TRI-STATE VOLUNTARY ORGANIZATIONS ACTIVE IN DISASTER (VOAD) Sponsor and Exhibitor Prospectus

Transcription

1 TRI-STATE VOLUNTARY ORGANIZATIONS ACTIVE IN DISASTER (VOAD) Sponsor and Exhibitor Prospectus THE 2014 TRI-STATE VOAD CONFERENCE MARCH 24-26, 2014 RENAISSANCE HOTEL 7000 BLUEBONNET BLVD BATON ROUGE, LA

2 Conference Information The 2014 Tri-State Voluntary Organizations Active in Disaster (VOAD) Conference, Building a Bridge to the Future will be held March 24-26, 2014 at the Renaissance Hotel in Baton Rouge. Please reference the following pages for exhibit information, exhibit registration (page 5), and sponsorship registration (page 4). This is a great opportunity to display your company to a large number of non-profit disaster relief organizations, government agencies and their leaders from Alabama, Louisiana and Mississippi, as well as the Gulf Coast and beyond. The Voluntary Organizations Active in Disaster of Alabama, Mississippi, and Louisiana invite your organization to participate in this 2014 Tri State VOAD Conference by sponsoring or exhibiting. In light of shared regional experiences we look forward to coming together in an effort to Promote Effective Preparedness, Response and Recovery Through: Communication Coordination Cooperation Collaboration From hurricanes, floods and tornadoes to oil spills and other disasters that affect our coastal waterways and wetlands, we share similar experiences with regional disasters. As neighboring states, we understand how important it is for us to come together to explore and share possible strategies and solutions that allows us to lead the way in the development of community, state, and regional approaches to preparedness, response and recovery. The conference brings together a diverse group of vested community organizations and first responders, including businesses, human service organizations, faith based organizations, government and other nongovernmental organizations to interact and exchange information across a broad geographical, cultural, and organizational network. National VOAD was founded in 1970 in response to the challenges many disaster organizations experienced following Hurricane Camille, which hit the Gulf Coast in August, Prior to the founding of VOAD, numerous organizations served disaster victims independently of one another. As a result, help came to the disaster victim haphazardly as various organizations assisted in specific ways. Unnecessary duplication of effort often occurred, while at the same time, other needs were not met. Today VOAD Members effectively communicate, coordinate, cooperate, and collaborate with one another to ensure maximum efficiency in the face of disaster United Plaza Blvd., Suite 1001 Baton Rouge, LA

3 Exhibit Schedule Below is the Exhibit Schedule for the Conference. Please reference the next page for exhibit information, rules and fees. This is a great opportunity to display your company to a large number of non-profit disaster relief organizations, government agencies and their leaders from Alabama, Louisiana and Mississippi, as well as the Gulf Coast and beyond. Don t miss your chance to become an exhibitor for this great conference. Exhibitors are also encouraged to donate door prizes. Please complete and return enclosed exhibitor form. Monday, March 24 8:00 AM-11:00 AM Exhibitor Set-up 1:00 PM-7:00 PM Vendor Area Open 3:00 PM - 3:30 PM Break in Vendor Area 5:00 PM-7:00 PM Reception in Vendor Area Tuesday, March 25 9:45 AM-3:15 PM Vendor Area Open 9:45 AM-10:00 AM Conference Break in Vendor Area 3:00 PM - 3:30 PM Break in Vendor Area 3:30 PM Vendor Area Closed 3:30 PM-5:00PM Vendor Breakdown Hotel Accommodations has negotiated room rates of $134 per night from Sunday, March 23 to Wednesday, March 26 for single and double occupancy at the Renaissance Hotel, 7000 Bluebonnet Blvd, Baton Rouge, LA. Arrange your own hotel accommodations directly with the Renaissance Hotel by calling You must specify that you are with the Conference in order to receive the group rate. Reservations must be made by February 23, 2014 to receive the group rate United Plaza Blvd., Suite 1001 Baton Rouge, LA

4 Sponsor Registration Contact Name: Organization: Address: City, State, Zip: Phone: Fax: Check Desired Level: Platinum Sponsor $10,000 Full page ad in conference program Primary logo and name recognition on all publications Primary logo and name recognition on the TRI State VOAD Website Primary placement of company logo at the opening luncheon Table for 8 representatives at the opening luncheon One exhibitor table with two representatives (please complete exhibit registration form on page 6). Gold Sponsor $5,000 Name recognition on all publications Primary placement of company banner in lunch session One exhibitor table with two representatives (please complete exhibit registration form on page 6). Silver Sponsor $2,500 Name recognition on Conference agenda and program One exhibitor table with two representatives (please complete exhibit registration form on page 6). Bronze Sponsor $1,000 Name recognition on the conference program By execution of this agreement Sponsor agrees to provide the indicated support to the Conference. By signature on this contract, Sponsor agrees to abide by the Exhibit terms and conditions and Conference Rules and Regulations. Signature Typed Name and Position Date Payment Check VISA MasterCard Discover American Express Card Number: Expiration Date: / Name on card: Signature: Please sign and return this form with payment (make checks payable to Louisiana VOAD ): ATTN: Exhibit Coordinator 8550 United Plaza Blvd., Suite 1001, Baton Rouge, LA

5 Exhibitor Registration Contact Name: Organization: Address: City, State, Zip: Phone: Fax: Representatives exhibiting: Please list the full names of the representatives attending. Each exhibit table includes 2 representatives who will be registered to participate in the exhibition, as well as any events and related food and beverage held in conjunction with the exhibits. Double exhibitor tables include 4 representatives. Any additional representatives are an additional $50 each Product or service to be exhibited: Check Desired Level: Exhibitor Table $ Name recognition on all publications Primary placement of company logo in lunch session One standard exhibitor table Two representatives who will be registered to participate in the exhibition, as well as any events and related food and beverage, held in conjunction with the exhibits. Double Exhibitor Table $ Name recognition on all publications Primary placement of company logo in lunch session Two standard exhibitor tables Four representatives who will be registered to participate in the exhibition, as well as any events and related food and beverage, held in conjunction with the exhibits. By execution of this agreement Exhibitor agrees to lease space at the Tri State VOAD Conference. This contract is subject to terms and conditions as stated above and the reverse side. By signature on this contract Exhibitor agrees to abide by the contract terms and conditions and Tri State VOAD Conference Rules and Regulations. Signature Typed Name and Position Date Payment Check VISA MasterCard Discover American Express Card Number: Expiration Date: / Name on card: Signature: Please sign and return this form with payment (make checks payable to Louisiana VOAD ATTN: Exhibit Coordinator 8550 United Plaza Blvd., Suite 1001, Baton Rouge, LA

6 Exhibit Terms and Conditions TABLE SPACE Space is available on a first-come, first-served basis, with preference given to the level of vendor participation. Table layout will be sent to vendor, within two weeks of receipt of exhibit agreement and fee to. Every effort will be made to comply with preferences as to location requested by the Exhibitor. However, show management reserves the right to make the final determination of all spaces assignments and reserves the right to reconfigure exhibit space in the best interests of the conference. EXHIBIT SPACE Exhibit fee includes (1) 6 skirted display table, (2) chairs, (1) wastebasket. If you have special requirements such as a exhibiting a vehicle, portable structure, large equipment or elaborate display, please contact the office to receive additional information. PAYMENT POLICIES Payments are due before February 15, to ensure that your company is listed in the convention materials as an exhibitor. Payments received after this date will not guarantee exhibitors a listing in the conference program booklet. No one will be allowed to exhibit unless the exhibit fee is paid. Tri- State VOAD reserves the right to cancel and resell any space not paid in full by February 15, CANCELLATION OF EXHIBIT SPACE All cancellations must be submitted in writing to at VOAD@pncpa.com. Prior to February 15, 2014, the entire fee will be refunded. Cancellation after February 15, 2014 and prior to March 15, 2014 will result in a 50% refund of the fee. EXHIBIT SERVICES Exhibit tables and amenities will be provided by the Renaissance Hotel. Questions regarding any services or equipment needed should be addressed to the office. Power and telecommunications services are separate. USE OF EXHIBIT SPACE Exhibit space is assigned on the express understanding that it is to be used solely for display of the Exhibitor s products and services that the Exhibitor offers for sale to the disaster relief and response industry. Exhibitors are not permitted to sublet any part of their space, or to display merchandise of other manufacturers or dealers where no direct business conditions exist between them. No exhibit material may extend beyond the boundaries of the exhibit space or exceed the height restrictions for the type of booth. Dismantling and packing exhibits is not permitted until 3:15 pm on Tuesday, March 25, REPRESENTATIVES ATTENDING The exhibitor fee includes up to two (2) representatives per exhibit table, who will be registered to participate in the exhibition, as well as any events and related food and beverage held in conjunction with the exhibits. A fee of $50 per representative will be charged for any additional representatives. Representatives attending educational programs must additionally pay a regular registration fee for the Conference. COPYRIGHT POLICY Copyright Laws require the payment of a user fee prior to any performances of copyrighted work (such as music or literature). Exhibitors are responsible for procuring permission to use any copyrighted work that is performed, broadcast or displayed by such exhibitor during the conference. COPYRIGHT DISCLAIMER I have read the section on Copyright Policy above and by signing this section, I indicate that I will not be using any unauthorized copyrighted materials at the Conference. (Exhibitor Signature) (Date) 6

7 Exhibit Terms and Conditions, continued CONDITIONS OF CONTRACT retains the right to reject exhibitors at its sole discretion. reserves the right to alter locations or exhibitors or booths shown on the layout, if deemed to be in the best interest of the exhibition. The contract is subject to all rules and regulations of the and to all conditions under which space at the Renaissance Hotel Baton Rouge has made available to the Tri- State VOAD conference. Exhibitors agree to abide by all applicable fire, utility, and building codes. This instrument contains the entire agreement between the parties relating to the rights herein granted and the obligations herein assumed, except as otherwise provided in this instrument. The laws of East Baton Rouge parish and the State of Louisiana shall govern this agreement. By execution of this agreement exhibitor agrees to lease space at the 2014 Conference. This contract is subject to the terms and conditions stated on each page. By signature on this contract exhibitor agrees to abide by the contract terms and conditions and Rules and Regulations. SIGNATURE NAME & POSITION TYPED/PRINTED DATE 7