2013 Annual Convention Check List

2013 Annual Convention Check List
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Contact Baringer & Associates to secure sponsorship or exhibit space- 315-314-7424
Complete 2013 Exhibitor Contract
Complete 2013 Exhibitor/Sponsor Order Form
Exhibitor registrations/badges: If you require more than the 1-2 allotted per 10 x 10 booth,
please contact Baringer & Associates for registration and payment information
If interested in advertising in the Convention Program, complete the 2013 Advertising
Opportunities Form [Artwork Deadline: March 15, 2013]
Review Exhibitor Services Manual regarding set-up, tear down specifics, additional booth
furnishings, etc.
Return all forms to:
Baringer & Associates, LLC, The White House, 7030 E. Genesee Street, Fayetteville, NY 13066
Voice: 315-314-7424 F: 315-446-7521
2013 Exhibitor/Sponsor Registration Packet
The New York State Speech-Language-Hearing Association
welcomes you to join us at our 53rd Annual Convention!
Over 600 speech-language pathologists, audiologists, students, and related businesses will gather to
network and learn! Convention highlights include:
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A dynamic exhibit floor with a new layout, including over 10 hours of dedicated time to our
exhibitors and sponsors
Educational sessions from national and local talents
Ability for our attendees to accrue continuing education credits
Social and networking events
Advertising and sponsorship opportunities with direct exposure to the key decision makers in our
profession
A silent auction to draw attention to your products and services
A Welcome Reception and a President’s Reception
Exhibitor Raffles to draw traffic to your booth
Our exhibit floor space and sponsorships will be assigned on a first come first served basis. To ensure prime exhibit
space and sponsorship exposure, please review the following documents and respond as indicated to Baringer &
Associates, our convention exhibit and sponsorship coordinator and/or Total Events, our show decorator.
On behalf of the NYSSLHA Board of Directors and Convention Organizing Committee, I look forward to your
participation in our 53rd Annual Convention!
Kathy Febraio
Executive Director
NYS Speech-Language-Hearing Association
930 Albany Shaker Rd.
Latham, NY 12110
2013 Preliminary Convention Schedule
Date and Time
Thursday, April 11, 2013
12:00 p.m. - 6:00 p.m.
2:00 p.m. - 6:30 p.m.
6:30 p.m. - 8:30 p.m.
Event
Location
Exhibitor Set-up
Education Sessions
Welcome Reception/Exhibit
Hall/Posters
Saratoga Springs City Center
Saratoga Hilton
Saratoga Springs City Center
Buffet Breakfast/Exhibit Hall
Education Sessions
Coffee Break /Exhibit Hall
Exhibit Hall Remains Open
Buffet Lunch/Annual Mtg. /Exhibit
Hall
Education Sessions
President’s Reception/Exhibits/ Silent
Auction
Honors & Awards
Saratoga Springs City Center
Saratoga Hilton
Saratoga Springs City Center
Saratoga Springs City Center
Saratoga Springs City Center
Buffet Breakfast/Exhibit Hall
Individual Exhibitor Breakdown
Education Sessions
Buffet Lunch in Exhibit Hall
Education Sessions
Exhibit Hall Breakdown [Total Events]
Saratoga Springs City Center
Saratoga Springs City Center
Saratoga Hilton
Saratoga Springs City Center
Saratoga Hilton
Saratoga Springs City Center
Friday, April 12, 2013
7:00 a.m. - 8:30 a.m.
8:00 a.m. - 12:00 p.m.
9:30 a.m. - 10:30 a.m.
10:30 a.m. - 11:30 a.m.
11:30 a.m. - 1:00 p.m.
1:00 p.m. - 4:30 p.m.
4:00 p.m. - 6:00 p.m.
6:00 p.m. - 7:30 p.m.
Saratoga Hilton
Saratoga Springs City Center
Saratoga Hilton
Saturday, April 13, 2013
7:00 a.m. - 8:30 a.m.
8:30 a.m. - 11:30 a.m.
8:30 a.m. - 1:00 p.m.
1:00 p.m. - 2:30 p.m.
2:30 p.m. - 4:30 p.m.
2:30 p.m. - 5:00 p.m.
