Vendor Packet Information

Registration Deadline: September 4, 2019 (including payment must be received by this date)
Conference: Indiana Healthcare Emergency Preparedness Symposium (IHEPS)
Date held: September 12-13, 2019
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 11, 2019 after 5pm | Thursday, September 12, 2019, from 6:30am-8am
Table Gift: We are asking vendors to 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:  Elisa Stott/IHEPS
to:                                  PO Box 34001
Indianapolis, IN 46234
Credit Card Opt: Credit card payment and registration will be available soon.
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 11th and 12th, 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) or click on the following link Book your group rate for IHEPS – District 5 Emergency Preparedness 2019 Conference

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 indicate this when you register and the amount you wish to donate.
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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