GMHC Exhibitor Information

Timeline of Exhibiting at GMHC

Step 1 - Register for the GMHC

 Registration Dates:

• Opens in April 10, 2024 at 12 PM (EST)
• Register at MedicalMissions.com
• All organizations must have an organizational profile on MedicalMissions.com prior to registering for a booth

General Booth Information

• All booths are 8’ deep x 10’ wide.
• All booths receive one  8’(l) x  24"(w) x 30"(ht) table.
• Additional furniture, lighting, fixtures, and displays are available for purchase through Genesis Exposition Services.

Booth Choices

• All booths are registered online. 
• Exhibitors choose their location(s) from map of exhibit hall.
• Booths are sold on a first come first served basis.
• Registering a booth for the GMHC ONLY registers your organization (NOT the booth representative or workers).
• You must pay for your booth representatives IN ADDITION to purchasing your booth registration (there are NO booth representatives included in the booth registration price).   

Cancellation Policy

• The GMHC offers no refund or credit of cost sharing contributions for cancellation.

Step 2 - Prepare to Exhibit

Unwanted Solicitation

• Solicitation of MedicalMissions.com organizations can result in removal of personal and organization profile from the site.
• Solicitation of GMHC organizations can result in immediate cancellation without financial remittance for booth space.
• Any organization that solicits members of the MedicalMissions.com community will be blocked unless they have written permission from the GMHC.

Booth Representatives

• Registering a booth for the GMHC ONLY registers your organization (NOT the representatives) for a booth.
• Each exhibiting organization is allowed 2 exhibitor representatives (4 for GMHC Partner Organizations) at a discounted rate.  Additional representatives are welcome at normal pricing tiers. 
• Make certain to register your representatives online to work your booth prior to the conference as this is a separate registration.
• All booths must have a minimum of one exhibitor paid representative(s).
• Remember that this is your chance to interact with students, residents, missionaries, and others that are interested in what your organization is doing. Be sure to prepare your team to answer questions, have resources, and be excited to greet the attendees.

Shipping and Receiving

• Materials shipped MUST NOT sent to Southeast Christian Church, but to Genesis Exposition Services.
• Please follow the instructions on this sheet for shipping materials to the conference. Further details are included in our Exhibitor Packet. 

Booth Selection

• All booths are registered online.
• Booths are selected first by our partner organizations and then by order of registration (organizations choose booth from booth map and availability). 
• The GMHC makes no promises or guarantees to any organization for any booth placement.

Placement

• Booth placement has been selected by each exhibiting organization. 
• Requests to change booth space are not allowed. 

Elements Guide Book

• Your organization's name and booth location will be listed in Elements (conference guidebook) as a part of your registration fee. 
• All organizations purchasing full-page advertising in Elements must meet all details and deadlines outlined at  https://www.medicalmissions.com/elements-advertising

Post Your Short Term Trips

• Learn how to post your short term trips for the 500,000+ MedicalMissions.com annual visitors.  

Step 3 - Arrive at the Conference

Time Frame

• Exhibitors may check in and set up booths during the following times: 
  • MAIN BUILDING BOOTHS: Wednesday from 12pm - 6pm & Thursday from 9am - 11am
  • BLOCK BOOTHS: Thursday from 10 am - 2:00 p
• Exhibitors in the Main Building must complete their booth set up no later than 10 AM on Thursday
• Exhibitors in the Block must complete their booth set up no later than 2 PM on Thursday.

Location - Check In

• Upon entering the building, proceed to Fellowship Hall 1 (located in main building to the far right of the atrium entrance).
• Check in at the Exhibitor Registration Table and pick up your packet.
  • Individual representatives who have registered can check in here as well
  • Individual representatives who have NOT registered must register and pay in the atrium registration counter.
• Booths are located in the Fellowship Halls of Southeast Christian Church on floors one and two, as well as two rooms on the first floor (FH 111 & 131)
• If you have others who will be attending the GMHC who are not part of your exhibitor booth delegation, they will need to pick up their materials for check in at the main registration counter in the atrium.

What You Will Need for a Simple Arrival

• Organization’s booth equipment and materials.
• Confirmation for organization and for representatives (separate items).
• Individuals are encouraged to bring their personal registration confirmation (printed or on their phone) to scan the QR code for their check in.
• A moving cart of some type makes the process far easier as carts are limited.

Housing/Parking

• The GMHC requires that every participant obtain their own housing. There are preferred hotels listed on the MedicalMissions.com website.
• Parking is available at Southeast throughout numerous parking lots.
• There are no formal shuttles set up, but you are welcome to try to coordinate rides with other conference attendees.

Step 4 - Set Up Your Booth

Shipping and Receiving

• If you shipped anything to Genesis Exposition Services prior to the GMHC, those items will be located at your booth space already

Delivery Carts

• Southeast has a limited amount of delivery carts. They are in high demand during setup and tear down - please be courteous with others & keep your usage of carts as short as possible - return promptly to inside of FH1.
• We also recommend bringing your own cart if you have one.

Your Booth Space - Physical Space

• Exhibitors may only physically occupy the immediate footprint of their booth space. 
• Exhibitors may NOT have any material or apparatus that extend into any of the aisles.
• Exhibitors in end booths are STRICTLY prohibited from having anything extending outside their  8'x10' footprint.
• Exhibitors are not to have any display or other items extending beyond a 9’ height. 
  • If you wish to build a structure that is over 10 feet, you will need to get approvals from Southeast Christian Church Facilities and Security staff as well as the local fire marshal. 
• END booths may NOT remove side bars on end of booth for structural reasons (unless written approval is given from the GMHC).
• Policy is set by fire marshal and strictly enforced.
• Any food and beverage being served in booth spaces must be approved by the GMHC team/Southeast Christian Church. NO cooking is allowed inside of the building (this includes popcorn machines).

Finding Your Booth

• You can find your booth via the exhibitor placement map (provided ahead of time) or by locating your booth sign (above your booth provided by GMHC).

Unloading Vehicles (rear building entrance marked by signs)

• You may unload any of your vehicles in the designated area only.
• Exhibitors are NOT allowed to unload under the main entrance of the church as these vehicles will be towed due to safety and fire issues.

What Is Provided by the GMHC

• Booth pipes and drapes (8’ high in back / 3’ high sides)
• (2) Chairs per booth
• (1) 8' Table per booth
• (1) Booth sign (generated from MedicalMissions.com)
• (1) Scannable QR Code Sheet (for attendees to scan and share their information with exhibitors) - LEARN MORE

Step 5 - Operate Your Booth

Booth Hours

• The Exhibitor booth hours are noted on the main conference schedule.
• The Exhibitor areas will be CLOSED AND LOCKED during ALL Plenary Sessions (no exceptions). 

Electricity & Internet

• ALL BOOTHS on ALL FLOORS have electricity.
• Each booth is provided ONE electrical outlet.
• Exhibitors are responsible for their own extension cords, three-prong adapters, tape, pins, Velcro, tools, moving carts, etc.
• WiFi internet is available in all exhibit halls (speeds will be slower due to high usage, however Southeast will set up additional networks specifically for the GMHC to help increase bandwidth and usage - for best results, please DO NOT share the exhibitor wifi password with attendees). 
• Cell phones may have difficulty gaining signal in the buildings.

Booth Usage Policy

• Distribution of literature, samples, and products are limited to your booth space only.  Distribution of these products / items are strictly limited to your booth space only.  This also applies to any person or group who sha
• res your booth.
• Exhibitors cannot share or sublet booth space without prior permission from the GMHC.  If permission is granted, only the registered organization will be recognized with signage, program book, and website.
• Any audio and/or video equipment sound must be kept at low levels and not interfere with other booths.
• Helium and latex balloons are prohibited.
• Live animals are prohibited.
• Any food and beverage being served in booth spaces must be approved by the GMHC team. No cooking is allowed inside of the building, including the use of popcorn machines.

Physical Space

• Exhibitors may only physically occupy the immediate footprint of their booth space. 
• Exhibitors may NOT have any material or apparatus that extends into the aisle.
• Exhibitors in end booths are strictly prohibited from having anything extending outside their 8'x10' footprint.
• Booth displays are NOT to exceed 9’ high in the back.  Sides must be 3’ tall or lower.
• Policy for floor and vertical spacing is set by fire marshal and is strictly enforced.
• Side pipe may only be removed BY PERMISSION ONLY - end booths MAY NOT REMOVE any pipe or drape.

Hospitality Room & Meals

• The Hospitality Room for Exhibitor Halls is located behind the stage on the first floor of the Exhibitor Halls. This room is reserved for Exhibitors to be used as a break room. Drinks and snacks are available for Exhibitors only.
• Meals for Exhibitors: Exhibitors may pick up meals 30 minutes prior to meal times. You will need your meal tickets.

Conference Schedule

• Please visit website for current conference schedule.
• Expect light traffic during breakout sessions.
• Expect heavy traffic during meal / exhibitor times.
• You do not have to staff your booth at all times.
• Exhibit hall is CLOSED and lights will be off during ALL Plenary Sessions.

Selling Items

• Products and services must reflect the overall conference goal.
• Materials and sales must be disclosed in advance by Exhibitor Coordinator.
• The collection and remission of sales tax is addressed in the Exhibitor Agreement.

Printing

• There are NO facilities at Southeast for printing.
• If you require any printing, there are several FedEx Kinkos nearby.

Follow-Up Strategies

• Have a plan to follow up with participants.
  • If they are interested in your organization, encourage them to scan the QR code assigned to your organization with their phone. The QR codes will be provided at your booth space by the GMHC​, and this data available immediately after the conference on your MedicalMissions.com profile. . Follow this link to learn more: https://www.medicalmissions.com/exhibitor-qr-codes 
• Be sure to have tangible action steps for attendees and a clear call to action following the GMHC.

Step 6 - Tear Down Your Booth

Time Frame

• Tear down for the Exhibit Hall area should not begin until 11:00 am on Saturday and must be complete by 1:30pm on Saturday.
• Please do not start tearing down during the final Exhibit Hall time period.

Cleaning Space

• Please pick up and throw out any noticeable trash in and around your area.
• Please DO NOT LEAVE literature or any other items in your space.

Shipping and Receiving

• Please follow the instructions on this sheet and in our Exhibitor Packet for shipping materials back after the conference. 

Step 7 - Access Participant Data

QR Codes

• Each exhibitor organization will be given a QR scannable code displayed at your booth, which is supplied and printed by the GMHC Team. Please note that you, as the organization, are NOT scanning the attendee's badge, they are scanning your organization QR code with their phone.  
• Attendees can scan this code with their phone to share their information with you. As you engage with attendees, simply ask if they would be interested in scanning to share their information with you.  
• The data from these scans is available to you immediately on MedicalMissions.com. Please follow this tutorial for step-by-step instructions. 

Step 8 - Review Next Steps

Registration

• Registration for next year will be available online in early Spring . Please check the website for opening date.
• All registrations must be done online.

Edit your MedicalMissions.com Profile

• Remember to keep your online profile up to date! Hundreds of thousands unique individuals visit MedicalMissions.com each year.  Don’t miss the opportunity for them to find you!

Post your Short Term Trips to MedicalMissions.com

• Automate all of your short term trip opportunities to the GMHC and MedicalMissions.com community.

Have questions about our steps or policies?

Click below to message our team and we will get back to you as soon as possible. Thank you!