Preliminary Convention Schedule 1 of 1 pages
2013 Exhibitor/Sponsor Order Form
Sponsorship Level
Investment
Gold- Double Booth Package
Silver- Single Booth Package
Student Luncheon Sponsorship
Attendee Lounge Sponsorship
Tote Bag Sponsorship
Coffee Break Sponsorship
Cocktail Napkin Sponsorship
Convention Sponsor
Material Display Table
$2,600.00
$1,600.00
$1,000.00
$1,000.00
$ 750.00
$ 500.00
$ 500.00
$ 500.00
$ 300.00
Total Ordered
(Please complete and total at bottom)
Exhibit Booth
Bronze- Double Booth
Bronze- Single Booth
Bronze- Institutional Booth
Total Due
$1,200.00
$ 800.00
$ 400.00
Please complete the following and return this form with full payment no later than February 15, 2013:
Company Name:_____________________________________________________________________________________
Contact Person:______________________________________________________________________________________
Address:____________________________________________________________________________________________
City:____________________________________________ State: ______________________ Zip: ____________________
Phone:_________________________________Fax: _______________________ Email:_____________________________
Please make check payable to: NYSSLHA or complete the credit card section below:
MasterCard  VISA AMEX  Discover Expiration Date: _________/_________
Card Number: _____________________________________Name of Cardholder: _________________________________
Signature of Cardholder:________________________________________________________________________________
Billing Address: _______________________________________________________________________________________
Return to: Baringer & Associates, LLC, The White House, 7030 E. Genesee Street, Fayetteville, NY 13066
Voice: 315-314-7424 • F: 315-446-7521
2013 Sponsorship Opportunities
Gold ~ Double Booth Package (3 available)...................... $2,600
The Gold Package includes all the benefits of the Bronze Package, PLUS:
 Premier double booth location–you receive your choice of a prime location on the exhibit floor!
 Full page advertisement in the convention program book (choice of back, inside front, or inside back cover)
 Company logo with a link to your home page from the NYSSLHA Web site for one year from start date of convention
 Company logo on signage at lunch tables on Friday
 Company Logo on convention folders distributed to all registrants
 Attendee list with mailing addresses, supplied after Early Bird registration closes on March 7, 2013
Silver ~ Single Booth Package........................................ $1,600
The Silver Package includes all the benefits of the Bronze Package, PLUS:
 Single Booth–you receive your choice of a prime location on the exhibit floor!
 Full page advertisement in the convention program book
 Company logo with a link to your home page from the NYSSLHA Web site for a (6) month period
 Attendee list with mailing addresses, supplied after Early Bird registration closes on March 7, 2013
Bronze ~ Exhibit Booth
 Double Booth.................................................................... $1,200
 Single..................................................................................$ 800
 Institutional (available to non-profit organizations)..........$ 400
 One 8’ x 10’ exhibit space, 8’ high draped back wall, 36” high draped side walls
 One 8’ skirted table, two chairs, one wastebasket, and sign
 Two standard convention registrations per single booth, (institutional booths receive one convention registration)
including entrance to all education sessions, exhibit hall and social functions
-Additional exhibit personnel will be charged $130 each which covers meals and receptions. It DOES NOT include
entrance to education sessions.
 A listing in the convention program book
 Attendee list with mailing addresses, supplied after Early Bird registration closes on March 7, 2013
Student Luncheon Sponsorship (2 available).................. $1000
 Meet the future of our profession. Sponsor the student pizza luncheon and capture the attention of more than 100 of
our young professionals by opening the session with a 5 minute introduction to your organization, distributing your
organization’s materials to all luncheon attendees and having your logo listed in the convention program book.
NEW Attendee Lounge Sponsorship (1 available)…………$1000
 Meet potential clients in a relaxed setting by hosting a lounge area on the show floor! All your promotional materials
can be on display within this creative space and recognition signage is included. Lounge furnishings consist of: White
Leather Couch and Loveseat with pillows, (2) End tables, (1) Coffee Table, (2) Lamps and a Shag Rug.
Tote Bag Package (1 available)....................................... $750
 Get noticed by every attendee by providing tote bags with your logo prominently displayed on the outside and your
literature included inside. Registrants will use these bags to carry literature, trinkets and promotional items collected at
education sessions and exhibit booths. Please provide a quality bag to support this use.
Coffee Break Sponsorship (4 available)........................... $500
 Energize attendees between sessions with a quick pick-me-up and we will provide you with a sign on each coffee service
table and your logo in the convention program book.
Sponsorship Opportunities 1 of 2 pages
Cocktail Napkin Package (2 available)............................. $500
 Join the party and make a big impression! If you provide the cocktail napkins, we will provide the fun and celebration
while branding your organization to attendees. We’ll also include a tent card on each of the bars identifying your
organization as a sponsor. Please choose one reception: Thursday evening’s Welcome Reception or Friday’s President’s
Reception.
