Table of Contents: General Information 2 Deadlines 3 Exhibitor Information 4 Order Form Information 5 Program Ad Specifications 6 Package Handling Procedure 7 Griswold v. Connecticut Gala Flyer 9 Exhibit Regulations 10 1
Exhibitor Information Thank you for reserving exhibit space at NFPRHA s 2017 National Conference, taking place March 5-7, at the Washington Hilton in Washington, DC! Preliminary Exhibit Hall Schedule Our exhibit program has been designed to give you the most opportunity for contact with our conference attendees. Times are subject to change. Sunday, March 5 Tuesday, March 7 Move In: 8:00 a.m. 11:30 a.m. Exhibit Hall Hours: 7:00 a.m.-1:15 p.m. Exhibit Hall Hours: 12:00 p.m. 7:00 p.m. Move Out: 1:30 p.m. 5:00 p.m. Monday, March 6 Exhibit Hall Hours: 8:00 a.m. 4:00 p.m. Preparing for your Exhibit Rental of exhibit space includes a 6-foot by 30-inch draped table and two chairs. If you have any additional technical needs (e.g., power strips, equipment rental) please see page four for next steps. Up to two representatives from each exhibiting company (three for Premium Exhibitors) may attend conference events that take place at the Washington Hilton. Please complete and return the attached information forms. If you wish to attend the Griswold v. Connecticut Gala Reception that will take place on Tuesday, March 7, tickets may be purchased through the attached form and online. Accommodations The conference will be held at the Washington Hilton. Use the website to book a room in the block by January 31. If you need any additional information please contact Julia Dieperink with any questions at (202) 293-3114, ext. 220 or jdieperink@nfprha.org Raffle This year, NFPRHA will again offer conference attendees the opportunity to win prizes while interacting with exhibitors. Attendees who visit exhibit booths, talk with the representatives, and get signatures from exhibitors can submit their signature card for a prize drawing. If you choose to collect contact information through a prize drawing, NFPRHA would be happy to announce your winners during the closing session of the conference. Thanks for your participation. We look forward to seeing you in March! 2
Deadlines January 13, 2017 Exhibit sales commitment deadline (no refunds or cancellations after this date) January 20, 2017 Travel assistance application due January 27, 2017 Exhibitor payment due Exhibitor Listing Deadline for Printed Program Ad space reservation January 31, 2017 Hotel deadline February 2, 2017 Program book ad materials due Signage deadline February 15, 2017 Tote Bag Insert Materials due Raffle Prize Due 3
Exhibitor Information Form With your exhibit, up to two representatives from your company/organization may attend conference events that take place at the Washington Hilton. Please supply the name and contact information of representatives who will attend the conference. The following information will be used to create exhibitor name badges and your company listing in the program book. Company Name (as it should be listed in the program): Company Website: Address: City, State Zip: Attendee One: Name: Title: Phone: Email: Attendee Three (Premium Exhibits Only): Name: Title: Phone: Email: Attendee Two: Name: Title: Phone: Email: 4
NFPRHA Exhibitor Order Form This year all equipment and service request must be completed online by following these steps: 1) Click link and click New Registration 2) Once you have created an account, search for Event NFPRHA 3) Exhibitors can now order audio visual, hard-wired internet, and electrical service. Please reach out to Samantha Blake at sblake@nfprha.org if you have any trouble using the site. 5
PROGRAM ADVERTISING SPECIFICATIONS ADVERTISING MATERIALS MUST BE RECEIVED BY FEBRUARY 6, 2017. PLEASE READ CAREFULLY. SUBMISSIONS THAT DO NOT MEET THESE GUIDELINES MAY NOT BE ACCEPTED OR MAY BE SUBJECT TO FILE ALTERATION FEES. MATERIALS SUBMISSION: Publication Trim Size: 8.5 wide x11 tall. Ad sizes details at right. Be sure prepare artwork to the proper orientation/ad dimensions to avoid alteration fees. Files must be submitted electronically by compressed ZIP archive via email to jdieperink@nfprha.org or on a CD-R via mail to the address below. When submitting files by email, please write ARTWORK SUBMISSION in the subject line, followed by the advertiser name and ad size. You should follow-up with a phone call to ensure receipt if you do not receive a confirmation reply. Advertisers should supply a printed proof at 100% to ensure accurate reproduction. You may submit this proof along with your electronic materials by mail. If emailing your artwork file(s), you should fax a proof of your ad to NFPRHA, attn. Julia Dieperink, at (202) 293-1990. NFPRHA will not be responsible for printing errors on ad submissions not accompanied by a printed proof. ACCEPTED FILE FORMAT: ADOBE PDF Files must be created at 100% of output size, WITH CROP MARKS (and bleed extending 0.125 beyond crops on all sides for ads that bleed). Graphics must be optimized for printing output, with images at a minimum resolution of 300 dpi, and all fonts MUST be embedded. PDF files meeting the specs above are the ONLY acceptable file formats for your ad artwork submission. Artwork files submitted in any other application/format or not sized to the contracted specifications may incur alteration fees at a rate of $75 per hour, and exact reproduction is not guaranteed. 1/4 page 3.5 wide x 4.75 tall B 1/2 page 7.5 wide x 4.75 tall C A Full Page No Bleed 7.5 wide x 10.5 tall Questions regarding advertising should be directed to: Julia Dieperink 202-293-3114 ext. 220 jdieperink@nfprha.org 1627 K St. NW, 12th Floor, Washington, DC 20006
