Annual Conference Exhibitor Information

On this page, you’ll find all the information you will need for your presence at our Annual Conference. If you still have questions after carefully reading each section, please contact Nicole Toombs.

Table of Contents

Contact Information

Nicole Toombs, SOMSA Vendor Chair: (402) 317-5657 or sponsors@somsa.org
Linden Mueller, SOMSA Executive Director: (417) 319-1130 or sponsors@somsa.org

Deadlines

1. March 10: Program ad due to Linden; see Conference Program Ad Sizes below
2. March 15: Complete the Sponsor Info Survey to let SOMSA know important information about your attendance at the conference (name tags, electricity request, Sunday night RSVP, vendor drawing participation)

Important Documents

The following documents contain important information!

PDF File Listing

1. 1. Sponsorship Prospectus: see page 5 for shipping material to venue info

Tentative Schedule

Times subject to change, although we do not expect them to change by much.

Sunday vendor set up is from 2-4 PM, vendor champagne reception from 6 to 6:30 PM, and welcome reception will follow from 6:30 to 8 PM
Monday sessions are 8 AM to 2:30 PM, with Monday evening social event
Tuesday sessions are 8 AM to 4 PM, vendor drawing at around 11 AM and tear down completed by 4 PM after 2:30 to 3 PM break with Tuesday night on your own
Wednesday sessions are 8 AM to 12 PM,

**Vendor tear down will be after the PM break/ on Tuesday

Conference Program Due Date & Ad Sizes

Please email your ad for the conference program to linden@somsa.org by March 10. Ads should be submitted in PDF format, 300 dpi, and 4C color profile. For any questions about ad properties, please call Linden Mueller (see Contact Information section).

^*Dimensions include full bleed, but please consider document margins while designing: Inside (left): 1”; Outside (right), Top, and Bottom: 0.375”

Exhibit Booth Setup/Tear Down

Set-up will be Sunday, April 23, from 2:00-4:00 PM. We invite you to join us at the vendor champagne reception at 5:00 PM. There will be a networking reception from 6:00-8:00 PM. If you require late set-up, please notify Nicole Toombs as soon as possible. See Contact Information section above. Times subject to change.

Table(s), chairs, and skirting are included. We recommend that you have an exhibit booth display. The display must fit within your assigned space and cannot block access to other sponsor tables, exits, or foot traffic. SOMSA, in conjunction with the hotel, will determine booth and table placement.

Tear down will be Tuesday, April 25, after the PM break. If you require early tear down, please notify Nicole Toombs. See Contact Information section above.

Electricity, Audio, Visual

Sponsors are responsible for electricity, internet connectivity, extension cords, AV and other exhibit supplies and services. To make arrangements at sponsor expense, please contact the Event Manager at the Marriott. Please also let Nicole Toombs know your electricity requests so we can assign booth locations accordingly. Download the [Exhibitor Info file | waiting to receive from the venue] for the order form.

Mailing Exhibit Materials & Supplies

Relevant documents: [Exhibitor Info file | waiting to receive from the venue]

Advance ship conference materials to the hotel and retain your tracking number. Upon arrival, your materials will be delivered to your booth, if you’ve properly labeled them (see below).

Packages may be delivered to the hotel up to three (3) business days prior to the event. If you are expecting more than ten (10) packages or any pallets, please coordinate your delivery with The UPS Store (see relevant document linked to above, pages 5 to 8). To ensure your materials are stored and delivered properly, please address packages as follows:

Miami Marriott Biscayne Bay
c/o Recipient’s Name
Recipient’s phone number
SOMSA Conference 4/23-26/23
1633 N. Bayshore Dr.
Miami, FL 33152
Phone: 305.374.3900
# of Boxes (i.e. 1 of 2, 2 of 2, etc.)

If you have any further questions regarding shipping and receiving, please contact [[x]].

Vendor Drawing

We have scheduled time for vendors to announce winners of their drawings at the end of general sessions on Tuesday. If you wish to participate, please let Nicole Toombs know by April 1. See Contact Information section above.

Elevator Pitch

On Monday, we’ve set aside time for all vendors to present a 60-second elevator pitch to our attendees. Please prepare a quick, succinct summary of your goods or services that will entice our attendees to visit your booth. We’ve got a tight agenda, so please prepare this in advance and plan on sticking to the 60-second time limit.

Meals

Each attending sponsor must have a meal plan, and at least one is included in your sponsorship level (visit Sponsorship Opportunities for included meals). For additional meal plans in excess of those included with the sponsorship level, please contact Linden in the SOMSA office or purchase additional name badges here. See Contact Information section above.

Other Expenses

Sponsors are responsible for any and all expenses incurred, including travel, lodging, transportation, meals, setup, clean up, etc. Booth spaces should be cleaned upon departure.