FAQ

General Attendee FAQ

 

COVID-19 Related Health & Safety Protocols

We look forward to seeing everyone in Grand Rapids. HCAM/MCAL is committed to our members’ health and safety.

HCAM/MCAL requires attendees follow all federal, state, or local health and safety standards, as well as any health and safety standards that may be implemented by HCAM/MCAL, Kent County, the City of Grand Rapids, MI or the Amway Grand Plaza Hotel after your registration up to and through the end of the convention.

Because of these factors, and to minimize risks, we are implementing the following protocols:

  • VACCINATION: HCAM/MCAL Annual Convention & Expo requires all conference attendees to provide proof they are fully vaccinated against COVID-19. To be considered fully vaccinated as of this date, you must have received your second dose in a 2-dose series (Pfizer or Moderna) or a single-dose vaccine (Johnson & Johnson/Janssen).
  • MASKS: At this time, masks are optional.
  • SANITIZING: Hand sanitizer stations will be available throughout the venue.
  • EXPOSURE: Anyone who has experienced COVID-19 symptoms, tested positive for COVID-19, or been exposed to a COVID-19 positive individual within the last 14 days prior to attending convention should stay home to avoid the risk of infecting others.
  • LIABILITY: In-person participants acknowledge that there is a risk of contracting COVID-19 infection and that HCAM/MCAL cannot prevent and is not responsible for such risk of infection to any person who chooses to attend this event in-person.

Due to the rapid changes in transmissions, HCAM/MCAL may need to revise these protocols leading up to and during this event. Attendees will be notified of any changes via email.

Registration Policies

REGISTRATION:  Online registration through Swoogo is the only method of registration available for this event. Please whitelist (add to safe senders) the following email domains to ensure you receive confirmations and additional details via email: @hcam.org, @managedbyamr.com, and @swoogo.com.

EVENT CONFIRMATION:  Upon registration, you will receive an email from ohagerman@managedbyamr.com confirming your registration. Please check your spam/junk folders and whitelist this email address to ensure you receive this email and future communications regarding the event.

CANCELLATION:  All refund requests must be made in writing to Mary Gettel. Individual registration fees, less a $50 processing fee, will be refunded for cancellations received in writing prior to August 19, 2022. Cancellations received after August 19, 2022 and no-show registrants will not receive a refund nor a credit to a future program. HCAM/MCAL is not responsible for airfare, hotel, or other costs incurred by participants in the event of program or registration cancellation. 

CONVERT REGISTRATION TYPE: Registration type (in-person or virtual) may be converted at any time. If you convert from in-person registration to virtual registration, HCAM/MCAL will issue a refund of the difference in fees minus a $25 processing fee until September 5, 2022. After September 5, no refunds will be issued for registration conversion.

SUBSTITUTIONS:  Individuals registered to attend this program, but unable to participate, may send an alternate in their place. Please contact Liv Hagerman with the first and last name, title, facility/company, and email address of both the original registrant and the alternate to process this request.

CONFERENCE ATTIRE:  Business casual attire is suitable for all meetings, sessions, and receptions. Please remember to bring a sweater or jacket for air-conditioned rooms.

QUESTIONS:  Should you have questions, please contact Mary Gettel.

DIETARY REQUESTS:  Dietary restrictions must be indicated during the registration process in order to receive a special meal at food functions. We take every precaution possible, however we cannot guarantee that items are free of trace amounts of allergens and other ingredients.

VIDEOS & PHOTOGRAPHY:  By registering for and/or attending the event, participants acknowledge and agree that data, video, photographs, and other image and voice recordings of the event, may be documented by HCAM/MCAL or parties acting on the behalf of HCAM/MCAL . The data, video, photographs, and other recordings may be used by HCAM/MCAL in any media now known or later invented for any purpose related to HCAM/MCAL ‘s mission, including educational, promotional, and awareness-related use. Registration to this virtual event includes technology that monitors participant activities throughout the event platform, such as session attendance to determine continuing education credit eligibility and virtual Expo visits. Participants give HCAM/MCAL unlimited permission to use their name, likeness, image, statements and other information given to HCAM/MCAL , whether through registration, interactions in the platform during the event, or otherwise, that may be necessary for HCAM/MCAL to exercise its rightful use of data, video, photographs and other recordings. 

