Exhibitor Letter of Invitation

Transcription

1 Savor the Pacific Northwest and Experience the Difference! 15 th Biennial Deaf Seniors of America Conference September 2-8, Exhibitor Letter of Invitation On behalf of Washington State Deaf Senior Citizens [WSDSC] and Deaf Seniors of America [DSA], we invite you to participate in our 15 th Biennial National Conference at Sheraton Hotel on September 2-8, 2019 in downtown Seattle, Washington. Seattle will be the first time DSA hosts its conference in the Pacific Northwest and we expect 1,600 people from across the country to join in the celebration. There will be educational workshops, crafts and entertainments offering for all the Deaf, Hard of Hearing, Deaf-Blind and Late-Deafening seniors. Sheraton Hotel is in the middle of downtown Seattle and has 18,302 square feet to set up exhibit booths. We look to fill as many booths as we can on September 3 to 6, To guarantee booth space, there is a 2-page application form along with full payment submitted. This is on a first come, first serve basis and will be reviewed and selected on the quality of products and materials. Submitting pictures of your products will be beneficial to us. Exhibit and Hotel guidelines and contract form are attached. If there is any question, please feel free to contact us at DSA2019Exhibit@gmail.com. Thank you and we excitedly look forward to having you at our DSA 15 th Biennial National Conference in Seattle. Craig and Nancy Opheikens DSA Exhibit Co-Chairs DSA2019Exhibit@gmail.com WSDSC.org DSA2019Seattle.org deafseniors.us

2 Savor the Pacific Northwest and Experience the Difference! 15 th Biennial Deaf Seniors of America Conference September 2-8, Exhibit Booth Contract To guarantee participation in the 15 th Biennial Deaf Seniors of America Conference, a signed 2-page contract with full payment must be received before May 1, Full name of contact person: Exhibitor Information Company s name: Mailing address: City: State: Zip: Title of contact person: address: Phone: Mobile: Specific products to be exhibited: Website: Exhibit Schedule Set-Up Date: Tuesday 9/3/2019. Hours for Set-Up: 7:00AM - 5:00PM Exhibit Dates and Hours: Wednesday 9/4/2019 to Friday 9/6/2019 from 9:00 AM 5:00 PM, Saturday 9/7/2019 from 9:00 AM - Noon Tear-Down Date: Saturday 9/7/ :01 PM 5:00 PM 1

3 Exhibit Space Fees I understand that exhibit representative badges are limited to 2 per booth and any additional badges must be purchased separately. All exhibit space must be purchased in multiples of 8 X 10 [80 sq. ft.]. Check one: o 8 X 10 : $ o 8 X 20 : $1, o 8 X 30 : $1, o 16 X 20 : $2, o Other: Exhibit booth layout includes 6 table with drape on 3 sides, 2 chairs, 1 waste basket. Cancellation Policy Exhibit booth rental may be cancelled, in writing, on or before May 1, 2019 with a full refund minus a $ handling fee. Mailing address is the same below for cancellation requests. Cancellations received after May 1, 2019 will not be refunded regardless of any cause, except in the instance of unforeseeable circumstance. Payment Method Exhibit amount $ All payments must be paid in US dollars. Make check payable to: WSDSC/DSA 2019 Seattle Mail to: WSDSC/DSA 2019 Seattle PO Box 1472 Vancouver, WA ATTN: Exhibit Chair Contact If you have any questions, please the Exhibit Chairs, Craig and Nancy Opheikens at: Dsa2019Exhibit@gmail.com 2

4 Exhibit Space Fees I understand that exhibit representative badges are limited to 2 per booth and any additional badges must be purchased separately. All exhibit space must be purchased in multiples of 8 X 10 [80 sq. ft.]. Check one: o 8 X 10 : $ o 8 X 20 : $1, o 8 X 30 : $1, o 16 X 20 : $2, o Other: Exhibit booth layout includes 6 table with drape on 3 sides, 2 chairs, 1 waste basket. Cancellation Policy Exhibit booth rental may be cancelled, in writing, on or before May 1, 2019 with a full refund minus a $ handling fee. Mailing address is the same below for cancellation requests. Cancellations received after May 1, 2019 will not be refunded regardless of any cause, except in the instance of unforeseeable circumstance. Payment Method Exhibit amount $ All payments must be paid in US dollars. Make check payable to: WSDSC/DSA 2019 Seattle Mail to: WSDSC/DSA 2019 Seattle PO Box 1472 Vancouver, WA ATTN: Exhibit Chair Contact If you have any questions, please the Exhibit Chairs, Craig and Nancy Opheikens at: Dsa2019Exhibit@gmail.com

5 7'-10" '-2" '-5" ' 9'-6" ENTRANCE ENTRANCE ' ' '-8" '-10" 8'-2" '-6" 11'-6" 12'-2" Metropolitan A 17'-3" ENTRANCE ENTRANCE ENTRANCE Metropolitan B Fremont Interurban Avenue South Suite 120 Seattle, WA DATE(S) Deaf Seniors of America -... SHOW NO.... A.E./SALES DB REVISION LOG DSA 2019 Dimension Qty Deaf Seniors of America - DSA 2019 v01.dwg 4/25/ :18 AM Sean Thompson 8'x10' 55 Sheraton Seattle - DISCLAIMER: Metropolitan Ballroom (C) COPYRIGHT 2015, TRIUMPH EXPO & EVENTS, INC. ALL RIGHTS RESERVED. Totals: 55 FILE NAME REVISED DATE DESIGNER EVERY EFFORT HAS BEEN MADE TO ENSURE THE ACCURACY OF ALL INFORMATION CONTAINED ON THIS DRAWING. THESE ORIGINAL CONCEPTS AND DESIGNS ARE SOLE PROPERTY OF TRIUMPH EXPO & EVENTS.

6 Savor the Pacific Northwest and Experience the Difference! 15 th Biennial Deaf Seniors of America Conference September 2-8, Exhibit & Hotel Guidelines Exhibit Space Rider A. Type, Size and Number: Up to (55) 8 x 10 Booths B. Set-Up Date: Tuesday 9/3/2019. Hours for Set-Up: 7:00AM - 5:00PM C. Exhibit Dates and Hours: Wednesday 9/4/2019 to Friday 9/6/2019 from 9:00 AM 5:00 PM, Saturday 9/7/2019 from 9:00 AM - Noon D. Tear-Down Date: Saturday 9/7/ :01 PM 5:00 PM E. Hour for complete removal from Hotel facility: 5:59PM F. Metropolitan Ballroom & Foyer are designated exhibit space areas G. Name of Exhibit service contractor: Triumph Expo & Events Inc Hotel Exhibit Guidelines A. Exhibit freight must be sent to the exhibit contractor s drayage company Triumph Expo & Events Inc. B. Hotel does not have storage space for creates, all freight cases must be removed by the exhibit contractor C. Uniformed Guards will be required in Exhibit Areas at the expense of WSDSC/DSA D. Exhibitors and WSDSC/DSA shall indemnify, hold harmless and defend Hotel and its servicing agents from all liability (damage or accident) which might ensue from any cause resulting or connected with transportation, placing, removal or display of exhibits E. WSDSC/DSA shall be responsible for obtaining any necessary Local Fire Department approvals of Exhibit plans F. WSDSC/DSA shall submit to Hotel a proof of the Exhibitor s Contract before it is sent to the Exhibitors. Exhibitors Contracts must include the following provisions (EXHIBITOR) hereby assumes entire responsibility and hereby agrees to protect, defend, indemnify and save subsidiaries, affiliates, employees, officers, directors, and agents harmless against all claims, losses or damages to persons or property, governmental charges or fines and attorney s fees arising out of or causes by its installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof, excluding any such liability causes by the sole gross negligence of Hotel and its employees and agents. (EXHIBITOR) shall obtain and keep in force during the term of the installation and use of the exhibit premises, policies of Comprehensive General Liability Insurance and Contractual Liability Insurance, insuring and specifically referring to the Contractual liability set forth in this Exhibit, in an amount not less than $2,000,000 Combined Single Limit for personal injury and property damage. Hotel, its owners, its operator, and Starwood Hotels & Resorts Worldwide, Inc. shall be included in such policies as additional named insureds. In addition, (EXHIBITOR) acknowledges that neither Hotel, its owners, its operator, or Starwood Hotels & Resorts World-wide, Inc. maintain insurance covering exhibitor s property and that it is the sole responsibility of (EXHIBITOR); to obtain business interruption and property damage insurance insuring any losses by (EXHIBITOR). EXHIBITOR s printed name EXHIBITORS s signature Date WSDSC.org DSA2019Seattle.org deafseniors.us 3

7 AV Equipment Advance LCD 3K projector package / 8 ft tripod screen $ $ Event name: Deaf Seniors of America Support package / 8 ft tripod screen $ $ " Monitor w/ table stand $ $ Company name: 46" Monitor on floor stand $ $ " Monitor on floor stand $ $ Address: Small sound system w/ 1 wired microphone $ $ Polycom speakerphone $ $ City: Post-it Flipchart w/ markers $ $ State: Zip: Office/Computer Equipment Advance On-Site On-Site Laptop computer, 2.2GHz, 2GB RAM, MS Office $ $ B&W laser printer (+$0.20/copy > 500 copies) $ $ Color laser printer (+$0.30/copy > 500 copies) $ $ Ream of paper (500 pages) $ $ n/a Electrical Services Advance On-Site 5 Amp power drop w/ 1 PS/AC $ $ Amp power drop w/ 1 PS/AC $ $ Amp power drop w/ 1 PS/AC $ $ Amp power drop w/ 1 PS/AC $ $ Amp 3-phase power drop $ $ Amp Clearview distro box $ $ Additional powerstrip & AC extension cord $ $ High Speed Internet Access WiFi up to 3Mbps Shared bandwidth (per user/device) $ $ Wired up to 2Mbps Shared bandwidth (per line) $ $ Mbps Dedicated bandwidth n/a $ 1, $ 3, Mbps Dedicated bandwidth n/a $ 1, $ 5, Mbps Dedicated bandwidth n/a $ 3, $ 11, Mbps Dedicated bandwidth n/a $ 6, $ 19, On-site contact: Meeting room/booth #: Setup date: Event start date: Event end date: Labor charges might apply - Call for other AV needs. Labor charges might apply - Call for bandwidth options and special network configuration. Delivery Information Time: Time: Time: Daily Rate Labor charges might apply - Call for other office/computer needs. Daily Rate Labor charges might apply - Call for additional power needs. Neither the Sheraton Seattle Hotel, PSAV, nor their contractors or subcontractors are responsible for voltage fluctuations or power failure due to temporary conditions or loose connections. For your protection, install a surge protector/undervoltage protector on your computer(s) and/or other equipment as you deem necessary. Electrical contractors for the Sheraton Seattle Hotel /PSAV should make all installation connections to all electrical services. The Sheraton Seattle Hotel nor PSAV will be responsible for any damage of loss of equipment, component, hardware or software and/or injury to any person caused by the installation, connection to or plugging into any electrical outlet by personnel other than Sheraton Seattle, PSAV or authorized agents. Qty Qty Qty Qty AV Order Form Daily Rate Daily Rate Weekly Rate (3-day+) # Days # Days # Days # Days Return For Processing Total Total Total Total Ordered by: Telephone #: Fax #: Customer Information Ordering Instructions To guarantee equipment availability and advance rate, this order should reach us before 08/03/2019. Operator labor, if requested, is subject to prevailing hourly rate with a 5-hour minimum. Cancellation of ordered equipment must be received 48 hours prior to delivery date to avoid a minimum 1-day charge. 25% service charge will apply to all orders. An optional 4% loss damage waiver will be added to the order to cover equipment that might be lost, broken, or stolen. All orders are subject to Washington state sales tax. Credit card payment is due when order is placed. Please call us at to provide your credit card information. Credit card information cannot be delivered via to protect your security. To place your order, this document to: mgoodrich@psav.com

8 Savor the Pacific Northwest and Experience the Difference! 15 th Biennial Deaf Seniors of America Conference September 2-8, Program Book Advertisement Contract Approximately 1,600 attendees will use the conference program book. After the conference, the program book becomes a valuable reference tool used time and again and shared among colleagues. Program book will be 8 ½ inches by 10 ½ inches. Advertisement Information Full page [back outside cover]: $ Full page [front inside cover]: $ Full page [back inside cover]: $ Full page: $ Half page [4 X 5 ½]: $ Quarter page [2 X 2 ½]: $ Eighth page [Business card]: $ All files must be submitted digitally as high resolution PDF files or as high resolution [300 dpi] JPG, TIFF or EPS files. Please submit your advertisement to Program Book/Adv Chair, Nikki Ekle at: Dsa2019prgbk@gmail.com Make check payable to: WSDSC/DSA You can submit your payment to: WSDSC/DSA 2019 Seattle PO Box 1472 Vancouver, WA ATTN: Program Book/Adv Chair Advertisement and payment are due before May 1, There will be no refunds after May 1, Advertisements and payments will be received in the order of first come, first serve basis for the program book.