2018 OSIA Exhibitor Packet

Transcription

1 2018 OSIA Exhibitor Packet For More Information, Contact Wendy Gerdes, Executive Director CMSA-OK Post Office Box 14734, Oklahoma City, OK Office

2 TERMS OF THE CONTRACT We agree to abide by the regulations affecting the 2018 CMSA-OK Conference and Exhibition. CMSA-OK kindly requests exhibit space NOT be dismantles or vacated prior to the official exhibit hall closing time of 3:45 p.m. BOOTH FURNISHINGS: The exhibit hall is carpeted. All spaces include one table and two chairs. Any additional decorating and exhibit furniture can be arranged through EventOne. Information and pricing on these and other items, such as special lighting, electricity, or other special work will be included in the Exhibitor kit ed to exhibitors 3 weeks after your signed contract and payment is received. USE OF FOOD AND BEVERAGE: Food and beverage may be dispensed from and exhibitor s booth if the exhibitor utilizes the services of the convention center s in-house caterer, no outside food/beverage allowed, unless it is wrapped candy or bottled water. SHIPPING INSTRUCTIONS: The Embassy Suites Oklahoma City Downtown Medical Center cannot accept shipments of exhibit materials. All shipments must be done through EventOne, the official show decorator, and must be prepaid. CMSA-OK and the owners or managers of the facility where the conference is to be held shall not accept or store display materials or empty crates. Exhibitor shall make its own arrangements for shipment, delivery, receipt and storage of such materials and empty crates. Such arrangements must be made through EventOne. EXHIBITION HOURS: Thursday, NOVEMBER 15 TH, :00 A.M. TO 3:45 P.M. BOOTH PERSONNEL: Badges/conference passes will be provided for two exhibit personnel per space. These individuals may also attend the educational portion of the conference. Additional exhibit personnel badges may be obtained for a fee of $75.00 per badge. Badges must be worn at all times, including at breaks and lunch. We encourage the use of hotel rooms and free registrations as a marketing tool for a staycation for those case managers on your target list. In return, we request that you take advantage of this offer and register your guests, on behalf of your company, for this event. There are many in need of the continuing education but with little to no funds to facilitate the opportunity. All sponsored registrations MUST BE received by October 31st, 2018 SLEEPING ROOMS: CMSA-OK has secured a block of guest rooms at The Embassy Suites Oklahoma City Downtown Medical Center, 741 North Phillips Avenue, Oklahoma City, Oklahoma To secure a hotel room at the discounted rate of $125+tax for a single/double suite contact the hotel at (800) or visit the website and click on the link at the bottom of the homepage. Reservations must be made by Monday October 15th, 2018 EXHIBIT SPACE LEVELS: Showcase Spaces - $1,000 will include: Prime space in the main hallway outside exhibit hall, one 6 skirted table and two chairs. Badges/conference passes for 2 exhibit personnel. Company listed in the attendee booklet with a full page, black & white, 5 x 7 ad in the attendee registration booklet. Two free Case Manager/Social Worker attendee registrations. Regular Spaces - $750 will include: Single exhibit space within the exhibit hall, one 6 skirted table and two chairs. Badges/Conference passes for two exhibit personnel. Company listed in the attendee booklet. One free Case Manager/Social Worker attendee registration. EXTRA Exhibit Personnel Badges available at $75.00 per person to include breaks & lunch. Side by side booth spaces available upon request.

3 Sponsorship Opportunities: Corporate Sponsorship will include the opportunity for 8 free attendee registrations (to be used by your company as a marketing tool to engage case managers & increase attendance); free regular exhibit space; special signage of recognition at the booth; recognition on the website & in the booklet if paid by the September 28th, 2018; full page color ad in attendee notebook. Lunch Sponsor/Sponsors: Sponsors could be funded by multiple $2,000 sponsorships to total $8,000. All sponsorships are noted in the booklet and recognized at the conference. RULES AND REGULATIONS CODES AND AGREEMENTS Exhibitor agrees to be bound by the Rules and Regulations of the Case Management Society of America Oklahoma Chapter s Annual Conference. Exhibitor also agrees to adhere to and be bound by: (1) all applicable file, utility and building codes and regulations; (2) any rules or regulations of the facility where the exposition is held; (3) the terms of all leases and agreements between CMSA-OK s conference committee and the managers or owners of said facility; and (4) the terms of any and all leases and agreements between CMSA-OK and any other related party to the conference. LIABILITY This agreement shall not constitute or be considered a partnership, employer-employee relationship, joint venture or agency between CMSA-OK and Exhibitor. Exhibitor hereby agrees to and does indemnify, hold harmless and defend CMSA-OK from and against any and all liability, responsibility, loss, damage, cost or expense of any kind whatsoever (including but not limited to cost, interest and attorney s fees) which CMSA-OK may incur, suffer, be put to, pay or be required to pay, incident to or arising directly or indirectly from any intentional or negligent act or omission by Exhibitor or its representatives, agency, employees, licensees or invitees. EXCLUSION CMSA-OK shall have the right to exclude or to require modification of any display or demonstration which, in its sole discretion, it considers unsuitable to or not in keeping with the character of the exposition. CMSA-OK shall have the right to prohibit the use of amplifying equipment or music which, in its sole discretion, it considers objectionable. CANCELLATION OR POSTPONEMENT OF CONFERENCE In the event that the conference is postponed due to any occurrence not occasioned by the conduct of CMSA-OK or the Exhibitor, whether such occurrence by an Act of God or the common enemy or the result of war, riot, civil commotion sovereign conduct or the act of any person or persons not party or privy to this agreement, then the performance of the parties under this agreement shall be excused for such period of time as in reasonably necessary after such occurrence results in cancellation of the conference, the obligations of the parties under this agreement shall be automatically terminated and all rental payments made under this agreement shall be refunded to the Exhibitor, less a pro rata share of expenses actually incurred by CMSA-OK in connection with the conference. I hereby agree to all terms of this contract: Signature Date: REQUIRED FORM

4 B o o t h R e n t a l A g r e e m e n t C M S A - O K F a l l C o n f e r e n c e The Case Management Society of America - Oklahoma agrees to provide the following to the undersigned exhibitor: 6 x 8 foot exhibit space skirted and draped (red & white drapes), 1 trashcan and 2 chairs Background drape with 36 high side divider draping Electric is on request and must be noted. There is a $40.00 additional charge for electric Payment: Payment is due with 15 days of receipt of agreement Cancellation: Refunds will be paid on a cancellations rate of 50% of amount paid prior to, September 28th,18 No refunds will be paid after this date. Attendees: Each booth receives 2 Exhibit Personnel badges, additional Exhibit Personnel badge are $75.00 ea. Breakdown: Booths may be torn down AFTER the Thursday afternoon break 3:45 pm, unless approved prior by CMSA-OK. Any exhibitor breaking down prior to this time may not be offered a booth for Company Name for Booth Sign: Name Badge 1: Name Badge 2: Address: City: State: Zip: Address: Phone: Cell of Primary Contact: Brief description of exhibitor for Program Listing NEW!!! Preferred Booth Number: 1st Choice 2nd Choice 3rd Choice Do you need an electric outlet? Yes No Check and Initial Booths 1-46 Booths Standard Booth $ Showcase Booth $ Pay by Check: I agree to the terms of contract listed on the Terms of Contract pages: Signature: Print Name: Pay by Credit Card Card Type: Visa/AMEX/MasterCard Other: Card Number: Name on Card Exp. Signature: CVC Code: REQUIRED FORM

5 Booth selection is 1st come, 1st serve. Reserve your spot today! Booths reserved

6 2018 CMSA-OK Conference Ad & Sponsorship Opportunities All attendees will receive a program book with all speaker information, vendor descriptions, ads and a listing of all conference sponsors with their logos. This is a great opportunity to highlight your company and get your name in front of the attendees! Please fill out your information and put a check next to any item you wish to sponsor (two pages). You may pay via check, credit card or via PayPal at Company Name: Contact Name: Address: City: State: Zip: Phone Number: Credit Card Number: Card Type: Name on Card: Exp. Date: Signature: FOR INTERNAL USE ONLY Number of Items Amount Paid Date Paid Payment Type: Attendee Program Book **The Program Book will have all the conference information in it. Inside Front Cover (SOLD) Inside Back Cover and Back Cover (SOLD) $500 Full page color ads - Ad sizes 7 ½ ht. x 4 1/2 width $150 1/2 page color ads - Ad size 3 ¾ ht. x 4 ½ width $90 First come, first serve with cover ads! Please send in PDF or jpeg format please. Ads are due by September 28th, 2018 Must have a booth to advertise in Program Book. REQUIRED FORM, if selecting items

7 SPONSORSHIP APPLICATION Sponsorship Opportunities - Reserve your spot today! Corporate Sponsor: booth, 8 free conference reg. for you to give out attendee coupon $3000 Attendee Tote Bag - Reserved SOLD T-shirt Sponsor - Company Logo on sleeve $3000 Registration Sponsor - help at desk & logo on badges NEW $2500 Lunch Sponsors - 2 left $2000 ea. Decoration Sponsor - centerpieces ( given away as door prizes) Call for details! $2000 Afternoon Break Tues. Nov 14th $1500 Continental Breakfast Sponsors - 2 available Am & PM Break Sponsors $1500 ea. $1500 ea. All Sponsors will receive a FULL Page ad in the program book, logo on website and signage at conference! NEW ADDRESS THIS YEAR! PLEASE MAIL FORM & PAYMENT TO: CMSA-OK P.O. Box Oklahoma City, OK Name Title Company Address City State Zip Amount Enclosed $ The Conference will be held at the Embassy Suites Oklahoma City Downtown Medical Center. SPACE APPLICATION FEES: Applications for rental of exhibit space shall be subject to the approval of the CMSA-OK Conference Committee. CMSA-OK reserves the right to reject applications for space with or without cause if it is in the best interest of the conference. Exhibit spaces sell for $1000 for a Showcase Space and $750 for regular space. All booths must be paid in advance of set up on Wednesday November 14th, CANCELLATIONS: Cancellation of all or a portion of any exhibit space must be made in writing. In the event of such cancellation, CMSA-OK shall refund rental payments minus the 50% non-refundable deposit. NO refund will be made to the exhibitor within 45 days of the conference. BOOTH SET-UP AND DISMANTLING: Set-up must take place between 12:00 p.m. -6:00 p.m. on Wednesday, November 14th. All displays must be in place and display materials, cartons and refuse removed from the isles for the grand opening of the exhibit hall at 7:00 a.m. on Thursday November 15th. Dismantling of your exhibit space may commence at 3:45 p.m. Thursday November 15th.

8 Embassy Suites Oklahoma City/Medical Center 741 North Phillips Avenue, Oklahoma City, Oklahoma Group Individuals Make Their Own Reservations: $ per night Reservations are made at: Click on your direct link OKCOKES-CMS /index.jhtml?WT.mc_id=POG Or Click Here Toll Free Reservations Line On Property Reservations Make sure to fill out all the forms! Please send your company logo in a jpeg format, so CMSA-OK can advertise that you will have a booth and or sponsorship. Have all ads in by September 28th for the Program Book. SO JOIN THE CMSA-OK CIRCUS TODAY! Thank you! Robert Fuxa - President CMSA-OK Natalie Teeter - Conference Chair Wendy Gerdes - Executive Director

9 Booth # Company Booth # Company #1 Nexus Health Systems #2 #3 #4 #5 #6 #7 #8 #9 #10 #11 #12 #13 #14 #15 #16 #17 #18 #19 MGM Health Care #20 KCI #21 #22 Valir Health #23 HOMELINK #24 #25 #26 #27 #28 #29 #30 #31 #32 TIRR Memorial Hermann #33 #34 #35 #36 #37

10 Booth # Company Booth # Company #38 #39 #40 #41 #42 Laura Lynns Home Care #43 #44 #45 #46 #47 #48 #49 #50 #51 #51 McBride Orthopedic Hospital Clinic #52 #53 #54 #55 #56 #57 #58 #59 #60 #61 #82 #63 #64 #65 #66