FAQs

 
 What is the deadline to register for the conference?

There is not a deadline to register for the conference, however, some preconference sessions do have capacity limits and may fill prior to the start of the conference. To insure your seat, register today. Register by Monday, October 22, 2018 to receive the Early Bird rates. You may register for the conference online through the last day of the conference, December 6, 2018 or onsite starting Saturday, December 1, 2018.

 Do I have to register in advance?

No, onsite registration for participants opens on Saturday, December 1, 2018 at 7 AM in the Savannah Foyer.

 What does my registration fee include?

Registration for the AHIMTA Symposium conference includes:

  • Conference Registration
  • Access to the Exhibit Hall
  • Networking Reception on Tuesday
  • Exhibit Hall Reception
  • Lunch provided in the Exhibit Hall on Wednesday

Additionally, participants can attend full or half day pre-con workshops starting December 1 for an additional fee.

 Will I receive a confirmation of my registration?

Confirmations are sent via email for all registrations.

 Will I be refunded if I have to cancel my registration?

All cancellations are subject to a $75 administrative fee. Cancellations must be sent in writing to the Registration Center via e-mail to AHIMTA@experient-inc.com by Monday, November 12, 2018. Telephone cancellations will not be accepted. After Monday, November 12, 2018, substitutions will be allowed in the event the registrant is unable to attend, but no refunds will be issued.

 Can I transfer my registration to another member of my department/staff?

Yes, registration may be transferred to another person in your organization by written request may be faxed to: 703-273-9363 or emailed: conferences@iafc.org prior to Monday, November 19, 2018. After this date, all changes must be made onsite.

 When does onsite registration open?

Onsite registration will open on Saturday, December 1, 2018.Check out the schedule at-a-glance for more details.

 What hotels have been reserved? What are the rates?

The Westin Hilton Head Island Resort will be the conference location for AHIMTA Symposium 2018. Reserve your room today

 I have been contacted by a company trying to get me to book hotel rooms - is this legitimate?

The Westin Hilton Head Island Resort is the only hotel with a block of rooms for the AHIMTA Symposium Conference. We have received reports that companies are posing as the official housing vendor for the AHIMTA Symposium conference and may contact you offering housing for your trip. They are not endorsed by or affiliated with AHIMTA and entering into financial agreements with such companies can have costly consequences.

A hotel poacher/pirate is any unaffiliated hotel or third-party housing company that acts as an official housing company and solicits business from AHIMTA Symposium participants. When individuals book hotel accommodations through poachers or pirates the consequences can be costly; event participants may be left without hotel rooms when they arrive at the event and incur fraudulent charges on their credit cards. Please report any questions or concerns to conferences@iafc.org

 

 What are the booth rules for AHIMTA Symposium 2018?

Please view the Booth Rules and Regulations (coming soon) for information on booth height regulations, what is considered a booth violation, booth backwall height allowance, banners, balloons, smoke/fog machines and information on many other items and what is and is not allowed.

If you have any questions about the design of your booth please contact: Taylor Munday, 703-537-4824, tmunday@iafc.org

 

 How do I make hotel reservations or a room block?

Exhibitors may book their housing using links provided on the Registration and Housing page.

 What is included with my booth space?

All booths receive 2 full conference badges per 100 square feet. Exhibitor registration page (coming soon). For questions regarding registration please contact, AHIMTA@experient-inc.com or +1 866-229-2386.

 Is insurance required?

All exhibitors are required to submit a certificate of insurance. Please email your insurance forms to Taylor Munday Email: tmunday@iafc.org. Note: If you are using an EAC to set up your booth we still need a certificate of insurance from the company exhibiting.

 Where are all the exhibitor order forms and information located?

All order forms can be found in the Exhibitor Manual (coming soon)

 When can I move in to set-up my booth?

Move in:
Monday, December 3, Noon – 5 PM

Show hours:
Tuesday, December 4, 10 AM – 4 PM and 6 – 8 PM
Wednesday, December 5, 7 AM – 4 PM
Thursday, December 6, 7 AM– 10:30 AM

Move out:
Thursday, December 6, 10:30 AM – 5 PM

 Can I carry my booth items/products in myself?

You may carry your items in if you can carry them in by hand.

 Can I sell my products/service at the show?

You may sell your products and/or services at the event. You will be responsible for any applicable taxes.

  I'd like to join AHIMTA and register for the conference. What do I do?

Join AHITMA during the registration process and the member rate will automatically be applied.

 I'm a member of the press – do you have press registration?

The AHIMTA Symposium conference is a private event and the IAFC reserves the right to request (additional) credentials from any member of the media wishing to attend. All members of the press should register in advance. To request a media badge please email conferences@iafc.org

 Where will the conference be held?

The conference is held at the Westin Hilton Head Island Resort hotel. Registration is located in the Savannah Foyer.

Westin Hilton Head Island Resort
Two Grasslawn Avenue
Hilton Head, SC, 29928
Ph: 1-843-681-4000

 Will transportation be provided during the conference?

The hotel is just a 45 minute drive from Savannah-Hilton Head International Airport (SAV) and a short 5-minute drive from Hilton Head Island Airport (HHH), which is ideal for private aviation and also offer flights daily on US Airways. Airport transportation includes taxi and shuttle service: K Shuttle

 Will I receive credit for the sessions I attend?

The AHITMA symposium provides certificates of attendance to all participants. Check back after the conference to download your certificate of attendance.

 Where are the networking events being held?

Networking events will be held at the Westin Hilton Head Island Resort.

 What are the Exhibit Hall hours?
  • Tuesday, December 4, 10 AM – 4 PM and 6 PM – 8 PM
  • Wednesday, December 5, 7 AM – 4:00 PM
  • Thursday, December 6, 7 AM – 10:30 AM
 Are children allowed in the Exhibit Hall?

All children under the age of 16 are admitted free into AHITMA exhibits and must be accompanied by an adult. Children must be registered and wear appropriate credentials. No children are permitted onto the exhibit floor during move in and move out of exhibits. Children will not be permitted into the general session or other meetings and educational events.

 Where can I find session information?

AHIMTA Symposium Education is posted on under Education and Exhibits. You can find this information under the AHIMTA Symposium education navigation tab.

 Will internet be available during the conference?

The AHIMTA Symposium conference does offer complimentary internet in all sleeping rooms, lobbies and meeting rooms.

  What's the dress code?

Business casual is appropriate for conference events.

 I am a presenter for AHIMTA Symposium, where can I go to find information?

AHIMTA Symposium Presenters will be sent information via email. If you have any questions please send an email to conferences@iafc.org

 What meals are provided at the conference?

Tuesday, December 4- Lunch in the Exhibit Hall
Wednesday, December 5- Lunch in the Exhibit Hall

  Who are the event contacts for AHIMTA Symposium 2018?

You can find the AHIMTA Symposium Conference contacts listed on our contact us page.