The Virginia Society for Respiratory Care Is proud to present The 40 th Annual May 22nd thru May 24th, 2017 2017 Vendor Packet
Host Hotel Hilton Virginia Beach Oceanfront 3001 Atlantic Avenue Virginia Beach, VA 23451 (757) 213-3001 Mention the VSRC Symposium by the Sea and receive a special discounted room rate. Single for $159.00 and a Double for $159.00 per night, plus taxes. A web link to the Virginia Beach Hilton for online registration is available on the VSRC Website at www.vsrc.org Make your room reservations by midnight April 27, 2017 to avoid the late reservation room rate increase. The VSRC will not be responsible for hotel reservations made for the scheduled event. The participant will be held accountable based on the hotels guidelines and rules for cancellation of reservations. Hilton Hotel Guest: Complimentary Self-Parking in the garage for overnight guest of the hotel. Valet parking for overnight guest is available at a rate of $16 per car. Attendees who are not guest of the Hilton Hotel: Valet parking is complimentary for attendees of the meeting. Please mention VSRC and tipping the valet is appreciated Garage parking for individuals attending a meeting is under the prevailing rate established by the city. The parking garage accepts cash only.
Colleagues: Join us at one of the largest respiratory care meetings on the east-coast, the 40 th Annual Symposium by the Sea sponsored by the Virginia Society for Respiratory Care. The VSRC is hosting its spring program May 22 nd thru May 24 th 2017 at the Hilton Virginia Beach Oceanfront Hotel in Virginia Beach, Virginia. We are sure you will thoroughly enjoy this panoramic venue! Once again the Program Committee has developed an outstanding line-up of nationally recognized speakers and topics to present to our attendees. When coupled with that great beach weather and great locale, it is an event you surely will not want to miss! The theme for vendor exhibits is MASQUERADE BALL! Have fun decorating your booth and compete for the best booth! Symposium Days/Hours: General Information Monday, May 22 nd 7:00am - 4:00pm Sputum Bowl 6:00pm -?? Tuesday, May 23 rd 7:00am - 4:00pm Casino Night 6:00pm 9:00pm Wednesday, May 24 th 7:00am - 3:00pm Vendor Days/Hours: Monday, May 22 nd, 2017 Exhibit Set-Up Vendor Hall Open Managers Reception in Vendor Hall 6:00am 10:00am - 11:00am 12:00pm - 3:00pm 4:30pm - 6:00pm Tuesday, May 23 rd, 2017 Vendor Hall Open 10:00am - 11:00am 12:00pm - 2:00pm Vendor Hall Closes at 3:00pm on Tuesday May 23 rd, 2017. All exhibitors must be broken down and removed from the Vendor Hall by 4:00 pm.
VSRC Rules and Regulations Badges for Exhibitors Two (2) badges accompany the standard booth price. This price covers admission to exhibit hall, all lectures, and social events. Greater than 2 vendor badges will require the purchase of additional vendor badges at a fee of $150 per badge. Those with badges may earn offered AARC CRCE hours. Liabilities The exhibitor agrees that the Virginia Society for Respiratory Care, its agents, and its employees: (A) will not be responsible for any damage to or for the loss or destruction of the exhibitor s property or injuries to the exhibitor, his representatives, agents or employees: all claims for any such loss, damage, destruction, or injury being expressly waived by the exhibitor; (B) will be exempted from or indemnified for any claims for injury to any exhibitor s representatives or employees. The Virginia Society for Respiratory Care, its agents, and its employees will not be liable for failure to hold the exhibit as scheduled. Payments for booth space will be returned in that event except that no expenses incurred in connection with the exhibit will be deducted if the exhibit is called because of fires or any act of God, or public enemy, or strike, or epidemic, or any law or regulations of public authority, which makes it impossible or impractical to hold the exhibit. Payment and Cancellations In applying for space, the exhibitor will pay the cost of the space with the application. Payment is expected prior to the conference date. In the event of a cancellation by the exhibitor, the VSRC has the right to retain all booth fees if a cancellation is received less than 14 days prior to the scheduled event. If a cancellation is received 14 days or greater prior to the event, a fee of $150 will be retained. The VSRC also has the right to rent the vacated space to another vendor once a cancellation is confirmed between the requesting vendor and an identified VSRC vendor coordinator. Admissions The VSRC will have sole control over all admissions of persons. All persons visiting the exhibit area will be admitted according to