August, For sponsorship and exhibitor inquiries, contact Colleen Bartos at or

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1 August, 2014 The Governor s Infrastructure Financing Conference will be held at the Hotel Roanoke and Conference Center in Roanoke, Virginia on December 10 12, The conference is designed to bring together government and private sector professionals in discussions that will help facilitate the planning and delivery of capital improvement projects. Sponsorships and vendor exhibits are a vital component of our conference. VRA is providing sponsorship and exhibit opportunities to organizations and businesses that support efforts of local governing boards to improve and enhance local infrastructure with cost effective and affordable financing. The enclosed exhibitor s packet includes information for corporate sponsors and exhibitors, Agreement for Sponsorship or Exhibitor Space, and Release of Liability forms. Reservations and payment must be received by Friday, November 28, Sponsorships and exhibiting opportunities are available on a first come, first served basis. Every attempt will be made to honor your request; however, booth assignments are at the discretion of the organizing committee. For sponsorship and exhibitor inquiries, contact Colleen Bartos at cbartos@vt.edu or We look forward to seeing you in Roanoke. Thank you. Stephanie L. Hamlett, Executive Director Virginia Resources Authority 1

2 Virginia Resources Authority Infrastructure Financing Conference December 10-12, 2014 Sponsorships and Exhibit Opportunities There are many exciting opportunities for your company or organization to be involved with this conference. Each level of support allows you to increase your level of visibility. Platinum $7,500 Four symposium registrations Special acknowledgement at the conference agenda Signs listing you as the reception sponsor prominently displayed at one of two conference receptions Free exhibition space, if requested Gold $5,000 Two symposium registrations Acknowledgement in conference agenda Free exhibition space, if requested Silver $3,500 Two symposium registration (including event tickets) Acknowledgement in conference agenda z Sponsor Company Logos Please provide a high resolution vector EPS or PDF file of your company s logo for inclusion on the website and in the conference program. Send by Friday, November 28 to: Colleen Bartos, Continuing and Professional Education, 702 University City Blvd., Virginia Tech 0364, Blacksburg, VA or to cbartos@vt.edu. To become a sponsor or exhibitor, return the following documents (pages 4-7) with payment (payable to Treasurer, Virginia Tech): Sponsorship/Exhibitor Form Release of Liability Vendor Technology Request Form Send by Friday, November 28 to: Colleen Bartos, Continuing and Professional Education, 702 University City Blvd., Virginia Tech 0364, Blacksburg, VA or to cbartos@vt.edu. Bronze $2,000 Company name on the symposium website Acknowledgement in conference agenda Exhibitor (non-state agency) $1,000 An 8 x 10 exhibition space (includes skirted table) Two chairs and waste basket Electric provided Exhibitor (state agency) $750 An 8 x 10 exhibition space (includes skirted table) Two chairs and waste basket Electric provided One symposium registration 2

3 Exhibitors Vendors are an important aspect of this conference and you are welcomed and encouraged to participate. z Set Up Schedule Wed., December 10 (time TBD for that morning) z Exhibit Schedule Thurs., December 11 7:30 a.m. 8:00 p.m. z Exhibit Breakdown Schedule Fri., December 12 Breakdown begins at 11:00 a.m. z Exhibit Booth Fee $1,000 (non-state agency) $750 (state agency) z Included in Exhibit Booth Rental 6 table and 2 chairs and waste basket Electricity provided General lighting Standard heating/air conditioning 8 x 10 booth space z Not Included in Exhibit Booth Rental Telephone, Internet connection, and must be arranged by vendor directly with hotel (see Technology Request Form on pages 6-7) Set up and dismantling of individual displays Cleaning or janitorial services Liability coverage/insurance Fire, theft, or loss coverage/insurance Conference lodging Extra tables or drapes in a booth space z Refunds Refunds are made only if the exhibit space or sponsorship slots are filled. z Character of Exhibits Virginia Tech reserves the right to decline or prohibit any exhibit that is not suitable to, or is not in keeping with, the character of the conference. No exhibitor may assign or sublet any portion of the space contracted without approval of the conference planning committee. An exhibitor may not display any product not regularly manufactured or handled by their firm. z Payment for Space Exhibit space is available on a first-come, first-served basis. Payment for the exhibit space is expected with the return of the contract. Your check will be returned if all available spaces are sold before receipt of payment. Checks should be made payable to Treasurer, Virginia Tech and should be received by Friday, November 28. Please include a notation on the check to indicate it is for the Infrastructure Financing Conference. Payment may also be made by Visa, MasterCard, or American Express credit cards. z Exhibitor s Responsibilities Nothing should be posted, tacked, nailed, screwed, or otherwise attached to columns, walls, floors, or other parts of the conference center. All printed advertising, flyers, etc., should be distributed from the exhibit booth. z Release of Liability The enclosed Release of Liability for Virginia Tech and the Hotel Roanoke and Conference Center should be signed and returned along with the Agreement for Sponsorship or Exhibitor Space. A copy of the release must be on file before an exhibit may be displayed. z Advance Shipments and AV Equipment Rental Please contact the Hotel Roanoke and Conference Center for information regarding rental of audiovisual equipment and shipment and storage of equipment. z Hotel Room Rates and Reservations Conference rate is $135 per night for non-government, $97 for a single ($117 for double) at the government rate. Room reservations must be made directly with the Hotel Roanoke and Conference Center by calling or toll free at by November 7. Identify yourself as an exhibitor at the Infrastructure Financing Conference. z Exhibitor Receptions An exhibitor reception is not included in the conference. Exhibitors who wish to sponsor their own receptions can do so either in the hotel or in a local establishment. Reception invitations should be distributed at your booth to encourage booth traffic. 3

