Kansas Home Care & Hospice Association

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Kansas Home Care Association
2017 Annual Meeting
Exhibitor FAQ

The following information is provided for registered exhibitors of the KHCA Annual Meeting to be held September 20-21, in Lawrence, Kansas. For more information on registering for this event, please view our exhibitor registration brochure.

Exhibitor Highlights

Booth Decorations 
Hit the Trail! Join the festivities by decorating your booth for this hiking-themed conference.  

Wednesday Evening Social
At the end of the day, we invite everyone to take a break and enjoy the company of others involved in home care and hospice.   From 5:00 to 6:30 pm on Wednesday evening, join us at the beautiful Baker Wetlands and Discovery Center for local flavors, beverages, and perhaps even some bird-watching!  You may also want to stretch your legs on one of the many trails around the center.  The rest of your evening will be free for you to relax or explore Lawrence.

Participant List
All exhibitors will be e-mailed a list of participating agencies 1-2 weeks prior to the Annual Meeting.  Watch your e-mail for your copy.

Frequently Asked Questions

Where is the conference being held? 
Our conference will be held at the DoubleTree by Hilton at 200 McDonald Drive, Lawrence, Kansas. A map and directions are available on the hotel website.

What about sleeping rooms for the conference? 
The DoubleTree by Hilton, 200 McDonald Drive, Lawrence, Kansas, has reserved a block of rooms at the special KHCA rate of $91 per night (single and double, tax not included).  The room block will be held un­til September 5, 2017, so be sure to make your reser­vations by that date.  For online reservations, click here, then simply verify the date of arrival and departure and click on “Check Availability” to start the reservation process.  Reservations can also be made by calling the hotel directly at 785/841-7077.  Remem­ber to mention the Kansas Home Care Association Annual Meeting when reserving your room(s) by phone.        

Where can I ship my display materials?
Display materials may be shipped to: DoubleTree by Hilton, Attn: Arielle Laue-Minden, Sales and Catering Dept., 200 McDonald Drive, Lawrence, KS 66044. Please include “Kansas Home Care Association Annual Meeting” on the packaging.

How do I make arrangements to have electricity at my space?
If you have particular display needs, including electrical, please inform Kristen at kada@kshomecare.org or 913/669-0460 at least two weeks prior to the conference.

What is the size of my exhibit space?
You will be provided with a 6’ x 30” draped table in the exhibit hall.  Space behind and between exhibit booths will be minimal. 

What is my exhibit booth number?
KHCA does not make booth assignments until two weeks prior to the conference.  You may contact Kristen at 913/669-0460 or kada@kshomecare.org at a later date to receive your number.

Where do I go upon arrival?
When you arrive, use the conference center entrance and go directly to Brazilian BCD, which has been designated as the exhibit hall.  Conference booths are assigned approximately 2 weeks prior to the Annual Meeting.  Signs showing your company name will point out your assigned booth.  At your booth, you will find your “Exhibitor’s Packet.”  We encourage you to become familiar with the packet upon arrival. 

What time can I set up my exhibit?
Official set-up time will begin at 8:30 a.m. on Wednesday. We encourage you to have your table set up by 10:45 a.m.  Exhibition time will continue until approximately 2:30 p.m. on Wednesday and will resume at 10:45 a.m. on Thursday.  (See the exhibit schedule below for more information.)  We caution you that due to the minimal security provided by the hotel, you may not want to leave items of value out overnight.  

What time can I dismantle my exhibit?
Exhibition tables may be dismantled after Noon on Thursday.  However, exhibitors’ activities will not officially conclude until after the door prize giveaway from Noon to 12:20 p.m. in the luncheon ballroom.  Please join the fun by sticking around and providing a door prize!    (See the exhibit schedule below for more information.)

Can I attend conference workshops?
Exhibitors will be admitted to the workshops as observers only.  If you desire CNE credits, you will need to complete a conference registration form in advance.  A conference brochure, which includes workshop descriptions, daily schedules, and a registration form, is available here.  Workshop passes will be issued with your registration confirmation should you choose to attend.

Can I place an ad in the conference packet?
If you have not already done so, we encourage you to consider purchasing an ad in the conference packet.  All copier-ready advertisements must be received at the KHCA office by August 21. This is an excellent way to send something home with each conference participant.  These loose sheets can be filed at the office for quick access to information about your company: contacts, products and services!  Contact Kristen at 913/669-0460 or kada@kshomecare.org for more information.

What do I need to do to attend the luncheon workshops?
Participating exhibitors receive one complimentary luncheon ticket to be used on Wednesday or Thursday. Additional tickets are available for purchase. If you indicated on your registration form that you plan to use your complimentary ticket and/or purchased additional tickets, your ticket(s) will be included in your “Exhibitor’s Packet” at the conference.  If you did not already request luncheon tickets and would like to do so, tickets may still be reserved by contacting Kristen at 913/669-0460 or kada@kshomecare.org.  However, as an accurate count is necessary to guarantee food and seating, you must reserve your tickets by Friday, September 8.

When is the exhibitor door prize giveaway and what sorts of gifts are typically given?
The door prize giveaway will take place Thursday from Noon to 12:20 p.m. in the luncheon ballroom.  We’ve seen all kinds of prizes given – gift baskets, exhibitor products, gift certificates… prizes need not be elaborate – even small items are lots of fun!  Please make plans to collect names/business cards at your booth for your door prize.

What is “Up-Close with a Co-Sponsor” and who can participate?
“Up-Close” presentations are reserved for KHCA exhibitors who choose to co-sponsor an annual meeting break, speaker, conference materials or the social.  Co-sponsors will have the opportunity to offer a twenty-minute presentation during one of the three scheduled networking sessions.  Please contact the KHCA if you are interested in co-sponsorship.

Exhibitor Schedule

Wednesday, September 20               

          8:30 – 10:45 a.m.             Exhibit Set-up

          10:45 a.m. – Noon           Exhibits/Networking

          Noon – 1:30 p.m.             Luncheon/Midday Workshop

          1:30 – 2:30 p.m.               Exhibits/Networking

         5:00 – 6:30 p.m.                Evening Social


Thursday, September 21   

          10:45 a.m. – Noon           Exhibits/Networking

          Noon – 12:20 p.m.           Exhibitor Door Prize Giveaway

          Noon – 2:00 p.m.             Exhibit Tear-down

Phone: (785) 478-3640 | Email:  khca@kshomecare.org
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