Exhibitor and Sponsorship Details

Thank you for choosing to exhibit with VPhA in 2022!

Hotel Accommodations

VPhA is able to offer exhibitors/sponsors a special group rate at both event hotels.  Be sure to mention the Virginia Pharmacists Association when booking.

VPhA Midyear Conference
Hotel Roanoke
110 Shenandoah Avenue NW
Roanoke, VA 24016
(540) 985-5900
Group Rate: $145/per room per night (plus taxes and fees)
Room Block closed for 2022

VPhA Annual Convention
Sheraton Oceanfront
3501 Atlantic Avenue
Virginia Beach, VA 23451
(757) 425-9000
(Room Block opens May 2022)

Corporate Membership Level Benefits

Bronze:

  • Logo on homepage of VPhA Website
  • Recognition in VPhA E-Newsletter
  • Signage at all Association meetings
  • Webpage link

Silver:

  • All bronze-level benefits, plus:
  • Tabletop exhibit at Midyear Conference
  • Pipe & Drape exhibit booth at Annual Convention
  • News brief in E-Newsletter
  • Acknowledgment in Annual Convention program

Gold:

  • All silver-level benefits, plus:
  • Two complimentary full-attendee registrations for Midyear Conference
  • Two complimentary full-attendee registrations for Annual Convention
  • One complimentary Annual Membership
  • Complimentary tumbler and tote bag with logos of sponsor and VPhA for Annual Convention attendees

Liability

It is understood that neither Virginia Pharmacists Association, the Hotel Roanoke, or Sheraton Oceanfront Virginia Beach, nor their members, officers, directors, or employees shall be held responsible for loss or damage of any property belonging to the exhibitor or any person or persons while in transit to or from, or while at the Hotel Roanoke or Sheraton Oceanfront Virginia Beach.

The exhibitor assumes complete responsibility and liability, and agrees to protect, save and hold forever harmless VPhA, the Hotel Roanoke or Sheraton Oceanfront Virginia Beach, Exhibits Incorporated 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.

VPhA Logo

Sponsors may not use the VPhA logo or the name of VPhA in any manner that associates any sponsor, exhibit, or activity during the meeting without expressed written consent of Virginia Pharmacists Association.

Cancellation Policy

VPhA Mid-Year Conference
Refunds (minus a $200 administrative fee) will be granted for cancellations received in writing and acknowledged prior to January 3, 2022. Cancellations of sponsorship or exhibit space received January 3, 2022 – January 31, 2022, will receive a 50% refund if a written request is received and acknowledged by VPhA prior to January 31, 2022. 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, to cancellations received after January 31, 2022, or to no-shows.

VPhA 141st Annual Convention
Refunds (minus a $200 administrative fee) will be granted for cancellations received in writing and acknowledged prior to June 12, 2022. Cancellations of sponsorship or exhibit space received June 12, 2022 – July 3, 2022, will receive a 50% refund if a written request is received and acknowledged by VPhA prior to July 3, 2022. 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 to cancellations received after July 3, 2022, or to no-shows.

Assignments of Booths and Payment Requirements

Sponsors and exhibitors requesting specific booths for the VPhA Mid-Year Conference must submit a minimum $300 deposit in order to reserve a specific booth. Deposits are non-refundable. Full payment for all reserved booths must be received by January 31, 2022. Please make checks payable to Virginia Pharmacists Association. VPhA’s TIN is 54-0420448.

All efforts will be made to avoid placing competing companies in adjacent spaces. In the event that competing companies are placed in adjacent spaces, companies will be allowed to move to another available booth within the same category or a lower booth category.

Exhibitor Services

VPhA uses Exhibits Incorporated as our convention decorator. Upon receipt of the application and paid registration fee, exhibitors will be sent information for ordering additional equipment and shipping. Please include the following for each package shipped:

FOR: VPhA Mid Year Conference – Sponsor Name
To: Hotel Roanoke
110 Shenandoah Ave NW
Roanoke, VA 24016

FOR: VPhA Annual Convention-Sponsor Name
To: Sheraton Oceanfront Virginia Beach
3501 Atlantic Avenue
Virginia Beach, VA 23451

Exhibitor Booth Setup Hours

Mid-Year Conference
Friday, February 18, 2022: 6:00 p.m. – 8:00 p.m.

141st Annual Convention
Friday, July 31, 2022: 6:00 p.m.-8:00 p.m.

Exhibit Hall Hours

Mid-Year Conference
Saturday, February 18, 2022 7:00 a.m.-4:00 p.m.

141st Annual Convention
Saturday, August 1, 2022 7:00 a.m. – 5:00 p.m.

Exhibit Hall Maps

The Hotel Roanoke; Lower Level Foyer, Floor Plan
The Sheraton Oceanfront Ocean Grand Foyer, Floor Plan

2022 Exhibit Booth Locations (See Exhibit Hall Maps linked above)

Red: Premier/Platinum Sponsors
Blue: Gold/Silver Sponsors
White: General Exhibitor

Meeting Attendee List

Meeting supporters will receive a post-meeting attendee list that will be distributed by March 23, 2022, for VPhA Mid-Year Conference and September 2, 2022, for VPhA’s 141st Annual Convention.

Specialty Marketing

Lanyards
All attendees will receive a lanyard with your company message or logo on it. Provide your own lanyards or let VPhA order them (style and color at VPhA’s discretion)
Opportunities Available: One
Confirmed By: January 3, 2022
Item Received By VPhA: February 7, 2022

Tote Bags
This permanent keepsake will be given to all attendees to keep all of their materials easily accessible. Provide your own tote bag or let VPhA order them with your logo and meeting theme (style and color at VPhA’s discretion).
Opportunities Available: One
Confirmed By: January 3, 2022
Item Received By VPhA: February 7, 2022

Name Badges
All attendees must present their official VPhA name badge to all meeting meal functions, general sessions & educational programming. Both the sponsor’s logo and VPhA’s logo will be printed on the badge.
Opportunities Available: One

Tote Bag Insert
Include your organization’s printed flyer or printed promotional item inside the attendee tote bag.
Opportunities Available: Unlimited
Item Received By VPhA: February 7, 2022

Floor Clings
Promote your company or drive traffic to your booth with an eye-catching floor cling advertisement placed prominently in the meeting space. Includes printing and installation. Maximum size of each cling 24″ x 24″.
Opportunities Available: Varies based on meeting space
Confirmed By: January 3, 2022

Welcome Reception
Sponsor a cocktail reception for all meeting attendees on Opening Night of Meeting. Drive attendees to your booth by distributing drink tickets that they can turn in for a complimentary beverage of their choice, including cocktails, beer, wine, soft drinks, and bottled water. Sponsors will receive 100 drink tickets to distribute.
Opportunities Available: Unlimited
Confirmed By: January 3, 2022

Refreshment Break
Sponsor an afternoon refreshment break for all attendees. Break choice at VPhA’s discretion.
Opportunities Available: Unlimited
Confirmed By: January 3, 2022

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 the VPhA office. VPhA reserves the right of final approval of CE programming for all sessions.

Nonprofit Organizations

Nonprofit Organizations may exhibit at the VPhA Midyear Conference and 141st Annual Convention at a discounted rate.  Questions? Please contact VPhA at info@virginiapharmacists.org or 804-285-4145.