Hotel and Shipping Information:

Transcription

1 Vendor Prospectus

2 Vendor Schedule: QUALITY EXHIBITION TIME: Exhibit times do not conflict with any educational sessions. Over seven hours of exhibit time is scheduled. Events in the exhibit hall include an opening reception on Thursday, breakfast and coffee breaks on Friday, and coffee breaks on Saturday, the Silent Auction on Thursday and Friday, and Poster Presentations. 11:00 a.m. - 4:00 p.m. Vendor Registration and Set-up 8:30 a.m. - 4:00 p.m. Workshops 5:30 p.m. - 8:30 p.m. Vendor Reception Exhibits Open 7:00 a.m. - 8:00 a.m. Exhibits Open Continental Breakfast 10:00 a.m. - 10:30 a.m. Exhibits/Break/Posters/Silent Auction THURSDAY, FEBRUARY 23, 2012 FRIDAY, FEBRUARY 24, :00 p.m. - 1:20 p.m. Luncheon, Sponsor Introductions and Exhibits 1:30 p.m. - 3:10 p.m. Concurrent Sessions/Exhibits Open 3:10 p.m. - 4:10 p.m. Break/Posters/Exhibits/Silent Auction 5:30 p.m. - 6:00 p.m. Break/Posters/Committee Meetings/Exhibits 6:00 p.m. - 9:00 p.m. Friday Night Event SATURDAY, FEBRUARY 25, :45 a.m. - 8:45 a.m. Buffet Breakfast/Join in on a Chat Session/Exhibits 8:55 a.m. - 12:05 p.m. Exhibits Open 10:40 am. - 11:10 a.m. Exhibits/Posters/Silent Auction/Break 12:00 p.m. - 4:00 p.m. Exhibit break down Hotel and Shipping Information: Astor Crowne Plaza New Orleans French Quarter 739 Canal Street at Bourbon Street New Orleans, LA Hotel Reservations: (888) Check-in - 4 p.m. Check-out - 12 p.m. The Astor Crowne Plaza is located at the Gateway to the French Quarter where Canal Street meets Bourbon Street. The excitement of the French Quarter awaits you right outside our door. Whether you are looking for world-renowned dining or the intoxicating sounds of New Orleans' Jazz or Blues you are in the heart of it all. The Astor Crowne Plaza Hotel New Orleans offers easy access to nearby attractions like Harrahs Casino, the Aquarium of the Americas, Jackson Square, Morial Convention Center, Riverwalk Shopping, the New Orleans Sports Arena and the Superdome. The hotel is home to Dickie Brennan's Bourbon House Restaurant and Seafood Bar. Enjoy true Southern Cuisines and Fresh Seafood Selections for breakfast, lunch, or dinner. The staff at the Astor is truly versed in Southern Hospitality and ready to not just meet your expectations but to exceed them. Mix a little pleasure into your next business trip or if your agenda is for pleasure only then let the good times roll at our Bourbon Street hotel! HOTEL ROOMS Conference participants must reference that you are with the 2012 NHCA Conference to receive the room block rate of $179 per night (standard/double room). *Deadline to reserve rooms under the NHCA rate of $179/night is January 20, 2012* You can make your reservations by calling , be sure you indicate you are with the 2012 NHCA Conference, or through the Web Reservations System at: NOTE: As this event will be held during the week of Mardi Gras the hotel is unable to extend an additional reduced government rate. SHIPPING INFORMATION: All shipments should be shipped to the hotel no sooner than three days prior to the move-in date. At the conclusion of your set-up operation, all related equipment, crates, etc. must be removed from the premises and returned no later than the last day of the exhibit show period, and may be done through the on-property business center. Handling charges will be applied for guest packages received by the hotel. All packages must be pre-approved for delivery by the Convention Services Department. A current rate sheet will be provided. 2

3 Important Information for Vendors: PAYMENTS AND CANCELLATIONS: When contracting for table-top space, all vendors must mail/fax their full payment with the completed vendor contract. In the event the show is sold out, payment will automatically be refunded. After February 1, 2012, cancellations will be accepted only if the designated booth space is resold. In this case, a $225 processing fee will be charged. Space will be assigned on a first-come, first-served basis upon receipt of the completed vendor contract and payment. No space can be assigned over the telephone. Confirmation of receipt of your contract and booth assignment will be ed to you by February 1, USE OF EXHIBIT: Exhibits should be designed to appeal primarily to Hearing Conservation professionals and students actively involved in all fields relevant to the conservation of human hearing. All demonstrations, exhibits, signs, etc. MUST be confined to the exhibitor s table space. No exhibitor shall assign, sublet or share the whole or any part of any exhibit space without the express written consent of the managers. No mechanical sound reproduction equipment or amplification equipment can be used without the express prior written approval of the managers. Exhibits shall not obstruct the view of adjoining exhibits nor be operated in any manner objectionable to other exhibitors. All lighting within the exhibit must be arranged and operated so as not to be distracting to adjacent exhibitors. The operation of phonographs, radios or other sound devices in an objectionable manner in the opinion of the Association shall be prohibited. Products of no more than one Manufacturer may be shown in any one booth. NHCA reserves the right to restrict exhibits which, because of the noise, method of operations, or any other reason become objectionable, and also to prohibit or evict any exhibit, which in the opinion of the managers and authorized representatives of NHCA may detract from the general character of the display. This restriction includes conduct, printed matter, or anything of a character that may be objectionable to the exhibit as a whole (e.g., professional entertainment). In the event of such restrictions or eviction, NHCA is not liable for any refunds of rentals or other exhibit expenses. The managers and authorized representatives of NHCA reserve the right to request modification of any questionable exhibit or activity. OBJECTIONABLE MATERIALS AND ACTIVITIES: All materials used for decorative purposes shall be flameproof. Crepe paper, corrugated paper, cardboard or other combustible materials shall be prohibited. Explosive and flammable materials, which conflict with the Underwriter s Fire Prevention or Fire Department rules, shall not be permitted. INSTALLATION AND DISMANTLING OF EXHIBITS: The exhibitor shall have an authorized representative present at the exposition throughout all exhibit periods and during the installation and dismantling of the exhibit. The names of all authorized and additional representatives should be indicated on the enclosed Exhibitor Registration Form. SALES: Exhibitors may not sell or solicit orders for sale of its products within the confines of the trade show. All giveaways must be available to everyone in attendance. Any person(s) who fail(s) to reserve an exhibit space or who persist(s) in soliciting in any manner anytime during the length of time of the show and/or related activities may be ejected from the premises. 3

4 37 th Annual Hearing Conservation Conference February 23-25, 2012 Hotel Information: $179/night Astor Crowne Plaza - French Quarter 739 Canal St. at Bourbon New Orleans, LA *Please respond by January 20, 2012 for this rate! To make room reservations call (888) or reserve online at: Conference participants must reference that you are with the 2012 NHCA Conference to receive the room block rate of $179 per night (standard/double room). *Deadline to reserve rooms under the NHCA rate of $179/ night is January 20, 2012* NOTE: As this event will be held during the week of Mardi Gras the hotel is unable to extend an additional reduced government rate. Travel Recommendations: If you plan to travel to New Orleans early note that Mardi Gras (Fat Tuesday) will be held on Tuesday, February 21, There are several parades scheduled this day that you should be aware of as they will impact your access to the hotel (Zulu parade begins at 8:00 a.m. / Rex Parade begins at 10:00 a.m. / Elks Orleans begins at 11:30 a.m.) With the hotel being located on Canal Street and Bourbon Street there will be major crowds and taxi's may have restrictions on how close they can drop you off. It is recommended that you plan to travel in on Wednesday, February 22, 2012 to avoid the crowds from Mardi Gras. By this time the crowds will subside and you will have much easier access to the Astor Crowne Plaza West 81st Avenue Westminster, CO 80031

5 2012 Sponsorship Information and Investment Premium Sponsor Investment - $8000 Four 6-foot tables in the exhibit area Four full conference exhibitor registrations Logo with live link on the NHCA website landing web Conference Sponsor Investment - $6000 Three 6-foot tables in the exhibit area Three full conference exhibitor registrations Event Sponsor Investment (Friday Night) - $4000 Two 6-foot tables in the exhibit area Two full conference exhibitor registrations One full page ad in the Spectrum Supplement 100-word descriptor in the Spectrum Supplement Provide up to two hand-outs for attendee registration packets One year membership One 1/2 page ad in the Spectrum Supplement 75-word descriptor in the Spectrum Supplement Provide one hand-out for attendee registration packets One 1/4 page ad in the Spectrum Supplement 50-word descriptor in the Spectrum Supplement Exhibitor Reception Sponsor Investment (Thursday Night) - $2000 One 6-foot table in the exhibit area One full conference exhibitor registration Workshop Break Sponsor Investment (Thursday) - $1500 One 6-foot table in the exhibit area One full conference exhibitor registration Speaker Travel Sponsor Investment - $1000 One full conference exhibitor registration Conference Break Sponsor Investment - $500 Handout Sponsor Investment - $250 Provide up to 350 inserts to be included in the attendee folders Business Card ad in the Spectrum Supplement 25-word descriptor in the Spectrum Supplement Signage with logo provided during workshop breaks Podium Recognition Signage with logo provided during conference session breaks *NOTE: Non-members please add 25% to the above sponsorship Investments.* 5 National Hearing Conservation Association 3030 W. 81st Avenue Westminster, CO Phone: Fax: nhcaoffice@hearingconservation.org

6 Sponsor Investment: *Non-Members add 25% to all sponsor rates $ Premium Sponsor $ Conference Sponsor $ Event Sponsor (Friday Night) $ Vendor Reception Sponsor (Thursday night) $ Workshop Break Sponsor *the above fee includes: 6' deep x 8' wide area, 6 foot table, draped and a chair. $ Speaker Travel Sponsor $500 - Conference Break Sponsor $250 - Handout Sponsor I will need electricity Sponsor Investment Contract 2012 My booth will fit in the area described above. Desired Booth Space: (See layout enclosed) *Spaces are NOT guaranteed. Primary contact information for exhibit: Contact Name: Company: Address: City, State and Zip: Phone: Fax: * *Will be utilized for distribution of information. Exhibitor Agreement and Information: The agreement between NHCA and the tabletop display vendors of the 37th Annual Hearing Conservation Conference covers the time from 11 a.m. Thursday, Feb. 23rd until 4 p.m. Saturday, Feb. 25th. The exhibitor assumes the responsibility for setting up and dismantling the exhibit. By signing this contract, exhibitor agrees to waive and hold harmless NHCA from any liabilities for the safety of its exhibit and other property against robbery, fire, accident, or any other hazard whatsoever, personal property owned, rented or leased by the exhibitor is the sole responsibility of the exhibitor. 6 1st # 2nd # 3rd # Please do not place me by the following: Payment & Cancellation: I understand that full payment must be received by Feb. 1, 2012 before booth assignment will be made. After Feb. 1, 2012, cancellations will be accepted only if the designated booth space is resold. In this case, a $225 processing fee will be charged. No refunds will be issued after February 15, Check enclosed with contract Make checks payable to NHCA (EIN# ) and mail with contract/registration to: NHCA, 3030 W. 81st Ave., Westminster, CO or Fax contract/registration to (303) Amex Visa MasterCard Card number 3/4-digit CVC Code Expiration Date Amount $ Signature Exact Billing Address for the Credit Card Office Use: Date Received Assigned Return this contract and registration with payment to: National Hearing Conservation Association 3030 West 81st Avenue Westminster, CO Phone: Fax: nhcaoffice@hearingconservation.org Liability: The exhibitor agrees to make no claim against NHCA nor its members nor employees or agents, nor their representatives for loss, theft, damage, or destruction of goods, nor any injury to himself, or employees prior, during, or subsequent to the period covered by this Contract resulting from, arising out of, or in anyway connected with, use of the Exhibitors space by Exhibitors, nor for any damage of any nature whatsoever, including any damage to his business by reason of the failure to provide space of the exhibit, nor for failure to hold the Conference as scheduled. The Exhibitor upon signing the Contract for exhibit space expressly releases the foregoing named Conference, NHCA, and individuals from any and all claims for such loss, damages or injury. Indemnification: Exhibitor shall exercise its privilege hereunder at its own risk, and, irrespective of any negligence of NHCA. Exhibitor shall indemnify and hold harmless NHCA, its officers, employees and agents against any and all liability for claims, damages, costs, loss, actions or causes of action, for damage to property or injury or death to any person or persons, any expenses including attorneys fees resulting from, arising out of or in any way connected with, the occupation or use of the exhibit space by the Exhibitor, or invitees, or guests of the Exhibitors. Should any contingency interrupt or prevent the holding of the NHCA Exposition, the Association will return such portion of the amount paid for space as may be determined to be equitable by the Association after deduction of such amount as may be necessary to cover expenses incurred by the Association in connection with the Exposition. If for any reason, the Association determines that the location of the Exposition should be changed or the dates of the Exposition postponed, no refund will be made. However, the Association shall assign to the exhibitor, in lieu of the original space, such other space as the Association deems appropriate and the exhibitor agrees to use such space under the same rules and regulations. The Association shall not be financially liable or otherwise obligated in the event the exhibit is canceled, postponed or relocated except as provided herein. The exhibitor assumes the entire responsibilities and liability for losses, damages and claims arising out of injury or damage to exhibitors' displays, equipment and other property brought onto the premises of The Astor Crowne Plaza and shall indemnify and hold harmless the hotel agents, servants, and employees from any and all such losses, damages and claims. The exhibitor acknowledges that The Astor Crowne Plaza does not maintain insurance covering exhibitors' property and this is the sole responsibility of the exhibitors to obtain business interruption and property damage insurance covering such losses by exhibitor. Exhibitor Authorized Signature Submission Date

7 Please complete one form per participant. Photocopies are accepted. Full Name and Credentials: q NHCA Member q Non-member Title: Organization/Company: Address: City: State: Country: Zip/Postal: Phone: CANCELLATION POLICY: Full meeting refunds, less a $35 processing fee, are given when a written request is received in the NHCA office no later than Jan. 30, A 50% refund is given when a written request is received in the NHCA office between Jan. 31, 2012 and Feb. 6, No refunds are granted after Feb. 6, PLEASE CHECK ALL OF THE FOLLOWING: Vendor Registration Form This will be my first NHCA conference q Yes q No I was referred to the conference by: How did you hear about this organization? What brings you to this conference? _ Registration Fees (Non-members, please add 25% to the rates below): q Included in Sponsor Investment q $225 Exhibitor Full Conference Registration (Includes Thursday workshops, Friday and Saturday Sessions, Friday Night event, and all provided conference meals) q $100 Exhibitor Conference Sessions Registration (Includes Friday and Saturday Sessions and all provided conference meals) q $50 Guest Exhibitor Registration (Includes exhibit area access only) NHCA Processing Fee for ASHA CEUs $6.25 $ Friday Night Event: q I DO NOT plan to attend the Friday night event Foundation Events: Wed., Feb. 22 Foundation Golf Outing $100 per person (tentative) $ Wed., Feb. 22 Foundation Annual Wild Hogs Event (tentative) q YES, I will attend q NO, I will not attend NHCA SCHOLARSHIP FOUNDATION DONATION * NOTE: I am enclosing a tax-deductible donation to the NHCA Scholarship Foundation. Federal Tax ID # Payment Information: $ GRAND TOTAL $ Visa/MasterCard/Amex Check Number: 3 or 4-digit CVC Code: Expiration Date: Name on Card: Signature: Exact Billing Address associated with the credit card All payments should be made to: NHCA 3030 W. 81st Avenue Westminster, CO Phone: Fax: nhcaoffice@hearingconservation.org *If you require any special accommodations in order to fully participate in the conference, please call the NHCA office by January 12, 2011 at or send your request via to nhcaoffice@hearingconservation.org so that your special needs are met. Registration Total: ASHA CEUs Fee: TOTAL AMOUNT TO CHARGE: $ $ $ 7