4 Sponsorship and Exhibitor Form Virginia Resources Authority Governor s Infrastructure Financing Conference December 10-12, 2014 The Hotel Roanoke & Conference Center Roanoke, Virginia Please print or type. Company/Organization s Name: Organization s name as you wish it to appear on website, banner and/or in the conference program: Company URL: Contact for all correspondence: Name Billing Information: Name Address City State Zip Country Daytime Phone No. Fax No. Sponsorship Opportunities: $7,500 Platinum Sponsor Will you be exhibiting? Yes No $5,000 Gold Sponsor Will you be exhibiting? Yes No $3,500 Silver Sponsor $2,000 Bronze Sponsor Total Sponsorship: $ Exhibitor Opportunities: $1,000 Non-state Agency Exhibitor $750 State Agency Exhibitor Total Exhibitor: $ Cancellation Policy Another person may be substituted at any time for this program. In the unlikely event that this program is cancelled or postponed due to insufficient enrollments or unforeseen circumstances, the university will fully refund registration fees but cannot be held responsible for any other expenses, including cancellation or change charges assessed by airlines, hotels, travel agencies, or other organizations. For weather or disaster-related program cancellation or postponement information, please call Method of payment: Payment of registration fees is required prior to program attendance. Registration will be processed when payment is received. To pay a fee by a VT department via HokieMart, you must select VT CPE registration fee as your vendor and attach this completed form. Check enclosed (Make payable to: Treasurer, Virginia Tech CE) Checks must be drawn on U.S. bank in U.S. dollars. (There will be a $50 processing fee for all returned checks.) Credit Card: Visa MC AmEx (Credit Card payment may be mailed, faxed, or given to registrar over the phone. No credit card information will be processed by voice mail or .) Cardholder name Cardholder signature Date Grand Total: $ Return with payment by November 28, 2014 (no staples, tape, or paper clips, please) to: Conference Registrar Continuing and Professional Education Virginia Tech, Mail Code University City Blvd. Blacksburg, VA phone: 540/ fax: 540/ (for credit card registrations only) The information you provide is subject to the Freedom of Information Act guidelines. Office Use Entered AMT: CC/CHK#: DATE: ifc-e webpdf Page 1 of 2 Card No. Exp. Date 4

5 Company/Organization s Name: ifc-e webpdf Page 2 of 2 Will you require electricity for your display? Yes No If you checked yes, see Vendor Technology Request Form (pages 6-7) for payment. Complimentary Registration(s) (Platinum 4 registrations, Gold 2 registrations, Silver 2 registrations, State Agency Exhibitor 1 registration) 1. Name: 2. Name: 3. Name: 4. Name: Ad and/or Logo submission Submit your ad and/or logo as a high resolution vector EPS or PDF file. Any colors should be converted to CMYK. Make sure all fonts have been converted to paths or outlines. files to Colleen Bartos at cbartos@vt.edu by November 28, Release of Liability Sponsor/Exhibitor named below shall be fully responsible to pay for any and all damages to property owned by the Hotel Roanoke and Conference Center or Virginia Tech used during the course of the Governor s Infrastructure Financing Conference. The Sponsor/Exhibitor agrees to defend, indemnify and hold harmless, Virginia TechTech, the Hotel Roanoke and Conference Center, its owners, managers, officers or directors, agents, employees, subsidiaries and affiliates, from any damages or charges resulting from Sponsor/Exhibitor s use of the property. The Sponsor/Exhibitor s liability shall include all losses, costs, damages, or expenses arising from or out of or by reason of any accident or bodily injury or other occurrences to any person or persons, including the Sponsor/Exhibitor, its agents, employees, and business invites which arise from or out of the Sponsor/Exhibitor s occupancy and use of the exhibition premises, the Inn or any part thereof. Sponsor/Exhibitor: By (Signature and Title): Date 5