CODE OF CONDUCT: HCAM/MCAL has zero-tolerance for any form of discrimination or harassment, including but not limited to sexual harassment by participants or our staff at our meetings. If you experience harassment or hear of any incidents of unacceptable behavior, HCAM/MCAL asks that you inform either Melissa Samuel, President/CEO, melissasamuel@hcam.org or Mary Gettel, Director of Education, marygettel@hcam.org so that we can take the appropriate action.

Unacceptable Behavior is defined as:

  • Harassment, intimidation, or discrimination in any form.
  • Verbal abuse of anyone associated with our event. Examples include, but are not limited to, verbal comments related to gender, sexual orientation, disability, physical appearance, body size, race, religion, national origin, inappropriate use of nudity and/or sexual images in public spaces or in presentations, or threatening or stalking behaviors.
  • Disruption of presentations during sessions, in the exhibit hall, or at other events organized by HCAM/MCAL throughout the meeting. All participants must comply with the instructions of the moderator and any event staff.

Additional prohibited activities include:

  • Participants should not copy or take screen shots of Q&A or any chat room activity that takes place in the virtual space.
  • Participants are strictly prohibited from recording, distributing or otherwise publicizing sessions in any manner, unless prior approval is received in writing from both the association and the individual presenter. All materials are proprietary and protected.
  • Sharing personal event registration sign on information with other individuals to attempt circumventing registration payment in prohibited.
  • Participants are prohibited from accessing the program on two devices at the same time.
  • All registrants must present a conference name badge to enter education sessions, earn credit, and/or participate in networking functions or meals.

HCAM/MCAL reserves the right to block access to the event and/or prohibit attendance at any future meeting, virtual or in person, and seek legal action against violators where applicable.

ANTITRUST POLICY: It is the established policy of the Health Care Association of Michigan and Michigan Center of Assisted Living to comply with all laws, including the antitrust laws. Because this event includes individuals representing entities that are or may be competitors, we restrict our communications to the discussion topics specifically addressed by HCAM/MCAL in this event. In order to comply with this policy, please refrain from addressing any issues related to your respective companies’ competitively sensitive proprietary information, including (but not limited to) current or future pricing, rebates, margins, discounts, terms of sale or costs, strategic plans or initiatives, business plans, bidding situations, sales to specific customers, or in specific geographic areas. If you have any questions or concerns about this policy, please contact HCAM/MCAL at melissasamuel@hcam.org.

ANTI-SUITCASING POLICY: Representatives of companies that have not purchased a booth will not be allowed to show products, discuss services, or otherwise solicit business in the trade show area; that right is reserved exclusively for representatives of those companies that have purchased booths. Anyone who violates this policy will be escorted from the Trade Show and will not be permitted to re-enter for the duration of the convention.

ATTENDEE LIST: HCAM/MCAL does not sell attendee registration information to third-parties. We do share registration information (name, title, facility – no email addresses) with the current year’s conference sponsors/exhibitors.

CONTENT DISCLAIMER: All meeting content, including live, recorded, and written presentations, represents the opinions of the authors and speakers and should not be construed to be those of HCAM/MCAL unless adopted pursuant to the bylaws of the Association. Nothing contained herein is to be considered as the rendering of legal advice for specific cases, and readers are responsible for obtaining such advice from their own consultants and/or legal counsel. This meeting content and any forms and agreements herein are intended for educational and informational purposes only.

FORCE MAJEURE: HCAM/MCAL conferences will be cancelled due to inclement weather or other acts of God (including, but not limited to, flood, fire, or natural disaster) only if the venue and/or location of the event is closed or provides notice to HCAM/MCAL of its inability to hold the event, or if the local government declares an emergency status is in effect for the location of the event. If an HCAM/MCAL conference is cancelled due to inclement weather or other acts of God as set forth herein, every attempt will be made to reschedule the event and your registration fee will be applied to the rescheduled event date. Any travel expenses that may have been incurred cannot be refunded under any circumstances. If the HCAM/MCAL event is held but weather conditions (whether forecasted or actualized) prohibit you from traveling, HCAM/MCAL cannot refund your registration fee.

