2015 Highway Conference: Progress In Motion. Sponsor and Trade Show (The Road Show) Packet

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1 2015 Highway Conference: Progress In Motion Sponsor and Trade Show (The Road Show) Packet The Road Show New Location: Lansing Center Tuesday, February 17 Wednesday, February 18 2:30 p.m. 6:30 p.m. 9 a.m. noon Join us for the 2015 Highway Conference Trade Show The Road Show put on by the County Road Association of Michigan! We re the place to be to get your brand and representatives in front of Michigan s county road agencies and guests from the Michigan Department of Transportation, cities and villages. Using the Lansing Center allows the County Road Association to expand our award winning Trade Show! The 2015 CRA Trade Show The Road Show will run for two days, and includes heavy equipment for the first time. A Main Stage will allow educational product demonstrations and other programming. Sponsorship Opportunities The 2015 Highway Conference is a great opportunity to interact with members and affiliates of the County Road Association of Michigan through event sponsorships, including: Targeted events, such as receptions, meals and refreshment breaks Sponsorship of logo materials such as conference bags and lanyards Customized sponsorships to meet the needs of your company

2 Don t Miss the 2015 Road Show! The 2015 CRA Trade Show The Road Show provides a forum to show your services, products, software, equipment or other items of interest to engineers, finance directors, managers, superintendents and commissioners of Michigan s 83 county road agencies and our guests from MDOT and local governments. Exhibitors get: Access to more than 400 industry leaders and agency decision makers An opportunity to learn more about Michigan s county road agencies Member appreciation for your support of county road agencies More Quality Time with Attendees The Road Show will run from 2:30 p.m. to 6:30 p.m. on Tuesday, Feb. 17, and from 9 a.m. to noon on Wednesday, Feb. 18. In addition to Michigan s county road agencies, MDOT, city and village DPW directors and staff have been invited to participate in the show at no charge to them. An expanded President s Reception held within the trade show on Tuesday evening will run from 5 p.m. to 6:30 p.m. There are many great restaurants in downtown Lansing to gather with current or prospective clients following the trade show on Tuesday night. Vendors are also invited to join us for the Legislative Reception on Wednesday evening. Door prizes will be drawn throughout the President s Reception on Tuesday evening and again on Wednesday from 10 a.m. to noon. New Main Stage Area A Main Stage, adjacent to the trade show floor, has been added to allow associate members the opportunity to demonstrate the benefits of new technologies, products and services. On stage presentations take place on Tuesday, from 2:30 p.m. to 6:30 p.m. and Wednesday, from 10:15 a.m. to noon. Program spaces will fill up fast! Contact Monica Ware at , x417 or 2

3 2015 Sponsorship Opportunities The following sponsorship opportunities are available for the 2015 County Road Association Conference: Progress In Motion, to be held Feb , 2015, at the Radisson Hotel and Lansing Center in downtown Lansing. General Sponsorships Company name or logo included on the CRA website and on Conference signs; Sponsors will be listed in the on site conference program and materials; and Promotional materials will be allowed in registration tote bags. Signature: $2,500 Includes two booths, group registration and marquee signage at the Road Show Diamond: $1,500 Includes two booths and two registrations Platinum: $1,000 Includes one booth and two registrations Gold: $800 Includes one booth and one registration Silver: $600 Includes one booth Bronze: $300 Targeted Sponsorships Targeted sponsorships will receive the equivalent benefits of the general sponsorship packages listed above. Not seeing what you re looking for? Call your event coordinator, Monica Ware, at , x 417, to discuss a customized sponsorship package to meet your company s needs. Signature Sponsorship of the Road Show, Feb $2,500 Signature sponsor of the Road Show will receive special marquee signage at the entrance to the trade show; Premium booth location; and Signature sponsorship package. 3

