THE 2012 OLA SPRING SUMMIT SPONSOR & EXHIBITOR MANUAL

Transcription

1 THE 2012 OLA SPRING SUMMIT SPONSOR & EXHIBITOR MANUAL Thank you for supporting the 2012 OLA Spring Summit, being held April at The Washington Court Hotel in Washington, DC. Below, we have provided you with dates and information, which are essential in your preparation for this event. Once your Sponsorship is processed, Summer Bush will be contacting you regarding any Sponsor/Exhibit requirements that are requested of you. For any questions, contact Summer Bush at For general questions about your registration contact Kayla Schwenk, or at For Sponsorship Sales and questions regarding payment, contact Liz Jones at or March 23 April 7 Hotel Reservation cut off date. Click Here to Book your Hotel at the Washington Court. Coordinate shipping, box handling, and payment. Your items must arrive at the Washington Court Hotel after April 20. See details below. Dates: Wednesday, April 25, 2012 Thursday April 26, 2012 Location: Washington Court Hotel on Capitol Hill 525 New Jersey Ave. NW Washington, DC Website: Where and when will events take place? The Exhibit Hall is located on the lower lobby level of the Washington Court Hotel, and will be a hub of activity. Our Wi Fi will be best accessed in this area. The events being held in this area include: Wednesday: Thursday: Welcome Reception Breakfast, Networking Break & Lunch -General Session is located in the Grand Ballroom which is adjacent to the Exhibit Hall.

2 Exhibitor Information: Exhibitor Networking Space Assignments: Spaces will be finalized and assigned no later than two weeks prior to the conference. Priority and placement will be determined by membership level, sponsorship contribution, repeat support, and first come first serve based on receipt of returned sponsorship contracts. Layouts will be provided via . What to Bring: Our space in the Exhibit Hall is intended for enjoyable networking and discussions that promote your business. We suggest bringing freestanding vertical banners, easel mounted signs, or simple pop ups, but NOT full booth structures (extending more than 5 into the walking space). We will provide a modest table on which to place your literature and business cards. If you need an easel, please notify Kayla Schwenk at kayla@paragon-group.com Shipping Exhibitor Materials, Literature, and Assets: Ship all exhibit assets, including posters, freestanding vertical banners, business cards, and display literature directly to the hotel and labeled FOR EXHIBITS CLEARLY on the packages. See Exhibitor Policies and Procedures for details. Retrieving your EXHIBIT items on site: All exhibit items (properly labeled) will be brought directly from the hotel s shipping and receiving dock and may be retrieved in the Exhibit Hall, where our exhibit functions will be located. Event Staff and a floor services manager from The Washington Court will assist you in retrieving your boxes. Storing your empty materials: Boxes, cases, or other reusable packaging will be stored by the hotel. OR, you may have a bellman bring them to your own room. Security: The Exhibit Hall will not have security overnight. If you have valuables such as laptops or other assets, please plan to bring them to your room or store them in the OLA office overnight. Return Shipping: Please either complete your forms with your account number in advance or plan to use extras provided by the hotel. If you use alternate carriers, please make arrangements to have your carrier pick up your items on Friday, April 27, 2012 before 11:00 AM. You may leave your items in the Exhibit Hall at your exhibit spot. Notify the floor manager when your items are ready. Electrical & Wireless Access: We will provide electrical access for any exhibitor who may need it (5 amps) to light your vertical banners. Exhibitor Schedule: Wednesday, April 25 8:00 AM 11:00 AM EXHIBITOR SET UP, MOVE IN & PACKAGE RETRIEVAL 12:00 PM 1:30 PM EXHIBITOR NETWORKING HALL OPEN 3:00 PM 3:15 PM NETWORKING QUICK BREAK 5:30 PM 7:30 PM WELCOME RECEPTION

3 Thursday, April 26 8:00 AM 9:00 AM NETWORKING BREAKFAST 10:30 AM 10:50 AM NETWORKING QUICK BREAK 12:00 PM 1:00 PM NETWORKING LUNCH Friday, April 27 8:00 AM 11:00 AM EXHIBITOR DISMANTLE & MOVE OUT The times noted above are outlined to include dedicated time that does not overlap with conference sessions or breakouts. You do not need to staff your space at all times, but we do want you to be aware of the times above as you plan your day. We also anticipate some light traffic during breakouts and workshops. Attendee lists: We encourage you to network before, during and after the conference. We will send an attendee list to all sponsor contacts two weeks prior to the conference. A final attendee list will be sent within five (5) business days after the conference. Please use these lists responsibly in your targeted marketing. Attributes include Registered Attendee Name, Company, Address, and (provided that the registrant has opted in to the latter)

4 Washington Court Hotel Exhibitor Policies & Procedures ALL SPONSORS and EXHIBITORS are responsible for their own shipping arrangements inbound and outbound. Electrical & Equipment Orders Please refer to enclosed Exhibitor Order Form for a listing of telecommunications, electrical and audiovisual services and prices. All equipment and services must be ordered by the due dated noted on the order form. All order forms must be accompanied by the completed pre-payment form. Orders without prepayment will not be processed. Please contact your Catering/Convention Services Manager if you have a request for equipment or services not listed on the order form. Food & Beverage All food or beverage served in the exhibit area must be catered by the Washington Court Hotel. Please contact Catering/Convention Services Manager for assistance. Package Handling Any package shipped to the Washington Court Hotel must be prepaid & labeled as follows: Sender s Company & Return Address On Site Receiver s Name Exhibits - OLA 2012 Spring Summit c/o KRISSY KAPLAN Washington Court Hotel 525 New Jersey Avenue, NW Washington, DC The Hotel has very limited storage facilities, a limit of (6) six boxes weighing no more than 50 pounds each can be shipped to the Hotel (3) three days prior to the event. Shipments received prior to the (3) three days will be returned. For shipments larger than acceptable limit, please check with Catering/Convention Services Manager. Larger shipments must arrive on the day of setup. Any package being shipped Out of the Hotel must be prepaid, addressed, labeled & ready for mailing. Following are the prices for boxes & pallets shipped to & from the Hotel: Package Size Incoming Three (3) Days before arrival Outgoing Three (3) Days after departure Box $4.00 each $4.00 each + Shipping Charges Storage $5.00 each per day (after 3 days) $50.00 each per day (after 3 days)

5 Signs/Banner Any signs & banners hung in the hotel must be professionally made. Hand-made signs are not permitted. No signs or banners may be hung from or on the walls, air walls or doors. All banners must be hung from pipe & drape which can be purchased through our on site audio-visual company, Swank Audio visuals. Please contact Swank Audio Visual for pricing. For other sponsorship supplies, including room drop items, hallway and general session signage, and items that the OLA is supporting for you directly, please ship to: OLA 2012 SPRING SUMMIT The Washington Court 525 New Jersey Avenue, NW Washington, DC Hold for: Kayla Schwenk on MM/DD/YYYY Memo: (your company name and item description) Phone:

6 Exhibitor Order Form Online Lenders Alliance 2012 Spring Summit April 25-26, 2012 Orders must be received by March 28, 2012 Send Orders & Payment to: Company Name Booth Number On Site Exhibitor Contact Address Telephone Number Fax Number Equipment Set-Up Date Equipment Removal Date Form of Payment Washington Court Hotel 525 New Jersey Avenue NW Washington, DC Attn: KRISSY KAPLAN Phone: Fax: Guest Room / Credit Card / Check (Circle form of payment & submit attached payment form to authorize charges) ELECTRICAL ORDER: Quantity Description Advance order (received by due date) Floor Order (received at show) (5 AMPS) WATTS $50.00 $75.00 (10 AMPS) $65.00 $80.00 WATTS (20 AMPS) $80.00 $ WATTS (40 AMPS) $ $ WATTS (50 AMPS) 5,500 WATTS $ N/A Total AUDIO~VISUAL ORDER: Quantity Description Order Total Power Strip w/surge Protector $65.00/day 27 Video Package $365.00/day 27 Monitor, VHS VCR, cart w/skirt ~DVD Available at additional charge~ 21 Computer Monitor $220.00/day Flat Panel LCD Monitor (18 or 21 ) PRE ORDER

7 AVAILABLE ONLY $445.00/day Plasma Screen (42 or 50 ) Call for Price Quote Velour Pipe & Drape Call for Price Quote Please Note: Delivery/Installation Fee & Sales Tax included in Audio Visual Prices. Additional Equipment is available upon request. Please contact Swank Audio Visuals at for further details. PHONE LINE ORDER: Quantity Description Order Total Local Phone Line $75.00/day + calling charges Long Distance Phone Line $150.00/day + calling charges Internet Line (1) week notices is required for installation $300.00/day 1st Line-addtl lines Please Call Phone charge is for installation and maintenance of the phone line only. If paying by check, you must include an estimated overpayment for phone charges. Any amount due back will be returned by check to the address you have listed above. PACKAGE HANDLING: Please complete this section if you prefer to pay for anticipated shipping charges in advance of your arrival. Any shipping charges not pre-paid will be collected on site upon delivery of materials to the exhibit hall. Estimated # of Boxes to be Received at Hotel: X $4.00 = Total: Estimated # of Boxes to be Shipped from Hotel: X $4.00 = Total:

8 Authorization to Charge Credit Card Name of Organization Date of Function Credit Card Type Credit Card Number Expiration Date Telephone Number of Credit Card BANK: Name of the Credit Card Member Telephone Number of Card Member Address of Card Member Estimated Amount As the card holder, I authorize the Washington Court Hotel to charge the described charges to my credit card account, and I have enclosed a copy of the front & back of my card. Credit Card Member Signature Date The Washington Court Hotel on Capitol Hill 525 New Jersey Ave, NW, Washington, D.C Phone (202) Fax (202) A Harbaugh Hotel Office Use Only: Authorization # Amount $ Date