EXHIBIT HALL DATES: WEDNESDAY

Transcription

1 Anaheim, California EXHIBIT HALL DATES: WEDNESDAY - SATURDAY Sept 5-8, 2018

2 2018 World Clinic & Trade Show OVERVIEW EXHIBITS: The World Clinic Trade Show is where swim coaches find solutions. The three day exhibit time features products, services, new technology and educational resources that coaches find to be invaluable. The show connects leaders in the coaching industry with the companies and resources needed for success. WHY SHOULD YOU EXHIBIT? Over the decades, our exhibitors have used the World Clinic exhibit hall to:» Generate new product sales.» Launch new products.» Conduct valuable research and collect consumer feedback.» Increase exposure and market penetration for their company.» Identify potential business partners and distributors.» Educate coaches, program directors and administrators about their products. WHO ATTENDS? The coaches who attend the world clinic are the thought leaders in our profession. Up to 20% are international, more than 50% are Head Coaches, more than 60% of Division I NCAA Coaches attend, and the leading high school coaches attend, in addition to the USA Swimming Club coaches. In 2018, increased college presence will be felt, as the College Swimming Coaches Association of America greatly expands its programming and expected attendance. In total, between 1500 and 2000 coaches have attended each year during the past decade. It s a large, diverse crowd with one thing in common: they are either the leaders in our sport, or they aspire to be in the future. They make a substantial commitment to their professional development by attending the World Clinic, and they use the exhibit hall as one place to find answers to their issues and solutions to their needs.

3 Exhibiting Opportunities at a Glance HOW TO REGISTER TO EXHIBIT: Anaheim Marriott, 700 W. Convention Hotel Info: Way, Anaheim, CA Reservations: 99/owner/3712/home or call: Room Rate: $ single/double. The cut-off date for Room Rate guarantee is August 14, 2018 or as soon as the room block has been filled. After this date, rooms may not be available at the group rate. Please make your reservations early. (Identify that you re with ASCA to receive the group rate.) Exhibit Hall Dates: WEDNESDAY, Sept. 5th 8 AM - 5 PM 8 PM - 10 PM THURSDAY, Sept. 6th Exhibitor Setup Exhibit Hall Welcome Party 9 AM - 5 PM Exhibit Hall Hours FRIDAY, Sept. 7th 9 AM - 5 PM Exhibit Hall Hours 5 PM - 7 PM Exhibit Hall Happy Hour SATURDAY, Sept. 8th 9 AM 12PM Exhibit Hall Hours 12 PM - 5 PM - Breakdown BOOTH FEES INCLUDE: Exhibit Hall is Carpeted, Air Conditioned Standard Booths are 10 x 10 Fitted with 8 High Back Drape 3 High Side Drape Exhibitor ID Sign Additional Materials for the Booth can be Ordered from the Exhibit Company BOOTH FEES: One 10 x 10 Booth $1, nd and All Additional Booths $ REQUEST A BOOTH IN THE EXHIBIT HALL: Examine the Exhibit Hall Floor Plan and determine the preferred location for your booth. (for most current version, refer to the WC information on the ASCA website: 1. Use the Exhibitor Application to note your selection and special advertising requests. (At the end of this packet.) 2. We will begin accepting booth requests and Deposits on January 9, (Tuesday) 2018 at 11 AM Eastern Time. Send us the signed contract with required deposit/payment information via fax, or overnight mail. American Swimming Coaches Association 5101 NW 21st Ave, Suite 530 Fort Lauderdale, FL Fax Number: (954) JLeonard@swimmingcoach.org 3. Payment is accepted via check made payable to the ASCA, or via Credit Card as indicated on contract page. (Amex, VISA, Mastercard, Discover.) 4. IF you are purchasing one booth, the full amount is due with the contract. IF you are purchasing more than one booth, full payment for one booth and one half the remainder is due with the contract and the 2nd half is due on Monday, May 7, If you pay by credit card, your signature allows ASCA to charge the remaining balance on your account to the same card on May 7th, unless you provide us with other arrangements for payment. 6. You will receive an to confirm your booth numbers within 24 hours of receipt of your contract. Please be sure to indicate more than one choice of booths, since it is likely that many people will want the same space and we will assign space based in arrival times of all requests. (First come, first serve.) BOOTH FEES INCLUDE: General Exhibit Hall Security. Listing in the World Clinic Program Book. Listing on the World Clinic page within the ASCA website. 4 complimentary badges per booth for each booth purchased. Decorating Company ASCA has selected Global Experience Specialists as the decorating company for the 2018 ASCA World Clinic and Trade Show. You ll receive a full exhibitor kit from GES at least 8 weeks prior to the show.

4 Exhibiting Opportunities for Advertising & Sponsorships at the World Clinic Note: Opportunities are NOT limited to those listed here. If you have a great idea you want to try, please bring it to us and we ll work hard to see if we can help you implement it. All opportunities are on a First In, First Serve basis. Please contact ASCA Executive Director John Leonard ( ) or JLeonard@ swimmingcoach.org to discuss things you would like to do. 1. Coffee Mugs A World Clinic Tradition. Every year coaches collect an official mug of the clinic. Your company receives graphic recognition on the mug, which also identifies the World Clinic site and year. Mugs sit on Coaches Desks every day of the year. Presented as a gift to the coaches from your booth. $1, Hotel Key Card Sponsor Your company name and custom art will be printed on the hotel key cards to be used by all attendees and all hotel guests during the period of the event. Sponsorship covers costs of cards and licensing fee from the ASCA. $5, Official Guide & Timeline Sponsor The MOST USED item at the clinic. The timeline tells the coaches what is going on, when, where and who is speaking. Constantly referred to. Your company gets ½ page exclusive advertising space. $5, Name Badges Your company name and logo will be printed on the name badges used and kept by all World Clinic attendees. $3, Registration Mailing Advertising ASCA will send 3 mailings to all 9,700 of its members. One in April, one in June and one in July. This includes a one page ad for your company in the registration mailing. 3 opportunities at $2,500 each. 6. Major Talk Sponsorships 8 opportunities to stand before 1,500-2,000 coaches and introduce your company for 3 minutes. Distribution in the room of sales materials, done by you. Your company banner at the front of the room during the entire presentation and on the ASCA TV web presentation of the talk forever. 8 Opportunities at $1, each. 9. Advertising in the World Clinic Keepsake Program Book Coaches keep this annual publication for years, because it is filled with statistics and recognition Ad rates (all four color) SPECIAL IN 2018, ¼ Page HAPPY BIRTHDAY ASCA AND the WORLD CLINIC with your logo $ ½ page Inside. $ Full page inside $ Full page inside back cover $1, Full page inside front cover $1, Full page back outside cover $2, Pre-clinic blasts to our members $ Advertising on the Webcast ASCA will webcast up to 20 talks this year, live and on-demand through ASCA TV. Coaches will purchase these talks at nominal rates and the library of the talks will be permanent. We will provide advertising opportunities of seconds on each webcast. Ad Space $ per ad. Welcome Party in the Exhibit Hall Welcome party on the opening night of the Exhibit Hall on Wednesday, September 5th, from 8-10 PM. Sponsor will be recognized with signage, and a personal welcome opportunity to the Group, as well as opportunity to distribute literature. $5, fee, plus costs. Happy Hour in the Exhibit Hall Cocktail party for all attendees in the Exhibit Hall on Friday, September 7 th, from 5-7 PM. Sponsor will be recognized with signage, designed special event at the Happy Hour, as well as opportunity to distribute literature. $4, fee, plus costs. Speaker Recognition Gifts The sponsor of the speaker recognition gifts, provides a gift item that is presented to each speaker by sponsor at the conclusion of each talk. (alternatively, ASCA Board Members can make that presentation and recognize the Gift Sponsor.) Donating company will receive recognition in the ASCA World Clinic Program, at the Awards Banquet and at each talk. ASCA has final approval over all items selected as gifts. 7. Stuffers for the Coaches Packets The most effective way to get your materials directly into the hands of the coaches. We stuff the bags for you, with your advertising materials. The stuffer is the reminder to the coach to come visit your booth in the exhibit hall. $500 per stuffer. 15. Board and Speaker Reception The American Swimming Coaches Association Board plays host to our 35+ speakers, domestic, and international for 90 minutes of conversation and congratulations. Sponsor is given ten minutes of Full attention presentation time with 50 plus of the most influential coaches in the world of Swimming, during the reception. A great way to introduce/promote your company with the thought leaders in the building. $2,500.00

5 Exhibiting Opportunities for Advertising & Sponsorships at the World Clinic 16. Own the Stage for the Main Speaking Room This prestigious opportunity offers the sponsor immediate and recurring logo recognition through prime visibility on the main stage backdrop. The sponsor s stage backdrop will also be featured in future ASCA publications through video and photography of all speakers and talks presented in the room. $5, Popcorn Machine Opportunity to attract attendees to your booth(s) and brand your business and provide popcorn bags with your company logo on each bag that attendees will carry around with them throughout exhibit area. $3, for 3 Days. 19. Exhibitors Educational Sessions 17. Hanging Banners in the Main Speaking Room Prominently display your logo, branding and booth number to every attendee. (Must supply designed banner for hanging.) $1, $ per 30 minute slot World Clinic & Trade Show Policies for Exhibitors Our goal is to provide a great working environment for all exhibitors. Your cooperation with the following policies will help us achieve that goal. 1. Booth Restrictions One company per booth. Booth space may not be sublet or shared. Booths shall not extend in any direction to obscure sight lines to and from other exhibitors in any way. 6. Booth Choices If your preferred booth choices are already taken ahead of receipt of your contract the ASCA will place your booth as close as possible to your preferred location and notify you of the new location. 2. Exhibitors agree not to dismantle booths until closing, 12 PM to 5 PM on Saturday, September 8, Security is 24-hours beginning on Wednesday, September 5 th at 8 AM through Saturday, September 8 th at 5 PM. Access by Exhibitor Credentials only. Visitor passes outside the company s credentials are available for $ for the day. 4. Booth space assigned is considered Final unless rejected by the company prior to April 2 nd, Open Space ASCA has the right to adjust space if necessary to reduce any unused space. Booths that have to be moved, will be moved towards the center of the space. 7. Badges ASCA will provide each company with 4 credentials PER BOOTH SPACE OCCUPIED. Exhibitors must wear their badges to access the exhibit hall. 8. Persons Doing Business of any sort within the clinic space at the hotel must have purchased a clinic booth or sponsorship, or they will be removed from the premises by hotel security. 9. Private Exhibitor Events We recognize that many exhibitors will want to provide private events during the clinic, for their business purposes. We require that you request such space through ASCA, and we ll be happy to arrange that space for you through the hotel. When planning such, please respect the programming times as shown on the clinic schedule.

6 2018 World Clinic & Trade Show Rules and Regulations Adherence to Terms/contractual agreement: As a condition of exhibiting and when applying for booth space, the exhibitor agrees to adhere to all conditions and regulations outlined. Exhibitors or their representatives who conduct themselves in an unprofessional manner may be dismissed from the event without refund or appeal. ASCA reserves the right to amend any and all rules and regulations at any time. Eligibility to Exhibit: ASCA reserves the right to determine acceptability of all applications for booth space. Applications will be accepted or rejected based on criteria including but not limited to the products or services professional or educational benefit to the attendees and products and services consistent with the mission, purpose and goals of the ASCA, and spatial constraints in the exhibit hall. Space Assignments and Payment Terms: Applications received on or after January 9, 2018, will have space assignments made on a first-come, first serve basis. ASCA reserves the right to make adjustments to the floor plan as necessary, or determined by the fire authorities. All exhibitors who reserve space are required to submit payment in full for one booth plus ½ of total fees agreed to, with application. All remaining due balances will be paid by May 7th, After May 7th - Any booth space assigned must be accompanied by full payment. Cancellations / Reductions of Booth Space, Sponsorships or Related: Notification of any cancellation of booth space, advertising, sponsorship; etc. must be submitted in writing by April 2, Refunds will be made for any space turned back at this time, minus a service fee of 25% of total paid. After April 2, no refunds can be provided for any reason. Any space later not claimed and used, may be resold by ASCA to alternative companies. Installation and Dismantle Installation and dismantle dates and hours are outlined elsewhere in this information. All exhibits must be operational one hour prior to opening of the Exhibit Hall. Please do not dismantle booths until 12PM-5 PM on Saturday, September 8th. Exhibitor Conduct: A) Distribution of promotional materials may only be made from the booth assigned to the Exhibitor, except for special sponsorship promotions. Specifically, the only material to be placed on chairs in the speaking room, is that of a Speaker Sponsor. All others will be confiscated. B) All Booths must be staffed during the open hours of the exhibit hall. C) Exhibitors must conduct exhibits in a dignified and professional manner. D) Aisles must not be obstructed by any booth equipment or display. E) No sharing, subletting, of exhibit space. F) Noise from electrical or mechanical apparatus must not interfere with other exhibitors. ASCA reserves the right to decide when such noise is an issue. GiveAways: GiveAways, contests and raffles and related are permitted within the Exhibit Hall. Storage: Nothing may be stored behind booths or back wall drapes. All exhibits are subject to inspection by ASCA and the fire marshal throughout the show to ensure safety. Adherence to all fire and safety regulations of the hotel is mandatory. Food and Beverage: All food and beverage consumed on the premises of the Hotel must be provided by the hotel catering department. Food and beverage requirements may be arranged with ASCA (954)

7 2018 World Clinic & Trade Show Booth Design & Arrangements

8 2018 World Clinic & Trade Show Rules and Regulations USE OF ASCA NAME AND LOGO The use of the ASCA logo on displays, signs, giveaways, promotional literature or other materials is prohibited. The use of the acronym ASCA, or reference to the meeting as the ASCA WORLD CLINIC, may be used in promotional materials only with the express written approval of ASCA. All design concepts and promotional materials should be sent to ASCA Exhibits Management for review and approval prior to printing. INSURANCE Exhibitors understand that neither ASCA nor the Anaheim Marriott or Service Contractor maintain insurance covering the exhibitors property. Exhibitors must obtain adequate insurance coverage, at their own expense, for property loss or damage and liability for personal injury. If requested by ASCA, Exhibitor shall provide ASCA with certificates evidencing the required coverage before the World Clinic. PROPERTY DAMAGE Neither ASCA nor Exhibitor shall be responsible for any loss of or damage to property of the other party hereto, including, but not limited to, loss or damage occasioned by theft, fire, smoke, acts of God, public enemy, riot, civil commotion or other insurable casualty, and ASCA and Exhibitor expressly waive any claim for liability against the other party hereto with respect to any such loss or damage. In the event that such occurrence results in cancellation of the exposition, each party hereby releases the other from obligations under this contract. USE OF CERTAIN PROPERTY Exhibitor will assume all costs arising from the use of patented, trademarked, or franchised materials, devices, processes or dramatic rights used on or incorporated in the Exhibitor s space. Exhibitor shall indemnify, defend and hold harmless ASCA, the Anaheim Marriott and their officers, directors, members, agents and employees from and against all claims, demands, suits, liability, damages, losses, costs, attorneys fees and expenses of whatever kind of nature, which might result from or arise out of use of any such material(s) described above. SECURITY ASCA provides security of the periphery of the exhibition hall on a twentyfour hour basis beginning at the start of the move-in and continuing through the exhibition closing. The furnishing of such services shall not be construed to be any assumption of obligation nor duty with respect to the protection of the property of Exhibitors, which shall at all times remain in the sole possession and custody of each Exhibitor and shall be the sole responsibility of each Exhibitor. For added protection, however, ASCA recommends each Exhibitor to obtain insurance on booth material, equipment and personnel as outlined above. Security service for individual booth spaces will be available to exhibitors at their own expense. Information will be provided in the Exhibitor Service Kit. LIABILITY AND INDEMNIFICATION Exhibitors must surrender the space occupied in the same condition as received. Exhibitors are required to strictly comply with all terms of their agreement as contained in the Exhibitor Prospectus, the Exhibitor Service Kit, the Exhibit Space Application/Contract, and exhibitor correspondence as well as all applicable terms and conditions contained in the agreement between ASCA and the Renaissance Hotel. The Exhibitor is responsible and accountable for the actions of its staff and any appointed contractor or vendor. Exhibitor shall not allow any children in the exhibit hall during installation or dismantle. Exhibitor agrees that it will indemnify and hold and save ASCA and their respective officers, directors, members, employees and agents, whole and harmless of, from and against all claims, demands, actions, damages, loss, cost, liabilities, expenses and judgments recovered from or averted against ASCA or Show Management on account of injury or damage to person or property to the extent that any such damage or injury may be incident to, arise out of, or be caused, either proximately or remotely, wholly or in part, by an act, omission, negligence or misconduct on the part of Exhibitor or any of its agents, servants, employees, contractors, patrons, guests, licensees or invitees or of any other person entering upon the Premises leased hereunder with the express or implied invitation or permission of Exhibitor, or when any such injury or damage is the result, proximate or remote, of the violation by Exhibitor of any of its agents, servants, employees, contractors, patrons, guests, licensees or invitees of any law, ordinance or governmental order of any kind, or when any such injury of damage may in any other way arise from or out of the occupancy or use by Exhibitor, its agents, servants, employees, contractors, patrons, guests, licensees or invitees of the Premises leased hereunder. Such indemnification of ASCA and Show Management by Exhibitor shall be effective unless such damage or injury may result from the sole negligence, gross negligence or willful misconduct of ASCA. Exhibitor covenants and agrees that in case ASCA shall be made a party to any litigation commenced by or against Exhibitor or relating to this lease or the Premises leased hereunder, then Exhibitor shall and will pay all costs and expenses, including reasonable attorneys fees and court costs, incurred by or imposed upon ASCA by virtue of any such litigation. CANCELLATION OF THE ASCA WORLD CLINIC & TRADE SHOW It is mutually agreed that in the event the ASCA World Clinic & Trade Show is cancelled due to disaster, strike, labor or dispute, governmental intervention, malicious damage, acts of war, or other causes which would prevent its scheduled opening or continuance, then and thereupon the agreement will be terminated and ASCA shall determine an equitable basis for the refund of such portion of the exhibit fee as is possible, after due consideration of expenditures and commitments already made.