4 2015 Sponsorship Opportunities Continued President s Reception, during the Road Show, Feb. 17 $1,000 each Company banner may be hung at the President s Reception. Banner must be approved by CRA and Lansing Center. Special acknowledgement in on site program and at event. Representatives of sponsoring company may attend reception at no charge. Platinum sponsorship package. Kick off Breakfast with Mara Campbell, Feb. 18 $1,500 Company banner may be hung at the Kick off Breakfast. Banner must be approved by CRA and Lansing Center. Special acknowledgement in on site program and at event. Representatives of sponsoring company may attend breakfast at no charge. Diamond sponsorship package. Luncheon with keynoter Jerry Younger, KDOT, Feb. 18 $1,500 Company banner may be hung at the Keynote Luncheon. Banner must be approved by CRA and Lansing Center. Special acknowledgement in on site program and at event. Representatives of sponsoring company may attend luncheon at no charge. Diamond sponsorship package. Legislative Reception, Feb. 18 $1,000 each Company banner may be hung at the Legislative Reception. Banner must be approved by CRA and Radisson Hotel. Special acknowledgement in on site program and at event. Representatives of sponsoring company may attend reception at no charge. Platinum sponsorship package. Wireless Internet Sponsor $800 Sponsorship underwrites the cost of wireless internet services. Gold sponsorship package. 4

5 Sign Printing Sponsor $1,500 Sponsor underwrites the cost of conference printing, including signs, graphic decals and other specialty printing needs. Diamond sponsorship package. On site Program Printing $1,000 Sponsor underwrites the cost of the on site program layout and printing. Platinum sponsorship package. Hosted Beer Service at Trade Show, Tuesday, Feb. 17 $1,000 each Sponsor underwrites the cost hosted keg and service at the President s Reception on Tuesday. Limit 2 Platinum sponsorship package. Wine Tasting at Trade Show, Tuesday, Feb. 17 $1,000 Sponsor underwrites the cost of wine tasting and service at the President s Reception on Tuesday. Platinum sponsorship package. Registration Tote Bags $800 Sponsor will provide tote bags. Design to be approved by CRA. Gold sponsorship package. Lanyard/Name Badge Holder $800 Sponsor will cover the cost of the name badge holders. Badge holders will be ordered by the CRA as agreed upon with the sponsor. Gold sponsorship package. Refreshment Breaks between Sessions $600 Signs will be displayed during refreshment breaks with your company logo. Silver sponsorship package. Trade Show & Annual Business Meeting Door Prizes Various Signs will be created for both the Road Show and the Annual Business Meeting acknowledging door prize sponsors. Prizes will be drawn throughout the Road Show and as an attendance prize at the end of the conference. 5

6 How Does the Sponsor Program Work? Sponsors must be an associate member of the County Road Association of Michigan in good standing. Sponsorships will be used to offset the expenses of the conference and are accepted on a first come, first served basis, with the first option going to the last sponsor of that service. Acceptance of sponsorship does not imply endorsement of a product or service. Submit the sponsorship application at your earliest convenience, along with either full payment or a 50 percent deposit. For companies that have not been in good standing with the association, we reserve the right to require full payment before the sponsorship is granted. Payment in full is appreciated by Feb. 6. Upon acceptance of sponsorship, a confirmation will be provided. If you wish to include materials in the registration tote bags, items must be received at the County Road Association of Michigan office (417 Seymour Ave., Ste. 1, Lansing, MI 48933) no later than Feb. 6. We expect more than 300 attendees from county road agencies, plus industry leaders and guests. Door prizes must arrive at the County Road Association of Michigan office (417 Seymour Ave., Ste. 1, Lansing, MI 48933) no later than Feb. 12, unless alternate arrangements have been made for delivery. Your donation form listing specific door prizes must be received in the office by Feb. 6 in order to be included on signs. Sponsors wishing to utilize the conference (Progress In Motion) logo on materials or the Local Roads Matter logo may contact Monica Ware in the CRA office for permission. Questions: Contact the sponsor and trade show coordinator Monica Ackerson Ware, Communications & Development Manager County Road Association of Michigan Phone: , x

7 2015 CRA Trade Show The Road Show Exhibitor Information Show hours: Tuesday, February 17 Wednesday, February 18 2:30 p.m. 6:30 p.m. 9 a.m. noon Exhibitor Move in: Equipment move in is scheduled for Monday, Feb. 16, from 1:00 p.m. to 6:00 p.m., based on location within the exhibit hall. Standard vendor move in is Tuesday, Feb. 17 from 8 a.m. 12:30 p.m. All exhibits must be set up by 12:30 p.m. in order for the show floors to be swept and cleaned prior to the show opening at 2:30 p.m. Exhibitor Move out: Exhibitors are asked not to begin any tear down until the room has emptied of guests on Wednesday, Feb. 18. Exhibits close at noon. For the safety and comfort of guests, security will only open overhead doors after the show is closed. Exhibits must be removed by Wednesday, Feb. 18 at 6 p.m. Booth Rates: Standard 8 x 10 booth rates are $400 for the first booth. Multi booth discounts are available: o 2 booths $750 o 3 booths $1,100 o 4 booths $1,450 o 5 booths $1,750 o 6 booths $2,000 o Each additional booth space, add $200 Standard Booth Equipment: Each 8 x 10 exhibit booth includes: draping with 8 high backs and 3 sides, 2 x 8 covered and skirted table, folding chairs, wastebasket, carpet, basic wireless internet, and sign including company name and booth number. Special displays, decorations or booth furnishings may be obtained in advance from Art Craft Display. Visit and click on Get Exhibitor Kit then enter event code You will need your booth number, which will be assigned in early February. The Art Craft advance order deadline is Feb. 2,

8 Electric Service: Electrical service can be purchased through the Lansing Center for a rate of $55 for both days, if ordered 10 days before the show. At the show price increases to $80. Please indicate on your exhibitor form if you will be ordering electric services. Fire Hazards (Equipment Rules): All exhibits must conform to the ordinances and regulations of the City of Lansing and the laws of the State of Michigan. The following requirements are in place for vehicles and equipment: Fuel tanks may contain no more than ¼ tank or 5 gallons of fuel The cap for the fuel tank must be locked or taped closed and at no time is the removal or addition of fuel allowed in or around the Lansing Center Vehicle electric systems must be disconnected by either removing battery, battery cables or disconnecting battery cables and taping contact with non conductive electrical tape An extra set of keys and a cell phone number must be left with security A drop cloth must be placed underneath vehicles to protect floor Popcorn, Pretzels and Other Rules A variety of rental options, such as popcorn and hot pretzel machines, and catered items are available from the Lansing Center. Please make sure to visit Lansing Center.Com and click on the Exhibitor tab for a comprehensive list of facility guidelines and rules for a successful show. Hotel Accommodations and Storage All rooms at the Lansing Radisson Hotel have been reserved. However, rooms are available at a discounted rate at our overflow hotels, which include shuttle service. For a list of overflow hotels, visit the CRA website at micountyroads.org/calendar.php. Guidelines for Participation in the CRA Road Show 1) Exhibitors must be associate members of the County Road Association of Michigan in good standing. 2) Booths will be reserved on a first come, first served basis with some premium booth locations reserved for key event sponsors. 8

