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2018 Spring Convention Exhibitor Confirmation Info

Thank you for registering as an exhibitor and/or sponsor at the following event:

 

Unified VCA Spring Convention

May 18-20, 2018

 

The Omni Homestead Resort
7696 Sam Snead Highway

Hot Springs, VA 24445

Phone: 800-838-1766

 

Please PRINT OUT AND REVIEW this email for important information regarding your participation, deadlines, and optional ways to increase your visibility with attendees.

 

Included below:

·       What’s included

·       Schedule

·       Hotel

·       Getting There/Transportation

·       Special Events & Convention Activities

·       Exhibitor services, service charges and shipping

·       Optional opportunities for increased visibility

·       Much more

 

What's Included

 

For the current exhibit floorplan with assignments, click here. Your booth space will be confirmed and reflected online shortly, if not already.

 

As outlined in the prospectus, your fee includes:

·       A “table top” display space:

o   See diagram for size of spaces,

o   Skirted 6-foot table,

o   2 chairs,

o   No pipe and drape.

·       Space for a 10x10 backdrop NOT GUARANTEED. If you must have this much space, choose a space with “-L” following the number. Additional fee of $100.  If any questions, call the UVCA office.

·       Naturally, nothing shall be nailed, screwed, taped or otherwise affixed to walls, floors, or other parts of the building or furniture.

·       Recognition in marketing and communications materials, convention signage, fliers, exhibitor directory, etc.

·       Access to all classes, breaks, Friday reception, Saturday and Sunday continental breakfasts, and Saturday lunch.

·       Attendance to any of the DC or staff educational programs, which often provide information, insights and perspective that can help you to better understand and respond to your clients’ needs – and to communicate with them more effectively. If you would like details on any of the classes, speakers, or CEUs, click here.

·       Invitation to provide a flier for the registration packets (details below).

·       Up to 2 company representatives (3 for Sponsors). Additional reps just $100; pre-registration required.

·       Free pre- and post- mailing lists of attendees.

·       Space assignment requests are honored in the order in which paid registrations are received.

·       Sponsors only:  3-5 minutes speaking time, to be assigned closer in.

Schedule

 

For set-up hours, tear-down, and full program, see the calendar on page 2 of the prospectus.

 

Do not tear down your exhibit before 1:00 p.m. Not only does it cause major disruption to the convention program, but many attendees expect to be able to stop in and see vendors at this time.

 

Hotel

 

URGENT - MAKE YOUR HOTEL RESERVATIONS NOW!  Room block officially ends on Wednesday, April 25 at 5:00 p.m. EST; however, rooms are likely to sell out well before then.

 

The Omni Homestead Resort is located at 7696 Sam Snead Highway, Hot Springs, VA 24445. All exhibits and classes are in The Omni Homestead Resort Grand Ballroom Foyer/Concourse, convenient to all accommodations.

 

Experience the Southern hospitality and elegant charm that have made The Omni Homestead Resort a premier destination for 23 U.S. presidents. Located across more than 2,000 acres of scenic Virginia landscape, the resort provides timeless comforts and access to an exciting array of activities no matter the season of your stay.

 

Two major hot springs flow onto the property, featuring a full-service spa and offering you the opportunity to take in the mineral waters just as President Thomas Jefferson did in 1818. The two-acre water park, fueled by crystal-clear springs, features two water slides, a lazy river, a water play zone and a sandy beach for the kids, along with a cozy whirlpool and private cabanas with exclusive services.

 

With the mountains and valleys bursting with summer and winter activities such as golf, horseback riding, skiing, snowboarding, paintballing, zip lining, ice skating, and shopping, an adventure is always within easy reach. Following a day of fun, fill up at one of the thoughtfully designed restaurants before enjoying a night of bliss in their elegant accommodations.

 

Hotel reservations:

We have a limited # of standard rooms available at $172 + resort fee and taxes, single or double.  When those are gone, the rate will go to $185++.  After April 25, reservations are on a space and rate available basis – and rooms at these rates are likely to sell out well before the cut-off date.

 

Special rates on beautiful suites, too. There is no charge for children 0-17 years old staying in the same room with their parents. There will be an additional package rate of $25 for each adult beyond two in a room.

 

All group attendees will be responsible for their own room, taxes and fees, and incidental charges. All reservations must be guaranteed with a valid major credit card, supplied at the time of reservation.

