Exhibitor Information Package 22 nd Annual Alaska Governor s Safety and Health Conference

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2 Exhibitor Information Package 22 nd Annual Alaska Governor s Safety and Health Conference Booth Types and Registration Fees we will hold Road Map For Safety Once again this year, we will offer three types of booths for full-fee participants: A, B, and Super. The A and B booths are in the main exhibitor area with A booths receiving the most exposure. The two Super Booths will allow for large display apparatus such as demonstration systems or large equipment. They are located at the rear of the luncheon area. These booths provide the ability for tall displays up to Two luncheon tickets will be included in this year s full-fee exhibitor registration fee for open Exhibit Hall days (Tuesday and Wednesday.) We will also provide a list of attendees to all full-fee paid exhibitors. We will offer Not-For-Profit/Government Organization reduced rates for booth space. This booth space will be assigned in the last two weeks before the conference on a space available basis. Lunch coupons and the list of attendees will not be included at this rate. If your organization would like to guarantee a booth space, you must pay full-fee registration. Networking Luncheon Exhibitor Dessert Again this year, the Wednesday Luncheon will be a Conference Networking Luncheon. The success of this luncheon will greatly depend on your participation. In the planning committee s effort to afford exhibitors more exposure to potential clients, round table discussions for the first part of the luncheon time, then, the exhibitors will have an opportunity to draw attendees to their booths for dessert portion of the lunch. This will require exhibitors to order and pay for desserts of their choice, which will draw attendees to exhibitor booths. Once again, this endeavor will greatly depend on the participation and support from conference exhibitors. Order your desserts from the Egan Center menu to assure drawing attendees to your booth. Menu and price list will be mailed with exhibitor confirmation. Exhibit Hall Layout Please take a close look at the Egan Center diagram and notice that the room is wide open. The exhibitor area will be a very visible part of conference luncheon meetings held in the center area. While we ask that you do not conduct conversations at your booth during luncheon programs, the tables in the center of the room are available for you to use to sit down with your clients and prospects to discuss your products and hold conversations away from the booth traffic areas. Exhibit Hall Hours Based on your feedback, the exhibit hall will be closed on Monday afternoon. We are requesting your assistance this year in marketing our opening luncheon and exhibit

3 hall grand opening. We plan to provide a flyer or postcard for you to give your customers to attract them to the Exhibit Hall. Exhibit Hall Decorator Booth Shipping Arrangements Art Services North has been selected as the event decorator. Registered exhibitors will receive an information packet from them in late January. Freight shipping arrangements should be made directly with Russell Lix at Art Services North (907) and shipped to their warehouse for delivery by Friday, March 1, You can also contact Art Services North directly regarding your special conference set up needs. Failure to arrange for your additional booth requirements will greatly impair the move-in process. Be sure you carefully read and understand the stipulations as described in the Terms and Conditions information included in this mailing. Hotel and Travel Discounts How to Bring Customers to Your Booth We have compiled these ideas from other successful trade shows to help you bring attendees to your display and turn them into customers. Turn your booth into a map of safety landmarks. Give out trinkets to attendees who navigate successfully. Invite attendees to play games such as basketball, golf putting, jeopardy, safety roulette, or find what s wrong with the PPE. Give out your company products or logo trinkets to winners. Offer desserts from the Egan Center during the Networking luncheon. Donate a door prize. Offer free Café Lattés at your booth (prior arrangements must be made with Egan Center.) Our preferred hotel for the Conference is the newly remodeled Hilton Anchorage Hotel, which is located in the heart of downtown Anchorage just steps from the Egan Center. It is located at 500 West Third Avenue. Please call (800) for reservations as soon as possible and before March 8, 2002 to assure the special conference rate. You must refer to the Alaska Governor s Safety and Health Conference to access our special room rate of $80 plus tax per night single or double occupancy. The official Conference airline is Alaska Airlines. We have obtained a discount rate for conference participants. Please call the toll free number below and refer to the noted Group number to book your reservations. Road Map For Safety Alaska Airlines #CMA0228

