LeadingAge North Carolina s 58 th Annual Meeting and Spring Conference May 12-15, 2014

Transcription

1 s 58 th Annual Meeting and Spring Conference May 12-15, 2014 Dear Potential Exhibitor: Enclosed, please find the exhibitor information for the Exhibition to be held on Tuesday, May 13, 2014, in conjunction with our Spring Conference. Our conference will be held in Myrtle Beach, SC at the Marriott Resort and Spa at Grande Dunes. There will be approximately long-term providers/upper level managers from across the state in attendance. The meeting will include: Three major events (Vendor Welcome Reception, Trade Show, and Lunch) Large 8 X 10 booths Opportunity to meet with major decision makers from approximately 60 long-term care facilities Space is limited, there will only be 67 available booths!!! History indicates booths sell very quickly so don t delay reserve your space today. Included in this mailing is information regarding the exhibition and the host hotel. The enclosed exhibitor application contains the booth contract, exhibition hall floor plan, and badge/ticket sheet. The price of a booth is $725 for business members of and $1000 for non-members. Membership entitles you to the booth discount, publication in our directory and website, along with additional benefits. A membership packet and application is enclosed for the convenience of nonmembers who would like to become members. Please mail or fax applicable forms to the address below no later than March 31, (February 28 to receive priority as a 2013 exhibitor). Once your booth reservation and payment has been received, a follow-up packet with your booth assignment will be forwarded to you. Packets and assignments will not be distributed until payment is received. Booths will be held no longer than 2 weeks for those registering online or by fax and paying by check. ONLINE PROMO CODES FOR BUSINESS MEMBERS ONLY: Basic Business Members use promo code MEMBER to receive member rate. Platinum and Silver Business Members use promo code BOOTH. You have the choice of one complimentary trade show booth or full conference registration. Contact the LeadingAge NC office if choosing trade show booth AND conference registration. 100 Carolina Meadows Chapel Hill, NC Fax: (919) Phone: (919) We are also seeking company sponsorship of events. Sponsoring companies will receive acknowledgment in the final program brochure and at the event (verbally, when applicable, and with printed signage). The company will also receive two complimentary tickets (where applicable) to that event. See the enclosed sponsorship form for details. Please feel free to contact me with any questions at or me at leslie.roseboro@leadingagenc.org. Sincerely, Leslie Roseboro Vice President 100 Carolina Meadows * Chapel Hill, NC * (919)

2 EXHIBIT BOOTH CONTRACT 58 th Annual Meeting & Exhibition Marriott Resort and Spa at Grande Dunes, Myrtle Beach, SC May 13, 2014, offers to lease to the undersigned firm, hereinafter referred to as Exhibitor, the 2014 Annual Meeting at the location and on the dates stated above. booth(s) at Fees and Terms: Cost of booth: $725 per booth for members of and $1000 per booth for non-members. If applying for membership, please pay the member price and include your Business Membership Application. Payment: Full payment is due with this application. Booths will be held no more than two weeks for those registering online or by fax and paying by check. Contract and additional ticket fees must be paid in full before booth set-up will be permitted. Check if you were an exhibitor at our trade show held on May 14, 2013 (Priority given to returning vendors that register prior to February 28) Check if you are or are planning to become a 2014 Business Member and are paying the member rate of $725 (Membership runs from February January and Business Member Application must accompany Booth Contract, if not paid in advance) Assignment and Exhibit Space: Preferred locations (Please be sure to make 1 st 4 th choice booth preferences) 1 st Choice 2 nd Choice 3 rd Choice 4 th Choice Booth assignments will be made on a first come, first serve basis. In the event that preferred booth choices are not available, or in conflict with previously assigned booth, Exhibit Manager will assign space as available. Door Prizes will be distributed at the Vendor/Attendee luncheon held immediately following the trade show. A list of prizes and booth numbers will be distributed to attendees. Door prize? Yes No If yes, what is your door prize? Brief description of your product(s) and/or services to be published in the final on-site program (Description will be left blank if no information is provided. Lengthy descriptions will be condensed.): Please list name and address of person to be listed in final program: Company First Name Last Name Address City State Zip Phone Fax Website Contact person to receive follow up vendor packet, if different from above: First Name Phone Last Name I, the undersigned, have read the above contract and all the rules and regulations specified in the 2014 Exhibit Rules and Regulations and agree to abide by the same.

