2018 Exhibitor Packet Houston, TX

Transcription

1 2018 Exhibitor Packet Houston, TX Last updated 6/23/2017

2 Table of Contents Conference Details... 3 Dates... 3 Exhibitor Hours... 3 Conference Venue & Hotel... 4 Parking... 4 Transportation... 4 Floor Plan... 4 Conference Demographics... 5 Exhibit Information... 6 Info... 6 Service Providers and Vendors... 6 Universities & Government Programs... 6 TxABA Special Interest Groups... 6 Electricity and Internet Connectivity... 6 Sponsorship Opportunities...7 Exhibitor Rules & Regulations... 9 Exhibitor Agreement Electricity / Internet / Tech Order Form Shipping / Receiving Form... 13

3 Conference Overview Dates Thursday, March 8, 2018 Sunday, March 11, 2018 Hours Thursday, March 8 Fair & Exhibit Set Up 4:00 pm 6:00 pm Imperial Ballroom Center Jobs & University Fair 6:00 pm 9:00 pm Imperial Ballroom Center Fair Only Tear Down 9:00 pm 10:00 pm Imperial Ballroom Center Friday, March 9 Exhibitor Hours 7:00 am 7:00 pm Imperial Ballroom Center Saturday, March 10 Exhibitor Hours 7:30 am 4:00 pm Imperial Ballroom Center Exhibit Tear Down 4:00 pm 6:00 pm Imperial Ballroom Center Sunday, March 11 Exhibit Area Closed Houston, Texas 3

4 Accommodations Conference Venue & Hotel Hyatt Regency Houston 1200 Louisiana Street Houston, TX (map) (713) Check-in time is 3 pm. Check-out is at 12 pm. All guest rooms at the conference hotel will receive complimentary Internet access. Dining Some food and snacks will be provided throughout the conference. Parking 24-Hour Valet and Self-Parking Facilities $20 - $36 per day. Airport Transportation Hobby Airport (HOU) Travel Distance to hotel: Approximately 11.8 miles Floor Plan The exhibit area will be on the 3 rd floor in the Imperial Ballroom Center, in between the two autism tracks (East and West). The exhibit area will have coffee and snack items throughout the conference to attract attendees. Sponsors will be able to pick their exhibit space according to sponsor level and registration date. Houston, Texas 4

5 Conference Demographics Teachers, 5% Students 6, 31% Behavior Analysts 1, 41% SLPs & OTs 5, 4% Psychologists 4, 7% Other 3, 9% Family Members 2, 4% Number of 2017 Attendees: 1, Board Certified Behavior Analysts (BCBAs) & Board Certified Assistant Behavior Analysts (BCaBAs) 2. Family members of individuals with special needs 3. Other includes: Neuroscientists, Basic Researchers, Animal Trainers, Organizational Consultants, Nurses, Childcare Professionals, Public Policy/Administration 4. May include individuals with more than one certification or license 5. Speech Language Pathologists (SLPs) and Occupational Therapists (OTs) May include individuals with more than one certification or license 6. Students of (in order from largest number to smallest) Behavior Analysis or Applied Behavior Analysis, Psychology, Education, Neuroscience, Other Houston, Texas 5

6 Exhibit Information Exhibitor Applications are required to secure an exhibit space and must be accompanied by a payment in full by February 5, Exhibitor applications are processed on a first-come, first-served basis. Exhibits include one 6 x 6 table, two chairs, and two exhibitor badges*. Additional exhibitor badges may be purchased for $15 each. * Only required for exhibitors not already registered to attend the conference presentations. Service Providers and Vendors Jobs Fair ONLY: Thursday from 6 to 9 pm $100 per exhibit Thursday - Saturday (see schedule for times) $500 per exhibit ** ** Includes one free conference registration, in addition to two exhibitor badges, and a free Provider Directory listing for one location. Universities & Government Programs University Fair ONLY: Thursday from 6 to 9 pm Thursday - Saturday (see schedule for times) $25 per exhibit $125 per exhibit TxABA Special Interest Groups Complimentary TxABA SIGs receive a complimentary exhibit if group members will be attending who can set up / tear down and periodically monitor the exhibit. If no SIG members are attending who can assist with the exhibit, the SIG can mail printed brochures to be placed at the registration table. txaba@txaba.org for more information. Electricity, Internet, & Shipping / Receiving Electricity, Internet, and Shipping / Receiving services must be ordered and paid for through the hotel. The order forms are provided at the end of the packet. Please contact the hotel directly if you have questions about these costs / services. Houston, Texas 6

