2018 Region V Conference Indianapolis, IN

Transcription

1 2018 Region V Conference Indianapolis, IN Exhibitor Registration Guide May Indiana Convention Center

2 Benefits Leads from the conference are more cost effective than cold calls. Conference is held under one roof. All activities are located at the Indiana Convention Center Exhibitor reception is held on the first full day of the conference attendees enjoy excellent food and beverage as well as raffle items donated by exhibitors and Region V. Educational times are planned so that attendees have ample time to visit exhibitors. Advertising, sponsorship and promotional options bring extra attention to your service or product. Pre-Show and post-show registration lists are provided to exhibitors. We invite you to exhibit at the 30 th annual 2018 VPPPA Region V Conference The Voluntary Protection Programs Participants' Association is The Premier Global Safety & Health Organization dedicated to cooperative occupational safety, health and environmental management systems. VPPPA is a member-based association, supporting worksites across the U.S. in their efforts to achieve and maintain status in OSHA s Voluntary Protection Program. The Region V Conference provides an excellent opportunity to create new relationships while strengthening existing relationships and reinforce your services and products to companies who continuously strive for Safety Excellence. Key Dates Jan. 15 Jan. 16 Jan. 31 Feb. 1 Mar. 31 Apr. 15 May 5 May 5 May 22 Initial booth locations are assigned based on exhibitor tenure Booth locations now assigned as applications are received $595 - Early Bird exhibitor pricing ends $645 Exhibitor registration pricing begins Last day to place an ad in the conference onsite brochure $695 Exhibitor registration price increases Order deadline for additional furnishings at advance rates Order deadline for electronic and AV/ Internet advance rates Exhibitor Move In 12:00-5:00 pm VPPPA Mission: To be a leader in health and safety excellence through cooperation among communities, workers, industries and governments.

3 VPP Sites and VPPPA Members in Region V VPP in Region V Minnesota 39 Sites Wisconsin 31 Sites Michigan 30 Sites Total of 363 sites Over 300 VPPPA Members Indiana, Michigan and Minnesota are state plan states Ohio, Illinois, and Wisconsin are federal plan states Over 50 new site applications in the que for federal plan states Illinois 86 Sites Indiana 86 Sites Ohio 91 Sites 2018 in Indiana 23 Site Recertifications 6 8 New site evaluations 14 VPP sites added since 2014 A Diverse Audience The Region V Conference brings together business who have either attained VPP Star or who have set their eyes on achieving Star status. These businesses represent the best of the best. Our audience represents a diverse landscape from throughout Region V: Agricultural Chemical Commercial and residential construction Department of Energy Department of Defense Communications and utilities Health care Manufacturing Distribution Federal, state and local government A Diverse Background The Region V Conference is not geared towards only safety and health professionals. Conference attendees have many different job titles and work responsibilities: CEOs, Presidents & Directors Plant Managers Safety, Health & Risk Managers Environmental Managers Human Resources Engineers Industrial Hygienists Safety Committee Members Production personnel Construction personnel

4 Conference Schedule Move In Tuesday, May 22nd 12:00pm 5:00 pm Wednesday May 23rd 7:00 am 10:30 am Exhibit Hall Hours Wednesday, May 23rd 10:30 am 4:30 pm Exhibitor Reception 4:30 pm 6:00 pm Thursday, May 24th 8:00 am -11:00 am Move Out Thursday, May 24th 11:00 am Booth Space Approximately 8' deep x 10' wide display area with 8 high back wall drape and 3 high sidewall drape in a carpeted hall. Registration Fees: $595 through January 31, 2018 $645 through March 31, 2018 $695 April 1, 2018 Booth Includes: - One skirted 6 table and two chairs. - Registration for two complimentary booth personnel This allows admittance to all conference functions, including workshops, meals and receptions. - Conference materials and gift bag. - Attendee list - a list will be sent prior to the conference and a final list will be sent after the conference. There is an additional charge of $150 per person for additional booth personnel over the complimentary allotment. All booth personnel must complete the attached registration form. Booth Assignment Register as soon as possible to improve your chance of receiving the booth of your choice. If you are a returning exhibitor and purchase by January 10, 2018 you will receive priority consideration on booth location. For payments received or postmarked after January 10, Region V will assign booths factoring both seniority and booth size. Event Location Indiana Convention Center 100 S. Capitol Avenue Indianapolis, IN

5 How to Reserve Your Booth Complete the attached Exhibitor Space Agreement and Exhibit Booth Personnel Registration Forms and submit with valid form of payment. For credit cards: Fax to (703) ATTN: VPPPA Region V Conference/Expo or Scan a completed form with credit card payment and it: ATTN: VPPPA Region V Conference/Expo to National VPPPA at Registration@vpppa.org or Eric Siefker at siefkeej@proteccoating.com For checks, make payable to VPPPA, Inc. and mail to: VPPPA Attn: VPPPA Region V Conference/Expo 7600-E Leesburg Pike, Suite 100, Falls Church, VA Payment Payment must be received with contract to confirm booth reservations. Contract must be received with proper payment by the deadline dates indicated. Contracts submitted must be date/time stamped by 5:00 pm (Eastern Standard Time) of the deadline date indicated. VPPPA, Inc. does not accept Purchase Orders. Additional Services Once your exhibitor registration is confirmed with the VPPPA, you will receive Exhibitor forms for additional service items such as electrical hook up, decorations, Wi-Fi/internet access and audio visual. These services incur additional fees to be paid by you to service providers. Region V Board Member Eric Siefker will be working with exhibitors throughout the conference. Event Guide Advertisement Each attendee will receive a conference guide upon arrival. It is a comprehensive guide to all activities throughout the conference. Region V places paid advertising in the order received and at its discretion. Artwork specifications will be provided at a later date. Advertisement Through March 30 Size Inside front $750 color 4 ¼ x 7 ½ cover $350 b/w Inside full page $500 color 4 ¼ x 7 ½ $250 b/w Inside half page $300 color 4 ¼ x 3 ¼ $150 b/w Inside back $750 color 4 ¼ x 7 ½ cover $350 b/w Back cover $1000 color 4 ¼ x 7 ½

6 Other Information Security: The exhibit area will be closed during non-conference hours. Security will be posted during non-conference hours. The VPPPA Region V Chapter assumes no liability for merchandize left unattended. Hotel Reservations: Omni Severin 40 W. Jackson Place, Indianapolis, IN Once the room block has been filled, reservations will be accepted on a space available basis only. An online group reservation page will be posted to the Region V website in January The Omni Severin website is below: Cancellation Policy: Exhibit booth space is non-refundable. Hold Clauses: Exhibitors shall indemnify and hold harmless the VPPPA Region V Chapter and the Grand Geneva Resort and its service agents from all liability (damage or accident) that might ensue from any cause resulting or connected with transportation, placing, removal or display of exhibits. Exhibitors shall indemnify and hold harmless the VPPPA Region V Chapter, the Indiana Convention Center and their respective employees, board of directors, membership and agents against any claim or expenses arising out of the use of the exhibition premises. The VPPPA Region V Chapter maintains sole discretion in the acceptance or refusal of applications. Applications received and accepted, will be recorded in order of receipt and space will be assigned on a tenure and booth size basis, with consideration given to sponsors. The VPPPA Region V Chapter reserves the right to exercise final say on all decisions. Interruption of the Conference: Should any contingency prevent the holding of the Annual Region V VPPPA Chapter Conference, the VPPPA Region V Chapter will return such portions of the amount paid for the space determined equitable by VPPPA after deduction of such amount necessary to cover expenses incurred by the VPPPA Region V Chapter in connection with the conference. If for any reason the VPPPA Region V Chapter determines the location of the Region V VPPPA Chapter Conference should be changed or the dates of the conference postponed, no refund will be made, but VPPPA shall assign to the Exhibitor in lieu of the original space, such other space as the VPPPA Region V Chapter deems appropriate, and the Exhibitor agrees to use such space under the same Rules and Regulations. The VPPPA Region V Chapter shall not be financially liable or otherwise obligated in the event that the Region V VPPPA Chapter Conference is cancelled, postponed, or relocated, except as provided herein. Indemnification: Conference attendees and guests, to the extent permitted by law, agree to indemnify VPPPA and its officers, directors, agents, and employees, of and from all claims, demands, or suits for personal injury or property damage, including costs and attorney fees, in any way arising out of or related to third party claims based on indemnifying party s negligent acts or omissions in connection with the Region V VPPPA Chapter Conference.

