FOR CCM USE ONLY Firm Name: Date Booth Thursday, April 28, 2016 Emergency Management Symposium Radisson Hotel, Cromwell, CT APPLICATION AND CONTRACT FOR MAJOR SUPPORT By completing this application for a major supporter at the Connecticut Emergency Management Symposium 2016, the applicant agrees to and shall abide by the accompanying Terms and Conditions, as well as such additional rules and regulations as CCM, the Connecticut Division of Emergency Management & Homeland Security (DEMHS), and the Connecticut Department of Public Health (DPH) deem necessary to the success of the exposition. This application becomes a binding contract when signed by an authorized representative of your organization, returned to CCM along with full payment, and agreed to by CCM. Major Supporter $ 2,500 BOOTHS INCLUDE: Carpet, electricity (upon request), 8 ft. backdrop, 3 ft. side rail, 6 ft. draped table, 2 chairs. Instructions 1. Please print legibly and fill in all information requested below 2. Return a signed application, together with a check or credit card form made payable to CCM for the amount listed above: Connecticut Conference of Municipalities 900 Chapel Street, 9th Floor, New Haven, Connecticut 06510-2807 Attn: Beth Scanlon Phone: 203-946-3782, Email: bscanlon@ccm-ct.org, Fax: 203-497-2480 A. See attached floor layout. List your top 3 booth location preferences. *Booth space is assigned on a first comefirst served basis but CCM retains the right to make final assignment of space.* 1 st 2 nd 3 rd Please check if electricity is needed B. Exhibitor Badges: Please provide names and titles for the badges. Email addresses are used for communication purposes: (Four badges and four lunches included) C. Lunch: No lunch tickets are available for purchase on the day of the Symposium. *The deadline to purchase additional lunches is Friday, April 22, 2016.* (Please see 3d under terms and conditions.) Page 1
D. Booth Identification Sign to read as follows and limited to a single company name, city, and state. E. Exhibition Program and Mailing Information: Company information will be listed in program in this manner. Firm Name: Mailing Address: City, State, Zip: Phone Number: Fax Number: E-Mail: Web Address: Contact Name: Title: F. Product description (25 word limit will be strictly enforced): G. Exhibitor Contact: Person(s) to whom countersigned contract and convention packet information will be sent. It is your responsibility to pass exhibit information on to your booth representatives. #1 Name: Title: Address (if other than above): Phone Number: E-mail: #2 Name: Title: Address (if other than above): Phone Number: E-mail: H. Artwork requirements for Program Ads- A full page ad in the program book is included as a Major Supporter: Full page 4 1/2 width x 7 1/4 height Vertical orientation (portrait) Only high resolution PDF files will be accepted (at least 300 dpi) Color company logo (high resolution, 300 dpi) for banner signage. (Formats accepted: EPS, jpeg, or PDF). See attachment of exhibit terms and conditions. Please check that you have read and accepted the terms and conditions. I. Authorized Signature: Date Print Name: Date CCM Authorized Signature* Date Kevin Maloney, Director of Communications & Member Relations *If your application is accepted, this agreement will be signed and returned to you. Page 2
EMERGENCY MANAGEMENT SYMPOSIUM MAJOR SUPPORTER TERMS AND CONDITIONS The applicant is entitled to the following benefits as a Major Supporter of the 2016 Emergency Management Symposium: SIGNAGE: Prominent signage and banners noting applicant s status as a Major Supporter will be placed throughout the Symposium Exhibit Area. CCM reserves the right to determine the kind, quality and quantity of all signage. Provision of signage is conditioned upon applicant s submission of a color company logo (high resolution, 300 dpi) to CCM by April 3, 2016. Formats accepted are: EPS, JPEG, or PDF. CCM reserves the right to review and approve or disapprove, within 5 business days, all materials submitted by applicant pursuant to this Agreement. EXHIBIT BOOTH Each booth is 10 feet by 8 feet. It includes (a) one six-foot draped table and two chairs, (b) a ten-foot high backdrop, (c) a three-foot side rail, (d) one ID sign seven inches by forty-four inches, (e) four exhibitor badges per booth, and (f) electricity (upon request). A free lunch at the Symposium will be provided to four persons only. Additional lunches are available for purchase. MAILING LISTS: A mailing lists of Symposium attendees will be emailed to applicant on or before by TBD. NO ENDORSEMENT: The applicant agrees that neither this application nor any resulting contract creates any endorsement of its products or services by CCM. Applicant may not use the CCM logo, name or other designation for any purpose whatsoever without the express written consent of CCM. FORCE MAJEURE: CCM shall refund, and applicant agrees to accept as its exclusive remedy, 50% of the supporter fee in the event the Symposium must be cancelled due to acts of God, government restriction, wars, civil disturbances, strikes, terrorist attacks, or any other cause beyond the reasonable control of CCM. GOVERNING LAW: This application and any resulting contract shall be governed by, and be construed in accordance with, the laws of the State of Connecticut. Page 3