7 Sponsorships Platinum Sponsor - $6,500 One Platinum Sponsorship available. Includes: First pick of booth location 2 Exhibitor Badges Exhibit at the Jobs Fair on Thursday night with Electricity and 2 Internet Passes Friday and Saturday Exhibit with Electricity and 2 Internet Passes 5 conference registrations and free CEUs for those attendees 2 invitations to the Saturday Speaker Dinner Full Page Ad on Back Cover of Program Your Company s Logo on the TxABA Conference Web Page Your Company s Logo on Sponsorship Signage throughout the conference Acknowledgement on-screen during breaks throughout the entire conference 4 Hours of Pre-Scheduled Access to a Meeting / Interview Room Unlimited Job Ad Postings on the TxABA Web site in 2017 Free Provider Directory Postings for all of your locations Gold Sponsors - $4,900 Two Gold Sponsorships available: Thursday Welcome Reception Includes: Priority booth location Your Company s Logo on the TxABA 2 Exhibitor Badges Conference Web Page & on Sponsorship Exhibit at the Jobs Fair on Thursday night Signage during the Welcome Reception with Electricity and 2 Internet Passes Acknowledgement on-screen during breaks Friday and Saturday Exhibit with Electricity on Friday and 2 Internet Passes 2 Free Job Ad Postings on the TxABA Web 4 conference registrations, including free site in 2017 CEUs for those attendees Free Provider Directory Postings for all of Full Page Ad on Inside Front or Inside Back your locations Cover of Program Houston, Texas 7

8 Silver Sponsors - $3,600 Three Silver Sponsorships available: One each for Friday, Saturday, or Sunday Morning (Breakfast) Includes: Priority booth location Your Company s Logo on the TxABA 2 Exhibitor Badges Conference Web Page & on Signage during Exhibit at the Jobs Fair on Thursday night the Breakfast you are sponsoring with Electricity Acknowledgement on-screen before first Friday and Saturday Exhibit with Electricity presentations that morning 3 conference registrations, including free Free Provider Directory Postings for all of CEUs for those attendees your locations Full Page Ad in Program Bronze Sponsors - $2,000 SOLD OUT Four Bronze Sponsorships available: Two each for Friday or Saturday Afternoon (Break) Includes: Priority booth location Your Company s Logo on the TxABA 2 Exhibitor Badges Conference Web Page & on Signage during Exhibit at the Jobs Fair on Thursday night the Break you are sponsoring with Electricity Acknowledgement on-screen after lunch that Friday and Saturday Exhibit with Electricity afternoon 2 conference registration, including free Free Provider Directory Postings for all of CEUs for that attendee your locations Half Page Ad in Program Houston, Texas 8

9 Exhibitor Rules and Regulations Regional Conference on Behavior Analysis Hosted by Texas Association for Behavior Analysis Responsibility Clause Exhibitor shall be fully responsible to pay for any and all damages to property owned by TxABA and Hyatt (HYATT REGENCY HOUSTON), its owners or managers, which result from any act or omission of Exhibitor. Exhibitor agrees to defend, indemnify and hold harmless TxABA and Hyatt (HYATT REGENCY HOUSTON), their respective owners, managers, officers or directors, agents, employees and volunteers, subsidiaries and affiliates, from any damages or charges resulting from Exhibitor's use of the property. The Exhibitor understands that neither TxABA nor Hyatt Regency Houston maintain insurance covering the Exhibitor s property and it is the sole responsibility of the Exhibitor to obtain such insurance. Exhibitor's liability shall include all losses, costs, damages, or expenses arising from, out of, or by reason of any accident or bodily injury or other occurrences to any person or persons, including the Exhibitor, its agents, employees, and business invitees which arise from or out of the Exhibitor's occupancy and use of the exhibition premises, the Hotel or any part thereof. Exhibit Approval Process TxABA reserves the right to determine the suitability of all exhibits and advertisements submitted, and to reject those that are not consistent with the mission of TxABA. You will receive confirmation from the TxABA office when your application is received and approved. All applications are accepted by TxABA subject to the conditions and requirements contained in these Rules & Regulations and within the Packet. The exhibiting or promotion of services, products, or equipment at the TxABA exhibit does not constitute endorsement by TxABA of such services, products, or equipment. An exhibitor is not permitted to represent in any manner that its goods or services have been endorsed by TxABA. Payments All exhibitor fees are required by February 5, 2018 along with your application to reserve your booth. Visit our Web site for payment options and information: Cancellation Exhibits canceled on or before February 5, 2018 will receive a refund minus a $25 administrative fee to the source of payment origin. No cancellations will be made after that. Houston, Texas 9

