October 3 5 Ocean City, MD. Exhibitor & Sponsor Prospectus

Transcription

1 October 3 5 Ocean City, MD Exhibitor & Sponsor Prospectus

2 ATTENDANCE ATTENDEE PROFILE With only 24 school districts in Maryland, our attendance for the past five years has been impressive averaging 175 to 200 registrants. In 2017, 24 out of 24 school districts were in attendance. EXHIBITORS NETWORKING Over half of 2017 exhibitors intend on returning for 2018! 96% Some of last year s exhibitors included: Forefront Power Oak Contracting CareFirst MD Correctional Enterprise of 2017 participants said the Annual Conference was a great opportunity to network with colleagues & exhibitors. Educational Systems FCU McGraw Hill Education ABM Building Services Wye Rivers Technology

3 Thursday, Oct. 4 8:00A Exhibit Hall Opening 8:00A 9:00A Exhibit Hall Con t Breakfast 12:00P 1:15P Exhibit Hall Lunch 3:00P 4:30P Board Walk What's the Board Walk? Join us for a MABE tradition! In it s 17th year, participants take a stroll, walk or run down the Ocean City Boardwalk. Pack your sneakers & pick up a t-shirt so you can join in on this fun, informal networking event! Exhibit Space: Affiliates $520 Non-Affiliates $650 State Agencies $300 Non-Profits $300 Exhibit Space Includes: Signage Six foot covered table with two chairs Company listing in the conference program Conference registration list Continental breakfast at the opening of the Exhibit Hall

4 All sponsors are acknowledged: On a banner in the registration area In the conference program On the MABE website On the business meeting screen During the closing luncheon video On table tent cards (when applicable) On signage outside the event & at the podium (when applicable) Opportunity Co-Sponsor Exclusive Sponsor Additional Benefits President s Dinner $2,000 $8,000 Full page add in the conference program Business logo & description in the dinner program Additional thank you sign by the podium Promotional items in conference bags (provided by sponsor) Keynote Speaker (Wednesday or Friday) $2,500 $8,000 Full page ad in the conference program Logo & description on the speaker page of the program Credit on all keynote speaker marketing Additional thank you sign by the podium Promotional items in conference bags (provided by sponsor) Conference Tote Bag - $4,000 Logo featured on conference tote bag all participants receive Board Walk T-Shirt - $4,000 Logo featured on sleeve of t-shirt all participants receive Lanyards - $3,000 Logo featured on lanyard all participants receive President s Reception $2,500 $5,000 Opening Luncheon $2,500 $5,000 Closing Luncheon $2,500 $5,000 Exhibit Hall Lunch $2,000 $4,000 Leadership Luncheon $1,000 $4,000 Exhibit Hall Continental Breakfast $1,000 $3,000 Friday Continental Breakfast $1,000 $2,500 1/2 page ad in the conference program Logo featured on signage (where applicable) Business Meeting Refreshment $1,000 $2,000 Legislative Continental Breakfast $1,000 $2,000 Charging Station - $1,500 Coffee Coupon - $1,000

5 The small size of MABE s conference allows for one-on-one time with education leaders Enhance brand recognition to a targeted, engaged audience Showcase your products and services Stay up to date on the latest trends in public education Spend time with potential clients learning how you can meet their needs For more information visit mabe.org or contact Jackie Weisman, Director of Marketing & Communications jweisman@mabe.org

6 CONTACT PAYMENT PROGRAM SPONSORING Maryland Association of Boards of Education 621 Ridgely Ave, Suite 300, Annapolis, MD Fax: Annual Conference Sponsor October 3 5 Clarion Resort Fontainebleau Hotel, Ocean City, Maryland Event/item being sponsored: Amount: Check one: exclusive sponsor co-sponsor Business listing as it should appear in the conference program: Company name: Brief description (subject to editing) Address Phone number Website Contact name & title Contact All communications regarding sponsorship will be send to the person below. Please disregard if this is the same information as in the program listing. Name of contact: Title: Phone number: Payment method (check one): check enclosed invoice us for credit card use Please note: Payment must be received before business information and/or logo can be printed in/on conference materials. Please return form to the address above or send via to Jackie Weisman, Director of Communications & Marketing, jweisman@mabe.org MABE USE ONLY Date received: Payment received:

