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EXHIBITOR RESOURCES AND TOOLS

Thank you for participating as an Exhibitor at WOCNext® 2023, June 4-6, 2023 in Las Vegas, Nevada! 


Affiliate Meeting Request

Click here to submit a request for an Affiliate Meeting Space. 


Exhibitor Booth Diagrams (for 20x20 nsf & greater)

Before designing your booth, review the Rules document for specific references to accepted design and practice for your booth and your hanging signage (e.g, required minimum “see-through” value of 40% for all island booths).

For all exhibitors with booths of 400 square feet (20x20) or greater, scaled drawings (front view, elevation, and top) must be submitted to Exhibit Management no later than April 26, 2023, for review and approval: cbrown@wocn.org, phone 856-642-4401. End cap booths are not permitted. Click here to download the WOCNext 2023 Exhibit Booth Drawings, Design, and Set Up document.


Exhibitor Certificate of Insurance (for All Exhibitors - Due Monday, May 1, 2023)

By Monday, May 1, 2023: All Exhibitors must provide Exhibit Management with a current document called “Certificate of Insurance (COI)”. Why? General liability should protect your company, employees, and volunteers, should a claim arise against your company for an incident occurring at your booth causing 3rd party bodily injury or property damage.

Also protects exhibitors who do not have Commercial General Liability Insurance or who do not want to use their own insurance. Protects foreign exhibitors whose insurance will not pay claims brought in U.S. courts.

Booth setup cannot begin without your company’s COI on file. Contact your insurance representative to secure your COI document.

UPLOAD YOUR COMPANY COI


WOCN Society requires all Exhibitors to provide evidence of carrying Commercial General Liability Insurance with limits of at least $1,000,000 per occurrence, $2,000,000 aggregate. WOCN Society shall be named as Additional Insured. This Insurance must be in force during the lease dates of the event, June 1-8, 2023.

The WOCN® Society does not endorse any insurance company. WOCN Society does not earn compensation as a result of the relationship with the following suggested source: Buttine Underwriters Purchasing Group, LLC, Kendra Reilly Monahan, Phone 212-867-3642 or kmonahan@risk-strategies.com.

EXHIBITOR COI APPLICATION FROM BUTINE


IF YOU HAVE YOUR OWN INSURANCE:
Certificate Holder:
WOCN Society, 1120 Rt 73, Ste 200, Mount Laurel, NJ 08054, www.wocn.org, Phone 888-224-9626


IAEE Guidelines for Display Rules and Regulations

Click here to download the IAEE Guidelines for Display Rules and Regulations.


HCEA Guidelines for US Healthcare Conversations

Click here to download the HCEA Guidelines for US Healthcare Conversations


WOCNext 2023 Exhibiting Rules

Click here to download the WOCNext 2023 Exhibiting Rules


WOCN Society Trademark

Click here to read the WOCN Society blog post on the Proper Use of the WOCN Acronym and WOCNCB Credentials.

Thank you for participating as an exhibitor in WOCNext 2023, June 4-7, 2023 in Las Vegas, Nevada. This exhibit program begins Friday, June 2, 2023 (for “targets”) and Saturday, June 3 for exhibitor set up and ends Tuesday, June 6, 2023 (last day of exhibiting and dismantling).

Register your booth personnel online and avoid waiting in line at WOCNext's Registration Desk. Enter booth staff names and make changes. Your company booth staff badges are available onsite at the Registration Desk.

NOTE: All booth staff must obtain and display badges through this portal during set up, Exhibit Hall open days/hours, and dismantle times. Wristbands are provided for “EAC” or “I&D” set up dismantle representatives. Each exhibiting company is entitled to two (2) complimentary badges per 10x10 space ($250 value). Additional booth staff badges are $125 each, payable during the badge-creating process.

Exhibitors are welcome to attend educational sessions with the understanding of giving priority to attendees if demand for seating exceeds room capacity. Exhibitors who wish to attend educational sessions and earn contact hours must register as an attendee.

For non-profit and WOCN Society Regions and Affiliates, all booth staff must either be registered as an attendee or obtain an Exhibitor ribbon. Contact Chris Brown at cbrown@wocn.org for further instructions.

More information coming soon!


Registration Days/Hours - Tentative

  Saturday, June 3, 2023   12:00 PM - 6:30 PM
  Sunday, June 4, 2023    8:00 AM - 5:00 PM
  Monday, June 5, 2023    8:00 AM - 5:00 PM
  Tuesday, June 6, 2023    8:00 AM - 5:00 PM
  Wednesday, June 7, 2023    8:00 AM - 12:30 PM
 

For exhibitor badge registration questions, contact Julianna King Williams at jking@wocn.org.

For questions regarding general event registration, contact the WOCN Society at 888-224-9626 or info@wocn.org.

Event Schedule

Friday, June 2, 2023: 8:00 AM – 4:00 PM – Target Deliveries

Saturday, June 3, 2023: 8:00 PM - 4:00 PM - General Exhibitor Move-In

Sunday, June 4, 2023, 8:00 AM – 2:00 PM – Exhibit Booth Set Up
Please note: All crates will be removed from the show floor by 12:30 PM to allow cleaning of the aisles, prior to the show open

Sunday, June 4, 2023, 4:15 PM - 6:15 PM – Opening Reception with Attendees/Exhibitors in Exhibit Hall 

Monday, June 5, 2023. 11:25 AM - 2:25 PM – Lunch with Attendees/Exhibitors in Exhibit Hall / Exhibit Hall Open

Tuesday, June 6, 2023, 12:05 PM - 2:35 PM – Lunch with Attendees/Exhibitors in Exhibit Hall / Exhibit Hall Open

Tuesday, June 6, 2023, 2:35 PM -10:00 PM – Complete Dismantle of All Booths

Wednesday, June 7, 2023, 8:00 AM – 12:00 Noon – Freight shipping


Important Event Dates

Abstract Submissions Open:
Tuesday, September 6, 2023 - Tuesday, November 1, 2022, at 11:00 AM ET 

Promotion:

Wednesday, October 19, 2022 - Interactive Online Final Program (digital / print), WOCNow (digital), and WOCNext News (digital) advertisers – last day to secure 2022 premium advertisement positions during 2023
Wednesday, April 5, 2023 – Draft Exhibitor Directory created with MyConnect promotional data
Wednesday, April 5, 2023 – Final Program Reservations Due
Wednesday, April 12, 2023 – Final Program advertising files and payment in full due
Wednesday, April 12, 2023 - Final day for exhibitors to amend MyConnect promotional information

Booth Payments:
Within pricing, $500 non-refundable deposit.
Monday, October 3, 2022 - 50% of the remaining balance due
Sunday, January 15, 2023 - Remainder of balance due
To view your account / make a payment, click here to access "MyAccount" and enter your company password.

MyConnect:
Wednesday, April 19, 2023 - MyConnect Opens
Friday, June 30, 2023 - MyConnect Closes

Other Important Dates:
Monday, April 24, 2023 – Booth diagrams due (20x20 or greater)
Monday, April 24, 2023 - 10+ Hotel Rooms - final day to provide names
Monday, May 1, 2023 - Certificate of Insurance due (all exhibitors)
Wednesday, May 17, 2023 – Orders due to Encore for Audio Visual Equipment, Banner Hanging, Booth Layout, Lighting Services, Internet, and Electrical Service
Wednesday, May 17, 2023 – Free Pre-registered Attendee Data File. Click here to express interest in obtaining email and mailing addresses
Friday, May 19, 2023 – Final day to reserve hotel rooms at the special group rates

Reservations Coming in January

Join us at one of the three event hotels conveniently located next to the BRAND NEW CAESARS FORUM. These hotels offer varying price points and amenities and are all placed along the LINQ Promenade, a Caesars Entertainment's shopping, dining, and entertainment district. 


The Linq Hotel & Casino

Image: The Linq Hotel & Casino

Friday and Saturday Rates - $195* + tax
Sunday through Thursday Rates - $125* + tax

Flamingo Las Vegas

IMAGE: Flamingo Las Vegas 

Friday and Saturday Rates - $175* + tax
Sunday through Thursday Rates - $99* + tax

Harrah's Las Vegas

IMAGE: Harrah's Las Vegas

  Friday and Saturday Rates - $219* + tax

Sunday through Thursday Rates - $179* + tax

 

*The above rates are per guestroom, per night, single or double occupancy. Rates are subject to applicable resort fees and governmental room taxes.


EXHIBITOR HOUSING KEY DATES / DEADLINES:

  • Monday, April 24, 2023 - For 10+ hotel room subblocks, final day to update Passkey with occupant names/rooming list. Exhibiting company's obligation is based on achieving 75% of room nights secured as of April 24. Should less than 75% be realized, exhibitor is invoiced post-event for actual pick-up of less than 75%.
  • Friday, May 19, 2023 - Final day to reserve hotel rooms at the special group rates. Hotel rooms and rates after May 19 are subject to availability. Changes and cancellations are subject to availability.


It is certainly your choice as to where you want to stay during the event, but please understand that WOCNext® has contractual obligations that we must honor, and we must do all we can to assure that there are no negative financial implications to WOCNext and the membership. By not staying in a “host” hotel you miss out on the camaraderie of fellow event attendees inside and outside of scheduled activities. Please factor in the cost to commute to and from the event if you stay outside of the WOCNext block. 

WOCN Society Corporate Membership

Click here to view WOCN Corporate Membership Options/Benefits and Application
Click here
to view the current WOCN Society Corporate Members 


Marketing / Advertising Information

WOCN Society Prospectus
WOCNext 2023 Prospectus
WOCNext Support & Marketing Opportunities
Tote Bag Insert
 - Deadline to Confirm Participation: Monday, April 17, 2023. Materials Due: Monday, May 8, 2023


MyConnect

Increase Sales Lead Counts via MyConnect Enhancements
How does MyConnect Work? Click here for Exhibitor and Attendee Features
Interactive Exhibit Hall Floor Plan - (coming soon)
Promotional Galleries to Attendees - (coming soon)

More information coming soon

More information coming soon

Exhibit Management sends e-mail messages to each booth's primary contact from the following approved vendors.

Add these to your safe-sender list:

Exhibit & Meeting Management & Support:

cbrown@ahint.com, cbrown@wocn.org, bpassy@ahint.com, bpassy@wocn.org, jking@wocn.org, kpetty@wocn.org & info@wocn.org


Attendee Promotion

"MyConnect" (exhibitor-attendee engagement via a2z Inc./Personify):
events@communication.a2zdigitalmedia.tech


Booth Furnishings:

Shepard Exposition Services:
showmail@shepardes.com, orders@shepardes.com, logistics@shepardes.com & exhibits@shepardes.com


Badges:

Convention Data Services:
eventnotice@xpressreg.net, xpressleadpro@cdsreg.com, xpressleadpro@cdsreg.net & support@cdsreg.com

Exhibitor agrees to ship and store their material at their own risk and expenses.
Arrangements have been made with the Official Service Contractor, also known as "Decorator" to receive and store all shipments for this event up to 30 days prior to exhibitor move-in and to deliver all shipments to the appropriate booths on set-up days. All shipments must be labeled and cosigned, including company name and booth number. Shipments must have all transportation charges PREPAID (shipments sent collect will not be accepted). Shipping labels - See Exhibitor Service Kit, above.

Exclusive Provider for Shipments

Shepard Exposition Services:
orders@shepardes.com
Phone: (404)-720-8600


Advance Warehouse Shipping Address:

Exhibiting Co. Name & Booth Number
WOCNext® 2023
5845 Wynn Road, Suites A,B,C,D
Las Vegas, NV 89118


Delivery Hours:

Monday - Friday, 8:00 AM - 4:00 PM, Drivers must be checked in by 2 PM for delivery.
Additional surcharges apply PRIOR to May 5, 2023, and AFTER May 26, 2023.
Please note! The warehouse is closed on Monday, May 29th, 2023 for the holiday. No shipments will be accepted.


On-Site Shipping Address:

c/o Shepard Exposition Services
Exhibiting Co. Name & Booth Number
WOCNext® 2023, Caesars Forum, Summit Ballroom, Ground Level 1,
3911 Koval Lane, Las Vegas, NV 89109
Must not be delivered prior to Saturday, June 3, 2023, at 8:00 AM

AIRPORT

Harry Reid International Airport (LAS)
5757 Wayne Newton Blvd, Las Vegas, NV 89119
harryreidairport.com

The Harry Reid International Airport is approximately 10 minutes away from the Caesars Forum Convention Center


EVENT LOCATION

BRAND NEW EVENT VENUE!

Caesars Forum
3911 S Koval Ln, Las Vegas, NV 89109
caesarsforum.com


TAXI / SHUTTLE SERVICES

Both Taxi and Shuttle services are available outside of Terminals 1 and 3. Airport personnel are available to help queue the lines and provide assistance as needed. Visit the Ground Transportation page of the LAS Airport website for a list of taxi companies and shuttle service providers.


GETTING AROUND TOWN 

The Las Vegas Monorail lets riders can conveniently navigate the Las Vegas Strip in less than 15 minutes at speeds of up to 50 mph. The 3.9-mile elevated system along the Las Vegas Strip operates trains that arrive every 4 to 8 minutes at each of the 7 stations. The Monorail offers mobile tickets and several fare types to suit travel needs, from a one-way trip to an unlimited-ride pass. Visit the Monorail website for more information and to buy tickets.

The Deuce is Las Vegas’ public transportation operated by the Regional Transportation Commission. While the bus runs throughout the destination, there are two routes you can specifically take for the Strip and downtown. Deuce on the Strip will stop at just about every resort on the Strip, while DVX runs partially through downtown and Fremont Street. The Downtown Loop is a free shuttle that brings visitors to the exciting scene in Downtown Las Vegas, including the Arts District and Fremont Street Experience.


PARKING AT CAESARS HOTEL PROPERTIES

Parking at Caesars Las Vegas properties is free for Caesars Rewards members at the Diamond, Platinum and Seven Stars levels. Select Caesars Entertainment hotels charge for self-parking ($18/day) and valet parking (varies by hotel). Please visit the parking guide for details by property.


TRAVEL INSURANCE

A travel insurance policy to cover theft, loss and medical problems is recommended. WOCN Society will not be liable for illness, accidents or thefts suffered by participants or accompanying persons during WOCNext 2023 or their stay in Las Vegas before or after the event.


Questions?

Chris Brown, Director of Exhibits and Advertising
Email: cbrown@wocn.org
Phone: 856-642-4401