Exhibitor FAQ

Renaissance Phoenix Glendale Hotel & Spa®
9495 W. Coyotes Blvd
Glendale, AZ 85305
United States
Hotel Website

VHMA Group Rate: $209 single/double+++
The group rate is available three (3) days pre/post event.

Call for Reservations: 800-931-1595 or 623-937-3700
Click for Online Reservations

Please be sure to mention that you are attending the VHMA 2023 Annual Meeting and Conference to secure the group rate. The group's discounted block of rooms is available Wednesday through Friday night. You can book beyond those nights, but the group rate is not guaranteed. It is based on space and rate available.

Reservations Deadline: Friday, September 1, 2023 (or until the group block has sold)

• The rate is per room, per night for a standard room. Rate is subject to applicable taxes in effect at the time of check-in.
• On-site parking is available at the Hotel. For hotel guests, the current daily rate for self-park is $20, for valet parking is $25 (in/out privileges), inclusive of applicable taxes. For non-hotel guests, hourly self-park is $5 for the first half hour, $10 each half hour thereafter, with a maximum charge of $20 per day. Parking rates are subject to change.

• All reservations must be accompanied by a first-night room deposit or guaranteed with a major credit card.
• Cancellations must be received by 48 hours (2 days) prior to the scheduled arrival date to avoid a cancellation fee or no-show fee (fee equal to one night’s room and tax).
• Complimentary Wi-Fi is available in guest rooms and throughout the meeting space.
• Check-in time is 4:00 p.m. and check-out time is 11:00 a.m.

Alliance Exposition representatives will be on hand during the entire show for any needs you may have. VHMA staff will be available throughout the show at the event registration table to assist as well.

Login instructions for the online Service Kit will be emailed directly from Alliance-Exposition.com in June.

Alliance Exposition provides all exhibitor services, including:

• furniture rental
• labor
• cleaning
• material handling services
• audio visual equipment
• Electrical
• Internet services

ADVANCE SHIPMENT RECEIVING
Monday, August 21
First day warehouse will begin receiving advanced shipments without surcharges.

ADVANCE ORDER DISCOUNT DEADLINE
Wednesday, August 23
All orders must be received with payment in full by this date to receive discounted pricing.

ADVANCE ORDER DEADLINE - CUSTOM GRAPHICS & CUSTOM TABLE THROWS
Wednesday, August 30
All orders must be received with payment in full by this date to guarantee production of the order for the show. These items will not be available to order after the deadline date.

ADVANCE SHIPMENT DEADLINE
Wednesday, September 13
Last day for advance shipments to arrive at warehouse without surcharges.

 

Complete details are available in the Exhibitor Kit.

ADVANCE SHIPMENTS (by Wednesday, September 13)
Exhibiting Company Name/Booth #
2023 VHMA Annual Meeting & Conference
c/o Alliance Exposition / ABF / ArcBest Freight
5215 West Lower Buckeye Rd
Phoenix, AZ 85043

OUTBOUND PICK UP ADDRESS
Exhibiting Company Name/Booth #
2023 VHMA Annual Meeting & Conference
c/o Alliance Exposition
Renaissance Phoenix Glendale Hotel & Spa
Solana Ballroom
9495 West Coyotes Blvd
Glendale, AZ 85305

NOTE: Any shipments sent directly to the hotel will be required to be handled by Alliance and the prevailing warehouse material handling rate plus a 20% minimum surcharge will be added to all direct shipments.

• 8’ x 8’ exhibit space
• one 6’ draped table included
• two chairs included
• waste basket included
• Tabletop displays and smaller “pop-up” displays are recommended

Each exhibit booth is eligible for up to two (2) complimentary exhibitor badges (exception: Presenting sponsors are eligible for three (3) badges).

Additional badges may be purchased for $350 through the exhibitor personnel online registration form which was emailed in June. You also purchase onsite at VHMA conference registration desk (see Lori Lang).

Pre-ordered badges are included in packet at assigned exhibit table onsite.

You cannot upload files for attendees to download in the exhibitor portal.
However, you will be able to upload files to your exhibitor profile in the mobile app.

Exhibitor personnel will receive an email invitation to download the event app at least two weeks prior to the conference.

Exhibitor representatives that were registered in advance (online registration coming soon) will receive an email invitation to download the event app two weeks prior to the conference and will have access to their exhibitor profile.

Yes

Yes, and a continuing education certificate form can be picked up at the conference registration table.

Yes, breakfast and lunch are included with your badge.

Wednesday, September 20, 2023
12:00 p.m. - 9:00 p.m. EXHIBIT SETUP

Thursday, September 21, 2023
6:00 a.m. - 7:00 a.m. EXHIBIT SETUP

Friday, September 22, 2023
2:00 p.m. - 4:30 p.m. EXHIBIT BREAKDOWN
3:30 p.m.  CARRIER CHECK-IN DEADLINE
4:30 p.m.  OUTBOUND SHIPPING AGREEMENT & RE-ROUTE DEADLINE

Thursday, September 21, 2023
7:00 a.m. - 8:00 a.m. Breakfast with Exhibitors
10:15 a.m. - 10:45 a.m. Marketplace Break with Exhibitors
12:15 p.m. - 1:30 p.m. Lunch with Exhibitors
3:00 p.m. - 3:45 p.m. Networking Break with Exhibitors
3:45 p.m. Exhibit Hall Closes for the Day

Friday, September 22, 2023
7:00 a.m. - 8:00 a.m. Breakfast with Exhibitors
9:00 a.m. – 9:15 a.m. Marketplace Break with Exhibitors
10:15 a.m. - 11:00 a.m. Marketplace Break with Exhibitors
12:30 p.m. - 1:45 p.m. Lunch with Exhibitors

If your booth was purchased with Lead retrieval, it will be available through the VHMA conference app which will launch for exhibitors in August.  Click the link for instructions on how to use your lead retrieval (pdf).

 

Yes, please email kelli@vhma.org. The payment you've made on your booth will be credited towards the cost of sponsorship.