Exhibitor Info


The Virginia Health Information Management Association (VHIMA) is pleased to invite you to exhibit during our 68th Annual State Convention. The convention is being held at the Hilton Richmond Hotel & Spa/Short Pump in Richmond, VA.

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. You will notice that this year, VHIMA is offering the option to have your booth set up in the main session room with the attendees, OR in the hallway so your conversations will not interrupt the meeting.  By popular request, VHIMA is offering four 10-minute slots (first come, first serve) to present your most popular products to the entire membership. A fee of $100.00 will apply for presentation slots.  We have also added semi-private meeting areas that can be purchased, on the first day ONLY, for $100.00 to conduct special meetings with your clients. 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 2019 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].

Kim Spencer
2019 Vendor Chairperson

Exhibit Information

Registration Fee: $700

Save $100 off a booth when you register before February 28, 2019.

Registration fee includes:

Tuesday, May 14 - 7:30 AM - 9:00 PM

Wednesday, May 14 - 7:00 AM - 8:15 AM

Booth Set-up
Wednesday, May 15 - 7:30 AM - 5:00 PMExhibit Hall Hours
Wednesday, May 15 - 5:00 PMBooth take-down

Shipping Materials


The Hilton Richmond Hotel & Spa/Short Pump will offer complimentary storage and handling for up to ten (10) packages, arriving no earlier than three (3) days prior to the function. A $5.00 per box handling and storage fee will be charged for any additional incoming boxes.

There will a charge of $125.00 per pallet. Please note the hotel does not have a pallet jack. The hotel will not accept any items on a pallet without proper notification.

The Hilton Richmond Hotel & Spa/Short Pump will assist with outgoing packages. Clients should provide shipping numbers for UPS and/or FedEx to their event manager.

Due to the volume of packages handled, please notify our Catering Department prior to all deliveries. All packages are to be delivered to:

Hilton Richmond Hotel & Spa/Short Pump
Attn: Event Management Department
12042 West Broad Street
Richmond, VA 23233
HOLD FOR: Virginia Health Information Management Association
Date of Meeting /Total Number of Boxes (i.e. 1 of 4)

Trisha Henry
Director of Conference Planning
[email protected]


Technical/Electrical Requests

Click here for the Exhibit Booth AB Request Form


Sponsorship Opportunities

Platinum Sponsor – $1250.00



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

Semi-Private Meeting Area – $100

Gold Sponsor – $1000.00



One 10-minute slot to present your company and products to the attendees – $100
Semi-Private Meeting Area – $100

Silver Sponsor – $850.00



One 10-minute slot to present your company and products to the attendees – $100
Semi-Private Meeting Area – $100

Additional Sponsorship Opportunities

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 April 30, 2019.

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 April 30, 2019.

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 April 30, 2019, 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 closed. Onsite registration will NOT be available.