EXHIBITOR PROSPECTUS

Transcription

1 New York State Health Facilities Association New York State Center for Assisted Living EXHIBITOR PROSPECTUS FALL EDUCATION CONFERENCE & TRADE SHOW The Albany Marriott Albany, New York November 15, 2016 Note: This Trade Show is not the Annual Convention Trade Show that will be held at the Turning Stone Resort & Casino on June 25-28, 2017.

2 NYSHFA /NYSCAL 2016 Fall Conference Exhibitor Prospectus The Albany Marriott Albany, New York November 15, 2016 Exhibit Dates and Times NYSHFA, NYSCAL and Foundation for Quality Care s Trade Show, held in conjunction with our Annual Education Conference, will be held on Tuesday, November 15 th 8:00 a.m. 9:00 a.m. and Noon 1:00 p.m. Note: The Trade Show area will also be open when the education sessions are being held (9:00 a.m. Noon and Noon 4:00 p.m.) Description of Standard Exhibition Spaces All spaces will consist of a 6 (six foot) skirted table top display. Each space will receive the following: 1. One 6' draped table (6' long x 24" wide x 30" high). 2. Two side chairs and a waste basket. NOTE: Exhibit Fees Electricity will not be supplied on a complimentary basis. Exhibitors will need to order electricity through NYSHFA. A $25.00 charge will be incurred. (Order form is attached) Single Space Rental: $ for NYSHFA/NYSCAL Associate Members $ for Non-Members Double Spaces: Double spaces will be permitted at twice the single space rental. Hotel Accommodations A room block has been established at the Albany Marriott at a discounted rate of $ Reservations need to be made by October 27th. Reservations can be made online or by calling (800) and using the code HFA. Fall Conference App Exhibitors will be able to have their company logo and website listed on the app. Please to Erin Fitzgerald (efitzgerald@nyshfa.org) by October 28, 2016.

3 NYSHFA/NYSCAL 2016 Fall Conference Exhibitor Contract Page 1 Attention Exhibitors Please complete the following information carefully and legibly. The information you provide will appear on our Fall Conference App: Company Name: Contact Person: Address: City: State: Zip Code: Phone: ( ) Fax:( ) Address: Website: Company Information: Please company logo and website address to efitzgerald@nyshfa.org to be uploaded to the Fall Conference App. Are you an Associate Member of NYSHFA/NYSCAL: Yes No Exhibition Regulations 1. INSTALLATION OF EXHIBITS: Exhibitors may commence installation of exhibits at 6:00 a.m. on November 15, 2016, and must complete such installation no later than 8:00 a.m. on November 15, The Trade Show and exhibit hall open at 8:00 a.m. on November 15, INAPPROPRIATE EXHIBITS: NYSHFA, NYSCAL, and FQC reserve the right to control or prohibit any exhibit deemed by NYSHFA, NYSCAL, and FQC, in its sole discretion, to be inappropriate. Aisle space may NOT be used for exhibit purposes, displays of signs, solicitations or distribution of cards, circulars, samples, or other promotional materials. 3. PROHIBITIONS: Exhibits, signs, or displays are prohibited in any public rooms or elsewhere on the premises of the exhibit hall or Headquarters Hotel. 4. AUDIO/VISUAL DEVICES: The use of amplification devices (megaphones, loudspeakers) or undignified methods of attracting attention are prohibited. The use of filming, taping (video) or audio recording equipment will be permitted only if prior written permission from NYSHFA, NYSCAL, and FQC is obtained. 5. PRINTED MATERIALS: Distribution of printed or promotional materials may be done only in the assigned exhibition space. Distribution of materials in all other places without written permission is prohibited. 6. PERSONNEL AT EXHIBITION SPACE: At least one representative of the Exhibitor, who is pre-registered for the Trade Show, must be in attendance at the exhibition space at all times when the exhibit area is open. 7. EXHIBIT HALL: Only exhibitors and persons registered for the Trade Show will be allowed in the exhibit hall. Anyone excluded by this policy, who wishes to visit the exhibit hall, may purchase a ticket at registration. 8. IDENTIFICATION BADGES: Admission to the exhibit hall will be by identification badge only. Only NYSHFA, NYSCAL, and FQC-supplied name badges may be used on the exhibit hall floor. Other badges, name tags, or items that identify a firm/ company by name, may not be displayed. 9. SHIPMENTS: Please contact the Albany Marriott at (518) AMENDMENTS TO RULES AND REGULATIONS: All matters and questions not covered by the Contract or these rules and regulations are subject to the decision of NYSHFA, NYSCAL, and FQC. NYSHFA, NYSCAL, and FQC have sole authority to promulgate, interpret and enforce these rules and regulations and to make any amendments to the regulations as necessary for the orderly conduct of the Trade Show and the exhibit hall.

