Vendor Coordinator, Global Drive Network, Level Up Conference

Transcription

1 Greetings and Salutations! Global Drive Network, Level Up Conference is eagerly preparing for our Level Up Conference. We are excited to invite your business to participate as a vendor or exhibit to showcase your products and services to our conference attendees. This is an excellent opportunity to network and interact with a targeted audience of conference attendees and showcase your brand. The conference will be held August 9th through 11th, 2019 in Chicago, Illinois at the DoubleTree by Hilton Chicago-Alsip located at 5000 W. 127th Street Alsip, IL Selected vendors can book a hotel room at a discounted rate of $151.32/night Please provide the full names of all individuals staying with you in you room. Please note, all guests must be 21 years or older. For priority consideration, please return your completed registration/contract, complete with your preferred address for invoice by Friday February 15, Registration and contract forms will processed and accepted at base rate price through Saturday March Any forms that are received and accepted after Saturday March 2, 2019, will be processed as space allows with an additional late fee (Late Fee, $25.00). A confirmation will be sent upon receipt of your completed contract. Upon acceptance, an invoice will be sent for requested level of participation fees. All invoices will be cancelled within 10 business days unless arrangements have been made with Vendor Coordinator, Shaquilla Willis. Please note, vendor space is limited and will be assigned on a first come, first serve basis. To secure your space, please completed contract to qwillisceo@elegancebydezign.com. Payments will be sent to PayPal:globaldriveradio@gmail.com. The vendor area will be available for set-up on Friday morning between the hours of 9:30 am and 11:45 am. All vendors will need to be setup and ready for sales by Noon when Guest Registration begins. Vending time will be from Noon to 5pm on Friday. Each vendor will be provided ONE (1) six-foot draped and skirted table with two (2) chairs. If you would like an additional table the cost is, $ The maximum number of tables allowed is two (2) per vendor. If you have any additional questions, please do not hesitate to contact me at (405) or via at qwillisceo@elegancebydezign.com. We look forward to seeing you at the Global Drive Level Up Conference! Sincerely, Shaquilla Willis Vendor Coordinator, Global Drive Network, Level Up Conference VENDOR FEES/TELEPHONE/ELECTRICITY: An assessment of $ is required for each vendor booth. Payment must be in the form of PayPal to globaldriveradio@gmail.com. All expenses relating to telephone, electrical installation, and any other equipment provided by the hotel will be the responsibility of the vendor. Vendor registration fee includes HVAC during show hours, room lighting during show hours, WiFi Connection and finished carpet space. Vendor

2 registration fee does not include exhibit storage, material handling, decoration, special lighting, security services, cleaning or janitorial services, installation labor (including erecting, draping, or decorating exhibit booths/area), or moving exhibit material in and out of hotel. Please be advised, each vendor will be required to remove all products and large table decorations at the end of show times each evening. Global Drive Network, Level Up Conference, the Venue, or it s affiliates will be responsible for any vendor merchandise during conference downtime. AREA ASSIGNMENT: A vendor booth shall consist of one (1) six-foot table that will be assigned to each vendor based on the date receipt of each complete registration/contract packet. Special furniture or backdrops are the responsibility of the vendor. Any movement of tables must be approved by the vendor/exhibitor conference committee during vendor set-up time. CONTRACT APPROVAL: For priority consideration, this signed registration/contract must be returned to Shaquilla Willis via to qwillisceo@elegancebydezign.com by Friday February 15, If registration is sent after this date, please contact the Conference Planner to verify space is still available. If so, an additional $25 must be included with your payment as a late fee. Registrations received after Friday March 15, 2019 will not be accepted. Upon receipt and approval of vendor registration/contract, the vendor will receive an confirming acceptance. Applicants that are not approved will be notified by letter or . Please be advised we will limit the number of company types and/or product offerings to ensure a diverse product offering for our guests and optimal selling environment for vendors. Your timeliness in submitting your application is appreciated for primary acceptance. REFUND POLICY: Request for refunds must be requested via by Friday June 7, 2019 to: globaldriveradio@gmail.com with Vendor Refund Request in the Subject Line. The request should include reasons for cancellation, applicant s contact information, and signature. A processing fee of $75 will be assessed on all refunds. Please be advised, only fees related to vendor booth setup/sales will be considered for refunds. Refund requests postmarked after Sunday June 30, 2019 will result in a forfeiture of the registration fee. Vendor space will be reassigned with cancellation. Failure to attend will result in a complete forfeiture of the registration fee. EXHIBIT HOURS: The Vendor schedule is as follows: Friday Vendor Setup: 9:30 am to 11:45 am Enter through East Lobby Entrance Registration (Vendor Showtime) : Noon to 5:00 pm Evergreen Ballroom

3 Saturday The conference will provide breakfast this morning from 7:30 am -9:30 am however, we ask that all vendors be prepared to vend by 8am. Vend: 8:00am to 6:00pm Evergreen Ballroom Formal Gala : 7:30 pm- 10 pm Forest Ballroom All exhibits, materials, and decorations must be removed by Noon on Sunday August 11, Booths must be open for business at all times during exhibit hours not allotted for meal breaks. SHIPPING/HANDLING: All shipping costs for displays, materials and/or supplies shipped to the hotel in advance of the conference must be paid in full by vendor prior to delivery. At no time is Global Drive Network, Level Up Conference considered to have custody, control, or ownership of any shipment by or to the vendor. Global Drive Network, Level Up Conference does not warrant against and is not liable for any losses occurring as a result of shipment or receipt of shipment by hotel, including, but not limited to, damage or loss of shipment while in the custody of hotel, delayed or missing shipments, or damage or loss occurring while in the custody of shipper. All arrangements are to be made between vendor and venue directly. SECURITY: Global Drive Network, Level Up Conference is no way a guarantor of the hotel s security devices, measures, or controls. Merchandise left unattended at any time by the vendor is at his/her sole risk. Global Drive Network, Level Up Conference, is not responsible for losses incurred due to theft or damage of property left in vendor area or adjoining hallways and rooms. Global Drive Network, Level Up Conference, is not responsible for providing vendors overflow or individual storage facilities. EXHIBIT LIABILITY: The vendor assumes all liability and hereby agrees to protect, indemnify, and hold Global Drive Network, Level Up Conference and its members harmless against all claims, losses, and damages to person and/or property; governmental charges and/or fines: and attorney s fees arising out of or caused by vendor installation, removal, maintenance, occupancy, or use of the vendor s area or any part thereof, excluding any such liability caused by the sole negligence of Global Drive Network, Level Up Conference or its members. In addition, the vendor acknowledges that Global Drive Network, Level Up Conference does not maintain insurance covering vendor property and that it is the sole responsibility of the vendor to obtain business interruption and property damage and/or loss insurance. RELATIONSHIP OF PARTIES: Global Drive Network, Level Up Conference and the vendor are not agents, joint ventures, partners, or representatives of one another. Any warranties or guarantees that the vendor may make to customers are not made by Global Drive Network, Level Up Conference and shall be the sole responsibility of the vendor. Each vendor shall

4 indemnify and hold Global Drive Network, Level Up Conference harmless from any claims, demands, judgments, losses, costs, and expenses (including attorney s fees) that arise from or are related to the products to customers by the vendor. WAIVER: The failure of any party hereto insist in any one or more instances upon strict performances of any of the obligations of any other party pursuant to this agreement or to take advantage of its rights hereunder shall not be construed as a waiver of the performance of any such obligation or the relinquishment of any such rights for the future, but the same shall continue and remain in full force and effect. AGREEMENT: This agreement is the complete and exclusive statement of the terms agreed upon by the parties and supersedes all prior understandings or agreements, written or oral, between parties to the subject of this agreement and will be governed by the laws of the State of Oklahoma. This agreement shall not be supplemented, amended, or modified except upon the express written agreement of the parties. Any issues, concerns, or details not specifically mentioned herein will be resolved by the Vendor Coordinator at her sole discretion. In Witness Whereof, the undersigned have executed this vendor agreement as of the date set forth below VENDOR INFORMATION : PRINT NAME: REPRESENTATIVE SIGNATURE: DATE: Product to be Sold: Website and Social Media: Global Drive Network, Level Up Conference- CONFERENCE VENDOR COORDINATOR: PRINTED NAME:

5 REPRESENTATIVE SIGNATURE: DATE: Committee Use Only: Cash or personal checks will not be accepted. Checks or money orders should be made payable to Global Drive Network, Level Up Conference. VENDOR SPACE ORDER: Vendor setup during Level Up Conference will include Quarter Page Ad in AD Brochure, (1) six foot table, 2 Chairs, 2 Vendor Badges - $300 Extra Table (maximum of one (1) extra table permitted) - $25 TOTAL DUE: VENDOR SPACE PREFERENCES: Electricity (must bring your own extension and latex tape to tape down cords) Yes, I would like to donate a door prize(s) and/or swag bag items.please list proposed items. Cancellation & Refund Policy Request for refunds must be in writing and postmarked by Sunday June 30, A processing fee of $75 will be withheld from refunded registration fee. Vendor Initials show acknowledgement of Refund Dates/Policy.