Exhibitor and Sponsorship Details

Thank you for choosing to exhibit with VPhA in 2024!

Hotel Accommodations

VPhA is able to offer our sponsors/exhibitors a special group rate.  Be sure to mention the Virginia Pharmacy Association when booking.

VPhA 143rd Annual Convention
Hotel Roanoke
110 Shenandoah Avenue NW
Roanoke, VA 24016
(540) 985-5900

ROOM BLOCK IS NOW CLOSED.

Corporate Membership Level Benefits

Bronze:

  • Promotion as a vendor partner for pharmacies and pharmacists
  • Logo on VPhA website, meeting programs, and E-Newsletter (annually)
  • Company description and link to website on VPhA Sponsors webpage (annually)
  • Publish two (2) vendor related articles in the VPhA E-newsletter
  • Recognition as Bronze Sponsor across all convention materials and events with exclusive signage

Silver:

  • Promotion as a vendor partner for pharmacies and pharmacists
  • Logo on VPhA website, meeting programs, and E-Newsletter (annually)
  • Company description and link to website on VPhA Sponsors webpage (annually)
  • One (1) opportunity to engage members and VA Pharmacists through a product or CE-based webinar (Product Theater)
  • Publish two (2) vendor related articles in the VPhA E-newsletter
  • Complimentary Convention exhibit booth package in prime location
  • Recognition as Silver Sponsor across all convention materials and events with exclusive signage
  • Half page ad in Convention Program
  • Complimentary continuing education (CE) credit, access to all education sessions, and associated food functions for two (2) exhibiting at Convention

Gold:

  • Promotion as a vendor partner for pharmacies and pharmacists
  • Logo on VPhA website, meeting programs, and E-Newsletter (annually)
  • Company description and link to website on VPhA Sponsors webpage (annually)
  • One (1) opportunity to engage members and VA Pharmacists through a product or CE-based webinar (Product Theater)
  • Publish two (2) vendor related articles in the VPhA E-newsletter
  • Complimentary Convention exhibit booth package in prime location
  • Recognition as Gold Sponsor across all convention materials and events with exclusive signage
  • Full page ad in Convention Program
  • Complimentary continuing education (CE) credit, access to all education sessions, and associated food functions for two (2) exhibiting at Convention
  • VPhA Executive Director assistance with fostering and building relationships throughout VA

Sponsorship and Exhibitor Opportunities for the 143rd Annual Convention can be reviewed in the 2024 Corporate & Convention Prospectus.

We are no longer taking applications for exhibitors and sponsorships for the 143rd Annual Convention. Corporate Sponsorship applications are open year round.


Sponsorship and Exhibitor Payment Requirements and Deadlines:

ALL Sponsorships and Exhibitors must be confirmed by January 26, 2024 AND be paid in full no later than February 7, 2024 (unless other payment arrangements have been made prior).

Please refer to the “Sponsorship Opportunities”, page 4, for specific deadlines such as when artwork, ads, logos, and sponsor-provided materials need to be received.

  • Please send all digital artwork, ads, and logos in a .png or .jpeg format to info@virginiapharmacists.org by its deadline stated in the Prospectus.
  • Please mail sponsor-provided materials to the VPhA Office to be received by its deadline stated in the Prospectus.
    • Virginia Pharmacy Association
      ATTN: Bree Kozlowski
      2530 Professional Rd
      Richmond, VA 23235

Exhibit-only Companies and Bronze Sponsors requesting a prime location booth must submit a minimum $500 deposit to reserve a preferred booth location. Deposits are nonrefundable.

If paying with a check, make payable to Virginia Pharmacists Association. VPhA’s Tax I.D. number is 54-0420448.

Multiple Booth Discount

Any one company that wishes to utilize more than one booth will receive a 10 percent discount off the total booth fee. Simply check the multiple booth discount option on the Exhibit Space Form, page 8, to take advantage of this great offer.

Cancellation and Refund Policy

VPhA 143rd  Annual Convention
Refunds (minus a $500 administrative fee) will be granted for cancellations received in writing and acknowledged prior to January 12, 2024. Cancellations of sponsorship or exhibit space received January 12, 2024 – February 28, 2024, will receive a 50% refund if a written request is received and acknowledged by VPhA prior to February 28, 2024. Cancellations made after this date will not be eligible for a refund. Any refunds due will be processed within 30 days of receipt of written notice of cancellation. Refunds will not be granted due to inclement weather, no-shows, or illness.

Default in Occupancy
Any exhibitor failing to occupy contracted space is not relieved of the obligation of paying the full rental of such space, as documented in the signed application. If a booth is not occupied by the opening of exhibits for attendees, the Association may repossess exhibit space.

Liability

It is understood that neither Virginia Pharmacy Association, the Hotel Roanoke, nor their members, officers, directors, or employees shall be held responsible for loss or damage of any property belonging to the sponsor, exhibitor, or any person(s) while in transit to or from, or while at the Hotel Roanoke. The exhibitor assumes complete responsibility and liability, and agrees to protect, save and hold forever harmless VPhA, the Hotel Roanoke, the hired exposition service company and all their agents, officers, and employees for any and all injury to persons or property in any way connected with the exhibitors’ display.
The exhibitor indemnifies and agrees to hold harmless the indemnities against and from any and all losses, costs, damages, liability, or expenses (including attorney’s fees) suffered to any person or persons including the exhibitor. The authorized representative, acting on behalf of the company, acknowledges that the company is liable for all exhibit-related fees unless the formal cancellation policy, as outlined in the prospectus, is followed.

Booth Staffing and Exhibitor Conduct

Exhibit booths must be staffed during all exhibit hours by qualified employees of the exhibitor, who must be able to explain or demonstrate the products or services on display. Products or services displayed must be related to the practice of pharmacy, merchandising or management of the pharmacy and of an educational nature.
Convention-issued badges must be worn at all times during exhibit hours. Those not wearing Convention badges will be subject to removal from the Exhibit Hall. Onsite changes to badges will be accommodated at no cost upon initial check in only. The number of badges issued will be limited to a total of four for the Convention.
The rights and privileges of an exhibitor shall not be infringed upon by any other exhibitor. To ensure adequate staffing while limiting the probability of intruding upon the space of another exhibitor, each booth will be limited to four representatives throughout the Convention. VPhA reserves the right to restrict exhibits which may be objectionable or to order the removal of any portion of an exhibit which, in the judgment of VPhA, is detrimental and detracts from the general order of the exhibits. The restriction includes articles, conduct, dress, printed matter or anything objectionable to the exhibit as a whole. Due to safety and health considerations, no one under 16 years of age will be admitted into the Exhibit Hall.
It is the policy of VPhA that the promotion of tobacco and tobacco related products is banned from the Exhibit Hall. There is absolutely no smoking allowed in the Exhibit Hall at any time.
Canvassing or distributing advertising material outside the exhibitor’s own space is not permitted.

VPhA Logo

Sponsors/Exhibitors may not use the VPhA logo or name in any manner that associates a sponsor, exhibit, or activity without expressed consent of Virginia Pharmacy Association.

Exhibitor Services and Shipment

If you require any items outside of amenities included in the booth package, please view and complete the Vendor Request Form. Fax or Email the completed form to: Erika Lytell – (540) 853-8219 or erika.lytell@hotelroanoke.com

Shipments: If shipments are to be made to the hotel, they will not be accepted more than three (3) days prior to the convention. Please ensure the following information in addition to the shipment address appears on the outside of each parcel:

  • Ship To: Hotel Roanoke & Conference Center | 110 Shenandoah Ave NW Roanoke, VA 24016
  • VA Pharmacy Assoc. Annual Convention
  • Exhibitor Guest Name and Phone Number
  • Company Name (as listed in exhibitor registration)
  • Number of parcels per delivery (ex. 1 out of 3)
  • Booth Number (if known)
  • Dates of Event (03/07/2024-03/10/2024)

You may also use these pre-made, fillable Package Labels for your convenience.

VPhA is working with Hollins Exposition Services to provide Exhibitor setup. Please reach out to Hollins – Roanoke at (540) 362-3940 if you require additional accommodations not listed in our Exhibitor Booth Package or the Vendor Request Form above.
View their Exposition Kit  to see about additional seating, tables, displays, accessories, and advance warehouse shipping available for purchase.

Exhibitor Booth Setup and Teardown Hours

143rd Annual Convention
Thursday, March 7, 2024 | 3:00pm – 4:30pm
Friday, March 8, 2024 | 7:00am – 8:00am (if not setup Thursday) | Teardown: 4:00pm – 5:00pm

Exhibit Hall Hours

143rd Annual Convention
Thursday, March 7, 2024 | 5:30pm – 7:30pm | Roanoke Ballroom
Friday, March 8, 2024 | 8:00am – 4:00pm | Roanoke Ballroom

Exhibit Hall Map

The Hotel Roanoke: COMING IN FEBRUARY 2024!

Educational Support

Expert speakers and presenters are chosen by VPhA and will present on a variety of topics and issues. To learn more about support opportunities for educational programs, please contact info@virginiapharmacists.org. VPhA reserves the right of final approval of CE programming for all sessions.