The annual convention of the USA Rice Millers Association (RMA) provides a great opportunity for

Transcription

1 Sponsor & Exhibitor BROCHURE

2 2 117 th RMA Convention Sponsor and Exhibitor Opportunities The annual convention of the USA Rice Millers Association (RMA) provides a great opportunity for sponsors to show support for the U.S. rice industry and for exhibitors to highlight their products and services to a diverse gathering of domestic and international rice industry leaders. The RMA Convention provides a professional forum to strengthen business ties and to pursue new opportunities. It brings together representatives from rice milling companies and associated businesses from the United States and abroad. Most attendees are executives and key decisionmakers within their companies. Average attendance is 400, representing rice millers, growers, marketers, exporters, brokers, end-users, equipment manufacturers, packaging and service suppliers, and others. Founded in 1899, RMA is one of the nation s oldest agricultural organizations. RMA is a charter member of USA Rice, which has offices in Washington, D.C.; Hamburg, Germany; Kinder, LA; and Stuttgart, AR. We invite you to consider membership in the USA Rice Millers Association (RMA). Join now and receive membership rates for the 2016 RMA Convention. For RMA membership information, please contact Trish Alderson, talderson@usarice.com, (703)

3 117 th RMA Convention 3 MAXIMUM VISIBILITY AT COST-EFFECTIVE RATES The RMA Convention offers numerous sponsorship and exhibitor opportunities. General sponsorships as well as sponsorship of specific events or items are offered. Unique and custom opportunities also are available. And by exhibiting in the trade show, your company is eligible to make a brief presentation in the New Milling Products and Technology Showcase during Tuesday s General Session. Presentation spots are guaranteed to the first 12 who sign up. Additional spots will be added only if time permits. Sponsorship and exhibitor packages offer combo pack benefits. NEW FOR 2016 SAME PRICE, MORE VALUE! RMA Convention registration fees increased in 2016, but your cost to sponsor and/or exhibit did not. This means you are getting even more value from the complimentary registrations that come with sponsoring and exhibiting! The new RMA Convention Welcome Dinner will be held in the Exhibit Hall on Tuesday evening, providing exhibitors more time with attendees. Sponsorship Levels Amount Exhibit Booth Included Feature in Program Comp. Registration(s) Premium Levels with Customizable Benefits (call for details): Imperial $20,000+ Call for details. Two-Page Call for details. Royal $10,000+ Call for details. Full-Page Call for details. Diamond $5,000+ Call for details. Full-Page Call for details. Platinum, Gold, Silver and Bronze Levels and Sponsor/Exhibitor Packages: Platinum Sponsor and Exhibit Package $4,500 Yes Full-Page 3 Platinum Sponsor $4,000 No Full-Page 3 Gold Sponsor and Exhibit Package $3,500 Yes Half-Page 2 Gold Sponsor $3,000 No Half-Page 2 Silver Sponsor and Exhibit Package $2,500 Yes Quarter-Page 1 Silver Sponsor $2,000 No Quarter-Page 1 Bronze Sponsor $1,000 No None 0 All sponsors and exhibitors will receive special badge ribbons. All sponsoring company s name or logo will be displayed at a General Session, on signage and on the website. All exhibitor company names will be displayed at a General Session.

4 4 117 th RMA Convention Sponsorships Opportunities for Specific Events/Items Sponsored Event/Item Stand out from the crowd and put your company name/logo on a specific event or item. Below are some opportunities for sponsorship. Exclusive and/or customized opportunities may be available. Call for details. Number of Opportunities Level Program Speakers Call for details. Thursday Morning Breakfast Speaker Diamond 1 Convention Bags with Company Insert Diamond 1 Hotel Key Cards Diamond 1 RMA Welcome Dinner Diamond 3 RMA Chairman s Reception Diamond 3 Convention Bags (bags only, no company insert) Platinum 1 Thursday Morning Breakfast (seated breakfast) Platinum 2 Convention Lanyards Gold 1 Convention Photographer Gold 1 Continental Breakfast (Wednesday) Gold 1 Continental Breakfast (Friday) Gold 1 Camp RMA Sponsor Gold 2 RMA Duck Hunt Family Capture Event Sponsor Gold 1 Continental Breakfast Beverage Service (Wednesday) Silver 1 Continental Breakfast Beverage Service (Friday) Silver 1 Call for other ideas and opportunities. Golf Sponsors Golf sponsors at the $1,000 and above receive all the general sponsorship benefits plus recognition on the sponsorship signage at the tournament and at the golf awards presentation. Number of Opportunities Level Beverage Carts Gold 2 Golf Team Awards Gold 1 Box Lunch Gold 1 Golf Photographer Gold 1 Golf Patron Sponsorships of golf-related items less than $1,000 also are available. Golf Patron sponsors will be recognized on the sponsorship signage at the tournament and at the golf awards presentation. Number of Opportunities Level Longest Drive Awards $500 1 Closest to the Pin Awards $500 1 Best Dressed Group Awards $500 1 Koozies $500 1

5 117 th RMA Convention 5 Exhibitor Opportunities Benefits of Exhibiting: Exposure to an average of 400 attendees, many of whom are industry leaders and decision-makers. Includes one convention registration for every reserved exhibit booth. Includes participation in the New Milling Products and Technology Seminar (First 12). All exhibits are located in the same room as the program sessions, refreshment breaks and hospitality area. Convention recognition: - Exhibitor listing in convention brochure. - Exhibitor ribbon for name badge. EXHIBIT SPACE: The exhibit booths will be located around the perimeter of the general sessions meeting room. EXHIBIT BOOTHS: 8 x10 exhibit booths consist of 8-foot high back wall and 3-foot high side rails. Each booth will be provided with a 2-foot wide by 6-foot long skirted table, two folding chairs, wastebasket and a one-line sign stating the company name. One electrical 3-prong outlet (110V) will be provided with each booth. One convention registration fee is included for each booth. EXHIBIT FEES: RMA Member Rates: Non-Member Rates: $1,250 per booth $2,000 per booth DIMENSIONS AND WEIGHT LIMITS: The door into the exhibit hall is 10 feet high by 10 feet wide. There is also street level loading through a roll up door that is 14 feet high by 12 feet wide. Weight limitation is 250 lbs. per square foot. If you are bringing equipment: please contact Jeanette Davis at (703) or jdavis@usarice.com. DATES AND HOURS: Listed below are dates and hours exhibitor representatives are requested to be present at exhibit booths. Food and beverage have been scheduled in the Exhibit Hall to coincide with all the scheduled staffing of the exhibits: Tuesday, June 28 Noon to 5:00 p.m. Setup, exhibits must be completed by 5:00 p.m. 6:30 p.m. to 8:30 p.m. Exhibitor need to be present at Welcome dinner, But do not need to man booths. Wednesday, June 29 7:30 a.m. to 12:30 p.m. Exhibits Staffed Thursday, June 30 7:30 a.m. to 10:00 a.m. Exhibits Staffed Friday, July 1 7:30 a.m. to Noon Exhibits Staffed Noon to 3:00 p.m. Teardown USE OF SPACE: Exhibitors are required to register and wear exhibitor badges while staffing their exhibit booths. All product and service demonstrations and promotional material distribution must be confined to the limits of the exhibitor s booth(s). Exhibits that include the operation of any audio/video machines must be operated so that the noise resulting from such operation will not disturb adjacent exhibitors and their patrons. SET UP AND REMOVAL: The exhibit area will be available for exhibitor setup on Tuesday, June 28; from Noon to 5:00 p.m. Setup of exhibits must be completed by 5:00 p.m. on June 28. Exhibit materials may not be dismantled before Noon on Friday, July 1 and must be completely removed by 3:00 p.m. that day. DEADLINE: Applications for exhibit space MUST be received by May 27, 2016, to be assured consideration. RMA reserves the right to accept or reject any and all applications. PHOTO RELEASE: Any photographs taken by RMA/USA Rice may be used in publicizing RMA/USA Rice events including this and future conventions. Your drayage company is: Freeman Warehouse shipping address: Company Name and Booth Number 2016 USA Rice Millers Association 117 th Convention C/O Freeman 4493 Florence Street Denver, CO Freeman will accept freight beginning May 31, All freight must be delivered on or before June 21, If you have any questions you can call freeman directly at SECURITY: The Exhibit Hall will be closed each day upon completion of scheduled activities. Any other security arrangements will be the responsibility of the exhibitor.

6 6 117 th RMA Convention Exhibitor Terms and Conditions A. DEFINITIONS As used in this application: 1. The Term RMA means USA Rice Millers Association. 2. The Term Hotel means The Broadmoor. 3. The Term Drayage Company means Freeman. 4. The Term Decorator Company refers to any company contracted by RMA or the Hotel for decorator work. B. SPACE 1. Display Booth Exhibits: A standard exhibit booth is 8 x10 in size. Exhibit booths consist of 8-foot high flame proof back wall drapery and 3-foot high side rails with drapery. Each booth is provided with a 2-foot wide by 6-foot long skirted table, one chair, wastebasket and a one-line sign stating the company name. One 3-prong electrical outlet (110V) is provided with each booth. 2. DIMENSIONS AND WEIGHT LIMITS: The door into the exhibit hall is 10 feet high by 10 feet wide. There is also street level loading through a roll up door that is 14 feet high by 12 feet wide. Weight limitation is 250 lbs. per square foot. If you are bringing equipment: please contact Jeanette Davis at (703) or jdavis@usarice.com. 3. Set up and Removal: The exhibit area will be available for set up at Noon on Tuesday, June 28 and exhibits must be completed by 5:00 p.m. Exhibit materials may not be removed before Noon on July 1, and must be completely removed by 3:00 p.m. on July 1. No exhibit may be erected after the exhibition opens nor may be dismantled before the official closing time without written permission from RMA. It is the responsibility of the exhibitor to see that all materials are delivered to the Hotel and removed from the Hotel by the specified deadline. Should there be failure to remove the exhibit booth; the removal will be arranged by the RMA at the expense of the exhibitor. 4. Furnishings: Furniture, draping, accessories, signs, electrical outlets, etc. in addition to what is provided for in section B (1) are the sole responsibility of the exhibitor and should be ordered in advance from the Drayage Company on the forms that will be provided by the Drayage Company. 5. Deadline: Exhibit space is limited and will be assigned on a firstcome, first-served basis according to the postmark of the application. Payment must accompany the application to be considered. Applications for exhibit space must be received no later than May 27, 2016, to be assured consideration. RMA reserves the right to accept or reject any and all applications. C. CANCELLATION 1. Cancellation by Exhibitor: If it is necessary for an exhibitor to withdraw from the convention, the exhibitor must notify the RMA in writing. Refunds will be made according to the following schedule: A. One hundred percent of exhibit fee if cancellation notice is received before June 17, B. No exhibit fee refunds will be issued if cancellation notice is received after June 17, Cancellation of Convention: In the event that circumstances beyond the control of the RMA cause the convention to be canceled, full refund of exhibit rental fees will be made with no further liability on the part of RMA or USA Rice for any costs, expenses or damages. 3. Failure to Occupy Space: Space not occupied by the close of the exhibit installation period, as specified in the accompanying materials, will be forfeited by the exhibitor and the space may be resold, reassigned or used by the RMA without refund, unless prior approval is obtained in writing from the RMA. When exhibit materials are on hand, the RMA reserves the right to assign labor to set up any display that is not in the process of being erected by 8 a.m. Wednesday, June 29 and the exhibitor will be liable for all charges incurred. D. CONDITIONS 1. Acceptability of Exhibits: All exhibits shall be to serve the interest of the members of the RMA and shall be operated in a way that will not detract from other exhibits or the convention as a whole. The RMA reserves the right to deny exhibit space to any potential exhibitor if the RMA determines that the content or intention of the exhibitor is inconsistent with the goals and objectives of the RMA. The RMA reserves the right to require the immediate withdrawal of any exhibit, which the RMA believes to be injurious to the purpose of the association. Acceptance of an exhibit does not imply an endorsement of the exhibitor or exhibitor s products or services. 2. Use of Space: Exhibitors are required to register and wear exhibitor badges during the set up and manning of exhibit booths. All product and service demonstrations and product and service promotional material distributions must be confined to the limits of the exhibitor s booth(s). Exhibits which include the operation of any audio machines must be operated so that the noise resulting from such operation will not disturb adjacent exhibitors and their patrons. 3. Drayage: Advance shipment of exhibit materials must be made to the Drayage Company. Should any shipments be made directly to the Hotel, they will be removed by the authorized drayage company and stored until the Hotel is ready to accept material for the exhibition and all cost incurred will be charged to the exhibitor concerned. 4. Pictures: Any pictures taken by RMA/USA Rice may be used in publicizing RMA/USA Rice events, including conventions. E. LIABILITY 1. Security: The exhibit hall will be closed each day following the completion of scheduled activities. Any other security arrangements will be the responsibility of the exhibitor. 2. Damage to Exhibit Facilities: The exhibitor must surrender space occupied in the same condition it was at commencement of occupation. The exhibitor or an agent of the exhibitor shall not injure or deface the walls, columns or floors of the Hotel, the booth(s) or the equipment or furniture of the booth(s). When such damage occurs, the exhibitor shall be liable to the owners of the property so damaged. 3. Liability: Insurance and liability are the full and sole responsibility of the exhibitor. The exhibitor agrees to protect, save and defend and keep RMA, the Decorator Company, and the Drayage Company forever harmless from any damages or charges imposed for violation of any law or ordinance caused by negligence of the exhibitor. The exhibitor agrees to protect, save and defend and keep indemnify, save and defend and keep harmless the RMA, the Decorator Company, and the Drayage Company against and from any and all loss, cost, damage, liability or expense from or out of or by reason of any accident or other occurrence to anyone, including the exhibitor, its agents, employees, and business invitees which arise from or out of or by reason of said exhibitor s occupancy and use of the exhibit premises or a part thereof. The RMA is not responsible for the performance of products, services or materials advertised or exhibited. For the purpose of this section, the term RMA shall be deemed to include USA Rice, its member organizations, and their directors, officers, agents, and employees. The exhibitor assumes all responsibility for any and all loss, theft, or damage to exhibitor displays, equipment and other property while at the Hotel. USA Rice requires exhibitor to provide a certificate of insurance.

7 117 th RMA Convention 7 Sponsor Terms and Conditions A. CANCELLATION If it is necessary for any sponsor to withdraw from the convention, the sponsor must notify RMA in writing by May 17, General Sponsor refunds will be made according to the following schedule: a. Full general sponsorship fee if notification is received by May 17, b. No refunds will be given for notifications received after May 17, B. DEADLINE Sponsorship application, payment, and artwork for features must be received by May 17, C. Sponsors Imperial Sponsor Two-page feature 14 w x 10 h Royal Sponsor Full-page feature 7 w x 10 h Diamond Sponsor Full-page feature 7 wx 10 h Platinum Sponsor Full-page feature 7 w x 10 h Gold Sponsor Half-page feature 7 w x 5 h Silver Sponsor Quarter-page feature 3.25 w x 4.75 h Each sponsor is responsible for providing a press-ready, high resolution PDF or EPS of your feature to be placed in the convention brochure. If no artwork is received, company name and type of sponsorship will be listed in the space provided for the feature. All copy is subject to acceptance by the publisher. Publication of a feature is neither an endorsement of the sponsor nor of its products or services. RMA is not responsible for sponsor claims in published features. All artwork for features must be received by close of business May 17, For additional information or questions on the RMA Convention Exhibitor or Sponsor Program, please contact Jeanette Davis at (703) , or jdavis@usarice.com.

8 8 117 th RMA Convention 117TH RMA CONVENTION - USA RICE FEDERATION June 28- July 2, 2016 Exhibit Hall Floor Plan Broadmoor Hotel / Hall B Colorado Springs, Colorado RMA Convention Exhibit Booth Layout MEETING ROOM E MEETING ROOM F ENTRANCE File Path & Name: E:\SCRD\_FLOOR PLANS\2016\06-JUN\117TH RMA CONVENTION - US RICE FEDERATION (XXXXX)\DWG FILES\117TH RMA CONV16 - USA RF FP.DWG

9 117 th RMA Convention 9 Sponsor and Exhibitor Application Name: Primary Registrant Name: Spouse/Guest Registrant Name: Child Registrant Company/Farm: Address: Badge Name (if different) Badge Name (if different) Badge Name (if different) Telephone: Mobile: Address: City/State/Zip: Affiliation: (Affiliation refers to Miller, Marketer, Exporter, Grower, Rough Rice Merchant, Broker, Port, Inspection Co. etc.) Registration Fee Total Early Member Registration - Before May 27 $500 Late and Onsite Member Registration - After May 27 $650 Early Non-Member Registration - Before May 27 $750 Late and Onsite Non-Member Registration - After May 27 $900 Spouse/Guest Registration (guests over 18) $250 Child/Guest Registration (under 18) $85 Complimentary Sponsor Registration (Imperial, Royal, Diamond, Platinum, Gold and Silver) $0 Complimentary Exhibitor Registration (one per exhibit booth) $0 Press/Media Registration $0 Award Winner Registration $0 Speaker Registration $0 Sponsor and Exhibitor Packages Imperial Sponsor (customized, call for details) Royal Sponsor (customized, call for details) NA NA Diamond Sponsor (customized, call for details) $5,000 Sponsor options include: Convention Bags with Company Insert, Thursday Morning Breakfast with Speaker, Hotel Key Cards, RMA Welcome Dinner, and RMA Chairman s Reception Platinum Sponsor Package (includes one exhibit booth and three complimentary registrations) $4,500 Platinum Sponsor Only (includes three complimentary registrations) $4,000 Sponsor options include: Convention Bags only, no company insert and Thursday Morning Breakfast Gold Sponsor Package (includes one exhibit booth and two complimentary registrations) $3,500 Gold Sponsor Only (includes 2 complimentary registrations) $3,000 Sponsor options include: Continental Breakfasts (Wednesday and Friday), Convention Lanyards, Camp RMA Sponsor, Convention Photographer and RMA Duck Hunt - Family Capture Event Golf: Beverage Carts, Golf Team Awards, Box Lunch and Golf Photographer. Continued

10 th RMA Convention Sponsor and Exhibitor Packages continued Fee Quantity Total Silver Sponsor Package (includes one exhibit booth and one complimentary registration) $2,500 Silver Sponsor (includes one complimentary registration) $2,000 Sponsor options include: Continental Breakfast Beverage Service (Wednesday and Friday). Bronze Sponsor Only $1,000 Golf Patron $500 Sponsor options include: Longest Drive Awards, Closet to the Pin Awards, Best Dressed Awards, and Koozies. Exhibit Booth Exhibit Booth (includes one complimentary registration) - Member Rate $1,250 Exhibit Booth (includes one complimentary registration) - Non-Member Rate $2,000 Guest Events Guest Event: Olympic Training Center Tour $100 Guest Event: Pikes Peak Cog Railways $125 Guest Event: Pikes Peak Cog Railways (12 year old and under) Kids ages: $115 Guest Event: Camp RMA (Kids Event) Kids ages: $35 Guest Event: RMA Duck Hunt $40 Guest Event: Annual RMA Golf Tournament $300 Golf Rental - Right Handed $85 Golf Rental - Left Handed $85 RMA Welcome Dinner (price included in registration fee) $0 Thursday Breakfast Program with Speaker (price included in registration fee) $0 RMA Chairman s Reception (price included in registration fee) $0 Please put an X in Fee column where appropriate. Do not include my name on the registration list. Do not include my spouse/guest on the registration list. Do not include my child on the registration list. Please list any dietary requirements PAYMENT: Payment must be received with the registration form to be considered. RMA is exempt from federal income taxes as an IRS 501(c)(6) organization. However, contributions to the RMA are not deductible as a charitable contribution for federal tax purposes. Please note: Any checks not payable on U.S. funds and drawn on a U.S. bank will be assessed all application processing fees charged to RMA. CREDIT CARD: q AMEX q MC q VISA q DISCOVER Cardholder s Name: Billing Address: Billing Zip Code: Credit Card Number: Exp. Date: Security Code: Signature Date: Make check payable to USA Rice Millers Association and mail to USA Rice Millers Association, 2101 Wilson Blvd. Suite 610, Arlington, VA 22201; Fax: The undersigned sponsor and/or exhibitor applicant has read and agrees to all respective sponsor and/or exhibitor terms, conditions and regulations for participating in the 117 th USA Rice Millers Association Convention, which are part of this brochure and become the contract between the sponsor and/or exhibitor and the USA Rice Millers Association upon the USA Rice Millers acceptance of the application. Signature Date: