Exhibit Sponsorship Advertising

Transcription

1 TCA Texas Counseling Association s 55th Annual Professional Growth Conference Fort Worth Convention Center Fort Worth, Texas November 9-12, 2011 Exhibit Sponsorship Advertising P R O S P E C T U S (512) (800) Fax (512)

2 Greetings from Fort Worth! Plans are underway for Texas Counseling Association s 55th Annual Professional Growth Conference, November 9-12, We invite you to join us as an Exhibitor, Sponsor and/or Advertiser. THE FORT WORTH PROFESSIONAL GROWTH CONFERENCE OFFERS MANY BENEFITS: Diamond, Platinum, Gold, Silver and Bronze Sponsorships, which include exhibit space Ways to reach your target audience, quickly and inexpensively Exhibit hall hours and events to build customer relationships and networking opportunities Event marketing expected to reach more the 6,000 Professional Counselors statewide Conference attendance expected to exceed 2,000 counselors each year Complimentary exhibitor lounge with refreshments Advertising discounts for exhibitors CONFERENCE EXHIBIT HOURS Registration and Exhibitors will be located in Exhibit Halls E-F in the Fort Worth Convention Center. Tuesday, November 8 Exhibitor Registration and Move-In...2:00 pm - 6:00 pm Wednesday, November 9 Conference Registration...7:30 am - 8:00 pm Exhibitor Move-In...7:30 am - 2:00 pm (Installation must be completed by 2:00 pm) Exhibit Hours...2:00-8:00 pm Opening Reception (in Exhibit Hall)...6:00-8:00 pm Thursday, November 10 Conference Registration...7:00 am - 6:00 pm Exhibit Hours...7:00 am - 6:00 pm Friday, November 11 Conference Registration...7:00 am - 12:00 noon Exhibit Hours...7:00 am - 3:00 pm Exhibitor Move-Out...3:00 pm - 7:00 pm (Exhibitors may not dismantle or move out from the Exhibit Hall before 3:00pm) Convention Decorating Services (CDS) will have a representative available on-site during all exhibit hours. Questions/Comments/Concerns Jennifer Taylor, Exhibits Coordinator jennifer@txca.org or ext. 10

3 This premiere professional development event draws professional counselors from across Texas and throughout the southwest. Professional counselors seek a wide range of resources and services at TCA Conferences. Reserve your exhibit booth, sponsorship and advertising space early to secure a choice location. BOOTH RATES Professional Exhibitor (Resources used to enhance the counseling profession): Commercial Exhibitor (Clothing, Jewelry, Accessories, etc.): $500 / 10' x 10' draped booth $750 / 10' x 10' draped booth Each 10' x 10' Booth Features: Standard booth identification sign (7 x 44 ) One 6' draped table, two chairs 8' back drape and 3' side drape in show colors Company listing in Program Book (if contracted by September 30, 2011) PROGRAM ADVERTISING Advertising in the Conference Program attracts attendees to your booth! Significant discounts on advertising rates are available to exhibitors. Reserve your ad space when you reserve your booth! High Resolution, camera-ready artwork in 'pdf' or 'jpg' and payment must be received by September 30, 2011 to be included in the Conference Program Book. Advertising Space and Rates Exhibitor Price Non-Exhibitor Price Full Page Ad (7 x 10 ) $625 $700 1/2 Page Ad (7-5/8 x 5 ) $400 $475 1/4 Page Ad (3-3/4 x 7-7/8 ) $250 $275 SPONSORSHIPS Give your company added visibility and a competitive edge and receive enhanced marketing opportunities. Sponsorships are awarded as they are received. The following sponsor levels and benefits are available: Ad in 1/4 Page Ad in HotLink Conference Complimentary ads in TCA Conference Conference Exhibit on TCA Pre-Registration Conference newsletter Level: Program Bag Insert Booth website Book Registration Guidelines Plus Full page on Full page on Featured Diamond Outside Back months Outside Back 3 4 Event $15,000 Cover Cover Sponsor Platinum Half page months Half page 2 3 Logo on $5,000 Name Badges or Conference Bags Gold Quarter page months Quarter page 1 2 $3,000 Silver Quarter page months NA 1 NA $2,000 Bronze Quarter page 1 NA NA NA NA NA $1,000

4 Exhibitor Door Prize Donations: Each year, we draw for door prizes that exhibitors have donated at the Opening Celebration in the Exhibit Hall on Wednesday evening. If you would like to donate a door prize(s), please bring them with you when you check in at the Exhibitor/Facilitator/Presenter Check-In booth, located in the exhibit hall, near registration. You will then be given a number of tickets for each door prize donation to hand out randomly to conference participants as they visit your booth. As each conference participant visits your booth, please give them one of these tickets, which entitles them to enter the drawing for a door prize(s) to be given away. Only exhibitors who have donated a door prize(s) will receive tickets to hand out. During the Opening Celebration, these tickets will be drawn, and the winners will be directed to your booth for their door prize. Complimentary Exhibitor Lounge: The Texas Counseling Association provides a complimentary Exhibitor Lounge to all conference exhibitors. This lounge is located next to the registration booths, and will provide snacks on Wednesday and Thursday afternoon, as well as a continental breakfast on Thursday and Friday mornings. Please enjoy this space and take advantage of your wellness needs. Booth Furniture and Accessories: If you need additional furniture, carpeting, booth cleaning, etc., you will receive information from Convention Decorating Services via 4-6 weeks prior to the conference. Each exhibitor will be responsible for any additional furniture, carpeting, booth cleaning, etc., not provided for in the application. Electricity, Internet, Phone: If you need electricity, please contact Ray or Debbie Owens with Owens Service Company at If you need an internet connection, telephone service or line, please contact Janae Tinsley with Smart City Networks Advance Shipments to Warehouse: Shipments may be sent to the advance warehouse up to thirty (30) days prior to the move-in for the show. Shipments must arrive Wednesday, November 2, 2011 by 3pm. No shipments will be received at the warehouse on weekends or holidays. To track the arrival of your shipment, call Receiving hours are Monday-Friday, 9:00am to 3:00pm. Shipments arriving at the warehouse after Wednesday, November 2, 2011 will be charged an additional 25% of the advance warehouse rate in addition to any other charges incurred. All shipments must be prepaid; collect shipments will be refused. A minimum charge of 200 lbs at $ per shipment will be assessed. All weights are rounded up to the next 100 lbs per shipment at $62.50 per 100 lbs. Materials received at the warehouse will be delivered to the respective booths at the convention center. Empty containers will be removed from the booth, placed in storage and returned to the booth at the close of the show. Materials will then move from the booth to the dock and be reloaded on designated vehicles. Charges will be based on in-bound weight. Label each item as follows: To: [Exhibiting Company Name] Booth: For: 55th Annual Texas Counseling Association Professional Growth Conference YRV c/o CDS Events 5501 Campus Drive Fort Worth, Texas Direct Shipping to Show: Any shipments arriving prior to Tuesday, November 8, 2011 at the Fort Worth Convention Center will be refused. Shipments will be received during the designated move-in periods as well as throughout the event. As an exhibitor, it is your responsibility to instruct your carrier of the proper date for the direct deliveries to the show site. Weight tickets and Bills of Lading indicating weight must accompany freight delivery. The driver s signature on the show site receiving report will verify the total count and weight. All shipments must be prepaid; collect shipments will be refused. A minimum charge of 200 lbs at $ per shipment will be assessed. All weights are rounded up to the next 100 lbs per shipment; $62.50 per 100 lbs. Convention Decorating Services will unload shipments at the show-site and deliver to respective booths. Empty containers will be removed from the booth, placed in storage, and returned to the booth at the close of the show. Materials will then move from the booth to the dock and be reloaded on designated vehicles. Charges will be based on in-bound weight. Label each item as follows: To: [Exhibiting Company Name] Booth: For: 55th Annual Texas Counseling Association Professional Growth Conference Fort Worth Convention Center, Exhibit Halls E-F c/o CDS 1201 Houston Street Fort Worth, Texas Shipments received without receipts, freight bills or specified unit counts on the receipts or freight bills from carriers, such as UPS and FedEx, will be delivered to the exhibitor s booth without guarantee of piece count or condition. If you are bringing your materials, please unload on Commerce Street at Door #6. You will have a maximum of 30 minutes to unload your vehicle, and will only be allowed at Door #6 during exhibitor move-in and move-out times. This area will be controlled by a Fort Worth police officer.

5 TEXAS COUNSELING ASSOCIATION 55th Annual Professional Growth Conference November 9-12, 2011 Fort Worth, TX Company Company Address City State ZIP Company Website Company Telephone Name of Person/s Staffing Booth * of Person/s Staffing Booth Description of Product/Services (< 100 characters) *Confirmations will be sent 4-6 weeks prior to conference. All confirmations will be sent to the address listed above. Have you submitted a Call-For-Program to present at this conference? Yes No Have you exhibited with the Texas Counseling Association before? Yes No EXHIBIT SPACE EXHIBITOR APPLICATION Online applications are also available. Payment must be received in full with the completed application. Payment methods include checks, MasterCard, American Express, Discover and Visa. No purchase orders will be accepted. Information submitted below will be printed in Conference Program. Please print or type clearly. Professional $500 / 10 x10 booth draped booth and two chairs Commercial $750 / 10 x10 booth draped booth and two chairs Preferred booth location (see diagram) 1st choice 2nd choice 3rd choice 4th choice Total Amount for Exhibit Space $ SPONSORSHIP Diamond Sponsorship $15,000 Silver Sponsorship $2,000 Platinum Sponsorship $5,000 Bronze Sponsorship $1,000 Gold Sponsorship $3,000 Total Amount for Sponsorship $ ADVERTISING Advertising Space and Rates Exhibitor Price Non-Exhibitor Price Full Page Ad (7 x 10 ) $625 x $700 x 1/2 Page Ad (7-5/8 x 5 ) $400 x $475 x 1/4 Page Ad (3-3/4 x 7-7/8 ) $250 x $275 x Total of All Exhibit Space, Sponsorship & Advertising PAYMENT PLEASE NOTE: POs are not accepted. Total Amount for Advertising $ $ I am paying by (please check one) Check AMEX Visa Discover Master Card Expiration Date: / Credit Card # Name as Printed on Card Cardholder Signature As a representative of the company listed above, I have read, understand and agree to abide by TCA s Exhibitor Rules & Regulations as printed on the following page. Signature Date Printed Name Title Mail completed application with full payment to: Texas Counseling Association 1204 San Antonio, Suite 201 Austin, TX Fax: 512/

6 TEXAS COUNSELING ASSOCIATION EXHIBITOR RULES & REGULATIONS: Exhibitor is applying for exhibit space at TCA s Annual Professional Growth Conference ( Show ) to be held in Fort Worth, TX from November 9-12, 2011, and is agreeing to abide by the rules and regulations set forth by TCA ( Management ). Processing of payment does not constitute acceptance, or guarantee space availability. Payment will be refunded by TCA if Applicant is not accepted or space is not available. Exhibit fee payment must be received in full with completed application. Payment methods accepted include check, American Express, Visa, Discover and Master Card. No Purchase Orders will be accepted. The fee ($500/professional table; $750/commercial table) entitles exhibitor to one 10' x 10' booth area, which includes one six-foot draped table and two chairs per exhibit booth purchase. An Exhibitor may cancel its participation in Show by giving Management notice in writing. If Management receives notice of cancellation by the close of business on September 30, 2011, the Exhibitor will receive a refund, minus a cancellation charge of 50%. If notice of cancellation is received after that time, no refund will be given. Any Exhibitor failing to occupy space applied for by 2:00 pm on Wednesday, November 9, 2011, will be considered in default and may be subject to cancellation. In the event of a cancellation, Management has the right to use the space for its own convenience, including selling the space to another Exhibitor, without rebate or allowance to the cancelled Exhibitor. TCA assumes no responsibility for including the name or description of a cancelled Exhibitor in programs or other printed material TCA will not knowingly accept advertisements, sponsorship or exhibitors that discriminate on the basis of ethnic group, race, religion, gender, sexual orientation, age and/or disability. Use of Space: Only the name of the Exhibitor which appears on the application may be placed in the exhibit space, in the Show s printed list of exhibitors and on exhibitor badges. Exhibitor shall not assign, share or sublet any part of the exhibit space without the express written consent of Management. Exhibitor releases TCA and its representatives from any and all liability for damages or loss caused by fire, theft or any unforeseen circumstances that arise while exhibiting at this conference. Exhibitors are responsible for taking all reasonable care to protect themselves from loss or damage. In the event the conference facility is destroyed or damaged, or if the show fails to take place as scheduled, or is interrupted and/or discontinued, or access to the premises is prevented by reasons of strike, lockout, injunction, act of God, act of war, emergency declared by any government agency or by TCA, or for any other reason, this application may be terminated by TCA. In the event of such termination, Exhibitor waives any and all damages and claims for damages and agrees that the sole liability for TCA shall be to return each Exhibitor its space payment, less its prorated share of all costs and expenses incurred and committed by TCA. Exhibitors shall arrange their displays to use only the booth area under application, and to recognize the rights of other Exhibitors and attendees. Distribution of pamphlets, brochures or advertising is limited to the exhibit space. Exhibitors will limit their activities to their booth area, and will refrain from activities that will interfere with attendee participation in programs. The operation of sound movies or audio devices will be permitted only if sound level is kept at conversational level and is not objectionable to neighboring Exhibitors. Machines that create noise and/or disrupt neighboring exhibits may, at the discretion of Management, be restricted. Exhibitor is responsible for maintaining a neat display. Exhibitor must arrange for the removal of excess trash and waste materials and is responsible to keep the exhibit free of any and all conditions that might be dangerous to attendees. Products and/or services on display in the exhibit area may not carry implied or real endorsement or recommendation by TCA. Exhibitor agrees not to represent any product or service as being endorsed by TCA. TCA reserves the right to prohibit any exhibit or any part of an exhibit at its sole discretion. All matters and questions that arise which are not specifically covered by these Rules and Regulations are subject to the decision of Management. The Rules and Regulations may be amended, added to, and amplified by Management at their discretion. Exhibitor agrees to abide by any and all amendments and changes by Management.

7 TEXAS COUNSELING ASSOCIATION 55TH ANNUAL PROFESSIONAL GROWTH CONFERENCE NOVEMBER 9-12, 2011 FORT WORTH, TX

8 NON-PROFIT ORG. U.S. POSTAGE PAID Austin, Texas Permit No San Antonio, Suite 201 Austin, Texas November 9-12, 2011