6 VENDOR TECHNOLOGY REQUEST FORM Conference Name: Governor s Infrastructure Financing Conference Vendor Setup Time: Vendor Breakdown Time: 10:00 a.m. 6:30 p.m. Vendor Setup Date: Vendor Breakdown Date: Wednesday, December 10, 14 Thursday, December 11, 14 Please complete the following information: Organization / Name of Exhibitor: Contact Name: Phone: Please indicate special technology and/or electrical equipment needed. Equipment Electrical Needs: Power Strip 110 Outlet 208 / 220 Outlet Power Box: (4) 110 Outlets and (1) 220 Outlet 220 Pigtail (200 Amp) Additional Electrical as quoted by Engineer (Please List) QTY COST # DAYS TOTAL $ $ $ $ $ Technology Requests NOTE: Wireless Internet access can be purchased on-site with a major credit card via web interface. QTY COST # DAYS TOTAL Modem Line (Local & Toll Free Calls Only) $ Wired Internet Access (Shared T1 Access) $ Wireless Internet Access (Shared T1 (1.544 Mbps) Access) $ Wireless Internet (Shared 512kup 512k down, Public IP/needed for some VPNs and Video) $ Wireless Internet Access (Shared 256k up and 512k down, Private IP) $ Telephone with Line (Local & Toll Free Calls Only) $ ' - 8' Tripod Screen $ " TV w/ DVD Player $ Laptop with Internet Access (Limited Availablity) $ Computer with 17" Monitor and Internet Access $ " Plasma Screen $ Please list all types of devices and number of devices that we will be supploying power to, i.e., laptop, copier, displays and lighting. This information is used to ensure adequate electrical power is supplied to meet the needs of all vendors: Vendor charges are for the full event time and inclusive of all applicable servce charge and tax. All charges must be paid in advance by check or credit card. All items are subject to avilability. Please call Cheryl Jones for special requests and or via at cjones@hotelroanoke.com. To pay via credit card please provide: Name As it appears on the card (Please Print): Type of Card (Circle One): MC VISA AMEX Other: Card Number: Exp Date: Amount Authorized to charge: $ Signature of Cardholder: Date: If you would like a receipt, please provide fax or 6

7 PAGE TWO OF TWO POLICIES AND PROCEDURES 1. Shipments: Please consult your vendor guidelines supplied by the conference for shipping information. If shipments are to be made to the hotel, they will not be accepted more than three (3) days prior to conference. Please ensure the following information appears on the outside of each parcel: Name of Conference Senders Name / Phone Number Organization name as listed with conference vendor registration Your on-site contact or receiver of parcel(s) Number of parcels per delivery Booth Number (if known) 2. Additional Usage: Any additional electrical or equipment used on site will be charge accordingly to the credit card provided. In addition, you will be responsible for any damages to hotel property or other vendor(s) property should you or your agent misuse or overload electrical connections. 3. Personal Property: In no event shall Hotel, Owners or Hilton Hotels Corporation be liable for any damage to or loss of personal property sustained by Contractor or its employees. Any items left after the exhibit hall teardown is not the responsibility of the hotel and will be discarded. 4. Indemnity: As an exhibitor, you assume entire responsibility and herby agree to protect, indemnify, defend and save The Hotel Roanoke & Conference Center, it s owners, employees and agents harmless against all claims, losses and damages to persons or property, governmental charges or fines and attorney s fees arising out of or caused by your installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof excluding and such liability caused by the sole negligence of The Hotel Roanoke & Conference Center, it s owners, employees and agents. In addition, you acknowledge The Hotel Roanoke & Conference Center does not maintain insurance covering your property and that it is your sole responsibility to obtain business interruption and property damage insurance covering such losses. 5. Exits: At no time may any egress to a designated exit be blocked or have any obstruction. No curtains, drapes, or decorations shall be hung in such as manner as to cover any exit signs. Adherence to all local fire codes will be the sole responsibility of the outside vendor. All additional EXIT signs must be illuminated and battery-operated. Displays or equipment may not be placed in the path of emergency fire gates or doors. 6. Parking: Trucks and vehicles may be temporarily parked at conference center entrance and must be removed as soon as they are emptied. Prior approval must be arranged through our Receiving Department for any loading dock usage. Outdoor display items must have prior approval; please contact the hotel contact listed below. 7. Moving Equipment: The vendor must provide their own moving equipment and packaging supplies. No moving equipment will be provided and any packaging supplies requested will be purchased at current prices. Credit card payment will be due prior to delivery of any supplies. 8. Package Pick-Up: All delivery/pick-up schedules for packages for the shipping company must be arranged with the hotel s shipping and receiving department prior to your departure. The hotel is not responsible for parcels left behind without prior arrangements made. Authorized Signature: Date: FAX OR COMPLETED FORM TO: Cheryl or cjones@hotelroanoke.com Checks can be mailed to: The Hotel Roanoke & Conference Center; 110 Shenandoah Ave; Roanoke, VA 24016; Phone: