Vendor Registration for Cox Air Care Conference

You should have received an invite if you are viewing this private page. This page will be used to register and outline specifics for the conference.

Conference Date and Time: Wednesday, March 26th, 2025, 7:00 am -4:15 pm

Convention Site Address and phone number: Hilton Garden Inn, 4155 South Nature Center Way, Springfield, MO 65804, 417-875-8800.

Exhibit Hall Date and Hours: Wednesday, March 26th, 2025, 7:00 AM – 3:00PM

Visibility: Exhibits will be placed between the educational room and area of food service. This is a high traffic area for registrants and speakers.

Exhibit Set-Up: To Be Determined

Exhibit Tear Down: Wednesday, March 26th, 2025, 3:00-4:00 PM

You may visit our conference webpage for more information:

Booth Rates: Display locations will be determined by the level of vendor support.

Platinum: $1000 Prime display location, first booths upon entrance to registration and conference area. Electricity included. Two complimentary conference registrations with lunch included.

Gold: $800 Secondary placement within vendor area, with optimal visibility. Two complimentary conference registration with lunch included.

Silver: $600 Further down vendor hallway, based on when payment and registration received. One complimentary conference registration with lunch included. If more than one person, must purchase an extra meal ticket.

Bronze: $400 One complimentary conference registration with lunch included. If more than one person, must purchase an extra meal ticket.

Non-Profit: $50 Evidence of 501 (c) (3) status must be provided. One complimentary lunch included. Must register for conference to receive contact hours. If more than one person, must purchase an extra meal ticket.

CoxHealth Department: Fee Waived: One lunch provided; however, registration required if attending conference. If more than one person, must purchase an extra meal ticket.

Included: 6 to 8 foot table, Chair(s), Wastebasket

Cancellation Policy: Cancellations made in writing 7 days prior to the start of the conference will receive a full refund. No refunds will be issued for cancellations made on or after March 19, 2025.

Booth Operation and Guidelines: Vendors not set up by the deadline will forfeit their booth space with no refund, unless prior arrangements have been made.

Paid vendor exhibits MUST be manned during ALL open exhibit hours. It is at the discretion of the vendor whether or not to leave merchandise and/or materials on display during off hours; however, no cash, credit card information, expensive equipment or other valuables should be left unattended at any time. A vendor badge must be worn at all times and no one will be admitted to the exhibit area during off hours without conference personnel or hotel security. Conference hosts assume no responsibility for lost, stolen or damaged goods or materials.

Booths must be torn down by the deadline without exception (teardown period is 3:00-4:00 pm)

Vendors are required to clean up their booth space including empty boxes; additional fees will be imposed if extra clean-up is required.

In instances where shipping items to the exhibition hall is necessary, vendors are required to pay all related shipping and handling costs. Please advise the Catering Office of your intent to ship packages, the number of packages to be shipped and the day they are anticipated to arrive. Handling fees will be assessed by the Hotel for accepting and storing packages. Consult Catering Sales Manager for applicable charges. The following information must be included on all packages to ensure proper delivery: (1) Group Name; (2) Date of Function; (3) Catering Sales Manager Name. Items may be sent for delivery no sooner than 48 hours prior to Tuesday check-in.

Any medications to be displayed by a vendor must be an approved formulary Medic*tion for CoxHealth.

Tentative built in vendor times:

7:00am-7:25am Registration/Breakfast/VENDORS

9:30am-9:45am Break/VENDORS

11:45am-12:45pm Lunch/VENDORS

2:15pm-2:30pm Break/VENDORS

Agenda will be sent upon completion

Vendor Coordinator: Contact Amy Jackson @ [email protected]

Thank you for your interest in joining us at the Cox Air Care Conference!

Host or Publisher Medical Staff Services