103 rd Annual NMPTA State Convention

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1 103 rd Annual NMPTA State Convention Friday, May 4 Saturday, May 5, 2018 What is an Exhibitor Showcase? Our Exhibitor Showcase is a one-time only, two-hour period between 5 and 7 pm devoted to exhibitor interaction with our delegates. Non-profit organizations and community education clubs and organizations will also be invited to visit the Exhibitor Showcase. Space is limited! The 103 rd Annual NMPTA State Convention and Exhibition is the place you can make direct contact with PTA members. Our convention attendees, including PTA leaders, parents, and educators, return to their communities anxious to share the ideas and information they gathered from the exhibiting companies. Who Attends? The Annual NMPTA State Convention is for parents, leaders, and educators from across the state. These attendees represent the 6,000+ PTA members in New Mexico. They influence school decisions and legislation. They buy education materials and publications for children and adults. They are constantly looking for the latest information and innovative program ideas. They have active delegates that assemble each year to discuss issues, exchange ideas, and hear your message. They attend the convention to bring back ideas to implement in their school, their community, and their PTA. For more information about NMPTA, please visit

2 ship & Exhibitor Opportunities Convention Lunch Breakfast Event Exhibitor Stuff the Bag Advertiser Benefits $5,000 $2,500 $2,000 $1,000 Varies Varies Varies Your Business Banner Displayed at All X General Sessions Two Dedicated Social Media X Blasts 10-Minute Speaking X X Opportunity Booth at ed Meal X X X Booth at Exhibitor Showcase Color advertisement in Convention Program Product Information in Delegate Tote Bags X X X X Full-page Fullpage Full-page Half-page $350/1 st space; $175/each additional $375/full-page; $200/half-page; $150/quarter-page; $75/business card X X X X $50 $25.00 Discount for Land of Enchantment Business Members $350/small catalogs; $300/flyers $375/full-page; $200/half-page; $150/quarter-page; $75/business card All camera-ready advertisements and logos must be received by Friday, April 13, 2018, for inclusion at the Convention. All Stuff the Bag items must be received at the NMPTA Office by Monday, April 23, 2018.

3 /Exhibitor/Advertiser Agreement Form 103 rd Annual NMPTA State Convention Friday, May 4 Saturday, May 5, 2018 The Terms and Conditions stipulated and defined in this document become a part of the contract between the sponsor/exhibitor/advertiser and NMPTA. The Terms and Conditions have been formulated for the best interest of the sponsors/exhibitors/advertisers. NMPTA respectfully asks the full cooperation of the sponsors/exhibitors/advertisers in their observance. All points not covered are subject to the decision of NMPTA or its Convention Chair. Contact Name: Company: Mailing Address: City/State/Zip: Phone: Product or service: The door prize I will provide for the convention is: Names of people expected to be present at booth (limit 2): The undersigned applicant hereby requests the following opportunities: (If requesting a convention sponsorship OR sponsorship of Friday or Saturday breakfast, OR Reflections Celebration, please indicate.) 1. Cost: $ 2. Cost: $ 3. Cost: $ Enclose: Agreement Form Copy of liability insurance Payment made out to NMPTA. Company Representative Signature: Date:

4 103 rd Annual NMPTA State Convention Friday, May 4 Saturday, May 5, 2018 /Exhibitor/Advertiser Terms and Conditions All exhibits, workshops, and general sessions will take place at the: 5151 San Francisco Rd NE Albuquerque, NM (505) /exhibitor/advertiser is responsible for their own accommodations. Limited space is available at the Marriott. Please request the NMPTA room rate of $ (+tax). Reservations must be made by Thursday, April 19, Definitions Organizers means New Mexico Parent Teacher Association (NMPTA) or their designated representatives., Exhibitor, or Advertiser includes any person, firm or company, corporation, institution, association, or committee to whom space is allocated. Venue refers to the location where the conference is being held. 2. Applications Applications for ship/exhibition/advertisement space at the conference should be made on the official Agreement Form. All opportunities are allocated on a strictly first-come, first-served basis. 3. Cancellations s/exhibitors/advertisers wishing to cancel participation must do so in writing to NMPTA. Receipt of such will be confirmed in writing by return. NMPTA incurs considerable costs prior to the conference including marketing, promotion, and administration expenses, so the following charges for cancellations will apply: a) 50% of total cost if cancelled between 16 and 8 weeks prior to the event; or b) 100% of total cost if cancelled within 8 weeks of the event. 4. Prohibition of Transfer s/exhibitors/advertisers may not assign or share or grant licenses of any part of the Agreement. Nor may any cards, advertisements, or printed matter of firms who are not bona fide sponsors/exhibitors/advertisers be exhibited in or distributed from, any area of the conference. 5. Registration of Staff Staff from sponsors/exhibitors/advertisers who wish to attend the conference sessions must register as full conference attendees, unless a specific prior arrangement has been made with the Organizers. Meals and giveaways are only included for conference attendees, not for sponsors/exhibitors/advertisers, unless they are also registered as full conference attendees. s/exhibitors/advertisers must pre-register all booth personnel on forms provided by NMPTA. Each sponsor/exhibitor/advertiser will be provided with badges. s/exhibitors/advertisers will be able to pick up