Package Handling Procedure The Washington Hilton provides a full-service Package Room staffed to provide on-property package handling to our guests. A direct dial button is available from any house phone or dial 3998. Fees Handling fees are assessed for each package received by the Hotel. Fees are determined by the size and weight of the shipment according to the following scale: Boxes: $10 per box or $.32 per pound (if over 32 lbs.). Handling fee includes first movement to its final location. Additional movements: $2 per package. Package Collection Packages will be assigned a Shipping Form consisting of recipient s information, tracking number, name of carrier and weight before being stored. Other information that may be obtained is the recipient s associated group name or booth. Recipient must present ID at time of delivery. Shipping These services are NOT intended for Exhibitors. Any materials affiliated with an Exhibit Show must be shipped through the official designated Drayage Company, following all guidelines indicated in the Exhibitor Prospectus. Exhibitor freight will not be accepted by the Hotel. Incoming Packages Shipments to the Hotel are received, stored and delivered by our Package Room. Storage in the Package Room is limited. We ask your cooperation in shipping in a timely manner, no more than 3 days prior to the start of the event. All in coming packages are stored at a designated package room storage location until each is claimed by its recipient. ID will be required at the time of delivery. Standard Group Shipping must be addressed as follows: Actual Recipient Group Name Guest Arrival Date Washington Hilton 1919 Connecticut Avenue, NW Washington, DC 20009 Box 1 of X *** Please note that boxes will not be accepted by the hotel without the actual recipient name 7
Table top Exhibitors Shipments must be addressed as follows*: Actual Recipient Exhibitor Company s Name/ Booth Number Group Name Guest Arrival Date Washington Hilton 1919 Connecticut Avenue, NW Washington, DC 20009 Box 1 of X Applies to small table top exhibit up to 50 table tops and when no general contractor has been hired by the organization planning the event. For security reasons, all unidentified shipments or questionable packages will be refused. The Hotel policies on safe package handling are based on advice from the United States Postal Service (USPS) and the Federal Centers for Disease Control and Prevention (CDC). Outgoing Packages Boxes must be properly closed and labeled (pre-paid or with account number). Boxes without payment information or complete destination address will not be shipped out. Guests will be responsible for the packing of all return packages. The Package Room offers both ground and air shipping. If you wish to ship using your own account number from a carrier, a preprinted air bill from the carrier with the account number generated by the carrier should be provided. If you do not have a preprinted air bill, the package room will use their air bill and can charge your room, VISA, MasterCard, or American Express account. Hotel service fees are determined by the size and weight of the shipment according to the following scale: Outgoing shipments: $5 per box or 16 per pound. Please note this fee is not the freight charge. Actual freight charge is determined based on the carrier of your choice, e.g., FedEx, UPS, DHL, etc. No COD packages will be accepted. Retention Packages will be stored for a period of thirty (30) days. Within the thirty day period, the package room staff will notate a record of at least three (3) attempts to contact the package recipient. After the thirty day period, all unclaimed packages will be taken to lost and found for disposition. 8
Griswold v. Connecticut Gala Reception Tuesday, March 7, 2017 6:30 p.m. to 8:30 p.m. The Washington Hilton 1919 Connecticut Avenue NW Washington, DC 2009 The Griswold v. Connecticut Supreme Court decision recognized an individual's right to privacy in family planning and provided the legal basis for the high-quality family planning care NFPRHA members provide. Join us at this annual evening reception as we celebrate NFPRHA's commitment to increasing access to family planning services and improving public health and the extraordinary people who make accessible, highquality, affordable family planning a reality. To reserve tickets please visit the NFPRHA registration page and scroll down to Solo Griswold Ticket and include the quantity you wish to purchase, each ticket is $150. Payment can be made by card or an invoice is available. If you have any questions please reach out to Julia Dieperink at jdieperink@nfprha.org. 9
Exhibitor Regulations Eligibility: The NFPRHA National Conference exhibit opportunity is designed to showcase information, ideas, products, and services for NFPRHA members and Conference attendees. To fulfill this goal, the association reserves the right to review all exhibit applications for eligibility to ensure exhibited items and materials are consistent and compatible with NFPRHA s mission. NFPRHA reserves the right to restrict or remove exhibits that become objectionable because of noise, method of operation, materials, or for any other reason, and to prohibit or evict any exhibit that in the opinion of NFPRHA may detract from the general character of the NFPRHA National Conference as a whole. In the event of such eviction, NFPRHA is not liable for any refunds or other exhibit expenses. On-Site Sales: Exhibitors are permitted to sell merchandise or take orders in their designated exhibit space. It is the exhibitor s sole responsibility to secure the required licenses or permits as required by law, to collect and remit sales taxes, and to execute any other legal business requirements. A copy of the license or permit must be furnished and on file with NFPRHA prior to the exhibition s opening. Promotional Activities and Use of Space: Demonstrations, interviews, literature distribution, or other promotional activity must be confined within the space assigned to the exhibitor. Exhibitors are prohibited from assigning, subletting or sharing exhibit space without NFPRHA s consent. Exhibitors wishing to serve food and beverage must obtain NFPRHA s approval. Organizations or companies that have not contracted to exhibit may not solicit business within the designated exhibition space. Exhibit Construction: Any part of the exhibitor s display occupying the back half of the designated exhibit booth space must not exceed 8 in height. Interference with other exhibitors light and space is prohibited. Early Dismantling: Early dismantling is disruptive to the conference and undermines the attendee experience. Please keep this in mind when making staffing decisions and travel arrangements for the final day of the exhibition. Exhibitors who cease conducting business, pack, tear down, or dismantle during scheduled exhibiting hours may forfeit their eligibility to exhibit at future NFPRHA events. Care of the Facility and Equipment: Exhibitor, or their agents, must not injure or deface the walls or floors of the building, the booth area, or booth equipment that may be provided or rented. Nothing may be posted on, tacked, nailed, screwed, or otherwise attached to columns, walls, floors, or other parts of the building or furniture. When such damage occurs, the exhibitor is liable to the owner of the property so damaged. All materials used in decoration must be flameproof and electrical wiring must conform with National Electrical Code Safety Rules. Combustible materials or explosives are not permitted in the exhibition area. Security: NFPRHA will provide necessary security during hours the exhibits are closed. Exhibitors are solely responsible for their own exhibit materials and should insure the exhibit against loss or damage from theft, accident, vandalism, fire, or other causes. The exhibitor s property is understood to remain in the exhibitor s care, custody, and control in transit to, from, or within the designated exhibition area. Liability: Neither NFPRHA, nor the venue, nor any vendor engaged to provide services to the exhibition and conference, nor employees, officers, agents, directors, or representatives are liable for any damages or loss that may occur to the exhibitor or to the exhibitor s employees or property from any cause whatsoever, insurance and liability are the full and sole responsibility of the exhibitor. The exhibitor, on signing this contract, agrees to indemnify and hold forever harmless the aforementioned for any and all liability and expense for personal injury, accident, or property damage from fire, theft, destructive causes, or loss arising out of, in, at or in connection with the exhibitor s display. Payment and Cancellation Policies: To reserve exhibit space, complete the exhibitor application and return it to NFPRHA with payment in full (see payment instructions). Exhibit space will not be considered sold until full payment is received. All cancellations must be made in writing to NFPRHA. If NFPRHA receives the cancellation notice on or before 5 PM on January 13, 2017, a refund equal to thirty-three (33) percent of the payment will be made to the exhibitor. No refunds will be made after January 13, 2017 other than an event of force majeure or cancellation by NFPRHA. Force Majeure: If an event of force majeure occurs such as flood, fire, strike, riot, civil commotion or other uncontrollable circumstance that results in the exhibition area unfit or unavailable for use, or if the National Conference is cancelled for any reason by NFPRHA within 10 days of the opening date of the National Conference, fifty (50) percent of the exhibit space fee will be refunded. 10