3 2014 Exhibit Rules and Regulations Exhibit Specifications and Equipment Included in this application packet is a floor plan of the exhibit hall. All booths are 8 X10. Each booth will be set up with an 8 high back drape and 3 high side divider. Also included in your booth rental fee will be one 6 long skirted table, a 7 X44 booth identification sign and two chairs. If you desire any additional furnishings for your booth, feel free to contact the official show decorator, Southern Exhibition Services, Inc. (SES). Information regarding set-up, lighting, power, additional equipment or furnishings and shipping will be included in the Exhibitor Service Kit sent to you following receipt of your application and payment. Exhibitors may not use aisles or common areas as part of their exhibit. Exhibit Manager reserves the right to place tables and other displays in aisles and common areas. Electrical requests and any related required forms and payments are to be arranged directly with Marriott Resort and Spa at Grande Dunes and will be included in the Exhibitor Service Kit. Vendor Schedule Monday, May 12, :00 p.m. - 6:30 p.m. Welcome Reception Tuesday, May 13, :00 a.m. 10:00 a.m. Exhibit Set Up 10:30 a.m. - 12:30 p.m. Exhibit Hall Open 12:30 p.m. 1:30 p.m. Lunch and Prizes 1:30 p.m. - 5:00 p.m. Exhibit Tear Down All exhibits should be installed and ready for show opening by 10:30am Tuesday, May 13. Exhibits must be dismantled and cleared of the hall by 5:00 p.m. the same day. Exhibits are not to be dismantled prior to 1:00pm unless directed by s Exhibit Manager. Exhibitor Personnel During exhibit hours, a representative from the exhibiting firm must be present at the booth at all times. Exhibit booth fees allow for two (2) exhibitors to participate in all events listed in the schedule above. Additional representatives from the exhibiting company will be required to purchase additional tickets for vendor related functions. Cancellation/Withdrawal The exhibitor shall give written notice of intent to cancel. A cancellation fee of twenty-five percent (25%) of booth rental will apply to all cancellations received prior to April 1, After this date, no refunds will be made. This clause will be strictly adhered to. Insurance If insurance is desired, the purchase is the sole responsibility of the exhibitor. Hold Harmless Clause The exhibitor assumes the entire responsibility for losses, damages, and claims arising out of injury or damage to the exhibitor s displays, equipment, or other property brought upon the premises of the hotel and shall indemnify and hold harmless Marriott Resort and Spa at Grande Dunes and and their agents and employees from any such losses, damages and claims. Exhibitors will be responsible for any damage caused by the exhibitor to the exhibition premises. Observance of Laws and Safety Codes Exhibitors shall comply with all federal, state and local laws. All exhibitors must comply with local authorities regarding safety and fire regulations. Questions regarding fire and safety and use of cooking elements should be directed to the Exhibit Manager. Other Regulations reserves the right to accept or reject any application for booth space at the 2014 Annual Meeting. All of the above rules and regulations are to be construed as part of all booth applications. All matters and questions not covered by the regulations set forth will be decided by s Exhibit Manager.

4 BADGE AND TICKET INFORMATION 2014 Annual Meeting and Exhibition Please return this form to the office accompanied by your exhibit booth contract and business membership application (if applicable). List below the name(s) of individuals that will represent your company at the trade show. (If you don t complete this space you will not have a personalized name badge.) IF CHANGES ARE MADE REGARDING THOSE PERSONS ATTENDING THE CONFERENCE, PLEASE ADVISE AT LEAST ONE WEEK PRIOR TO THE DATE OF SHOW FOR NAME BADGE CHANGES TO BE MADE AND NECESSARY FEES TO BE ADJUSTED * 4.* *Your company will receive two (2) complimentary tickets to the welcome reception on Monday, May 12 and exhibition on Tuesday, May 13, If you are bringing more than two company representatives to the trade show, you will be required to purchase tickets for a flat rate of $90 per person. Please indicate the number of additional tickets you will need and include payment with your booth space payment. Exhibitors are also welcome to attend other events held during the conference (at an additional charge as listed below). Please indicate the number of persons attending and include payment with your booth space payment. Additional Tickets Needed* Additional Exhibitors (Additional ticket required for more than two representatives. The flat rate per representative is $90 for full or partial participation in events listed above. ) Additional Exhibitor Tickets $90.00 Total Additional Tickets: $ *See conference brochure (to be distributed soon) for additional registration options. Trade Show Booth Fee(s) Additional Ticket Fee(s) TOTAL $ $ $ Business Members use promo code MEMBER and Platinum/Silver Business Members use promo code BOOTH to receive member rate when registering online. Charge to: Visa Master Card Discover Credit Card Number Security Code Expiration Date Card Holder Name Signature of Card Holder Billing Address: Billing Telephone: Register online at mail or fax Checks should be made payable to. Return payment with application to: 100 Carolina Meadows Chapel Hill, NC Fax: (919) Phone: (919)

