About New Horizons The New Horizons Conference is the largest conference for higher education faculty, staff and administrators in Kentucky. As the largest provider of post-secondary education in Kentucky, KCTCS employs over 13,000 professionals across the state, and all of these individuals are invited to the New Horizons Conference. The conference will be held May 20-22, 2013, with an Exhibits Showcase on May 22, 2013 from 8:00 a.m. until 12:00 p.m. This year s conference theme is Redesign. Our focus will be on improving the student experience and inspiring student excellence. Why should you exhibit at New Horizons? Your company will have the opportunity to interact with faculty, staff and administrators representing our network of 16 colleges and over 70 campuses. The Exhibitor Showcase offers four hours of dedicated time for exhibitors to interact with participants. The floor plan for Wednesday s activities will be open-concept with a lively and casual environment, allowing participants to close out their conference experience on a positive note. We encourage exhibitors to bring any promotional items or games they feel are conducive to this environment. When and where is the New Horizons Exhibitor Showcase? Exhibits will be located in meeting rooms One, Two and Three of the Northern Kentucky Convention Center, One West River Center Blvd., Covington, Kentucky 41011. Exhibit hours are 8:00 a.m. until 12:00 p.m. (EST) on Wednesday, May 22, 2013. Are lodging and parking available? Lodging rooms are available at a discounted rate for the conference. A list of hotels offering our conference rate will be included in the confirmation email to registered exhibitors. We recommend that exhibitors driving in for the day park in the Kenton County Parking Structure across from the Convention Center. Exhibitors will be responsible for any fees associated with parking. How much is the exhibitor registration fee? The exhibitor fee is $500. Additional expenses may be incurred, based on your individual needs. Please see the Exhibitor Application/Contract for pricing details.
What is included in the exhibitor registration? Paid registration as an exhibitor includes: An 8 x 10 booth space, a 6 ft. skirted display table, and two chairs The opportunity to engage with up to 1200 attendees An exhibitor listing on the KCTCS New Horizons website Name badges for all booth workers Complimentary wireless internet access Complimentary refreshments How do I register for the New Horizons Conference Exhibitor Showcase? To register, simply read the contents of this Exhibitor Guide and complete the Exhibitor Application/Contract included in this guide. Once completed, please mail the executed contract, along with your payment and proof of liability insurance to the New Horizons Exhibits Coordinator, Lora Woods, at the Kentucky Community and Technical College System, 300 North Main Street, Versailles, Kentucky 40383. When is the deadline to register? Exhibitor Application/Contracts must be received by KCTCS no later than April 1, 2013. Registrations will be accepted on a first come, first served basis, as limited space is available. Confirmed exhibitors will be contacted by email. When may I set up my booth? Confirmed exhibitors may check in and set up their booths on Wednesday, May 22, 2013 from 7:00 a.m. until 8:30 a.m. Who may I contact with questions or for more information? Please read the entire Exhibitor Application/Contract, and if you still have questions or need additional information about the New Horizons Exhibitor Showcase, feel free to contact Lora Woods at (859) 256-3383 or at lora.woods@kctcs.edu.
General Information for Participating Exhibitors Space Agreement The space rented is to be used solely by you, and your name must appear on the application and contract for exhibit space. Confirmed exhibitors shall not sublet any portion of that space without the written consent of the New Horizons Exhibits Committee. You are entirely responsible for the space rented and have sole responsibility for repair and maintenance of the table rented including the sole responsibility of keeping the space free from any condition that might be dangerous to persons entering the premises. Electrical and Internet Service KCTCS coordinates all exhibitor requests for electrical outlets, which are provided through the Northern Kentucky Convention Center. Electric outlets are available for a fee. Please indicate your electrical needs on the exhibitor application/contract. Wireless internet is available free of charge throughout the Convention Center. Booth Assignment Booth assignments are made solely at the discretion of the New Horizons Exhibits Committee. The committee will consider exhibitors requests along with the date the contract was received and any requested needs. The committee reserves the right to change location assignments at any time. Once the contract has been executed and a space assignment has been made, the committee will send written confirmation. Your booth space will be labeled prior to your arrival at the conference. Registrations will be accepted on a first come, first served basis, as limited space is available. Shipping and Storage Materials will not be accepted in advance of the conference this year. Any display materials must be brought in after 7:00 a.m. on Wednesday, May 22, 2013 and must be attended at all times.
Move-In/Move-Out and Safety Confirmed exhibitors may check in and set up their booths on Wednesday, May 22, 2013 after 7:00 a.m. After 8:30 a.m. Wednesday, May 22, 2013, your booth should be staffed constantly until your equipment, products, displays, etc., are removed or are officially turned over to your shipper for removal. All exhibit materials must be packed and removed from the exhibit area by 2:00 p.m. on Wednesday, May 22, 2013. Unsafe exhibit construction and/or exhibits that encroach upon the aisles or other exhibit area are not permitted. No hazardous conditions, including biological, radiological, acoustical, chemical, kinetic, electrical or thermal hazards are allowed. Insurance and Liability KCTCS requires that you obtain adequate insurance coverage, at your expense, for possible property loss, damage or liability for personal injury and property damage that may occur during move-in, show time, or move-out. You agree to indemnify and hold harmless the New Horizons Exhibits Committee and/or KCTCS for any claims arising out of your participation in this event. Proof of insurance shall accompany the application, and must be received no later than the date listed below. KCTCS shall be added as an additional insured in the coverage. Proof of insurance must be submitted to the Exhibits Coordinator by April 1, 2013. In the event of natural disaster, force majeure or any other event beyond the control of either party, this agreement will not be binding. You agree that you will comply with all Federal and State Intellectual Property Laws governing the sale of all goods and services as well as all Federal and State employment laws. Security Neither the New Horizons Exhibits Committee, KCTCS and its staff, nor the Northern Kentucky Convention Center will be responsible for any loss, theft, or damage that may occur to you from any cause whatsoever or from injuries that may occur to you or your employees. Severability Should any provision of this Agreement be deemed null and void or otherwise unenforceable, it shall not preclude the enforcement of the remainder of the Agreement.
Status of parties This Agreement is for the mutual benefit of the Exhibitors, KCTCS and the New Horizons Committee. Nothing in this Agreement shall be construed to define any Exhibitor as an employee, agent, or independent contractor of KCTCS. Jurisdiction and Venue This Agreement shall be governed by the laws of the Commonwealth of Kentucky. Venue shall lie in the Franklin Circuit Court. Cancellation All cancellations must be submitted in writing to the New Horizons Exhibits Coordinator prior to April 1, 2013. All refunds will be less a $100 handling fee. No refund will be made after Monday, April 1, 2013. Any cancelled space or sponsorship may be resold or reassigned at the discretion of the New Horizons Exhibits Committee. Payment Payment in full is required with your signed contract to reserve your booth space. Telephone requests will not secure or hold your space. Payment must be made by check. Mail payment and application/contract to: Kentucky Community and Technical College System 300 North Main St. Versailles, KY 40383 Attn: Lora Woods Questions and Contact Information Should you at any time have questions regarding exhibits at the New Horizons Conference, feel free to contact the Exhibits Coordinator below: Lora Woods, New Horizons Exhibits Coordinator Kentucky Community & Technical College System 300 North Main Street Versailles, KY 40383 (859) 256-3383 lora.woods@kctcs.edu
2013 New Horizons Conference Exhibitor Showcase Exhibitor Application Contract Contact Information Company Name (as you wish it to appear in conference materials and on booth signage): Company Contact: Address: City: State: Zip: Phone: Email: Website: Onsite contacts (if different from company contact above): Onsite Contact #1: Phone: Email: Onsite Contact #2: Phone: Email: Please list below the names of all booth workers (as they should appear on name badges): Company Service and/or Product Please describe in 25 words or less your company s service and/or products. We may use this copy on the conference website. You may attach a pre-printed synopsis, if desired. In order to have your company logo displayed on the conference website, please email a JPEG image (at least 72 DPI), to lora.woods@kctcs.edu no later than April 1, 2013.
Exhibit Options $500 Exhibitor Fee for all exhibitors, includes the following: An 8 x 10 booth space, a 6 ft. skirted display table, and two chairs The opportunity to engage with up to 1200 attendees An exhibitor listing on the KCTCS New Horizons website Name badges for all booth workers Complimentary wireless internet access Complimentary refreshments Additional expenses may be incurred based on the items indicated below: We require additional table(s) at $25 each (2 max) Number of additional tables needed: We require electrical hookup ($75 for 20 amps) We require additional chairs (no charge, 2 max) Authorization Number of additional chairs needed: Total Enclosed: $ I hereby represent that I am authorized to submit this contract on behalf of my company; that I have thoroughly read and understand on behalf of my company the New Horizons Conference Exhibitor Showcase Guide and agree to abide by its terms. I realize no refunds will be made after April 1, 2013 and understand that this contract is complete only when accepted by the New Horizons Exhibits Committee. Furthermore, I understand that selection as an exhibitor for the New Horizons Conference does not imply any preferential treatment in regard to the award of contracts. Registrations will be accepted on a first come, first served basis, as limited space is available. Authorized Signature: Date: Printed Name: Title: