Exhibitor Info


The Virginia Health Information Management Association (VHIMA) is pleased to invite you to exhibit during our 67th Annual State Convention. The convention is being held at the Newport News Marriott City Center in Newport News, VA – May 16-17, 2018.

Exhibitor registration includes booth space as well as participation in all dining events and all social events sponsored by VHIMA. Opportunities for prize sponsorship and advertising are also available. See below for details.

VHIMA is a professional association representing more than 1700 health information management professionals who work throughout Virginia’s health care industry. These professionals represent multiple areas of health information management. This event will provide an excellent opportunity to contact new clients and build existing customer relations.

We are very excited about our 2018 State Convention and look forward to having you join us for the event. We realize time spent in the exhibit area is crucial to your business; therefore we have structured the exhibit area activities to provide maximum traffic flow and opportunity for contacts with your potential and current customers.

If there is any way I can help you prepare for exhibiting as a vendor, please contact me toll free at 855-559-4364 or [email protected].

I look forward to seeing you in Newport News, VA!

Kim Spencer
2018 Vendor Chairperson

Exhibit Information

Registration Fee: $700

Register before January 31st for a $100 discount on your booth space.

Registration fee includes:

Wednesday 7:00 AM - 9:00 AMBooth Set-up
Wednesday 9:?00 AM - 5:00 PMExhibit Hall Hours
Thursday 7:30 AM - 5:00 PMExhibit Hall Hours
Thursday 5:00 PMBooth take-down starts
The VHIMA board would like to ask that booths remain set up until 5:00 PM on Thursday.

Vendors will be set up in the conference area again in 2018.

Shipping Materials

All arrangements should be made directly with Newport News Marriott City Center, phone: 757-873-9299.

Technical/Electrical Requests

Free WiFi will be available in the vendor area, and electrical connections can be provided upon request and with payment to the Marriott.

Special arrangements (if required) should be made directly with Newport News Marriott City Center, phone: 757-873-9299.

Sponsorship Opportunities

Platinum Sponsor – $1250.00


Please contact VHIMA to receive your Customer Code for the free 2-day conference registration.

Gold Sponsor – $1000.00



Silver Sponsor – $850.00



We also have the following social event sponsorship opportunities:

President’s Reception (Wednesday evening)
Wednesday Breakfast
Wednesday Lunch
Wednesday Snack
Thursday Breakfast
Thursday Lunch
Thursday Snack

Advertising Opportunities

Take advantage of the opportunity to highlight your company by purchasing an advertisement to be included in the convention program.

Ads must be copy ready and submitted in electronic format. The electronic file can be either .tif or .pdf extensions. Keep in mind the programs will be printed in black and white and folded into a booklet.

Full page ad 7.5” X 4.75”) – $100.00
Half page ad (3.5” X 4.75”) – $50.00
Quarter page (3.5” X 2”) – $25.00

Ad Program Advertisements must be received prior to May 9, 2018.

Educational Sessions

If you wish to attend the educational sessions, you will need to register for the conference separately. Please visit the attendee registration page to learn more.

Silent Auction

This event has become a popular traditional event for convention attendees. Your support in prior years has been appreciated and we are looking forward to your donation to this Silent Auction. The donation may be presented in a basket arrangement wrapped in clear plastic or other suitable display container appropriate to the donated item.

The items you choose to offer to the Silent Auction are totally up to your own imagination and creativity. In the past we have received donations of artwork, vacation packages, food, books, craft and hobby items, wine, consulting and professional services.


Each Silent Auction donation will receive recognition in the conference program with the donor/sponsor’s name; a brief description of the item donated and estimated value. The Silent Auction items will be displayed throughout the convention in the exhibit hall. The last bids will be taken at the end of the last break each day. The winners will be announced at the end of the last session each day.

Please email a description of your Silent Auction entry to Sharon Boggio at [email protected] by May 9, 2018.

You may bring your silent auction donation during Vendor setup on Tuesday evening. Please keep in mind, if Sharon does not receive your description by May 9, 2018, it will not be published in the convention program.


All sponsorship purchases are final and non-refundable once payment is received.

Click here if you need to cancel your registration or provide a substitute.


Online registration has now closed. Onsite registration will NOT be available.