september 2019 10-12 Exhibitor s Prospectus TORCH FALL CONFERENCE & TRADE SHOW MEMBERS ONLY EARLYBIRD DEADLINE: April 30, 2019 DEADLINE FOR APPLICATION: August 19, 2019 HYATT LOST PINES RESORT & SPA CEDAR CREEK, TX
PRESIDENT S MESSAGE With the seasos chagig, may of us thik about football, cooler temperatures ad good eatigs, but here at TORCH, while all that is also o our mids, we are hard at work coordiatig our evets for ext year. Let me be the first to ivite you to be a part of somethig ew ad excitig. Our sprig coferece is a major evet, so we have decided to roll several smaller cofereces ito a similar, sigificat fall evet for our member hospital leaders. Our aual coferece will be at the Hyatt i Dallas (April 10-12) ad remai mostly uchaged. But rather tha doig smaller cofereces for the remaider of the year, we re goig to budle them ito a big fall coferece five moths later (September 10-12) at the Hyatt Lost Pies outside Bastrop. Our fall coferece will focus o keyote sessios sadwichig breakout tracks focused o quality, fiace, IT, leadership, etc ad a earlier fiish to allow attedees time for experiece ad relatioship buildig with you. We are also plaig a amazig off-site eveig evet; so do t forget your dacig boots. I additio, we will also be addig a large trade show compoet to this evet with dedicated exhibitig hours ad we are hopeful this will allow you the opportuity to reiforce relatioships you built at the April evet. We re excited about this for may reasos, amog them is it miimizes your travel, show expeses ad allows us to cocetrate our hospital leader audiece. We aticipate that hospital attedace from all levels of the orgaizatio will ow be preset, thus improvig your ROI. We hope you will support both evets ad cosider budlig sposorship or eve advertisig more through us. We will itetioally devote time for relatioship buildig with our corporate parters. This is a importat supplemet to the educatioal cotet the ageda will provide, because although uderstadig rules ad policy is importat, there is o better time or settig to itroduce ew techology, tools ad solutios available. Please kow I appreciate ad value what you do to support our member hospitals ad our educatioal offerigs. You make us all better, ad we are grateful. I hope you will cosider joiig us at both of our evets. Sicerely, Joh Hederso Presidet/CEO EXHIBIT & SPONSOR BENEFITS Virtually all hospital attedees are purchasig decisio-makers Exhibit hall is strategically desiged to brig the audiece to you multiple times Casual, friedly atmosphere is coducive to formig persoal relatioships Hospital attedee badges are easy to idetify ad read Receptios, breaks ad breakfasts take place i the exhibit hall Dedicated exhibit hall time is o the ageda All exhibits are i the same room Advertisig space i the coferece syllabus Exhibitors may atted all evets with the audiece for optimum iteractio After-hours evets facilitate etworkig outside the traditioal sales pitch Exhibit hall is easily accessible to the meetig room Timely ad relevat educatioal sessios ad experieced faculty attract a large crowd All activities are o-site with more tha 400 i expected attedace The registratio list provided at the opeig of the coferece ad the complete attedee list set afterwards are valuable marketig tools that last log after the coferece eds The syllabus is also a directory of coferece exhibitors ad sposors
EXHIBITOR PACKAGES CORPORATE MEMBERS EARLYBIRD DEADLINE: April 30, 2019 DEADLINE FOR APPLICATION: August 19, 2019 or while exhibit spaces are available As a exhibitor there are two packages to choose from as a member or sposor, you get sigular opportuities to positio your compay to meet the uique eeds of this importat market. The sposorship level you choose determies the recogitio ad exposure you ca expect to receive. At both levels, you are assured of maximum traffic at multiple times, throughout the three-day coferece. Your access to decisio-makers is usurpassed. Your participatio ad support is promoted throughout the coferece ad you eed ot be a exhibitor to sposor. TORCH corporate members have special sigs provided for their exhibit space to advertise their support of the orgaizatio. O behalf of our hospital members we look forward to workig with you. *All costs are iclusive. Exhibitors receive complimetary coferece meals, refreshmets ad evet admissio, plus a six-foot exhibit table ad two chairs at o extra charge. ELITE EXHIBITOR PACKAGE Earlybird Member Member No-member Before April 30 May 1 August 19 May 1 August 19 $2,300 $2,600 $3,000 Full-page color ad i o-site coferece syllabus Listig i o-site coferece syllabus Promiet 6' x 6' space i a premium locatio with electrical access Electroic pre-registratio list two weeks prior ad electroic post-registratio list Your logo or ame o the Game Card Social media marketig aoucemet Verbal recogitio throughout the coferece Elite status recogitio at booth space Two complimetary coferece registratios PREMIER EXHIBITOR PACKAGE Earlybird Member Member No-member Before April 30 May 1 August 19 May 1 August 19 $2,000 $2,300 $2,700 Half-page (1/2) color ad i coferece syllabus Listig i o-site coferece syllabus Oe complimetary coferece registratio Promiet 6' x 6' space i a preferred locatio with electrical access Hard copy post-registratio list Please call the TORCH office for more iformatio. All covetio sposorships are exclusive uless specified otherwise. All coferece syllabus ads must be received i the TORCH office by August 19, 2019. No exceptios due to prit deadlies.