10 Sale of Products/Services Exhibitor is responsible to collect and remit applicable sales and use taxes to the State of Texas and/or any and all local jurisdictions for its sales of products or services. Exhibit Space Spaces are assigned according to exhibit needs. Exhibitors will receive their table number upon check-in. Exhibitors may not place their belongings in the Exhibit Area before Set Up begins. Exhibits shall be arranged so as to not interfere with access to other exhibits. Exhibitors are to maintain their exhibits in a clean, orderly and safe manner. TxABA reserves the right to make the final determination on all space assignments. Exhibitors must surrender space occupied by them in the same condition it was in at the commencement of occupation. Exhibitors or their representatives shall not injure or deface the walls, columns, floors, or furniture of the exhibit facilities. All property destroyed or damaged by the exhibitor must be replaced in its original condition by the exhibitor at his or her own expense. The exhibitor shall be liable for all property damaged. Exhibitor Code of Conduct Canvassing or distributing advertising matter outside the exhibitor s own space is not permitted. It is strictly prohibited to publicize and/or maintain any extracurricular activities, inducements, or demonstrations away from the exhibition area during the exhibit hours. Musical instruments, audio equipment, and other devices shall be operated at a level that will not interfere with other exhibitors. X-ray equipment may not be operated. Volatile or flammable oils, gases, other explosive flammable matter or material, or any substance prohibited by city laws or insurance carriers are not permitted on the premises. Security Do not leave items of value unattended. Exhibitors will be responsible for the security of booth materials and personal items at all times. ADA Compliant The exhibitor agrees to ensure that its exhibit booth space is in compliance with the Americans with Disabilities Act (ADA). To comply with the ADA, exhibitors should make every effort to accommodate attendees with disabilities. TxABA Contact Information Mail form and payment, if applicable, to: TxABA, PO Box 61, Denton, TX files and refer questions to: txaba@txaba.org. Houston, Texas 10

11 TEXAS ASSOCIATION FOR BEHAVIOR ANALYSIS Contact Information EXHIBITOR AGREEMENT Contact Name Address Business Name Mailing Address Phone Number Web Site Exhibit Information List the service(s) / product(s) that you will be promoting / selling and describe the relevance to the practice of behavior analysis: Names of 2 Exhibitors included in cost of exhibit registration: Name of 1 free conference attendee (for the $500 exhibit): Additional Exhibitors -- $15 each Emergency Contact Information: Exhibit Registration: Service or Product Exhibit -- $500 University or Govt. Exhibit -- $125 TxABA SIG Complimentary Jobs Fair ONLY -- $100 University Fair ONLY -- $25 Sponsorships: Platinum Sponsorship -- $6,500 Silver Sponsorship -- $3,600 Gold Sponsorship -- $4,900 Bronze Sponsorship -- $2,000 SOLD OUT By signing this document, I agree to comply with the Rules and Regulations outlined in the Exhibitor Packet. Signature: Date: Agreement and payment must be received by February 5, See Rules and Regulations section of Packet for payment and contact info. Houston, Texas 11

12 AUDIOVISUAL EXHIBITOR SERVICES NAME OF CONFERENCE: START DATE: END DATE: # EVENT DAYS: COMPANY NAME: ON-SITE CONTACT NAME: ROOM/EXHIBIT BOOTH #: STREET ADDRESS: CITY & STATE : ZIP CODE: TELEPHONE NUMBER: DELIVERY DATE DELIVERY TIME ADDRESS: PICKUP DATE PICKUP TIME ORDERED BY: AM AM PM PM PS AV W I LL CO N TA CT Y O U D I RECT LY FO R PAY M EN T I N FO RM AT I O N. PRI CI N G I S PER D AY. If you have a special request or need additional equipment, please call completed form to malex@psav.com PRI CES A RE FO R EX H I BI T FLO O R O N LY. A LL REN TA L PRI CES S U BJ ECT T O A 1 5 % M A RKU P I F O RD ERED D AY O F. V IDEO/ DATA DISPLAY QTY PRICE M ON ITORS QTY PRICE O R D E R I N G I N S T R U C T I O N S DVD Player $ Flat Panel Monitor (Tabletop) $ 70 To guarantee equipment availability and advanced rate, this order should reach us Laptop Computer $ LCD Monitor (Dual Post Stand, $ days prior to delivery. Table Stand, Speakers) ACCESSORIES QTY PRICE Operator labor, if requested, is subject to 55 Monitor (Dual Post Stand, $ 500 the prevailing hourly rate with a 4 hour Flipchart with 3M Pad & Markers $ 85 Table Stand, Speakers) minimum. An electronic receipt will be 60 Monitor (Dual Post Stand, ed to you. Wireless Presenter $ 65 $ 550 Table Stand, Speakers) The total charge per item is determined by INTERNET ACCESS QTY PRICE 70 Monitor (Dual Post Stand, multiplying the price by the quantity $ 585 Table Stand, Speakers) ordered. Please include applicable Sales Wired Internet Connection $ 185 Tax on equipment rental. Wireless Internet Connection $ 25 POWER QTY PRICE TAX EXEMPT STATUS If you are exempt Dedicated Bandwidth Please contact PSAV for quote Extension Cord and Power Strip $ 50 from payment of sales tax, we require you CUSTOM ITEM S QTY PRICE 120V - 20 AMP $ 120 to forward an exemption certificate for the state in which the services are to be $ 208V Single Phase - 20 AMP $ 130 provided. $ 208V Single Phase - 60 AMP $ 285 CANCELLATIONS: $ 208V Single Phase AMP $ 365 A) Cancellations received within 72 business hours of the scheduled $ fee applicable to equipment and tax. 208V Three Phase - 30 AMP or Less $ 340 $ B) Cancellations received on the day of 208V Three Phase - 60 AMP $ 420 $ scheduled delivery or no-shows are 208V Single Phase AMP $ 625 delivery date are subject to a 50% 208V Three Phase AMP $ 705 subject to the full amount of the order to include installation, drayage and tax. A 25% Event Technology Support 208V Three Phase AMP $ 1410 will be applied to all orders. Labor and/ or service 208V Three Phase AMP $ 2820 SPECIAL REQUESTS Please add any items not listed above that you require. PRINT CARD HOLDER'S NAME: CREDIT CARD NUMBER: EXP DATE: / BILLING ZIP CODE: Send the completed form via to malex@psav.com or fax to (713) Questions? Please call (713) charges may apply, and/ or loss damage waiver. Subtotal x Number of days: $ * * 8.25% Sales Tax and ETS will be added to your order. Your PSAV rep will the confirmed order with the final total PSAV. All Rights Reserved.

13 Hyatt Regency Houston Package Shipping Instructions PREPARING YOUR SHIPMENT FedEx Office is committed to providing you with an outstanding experience during your stay. All guest and event packages being shipped to the hotel must follow the address label standards (illustrated below) to prevent package routing delays. Please schedule your shipment(s) to arrive 3 4 days prior to the event start date to avoid additional storage fees. Use the name of the recipient who will be on-site to receive and sign for the package(s). Please do not ship any items to the attention of the Hospitality Manager or Catering & Conference Manager, unless the items are specifically for their use (i.e., hotel specifications, rooming lists, signed documents); this includes any room drops or deliveries to any other area of Hyatt Regency Houston. Shipments are held for a limited number of days. If a package has not been picked up and no contact information is provided, the package will be returned to the sender, who will be responsible for all additional shipping fees. For more information on package retention, the Return to Sender process, or to schedule package deliveries, please contact the FedEx Office Business Center at Package deliveries should only be scheduled after the recipient has checked into the hotel. PACKAGE LABELING STANDARDS AND FEDEX OFFICE CONTACT Hold For Guest: (Guest Name) (Guest Cell Number) c/o FedEx Office at Hyatt Regency Houston 1200 Louisiana Street Houston, TX, (Convention / Conference / Group / Event Name) Box of FedEx Office Business Center Hyatt Regency Houston 1200 Louisiana Street Houston, TX Phone: Fax: usa5524@fedex.com Operating Hours Mon Fri: 8:00am - 6:00pm Saturday: Closed Sunday: Closed SHIPPING AND RECEIVING INSTRUCTIONS Meeting organizers and participants are encouraged to contact FedEx Office in advance of shipping their items to Hyatt Regency Houston with any specific questions. If you have any special needs such as refrigeration requirements, after hours delivery requests or changes to your meeting dates or rooms, please work directly with your Event Services Manager who will communicate these needs to FedEx Office in advance of your event. PACKAGE DELIVERY WITHIN THE HOTEL In most cases, FedEx Office will complete delivery or pickup of packages within the conference and meeting rooms, lobby area and guest suites of Hyatt Regency Houston, but please check with the business center for specific delivery limitations that may exist. In cases where a drayage company or decorator is used, FedEx Office team members will release any drayage directly to the decorator if they are onsite when the shipments arrive. If any drayage or parcels require overnight storage, FedEx Office will request handling fees be collected from the decorator. If you are using a drayage company or decorator for exhibitor packages, these packages must be shipped directly to the drayage company or decorator specified address. Please note that FedEx Office team members cannot lend out any moving equipment to a guest, which includes pallet jacks, dollies, and flatbed carts. PACKAGE DELIVERY TO GUEST SUITES In most cases, FedEx Office will complete delivery or pickup of packages to guest suites at Hyatt Regency Houston, but please check with the business center for specific delivery limitations that may exist. FedEx Office is not authorized to leave packages in guest suites that are not occupied. A guest with authorization to sign for the delivery and approve any charges for handling and delivery fees must be present in the suite.

14 Hyatt Regency Houston Package Shipping Instructions UPON YOUR ARRIVAL Packages will be available for pickup inside the FedEx Office business center (receiving fee will apply). Pallets, crates, display cases and other heavier items may be scheduled for delivery by contacting our staff at the number located on the previous page (delivery fee will apply). Package deliveries should only be scheduled after the recipient has checked into the hotel. In order to maintain the proper chain of custody, FedEx Office requires the package recipient s signature before a package can be released from FedEx Office. Release signatures are captured at the time of package pickup or package delivery to the recipient. UPON YOUR DEPARTURE All outbound packages must have a completed carrier airbill affixed to each package. Packaging supplies (boxes, tapes, and etc.) are available for purchase within the FedEx Office business center. FedEx Office offers pack and ship services in the business center; while packaging supplies are also available for purchase. FedEx Express shipping boxes and airbill forms are available and complimentary. Outbound packages to be picked up by a third party courier should be coordinated in advance with a FedEx Office team member. Outbound handling fees will be applied to all packages, regardless of carrier, in addition to shipping/transportation fees. PACKAGE HANDLING AND STORAGE FEES PACKAGE WEIGHT PACKAGE PICKUP OR DROP OFF BY GUEST PACKAGE PICKUP OR DELIVERY BY FEDEX OFFICE Flat Envelopes No Charge $ lbs. $2.00** $ lbs. $10.00 $ lbs. $15.00 $ lbs. $20.00 $ lbs. $25.00 $ lbs. $25.00 $ lbs. $25.00 $50.00 Over 60.0 lbs. $25.00 $70.00 Pallets & Crates* $ $ * For inbound/outbound pallets or crates, the receiving and delivery charges are consolidated into a single fee of $150.00, which is applied to each pallet/crate handled. A labor fee of $70.00 per hour will apply for breaking down pallets, building pallets, or excessive package handling/moving due to a customer s request. The labor fee can be charged in 15 minute increments. ** No handling fees will be charged for outbound packages weighing 0-1 pound that are brought to the FedEx Office Business center by a guest. PACKAGE WEIGHT STORAGE FEE AFTER 5 DAYS Flat Envelopes No Charge lbs. $ lbs. $ lbs. $15.00 Over 60.0 lbs. $25.00 Pallets & Crates $50.00 Over 6.5 in Size $25.00 A one-time package storage fee will apply to each package received and stored for more than five (5) calendar days. Items measuring over 6.5 feet in size are considered oversize and will be assessed an additional oversize fee if stored for more than five (5) calendar days. TERMS AND CONDITIONS Receiving, delivery and storage charges are payable at the time of delivery. Recipient may be required to present government-issued photo identification and sign for delivery. Shipper must comply with all applicable local, state and federal laws, including those governing packing, marking, labeling and shipping. OBTAIN FIRE, CASUALTY AND ALL OTHER INSURANCE ON PACKAGE CONTENTS PRIOR TO SHIPPING. Neither the Hotel nor FedEx Office and Print Services, Inc. provide such insurance. Neither the Hotel nor FedEx Office and Print Services, Inc. nor the employees, agents or contractors of either firm will be liable for any damages, whether direct or indirect damages, relating to or arising out of any loss or damage to any package or its contents, unless a package is lost after receipt at the Hotel, in which case such liability shall be limited to the lesser of $100 or the liability of the carrier indicated above. By sending your package to the Hotel, you agree to be bound by any additional terms and conditions that the Hotel or FedEx Office and Print Services, Inc. may establish from time to time for receiving and delivering of packages. v052015_std