Virginia PTA Annual Conference 2014 EXHIBITOR PROSPECTUS. Dear Prospective Exhibitor, July 10 12, 2014 Richmond Marriott- Downtown Richmond, Virginia

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1 2014 EXHIBITOR PROSPECTUS Virginia PTA Annual Conference July 10 12, 2014 Richmond Marriott- Downtown Richmond, Virginia Dear Prospective Exhibitor, It s time to TEAM UP with Virginia PTA! You can market to more than 600 PTA leaders with your involvement in our 2014 Annual Conference held July at the Richmond Marriott Downtown. PTAs are powerful voices for children, vital resources for parents and educators, and true advocates for public education. Virginia PTA, one of the largest PTAs in the country, has 300,000 members in more than 1100 local PTA units. PTA leaders attend to train, carry out PTA business and network for ideas to make their PTAs, their schools, and their children the best they can be furthering the mission of PTA To make every child s potential a reality by engaging and empowering families and communities to advocate for all children. You are key to successful networking! And 2014 includes increased visibility and value: Time over 19 Exhibit Hall hours Expo Friday Casino Night/Exhibitor Expo Added - Sponsorship Opportunities Meals and discounted parking for two representatives included in the booth fee This prospectus contains many options and opportunities to promote and market your business. Don t see what you like?...contact us. And plan to join our TEAM to deliver key solutions to PTA leaders success! Brenda L. Sheridan Virginia PTA President 1 Jane Brooks 2014 Annual Conference Chair 1027 Wilmer Avenue Richmond, VA fax resourcedev@vapta.org

2 2014 EXHIBITOR PROSPECTUS The Virginia PTA does not provide membership lists to outside organizations. Exhibiting, partnerships/sponsorships are the most cost-effective ways to reach PTAs throughout the state. Exhibit Fees Commercial /Sales organization, standard booth.$ 850 Non-profit organization, standard booth.. $ 500 Premier location.. add $ 200 Included in Exhibit Fees Exhibitor Space A standard booth is 8 X10 and includes one six (6) foot table, two chairs, wastebasket, booth sign, pipe and drape. Each booth has one electrical connection. The exhibitor must provide extension cords as needed. For additional AV/electrical requirements, please see the Marriott Hotel form on our website at Exhibitor Passport and Prizes To encourage attendees to visit every exhibitor, all receive a passport to be stamped as they visit each booth. Attendees with completed passports are entered into prize drawings. Exhibitors are encouraged to contribute a prize and are acknowledged for their donations. Virtual Exhibit Hall The Virginia PTA website, hosts a Virtual Exhibitor Hall. This area features your logo, a short paragraph about your company or organization and a link to your website if provided. The Virtual Exhibit Hall runs July 20 - December 31, Exhibitors are responsible for supplying the necessary information to exhibits@vapta.org by June 30, For information about website advertising space, contact Virginia PTA Resource Development at resourcedev@vapta.org. Meals and Parking Each booth includes the following meals for up to 2 representatives: Awards Breakfast and Casino night/expo dinner on Friday; Continental breakfast and buffet lunch on Saturday. Each booth receives 2 discount parking coupons for Thursday and Friday. Exhibitors Expo/Casino Night The Exhibit Hall is open Friday evening with dinner stations and a Casino Night, providing additional time to visit exhibits. 2

3 2014 Exhibitor Prospectus Exhibitor Conference Schedule Thursday, July 10, 2014 Exhibitor Check-in and Set-up 12:00 pm 9:00 pm (can be open during Boot Camp 6:00 pm 9:00 pm) Friday, July 11 Exhibit Hall Hours 10:00 am 9:00 pm (Casino Night/Exhibit Expo 6:00pm 9:00 pm) Saturday, July 12 Exhibit Hall Hours 7:00 am 9:30 am 11:45 am -3:00 pm Exhibits close during all General Sessions of the Virginia PTA. Hotel Accommodations The Richmond Marriott Downtown is hosting the VA PTA Annual Conference. Call and ask for the Virginia PTA discount (good until Wednesday, June 18, 2014) or you visit our website and click on the hotel link. Richmond Marriott 500 East Broad Street Richmond, Virginia (804) Group code: VP1 Rate: $99/night plus tax (dbl) General Rules for Exhibitors Exhibitor must confine display to area provided or be billed for additional space. The Exhibit Hall open schedule will be sent in your confirmation. Exhibitors agree to be open the entire Exhibit Hall schedule. Sound equipment may be set up or used in exhibit spaces only with prior approval (NO EXCEPTIONS) by the Virginia PTA. All goods exhibited are limited to those manufactured or handled by exhibitor in their regular business. Exhibitor is responsible for personal property damage and liability insurance for personal injury. Virginia PTA does not assume any responsibility for damage and/or loss of any merchandise or property left in the facility prior to, during or following exhibit times. Exhibitors are responsible for damage to exhibit area and will be billed for all charges related hereto. The PTA name or logo may not be used without prior written approval of Virginia PTA. No exhibitor shall request a PTA delegate to lobby any governmental agency or official. Exhibition does not constitute endorsement of any product, service, or position by Virginia PTA. Annual Conference Program Advertising Advertising in the Annual Conference Program is a great way for your business to be seen by all attendees. Ads must be submitted in.pdf format by May 31, Outside Back Cover, 4 color.....$1,000 Full page 4c program ad (8 x 10.5h) $800 Full page black & white program ad (8 w x 10.5 h)...$450 1/2 page black & white program ad (8"w x 5"h)...$300 1/4 page black & white program ad (3.75"w x 5"h)...$175 3

