2025 Sponsor & Exhibitor Opportunities

1. A refund less a $100 processing fee will be made to the Exhibitor if written notice is received at least 45 days prior to the event.   2. Cancellations received 22 – 44 days prior to the event are subject to a $200 cancellation fee.   3. No refunds will be issued 21 days prior to the event.

Illinois MGMA (ILMGMA) management will, in its sole discretion, determine whether a prospective Exhibitor is eligible to participate in an ILMGMA Conference.Exhibitors shall be limited to those whose products or services are related to medical practice interests. ILMGMA reserves the right to refuse to provide exhibit space to any exhibitor not compatible with the general objectives of an Illinois MGMA Conference, or if the ILMGMA Conference is full upon receipt of the application. Exhibitor Compliance: 1. Exhibitors may not serve alcohol inside the ILMGMA Conference.   2. ILMGMA management reserves the right to reject, remove or prohibit any exhibit/display in whole or in part, or any Exhibitor or its representatives if, in the opinion of ILMGMA management, the exhibit or the activities of the Exhibitor or its representatives violates the contract, the Rules or Regulations, or are detrimental to the goals and purposes of the ILMGMA Conference.   3. Prohibited or inappropriate conduct which results in the Exhibitor removal will also result in the forfeiture of all exhibit fees, or any other fees; the Exhibitor will remain liable for any damages due to its actions.   4. Use of a exhibit space by two or more firms is not permitted. Subletting of space is not permitted.   5. Any Exhibitor who is a “no show”, meaning that the exhibit is not set up and staffed by the Conference opening time, without prior permission, will forfeit his/her exhibit space for the duration of the ILMGMA Conference. Non-attendance does not constitute cancellation on the Exhibitor’s part, and no refunds or credits will be issued. 6. “Suitcasing” is prohibited. Suit-casing is the act of soliciting business in the aisles during the exhibition or in other public spaces contracted by ILMGMA, including another company’s exhibit or conference facility or hotel lobby. 7. Smoking in the Conference space is not permitted.

1. Exhibitor may consider his/her space as reserved in the ILMGMA conference upon acceptance of a completed application and full payment has been received. Exhibitors will be assigned space based on the order in which the application and payment have been received.   2. ILMGMA management reserves the right to assign exhibit space, change the floor plan or move Exhibitor’s exhibit space, without prior notice, if ILMGMA management determines that it is in the best interest of the ILMGMA Conference.

ILMGMA will not be liable for any errors or omissions in the ILMGMA Conference’s attendee lists, websites, newsletter or any other promotional or on-site materials. ILMGMA assumes no responsibility for having included the name of a cancelled Exhibitor in material related to the ILMGMA Conference. 

Please note that while all meeting attendees are invited to the Exhibit Hall, any person(s) who HAVE NOT paid for Exhibit space at the conference who is observed to be soliciting business in the aisles or other public spaces, in another company’s exhibit, who is in violation of any portion of the Exhibit Policy, will be asked to leave immediately. Additional penalties may be applied. Conference Management recognizes that suitcasing may also take the form of commercial activity conducted from a hotel guest room or hospitality suite; a restaurant, club, or any other public place of assembly. For the purposes of this policy, suitcasing violations may occur at venues other than the exhibition floor and at other events. Conference Management must be informed of any hospitality suites, and expressed consent must be received prior to the event. Outboarding is defined by the International Association of Exhibitions and Events (IAEE) as the creation of a concurrent event that is related to an existing exhibition or event but that is not sanctioned by the organizer and which seeks to benefit from the audience the organizer attracts. ILMGMA considers Outboarding to be unethical business conduct. Our  Exhibitors and event Sponsors invest significant financial and other precious resources in the planning and execution of their events. Their financial resources are at risk as are the business reputation and good will that are vital elements of a sponsor’s business success. ILMGMA works diligently to protect  our exhibitors’ and sponsors’  investment in the event by taking a firm stance against outboarding. We encourage official exhibitors to host parties and special events to enhance ILMGMA before and after event hours, but these activities should never be functions that compete against those who are making an additional investment in their brand at ILMGMA. During event hours, it is strictly prohibited to conduct education inside of meeting rooms or to promote any activity that directly competes with ILMGMA. Sponsorship activation spaces within the confines of the ILMGMA space are opportunities to position brands and offer customers heightened experiences.