New York Farm Bureau 2016 State Annual Meeting

Transcription

1 New York Farm Bureau 2016 State Annual Meeting To Serve And Strengthen Agriculture. Sponsorship & Exhibitor Guide December 6 7, 2016 Desmond Hotel & Conference Center Albany, New York

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3 New York Farm Bureau State Annual Meeting December 6 7, 2016 Sponsorship & Exhibitor Guide Sponsor Listing Groups/individuals who contribute to the success of the New York Farm Bureau State Annual Meeting will be listed in the State Annual Meeting Program Guide and recognized at the Wednesday Evening Banquet. Exhibit Space: Set-up of exhibits must be done Monday, December 5, between 4:00 p.m. and 6:00 p.m. or Tuesday, December 6, before 11:00 a.m. Each exhibit space is 6 by 8 and includes a 6 skirted table, backdrape, siderail, 2 chairs, and identification sign. (Please indicate on Sponsor/Exhibitor Registration Form if you ll need the table and chairs). Exhibits should be dismantled Wednesday evening or Thursday morning. Additional tables are available for $65, which includes cloths, skirts, and backdrape. Exhibits will be open to the attendees from Tuesday afternoon through Wednesday evening. Booth space is limited and on a first come, first served basis. Exhibitors will be provided with one electrical outlet (120 volt), if requested. If an exhibit requires a larger outlet, they will be responsible for the difference in cost between the standard outlet and the larger outlet. Additional outlets will be charged to the exhibitor at the listed rate. All arrangements for electricity must be made in advance. The Hotel does not supply extension cords. Exhibitor is responsible for bringing extension cords, if required. Advertising: Advertising is available in the State Annual Meeting Program Guide. This Program Guide is provided to all attendees at the meeting. Display ads are available in full page and half page sizes. Camera-ready, color or black and white artwork is needed in the New York Farm Bureau office by November 4, Ads will not be accepted after that date. Ads need to be actual size as indicated below. All advertisements must be one of the two sizes and in a PDF format. Ads can be ed to prafferty@nyfb.org. Full page ad size is 3 w x 6 ½ h Half page is 3 w x 3 ¼ h.

4 Sponsorships and Exhibits There are various levels of sponsorship, as indicated below. Sponsoring groups also have the opportunity to promote themselves through giveaways items placed at each place setting prior to a meal, handed out at the hospitality area, or by conducting a drawing for a large item. SPONSORSHIP & EXHIBITOR COSTS Sponsor Listing $ Half Page Ad $ Exhibit or Full Page Ad $ Exhibit and Half Page Ad, 1 Wed. Banquet Ticket, Sponsor Listing $ Exhibit and Full Page Ad, 1 Wed. Banquet Ticket, Sponsor Listing $ Bronze Sponsor (Multiple Sponsorships Available): $ 1, Exhibit, Full Page Ad, 2 Meal Packages, Sponsor Listing Silver Sponsor (Multiple Sponsorships Available): $ 1, Exhibit, Full Page Ad, 2 Meal Packages, Coffee Break Sponsorship, Sponsor Listing Gold Sponsor (Multiple Sponsorships Available): $ 2, Wednesday Membership Breakfast, Exhibit, Full Page Ad, 2 Meal Packages, Sponsor Listing Platinum Sponsor (Multiple Sponsorships Available): $ 3, Evening Reception Sponsorship, Exhibit, Full Page Ad, 2 Meal Packages, Sponsor Listing Diamond Sponsor: $ 5, Wednesday General Session KEYNOTE SPEAKER MATT RUSH Sponsorship (General Session), Exhibit, Full Page Ad, 2 Meal Packages, Sponsor Listing *Meal Package includes Tuesday Awards Dinner, Wednesday Membership Breakfast, Lunch, and Wednesday Reception and Banquet.