CHANGES TO PROGRAM: HCAM/MCAL reserves the right to change or modify the program based on space, speaker schedule or other circumstances. Please refer to the website for the latest schedule and information.

Continuing Education

Final determination of contact hours will be published on the website.

NHA:

  • Live In-Person: This program has been submitted (but not yet approved) for Continuing Education for XX total participant hours from NAB/NCERS.
  • Live Virtual: This program has been submitted (but not yet approved) for Continuing Education for XX total participant hours from NAB/NCERS.
  • On-Demand: This program has been submitted (but not yet approved) for Continuing Education for XX total participant hours from NAB/NCERS.

AFC & CALD: This continuing education activity is appropriate for adult foster care providers and certified assisted living directors for a recommended maximum of XX clock hours of professional development.

RN: Nurse participants may also earn up to XX nurse education contact hours. Health Care Association of Michigan is approved as a provider of nursing continuing professional development by the Wisconsin Nurses Association, an accredited approver by the American Nurses Credentialing Center’s Commission on Accreditation.

Target Audience
This conference is designed for executive-level leadership including facility/community owners, corporate-level consultants (CEO, CFO, COO, etc.), regional directors, administrators, executive directors, directors of nursing, nurse managers, directors of finance and other long-term care and/or assisted living management personnel (including homes for the aged, adult foster care and other independent and supportive living settings).

CE Reporting:  HCAM/MCAL will need 30 days after the event conclusion to compile and process all attendance data. Once the data is compiled, certificates will be available to access. Certificate questions should be directed to Mary Gettel. Session attendance for administrators will be reported to NAB using their NAB Registry ID.

Requirements of Participation:

  1. Attendance is being strictly monitored. Attendees must participate in the entire session in order to earn credit.
    1. To receive contact hours for in-person participation, you must attend the entire session and be scanned in and out of the session via the bar code on your name badge. Missed scans will result in no credit.
    2. To receive contact hours for live virtual participation, you must attend the entire session. Additionally, the virtual conference platform will show a pop-up every 10 minutes that must be clicked to confirm you are still actively engaged in the session.
      You MUST exit each session and re-enter a new session from the virtual lobby.
    3. To receive contact hours for on-demand participation in sessions, you must attend the entire session and complete the post-test with a passing score of 85% within 10 days following the conference. Additionally, the virtual conference platform will show a pop-up every 10 minutes you are watching the recording that must be clicked to confirm you are still actively engaged in the session.
  2. Participating in two sessions simultaneously in the virtual platform will result in disqualification from earning any and all CE for the entire event.
  3. The maximum number of credits that may be earned in one 24-hour period is limited to eight (8) credit hours. This includes both live and on-demand sessions.
  4. The conference evaluation must be completed in order to earn your certificate of completion.
  5. Attendees caught cheating or violating our attendance policies will not receive credit for the remainder of the conference.
Lodging

Amway Grand Plaza Hotel – Headquarters Hotel
HCAM/MCAL secured a discounted group rate at the Amway Grand Plaza Hotel of $173++ per night if booked prior to Thursday, August 18. Overnight guests at the JW Marriott will receive a discounted self-parking rate of $5/day or valet parking rate of $10/day. Room availability and/or the discounted group rate is NOT guaranteed. There are a limited number of rooms available. To reserve your room now visit https://book.passkey.com/e/50213934

Reserve Your Room Now!

 

Parking for Commuters
Parking at the city parking ramp underneath DeVos Place for commuting guests is $2 per half hour with a daily max of $25. Other parking ramps may be less expensive, an interactive map is available HERE with full details. Parking at the Amway is max $35 per day for self-parking and max $39 per day for valet.

