Fall Conference. November 3-4, 2015 Community Choice Credit Union Convention Center at Veterans Memorial, Iowa Events Center, Des Moines

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1 HPCAI Fall Conference Sponsorship Information & Trade Show Exhibitor Application & Agreement November 3-4, 2015 Community Choice Credit Union Convention Center at Veterans Memorial, Iowa Events Center, Des Moines

2 HPCAI Fall Conference Sponsorship Information & Trade Show Exhibitor Application & Agreement Thank you for choosing to be a part of the Hospice and Palliative Care Association of Iowa (HPCAI) Fall Conference and Trade Show! The trade show takes place November 3-4, Every effort has been made to ensure maximum attendance at the trade show. Be prepared to take advantage of this unique marketing opportunity. NEW this year are the sponsorships that offer additional opportunities to brand your organization at the well attended HPCAI Fall Conference. Once again, thank you for your support! Attendee Mailing List An excel document with the current list of attendees will be sent via two weeks prior to the program. This enables you to send one pre-conference mailing. Tell them you want to see them at the meeting and stop by your booth! Prize Drawing Exhibitors are encouraged to conduct their own prize drawing; however it is your responsibility to see that winners receive their prizes, all prizes will remain at your booth until they are picked up by the attendee. Shipping: Booth or Exhibit Materials Materials will be accepted no earlier than 30 days prior to the scheduled event date, November 3, Exhibiting Company Name & Booth # Hospice and Palliative Care Assn of Iowa c/o Freeman Decorating Company 2000 Easton Blvd, Des Moines, IA 50317

3 Trade Show Location Community Choice Credit Union Convention Center at Veterans Memorial, Iowa Events Center 833 5th Ave, Des Moines, IA Exhibitor Set-Up & Tear Down (tentative) Exhibitor Set- Up: November 2, 2015, 3:00-6:00 pm Exhibit Hours: November 3, 2015, 7:30 am - 2:45 pm November 4, 2015, 8:00 am - 2:30 pm Exhibitor Tear Down: November 4, 2015, 2:30-3:30 pm Overnight Accommodations A block of hotel rooms has been reserved for November 2 & 3, 2015 at the: Hampton Inn & Suites 120 SW Water Street Des Moines, IA Phone (515) $129 a night, plus tax Des Moines Marriott Downtown 700 Grand Ave Des Moines, IA Phone (515) $149 a night, plus tax To secure hotel accommodations be sure to state you are attending the HPCAI Fall Conference to take advantage of the special rate. Reservations must be made by October 12, 2015 to be guaranteed this special rate. NEW SPONSORSHIPS OPPORTUNITIES Keynote Sponsorship $2,000 (exclusive) Verbal recognition prior to keynote sponsored One complimentary attendees to attend the program Logo recognition in the program brochure and program agenda Company pop-up banner displayed (max width 30 ) Keynote Sponsorship $1,000 (co-sponsored) Verbal recognition prior to keynote sponsored One attendee to attend the program at member rate Logo recognition in the program brochure and program agenda Company pop-up banner displayed (max width 30 ) Lunch Sponsorships $500 (two available) Logo signage during lunch Marketing materials at the registration table Brochure recognition Break Sponsorship $300 Signage recognition (no logo) Brochure recognition

4 ADA Policy HPCAI does not discriminate in its educational programs on the basis of race, religion, color, sex or handicap. HPCAI wishes to ensure no individual with a disability is excluded, denied services or segregated or otherwise treated differently than other individuals because of the absence of auxiliary aids and services. If you need any of the auxiliary aids or services identified in the Americans with Disabilities Act in order to attend this program, please call 515/ , fax 515/ or write to the Department of Education at HPCAI.

5 HPCAI Fall Conference Sponsorship Information & Trade Show Exhibitor Application & Agreement Three Ways to Submit Form (both sides of form are required to be submitted for exhibitors) Fax: or Mail: Crystal Peters, HPCAI, 100 E Grand Ave, Ste 120, Des Moines, IA petersc@ihaonline.org November 3-4, 2015 Primary Contact Information (Please print legibly or type information below) Company Name (as it should appear in the Exhibitor Guide) Primary Contact (all correspondence for this show will be sent to this individual) Title Company Mailing Address City/State/Zip Telephone No. ( ) Fax ( ) (required) Booth Representative(s) Information (limit of 3 representatives per booth limit of 3 complimentary lunches) The primary contact stated above will be attending the trade show as a booth representative. Name/Title Name/Title Name/Title Company Description (25 words or less) Exhibitor Fees (8x10 booth) $400 For-Profit Organizations $300 Not-for-Profit Organizations Please Note: Electricity is not included in the booth fee. Payment Information Check (payable to HPCAI) Bill my institution Credit Card American Express Sponsorships $2,000 Exclusive Keynote Sponsorship $1,000 Co-Sponsored Keynote Sponsorship $500 Lunch Sponsorship $300 Break Sponsorship Discover VISA For HPCAI Office Use Only # EX Date Received Check # Check Total $ Cardholder Name (please print) Credit Card No. Security Code Expiration Date Cardholder s Phone No. ( ) Cardholder Signature MasterCard

6 Booth Specifications The booth (8x10) will consist of 8 tall black back drape, side wing panels, one 8 skirted table and two chairs. Electrical Service Electrical access will be an additional cost of $75, that may be purchased through Community Choice Credit Union Convention Center at Veterans Memorial, Iowa Events Center. Visit (sponsorships and trade shows) for the link. Exhibit Set-up The exhibit area will be available for installation of exhibits on November 2, 2015 from 3:00-6:00 pm. All exhibits must be staffed from 7:30 am - 2:45 pm on November 3 and 8:00 am - 2:30 pm on November 4. All exhibit materials and equipment must be removed from the exhibit area by 3:30 pm, November 4. After that time, any remaining exhibit materials will be removed at the exhibitor's expense. (time listes are tentative) Exhibitor Booth Materials All exhibit materials must conform to the fire regulations and electrical codes of the exhibit area. All packing materials and containers must be removed from the floor and must not be stored behind displays or under tables. Payment for services provided to an exhibitor by a contractor is the responsibility of the exhibitor. No exhibit may protrude into the aisle or block the view of neighboring exhibits. Exhibitor Printed Materials Exhibitor s printed material may be distributed within the assigned booth area only. Any materials HPCAI considers objectionable will not be allowed to be distributed. Audiovisual Effects/Music Audio and visual equipment being used in one exhibit area shall not unreasonably interfere with activities of any other exhibitor. Exhibitors and others are prohibited from playing music of any kind in the exhibit hall. Security HPCAI cannot guarantee against loss, fire and damage. HPCAI s insurance policies do not provide coverage for exhibitor s protection. Exhibitors are responsible for their own property through insurance or self-insurance. No Shows/Subletting Out of respect to other vendors and the attendees, any exhibitor who does not show up will not be invited back to future trade shows. Subletting of exhibit space is prohibited. Exhibitor Representative Registration In addition to submitting an exhibitor booth agreement, the exhibitor must register each of his/her organization s representatives. Up to three (3) representatives may register. Each exhibitor must provide an attendant within his/her exhibit space during exhibit hours indicated on the exhibitor agreement. Exhibitor Name Badges HPCAI will issue a badge with proper identification of each exhibitor. Badges are not transferable and must be worn at all times in the exhibit area. Exhibitors badges will be located in the booth packets that will be placed at each booth prior to booth setup. Cancellation/Liability Cancellations by an exhibitor must be made in writing. Written cancellations received on or before September 1, 2015, entitles the exhibitor to a refund, less a 25% processing fee, of all monies paid by the exhibitor to HPCAI before that date. Cancellations received after that date entitle HPCAI to keep all monies received from the exhibitor. Should the premises in which the HPCAI meeting is to be held become, in the sole judgment of the Association, unfit for occupancy, or should the meeting be materially interfered with for any reason subject to the discretion of HPCAI, the agreement for exhibit space may be terminated. HPCAI will not incur liability for damages sustained by exhibitors as a result of such termination. In the event of such termination, the exhibitors expressly waive such liability and release HPCAI from all claims and damages and agree that HPCAI shall have no obligation except to refund the exhibitors prorated share of the agreeable amounts received by HPCAI as rental fees for booths after deducting all costs and expenses in connection with such exhibits, including reasonable reserve for claims. HPCAI shall not be responsible to exhibitors for damages, losses and/or claims from any cause whatsoever that may arise from exhibitor s participation in the HPCAI Fall Conference Trade Show. Exhibitors assume the entire responsibility and liability for losses, damages and claims arriving out of injury or damage to exhibitor s displays, equipment, injury to a person or other property brought upon the premises of Veterans Memorial Community Choice Credit Union Convention Center, Iowa Events Center and shall indemnify and hold harmless HPCAI employees from any and all such losses, damages and claims. Exhibitors are required to carry insurance to cover against damage and loss of exhibit materials and liability insurance against injury to person and property of others, HPCAI may ask for proof of insurance. HPCAI reserves the right to make changes to this agreement. Any matters not specifically covered herein are subject to decision by HPCAI. HPCAI reserves the right to make such changes, amendments and additions to this agreement as considered advisable for the proper conduct of the exhibit with the provision that all exhibitors will be advised of any such changes. If an exhibitor does not follow the rules and regulations set forth by HPCAI, then this agreement may be terminated, with the exhibitor forfeiting fees paid, regardless whether or not space is reassigned by HPCAI. Agreement The undersigned agrees to abide by the conditions and terms listed above for exhibitor space at this Hospice and Palliative Care Association sponsored meeting. Signature Printed Name Date