1 March 30, 2015 Dear Potential Exhibitors: We are proud to invite you to become an exhibitor at the first Missing in Harris County Day event to be held Saturday, April 25, 2015, from 10:00 a.m. to 3:00 p.m. We are providing exhibitor opportunities at no cost to community service organizations. This is an excellent opportunity for your organization to deliver your message to the local community, and provide resources and hope to those who are missing loved ones. Attached is a flier that explains the mission and topical content of the event in more detail. Venue: The location is The Community of Faith Church located at 1024 Pinemont Drive, Houston, Texas The church has a large, well-organized building and ample parking. There are also two Metro Bus Stops situated on Pinemont Drive in front of the church. Thank you in advance for your interest in exhibiting at the first Missing in Harris County Day. Sharon M. Derrick, PhD, D-ABFA Harris County Institute of Forensic Sciences The main entrance (shown above) will be decorated with yellow ribbons encircling the large shrubs. Exhibitors may be set up on the sidewalks adjacent to the entrance. Exhibitors may also set up around the perimeter of a large, indoor event hall (shown left) The majority of the public activities, including three panel discussions, will take place in the event hall.
2 Exhibitor Registration Rules and Regulations Deadline to Reserve Space: April 20, 2015 Exhibitor Regulations: There is no charge to exhibit at Missing in Harris County Day. However, any exhibitor not complying with the regulations specified in this Exhibitor Registration Rules and Regulations document will be asked to leave the event premises immediately. Exhibit space will be reserved for non-profit organizations, government agencies, and other entities that provide outreach on missing persons issues. No sales may be made from any booth. Donations may be accepted by non-profit organizations with prior approval by the Missing in Harris County Day event coordinator. Exhibit space is a 10 X 10 foot area that accommodates an 8 table and two chairs. The exhibit space will not be expanded due to additional furniture, displays, or other items. The hosts request that exhibitors provide their own table if possible. A request for a host-supplied table may be noted on the Exhibitor Registration Form and will be provided, if available. Two chairs per exhibit space will be provided by the host. Exhibitors provide their own table linens, canopy, pamphlets or handouts, as well as any displays or signage. Exhibitors will be located in one of two locations. Indoor exhibit space will be located along the perimeter walls of a large event hall. Outdoor exhibit space (weather permitting) will be located along the sidewalk adjacent to the main entrance into the building. Exhibitors may indicate a location preference on the Registration Form but location assignments will be made on a first-come, first-served basis. Please specify on the Exhibitor Registration Form if access to an electrical outlet will be needed. A limited number of sites have outlets available. Extension cords and power strips are the responsibility of the exhibitors. The Missing in Harris County Day event coordinator or designee reserves the right to make last-minute changes in the exhibit layouts and/or locations on the day of the event if the need arises, such as unexpected inclement weather. Exhibitors will receive confirmation of successful registration by prior to the date of Missing in Harris County Day. Organizations that have not registered for the event will not be allowed to set up and exhibit. Once registered, please provide notice of cancellation prior to April 24, The failure to notify may affect invitations to future events.
3 Set Up and Break Down: Exhibitors may begin setting up at 8:00 a.m. on Saturday, April 25. Exhibitors must check in with the event coordinator or designee upon arrival to receive a location assignment. Exhibitors may begin break down at 3:00 p.m. on Saturday, April 25. Early break down is strongly discouraged as we hope to engage and help as many members of the community as possible. During break down, please do not disturb any ongoing activities. Exhibitor displays and materials must be removed and any debris disposed by 5:00 p.m. Exhibitor Property and Liability: Insurance: Exhibitors participate at their own risk. Law enforcement officers involved in Missing in Harris County Day will be present, but the exhibitor understands and expressly agrees that The Community of Faith Church and the law enforcement agencies represented at the event are not responsible for providing specific security or protection for exhibitor property and are not responsible or liable in any way for damages or other losses occurring to said property. Each exhibitor should contact their insurance company to ensure that they are covered during the event. All exhibitors agree to hold The Community of Faith Church, law enforcement agencies, and the co-hosts of the event, their respective directors, officers, and employees harmless for any claims, demands, damages, and liability whatsoever arising on account of this event. Fire Regulations: All exhibitors must comply with all applicable fire code regulations enforced in the City of Houston, Texas. No Cancellation: Missing in Harris County Day will proceed as scheduled, even in the event of inclement weather. Contact Information: Please scan the completed, signed Registration Form and submit by to: Dr. Sharon M. Derrick Questions regarding exhibiting also may be submitted to this address or to the Texas Center for the Missing at
4 Exhibitor Registration Form Deadline to Reserve Space: April 20, 2015 I would like to participate in Missing in Harris County Day as an exhibitor. I have read the Exhibitor Registration Rules and Regulations and agree to all of the terms specified therein. I also consent to the use of my photograph taken during Missing in Harris County Day in future promotional or informational publications used by the official co-hosts and staff of Missing in Harris County Day and/or media present at the event. Applicant Name: Applicant Address: Applicant Phone: Applicant Exhibiting Organization Name: Specify number of 8 tables: There are a limited number of tables that are reserved on a first-come, first-served basis. You will be notified in the event you need to plan to bring your own table. Electrical Request (mark one): Y N Additional Remarks/Requests: Authorized Signature: Date:
5 MISSING Harris County DAY Dia de los DESAPARECIDOS en el Condado de Harris Helping families of MISSING PERSONS make connections APRIL 25, 2015 Ayudando a las familias de las PERSONAS DESAPARECIDAS a hacer conexiones Saturday, April 25, a.m. to 3 p.m. The Community of Faith Church 1024 Pinemont Dr. Houston, TX (METRO Bus Stop - FEATURING Make connections that could help bring a missing person home family and friends affected by the mysterious disappearance of a loved one, plan to attend Missing in Harris County Day. Make connections with local law enforcement and agencies dedicated to finding missing persons. Missing in Harris County Day will include: Personal guides Semi-private area to talk with missing persons professionals Forensic professionals performing identification cheek swabs CyberSecurity demonstrations Featuring panel discussions at 11 a.m., 1 p.m. and 2 p.m. addressing missing persons issues Child ID kits Public area with booths and play area for children Free refreshments Bring the following if you are searching for a missing loved one: ID photos of the missing person Two of the missing person s closely related family members from the mother s side for the collection of identification cheek swabs X-rays, dental or medical records, or other identifying documents Families and friends are welcome to wear memorial t-shirts and bring posters to commemorate their missing loved one Registration is encouraged, but not required. To ensure your missing loved one is commemorated register at: online.centerforthemissing.org/2015-missing-in-harris-county-day All registrants will receive a yellow ribbon imprinted with their loved one s name at the Welcome Table Join the social conversation: #MissingInHCDay
6 MISSING Harris County DAY Dia de los DESAPARECIDOS en el Condado de Harris Helping families of MISSING PERSONS make connections 25 de abril del 2015 Ayudando a las familias de las PERSONAS DESAPARECIDAS a hacer conexiones sábado, 25 de abril del a.m. a 3 p.m. The Community of Faith Church 1024 Pinemont Dr. Houston, TX (Parada de METRO - Con la participación de Haga conexiones que podrían ayudar a traer a casa a una persona desaparecida familiares y amigos afectados por la desaparición misteriosa de un ser querido planean asistir al Día de los Desaparecidos en el Condado de Harris. Haga conexiones con personal de la policía y agencias dedicadas a encontrar a personas desaparecidas. El Día de los Desaparecidos en el Condado de Harris incluirá: Guías personales Área semi-privada para hablar con expertos en casos de personas desaparecidas Profesionales forenses tomando muestras de ADN Demostraciones sobre la ciberseguridad Un panel de discusiones a las 11 a.m., 1 p.m. y 2 p.m. abordando temas sobre personas desaparecidas Kit para la identificación de niños Área publica con casetas de información y área de juego para los niños Refrescos gratis Traiga lo siguiente si usted busca a un ser querido desparecido: Fotos de la persona desaparecida Dos familiares, por parte de la madre, de la persona desaparecida para la colección de ADN Rayos X, registros médicos o dentales, otros documentos de identificación A familiares y amigos de los desaparecidos se les invita traer camisas o cartulinas conmemorando a su ser querido desaparecido Se recomienda inscribirse para el evento pero no es necesario. Para asegurarse que su ser querido desaparecido es conmemorado, inscríbase a través de: online.centerforthemissing.org/2015-missing-in-harris-county-day Todos los inscritos recibirán en la mesa de bienvenida un listón amarillo con el nombre de su ser querido Únase a la conversación social: #MissingInHCDay