the rules and regulations of the exhibit as issued or amended by the authorized representatives for the VSRC. Objectionable Material and Activities Authorized representatives of the VSRC reserve the right to request modification of any questionable exhibit. Flammable substances are subject to local fire code. Contact the hotel convention coordinator for specific information. It is the responsibility of each company to appropriately ship booth equipment at their own expense. Agreement By purchasing this booth, the exhibitor agrees to abide by these rules and regulations and the decisions of the VSRC. Failure to abide by these rules may result in expulsion from the planned event. Service Contractor DunMar Exhibit Services has been designated as the official service contractor of the 40 th Annual Symposium by the Sea. Shipping Information: Hilton Virginia Beach Oceanfront 3001 Atlantic Avenue Virginia Beach, VA 23451 ATTN: Wanda Browning C/o VSRC Conference Emergency Cancellations will be reviewed by the VSRC Executive Board of Directors and refund eligibility will be decided on a case by case basis. Contacts: Terrell Downing (757) 647-0686 Andranette Johnson
Security The VSRC will provide security to the exhibit hall from Monday, May 22 nd and extending until the closing of the exhibit hall on Tuesday, May 23 rd at 3:00pm. Despite these precautions, neither the VSRC nor the Hilton Virginia Beach Oceanfront Hotel can assume responsibility for the loss of, or damage to, exhibitors property. Exhibitors are encouraged to take precautions to protect their own property and to arrange for appropriate insurance against loss. {EXHIBITOR} hereby assumes entire responsibility and hereby agrees to protect, defend, indemnify and save Hotel, its owners, its operator, and each of their respective parents, subsidiaries, affiliates, employees, officers, directors, and agents harmless against claims, losses or damages to persons or property, governmental charges or fines and attorney s fees arising out of or caused by its installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof, excluding any such liability caused 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 agreement, in an amount not less than $2,000,000 Combined Single Limit for personal injury and property damage. Hotel, its owners and its operator shall be included in such policies as additional named insured s. In addition, {EXHIBITOR} acknowledges that neither Hotel, its owners, nor its operator 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.
VSRC 40 th Annual Symposium by the Sea Fee Schedule Electrical connections are available for all booths. Gold Booth $1,500.00 Gold booths include one 6' table, two chairs, and are located in high exhibit hall traffic areas. Two exhibitor badges accompany the Gold booth. Standard Booth $750.00 Standard booth includes a 6 table, and two chairs. Two exhibitor badges accompany the standard booth. Additional Vendor Badge $150.00 EXCLUSIVE sponsorships provide your company additional advertising! Sponsorship will include exclusive signage at event and announcements of appreciation during the program. Breakfast Monday, May 22nd $500.00 Sputum Bowl Monday, May 22nd $1,000.00 Breakfast Tuesday, May 23rd $500.00 Lunch Tuesday, May 23rd $750.00 Casino Night Tuesday, May 23rd $1,000.00 Breakfast Wednesday, May 24th $500.00
Virginia Society for Respiratory Care 40 th Annual Symposium by the Sea Vendor Exhibit Layout Gold Booths: 29 through 36 Single Booths: 1 through 28 Lectures held in Salons A & B, food and beverages to be served in the Peacock Foyer.
Registration Process All vendor registration will be handled online through CVENT. You may access the CVENT registration process by visiting the VSRC website at www.vsrc.org. If you are unable to register online, contact Terrell Downing at 757-647-0686. She will be able to register you into CVENT to reserve your booth. Look at the Vendor Floor Plan above and choose 2-3 booth spaces. Once in CVENT, the booth you want may already be taken. Please have addition choices ready when registering. Dietary Needs: If you have any special dietary needs, note that during online registration in the designated area. Processing of Fees During the registration process through CVENT you will be asked to provide a payment method of choice; either online credit card transaction (VISA, MC or AMEX, we do NOT take Discover) or by submitting a check. Payments by check made payable to Virginia Society for Respiratory Care and mailed to the VSRC Treasurer at the address listed below: Ken Ours VSRC Treasurer 9508 Nassington Ct. Richmond, Va. 23229 Tax ID# (W-9 form) - Available upon request: koursrrt@gmail.com