2018 MEMA HOMELAND SECURITY AND EMERGENCY MANAGEMENT SYMPOSIUM

Transcription

1 2018 MEMA HOMELAND SECURITY AND EMERGENCY MANAGEMENT SYMPOSIUM Please plan to join us for the Annual Maryland Emergency Management Association 2018 HOMELAND SECURITY AND EMERGENCY MANAGEMENT SYMPOSIUM May 29 June 1, 2018 Once again we will be holding the Symposium at the beautiful Clarion Fontainebleau Hotel and Conference Center located in Ocean City, MD.

2 Be a Sponsor By sponsoring an event or a door prize, you demonstrate your organization s support for emergency management activities while receiving a variety of benefits and enhancing your company s reputation among our members. Sponsorship Benefits Silver Sponsor - $ You will receive a sign acknowledging your company s generous sponsorship at the sponsored event as well as prominent recognition on the sponsorship wall displayed in the registration area and a 1/4 page ad of your own design in the event program. Gold Sponsor - $ You will receive a sign acknowledging your company s generous sponsorship at the sponsored event as well as prominent recognition on the sponsorship wall displayed in the registration area and a 1/2 page ad of your own design in the event program. Diamond Sponsor - $5, You will receive a sign acknowledging your company s generous sponsorship at the sponsored event as well as prominent recognition on the sponsorship wall displayed in the registration area and a full page ad of your own design in the event program. With your Diamond Sponsorship, a booth on the exhibit floor will be included. Your company will also receive a sponsorship plaque, as a token of appreciation for your support of the symposium and the Association.

3 Exhibit Booth Package -- An optional 20 word profile of your Company, provided by you, to be printed in the symposium program. Please include this with your registration form. -- Two Symposium participant registrations for Tuesday and Wednesday. If a vendor would like to attend the Symposium sessions on Thursday and Friday, registration as an attendee will be required for those days. -- One six foot draped and skirted table and two chairs. ** -- Company identification sign -- Overnight security for the exhibit area -- Listing in the Symposium program -- Vendor Welcome Reception -- Buffet breakfast, two breaks and lunch for two registered participants on Wednesday ** This does not include back wall, sidewall, drapes, signs, labor, security, gas, electric (if electric is required please refer to hotel order form attached), or water. All use of exhibit space is subject to Hotel s current rules and regulations for exhibit services, and must be in compliance with the local safety and fire codes.

4 Vendor Information Booth Set-up: is scheduled for Tuesday, May 29th between the hours of 11 AM 3:30 PM. (Note: plan on having your booth set-up prior to the Tuesday evening welcome reception starting at 4:00 PM). Vendor Hours: Tuesday evening 4:00 P - 7:00 P (Vendor Welcome Reception), Wednesday 7:30 A 4:30 P Booth take down: 4:30 PM Wednesday, once the event is over. Remember if you are shipping your booth from the hotel, you must make arrangements with the hotel and carrier.

5 Exhibitor Terms and Conditions Application: The application must be accompanied by a company check or payment via PayPal. Registration and Full payment must be made by May 1, 2018 before booth assignment will be issued. Booth assignments will be made on a first-come, first-served basis with sponsors receiving select booth assignments. No booths will be allowed to be set up unless payment in full is received. A late registration fee of $ will be issued for any registrations received after May 1, 2018 and your company will not be included in the program. Agreement to Conditions: Upon the Association s acceptance of the application, the Exhibitor agrees to abide by the terms and conditions listed: Exhibit Space: One six-foot draped, skirted table and two chairs constitute one booth area. Cancellation or Relocation of Symposium: In the event that the Association must cancel or relocate the Symposium due to circumstances not under the direct control of the Association, the Association will have no liability of any kind. Cancellation by Exhibitor: 50% of the full fees are refunded for cancellations received by fax or in writing by April 15, Cancellations received after May 1, 2018 are not refundable. Cleanliness: A clean building will be furnished at the start of the contract period and prior to the start of each day s events. Exhibitors must maintain and keep in good order their respective exhibit spaces. Smoking Policy: No smoking is allowed in the Clarion Resort exhibit area. Delivery and Set-up: Exhibitors are responsible for delivery, setup and removal of all exhibit materials. Security: All exhibitors are responsible for complete security within exhibit areas, meeting rooms, and other areas to be used by the exhibitors. Overnight security will be provided for the exhibit area. Exhibitor Conduct: All exhibitors and their guests are expected to maintain courteous and professional conduct during the symposium as well as any affiliated gatherings.

6 Exhibitor Registration Form Apply early to ensure premium booth space availability! Exhibit booth assignments will be made on a first-come, first-served basis. Booth location selections are not confirmed until payment is received in full. Organization Information Name of firm/organization: (to be listed in final symposium program exactly as shown here) Address: Phone: Fax: Booth Contact: Name / Number/ / Cell: Payment Information (Payment in full must accompany registration prior to May 1, 2018.) A late registration fee of $ will be issued for any registrations received after May 1, 2018 and your company will not be in the Symposium program. Please send a copy of the registration form and 20-word company profile to Steve Garvin (sgarvin@docogonet.com) no later than May 1, Payment can also be sent via the Association website at: under the Symposium tab. Yes! Sign us up to Participate in the 2018 MEMA Symposium Yes! We would like to be a sponsor this year! ($ per booth) (Enter amount) Total amount included on check #. Yes! Sign us up to donate a door prize or silent auction item Make checks payable to: Maryland Emergency Management Association Mail checks to: Maryland Emergency Management Association Marianne Souders - Treasurer Montgomery Co. Office of Emergency Management & Homeland Security 100 Edison Park Drive, 1S31 Gaithersburg, MD Note: Event schedule will follow Please check the Association Website for updates at Call or Steve Garvin with questions sgarvin@docogonet.com

7 Please check if NO services are needed EXHIBITOR SERVICE ORDER FORM Exhibits MEMA EX0529 May 29 30, 2018 Please complete and forward directly to the Clarion Resort Fontainebleau Hotel Please Print: Exhibitor Company Name: Contact Person: PREPAYMENT MUST BE SENT FOR SERVICE AND MAILED DIRECTLY TO: Jacque Kupa IF PAYING BY CREDIT CARD: CREDIT CARD NUMBER: Address: CCV: NAME OF CARDHOLDER: EXP: City/State/Zip: SIGNATURE: Phone Number: CARDHOLDER PHONE NUMBER: AUTHORIZATION SIGNATURE: (Please reserve the services indicated) ADDRESS FOR RECEIPT: Exhibit Material Storage: The hotel does not accept Exhibit materials delivered sooner than one week prior to the convention date. NO freight deliveries accepted to or from hotel unless there is a lift gate on the truck and appropriate manpower is sent to remove/replace deliveries on the truck. Other Requirements: If there are any unique requirements for exhibit space, please contact the Catering Department. MAKE CHECKS PAYABLE TO: Clarion Resort Fontainbleau Hotel Coastal Hwy Ocean City, MD (410) or FAX (410) jkupa@clarionoc.com EXHIBIT SERVICE CHARGES: 110V Outlets, Single Phase $50.00 x (Charged once per booth, per convention) Special Notice: No nails, bracing wires, staples or tape used in constructing displays may be attached to walls, floor or ceiling. All property damage by exhibitor s expense. All large exhibit items must use the freight elevator only. Permits for selling must be obtained prior to exhibit show and must be on hand during show hours. Shipping Labels REQUIRE Name of Recipient & Name of CO. Extension Cord (Per cord) $30.00 x Hardwired Internet Access $60.00 x ($60.00 per day/ per computer) Storage/ Delivery Charges- Exhibit items sent by trucking co. require complete Bill of Lading with (Includes storage & handling to & from exhibitor booth the names of shipper and receipt MUST include address. (PO Box from freight dock.) numbers are NOT acceptable for shipping via truck, UPS or FedEx) Return Shipping via FedEx and UPS require full name, address and telephone number. Prepayment is required for return shipping. There will be no direct billing extended for exhibit items. Box (Each) Pallet (Each) $10.00 x $40.00 x

8 TOTAL AMOUNT DUE: $ Catering Office Use Only: Date Paid: Initials: