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MMGMA 2015 Winter Conference: Exhibitor Information
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Exhibitor Information

Thank you for your interest in becoming a exhibitor at the MMGMA 2015 Winter Conference!

 

**Online registration is currently closed. Please contact the MMGMA office if you are interested in exhibiting**

 

Overview

About the Attendees: The 250 MMGMA members expected to attend the 2015 Winter Conference represent enormous purchasing power. MMGMA, with hundreds of members, is the oldest and largest state affiliate of the national organization, Medical Group Management Association. The Association includes supervisors, managers, administrators, physicians in administration and other top group practice management. These individuals represent hundreds of medical groups from Minnesota, North Dakota and Wisconsin ranging in size from 2 to 500+ physicians.
Conference Site & Exhibit Area: The conference will be held at the Depot Renaissance Minneapolis Hotel in Minneapolis, MN. There are a limited number of booths available for exhibit space. Breaks and breakfasts will be featured in the Resource Center Tuesday, March 3 and Wednesday, March 4 as space and time allow. MMGMA reserves the right to reassign agenda as needed.
MMGMA recognizes that exhibits are an integral part of the total conference program. Up-to-date information and demonstration of products are essential to the smooth and efficient operation of our medical groups. Our conference program will be structured to encourage maximum attendance in the Resource Center.
Standard Booth Specifications: Booths are 8’ x 10’ in size and the price for each booth is $750 (includes two parking passes). If your organization participates in the MMGMA sponsorship program, you may be eligible for a discount depending on the level of sponsorship you provide. Discounts apply towards booth rate only and not additional tickets or registrants to the conference. Standard booth construction includes 8’ high flameproof drapery backgrounds and 36” high side dividers. All booths include one 8’ x 24” draped table and two chairs. Electricity and internet are optional items that will need to be purchased directly from the Depot Renaissance Minneapolis Hotel. Click here to access the order form. 
Signs: Each exhibit will be furnished with one identification sign on which will be printed the name of the organization. Additional signs may be ordered through the general services contractor, which is Hubbell/Tyner Convention & Trade Show Specialists.
Exhibit Installation and Dismantling: Exhibits may be set up beginning at 7:30 A.M. on Tuesday, March 3 and must be in place by 11:30 A.M. the same day. Booth dismantling may begin after the afternoon break on Wednesday, March 4 at 2:00 P.M. and must be completed by 4:00 P.M. that same day. No exhibits may be erected after the exhibition opens or dismantled before the official closing time. Any exhibitor who has dismantled prior to the end of the break will be fined $100 and will be disqualified from preferential booth placement for a period of 2 years. Setup, teardown and removal of exhibits are the responsibility of the exhibitor. Should the exhibitor fail to remove an exhibit, the removal will be arranged by the conference management at the exhibitor’s expense.
Application for Space Full payment of $750 is required with the completion of the online contract. Complete the online contract and payment by February 2, 2015 to: MMGMA, Attn: Exhibits, 1821 University Ave W, Ste S256, St. Paul, MN 55104.
Cancellation Cancellation of space, including space reduction, must be made in writing and sent to MMGMA Exhibits, 1821 University Ave W, Ste S256, St. Paul, MN 55104 or info@mmgma.org.  A cancellation fee of $300 per booth will be charged to an exhibitor who cancels the contract prior to or on February 2, 2015. Cancellation  on or after February 3, 2015 obligates the exhibitor to full payment of rental.
Assignment of Space: No assignments will be made until full payment is received. MMGMA reserves the right to assign all space in the best interest of the Association and the conference without regard to requests, and reserves the right to reassign booths when necessary. When booth numbers are assigned (3 weeks prior to the event), a confirmation of the assignment and a drayage service packet will be sent to each exhibitor.
Booth Equipment and Services: The official general services contractor for the conference is Hubbell/Tyner Convention & Trade Show Specialists, from whom furniture, draperies, extra signs and labor are available. An Exhibitor Service Manual with order forms and price lists covering these and other items will be sent to each exhibitor. Telephone lines, internet, electricity and audio/visual equipment are available through The Depot Renaissance Minneapolis Hotel and need to be ordered in advance. Click here to access the order form.  The assembling and dismantling of displays must be done by either full-time employees of the exhibiting company or by Hubbell/Tyner Convention & Trade Show Specialists. The handling, placing or setting out of merchandise that is to be displayed may also be done by either fulltime employees of the exhibiting company or Hubbell/Tyner Convention & Trade Show Specialists.
Shipping and Handling: Please consult the Hubbell/Tyner Exhibitor kit for shipping and handling options.

Terms and Conditions

Cost of Space: $750 per 8’ x 10’ booth. Discounts are available by participating in the MMGMA sponsorship program. Full payment is required. Make checks payable to the Minnesota Medical Group Management Association and mail to: MMGMA Exhibits, 1821 University Ave W, Ste S256, St. Paul, MN 55104
Standard Booth Arrangements: The contract price includes:
  • Booth size 8’ x 10’
  • Colored, flameproof draperies 8’ high at back, 36”high on sides (color to be selected by conference management)
  • One line exhibitor sign, showing company name
  • One 8’ x 24” draped table with two chairs
  • Registration for two representatives (including meals and two parking passes for Tuesday, March 3 and Wednesday, March 4)
Exhibits Location and Floor Plan: Exhibits will be located as shown on the official floor plan. All dimensions and locations shown on the official floor plan are believed, but not warranted, to be accurate. The exhibit management reserves the right to make such modifications as may be necessary to meet the needs of the exhibitors and the exhibit program.
Assignment of Space: MMGMA reserves the right to assign all space in the best interest of the Association and the conference without regard to request and reserves the right to reassign booths when necessary.
Exhibit Hours: The exhibit area will be open to conference attendees from 12:15 P.M. to 4:15 P.M. on March 3, and from 7:30 A.M. through 2:00 P.M. on March 4.
Cancellation
of Exhibit Contract:
Cancellation – Cancellation of space must be made in writing and sent to: MMGMA Exhibits, 1821 University Ave W. Ste S256, St. Paul, MN 55104 or info@mmgma.org  A cancellation fee of $300 per booth will be charged to an exhibitor who cancels the contract on or before February 2, 2015. Cancellation on or after February 3, 2015 obligates the exhibitor to full payment of rental. To ensure the best available booth locations to MMGMA conference exhibitors, the Association has authority to reassign booth space that is cancelled by an organization without refund of fees paid.
Failure to occupy space – Space not occupied by the close of the exhibit installation period as specified in the accompanying material will be forfeited by the exhibitor, and this space may be resold, reassigned or used by the conference management. If the exhibit is on hand, the conference management reserves the right to assign labor to set up a display that is not in the process of being erected by the given deadline and to instruct that the exhibitor be billed for all charges thus incurred.
References – MMGMA reserves the right to request references from any exhibitor. MMGMA may, in its sole discretion and without liability to exhibitor, cancel this contract if such references are not satisfactory to MMGMA. If the contract is cancelled pursuant to this paragraph, all registration fees will be refunded to exhibitor.
Decorator: Hubbell/Tyner Convention & Trade Show Specialists will serve as the general service contractor for the conference. Furniture, extra draperies and labor are available through Hubbell/Tyner Convention & Trade Show Specialists. An Exhibitor Service Manual with order forms and price lists covering these items will be sent to each exhibitor. Electricity and internet are optional items that will need to be purchased directly from the Depot Renaissance Minneapolis Hotel. Click here to access the order form.  
Shipping information: More information will be sent from Hubbell/Tyner Convention & Trade Show Specialists.
Property: All property of the exhibitor remains under his/her custody and control in transit to and from the exhibit area and while it is in the confines of the exhibit area. Neither the management, its service contractors, The management of the exhibit area, MMGMA, nor any of the officers, staff members, or directors of any of the same are responsible for the safety of the property of exhibitors from theft, damage by fire, accident, vandalism, or any other causes, and the exhibitor expressly waives and releases any claim or demand he or she may have against any of them by reason of any damage or loss of any property of the exhibitor. It is recommended that exhibitors obtain adequate insurance coverage, at their own expense, for property loss or damage and liability for personal injury.
Construction, Installation, and Use of Exhibits and Exhibit Facilities::
Acceptability of Exhibits – All exhibits shall serve the interests of the members of MMGMA and shall be operated in a way that will not detract from other exhibits, the exhibition or conference as a whole. The conference management reserves the right to require the immediate withdrawal of any exhibit that MMGMA believes to be injurious to the purpose of the Association.
Restrictions and Use of Space – No exhibitor shall sublet, assign, or share any of the space allocated to him/her without the written consent of the convention management. Solicitations or demonstrations by exhibitors must be confined within the bounds of their own respective booths. It is understood an exhibitor will not make direct sales involving delivery at the conference. Aisle space shall not be used for exhibit purposes. Display signs and displays are also prohibited in any of the public space or elsewhere on the premises of the conference facilities, guest rooms, or hallways. Social activities sponsored by an exhibitor which might conflict with the conference schedule must be cleared with the conference management. Operation of sound devices is allowed if the exhibitor complies with restrictions on volume level. No outside food & beverage is allowed on the Depot premises with the exception of individually wrapped, sample sized food measuring one ounce or less. Exhibitors who wish to provide food & beverages to attendees while in the Resource Center or on the Depot premises must order such food or beverage from the Depot. Please contact Rachel Johnson at 612-758-7858 to arrange.
Construction of Exhibits – Exhibits shall be constructed and arranged so that they neither obstruct the general view nor hide the exhibits of others. No side wall higher than 36” may extend forward from the back wall more than one half the depth of the exhibit space. Exhibitors desiring to use other than standard booth equipment and signs, or material conflicting in any way with the above regulations, should submit two copies of a detailed sketch of the proposed layout at least 60 days before the conference or before construction is ordered and receive written approval from the conference management.
Appearance of Exhibits – Any part of the exhibit that does not lend itself to an attractive appearance, such as unfinished side or end panels, must be draped at the exhibitor’s expense. Management reserves the right to have such finishing done and to bill the exhibitor for charges incurred.
Installation and Dismantling of Exhibits – Exhibit Installation and Dismantling: Exhibits may be set up beginning at 8:00 A.M. on Tuesday, March 3 and must be in place by 12:00 P.M. the same day. Booth dismantling may begin after the prize drawing on Wednesday, March 4 at 2:00 pm and must be completed by 4:00 P.M. that same day. No exhibits may be erected after the exhibition opens or dismantled before the official closing time. Any exhibitor who has dismantled prior to the end of the break will be fined $100 and will be disqualified from preferential booth placement for a period of 2 years. Setup, teardown and removal of exhibits are the responsibility of the exhibitor.
Should the exhibitor fail to remove an exhibit, the removal will be arranged by the conference management at the exhibitor’s expense.
Receiving, Unloading, Moving, and Handling of Exhibitor’s Materials – Move-in or move-out through the Depot Renaissance Minneapolis Hotel Lobby is strictly limited to hand carried items. Wheels of any kind (luggage carts, dollies, flatbeds, or anything mechanical) are prohibited. Material which requires the use of wheeled or mechanical equipment must be delivered to the exhibit floor through the loading area. The Depot Renaissance Minneapolis Hotel loading area in to the Pavilion is located off of Washington and 5th Avenue under the shed. If assistance is needed to unload, move to the exhibit floor or display room, spot and/or erect, dismantle or create exhibits or displays or replace them into storage, contact the Depot Renaissance Minneapolis Hotel.
