2014 Annual Meeting & Conference Exhibits
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9/17/2014 to 9/20/2014
When: 9/17/2014
Where: Hyatt Regency St. Louis at the Arch
315 Chestnut Street
St. Louis, MO  63102
United States

Online registration is closed.
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COST: The cost to exhibit is $775 (U.S. funds). Contact the office for non-profit booth rates.

Each 8’ x 8’ exhibit booth will be supplied with one 6’ draped table and two chairs. Tabletop displays and smaller “pop-up” displays are recommended. The Regency Ballroom DEF where the exhibits will be displayed is carpeted and will be secured. 

Additional services may be ordered:
Electrical service may be ordered for a $120 fee.
An extra table may be ordered for an additional $100 fee.
Internet access will be available in the ballroom for $250. 

Booth assignments will be made by the VHMA staff just prior to the scheduled exhibit setup time. If you have special requirements regarding your exhibit space, please contact Christine Shupe at the VHMA Office.

Each exhibiting company will receive two (2) complimentary representative badges. Additional badges may be purchased for $95.


Wednesday, September 17, 2014
4:00 p.m. - 8:00 p.m. EXHIBIT SETUP - Regency Ballroom DEF*
*If you are picking up shipments from the FedEx Business Center be sure to do that before 6:00 pm. All shipments to the hotel go to the FedEx Business Center.

Thursday, September 18, 2014
6:00 a.m. - 7:30 a.m. EXHIBIT SETUP - Regency Ballroom DEF
7:30 a.m. - 8:30 a.m. Continental Breakfast with Exhibitors - Regency Ballroom DEF
12:00 p.m. - 2:00 p.m. Lunch with Exhibitors - Regency Ballroom DEF

Friday, September 19, 2014
7:30 a.m. - 8:30 a.m. Continental Breakfast with Exhibitors - Regency Ballroom DEF
12:00 p.m. - 2:00 p.m. Lunch with Exhibitors  - Regency Ballroom DEF
2:00 p.m. - 4:00 p.m. EXHIBIT BREAKDOWN - Regency Ballroom DEF

Boxes and palettes will be received by the hotel two (2) days prior to the start of the event. Due to limited storage space on property.

All shipments are delivered to the FedEx Business Center. Inbound/Outbound handling fees applicable. Delivery fees apply for shipments delivered beyond the business center. Packages that exceed either 75 inches in length or a total of 180 incues in length and girth (3 ft square box) will be charged an additional $25/day. The length and girth of a package is length plus (two times the height) plus (two times the width).

Click for the FedEx Business Center Shipping Instructions and package handling fees.

Label your boxes to the attention of the person who will be staffing your booth. DO NOT ship them to the attention of the VHMA. You must REFERENCE the exhibit company name and the 2014 VHMA Annual Meeting and Conference as listed below. It is helpful to use LARGE, BRIGHT LABELS indicating how many boxes are in your shipment (e.g., Box 1 of 4, Box 2 of 4, etc.).

Your shipping label should read:

Hyatt Regency St. Louis at The Arch
2014 VHMA ANNUAL MEETING AND CONFERENCE, September 17-20, 2014
Hold For Guest: Exhibitor Representative and Exhibitor Representative cell phone #
Exhibitor Company Name, Regency Ballroom DEF
315 Chestnut Street
St. Louis, MO 63102   
Box(es)____ of ____ (multiple boxes MUST be numbered)
You must bring your own shipping labels and account number for return shipping charges if you are not using the FedEx Business Center for return shipment. The hotel will handle taking your parcel(s) to shipping/receiving for pick up.

FedEx Business Center Hours:
Monday through Friday: 8:00 am to 6:00 pm
Saturday: 9:00 am to 3:00 pm

Hyatt Regency St. Louis at the Arch
315 Chestnut Street
St. Louis, MO 63102

For Hotel Reservations: (888) 421-1442 or (402) 592-6464 or click for online reservations

VHMA Group Rate:  $162 single/double++

Link to hotel details.


A sure way to get attendees to visit each exhibit booth is the opportunity to win money. VHMA will be holding an exhibitor raffle in which we will raffle off a $100 American Express Gift Certificate. Each attendee will be given an Exhibitor Raffle Form which needs to be signed by a representative of each registered exhibitor attending. Upon submitting a completed Exhibitor Raffle Form, the attendee will be given a raffle ticket. On the last day of the event a winning raffle ticket will be drawn and the gift certificate awarded.

We will be giving away door prizes to attendees during the lunch breaks both Thursday and Friday. If you would like to donate a door prize please see Christine at the conference registration table on site.

If you have any questions or need assistance prior to the show, please contact Christine Shupe at the VHMA Office by phone at 518/433-8911; by fax at 888/795-4520; by e-mail at christine@vhma.org; or by mail at PO Box 2280, Alachua, FL 32616-2280. If you need assistance anytime throughout the conference, Christine can be located at the conference registration table.

Register by August 1, 2014 to be included onsite event materials.

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