Exhibitor Registration Information

2003 AMBA National Conference

 

Dear Exhibitor:

 

You are invited to participate as a professional exhibitor at our 3^rd Annual National Conference at the Excalibur Hotel and Casino in Las Vegas, Nevada. With a membership base of over 2,000 medical billers from across the nation, we expect to have around 150 to 200 attendees. The conference is scheduled for two days – October 2^nd and 3^rd, 2003. Exhibitor participation is limited due to space availability.

 

Exhibitors will be allowed to set up on October 2, 2003 from 6:00 am to 8:00 am. Special times have been set aside specifically to introduce exhibitors to our members during our General Session as well as specific times for our members to visit personally with exhibitors. Exhibitors are asked not to break-down until after 4:30 pm on October 3, 2003.

 

Exhibitor Registration includes:

 

One (1) 8’ draped table             

Two (2) folding chairs                        

One (1) 110 volt 20 amp electric outlet

One (1) Exhibitor ID sign (7”x 44” 2 lines)           

One (1) Waste Basket

Name Badges for Exhibitor Reps

Recognition in AMBA’s Conference Program

Recognition on AMBA’s Website with Links from our website to yours

Recognition after AMBA’s conference in our online newsletter

Two General Session Passes (Specialty break-out session training is not open to exhibitors)

2 Invitations to “Meet and Greet Break” October 2, 2003 9:00 am to 10:00 am

 

A company representative must be at your table at all times when the exhibit hall is open. Exhibitors may offer goods and services within their booth space only. Exhibitors are bound by local and state laws. Promotional prizes and/or drawings are encouraged.

 

Exhibitors will be assigned in the order that signed contracts and deposits are received. Cost is $500 per table. Rates increase $150 for all applications postmarked after July 31, 2003.

 

A deposit of $250 per exhibitor is required to reserve your space. The balance must be postmarked no later than August 15, 2003. Payment may be made by check or credit card.

 

Cancellation requests must be received in writing no later than July 15, 2003 and are subject to a $250 cancellation fee per table. There are no refunds after July 15, 2003.

 

All exhibits must be ready for display by 8:00 am on Thursday, October 2, 2003. Setting up, tearing down and removal of exhibits are exhibitor’s responsibility. If the exhibitor fails to remove the exhibit, AMBA will arrange removal at the exhibitor’s expense.

 

If a telephone line is required, there is a one-time fee of $150 and $100 deposit for applicable local and/or long-distance charges. Any remaining balance will be refunded by AMBA. You must bring your own internet access.

 

Exhibitors can NOT distribute products during the conference due to Las Vegas City licensing regulations. You can accept orders for products, but you cannot distribute products. All products must be distributed from Exhibitor’s own office location after the conference.

 

All packages shipped by Exhibitor must be addressed as follows:

 

Excalibur Hotel and Casino

3850 Las Vegas Blvd. South

Las Vegas, NV 89109-4300

Attn:  Catering Department

Hold For:  (Guest’s name and arrival date)

                  (Group Name)

 

Due to limited storage space, Excalibur asks that you do not send packages more than seven (7) days in advance. Do not send C.O.D. packages. Packages weighing more than seventy (70) pounds cannot be accepted unless prior arrangements have been made. There will be a handling charge for all incoming and outgoing packages. Note: ALL packages should be sealed, clearly labeled and any outside carriers needed to transport items must be notified prior to your departure from the hotel.

 

Exhibitor hereby covenants and agrees to save and hold the American Medical Billing Association, (AMBA), the Excalibur Hotel and Casino (“Hotel”), subsidiaries, affiliates, officers, directors, shareholders and employees free clear and harmless from any and all liability, lost, costs, expenses (including attorney’s fees), judgments, claims and demands of any kind whatsoever in connection with, arising out of or by reason of any act, omission, or negligence of Exhibitor or its respective agents, employees, servants, or contractors in any way connected with or arising out of any accident, injury or damage, whether to person or property, whatsoever, occurring before, at, in, upon, about, after, or in any manner connected with the convention at Excalibur Hotel and Casino in connection with this event. Exhibitor acknowledges that neither the Hotel, hotel operator, nor AMBA maintain insurance covering exhibitor’s property and the exhibitor must obtain business interruption and property damage insurance sufficient to cover any loss sustained by exhibitor. 