4 NYSHFA/NYSCAL 2016 Fall Conference Exhibitor Contract Page 2 If you wish to reserve your space, please return your company description and signed contract along with payment or payment information. Spaces are sold on a first come, first serve basis. 1. GENERAL: This contract and the attached rules and regulations (collectively the "Contract") contain the terms and conditions upon which the company whose name is printed above the heading Company Name at the end hereof (the "Exhibitor") shall have the right and privilege to reserve space and conduct an exhibition space in the exhibit hall at the 20 th Annual Education Conference and Trade Show (the "Trade Show") sponsored by the New York State Health Facilities Association, Inc., the New York State Center for Assisted Living, New York Assisted Living Nurses Association and Foundation for Quality Care ("NYSHFA", NYSCAL, and FQC ) and being held at the Albany Marriott, Albany, NY. Upon execution hereof by a duly authorized representative of the Exhibitor, the Contract shall be binding upon the Exhibitor, NYSHFA, NYSCAL, and Foundation for Quality Care. 2. DESCRIPTION OF EXHIBITION SPACE/TIMES: The area available for exhibition spaces in the exhibit hall will consist of six foot (6 ) skirted table, two (2) chairs and waste paper basket. Exhibit hall hours and dates will be 8:00 a.m. 9:00 a.m. and Noon 1:00 p.m. on November 15, RENT: An exhibition space may be rented for the Trade Show in accordance with the following rate schedule: NYSHFA/ NYSCAL Associate Members -- $ and Non-Members -- $ Double spaces are permitted for twice the amount of a single space. Payment is due with the return of this Contract; no company will be allowed to set up an exhibition space unless full payment has been received. Make checks payable to Foundation for Quality Care and complete the information on the previous page. 4. RESERVATION OF EXHIBITION SPACE: Reservations for an exhibition space at the Trade Show may be made by returning a signed contract with the rent payment to Foundation for Quality Care. NYSHFA, NYSCAL, and Foundation for Quality Care will accept the reservations in the order in which signed contracts with rental payments are received. 5. USE OF EXHIBITION SPACE: Exhibitor agrees to utilize its exhibition space strictly in accordance with the Rules and Regulations governing Exhibition Spaces which are contained in this brochure and by this reference made a part hereof. 6. CANCELLATION POLICY: For cancellations received by NYSHFA, NYSCAL, and Foundation for Quality Care prior to sixty (60) days before the Trade Show, a full refund will be made minus a $ administration charge. There will be no refunds for cancellations made less than sixty (60) days before the Trade Show. 7. FORFEITURE OF EXHIBITION SPACE: An Exhibition Space not occupied by 8:00 a.m. on November 15, 2016, will be subject to forfeiture by the Exhibitor, and this space may be resold or reassigned by NYSHFA, NYSCAL, and Foundation for Quality Care without refund to the Exhibitor. 8. INDEMNIFICATION: The Exhibitor agrees to indemnify, defend and hold NYSHFA, NYSCAL, and Foundation for Quality Care and its members, officers, agents and employees harmless from and against any and all claims, causes of action, judgments, liabilities, damages, losses, costs and expenses, including reasonable attorneys' fees, arising as a result of Exhibitor's rental and use of an exhibition space, including, but not limited to liability for loss or damage to property and liability for personal injury or death of any person. 9. ASSIGNMENT: The Exhibitor may not assign its rights under this Contract or sublease its exhibition space without the prior written consent of NYSHFA, NYSCAL, and Foundation for Quality Care. 10. CHANGE OF TRADE SHOW DATE: NYSHFA, NYSCAL, and Foundation for Quality Care reserves the right to change the Trade Show dates and site upon not less than ninety (90) days prior written notice to Exhibitors. In the event Exhibitor thereafter notifies NYSHFA, NYSCAL, and Foundation for Quality Care in writing that it cannot use the exhibition space on the new date or at the new site, Exhibitor shall be entitled to a full refund of its rental payment. 11. FALL CONFERENCE APP: Exhibitors will be able to have their company logo and website listed on the app. Please your company logo and website address to Erin Fitzgerald (efitzgerald@nyshfa.org) by October 28, IN WITNESS WHEREOF, the Exhibitor has caused this Contract to be signed and dated by its authorized representative. Authorized Signature Company Name (Please print) Name (Please print) Date