 

To make a reservation, use the following link: https://www.omnihotels.com/hotels/homestead-virginia/meetings/unified-virginia-chiropractic-association-spring-convention or call (800) 838-1766 and ask for the Unified Virginia Chiropractic Association room block.
 
Again, the special hotel room rate ends by 5:00 pm local time at the Resort on Wednesday, April 25th -- or until the room block is sold out – whichever comes first. After that, reservations are on a space and rate available basis.
 

Resort Fee:

The current resort charge is 15% per night (taxable) and includes:

▪       gratuities for housekeeping staff,

▪       use of fitness center,

▪       indoor pool,

▪       access to family pool complex,

▪       in room coffee,

▪       nightly movies,

▪       afternoon tea,

▪       wired and wireless internet in guest rooms and public space, and

▪       on-property transportation.

These items are subject to change.

 

Cancellations for Hotel Room & No-Shows:

Cancellations within seven days will be charged one night's room/package rate, tax and $39 daily resort charge.

 

Early Departure Fee:

In the event a guest who has requested a room within the room block checks out prior to the guests reserved check out date, the Resort will add an early departure fee in the amount equal to one night’s room and tax to guest’s individual account. Guests wishing to avoid an early departure fee should advise The Omni Homestead Resort at or before check-in on any change in planned length of stay.

 

Hotel Check In/Out:

Hotel Check-in time:      4:00 pm

Hotel Check-out time: 11:00 am

 

All guests arriving before 4:00 pm will be accommodated as rooms become available. The hotel’s Guest Service staff can arrange to check baggage for those arriving early when rooms are unavailable and for guests attending functions on departure day.

 

Parking:

Parking is complimentary for UVCA hotel guests.

 

Getting There/Transportation

 

Hot Springs is accessible by auto, air or train.  The Homestead is 70 miles from Roanoke Regional Airport and 30 minutes from Amtrak in Clifton Forge.

 

Driving:

The Homestead recommends that guests use the directions on its web site INSTEAD of other devices such as GPS and Internet mapping sites.

·       Go to https://www.omnihotels.com/hotels/homestead-virginia/property-details/directions

·       GPS ROUTING NOT RECOMMENDED

Hotel Transportation Services:

Transportation Service to and from surrounding airports and Amtrak can be arranged by calling The Omni Homestead Resort Activities Department at 800-838-1766, option 3. Fees apply and advanced reservations are required.

 

If you need transportation inside of three days of your arrival or departure, please call The Omni Homestead Resort Transportation Department directly at 540- 839-7711.

 

Local shuttle to Omni-operated destinations is complimentary.

 

Getting to/from Roanoke Regional Airport:

·       The Homestead:  Transportation Service to and from the Roanoke Airport through the hotel is $175 one way, up to 3 people, sedan.  Call The Homestead Activities Dept. at 800-838-1766, option 3.  Advance reservations are required.

·       Enterprise Car Rental:  An economical option is to rent a car from one of the car rental companies at the airport – and Enterprise Car Rental is offering special discounted packages for UVCA convention attendees.

      ·       Package includes a mid-size car, damage waiver unlimited miles, and taxes.

      ·       Pick up Friday morning, return Sunday afternoon (or other 2-day pattern around the convention dates) -- $140 per car.

      ·       Pick up Friday morning, return Monday afternoon (or other 3-day pattern around the convention dates) -- $190 per car.

      ·       Call the Roanoke Enterprise office directly at 540-563-8055 and reference the VCA Convention at The Homestead. If you need any assistance, ask for Rhett Sturgill, Branch Manager, at 540-494-8037.

 

Special Events & Convention Activities

 

Friday Evening: 

The first event in the exhibit area is the Welcome Reception on Friday.  Enjoy hors d'oeuvres and refreshments as you catch up with customers, friends, and colleagues.  Come as you are, ready for some laid-back fun.

 

Saturday Evening: 

If you are sponsoring a convention speaker or function, you will receive an invitation to the private President’s Reception, Saturday at 6:30 p.m.

 

Friday Morning and Throughout Convention: 

If you come in early to enjoy the resort, there are lots of activities to choose from before booth set-up opens or after your work is done.

·       Golf Outing:  An organized tournament or group golf outing is tentative for Friday morning and exhibitors are welcome!  Call the UVCA office for info.

·       Free Homestead History Tour:  10:00 a.m.  Free but reserve your spot by calling the Homestead’s activity desk at 800-838-1766, ext. 4.

