HOT SPRINGS CONVENTION CENTER / EMBASSY SUITES HOTEL Set up on January 31 AFTER 1:30 PM

Transcription

1 th 112 WINTER MEETING TRADE SHOW FEBRUARY 1-3, 2019 HOT SPRINGS CONVENTION CENTER / EMBASSY SUITES HOTEL Set up on January 31 AFTER 1:30 PM

2 October 4, 2018 ARKANSAS VETERINARY MEDICAL ASSOCIATION The Arkansas Veterinary Medical Association (ArVMA) is in the midst of plans for our 112th Winter Meeting Trade Show. The Convention Chairman has put together an outstanding program. We anticipate from 350 to 400 professionals from Arkansas. We are still in the larger exhibit hall and we carpet the ENTIRE hall! Your sponsorship in prior years has been tremendously appreciated. We hope that we can count on that support again this year. SPONSORSHIP INFORMATION $3000 and Above Platinum Level $2000 Gold $1500 Silver $1000 Bronze Level INCENTIVES 1. Each level will be printed in the program that is given to every convention participant. 2. Each representative of a sponsoring company will be given a specific nametag designating level of sponsorship. 3. Platinum sponsors will be given a free one-page ad in The Arkansas Veterinarian (it is up to YOU to send me the ad), different colored back drape on their exhibit booth, a double booth space for the same price as a single area, banner in the convention center, and space on the website to display their logo. 4. Gold sponsors will be given a free ½ page ad and space on the website to display their logo. 5. Silver sponsors will be given a ¼ page ad. 6. All sponsors will be publicized on signage around the convention. 112th WINTER MEETING TRADE SHOW February 1-3, 2019 HOT SPRINGS CONVENTION CENTER/EMBASSY SUITES HOT SPRINGS, ARKANSAS Make your hotel reservation BEFORE December 27, 2018 or until the block is sold out. Rate: $180 Single Mention Code AVM Call PLEASE SHOW YOUR SUPPORT BY RETURNING THE ENCLOSED FORM Exhibit Hours Friday 7:00 a.m. 5:30 p.m. AND Saturday 7:00 a.m. 3:30 p.m.

3 ARKANSAS VETERINARY MEDICAL ASSOCIATION 112th Winter Meeting Trade Show February 1-3, 2019 Hot Springs Convention Center/Embassy Suites Exhibitor Registration (REGISTRATION FORMS DUE BY JANUARY 10, 2019) Company Contact person Tel# Address City State Zip Contact of Person attending the show: Brief description of equipment, products or services to be exhibited: Web Address for our mobile app: *******IF YOU DO NOT WANT TO BE CLOSE TO ANOTHER COMPANY, PLEASE LIST COMPANY. NO GUARANTEES BUT WE WILL TRY TO ACCOMMODATE YOU. THE HALL IS ONLY SO BIG*************** Identification badges for the following exhibiting personnel should read as follows: Fee Schedule Each exhibit space... $ Payment $ CC# exp CVV $ 5.00 Total Payment $ Arkansas AVMA TaxID: MAKE CHECKS PAYABLE TO: Arkansas VMA, P.O. Box 17687, Little Rock, AR QUESTIONS? Telephone (501) Fax (501) arkansasvma@comcast.net EXHIBITOR SPACE ASSIGNMENTS: Exhibitor space assignments in the Convention Center will be made in the order in which they are received. Booth consists of pipe & drape with 3 side wings; 6 skirted table, 2 chairs and 44 sign. As a way of showing our appreciation to you, THE EXHIBIT AREA IS CARPETED!! If you want EXTRA tables or carpet, you must order that thru Sunbelt Convention Services. The forms are attached. Electrical and Mechanical Order Request Form is attached. Please contact the Hot Springs Convention Center at with questions pertaining to electrical and mechanical. SHIP EXHIBIT MATERIALS TO: Sunbelt Convention Services, 409 Collins Street, Little Rock, AR 72202; Phone (IF YOU ARE HAVING MATERIALS SHIPPED BACK, YOU MUST COMPLETE A FORM WITH SUNBELT CONVENTION SERVICES) HOTEL RESERVATIONS: Embassy Suites, 400 Convention Boulevard, Hot Springs, AR 71901; Call before December 27, 2018 (or until the block is sold out) for conference rates. Room rates: $ single

4 SPONSORSHIP INFORMATION $3000 and Above... PLATINUM $ GOLD $ SILVER $ BRONZE YES, WE WOULD LIKE TO BE A 112TH WINTER MEETING SPONSOR! LEVEL & AMOUNT OF SPONSORSHIP NAME OF CONTACT: NAME OF COMPANY: ADDRESS: CITY, STATE, ZIP: PHONE: FAX: PLEASE if you would like to receive an invoice. PLEASE Payment is enclosed. P.O. Box 17687, Little Rock, AR PH: (501) FAX: (501) arkansasvma@comcast.net ArVMA is a 501(c) 6 nonprofit organization. Tax ID Number

5 STANDARD RATES FOR SERVICES ELECTRIC, PHONE AND PLUMBING ORDER FORM Hot Springs Convention Center All advanced orders must be received seven (7) days prior to move-in for advance rates. Event name: Arkansas Veterinary Medical Association Date(s) of event: 02/01/19 02/3/19 Company name: Address: Contact name: Phone #: Address: City: State: Zip: Service cannot be supplied until order form and payment are received. Rates quoted below cover only the bringing of service to the booth and do not include wiring. The Hot Springs Convention Center does not stock receptacles for any electrical connection above a standard 20 amp, 110 volt outlet. Additional charge will be made if receptacles are not provided by the exhibitor. Under no circumstances shall anyone other than center personnel make electrical connections. Easy access to utility service panels must be provided at all times. Center personnel are authorized to cut floor coverings to obtain access to floor electrical boxes. Rates are subject to change without notice No helium or light gas filled balloons are permitted in the Hot Springs Convention Center. No open flames are allowed in the Hot Springs Convention Center (candles must be completely enclosed in a glass globe). -Prices listed on this page are PER EVENT unless marked differently.- QUANTITY AMPERE Volts & Phase Advance Order Floor Order AMOUNT 20 amps 125 Volts (standard outlet) $30.00 $60.00 $ 20 amps 208 Volt Single Phase $60.00 $ $ 20 amps 208 Volt Three Phase $80.00 $ $ 30 amps 208 Volt Single Phase $70.00 $ $ 30 amps 208 Volt Three Phase $90.00 $ $ 50 amps 208 Volt Single Phase $ $ $ 50 amps 208 Volt Three Phase $ $ $ 100 amps 208 Volt Single or Three Phase $ $ $ Power Strip INCLUDES TAX $7.74 $15.47 $ $ High Speed Internet Access (Synchronous Broadband) $ $ $ Water hook up $40.00 $80.00 $ Compressed air $50.00 $ $ TOTAL $ Visa, Mastercard, American Express and Discover welcome. Visa/MSC/Am Exp/DSC #: Expiration date: Signature: Printed Name Please make checks payable to: Hot Springs Convention Center Mail Checks to the Event Coordinator as follows: Attn: Kelli Withers Hot Springs Convention Center, 134 Convention Blvd., Hot Springs, AR Phone * Fax