SPONSORSHIP OPPORTUNITIES New This Year! Presidetial Celebratio Hoedow - $10,000 This Celebratio is a off-site evet that will be hosted at the Bastrop Covetio Ceter ad icludes a full barbecue dier, driks, bad with dacig ad trasportatio to the evet. Full-page color ad i o-site coferece syllabus Listig i o-site coferece syllabus as a sposor Sposor sigage, icludes compay ame ad logo Recogitio i coferece award program ad coferece program ageda Verbal recogitio throughout the coferece Three complimetary registratios Sposor ribbo Electroic pre-registratio list two weeks prior to coferece Electroic post-registratio list Logo advertisemet i Rural Matters magazie as a sposor* Marketig materials i bags distributed at registratio (compay provides materials) Olie marketig listig ad logo o the TORCH website sposor aoucemet evet page ad social media Receptio - $4,000 Full-page color ad i o-site coferece syllabus Listig i o-site coferece syllabus as a sposor Sposor sigage, icludes compay ame ad logo Recogitio i coferece program ageda Verbal recogitio throughout the coferece Two complimetary registratios Logo advertisemet i Rural Matters magazie as a sposor* Sposor ribbo Electroic post-registratio list *Logos must be received i the TORCH office by August 19, 2019. No exceptios due to prit deadlies.
SPONSORSHIP OPPORTUNITIES Breakfast Sposor - $2,000 Quarter-page (1/4) color ad i coferece syllabus Listig i coferece syllabus as a sposor Sposor sigage, icludes compay ame ad logo Recogitio i coferece program ageda Oe complimetary registratio Sposor ribbo Hard copy post-registratio list Morig or Afteroo Break $1,000 Recogitio i coferece syllabus Sposor sigage, icludes compay ame ad logo Sposor ribbo Miscellaeous Items CORPORATE MEMBERS ONLY, MUST BE REPRESENTED AT THE CONFERENCE Golf Touramet Sposor - $2,000 beefits TORCH Foudatio (2 available) CE Sposor - $2,000 (for a keyote speaker opeig ad welcome) (2 available) Mobile Chargig Statios - $1,000 (1 available) Marketig Materials for Bags - $750 (5 available) Premier Game Card optio - $250 must also be a corporate member ad exhibitor (20 available) Tote Bag Sposor - $1500 (1 available) Hotel Keycard - $1000 (1 available) Please call the TORCH office for more iformatio. All covetio sposorships are exclusive uless specified otherwise. All coferece syllabus ads must be received i the TORCH office by August 19, 2019. No exceptios due to prit deadlies.