4 EVENT SPONSORSHIP OPPORTUNITIES Exhibits are just one way for your business to participate in the Virginia PTA Annual Conference. Want additional options? Don t see what you want? Contact resourcedev@vapta.org or x EXHIBITOR PROSPECTUS The Sponsorships Below Include: Program Recognition, Opportunity for Tote Bag Insertion, and On-site Signage. MEALS Boot Camp Snack $1,000 Thursday: 400 PTA decision makers assemble for intense, position specific training. Awards Breakfast $2,000 Friday: Breakfast for all attendees and awardees. Includes President recognition from dais and five minute presentation. Casino Night/ Exhibitors Expo Dinner Stations $3,000 Friday: Dinner for all attendees and awardees. Includes President recognition and five minute presentation. Continental Breakfast $1,000 Saturday: Breakfast for all attendees. Handouts on serving tables. District Luncheon (each) $500 Saturday: Great way to market to specific geographic areas! Handouts placed in room. Board of Managers Dinner $1,000 Saturday: Join the Virginia PTA Board and provide in person marketing to state leaders. HANDOUTS Conference Lanyards $2,000 Every attendee will wear and promote your business at the conference and beyond! Purchase the exclusive opportunity to join the Virginia PTA brand on lanyards given to every attendee. Conference Tote Bags $1,500 All attendees receive a keepsake bag for conference use and years to come. Place your logo on one side of the bag. Conference Tote Bag Inserts $300 Place an item in the tote bags distributed to all attendees. Event Apparel $1,000 Be recognized for providing apparel for Virginia PTA Board members and event staff. SITE PROMOTION LCD Display (Lobby) $1,200 Display your brand and message in the hotel lobby during the whole event on a 3 LCD displays. You provide the video/power point. LCD Display (Lobby Lounge) $800 Display your brand and message in the Lobby Lounge during the whole event on 3-TV s. You provide video/power point. Floor Projection of Logo (per day) $400 Greet attendees at the hotel entrance (projected onto floor)! Attendee Parking Let s Talk! Want every attendee to think of your company as they enter and exit the parking garage? Let s talk about how! 4

5 2014 EXHIBITOR PROSPECTUS 2014 VIRGINIA PTA EXHIBITOR APPLICATION Company Name Contact Person Name & Title Address Day Time Phone Number City, State, Zip Code Cell Phone Number Fax Number Secondary Web Site CHECK TYPE OF ORGANIZATION: Commercial Non-profit Names of Representatives Registering for Exhibit: VA PTA OFFICE SECTION ONLY: Date Rec d: Rec d by fax, or US MAIL: Special Needs: Yes, I would like to use a sound device. Please describe: Payment: Check # Credit Card Approval #: Scanned: Please briefly describe nature of products and services for inclusion in printed materials and Virtual Exhibit Hall. (25-ish words) ed Confirmation on: Vendor Space #: Notes: The Exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of exhibitor s activities on the Marriott Hotel premises and will indemnify, defend, and hold harmless the Marriott Hotel, its agents, servants and employees from any and all such losses, damages and claims. Signed: 5

6 2014 Exhibitor Prospectus PLEASE SELECT ALL THAT APPLY: Commercial/Sales organization, standard booth $850 Non-profit organization, standard booth $500 Premier location add $ 200 Additional Sponsorships please specify: Total You will be contacted to work through the details of your sponsorship. Terms of Agreement The signed Applicant hereby applies to participate as a Virginia PTA Exhibitor, subject to the terms and conditions of this application and agreement. The Application must be accompanied by the full payment of all fees and is not binding unless and until accepted by Virginia PTA via confirmation . Participation as a Virginia PTA Exhibitor does not constitute endorsement of any product, service, or position by Virginia PTA. Payment of Fees The Applicant must enclose a check or money order payable to Virginia PTA or credit card information. The Applicant understands if payment in full is not received with completed Application, the Application will not be processed and will lose its priority. Application (page 5 & 6) and payment are accepted by fax to , ed to resourcedev@vapta.org or mailed to: Virginia PTA, Resource Development, 1027 Wilmer Avenue, Richmond, VA Please charge my credit card for $ Annual Conference. for the total fee applicable to participate in the 2014 VA PTA Name on the credit card: Credit Card #: Security code on back: Credit Card type: Credit Card Exp Date: Billing address for credit card: Confirmation Confirmation will be sent via as applications are approved. Cancellation Policy If an exhibitor finds it necessary to cancel its participation in the Annual Conference, a refund will be made only if cancellation request is received in writing by Virginia PTA no later than May 12, In such event, Virginia PTA will refund the total amount the Applicant paid less a $200 cancellation charge. Any questions regarding this application should be addressed to resourcedev@vapta.org Exhibitor Company/Organization Name: Exhibitor Authorized Agent (Print) Date Exhibitor Authorized Agent (Signature) 6