5 PAYMENT and LOGISTICS Fee is due with this agreement. In the event payment is not received or other arrangements made by due date of November 4, 2016, New York Farm Bureau reserves the right to release the sponsored/hosted event or sponsorship to another sponsor. All payments are due prior to the event. WE CANNOT INCLUDE YOUR COMPANY IN THE PROGRAM WITHOUT RECEIPT OF THIS AGREEMENT AND PAYMENT. THE AGREEMENT WILL BE CONSIDERED BINDING WHEN IT HAS BEEN ACCEPTED AND SIGNED BY NEW YORK FARM BUREAU. Additional Terms: Neither New York Farm Bureau, nor its associates or agents or representatives, will be responsible for any injury, loss or damage that may occur to the Exhibitor or to the Exhibitor's employees or property from any cause whatsoever, including theft. Under no circumstances will New York Farm Bureau be liable for lost profits or other incidental or consequential damages arising from any failure to perform hereunder. New York Farm Bureau shall not be liable for failure to perform its obligations under this agreement as a result of strikes, riots, acts of God, or any other cause beyond its control. New York Farm Bureau shall not be liable for any injury whatsoever to property of the Exhibitor or to persons conducting or otherwise participating in the conduct of the meeting or to invitees or guests of the Exhibitor. Exhibitor agrees to abide by existing agreements and regulations covering the use of services or labor in the conference facility. Exhibitor assumes full responsibility and liability for the acts or omissions of its agents, employees or independent contractors whether acting within or without the scope of their authority. Exhibitor assumes responsibility and agrees to indemnify and defend New York Farm Bureau and the conference facility and their respective employees and agents against any claims or expenses arising out of Exhibitors use of the exhibition premises. The Exhibitor understands that neither New York Farm Bureau nor the conference facility maintain insurance covering the Exhibitor s property and it is the sole responsibility of the Exhibitor to obtain such insurance. The Exhibitor must submit proof of insurance (minimum $1 million in coverage) with New York Farm Bureau listed as an additional insured at least one week prior to the scheduled event. Insurance certificates should be addressed to the attention of Pamela Rafferty. The Exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of exhibitor s activities on the conference premises and will indemnify, defend, and hold harmless New York Farm Bureau, the conference facility, its owner, and its management company, as well as their respective agents, servants and employees from any and all such losses, damages, and claims. EXHIBITOR SECURITY Each Exhibitor must take responsibility for the security of all items in his/her display. Reasonable effort is made by the conference facility to guard against theft or damage, but the ultimate burden falls on the exhibitor. DO NOT leave unpacked display material unattended during set-up or removal hours. Make sure shipping containers are empty before being sent to crate storage during the show. DO make sure that portable and high-theft-risk items (laptops, cameras, calculators, stereos, VCRs, etc.) are secured to display boards. Personal items should also never be left in an unattended booth. DO NOT merely hide things under a skirted table.

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7 New York Farm Bureau State Annual Meeting December 6 7, 2016 Desmond Hotel & Conference Center Albany, NY SPONSORSHIP OPPORTUNITIES: $5,000 Diamond Sponsor Wednesday General Session KEYNOTE SPEAKER MATT RUSH Sponsorship, full page ad in NYFB State Annual Meeting Program Guide; banner display during dinner, exhibit table with two chairs, one electrical outlet, exhibit signage, full meal package for two representatives*, sponsor listing. $3,500 - Platinum Sponsor Evening Reception Sponsorship, full page ad in State Annual Meeting Program Guide, exhibit table with two chairs, one electrical outlet, exhibit signage, full meal package for two representatives*, sponsor listing. $2,500 - Gold Sponsor (Multiple Sponsorships Available) Wednesday Membership Breakfast, full page ad in State Annual Meeting Program Guide, banner display during breakfast, exhibit table with two chairs, one electrical outlet, exhibit signage, full meal package for two representatives*, sponsor listing. $1,750 Silver Sponsor (Multiple Sponsorships Available) Coffee Break Sponsorship, full page ad in State Annual Meeting Program Guide, exhibit table with two chairs, one electrical outlet, exhibit signage, full meal package for two representatives*, sponsor listing. $1,000 Bronze Sponsor (Multiple Sponsorships Available) Full page ad in State Annual Meeting Program Guide, exhibit table with two chairs, one electrical outlet, exhibit signage, full meal package for two representatives*, sponsor listing. ADDITIONAL OPTIONS: $850 Exhibit table with two chairs, one electrical outlet, exhibit signage, full page ad in State Annual Meeting Program Guide, one Wednesday banquet ticket, sponsor listing. $700 Exhibit table with two chairs, one electrical outlet, exhibit signage, half page ad in State Annual Meeting Program Guide, one Wednesday banquet ticket, sponsor listing. $350 Exhibit table OR full page ad in State Annual Meeting Program Guide. Choose One: Exhibit Full Page Ad $200 Half page ad in State Annual Meeting Program Guide $100 Sponsor listing in State Annual Meeting Program Guide. *Meal Package includes Tuesday Awards Dinner, Wednesday Membership Breakfast, Lunch, and Wednesday Reception and Banquet.

8 Payment Method: PLEASE PRINT CLEARLY!! Fees can be paid by check or credit card. MAKE ALL CHECKS PAYABLE TO: New York Farm Bureau. Please sign and return this form by fax or mail to: New York Farm Bureau, Attn: Pamela Rafferty, PO Box 5330, Albany, NY , Phone: ; Fax: (Tax ID Number: ). Check Enclosed Credit Card: MasterCard Visa Card No. 3-Digit Code: Exp. Date: Name as it appears on card: Card Billing Address: City: State: Zip: Accepted and Agreed: Authorized Signature: Name (Please Print): Title: Company Name: Address: City: State: Zip: Phone: Fax: Primary Contact for this event is: Name (Please Print): Title: Phone: Names for badges: Accepted by New York Farm Bureau Date ***DEADLINE FOR REGISTERING IS NOVEMBER 4, 2016*** PLEASE COMPLETE FOR EXHIBITS: Please indicate equipment needed, if any: 6 Exhibit Table & 2 Chairs... n/c Electrical Outlet (120 volt)... n/c Additional $65.00* Additional Electrical Outlets (120 $ Internet Service... $ Free standing exhibit (no table or chairs, drapery only)