ASSE Region III Professional Development Conference (PDC) and Exposition August 6-8, 2012 Hurst Conference Center Hurst, Texas

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1 ASSE Region III Professional Development Conference (PDC) and Exposition 2012 August 6-8, 2012 Hurst Conference Center Hurst, Texas Invitation and Solicitation of Vendors and Exhibitors

2 ASSE Region III Professional Development Conference (PDC) and Exposition 2012 "Soaring to Excellence" American Society of Safety Engineers, Region III, invites you to participate as an exhibitor in this year s PDC and Exposition at the Hurst Conference Center, Hurst Texas. The conference is scheduled for August 6th August 8th, 2012 and includes an exhibitor reception on August 6 th and other events specifically designed to funnel attendees into the exhibitors area. Professional sessions, keynote speakers, as well as safety, health, environment, and security products and services will attract SH&E professionals from the entire ASSE Region III s area that includes Arkansas, Oklahoma, Texas, and portions of New Mexico and Kansas as well. Conference attendees include buyers and decision makers who are: safety professionals, business owners/company executives, risk management coordinators, industrial physicians/health care and environmental professionals, emergency medical technicians, human resource directors, public employees, loss control consultants, equipment operators, security managers, and insurance services. Don t miss this opportunity to meet face-to-face with decision-making SH&E professionals and others in the industry! To reserve booth space, please review the enclosed booth layout and send the exhibit contract, along with your payment, to the address listed on the exhibit contract. We have only 53 booths available this year so don t delay in reserving your booth today. We will be offering an early bird special for those reserving their space by January 31, 2012! If you need additional information, please contact our meeting planner, Jan Little, CMP at J/B Meetings, Inc., via telephone, , or , janl@jbmeetings.com. Please mark your first, second and third choice booth locations on the contract. You will receive confirmation of your booth location, along with a decorator kit after your payment is received. Additionally, you have the opportunity to gain optimum exposure to potential buyers and users of your products and services by underwriting or sponsoring portions of the conference. A Sponsorship Packet is enclosed for your review. Your assistance will help ASSE in making this conference the best ever! Thank you on behalf of over 3000 American Society of Safety Engineers Region III members who have been protecting people, property and the environment for over 100 years.

3 General Information Conference Facilities: The Hurst Conference Center is located in the center of the DFW Metroplex. The City of Hurst offers firstclass shopping, popular restaurants, all new hotel accommodations and easy access to area arts, attractions, and DFW International Airport. Northeast Mall - the third largest traditional shopping mall in the state Over 50 restaurants Wal-Mart and Target Super Center Starbucks Coffee 30 minutes from world-renowned Fort Worth and Dallas Arts Districts featuring the Kimball Art Museum, The Modern, Fort Worth Museum of Science and History, Bass Performance Hall, Dallas Museum of Art, Nasher Sculpture Center, Crow Collection of Asian Art, Morton H. Meyerson Symphony Center, Dallas Performing Arts Center and Wylie Theater 10 minutes from NRH2O Water Park 15 minutes from Grapevine Mills Mall 20 minutes from the notorious Stockyard Station and Billy Bob's Texas, the World's Largest Honky Tonk 20 minutes from Six Flags Over Texas, Hurricane Harbor, Rangers Ballpark in Arlington, Cowboys Stadium, Lone Star Park and Texas Motor Speedway 30 minutes from the Fort Worth Zoo and Fort Worth Botanical Gardens 30 minutes from the Dallas Galleria, Dealey Plaza, Sixth Floor Museum, Victory Plaza and the American Airlines Center 15 minutes from downtown Fort Worth 30 minutes from downtown Dallas 15 minutes from DFW International Airport 30 minutes from Dallas Love Field Exhibition Facilities: Parking Convenient complimentary parking is available in the attached three-level garage. Parking Regulations The Hurst Conference Center (HCC) offers more than 350 parking spaces in three areas: Parking Deck, Underground Parking, and the North Lot. The center provides parking at no charge. Parking spaces are just steps from a facility entrance. Vehicles presenting "Accessible or Handicap" passes or license plates may park at no charge. Easily accessible handicapped parking is available. Motor home vehicles are restricted to the North Lot. Overnight parking on Hurst Conference Center property is prohibited. The HCC reserves the right to tow, at owner's expense, any vehicle blocking identified Fire Lanes, loading docks, non-designated areas (i.e. parking aisles), and other areas designated for special use.

