NABCA 75 th ANNUAL CONFERENCE Trade Show Information

Transcription

1 NABCA 75 th ANNUAL CONFERENCE Trade Show Information During the NABCA Annual Conference, the Association provides an environment and forum for industry representatives to interact with Control State Officials. Both the Trade Center and Trade Show afford suppliers and vendors an opportunity to present their products and conduct business with the Control States. HOURS OF OPERATION Exhibitor Set-Up: Saturday, May 19 th Sunday, May 20 th Trade Show: Sunday, May 20 th Monday, May 21 st 2:00 PM 5:00 PM 8:30 AM 11:30 AM 11:30 AM 2:00 PM 11:30 AM 2:00 PM The designated On-Site Booth Manager must be present in the booth during the hours of operation. APPLICATIONS/FEES Booth fees are $1, (8x10) or $2, (8x20). The fee includes pipe and drape display booth, table with two chairs and one (1) ID sign. If you request more than 3 booths per company, each booth/company must be a member. In order to secure a trade show booth, both the Trade Show Booth Application and Server/Seller Training Verification forms must be completed, signed and returned by the On-Site Booth Manager to NABCA along with the required fee. Failure to remit within 14 days after assignment could result in the loss of booth. Additionally, Annual Conference Registration Form(s) must be submitted with payment for all booth staff. (Note: The On-Site Booth Manager s registration fee is waived.) All additional staff members (including company employees who will serve at the booths) must pay the appropriate individual registration fee. EXPO COMPANY Encinosa Exposition Inc. will handle booth set-up, display, delivery/storage and other exhibit logistics.the standard booth size is 8x10. An exhibitor kit will be sent to you outlining their services as well as those provided by the hotel (i.e. audio visual, electrical, phone). Please contact: George Encinosa Encinosa Expositions, Inc Shirley Street, #6 Naples, FL Tel: Fax: info@encinosaexpo.com FOOD & BEVERAGE During the Trade Show, NABCA will provide lunch in the exhibit area. Should you have additional food and beverage (other than alcohol) requirements, please contact: Bruce Van Boven Senior Event Manager Marco Island Marriott Tel: Fax: bruce.vanboven@marriott.com FUTHER DETAILS Please review the Policies and Guidelines concerning Trade Show booth operation. Pay particular attention to the Alcohol Beverage Service section. Information pertaining to alcohol beverage corkage charges, ballroom bars, and shipping alcohol and/or other materials for the Trade Show will be sent in March. The Meetings Department will be contacting the Booth Manager to collect information needed for trade show promotional materials. Thanks, and we look forward to your participation at this year s Annual Conference! REMEMBER TO Complete the Trade Show Booth Application Complete the Server/Seller Training Verification Return forms to NABCA along with correct payment Make note of the Hours of Operation Review the Policies and Guidelines Should you have any questions, please contact Amanda Bell at or meetings@nabca.org.

2 ALCOHOL BEVERAGE SERVICE Each company will designate an On-Site Booth Manager who must be present in the booth during the hours of operation. Upon arrival to the Conference, the Manager will receive materials from NABCA staff regarding conference policies on Responsible Alcohol Beverage Service. NABCA requests proof that the Manager or another company employee designated to assure responsible alcohol beverage service has completed server/seller training. A special badge or identification will be provided for the Manager and the person (if different than the Manager) charged with responsible beverage service duties. If bartenders assist the Trade Show participant in the display and/or dispensing of products, they must be professional and appropriately dressed. No models are allowed. All bartenders or others serving alcohol beverages are required to comply with state laws regarding such service, i.e., no alcohol beverages may be served to anyone who is under 21 years of age or who appears to be intoxicated. Servers are expected to check the NABCA badge and appropriate identification of age. All Trade Center participants must report any incidents involving underage consumption and/or intoxication promptly to a member of the NABCA staff. No one under 21 years of age is allowed in or in the vicinity of the trade center suites. DISPLAY GUIDELINES Display materials that are permitted by TTB regulations and used to promote participant brand(s) in stores may be exhibited in the booth; exception: Mini (50ml) bottles are strictly prohibited. Display materials (including bars) must be confined to the interior of the booth. Only NABCA-provided materials will be permitted outside the booth. NABCA reserves the right to prohibit the use of any unauthorized or objectionable display materials. Control/responsibility is a key mission of the Control States. Therefore, NABCA strongly encourages the inclusion of social responsibility messaging in display materials. APPLICATION The NABCA Trade Show Application and Training Certification, accompanied by full payments, constitute a contract for the right to use the booth, providing all other regulations are followed. CANCELLATION Cancellation of a booth must be submitted to NABCA in writing. A refund for a cancelled booth will not be made unless the booth is sold to another participant. No refunds will be made for a booth cancelled less than 30 days prior to the start of the Annual Conference. NABCA Trade SHOW Policies & Guidelines Contract Terms & Conditions ENTERTAINMENT Entertainers (magicians, musicians, dj s, etc.) and/or entertainment devices (arcade games, Wii, karaoke machines, etc.) are not allowed in or around individual booths. Entertainment will be paid for by NABCA for the benefit of all Annual Conference attendees when deemed appropriate. GIVEAWAYS Only gifts of nominal value (key chains, pens, buttons, etc.) may be provided by companies to any conference attendee. No items of apparel of any value, no company lanyards and no alcohol beverages (other than on a per-drink basis) may be provided. Mini (50ml) bottles are strictly prohibited. NON-CONFERENCE BUSINESS MEETINGS/FUNCTIONS Company business meetings/functions may not be held during NABCA General or Business Sessions. Use of the common areas/function rooms at the Conference hotel for business meetings/functions during periods when no official Conference events are scheduled is permitted only with prior approval of NABCA. PENALTIES Should a Trade Show participant violate any of the restrictions outlined, there will be a warning issued for the first violation; a fine in the amount of the application fee for the second violation; and NABCA will exercise its right to refuse future Trade Show participation in the event of a third violation. NABCA reserves the right to restrict participants which, because of noise, method of operation, or for any reason, become objectionable, and also to prohibit or evict any participants which, in the opinion of the Association, may detract from the general character of the Trade Center as a whole. This restriction applies to persons, products, conduct, printed matter or anything the Association judges to be objectionable. In the event of such restrictions or evictions, the Association or its agents are not liable for any refunds of registration, rental, or other expenses. responsibility for complying with local, city and state regulations concerning fire, safety or health. The participant will abide by hotel regulations. POSSESSION/RELEASE/USE Each Trade Show participant will be responsible for all charges incurred for the booth. Hours of operation are listed within the informational PDF and in the Annual Conference program. Participants agree to remove all products and display materials prior to vacating their booth. LIABILITY Participants shall not abuse or deface the walls or floors of the building, the rooms, the equipment or furnishings in the room. The participant will be held liable for any such damage caused by participant or his/her agents. The participant assumes full No participant shall assign, sublet or share the whole or any part of the booth without prior approval from NABCA.

