March 16,2012. Sincerely, AECA Manager. PO Box 2898 Little Rock, AR (501)

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1 March 16,2012 Dear Vendor, My name is Maurena Farr; I am the manager for the Arkansas Early Childhood Association (AECA). I would like to extend an invitation to you to exhibit at AECA's 51 st annual conference. AECA's conference is at the Hot Springs Convention Center in Hot Springs, Arkansas and will be held October 18-20, As always, sponsorships such as yours help to make our conference a success, and conference attendees are continuously on the hunt for new and innovative products. The AECA conference is a great platform for vendors to meet with early childhood professionals and showcase their products. We have several marketing opportunities, regardless of your size or budget. Enclosed is information on commercial exhibits, sponsorships and ad designs. You'll also find an application and contract for exhibiting. The support you provide AECA's annual conference is greatly appreciated. If you have any questions or concerns, please me at info@arkansasearlychildhoodorgor give me a call at I look forward to making your AECA exhibit experience a favorable one. Sincerely, Maurena Farr AECA Manager Enclosures: Conference Marketing Opportunities, Contract Guidelines, Exhibit Contract, and Booth Schematic. PO Box 2898 Little Rock, AR info@arkansasearlychildhood.org (501) Visit our website

2 Arkansas Early Childhood Association 51 st Annual Conference October 18-20, 2012 Conference Marketing Opportunities We have great marketing opportunities to make your presence at the AECA 51 st Annual Conference a notable one. We have more than a few options to fit even the simplest of needs. Commercial Exhibits.:. $250 per booth if contract is postmarked August 1, 2012 or prior. $300 per booth if contract is postmarked after August 1, :. Each exhibit will have a draped booth, one draped table, two chairs and a two-line identification sign..:. This year booths will be moved to a central location to assure traffic to vendors..:. Recognition of vendor will be included in final conference program guide if application is postmarked by September 1, Tentative Schedule for Vendors Wednesday, October Ji"h 12:00-5:00 Set Up-vendor packets and snacks Thursday, October 18 th 8:00-1:30 Exhibits will be open 12:30-1:30 Look and Lunch 1:30-3:00 Keynote Address - Exhibits will be closed 3:00-5:00 Exhibits will be open 8 Hours- Daily show time Friday, October 19th 8:00-12:00 Exhibits will be open 12:00-1:30 Exhibits will be closed 1:30-5:00 Exhibits will be open 4:30-5:00 Shop-n-Sip during Silent Auction culminating event 8 Hours-Daily show time Saturday, October 2d h 8:00-1:00 Exhibits will be open Sponsorships Sponsorships will be noted in the final conference program guide and signs will be posted at each event. Event titles are subject to change. Advertising in Final Conference Program Inside front cover (full page) $250 Inside back cover (full page) $250 Full page ad (9 3/4" x 7 112") $200 1/2 page ad (5/1x 7112/1) $100 1/3 page ad (2 3/8/1 x 9 3/4/1) $75 Shop and Sip Friday, October J9'h This event will follow the conclusion of the AECA Silent Auction. Names will be drawn during this event for door prizes. Light snacks and beverages will be served. Projected Cost: $5,000 Platinum Sponsor: $2,500 Gold Sponsor: $1,000 Silver Sponsor: $500

3 2012 AECA Conference Vendor Exhibit Contract Guidelines (Attachment A) By signing the contract form, you have agreed to the following: Application for Space Applications will be received by AECA through postal mail only. Applications must be accompanied by a check for the full amount due as indicated on the "Grand Totcl" line of the vendor contract. No applications will be considered until full payment has been received. Booth and Sign Specifications Booths are 8' x 10' and consist of background drapery with matching 36/1flank curtains. Each booth includes a 6' draped table, two chairs, and standard 7/1X 44/1two-line identification sign. Booth Cost The cost of one-single vendor exhibit booth as described will be $ if the application packet is postmarked on or before August 1, The cost of one-single booth as described will be $ if the application packet is postmarked after August 1, One lunch will be provided per booth per day. If vendor chooses to have multiple on-site representatives, an additional $30 per individual will be required to cover the cost of lunch both days, if desired. Installation and Dismantling Installation time is 12:00 pm to 5:00 pm Wednesday, October 17 th. Vendors may dismantle booths after 1:00pm on Saturday, October 20th. The vendor expressly agrees not to dismantle his/her exhibit or do any packing before the final closing hour of the exhibit schedule. Exhibitor Host AECA will arrange to have an exhibitor host available during set-up time in the exhibit area. Show Hours The exhibit area will be open Thursday, October 18 th from 7:30am-5:00pm. The exhibit area will be open Friday, October 19 th from 7:30am-5:00pm and Saturday, October 20 th from 7:30am-1:00pm. A break will be scheduled during the middle of each day. See tentative schedule on Marketing Opportunities attachment. Conducting Exhibits Vendor exhibits must be manned during all times when the exhibit area is open. Electrical or other mechanical apparatuses must be muffled so noise does not interfere with other vendors. Interviews, distribution of literature, samples and detailing should take place inside booths to avoid infringement of the rights and privileges of other vendors. Refund Policy No refunds will be made for cancellations received after August 15, No refunds will be made if space is not used. Nor will any refund be made on space used only for a portion of the exhibit schedule. The original contracting exhibitor shall be liable for the full amount of the IIPage

