table with 2 chairs and a wastebasket
• Exhibitor Badges – up to 2 attendees per booth included in registration.  Additional attendees must purchase additional tickets.  See pricing below.
• List of meeting attendees to include their contact information (Note: Does not include those who have opted out of sharing their information)
• Welcome Reception on Sunday evening from 6:00 – 8:00 pm
• Continental Breakfast with meeting attendees – Monday (up to 2 per booth)
• Buffet Lunch with meeting attendees – Monday (up to 2 per booth)
• President’s Reception Monday Evening (up to 2 per booth)
• One Standard electrical power drop – must be selected when registering.

Exhibit Fee

• Single Booth – On or before April 20, 2023– $650.00
• Early bird registration until March 1, 2023 $600.00
• Additional Representative Tickets – Sunday $20, Monday $50
• Additional Representative Tickets to President Reception Monday Evening $50

Venue Floor Plan

Coming soon!

Important Dates

Advanced exhibitor registration early bird pricing must be paid in full on or before 03/01/2023.

Discounted Hotel Rooms of $119.00 per night plus taxes and resort fees and are only available until April 17, 2023 – more information on the hotel rooms is available here.

Online registration for Exhibitors will close on 04/20/2023.

Schedule of Events

Agenda Coming Soon

Advertising

The Annual Meeting Program for Michigan is distributed electronically and with the use of a meeting app for mobile devices.  If you are interested in advertising electronically, please provide your ad in Word or PDF format to linda@mhima.org no later than April 20, 2023.  

Full Page $300

Sponsorship Opportunities

We are looking for sponsors for specific items/events for the 2023 meeting (as listed below). Please let me know if you have a specific area/item of interest. The sponsorship options will be available to select during your online registration.

• MHIMA will recognize your sponsorship in a variety of pre-meeting email blasts, MHIMA meeting website and various other member communications by including your company name, logo and/or web link.
• All sponsors are recognized to meeting attendees in a special thank flyer inserted into all attendee registration packets and will receive special recognition in our electronic Exhibitor Directory.
• During the opening session each morning the Project Manager will recognize and thank all sponsoring companies.
• Sponsorship signs are displayed in the registration area daily acknowledging our valued contributors.
• Our mobile app will feature your corporate logo.
• Sponsors will be profiled in a slide show display in our general session room that will run between sessions throughout each day.
• Recognized in our special Annual Meeting Newsletter.

Scholarship

Scholarship Donations

• The MHIMA Scholarship Award is presented each year to an outstanding student who is currently in an approved HIT/HIM accredited program and will be continuing their education during the next academic school year. Donations are always welcome.

Important Annual Meeting Contacts

Linda Monusko, MHIMA COC
linda@mhima.org or 231-767-9717

Amanda Metzler, MHIMA Annual Meeting Project Manager
Amanda.Metzler@pinerest.org

Rules and Regulations

ASSIGNMENT OF SPACE:  Corporate sponsors receive first priority in assignment of booth space.  Space is subject to availability and will be allocated on a first paid/first-reserved basis.  The decision with respect to allocation of booth space will be binding upon all exhibitors.  Exhibit space will not be assigned unless full payment is received.  A vendor registration confirmation packet will be emailed to all registered vendors approximately two weeks before the meeting.  In the event of conflict or conditions beyond our control, MHIMA reserve the right to rearrange the floor plans.

CANCELLATIONS:  Exhibitor booth, sponsorships, and advertising are non-refundable.

FREIGHT DELIVERY: Separate Instructions will be provided.

SHIPPING, ELECTRICAL, LABOR:  If you have any special electrical needs, please notify us asap.

INSTALLATION & REMOVAL: Vendor Booths should be set up on Sunday, May 7, 2023, from 3:00 – 6:00 pm. All booths must be dismantled and removed by 6:00 pm on Monday, May 8, 2023.

LIABILITY FOR EXHIBITS:   The exhibitor agrees to release and hold harmless the Michigan Health Information Management Association, its officers, representatives, agents and directors for all liability whatsoever for any loss, damage, or injury resulting directly or indirectly from any cause whatsoever in connections with the MIMA Annual Convention and execution of this agreement.

Registration

Registration will close at 11:59 PM ET on April 20, 2023.

No onsite registration will be available.

When you register online, you will have the option to pay by mail with a check or pay online with a credit card (AMEX, Discover, Mastercard, or Visa). You will receive two emails once you join – 1) a confirmation email and 2) a registration statement email which serves as your receipt (if you paid by credit card) or invoice (if you plan to pay by check).

If you are paying by check, make your check payable to KnowledgeConnex, include your invoice # that is on your registration statement email, and mail your check to KnowledgeConnex. The mailing address will be on the registration statement email.