Convention Sponsor.................................................... $500
 Receive recognition for your support of our convention with your logo in the program book and on signage at premier
locations throughout the convention.
Material Display Table.................................................. $300
 Brand your business to the convention attendees even if you are not able to be on site! Ship us your printed materials
(up to 200 copies measuring a maximum of 10” x 12”) and we’ll display them for attendees to review and keep.
Sponsorship Opportunities 2 of 2 pages
DEADLINE: March 15, 2013
2013 Advertising Opportunities
Convention Program
Ads
Full Page [Inside Front,
With Double
Booth
$400
Dimensions
$450
With Single
Booth
$425
Full Page
$350
$325
$300
7½ x 9¾
Half Page
$200
$175
$150
Congratulatory Ads
$ 50
H: 7½ x 4¾
V:3 x 9¾
3½ x 2
TOTAL:
Open Rate
Total
7½ x 9¾
Inside Back, Back Cover]
Exhibitors and Sponsors can receive a 25% discount on Job Postings. For more details contact Baringer & Associates, LLC.
Company Name:_____________________________________________________________________________________
Contact Person:______________________________________________________________________________________
Address:____________________________________________________________________________________________
City:____________________________________________ State: ______________________ Zip: ____________________
Phone:_________________________Fax: _______________________ Email:_____________________________________
Please make check payable to: NYSSLHA or complete the credit card section below:
MasterCard  VISA AMEX  Discover Expiration Date: _________/_________ Code: ______________
Card Number: ___________________________________Name of Cardholder: ___________________________________
Signature of Cardholder:________________________________________________________________________________
Billing Address: _______________________________________________________________________________________
Please e-mail camera-ready artwork in a jpg or PDF file format by March 15, 2013 to:
Baringer & Associates: [email protected]
Questions: 315-314-7424
Advertising Opportunities Page 1 of 1
2013 Exhibitor Contract
[Please provide information as you would like it to appear in the convention program]
Exhibitor Company Name_________________________________________________________________________________
Address_____________________________________________________________________________________________ __
City________________________________________State_______________________________Zip code________________
Contact Person_____________________________________________________Phone_______________________________
Email_____________________________________________________________Fax_________________________________
Booth Size_____________________
st
nd
rd
Booth Preferences 1 _____________________ 2 _______________________3 __________________________________
 Company Listing
Along with your company name and booth number in the conference guide, you can offer a brief description of your company or
product offering. Please print clearly. [30 word limit]
_______________________________________________________________________________________________________
_______________________________________________________________________________________________________
_______________________________________________________________________________________________________
_______________________________________________________________________________________________________
 Exhibitor Badge Registration
Each exhibitor will receive two standard Convention registrations per single booth, (institutional booths receive one convention
registration) including entrance to all education sessions, exhibit hall and general sessions. Additional exhibitor personnel will be
charged $130 each.* Please fill in names below. This will enable us to have your convention badges ready for you upon your arrival.
Name______________________________________________Title_______________________________________________
Name______________________________________________Title_______________________________________________
Name______________________________________________Title________________________________$130 additional*
Name______________________________________________Title________________________________$130 additional*
*Additional exhibit personnel will be charged $130 each which covers meals and receptions. It DOES NOT include entrance to
education sessions.
I have read and agree to the exhibitor rules and regulations included in this exhibitor agreement.
Signature ____________________________________________Date: _________________________________________________
Exhibitor Agreement Page 1 of 3
Exhibitor Rules and Regulations
I. Your Exhibit Fee for a Single Booth Includes:
Booth Package:
One 8’ x 10’ exhibit space, 8’ high draped back wall, 36” high draped side walls, one 8’ skirted table, two chairs, one wastebasket and
one sign, two standard convention registrations per single booth, (institutional booths receive one convention registration) including
entrance to all education sessions, exhibit hall and social functions, (additional exhibit personnel will be charged $130 each which
covers meals and receptions. It DOES NOT include entrance to education sessions), a listing in the convention program book and an
attendee list with mailing addresses, supplied after Early Bird registration closes on March 7, 2013.
II. Miscellaneous Conditions and Information:
A. Exhibit Hours:
Exhibitors may enter the Exhibit Hall as early as 12:00 PM on Thursday, April 11, 2013, to be ready to open at 6:30 PM. The exhibits
will close at 8:30 AM on Saturday, April 13, 2013. Overnight security provided.