9 2018 Application for EXHIBIT SPACE Return signed contract with deposit to: American Swimming Coaches Association NW 21 st Ave, Suite 530, Ft. Lauderdale, FL (954) Fax: (954) JLeonard@swimmingcoach.org 1. EXHIBITOR INFORMATION EXHIBITING UNDER NAME OF EXHIBITOR CONTACT NAME & TITLE MAILING ADDRESS STREET CITY STATE ZIP OFFICE PHONE CELL PHONE WEBSITE 2. BOOTH SELECTION & FEES SELECTION QUANTITY COST SUBTOTAL ONE BOOTH SPACE (10 x 10 ) 1 $1, $1, ADDITIONAL BOOTH(S) $ TOTAL BOOTH FEES CHOICE BOOTH # FIRST SECOND EXHIBITORS FROM WHOM YOU SEEK TO BE SEPARATED OR LOCATED NEAR 3. ADVERTISING & SPONSORSHIP OPPORTUNITIES SELECTION COST PROGRAM GUIDE ADVERTISING SELECTION COST SPONSORSHIP OPPORTUNITIES $ SPECIAL ¼ PAGE HAPPY BIRTHDAY ASCA/WC and YOUR LOGO $ /2 PAGE AD $ FULL PAGE $1, INSIDE BACK COVER $1, INSIDE FRONT COVER SOLD $2, BACK COVER $ COACHES PACKET STUFFER $ PRE-CLINIC BLAST (Per ) $2, PRE-CLINIC MAILING (per each mailing; 3 opportunities) $ ADVERTISEMENT ON WEBCAST $1, HANGING BANNERS $1, MAJOR TALK SPONSORSHIP $1, COFFEE MUGS KEEPSAKE $3, POPCORN MACHINE $2, BOARD & SPEAKER RECEPTION $3, NAME BADGES (Per Mailing) $5, COACHES WELCOME PARTY $ EXHIBITORS EDUCATION SPACE $5, OFFICIAL GUIDE SPONSORSHIP $5, CUSTOM HOTEL KEY CARDS $5, OWN THE STAGE $4, HAPPY HOUR IN EXHIBIT HALL 4. CONTRACT AUTHORIZATION By signing below, exhibitor agrees that we apply to participate in the 2018 ASCA World Clinic & Trade Show. We request ASCA show management reserve the above exhibit space for use. The company listed on this application agrees to comply with the policies, rules and regulations contained in the exhibitor prospectus and service kit, and all policies, rules and regulations adopted by ASCA hereinafter. SIGNATURE of AUTHORIZED REPRESENTATIVE DATE 5. PAYMENT INFORMATION Please note: To hold requested space, the amount due is full payment for the first booth, plus 50% of the remaining total due. Check Enclosed If paying via credit card, please initial to authorize remainder to be paid on May 7, 2018: VISA MASTERCARD AMEX DISCOVER Card Number Exp. Date BOOTH 1 ADDL BOOTHS OTHER TOTAL DEPOSIT PAID BALANCE DUE

10