4 Key Planning Dates and Times: February 1, 2002 Final Exhibitor Commitments Due February 15, 2002 Deadline for Exhibitor Cancellations Set Up Date & Times Monday, March 18, 2002 Monday, March 18, a.m. to 10 a.m. 3 p.m. to 5 p.m. Show Dates Tuesday, March 19, 2002 Break for Lunch from 11:30 12:30 Wednesday, March 20, a.m. to 5 p.m. 7 a.m. to 2 p.m. Break for Lunch from 11:30 12:30 Take Down Wednesday, March 20, p.m. to 9 p.m. Exhibit Hall Floor Map A & B Booth price includes: * 8 foot by 10 foot fabric display booth * One 7 inch by 44 inch exhibitor identification sign * One 6 foot or 8 foot draped table with white vinyl top and pleated skirt * One 500 watt electrical outlet * One wastebasket * One folding chair SuperBooth (S) price includes: All of the above, except includes: * 19.5 display height capability * 16 foot by 8 foot fabric display booth * Two 500 watt electrical outlet * Egan Center floor is carpeted except along front and back wall. Other requirements for booths are billed and obtained directly through Art Services North (907)

5 Terms & Conditions 2002 Alaska Governor's Safety & Health Conference William A. Egan Civic & Convention Center Transportation and Storage of Exhibit Materials: The William A. Egan Civic & Convention Center cannot accept and store exhibit materials in advance of the conference. Exhibitors must make arrangements with Art Services North or a drayage firm to store such material prior to the Conference. Arrangements must include transportation of materials to and from the Center, plus the removal and storage of crates and other packing containers during the conference. The Egan Center will not provide equipment for the movement of exhibit materials. Material handling equipment other than handcarts is to be approved by the Center. Move in Instructions: The Exhibitors will have from 6 a.m. to 10 a.m. and from 3 p.m. to 5 p.m. on March 18 for move-in and setup. Due to the brevity of the time, cooperation from the exhibitors in making arrangements for any additional equipment prior to the day of move in is expected. Please notify Art Services North of any special needs you require with move-in assistance. Assignment of Space: The Exhibit Committee will assign space based on date full-fee payment is received, registration of multiple booths, and if possible, consideration of potential conflicts with competing like-market exhibitors. Consequences of late registrations could include not having equipment available, booth conflicts, and booth space sold out. Not-For-Profit / Governmental Entity booths will be assigned on a space available basis in the two weeks prior to the conference. Only full-fee paid registration (for-profit entities) will guarantee a space. Exhibit Space: Exhibit materials shall be confined to the booth space and the loading shall not exceed 125 live pounds per square foot. Under no circumstances will the exhibitor allow exhibit materials to be placed in front of emergency exits or aisles. All exhibitors must adhere to the Municipality of Anchorage fire code requirements. A fire extinguisher is required in each booth. The Center will clean the exhibit area each morning prior to exhibit hours. The exhibitor will be billed on a cost basis for any unusual necessary cleanup of the booth to restore it to the same condition in which it existed prior to use. To maintain the integrity of aisles, all exhibitors must remain within the confines of their assigned spaces. No exhibitor shall obstruct the view or negatively affect the display of any other exhibitor. No food or beverages may be brought into the Egan Center for distribution. The Egan Center has exclusive rights for the distribution of food and drink within the Center and shall be the decision making authority should any questions arise. The dispensing of alcoholic beverages by exhibitors will not be permitted. Special Equipment Restrictions: Unusual or objectionable lighting, noises, or odors will not be permitted. The use of loud speakers and public address equipment by exhibitors that include the operation of any noise making equipment (including TV/VCR units) must be conducted so that the noise resulting from demonstrations will not disturb adjacent exhibitors. The operation of oil, alcohol or gasoline engines is prohibited during the show and all such engines must be free of all such fuels and fuel tank caps must be taped closed. All battery cables must be disconnected and cable ends must be taped. All decorative materials must be flame retardant. All exhibitors must comply with Municipality of Anchorage ordinances, regulations and Alaska State Fire Marshall regulations. Damage & Liability: The exhibitor will be held liable for any damage or injuries caused by their exhibit or behavior. Disassembly of Exhibits: Exhibitors shall not begin dismantling exhibits until 3 p.m. on March 20th. Exhibitors shall remove all exhibit materials, including refuse, within their assigned booth area. Removal of equipment and materials shall be completed by 9 p.m. The Alaska Safety Advisory Council and the Egan Center will not be responsible for materials remaining after 9 p.m. on March 20, Cancellation/Forfeiture: Failure to comply with these terms and conditions will result in forfeiture of booth assignments and exhibit fees. Cancellation of space prior to February 15, 2002 is subject to a $260 service fee. No refund will be made after February 15, Endorsements: The Alaska Safety Advisory Council does not approve, endorse, or recommend the use of any specific commercial products or services. The exhibitors may not, therefore state or imply either verbally or in printed literature that their products or services are approved, endorsed or recommended by the Conference, the Alaska Safety Advisory Council or

