HIMSS Exhibitor Checklist

The HIMSS Global Health Conference & Exhibition is one of the most significant events in the healthcare technology industry, offering exhibitors a unique opportunity to showcase their solutions, network with industry leaders, and generate valuable leads. For exhibitors, preparation is key to ensuring a successful experience. Below is a comprehensive checklist to guide you through the process, from finalizing your booth to post-event follow-ups.

Pre-Event Preparation

1. Finalize Payment and Booth Details in the Exhibitor Resource Center (ERC):

   • Confirm your booth space and finalize all payments through the HIMSS Exhibitor Resource Center.
   • Review the exhibitor manual for important deadlines and guidelines.

2. Understand HIMSS Rules and Regulations:

   • Familiarize yourself with HIMSS policies, including booth design requirements, setup times, and marketing guidelines.
   • Rules and Regulations can be found in the ESM and are specific to your booth space.
3. Review the Information in your ERC
   • All information needed for a successful onsite presence is available to you in your ERC.
   • Be sure to check the modules with links and resources to complete specialty items.
   • The checklist section contains a checklist of actions and reminders with deadlines for setting your booth.
   • Pay attention to the deadlines as many activities have early bird discounts to save you money when ordering booth items or badges.

4. Plan Your Booth Design and Layout, Submit for Approval:

   • Work with a professional designer or your internal team to create an engaging and compliant booth.
   • Ensure your booth reflects your brand and includes interactive elements to attract attendees.
   • Submit Your Booth Rendering here for approval.

5. Order Booth Services:

   • Arrange for electricity, internet, furniture, and other services through the HIMSS-approved vendors.
   • Order forms can be found under Specialty Contractos section here.
   • Confirm shipping and drayage details for your booth materials.

6. Register Your Team:

   • Register all booth staff through the HIMSS Exhibitor Portal.
   • Ensure your team has access to exhibitor badges and understands the event schedule.
   • Badge descriptions and access can be found here.

7. Develop a Marketing Plan:

   • Promote your presence at HIMSS through email campaigns, social media, and your website.
     • Custom links to invite clients and prospects to attend are in your ERC through the Exhibitor Invites Program module.
   • Use the HIMSS exhibitor marketing toolkit to access event logos, banners, and templates.

8. Prepare Giveaways and Collateral:

   • Order branded promotional items and brochures.
   • Ensure all materials align with your messaging and target audience.
   • View Shipping Labels in the Freeman ESM to ensure items are delivered to your booth.
9. Set Up Lead Capture Tools:
   • Purchase lead retrieval devices from Compusystems. Early Bird pricing ends 1/5/26.
   • Purchase Lead Insights for additional insight into your leads captured on show site through the ERC.
   • Review the CompuLeads User Guide to set up lead scanning and qualification pre show.
   • Test your CRM or lead management system to ensure seamless data collection.

10. Train Your Booth Staff:

    • Conduct training sessions to ensure your team understands your goals, messaging, and lead capture process.
    • Practice elevator pitches and product demonstrations.

11. Plan Travel and Accommodation:

    • Book flights and hotels for your team well in advance.
    • Confirm transportation arrangements to and from the venue.

During the Event

11. Arrive Early for Booth Setup:

    • Arrive at the venue during the designated setup times to ensure your booth is ready before the event starts.
    • Set up times vary by booth location. Review the Floorplans documents in your Freeman ESM for your specific move in time. All exhibitors get access Monday, 3/9 at 10am.
    • Test all equipment, displays, and interactive elements.

12. Engage with Attendees:

    • Actively engage with visitors, ask open-ended questions, and provide tailored solutions.
    • Collect contact information and qualify leads based on their needs and interest through your Compuleads badge scanner.

13. Attend Networking Events and Sessions:

    • Participate in HIMSS networking events, keynote sessions, and workshops to connect with industry leaders and gain insights.
    • Understand your badge access and ensure you have the right badge access for what you need to do onsite.

14. Track Leads and Interactions:

    • Use your lead retrieval tools to capture attendee information and take detailed notes on conversations.
15. Resign for Next Year!
    • To lock in the best rate and location for HIMSS27 is to sign up onsite!
    • Visit the Sales Suite during the event to talk to your Sales Rep for

Post-Event Follow-Up

16. Disassemble Booth and Ship Materials:

    • Pack up your booth materials and arrange for shipping through the Outbound Shipping Information Form.
    • Ensure all items are accounted for before leaving the venue.

17. Organize and Review Leads:

    • Compile and review all leads collected during the event.
    • Sign into your Lead Insights account (if purchased) to create your Ideal Customer Profile and view additional information provided from your connections.
    • For additional help with Lead Insights, review these articles.

18. Send Thank-You Emails:

    • Send personalized thank-you emails to all leads and contacts within 3-5 days of the event.
    • Include a summary of your offerings and a call-to-action (e.g., schedule a demo, download a whitepaper).

19. Evaluate Event Performance:

    • Conduct a post-event debrief with your team to discuss what worked well and areas for improvement.
    • Review metrics such as leads generated, booth traffic, and ROI.
    • Lead Insights is a great tool for this!

20. Follow Up with Leads:

    • Reach out to high-priority leads within 1 week of the event to schedule follow-up meetings or demos.
    • Continue nurturing other leads through email campaigns and personalized outreach.

21. Share Event Highlights:

    • Post photos, videos, and key takeaways from the event on your social media channels and website.
    • Highlight your participation in newsletters or blogs to maintain visibility.

By following this checklist, exhibitors can maximize their impact at HIMSS 2026 and ensure a successful and rewarding experience. Good luck!