F a l l C o n f e r e n c e

Transcription

1 F a l l C o n f e r e n c e C O N S T I T U T I O N A L O F F I C E R S ' A S S O C I AT I O N O F G E O R G I A, I N C. O c t o b e r , S a v a n n a h, G e o r g i a

2 C O A G Fa l l C o n f e r e n c e The Fall Conference of the Constitutional Officers Association of Georgia, Inc., will take place October 16-19, 2017 in Savannah. The Probate Judges, Superior Court Clerks and Tax Commissioners will be staying at the Hyatt Regency Savannah. The Sheriffs will be staying at the Marriott Riverfront Savannah. TUESDAY, October 17* 7:30 a.m. 4:30 p.m. Registration 8:00 a.m. 5:00 p.m. Exhibitor Viewing 8:00 a.m. 5:00 p.m. Training Sessions 12:00 p.m. 1:00 p.m. Member Lunch (provided by COAG) Evening Dinner on their own Great time to invite members to dinner WEDNESDAY, October 18* 8:00 a.m. 4:00 p.m. Registration 8:00 a.m. 3:00 p.m. Exhibitor Viewing 1:00 p.m. 5:00 p.m. Business Meeting and Joint Training Session 7:00 p.m. COAG Dinner Please Do Not Schedule Anything During This Time THURSDAY, October 19* 8:30 a.m. 12:00 p.m. Registration 9:00 a.m. 12:00 p.m. Training Sessions *Agenda times and locations are subject to change.

3 C O A G Fa l l C o n f e r e n c e Probate Judges, Superior Court Clerks and Tax Commissioners will all meet on Tuesday, Wednesday and Thursday this year. Exhibit days will be Tuesday and Wednesday. Tuesday evening is open for our members. This will be a great time for you to take someone to dinner. Wednesday evening we have a planned dinner for the members. Please do not plan anything that will conflict with this dinner. SET-UP The Exhibit tables will be in place on Monday evening, October 16. Booth locations will be marked at that time so you will be able to identify your booth. You may begin set up that Monday evening, October 16, as long as no valuables are left at the booth. You may also set up Tuesday morning., October 17. Security will be present from 5 pm Tuesday evening until 8 am Wednesday morning. TEAR DOWN Tear down will be Wednesday afternoon. You may begin tear down anytime after 3 pm, Wednesday, October 18. Please call our office if you have any questions regarding the schedule changes,

4 C O A G fa l l c o n f e r e n c e B o o t h L ay o u t s

5 C O A G Fa l l C o n f e r e n c e By signing this contract, the exhibitor and his/her representatives have read and agree to abide by all rules, requirements, restrictions and regulations as set forth in the terms of this contract. Failure to abide by such rules and regulations will result in forfeiture of all monies paid or due COAG under the terms of this agreement. BOOTH EQUIPMENT/CONSTRUCTION: One skirted 6' x 30" table is furnished. Additional tables will require an additional charge. Exhibitors shall be held responsible for any damage done to the building by them, their employees, representatives, or agents. No nails, tacks, or screws shall be driven into the walls, woodwork, or floor of the building. No gasoline, kerosene, candles, or flammable substances will be permitted in the building. SECURITY: COAG will employ guards during non-exhibit hours of the Exhibit Hall on Tuesday night from 5:00 pm until Wednesday at 8 am, but is not responsible for the loss or damage of any materials by or for any cause, and urges the Exhibitor to exercise normal precautions to discourage pilferage. USE OF EXHIBIT SPACE: No Exhibitor shall assign, sublet or apportion the whole or any part of the space allotted without the knowledge and prior consent of the COAG Exhibit Manager. Each Exhibitor must keep an attendant in the display area during all open exhibit hours. All booth personnel must be employees or representatives of the Exhibitor. Attendants must register and wear conference badges. Exhibitors may conduct drawings and raffles. Material, flyers, brochures and other printed matter distribution shall be limited to the individual exhibit space. Volumes on any audio equipment should be set at a reasonable level, so as to not disturb others. The exhibitor will be responsible for individual ASCAP/BMI licensing fees, if applicable to their exhibit presentation. The exhibitor will be responsible for all additional charges imposed by the hotel and/or convention service. AFFILIATE EVENTS: All affiliate events must be approved by the COAG. Events scheduled simultaneous to the COAG and related programs will be considered in violation of this contract unless they have been submitted for approval to the COAG no less than 30 days before the first day of the meeting. This includes breakfast, lunches or dinners hosted by company on Tuesday, Wednesday, or Thursday. Anyone involved in an affiliate event, including exhibitors and their company representatives and/or agents, shall agree to observe the COAG guidelines as contained in the Prospectus. Violations may jeopardize future exhibiting status and/or the opportunity to hold unofficial events at future meetings. RIGHTS OF MANAGEMENT: Should any emergency arise prior to the opening date of the Conference which would prevent its scheduled opening, as determined by the Association, it is expressly understood and agreed that COAG may retain as much of the payment for exhibit space as necessary to cover expenses incurred up to the time of such emergency. If the conference or exhibits are cancelled due to circumstances beyond the control of COAG, COAG will not be held liable for any expenses incurred by the exhibitor beyond the rental cost of the exhibit space. COAG reserves the right to determine the eligibility of any exhibit and to decline or prohibit any exhibit which in its judgment is inappropriate and to require the modification or removal of any exhibit at its sole discretion. This reservation is all-inclusive as to persons, things, printed matter, products and conduct. Objectionable practices by exhibitors or official suppliers should be reported immediately to COAG management and not after the show is completed. LIABILITY: The exhibitor understands that she/he is responsible for all liability insurance coverage for person and property. The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arriving out of injury or damage to exhibitor's displays, equipment, and other property brought upon the premises of the Hotel and shall indemnify and hold harmless the Marriott Riverfront Savannah, Savannah, GA, their agents, servants, and employees, and COAG, its agents, servants, and employees from any and all such losses, damages, and claims. REFUND OR CANCELLATION OF SPACE. If the Exhibitor, after acceptance of his application, must cancel his plans to exhibit, written notice of space cancellation must be received by the Association's Office prior to September 18, 2017, in order for a 50% refund of monies received to be made. No refunds will be made on or after September 18, 2017.

6 C O A G Fa l l C o n f e r e n c e E x h i b i t L e v e l s Platinum Level $1,500 Company name and Logo on the COAG website as a Platinum Level Vendor Clickable live link to company website on the COAG website on the meeting page Company name in the program as Platinum Level Vendor 5 minutes to address group during the Business Meeting on Wednesday Two representatives to attend Lunch Tuesday and to attend Dinner Wednesday Four registrations for booth staff Vendor level ribbons on name badges One 6-foot draped table and a chair Gold Level $1,000 Company name and Logo on the COAG website as a Gold Level Vendor Company name in the program as Gold Level Vendor Two representatives to attend Lunch Tuesday afternoon Three registrations for booth staff Vendor level ribbons on name badges One 6-foot draped table and a chair Silver Level $600 Company name on the COAG website as a Silver Level Vendor Company name in the program as Silver Level Vendor Two registrations for booth staff Vendor level ribbons on name badges One 6-foot draped table Non-Profits please contact our office.

7 C O A G Fa l l C o n f e r e n c e e x h i b i t o r s u p p o r t How can I get more exposure at The COAG Fall Conference? Once you have secured a booth space, consider some of the many opportunities to put your products, services and sales staff in front of key decision makers. Program Advertising. Whether it s a quarter-page ad, a half-page ad, or full-page, the program is an effective way to get in front of your clients and prospects at the show and beyond. High Profile Sponsorship Opportunities. Availability is limited and some options are exclusive, so don t wait to explore the following opportunities for a wide range of FOOD & BEVERGE Ability to provide coffee mugs with your company logo on them (Available only at Breakfast) Company signage provided at a stations Recognition on the Events Web Page Recognition in program You can choose to be a co-sponsor of one (or multiple) of the Food & Beverage Events or you may sponsor the whole event. *Amounts are approximate. Cost could be slightly higher or lower based on actual number of attendees. FOOD & BEVERAGE Breakfast - Tuesday or Wednesday or Thursday Coffee Break AM Tuesday or Wednesday or Thursday Coffee Break PM Tuesday or Wednesday $4,750* each day$ $2,500* each day $2,500* each day Lunch Tuesday Not Exclusive $2,500* Lunch Wednesday Not Exclusive $2,500 Dinner Wednesday Not Exclusive $5.000 Dinner Wednesday Exclusive $ Meeting Materials Ability to provide Attendees with a bag they will take home and use over and over with your company logo on it Ability to provide lanyards with your company logo on them Company signage provided at registration PROGRAM AD Full Page Ad 5 x 8 Half Page Ad 5 x 4 Quarter Page Ad 2 x 4 JPEG is the preferred format for ads. MEETING MATERIALS Attendee Bags $1,500 Lanyards $750 Audio Visuals Wednesday Joint Training and Business Meeting PROGRAM AD $1,500 Full Page Ad $175 1/2 Page Ad $125 1/4 Page Ad $100 You may also want to provide a door prize which we give out during the Business Lunch Wednesday. Door prize sponsors receive extra recognition during the event the door prize is to given out in.

8 C O A G fa l l c o n f e r e n c e e x h i b i t r e g i s t r a t i o n Use this form to request exhibit space and sponsorship. Fill out completely. Please type or print. Company Contact Name: Address City/ Zip Code Address Phone Fax Name of company exactly as it should appear in exhibit material: Exhibit Profile: Please describe your product(s) or service(s) in 50 words or less: Exhibit Options Silver Level $600 Gold Level $1,000 Platinum Level $1,500 Tuesday-Wednesday Booth # (choose up to 3): Target Group: (required) Probate Judges Tax Commissioners Superior Court Clerks Food & Beverage Sponsorship: Breakfast $4,750 Tuesday or Wednesday or Thursday Break AM Tuesday or Wednesday or Thursday Break PM Tuesday or Wednesday Tuesday Lunch Wednesday Lunch $2,500 (Non-Exclusive $2,500 (Non-Exclusive $2,500 (Non-Exclusive $2,500 (Non-Exclusive Wedensday COAG Dinner $5,000 (Non-Exclusive) Program Ad: ¼ page Ad $100 1/2 page Ad $125 1 page Ad $175 Wedensday COAG Dinner $30,000 (Exclusive Meeting Material Sponsorship Attendee Bags $1,500 Lanyards $750 AudioVisual $1,500 Door Prize I have read and understand the "Official Exhibit and Sponsorship Prospectus" for the 2017 COAG Fall Conference. I understand that the TOTAL AMOUNT DUE $ regulations in the Official Prospectus become a part of the contract between exhibitor and the Constitutional Officers Association of Georgia. Exhibitor agrees to abide by any and all applicable rules and regulations described therein. Mail with payment to: COAG Exhibits, PO Box 1644, Decatur, GA Fax to to suzanne.cross@coag.info Signed by: Please make checks payable to Constitutional Officers Association of Georgia, Inc or COAG.