Frequently Asked Questions about MGMA13
Reserving and installing your booth
When can I purchase a booth for next year’s annual conference?
Appointment times for booth selection at the MGMA 2014 Annual Conference, Oct. 26-29, 2014, at the Las Vegas Convention Center, will be based on priority points. Exhibitors at the 2013 conference must be present in the Exhibitor Lounge during their scheduled appointment time to selected a both for the MGMA 2014 Annual Conference or will lose their place in points order. A 50% deposit is due on Oct. 9, 2013 to reserve an MGMA 2014 Annual Conference exhibit space.
Where can I find a booth contract online?
You can access the online booth contract here.
How tall can my booth be?
Standard inline booth maximum height is 8 feet. No signage or display features are permitted above this height. Booths must maintain line of sight for neighboring exhibitors. Display materials are restricted to a maximum height of 4 feet in the front 5 feet of the booth, and 8 feet in the rear 5 feet of the booth. If the booth configuration is an island of four booths or more, maximum height is 22 feet.
How is booth space assigned?
To reserve a space at the MGMA 2013 Annual Conference, complete the online application. Upon submitting you application, you will be redirected to reserve your booth location request. Booths are assigned on a first-come, first-served basis.
Early registration and on-site booth selection for the MGMA 2014 Annual Conference, Oct. 26-29, at the Las Vegas Convention Center, will be available for this year's exhibitors in the Exhibitor Lounge during their assigned appointment time (based on priority points earned).
Will I receive more detailed exhibitor information?
MGMA will email the link to the online Exhibitor Service Kit to the primary exhibit contact Thursday, June 13, 2013.
The online tool will include:
- A complete listing of the 2013 conference and facility rules and regulations
- Instructions for registering booth personnel
- Details on how to order labor, carpet, furniture and booth essentials
- Booth material handling and shipping specifics
- Details on cleaning and utilities
- Details on our lead retrieval system
- Exhibitor housing details, including block request for 10 rooms or more
- Tools and checklists for a successful exhibit experience
- Information about opportunities for addition show visibility included in your exhibit fee such as white papers and the option to invite clients to the conference.
MGMA has selected the following companies as approved suppliers:
- AVMG: Audiovisual and computer services
- Experient: Exhibitor housing, badge registration and lead retrieval
- Global Experience Specialists (GES): General service contractor and decorator
If you are contacted by a third party that is not one of these approved suppliers, please notify us at email@example.com or call toll-free, 877.275.6462, ext. 1328.
In and around your booth
What about product demonstrations?
Exhibitors may demonstrate their products and equipment and make informational presentations regarding the products or services in the booth. However, other attention-getting devices in the form of entertainment, animals as mascots or demonstrations of non-product items or services must be approved in advance, in writing, by MGMA at its sole discretion. Demonstrations must be conducted within the confines of your exhibit booth space so as not to attract large groups of people, thus crowding aisle space and blocking neighboring booths. Music and announcements associated with demonstrations’ noise levels may not exceed conversation level (60 decibels).
What if we want to host an event?
Social functions sponsored independently by exhibitors at the Annual Conference site during the MGMA 2013 Annual Conference to which attendees are invited must receive MGMA’s prior written approval. Exhibitor functions cannot conflict with scheduled conference education sessions or social events.
Can I distribute circulars and promotional material?
Distribution of material must be confined to the limits of exhibitor’s booth space. Delivery of informational and promotional materials using PDA, Bluetooth or other wireless technology is not allowed.
Can we provide food and beverages?
No food and/or beverage products, including but not limited to alcoholic beverages of any kind, may be prepared, served or distributed by exhibitors unless agreed upon and under contract with MGMA and the San Diego Convention Center.
At the conference
Where can I find exhibitor hotel reservation information?
Exhibitor housing details will be provided in the online Exhibitor Service Kit, sent by email to your company contact in early June 2013. For details on reserving a block of 10 rooms or more, please contact Meetings Assistant Leah Berman toll-free at 877.275.6562, ext. 1253, or firstname.lastname@example.org.
How and when do I register name badges for my onsite staff?
The badge request process is available online as part of the online Exhibitor Service Kit, available to main exhibit contacts by email in June 2013.
How do I reserve meeting space?
The meeting space request form is included in the online Exhibitor Service Kit that registered exhibitors will receive prior to the conference. Please be prepared to share specific details regarding your meeting/event, such as date, time, number of people and room set. Contact Meetings Assistant Leah Berman toll-free at 877.275.6562, ext. 1253, or email@example.com for additional information.
How do I use MGMA’s lead retrieval system?
We work with Experient as our official vendor for lead retrieval services. Details regarding the lead retrieval options can be found in the online Exhibitor Service Kit, which will be send by email, Thursday, June 13, 2013.
What if I need more than my allotted number of exhibit registrations?
If you would like to add any additional personnel to staff your booth, there is an additional fee. You’ll receive more information and deadlines in the online Exhibitor Service Kit, which will be send by email, Thursday, June 13, 2013.
What are the cancellation rules and policies
Any cancellation of the contract by the exhibitor requires that MGMA receive notification in writing on company letterhead as follows:
- Notice received between Jan. 1, 2013, and June 30, 2013, results in a 50% cancellation fee.
- For notice received after July 1, 2013, exhibitor shall not receive any refunds and will be responsible for the full booth fee.
For more detailed information on conference rules and regulations, policy questions and payment rules, please view the online Exhibitor Service Kit, sent by email to company contacts, Thursday, June 13, 2013.