6 its representatives. 22 nd Annual Alaska Governor's Safety & Health Conference " Road Map For Safety" Exhibitor Registration Please reserve: $910 ea. (call to confirm availability) (A) booth(s) 1 st $710 - additional (A) $550 ea. (B) booth(s) 1 st $610 - additional (B) $450 ea. Not-For-Profit / Government $50.00 ea. = = = = Total Amount Due: $ Visa/MC Expiration Date: Authorized Signature: Date: Title: My signature acknowledges that I have read, understand and agree to the exhibitor's terms and conditions listed elsewhere in this package. Booth space is available on a first-paid, first-served basis. Not-For-Profit / Governmental booth space will be assigned in the two weeks prior to the conference on a space available basis. Payment must be received to reserve space. Final Exhibitor commitments must be received by February 1, Please make Exhibitor registration check payable to Alaska Safety Advisory Council. Return application and check to: Alaska Safety Advisory Council, Governor's Safety & Health Conference, PO Box , Anchorage, AK, or FAX with credit card payment information to (907) Name of Contact Person: Name of Company: Mailing Address: City: State: Zip Code: - Office Phone: Office FAX: Address: Booth Location Preference: 1 st Choice; 2 nd Choice: 3 rd Choice: 4 th Choice: Please specify companies you... Do not wish to be near Wish to be near (For space placement preference, both companies payment must be received.) Indicate time needed to unload: min / hr Indicate time needed to set up booth: min / hr Indicate time needed to break down: min / hr Our product/service description is: Electrical Requirements for booth (voltage): Location How should the booth sign read? Exhibitor Badges are needed for the following people: (print clearly, as you would like them to read.)

7 (Maximum 2 per booth) Thank you for your continued support of the Alaska Governor's Safety & Health Conference.

8 Exhibitor Hospitality Event Again this year, the Governor's Safety & Health Conference Planning Committee and the Alaska Safety Advisory Council are pleased to offer this great marketing opportunity to our exhibitors. Those of you who attended this very successful event at the 2001 Conference, know this is an excellent opportunity. This event is scheduled for Tuesday, March 19 th to honor our speakers and distinguished guests. It is your opportunity to invite your most valued clients to meet in a relaxed atmosphere. We are tenatively planning an event at the Hilton Anchorage. The refreshments served during the Exhibitor Hospitality Event will be totally dependent upon the amount of monetary sponsorships of individual exhibitors. All sponsorship monies received for this event will be used only for this event at this year s Conference. We suggest sponsorships in the amount of $250 or $500. Road Map For Safety A sign will be posted showing your company name as hosting the event. If your sponsorship registration is received prior to February 1, 2002, your company name will also be listed in the Exhibitor Roster in the general conference program as a sponsor of the event. Yes, count me in as a Hospitality Sponsor! $ $250 Name Posted $500 Name Posted as Gold Star Sponsor $1,000 Name Posted as a Platinum Sponsor Company Name Contact Person Contact Phone Address City State Zip Please return form with SPONSOR check payable to: Alaska Safety Advisory Council and mail to: Kathy Miller Alaska Safety Advisory Council PO Box Anchorage, AK Phone:

9 Mark Your Calendars! March 18-20, nd Annual Alaska Governor s Safety and Health Conference RESERVE YOUR SPACE NOW FOR THE BEST SELECTION! Road Map For Safety Alaska Safety Advisory Council PO Box Anchorage, AK Address Correction Requested PRESORT STD US POSTAGE PAID No. 545 Anchorage, AK

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