EXHIBIT/SPONSOR APPLICATION & AGREEMENT Please complete both sides. Texas Orgaizatio of Rural & Commuity Hospitals Fall Coferece September 10-12, 2019 // Hyatt Lost Pies Resort Please mail or fax the completed form with your paymet by August 19, 2019 to: Mail: TORCH Fall Coferece Coordiator, P.O. Box 203878, Austi, TX, 78720-3878 Fax: (512) 873-0046 All applicable blak spaces must be completed. Please type or prit legibly. Compay/Orgaizatio Name: Cotact Perso: Email: Address: City: State: ZIP: Phoe Number: Fax Number: 2019 CORPORATE MEMBERSHIP DUES MUST BE PAID TO RECEIVE MEMBER PRICING. MEMBER Elite: q $2,300 earlybird (2 REPS) q $2,600 AFTER MAY 1 (2 REPS) Premier: q $2,000 EARLYBIRD (1 REP) q $2,300 AFTER MAY 1 (1 REP) NON-MEMBER - MAY 1 AUGUST 19 ONLY Elite: q $3,000 (2 reps) Premier: q $2,700 (1 REP) Other Sposorship: (please list) Compay we prefer ot to be adjacet to: Equipmet eeded: q Electricity q Phoe q AV Equipmet q Iteret Access Fill out eclosed forms for the above equipmet ad sed to the hotel o later tha August 19, 2019. Paymet for the amout of selected level is eclosed. If payig by credit card, please complete the credit card authorizatio form. Please make checks payable to TORCH Fall Coferece. Will participate i the coferece as checked, but do ot require exhibit space: (TORCH caot guaratee that you will ot be placed ear firm listed) EXHIBIT LOCATION Iterior OR alog wall (space size is 6' x 6' with oe 6' topped skirted table ad two chairs) Space preferece: First Choice #: Secod Choice #: O the floor pla (reverse side), circle the space requested ad retur with your paymet o later tha August 19, 2019 to the TORCH Office. Every effort will be made to assig requested space, but TORCH reserves the right to assig other space as ecessary. Represetatives of compaies ot exhibitig or sposorig will be permitted to participate oly at the same levels ad amouts as exhibitors listed above ad ca take advatage of etworkig opportuities to discuss their product/service. VENDORS MAY NOT ATTEND AT THE REGULAR ATTENDEE REGISTRATION FEE. Compay represetatives attedig (umber depeds o category level); ame to appear o badge: 1): 2): 3): Phoe #: Phoe #: Phoe #: Additioal represetatives over those allotted must be registered separately usig the exhibitor registratio form ad set i with desigated additioal registratio fee of $250 for each registrat. BRIEF oe setece descriptio of your busiess/orgaizatio is required:
EXHIBIT/SPONSOR APPLICATION & AGREEMENT (CONTINUED) 100 101 102 103 104 105 106 107 108 109 110 111 1 2 89 90 91 92 93 94 95 96 97 80 81 82 83 84 85 86 87 88 4 5 6 7 9 10 3 8 69 51 70 71 72 73 74 75 76 77 61 62 63 64 65 66 67 68 52 53 54 55 56 57 58 59 43 44 45 46 47 48 49 50 32 33 34 35 36 37 38 39 31 23 24 25 26 27 28 29 30 11 12 13 14 15 16 17 18 19 20 21 99 98 79 78 60 ENTRANCE 42 41 40 ENTRANCE 22 ELITE BOOTHS SOLD BOOTHS ARE IN YELLOW Istructios: Complete both sides of this form. Circle your space choices o the diagram. Attach check or credit card for paymet ad mail or fax to TORCH by August 19, 2019. NOTE: Exhibit boards over eight-feet i width will ot be permitted i spaces desigated. Both floor pla ad applicatio are to be completed ad submitted. A cofirmatio letter will be set upo approval to exhibit. If you have questios, cotact Rose Valezuela at rvalequela@torchet.org or (512) 873-0045. The udersiged, o behalf of all compay represetatives attedig, has read ad agrees to all exhibitio/sposorship regulatios at the 2019 TORCH Fall Coferece & Trade Show. Coferece with exhibit rules i uderstood to be part of this agreemet. Approval Sigature: Prit Name Name of Compay: Date: Please give the prospectus ad a copy of the completed applicatio to the people who will be attedig the coferece. Compay represetatives attedig should read the Iformatio & Regulatios sectio ad will be expected to comply. Paymet i full for exhibit space must be eclosed with this siged agreemet ad floor pla. Refuds, mius a $100 processig fee, will be available for otices received before the deadlie date. A completed photocopy of this agreemet with assigmet of exhibit space ad acceptace letter will be retured to you upo approval by TORCH. For TORCH Office use oly: Level Selected: Amout Rec d: $ Check #: Exhibit Locatio #:
