Exhibit Resource Center

The Exhibit Resource Center will be updated throughout the year to help you prepare for the 2018 VASHRM State Conference. As always, feel free to email any questions to vashrmsponsor@gmail.com.

Need a W9 for your payment records? Download HERE

EXHIBIT DEADLINES

November 30, 2017 – Early Registration Deadline

CERTIFICATE OF LIABILITY INSURANCE

March 23, 2018 – Certificate of Liability Insurance due

BOOTH STAFF REGISTRATIONS

March 15, 2018 Booth Staff Registrations Due
We will request you provide us with the name name, title, phone and email for each booth staffer (up to 3, if needed). This information will be used for marketplace registration as well as conference app user licenses and profiles.

PRE-CONFERENCE ORIENTATION

March 15, 2018

EXHIBIT LOCATION

Grand Ballroom
The Omni Homestead Resort
7696 Sam Snead Hwy
Hot Springs, VA 24445
(540) 839-1766
thehomestead.com

EXHIBIT WI-FI

EXHIBIT DATES

April 22 – 24, 2018
**Exhibitor set-up will be on Sunday, April 22

Sunday, April 22
1:00pm – 5:00pm –Exhibitor Registration and Move-In
**All exhibits must be set by 5:00pm on Sunday, April 22
Sunday, April 22
6:00pm – 8:00pm – Sunday Night Gala: Marketplace Grand Opening

Monday, April 23
10:00am – 4:00pm – Marketplace Hours
8:00pm – 11:00pm – Monday Night Entertainment Event

Tuesday, April 24
10:00am – 4:00pm – Marketplace Hours
4:00pm   – 5:30pm – Disassemble and Move-Out

INCLUDED WITH MY BOOTH

The Perks of Renting a Booth:
Exclusive, non-conflicting Marketplace hours to meet with attendees
Networking opportunities including lunches, breaks, Sunday Night Gala Marketplace Grand Opening and Monday Night Entertainment Event
Complimentary WiFi Internet
Recognition on conference website & in onsite conference guide (Company Listed)
One time use of opt-in attendee list
Mobile app Marketplace Challenge Game QR Code
Feature your prize drawings in mobile app to help spread the word (Deadlines Apply)
Tickets for Sunday Night Gala Marketplace Grand Opening, Monday Breakfast, Lunch, Dinner, Monday Night Entertainment Event, Tuesday Breakfast & Lunch (Deadlines Apply) Up to three
Complimentary mobile app download and user license Up to three

All Booths Include:
One 7” x 28” sign with Company name
8’ draped backwall and 3’ draped sidewall
One skirted 2’ x 6’ table, two chairs, and one wastebasket
One 125V/15A Drop
Booth staff registrations – access to the Marketplace only (Deadlines Apply) Up to three
One onsite Conference Guide
Complimentary Exhibit Training Webcast
24-hour security

WHERE IS MY BOOTH LOCATED

VIEW HERE

AIR & GROUND TRANSPORTATION and OTHER AREA ACCOMMODATIONS:

Roanoke Regional Airport is the closest airport to The Homestead.

Note, the following details:

  • Advance Reservations – All ground transportation can be arranged in advance by calling 800-838-1766 prompt 3. We request a working travel manifest two weeks prior to arrival.
  • Cancellation – Ground transportation arrangements must be cancelled 48 hours prior to arrival.

Roanoke Regional Airport – Located 60 miles or 75 minutes from The Homestead.
For specific flight information, call (540) 362-1999 or go to http://www.roanokeairport.com to access their flight guide.
Car rentals available.
Ground Transportation: Sedan (1-3 guests) – $175.00 each way. Van (4-8 guests) – $300.00 each way.

Scheduler will group guests so as to maximize vehicle capacity where possible.
Please provide travel manifest 14 days in advance in order to facilitate grouping.

Bath County Airport – Located 17 miles or 30 minutes from The Homestead.
Can accommodate private corporate jets and charter service flights by calling (540) 839-5326.
Ground Transportation at $150.00 for sedan (1-3 passengers) and $217.00 for van (above 3 passengers).

Charlottesville – Albemarle Airport – information available upon request.

Greenbrier Valley Airport – information available upon request.

Amtrak Railroad Service on the Cardinal Line – Sunday, Wednesday and Friday-35 miles from The Homestead.
800-872-7245 (Amtrak).

Item #3: Taxi Service from Covington, VA to The Homestead in Hot Springs, VA
Luger’s Taxi is the sole taxi service in Covington, VA.
I spoke to the Proprietor, Mr Lugar who tells me that the rate from Covington to The Homestead is $50 (there is no up fee for multiple people). Based on Google the actual distance from Covington, VA to Hot Springs, VA is 19.2 miles (30 min).
540-962-8294
Luger’s Taxi
210 Chapel Dr
Covington VA 24426-6415

Item #4: Uber
Looking at the Uber site it seems that Uber is possible both from the Airport to The Homestead (Hot Springs, VA) as well as from Covington, VA (Hampton Inn for exampled) to The Homestead (Hot Springs, VA) airport leg starts at $99 and the Covington leg starts at $30.

TERMS AND CONDITIONS

Exhibit and Sponsor Terms: Full payment is due at time of registration Registration is online by check or credit card. Booth spaces are assigned with each paid registration
While there are no booth size or location guarantees, we work to accommodate everyone’s requests. If, your choice of space locations is not available, you’ll receive space as close to your request as possible.
VASHRM reserves the right of refusal for booth space.
Cancellation must be submitted in writing.
to: treasurer@shrmva.org.
Deadlines and cancellation fees apply.

Exhibit:
Cancellation Date                    Cancellation Fee
Before 12/10/17                       $1,000 per space rented
12/10/17 through 1/11/18      75% total space cost
After 1/11/18                            No refunds will be granted

Sponsor:
Cancellation Date                    Cancellation Fee
Before 12/10/17                       50% of Total Spend
12/10/17 through 1/11/18      75% of Total Spend
After 1/11/18                             No refunds will be granted

PARKING

Valet Parking

HOUSING

The Virginia SHRM State Council reserves the entire facility for this conference. Guest rooms are ONLY available for booking by Conference Attendees through April 1 or when sold-out if, before April 1. Historically we sell-out long before the April 1 cut-off. And because of this past experience, we highly recommend you explore and secure other area accommodations.

Any rooms that may become available due to Conference Attendee schedule changes will be available to the public after April 1 on a first-come, first-serve basis. While there are no guarantees that any rooms will become available after April 1 some rooms typically become available due to Conference Attendee schedule changes.
If able to secure accommodations at The Homestead after April 1 simply cancel your other area accommodations.

See helpful links in the Bath County section (below) to help in securing other area accommodations.

BATH COUNTY INFORMATION
The County of Bath is home to the Omni Homestead Resort, where presidents and celebrities have enjoyed the luxurious accommodations for more than two centuries. For visitors not seeking the resort experience, lodging options range from campgrounds to unique B&B inns to private vacation rentals. You’ll find a place perfect for your mountain getaway.

Discover Bath County places to stay and things to do.
An additional resource is a digital Bath Visitor’s Guide accessible HERE.
Covington, VA

Map to Conference Location:

Map and Directions

Nearest Airport:

Roanoke-Blacksburg Regional Airport

PROMOTING YOUR BOOTH PRIZES

March 22, 2018
If, doing prize drawings – send us the details (item, drawing day/time) for inclusion in the mobile app to help you spread the word.

SOCIAL MEDIA

UPLOAD YOUR LOGO

Complimentary Webcast Exhibit Training

More details including access information will be added here closer to dates.
January 25, 2018                    February 15, 2018
Rock, Paper, Scissors              Game QR Codes – What’s in it for me?

March 15, 2018
Pre-Conference Orientation