2021 HCA Marketing Prospectus

2021

MARKETING PROSPECTUS Don’t miss out on these great

Opportunities!

Help support HCA programming and Promote Your Brand to New York’s Premier Home Care Providers!

2021 MARKETING PROSPECTUS About HCA The Home Care Association of New York State (HCA) is a statewide health organization comprised of nearly 400 member providers and organizations delivering home and community-based care to several hundred thousand New Yorker’s annually. The mission of HCA is to promote and enhance the quality and accessibility of health care and support at home. Through a relationship with your company, providers will have access to the various solutions they need to remain vigilant and informed.

HCA is using a new event platform for our Virtual Annual Conference. Some great benefits for Sponsors include: -

Ad placement Interaction with Attendees Meaningful data Expo booth lead retrieval And more!

Directory of Opportunities Benefits to all Exhibitors Exhibitor Information Benefits to all Sponsors Signature Event Dates and Information Sponsorship Levels and Details A-La-Carte Sponsorship Opportunities A-La-Care Sponsorship Commitment Sponsorship and/or Exhibitor Commitment

Page 2 Page 2 Page 3 Page 3 Page 4 & 5 Page 6 & 7 Page 8 Page 9

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EXHIBITOR INFORMATION BENEFITS TO ALL EXHIBITORS

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No-show exhibitors will not receive a refund and the table will be eliminated.

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Refunds for canceling, less 25% administrative fee, are allowed up until one month prior to event.

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Face-to-face time with agency decision-makers

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Pre-and post-conference participant lists

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Your organization showcased on the HCA website – including your logo and a direct link to your website

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Exhibitors shall indemnify and hold harmless HCA, its agents and the conference venue from all liability.

Each exhibitor should secure insurance at their own expense.

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Your organization featured in the directory of exhibitors provided to each attendee with your product/service description and contact information

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Exhibitors must assume full responsibility for compliance with fire, safety and health ordinances.

All materials must be fire resistant.

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All exhibit materials must be contained at your table.

Valuables should be stored in your hotel room during non-exhibit hours. HCA is not responsible for lost or stolen property.

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No more than four representatives per exhibit table allowed.

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Nothing is to be posted, tacked, nailed, or screwed to any parts of the building or furniture at conference venue.

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No decoration or fixture can interfere or block another exhibit. HCA has the right to remove the obstruction.

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No free-standing exhibits will be allowed due to space limitations at any event (This does not include standard size pull-up banners.) Also loud noises or overpowering odors at exhibits will not be permitted.

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All exhibitors and visitors must be registered with the conference and will be required to wear name badges.

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No distribution of literature or giveaway items allowed outside the exhibit area.

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Participation in all group meal and reception events (included with your complimentary registrations)

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Discounted event registration fees for additional attendees (up to 4, including any complimentary registrations) from your organization

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You’re an attendee too! All exhibitor registrations allow you to attend the education sessions, where you will be able to learn more about the latest in home care alongside our attendees. This is a great opportunity to connect with prospective customers while you interact and engage with them throughout the day.

IMPORTANT DEADLINES As soon as we receive your commitment, company description and logo, recognition will begin immediately on the HCA website and in event marketing materials.

The sooner you commit, the greater the recognition you receive.

Virtual HCA Annual Conference Conference marketing materials deadline is March 26.

Virtual Marketplace deadline is April 12.

HCA Senior and Financial Managers Retreat Conference marketing materials deadline is May 17.

Conference handout materials/agenda deadline is August 23.

HCA Corporate Compliance Symposium Conference marketing material deadline is July 23.

Conference handout materials/agenda deadline is September 20.

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EXHIBITOR RULES AND REGULATIONS

Attendees at Other Events The exhibit fee for Senior and Financial Managers Retreat and the Corporate Compliance Symposium includes one complimentary registration. Additional attendees up to a total of four (including complimentary registrations) may register at a discount rate as follows: -

HCA Annual Conference $200 – HCA Members $400 – Potential Member

-

Other Signature Events $250 HCA Member

$450 Potential Members

SPONSORSHIP INFORMATION Benefits to Sponsors •

Public acknowledgement of your support throughout HCA’s event(s)

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Your organization featured in event(s) marketing materials

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Your organization featured in the event(s) program book, agenda, or Virtual Marketplace

May 5 – 6, 2021 Virtual Event

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This conference is traditionally attended by 125 – 150 home health agency leaders, frontline support staff, and individuals who influence the purchases of services and products.

Your organization logo with a hyperlink to your website showcased on HCA’s sponsor webpage

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Pre- and post-conference attendee lists

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The opportunity to network with attendees during event(s)

HCA Annual Conference

HCA Senior and Financial Managers Retreat September 9 – 10, 2021 New Paltz, NY

Approximately 100 executive-level leaders and financial decision-makers attend this event.

Exhibits are limited to ten tabletop displays.

HCA Corporate Compliance Symposium October 20, 2021 Schenectady, NY

This popular event is traditionally attended by 75 – 100 executive, financial and clinical supervisory level staff. Exhibits are limited to ten tabletop displays.

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SPONSORSHIP Platinum Level $8,000 Limit to 4 Sponsors

Gold Level $6,000 Limit to 2 Sponsors

Sponsor all three HCA signature events as a lead sponsor with three complimentary registrations to each event

Sponsor HCA’s Virtual Annual Conference and the two other signature events; Receive two complimentary registrations to each event

Sponsor Virtual Annual Conference and one other signature event (of your choice) with two complimentary registrations to each event

Prominent recognition as a lead HCA sponsor with slider graphic on HCA’s website home page for a 12-month period

Your logo with hyperlink on slider graphic for Platinum level sponsors on HCA’s website home page for a sixmonth period

Logo with hyperlink on education page of HCA’s website for a 12month period

Titanium Level $10,000 Limit to 2 Sponsors

TICKETING

WEB RECOGNITION

SPECIAL EVENTS & RECEPTIONS

Keynote Sponsor at all three HCA Signature Events.

SOCIAL MEDIA RECOGNITION

Social Media (Facebook, Twitter and Linkedin) post recognizing you as a Titanium Sponsor.

Opportunity to post three messages of your choice (subject to HCA approval)

SIGN & LOGO PLACEMENT

EXHIBITING

SPEAKING OPPORTUNITY

ACCESS TO MEMBERSHIP

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Keynote Sponsor at Virtual Annual Conference and one other Signature event.

Keynote sponsor at Virtual Annual Conference

Social Media (Facebook, Twitter and Linkedin) post recognizing you as a Platinum Sponsor.

Opportunity to post three messages of your choice (subject to HCA approval)

Social Media (Facebook, Twitter and Linkedin) post recognizing you as a Gold Sponsor.

Opportunity to post two messages of your choice (subject to HCA approval)

Your logo prominently displayed on all email promotions for HCA’s Virtual Annual Conference

Your logo displayed on the Virtual Annual Conference and one other Signature event agenda next to Keynote Session

Exhibit table at the other two events (includes one additional complimentary registration for your exhibit staff at each event – whether or not the exhibit space is utilized)

Exhibit table at the other two events (includes one additional complimentary registration to each of those events for your exhibit staff – whether or not the exhibit space is utilized)

Deliver a sponsored education session at HCA’s Virtual Annual Conference. The session’s focus and content must be in keeping with HCA’s education mission and is subject to approval

Invitation to address all conference attendees during each event(s) (Time to be determined by HCA)

Opportunity to send two email communications to the full HCA membership (HCA will disseminate your communication, timeframe and content subject to HCA approval)

Opportunity to send one email communication to the full HCA membership (HCA will disseminate your communication, timeframe and content subject to HCA approval)

Display Ad in HCA’s weekly e-newsletter “The Situation Report” two times a year (educational in nature and subject to HCA approval and publication timeframe)

Display Ad in HCA’s weekly e-newsletter “The Situation Report” one time per year (educational in nature and subject to HCA approval and publication timeframe)

Logo displayed on the Virtual Annual Conference agenda next to the keynote session

Exhibit table at one additional Signature event (includes one additional complimentary registration for your exhibit staff – whether or not exhibit space is utilized)

Invitation to address conference attendees and ability to introduce Keynote Speaker

LEVELS Silver Level $4,000 – Unlimited Number of Sponsorships Available at this Level

Bronze Level $2,000 – Unlimited Number of Sponsorships Available at this Level

Friend of HCA $1,000 – Unlimited Number of Sponsorships Available at this Level

Sponsor the Virtual Annual Conference and one other signature event (of your choice), with two complimentary registrations to the events

Sponsor the Virtual Annual Conference with two complimentary registrations to the event

Sponsor the Virtual Annual Conference with two complimentary registrations to the event

Your logo on the Virtual Annual Conference website

Your logo on the Virtual Annual Conference website

Your logo on the Virtual Annual Conference website

Social Media (Facebook, Twitter and Linkedin) post recognizing you as a Silver Sponsor. Opportunity to post two messages of your choice (subject to HCA approval)

Social Media (Facebook, Twitter and Linkedin) post recognizing you as a Bronze Sponsor. Opportunity to post one message of your choice (subject to HCA approval)

Social Media (Facebook, Twitter and Linkedin) post recognizing you as a Friend of HCA Sponsor.

Opportunity to post one message of your choice (subject to HCA approval)

Logo displayed on the Virtual Annual Conference Agenda.

Logo displayed on the Virtual Annual Conference agenda.

Sponsor of the Breakfast at one other Signature event.

“

For over 20 years, the HCA Annual Conference is circled on our calendar. This get together provides our team the opportunity to connect with our current home care clients as well as meet new industry contacts in an educational and social setting.

The attendees represent the leadership of New York State Homecare, Hospice and MLTC. We also appreciate the commitment of HCA, in helping us foster long term relationships and successful new connections. If it is your business plan to be with the “seat of power” for NYS Home and Community Based Care, the conference must be on your to-do list.

The Home Care Association of NYS (HCA) consistently works to provide its members with educational resources that maximize agencies’ ability to mitigate operational and regulatory issues. HCA is also at the forefront of advocacy efforts at both the state and national level, including quick interpretation and response to newly released regulations.

Overall, HCA serves as an increasingly strong partner for home care and hospice providers in New York. The HCA Annual Conference is an event not to be missed!

HCA-NY provides a great opportunity for us to inform homecare professionals across New York State of the services we offer, and also allows us to connect with our current customers. There is always a good variety of vendors and it seems that every attendee visited all exhibits. The HCA Annual Conference is always a great success due to the amount of traffic, strong advertising and overall organization with the vendors.

Paul Essner, CFP, CLU, ChFC, Principal Risk Strategies

Brian Harris, Consulting Director BlackTree Healthcare Consulting

Desmond Martinez, Director of Sales HHAeXchange

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A-LA-CARTE OPPORTUNITIES A-la-Carte: Choose Your Opportunity

Now you can choose an opportunity that is just right for your organization and your budget. Be sure to take advantage of the a-la-carte opportunities available to everyone. You may select more than one opportunity. All availability is on a firstcome-first-served basis with paid registration.

Virtual Annual Conference Opportunities Exclusive Luncheon Sponsor: Includes your company logo and brief welcome message being placed on the packaging that holds a Panera gift card that will be placed in the pre-attendee swag mailing; and the ability to say a few words to all attendees during the event; three complimentary registrations: Limit to 1 supporter at $4,000.

Pre-Attendee Swag Mailing: Prior to the virtual event, attendees will receive a mailing from HCA that includes a variety of branded sponsored items (supplied by you). Choose from pens, small note pads, post-it notes, face masks, and pop sockets. Branded items must be received by April 9, 2021: Unlimited number of supporters at $500 each.

Senior and Financial Managers Retreat Opportunities

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Welcome reception sponsor (includes signage during event; logo on agenda next to event listing and public acknowledgment at event): Limit to 1 supporter at $1,200.

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Promotional Insert for Meeting Packet (ability to place a one-page company marketing piece in the meeting materials packet): Limit to 4 supporters at $500 each.

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Hotel Key Card Sponsor (your one-color logo on the hotel key card given to all conference attendees): Limit to 1 supporter – $2,000.

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Conference Badge Lanyard show off your company by sponsoring the badge lanyard that will be affixed to each conference name badge: Limit to one supporter at $1,000

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Wi-Fi Sponsor (create your own custom access code): Limit to 1 supporter at $1,500.

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Refreshment Breaks Sponsor (includes signage at all refreshment breaks during event): Unlimited number of supporters at $400 each.

Conference Name Badge Your company’s logo will be prominently featured on the top of the name badge and will be seen hundreds of times throughout the event by attendees and exhibitors alike: Limit to one supporter at $800

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Boxed Luncheon Sponsor (a personal note card from you will be placed in each attendee’s to-go lunch box on the final day of the retreat): Limit to 1 supporter at $1,500.

A-LA-CARTE OPPORTUNITIES Continued…

Corporate Compliance Symposium Opportunities •

Exclusive Luncheon Sponsor (includes signage during event; logo on agenda next to event listing; and the ability to say a few words to all attendees during event): Limit to 1 supporter at $1,500.

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Refreshment Breaks Sponsor (includes signage at all refreshment breaks during event): Unlimited number of supporters at $400 each.

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Wi-Fi Sponsor (create your own custom access code): Limit to 1 supporter at $1,500.

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Promotional Insert for Meeting Packet (ability to place a one-page company marketing piece in the meeting materials packet): Limit to 4 supporters at $500 each.

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Conference Badge Lanyard show off your company by sponsoring the badge lanyard that will be affixed to each conference name badge: Limit to one supporter at $1,000

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Conference Name Badge Your company’s logo will be prominently featured on the top of the name badge and will be seen hundreds of times throughout the event by attendees and exhibitors alike: Limit to one supporter at $800

HCA Board Retreat •

HCA Board of Directors Retreat Reception Sponsor with opportunity for one of your representatives to attend reception and dinner and address the group during the reception: Limit to 1 supporter at $1,500.

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HCA Board of Directors Retreat Dinner Sponsor with opportunity for two of your representatives to attend reception and dinner and address the group during the dinner: Limit to 1 supporter at $3,000.

The Situation Report Opportunity The Situation Report is HCA’s flagship weekly newsletter of policy, regulatory and education updates which is circulated to more than 2,000 e-mail addresses: •

Display Ad in the Situation Report e-newsletter – linked to your website for four consecutive weeks (subject to HCA approval): Limit to 5 supporters at $1,000 each.

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2021 MARKETING PROSPECTUS

SPONSOR COMMITMENT

A-LA-CARTE

A-LA-CARTE FEE SCHEDULE

______________________ Today’s Date

Virtual Annual Conference Opportunities: Luncheon Sponsor

$4,000

Swag Mailing

$ 500

□ □

Senior and Financial Managers Retreat Opportunities Welcome Reception Sponsor

$1,200

Hotel Key Card

$2,000

Refreshment Breaks

$ 400

Boxed Lunches

$1,500

WiFi Sponsor

$1,500

Promotional Insert for Meeting Packet

$ 500

Conference Badge Lanyard

$1,000

Conference Name Badge

$ 800

____________________________________________________________ Contact Person

□ □ □ □ □ □ □ □

____________________________________________________________ City, State, Zip ____________________________________________________________ Corporation Website ________________________ __________________________________ Contact Phone Contact Email

PAYMENT INFORMATION  VISA

Luncheon Sponsor

$1,500

Refreshment Breaks

$ 400

WiFi Sponsor

$1,500

Promotional Insert for Meeting Packet

$ 500

Conference Badge Lanyard

$1,000

Conference Name Badge

$ 800

□ □ □ □ □ □

 MasterCard

 American Express

_____________________________________________________________ Name on Card _____________________________________________________________ Card Number _____________________________________________________________ Expiration Date Security Code _____________________________________________________________ Billing Address for Card (Street/Floor/Suite)

Situation Report Opportunity $1,000

□

_____________________________________________________________ City/State Zip _____________________________________________________________ Authorized Signature

HCA Board Retreat Board Retreat Reception Sponsor

$1,500

Board Retreat Dinner Sponsor

$3,000

Total Payment Due:

____________________________________________________________ Corporation Name

____________________________________________________________ Corporation Address

Corporate Compliance Symposium Opportunities

4-Week Display Ad in Weekly E-Newsletter

We wish to participate in HCA’s 2021 educational events. We understand that this commitment becomes a contract when signed by us and accepted by HCA Education and Research.

