Iowa Turfgrass Conference and Trade Show

Transcription

1 81st Annual Iowa Turfgrass Conference and Trade Show Invitation to Exhibit The Meadows Event Center Altoona, IA Show Dates: January 20-22, 2015

2 81st Iowa Turfgrass Conference & Trade Show The Meadows Event Center - Altoona, Iowa January 20-22, 2015 Invitation to Exhibit The Iowa Turfgrass Institute would like to extend this special invitation to exhibit at the Iowa Turfgrass Conference and Trade Show. The 81st Annual show is moving to The Meadows Event Center in Altoona, IA. We are anticipating a great new show with a brand new layout and welcoming changes for our vendors. Inside this packet Show Information 2. Rules and Regulations for Exhibitors 3. Iowa Turfgrass Institute Sponsorship Information Conference Marketing Information 5. New Trade Show Floor Map 6. Official Booth Contract Booth Charge By November 3, 2014 After November 3, booth space (8 deep x 10 wide) $595 $670 2 booth spaces (8 x 20 ) $535 each ($1070) $605 each ($1210) 3 booth spaces (8 x 30 ) $520 each ($1560) $580 each ($1740) Special Island Bulk Space - Please call Your exhibit fee includes: Standard booth drapery, 1 8 table, 2 chairs, 1 wastebasket, and an exhibitor identification sign Carpeted Trade Show Floor Two conference registrations included for the first booth purchased and one registration for each additional booth. Special Island booths are allotted 10 registrations. The first two extra registrations maybe purchased for $50 each. Any registrations exceeding 4/booth can register at $150. Complimentary lunch with attendees at Noon Wednesday and 11:30 Thursday in Trade Show Turfgrass Industry Reception held in the Trade Show Wednesday Evening Link to your company website on the Iowa Turfgrass Conference & Trade Show web pages Opportunity to introduce new products during the Wednesday General Session Sponsorship Oppotrunities to improve your visibility, see pages 4 & 5 Trade Show Hours Wednesday Jan :00am - 8:00pm Thursday Jan. 22 8:45am - 12:30pm 2014 Attendee Breakdown Total 875 Exhibitors 179 Golf Course 320 Lawn Care 88 Sports Turf 92 Government 85 Educators/Speakers 39 Other 32 Sod Producers 2 Landscape/Nursery 38 Terms and Conditions 1. The rules and regulations provided with this contract are part of this contract 2. Deposit required with this contract to reserve space: $150 per booth 3. Enclose a minimum deposit per booth requested. Balance MUST be paid by November 3, 2014 or booth 2space will not be held. Without a deposit or payment booth space will not be held at any time. 4. Contracts submitted after October 25 should be PAID IN FULL. Exhibitors with unpaid balances will not be allowed to set up booths.

3 Exhibit Installation and Breakdown Installation of exhibits will begin Tuesday, January 20, 2015, at 4:00 PM. All exhibits must be completely assembled by 10:00 AM, January 21, Late exhibits will not be allowed to set up during exhibit hours. All exhibits must be dismantled and removed from the building by 5:00 PM, January 22, Only exhibitors will be allowed in the exhibit hall during set up and breakdown. The Meadows Event Center will have personnel available during exhibit set-up and during all conference hours. Any other services rendered will be appropriately billed to the exhibitor if a charge is necessary Cancellation Policy The application for space and formal notice of assignment constitutes a contract for the right to use the space allotted. The Iowa Turfgrass Institute reserves the right to cancel any contract with any exhibitor any time prior to or during the Conference. No refunds will be given after December 10, Use of Space All demonstrations and distributions of advertising materials, or other activities must be confined to the limits of the exhibit booths. Excessively loud music or PA systems are not allowed. No exhibitor shall assign or share the whole or any part of the space allotted without the knowledge and approval of the Iowa Turfgrass Institute. Fire Marshall Requirements Fueled equipment must have gas cap taped shut and one battery cable removed to prevent fires. Please bring equipment with the lesser of 1/5 tank or (5) five gallons of fuel in the tank. Ignition keys for vehicles must be in Banquet Staff s key box during the event. Vehicles must be clean and dry, have plastic underneath to catch any leakage and carpet pads under each wheel. Vehicles with treads are not allowed. Exhibitors CANNOT start their engines during show hours. Directions to The Meadows Event Center 1 Prairie Meadows Drive, Altoona, IA From I-80 take Exit 142 to Hubbell Ave. Take Hubbell Ave south the first stop light at Adventureland Drive and turn left. Continue for 0.8 miles and turn right onto Prairie Meadows Drive. Contract Rules and Regulations Insurance Coverage and Liability The Meadows Event Center and the Iowa Turfgrass Institute will not be responsible or liable in case of fire, theft, or damage of any exhibitor s equipment on the premises. Exhibitors must provide their own insurance coverage to protect themselves, their equipment, and to cover damages that may be inflicted to the building and/or property of The Meadows Event Center. The exhibitor shall indemnify and hold harmless the Iowa Turfgrass Institute, The Meadows Event Center agents, servants, and employees from any and all such losses, damages and claims. Official Decorator The official decorator will be: Event Decorators of Iowa, 520 SE 4th Street, Des Moines, IA The name and address of each exhibitor will be provided to Event Decorators as soon as the Iowa Turfgrass Institute has received the contract and payment. Event Decorators will receive freight up to 30 days prior to the Conference, deliver it to the booth(s) on set-up day, remove and store all empty creates and boxes during the show, and at the close of the show expedite all outgoing shipments. Material handling charges will apply for this process. Refer to service for material handling rates. Event Decorators will have skilled labor to assist exhibitors who require help in setting up their displays. Event Decorators will assess current labor charges. Restrictions The Iowa Turfgrass Institute reserves the right to restrict exhibits which, because of the noise, method of operation, or any other reason become objectionable, and also to prohibit or evict any exhibit, which in the opinion of the Iowa Turfgrass Institute Executive Committee, may detract from the general character of the show. This restriction includes conduct, printed matter, or anything of a character which may be objectionable to the Trade Show as a whole. In the event of such restrictions or evictions, the Iowa Turfgrass Institute is not liable for any refunds or rentals or other exhibit expenses. Any person who fails to reserve an exhibit space and who persists in soliciting in any manner at any time during the length of the time of the show and/or related activities may be ejected from the premises. The Meadows Event Center prohibits the distribution of food within the exhibit hall, unless purchased through The Meadows Event Center. Care of Buildings and Booths Exhibitors or their agents shall not injure or deface the walls or floors of the building or booths. No signs or any other materials or articles shall be attached in any way to the walls or floors. No painting. Contract These regulations become a part of the contract between the exhibitor and the Iowa Turfgrass Institute. They have been formulated for the best interest of both parties. The Iowa Turfgrass Institute asks the full cooperation of the exhibitors in the observance of 3these regulations. All points not covered are subject to the decision of the Executive Committee. The Executive Committee reserves the right to make changes as necessary to the best interest of the convention.

4 Iowa Turfgrass Institute Sponsorship Information The Iowa Turfgrass Institute would like to extend an invitation to become an ITI Sponsor. Each package was created to improve company exposure to the Turfgrass Industry. When you purchase a sponsorship your company will recieve a discount for the year and recognition at all Iowa Turfgrass Institute Events. We also have opprotunities to market your company at the 2014 Conference and Trade show through Turfgrass Industry Reception Sponsorships, Pocket Program Advertising and Mailing labels. Gold Level Sponsor $ Workshop/Education Session Sponsor at Iowa Turfgrass Conference & Trade Show Includes sign, Recognition in Conference Mailings and Program $ Full Page Ad in Iowa Turfgrass Conference & Trade Show Pocket Program $ Recognition as Break Sponsor at Iowa Turfgrass Conference & Trade Show $ Logo and web link on - Homepage $ One team (four players) at Field Day Classic Golf Event $ Hole Sponsor at Field Day Classic Total Value = $2000 Gold Level Cost: $1500 Silver Level Sponsor $ Full Page Ad in Iowa Turfgrass Conference & Trade Show Pocket Program $ Recognition as Break Sponsor at Iowa Turfgrass Conference & Trade Show $ Logo and web link on - Events Page $ Hole Sponsor at Field Day Classic Total Value = $1000 Silver Level Cost: $750 Bronze Level Sponsor $ Logo and web link on Classified Page $ Half Page Ad in Iowa Turfgrass Conference & Trade Show Pocket Program $ Shared dinner sponsorship at Field Day Classic 4 Total Value = $500 Bronze Level Cost: $400

5 Turfgrass Industry Reception The 10th Annual Turfgrass Industry Reception will be Wednesday January 21, 2015 from 6:30 to 8 pm in the Trade Show at The Meadows Event Center. The Reception is included in the conference package for both exhibitors and attendees and will provide an extra opportunity for networking. The Reception will include an opportunity for exhibitors to sponsor and display a company logo on a large screen. Food will be provided along with a cash bar. Title Sponsors : $1000 Exclusive Sponsorship of Food Station and 30 second spot in the Slide Show Presenting Sponsor : $500 Shared Sponsorship of Food Station and 20 second spot in the Slide Show Supporting Sponsor : $250 Recognition as Supporting Sponsor and 15 second spot in the Slide Show Patron Sponsor : $100 Recognition as Patron sponsor and 8 second spot in Slide Show Exhibitors interested in purchasing beverage tickets for their customers can contact Teresa Holland at the The Meadows Event Center, Please reserve your beverage tickets by January 7, The Slide Show will run continuously throughout the reception on big screens around the room. Send your slide in.pdf,.tiff or.jpg format to sarah@iowaturfgrass.org by January 1, Title and Presenting Sponsors will have recognition at their food station. All sponsors get a logo and link on Iowa Turfgrass Conference Web Site. All sponsors will be recognized on the Conference Reception web page. Conference Pocket Program Advertisment 2014 Conference Marketing Information The Iowa Turfgrass Institute will again be offering advertising space in the pocket program that is used by attendees. There are two sizes of ads available: 1/2 page ad (3 1/4 x 3 3/4 ) at a cost of $ Full-page ad (3 1/4 x 7 1/2 ) at a cost of $ All ads should be in either.tiff,.jpg. or.pdf format to fit into this area. Advertisements need to be submitted no later than December 1, 2014, to sarah@iowaturfgrass.org. Space is limited, so this offer is made on a first come, first served basis. (Note: ITI Gold, Silver and Bronze Sponsors have an ad included with their sponsorship at no additional cost) Attendee Mailing Labels Order attendee labels and send a direct mail piece before you exhibit at the Trade Show. Let attendees know where they can find you! Use the labels to send out invitations to your booth or price sheets prior to the show. We mail you the 2014 attendee list on December 1st. 5

6 Trade Show Floor Map 33 81st Iowa Iowa Turfgrass Conference && Trade Show The January Meadows 20 Event - 22, 2015 Center January 20-22, Iowa GCSA Van Wall MTI TurfWerks **Note: Booths 1-18 are outside the main Trade Show Floor**

7 # Iowa Turfgrass Conference and Trade Show and ITI Sponsorship Contract To Reserve same booth due by September 2, 2014 Early Bird Contracts are due by November 3, CONTACT INFORMATION The Iowa Turfgrass Institute hereby leases to: Company (as stated on booth sign) Address City State Zip Contact Person for booth arrangements Phone FAX Address Exhibitors are listed in the Conference Pocket Program for attendees. Check which categories your company falls under. Associations Consulting Construction Equipment Golf, Utility Carts/Cart Paths Aerification Contractors Sprayers/Trucks Ground Rubber Applications Arborist Supplies Power Equipment/Mowers Topdressing/Sand Irrigation & Supplies Architects Seed Tractors Landscape/Lawn Care Supplies Colorants Sports Field Building/Renovation Marketing Pest & Disease Control/ Compost/Mulch Sports Turf Equipment/Painters Golf Course Accessories Biological Product Equipment Consignment Erosion Control Fertilizers Other 2. BOOTH RESERVATION Number of Booths Requested 1st Choice 2nd Choice 3rd Choice ** End Cap booths will not be available! Each exhibitor is allotted one 8 Table. Please indicate if you need a table: Yes or No Additional tables should be ordered through Event Decorators of Iowa ( ) I agree to the terms and conditions outlined with this contract. (Signed) 3. PRICING Booth Space (on page 2)** call Iowa Turfgrass Office for Multi-booth discount 10 x 8 Booth Space BEFORE 11/3/2014 $595 +$ 10 x 8 Booth Space AFTER 11/3/2014 $670 +$ Official Booth Contract Sponsorship (on page 4) Gold Level $1500 +$ Silver Level $750 +$ Bronze Level $400 +$ Turfgrass Industry Reception (on page 5) Title Sponsor $1000 +$ Presenting Sponsor $500 +$ Supporting Sponsor " $250 +$ Patron Sponsor $100 +$ Conference Pocket Program Advertising (on page 5) 1/2 Page Ad (3 1/4 x 3 3/4) $150 +$ Full Page Ad (3 1/4 x 7 1/2) $250 +$ Attendee Mailing Labels (on page 5) Labels: self-adhesive label: $30/set X +$ Turfgrass Research Donation +$ Total $ 4. PAYMENT INFORMATION BY MAIL: Make checks payable to: IOWA TURFGRASS INSTITUTE Mail Completed form and payment to: Iowa Turfgrass Office, 1605 N Ankeny Blvd Suite 210 Ankeny, IA ** $150 deposit to reserve booth. Full payment of booths, sponsorships and advertising due by Nov. 3, 2014** BY FAX: (Credit Card Payment Only) Type of Card: MasterCard Visa American Express Credit Card Number Exp. Card Holder s Name Signature Date