Fire and Safety Regulations – All local regulations will be strictly enforced, and the exhibitor assumes responsibility for compliance with such regulations. All materials used in the exhibit area must be flameproof and fire resistant in order to conform to local fire ordinances and regulations of the local fire department. Crepe paper, corrugated paper, Styrofoam and foam-core, flameproof or otherwise, will not be permitted. All packing containers and wrapping paper should be removed from the exhibit area. Display racks, signs, spotlights and special equipment must be approved by MMGMA management before use, and all displays are subject to inspection by the local fire department. Any found to be hazardous may be ordered dismantled. All aisles and exits must be kept clear at all times. Fire stations and fire extinguisher equipment are not to be covered or obstructed.
Protection of the Depot Renaissance Minneapolis Hotel Property – Acceptance of exhibit space makes it obligatory on the part of the exhibitors that they shall not deface, injure or mar the exhibit area. Nothing shall be pasted, tacked, nailed, screwed or otherwise attached to columns, walls, floors or other parts of the building and furniture. The use of crowbars, hand spikes or any other tools or material which could cause damage to the floor or walls is prohibited. Any damage done shall be paid for by the exhibitor.
Liability:
Limitation of Liability – This contract shall not constitute or be considered a partnership, joint venture or agency between MMGMA and the exhibitor. It is agreed that exhibitors will assume entire responsibility and hereby agree to protect, indemnify, and defend and hold MMGMA, The Depot Renaissance Minneapolis Hotel, and Hubbell/Tyner Convention & Trade Show Specialists and their employees and agents harmless against all claims, losses and damages to persons or property, government charges or fines and attorney’s fees arising out of or caused by exhibitor’s installation, removal, maintenance, occupancy or use of exhibition premises or any part thereof, excluding any such liabilities caused by the sole negligence of MMGMA, the Depot Renaissance Minneapolis Hotel or Hubbell/Tyner Convention & Trade Show Specialists, its employees, or agents. In addition, exhibitors acknowledge that the MMGMA, The Depot Renaissance Minneapolis Hotel and Hubbell/Tyner Convention & Trade Show Specialists do not maintain insurance coverage for exhibitor’s property or injury to exhibitor or its representatives, agents, employees, licensees or invitees. It is recommended that the exhibitor obtain adequate insurance coverage, at its own expense, for property loss or damage and liability for personal injury.
Security – Arrangements may be made by the planner/promoter.
Cancellation: Cancellation or Postponement of Conference – In the event the conference is postponed due to any occurrence not occasioned by the conduct of MMGMA, The Depot Renaissance Minneapolis Hotel or the exhibitor, or that such occurrence be an act of God or the result of war, riot, civil commotion, sovereign conduct, or the act or conduct of any person or persons not party or privy to this contract, then the performance of such parties under this contract shall be excused for such period of time as is reasonably necessary after such occurrence to remedy the effects thereof, and in any event for the duration of such postponement. In the event that such occurrence results in cancellation of the conference, each party hereby releases the other from all obligations under this contract.

Resources & Information

Booth space is limited. Complete your application with payment before February 2, 2015. The past conferences have sold out booth space well in advance of the deadline. Please get your contract in early.

Exhibitor Committee Chair 
Mark Franklin
Noran Neurological Clinic
2828 Chicago Ave S
Minneapolis, MN 55407
612-879-1592
mfranklin@noranclinic.com

Shipping, Handling, Decorator 
Nika Sellick
Hubbell/Tyner Convention & Trade Show Specialists
2110 Old Highway 8 NW
New Brighton, MN 55112
(651) 280-4925
nsellick@hubbelltyner.com

Exhibitor Resources
Exhibitor Floor Plan
Electrical Service Form
Hubbell Tyner Exhibitor Kit
 

**Online registration is currently closed. Please contact the MMGMA office if you are interested in exhibiting**

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