7 2018 Region V Conference Exhibit Floor Plan Questions & Key Contacts For information or questions regarding exhibit hall and space assignments, contact Region V Board Member Eric Siefker. Eric Siefker (419) siefkeej@proteccoating.com For questions regarding payment and/or registration for booth personnel, Registration@vpppa.org or call (703) Booth Location Region V will attempt to accommodate location requests and avoid proximity to similar products or services. Region V cannot guarantee placement. Booth number preference: Layout Subject to change Payment Information Return this form with payment. Payments made by credit card may be faxed to (703) (Attn: VPPPA Region V Conference/Expo) Check and Credit Card payments may be mailed to: ATTN: VPPPA Region V Conference/Expo 7600-E Leesburg Pike, Suite 100, Falls Church, VA Method of payment: Check # Credit Card: Visa MC AMEX Discover 1 st Choice 2 nd Choice 3 rd Choice Card # Exp. Date--- Print Name of Card Holder: Signature of Card Holder:

8 Exhibit Space Agreement Company Information Complete this agreement as it should appear in the event guide. Type or print clearly. Exhibit Contact Information Please list the individual to receive all information on exhibit logistics and operations. Company name Name Street Address/PO Box City State Zip By completing and signing this Exhibit Space Agreement Form/Contract, I acknowledge that I have read and agree to the terms and conditions of this contract for exhibit space and services. Phone Fax Website Signature Date Booth Early Bird Rate through January 31 Standard Rate February 1 through April 14 Late Rate April 15 through May 15 Amount 8 ft. x 10 ft. $595 $645 $695 Additional Booth Personnel (two included in registration) $150 per person Advertisement (conference guide) Inside front cover Inside full page Inside half page Inside back cover Back Cover Sponsorship (Conference) $750 color, $350 b/w $500 color, $250 b/w $300 color, $150 b/w $750 color, $350 b/w $1,000 color Bronze $500 - $999 Silver $1,000 - $2,499 Gold $ $4,999 Platinum $5000 and up Sponsorship (Golf Outing) - Sponsorship Deadline April 14th Hole Sponsor Longest Putt Longest Drive Closest to the Pin $100 (18 Available) $250 (2 Available) $250 (2 Available) $250 (2 Available) Golf Dinner $1,000 Golf Outing Registration Deadline March 31st Golf - 18 Hole Scramble TBD Total

9 Exhibit Booth Personnel Registration Form BADGES: For badge purposes, please list exhibit booth personnel as they want their name to appear on their badges. Two complimentary booth personnel with each reserved booth space. This allows admittance to all conference functions, including workshops, meals and receptions. If you require additional booth personnel, there is a charge of $150 per person. Booth personnel substitutions must be received in writing along with a completed registration form for substitute attendees. No substitution fee will be charged. *Indicates required information Complimentary Booth Personnel *Prefix Dr. Miss. Mr. Mrs. Ms. Rev. The Honorable * Name/Booth Personnel #1 *Designations (ie. CHP, CSP, CHST) *Phone *Title Fax * *Prefix Dr. Miss. Mr. Mrs. Ms. Rev. The Honorable * Name/Booth Personnel #2 *Designations (ie. CHP, CSP, CHST) *Phone *Title Fax * Additional Booth Personnel ($150 per person for additional booth personnel over complimentary two booth personnel allotment included in exhibitor fee. Please include quantity and total amount on payment form): *Prefix Dr. Miss. Mr. Mrs. Ms. Rev. The Honorable * Name/Booth Personnel #3 *Designations (ie. CHP, CSP, CHST) *Phone *Title _ Fax * Please copy this page for additional booth personnel