Registration is Open!
Join us this summer at Jay Peak! The Vermont Healthcare and EMS Preparedness Conference is now the Vermont Healthcare Coalition, EMS, & Preparedness Conference and it will be held June 14-16, 2024, at the Jay Peak Resort in Jay, Vermont. This annual conference launched over 30 years ago and is sponsored by the Vermont Department of Health Division of Emergency Preparedness, Response and Injury Prevention and the Vermont Healthcare Emergency Preparedness Coalition. The conference planning committee is actively soliciting sponsors and exhibitors for the audience of healthcare public health preparedness professionals and EMS providers.
The Vermont Healthcare Coalition, EMS, & Preparedness Conference is one of the largest gatherings of public health preparedness professionals, emergency medical providers, squads, fire departments and healthcare personnel in New England. The goal of the conference is to offer a wide variety of public health, healthcare and EMS products, the latest EMS equipment, and vehicle displays that are of interest to these groups. When last held in-person, this conference saw over 700 registrants, providing an excellent opportunity to market to attendees from across Vermont and New England. We look forward to bringing everyone together again this summer.
Exhibitors with services, merchandise, or information to share with the audience are encouraged to exhibit and assist in expanding the attendees’ learning experience, especially those who have products that can be demonstrated to conference attendees. Corporate and non-profit partners are an important part of the success of the Vermont Healthcare Coalition, EMS, & Preparedness Conference. We are pleased to offer the opportunity for your organization to help support the conference and, most importantly, increase your company’s exposure to this targeted group of participants.
The Vermont Healthcare Coalition, EMS, & Preparedness Conference is one of the largest gatherings of public health preparedness professionals, emergency medical providers, squads, fire departments and healthcare personnel in New England. The goal of the conference is to offer a wide variety of public health, healthcare and EMS products, the latest EMS equipment, and vehicle displays that are of interest to these groups. When last held in-person, this conference saw over 700 registrants, providing an excellent opportunity to market to attendees from across Vermont and New England. We look forward to bringing everyone together again this summer.
Exhibitors with services, merchandise, or information to share with the audience are encouraged to exhibit and assist in expanding the attendees’ learning experience, especially those who have products that can be demonstrated to conference attendees. Corporate and non-profit partners are an important part of the success of the Vermont Healthcare Coalition, EMS, & Preparedness Conference. We are pleased to offer the opportunity for your organization to help support the conference and, most importantly, increase your company’s exposure to this targeted group of participants.
Continue reading below to learn about exhibitor and sponsor opportunities!
As a special thank you to our loyal supporters, we are offering all returning exhibitors and sponsors the opportunity to include a banner ad for their organization to be displayed on this year’s conference mobile app for FREE! Please see the information below for details regarding submitting your ad.
Benefits of Participating
Exhibitor Fee Schedule:
Exhibitor Registration Includes:
Non-Profit Exhibitor Space Pricing - $425/ Early Bird by April 15 - $375
Standard Exhibitor Space Pricing - $625/ Early Bird by April 15 - $575
Expanded Exhibitor Space Pricing - $825/ Early Bird by April 15 - $775
A limited number of partner tables are available upon approval by the Vermont Department of Health.
Please note, pipe and drape are not provided, and exhibitors are prohibited from hanging signage or products from the venue’s walls or windows. If exhibitors do not want to use the included table(s), please send an email to info@vtemsconference.com.
Outside Vehicle Exhibitor - $200/ Early Bird by April 15 - $150
Optional Add-Ons:
Exhibit Hours:
- Access to over 500 public health preparedness professionals, healthcare personnel and emergency services providers from across New England
- Two full days of exhibition time on Friday, June 14 and Saturday, June 15
- Breakfast, conference breaks, and vendor reception are held in the expo areas to maximize attendee interactions
- Dedicated morning and afternoon breaks for exhibitor time each day
- Exhibitor passport program to encourage attendee visits to each exhibitor display. (Must be registered and paid by May 24, 2024, to ensure inclusion in vendor passport.)
Exhibitor Fee Schedule:
Exhibitor Registration Includes:
- Registration fees to attend conference sessions on Friday and Saturday and receive Continuing Education Credit
- Continental breakfast, lunch, and refreshment breaks each day
- Company name, logo, and website included in the Vermont Healthcare Coalition, EMS & Preparedness Conference app. Logos must be uploaded with registration or sent to info@vtemsconference.com by May 24 to be included in the app. Logo files must be 640px by 640px and saved as a .png file. Files not meeting these requirements are not able to be displayed in the mobile app.
Non-Profit Exhibitor Space Pricing - $425/ Early Bird by April 15 - $375
- Exhibit space with one 8-foot table, tablecloth, and two chairs
- Registration for one exhibitor representative is included, additional representatives can be added for $120 each
Standard Exhibitor Space Pricing - $625/ Early Bird by April 15 - $575
- Exhibit space with one 8-foot table, tablecloth, and two chairs
- Registration for up to two exhibitor representatives, additional representatives can be added for $120 each
Expanded Exhibitor Space Pricing - $825/ Early Bird by April 15 - $775
- Exhibit space with three 8-foot tables arranged in a U shape, tablecloth, and two chairs
- Registration for up to two exhibitor representatives, additional representatives can be added for $120 each
A limited number of partner tables are available upon approval by the Vermont Department of Health.