4 Move-in/Move-out Schedule: Exhibitor Move-in/Set-up: Monday, Aug 6, :00 p.m. to 4:00 p.m. **Exhibitor Reception Monday, August 6, :00 p.m. to 6:30 p.m. Trade Show with Exhibitors Tuesday, Aug 7, :00 a.m. to 2:00 p.m. **Breakfast with Exhibitors Tuesday, Aug 7, :00 a.m. to 8:00 a.m. **Lunch with Exhibitors Tuesday, Aug 7, :30 a.m. to 1:30 p.m. Exhibitor Move-out Tuesday, Aug 7, :00 p.m. to 5:00 p.m. ** These times are non-compete times for the exhibitors. No sessions will be offered during these times to allow the attendees and exhibitors plenty of time for interaction. Early Teardown is not permitted!

5 Booth Contest: Exhibitors are encouraged to decorate booths and dress consistent with the theme and location of the conference. The theme for the 2012 Conference is: Soaring to Excellence. Booths will be judged on the following criteria: Overall decorations to fit the theme; originality of booth design; methods used to attract attendees to their booth. Winning exhibits will be selected for the following categories: Best of Show, Most Original, and Honorable Mention. Each winner will be recognized during the lunch with exhibitors on Tuesday, August 7th. Attendee Exhibit Hall Contest: Every attendee will be given a card that they are encouraged to take to each vendor booth for validation. Completed cards will be eligible for a drawing at the end of the show for one of the door prizes. Exhibitors may also have their own contests this is strictly a volunteer activity on the part of the exhibitors. Attire: Business casual dress for the attendees and exhibitors is appropriate. Exhibitors: add to the decoration theme of your booth and come dressed accordingly! Ground Transportation: SHUTTLE INFORMATION Super Shuttle serves both DFW and Love Airports. Call for Information and Reservations (972) ext dfwsales@supershuttle.net Security of Hazardous Products: It is the responsibility of the exhibitor to secure all products, which have potential for harm or hazard from indiscriminate use or acquisition by registrants in the exhibit hall. Security/Liability: All exhibition hall doors will be locked during the evening on Monday, August 6th until the exhibits open on Tuesday, August 7th at 7:00 a.m. Exhibitors will be permitted in the exhibit areas after hours with Show Management approval. Exhibitors desiring admission to the exhibit areas prior to Noon on Monday, August, 6th may request permission to enter from Show Management. Exhibitors MUST wear the badge issued to them by ASSE Region III at all times. Neither ASSE nor the Hurst Conference Center will be responsible for the loss of property by theft, damage by fire, water, accident or other cause. It is expressly understood and agreed that the exhibitor will make no claim of any kind against ASSE Region III or any of its members or employees, or the Hurst Conference Center for any loss, damage to, or destruction of goods, or for any injury of any nature or character whatsoever. If liability insurance is desired, the exhibitor should arrange it. No Shows: Exhibitors who do not claim their booth by 3:00 p.m. on Monday, August 6th forfeit all rights to the exhibit space. ASSE Region III shall retain all monies paid, and the booth space reverts back to ASSE Region III for use or resale at ASSE Region III s discretion.

6 Booth Space Cancellation: Cancellations must be submitted in writing. Cancellations after June 1 will receive no refund unless all booth space is sold, then 50% of the booth space rental will be refunded within thirty (30) days after the show. All cancellations must be sent in writing to J/B Meetings, Inc. at the address provided below. Booth Provisions: ASSE Region III will provide an 8 x 10 booth constructed of pipe and drape, mounted on aluminum frames and bases, a 7 x 44 two line identification sign listing the company name and booth number and one table with two chairs. Paid exhibits will receive a listing of all conference participants, and lunch will be provided Tuesday during the tradeshow/exhibit. Exhibits should conform to the Exhibit Rules and Regulations contained in this brochure. ASSE is a volunteer-member organization and is listed as a 501-C6 Non-Profit Corporation. (Federal Tax ID# ). For the best booth available ACT NOW! Complete the enclosed contract and return it with your payment to: J/B Meetings Inc. P. O. Box Houston, T Phone: Fax: vicki@jbmeetings.com (All funds payable to ASSE Region III)

7 Exhibitor Rules and Regulations Booth Space Agreement Exhibit space may be used only for the display of the exhibitor s products and services that the exhibitor offers for sale to the safety industry. Exhibitors may not assign, sublet, or apportion the whole or any part of the space allotted to them and may not advertise or display goods or services other than those manufactured or sold by them in the regular course of their business. The exhibitor is entirely responsible for the booth space rented and has sole responsibility for repair and maintenance of the booth rented including the responsibility of keeping the booth space free from any condition that might be dangerous to persons entering the premises. Arrangement of Booth Space Efforts will be made to see that competing products wil l not be assigned adjoining booths unless both parties agree. The exhibit must not be taller than 8. The background may not extend 4 from the rear of the booth. Displays in the front of the 4 of the booth must not exceed 3 in height. Decorator Service and Service Contractors All booth frames and draping shall be constructed and supplied by The Hurst Conference Center. The booths do not include utility connections. Exhibitors may contract for equipment a n d s e r v i c e s f r o m T h e H u r s t Conference Center before or at the show. Upon confirmation and deposit or full payment of booth rental fees, an Exhibitor s Service Kit will be mailed to exhibitors. Payment for services provided by the contracts is the exhibitor s responsibility. All services not ordered in advance must be procured through the Decorator s S e r v i c e D e s k, w h i c h w i l l b e maintained in the exhibit hall. Be sure to order by the deadlines indicated to avoid delays during move-in and to take advantage of discount prices. Exhibitor Registration Exhibitor s badges will be personal and are not transferable. Only four (4) name badges per 8 x 10 exhibit booth space will be issued. All exhibitors are to register their personnel in advance by listing their names on the Exhibit Booth Contract. Please print each individual s name, company name, and city legibly. All badges are made from this list. Distribution of Samples and Souvenirs Distribution of samples and souvenirs is permissible provided it is done in a dignified manner, does not create a nuisance and causes no interference with adjoining exhibits. Exhibitor Move-Out Exhibitors who tear down prior to the designated time will be fined. This f i n e m u s t b e p a i d b e f o r e t h e application for space at the 2013 show will be accepted. All exhibitor property must be removed from the exhibit hall no later than 6:00pm on Tuesday, August 7, Insurance and Liability Exhibitors must obtain adequate insurance coverage, at their expense, for possible property loss or damage, or liability for personal injury and property damage which may occur during move-in, show days or moveout. Each exhibitor must maintain such insurance necessary to fully protect ASSE from any and all claims of any nature whatsoever, including c l a i m s u n d e r t h e W o r k e r s Compensation Act and for personal injury, including each, which may arise in connection with the installation, operation or dismantling of exhibitor s display. Each exhibitor, exhibitor representative, exhibitor attendant, or their agent is responsible for all items, goods, materials, equipment and displays in or about the booth or within the Hurst Conference Center exhibit area at all times, whether said goods, materials, equipment or displays are the property of the individual or the exhibitor. Neither ASSE, its officers, agents or employees, the owner of the Hurst Conference Center nor its officers, agents, employees or representatives will be responsible for any injury to any exhibitor, it s employees, agents or property; or for loss by fire, theft, d a m a g e, d e l a y, e l e c t r i c a l o r mechanical failure, labor trouble, or any cause whatsoever while the exhibits and merchandise are in transit, within the exhibit area, or while being move into or out of the Hurst Conference Center. The exhibitor will indemnify and save harmless the above organizations for injury to any person or loss or damage to any property caused by the act of omission of the exhibiting company its agents or employees arising out of, or in connection with, its exhibit and the use, occupancy and maintenance of its exhibit space. Special Visual and Sound Effects Audiovisual and other sound and attention-getting devices and effects are permitted only in those locations and at such decibel intensity as, in the opinion of the Show Management; do not interfere with the activities of neighboring exhibitors. Operational equipment being demonstrated should not operate at noise levels that are objectionable to other exhibitors. Audiovisual materials (films, etc.) purely for entertainment, without any educational or informative value, may not be used. Product Sales Exhibitors will only demonstrate and display products and services and no sales will be made at the show. Any orders accepted from show visitors will be delivered by the exhibitor from its regular place of business. Texas State Law requires that all exhibitors who take orders, make sales, or make contacts for future sales at the Exposition be registered with the Texas Comptroller s Office. For information regarding exhibiting in Texas and Texas Sales Permits, please contact the Comptroller s Office at Exhibitors are responsible for making the contact. Conduct of Exhibitors Exhibitors should conduct themselves in an ethical manner and at all times conform to the guidelines in these regulations. Fire Regulations & Safety All exhibitors must comply with the fire regulations of the City of Hurst as outlined in your Exhibitor s Service Kit. Please read these regulations carefully. The Fire Marshall is very effective in the enforcement of regulations, and exhibitors should be prepared to demonstrate proof of compliance. No Smoking Policy ASSE has adopted a non-smoking policy for the conference facility. Cancellation Policy Cancellations must be submitted in writing. Cancellations after June 1 will receive no refund unless all booth space is sold, then 50% of the booth space rental will be refunded within thirty (30) days after the show. Other Regulations Hiring of Hurst Conference Center personnel to help erect or dismantle displays is strictly prohibited. No animals are permitted in the Hurst Conference Center, except certified companion animals. Matters Not Covered ASSE Management shall rule on any/all matters pertaining to the exhibition, whether expressly mentioned in these Rules and Regulations or not and all such rulings shall be binding.