7 CONTACT PROGRAM BOOTH PAYMENT Maryland Association of Boards of Education 621 Ridgely Ave, Suite 300, Annapolis, MD Fax: Conference Exhibitor: Space and Application Contract October 3-5, Clarion Resort Fontainebleau Hotel, Ocean City, MD Date to Exhibit: Thursday, October 4, 2017 NOTE: Conference attendee registration form is not required for Exhibitors NOTE: Contracts not completed in full will be returned. Contract is subject to the Exhibitor s Rules & Regulations on back of form. Pertinent Dates: Aug. 11, $50 discount opportunity deadline (contract & payment received) Sept. 5, 2018 program listing deadline (contract & payment received) Number of spaces requested: Cost per booth (check one): $650 Non-Affiliate $520 MABE Affiliate $300 State Agency or Non-Profit Association Aug. 29, cancellation deadline (see contract item #5 for details) Payment method (check one): check enclosed invoice us through PayFlow Pro for credit card use Representative staffing booth: Any booth preference/requirement: Every effort will be made to avoid close proximity to competitors; however, this is not always possible due to space. Booth rental includes: Six foot covered table and two chairs Booth identification sign Listing in conference program Roster of conference attendees Extra items may be ordered using the hotel s service order form Conference program listing as it should appear in the program: Company name: Brief description (subject to editing) Address Phone number Website Contact name Contact title Contact All communications regarding exhibiting will be send to the person signing the contract below unless otherwise requested in writing. The undersigned hereby represents that he/she is authorized to execute this application on behalf of the exhibitor and to bind the exhibitor to all Exhibitor Rules and Regulations on the back of this form. This contract is executed on (month, date, year) Signature of person executing contract: Name of person executing contract (type or print) Title: Address: Phone number: Please return to the address above, or to: Jackie Weisman jackie@mabe.org. When accepted by MABE, the contract shall be binding. MABE USE ONLY Date received: No. of tables reserved: Total Space Rental: Payment via: Acceptance Contract: The application for exhibit space has been accepted and exhibit space will be assigned on site at the conference. Received $ Date Approved by For the Maryland Association of Boards of Education

8 EXHIBITOR'S RULES AND REGULATIONS 1. Contract for Space - Upon MABE's written acceptance of the space application and full payment of rental charges, a contractual relationship shall exist between the exhibitor and MABE in accordance with these Exhibitor's Rules and Regulations. 2. Exhibit Coordinator(s) - An exhibit coordinator(s) shall be designated by MABE. Only the exhibit coordinator(s) has the authority to act on behalf of MABE. 3. Payments for Space - The space application must be submitted with the full payment of the total space rental cost made payable to the Maryland Association of Boards of Education. No assignment of space will be made without full payment of total space rental unless prior arrangements have been made in writing with the exhibit coordinator(s). 4. Default in Occupancy - An exhibitor failing to occupy space contracted for is not relieved of the obligation of paying the full rental for such space. No telephone cancellations will be accepted by the Association. MABE shall have the sole right to use unoccupied space. 5. Cancellation - All cancellations must be submitted in writing to MABE. If notice of cancellation is made before August 29, 2018, a refund, less a $80 cancellation fee, may be issued. NO REFUNDS will be made unless and until all space is sold. 6. Installing and Dismantling - Complete installing and dismantling instructions and schedule of exhibit hours will be mailed as time permits prior to the conference. The exhibitor expressly agrees not to dismantle his exhibit or do any packing before 2:30 p.m., Thursday, October 4, All exhibits must be out of the hotel by 5:00 p.m., Thursday, October 4, Use of Space - All demonstrations, or other sales activities, must be confined to the limits of the exhibit space. Sales that include the payment of money or delivery of merchandise in the exhibit area are prohibited. (No exceptions.) No exhibitor shall assign, sublet, or share the space allotted nor shall anything be displayed beyond the table area unless approved by the exhibit coordinator(s). Displays shall not be placed in such a manner as to interfere with other exhibits. MABE reserves the right to exclude from exhibition any or all literature, illustrations, material, or products that in its judgement is not consistent with proper decorum of the educational exhibit. 8. Attendance - The Association shall have sole control over all admission policies at all times. Representatives of exhibitor will be required to pre-register and wear an appropriate badge while in attendance at the exhibit. Exhibitor shall not: (1) make any material change in its exhibit or the displays therein after the initial installation; or (2) fail to keep exhibit fully open and properly manned during the specified exhibit hours. 9. Exhibit Representative - Each exhibitor shall name one (1) person to be its representative. Such representative shall direct installation, operation, and removal of exhibit and be authorized to enter into necessary service contracts. 10. Special Lighting - All electrical connections, floodlights, and spotlights must be installed only by and with approval of the hotel electrician. A rate and order card will be mailed to each exhibitor upon request. 11. Noise-Making Exhibits - Exhibits that include the operation of musical instruments, radios, talking motion picture equipment, public address systems, or noisemaking machines must be conducted or arranged so that the noise resulting from the demonstration will not annoy or disturb adjacent exhibitors and their patrons. The exhibit coordinator(s) has final authority to resolve all disputes that may arise. 12. Liability - Responsibility for liability insurance is that of each individual exhibitor. Each exhibitor will hold free of liability, in connection with property damage or personal damage to his agents and employees, the headquarters hotel, the Maryland Association of Boards of Education, the show decorator and/or drayage agent, and employees of each organization for loss, theft, damage, or destruction of goods, or for any injury to himself or employees while in the exhibition; or for any damage of any nature or character. The exhibitor agrees to indemnify, defend, and hold harmless the Maryland Association of Boards of Education, its agents, employees, and officials, and any successor, from and against all suits, claims, damages, and costs, including reasonable attorney's fees, resulting from any injuries, costs, damages, or expenses caused by the actions of the exhibitor, its agents, or employees. 13. Fire Protection - No flammable fluids, substances, or materials of any nature, including decorative material that is not flameproof, may be used in the booth. Electrical wiring must conform with national Electrical Code Safety Rules. City fire regulations must be complied with. 14. Telephone Service - All exhibitors are responsible for arranging telephone service desired. Please contact the conference site coordinator for information. THESE REGULATIONS BECOME PART OF THE CONTRACT BETWEEN THE EXHIBITOR AND THE MARYLAND ASSOCIATION OF BOARDS OF EDUCATION. THEY HAVE BEEN FORMULATED IN THE BEST INTERESTS OF ALL EXHIBITORS. THE ASSOCIATION RESPECTFULLY ASKS THE FULL COOPERATION OF THE EXHIBITORS IN THEIR OBSERVANCE. ALL POINTS NOT COVERED ARE SUBJECT TO THE DECISION OF THE ASSOCIATION. Frances Hughes Glendening, Executive Director Maryland Association of Boards of Education

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10 Please check if NO services are needed EXHIBITOR SERVICE ORDER FORM Exhibits MABE EX1003 Wednesday, October 3, Thursday,October 4, 2018 Please complete and forward directly to the Clarion Resort Fontainebleau Hotel Please Print: Exhibitor Company Name: Contact Person: PREPAYMENT MUST BE SENT FOR SERVICE AND MAILED OR ED DIRECTLY TO: Allison Layton IF PAYING BY CREDIT CARD: CREDIT CARD NUMBER: Address: City/State/Zip: CCV: NAME OF CARDHOLDER: EXP: Phone Number: SIGNATURE: AUTHORIZATION SIGNATURE: (Please reserve the services indicated) CARDHOLDER PHONE NUMBER: ADDRESS FOR RECEIPT: Exhibit Material Storage: The hotel does not accept Exhibit materials delivered sooner than one week prior to the convention date. NO freight deliveries accepted to or from hotel unless there is a lift gate on the truck and appropriate manpower is sent to remove/replace deliveries on the truck. Other Requirements: If there are any unique requirements for exhibit space, please contact the Catering Department. Special Notice: No nails, bracing wires, staples or tape used in constructing displays may be attached to walls, floor or ceiling. All property damage by exhibitor s expense. All large exhibit items must use the freight elevator only. Permits for selling must be obtained prior to exhibit show and must be on hand during show hours. Shipping Labels: REQUIRE Name of Recipient, Company & Conference Exhibit items sent by trucking co. require complete Bill of Lading with the names of shipper and receipt MUST include address. (PO Box numbers are NOT acceptable for shipping via truck, UPS or FedEx) Return Shipping via FedEx and UPS require full name, address and telephone number. Prepayment is required for return shipping. There will be no direct billing extended for exhibit items. MAKE CHECKS PAYABLE TO: Clarion Resort Fontainebleau Hotel Coastal Hwy Ocean City, MD (410) or FAX (410) alayton@clarionoc.com EXHIBIT SERVICE CHARGES: 110V Outlets, Single Phase $50.00 x (Charged once per booth, per convention) Extension Cord (Per cord) $30.00 x Hardwired Internet Access $60.00 x ($60.00 per day/ per computer) Storage/ Delivery Charges- (Includes storage & handling to & from exhibitor booth from freight dock.) Box (Each) Pallet (Each) TOTAL AMOUNT DUE: Catering Office Use Only: Date Paid: $10.00 x $40.00 x $ Initials: