Vendor Packet Information

Registration Deadline: September 1,2021 (including payment must be received by this date)

CONFERENCE: INDIANA HEALTHCARE EMERGENCY PREPAREDNESS SYMPOSIUM (IHEPS)

DATE HELD: SEPTEMBER 23-24, 2021

HOURS: PARTICIPANT REGISTRATION OPENS AT 7:00AM BOTH DAYS

OBJECTIVE: TO INFORM HOSPITALS, HEALTH ASSOCIATIONS, EMERGENCY MEDICAL FIELD PERSONNEL OF REAL SOLUTIONS TO REAL PROBLEMS THEY MAY FACE.  THIS IS A CHANCE FOR YOU, AS A VENDOR, TO SHOWCASE YOUR EXPERIENCE, SKILLS, PRODUCTS, AND OVERALL SOLUTIONS.

VENUE: SHERATON KEYSTONE CROSSING INDIANAPOLIS– REQUEST THE IHEPS ROOM RATE

8787 KEYSTONE CROSSING

INDIANAPOLIS, IN 46240

RESERVATIONS:  844-205-1784

ACCESS FOR SETUP: WEDNESDAY, SEPTEMBER 22, 2021 AFTER 5PM | THURSDAY, SEPTEMBER 23, 2021, FROM 6:30AM-8AM

TABLE GIFT (OPTIONAL):  VENDORS MAY BRING A PRIZE FOR DRAWINGS. DRAWINGS WILL BE DONE AT YOUR TABLE, SO BRING A BOWL OR SOMETHING TO COLLECT BUSINESS CARDS IN. YOU WILL BE RESPONSIBLE FOR CONTACTING THE WINNER TO DELIVER YOUR PRIZE.

VENDOR SPACE COST: SEE SPONSORSHIP LEVELS

MAKE CHECK OUT TO: IHEPS

MEMO AREA:                 IHEPS SYMPOSIUM

MAIL CHECK AND         DISTRICT 5 HOSPITAL PREP. AND PLANNING
VENDOR INFO FORM    ATTN:LINDSEY MUSGRAVE/IHEPS
TO:                                  PO BOX 68517
INDIANAPOLIS, IN 46268

CREDIT CARD OPT: CREDIT CARD PAYMENT FOLLOW THE REGISTRATION HERE LINK AND REGISTER AS A VENDOR.

TEAR DOWN: WILL BE AT THE END OF THE FINAL SESSION.

ALL VENDOR SPACES WILL BE IN THE HALLWAY JUST OUTSIDE THE CONFERENCE ROOMS.  THERE WILL NOT BE WALLS TO PROP THINGS AGAINST.

BRING EXTENSION CORDS OR POWER STRIPS IF YOU WANT ELECTRICITY.  THE HOTEL REQUIRES THAT YOU SECURE YOUR CORDS WITH GAFF TAPE. 

***HOTEL RATE FOR SEPTEMBER 23RDAND 24TH, IF YOU SELECT OUTSIDE OF THAT RANGE, IT WILL NOT SHOW AVAILABILITY***

*FOR HOTEL INFORMATION AND ROOM RESERVATIONS CALL 317-574-5774 (MENTION IHEPS FOR DISCOUNTED RATE)

PARTICIPANT LISTS WILL BE AVAILABLE FOR APPROPRIATE SPONSOR LEVELS SHORTLY AFTER THE SYMPOSIUM TO BE ABLE TO INCLUDE LAST MINUTE OF DAY-OF REGISTRANTS AND CHANGES.

PLEASE NOTE: THERE WILL BE A NETWORKING EVENT AT THE END OF THE LAST SESSION ON DAY ONE IN THE VENDOR AREA.  COCKTAILS AND HORS D’OEUVRES WILL BE AVAILABLE.  IF YOU WISH TO BE A CO-SPONSOR FOR THIS SESSION, PLEASE CONTACT LINDSEY MUSGRAVE (PLANNING@INDIANADISTRICT5.COM)

CARGO SHIPMENTS: IF YOU ARE SHIPPING ITEMS TO THE HOTEL, PLEASE SHIP TO:

SHERATON INDIANAPOLIS HOTEL AT KEYSTONE CROSSING
C/O TAMI CORNELIUS, IHEPS
8787 KEYSTONE CROSSING
INDIANAPOLIS, IN 46240

THE CUSTOMER IS RESPONSIBLE FOR ALL ARRANGEMENTS AND ALL EXPENSES ASSOCIATED WITH THE SHIPPING OF MATERIALS, MERCHANDISE, EXHIBITS OR ANY OTHER ITEMS TO AND FROM THE HOTEL.

PACKAGE HANDLING FEES

THE WEIGHTS WILL BE TAKEN OFF THE FEDEX, UPS OR DHL BOXES.  THESE PACKAGES DO NOT NEED TO BE WEIGHED AT THE HOTEL.  ON RARE OCCASIONS, PACKAGES MAY COME FROM ANOTHER SOURCE WITHOUT WEIGHT INFORMATION.  IN THESE CASES, WEIGHTS MAY BE ESTIMATED IF A SCALE IS NOT AVAILABLE.

THE MINIMUM FEES ARE AS FOLLOWS:

0 TO 5 POUNDS                  $5.00/EACH

6 TO 20 POUNDS                $10.00/EACH

21 TO 50 POUNDS               $15.00/EACH

OVER 50 POUNDS              $25.00/EACH

CRATES                               TBD DUE TO VARIATION OF SIZE, WEIGHT AND LABOR REQUIRED.

PALLETS                              $75.00/EACH

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