5 Company Name Key Contact Name Title Signature Address APPLICATION FOR BUSINESS MEMBERSHIP We are interested in and in agreement with the purposes of, and do hereby apply for Business Membership in the Association. We understand the membership year is Feb. 1, 2014 through Jan. 31, City State Zip Phone Website Fax Check if you were a Business Partner in 2013 Please select ONE primary category that best describes your company Accounting Actuarial Architecture Banking/Financial Services Bathing Systems Construction Consulting (Type) Emergency Response Systems Facility Management Furniture Housekeeping Identification Systems Interior Design Legal Services Maintenance Supplies Marketing Medical Products/Services Nutrition Pharmaceutical Pharmacy Services Rehabilitation Services Resident Care and Personal Products/Services Retirement Planning Technology Assistive Devices Transportation TV Systems Wellness Description of services, product or professional interest that can be shared with the membership Business Membership & Sponsorship Please select membership level Platinum Business Member $5,200 Annual Meeting registration 2 participants OR Annual Meeting Booth Silver Business Member $1,750 Basic Business Member $500 TOTAL MEMBERSHIP DUES $ (Full payment is due with application, or one-third of the total amount is due at application if total amount due is $5000 or more. The additional one-third invoices will be sent in March & May) Charge to: Visa Master Card Discover Credit Card Number Security Code Expiration Date Card Holder Name Signature of Card Holder Billing Address: Billing Telephone: Register online at by mail or fax. Checks should be made payable to,. Return payment with application to: 100 Carolina Meadows Chapel Hill, NC Fax: (919) Phone: (919)

6 SPONSORSHIP INFORMATION 2014 Annual Meeting and Exhibition (Include this sheet with your exhibit booth contract) The following events/items are available for sponsorship. Contact the LeadingAge NC office to discuss additional items of interest that may not be listed. The sponsoring company will be listed in the final program, receive verbal recognition at the event; receive two (2) tickets to that particular event, as applicable and signage will be posted at event. *Partial sponsorships are available starting at $500 **Full Sponsorship of General and Closing Session Speaker includes tabletop display booth outside session doors and opportunity to introduce speaker Monday, May 12, 2014 Welcome Reception $ 6,000.00* Tuesday, May 13, 2014 General Session Speaker** $ 5,000.00* Audio Visual General Session $ 1,000.00* AM Break $ 1,500.00* PM Refreshment Break $ 1,500.00* Vendor/Attendee Lunch $ 7,500.00* Afternoon Reception $ 3,000.00* Wednesday, May 14, 2014 General Session Speaker** $ 5,000.00* Audio Visual General Session $ 1,000.00* AM Break $ 1,500.00* Awards Luncheon $ 7,000.00* PM Refreshment Break $ 1,500.00* Afternoon Reception $ 3,000.00* Thursday, May 15, 2014 Closing Session/ Business Breakfast** $ 3,000.00* Additional Sponsorship Attendee Tote Bags $ 3, (Tote bags to include your camera ready advertisement) Hotel Keycards $ 1, Name Badge Lanyards $ 1, Other: Contact LeadingAge NC office to discuss additional opportunities not listed Total Amount $ (Amount may be included with your booth payment or written separately) Company Name Contact Person To be listed on signage Contact Phone#