5 their badges at the Convention Registration Booth. Badges must be worn for entrance into the exhibit hall and in the Convention facility. Limit 2 people per registered booth. 6. Table Top Exhibits Standard exhibit tables are 6 long in an 8 x4 space. Included with the space is a table, cloth, and 2 chairs. A limited number of booths with electrical service are available on a first-come, first-served basis. All electrical extension cords shall be proved by and taped down by the sponsor/exhibitor/advertiser at their own expense. s/exhibitors/advertisers must abide by the set-up and breakdown times on Friday, May 4, Set-Up Showcase Breakdown 3:00-5:00pm 5:00-7:00pm 7:00pm Under no circumstances can an exhibit be broken down before 7:00pm. s/exhibitors/advertisers shall not damage or deface the walls or floors of the building. If such damage occurs, the sponsor/exhibitor/advertiser shall be liable to the owner of the property. No sound-making equipment of any kind may be set up or used in booths without the prior written approval of NMPTA. Drawings are permitted within the sponsor/exhibitor/advertiser s booth space only and are subject to any applicable requirements of local law. Raffles and lotteries are not permitted. Samples (including food and beverages) are acceptable, encouraged, and appreciated! 7. Liabilities While the Organizers shall endeavor to protect property at the conference, it must be understood that the management of the Venue, the Organizers and any Official Contractor cannot accept liability for loss or damage sustained, occasioned by any cause whatsoever. s/exhibitors/advertisers agree to indemnify and hold NMPTA and its contractors harmless against all loss, liability, damage, costs, expense, claims, proceedings, and actions arising out of any negligent act or omission of sponsor/exhibitor/advertiser or sponsor/exhibitor/advertiser employees; including any breach of these terms and conditions by sponsor/exhibitor/advertiser or sponsor/exhibitor/advertiser employees. NMPTA s maximum liability shall not exceed the amount paid by the sponsor/exhibitor/advertiser relating to the contract. 8. Insurance s/exhibitors/advertisers are responsible for arranging appropriate insurance cover regarding their attendance at the conference, including prevention, postponement, or abandonment. NMPTA or its contractors cannot be held liable for any loss, liability, or damage to personal property. 9. Fire and Safety s/exhibitors/advertisers must comply with any reasonable instructions given by any authority regarding fire precautions and safety. All decorations, displays, and exhibits, together with incidental fittings, must conform fully to the regulations and requirements of local authorities, and must be non-flammable or treated for fire prevention by an approved method. 10. Alterations and Disclaimer NMPTA reserves the right to make alterations to the conference program, venue, and timings at any time. In the unlikely event of the conference being cancelled by NMPTA, a full refund will be made. Liability will be limited to the amount of the fees paid by the sponsor/exhibitor/advertiser. While the Organizers will make every effort to secure a high level of attendance of attendees to the conference, no guarantee of attendee numbers can be given and no discounts or refunds are available if attendance numbers do not reach the projected levels.

6 11. Cancellation of the Conference In the event of it being found necessary for whatever reason that the Conference shall be postponed, abandoned, or altered in any way in whole or in part, or if the Organizers find it necessary to change the dates of the Conference, the Organizers shall not be liable for expenditure, damage, or loss incurred by the sponsor/exhibitor/advertiser. In the event of cancellation the sponsor/exhibitor/advertiser will be refunded any monies paid. If by re-arrangement or postponement of the period of the Event, or any other reasonable manner, the even can take place, the contract between the Organizers and the sponsor/exhibitor/advertiser shall remain in force. 12. Force Majeure In case the premises of the and area therein shall be destroyed or damaged, or if the conference fails to take place as scheduled or is interrupted and/or discontinued, or access to the premises is prevented or interfered with because of any strike, lockout, injunction, act of God, emergency declared by any government agency, or for any other reason, this contract may be terminated by NMPTA. In the event of such termination the sponsor/exhibitor/advertiser waives all damages and claims for damages and agrees that the sole liability of NMPTA shall be to return to each sponsor/exhibitor/advertiser payments, less a pro rata of all costs and expenses incurred and committed by NMPTA. 13. Information and Copyright Information supplied by the Organizers in relation to the conference is accurate to the best of their knowledge and belief, but shall not constitute any warranty or representation. Any inaccuracy, mistakes, or omission in such information shall not entitle the sponsor/exhibitor/advertiser to cancel his contract. All information and data relating to the event is the copyright of NMPTA and its contractors and cannot be passed on to any third party for any purpose. Lists and information relating to participants may only be used in relation to the sponsor/exhibitor/advertiser s presence at the event. 14. Websites and Links The conference and associated NMPTA websites may link to other websites and networking tools, provided for the convenience of the users. The contents of these websites are maintained by their owners, for which NMPTA takes no responsibility; neither can responsibility be taken for contents of any website linking to this website.