 

Exhibitor FAQ

 

How do I register name badges for the people working my booth?
Please complete the Google Form that was emailed to you by Liv Hagerman.
What will my name badge grant me access to?
Your name badge must be worn at all times in order to grant entrance to the expo hall and the Tuesday evening David Lebenbom Scholarship Reception. Your name badge will NOT grant you entrance into education sessions or any additional meals or events.
Will my name badges be mailed to me prior to Conference?
No, all name badges will be available for pick up at the Exhibitor Registration Desk located inside the entrance to the Exhibit Hall C.
I missed the name badge registration deadline. How do I get a badge?
You will need to submit a name badge form request at the Exhibitor Registration Desk onsite. This process may take up to 15 minutes depending of the volume of requests being processed. Please note the name badge policy. Only employees of the exhibiting companies may request a name badge. Please be prepared to show a photo ID as well as a company business card. This process will be strictly enforced so please come prepared.
I want to get continuing education credits for the sessions I attend. Do I need to also register as an attendee?
Yes, vendor passes do not grant access to education sessions.
Can I purchase a Trade Show Only pass if I don't want to exhibit?
Representatives with nonexhibiting vendor companies cannot purchase a Trade Show Only pass. You would have to register as an attendee.
I need to order power or internet for my booth. How do I do that?
All additional services can be arranged through Art Craft Display. Instructions can be found in the Exhibitor Toolkit.
Where can I ship my booth setup to?
All advance shipments must be arranged through our Art Craft Display. They will store and deliver your items directly to your designated booth. Instructions can be found in the Exhibitor Toolkit.
Can I unload the things for my booth myself?
Absolutely, however, we would like to preface that the walk from the self-parking garage to the convention floor is extremely far. Also, there are certain regulations in regards to what is considered “hand-carry” and will be permitted to enter through the normal hotel entrances. Please be aware that if you are wanting to use the bell stand to deliver your items to the convention center, delivery time will not be guaranteed and may be delayed based on normal guest check-in traffic which is the bell stand’s primary focus.
Is the expo hall carpeted?
The booths are carpeted.
Do I get an attendee list?
Yes, you will receive pre-conference attendee lists as well as post-conference attendee lists. These will NOT include email addresses, however, if you are a partner of HCAM/MCAL, you may choose to cross-reference the attendee list with our membership directory.
DeVos Place Convention Center: Exhibitor Guidelines
We look forward to serving you at the DeVos Place Convention Center! We would like to thank you in advance for your cooperation in helping insure that everyone has a safe and successful event. The Convention Center has a temporary vehicle delivery area on the loading dock. This space is reserved to allow safe access for exhibitors to transport materials to and from their exhibit areas. Show Management will publish the dates and times established for the use of the loading zone in advance of the show.

  • Exhibitor Vehicle Access During Move In/Out – Must use loading dock entrances at the DeVos Place Convention Center only. There are no load-in privileges at any other entrances. See map for more info.
  • Passenger elevators may not be used for transporting freight. There is no on-site freight storage nor can we accept deliveries on your behalf at DeVos Place Convention Center prior to the first contracted move-in day of the event. Contact ArtCraft Display or your drayage company to arrange for shipping and storage.
  • Exhibitor Building Access During Move In/Out – please use the Service Entrance on the loading dock.
  • Bring Your Own Carts – ArtCraft display has a limited number of flatbed carts available on a first come, first served basis. Carts are checked out at the loading dock. Please return the cart when finished. You are encouraged to bring your own cart to expedite the load in process.
  • Parking – Parking is available at DeVos Place and several parking ramps in the immediate area. Parking in the loading area is prohibited.
  • Exhibitors Hiring Labor – Exhibitors who hire other than the official show decorator for booth installation and dismantling, must notify Show Management of the names of their I&D staff in writing not less than 30 days in advance of the event. Access of I&D staff must be coordinated through the official show decorator.
  • Children under 16 are NOT permitted on the show floor or loading docks during move-in and move-out times.
  • Floor Tape – the use of single- sided or double- stick foam tape, single side or double stick cellophane tape, or masking tape is prohibited on any surface in the Convention Center. Please check with your decorator for approved material.
  • Exhibitor Utilities – Utilities must be ordered 14 days prior to the event, i.e. (Air/Water/Drain, electrical, and telephone services). Service Order forms are available through DeVos Place Convention Center. All multiple booth areas should include a layout with utility locations with the order. This will help everyone set the order accurately. Services may be ordered during load in at the Floor Rate through the exhibitor service desk.
  • Exhibitor Fire Safety and Decoration – All fire, safety and Convention Center regulations must be strictly followed. No propane, acetylene or other flammable or explosive materials are allowed. Gasoline powered vehicles may be displayed with a maximum of ¼ tank of gas. (There are no exceptions.) The vehicle gas cap must be taped or locked and the battery cables disconnected and ends taped. Tanks of compressed air or gas must be chained and secured at all times.
  • Exhibitor Signs, Decorations or Banners – Decorations may not be attached to any surfaces in the building. No holes may be drilled, cored, or punched into the building. All equipment used must be stable without bolting or anchoring to floors or walls. Decorations may not include lighter than air (helium) balloons, crepe paper, cellophane, confetti, cotton, cornstalks, leaves, evergreen boughs/trees, glitter, sheaves of grain, streamers, straw, paper, vines, etc. Poster putty is allowed on glass or plaster wall surfaces. For overhead or heavy signage please contact ArtCraft Display.
  • Exhibitor Food Samples – Subject to Show Management approval, those who manufacture, process or distribute food as their normal course of business and wish to distribute food samples, may be allowed. This is provided food samples are no larger than bite size and beverage sizes no larger than 3 ounces. Please contact the Amway Grand Plaza Hotel and your Event Coordinator for approval prior to your arrival.
    An exhibitor, who does not manufacture process or distribute food as their normal course of business and would like to distribute food items, must purchase these items from the Amway Grand Plaza Hotel. Please contact the Amway Grand Plaza Hotel to make arrangements to purchase food and beverage services.
  • Exhibitor Giveaways – Samples may not include stick-on decals, lighter than air (Helium) balloons, glitter, etc.
  • Tobacco Free – DeVos Place Convention Center is a smoke and tobacco-free environment. Please do not smoke in the facility. Smoking cannot occur within 10 feet from any entrance.
  • Gratuity Policy – We are here to serve you. No gratuities should be offered to employees.

Michigan/Lyon Street-Freight Elevators, Ramps, Loading Docks, Marshalling Yard

DeVos Place has two sets of loading docks: The Lyon Street loading docks (located on Lyon Street on the South end of the building), service the DeVos Performance Hall, Steelcase Ballrooms, and the Monroe Meeting rooms. The Michigan Street loading docks (located on Michigan Street on the North end of the building), service the Exhibit Halls, Grand Gallery, Grand Gallery meeting rooms, Gallery Overlook and River Overlook meeting rooms. Exhibitors will need to check-in with the Traffic Control Guard on the loading dock, letting him know which booth they are in AND in which event/show they are participating. The guard will direct them to the dock available for their show.

Once the exhibitors have parked their vehicles in the loading dock, they must unload their items onto a cart. Flatbed carts and pallet jacks will be available from your decorator, but in limited supply. If exhibitors have their own personal cart, dolly, or other item that would assist them in transporting their items into the exhibit hall we would encourage them to bring it for their personal use. After their items have been removed from their vehicles and placed in the vicinity of their booth, they must return to the loading dock and remove their vehicle. Vehicles are to be removed from the loading dock before exhibitors spend time “setting up” or “arranging” their booths.

Parking is available in the DeVos Place Parking Ramp which is directly beneath the building and can be accessed from the entrance on the North West corner of DeVos Place on Michigan Street. Additional parking may be available in the City-County Building on Monroe Street (across from DeVos Place).

Exhibitors have multiple options for re-entry into DeVos Place after they have parked their vehicle. If they park in the parking ramp below DeVos Place, they may take any of the elevators up to the DeVos Place Grand Gallery. The other option is to re-enter the building through the Grand Gallery doors on Monroe Street.

Vehicles may not be left in the loading dock for any reason except for load-in or load-out purposes without the approval of the building. Load-out will not begin until the time approved by the presenter of the event. Carts, pallet jacks, etc. will not be available until the arranged load-out time. The loading dock interior and exterior doors will not open until the time posted in the show program.

Exhibitors are asked to disassemble their booths and transport their items to the loading dock upper walkway before retrieving their vehicles.

FREIGHT ELEVATOR

If arranged prior to load in/load out, exhibitors may use the freight elevator in Exhibit hall “B” to shuttle materials to and from the parking ramp. The freight elevator will be operated by a security guard, at additional expense to the event settlement. This is a great option for events that have a lot of vendors arriving with personal vehicles and small trailers. This option must be advanced with your event coordinator at least 2 weeks prior to your event start date.

