Exhibitor Prospectus

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Elvin Stevens
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1 Exhibitor Prospectus

2 The AMS 2016 Annual Conference the year s largest gathering of Montessori educators, parents, and friends. This FAQ provides important information about the potential value of exhibiting. Please review it carefully and let us know any questions that you have. What is the American Montessori Society? The American Montessori Society (AMS) is the foremost advocate for quality Montessori education. Founded in 1960 and with nearly 14,000 members worldwide, the Society s primary focus is ensuring the highest standards through accreditation of Montessori schools, the affiliation of teacher education programs, and the creation of professional development resources. AMS also advances Montessori education by supporting related activities including research and public policy and by creating a global community of education professionals, families, and policy makers. By these and other actions, AMS ensures that the Montessori approach is a positive and growing force in education throughout the world. What is the AMS 2016 Annual Conference? The AMS 2016 Annual Conference is an educational gathering that will take place March at the Sheraton Chicago Hotel and Towers, 301 East North Water Street, Chicago, IL In 2016, we re gathering in the City of Broad Shoulders to discuss and reflect on the fundamental principles, values, and perspectives at the heart of Montessori. It s an exciting time for the Montessori movement, and we ll reaffirm our unity of purpose as our numbers grow and our approach gains rapidly increasing interest and recognition. The conference will include workshops, networking events, and keynote presentations, which will inspire and motivate educators of every background and level. An optional pre-conference day of in-depth workshops, school tours, and service opportunities will further add to our stellar lineup of events. The Exhibit Hall is one of the most popular attractions at the conference, with attendees spending a significant amount of time learning about and engaging with the large number of exhibitors that support AMS. Who are the attendees? We are planning for 3,000+ passionate educators and administrators, as well as parents and other members of the local community. This vibrant group will include key decision makers who will be looking to purchase services and items for their schools and programs. Why should I exhibit? Hosting an exhibit booth at the AMS 2016 Annual Conference will allow you to: Showcase your service or product face-to-face with Montessori practitioners Broaden your contacts with school leaders, teacher education programs, and parents Increase awareness of what your company can offer individuals and organizations Make sales of your product or service right on the spot

3 What is the cost to exhibit? Booth spaces run between $995 to $1345, depending on hall location and booth configuration. What does each space include? Each 8 x 10 exhibit space will be surrounded with pipe and drape and include: one 6 -skirted table, two side chairs, a sign with your company name, one waste basket, and daily trash removal. Additional items can be ordered (at an additional cost) through the General Contractor, Viper Tradeshow Services ( Viper ). An Exhibitor s Kit with contact information will be sent upon confirmation of acceptance. AMS will also include links to your web site and contact information on the amshq.org. The Exhibit Hall will be locked when not officially open. Does AMS arrange for drayage services? Viper can handle all of your drayage and shipping needs for the AMS 2016 Annual Conference. You can make arrangements with them concerning any special requirements or rental needs. Arrangements for shipping, drayage, and/or exhibitor material storage fees, A/V and electricity are the sole responsibility of you as an exhibitor. Do the exhibitors have to use the shipping and drayage services provided by Viper? You may ship your materials via any carrier you prefer. Once delivered to the Sheraton, all material handling will be done by Viper. Because the Viper crew will be receiving and handling all materials, be sure to coordinate with them regardless of your shipper. Please be especially careful if you are using your own shipper for returning materials at the end of the event. Most carriers will not pick up on a Sunday and you may encounter significant expense if materials are held or forced on Sunday. At the Sheraton Chicago, if you have a significant amount of materials to bring in, this must be done by the set-up crew. If you have a small amount to bring in, it is possible to carry it in yourself, however, nothing with wheels (hand trucks, carts, pop-up booths) may be brought in by the exhibitor. We strongly recommend you discuss your freight handling with our general contractor, Viper Tradeshow Services, to assure that your materials can be delivered in a timely and cost-effective manner. What do I need to know about selling my products while at the Conference? Businesses exhibiting at the AMS Conference are subject to all applicable state laws regarding sales and use tax. AMS is unable to give you legal or tax advice, so we strongly suggest you determine what requirements you may have by contacting the State of Illinois. Here is a publication from the state that may be helpful. Can two or more vendors share a booth space? Sharing or subleasing of booth space is not permitted. Is W-Fi available in the Exhibit Hall? Wi-fi is available for a fee. We are working to receive the best pricing possible, and will provide wi-fi sign-up information as part of your registration confirmation. Cellular reception in the Exhibit Hall is fair, but you should not depend on it if you have critical needs such as e-commerce. Does my registration come with a CPD Certificate? No. To receive CPD credit, an attendee must participate in the entire program. Exhibitors receive complimentary registration to gain access to certain keynotes and workshops that they can fit in around their schedule in the Exhibit Hall, not to attend the entire conference.

4 Are pets allowed? No pets or animals shall be permitted in the Exhibit Hall, with the exception of service animals for persons with disabilities. Do I have to provide proof of insurance? Yes, prior to exhibiting, you must provide the AMS Exhibit Hall Manager (via , fax or mail) with a Certificate of Insurance (COI) naming the Sheraton Chicago Hotel and Towers and AMS as Certificate Holders. Limits must be no less than $1 million. Your business insurance provider may give you this COI at little or no cost. Availability of temporary coverage has been arranged by AMS again this year should you need it. You will not be able to exhibit unless proof of insurance is on file with the Exhibit Hall Manager. No exceptions are possible. Details on how to do this will be provided with your confirmation materials. What s the difference between booths? This year, we have divided the Exhibit Hall into three zones. Please review the descriptions carefully so you can determine which one will best meet your needs. The floorplan can be found on page six. Zone A These are the booths that are in the forward portion of the hall, closest to the entrance. They are outlined in green on the floorplan. All are 8 x10 and exhibitors may rent contiguous booths to make larger areas if desired. Zone A booths are categorized in three ways: Standard, Corner, (all labelled C ) and Front (the very first row - labelled with an F ). Front booths come with two additional Exhibit Hall passes. Pricing is shown on page two of the application. PLEASE NOTE: All Zone A booths have been reserved. No booths in Zone A are available. Zone B-1 These 8 x 10 booths are immediately behind Zone A, and are labelled in yellow. All are located in the center section of the Exhibit Hall, running from the middle of the hall to the back wall. Zone B-2 There are three rows of booths to the left of the entrances that we have labelled Zone B-2. These booths, labeled in blue, are the most economical of the three zones. All are 8 x 10. All Corner booths have two sides (some have three) that can be used for display. Note that, in most cases, there are pillars within three feet of the sides of these booths. The pillars are shown on the floorplan. How do I apply for an exhibit space? Your application may be faxed or ed and must be complete along with payment in full. Booths cannot be assigned until payment is received. Payment can be made in one of three ways: 1) you may include a credit card number on your application; 2) you can call AMS with your credit card information; or, 3) a check can be mailed to the AMS office. Confirmation of your booth assignment will be sent to you within 30 days of the receipt of payment. We also encourage you to make hotel reservations well in advance of the conference as accommodations usually fill up quickly. Information about our host hotel, the Sheraton Chicago and Towers is available on the AMS Web site ( NEW POTENTIAL EXHIBITORS PLEASE NOTE: Due to the limited space available in the Exhibit Hall and our desire to provide the most relevant offerings to our attendees, the decision on whether to accept a new exhibitor is at the sole discretion of AMS. If we are unable to accept your application, you will receive a prompt full refund of all fees paid.

5 What is the cancellation policy? Fifty percent (50%) of the exhibit fees paid will be refunded, provided that written cancellation is received via or US mail by AMS by January 8 th, There will be no refunds for cancellations received after that date. The exhibiting company acknowledges that cancellation of its contract includes forfeiture of ALL passes to conference and any event function. Exhibitor has the sole responsibility of confirming with AMS receipt of written cancellation. All cancellation notices should be sent to exhibits@amshq.org, or AMS, 116 East 16th Street, FL 6, New York, NY , Attn: Conference Exhibits Manager. IMPORTANT NOTE ON HOTEL ROOMS It is very possible that you will receive calls from a company representing that they can get you sleeping rooms at the Sheraton Chicago Hotel and Towers at reduced rates. They may suggest, or outright state that they are associated with AMS. Please use extreme caution when dealing with these people. No one associated with this conference will contact you about hotel rooms (except the Sheraton itself or actual AMS staff). We strongly recommend that you provide no information to them, as this is a scam and you most likely will not have a hotel room if you reserve through them. If you are contacted and have any questions, hang up and call the hotel directly using the general hotel number ( ). Do not use a number provided by the caller. HOURS OF OPERATION Exhibitor Move In Thursday, March 10 8:00 AM 1:00 PM Exhibitor Hours Thursday, March 10 3:00 PM - 7:00 PM Friday, March 11 Saturday, March 12 Sunday, March 13 7:30 AM 6:30 PM 7:30 AM 6:30 PM 7:30 AM 12:30 PM Exhibitor Move Out Sunday, March 13 12:30 PM 2:00 PM NOTICE REGARDING FOOD: Due to health regulations and hotel policy, no food may be served from an exhibit booth. The floor plan may be found below. NOTE: AMS reserves the right to update, modify, or otherwise change the floor plan and exhibit hours. Please direct exhibitor questions to: George Markham Conference Exhibits Manager exhibits@amshq.org x320

7 This application is also available as a fill-in form request from exhibits@amshq.org Exhibitor Application Page 1 of 5 Company Name (Please print exactly as you would like your name to appear in all materials) Contact Person Mailing Address (no P.O. boxes, please) City State or Province ZIP or Country Code Daytime Phone Evening Phone Company Web Address (URL) (for correspondence) (for publishing) Up to 30 words about your company/product/services, to be used in our materials describing the Exhibit Hall. Note that text may be edited by AMS for style and length. AMS reserves the right to refuse applications of an Exhibitor not meeting the standards required or expected. Note to exhibiting teacher education programs: AMS policy requires that advertisers for teacher education programs be AMS full affiliates at the time of contracting. The advertiser must maintain the required affiliation during the contract period. Please attach a current copy of your AMS affiliation certificate to your exhibit application. PRICING Standard Corner Front Zone A $1,200 $1,395 $1,900 Zone B-1 $1,150 $1,345 Zone B-2 $995 $1,190 NOTE: All Zone A booths, and all Zone B-1 Standard booths are sold out. You may request B-1 Corners or B-2 Standard and Corner booths. EXHIBIT BOOTH LOCATION REQUEST NOTE: Do not indicate specific booth numbers, indicate only the type of booth being requested. You will be assigned the best location available.

8 Page 2 of 5 Quantity of booths requested: Zone (B-1 or B-2) Standard (B-2 only) Corner (B-1 or B-2 only) PERSONNEL REGISTRATION Each exhibiting company receives up to two (2) complimentary full conference registrations with the purchase of a first unit (NOT ELIGIBLE FOR CPD S). Purchase of each additional unit comes with two (2) additional full complimentary registrations. NAMES OF PERSONNEL RECEIVING COMPLIMENTARY REGISTRATIONS 1) 2) 3) (with add l booth) 4) (with add l booth) IF YOU HAVE ADDITIONAL PERSONNEL WHO REQUIRE AN EXHIBIT HALL PASS ($90@), PLEASE INDICATE BELOW: ADDITIONAL PERSONNEL REGISTRATION Use this section if you are sending additional company representatives. Note: this is available for no more than three additional representatives, and these reservations must be made by 2/1/16. You will be billed later at the Earlybird full conference rate.

9 Page 3 of 5 Names: 1) 2) 3) YOUR TOTAL FEES DUE NOW: EXHIBIT BOOTH(S) FEE $ +ADDITIONAL EX HALL $90 = $ PAYMENT INFORMATION By Check Check # = TOTAL DUE WITH APPLICATION: $ Payable in US dollars only and drawn on a US bank. Please make checks payable to American Montessori Society. By Credit Card MC Visa Discover Amex / Account Number Expiration Date Street Billing Address for Card City State or Province ZIP or Country Code Country Name on Card Signature Return your application to us via exhibits@amshq.org ; Fax: ; or mail: American Montessori Society, 116 East 16th Street, FL 6, New York, NY The date of submission will be noted as the date of receipt ( or fax) or the postmark (mail).

10 CONTRACT Page 4 of 5 THE DEPOSIT IS DUE UPON EXECUTION OF THIS AGREEMENT. ALL CONTRACTS MUST BE FULLY EXECUTED BY EXHIBITOR AND ALL FEES PAID IN FULL. I hereby certify to AMS and its representatives that I am fully authorized by the company listed below to bind it to the terms and conditions of this Exhibitor contract. By signing below, I acknowledge that I have read and agreed to the terms and conditions as stated in this contract. EXHIBITOR TERMS, CONDITIONS AND RULES 1. General Event Information: The conference listed above, hereafter the Event, is being organized by AMS. AMS s obligation to hold this event is contingent upon the facility in which the event is scheduled to be held providing the space that AMS has contracted on the dates set forth above. Event hours will be established by AMS and are subject to change. AMS makes no representations or guarantees regarding the number of persons who will attend the Event, as these numbers are impossible to predict. 2. Exhibitor Conduct: The Exhibitor agrees to assume all related costs of their registration as outlined in the Prospectus which the Exhibitor acknowledges receipt of, and, as such, agrees to comply with and adhere to all applicable laws, ordinances, rules and regulations of the local police and fire department and insurance obligations related to exhibit space where applicable. The Exhibitor and its representatives will not commit any act or permit their guests to commit any act in violation of such laws, ordinances, rules or regulations and promises to immediately stop and correct the causes of any such violations. Exhibitors are required to wear their conference badges to gain access to the Exhibit Hall and all conference activities. Canvassing or distributing advertising outside the Exhibitor s own space is strictly prohibited. Character of exhibits is subject to AMS approval. AMS reserves the right to refuse applications of Exhibitor not meeting the standards required or expected and/or not following the terms and conditions at previous meetings. Additionally, AMS reserves the right to curtail exhibits or parts of exhibits not in accord with the character of the conference. This applies to displays, literature, advertisements, souvenirs, personal conduct, etc. The appearance of the Exhibitor at any AMS conference does not of itself imply AMS endorsement of their products or services. The Exhibitor is responsible for collecting all payment from any sales during the exhibit show, and is also responsible for full compliance with any local and/or state sales and use tax collection and reporting requirements. AMS reserves the right to prohibit on-site sales by any Exhibitor found to be out of compliance with applicable sales and use tax regulations. 3. Space Assignments: AMS reserves the right to assign all booth locations. Specific space will be assigned and confirmed by AMS subsequent to receipt of the complete and signed contract and full payment of fees as specified. Exhibitor may request an area using the floor plan provided; however, the selection is subject to AMS approval. AMS reserves the right to assign specific locations and numbers of booths. AMS reserves the right to reassign specific location and number booths in extenuating circumstances. SUBLETTING AND/OR SHARING OF ASSIGNED SPACE IS PROHIBITED. Display materials and sales transactions may not surpass the boundaries of contracted table or booth area or block access/view to other exhibitors. In the event of violation of this rule, Exhibitor agrees to re-arrange or remove the display to conform to contracted space area. Failure to do so will result in a penalty fee equivalent to the amount of one additional table/booth. Continuous violation of this agreement or any previously published conference rules will result in immediate termination of the company s Exhibitor contract.

11 Page 5 of 5 AMS reserves the right to release location assignments to the public due to the exhibitor s failure to comply with any steps of the process within the time frame specified on the Exhibit application. Exhibitors without confirmation from AMS and assigned exhibit space as of January 11, 2016 are not confirmed to exhibit at the AMS 2016 Annual Conference and may not be allowed to participate as a conference Exhibitor. AMS reserves the right to update, modify or otherwise change the floor plan as needed. 4. Cancellation of the Event: AMS reserves the right to cancel the Event, in whole or in part, and will notify Exhibitors in writing should this occur. If AMS cancels the portion of the Event that affects Exhibitors, AMS will refund the full amount of fees paid by the exhibitor to AMS. 5. Exhibitor Cancellation: 50% of the Exhibit Fees paid will be refunded, provided that written cancellation is received by AMS by January 11, There will be no refunds for cancellations after January 11, Exhibiting company acknowledges that cancellation of its contract includes forfeiture of ALL conference passes and any event function. Exhibitor has the sole responsibility of confirming with AMS receipt of written cancellation. All cancellation requests should be sent to American Montessori Society, 116 East 16th Street, FL 6, New York, NY Indemnity and Liability: AMS shall not be held liable for uncontrollable incidents such as fire, strike, natural disasters or terrorists' activities which may cause the Event to be delayed or cancelled. The Exhibitors assumes entire responsibility and hereby agrees to protect, indemnify, defend and hold harmless AMS and its agents against any and all claims, loss, demands, liabilities, costs and expenses or damage (including attorney fees) for any injury to, including deaths of persons, and any property loss or damages caused by, growing out of, or happening in conjunction with the planning, set up, execution, and closing of the exhibit being displayed on the property of the hotel, arising out of the negligence or willful misconduct of said Exhibitor its agents or employees and/or contractors/vendors contracted by the Exhibitors; and/or the display, use, or sale of any product or item used, displayed, or sold by Exhibitor or its agents or employees at the AMS Conference. A Certificate of Insurance indicating no less than $1,000,000 in Commercial General Liability coverage, naming the Sheraton Chicago Hotel and Towers and AMS as Certificate Holders must be provided to the AMS Exhibit Manager prior to admission to the Exhibit Hall. 7. Conflicts and Disputes: This agreement constitutes the entire agreement between us and there are no other agreements, oral or written other than as set forth in this agreement relating to the subject matter of this agreement. This agreement shall be interpreted in accordance with the laws of New York State and each party hereby submits to the jurisdiction of and agrees that the courts within New York shall have sole and exclusive jurisdiction with regard to any litigation or dispute arising out of or in connection with this agreement. Signature of Authorized Representative Date Name of Authorized Representative (please print) Company Name (please print) KEEP A PHOTOCOPY OF THIS DOCUMENT FOR YOUR RECORDS.

NCA EXHIBITOR MANUAL Thursday, June 4, 2015

NCA EXHIBITOR MANUAL Thursday, June 4, 2015 2015 Annual Conference & Expo Location: Sheraton New Orleans 500 Canal Street New Orleans, LA 70130 Phone: (504)-525-2500 Reservations: (888) 627-7033 Thank