FAQs and Key Dates for Exhibitors for IHIMA24

Key Dates and Deadlines for Exhibitors

The following calendar lists key dates and deadlines for IHIMA24 Exhibitors. Please check back regularly for updated information!

November 2023 
11/10/23          Booth Registration OPENS
 11/17/23  OPTIONAL - DEADLINE Extended to 12/1!Call for Speaker Presentation Proposals
January 2024  
1/15/24 OPTIONAL: Silent Auction Donations Begin
 1/22/24 OPTIONAL: Early Bird Attendee Registration Opens     
February 2024
2/1/24 DEADLINE: Booth prices increase after this date 
2/1/24 DEADLINE: To request booth refunds. See Exhibitor Terms
April 2024
4/8/24 Pre-conference attendee list will be sent to exhibitors 
4/15/24 DEADLINE: Booth Registration
4/15/24 DEADLINE: Complete Booth Follow-up Form for Exhibitor Name Badges, Raffles, etc.
4/15/24 OPTIONAL - DEADLINE: Last day for Silent Auction Donations
4/22-23/24  2024 IHIMA Annual Meeting & Exhibit 
 4/29/24  Post-conference attendee list will be sent to exhibitors 


Frequently Asked Questions - FAQs for the Annual Meeting & Exhibit

You may be able to immediately find the answer to your question in the list below. If you still have questions, please contact us.

How much does it cost to exhibit?
The Basic Exhibitor Booth package is $700 if full payment is received on or before 2/1/24. If full payment is received after 2/1/24, the booth fee is $900.

The ~NEW~ CAHIIM Educational Program Exhibitor Booth package is $500 if full payment is received on or before 2/1/24. If full payment is received after 2/1/24, the booth fee is $700.

What is included in the Exhibitor Booth Package?
  • Company name with website hyperlink, company logo, company description, and contact phone number listed in the online Exhibitor Directory for at least 6 months.
  • Full Pre-Conference & Post-Conference registrant list that can each be used for one-time marketing contact. (Excludes attendees who have opted out of having their information shared.) 
  • General promotion to nearly 1800 health information professionals in Indiana in conference communications via newsletter, emails, social media, website, etc.
  • Each Exhibitor Booth includes:
    • A 6-foot skirted table and two chairs
    • Free Wi-Fi in Exhibit Hall and Session rooms
    • Free parking and easy access to the first-floor location of the Exhibit Hall
    • Evening perimeter security (on Sunday evening)
    • Two (2) exhibitor badges per booth – each additional representative is $50
    • Continental breakfast and lunch on Monday (if pre-ordered)
    • Food and beverages at Monday evening reception (if pre-ordered)
    • Company name listed in online Attendee Brochure.
    • Year-round dedicated assistance in making your exhibition a wonderful experience.

How do I become an exhibitor at the Annual Meeting & Exhibit?
View the 2024 floor plan (pdf) and determine which booth space is preferred. Note: Only those booth numbers identified in RED are available – this floor plan link is updated as booths are selected. Complete the online Booth Registration Form indicating your booth preferences. Payment can be submitted via credit card within the form. If your company will be sending a check, please select the “Invoice Me” option to receive an invoice. Once your registration is submitted, you will receive confirmation via email from IHIMA within two (2) business days that your booth registration has been received. Watch for email communication in February regarding further details such as raffles, exhibitor name badges, lunch orders, etc.

When is the deadline to submit my registration to exhibit?
Monday, April 15 is the final day that we will accept booth registrations to be included in the 2024 Annual Meeting & Exhibit. All space is sold on a first come, first served basis until all booths are sold out. We encourage all exhibitors to register as early as possible to be included in the pre-conference marketing and to secure their desired booth.

