exhibitor brochure - Public Housing Authorities Directors Association
Contents
1. 511 Capitol Court NE Washington DC 20002 4937 RETURN SERVICE REQUESTED PHADA 2014 Annual Convention amp Exhibition n behalf of PHADA I invite you to participate in PHADA s 2014 Annual Convention and Exhibition June 1 4 at the New Orleans Marriott Hotel At this year s exhibition vendors will have the opportunity to market their goods and services as well as network with public housing executive directors commissioners and staff members The exhibition hall is also the hub for networking receptions on Sunday and Monday and breakfast on Monday and Tuesday You can maximize your exposure by becoming a sponsor Sponsorship packages are outlined in this brochure We help make your participation a success by providing you with a high value booth package at a low cost Our staff is eager to assist you with all of your requests We are looking forward to working with you to make this show a success for our vendors If you have any questions about the conference or exhibition please contact Stephanie White at swhite phada org or 202 546 5445 Sincerely a AT y fe f Timothy G Kaiser Executive Director Hotel Registration Call 800 266 9432 to make reservations at New Orleans Marriott Hotel Mention that you are attending the PHADA meeting New Orleans Marriott Hotel 555 Canal Street New Orleans Louisiana 70130 For hotel reservations go to www phada org for link Cut off date Monday2. May 5 2014 Please only reserve rooms that you are certain you will use BEFORE YOU CANCEL YOUR RESERVATIONS WITH THE MARRIOTT PLEASE CONTACT PHADA FIRST AT 202 546 5445 Reserving rooms that you do not ultimately use is detrimental to PHADAs room block Reserving rooms only as you need them will make it possible for all attendees to stay at the conference hotel and will help PHADA fulfill its contractual requirements After May 5 2014 any unsold rooms in the PHADA room block will be released for sale to the public Room Rate 174 00 single double Room rates are per night plus applicable tax Exhibition Schedule Schedule items and times are subject to change Exhibits will be located in the New Orleans Marriott Sunday June __ S 8 00 am 3 30 pm 5 30 pm 7 30 pm 7 30 am 8 30 am 8 30 am 10 15 am 10 15 am 5 00 pm Exhibition Open 5 00 pm 7 00 pm Continental Breakfast in the exhibit hall Bollinger Scholarship Luncheon Exhibitor Tear down Exhibit Package 650 for PHADA Affiliate Members 700 for non PHADA Affiliate Members e 8x10 pipe and drape booth One 1 X 30 skirted table Two 2 side chairs One 1 wastebasket One 1 7 x 44 identification sign e Up to two 2 complimentary conference registrations for booth personnel additional booth staff must register for the con ference No Exceptions Exhibitor registration includes access to all education sessions two receptions three conti
3. pipe and drape painting hanging of signs and or decorative materials from the ceiling placement of all signs and the erection of platforms used for exhibit purposes 19 FREIGHT HANDLING All work involved in the loading and unloading of all trucks trailers and com mon and contract carriers as well as the handling of empty crates and the operation of material handling equipment is under union jurisdiction The union also has the jurisdiction of the unloading uncrating unskid ding leveling painting and assembly of machinery and equipment as well as the reverse process An Exhibitor may hand carry material provided that they do not use material handling equipment When exhibitors do choose to hand carry material they may not be per mitted access to the loading dock freight door areas All Exhibitors are expected to comply with any union requirements in effect THESE RULES AND REGULATIONS become part of the contract between the Exhibitor and PHADA They have been formulated for the best interests of the Ex hibitors and PHADA The rules and regulations of the New Orleans Marriott are also part of this contract TRADE SHOW EXPOSITION SERVICES Upon completion of trade show registration and payment Freeman will mail to exhibiting company an Exhibitor Service Manual containing order forms and costs for additional furniture electrical plumbing floral and in formation concerning rates for shipping and storage of mater