Explore two centuries of Homestead history. This tour is filled with anecdotes of visits by US Presidents and foreign royalty, local legends, and stories of romance, war and Southern culture. The Homestead has been around for more than two centuries. They opened their doors 10 years before the Declaration of Independence was signed and are pretty proud of their history. They love to share it with visitors.

·       Cascade Gorge Hike:  8:30 a.m.  Just $31 per person. To make reservations, call 800-838-1766, ext. 4.

Don’t miss one of the most popular activities at The Homestead. On this tour, you’ll be led by a naturalist through a series of beautiful waterfalls alongside a deep Allegheny Mountain trail. Learn about flora, fauna, local birds and edible plants. It’s a two-mile hike and one of the most beautiful in the region. Designed for adults and children alike. Intermediate hiking ability and endurance are required for this 3-hour journey. Bottled drinking water is provided.

·       Zip line tours, swimming, tennis, mountain biking, horseback riding, falconry... The list goes on and on. Visit www.thehomestead.com.

Attendee Discounts

 

·       Golf:  Attendees may golf at discounted rates, space permitting: $95 for The Old Course and $150 for Cascades, including shared cart.  Tee times start at 8:15 a.m.

·       Spa:  15% discount on treatments for attendees. Notify them upon check-in to your appointment.

·       Breakfast Buffet in Main Dining Room:  Attendees enjoy discounted rates of $20 per adult and $12 per child.  Show your UVCA name badge to your server.

·       Dining Alternatives:  Not a discount, but FYI – There are several low-cost dining options within walking distance or a short drive from the hotel, if you’d like to avoid resort pricing and rigmarole.

Exhibitor Services, Service Charges & Shipping

 

Fill out the Exhibitor Services Order Form for all of your booth set-up needs. Please turn in to the hotel two weeks before you arrive.

 

Electricity:

There is no charge to use a standard 110 electrical outlet – but be sure to bring an extension cord and power strip to avoid expensive hotel rentals.  If your electrical needs exceed that, call the Conference Service Office ahead of time at 540-839-7515 or use the Exhibitor Services Order Form.

 

Internet:

For checking emails, 1-time charge of $50. A faster speed, suitable for streaming, is $36 per day.  Submit the Exhibitor Services Order Form or call 540-839-7515.

 

Shipping:

·       Shipping exhibits in advance is highly advisable; normally 2 weeks prior to your arrival date.  Your exhibit will be held in a secured storage area and will be delivered to your booth upon request. For those exhibitors bringing materials with them, The Homestead offers assistance in and out for a one-time fee of $25.

·       If you have any large deliveries, be sure to touch base with Tonya Kincaid, Conference Services Manager at The Homestead:  phone 540-839-7555, email Tonya.Kincaid@omnihotels.com.

·       Please note that post-convention storage is not arranged. All material for shipments going out must be properly packaged and placed on the loading dock for Pick Up in the designated location.

·       Any deliveries arranged by you through a shipper should include inside delivery and pick up.

·       All outgoing boxes must be packed, sealed, and labeled by exhibitor.

·       If you are shipping an item that requires special handling and/or is heavier than 200 pounds, please contact your conference services manager, Tonya Kincaide, at 540-839-7555 at least one week in advance. The hotel does not assume responsibility for handling or setup of such items unless special arrangements have been made.

 

It is imperative that you observe the following instructions to insure proper handling of your meeting materials. Each item should be clearly marked with the following:

 

The Homestead

ATTN: [Exhibitor Company Name & Exhibitor On-Site Contact]

7696 Sam Snead Highway

Hot Springs, VA 24445

Event Name: Virginia Chiropractic Association Convention

Event Date: May 18-20, 2018

C/O: Tonya Kincaid

 

Box _____ of _____

 

 

Vendor Load-In Information:

 

All loading and unloading will be routed through the Homestead loading dock, not through the front of the hotel. Click here for Load In/Out location map.

On departure day if you are shipping your trade show materials out, please complete the shipping form which you can obtain from Tonya Kincaid, Conference Services Manager, and leave your ready to ship material at your exhibit space.

 

If you are departing with your trade show material during normal business hours, please dial extension 57515 from a house phone or 540-839-7515 for assistance with transferring trade show material to the loading dock.  After hours, please dial 0 from a house phone or 540-839-1766 and an operator will page Convention Set-up.

 

If you have valet parked your car, please call 57711 from a house phone or 540-839-7711 to have it brought to the front drive.  Directions to the loading dock will be provided at that time.  If you plan to attend additional group sessions or enjoy the property, please bring the vehicle back to the front drive.  The hotel staff will be happy to valet it.

 

The Homestead asks that their bell carts NOT be used to move trade show materials.  Please request assistance from our Convention Set-up team.

 

Special Needs:

If you have any special exhibitor or shipping needs, contact the hotel's Convention Services Manager, Tonya Kincaid, phone 540-839-7555 or email Tonya.Kincaid@omnihotels.com.

 

Security:

Security services are not provided.  The UVCA office adjacent to the exhibit area may have space to lock up equipment overnight, if preferred. Inquire at the UVCA registration desk.

 

Optional Opportunities for Increased Visibility

 

Registration Kit Insert:

Optional. To increase your visibility, all convention exhibitors are invited to contribute a flier, small brochure or buck slip for the registration packet that attendees will receive.  If you wish to contribute an insert, please forward 275 copies to the UVCA office by May 1stMaximum size: 8 ½ x 11” flat; up to 4 pages. Ship to UVCA Spring Convention, PO Box 15 or 504 Stagecoach Rd., Afton, VA 22920.

 

Silent Auction Contribution:

Optional.  The Spring Convention features the UVCA’s popular silent auction to help fund PR Committee initiatives. Please donate an item or two to help the association and to increase your visibility.  Both business-related and fun items are needed.  Email description and estimated retail value – or any questions -- to Dr. Carly Swift, PR Committee Chair, at drcswift@gmail.com.

 

Prize Raffle from Your Booth:

Optional.  Conduct a prize raffle from your booth, and we’ll help create awareness.

·       Let us know what you are raffling by April 20th.

·       We’ll have a flier in registration packets and a larger poster in the registration area highlighting the exhibitors conducting raffles and what the prizes are.

·       You’ll collect business cards or entry slips at your booth throughout the weekend, draw a winner on Sunday morning, and bring his or her name to the registration desk.

·       You’ll write the name of the prize winner on the poster, so that when attendees come out of their class, they can check the board, see if they’ve won a prize, then come to your booth so you can personally present it.

 

Attendee Lists

 

To request a mailing list of attendees in Excel for pre- and/or post-convention marketing and communications, contact the UVCA office.  A final attendee list will be sent to all exhibitors about a week after the meeting.

 

Exhibitors & Sponsors

 

The Unified VCA recognizes and promotes to attendees that you are demonstrating your commitment to them and the chiropractic profession by supporting this meeting. All continental breakfasts, meeting breaks, the Welcome Reception, and Saturday lunch will be held in the exhibit area itself, providing a "forced flow" of traffic.

 

In addition, Speaker and Function Sponsors facilitate our ability to bring doctors high quality education at reasonable rates.  A special thanks to the following Speaker and CEU Sponsors:

 

(As of 4/28/18)

8 Weeks of Wellness

Anabolic Laboratories

Chirocenters Managment Corporation

ChiroHealthUSA

Foot Levelers

Gold Star Medical Business Services

Laser Biotech International Inc

Life University

NCMIC

Quartermaster Tax Management

The Family Practice

The Running Clinic

Victory Nutrition International

 

CEUs

 

Also a DC and need continuing education in VA, MD or Washington, DC? Earn up to a possible 17.5 hours maximum per attendee, including a maximum of 15.5 type 1, based on attendance verification.  Call the UVCA office to inquire about other states.

 

Additional fee is just $40 if a UVCA Supplier or DC Member; $65 if non-member; FREE if combination DC/Vendor Member.

 

Dress

 

Dress for this meeting and all related functions is business casual. Hotels are notorious for widely fluctuating temperatures. We strongly recommend layered dressing.

 

Convention Registration Cancellations

 

If written notification of cancellation is received at the VCA at least two weeks prior to convention start, payment will be refunded less a $75 processing fee.   No refunds or credits will be issued within two weeks of the program.

 

Questions or Needs?

 

Call the Unified VCA at 540-932-3100 or email us at admin@virginiachiropractic.org.

 

We look forward to seeing you at the Omni Homestead Resort!



 

Unified Virginia Chiropractic Association

PO Box 15, Afton, VA 22920

Phone: 540-932-3100     Fax: 540-932-3101

E-mail: admin@virginiachiropractic.org

www.virginiachiropractic.org

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