Exhibitor Info

2018 AAHIM Annual Meeting

April 18-20, 2018

“Building for the Future”

Thank you for supporting our AAHIM Annual Meeting. We have a great meeting planned, and your participation is very important to us. Join us on our journey this year as we celebrate Building for The Future! If you have any questions or need assistance prior to the show, please feel free to contact us. Thanks again and we look forward to seeing you at our show this year!

Island House Hotel
26650 Perdido Beach Blvd.
Orange Beach, AL 36561

Phone: 251-981-6100




Vendor Setup/Breakdown

Setup:Begins 9:00 am on Wednesday, April 18th
Vendors must be setup by 12:00 Wednesday, April 18th
Lunch for up to two registrants per booth will be provided at 11:00 am 4/18
**Premier vendors will receive up to four lunches.
There will be a table set up in the vendor area where you will receive a welcome package and booth assignment. Our space is limited this year in the exhibition hall. Each vendor will have an approximate 8x10 area with one table and two chairs. (If you will have more than two attendees at the show, please contact Kristin Griffin or Karen Price to make certain additional seating is provided for your booth.)
Breakdown:After 4:30 pm Thursday, April 19th

Vendor Schedule

Wednesday, April 18th
12:00 - 1:00Exhibit Time and Registration for Attendees
2:15 - 2:30Platinum Vendor Presentation to Assembly
2:30 - 3:00Break/Vendor Time (All Vendors)
4:00 - 4:15Platinum Vendor Presentation to Assembly
5:15 - 5:45Vendor Reception (All Vendors)
5:45 - 7:00President's Reception (Vendors Included)
Thursday, April 19th
7:30 - 8:25Exhibit time during participant registration and breakfast
9:30 - 9:45Platinum Vendor Presentation to Assembly
9:45 - 10:35Break/Vendor Time (All Vendors)
10:35 - 10:45Gold Vendor Presentation to Assembly
11:45 - 11:55Gold Vendor Presentation to Assembly
12:00 - 1:00Business Lunch (Vendors Included)
1:00 - 1:45Exhibit Time with Vendors
2:45 - 3:00Vendor Drawings
3:00 - 3:10Gold Vendor Presentation to Assembly
4:30 - Vendor Booth Breakdown


All items should be shipped to the address below, and please note all information regarding these shipments.

Please follow the instructions below regarding shipments for the meeting:

Due to very limited storage space at The Island House Hotel, please DO NOT ship any type of convention materials greater than one week before the date of the show.

Label and send all shipments directly to the hotel:

ATTNYour Name (or responsible party) and Company Name **
Conference Name/Arrival.  *

You may contact the venue directly for questions related to shipments by calling Zach Hoyt at 251-981-6100 or via email [email protected]. It is also important to note that the venue will not call for shipments to be picked up. You must make certain to call your particular carrier (UPS, FedEx, etc.) that will be picking up your shipment after the show to schedule this.

*Include the group’s name; date(s) of event and the name of the individual on site to whom the package will need to be delivered.
*Very important to include this information

Additional Information

  1. You are invited to attend the President’s Reception/Vendor Reception on Wednesday night. You will sign up for this event during the online registration process—please make certain to register all attendees that will be present.
  2. There will be a cash bar available on Wednesday night for all attendees. You will be able to purchase drink tickets for customers and/or prospects if you wish to do so. See one of the AAHIM Representatives for more information.
  3. Lunch will be provided for vendors on Wednesday during booth set up. Breakfast and lunch will be provided for vendors on Thursday.  Please make certain that you register for all meal events if you will require meals for your attendees on both days.   Non-Premier Vendors are limited to two attendees for meals.   Additional lunch and breakfast tickets can be purchased if needed.  You can sign up and purchase additional meals for all attendees during the registration process. **Premier vendors are designated as Platinum or Gold Sponsors**
  4. Most of our vendors bring a door prize to give away. If you have a gift or gifts to give away, please make sure you continue to draw until someone present wins—AAHIM attendees are required to be present to win. We will conduct the drawings at the end of the day on Thursday afternoon.
  5. There will be a vendor evaluation form in your packet. Please complete that form and leave with the AAHIM reps, so we can use your feedback to improve our vendor activities/arrangements.
  6. An electronic copy of the attendee list will be provided one week prior to the event. There will be no paper copies distributed during the meeting. **Please note, attendees have the ability to opt out of sharing their information.
  7. Please make sure you arrange to have your exhibit items shipped immediately following the exhibit breakdown on Thursday. You will need to contact your carrier, and schedule pick up for your shipments.
  8. **Any vendor that will require electrical outlets for their booth will need to indicate this during the registration process. There will be an additional fee for this service.

Exhibit Registration: Early registration ends March 31, 2018. Registration after this date will be subject to a $50 late fee. After this date, exhibit space will be subject to availability.

Room Reservations

You MUST copy and paste the link in order for it to work.


Hotel: Island House Hotel Orange Beach – a DoubleTree by Hilton

Group Name: AL ASSC OF HEALTH IN $149/night for following dates

Arrival Date: 17-Apr-2018

Departure Date: 21-Apr-2018

Should you have any problems booking a room, please contact:

Darla Wicker
[email protected]

For Questions or Further Information:

Kristin Griffin – 205-577-6893 –   [email protected]

Karen Price – 205-527-4660 – [email protected]

Chloe Phillips – 256-458-5063 –   [email protected]


Tiered Sponsorships AAHIM 2018

Our gold and platinum level sponsorship package is designed to provide year-long brand awareness, lead generation and exposure as a thought leader. Benefits include:


Platinum Sponsorship ($2,500)

With only four sponsorships available for Platinum participation, this premier level of sponsorship sets you apart and provides your company or organization with optimal branding and networking opportunities. You will be given 15 minutes of dedicated time during the meeting to present a brief PowerPoint on your organization and your offerings. You will receive recognition as a Platinum sponsor on all of our printed materials as well as the website and press releases for our state meeting. Additionally, you will be named as a co-host for the social event of your choice at the annual meeting in the order which registrations are received. This comes with badges/registrations for your company attendees (up to four) and exhibit booth registration included. In addition you will also receive recognition on all printed material, press releases, and website for all remaining 2018 AAHIM sponsored activities/events including webinars, meetings, and summits.

Gold Sponsorship ($1,750)

With only three sponsorships available for Gold participation, this level of sponsorship provides your organization with a unique opportunity. As a Gold sponsor your company or organization will receive recognition on our website and printed materials including press releases. You will receive 10 minutes of dedicated time during the meeting to present a brief PowerPoint on the offerings of your organization. You will be named as a co-host for one social event during the annual conference. This sponsorship tier comes with badges/registrations for your company attendees (up to four) and exhibit booth registration included. In addition you will also receive recognition on all printed material, press releases, and website for all remaining 2018 AAHIM sponsored activities/events including webinars, meetings, and summits.

Silver Sponsorship ($1,250)

Silver Sponsors will receive recognition on our website as well as in printed material distributed at the AAHIM annual meeting. In addition, your company or organization will be listed as a co-sponsor for one of the social events during the annual meeting. This tier comes with badges/registrations for your company attendees (up to two) and booth discount.

Bronze Sponsorship ($300)

This registration level will provide a booth and badges/registrations for up to two attendees.

Additional sponsorship opportunities include event sponsorship and in-kind donations. Please see the attached to learn more.

2018 AAHIM Annual Meeting
Annual Meeting Exhibits & Corporate Sponsorship

Sponsorship CategoryFee
Exhibit Booth at AAHIM Annual Meeting $700
Exhibit Booth at Corporate Sponsor Rate
*Corporate Sponsor Fee must be paid along with the registration or paid in advance of registration.
Speaker Sponsorship $300
Lanyards/Badge Holders* $500 or cost
Meeting Break or Breakfast $500
Business Luncheon on Thursday $1500
President’s/Vendor Reception on Thursday $2500
Registration Bags* $1000 or cost - Sold Out
Contribution for Door Prizes $100
CORPORATE SPONSOR Platinum Level *See Benefits* Includes Exhibit Booth Registration $2500
CORPORATE SPONSOR Gold Level *See Benefits* Includes Exhibit Booth Registration $1750
CORPORATE SPONSOR Silver Level *See Benefits* $1250
CORPORATE SPONSOR Bronze Level *See Benefits* $300
Late registration fee if registered after March 31, 2018$50

* Check the box, but don’t send the money if company is paying for the items directly and shipping to AAHIM.

Additional Meal Tickets

Exhibitor registration includes meals for 2 representatives.

Box Lunch for Wednesday: $25
Wednesday President’s Reception: $50
Thursday Breakfast: $25
Thursday Lunch: $30


Please visit the terms and conditions.

Click here if you need to cancel your registration.



Online registration will close at 11:59 PM CT on April 6, 2018. Onsite registration will NOT be available.

When you register online, you will have the option to pay by mail with a check or pay online with a credit card (AMEX, MasterCard, Visa, or Discover).

If you are paying by check, select “mail a check” under payment options. You will later see instructions to print the confirmation page and mail your payment to KnowledgeConnex. The mailing address will be on the invoice. Make your check payable to KnowledgeConnex and include the confirmation/order number with the check. Checks that do not reference the confirmation number will be returned to you and will not be applied to the registration.