Registered Exhibitors

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Registered Exhibitors

Thank you for choosing to exhibit at HM18!

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Log into the SHM Exhibitor Service Center (ESC) to update your booth information, register your booth staff, purchase job postings, and more.

ESC Login

General exhibiting information:


Location: Cypress Ballroom at Orlando World Center Marriott, Orlando, Florida

Exhibitor Schedule


Schedule

April 7, 2018

Exhibitor Registration …………………………….3:00 – 5:00 p.m.*

Exhibitor Installation ………………………………..3:00 – 7:00 p.m.

*Exhibitors must check in during this time to have access to move in to the Exhibit Hall on April 7, 2018.

April 8, 2018

Exhibitor Registration ……………………….8:00 a.m. – 4:30 p.m.

Exhibitor Installation …………………………8:00 a.m. – 6:00 p.m.

April 9–10, 2018

Exhibit Hall is officially open with 7 and ½ hours of dedicated time.

Dedicated Exhibitor Hours

April 9, 2018 7:00 a.m. – 3:30 p.m. with optional 5:30 – 7:30 p.m.

  • 7:00 – 8:00 a.m. – Breakfast in Exhibit Hall
  • 9:30 – 10:30 a.m. – Break in Hall
  • 11:35 a.m. – 1:35 p.m. – Lunch in Hall
  • 2:15 – 3:15 p.m. – Break in Hall
  • 5:30 – 7:30 p.m. – Optional RIV Reception

April 10, 2018 10:00 a.m. – 2:00 p.m.

  • 10:00 – 11:00 a.m. – Break in Hall
  • 12:00 – 1:30 p.m. – Lunch in Hall

April 10, 2018

Exhibitor Move Out ………………………………….2:00 – 6:00 p.m.

April 11, 2018

Exhibitor Move Out ……………………………….. 8:00 a.m. – Noon

Important Dates/Deadlines

June 9 – August 31, 2017

Loyalty Program Registration by tier

September 1, 2017

Online Exhibitor Registration opens

March 16, 2018

Requests to use exhibitor-appointed contractors (EAC) due

Certificates of Insurance from independent contractors due

March 23, 2018

EAC renderings due to Exhibit Coordinator at exhibits@hospitalmedicine.org

Booth electrical and Internet orders due*

*Please contact Orlando World Center Marriott’s partners, Encore and GES to inquire about electric and Internet.

Preferred Vendors


General Service Contractor

Hargrove, Inc. is SHM’s general service contract for HM18.  Hargrove, Inc. can provide items such as tables, chairs, wastebaskets, custom booths and more. Contact: 301-306-4627 or

Audio Visual Equipment

Royal Productions (preferred vendor) – orders forms and contact information will be in the Exhibitor Kit.

Encore (partner vendor) – order forms and contact information will be in the Exhibitor Kit.

Internet Connectivity/Wi-Fi

Encore – order forms and contact information will be in the Exhibitor Kit.

Electrical Services

GES – order forms and contact information will be in the Exhibitor Kit.

Food & Beverage

All additional food & beverage must be ordered through the Orlando World Center Marriott.  Outside food & beverage is not permitted. Order forms and contact information will be in the Exhibitor Kit.

Lead Retrieval

eShow Registration Services – Contact: 847-620-4499 or

FAQs for Current/Registered Exhibitors


The Exhibitor Service Center (ESC) is SHM’s convenient exhibitor portal. The ESC makes it easy for registered exhibitors to update their company information, register their booth staff, review the official exhibitor kit, find general exhibiting information and learn more about HM18.  The ESC is password-protected for current/registered exhibitors.

No, you will not need to purchase carpeting for your booth at HM18.  Cypress Ballroom is a carpeted, column-free ballroom.  If you have a specific color that matches your company’s branding, you can purchase carpeting from SHM’s general service contractor, Hargrove, Inc.

SHM’s preferred vendors provide services for electric, furniture, internet, audio visual equipment, booth cleaning etc. These are not required.  Recommend items are:

If you intend to light or power any equipment you bring or purchase for your booth, you will need to purchase electrical services.  Purchase electrical services through the Orlando World Center Marriott’s partner, GES.

Furniture (tables, chairs etc.) – Hargrove, Inc., SHM’s general service contractor can provide these items. Review the Official Exhibitor Kit for available options or contact Hargrove, Inc. for custom options.

Internet access – internet connectivity is provided through the conference Wi-Fi access. This network will be used by attendees and exhibitors. Should you need to stream videos, presentations etc. we recommend that you purchase a dedicated internet connection or Wi-Fi network through the Orlando World Center Marriott’s partner, Encore.

Audio visual equipment – AV equipment such as TV screens, computer monitors, etc. AV equipment can be purchased through SHM’s preferred partner, Royal Productions or through the Orlando World Center Marriott’s partner, Encore.

The official online HM18 Exhibitor Kit is produced by SHM’s general service contractor, Hargrove, Inc. and will include SHM’s preferred vendor offered services and order forms.  The Exhibitor Kit will be made available no later than 60 days before the meeting. Company contacts will receive an email containing the Exhibitor Kit link from both SHM and Hargrove.

Company contacts will receive the pre-conference mailing list four to six weeks prior to the meeting and a post-conference mailing list no more than two weeks after the meeting. The lists will include postal mailing addresses only. Mailing pieces should be sent before the annual meeting begins, and the post-meeting list must be sent within a month of the distribution date of the list. Each mailing list is to be used for a one-time mailing, is subject to the terms and conditions that will be included when SHM distributes the list and must be pre-approved by SHM’s Exhibit Team.

Yes, all booth staff that will attend HM18 should be registered.

Two complimentary Exhibit Hall badges are included per 10’x10’ exhibit space. Additional Exhibit Hall badges can be purchased for $75 each and is limited to 8 additional badges. Booth personnel badges only grant representatives access to the Exhibit Hall. Exhibitors who wish to attend sessions will need to register for the conference separately. One discounted attendee registration ($425) is included per 10’x10’ exhibit space. This registration fee does not include Pre-Courses offered during HM18. This rate is only available to registered exhibiting companies.

Register your booth staff online using the SHM ESC. Improved functionality makes it easier for exhibitors to process multiple registrants at one time, substitute and pay for their booth personnel.

SHM’s brand-new attendee engagement game, Exhibitor BINGO, is designed to help each exhibitor increase its interactions with attendees.  Each exhibiting company will be included in the activity unless they have opted-out.  All HM18 attendees will be given a bingo card with randomly generated exhibiting companies on it (each bingo card will be slightly different). Exhibitors will need to sign, highlight or “X out” their company’s square in an attendee’s bingo board. If your company cannot participate in giveaways of this nature, please select the opt-out option in the Exhibitor Service Center (ESC) under Company Directory Information.

Yes! SHM offers free opportunities that help companies increase their foot traffic such as the pre-show mailing list, mobile app exhibitor listing and the HM18 exhibitor logo. SHM offers an available upgrade for inclusion in the Exclusive Exhibitor Passport (more info on this upgrade available in the Catalog), purchasable mobile app job postings and unique sponsorships.  You will find a list of recommended, proven techniques and experiences in the Catalog and in SHM’s Exhibitor Tips for Success.