2015 NAMA CONFERENCE SPONSOR AND EXHIBITOR INFORMATION Exhibitor and Sponsor Information Exhibitor Benefits: Being an Annual Sponsor or Exhibitor at the conference offers you an opportunity to be visible and interact with the Ayurvedic community live and in person. It is an excellent time to create new relationships and renew old ones, to promote your products and services, to network, and to explore new opportunities. Extended Sponsor Benefits: When you become an Annual Sponsor for NAMA, you not only receive the regular conference benefits, you also receive the extended benefits which continue throughout the remaining year until the next NAMA conference a full year of continuous and repeated promotional exposure to a population that is already highly interested in the types of products and services you offer. This makes your sponsorship even more valuable without any added cost to you! To learn more see the Sponsor and Exhibitor Benefits below. th Program Guide Listing Deadline February 15, 2015 As an exhibitor or annual sponsor, you will have your name listed in the Program Guide along with a 42 word description of your products and services. Once full payment is made you can submit your 42-word description of your products and services by February 15, 2015. Exhibitor Space Deadline March 31, 2015 The space has the capacity for approximately 35-40 exhibitors this year. Space does sell out. Annual Sponsor and Exhibitor booth spaces will be reserved only with full payment on a first come first served basis. Final booth locations are determined based the date the reservation with full payment was received. Sponsors receive priority over General exhibitors. Booth Space Restrictions: General Exhibitors are limited to one booth space only for the same company. Silver Sponsors are limited to one booth space only for the same company, and may not acquire an additional booth as a General Exhibitor. Booth Cancellation Policy: Cancellations received on or before February 28, 2015 will receive a refund of the amount paid less $100 for administrative costs. After February 28, 2015, booth cancellations will not be refunded unless the booth can be sold to another exhibitor in time for the conference move-in, in which case a refund less $200 will be issued. Refunds will not be issued until after the close of the conference and will be paid within 30 days after the close of the conference.
Advertising in the Program Guide: Additional advertising space is available in the conference Program Guide. To get information or to place an ad review the information below for specifications, and contact Gwen Nagano to place your ad. Email Gwen at: ayurvedanamaconferences@gmail.com A. Advertising Advertising Deadline: All advertising information, logos, pictures, and text must be received no later than February 15, 2015. Payment is due in full at the time the advertisement is placed. Refund Policy: Any ads cancelled prior to the deadline date will receive a refund of the amount paid less $100 administration fee. CONFERENCE GUIDE ADVERTISING SPECS Full Page: ($1200) Live Area 7.75 W x 10.25 H Trim 8.5 W x 11 H Bleed 8.75 W x 11.25 H 1/2 Page Horizontal: ($700) 7.75 W x 5 H 1/2 Page Vertical: ($700) 3.75 W x 10.25 H 1/4 Page: ($350) 3.75 W x 5 H 1/8 Page: ($200) 3.75 W x 2.5 H NOTE: Full-page Ads are available to Platinum Sponsors. All Sponsors have an ad included as part of the sponsorship fee. Silver Sponsors may upgrade from ¼ page to ½ page by paying the additional $350 fee. Please contact Gwen directly about this option. ACCEPTED FILES: Please submit your files in the following formats only: Ø Adobe PDF files created CMYK with hi-resolution print optimized format; all images and fonts embedded. Ø Adobe Indesign files with all images included and fonts converted to outline. Ø Adobe Photoshop EPS, TIFF or JPG files, CMYK, 300dpi at 100%. Ø All ads should be CMYK Files should be emailed to Gwen Nagano at ayurvedanamaconferences@gmail.com
B. Exhibitor/Trade Show Guidelines MARRIOTT HOTEL REQUIREMENTS Boxes shipped to the hotel must have the following information for proper delivery: Name of Company/Event: NAMA Address of Hotel: 900 Newport Center Drive, Newport, CA 92660 Date of Event: NAMA Sponsor/Exhibitor Group Contact Name, Hotel Representative: Alisa Walsh Boxes must be shipped to arrive at the hotel no earlier than (3) business days prior to the event date or April 6th, 2015 without the prior consent of the hotel. If boxes are shipped prior to that date, a storage fee may be applied. Labeling Following the instructions for proper labeling is essential. Improperly labeled packages account for the majority of lost and misplaced packages at the hotel. Shipping boxes out of the hotel: Exhibitors should bring your own shipping forms and packing tape for return shipping after the conference. One (1) Form PER BOX being shipped out is required. Please do not fill-out one form for multiple boxes. Exhibitor/Vendor shipping address and form of payment/account number are to be clearly labeled on each box. Please secure the form to the box and ensure the box is securely taped closed for transport. Our Banquet representative will transport all boxes from the dedicated meeting space down to loading dock area for pick up. Any boxes that do not have shipping information on them or are left open may not be shipped by the hotel and may be discarded 24 hours after your event should items not be claimed. The hotel may not accept responsibility of boxes prior to, during and after shipment. We kindly request that any signage or items hung on the walls be pre-approved by your hotel representative. GENERAL EXHIBITOR REQUIREMENTS Exhibitor Move-In Thursday, April 9-12:00 PM 5:30 PM All exhibitors must be moved in during the scheduled time. Let us know if you have any special move-in needs. The back entrance/dock is for loading and unloading only. Please move your vehicles as soon as you unload your materials. Any booth not occupied by the end of the scheduled time will be considered cancelled and may be re-rented by NAMA, without compensation to Exhibitor, unless exhibitor has had prior approval from the NAMA conference team. Exhibitor Move-Out Sunday, April 12 -- 3:30 PM 5:00 PM All items must be removed from the building during the scheduled time. All loading should be done through the rear doors. After this time, NAMA, has the authority to remove and dispose of Exhibitor s property that is not removed from the Hotel premises, and Exhibitor agrees to pay the cost incurred by NAMA, in connection with any such removal and disposal.
Location of Exhibit Booth All measurements of exhibit space layouts are as accurate as possible. NAMA Conference Management reserves the right to make modifications and change exhibit space assignments; and to adjust the floor plan at any time as may be necessary to meet the needs of safety requirements, sponsors, exhibitors, exhibits and traffic flow. Each exhibit booth will be equipped with one (1) 6 draped and skirted table, two (2) chairs, and one (1) waste container. Exhibitor Badges Each exhibitor will receive two (2) name badges per booth. Badges may be picked up at the NAMA Registration Desk on the day of set-up. Additional badges may be requested in advance. Replacements for lost badges can be requested at the NAMA Center desk. Exhibitor badges are valid for all three (3) days of the conference. To maintain conference security, we ask that you wear your exhibitor badge at all times. The Exhibitor badges provide privileges only to the Exhibitor floor and do not entitle the bearer to enter breakout sessions, meals or entertainment. Security Exhibit rooms will be locked at night and security personnel will be in place, however, electronic equipment and other high value items should be removed from the booth for your additional protection. NAMA assumes no liability for missing items. Other Any matter not specifically covered shall be subject solely to the decision of NAMA. NAMA Show Regulations Please ensure your booth is staffed at all times. Please arrive no later than 30 minutes prior to the opening of the show. Microphones, music or VCRs used in your booth must not interfere with your neighbors. Sound equipment may not project sound beyond the confines of the booth area. Provide headphones as appropriate. Exhibit space must be large enough to contain a reasonable audience if demonstrations are planned. The aisles cannot be blocked. Promotional materials may be distributed only in the exhibitor's booth and must directly relate to the exhibit.books and CDs may be sold only through Nataraj Books.Exhibitors may not share booth space without the prior written approval of the Event Management Boxes should be stored out of sight. Fire regulations prohibit the use of an open flame, including candles. Booth decorations must be flame proof and electrical wiring and displays must conform to the National Electrical Code safety rules. Exhibitors shall not bring any flammable liquids, gasoline, fuels, oils, machinery, or smoking materials onto the hotel premises. Also no open flames, lighted candles or lighted incense/sage sticks are allowed. No LP gas, bottled gas or bottled gas tanks are permitted in the building.
NAMA AGREEMENT Violation of the Exhibitor rules shall be cause either for immediate expulsion of Exhibitor without recompense, or rectification by NAMA, at Exhibitor s expense. NAMA, reserves the right to refuse/revoke any booth rental application without explanation. Applicable Law: Choice of Law: Venue: Exhibitor shall abide by all applicable federal and state laws and regulations, and all ordinances, rules and regulations of the City of Newport Beach, CA. In any action, suit or legal dispute arising from this Agreement, Exhibitor agrees that the laws of the State of California as decided by NAMA, shall govern. The parties agree that any action or suit arising from this Agreement shall be commenced in a federal or state court of competent jurisdiction in California at NAMA s discretion. Binding Effect: By paying the registration fee for any level of sponsorship or exhibit space, it is agreed that this document shall be binding upon and inure to the benefit of the parties hereto and their respective successors and permitted assigns and is specifically enforceable. Force Majeure: NAMA, shall have no liability to Exhibitor, and Exhibitor shall have no claim or action against NAMA, therefore, because of NAMA s failure to perform any of its obligations in the Agreement if the failure is due unforeseen occurrences or to reasons beyond NAMA s reasonable control, including without limitation, strikes or other labor difficulties, war, riot, terrorism, civil insurrection, accidents, acts of God or governmental authorities in connection with a national, state, or local emergency. In such event, Exhibitor s sole remedy shall be limited to cancellation and NAMA, may retain such part of each Exhibitor s rental as shall be required to cover expenditures already made up to such occurrence. Agreement and Confirmation Exhibitor agrees to abide by all NAMA and Hotel requirements and the terms of this agreement. Agreement by the Exhibitor is indicated by their acceptance to exhibit at this conference. California Sales Taxes All exhibitors and sponsors are responsible for any taxes required by the state of California. Please visit the link to the State of California for details. http://www.boe.ca.gov/pdf/pub77.pdf See Page 2, Paragraph 4 - "Trade Shows" Additional Sponsor Benefits: May include in the registration packets: (Sponsors to provide a sufficient number of items/flyers to NAMA to be included in the packets no later than Wednesday, April 8. NAMA does NOT do the printing or copying.) Platinum: A DVD or CD about their company, products and/or services offered; and/or a full color company brochure; and/or a full-page two-sided full-color promotional flyer of their design. Gold: a full-page one-sided full-color promotional flyer of their design. Silver: a half-page one-sided black & white promotional flyer of their design. Media: a full-page one-sided full-color promotional flyer of their design. Partner: a full-page one-sided full-color promotional flyer of their design. General Exhibitor: None