Arkansas Chapter of NIGP, Inc. National Institute of Governmental Purchasing

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1 Arkansas Chapter of NIGP, Inc. National Institute of Governmental Purchasing THE HUNT FOR EXCELLENCE November 18, 2004 Dear Prospective Exhibitor, You are invited to be an Exhibitor at the Arkansas Chapter of NIGP's 2005 Conference & Expo, March 21 22, 2005 at The Arlington Hotel in Hot Springs, Arkansas. By exhibiting you will have the opportunity to meet Purchasing Officials from Public, Governmental, and Higher Education Agencies from all over the state of Arkansas. During this event, Purchasing Officials will be attending General Sessions, Breakout Sessions and the Vendor Expo, designed to help purchasing officials in their Hunt For Excellence in job performance. By exhibiting at this event, you will meet and speak directly with people who are purchasing your products and/or services. We hope you will choose to exhibit at this event and help Arkansas purchasing officials in their Hunt For Excellence. Booth space is limited and will be allocated on a first come first served basis. Please complete the attached forms and return them as soon as possible to secure a space for your firm. If you need additional information, please contact one of the people listed below. Special hotel rates are available at The Arlington Hotel. We look forward to seeing you in March. Sincerely, Howard Nesmith Conference Chair Stephanie Creed Pulaski County 201 South Broadway, Suite 440 Little Rock, AR (501) (501) / Fax pcpurchase@co.pulaski.ar.us For Further Information: Howard Nesmith Arkansas Department of Health 4815 W Markham Slot 36 Little Rock, AR (501) (501) / Fax hnesmith@healthyarkansas.com Renee Medlin National Park Community College 101 College Drive Hot Springs, AR (501) (501) / Fax RMedlin@NPCC.edu

2 Arkansas Chapter of NIGP, Inc. National Institute of Governmental Purchasing THE HUNT FOR EXCELLENCE 2005 Annual Conference This years Conference and Expo will be unique in its make up. The Expo has been designed with YOU in mind to provide maximum time with Conference Attendees. The Conference Theme is The Hunt For Excellence and the setting will be in safari/jungle décor. You are encouraged to decorate your booth and dress accordingly. YOU will play a key part in the Conference Attendees Hunt For Excellence. At the conclusion of the Conference on Tuesday, March 21 st the Attendees will attend a Brunch/Safari Auction. The only money they can spend is Safari Dollars they have earned throughout the Conference. One way for Attendees to earn Safari Dollars is to visit with every Exhibitor and collect one (1) of your Business Cards*. For every Business Card collected (no duplicates will be counted) the Attendees will receive Safari Dollars from our Safari Bank. In the place of having individual Booth drawings we would like to ask you to donate items to be auctioned during the Tuesday Brunch/Auction. The auction item(s) can be of your product/services or a donated gift. Proper and public recognition will be given for every item donated. As you can see by the attached schedule, breakfast, lunch and Table Topic Sessions will be held in the Expo area providing you more contact time. *HINT: If you are accustom to collecting business cards at Expos to create contact lists, you might want to consider exchanging your business cards for one of the Attendees cards. The Conference and Expo will be held at The Arlington Hotel, 239 Central Avenue, Hot Springs, AR 71901, Phone: (501) , Toll Free: (800) , Fax: (501) Expo Set-up Sunday, March 20, 2005 from 1:00 pm to 7:00 pm, and Monday, March 21, 2005 from 6:00 am to 7:00 am. The Expo will be held on Monday, March 21 from 7:00 AM to 5:00 PM. Continental Breakfast served in the Expo area - 7:00 am 8:45 am General and Breakout Sessions 9:00 am 12:00 pm Box Lunch served in the Expo area 12:00 pm 1:30 pm Breakout Sessions 1:30 pm 3:25 pm Table Topic Sessions held in the Expo area 3:40 pm 5:00 pm Exhibitors take down - 5 pm to 7 pm

3 Arkansas Chapter of NIGP, Inc. National Institute of Governmental Purchasing THE HUNT FOR EXCELLENCE 2005 Annual Conference EXHIBITOR APPLICATION & REGISTRATION CONTRACT FORM Date: Monday, March 21, 2005 Time: 7:00 am 5:00 pm Location: The Arlington Hotel, Hot Springs, Arkansas Deadline: Vendor Registration Deadline is February 28, 2005 Complete and submit the following: 1. Exhibitor Application & Registration Contract Form 2. Attach a check for the total amount of fees, made payable to: Arkansas Chapter of NIGP 3. Must be received by February 28, 2005 (space limited to 50 booths) Return to: Pulaski County Purchasing Attn: NIGP Exhibit Registration 201 S. Broadway, Suite 440 Little Rock, AR Booth Information All booth(s) will be reserved on a first-come, first served basis upon receiving a completed Exhibitor Application & Registration Contract Form and a check made payable to Arkansas Chapter of NIGP for the total amount of Expo fees. The initial booth fee is $200, each additional booth space(s) are $ each. Each Booth space is approximately 8 x 10, and comes with a 8 high back drape, 3 high side drape divider between booths, one 6 skirted table, two chairs, and an exhibitor I.D. sign. The drape and skirts will be green & beige to go along with our Safari/Jungle Theme. Each booths space includes Continental Breakfast for two (2) and two (2) Box Lunches on Monday, March 21 st in the Expo area. Booth electrical hook-up is available however you will have to supply any additional extension cords you may need. Program Advertising Information Exhibitor s company name and contact information will be listed in alphabetical order in the Conference Program.

4 EXHIBITOR APPLICATION & REGISTRATION CONTRACT FORM (Continued) Company Name: (Please type or print clearly) Contact Name: Title: Address: (No P.O. Boxes) City: State: Zip: Phone: Fax: Web Site URL: The products/services listed below are those proposed to exhibit, and we shall notify AR Chapter of NIGP, in writing of any changes prior to the Exhibit. Products/Services to be exhibited: Booth Space Options (see attached floor plan): Please show your choice of location by listing your choice of booth space below, subject to availability Option No. 1: Option No. 2: Option No. 3: Payment Exhibit Booth $200 each Additional Booth $ each Additional Continental $6.00 each Additional Box $8.50 TOTAL Additional booth needs (Subject to charge): Telephone and/or Internet connections for the Expo are to be ordered and arranged with The Arlington Hotel and payment of such services will be paid to them. YES - We will donate the following item(s)/services for the Tuesday Safari Brunch/Auction: By signing below, I acknowledge I have read and fully understand the conditions printed herein and accept the terms of this Contract. It is understood that any additional costs incurred with The Arlington Hotel are the responsibility of the Exhibitor. Company Name: Authorized by: Title (Type or Print) Signature:

5 EXHIBITOR APPLICATION & REGISTRATION CONTRACT FORM (Continued) Terms and Conditions: Handling and Storage: Exhibitors shall be responsible for making arrangements for delivery and receipt of shipments and storage of any freight through The Arlington Hotel prior to scheduled move-in time. Move-In and Dismantling Schedule: Exhibit installation must be accomplished between 1:00 pm to 7:00 pm, on Sunday, March 20, 2005 and between 6:00 am to 7:00 am, Monday, March 21, Exhibits must be dismantled between 5:00 pm to 7:00 pm, Monday, March 21, Booths and Equipment: Each booth space will be approximately 8 x 10, and comes with a 8 high back drape, 3 high side drape divider between booths, one 6 skirted table, two chairs, and an exhibitor I.D. sign. Each booths space includes Continental Breakfast for two (2) and two (2) Box Lunches on Monday, March 21 st in the Expo area. Liabilities and Insurance: Exhibitors agree to maintain insurance to fully protect AR Chapter of NIGP from any and/or all claims or any nature, including claims under Worker s Compensation Act for damages for personal injury, including death, which may arise in connection with the operation of exhibitor s display. Damage to inadequately packed property is exhibitor s responsibility. In the event the exhibitor damages the building, exhibitor agrees to reimburse the owner of the building for the cost of repairing such damages. The exhibitor expressly agrees to protect, save and hold harmless AR Chapter of NIGP from all loss and/or damages whatsoever caused by exhibitor to said building, or any part thereof, directly or indirectly. AR Chapter of NIGP will not be held liable for failure to hold exhibit as scheduled. In the event AR Chapter of NIGP cancels the Expo, payment for booth space will be returned in full by AR Chapter of NIGP. Payment and Cancellations: In applying for space, the exhibitor must pay a fee of $ for the initial booth and $ for each additional booth space(s). No refunds will be paid on cancellations made after February 20, Use of Booth(s): All demonstrations and exhibits must be confined to the exhibitor s booth(s). No exhibitor shall assign, sublet or share the whole or any part of the booth space allotted. Objectionable Activities and Material: Exhibitors are prohibited from displaying objectionable material and/or offering objectionable activities. Exhibitors are not permitted to conduct activities nor use any type of amplifying equipment that reached beyond the confines of the space they have contracted. Parking: Valet parking is available at $9.00 per day. Free Self Park is available at the Arlington Parking Garage located at the corner of Central and Canyon.

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