Exhibit Hours:
Thursday, April 11: 6:30 PM - 8:30 PM
Friday, April 12: 7:00 AM - 1:00 PM and 4:00 PM – 6:00 PM
Saturday, April 13: 7:00 AM - 8:30 AM
B. Installation Services:
Labor and tolls to assemble and dismantle exhibits must be provided by the exhibitor.
C. Shipping Instructions:
Convention materials should be shipped to the following address:
Total Events
c/o NYSSLHA
Attn: Your name
Name of Company
4021 State Street
Niskayuna, NY 12304
HOLD FOR: NYSSLHA April 11-13
Please call Melissa Carrier at Total Events (518-383-8602) to notify her of your shipment.
D. Sharing of Booths:
Exhibitors may not sublet or assign their space or any part thereof without written permission from NYSSLHA. Exhibitors may not
permit representatives of non-exhibiting companies in their booths, nor display signage from other companies unless on various
products related to your exhibit.
E. Payment Terms – Payment in full is due upon registration for your exhibit space. Payments may be made by check or credit card.
F. Cancellation Penalty – No refunds will be issued for any exhibitor registration or sponsorship cancelled within 45 days or less of
the Annual Convention opening date.
G. Early Breakdown Penalty – A penalty of $350 per booth will be imposed upon any exhibitor who breaks down his/her
booth prior to the close of the Exhibit Hall.
H. Exhibit Hall Housekeeping:
The show management clears only the aisles of the exhibit hall. Any leftover boxes or materials should be placed in the aisles to be
discarded prior to the opening of the show.
I. Fire Regulations:
All display materials must be flameproof and subject to inspection by The Saratoga Hilton and Saratoga Springs City Center. No
flammable fluids or substances may be shown or used in the booths. Fire Department regulations will not permit the storage of
crates or boxes during the show. Exits, fire stations and fire extinguishers must not be obstructed.
Exhibitor Agreement Page 2 of 3
J. Exhibit Hall Property:
Exhibitors must not tape, post, thumbtack, nail or otherwise affix signs or posters to the walls. If signs or posters are leaned against
the walls, they must be properly padded so as not to cause damage. If any damage is caused to the property accidentally or
otherwise, the exhibitor will be charged the full cost of the repair.
K. Liability:
Exhibitor shall be fully responsible to pay for any and all damages to property owned by the Hotel and City Center, its owners or
managers, which results from any act or omission of Exhibitor. Exhibitor agrees to defend, indemnify and hold harmless the New
York State Speech-Language-Hearing Association, Inc. and the Hotel and City Center, its owners, managers, officers or directors,
agents, employees, subsidiaries and affiliates, from any damages or charges resulting from Exhibitor’s use of the property.
Exhibitor’s liability shall include all losses, costs, damages, or expenses arising from or out of or by reason of any accident or bodily
injury or other occurrences to any person or persons, including the Exhibitor, its agents, employees, and business invitees which
arise from or out of the Exhibitor’s occupancy and use of the exhibition premises, the Hotel and City Center or any part thereof.
L. Insurance:
Exhibitor acknowledges that neither the New York State Speech-Language-Hearing Association, Inc. nor The Saratoga Hilton and
Saratoga Springs City Center maintain insurance covering Exhibitor’s property, and the Exhibitor acknowledges that it is the sole
responsibility of the Exhibitor to obtain business interruption and property damage insurance covering such losses by Exhibitor.
M. Security
The New York State Speech-Language-Hearing Association, Inc. will supply one (1) security guard for the exhibit area from 8:30 PM
Thursday-7:00 AM Friday, and from 6:00 PM Friday-7:00 AM Saturday.
N. Jurisdiction:
Exhibitor agrees that in the event of any controversy, or dispute arising under terms of this agreement, the matter will be subject to
the courts of New York State and New York State law will apply.
O. Entire Agreement:
This document constitutes the entire agreement between these parties. No amendment or modification of the terms therein will be
effective unless said amendment or modification is in writing, signed by both parties.
I understand and accept the terms and conditions for exhibiting at the 2013 NYSSLHA Convention.
Please return signed contract no later than February 15, 2013 to:
NYSSLHA
c/o Baringer & Associates, LLC
The White House
7030 East Genesee Street
Fayetteville, NY 13066
Exhibitor Questions: Please e-mail Baringer & Associates, at [email protected] or call (315) 314-7424.
Exhibitor Agreement Page 3 of 3
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Diagram by:
Total Events, LLC
www.totaleventsny.com
BROADWAY
For exhibit and sponsor space please contact:
Baringer & Associates, LLC 315.314.7424
[email protected]