9 3) Every effort will be made to accommodate requested locations and configurations. Booth assignment will be provided to you by Jan ) All items that can be carried away should be put in safekeeping when the booth is not attended. Exhibits and exhibit equipment are brought into the building, maintained and removed at the exhibitor s risk. While the room will be locked on Tuesday evening, the County Road Association of Michigan assumes no liability for lost, stolen or damaged exhibits or exhibit equipment. 5) No exhibitor shall change booths or sublet space without permission of the show coordinator. 6) Solicitation of business will be confined exclusively to companies exhibiting in the Road Show. 7) Exhibitors may install signs, display counters or other items, but they cannot impede the visibility of any booths or extend into the aisles. Please be considerate of other vendors and make certain bright lights and other distractions are kept to a minimum. Any sound tracks or audio presentations must be kept at a low volume so as not to disturb adjoining exhibits. 8) If wishing to stay for the entire conference, a full registration ($210 before Feb. 6) should be purchased. Individual tickets for the breakfast ($20) and luncheon ($25) on Wednesday, Feb. 18, will be available for exhibitors. 9) Vendors must provide the names of their representatives during the preregistration process. If for some reason a named representative cannot attend, you may substitute when arriving at the conference. 10) Vendors may donate a door prize to be given away during the trade show or during the Annual Business Meeting. Please complete the sponsor form for this process. 11) Payment in full is appreciated by Feb. 6, Vendors who have not been in good standing in the past may be required to pay in full before setting up the exhibit. 12) You are responsible for the loading and unloading of displays. If you need storage during your stay, please contact the Lansing Center. 13) Exhibitors planning to drive vehicles or equipment to the facility should contact the event coordinator for additional information about equipment wash bay services. 9

10 2015 Highway Conference: Progress in Motion Sponsorship Sign up Form Contact: Company: Address: City/state/zip: Phone number: to send confirmation: Event contact if different: About Your Sponsorship: To maximize the benefit to your company, promptly return this form to CRA along with a high resolution digital copy of your company logo. Please note the logo must be print quality. logo to If you have questions on sponsorship opportunities or do not see what you are looking for, please contact Monica Ware at , x417 or to discuss custom sponsorship opportunities. Targeted Sponsorships: (Sponsorships are awarded on a first come, first served basis. Please rank your sponsorship interests below.) 1 st Choice: 2 nd Choice: 3 rd Choice: General Sponsorship: (Please circle sponsorship level desired.) Signature Diamond Platinum Gold Silver Bronze Door Prize: Value: Please select one of the following: Check enclosed for $ Please send an invoice. Return this form to the County Road Association of Michigan: Mailing Address: 417 Seymour Ave., Ste. 1, Lansing, MI Fax: or e mail: 10

11 2015 CRA Road Show Feb Lansing Trade Show Application Contact: Company: Address: City/state/zip: Phone number: to send confirmation: Event contact if different: Names of representatives attending: Number of booths requested: Amount due according to fee schedule: Number of full conference registrations: at $210 each (until Feb. 6): Individuals registering: Number of individual Feb 18 breakfast tickets: at $20 each: Individuals registering: Number of individual Feb 18 luncheon tickets: at $25 each: Individuals registering: Total Due: Check enclosed for $ Please send an invoice. Cancellation Policy: On or prior to Feb. 6, 2015: less $200 non refundable fee. No refunds after Feb. 6, Booth placements will be determined by Jan. 27. Watch your for confirmation and booth number. Please provide the following information to help with placement. Will you need electricity? Yes No (Please order through Lansing Center) Is your company a conference sponsor? Yes No 11

12 Exhibitors with multiple booths please provide desired configuration (linear, L shaped, square, rectangle, other): To assist in advertising for the 2015 CRA Road Show and make your trade show experience as valuable as possible, please provide the following information. Company name: Description of products/services to be exhibited, not to exceed 50 words. Please complete this section to ensure a complementary mix of booth assignments. Information provided will be used in show promotion. Are there companies you would like to be located near? Are there competitors you do not want to be placed near? Please indicate any other information that will be helpful in enhancing this experience for the exhibitors and conference attendees. Exhibit Area Floor Plan Please return this form to: County Road Association of Michigan: 417 Seymour Ave., Ste. 1, Lansing, MI Fax: E mail: Questions on the Road Show: Contact Show Coordinator Monica Ackerson Ware, APR , x417 General Conference Questions: Contact CRA Staff at , x418 12

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