Please note, pipe and drape are not provided, and exhibitors are prohibited from hanging signage or products from the venue’s walls or windows. If exhibitors do not want to use the included table(s), please send an email to info@vtemsconference.com.
Outside Vehicle Exhibitor - $200/ Early Bird by April 15 - $150
- Exhibitors wishing to display a vehicle must purchase outside vehicle space in addition to regular exhibitor space. Tent, tables, and electrical power are not permitted near ambulances outside and are not provided by the conference.
- Vehicle space is extremely limited at the Jay Peak Resort. Only one vehicle space per exhibitor may be purchased initially. Additional vehicle space may be offered to registered exhibitors before the conference if space permits.
- Vehicles must be immediately moved off property in the event of an emergency. Emergency contact information for each vehicle’s driver(s) will need to be supplied. Exhibitors may be asked to move their vehicles to a designated, alternative location (on property) during off hours.
Optional Add-Ons:
- Additional exhibitor representatives for Friday and Saturday can be registered at $120 per person.
- Banner Ads can be purchased for $100 each. Returning Sponsors and Exhibitors receive one free Banner Ad placement with your registration this year, but you will also have the option to purchase additional ads.
- Free and purchased ads must be sent to info@vtemsconference.com no later than May 24 to be included. Ads should be of a professional quality. Ads must be 960px wide by 150px tall and saved as a .png file. Ads not received in this format are not able to be displayed and no refunds given. Please send the required files by May 24 to take advantage of this offer.
- Push Notifications can be purchased for $200 each. Push notifications will be sent to all conference participants using the conference mobile app at a time requested by purchasing sponsor or exhibitor.
- Messages must be sent to info@vtemsconference.com or be submitted during online registration before May 24 in order to be included. Messages should be professional. Please specify the date and time you would like the message to be sent. Maximum of 500 characters is permitted, however iPhones will only display 130 characters until the message is clicked and android phones display between 30-46.
Exhibit Hours:
Thursday, June 13, 2024
Friday, June 14, 2024
Saturday, June 16, 2024
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Exhibitors are encouraged to staff their exhibit during all breaks and meals. We strongly encourage all exhibitors to stay through Saturday at 5:00pm. Exhibitors may breakdown their booths after 5:00pm on Saturday, June 15, 2024. We ask that exhibitors adhere to the setup and tear down times so that conference sessions are not interrupted by excess noise.
Exhibitor Space Assignments:
Exhibitor space will be assigned by conference staff as payment is received. Please select your preferred exhibitor table location on the exhibitor registration form. Exhibitors will be given their space assignments during exhibitor check-in. Due to space limitations, each exhibitor is limited to their exhibitor table space only. If you have a display that will not fit on your table, please contact us at info@vtemsconference.com so that we may determine the best location for your exhibit. Please refer to the diagrams on the below to see table numbers and their location.
Tables X1-X3 are reserved for expanded exhibitor registrations and tables marked with an E have electricity available, but you must request electricity in advance. It is recommended that vehicle exhibitors select space in the Hotel Jay Main Lobby to be nearer to their vehicles.
Exhibitor Space Assignments:
Exhibitor space will be assigned by conference staff as payment is received. Please select your preferred exhibitor table location on the exhibitor registration form. Exhibitors will be given their space assignments during exhibitor check-in. Due to space limitations, each exhibitor is limited to their exhibitor table space only. If you have a display that will not fit on your table, please contact us at info@vtemsconference.com so that we may determine the best location for your exhibit. Please refer to the diagrams on the below to see table numbers and their location.
Tables X1-X3 are reserved for expanded exhibitor registrations and tables marked with an E have electricity available, but you must request electricity in advance. It is recommended that vehicle exhibitors select space in the Hotel Jay Main Lobby to be nearer to their vehicles.
Hotel Accommodations:
Jay Peak Resort is offering discounted hotel rooms to conference attendees and exhibitors. Please visit the conference website’s Hotel Page for information regarding room rates and instructions for making reservations.
Hotel Location:
The Jay Peak Resort is located at 830 Jay Peak Road, Jay, VT 05859.
Jay Peak Resort is offering discounted hotel rooms to conference attendees and exhibitors. Please visit the conference website’s Hotel Page for information regarding room rates and instructions for making reservations.
Hotel Location:
The Jay Peak Resort is located at 830 Jay Peak Road, Jay, VT 05859.
Conference Sponsorship Levels:
Conference Sponsorships are available to organizations wishing to extend their commitment to the conference. These offer additional opportunities for name recognition and exposure. All scheduling of sponsored events will take place upon receipt of payment. Sponsorships do not include exhibitor space. If an organization wishes to sponsor and exhibit, they must register as an exhibitor first, and then add a sponsorship to that registration. Please note, for items that require lead time for printing, payments must be received by the dates listed.
Evening Waterpark Sponsor, Friday, June 14 - $3,000 – (Must be confirmed and paid by May 24)
Evening Exhibitor Reception Sponsor, Friday, June 14 - $2,500 – (Must be confirmed and paid by May 24)
Diamond Level - $2,000 – 1 available (Must be confirmed and paid by April 30)
Platinum Level: $800 – 3 available
Gold Level: $650 – 3 available
Silver Level: $550 – 3 available (Sponsors should plan to provide conference materials for approximately 550 participants and they should be received by June 1.)
Bronze Level: $450 – 2 available (Must be confirmed and paid by May 24)
Conference Sponsorships are available to organizations wishing to extend their commitment to the conference. These offer additional opportunities for name recognition and exposure. All scheduling of sponsored events will take place upon receipt of payment. Sponsorships do not include exhibitor space. If an organization wishes to sponsor and exhibit, they must register as an exhibitor first, and then add a sponsorship to that registration. Please note, for items that require lead time for printing, payments must be received by the dates listed.
Evening Waterpark Sponsor, Friday, June 14 - $3,000 – (Must be confirmed and paid by May 24)
- Sponsorship of Friday’s Waterpark access for all conference attendees, exhibitors, sponsors and their families following the conclusion of the Vendor Reception.
- Five-minute closing remarks following the conclusion of the Vendor Reception.
- Display of company logo in all pre-welcome slideshows.
- Inclusion in sponsorship listing in conference app and signage.
Evening Exhibitor Reception Sponsor, Friday, June 14 - $2,500 – (Must be confirmed and paid by May 24)
- Sponsorship of Friday evening’s vendor reception, open for all conference attendees, exhibitors, sponsors, and families from 5:00-6:30pm.
- Five-minute introductory remarks by a company representative at the exhibitor reception.
- Display of company logo in all pre-welcome slideshows.
- Inclusion in sponsorship listing in conference app and signage.
Diamond Level - $2,000 – 1 available (Must be confirmed and paid by April 30)
- Sponsorship of name badge lanyards including company logo and/or tagline.
- Recognition during Welcome Remarks on the first day of conference.
- Display of company logo in all pre-welcome slideshows.
- Inclusion in sponsorship listing in conference app.
Platinum Level: $800 – 3 available
- Sponsorship of a keynote session.
- Display of company logo during pre-welcome slideshow during the day of sponsorship.
- Inclusion in sponsorship listing in conference app.
Gold Level: $650 – 3 available
- Sponsorship of lunch.
- Display of company logo at lunch buffet stations for one day.
- Inclusion in sponsorship listing in conference app.
Silver Level: $550 – 3 available (Sponsors should plan to provide conference materials for approximately 550 participants and they should be received by June 1.)
- Sponsorship of conference bags, pens, and/or notebooks.
- Increase your exposure by sponsoring the conference giveaways.
- Prominent display of company logo at registration desks.
- Inclusion in sponsorship listing in conference app.
Bronze Level: $450 – 2 available (Must be confirmed and paid by May 24)
- Sponsorship of Firepit S’mores at Alice’s Patio, Saturday, June 15, 8:00-11:00 pm.
- Increase your exposure by sponsoring an evening of s’mores around the firepit at Alice’s Patio at the Tower Bar. Signage will be placed with each s’more station recognizing your sponsorship.
- Display of company logo at firepit.
- Inclusion in sponsorship listing in conference app.
Registration and Payments:
Exhibitors are encouraged to submit their registrations and payments online at www.vtemsconference.com. If an exhibitor needs to pay by mail, please use the online registration system selecting “Check” from the payment options. Checks should be made payable to All Clear Emergency Management Group. Please contact JoAnne Huie at info@vtemsconference.com if a W-9 form is needed.
Mail checks to:
All Clear Emergency Management Group
3845 Tennyson Street, Suite 156
Denver, CO 80212
Check Memo: VHCCEMSP Conference Exhibitor/Sponsor Name
Payment Deadlines and Cancellation Policy
All payments must be received by May 24. Late or missing payments may result in forfeiture of exhibitor space and removal from the conference app. Cancellation of exhibitor attendance is permitted until May 24, 2024, with refund of fees provided less $100 transaction fee. After May 24, cancellation of exhibitor attendance will result in forfeit of all exhibitor fees paid. Exhibitor representative substitutions may be made at no charge.
Exhibitors are encouraged to submit their registrations and payments online at www.vtemsconference.com. If an exhibitor needs to pay by mail, please use the online registration system selecting “Check” from the payment options. Checks should be made payable to All Clear Emergency Management Group. Please contact JoAnne Huie at info@vtemsconference.com if a W-9 form is needed.
Mail checks to:
All Clear Emergency Management Group
3845 Tennyson Street, Suite 156
Denver, CO 80212
Check Memo: VHCCEMSP Conference Exhibitor/Sponsor Name
Payment Deadlines and Cancellation Policy
All payments must be received by May 24. Late or missing payments may result in forfeiture of exhibitor space and removal from the conference app. Cancellation of exhibitor attendance is permitted until May 24, 2024, with refund of fees provided less $100 transaction fee. After May 24, cancellation of exhibitor attendance will result in forfeit of all exhibitor fees paid. Exhibitor representative substitutions may be made at no charge.