89 TH ANNUAL CONFERENCE

Transcription

1 FLORIDA LEAGUE OF CITIES 89 TH ANNUAL CONFERENCE August 13-15, 2015 World Center Marriott Orlando Exhibitor & Sponsor Information WHY EXHIBIT AT THE FLC CONFERENCE? Have your company s website linked to the official conference mobile app. Receive recognition in the conference program and the post-conference issue of Quality Cities magazine. Benefit from the refreshment breaks, president s welcome reception, lunch and prize drawings held in the exhibit hall. Gain additional exposure for your company through Silver, Gold and Platinum sponsorships. Promote your company, products and services to more than 800 city officials from across the state. Obtain one copy of the League s municipal directory for each booth you purchase. GENERAL MEETING INFORMATION We invite you to join us for the Florida League of Cities 89th Annual Conference at the World Center Marriott in Orlando. This packet contains all the information you need to sign up as an exhibitor and sponsor. Please read it through carefully and sign up now! Exhibit Fees Company/Firm/For-Profit - $1,750 ($1,250 booth fees + $500 minimum sponsorship) To be eligible to exhibit, companies must purchase, at minimum, one $500 Reduced Silver Sponsorship. You may also sponsor at a higher level see page 6 for details. Please complete the exhibitor agreement, sponsorship agreement and the advertising information page and return them to the League with payment. Governmental Agency/Entity/Nonprofit - $750 Please contact the League if you are unsure if your organization qualifies for this level. No sponsorship is required at this rate. Please complete the exhibitor agreement and return it to the League with payment. Sponsorship Opportunities Even if you do not wish to exhibit at the conference, you can still participate as a sponsor. For more information on sponsorships, see page 6 of this packet.

2 Exhibit Hours* Wednesday - August 12, 2015 Move-In 3:00 p.m. - 6:00 p.m. Thursday - August 13, 2015 Move-In 8:00 a.m. - 12:00 p.m. Exhibits Open 12:30 p.m. - 7:30 p.m. Friday - August 14, 2015 Exhibits Open 7:00 a.m. - 1:00 p.m. Move-Out 1:00 p.m. - 5:00 p.m. *Subject to minor change. The final schedule will be included with your booth confirmation. Exhibit Description Booth packages include one 10 x 10, carpeted pipeand-drape booth, one 6 draped table, two chairs, one wastebasket, one 7 x 44 company identification sign, two lunch coupons, up to four representative name badges and a link to your website on the official conference mobile app. Booth Assignments and Confirmation Booths will be assigned at the sole discretion of show management and will be based on the date of request, with priority given to regular exhibitors and contributing sponsors. Booth assignments will be made by June 12, and you will receive your confirmation materials and booth assignment after that date. The earlier you sign up the better booth location you re likely to receive. The exhibit hall usually sells out by the end of May. 2 Name Badges Name badges are provided in the following quantities: Silver Sponsor: Exhibitor: Gold Sponsor: Platinum Sponsor: 2 Badges 4 Badges 4 Badges 8 Badges Additional badges can be purchased for $25 each. Badges provide admittance to the exhibit hall and all food functions within the exhibit hall. For entrance into workshops or other conference activities, full conference registration is required. See page 8 of this packet for the Name Badge Order Form. Hotel Information The 2015 Annual Conference will be held at the World Center Marriott in Orlando. Rooms are available for meeting participants at the special rate of $161 per night, single or double. No telephone reservations will be accepted by the hotel at this time. You will be sent complete information on how to make reservations with your booth confirmation. We ask that exhibitors and sponsors limit themselves to two sleeping rooms per company at the host hotel.

3 Deadlines Please note the following important deadlines: June 26, 2015: Receipt of Exhibitor and Sponsor Agreements* July 10, 2015: Receipt of Refund Requests August 3, 2015: Receipt of Name Badge Requests or Changes *Should any booths or sponsorships be available after this date they will be sold, but a $50 late fee will apply to all booth sales. Remember, the earlier you sign up the better booth location you re likely to receive. The exhibit hall usually sells out by the end of May. How Do I Sign Up? Enclosed are the following: Exhibitor Agreement, Sponsorship Agreement and Name Badge Order Form. Please complete each form as it applies to your organization and send them in today! Questions? Contact Heidi Hogarth, Meeting Planner, Florida League of Cities, Inc., P.O. Box 1757, Tallahassee, FL 32302; (850) ; fax: (850) ; hhogarth@flcities.com. LOOKING FOR ANOTHER WAY TO PROMOTE YOUR COMPANY TO FLORIDA S MUNICIPAL OFFICIALS? In addition to Quality Cities, a 64- page bimonthly magazine, the Florida League of Cities has another publication you won t want to miss our annual municipal directory. For advertising information, contact Erika Branchcomb at the Florida League of Cities at (850) or ebranchomb@flcities.com. SIGN UP TODAY! Booth space is limited and the conference WILL sell out! 3