4. h activities which cause people to congregate in the aisles are prohibited Apart from the specific display space for which an exhibitor has contracted with the Exhibits Manager for display purposes of any kind or nature All booth personnel must be appropriately attired to maintain the professional and businesslike climate of the Convention All booth construction shall be subject to rules of New Orleans Marriott the exhibit service organization and the discretion of the Exhibit Manager 10 FIRE PREVENTION Fire Laws and Regulations require that all booth decorations be flameproof and that all hangings clear the floor Electrical wiring must conform to National Electrical Code Safety Rules If in spection indicates that an Exhibitor neglected to comply with these regulations or otherwise incurred fire hazard PHADA reserves the right to cancel all or such part of the exhibit without refund All installations are subject to approval with all local fire regulations 11 REPAIR OF DAMAGES The cost of repairing any damage caused by the Exhibitor its employees repr sen tatives or agents to the property of others and the New Orleans Marriott shall be the responsibility of the Exhibi tor Nothing will be posted on tacked nailed screwed or otherwise attached to the columns walls floors ceil ing furniture or property of others or the hotel 12 GIVEAWAYS DRAWINGS AND DISTRIBU TION OF GIFTS All drawings or contests must be held
5. hibitors must leave their space the way they find it 15 LIABILITY AND INSURANCE Exhibitor shall obtain and keep in force during the term of the instal lation and use of the exhibit premises policies of Com prehensive General Liability Insurance and Contractual Liability Insurance insuring and specifically referring to the Contractual liability set forth in this Exhibit in an amount not less than 1 000 000 Combined Single Limit for personal injury and property damage Hotel its own ers its operator and Marriott International Inc shall be included in such policies as additional named insureds In addition exhibitor acknowledges that neither Hotel its owners its operator nor Marriott International Inc maintain insurance covering exhibitor s property and that it is the sole responsibility of the exhibitor to obtain business interruption and property damage insurance insuring any losses by the exhibitor The exhibitor assumes the entire responsibility and liability for losses damages and claims arising out of exhibitor s activities on the Hotel premises and will in demnity defend and hold harmless the Hotel its owner and its management company as well as their respective agents servants and employees from any and all such losses damages and claims All exhibitors must provide PHADA with a certificate of insurance naming PHADA as an additional insured for 1 000 000 each occurrence with a 2 000 000 aggre gate incl
6. ials
7. isting in the sponsor section of PHADA s Large logo listing Medium logo Small logo listing Company name conference program distributed to all conference listing listing attendees Logo listing on all conference signage Large logo listing Medium logo Small logo listing listing listing First choice of exhibit booth location w he ves ves Company profile listing on PHADA s website w he vo Logo listing on the sponsor section of PHADA s Large logo listing Medium logo small logo listing Company name conference website with link to homepage 1 me Complimentary conference registrations Two 2 One 1 One 1 One 1 For use by sponsoring company employees only Verbal recognition of sponsoring company by PHADA s president at the opening general session Monday June 2 2014 Company logo displayed at the opening general Large listing TE logo Small logo listing Company name session Monday June 2 2014 eevee fi a Reserved tables at PHADA s Bollinger Scholarship Luncheon Sponsor ribbon for name badge for all company attendees Post conference attendee list with contact Yes Yes Yes Yes information Additional Sponsorship Opportunities Available To learn more about PHADA s sponsorship opportunities please contact Stephanie White at 202 546 5445 or swhite phada org Exhibitor Rules and Regulations 1 CONTRACT FOR SPACE This contract for spac and formal notice of assignment by the Public Housing Autho
8. nental breakfasts the Bollinger Scholarship luncheon and the closing dinner e Company profile and website listing in PHADA s onsite convention program e Pre and Post conference attendee list Set Yourself Apart From Other Exhibitors Are you interested in maximizing your company s exposure and positioning yourself ahead of your competitors Splash your company name and logo around PHADA s convention to create a lasting impression Check out PHADA s sponsorship packages outlined in this brochure and contact Stephanie White at 202 546 5445 for any questions June 1 452014 New Orleans Louisiana Booth Contract and Exhibitor Registration Deadline May 5 2014 Exhibiting Company As it will appear in PHADA s conference program and signage Company Name Contact Name for program book Email Address for program book Phone Address 1 Address 2 Website City State Zip Primary Contact Name Email Address Booth Personnel Limit two booth staffers per booth Additional attendees may be registered at the nonmember rate No exceptions Booth Staff Badge 1 Booth Staff Badge 2 Name Name Title Title City State City State Email Email PROMOTE YOUR COMPANY IN THE OFFICIAL CONVENTION PROGRAM Q Please send an electronic 30 word description of your company for use in the 2014 Annual Convention amp Exhibition onsite program to ygoury phada org by May 8 2014 LJ In order to drive traffic onto the e
