FAQs

No, sponsors and exhibitors may not use the BLUE CROSS OR BLUE SHIELD words, symbols, trademarks, service marks, or make any references to Blue Cross and Blue Shield Association, its Member Plans, “the Blues” or “Blue” in any manner, including but not limited to literature, pamphlets, websites, social media sites, electronic media, communications (on-site, pre- and post-) or Exhibit Space. 

Any materials distributed, communicated or displayed at a BCBSA Conference in violation of this policy will be removed immediately, and the sponsor/exhibitor may be banned from participating in the 2018 National Summit (without refund), as well as future BCBSA Conferences and events.  Other actions may be taken by BCBSA, as BCBSA deems appropriate.  See Rules and Regulations #3 for more details. 

Yes, the exhibit hall is carpeted.   The General Contractor will offer other carpet options for an additional fee if you choose not to use the existing carpet.  

Blue Cross Blue Shield Companies are the exclusive audience for the 2018 National Summit.  Any outside company needs to sponsor and/or exhibit to participate in the conference.

135-656-874.  If you require a completed W-9 form, please email your request to exhibitors@bcbsa.com. BCBSA will not provide any additional documentation in order to establish ourselves as a vendor within your organization.

As the 2018 National Summit is a private, invitation-only event and in accordance with the conference Blue Brand Policy, publicizing the conference on any traditional and social media is not allowed, as outlined in Rules and Regulations #3

Electric, A/V, and furniture order forms will be available in the Exhibitor Service Kit. If you have reserved an exhibit space, you will receive a copy of the Exhibitor Service Kit directly from Freeman on February 9, 2018

Exhibitors can have a maximum of five attendees per 10’ x 10’ booth.  Some companies, based on their sponsorship level, will receive an increased allotment of conference registrations.

Full payment is required no later than February 2, 2018. If full payment is not received by February 2, ability to exhibit will be at the discretion of BCBSA. Please see General Rules and Regulations #1 for more details.

Payments and refunds:
A 75% deposit is due within 14 days of receipt of application and is nonrefundable. Final payment is due no later than February 2, 2018. Exhibitors will not be allowed to set up their own exhibits if payments have not been made in full. All cancellation, withdrawal and booth downgrade notifications must be made in writing to Show Management. No verbal cancellations will be accepted. Written cancellations will not be held liable for final payment if received on or before February 2, 2018. For cancellations occurring after this date, final payment remains due or is non- refundable if paid in full.

To pay by wire transfer:
Name of Bank:  The Northern Trust Company
Account Name:  Blue Cross Blue Shield Association Operating Account
Account Number:  27588                 Bank ABA Number:  071000152
Addenda Info:  BLUE SUMMIT Charge Code Q01-39Q-544, Acct 480500 Exhibitors only
For international wire payments, Bank SWIFT code:  CNORUS44

To pay by credit card:
Please click
here to access the exhibitor portal.
Once logged in, click the "My Account" tab and enter your credit card information to process payment.

To pay by check:
THIS IS A POST OFFICE BOX ADDRESS. DO NOT SEND PAYMENTS VIA OVERNIGHT SERVICE TO THIS POST OFFICE ADDRESS, AS PACKAGE WILL BE RETURNED. Make check payable to Blue Cross Blue Shield Association. Send check (with a copy of the application and meeting code Q01-39Q-544) via regular mail to:

Blue Cross and Blue Shield Conferences
75 Remittance Drive, Suite 3091
Chicago, IL 60675-3091

Questions? Please contact exhibitors@bcbsa.com
 

No, BCBSA does not allow sponsors or exhibitors to secure door drops at conference hotels.

We do offer this as a sponsorship.  Please contact Christine.Paplaczyk@bcbsa.com for further details.  

Lead retrieval systems will be available to order through the Exhibitor Service Kit. Lead retrieval systems are not required but must be ordered by Exhibitor if needed at an additional cost. If you have reserved an exhibit space, you will receive a copy of the Exhibitor Service Kit directly from Freeman on or before February 9, 2018 that will include the Lead Retriveal order form. 

Lead retrieval units can be picked up on-site at the Exhibitor Service desk.  

Exhibitors are responsible for submitting their complimentary registrations and company profile online via the Exhibitor Portal in the Sponsor and Exhibitor Resource Center. Only Primary contacts will receive a confirmation letter that includes the exhibitor resource website link and a unique password.

The deadline to submit your complimentary registrations: April 25

The deadline to submit your company profile: March 30

There is not a public site for the 2018 National Summit.  Blue Cross Blue Shield Plan attendees have access to 2018 National Summit information via an internal site.  Primary contacts will receive a confirmation letter that includes the Sponsor and Exhibitor Resource Center link and a unique password.

Yes, all exhibitors are welcome to have drawings and/or giveaways at their booths. We ask that you please follow these guidelines: a) BCBSA staff are not eligible; b) due to compliance regulations, a single drawing or giveaway prize must not exceed $250 – noting that most attendees cannot accept items over $50 total due to compliance regulations (no limit to the number of drawings conducted/giveaways awarded); c) any prizes of store specific gift cards (e.g., Starbuck’s or Amazon gift cards) must not exceed $10; d) no prizes of cash or cash equivalents (such as prepaid credit cards, e.g., Visa gift cards) will be allowed. 

All drawings or giveaways are to be organized fairly for all Blue Cross Blue Shield Plan attendees and exhibitors are responsible for shipping drawing prizes to winners.  BCBSA will not announce or ship prizes to winners.

For additional terms on Drawings and Giveaway Prizes, see also General Rules and Regulations #13.

No, booth-only passes or 1 day passes are not available at this conference. Wristbands will be offered on-site and will be valid for the setup and tear-down hours only. Wristbands will not be valid for access to booths during the hours that the exhibit hall is open to conference attendees, nor will they be valid for sessions, meals or events.

The early bird registration rate is $1,775 on or before February 16.  After February 16, the preconference rate for additional registrations is $1,875. The last day to purchase registrations at the preconference rate is April 16After April 16, you must register onsite.  The rate for on-site registrations is $2,200  All registrations must be entered via the Exhibitor Portal in the Exhibitor Resource Center by April 25.  Booth-only passes or day registrations are not available for this conference.

The conference attire is business casual.

If your company is holding a unique activity or prize drawing in your booth, be sure to submit it via the exhibitor portal by March 30 to be featured in the conference mobile app! This offering is intended as a way to highlight your company’s presence on the show floor and is not required in order to exhibit.

Examples include:

“XYZ Company will hold a drawing for a Kindle Fire at booth #302 at the 2018 National Summit”

“Stop by ABC Corp, booth #821 at the 2018 National Summit, for a free cooking demonstration”

Due to space constraints, please note that BCBSA reserves the right to edit any booth promotion language without notice. All drawing prizes and/or activities are the responsibility of the exhibitor.  BCBSA will not coordinate activities for exhibitors nor announce or ship prizes to winners.

Booth assignments begin in November and will be ongoing.   Booth requests will be honored with priority to 2017 sponsors, 2017 Exhibitors and by date contracts are received, at Show Management’s discretion.

If you have a question in regards to the booth you were assigned please contact Christine Paplaczyk at christine.paplaczyk@bcbsa.com 

No, each exhibitor badge must be registered with a unique company issued email address. Email addresses are used to access and save individual information and selections in the conference mobile app and post-conference survey. 

If you are in need of the BCBSA W-9 form please send your request to exhibitors@bcbsa.com 

The following attendee lists will be emailed to the primary contact at each sponsoring and/or exhibiting company:

  • Preliminary attendee list (title and Plan name only): April 6, 2018.
  • Pre-conference attendee list (name, title, Plan name, mailing address only): April 14, 2018.
  • Post-conference attendee list (name, title, Plan name, mailing address only): May 11, 2018.

Please click here for more details. 

Set up hours*:

Tuesday, May 1: 8 a.m. – 5 p.m.                              Wednesday, May 2: 8 – 10 a.m.

Tear down hours*:

Thursday, May 3: 2:30 – 7 p.m.                          

*subject to change

No, BCBSA requires only one primary contact per company to streamline communications and avoid confusion and duplicated efforts. If you would like to change your primary contact, please email exhibitors@bcbsa.com.

The height restriction is 8’ for all booths* except for 20’ by 20’ booths which have a 16’ height restriction.

*Display materials in linear booths must not obstruct the sight lines of neighboring booths. All materials in the front half of linear booth displays are subject to a 4’ height restriction, while displays in the rear half of the booth may use the maximum 8’ height.  

Suspending any materials/signs from the ceiling or posts of the Exhibit Hall (“Rigging”) is strictly forbidden, except to the limited extent that BCBSA may approve in writing in association with permissible signage for a certain Sponsorship level. 

Sponsor/Exhibitor agrees not to extend invitations to, call meetings with, or otherwise solicit the attendance of any BCBSA Conference registrants to any meeting, gathering, or social event during the period between the official opening and closing of the BCBSA Conference, including but not limited to invitations to hospitality suites, refreshments, meals, receptions, or other activities (collectively “Sponsor/Exhibitor Events”), without the prior written consent of Show Management on scheduling considerations (so as not to conflict with official BCBSA Conference activities), and then only with the understanding that the Sponsor/Exhibitor is solely responsible for all such Sponsor/Exhibitor Events.  Scheduling of Sponsor/Exhibitor Events (whether located in the hotel or elsewhere) must be approved in advance by Show Management.

No, there is only one company per booth. Any co-locating or representation of multiple companies in one booth is a violation of conference policy.

Authorized Representative, and all other of Sponsor/Exhibitor’s attendees at the BCBSA Conference, shall be full time employees (not part time or contingent staff, consultants, or other third parties) of Sponsor/Exhibitor (not that of its parent, subsidiaries, affiliates, or other third parties).

Please see General Rules and Regulations # 6 & #7 for more details. Email exhibitors@bcbsa.com with any questions.