Exhibitor and Sponsorship Details

Thank you for choosing to exhibit with VPhA in 2025!

Hotel Accommodations

VPhA 144th Annual Convention
Hotel Roanoke & Conference Center
110 Shenandoah Avenue NW
Roanoke, VA 24016
(540) 985-5900

Room Block Reservations deadline has passed. 
Group Rate: $182/per room per night
(plus taxes and fees)

Rooms are still available for reservation, but no longer available at a discount.

To Make a Reservation by Phone: Call Hotel Roanoke at (540) 985-5900 and specify that you’re with the Virginia Pharmacy Association.

To Make a Reservation Online: Click Here

View the Convention Sponsorship and Exhibitor Opportunities for the 144th Annual Convention in the documents linked below:

2025 VPhA Exhibitor Prospectus

2025 Convention Sponsorship Brochure

Interested in year-round exposure and sponsorship, see if Annual Corporate Sponsorship is for you!

Sponsorship and Exhibitor Payment Requirements and Deadlines:

ALL Convention Sponsorships and Exhibitors must be confirmed by January 16, 2025. APPLICATION DEADLINE EXTENDED UNTIL THURSDAY, JANUARY 30, 2025!
No longer accepting applications for 2025 Convention Exhibitors and Sponsors.

Full payment must be received along with the application unless other payment arrangements have been made with VPhA Administration.

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

Please refer to the Convention Sponsorship Brochure, 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: VPhA Coordinator
      2530 Professional Rd
      Richmond, VA 23235

Sponsorship and Exhibitor Rules and Regulations

Exhibitor Rules and Regulations

Convention Sponsorship Terms and Conditions

Cancellation and Refund Policy

VPhA 144th Annual Convention – Exhibitors
All exhibit booth space cancellations must be submitted in writing and received by VPhA on or before January 9, 2025, for a full refund less a $500 administration fee. Exhibit booth space cancellations received between January 10, 2025 – January 16, 2025, will be eligible for 50% refund. Exhibit booth space cancellations received on or after January 16, 2025, will not be refunded. Any refunds due will be processed within 30 days of confirmation of receipt of written notice of cancellation. Refunds will not be granted due to event complications, inclement weather, no-shows, or illness.

VPhA 144th Annual Convention – Sponsors
All sponsorship cancellations must be submitted in writing and received by VPhA on or before January 9, 2025, for a full refund less a $500 administration fee. Cancellations received on or after January 10, 2025, will not be refunded. Any refunds due will be processed within 30 days of confirmation of receipt of written notice of cancellation. Refunds will not be granted due to event complications, 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, VPhA may repossess exhibit space.

Exhibitor Services and Shipment

If you require any items outside of amenities included in the Exhibit 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 (02/27/2025 – 03/01/2025)

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 Exhibit 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.

Exhibit Hall Information

144th Annual Convention

Exhibit Location
The Hotel Roanoke & Conference Center
Roanoke Ballroom/North Entry Foyer

Exhibit Dates
Friday, February 28 – Saturday, March 1, 2025

Exhibit Setup and Move-In
Thursday, February 27 | 3:00pm – 5:00pm
Friday, February 28 | 7:00am – 10:00am

Exhibit Hours
Friday, February 28 | 10:00am – 4:00pm
Saturday, March 1 | 9:30am – 3:00pm

Exhibit Breakdown and Move-Out
Saturday, March 1 | 3:00pm – 4:00pm

Exhibit Hall Map

VPhA Exhibit Hall Map_144th Annual Convention

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.