8 American Society of Safety Engineers Region III Professional Development Conference and Exposition 2012 *************************************** Hurst Conference Center Exhibitor Layout = SOLD!

9 2012 ASSE Region III PDC Exhibit Contract Hurst Conference Center August 6, 2012 through August 8, 2012 region3.asse.org COMPANY NAME: ADDRESS: CITY: STATE: ZIP: PHONE: FA: TYPE OF BUSINESS/ORGANIZATION: CONTACT PERSON: INTERNET WEBSITE: AUTHORIZED SIGNATURE: I have received and agree to the Exhibitor Rules and Regulations (Initial): All exhibitor information will be sent to the contact person. ON-SITE EHIBITOR REPRESENTATIVES: (Please Print) (Badges will only be made for those below, if contact person will be on-site, repeat below) NAME: NAME: NAME: NAME: (Should Exhibitor require more than 4 representatives, a charge of ($35.00) per person is required for Lunch on Tuesday) All booth spaces are 8 x 10. Booths include pipe and drape only. One table and two chairs will be provided in each booth. Electricity is NOT included in the booth price. 1st Choice # 2nd Choice # 3rd Choice # Total Number Exclusive Rate (Paid by Early Bird Rate: Conference Rate: Conference Rate: Premium or Corner of Booths: 1/9/12) Regular Booth - (paid by: 1/ 31/12) (2/1/12 5/31/12) (After: 6/1/12 ) Booth Rate: $520 $100 plus cost of Premium/Corner Booth - $600 $600/booth $650/booth $775/booth regular booth rate as applicable Method of Payment: Credit Card: D VISA D MasterCard D Check # Card Number: Please make checks payable to: Expiration Date: Sec. Code ASSE Region III Cardholder signature: Federal Tax ID # PLEASE FA TO or scan and to vicki@jbmeetings.com Application for Exhibit Space is considered received only after funds have been received or credit card information has been processed and funds received. We will mail confirmation to the address provided above. ASSE USE ONLY Date Received: Amount $ Confirmed Booth # ASSE Region III c/o J/B Meetings, Inc. P.O. Box Houston, T

10 ASSE Region III c/o J/B Meetings, Inc. P.O. Box Houston, T