EXHIBITOR INFORMATION ADVERTISING IN THE CONFERENCE SYLLABUS GREAT BENEFIT! Free advertisemet i the o-site coferece syllabus for Elite ad ad Premier levels. Electroic files are preferred. For best results, create a prit-resolutio (300 dpi, CMYK) PDF with live or vector type ad all fots embedded. Please do ot sed files from Microsoft Excel, Pait, Publisher, Word or WordPerfect. Email files less tha 5MB o later tha August 19, 2019 to: Rose Valezuela at rvalezuela@ torchet.org. ELITE: Full-page, o bleed 8" wide x 10.5" high PREMIER: Half-page, o bleed 8" wide x 5.125" high Your presece at the Trade Show is importat to you ad your customers. IT S A GREAT OPPORTUNITY TO: Reiforce old relatioships ad build ew oes. Show your support for rural ad commuity hospitals. Lear about curret issues to stay i tue with your market. Evaluate your competitio. HOTEL INFORMATION A block of rooms is reserved for TORCH coferece participats at the Hyatt Lost Pies Resort ad Spa, 575 Hyatt Lost Pies Road, Cedar Creek, TX 78612. Please call the hotel directly at (512) 308-1234 before August 19, 2019 for reservatios. The special coferece rate is $169 (sigle/double) before the deadlie. All programs ad facilities are accessible to the hadicapped. If you require assistace or have special dietary eeds, please cotact Rose Valezuela at (512) 873-0045. PRELIMINARY EXHIBIT SCHEDULE Exhibits must remai i place betwee 4:30 pm September 10 ad 9:00 am September 12. The tetative schedule below gives times for sales ad etworkig. You are ot required to staff your exhibit space the etire time. TUESDAY, SEPTEMBER 10 8:00 am 1:00 pm Exhibitor Move-i/Set-up 3:00 3:30 pm Break 4:30 5:30 pm Ispectio of Exhibits/ Exhibitor Orietatio 5:30 7:00 pm Opeig Receptio i Exhibit Hall 7:00 pm Exhibits close for the day WEDNESDAY, SEPTEMBER 11 7:00-8:00 am Exhibits Ope Buffet Breakfast i Exhibit Hall 10:00-10:30 am Break 11:30 1:00 pm Lucheo/Exhibit Hall Visits 4:00 5:00 pm Receptio i Exhibit Hall 5:30 pm Exhibits close for the day 6:00 pm Off-site Presidetial Celebratio Hoedow i Bastrop THURSDAY, SEPTEMBER 12 8:00 9:00 am Exhibits Ope Buffet Breakfast i Exhibit Hall 9:00 am - Noo Exhibitor Move-out Noo Coferece Eds
EXHIBITOR REGULATIONS Exhibit spaces are reserved o a first come, first-served basis. Applicatios must be accompaied by paymet i full ad received i the TORCH office by the deadlie of August 19, 2019. No applicatios will be accepted by phoe. Checks should be made payable to TORCH Fall Coferece ad mailed with the applicatio form to: Coferece Coordiator TORCH Fall Coferece P.O. Box 203878 Austi, Texas 78720-3878 Fax umber: (512) 873-0046 Exhibit tables may be used for display of prited materials, small equipmet, ad other promotioal items. If you pla to have computers or other equipmet i your exhibit area, they should be removed whe the meetig is ot i progress. Pipe ad drape betwee/behid exhibits is NOT used; etire exhibit hall is a ope cocept pla. Note: You do ot pay extra for exhibit table, chairs, or scheduled meals ad receptios durig the coferece. 1. Assigmet of Exhibits: Exhibit space assigmets will be made upo receipt ad acceptace of applicatio, i order of receipt ad as space permits. The applicatio ad exhibit hall Floor Pla with your selected exhibit locatio must be retured with your paymet by August 19 [See Floor Pla for space locatios ad umbers.] A cofirmatio letter with the assiged exhibit space umber will be set by retur mail. If the space requested is ot available, a differet space at the same level will be assiged. A compay that has ot settled all previous accouts with TORCH will ot be assiged exhibit space. TORCH reserves the right to adjust exhibit space type/locatio ad to accept/reject applicatios as to the space available ad compatibility of vedor/display for the meetig purposes ad TORCH stadards. 2. All represetatives must be registered i advace o the form provided, must wear a official coferece badge at all times, i the meetig ad exhibit areas, ad durig coferece evets. It is imperative that all idividuals staffig exhibits at the coferece have full kowledge of the exhibit regulatios prior to the coferece. Please give these regulatios, a copy of the prospectus, ad the completed copy of your agreemet to those idividuals before they travel to the meetig. By sigig your agreemet you bid all compay represetatives to the exhibit regulatios. 3. Electricity, phoe, ad audio-visual equipmet will be available for a fee from the Hyatt Lost Pies. Cotact presetatio services, at (737) 800-9491, to arrage for audio-visual equipmet. Order forms for electricity ad phoes are eclosed please complete ad sed to the hotel prior to August 19, 2019. 4. Exhibitors may request that they ot be placed adjacet to specific other exhibitors, but TORCH does ot guaratee that such requests ca be hoored. 5. Represetatives of compaies/orgaizatios ot exhibitig, sposorig, or registered for the coferece are ot permitted etrace to meetigs, evets, or the exhibit hall. 6. Represetatives substitutig for previously registered compay exhibitors will be required to show picture ad compay idetificatio whe requestig o-site registratio/ permissio to exhibit ad/or atted. Substitutios are limited to oe per compay. 7. Exhibit items ad equipmet should ot project beyod the space allotted, obstruct the view or iterfere with exhibit floor traffic. 8. Exhibit materials may ot be glued, ailed, or otherwise affixed to walls, doors, or curtais aywhere i the hotel that might cause defacemet. Damage from failure to observe this otice is payable by the exhibitor. Prior approval from the hotel is required before hagig sigs, baers, or displays. 9. Explaatios, demostratios, or distributio of materials should take place withi exhibit space i order to avoid ifrigemet o rights ad privileges of other exhibitors. 10. Exhibitors may ot assig, sublet, or apportio the whole or ay part of the space allotted to them ad may ot advertise or display goods or services other tha those maufactured or sold by them i the regular course of their busiess. 11. Exhibitor assumes etire resposibility ad hereby agrees to protect, idemify, defed, save, ad hold harmless TORCH employees, owers, ad agets agaist all claims, losses, ad damages to persos or property, govermetal charges or fies ad attorey s fees arisig out of the exhibitio premises or a part thereof, excludig such liability caused by the sole egligece of the hotel, its owers, employees, or aget, to iclude the period of storage before ad followig the meetig. 12. Each exhibitig compay/orgaizatio is expected to isure itself agaist liability, property loss, ad damage. 13. Should ay situatio beyod the cotrol of TORCH arise to prevet holdig the Coferece, TORCH will ot be held liable for ay expeses icurred by the exhibitor except the cost of exhibit space. 14. Occupatio of space: Space ot occupied by the exhibitig compay by 4:30 p.m. o September 10, will be forfeited without refud to the exhibitor ad the space may be resold or used by TORCH. 15. Coformace with exhibit regulatios is uderstood to be a part of this agreemet. 16. Refuds, mius a $100 processig fee, will be available for otices received before the deadlie date. A completed copy of this agreemet with assigmet of exhibit space ad acceptace letter will be retured to you upo approval by TORCH.
HOTEL/CONTACT INFORMATION Shippig If you will be shippig materials to the hotel, please do so o more tha two (2) days i advace of the coferece. The hotel charges a hadlig fee for storage ad movig of boxes/crates shipped before the coferece. All boxes/cases must be marked as follows: J J J J Complete retur address of Exhibitor For TORCH Fall Coferece Hold for Arrival of (compay rep s ame) Date of Arrival (date rep checkig ito hotel) Address to: TORCH Fall Coferece & Trade Show Hyatt Lost Pies Resort & Spa 575 Hyatt Lost Pies Road Cedar Creek, TX 78612 (512) 308-1234 Importat Dates Golf Touramet Beefittig the TORCH Foudatio September 9, 2019 TORCH Fall Coferece & Trade Show September 10-12, 2019 Exhibit/Sposor Applicatio Due Dates: Earlybird Prior to April 30 May 1 August 19, 2019 or while exhibit spaces are available Hotel Room Reservatios made by: August 28, 2019 Call hotel directly at (512) 308-1234 Cotact Iformatio TORCH Office 11675 Jollyville Road, Ste. 300 Austi, TX 78759-4105 OR P.O. Box 203878 Austi, TX 78720-3878 Phoe: (512) 873-0045 Email: rvalezuela@torchet.org Web: torchet.org
PSAV / HYATT REGENCY LOST PINES ELECTRICAL SERVICES / RENTAL FORM FUNCTION DATE FUNCTION LOCATION COMPANY NAME EXHIBITORS REP CONVENTION GROUP BOOTH # ON-SITE CONTACT - PH. NO. SET-UP BREAKDOWN DATE DATE Office: 737-800-9491 TIME YOUR ORDER MUST BE RECEIVED NO LATER THAN 10 BUSINESS DAYS BEFORE DATE OF SERVICE TO ENSURE TIMELY INSTALLATION 25% SERVICE CHARGE FOR LABOR APPLIES FOR SERVICE MONDAY - FRIDAY 8AM - 5PM. ADDITIONAL LABOR CHARGES MAY APPLY FOR AFTER HOURS SERVICE. # DAYS Quatity TIME ELECTRICAL ADVANCE ORDER # DAYS Quatity FLOOR ORDER 120 VOLT/SINGLE PHASE SERVICES: Per Day Cost Per Day Cost Sigle Outlet Service (5 amps) NOT DEDICATED $ 58.00 $ 68.00 Sigle Outlet Service w/power Strip (5 amps) NOT DEDICATED $ 79.00 $ 89.00 Sigle Outlet Service (20 amps) $ 140.00 $ 150.00 Sigle Outlet Service w/power Strip $ 161.00 $ 171.00 208 VOLT/THREE PHASE SERVICES: ***FAX YOUR REQUEST TO: 855-832-8783 or Email: jealle@psav.com*** 30 AMPS EACH $ 355.00 $ 385.00 100 AMPS EACH $ 795.00 $ 845.00 200 AMPS EACH $ 1,585.00 $ 1,625.00 400 AMPS EACH $ 3,170.00 $ 3,210.00 MISCELLANEOUS: Exterior 200 AMPS (where available) $ 1,585.00 $ 1,625.00 LBJ Pavilio 100 AMPS $ 795.00 $ 845.00 Amphitheater 100 AMPS $ 795.00 $ 845.00 TOTAL PRICE ADDITIONAL SERVICES & EQUIPMENT # DAYS Quatity ADVANCE ORDER # DAYS Quatity FLOOR ORDER SERVICES AVAILABLE: Power Strip (rated for 15 amps) $ 21.00 $ 21.00 25' - 50' Extesio Cord $ 21.00 $ 21.00 100' Extesio Cord $ 21.00 $ 21.00 TOTAL PRICE GENERAL INFORMATION: Wall outlets or colums are ot a part of the retal space ad are ot to be used. Charges for electrical service listed, do ot iclude repair of outside equipmet or ay cotrol wirig. Motors of oe-half housepower or more must be equipped with a safety switch. If 24-hour service is required, please describe your requiremets ad our staff will furish a quote. PSAV ad/or Hyatt reserves the right to refuse coectios where wirig costitutes a safety or fire hazard. All materials ad equipmet furished by PSAV ad/or Hyatt will remai the property of PSAV ad/or Hyatt. Prices subject to chage without otice. ELECTRICAL RATE SCHEDULE: For request of more tha 4 outlets, you must request a heavy duty service ad specify the umber of outlets required. Four outlets costitutes a 20 AMP circuit. NOTE: Please iclude a diagram of floodlight ad outlet locatios. Cable for dimmer boards or special outlets must be supplied by the exhibitor/outside co. SPECIAL SERVICE UNITS: I those istaces where your eeds caot be classified uder either Stadard Service or Heavy Duty Service, please describe your requiremets. This work will be doe ad charged o a time ad material basis. PAYMENT INFORMATION Subtotal $ Service Charge (25% of subtotal) $ Tax (6.75% of subtotal & service charge) $ ***For Security Purposes we do ot accept credit card iformatio by email or fax. Please call our office with credit card iformatio at 737-800-9491. TOTAL $ Cotact Name: Email: Compay Name: Phoe Number: Billig Address: City: Zip Code: Fax Number: State/Provice: Coutry: BILL TO MASTER ACCT # (THIS OPTION ONLY AVAILABLE IF APPROVED IN ADVANCE BY HOTEL ACCOUNTING OFFICE)