5 NYSHFA /NYSCAL 2016 Fall Conference Sponsorship Opportunities Company Name: Contact Person: INVOICE DESCRIPTION AMOUNT Exhibitor Table Six Foot Table Top Space (Associate Member) $ Six Foot Table Top Space (Non-Associate Member) $ Electricity $ Sponsorships Conference App Sponsor - Exclusive (Company name/website link posted on home screen of the App; App marketing materials will have your company logo; Signage at the conference; 1 comp conference registration; Thank you from the podium) Conference Sponsor - Exclusive (Signage at registration & meeting rooms; 1 comp conference registration; company logo/website link on App; Thank you from the podium) $2, $1, Conference Sponsor Shared with non-competitor (non exclusive) (Includes same as above conference sponsor) $1, Continental Breakfast on Nov. 15 th in Exhibit Hall (Signage at event; Thank you from the podium; Special recognition on the conference App) $ Luncheon on Nov 15 th in the Exhibit Hall (Signage at event; Thank you from the podium; Special recognition on the conference App) $ Reception on Nov 15 th 4:45 pm 6:00 pm (Signage at event; Thank you from the podium; Special recognition on the conference App) $ Kosher Food on Nov 15 th & Nov 16 th (Signage at event; Thank you from the podium; Special recognition on the conference App) $ Luncheon on Nov 16 th (Signage at event; Thank you from the podium; Special recognition on the conference App) $ Conference Name Badge (Signage at event; Thank you from the podium; Special recognition on the conference App) $ Conference Name Badge Neck Cords (Company name/logo will appear on every registrant s neck cord; Special recognition on the conference App) $ Coffee breaks (per sponsor) (Signage at event; Special recognition on the conference App) $ PAYMENT INFORMATION Method of Payment: Check (payable to Foundation for Quality Care) AMEX Discover MasterCard VISA Card Number: Expiration Date: I authorize NYSHFA/NYSCAL/FQC to use the above Discover, MasterCard, VISA, or AMEX to charge applicable registration fees NOTE: Payment must be received in full prior to the event. A confirmation will be mailed upon receipt of payment. Mail Completed Form & Check To: Contact Information: Foundation for Quality Care, Inc. Phone: (518) ext Elk Street, Suite 300 Fax: (518) Albany, NY efitzgerald@nyshfa.org

6 NYSHFA /NYSCAL 2016 Fall Conference Exhibitor On-Site Representatives Registration Company Name: Contact Person: On Site Representatives: 1. Name: Kosher Meal Requested: 2. Name: Kosher Meal Requested: 3. Name: Kosher Meal Requested: List of Companies you do not wish to be next to (be specific): Company Category: Accounting / Finance Medical Supply / Equipment Consultants Pharmacy Education / Training Portable X-Ray Facility Management / Services Rehabilitation Services Information Technology Wound Care Services Insurance Other: Company Logo & Website: Please remember to Erin Fitzgerald (efitzgerald@nyshfa.org) your company logo and website. These will be posted to the Conference App along with your company contact information. The app will be available to all conference attendees. Don t miss out on this great marketing tool. Printed Signs: Companies are encouraged to bring their own signs. Signs will not be produced by NYSHFA/NYSCAL. Mail Completed Form by October 28, 2016: Contact Information: Foundation for Quality Care, Inc. Phone: (518) ext Elk Street, Suite 300 Fax: (518) Albany, NY efitzgerald@nyshfa.org