Thank you for your interest in participating in this year s conference. Payment for your hospitality event reservation is due June 1, 2004.

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1 Society of Environmental Journalists P. O. Box 2492, Jenkintown, PA Phone: (215) Fax: (215) Internet: World Wide Web: Shipping address: 321 Old York Road, Suite 200, Jenkintown, PA Board of Directors President: Dan Fagin Newsday Vice President, Program Committee Chair: Perry Beeman The Des Moines Register Vice President, Membership Committee Chair: Peter Fairley Freelance Journalist Treasurer: Peter Thomson Freelance Journalist Secretary: Carolyn Whetzel Bureau of National Affairs, Inc. Brenda Box National Public Radio James Bruggers The (Louisville) Courier-Journal Kevin Carmody Austin American-Statesman Christy George Oregon Public Broadcasting Don Hopey Pittsburgh Post-Gazette Robert McClure Seattle Post-Intelligencer Mark Schleifstein The Times-Picayune Timothy Wheeler The Baltimore Sun Representative for Academic Membership: Mark Neuzil University of St. Thomas Representative for Associate Membership: Philip Bailey Freelance Journalist Founding President Jim Detjen Michigan State University SEJournal Editor Mike Mansur Executive Director Beth Parke Dear Hospitality Event Host: Thank you for your interest in participating in this year s conference. Attendees from SEJ conferences past are still talking about the hospitality events they ve attended, with comments from how much fun they had to the great networking contacts they met there. The feedback has been very positive, and this is a much anticipated and important part of the conference experience to them. We expect our Pittsburgh conference to draw even more attendees than last year s conference in New Orleans, where more than 600 attended. Several event hosts are perennial favorites, and therefore tend to come to us early in the process to reserve a spot. Due to the popularity of these events, word gets around among potential clients, and unfortunately every year we have to turn folks away. Space is limited, so act now. Enclosed are an event prospectus, reservation form and contract. Instructions for catering arrangements will be supplied after you have reserved your space. Please take time to review, complete and mail or fax these forms to: Programs Associate SEJ P.O. Box 2492 Jenkintown, PA Fax: (215) Payment for your hospitality event reservation is due June 1, Please contact me if you have any questions or concerns; is best: asimmons@sej.org or call me at (215) We look forward to your participation in our annual conference in Pittsburgh. Stay tuned to the SEJ Web site for conference program updates: See you at the confluence! Sincerely, Programs Associate Improving the Quality, Accuracy and Visibility of Environmental Reporting

2 SEJ 2004 Conference Hospitality Event Host Prospectus SEJ 14th Annual Conference October 20-24, 2004 Carnegie Mellon University Pittsburgh, Pennsylvania SEJ Conference Audience As the only journalism membership group in North America dedicated to reporters who cover the environment, SEJ membership includes print and broadcast journalists, editors, authors, educators and students. Also attending SEJ s conferences are policymakers, environmental advocates, corporate representatives and others who focus on environment. Last year s conference in New Orleans drew more than 600 participants. We expect an even higher turnout for this year s event! SEJ Hospitality Event Contact Programs Associate Phone: (215) SEJ Fax: (215) PO Box asimmons@sej.org Jenkintown, PA Conference Registration Information Those who will be purchasing hospitality event packages with one conference registration included should fill out the specially marked registration form in this packet and fax directly to Amy Simmons (number above). All other hosts who wish to attend conference sessions may register as directed on the website. Registration directions and forms may be found on the SEJ website at: Drayage Information Stetson Convention Services, Inc. is SEJ s official drayage company this year. They are a full service company, also providing a/v services, decorating and the like. Kathy Molnar, National Sales Director, is our account representative. She can be reached at: Stetson Convention Services, Inc. Phone: (888) Stayton Street Fax: (412) Pittsburgh, PA Cell: (412) kathym@stetsonexpo.com Hotel Information The official SEJ 2004 Annual Conference hotels are: Holiday Inn University Center SEJ Rate (just ask!): $109 Single or Double 100 Lytton Avenue Reservations: Toll Free: (800) or Direct: (412) Pittsburgh, PA Proximity to SEJ Events: Less than one mile Wyndham Garden Hotel University Place 3454 Forbes Avenue SEJ Rate (just ask!): $105 for all Standard Deluxe Pittsburgh, PA Reservations: Toll Free: (877) or Direct: (412) Proximity to SEJ Events: One mile

3 Hampton Inn Pittsburgh University Center-Oakland 3315 Hamlet Street SEJ Rate (just ask!): $89 for Double and King Study Pittsburgh, PA Reservations: Toll Free: (800) or Direct: (412) Proximity to SEJ Events: 1.4 miles The University Club of Pittsburgh SEJ Rate (just ask!): $105 Single; $115 Double 123 University Place Reservations: Toll Free: (877) or Direct: (412) Pittsburgh, PA Proximity to SEJ Events: Less than one mile Make your reservations soon to take advantage of the discounted rate! SPECIAL SERVICES, EQUIPMENT AND UTILITIES Rental price of space does not include the cost of food or a/v equipment rental. Order forms for all additional services will be sent by SEJ in advance of the show. Host agrees to abide by the terms and conditions set by SEJ. All order forms should be completed and mailed or faxed by July 30, 2004, to ensure that adequate service is available. Catering Orders All events will be held at the Carnegie Mellon University Center. Instructions for catering arrangements will be supplied after you have reserved your space. Badges Exhibitor badges or SEJ conference badges must be worn at all times. All exhibitors will receive an exhibitor badge. Shipping DO NOT SHIP MATERIALS DIRECTLY TO CMU! Storage facilities for packing cases, crates, and boxes are not available at the University Center. Contact Stetson Convention Services, Inc., (888) , to arrange for shipping your materials. Please note: if you ship your materials to CMU, your shipment may be refused! Using Stetson for drayage means that your materials will be at the exhibit site at the time of set-up. Shipping elsewhere will slow your set-up time! Promotional Opportunities Copy for invitation to your hospitality event must be received by Friday, October 15, 2004, to ensure timely distribution. Please limit copy to 150 words or less. Electronic invitations will be distributed within three days. Please to: Post-conference press release copy must be received by October 25, Please to Schedule of Hospitality Events at Carnegie Mellon University Center Event Set Up Hospitality Event Hours Friday, October 22, 2004 Friday, October 22, :00 pm 5:00 pm 5:00 pm 7:00 pm See you soon!

4 SEJ INDEPENDENT HOSPITALITY HOST RULES AND REGULATIONS DESCRIPTION OF SPACE: Hospitality events shall strictly conform to these specifications. Any deviations from the specifications of this section including, but not limited to, displays that extend beyond their designated boundaries or hosts that are disruptive to the Conference, shall be in violation of this contract, and shall be grounds for removal of the host from the Conference. ROOM ASSIGNMENT: Space will be assigned on a first come, first served basis upon receipt of application and payment. Room locations will be assigned when payment is received. If the host cancels the event before July 1, 2004, fees will be returned less a 5% processing fee. No refund will be made if notice is received on or after July 1, No host shall assign, sublet, or apportion the whole or any part of the space allotted, nor exhibit therein, nor permit any other party to exhibit therein, any other goods than those manufactured or handled by the host in the regular course of their business, nor permit any representative or firm or company not exhibiting to solicit business or take orders in their space. SEJ reserves the right to remove any host or its assignees in the event that the host and/or representatives violate any of these provisions. FOOD AND BEVERAGE: Hosts may not sell or distribute any beverages or food for consumption on the premises other than those provided by the Carnegie Mellon University catering department. SMOKING: No smoking is permitted in the rooms at any time. INSURANCE: The host acknowledges that SEJ shall not be obligated to maintain property, liability, or business interruption insurance covering the hospitality event. The host must furnish a 1-day, 1 event Certificate of Insurance (liability, fire and theft), at his or her own or his or her employer s expense, to SEJ at least 30 days prior to the Show. SEJ shall be named an additional insured in the Certificate of Insurance. The host agrees to hold SEJ harmless for any loss, theft, damage or other harm which may occur, for any cause whatsoever, as a result of his or her participation as an independent hospitality event host at the Annual Conference. PAYMENT & CANCELLATION POLICY: It is expressly agreed upon that all payments for said space must be made to SEJ by June 1, SEJ reserves the right to refuse a host their event space for reasons of nonpayment and/or unpaid balance at time of installation. Any waivers, discounts, or financial amendments of any nature whatsoever are left to the sole discretion of SEJ. Should a host be unable to occupy and/or use the room space contracted for, and should that host notify SEJ (in writing) no later than July 1, 2004, 95% of fees paid by the exhibitor will be refunded. No refund of any fees will be made if notice is after July 1, LIABILITY & HOLD HARMLESS: It is expressly understood that SEJ will not be responsible for loss or damage which might ensue from any cause in connection with transfer, installation, maintenance, removal of materials, or management of convention. SEJ will not be responsible in any way for goods while in storage. SEJ and its agents or employees will not, under any condition or circumstances, be responsible for any loss sustained by any host or any other person by reason of fire, theft, water, injuries, act of God, or for any actions whatsoever. SEJ will use the necessary reasonable care for prevention of any losses, personal or material. Each host agrees that it shall assume sole responsibility for any damages to property or injuries to person, and shall indemnify, defend, and hold harmless SEJ, Carnegie Mellon University, the General Contractor, and all of their collective officers, employees, agents, and members for any and all alleged claims and liabilities which might ensue from any cause whatsoever, including any actions of any kind generally, and specifically, personal injuries to any officers, staff members, employees, agents, representatives, attendees, and guests. It is understood that all fees, costs, and expenses incurred by a host as a result of legal action shall be the sole responsibility of the host, and reimbursement shall not be sought against SEJ. SEJ shall be reimbursed by the host for costs, fees, and expenses that are incurred and expended resulting from any action. Hosts shall affect their own insurance. All matters not expressly addressed in this document are subject to review and resolution by SEJ management. Signature Date

5 Society of Environmental Journalists Hospitality Event Form And Contract 14th Annual Conference October 20-24, 2004 Carnegie Mellon University Center Pittsburgh, PA The Danforth Hospitality Package (only one space available!) - $1,500.00* Includes large function space with 150 maximum crowd flow allowance, banquet tables, standing cocktail tables, chairs, 1 conference registration, 1 pre-conference e-invitation to registrants, two post conference press releases, listing in conference materials. Rangos Hospitality Package - $800.00* Includes 1/2 large function space with 150 maximum crowd flow allowance, banquet tables, standing cocktail tables, chairs, 1 conference registration, 1 pre-conference e-invitation to registrants, listing in conference materials. Basic Hospitality Package - $500.00* Includes small function space with 60 maximum crowd flow allowance, banquet tables, standing cocktail tables, chairs, 1 pre-conference e-invitation to registrants, listing in conference materials. Intimate Hospitality Package - $250.00* Includes cozy function space with 25 maximum crowd flow allowance, banquet tables, standing cocktail tables, chairs, 1 pre-conference e-invitation to registrants, listing in conference materials. *Catering and incidentals are not included in this price and must be arranged separately. All hospitality events are Friday, Oct. 22, 2004, from 5:00 pm to 7:00 pm. Please select package: Danforth Package! Rangos Package! Basic Package! Intimate Package! Name Title Organization Address City State/Province Zip/Postal code Country Phone Fax (direct for contact, please) PAYMENT INFORMATION! Check enclosed. (Make payable to Society of Environmental Journalists) Total enclosed: $! Credit Card payment. (Visa, Mastercard and American Express accepted.) [ PLEASE PRINT CLEARLY ] Card Number Expiration Date Print Name as shown on card Signature Zipcode Associated with Card

6 Hospitality Event Booking Instructions and Checklist! Please read the Hospitality Event Prospectus for an overview of what is expected at this year s event and for SEJ and the Carnegie Mellon University Center rules and guidelines.! Read, complete and sign the Hospitality Event Order Form and Contract. Mail all forms with your payment to : Programs Associate, SEJ PO Box 2492 Jenkintown, PA Attn: Hospitality Event " All forms with accompanying payment must be received by June 1, 2004.! DO NOT SHIP MATERIALS DIRECTLY TO CMU! Storage facilities for packing cases, crates, and boxes are not available at the University Center. Contact Stetson Convention Services, Inc., (888) , to arrange for shipping your materials. Please note: if you ship your materials to CMU, your shipment may be refused! Using Stetson for drayage means that your materials will be at the exhibit site at the time of set-up. Shipping elsewhere will slow your setup time!! a 100-word description of your event to asimmons@sej.org by Friday, October 15 to be included in an announcement to SEJ members.