Print or Type all information Sign-up online at www.bitsworkshop.org/expo or complete & return EXPO Application March 5 8, 2017 Hilton Phoenix/Mesa Mesa, Arizona COMPANY INFO (Company Name, Address & Website as desired in BiTS promotional material) Company Name Street Address City State Zip Country Website Products and/or Services being exhibited Preference for non-adjacent exhibitors (BiTS will make every effort to accommodate your request) COORDINATOR AUTHORIZED REPRESENTATIVE (Company s Contact for BiTS to direct further EXPO communications) Name: Title Street Address: City State Zip Country Tel Fax E-mail (Company s authorized exhibits approver) We hereby apply for exhibit space at BiTS 2017. In signing this contract we understand and agree to abide by the terms of this agreement. Name: Title Street Address: City State Zip Country Tel Fax E-mail Signature Date BOOTH OPTIONS (Select Booth Size and Quantity) Select one One 8 foot wide booth $1,500 Two 8 foot wide booths $3,000 One 10 foot wide booth $1,850 Two 10 foot wide booths $3,700 Early-Bird Signup early to receive discounted pricing 10% off through 10/1/2016 PAYMENT CHECK (payable to: BiTS Workshop) - Checks MUST be drawn on a US bank CREDIT CARD (Check one): Visa MasterCard American Express Card Number Expiration Date (MM/YY) CVV2 Code * Exact Name as it appears on Credit Card If paying by check, deduct discount from your check; if by credit card, amount charged will reflect the discount SIGNATURE (includes acceptance of EXPO agreement terms) Billing Street Zip Code Address *(AMEX: on front; City State Country VISA/MC: on back) All payments must be made in US dollars, drawn on US banks. Wire transfers are also accepted. There will be a $50 fee assessed for returned checks. Once application is accepted, there are no refunds for cancellation by the exhibitor. Your registration fee will be fully refunded if there is a cancellation by BiTS. SUBMISSION Email or mail your completed application with full payment to the BiTS Registration Office: BiTS Workshop ATTN: BiTS EXPO Registration PO Box 1053 Los Altos, CA 94023 registration2017@bitsworkshop.org May 26, 2016 BiTS 2017 EXPO Application v1.0
BiTS Workshop - EXPO Agreement REGISTRATION PROCESS Submit fully filled-in EXPO Registration Application with payment to the BiTS Registration Office (see Application Form for submission information). BiTS 2016 Exhibitors have priority for the limited booth space - this priority expires at 11:59 PM Pacific Time on November 1, 2016. This priority applies to the booth size/quantity occupied at the BiTS 2016 EXPO. BiTS 2016 Exhibitors: though we are unable to guarantee your same booth location at BiTS 2016 EXPO, unless you indicate otherwise BiTS typically tries to place you in the same booth location year-to-year. However due to space and layout limitations, any change in booth size/quantity increases the likelihood of a change in your booth location. Notification by the BiTS Registration Office whether EXPO Registration Application is accepted. Notification will be sent within 10 days if you exhibited at BiTS 2016; otherwise it will be by October 10, 2016 or within 10 days if EXPO Registration Application is submitted after November 1, 2016. At Notification, accepted applications will receive: Registration Confirmation/Receipt Instructions for submitting online Exhibitor Badge information Request for exhibiting company's Proof of Insurance or acceptance of liability NOTE: Exhibitors must submit Proof of Insurance or acceptance of liability before March 1, 2017 to the BiTS Registration Office Subsequently (on or about February 1, 2017, accepted EXPO applicants will receive an Exhibitor Kit which will include: Ordering information/instructions and pricing for optional items: additional electric service (beyond the complimentary standard outlet) telephone and internet utilities additional decorating Shipping, storage, installation and dismantling instructions and pricing Notification by the BiTS Registration Office of EXPO applicant's Booth location(s). Notification will be given on or about February 1, 2017. Page 1 of 7
Exhibitors pick up their badge(s) and other registration material at the BiTS onsite registration desk. PAYMENT SCHEDULE The EXPO registration fee is $1500 per 8 foot booth (maximum is two 8-foot booths - limited availability); $1850 per 10 foot booth (maximum is two 10-foot booths - limited availability). The registration fee must be submitted with this application; it is fully refundable if application is not accepted. Payment is to be by credit card or by check drawn on a U.S. bank; purchase orders cannot be accepted. For Early-Bird registrations (registrations submitted through October 14, 2016), there is a 10% discount on the above fees; If paying by check, deduct the discount from your check payment; if paying by credit card, the amount charged will reflect the discount. Note: BiTS may be able to accommodate one 8-foot booth plus one 10-foot booth; please contact the EXPO registration office to discuss availability, location options and pricing. CANCELLATION Once this application is accepted there are no refunds for cancellations by the exhibitor. NOTE: Your registration fee will be fully refunded if there is a cancellation by BiTS. REGISTRATION INCLUDES Pipe and Draped Booth Space for the selected size booth(s). All booths are 6 feet deep, with draped and skirted table, 2 chairs, ID sign with company name and a wastebasket Standard electrical outlet (110V power strip) Exhibitor badge for each of your two exhibit staff (*). Additional badges may be purchased for $490 each in advance or $580 on-site. Exhibit staff (*) invited to all meals and social events throughout the entire BiTS Workshop. Company name listing on the BiTS Website's EXPO page (for a period of time before and after BiTS 2017), with a link to your homepage Page 2 of 7
Company name listed in the BiTS 2016 Proceedings (distributed to every full conference attendee) Company name, color logo, brief description and key contact information listed in the BiTS 2017 Workshop Guide & Directory of Exhibitors (distributed to all registered BiTS participants) Approximately 6 total hours of exhibit time across 2 days (Monday March 6, 2017 and Tuesday March 7, 2017). Exact scheduled times will be determined no later than January 13, 2017. Priority for same size/quantity booth space at BiTS 2017 EXPO (*)These Exhibit Staff badges permit the badge holder to participate in the EXPO, attend all social events including the BiTS Social Event (Tuesday evening after the EXPO closes), and all meals throughout the entire BiTS Workshop. There is an additional, separate registration fee to attend the BiTS workshop's technical program. EXPO Only registrations are for employees or agents of companies other than exhibitors and sponsors. Additional decorating items, upgraded electrical service and telephone & internet utilities are optional and incur an additional charge; drayage charges are extra. The Exhibitor Kit containing detailed information will be sent to registered exhibitors. NOTE: Deliverables (e.g. company logo, information for the Exhibitor Directory, staff names for badges, etc.) and their due dates will be communicated to you by the BiTS Registration Office after acceptance of your BiTS EXPO Application. PUBLICITY BiTS 2017 Exhibitors will be listed in the BiTS 2017 Proceedings* (distributed during the BiTS 2017 Workshop to all full conference attendees) and the BiTS 2017 Exhibitor Directory (distributed during the BiTS 2017 Workshop to all registered BiTS 2017 participants) and exhibitor company names will be posted to the BiTS website (for a period of time before and after BiTS 2017). NOTE: Submit Exhibitor Directory Information when requested by the BiTS Registration Office. Page 3 of 7
* may be in a hardcopy or an electronic version; or both Due to printing deadlines, registration applications must be received by January 13, 2017 to be listed as noted above. BiTS Sponsorship & Advertising opportunities are available to increase extend your reach beyond your exhibit booth. Information on Sponsorship & Advertising opportunities, including available packages and pricing, is sent to each registered exhibitor and is posted to the BiTS website (http://bitsworkshop.org/sponsor). EXHIBIT SPACE All exhibit booths will be located in the Atrium, and the Pueblo & Kachina Ballrooms. The general layout of the exhibit booths will be posted to the BiTS website (www.bitsworkshop.org). The exhibit areas are NOT secured during non-exhibit times. Typically the Pueblo and Kachina doors are locked, however the Atrium remains open. Please do not leave valuable items in your booth. Special security needs are the responsibility of the exhibitor. Booth locations are selected at the discretion of the BiTS Workshop. Every effort will be made to accommodate your request for non-adjacent exhibiting companies. The BiTS Registration Office will notify the exhibitors of their booth location on or about February 1, 2017. The number of exhibit booths is projected to be approximately 50. Booths will be allocated on a first come - first served basis, after priority is given to BiTS 2016 exhibitors (applies to the booth size/quantity occupied at the BiTS 2016 EXPO). This priority expires on November 1, 2016. Booth space: all booths are 6 feet deep; booth width is determined by the size and number of booths selected (tabletop displays). Freestanding backdrops are allowed - the maximum dimensions for booth backdrops are 8' high and with a width determined by the size and number of booths selected: the width of the backdrop must be no wider than the booth width. All Booths will have pipe & drape, a draped and skirted table, 2 chairs, an ID sign with company name and a wastebasket. Exhibitors are not permitted to move or remove the booth partitions without the approval of the EXPO coordinator. Exhibitors may select from 4 booth options: One 8 foot wide booth Page 4 of 7
Two 8 foot wide booths (a 16 foot wide booth) One 10 foot wide booth Two 10 foot wide booths (a 20 foot wide booth) Note: BiTS may be able to accommodate one 8-foot booth plus one 10-foot booth; please contact the EXPO registration office to discuss availability, location options and pricing. Exhibitors are permitted to have additional (and appropriate) booth lighting. Note: there is a separate charge for additional electric service (beyond the complimentary standard outlet). Booth locations are determined at the discretion of the BiTS Workshop. Sponsorship level and Seniority (frequency / continuity of exhibiting at BiTS) will be a basis for determining booth location. Subsequent changes require the General Chair's approval. OTHER TERMS 1. MODIFCATIONS The BiTS Workshop reserves the right to make modifications to the EXPO plans and guidelines as deemed necessary by the BiTS Workshop to enable and or assure the effective operation of the EXPO. BiTS will advise exhibitors promptly of modifications. 2. QUALIFICATIONS Companies exhibiting must be manufacturers or representatives of manufacturers that produce products and services, which conform to the subject matter covered within the scope of the BiTS Workshop or are used in relevant ancillary work (such as trade magazines or books, software houses, etc.) The BiTS Workshop reserves the right to determine the eligibility of any product or service to exhibit. Only the registered company may exhibit at the booth; booths may not be shared with another company. 3. SHIPPING, INSTALLATION AND DISMANTLING You will be provided with Shipping, Installation and Dismantling Page 5 of 7
information/instructions (within the Exhibitor Kit) on or before February 1, 2017. The exhibiting company is responsible for all shipping, drayage, set-up, storage and utilities costs. Exhibit equipment and materials are to be forwarded to the designated drayage company in accordance with the specific information within the Shipping, Storage, Installation and Dismantling instructions. Do not ship directly to the hotel. Exhibits may be set-up beginning on Sunday March 5, 2017. See the Shipping, Storage, Installation and Dismantling Instructions for specific set-up guidelines and the set-up schedule (to be provided on or about February 1, 2017 within the Exhibitor Kit). The packing of merchandise and dismantling of exhibits shall not start until the specific date and time specified in the Shipping, Storage, Installation and Dismantling Instructions. 4. SAFETY The exhibiting firm agrees that the first priority of all personnel in the booth shall be the safety of those attending the EXPO during, before or after the EXPO hours. Fire regulations require all display material used for decoration to be flameproof. Any or all electrical equipment used in conjunction with the exhibit's installation, operation and dismantling shall be in good operable condition and able to pass the inspection of the local Fire Underwriters Inspection Bureau. An excessive amount of materials stored around or behind the exhibit is prohibited. Materials, which are stored in these areas, shall not block access to the exhibit, or necessary areas of maintenance, or cover electrical wires or outlets. 5. INDEMNIFICATION AND LIABILITY The exhibiting firm, its agents, employees, contractors, representatives or guests assume and agree to indemnify, protect, save and hold harmless BiTS Workshop, BiTS Workshop volunteers, the hotel, and their agents, employees, contractors or representatives from and against all losses, damages, injuries, claims, demands and expenses of any kind and nature arising due to the exhibiting firm's negligence or the negligence of its agents, employees, contractors, representatives or guests during participation in the exposition or during the installation or dismantle period. Page 6 of 7
The exhibiting firm agrees to pay promptly for any and all damage to the hotel incurred through negligence, intentional acts or otherwise, of the exhibiting firm, its employees or agents. If the exhibiting firm's material or personnel fail to arrive, the exhibiting firm is nevertheless responsible for its space rental. 6. INSURANCE All property of the exhibiting firm is understood to remain under its custody and control in transit to and from or within the hotel. Neither BiTS 2017 nor BiTS Workshop maintains insurance covering exhibiting firm's property. The exhibiting company will provide the BiTS Workshop Registration Office with Proof of Insurance or acceptance of liability by March 1, 2017. 7. LAWS APPLICABLE This Agreement shall be governed by the laws of the State of Arizona. 8. DEFAULT If this contract is violated, exhibiting firms will not be permitted to set up their exhibits, or will be subject to eviction without refund. BiTS EXPO CONTACTS For BiTS 2017 EXPO Registration information or general questions, contact: BiTS MAIN OFFICE & BiTS 2017 EXPO REGISTRATION OFFICE Phone: +1 650-690-2395 EMAIL: registration2017@bitsworkshop.org BiTS EXPO COORDINATOR Owen Prillaman Phone: +1 770-424-6165 EMAIL: techconnectsales@gmail.com Page 7 of 7