Orlando American Society for Horticultural Science. Exhibitor & Sponsor Prospectus

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1 Orlando 2014 American Society for Horticultural Science Exhibitor & Sponsor Prospectus 2014 ASHS Annual Conference July Rosen Plaza Hotel Orlando, Florida

2 What is the ASHS Annual Conference and who attends? Established in 1903, the American Society for Horticultural Science (ASHS) is recognized around the world as one of the most respected and influential professional societies for horticultural scientists. ASHS is committed to promoting and encouraging national and international interest in scientific research and education in all branches of horticulture. Comprised of thousands of members worldwide, ASHS represents a broad cross-section of the horticultural community scientists, educators, students, landscape and turf managers, government, extension agents and industry professionals. ASHS members focus on practices and problems in horticulture: breeding, propagation, production and management, harvesting, handling and storage, processing, marketing and use of horticultural plants and products. The American Society for Horticultural Science hosts an Annual Conference to bring the membership together for a four-day event composed of networking sessions, abstract presentations, award presentations, and technical workshops. Each year, approximately 1,000 horticultural leaders and decision makers attend the conference eager to learn about cutting edge technology and share information. All attendees are interested in seeing the newest scientific technology, books and reference materials, and research equipment. The ASHS Annual Conference is a prime place to show the horticultural industry leaders what your company has to offer. In addition to industry leaders, the ASHS Annual Conference attracts many graduate and undergraduate students. This audience is the future of Horticulture and is a prime target audience for new technologies. 2

3 2014 Opportunities The ASHS Conference in Orlando promises to be packed with informative sessions, workshops, lectures, and networking. As an exhibitor or sponsor, you can get involved in this exciting conference in the following ways: Exhibitor Sponsorship Packages Sponsor a specific activity Conference Bag Materials Provide Bag Logo Products Advertising Benefits of Sponsorship Gain visibility for your company Increase your brand recognition Show your support within the horticultural scientific community Meet potential clients and customers who value your product or service ***We also accept product give-aways at no charge to stuff in the conference gift bags. Contact us for more information. 3

4 Stand Out at the Conference: Want to add something to your conference experience and reach more attendees? Gain visibility with any of these exclusive options. Each option includes logo signage. Exhibit Hall Reception ($8,000 lunch & $1,500 coffee): Reach the attendees by hosting a lunch or coffee station in the exhibit hall. Career Center ($2,500): Host the ASHS Career Center booth complete with WiFi on laptops for job hunting. Conference Water Bottle ($3,000): Get your logo out where people will see it! Student Resume Review ($500): Host a space for students to meet with professionals and industry members to review and suggest recommendations on their resumes. Exhibitor Information Exhibit Schedule: Move In Sunday, July 27 Exhibit Hall Hours Monday, July 28 Welcome Reception Tuesday, July 29 Wednesday, July 30 Thursday, July 31 Move Out Thursday, July 31 2:00 pm - 5:00 pm 9:00 am 6:30 pm 5:30 pm 6:30 pm 9:00 am 5:00 pm 9:00 am 5:00 pm 9:00 am 2:00 pm 2:00 pm 5:00 pm Exhibitor Information: All Booths will be a 10 x10 space Booth includes a 6 draped table, ID sign and chair. ASHS will provide Social Media promotions to drive traffic to the exhibitors on a daily basis. Booths will include two complimentary booth personnel badges. Contact information for your company along with a brief description will be included in the program. Exhibit Hall Information: Exhibitors should expect to staff their booths during the exhibit hours listed above. The hall will remain open during these times and will be accessible to attendees. Scientific Posters will be on view during the exhibit hall hours. Poster presentations will be scheduled Monday Thursday from 12:15pm 1:00pm and from 1:00pm 1:45pm. There will be scheduled coffee breaks in the exhibit hall daily, along with any additional sponsored activities. The welcome reception will also be held in the Exhibit Hall and is a great opportunity for connecting with the attendees. Exhibitors have the opportunity to take advantage of the group negotiated hotel and travel rates during the conference. Detailed information regarding setting up, products and services options available, and shipping to hotel will be sent by the General Contractor roughly 90 days prior to the conference. All exhibitors will receive a complimentary logo placement on the ASHS conference portion of the website from April 1, 2014 until April 1, Booth Assignments will be sent out after application and full payment are received. ** More Exhibitor specifications listed on pages

5 Sponsorship Opportunities ASHS invites your support to continue the horticultural scientific programs occurring at the annual meeting. General sponsorships are applied to the overall scientific program, as well as enhancing the overall attendee experience. We are also happy to customize a sponsorship package to meet your needs. Please contact Cindy Slone at or ext. 116 to discuss sponsorships. Platinum Sponsorships - $5,000 and up Two Full Conference Registrations Two tickets to the Industry Extension function Your logo on the Conference Bag Special Signage at Conference Half-page advertisement in Conference Program Your logo listed on ASHS Website Program Acknowledgement Gold Sponsorships - $2,500 - $4,999 Two tickets to the Industry Extension function Your logo on Conference Bag Special Signage at the Conference Half-page advertisement in Conference Program Your logo listed on the ASHS Website Program Acknowledgement Silver Sponsorships - $1,000 - $2,499 Your logo on Conference Bag Special Signage at the Conference Half-page advertisement in Program Logo listed on ASHS Website Program Acknowledgement Bronze Sponsorships - $500 - $999 Program Acknowledgement Acknowledgement listed on special signage at conference Acknowledgement on ASHS Website 5

6 Sponsorships for Student Related Activities Each year, ASHS hosts many student related activities and events. Get involved as an individual or company to support the horticultural education of the ASHS student membership. Scholars Ignite ($1,000): The purpose of the presentation is to generate awareness, stimulate thought, and inspire attendees to appreciate the breadth and depth of horticulture research and scholarly activities. This is similar to the three to five minute thesis and research presentation events (e.g. Three minute thesis, Ignite or Scholars Studio) occurring around the globe, and done especially well in Australia, British Columbia, and the University of Washington. Our hope is that this activity would stir the society s membership up around graduate student learning, research, discovery, and creativity. ASHS would obtain stories to share via YouTube and for the web, and to brag about our graduate student membership and their accomplishments. Graduate students would meet other students, learn of research and other creative and scholarly activities across ASHS, and hopefully have fun! Monetary prizes are distributed to the top three winners. Student Travel Grants ($500 - multiple available): Grants are provided to a limited number of students to assist them in traveling to the conference to present an oral or poster abstract. Graduate Student Poster Competition ($1,500): Abstract poster competition held just for graduate students to present their results to interested faculty judges. Monetary prizes are distributed for the top three winners. Student Reception ($1,900): ASHS holds a special reception for all students to be able to relax and meet each other. It is an important part of the student conference experience. Student Tour ($1,500): Students can take advantage of a tour of the Horticultural world of Epcot. They will be able to see first hand what work is needed to keep the parks beautiful 365 days of the year. Sponsors are needed to subsidize this tour. 6

7 Conference Advertising Opportunities ASHS 2014 Advertising Package: Take advantage of a special advertising package option that will promote your company before, during, and after the conference. Package includes ($2,500): Half page b&w ad in the June, July, and August issues of HortScience. * Full page b&w ad in the ASHS Conference program. Web ad to run on the ASHS home page from June 1, 2014-August 30, Conference Program: ASHS invites all companies who would like to market to conference attendees to advertise in the Conference Program. It will be distributed to all conference attendees as well as be available for download on ASHS website after conference under past conferences. Full page b&w - 10 (tall) 7.3 (wide) Half page b&w - 5 (tall) 7.3 (wide) 1/4 page b&w - 5 (tall) 3.7 (wide) 1/4 page b&w (tall) x 7.3 (wide) Inside front cover or inside back cover (b&w) Back cover (color) Front Cover 2 x2 ad **Pricing listed on Application Form *All ads must be submitted in a jpg or tiff file and may be sent via . Files should be high resolution (300 dpi or greater). *Allow inches for bleeds, color settings to CMYK Web Advertising: Add a web banner to the ASHS home page to make your company stick out. The banner will link directly to your company s website. Banner ads run for a 30-day period. Banner ad sizes are: 220 x 40 pixels Corporate Memberships: Any business firm, association, or organization (excluding libraries), interested in promoting horticultural research and education is eligible for ASHS Corporate Membership. Please contact the ASHS headquarters for more information on corporate membership. 7

8 2014 Exhibitor, Sponsor, and Advertiser Application Form Company Information: Please sign me up for the following: Platinum Sponsorship $5,000 + Company Name: Address: City: State: Country: Zip/Postal Code: Phone: Fax: Website: Contact Person: Name: Phone: Payment Information: Payment in full must be received by March 1, 2014 for application to be finalized. Please charge my Credit Card Visa Mastercard American Express Credit Card Number Exp. Date CCV Code Name on Card Billing address (if different than above) Signature Date Payment to be made by check. (Make check out to ASHS. Mail to the attention of Cindy Slone, ASHS, 1018 Duke Street, Alexandria, VA ) Total Amount Contact Cindy Slone at or ext. 116 with any questions. Gold Sponsorship $ 2500-$4999 Silver Sponsorship $ 1,000-$2499 Bronze Sponsorship $500-$999 Exhibitor $ Options for Exhibitors: Exhibit Hall Coffee $1,500 Exhibit Hall Lunch $8,000 Career Center (Wifi) $2,500 Conference Water Bottle $3,000 Student Resume Review Area $500 Student Related Sponsorships: Scholars Ignite $1,000 Student Travel Grants $500 Graduate Student Poster Competition $1,500 Student Reception $1,900 Student Tour $1,500 Conference Advertising: Advertising Package $2,500 Full-page $1,000 ½ page $550 ¼ page $325 Back cover (inside) $1225 Back cover (outside)$1850 Front cover 2 x 2 $500 Web Banner (30 days) $95 Conference Products: Bags $1,500 Bag Stuffers $750 Pens $500 Lanyards $800 8

9 Exhibitor Specifications The American Society for Horticultural Science (hereinafter referred to as ASHS ) will hold its Annual Conference on July 28-31, 2014 at the Rosen Plaza Hotel, Orlando, Florida, and will conduct a closed exhibit from July 28-31, 2014 for education and information purposes. Should ASHS fail to hold the Annual Conference, conduct the exhibit, or furnish to exhibitor the space herein described, ASHS shall promptly refund the exhibitor the amounts paid and such refund shall be accepted by exhibitor in full settlement of all loss or damage suffered by exhibitor. Each exhibit space includes two complimentary staff badges. Staff badges allow access to the exhibits, the ASHS Welcome Reception, and the New Innovations in Commercial Horticultural Applications workshop. If an exhibitor would like to attend the technical sessions, they will need to register for the conference as a conference attendee. ASHS reserves the right to exercise its sole discretion in the acceptance or refusal of an application. The exhibitor authorizes ASHS and its employees or agents to use the exhibitor s name to promote the event and to solicit other exhibitors for this and future events. The space assigned is allocated to exhibitor for his or her exclusive use. Exhibitor may not assign or sublet any space allotted. No part of an exhibit shall be removed during the exhibit hours without special permission from ASHS. However, all exhibits must be removed by the designated time. If exhibits are not removed by that time, ASHS reserves the right to remove exhibits and charge the expenses to the exhibitor. No exhibit shall be broken down or altered in any form during the show hours of operation. Exhibitor shall comply with all exhibit area specifications furnished by ASHS to exhibitor. Exhibit booth display areas are 10 feet by 10 feet. The height of exhibitor s display shall not exceed the 8-foot-tall booth. Exhibitor shall comply with all other booth specifications furnished by ASHS to the exhibitor. Exhibitor understands that display area assignments will not be made until a signed agreement and full payment has been received by ASHS. Cancellations must be in writing and will be accepted up to April 1, 2014, with a 50% refund. After April 1, 2014, cancellation will result in forfeiture of all fees. Exhibitor agrees that ASHS shall have the right to make such rules and regulations or changes in floor plan arrangements of display areas for said exhibit as shall be deemed necessary and to amend the same from time to time. All determinations by ASHS regarding the enforcement of rules, regulations, and conditions under this contract shall be final and binding upon exhibitor. Exhibitor may not advertise or display goods other than those designated in this contract and either manufactured, distributed, or sold by exhibitor. No sales will be permitted on the exhibit floor. Exhibitor must make provision for the safeguarding of his or her goods from the time they are in the display area until the goods are removed. Although security will be provided by ASHS, neither ASHS, Rosen Plaza Hotel, nor their agents or employees, shall be responsible for or guarantee to exhibitor the safety of exhibit material against fire, accident, theft, unauthorized inspection, photographing, copying, or any loss or injury whatsoever. Neither ASHS nor Rosen Plaza Hotel, its agents, or its employees shall be liable for injuries to exhibitor s person, his or her agents, his or her employees or their persons no matter how sustained (from fire, theft, or other causes). All claims for such loss, damage, or injury are hereby being expressly waived by exhibitor. It is understood that neither the Rosen Plaza Hotel nor the legal entities that own, lease, and/or operate the Rosen Plaza Hotel nor their members, officers, directors, or employees shall be responsible or liable for injury to any person or persons or for loss or damage to any property belonging to the exhibitor or any person or persons while at the Rosen Plaza Hotel or otherwise. The exhibitor assumes complete responsibility and liability for all loss, damage, or destruction of the property of the exhibitor, his guests, and all property of the Rosen Plaza Hotel used by the exhibitor or brought upon the Rosen Plaza Hotel premises in his or her behalf. The exhibitor also assumes full responsibility and liability for all injury to any and all persons or property in any way connected with the exhibitor s display caused by the employees. The exhibitor indemnifies and agrees to hold harmless Rosen Plaza Hotel and the legal entities that own, lease, and/or operate the Rosen Plaza Hotel, their members and officers, and the Rosen Plaza Hotel directors and employees against any and all liability whatsoever arising from any or all damage to property or personal injury caused by the exhibitor or his agents, representatives, employees, or other persons. Exhibitor shall assume all liability for damage to the facilities of Rosen Plaza Hotel by reason of its exhibit and shall indemnify Rosen Plaza Hotel for all liability that might ensue by reason of his or her exhibit or presence at the ASHS Annual Conference. 9

10 Neither exhibitor nor his or her agents may allow any articles to be brought into the exhibition or any act done on the premises that will invalidate the insurance or increase the premium on the policies held by Rosen Plaza Hotel and ASHS or permit anything to be done by their employees that would result in damage to the premises, property, or equipment of the exhibitors. No signs or articles can be affixed, nailed, or otherwise attached to walls, doors, etc., in such a manner as to deface or destroy them. Likewise, no attachments can be made to the floor by nails, screws, or any other devices that would cause damage. All space is allotted subject to these restrictions, and any violation by the exhibitor shall entitle ASHS to demand immediate correction thereof or immediate eviction of the exhibitor in addition to any other remedy available at law. Exhibitor shall not make use of any loud bells, sirens, or buzzers, or otherwise cause any loud noises as, in the opinion of ASHS, would interfere with the activities of the Annual Conference or neighboring exhibitors. All display material must be flameproof and subject to inspection by the appropriate fire department. No flammable fluids or substances may be used or shown in display areas. No activities in the exhibit hall shall be scheduled during the official program or exhibit hours except with expressed written permission of ASHS. Your company, your company representative, or your agent shall be held jointly, collectively, and individually responsible for any and all debts incurred for all exhibit costs, fees, or charges. Insurance: It is expressly acknowledged that the sponsor, their agents, or their representatives have neither purchased insurance of any kind for the benefit of the exhibitor nor is it under any obligation to do so. The exhibitor agrees to obtain the following insurance coverage during this event, including move-in and move-out days and will be prepared to furnish certificate of insurance if requested: a) comprehensive general liability insurance coverage, including protective and contractual liability coverage of $250,000/$500,000 property damage; b) employers liability insurance with minimum limits of $100,000 per accident; c) worker s Compensation Comprehensive in full compliance with federal and state laws; d) general automobile liability insurance covering owned, non- owned, and hired vehicles, including loading/unloading hazards with bodily injury limits of $250,000/$500,000 and property damage limits of $1,000,000. Exhibitor agrees to pay when due all royalties, license fees, or other charges accruing or becoming due to any firm, person, or corporation by reason of any music, either live or recorded, or other entertainment of any kind or nature, played, staged, or produced by the exhibitor, its agents, employees, or subtenants within the premises covered by the License Agreement, including, but not limited to, royalties or licensing fees due to BMI, ASCAP, or SESAC. Exhibitor agrees to hold harmless this event, its agents, and its employees against any and all such claims and charges and to defend at its own expense any and all such claims and charges. Exhibitor shall have the right, however, to protest and, if desired, to litigate and adjudicate any and all such claims. Any points not covered herein are subject to settlement by ASHS. American Society for Horticultural Science 1018 Duke Street Alexandria, VA Phone (703) Fax (703)

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