Online exhibitor reservations is now closed. Please e-mail if you have any questions.
From the Heart,
Ron D. Hansen, OD, FAAO
HOAECC EXHIBITS DIRECTOR
3805 Foxfire St.
Hutchinson KS 67502
exhibits1@hoaecc.org
The Heart's Exhibitor Portal enables you to update the information that appears in your Interactive Exhibitor Map entry, edit and purchase badges, make payments, and simplify the process of registering for future conferences. If you happened to keep the registration email from this or a previous year, the booth badge management link will allow you to create an account pre-populated with information from previous registrations. If not, contact the Exhibits Director and request that they resend your registration email.
If you have forgotten your information or no longer have access to it, please email exhibits1@hoaecc.org for assistance BEFORE creating a new account.
Welcome HoAECC 2025 Exhibitors!
The HEART OF AMERICA EYE CARE CONGRESS invites you to celebrate the Heart's 64th Annual Congress! Participate in the Heart's camaraderie, education and innovation at the Sheraton Kansas City Hotel at Crown Center and Crown Center Exhibit Hall February 7-9, 2025.
The Heart hosts the largest Exhibit Hall in the Midwest attracting over 1,400 optometrists and paraoptometrics each year. Heart optometrists agree that the Exhibit Hall is one of the outstanding features of the Heart as it provides them direct access to Exhibitors who contribute to the success of their practices.
The Heart strives to increase traffic to facilitate interactions between doctors and Exhibitors. Refreshment stations are strategically placed in the Exhibit Hall to encourage traffic flow and all registrants are encouraged to participate in the Heart's Exhibit Hall Scavenger Hunt and Doctors Meet & Greet. Providing over $10,000 in prizes also encourages Exhibit Hall attendance and Exhibitor interaction.
Exhibit Hall registration and payment is easy online. The fee for each 10' by 10' booth is $2,600. A $250 deposit per booth is required by November 1 for priority booth assignment. A limited number of 20' x 20' island booths are available for $10,000 and require a $1,750 deposit. An additional administrative fee of $500 will be charged for booth fees not paid in full by January 1. Payment received after the Congress will be assessed a $700 administration fee.
Note: Booth furnishings are purchased separately through George Fern.
Booth assignment is highly competitive. Booth assignments will be based upon:
For companies making their deposit before October 1 booth assignments will be based upon:
- Contributions to the Public & Professional Relations fund or Speaker Sponsorship.
- Loyalty/Longevity of exhibiting at the HoAECC Congress.
- Date of receipt of deposit.
For companies making their deposit after October 1 booth assignments will be based upon:
- Contributions to the Public & Professional Relations fund or Speaker Sponsorship.
- Date of receipt of deposit.
Make payments online with Visa, Mastercard, or Discover or mail a check payable to HoAECC to:
Ron D. Hansen, OD, FAAO
HOAECC EXHIBITS DIRECTOR
3805 Foxfire St.
Hutchinson KS 67502
From the Heart,
Ron D. Hansen, OD, FAAO
Click here to download an exhibitor prospectus (PDF document)
Click here to view the exhibitor prospectus online
Click here to visit HoAECC Exhibitors List
Click here to view the Convention Hall Floor Plan (pop-up window)
Exhibiting Hours
FRIDAY, FEBRUARY 7
Exhibiting Hours: 2:45 PM to 8:00 PM
Exhibitor Lounge Hours: 8:00 AM to 6:00 PM
Exhibitor Events
Exhibit Booth Set Up: 8:00 AM to 2:30 PM
Exhibitor Welcome Meeting and Prize Drawing: 2:25 PM to 2:45 PM
Exhibit Hall Grand Opening: 2:45 PM
Heart of America Craft Beer Tour: 5:45 PM to 6:45 PM
Paraoptometric, Optometrist and Exhibitor Event
SATURDAY, FEBRUARY 8
Exhibiting Hours: 9:00 AM to 2:15 PM
Exhibitor Lounge Hours: 9:00 AM to 2:00 PM
Prize Drawings: 1:30 PM to 2:15 PM
Including Grand Prize (MUST BE PRESENT TO WIN)
Random prize drawings during exhibit hall time
Exhibit Hall Buffet Luncheon
Exhibitor Luncheon: 11:15 AM to 12:00 PM
Paraoptometric Luncheon: 12:00 PM to 12:45 PM
Optometrist Luncheon: 12:30 PM to 1:15 PM
Heart of America Business Meeting: 12:30 PM to 1:15 PM
Dessert Bar in Exhibit Hall: 12:45 PM to 2:15 PM
Heart of America Presidential Cocktail Reception: 7:00 PM
Paraoptometric, Optometrist and Exhibitor Event
REFUND / CANCELLATION POLICY
A. Booth deposits ($250 per 10'X10' booth or $1750 per 20'X20')
are non-refundable.
B. Companies canceling their exhibit space on or before
November 30, receive a refund of all payments made to date
less the non-refundable deposit.
C. Companies canceling their exhibit space on or after
December 1, and before December 31, receive a refund of all
payments made to date less a 25% processing fee and the
non-refundable deposit.
D. Companies canceling their exhibit space on or after January 1
will not receive any refunds.
E. Companies canceling their exhibit space immediately
before the Heart of America Eye Care Congress due to
circumstances beyond their control may have their payments
credited to exhibit at the Heart of America Congress, minus
the $250/$1750 non-refundable deposit, the following year.
Approval of this credit will be at the discretion of the Heart of
America board of directors.
HOLD HARMLESS CLAUSE
The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arriving out of injury or damage to exhibitor's displays, equipment, and other property brought upon the premises of the hotel and shall indemnify and hold harmless the hotel agents, servants, employees, and Heart of America members and board of directors from any and all such losses, damages, and claims. Submission of your payment indicates agreement with the terms of the Hold Harmless Clause.
RIGHT OF REFUSAL
The Heart of America Eye Care Congress board of directors reserves the right to exercise it's sole discretion in the acceptance or refusal of exhibit applications. Due to numerous complaints regarding companies with cosmetic products and services, the Heart of America Eye Care Congress approves booth space applications from companies whose products or services are directly related to the optometric industry. Companies with products or services not related to optometry WILL NOT BE ACCEPTED.
FIRST TIME EXHIBITORS
First-time exhibitors must submit background information on the company, products and services to be exhibited. Information REQUIRED to be considered for acceptance are: website, copies of literature for all products and services to be exhibited.
