CCR West Exhibitor Welcome Kit
Last Updated: Feb 03, 2026
Thank you for sponsoring CCR West 2026! We are happy to host you in San Destin, FL!
To download a copy of the CCR West 2026 Exhibitor Prospectus, please click here.
Sponsorship Portal
Welcome to your CCR Sponsorship Portal! This portal contains important information and details related to your overall sponsorship(s) at CCR West. You can share your portal link with anyone on your team. Below is a quick overview of what’s here.
Sponsor Information
The Sponsor Name and contact information shown here is who we have as the primary contact for all things related to your sponsorship and the company name as it will be shown in our portals.
Additional Portal Links
Below the sponsor information is a set of buttons that are links to additional sites specific to YOUR sponsorship. These buttons are:
- EA Exhibitor Portal – This button will take you to YOUR Exhibitor Portal. Additional notes about the exhibitor portal are below
- Manage Registrations – This button will take you to a group registration page where you can manage your Booth Staff and Full Pass Registrations
- Upload File Assets – This button will take you to a remote file storage folder where you can upload any assets we need – such as mobile banner ads, digital signage videos, etc.
- Additional Options – This link will take you to our online exhibitor prospectus. Scroll down to Additional Marketing Opportunities to see options such as onsite wall clings, push notifications, etc.
Welcome Kit
This tab provides access to our welcome kit, which has documentation available and answers frequently asked questions. We encourage you to read through all parts that relate to your sponsorship.
Details
This tab provides specific information about your sponsorship(s) – including dates and times for product theaters, ad boards, or meeting rooms you have booked.
Deliverables
This tab provides a list of actual deliverables that are part of your sponsorship(s). Included in that list are the quantity, which sponsorship they relate to, notes about how they are delivered or specs needed to create assets, and whether or not that deliverable has been completed or not. If it has not yet been delivered, please upload the files needed (e.g., final logos) or send necessary information to exhibitors@ccrheumatology.com.
Exhibitor Portal
The CCR Exhibitor Portal contains important information and details related to your onsite exhibit booth and virtual exhibit booth listing.
Exhibition Details
Shows your exhibitor booth information, including your booth number once it has been assigned, and allows you to upload your logo, set your company profile description, and upload documents for viewing on the virtual portal. The information provided here is what is shown in our mobile and virtual apps.
Update Contact Details
This tab allows you to edit the primary contact details and company name shows for your exhibitor booth.
Leads
Allows for viewing captured leads and setting up default lead retrieval questions that will be asked when your staff scans attendees.
For exhibitor or sponsorship questions, please email exhibitors@ccrheumatology.com.
For any technical support related questions, please email support@ccrheumatology.com.
Registration Desk Hours
| EXHIBITOR REGISTRATION DESK HOURS | |||
| WEDNESDAY | 04/29/2026 | 7:00 AM | 7:00 PM |
| THURSDAY | 04/30/2026 | 6:00 AM | 6:30 PM |
| FRIDAY | 05/01/2026 | 6:00 AM | 6:00 PM |
| SATURDAY | 05/02/2026 | 6:00 AM | 4:00 PM |
| ATTENDEE REGISTRATION DESK HOURS | |||
| TUESDAY | 04/28/2026 | 4:00 PM | 7:00 PM |
| WEDNESDAY | 04/29/2026 | 7:00 AM | 6:30 PM |
| THURSDAY | 04/30/2026 | 6:00 AM | 6:00 PM |
| FRIDAY | 05/01/2026 | 6:00 AM | 6:00 PM |
| SATURDAY | 05/02/2026 | 6:00 AM | 4:00 PM |
| SUNDAY | 05/03/2026 | 6:00 AM | 12:00 PM |
Registration Packet Inserts
General Guidelines
An opportunity exists for companies to have company-specific information viewed by every registrant by having inserts included with the materials all registrants receive when they check in at the registration desk. The inserts may be about a specific product, service, booth location or company function, and represent an excellent opportunity to enhance your visibility.
The number of registration packet inserts included for each exhibitor is determined by the Sponsorship Level and/or the purchase of a Product Theater. An exhibiting company also has the option to purchase a registration packet insert if it is not included with your sponsorship level. Email exhibitors@ccrheumatology.com to purchase an add-on registration packet insert. The cost of each insert is based on the actual number of pages that compose the insert, and is not dependent on whether it is printed on the front, back, or both sides.
- Premier
- 3 onsite packet inserts
- 3 digital packet inserts
- Diamond
- 1 onsite packet insert
- 1 digital packet insert
- For Each Product Theater
- 1 onsite packet insert
- 1 digital packet insert
Packet inserts should follow these guidelines:
- A one-page insert is only one single page
- If the insert is longer than one page, then there will be an additional charge of $500 for each additional page.
- The insert should be composed of paper (≥100 micron/80 gsm in thickness). Thinner or easily torn pages (e.g., product information packet inserts) are not acceptable and will not be put in the registrant packets
- The insert may be printed on the front, back or on both sides.
- It may be of any shape or size, up to 8.5 x 11 inches
- Product Theater titles must use only generic names (no brand or trade names are permitted).
- An unbranded Product Theater title must be submitted to CCR no later than March 13, 2026. ANY TITLES NOT RECEIVED BY THE DUE DATE ARE NOT GUARANTEED TO BE CORRECT, AND MAY NOT BE INCLUDED IN SYLLABUS.
- All inserts must contain the following disclaimer sentence: “The Non-CME Corporate Forum content and the views expressed therein do not necessarily reflect the views, policies or position of the Congress of Clinical Rheumatology.”
- The insert must be pre-approved by CCR. See the approval instructions below.
- The insert must be at the hotel prior to April 25, 2026.
- Digital inserts must be uploaded as PDF files to the Exhibitor Asset Upload Site prior to April 27, 2026
- Please include a tracking number so that misplaced packages can be located (if applicable) and send tracking information to exhibitors@ccrheumatology.com
APPROVAL INSTRUCTIONS
All packet inserts must be pre-approved in order to be included. Please email exhibitors@ccrheumatology.com to submit your insert for approval. Dr. McLain will reach out to you via email to either confirm acceptance or request a revision. If you do not receive a response, it is your responsibility to followup to confirm acceptance.
Onsite Packet Inserts
It is your responsibility to have the packet insert arrive on time. If your packet insert is not pre-approved, does not contain the disclaimer line, or does not arrive at the hotel by the arrival deadline (April 25, 2026), IT WILL NOT BE INCLUDED IN THE REGISTRATION PACKETS. Any payments made will not be returned.
Approved inserts should be shipped as noted below
Hilton Sandestin Beach Golf Resort & Spa
CCR East / Registration / Packet Insert
4000 Sandestin Blvd S.
South Miramar Beach, FL 32550
Digital Packet Inserts
Approved digital packet inserts must be submitted to our Exhibitor Asset Upload Site prior to April 27, 2026 to be included in the download for attendees. The inserts will be made available for download on our mobile app, virtual platform, and our live.ccrheumatology.com website.
Booth Logistics
BOOTH PACKAGE SPONSORSHIP
Please refer to your CCR East 2026 Exhibitor Prospectus for all items that are included with your sponsorship level. This information is also available in your Exhibitor Portal. The prospectus also contains a description of any items that are available for purchase as an add-on item to your sponsorship package.
Onsite Booth
NYRIF / Derm-Rheum Sponsorship
EXHIBIT SET UP – NYRIF
Tuesday, April 28, 2026
3:30 PM – 8:00 PM
EXHIBIT DISMANTLE – NYRIF
Wednesday, April 29, 2026
3:30 PM
EXHIBIT HOURS
Wednesday 6:30 am – 3:10 pm
CCR Sponsorship
EXHIBIT SET UP
Wednesday, April 29, 2026
12:30 PM – 8:00 PM
EXHIBIT DISMANTLE
Saturday, May 2, 2026
2:00 PM – 4:00 PM
Booths May Not Be Dismantled Prior to 2:00 PM
EXHIBIT HOURS
Please have someone at your booth during the times below.
Thursday and Friday 6:30 AM – 5:00 PM
Saturday 6:30 AM – 2:00 PM
Food will be available for attendees. Check the main schedule for the times for breakfast, breaks, and lunch.
BOOTH & MATERIALS SHIPPING
Please make sure any packages or materials shipped to the hotel are properly labeled to ensure prompt delivery. The name of the representative receiving the shipment should be clearly marked on all packages!
All shipments must be sent to the hotel and labeled as noted below:
Hilton Sandestin Beach Golf Resort & Spa
ATTN: Name of Person to whom the package(s) should be directed
Company Name / Your Arrival Date
4000 Sandestin Blvd S.
South Miramar Beach, FL 32550
NOTES:
- A $20.00 per box receiving/handling charge will apply to all boxes delivered to or picked up from meeting rooms.
- A charge of $150.00 per pallet per move will apply to all pallets delivered to or picked up from meeting rooms.
- Due to limited storage space at the hotel, there is a $5.00 per package per day storage fee for items received more than three days prior to arrival.
- All materials will be delivered directly to the exhibit hall on the conference exhibit set-up date and cannot be left in the loading dock or service hall areas. If storage is required, please contact the Bellstand at Extension 40.
- Additional labor charges will be incurred up to $25.00 for shrink wrapping per pallet, packaging, taping, addressing, and/or providing boxes to be shipped. (NOTE: Federal Express and UPS shipping labels are available upon request.)
- In case of missing shipments, please be prepared to provide tracking numbers.
- The Hilton Sandestin is not responsible for any materials left in function rooms. All items must be cleared from the meeting space at the conclusion of the event.
- For advance receiving/handling arrangements, please contact:
Guest Services at 850-267-9500 or Michael Kaushagen at mkaushagen@hiltonsandestinbeach.com - For on-site assistance with all packages and box deliveries, please contact the Bellstand at Extension 40.
- No carpeting is permitted in onsite booth(s).
HOTEL ELECTRICAL, INTERNET, AND TELEPHONE CONTACT
Electrical service is not included in your conference’s exhibitor fees. Power will be provided at all booths; there is no need to notify us or the hotel in advance. Usage will be monitored onsite, and you will be charged accordingly.
BOOTH AV NEEDS
TV’s, iPads, and other booth related AV are not not included in your conference’s exhibitor fees and may be obtained through the contact below. Please contact ahead of time to ensure that these will be set up.
Nancy Cappiello
Digital Motion Event Services
sales@digitalmotionevents.com
HOTEL FOOD & BEVERAGE CONTACT
Hilton Sandestin policy strictly prohibits alcoholic beverages from being brought onto the property from outside sources for any conference, event or function.
Hilton Sandestin enforces this policy for all functions on property, including exhibit halls and hospitality suites, as well as beach tents and poolside cabanas.
Product Theater Food & Beverage will be arranged by the CCR Team with the hotel. Any special requests should be made by emailing exhibitors@ccrheumatology.com.
For Ad Board or Meeting Room Food & Beverage needs, contact Adam Lourcey at 850-267-9603 or alourcey@hiltonsandestinbeach.com.
ONSITE BOOTH SELECTION / BOOTH ASSIGNMENTS
Onsite booths are assigned starting with Premier sponsors, then Diamond sponsors, who are allowed to participate in choosing their booths. All exhibitors will be notified either by email or via their portal about their booth assignments prior to the event. Booth assignments will be posted onsite.
CONFERENCE ATTENDEE LIST
Premier, Diamond, Platinum, and Gold sponsorship levels, as well as Product Theater and Advisory Board sponsors, will receive a complimentary conference attendee list as a part of their sponsorship package. This list will be emailed weekly to your company representative. No conference attendee lists will be distributed to any company below Gold Sponsorship unless that company has purchased the option to have a product theater or an Advisory Board. Attendee lists are GDPR and CCPA compliant and will only contain attendee information when permission has been given by the attendee.
LEAD RETRIEVAL
Onsite Lead Retrieval (LR) will be available via the CCR mobile app. Once the app is available, LR users will download the app to their phones or tablets (any Android or iOS device). This device can be a personal or company device. Exhibitors will scan visitor badges via the mobile app.
CCR will send an announcement to the main point of contact (Primary Contact) for your organization with a link to the mobile app once it is ready for download.
The Primary Contact will manage LR users via the Exhibitor Portal. Users added as Booth Staff will have access to scan attendees using the mobile app.
Lead Retrieval is sold on a per-exhibitor basis, with a restriction to the number of users specified, and will need to be enabled for additional users if they were not included in the initial purchase.
All companies have the option to purchase lead retrieval users for onsite booth staff. To purchase onsite lead retrieval users, email exhibitors@ccrheumatology.com.
VIRTUAL LEAD RETRIEVAL
Virtual leads are captured via the virtual booth in the virtual exhibit hall via the “Request More Information” button on their virtual exhibitor booth. This button will allow the capture of attendee information that will be available to your company.
All leads captured virtually or by scanning onsite will be available in your Exhibitor Portal. Scanned leads may take a few minutes to show up in the portal based on scan devices internet connection. These will remain available for 60 days after the event. You can add notes/additional questions to your lead capture via the Lead Scan Setup in your companies exhibitor portal. If you have any questions regarding lead reporting, please email support@ccrheumatology.com.
Exhibitor Registrations
LODGING INFORMATION
All onsite booth staff (anyone who will working the exhibitors booth) must be registered via the Sponsorship Portal to receive an exhibitor badge. Anyone without a badge will be requested to leave the event area.
After booth staff register, they will receive a confirmation email. This email will contain a link for hotel reservations for CCR. There are additional housing options listed on the CCR website. Each company will have access to a limited number of discounted room block rooms.
To book a room you may click here
If requiring 10+ rooms, please contact:
Kimberly Thompson
p: +1-850-267-9500 ext. 3112
e: kthompson@hiltonsandestinbeach.com
REGISTRATION & NAME BADGES
To register for the scientific sessions (full conference registration), click the “Manage Registrations” button on the Sponsorship Portal to go to your specific Group Registration Portal. Click Here for the Registration Portal Instructions.
If applicable, use your company’s discount code (visible in the Sponsorship Details Table) for complimentary registration for the scientific sessions. The number of complimentary registrations is based on the sponsorship level. If you have any questions about your company’s discount code, please email exhibitors@ccrheumatology.com
For exhibitor booth staff (no scientific sessions) registration, follow the steps above, but choose “Booth Staff” as the registration type. These registrations are free. Name badges will be available for pick up at the onsite CCR registration desk.
Exhibitors are not permitted to wear company badges on site. Exhibitors must wear the CCR-specific name badge.
At this time, we do not have a limit on the number of exhibitor booth staff badges that a company can receive.
Please list your name and credentials, if applicable, as you want them to be shown on the name badges in the field labeled “Display Name”. This registration will be used to print badges and will allow access only to the Exhibit Hall. Booth staff badges do NOT permit access to the main scientific session or poster rounding rooms.
Product Theater Logistics
IMPORTANT PRODUCT THEATER DEADLINES
- Product Theater Registration Packet Insert Approval
Due: March 15, 2026
Submit to: exhibitors@ccrheumatology.com - Send in Product Theater Speaker and Title
Due: March 15, 2026
Submit to: exhibitors@ccrheumatology.com - Order AV for Product Theater from Digital Motion Event Services
Due: March 15, 2026
Order Product Theater AV by clicking on the blue button under the Sponsorships tab in your exhibitor portal or by clicking here - Upload your Product Theater Presentation here by clicking here
PRODUCT THEATER FOOD & BEVERAGE
Food and beverages for all product theaters at CCR East are coordinated by the CCR Team with the hotel directly. Special requests should be emailed to exhibitors@ccrheumatology.com.
AUDIO-VISUAL NEEDS FOR PRODUCT THEATERS
Digital Motion Event Services is the exclusive provider of audio-visual services for CCR. All product theater and ad board orders should be placed through Digital Motion. Please see the AV Supply, Price, and Order List which can be viewed by clicking on the blue button under the Sponsorships tab or by clicking here. Digital Motion will invoice separately for all audio-visual items.
Order product theater AV needs by April 10, 2026.
PRODUCT THEATER SPEAKER & TITLE
For your Product Theater to be advertised in CCR’s Product Theater email blast, and to be listed on the Agenda in the Registration Packet, submit your Product Theater speaker and title to Dr. Pam McLain at pmclain@ccrheumatology.com and exhibitors@ccrheumatology.com by March 15, 2026. CCR will send an email blast prior to the conference announcing all available product theaters.
PRODUCT THEATER PUSH NOTIFICATIONS
Each product theater will get one push notification prior to the start of the product theater. Push notifications are uniform for all sponsorships and will include the title, speaker, time, and location of the Product Theater.
PRODUCT THEATER GAMIFICATION
Details coming soon as we are launching a new platform. Thank you for your patience. Please check back often!
*NOTE: The drawing is being conducted by A&R Educational Group, LLC which is solely responsible for its conduct. The drawing benefits A&R Educational Group, LLC by increasing traffic to the exhibits. All prizes awarded are at the discretion and control of A&R Educational Group, LLC. IMPORTANT DISCLAIMER: NO PHARMACEUTICAL UNRESTRICTED EDUCATIONAL GRAND FUNDS OR CORPORATE SPONSORSHIP FUNDS OR EXHIBITOR FEES OR ANY OTHER FUNDS WHATSOEVER PROVIDED BY ANY PHARMACEUTICAL COMPANY WERE USED TO ACQUIRE OR PURCHASE THE PRIZES.
PACKAGE SPONSORSHIP
Please refer to your CCR East 2026 Exhibitor Prospectus for all items that are included with your sponsorship. The prospectus also contains a description of any items that are available for purchase as an add-on item. If you have any questions about your sponsorship package, email exhibitors@ccrheumatology.com
Deliverable Specs and Deadlines
Attendee Registration List
[Applies to Gold, Platinum, Diamond, Premier]
If your sponsorship level is Gold or above the attendee registration list URL will be emailed to you every Friday morning. Additional email addresses may be added to your exhibitor record to receive it, please email exhibitors@ccrheumatology.com to have them added or changed.
Booth Location Consultation
[Applies to Diamond, Premier]
An email will be sent to the email address listed in your sponsorship portal when booth selection starts for your sponsorship level. If you have location consultation you may reach out to our exhibitor team for additional information and guidance during selection.
Lanyards and USB Drives
[Additional purchased opportunity]
Deliverables Due: February 20, 2026
For lanyards, you are allowed 1 logo that will be used on the lanyard fabric. This logo will be repeated after the CCR logo and should be a horizontal or wide logo. The lanyard fabric will be blue in color. Proof images will be provided for approval. Please reach out to emclain@ccrheumatology.com with any questions or to send in your logo. An example is below:
For USB drives, you are allowed 1 logo that will be applied on one side of the USB drive, the other side will have the CCR logo. The USB drive will include all of the CCR syllabi in PDF format and the sponsor is allowed to add additional PDF, image, or video files up to the size of the USB drive being used. Please reach out to emclain@ccrheumatology.com with any questions or to send in your logo.
Logo Used in Posters, Mailings, etc.
[Applies to all exhibitors]
Deliverables Due: Immediately
Mailings, emails, and other physical or virtual deliverables are produced by CCR’s graphics team when required. To ensure we use the correct logo for your brand, please email a high resolution PNG file or SVG version of your logo to exhibitors@ccrheumatology.com. Additionally, be sure to upload your logo as noted in your sponsorship portal instructions so it will show properly on our website, in the virtual portal, and mobile app.
Mobile Banner Ads
[Applies to Platinum, Diamond, Premier and Additional Purchased Opportunity]
Deliverables Due: April 1, 2026
Mobile banner ads are image files [PNG or JPEG] that fit the below size specifications. No other media type may be used. Banner ads may additionally be linked to an outside https destination.
Dimensions: 1440px wide X 400px high
Please check your sponsorship portal for the number of banner ads you have available and for each upload them here: https://form.jotform.com/253248558717165
Onsite Digital Signage
[Applies to Diamond, Premier, and Additional Purchased Opportunity]
Deliverables Due: April 1, 2026
CCR deploys 10 digital signage TVs around the venue space and will run your ads on them throughout each day. Each ad plays for no more than 30s. Our system can display images and videos and we run the displays in portrait orientation so the ads can be up to 1080px wide X 1920px high. Ads of a smaller size may be be scaled to fit available space.
Please check your sponsorship portal for the number of ads you have available and for each upload them here: https://form.jotform.com/253248558717165
Onsite Registration Packet Inserts
[Applies to Diamond, Premier, and Additional Purchased Opportunity]
Please see the Welcome Kit section on Registration Packet Inserts
Push Notifications
[Applies to Diamond, Premier, and Additional Purchased Opportunity]
Deliverables Due: April 1, 2026
Push notifications are mobile app messages that are scheduled to be delivered to the CCR attendees during our event. If part of your sponsorship, you can provide us with a short subject line and message body along with the date and time the messages should be scheduled for delivery.
Please check your sponsorship portal for the number of push notifications you have available and for each add them here: https://form.jotform.com/253248558717165
Room Keys
[Additional purchased opportunity]
The CCR team will reach out to coordinate communication and assets.
Save the Date Physical Mailing
[Applies to Premier and Additional purchased opportunity]
All mailing designs and sends are coordinated by the CCR Marketing team. Please be sure the logo you would like for us to use is uploaded as noted above under “Logo Used in …”
Wall Clings, Elevator Wraps, Etc.
[Additional purchased opportunity]
The CCR team will reach out to coordinate communication and assets.
Wifi Landing / Live Page
[Additional purchased opportunity]
Deliverables Due: April 1, 2026
CCR is able to customize our “Live” page by adding logos and links as needed. To view our current page have a look at https://live.ccrheumatology.com. Please reach out to emclain@ccrheumatology.com if purchased to start the customization process.