Where is the Annual Meeting & Exhibit being held?
FORUM Events Center
1313 USA Pkwy
Fishers, IN 46037
Phone: (317) 558-6060
Virtual tour: https://forumeventscenter.com/virtual-tour/

What is the event schedule for exhibitors?*
Sunday, April 21, 2024
4:00 PM - 6:00 PM - EXHIBITOR Set-Up & Move-In (Doors to Event Center are locked at 6 PM EST)

Monday, April 22, 2024

6:00 AM – 7:00 AM   EXHIBITOR Set-Up & Move-In (Doors to Event Center are unlocked at 6 AM EST)
7:30 AM – 8:30 AM   Continental Breakfast in EXHIBIT HALL
8:30 AM - 11:15 AM   Educational Session - EXHIBIT HALL Open
11:15 AM - 11:30 AM   Break & Raffle Drawings in EXHIBIT HALL
11:30 AM - 12:30 PM   IHIMA Business Meeting
11:30 AM - 12:30 PM   Exhibit Hall CLOSED
12:30 PM - 1:30 PM   Lunch & Raffle Drawings in EXHIBIT HALL
1:30 PM - 2:30 PM   Educational Sessions - EXHIBIT HALL Open
2:30 PM - 2:45 PM   Break & Raffle Drawings in EXHIBIT HALL
2:45 PM - 4:45 PM   Educational Sessions - EXHIBIT HALL Open
5:00 PM - 6:00 PM   Reception in EXHIBIT HALL
6:00 PM - 7:00 PM   Exhibitor TEAR-DOWN (Doors to Event Center are locked at 7 PM EST)
*times are subject to slight changes 

What type of networking events are available?
The reception on Monday evening provides an opportunity to connect with program attendees in a relaxed, social setting while representing your company. 

Can exhibitors attend the educational sessions?
Yes, for those exhibitors just wishing to sit in on a session or two, your exhibitor badge entitles you to do so provided there are extra seats available. However, for those exhibitors wishing to obtain CEUs, receive program materials and access the speaker presentations – Annual Meeting program registration and payment is required for day(s) of attendance. 

How can my company participate in the Exhibitor Raffle Drawings?
The Exhibitor Raffle is a great way to get more continues traffic to your booth and bring excitement to the conference. We will promote the exhibitor raffles online and during the conference. Raffle winners will be announced throughout the day. **Make sure to post your raffle winner to social media and show off your prize (and prize winner!) by using #IHIMA24!**

When will I receive the pre-conference registrant list?
The pre-conference registrant list will be emailed two weeks prior to the conference – on MONDAY, APRIL 8. Please be sure to check your spam folder as this will be sent as a distribution list. This list is to assist with marketing for one-time use only. The list will exclude attendees who have opted out of having their information shared. 
When will I receive the post-conference attendee list?
The post-conference attendee list will be emailed within one week after the conference to assist with one-time follow-up. The list will exclude attendees who have opted out of having their information shared.
What information is posted to the online Exhibitor Directory?
The online Exhibitor Directory lists your company name, description (150 words or less), logo, contact phone number, and link to company website. This information will be on the website for at least 6 months. Please review the description when posted and if there are any changes neededemail us your changes/description and the directory will be updated within 24 hours. 

Where do I ship my materials to the conference?
Address the boxes/shipment to:
FORUM Events Center
Attn: [Vendor/Person’s Name] IHIMA Annual Meeting & Exhibit
11313 USA Parkway
Fishers, IN 46037

At the conclusion of the event, please pack up all items, tape boxes and have the appropriate shipping label to send them back. You must also schedule a pick up for the next business day and supply all their shipping supply needs.

If shipping items, please let us know at [email protected] so we can update the staff at the FORUM Events Center of all pick-ups. 

Who do I contact for further information about exhibiting?
We have a dedicated person available year-round to assist you before, during, and after the conference. We are committed to ensuring that you have an enjoyable and productive exhibit experience – providing you with the resources and opportunities to attract interested visitors to your booth.

Exhibitor Contact:
Cathy Wiseman, RHIA
IHIMA Central Office
[email protected]