4 booth rental whether the booth is resold or not. Subletting of space will not be permitted. A $50.00 service fee will be charged on refunds requested, in writing, prior to August 15th. Liability Insurance Vendors agree to protect and keep harmless the Arkansas Early Childhood Association, the Hot Springs Advertising and Promotion Commissionand its agents and employees for any damages to the premises, fittings, equipment, and furnishings of the facilities occasioned by or in connection with the use of the premises by vendor during the time the premises are used or occupied under this agreement, and against any claims of any and all persons for injury to persons or damage to property occasioned by or in connection with the use of the premises by vendor. Security and Insurance The Arkansas Early Childhood Association cannot guarantee against loss or damage of any kind. Vendors wishing to insure their exhibit materials, good/wares on exhibit against theft, damage by fire, accident or loss of any kind must do so at their own expense. Protection of the Building Exhibitors will be held liable for any damage caused to the property, and no materials or matter of any kind shall be posted on, tacked on, nailed, screwed or otherwise attached to columns, walls, floors, or any other parts of the building and furnishings. Whatever may be necessary to properly protect the building, equipment or furniture will be installed at the expense of the exhibitor. PAINTING Interpretations IN THE CONVENTION CENTER IS PROHIBITED. and Violations Any points not covered above or elsewhere are subject to settlement by the management. Any violations of these rules and regulations by any Vendor will void the agreement for booth space, and such vendor will forfeit all monies which have been paid. The Vendor Coordinator shall have the right to terminate the agreement for booth space and to reenter and take possession of the space at the expense of the vendor. Written notice to terminate the agreement for booth space and re-entry is not required. Hotel Accommodations Accommodations will be available at the Embassy Suites. Special convention rates are available by notifying the reservations office that you are with the AECA conference. All licenses and taxes are the responsibility of the vendor. Embassy Suites The Austin Hotel 400 Convention Boulevard Hot Springs, AR Phone Number: Embassy Fax: Malvern Ave. Hot Springs, AR Phone Number: Fax: If you have any questions or concerns please contact Maurena Phone: info@arkansasearlychildhood.org 21Page

5 2012 Commercial Vendor 2012 AECA 51 st Annual Conference Exhibit Application and Contract Type or Print Clearly Contact Information CompanyName Address City State Zip Web Address Contact Name Telephone Number Exhibit Booth $250 per booth if postmarked by August 1 st $300 per booth if postmarked after August 1 st Appropriate booth rate $ Number of booths requested ---'X'--'----- Sub- Total $ Booth Numberls Preference Additional Meals Meal Rate $30.00 Companyname as to appear on your identification sign Number of additional exhibitors X'--'----- Line 1 Sub-Total $ Line 2 (if applicable) Advertisement Name of on-site representative(s) Representative 1 Size of Ad Representative 2 Total $ Representative 3 Door Prize Number of door prizes (if applicable) Event Sponsorship Total Sponsorship Amount $ Grand Total $ We hereby make application for exhibit space at the forthcoming conference of the Arkansas Early Childhood Association, October 18-20, 2012, at the Hot Springs Convention Center, Hot Springs, Arkansas. We have read and fully understand all provisions as printed on Attachment of this contract and agree to abide by all exhibit rules and regulations. A Authorized Representative (print or type) Signature Date Complete and return with payment to: AECA / Vendor Coordinator / P.O. Box 2898 / Little Rock, AR 72203

6 Grand Lobby REGISTRA TIO eo stairs l Homer Hall AECA 12