4 2015 ANNUAL CONFERENCE Exhibitor Agreement AUGUST 13-15, 2015 WORLD CENTER MARRIOTT ORLANDO Florida League of Cities P.O. Box 1757 Tallahassee, FL (850) Fax (850) Please Print or Type Company/Organization: (Please print exactly as name should appear in the program and on signage.) Contact Name: Title: Address: (Please print as it should appear in the program.) City: State: Zip: Phone: Fax: Address: (All additional information will be ed to this address.) Website Address: NOTE: If you wish us to print different contact information in the conference program, please attach a separate sheet with details. For the conference program, please indicate the products or services you will display (10-word maximum): Please indicate any competitors. We will try to recognize this in booth placement, but we cannot make any guarantees: Booth Assignment: Booths will be assigned at the sole discretion of show management and will be based on the date of request, with priority given to regular exhibitors and contributing sponsors. With reference to the floorplan on page, indicate your booth preference: 1st Choice: 2nd Choice: 3rd Choice: 4th Choice: Booth Fee: Governmental Agency/Entity/Nonprofit: $750 Each Company/Firm/For-Profit: $1,750* Each ($1,250 booth fee + $500 minimum sponsorship please complete pages 6-7) Number of Booths Requested: *Add $50 to fee if postmarked after June 26, On-Site Representatives: Booth fees include name badges for up to 4 representatives. Additional representative badges may be purchased for $25 each. Please complete and return the form on page 8 to order your badges. The League must be notified by August 3, 2015, of all name changes or additions to ensure availability of badges. Acknowledgement: I have read and am familiar with all rules and regulations regarding the Florida League of Cities 89th Annual Conference as printed on pages of this packet. Authorized Signature: Date: Amount Enclosed: $ Method of Payment: Check (payable to Florida League of Cities) Visa MasterCard Card Number: Expiration Date: Cardholder s Name: Cardholder s Phone: Cardholder s Signature: Billing Address (if different from above): City: State: Zip: For League Use Only Amount Paid: $ Check #: Date: Confirmation Sent: Booth #: Initialed: 4

5 2015 ANNUAL CONFERENCE Exhibit Hall Floor Plan AUGUST 13-15, 2015 WORLD CENTER MARRIOTT ORLANDO Florida League of Cities P.O. Box 1757 Tallahassee, FL (850) Fax (850)

6 2015 ANNUAL CONFERENCE Sponsorship Agreement AUGUST 13-15, 2015 WORLD CENTER MARRIOTT ORLANDO Florida League of Cities P.O. Box 1757 Tallahassee, FL (850) Fax (850) Please select your sponsorship level. NOTE: All exhibitors must, at minimum, provide a sponsorship at the Reduced Silver level of $500. All companies wishing to host a hospitality suite or other event must, at minimum, provide a sponsorship at the Silver Level of $1,000. Company/Organization Name: Platinum Sponsor $2,500 Recognition in the conference program and in Quality Cities magazine Signage at sponsored event Link to your website on the official conference mobile app One copy of League s municipal directory One copy of League publications for one year Four tickets to Saturday night event Eight name badges Gold Sponsor $1,500 Recognition in the conference program and in Quality Cities magazine Signage at sponsored event Link to your website on the official conference mobile app One copy of League s municipal directory One copy of League publications for one year Four name badges Silver Sponsor $1,000 Recognition in the conference program and in Quality Cities magazine Signage at sponsored event Link to your website on the official conference mobile app One copy of League s municipal directory Two name badges Sponsorships are available for the welcome reception, refreshment breaks and Saturday night entertainment. Final sponsorship assignments are subject to category availability and League discretion. Please list your top two event choices: Choice #1: Choice #2: For use in the conference program, please indicate the products or services you provide (10-word maximum): On-Site Representatives: Sponsorship packages include name badges for the number of representatives indicated. Additional representative badges may be purchased for $25 each. Please complete and return the form on page 8 to order your badges. The League must be notified by August 3, 2015, of all name changes or additions to ensure availability of badges. Please complete the contact and payment information on page 7. Reduced Silver Sponsorship for Exhibitors Only $500 All benefits noted in the Silver Sponsor list above, but at a reduced rate for exhibitors only. 6

7 2015 ANNUAL CONFERENCE Sponsorship Agreement AUGUST 13-15, 2015 WORLD CENTER MARRIOTT ORLANDO Florida League of Cities P.O. Box 1757 Tallahassee, FL (850) Fax (850) Please Print or Type Company/Organization: (Please print exactly as name should appear in the program and on signage.) Contact Name: Title: Address: (Please print as it should appear in the program.) City: State: Zip: Phone: Fax: Address: (All additional information will be ed to this address.) Website Address: NOTE: If you wish us to print different contact information in the conference program, please attach a separate sheet with details. Authorized Signature: Date: Amount Enclosed: $ Method of Payment: Check (payable to Florida League of Cities) Visa MasterCard Card Number: Expiration Date: Cardholder s Name: Cardholder s Phone: Cardholder s Signature: Billing Address (if different from above): City: State: Zip: For League Use Only Amount Paid: $ Check #: Date: Confirmation Sent: Booth #: Initialed: 7

8 2015 ANNUAL CONFERENCE Name Badge Order Form AUGUST 13-15, 2015 WORLD CENTER MARRIOTT ORLANDO Florida League of Cities P.O. Box 1757 Tallahassee, FL (850) Fax (850) Name badges are provided in the following quantities: Silver Sponsor Only...2 Badges Gold Sponsor...4 Badges Exhibitor...4 Badges Platinum Sponsor...8 Badges Please complete this form and return it via mail or FAX to the League no later than Monday, August 3, Additional badges are available for $25.00 each. Please Print NEATLY. Additional copies of this form may be made if needed. Our 4-line badges will be printed as follows: First Name or Nickname Full Name Company Name Company Location* *A person s title may be substituted for company location. Company/Organization: *Contact Beth Rawlins at beth@bethrawlins.com If you are purchasing additional badges, please complete the payment information on next page. 8

9 2015 ANNUAL CONFERENCE Name Badge Order Form AUGUST 13-15, 2015 WORLD CENTER MARRIOTT ORLANDO Florida League of Cities P.O. Box 1757 Tallahassee, FL (850) Fax (850) If you are purchasing additional badges, complete the payment information below. Amount Enclosed: $ Method of Payment: Check (payable to Florida League of Cities) Visa MasterCard Card Number: Expiration Date: Cardholder s Name: Cardholder s Phone: Cardholder s Signature: Billing Address: City: State: Zip: 9

10 Rules & Regulations 1. Contract The following rules and regulations become binding upon acceptance of this contract between the applicant and its employees, and the Florida League of Cities, Inc. (FLC), the event sponsor. 2. Space Assignment Booth locations will be assigned at the sole discretion of show management and will be based on the date of request, with priority given to regular exhibitors and contributing sponsors. 3. Booth Package Description Booth packages include one 10 x 10 carpeted pipeand-drape booth, one 6 draped table, two chairs, one wastebasket, one 7 x 44 company identification sign, two lunch coupons, up to four representative badges and a link to your website on the official conference mobile app. Total individual exhibit floor space is limited to 10 x 10 unless requested and approved in writing. No walls, partitions, signs or decorations may be erected which will interfere with the general view down the aisle, or with other exhibits. Additional booth requirements may be requested by the exhibitor from the decorating service provider. The exhibitor is solely responsible for all costs incurred. 4. Show Move-In & Move-Out MOVE-IN Wednesday - August 12, :00 p.m. - 6:00 p.m. Thursday - August 13, :00 a.m. - 12:00 p.m. MOVE-OUT Friday - August 15, :00 p.m. - 5:00 p.m. NOTE: No exhibitor will be allowed to break down their booth until the close of the show at 1:00 p.m. on Friday, August 14, Any company that willfully dismantles its booth prior to closing time will not be permitted to exhibit at future FLC conferences. The exhibitor understands that this schedule will be strictly adhered to as a courtesy to other exhibitors and to FLC delegates Exhibit Hours (Tentative) Thursday - August 13, :30 p.m. - 7:30 p.m. Friday - August 14, :00 a.m. - 1:00 p.m. NOTE: These hours have been developed to coincide with delegates break times to help ensure traffic flow. In addition, refreshment breaks held during exhibit hours, Thursday s reception and Friday s sidewalk café will take place in the exhibit hall. 6. Unoccupied Space FLC reserves the right, should any rented space remain unoccupied after the first hour of the show s opening, to rent or occupy said space. 7. Payments & Refunds The total amount for exhibit space is due upon the reserving of space and signing of the contract. In the event an exhibitor finds it impossible to attend the conference, a letter received at the FLC office to that effect by 5:00 p.m. Friday, July 10, 2015, would authorize a refund of the exhibit fee. No refunds will be honored after 5:00 p.m. Friday, July 10, All refunds will be processed after the conference. Sponsorship money is non-refundable. 8. Food Service FLC reserves the right to provide food and beverage service during certain hours in the exhibit area. No free samples of food, beverage or any product may be given away or otherwise distributed by any exhibitor without prior written approval of FLC. 9. Noisy & Obnoxious Equipment The operation of whistles or any objectionable device will not be allowed. After the show opens, noisy and unsightly work will not be permitted.

11 10. Security & Liability FLC will provide basic security measures from 3:00 p.m. Wednesday, August 12, through 1:00 p.m. Friday, August 14. The exhibitor agrees to hold FLC, the hotel and the show decorator harmless and to indemnify FLC, the hotel and the show decorator against claims or liability arising out of the actions, fault or negligence of the exhibitor, its agents or employees, prior to, during and after the exposition. FLC, the hotel and the show decorator shall not be responsible for any loss, damage or injury that may happen to the exhibitor or the exhibitor s agents, patrons, guests, employees or property from any cause whatsoever (unless occasioned by the sole willful or gross negligence of FLC, the hotel or the show decorator) prior to, during or subsequent to the exposition period. The exhibitor hereby releases FLC, the hotel and the show decorator from, and agrees to indemnify them against, any and all claims for such loss, damage or injury. 11. Damage to Property The exhibitor, its agents, guests or patrons shall not injure, mar nor in any manner deface the hotel premises or equipment therein, and shall not cause or permit anything to be done whereby the hotel or its equipment shall be in any manner injured, marred, unduly soiled, defaced, lost, stolen or otherwise removed from the building, and will not drive, or permit to be driven, nails, hooks, tacks or screws into any part of the hotel, and will not make nor allow to be made, any alterations of any kind therein. Should any of the hotel s equipment used by the exhibitor in the conduct or operation of the exposition be damaged, lost or stolen, the exhibitor will promptly pay for the equipment by cash or certified check. The exhibitor understands that no music of any type is allowed during exhibit hall hours (this includes music in video, slide or other presentations or features). 12. Signs & Posters The exhibitor agrees that it will not post or exhibit signs, advertisements, posters or cards of any description inside, in front of or on any part of the hotel without written consent. 11

12 13. Public Policy 16. Use of Booth Space All companies or individuals exhibiting at the annual conference are participating at the exclusive discretion of FLC and must abide by all local codes, rules, regulations and ordinances, including fire regulations, and must abide by the directions and instructions presented by official FLC, hotel and show decorator personnel. The exhibitor understands that any violations of these policies may result in the immediate closing and removal of the exhibitor s booth. Exhibitors shall reflect their companies highest standards of professionalism while maintaining their booths during show hours. No exhibitor shall assign, sublet or share booth space without the permission of FLC. 14. Eligible Exhibits & Restrictions FLC reserves the right to accept or reject without reason any exhibit agreement received. FLC also reserves the right of exhibit space reassignment. 15. Exhibit Floor Access FLC reserves the right to limit access to the exhibit floor to anyone during times the show is not officially open Exhibition Sales Policy No firm or organization is permitted to engage in direct sales activities within the exhibit area without the expressed written approval of the FLC. 18. Hospitality Suites & Other Events Any firm or organization wishing to host a hospitality suite or any other event in conjunction with the FLC conference must agree to purchase a sponsorship at the minimum level of a $1,000 Silver Sponsorship. FLC must be informed of the dates, times and locations for these events in advance, to ensure no conflict with other conference activities.