9. r reserves the right to modify these plans as necessary to meet the needs of the Exhibitors and the Convention Exhibitors shall not share or sublet space without prior written consent of the Exhibits Manager The Exhibits Manager reserves the right to restrict or evict exhibits which because of noise method of op eration materials or any other reason become objec tionable and also to prohibit any exhibit which in the opinion of the Exhibits Manager may detract trom the general character of the Convention as a whole Exhibitors must provide ample space within the con fines of their booths for the collection of refuse Waste baskets or other containers must not be placed in aisles 8 CIRCULARIZATION AND SOLICITATION Distri bution of circular or promotional material may be made only within the booth assigned to the Exhibitor present ing such material No firm or organization not assigned space in the Convention will be permitted to solicit busi ness within the exhibit area 9 BOOTH CONSTRUCTION The exterior of any display cabinet or structure facing an adjacent Exhibi tor s booth must be finished or suitably decorated at the expense of the Exhibitor erecting or installing such a dis play and must not include corporate or product identity that would detract from the adjacent display No exhibits will be permitted that interfere with the use of other exhibits or impede access to them or impede the free use of the aisle Boot
10. rities Directors Association hereinafter referred to as the Exhibits Manager or as PHADA and the full payment of rental charges constitute a contract for the right to use the space 2 CANCELLATION OF SPACE Refunds will not be given to companies who do not for any reason exhibit after submitting a signed contract 3 CANCELLATION OF CONVENTION If the con vention is not held for any reason beyond the control of PHADA PHADA will return the rental payment on a pro rated basis after all related Exhibition expenses incurred to that date have been met thereby cancelling the rental charge and lease of space The Exhibitor agrees that this releases the Exhibitor trom the contract and PHADA from any liability 4 PAYMENTS FOR SPACE Exhibitor Registration Forms must be accompanied with payment for the rental cost for each booth made payable to PHADA 5 FORFEITURE OF SPACE If an Exhibitor does not follow the rules and regulations set by the Exhibits Man ager the Exhibitor shall forfeit the space and the amount paid for regardless of whether or not the exhibit space is subsequently leased 6 REASSIGNMENT OF SPACE Exhibit space not occupied by 3 30 pm on the opening day of the Conven tion may be reassigned by the Exhibits Manager without refund of the rental paid 7 USE OF SPACE All measurements shown on the floor plan of the Exhibitor Service Manual are not warranted but are as accurate as possible The Exhibits Manage
11. to 202 543 4381 If you have any questions please contact PHADA at 202 546 5445 z in be ja vrs i ir ai fa E Why Should You Exhibit at me BPHADA s 2014 Annual Convention amp Exhibitio n Gain EXPOSURE to more than 500 housing authority executive directors and staffers while showcasing your product or igh 5 5 ge gt a taal A mk ee ee E E digt two receptions and two continental breakfasts in the exhibition hall CONNECT with the people you want to p do business with at the Bollinger Scholarship gree and the closing dinner A m 4 is a Ary iA Da i LEARN about the current issues affecting your clients in time sensative education sessions Sponsorship Packages Sponsorship Package Platinum Gold Silver Bronze Benefits Sponsor Sponsor Sponsor Sponsor 7 500 5 000 2 500 1 000 Color advertisement included in the conference 1 page Me page 11 4 page No program distributed to all conference attendees Recognition as an official opening reception sponsor Yes with event signage Sunday June 1 2014 Recognition as an official reception sponsor with event signage Monday June 2 2014 Recognition as an official sponsor of the three 3 continental breakfasts with event signage or promotional item One page marketing piece or giveaway included in the conference bag distributed to every conference attendee Sponsor to provide inserts Logo l