Please comply with the deadlines detailed in this brochure to maximize recognition opportunities.

□ □

$_________



Check made payable to HCA Education and Research Mail to: 388 Broadway, 4th Floor, Albany, NY 12207 Check must be received one month prior to event opportunity.

PLEASE NOTE: To guarantee recognition in conference materials, this Letter of Commitment must be received and your corporate logos and product service description e-mailed to bwilson@hcanys.org in either jpg or tif format, by the deadline assigned. Commitments that arrive after that date will receive recognition as outlined in the category chosen; however, they may not be listed in conference materials due to printing deadlines. No refunds will be issued for cancellations received one month prior to event opportunity. Cancellation prior to that timeframe will receive a refund less 25%.

Upon receipt of this Letter of Commitment by HCA, a confirmation email of acceptance will be sent. Payment in full must be received one month prior to event opportunity.

Conference and hotel registration information will follow. No other opportunities will be negotiated.

FAX THIS FORM TO: (518) 426-8788

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or call Billi Wilson at (518) 810-0666 if you have any questions.

2021

Exhibitor/Sponsorship Commitment We wish to participate in HCA’s 2021 educational events. We understand that this commitment becomes a contract when signed by us and accepted by HCA Education and Research. Please comply with the deadlines detailed in this brochure to maximize recognition opportunities. ______________________ Today’s Date ____________________________________________________________ Corporation Name ____________________________________________________________ Contact Person

Marketing Prospectus Exhibitor Information HCA Member

Potential Member

Senior and Financial Managers Retreat

$800

$1,100

$_________

Corporate Compliance Symposium

$800

$1,100

$_________

Additional Exhibitor Attendees

____________________________________________________________ Corporation Address ____________________________________________________________ City, State, Zip ____________________________________________________________ Corporation Website

Annual Conference: Add’l Attendees #____ @

HCA Member

Other Events: Add’l Attendees #____ @

Potential Member

$200

$400

$_________

$250

$450

$_________

SUB TOTAL = $_________

________________________ __________________________________ Contact Phone Contact Email

Payment Information  VISA

 MasterCard

 American Express

_____________________________________________________________ Name on Card

Sponsorship Opportunity

_____________________________________________________________ Card Number

Please choose from the following Sponsorship levels: *Please indicate your preference for either: □ $10,000 Titanium* = $__________

_____________________________________________________________ Expiration Date Security Code

□ Exhibit Booth (Complete Exhibitor Information above)

_____________________________________________________________ Billing Address for Card (Street/Floor/Suite)

□ Additional Complimentary Registrations

_____________________________________________________________ Authorized Signature Check made payable to HCA Education and Research Mail to: 388 Broadway, 4th Floor, Albany, NY 12207 Check must be received one month prior to event.

□ $ 6,000 Gold*

□ $ 4,000 Silver

_____________________________________________________________ City/State Zip



□ $ 8,000 Platinum* = $__________ = $__________

= $__________

□ $ 2,000 Bronze

= $__________

□ $ 1,000 Friend

= $__________

SUB TOTAL

= $__________

Grand Payment Due: $________

PLEASE NOTE: To guarantee recognition in conference materials, this Letter of Commitment must be received and your corporate logos and product service description e-mailed to bwilson@hcanys.org in either jpg or tif format by the assigned sponsorship deadlines, or by the Exhibitor deadlines detailed on page 2. Commitments that arrive after that date will receive recognition as outlined in the category chosen; however, they may not be listed in conference materials due to printing deadlines. No refunds will be issued for cancellations received one month prior to event opportunity.

Cancellation prior to that timeframe will receive a refund less 25%.

Upon receipt of this Letter of Commitment by HCA, a confirmation email of acceptance will be sent. Payment in full must be received one month prior to event opportunity. Conference and hotel registration information will follow. No other opportunities will be negotiated. (Those opportunities that include complimentary registrations will still need to complete the conference registration form. Be sure to write in “exempt” in the payment section so you are not charged the conference fee.)

FAX THIS FORM TO: (518) 426-8788

or call Billi Wilson at (518) 810-0666 if you have any questions.

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