SCRIBNER STREET STAGING/ MARSHALLING YARD

Scribner Street (west side of the Grand River) may be used as the Marshalling Yard / Staging Area for exhibitor vehicles wishing to use the loading docks during load-in to DeVos Place. All vehicles must check-in with Traffic Control on Scribner Street. Vehicles arriving at DeVos Place loading dock without having checked-in on Scribner will be refused access to the docks and routed to Scribner Street for check-in. Scribner Street is a one-way street heading north and can be accessed from Pearl Street. Traffic control guards will be stationed on this street. Exhibitors are to check-in with the guard and provide the name of their event, booth number and company name. Exhibitor vehicles will be held on Scribner Street until the scheduled load-in begins, or until space is available on the loading docks. The guard will let them know when to proceed onto Michigan Street eastbound to the DeVos Place loading docks. The guard will give each vehicle a voucher which will allow them access to the dock. Marshalling yard use must be planned in advance with your event coordinator at least 2 weeks prior to your event start date.

Vehicles

Vehicles are permitted in exhibit hall areas strictly for purposes of loading and unloading freight. Unless they represent an integral part of a display, vehicles may not remain parked in the exhibit halls. Display vehicles must conform to State and City fire codes as it pertains to fuel tanks and battery connections. Vehicles, because of the flammable nature of fuel tanks and their ability to obstruct exit ways, cannot safely remain in the high traffic exhibit halls.

Empty Crate Storage

Crate storage is not permitted on-site at DeVos Place. Once exhibit materials have been unloaded, crates must be removed by your service contractor. DeVos Place does not provide any storage for exhibitors. All materials for a show may be delivered on the first day of the contracted time and must leave at the end of the contracted time. DeVos Place does not arrange for items to be shipped or stored. Our in-house decorator, Art Craft Display Group (616-791-8024), may be contacted to arrange for storage. The event will be charged excess rent for each hour that materials stay in the building if not properly pre-arranged. The Grand Rapids Fire Department will enforce this safety requirement.

Hand-carried Freight

Move-in or move-out through the DeVos Place Convention Center lobbies is strictly limited to hand-carried items. All load in and load out of show materials must be done through the loading docks. At no time shall the Grand Gallery (main convention center lobby) or passenger elevators be used for load in, load out, or restocking of materials. The general rule of thumb for items that may be hand carried is that if you could legally bring it on an airplane, you can take it through our front doors. Dollies and four-wheel carts are prohibited. Material that requires the use of wheeled or mechanical equipment must be delivered to the exhibit floor via the loading docks. The escalators and elevators connecting the lobbies to the exhibit level are designed for passenger use only. They are not capable, nor intended to carry heavier loads and can be damaged by carts loaded with freight.

Signs – Banners – Window Graphics

No signs, banners, or flags may be displayed on the interior or exterior of the buildings unless approved by your Event Coordinator. DeVos Place has permanent directional signage in all areas of the building. Any additional signage may be provided by the client. DeVos Place does not allow anything to be pinned, taped, tacked, stapled, or otherwise attached to walls. Nothing may be suspended from the meeting room ceilings. All large banners and signs that you would like to hang must be facilitated through Art Craft Display. Small signs may be hung using poster putty on painted surfaces only. Signs may not be adhered to the building in any other way. Signs may not be hung on brick walls. It is recommended that signage be made of a sturdy nature (such as foam core). Easels may be rented from either an AV company or a decorator. Please be kind enough to notify your presenters, exhibitors, staff and guests of this important guideline.

Animals

Animals, other than guide or service animals, are allowed in DeVos Place only for exhibits, demonstrations, and/or entertainment. All animals for those purposes must be approved by management and any proper permits must be obtained. All sanitary needs of animals will be the sole responsibility of the client. Compressed Gasses If the event will be bringing in any compressed gasses, you must notify and get approval for such by the Event Coordinator prior to the event. All compressed gasses brought into DeVos Place must be contained in an approved cylinder, which must be properly secured to prevent tipping or falling over. If the client has rented compressed gas tanks, we remind them to make sure a “pick-up” date is scheduled so tanks will be removed from the facility at the end of your contracted event time.

 

 

Questions?

We’re here to help!


Mary Gettel,
Director of Education

Contact Mary


Liv Hagerman,
Education Specialist

Contact Liv