12. uding products completed operations In ad dition we request a certificate of insurance providing evidence of worker compensation insurance 16 COMPLIANCE WITH LAW The Exhibitor is charged with knowledge of all local laws ordinances and regulations pertaining to health fire prevention and public safety while participating in the Convention Compliance with such laws is mandatory for all Exhibi tors and the sole responsibility is that of the Exhibitor Ex hibitor shall not engage in any display publication per formance or other activity which is in conflict with any federal state or local law regulation rule or ordinance Firearms may not be used as part of an exhibit nor as a giveaway Exhibitor will not display or bring into the ex hibit any animal bird fish or other non human creature without the written consent of the Exhibits Manager 17 INTERPRETATION AND AMENDMENT The Exhibits Manager shall have full power to interpret or amend these rules Exhibitor agrees to abide by any rules or regulations that may here and after be adopted by the Exhibits Manager which shall be as much a part hereof as though fully incorporated herein 18 EXHIBIT LABOR All work involved in the erec tion touch up painting dismantling and repair of all exhibits when this work is done by persons other than your full time company personnel will fall under union jurisdiction This work is to include wall cover ings floor coverings
13. within the confines of the exhibit booth and ticket hold ers need not be present when a drawing is held All priz es must be on display in the Exhibitor s booth during the Convention In the event that display of the prize is not practical because of its size or where other complications make display of the prize impossible the Exhibitor must display a photo or other rendering and complete details as to the prize s size value color etc 13 PROMOTION All promotional materials must be submitted for approval to PHADA before their use and must be in harmony with any state and local laws and agreements entered into by PHADA and the manage ment of the exhibit hall The Exhibitor is responsible for following national state and local regulations on any merchandising ad vertising or promotional schemes that involve attract ing visitors to Exhibitor s location by an inducement that might be construed as lottery 14 LOSS DAMAGE AND INJURY If PHADA should be held liable for Exhibitor s action or failure to act in any matter whatsoever the Exhibitor shall reimburse PHADA for all expenses incurred and hold PHADA harmless from any resulting liability All property of the Exhibitor s is understood to remain under their care custody and con trol in transit to within and transit from the confines of the New Orleans Marriott PHADA will furnish security guards but will not be responsible for the loss of any material whatever the cause Ex
14. xhibition floor our company would like to donate a prize to be given away in a drawing This document is a binding contract between my firm and the Public Housing Authorities Directors Association PHADA for the purchase of a 2014 Annual Convention Exhibit Package as described in this brochure My company understands and accepts the Exhibitor Rules and Regulations printed in this brochure My signature below certifies that am authorized to execute this contract on behalf of my company Name Signature Date Our company would like to purchase qty Exhibit Package s at 650 00 each for PHADA Affiliate Members Exhibit Package s at 700 00 each for non PHADA Affiliate Members Method of Payment Full payment due with contract LJ Check make checks payable to the Public Housing Authorities Directors Association Credit Card please check LJAmerican Express LJMasterCard LIVISA Card Number Expiration Date Cardholder Name Cardholder Signature Booths are reserved on a first come first served basis Payment is required in full along with this contract in order to reserve a booth Booth assignments are at the sole discretion of PHADA Exhibitors will receive an Exhibitor Service Manual detailing booth furnishings shipping specifications and other pertinant exhibitor information about one month prior to the convention Mail this form with check to PHADA 511 Capitol Court NE Washington DC 20002 4937 or fax with credit card payment
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