 

If AMBA cannot hold the conference due to any cause beyond its control, or if the exhibit hall is uninhabitable due to acts of God during any part or whole of the exhibition, AMBA is not responsible and exhibitor hereby waives any claim against AMBA for losses or damages which may arise from such inability to occupy assigned space. Actual place of exhibitor area is subject to change based on attendee participation. If attendee participation is less than 150 attendees, exhibitors may be placed in the General Session area for the convenience of the exhibitors and attendees.

 

Guest room reservations at the Excalibur Hotel and Casino should be made directly through the hotel by calling (800) 937-7777. AMBA’s block of room rates are as follows:

 

Wednesday, October 1, 2003  $59

Thursday, October 2, 2003  $59

Friday, October 3, 2003  $109

Saturday, October 4, 2003  $119

 

Please use the Group Code of XMEDIC and reserve your room by September 1, 2003. Reservations outside of that date will be subject to availability.

 

Exhibitor Schedule

 

Thursday, October 2, 2003

 

Invitation to “Meet and Greet” break from 9:00 am to 10:00 am

Introduction of Exhibitors in General Session Area from 10:00 am to 10:30 pm

Exhibitor Hall open 1:00 pm to 2:15pm

Exhibitor Hall open 5:00 pm to 6:00 pm

 

Friday, October 3, 2003

 

Exhibitor Hall open Noon to 1:30 pm

Exhibitor Hall open 3:00 pm to 4:00 pm

 

Sponsorship Opportunities

 

Sponsoring a conference event is a great way to gain additional exposure for your company during our national conference. Sponsorship provides extra visibility for your company and your support for AMBA and its members. Event sponsors will receive:

 

Recognition on AMBA’s website

Recognition in AMBA’s conference program

A sign posted during the sponsored event

Recognition in AMBA’s post conference newsletter

Sponsor appreciate plaque

 

We offer the following sponsorship opportunities:

 

Meet and Greet Networking Continental Breakfast - $500

A great opportunity to establish valuable contacts and relationships with our members

 

Exhibit Hall Break - $350

Sponsoring a refreshment break provides added visibility for your company

 

AMBA Member of the Year and Awards Luncheon - $1,000

Members are recognized for their contributions to our association throughout the year. Sponsor will present this year’s “Member of the Year” award

 

Breakout Training Sessions - $250

Sponsor will introduce the speaker for the training session and your company will gain added recognition.

 

2003 AMBA Exhibitor Registration

 

Business Name ___________________________________________________

 

Contact Person ___________________________________________________

 

Address _________________________________________________________

 

City ________________________________State __________Zip ___________

 

Work Phone _________________________Fax _________________________

 

Email _________________________Website ___________________________

 

Name(s) of Exhibitors to appear on badge(s)

________________________________________________________________

 

________________________________________________________________

 

Name on Booth Sign _______________________________________________

 

Product/Service Description for Conference Brochure and Website (25 Word Limit) ________________________________________________________________

 

________________________________________________________________

 

________________________________________________________________

 

Exhibitor Fee Enclosed ____________ ($500 if before July 31, 2003 - $650 if after July 31, 2003)

 

Sponsorship

 

We would like to gain additional recognition and exposure for our company by
sponsoring the following event:

 

___ Meet and Greet Networking Continental Breakfast - $500  (3 available)

___ Exhibit Hall Break - $350  (2 available)

___ AMBA Member of the Year and Awards Luncheon - $1,000

___ Breakout Training Sessions - $250  (8 available - Sponsor will be allowed to choose the session)

 

Sponsorship Fee Enclosed __________  Total Amount Enclosed ___________

 

Payment Information

Charge my    ___Visa   ___MasterCard  ___Discover  ___American Express

Card #__________________________________  Exp. Date_______________ 

Cardholder Name_________________________________________________

Signature________________________________________________________                                                                                                                                                                                                                             (Charge will appear as AMBA)

Make Checks Payable to

AMBA · 4297 Forrest Drive · Sulphur, OK 73086

Fax Credit Card Registrations to: (580) 622-5809

Exhibitor has read and understands all information regarding registration terms.

 

Exhibitor Signature ________________________________Date ____________

Questions?  Call our Conference Coordinator at (580) 622-2624 or email Larry@brightok.net