EXHIBITION SCHEDULE SPONSORSHIP OPPORTUNITIES HOTEL REGISTRATION. October 30, 2015

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1 October 30, 2015 On behalf of NYSPHADA, I invite you to participate as an exhibitor in the 2016 Annual Spring Conference held at the Turning Stone Resort & Casino in Verona, New York from April 12 th April 14 th, You will have the opportunity to market goods and services directly to over 70 NYS housing authorities, reaching housing officials who make the purchasing decisions for housing authorities. This is a cost-effective method of communicating directly with Executive Directors, Staff and Commissioners from NYS housing authorities as well as representatives from the U. S. Dept. of Housing and Urban Development. NYSPHADA will assist you with your networking efforts by providing you with a high value booth package at a low cost. Our staff is eager to assist you to make this show a success for everyone. If you have any questions about the conference, please call Conference Chairman Andrew R. Tyman, Chief Executive Officer at the Geneva Housing Authority, ext or If you have questions specific to the exhibits, please contact Brenda C. Westfall, Executive Director, Ithaca Housing Authority, , ext. 243 or Sincerely, Mack Carter Executive Director-White Plains Housing Authority President NYS Public Housing Authority Directors Association EXHIBITION SCHEDULE Tuesday, April 12, :00 pm 11:00 pm Exhibitor Registration and Set-up Wednesday, April 13, :00 am 9:00 am Continental Breakfast 9:00 am 9:15 am Opening General Session 12:00 pm 1:30 pm Scholarship Luncheon 9:15 am 7:30 pm Exhibition Open 5:30 pm 7:30 pm Reception Thursday, April 14, :00 am 9:00 am Continental Breakfast 8:00 am 1:00 pm Exhibition Open SPONSORSHIP OPPORTUNITIES Set yourself Apart from Other Exhibitors! Splash your company name and logo around NYSPHADA s Conference to create a lasting impression. Check out NYSPHADA s sponsorship packages outlined in this brochure and contact Brenda C. Westfall at , ext. 243 with any questions. HOTEL REGISTRATION Call (800) to make reservations at: Turning Stone Casino Resort 5218 Patrick Road Verona, NY (Exit 33 off the NYS thruway) Mention you are attending the NYSPHADA Spring Conference for a group rate. Room Rate: $ applicable tax Cutoff date: March 11,

2 NYSPHADA s 2016 Annual Spring Conference? Exposure Network Connect Learn Gain exposure to over 75 housing authority executive directors/staff while showcasing your product /service Network with key decision makers during one reception and two continental breakfasts in the exhibition hall 2 Connect with people you want to do business with at the NYSPHADA Scholarship Luncheon ship Packages Set yourself Apart from Other Exhibitors! ship Package Benefits Color advertisement included in the conference program distributed to all conference attendees Recognition as an official conference sponsor with event signage at all main events One-page marketing piece included in the conference bag distributed to every conference attendee (sponsor to provide inserts) Logo in the sponsor section of NYSPHADA s conference program distributed to all conference attendees Platinum $3,000 1 page inside cover Gold $2,000 Learn about the current issues affecting your clients in timesensitive education sessions Silver $1,000 Bronze $750 1 page ½ page ¼ page Yes Yes No No Large logo Medium logo Logo on all conference signage Large logo Medium logo Small logo Small logo Company name Company name First choice of exhibit booth location Yes Yes No No Company profile on NYSPHADA s website Yes Yes No No Company advertisement on NYSPHADA s website 30 days before and after conference 30 days before and after conference 30 days after event Complimentary booth Verbal recognition of sponsoring company by NYSPHADA s president at the opening general session Complimentary conference registration 4 People 3 People 2 People 2 People Reserved tables at NYSPHADA Scholarship Luncheon Yes Yes No No ribbon for name badge for all company attendees Post-conference attendee list with contact information I wish to register as (please check one): Bronze - $750 Silver - $1,000 Gold - $2,000 Platinum - $3,000 Vendor see page 3 No

3 Booth Contract and Exhibitor Registration (Deadline is March 18, 2016 or until exhibit hall sells out, first-come, first-served basis) Exhibiting Company Company Name: Address: City/State/Zip: Contact Name: Phone: Primary Contact Name: Type of Company or Service Provided: Do you need electricity access at your booth? Yes No Do you need internet access at your booth? Yes No What are the dimensions of your displays? Do you need a table? Yes No Booth includes: One 6 foot table, two chairs, free admittance to all sessions, and a list of NYSPHADA members. If you are a Bronze, Silver, Gold, or Platinum, please refer to the sponsorship benefits to determine your number of complimentary conference registrations. Booth Personnel (limit 2 staff per booth, registration includes 2 continental breakfasts, luncheon and cocktail reception) Name/Title: City: State: Name/Title: City: State: Additional Booth Personnel Breakfast-$15.00 Luncheon-$25.00 Cocktail Reception: $55.00 Name/Title: City: State: Name/Title: City: State: I have included the appropriate cost for breakfast, lunch, and dinner for EACH additional booth personnel. This document is a binding contract between my firm and the New York State Public Housing Authority Directors Association (NYSPHADA) for the purchase of a 2016 Spring Conference Exhibit Package. My company understands and accepts the Exhibitor Rules and Regulations and the rules and regulations of the Turning Stone Casino Resort. My signature below certifies that I am authorized to execute this contract on behalf of my company. Name: Signature: Date: Please register our company for a 10 ft. booth (6 ft. table) $400 (if paid by March 4, 2016) $500 (if paid after March 4, 2016) (for conference sponsors, see chart below) PAYMENT: (full payment due with contract). Mail form and check to NYSPHADA, c/o Brenda C. Westfall, Executive Director, Ithaca Housing Authority, 800 S. Plain St., Ithaca, NY

4 Advertising Opportunity You may purchase advertising in the conference program that will be distributed to every attendee. Please check one: $ ¼ page Choose One: (2 h x 5 w) or $ ½ page (4 h x 5 w) (4 h x 2½ w) $ full page (8 h x 5 w) Ads must be submitted electronically to no later than March 21 st. Ads must be in pdf format Questions? Call Conference Chairman Andrew R. Tyman, Chief Executive Officer at the Geneva Housing Authority, ext or Exhibitor Passport Program NEW: An incentive for attendees and exhibitors, NYSPHADA is pleased to introduce the Exhibitor Passport Program. In an effort to maximize vendor exposure, NYSPHADA and exhibitors will reward participants who have visited each booth with a chance to win a grand prize. Each booth exhibitor will stamp the attendee s passport card when he/she visits the booth. Once the passport card is completed, the attendee will drop it in a designated location for a drawing on April 14, In order to drive traffic onto the exhibition floor, our company would like to donate a prize to be given away in a drawing. Scholarship Donation In order to encourage academic excellence and community responsibility among high school students, NYSPHADA has implemented a scholarship program for graduating seniors who are preparing to enter higher level learning. NYSPHADA will award one (1) scholarship to a deserving youth currently residing in a NYSPHADA member agency. Exhibitors are encouraged to make a donation to the winner. I wish to make a donation to the NYSPHADA Scholarship Program in the amount of $. All donations will be included in the 2016 Scholarship Award presented to the recipient at the luncheon on April 13, Your contributions to the program are greatly appreciated. Please make all checks payable to NYSPHADA. 4

5 Exhibitor Rules and Regulations 1. Contract for Space: This contract is for space and formal notice of assignment by NYSPHADA. Checks should be made payable to NYSPHADA. 2. Cancellation of Space: Cancellation notification must be in writing to NYSPHADA no later than 7 days before conference date. No refunds after April 13, All refunds prior to April 6th are subject to a 20% administrative fee. 3. Cancellation of Conference: If conference is cancelled for reason beyond the control of NYSPHADA. NYSPHADA will refund the rental payment in full thereby canceling the contract and NYSPHADA from any liability. 4. Payment for Space: Payment must be received in full by March 4, Payments received after March 4, 2016 will pay the higher fee. 5. Use of Space: NYSPHADA reserves the right to restrict or evict exhibits, which because of noise, method of operation, materials or any other reason, become objectionable, and also to prohibit any exhibit, which in the opinion of NYSPHADA may detract from the general character of the conference as a whole. Exhibitors must provide ample space within the confines of their booths for the collection of refuse. Wastebaskets or other containers must not be placed in aisles. 6. Circulation and Solicitation: Distribution of circular of promotional material may be made only within the booth assigned to the Exhibitor presenting such material. 7. Booth Construction: No exhibits will be permitted that interferes with the use of other exhibits or impedes access to them or impede the free use of the aisle. Booth activities, which cause people to congregate in the aisles, are prohibited. All booth personnel must be appropriately attired to maintain the professional and businesslike climate of the conference. All booth construction shall be subject to rules of the Turning Stone Casino Resort and the discretion of NYSPHADA. Booths shall be no larger than 10 ft. in length (6 table). 8. Giveaways, Drawings, and Distribution of Gifts: All drawings or contests must be held within the confines of the exhibit booth and ticket holders need not be present when a drawing is held. All prizes must be on display in the exhibitor s booth during the conference. 9. Passport Cards. Exhibitors will be responsible for stamping the Passport cards provided by NYSPHADA. 10 Promotion: All promotional material must be submitted for approval to NYSPHADA before use and must be in compliance with New York State and Local laws on regulations on any merchandise, advertising, or promotional schemes that involve attracting visitors to Exhibitor s location by an inducement that might be construed as a lottery. 11. Loss, Damage, and Injury: NYSPHADA and the Turning Stone Casino Resort will not be responsible for any injury, loss, or damage that may occur to the Exhibitor s employees or property from any cause whatsoever. NYSPHADA and the Turning Stone Casino Resort will not be liable for any injury, loss, or damage which may be sustained by any person who may be on the premises leased or rented to the Exhibitor, or watching, observing, or participating in any demonstration or exhibit of the Exhibitors. 12. Liability and Insurance: Exhibitors must provide for the safeguarding of their own goods, materials, equipment, and display at all times. Exhibitors assume all responsibility for any damage their exhibits may cause to the Turning Stone Resort. In addition, the Exhibitor shall defend, indemnify, and hold harmless NYSPHADA and the Turning Stone Casino Resort and their respective employees and agents from any and all liability and expense that may arise from the Exhibitor s participation in the NYSPHADA Conference. NYSPHADA and the Turning Stone Casino Resort will not be held liable for injuries to any person or for the loss or damage to property owned or controlled by the Exhibitors, or for the loss or damage to property owned or controlled by the Exhibitor s, or for claims, damages or injuries which may be incident to, arise from, or be in any way, connected with the Exhibitor s occupation of display space, and hold NYSPHADA, the Turning Stone Casino Resort and other exhibit service organizations harmless against any and all such claims. The Exhibitor understands that neither NYSPHADA nor the Turning Stone Casino Resort maintain insurance covering the Exhibitor s property. It is the sole responsibility of the Exhibitor to insure themselves at their own expense against property loss or damage and against liability for bodily injury. Upon request vendors may be requested to supply NYSPHADA and the Turning Stone Casino Resort with a Certificate of Insurance. 13. Compliance with Law: Exhibitor shall not engage in any display, publication, performance, or other activity, which is in conflict with state or local law or ordinance. Firearms may not be used as part of an exhibit, or as a giveaway. Exhibitor will not display or bring into the exhibit any animal, bird, fish, or other nonhuman creature. 14. Interpretation and Amendment: NYSPHADA 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 NYSPHADA, which shall be as much a part hereof as though fully incorporated herein. 15. Materials Handling: Exhibitors will hand-carry their own material into the facility. 16. These Rules and Regulations become part of the contract between the Exhibitor and NYSPHADA. They have been formulated for the best interests of the Exhibitor and NYSPHADA. The rules and regulations of the Turning Stone Casino Resort are also part of this contract. 5

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