6 SUNBELT CONVENTION SERVICES INC. 409 Collins Street, Little Rock, Arkansas Phone: (501) Fax: (501) EXHIBITOR RENTAL FORMS Please include appropriate order form (s) and payment form with your order. Sales Tax must be included with full payment for order to be processed TABLE WITH SKIRTING (Includes table with white vinyl top/skirted three sides) QUANTITY ITEM FLOOR ORDER ADVANCE ORDER TOTAL 4 Table w/ skirt $40.00 $ Table w/skirt $45.00 $ Table w/ skirt $50.00 $ raised Table skirt $35.00 $25.00 Skirting Only $5.00/ft $4.00/ft PLEASE INDICATE COLOR PREFERENCE: Beige Black Blue Burgundy Gold Green Grey Navy Purple Red Teal White TABLE ONLY QUANTITY ITEM FLOOR ORDER ADVANCE ORDER TOTAL 4 Table $25.00 $ Table $25.00 $ Table $30.00 $25.00 CARPETING QUANTITY ITEM FLOOR ORDER ADVANCE ORDER TOTAL 10ft x 10ft $ $ ft x 20ft $ $ ft x 30ft $ $ Call Sunbelt for quote on bulk carpet prices. Starting at $0.40 cents per square foot. PLEASE INDICATE COLOR PREFERENCE : black/ navy/ blue/ burgundy/ green/grey/red/tuxedo/ CARPET PADDING QUANTITY ITEM FLOOR ORDER ADVANCE ORDER TOTAL 9ft x 10ft $50.00 $ ft x 20ft $70.00 $ ft x 30ft $90.00 $80.00 BOOTH CLEANING Includes: vacuum carpet /empty wastebasket. Carpet cleaned when delivered to booth. Additional daily carpet cleaning at a cost of $.25 cents per square ft. $.25 cents per square ft per day x days = $ Rev jan 2019 hot springs

7 SUNBELT CONVENTION SERVICES INC. EXHIBITOR RENTAL FORM PAGE 2 SPECIALTY ITEMS QUANTITY ITEM FLOOR ORDER ADVANCE ORDER TOTAL Plastic Folding Chair $10.00 $ 5.00 Padded Chair w/arms $30.00 $20.00 Padded Counter high Stool $40.00 $30.00 Easel $15.00 $10.00 Wastebasket w/liner $10.00 $ Table Top Riser $15.00 $ Table Top Riser $20.00 $ banquet Table w/cover $40.00 $ cocktail table w/ cover $40.00 $ High Masking Drape $4.00/ft $3.00/ft 8 High Masking Drape $5.00/ft $4.00/ft Mannequin Torso w/stand $50.00 $ ft x 8ft Grid Panels $40.00 $30.00 DAMAGED OR UNRETURNED ITEMS WILL BE BILLED AT REPLACEMENT COST PLUS RENTAL FEES/RENTAL FIURNITURE AVAILABLE/ PLEASE CALL FOR QUOTES / FREIGHT HANDLING SHIP ALL FREIGHT TO: SUNBELT CONVENTION SERVICES, 409 COLLINS STREET, LITTLE ROCK, ARKANSAS COMPANY NAME BOOTH # NAME OF SHOW RATES AND SERVICES Please Estimate and Circle inbound weight per shipment: Up to 200 lbs.... $ lbs.... $ lbs.... $ lbs.... $ lbs. and over... $ per 100 lbs Sunbelt will receive, store, deliver to booth on installation day, remove, store and return empty containers, remove shipment from booth, and deliver to loading area of Exhibit Hall, where shipment will be loaded on common carrier s trucks. All shipments must arrive at least seven days prior to show date. Late shipments may be subject to 25% additional handling charge. In addition to the above quoted rates, additional charges will be made for special trips or handling of shipments arriving after initial installation date, or shipments arriving at show site after scheduled set-up times. When move-in or move-out times are scheduled during overtime hours due to circumstances beyond the control of Sunbelt, an additional 25% of the total will be applied. INSURANCE: Sunbelt will not be responsible for the count or content of material after it has been placed in the exhibit area, before or during installation time, or at the conclusion of the event, or prior to taking physical count and possession in preparation of moving such materials. You agree to hold Sunbelt from responsibility for concealed and/or apparent damage to uncrated or unskidded materials. Rev jan 2019 hot springs

8 SUNBELT CONVENTION SERVICES INC. EXHIBITOR RENTAL FORM PAGE 3 SERVICE A: SUNBELT SUPERVISION SET-UP AND DISMANTLE LABOR ORDER Sunbelt is authorized to erect our display prior to our arrival for a period of hours, employing laborers. Necessary blueprints/instructions to aid in set-up will be forwarded to Sunbelt. We understand that all work will be done on straight time when possible. Sunbelt will contact our representative for instructions in the event of shortage in shipment or damage. Shipping information will be sent to Sunbelt. We authorize the same service to dismantle and pack our display for a period of hours, employing laborers. Instructions for shipping, address, and bill of lading will be left at the Sunbelt Service Desk prior to closing of event. RATES STRAIGHT TIME $50.00 PER HOUR OVERTIME $75.00 PER HOUR (OVERTIME: AFTER 4:30 P.M. DAILY AND ALL DAY SATURDAY, SUNDAY, AND HOLIDAYS) NOTE: STARTING TIME FOR ALL LABOR IS 8:00 A.M. ONE HOUR MINIMUN PER LABORER SERVICE B: EXHIBITOR SUPERVISION We request laborer(s) to erect our display under the supervision of our representative. We will arrange to pick up the above number of laborer(s) at the Sunbelt Service Desk on (date) at (time) a.m./p.m., for a period of hours. We request laborer(s) to dismantle and pack our display under the supervision of our representative. We will arrange to pick up the above number of laborer(s) at the Sunbelt Service Desk on (date) at (time) a.m./p.m., for a period of hours RATES STRAIGHT TIME OVERTIME $40.00 PER HOUR $60.00 PER HOUR (OVERTIME: AFTER 4:30 P.M. DAILY AND ALL DAY SATURDAY AND SUNDAY AND HOLIDAYS) EXHIBITORS MUST COME TO THE SUNBELT DESK TO SIGN IN AND OUT FOR LABORERS Rev jan 2019 hot springs

9 SUNBELT CONVENTION SERVICES EXHIBITOR RENTAL FORM PAGE 4 PAYMENT FORM Payment in full must accompany each order. All orders are subject to Sales Tax. To qualify for advance order pricing, payment must be made in our office one week prior to exhibitor set-up date. Any orders received after this time will be processed at floor order prices. Please retain a copy of this payment form as your receipt. NAME OF SHOW DATE OF SHOW COMPANY NAME BOOTH # BOOTH REPRESENTATIVE Cell # COMPANY ADDRESS STATE ZIP PHONE FAX METHOD OF PAYMENT: CHECK CREDIT CARD PLEASE CIRCLE ONE: Visa MasterCard Discover Amex Account Number: Name of Cardholder: exp date zip code w/card Signature: ccv RENTAL TOTALS $ FREIGHT HANDLING $ LABOR SERVICES $ SUBTOTAL $ % sales tax / Hot Springs, Ark $ TOTAL PAYMENT $ Please send this payment form, along with payment and appropriate order forms to: SUNBELT CONVENTION SERVICES, 409 COLLINS ST., LITTLE ROCK, ARKANSAS PHONE: (501) FAX: (501) sunbelt4u@gmail.com ON-SITE SUNBELT USE ONLY: All services performed and/or equipment are found to be in good working condition. Sunbelt Rep Signature Booth # Date Rev jan 2019 hot springs

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11 Arkansas Veterinary Medical Association October 4, 2018 Dear Exhibitors & Sponsors, The Arkansas Veterinary Medical Association is excited about the 112th Winter Meeting. We want this event to be a huge success. That won t be possible without your continued support! You can begin setting up your booth on Thursday, January 31, 2019 You can NOT start setting up prior to 1:30 p.m. Sunbelt Convention Services will still be setting up the hall. Move out will begin at 3:30 p.m. on Saturday, February 2, 2019 PLEASE DO NOT BREAK DOWN PRIOR TO 3:30 p.m. Exhibit hours will be: Friday 7:00 a.m. 5:30 p.m. Saturday 7:00 a.m. 3:30 p.m. If you are a platinum level sponsor you will receive a free one-page ad in The Arkansas Veterinarian, different colored back drape on their exhibit booth, a larger exhibit booth area, banner in the convention center, and space on the website to display their logo. Gold sponsors will be given a free ½ page ad and space on the website to display their logo. Silver sponsors will be given a ¼ page ad. All sponsorship levels will be recognized with signage around the convention. If you have any questions, comments, or ideas for the meeting, please don t hesitate to call the Association office. Without your continued support over the years, we would not have such a successful meeting. Sincerely, `tzz x ` ÄÄ ztç Maggie Milligan Executive Director

12 P.O. BOX LITTLE ROCK, ARKANSAS PH: (501) FAX: (501) arkansas