Exhibit terms and conditions for the Connecticut Emergency Management Symposium 2016 1. The receipt by the Connecticut Conference of Municipalities, hereinafter referred to as CCM, of your signed Application and Contract on the prescribed form, accompanied by a check (or credit card form) for the full amount of exhibitor fee, and then signed by an authorized representative of CCM and returned to the applicant, will create a binding contract for use of the space allocated. In the event of fire, strike, or other uncontrollable circumstance which requires cancellation of the exhibition, CCM shall refund 50% of the exhibitor fee. 2. No advertisements, displays, exhibitions or demonstrations shall be accepted which appear to: a. Contain false, misleading or deceptive statements, claims or implications; b. Disparage or attack the products, services or reputation of another person, company, organization or association; c. Contain offensive or obscene statements; d. Contain endorsements or solicitations for or by political candidates or organizations; e. Violate any law or statute; f. Be inconsistent with or contrary to policy positions taken by the Connecticut Conference of Municipalities; g. Promote products and/or services which may compete with the fee-based products/services offered by the Connecticut Conference of Municipalities to its membership. 3. Rules and Regulations a. CCM will make reasonable efforts to assign booth space on a first-come first-served basis, based on the order in which the contracts are received, but maintains the right to make final assignment of space. b. Exhibitors will receive an informational packet from Capital Convention Contractors, the company that CCM has contracted with to provide services for exhibit space and drayage, or you may contact them directly at 877-335-3700. c. Each booth is 10 feet by 8 feet. It includes (1) one six-foot draped table and two chairs, (2) an eight-foot high backdrop, (3) a three-foot side rail, (4) four exhibitor badges per booth, (5) electricity (upon request), (6) carpet, and (7) one ID sign 7 x 43. Please note: Large equipment cannot extend beyond the space due to requirements by the Fire Marshall. d. Lunch tickets are provided for exhibitor attendees as listed in the above form. Only the first four lunches are included in the cost of the booth. Payment of additional badges includes lunch attendance. No lunches are available for purchase on the day of the Symposium. The deadline to purchase additional lunches is Friday, April 22, 2016. e. Registration and installation of exhibits may commence between 6:30 p.m. to 9:00 p.m., Wednesday, Apr. 27, and/or at 7:00 a.m., Thursday, Apr. 28, 2016. All exhibits must be completely set up by 8:00 a.m., Apr. 28, 2016. Unclaimed space may be reassigned without refund of any rental fee. Costs associated with the installation of exhibits shall be borne by the exhibitor. f. Exhibitors cannot begin dismantling or packing activities until 3:30 p.m., on Apr. 28, 2016. g. Exhibits must conform to the size of their space and must not obstruct the view or interfere with other exhibits. All demonstrations, or other activities, such as the distribution of descriptive literature of any kind, must be confined to the exhibitor's own booth. No exhibitor shall assign, sublet, or share, the whole or any part of its assigned space without the approval of CCM. Displays shall not be placed in such a manner as to interfere with or be objectionable to other exhibitors. h. Exhibits must comply with all Federal, state, municipal and convention center mandated fire codes. All exits, hallways, and aisles must remain clear and unobstructed. Any items, including vehicles improperly left at the loading dock, will be removed and any costs incurred will be charged to the exhibitor. i. Signs, decorations, and related materials may not be taped, stapled, nailed, or attached to wall or column Page 4
surfaces. The Radisson Hotel s permanent signs, banners, and other decorations may not be blocked in any manner. j. The use and distribution of helium balloons is prohibited. k. Food or beverage preparation or distribution is not permitted; i.e., popcorn, coffee, etc. that is prepared within the exhibitor s booth. The distribution of packaged items (candy, cookies, etc.) is permissible. l. At the conclusion of the convention, the Exhibitor must remove any and all remaining items within their booths, including but not limited to leftover brochures, flyers, etc. The Radisson Hotel and CCM are not responsible for removing any type of trash remaining in booths after breakdown. Any costs incurred for such removal will be charged to the exhibitor. 4. CCM is not responsible for any lost, stolen, damaged or misplaced belongings, valuables or personal property. 5. CCM shall have full power in the interpretation and enforcement of all regulations contained herein, and full power to make such amendments thereto and such further regulations as shall be considered necessary for the proper conduct of the exhibit. Such decisions shall be binding upon exhibitors. Failure by exhibitors to comply with these or any other regulations or any amendments thereto, may be sufficient cause for CCM to require the immediate removal of the exhibit or the offending exhibitor, and to retain all fees and rental paid by it, and CCM may lease any space so forfeited to another exhibitor. CCM reserves the right to reject any or all applications. 6. 50% refund to exhibitors on cancellation will be granted upon written notice to CCM postmarked no later than Thursday, March 31 st, sent by certified or registered mail. No refunds will be made based on any notice of cancellation if postmarked after March 31, 2016. 7. The purpose of the Connecticut Emergency Management Symposium 2016 is to provide an educational and informational experience for our delegates. To comply with IRS Ruling 75-716, sales may not be made nor orders executed by exhibitors at any of the conference facilities. This does NOT prohibit selling in the sense of discussing your services with delegates; it merely states that sales cannot be consummated or an order made firm at the symposium. Page 5
2016 CCM EMS Payment Form Please submit this form along with the booth application to complete your booth registration. Payment Summary MAJOR SUPPORTER 2016 Emergency Management Symposium $2,500 Additional Booth Representatives (includes lunch and badge) $32 $ GRAND TOTAL Company Name Phone Number E-mail Contact Person, Title ==================================================================================== Pay by Credit Card VISA MASTERCARD DISCOVER AMEX Amount to be charged for Major Supporter: $ Name on Credit Card: Address, City, State Zip Code linked to the billing address (required) Credit Card # Expiration Date CVV Code 3 digit code on back of card 4 digit code on front of card (AMEX) Authorized Signature Print Name and Title Send to Beth Scanlon 900 Chapel Street New Haven, CT 06510 Fax: 203.497.2480 bscanlon@ccm-ct.org Page 6