3 Trade Show Floor Plan Marco Island Marriott CoLLIER HALL Freight Entrance Fire Entrance *Diagram not drawn to scale.

4 Trade Show Booth Application Company Information Company Name (The name listed here is how it will appear in conference programs and signage.) Address City,State Zip The On-Site Booth Manager below hereby agrees to observe the Policies & Guidelines for the Trade Show. Name of On-Site Booth Manager Phone Signature of On-Site Booth Manager Payment Information PAYMENT INFORMATION Trade Show Booth Fee Booth Number : (8 X 10 - $1,795.00) (8 X 20 - $2,695.00) Fee includes pipe and drape display booth, table and two (2) chairs, and one (1) ID sign. Application will not be processed without an accompanying check made payable to NABCA or authorization to bill your VISA, MasterCard or American Express. This form will be shredded immediately after processing. CHECK ENCLOSED (payable to NABCA) or credit card number expiration date amount $ print cardholder s NAME authorized signature Date Return Form To: National Alcohol Beverage Control Association 4401 Ford Avenue, Suite 700 Alexandria, VA Secure Fax: meetings@nabca.org

5 Responsible Beverage Procedures NABCA recognizes that all of our members, both control state officials and industry, are committed to assuring a safe and responsible conference experience for all attendees. An important element of this responsibility is to assure the safe and responsible service of alcohol products at all conference functions. To that end, we require that all Trade Center suites and Trade Show booths have managers or other employees that have been trained in the latest techniques to prevent underage drinking and over service of alcohol. Trade Show 1. Server/Seller Training: Each company must submit proof that the On-Site Booth Manager or another company employee designated to assure responsible beverage service has completed server/seller training. They must submit the attached form no later than March 30, Booth Opening: If a Trade Show participant does not submit required proof of server/seller training, they will not be permitted to set up their booth until meeting with a NABCA staff member. 3. Materials: At registration, the On-site Booth Manager will receive materials from NABCA staff regarding conference policies on Responsible Alcohol Beverage Service. 4. Booth Setup: Trade Show Booths are available for exhibitor setup on Saturday, May 19 th from 2:00 PM to 5:00 PM and Sunday, May 20 th from 8:30 AM - 11:30 AM. 5. Do Not Open Early: Trade Show Booths are not to be opened to NABCA Conference attendees until Sunday, May 20 th at 11:30 AM. Online Server Training Programs Certification can be completed online in less than one hour. Here are a few links to choose from: TIPS NRA NHI Florida Certification Programs php?statecode=%27fl%27

6 Server/Seller Training Verification Company Information Company Name Suite/Booth Number On-Site Suite/Booth Manager If your company is hiring servers through the Marco Island Marriott, you do NOT have to fill out the remaining training information below. Yes, my company is hiring servers through the Marco Island Marriott. Server/Seller Training The On-Site Suite/Booth Manager or another company employee designated to assure responsible alcohol beverage service must have completed certification from one or more of the following server/seller training organizations: Health Communications, Inc. (TiPs) National Restaurant Association (NRA) Techniques of Alcohol Management (TAM) Other (please specify) Please submit a copy of the certification(s) along with this completed form no later than March 30, Return Form To: National Alcohol Beverage Control Association 4401 Ford Avenue, Suite 700 Alexandria, VA Secure Fax: meetings@nabca.org