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Exhibitor Information & Guidelines

REGISTER ALL BOOTH ATTENDEES INCLUDING YOURSELF

Register all persons coming from your organization using the special code that you were emailed when you registered for a booth. Each attendee must register for the conference so that we can create their name badges and include them in the Exhibitor Directory. Please ensure everyone uses the unique discount code you were emailed to allow us to identify everyone coming within your organization. If you have additional attendees, you can use the discount code EXHIBITOR25 for a reduced registration rate of $795.

CERTIFICATE OF ADDITIONAL INSURED

Insurance Certificates are due April 1, 2025. Your Certificate of Insurance in naming FSPHP as an additional insured should read:

RE: FSPHP 2025 Annual Education Conference, Hyatt Regency Seattle, April 23-26, 2025
Federation of State Physician Health Programs (FSPHP) is listed as an Additional Insured on the General Liability with regard to the above-referenced meeting.

Federation of State Physician Health Programs (FSPHP)
668 Main Street, Suite 8, #295
Wilmington, MA 01887

Please email your Certificates of Insurance as specified above to Jennifer Hernandez at [email protected].

Acord is a very popular company to use, but you can use others.

ADVERTISING IN PHYSICIAN HEALTH NEWS SPRING 2025 ISSUE

Physician Health News will provide excellent exposure to those interested in physician health and will include updates from all state programs, articles, and notices of interest to the physician health community. This newsletter is sent to all state programs, state licensing boards, and is available on the FSPHP website.

AD SIZES AND COST PER ADVERTISEMENT

$800—Half page: 7" w x 4.5" h
$600—Quarter page: 3.2917" w x 4.5" h
$400—Business card size: 3.125" w x 2.25" h
$150—Design and proofreading services per ad

Click here for complete details and to reserve your ad space.

DONATE A SILENT AUCTION ITEM

For added fun, and visibility and to support the FSPHP you may donate an item to our silent auction. Silent Auction proceeds will benefit the Federation of State Physician Health Programs’ mission to support physician health programs in improving the health of medical professionals, thereby contributing to quality patient care.

Please consider donating an item to the FSPHP 2025 Silent Auction. Your generosity is what makes this event a success! All donors and items will be recognized when we promote our silent auction items at the Opening Night Exhibitor Networking and Silent Auction Dinner on Wednesday, April 23, 2025. Please email Sandra Savage at [email protected] with questions and if you would like to donate an item.

EXHIBIT HALL SCHEDULE

Exhibitor Set up                                                                                          
Tuesday, April 22; 2:00-4:00 PM                   

Exhibit Hall Hours
Wednesday, April 23; 9:00 AM – 5:00 PM
Thursday-April 24; 8:00 AM – 5:00 PM
Friday-April 25; 10:00 AM – 5:00 PM

Exhibitor Breakdown
Friday, April 25; after 8:30 PM 

EXHIBIT HALL DIAGRAM

WHOVA CONFERENCE APP
Whova Exhibitor Guide

Update your virtual booth on the Whova Conference app. We have preloaded your company logo, website, description, and primary contact, but you now have access to upload additional items such as brochures, YouTube videos, and your booth staff contact information. Get familiar with the Whova app by reviewing the Whova Exhibitor Guide. You should have received an email directly from Whova encouraging you to “edit exhibitor info” inside your booth. If you did not see this email or would like your direct link, please email [email protected].

SHIPMENTS TO THE HOTEL

Exhibitors are responsible for shipping and receiving any packages.

Shipments will not be accepted before April 19, 2025.

(Guest Name) (Guest Cell Number)
c/o FedEx Office at Hyatt Regency Seattle
808 Howell Street
Seattle, WA 98101
Ref: FSPHP Annual Conference
Box _______of _______ (Multiple boxes MUST be numbered)

Box deliveries will be assessed a handling fee determined by weight. These charges will be posted to your Guest Room or Credit Card Provided. Payment must be settled with the FedEx office before arrival onsite.

• Click to download the Exhibitor Material Handling Form
• Click to download Hyatt Regency Shipping Instructions

NETWORK ON SOCIAL MEDIA

Share on social media that you are exhibiting! Right click the image below to save it as a picture and upload it to all your social channels like any other picture you would post. Maybe even say something like “Excited to be traveling to Seattle for the FSPHP 2025 Conference & Annual Membership Meeting”.

VISIBILITY
Meal Functions in the Exhibit Hall: To encourage participants to visit exhibitors, all meal functions (silent auction dinner, breakfast, breaks, and lunches) will be in the Exhibit Hall. Our poster session dessert and coffee will be provided in the Foyer.  

Opening Night Silent Auction & Speed Networking Dinner: Join us in the Exhibit Hall, where attendees will embark on several quick-fire encounters with the FSPHP Exhibitors. Attendees will progress from one table to the next until everyone has had a chance to meet all the 2025 Exhibitors. 

Booth Passport: Attendees will be provided an FSPHP exhibitor booth passport card, which they will ask you to initial. We do this to incentivize all attendees to come and meet you at your booth. To be eligible for a prize drawing, attendees must have visited at least ½ of the exhibitors (20) and ALL NEW exhibitors in 2025. They will ask you to initial their card by your booth name. Attendees will deposit this card at the registration desk by 11:00 am Friday morning, and winners will be announced at Friday’s lunch.

Giveaways: To increase your visibility, each exhibitor has the option of offering a drawing.  Please put out a basket to collect business cards and promote your prize drawing at your booth. Let attendees know to drop in their business card for a chance to win whatever prize you decide you want to give away. Drawings will be held during the closing session on Friday, April 25, at 5:00pm.  Must not be present to win.

STAFFING OF BOOTHS

As a courtesy to our attendees, all exhibits must be open on time and remain staffed each day during exhibit hours. Exhibitors are only required to staff their booths during dedicated hours. The Hyatte Regency Seattle urges exhibitor representatives to exercise precautions to discourage theft. Please only set up and breakdown your booth during designated times.

ATTIRE

Attire for all activities is business casual.

PHOTOGRAPHY DISCLAIMER

FSPHP reserves the right to use any photograph/video taken at any event sponsored by FSPHP, without the expressed written permission of those included within the photograph/video. FSPHP may use the photograph/video in publications or other media material produced, used or contracted by FSPHP including but not limited to: brochures, invitations, books, newspapers, magazines, television, websites, etc.

Any person desiring not to have their photo taken or distributed must contact Jennifer Hernandez, [email protected] in writing of his/her intentions and include a photograph. FSPHP will use the photo for identification purposes and will hold it in confidence.

Exhibitor Prospectus:
https://www.fsphp.org/assets/2025/FSPHP_2025Exhibitor_Brochure.pdf

Thank you for your sponsorship and for being a valuable part of the FSPHP Mission.