Exhibitor & Sponsor Information Kit - Florida League of Cities

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Exhibitor & Sponsor Information Kit - Florida League of Cities

Florida League of Cities

87 th Annual Conference

August 15-17, 2013 | World Center Marriott | Orlando

Exhibitor & Sponsor Information

General Meeting Information

We invite you to join us for the Florida League of Cities’ 87th Annual

Conference at the World Center Marriott in Orlando. This packet

contains all the information you need to sign up as an exhibitor and

sponsor. Please read it through carefully and sign up now!

Exhibit Fees

Company/Firm/For-Profit – $1,750

($1,250 booth fee + $500 minimum sponsorship)

To be eligible to exhibit, companies must purchase, at

minimum, one $500 Reduced Silver Sponsorship. You may

also sponsor at a higher level – see page 6 for details. Each

corporate exhibitor will also receive a ¼-page, black-andwhite

advertisement in Quality Cities magazine. Exhibitors

can upgrade the ad size and number of insertions at a

discounted rate – see page 10 for details. Please complete

the exhibitor agreement, sponsorship agreement and the

advertising information and return them to the League with

payment.

Governmental Agency/Entity/Nonprofit – $750

Please contact the League if you are unsure if your organization qualifies

for this level. No sponsorship is required and advertising is not

included at this rate. Please complete the exhibitor agreement and

return it to the League with payment.


Why Exhibit

at the FLC

Conference?

2

Have your company’s

website linked to the official

conference mobile app.

Receive a ¼-page ad in

Quality Cities magazine,

which is sent to more than

3,500 city officials in Florida.

Receive recognition in the

conference program and

the post-conference issue

of Quality Cities magazine.

Benefit from the refreshment

breaks, president’s welcome

reception, lunch and prize

drawings held in the exhibit hall.

Gain additional exposure for

your company through Silver,

Gold and Platinum sponsorships.

Promote your company, products

and services to more than 900

city officials from across the state.

Obtain one copy of the

League’s municipal directory

for each booth you purchase.

Sponsorship Opportunities

Even if you do not wish to exhibit at the conference, you can still

participate as a sponsor. For more information on sponsorships, see

page 6 of this packet.

Exhibit Hours*

Wednesday, August 14, 2013

Move-In

3:00 p.m. - 6:00 p.m.

Thursday, August 15, 2013

Move-In

8:00 a.m. - 11:00 a.m.

Exhibits Open

12:00 p.m. - 4:30 p.m.

6:00 p.m. - 7:00 p.m.

Friday, August 16, 2013

Exhibits Open

Move-Out

7:00 a.m. - 1:45 p.m.

1:45 p.m. - 5:00 p.m.

*Subject to minor change. The final schedule will be included with your booth

confirmation.

Exhibit Description

Booth packages include one 10’ x 10’ carpeted pipe-and-drape

booth, one 6’ draped table, two chairs, one wastebasket, one

7” x 44” company identification sign, two lunch coupons, up to

four representative name badges, one ¼-page ad in Quality Cities

(corporate exhibitor only) and a link to your website on the official

conference mobile app.

Booth Assignments and Confirmation

Booths will be assigned at the sole discretion of show management

and will be based on the date of request, with priority

given to regular exhibitors and contributing sponsors.

Booth assignments will be made by June 7, and

you will receive your confirmation materials and booth

assignment after that date. The earlier you sign up

the better booth location you’re likely to receive.

The exhibit hall usually sells out by the end of May.

Name Badges

Name badges are provided in the following quantities:

Silver Sponsor: 2 Badges

Gold Sponsor: 4 Badges

Exhibitor: 4 Badges Platinum Sponsor: 8 Badges

Additional badges can be purchased for $5 each. Badges provide

admittance to the exhibit hall and all food functions within the exhibit

hall. For entrance into workshops or other conference activities,

registration is required. See page 8 of this packet for the Name Badge

Order Form.


Looking for

another way

to promote

your company

to Florida’s

municipal

officials?

In addition to Quality

Cities, a 64-page

bimonthly magazine,

the Florida League

of Cities has another

publication you won’t

want to miss – our

annual municipal

directory.

For advertising

information, contact

Beth Dolan at the

Florida League of

Cities at (850)

222-9684 or e-mail

bdolan@flcities.com.

Hotel Information

The 2013 Annual Conference will be held at the World Center

Marriott in Orlando. Rooms are available for meeting participants at

the special rate of $167 per night, single or double. No telephone

reservations will be accepted by the hotel at this time. You will be

sent complete information on how to make reservations with your booth

confirmation. We ask that exhibitors and sponsors limit themselves to

two sleeping rooms per company at the host hotel.

Deadlines

Please note the following important deadlines:

June 28: Receipt of Exhibitor and Sponsor Agreements*

July 15: Receipt of Refund Requests

August 2: Receipt of Name Badge Requests or Changes

*Should any booths or sponsorships be available after this date they will be sold,

but a $50 late fee will apply to all booth sales. Remember, the earlier you

sign up, the better booth location you’re likely to receive. The exhibit

hall usually sells out by the end of May.

How Do I Sign Up?

Enclosed are the following: Exhibitor Agreement, Sponsorship

Agreement and Name Badge Order Form. Complete each form as it

applies to your organization and send them in today!

Questions?

Contact Melanie G. Howe, CAE, CMP, Meeting Planner, Florida League

of Cities, Inc., P.O. Box 1757, Tallahassee, FL 32302; phone: (850) 222-9684;

fax: (850) 222-3806; e-mail: mhowe@flcities.com.

Sign up today!

Booth space is limited and the conference will sell out!

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2013 Annual Conference Exhibitor Agreement

August 15-17, 2013 | World Center Marriott | Orlando

Florida League of Cities | P.O. Box 1757 | Tallahassee, FL 32302

(850) 222-9684 | Fax (850) 222-3806 | mhowe@flcities.com

Please Print or Type

Company/Organization:_____________________________________________________________________________________________________

(Please print exactly as name should appear in the program and on signage.)

Contact Name:____________________________________________________________________________________________________________

Title:_____________________________________________________________________________________________________________________

Address:_________________________________________________________________________________________________________________

(Please print as it should appear in the program.)

City:_____________________________________________________________________________State:____________Zip:_____________________

Phone:__________________________________________________________ Fax:______________________________________________________

E-mail Address:____________________________________________________________________________________________________________

(All additional information will be e-mailed to this address.)

Website Address:__________________________________________________________________________________________________________

NOTE: If you wish us to print different contact information in the conference program, please attach a separate sheet with details.

For the conference program, please indicate the products or services you will display (10-word maximum):

________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________

Please indicate the names of competitors. We will try to recognize this in booth placement, but we cannot make any guarantees:

________________________________________________________________________________________________________________________

Booth Assignment: Booths will be assigned at the sole discretion of show management and will be based on the date of request, with priority

given to regular exhibitors and contributing sponsors. With reference to the floorplan on page 5, indicate your booth preference:

1st Choice:_______________ 2nd Choice:_______________ 3rd Choice:_______________ 4th Choice:_______________

Booth Fee:

Governmental Agency/Entity/Nonprofit: $750 Each

Company/Firm/For-Profit: $1,750* Each

($1,250 booth fee + $500 minimum sponsorship – please complete pages 6-7)

Number of Booths Requested:________________ *Add $50 to fee if postmarked after June 28, 2013.

On-Site Representatives: Booth fees include name badges for up to four representatives. Additional representative badges may be purchased

for $5 each. Please complete and return the form on page 8 to order your badges. The League must be notified by August 2, 2013, of all name

changes or additions to ensure availability of badges.

Acknowledgement: I have read and am familiar with all rules and regulations regarding the Florida League of Cities’ 87th Annual Conference as

printed on pages 11-13 of this packet.

Authorized Signature: ______________________________________________________________________________Date:____________________

Amount Enclosed: $__________________________ Payment Method: Check (payable to Florida League of Cities)

Visa MasterCard

Card Number: ______________________________________________________________________________ Expiration Date:________________

Cardholder’s Name:___________________________________________________________ Cardholder’s Phone:____________________________

Cardholder’s Signature:_____________________________________________________________________________________________________

Billing Address (if different from above):_________________________________________________________________________________________

City:_____________________________________________________________________________State:____________Zip:_____________________

For League Use Only

Amount Paid: $____________ Check #:__________ Date:__________ Confirmation Sent:_______ Booth #:__________ Initialed:___________

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2013 Annual Conference Exhibit Hall Floor Plan

August 15-17, 2013 | World Center Marriott | Orlando

Florida League of Cities | P.O. Box 1757 | Tallahassee, FL 32302

(850) 222-9684 | Fax (850) 222-3806 | mhowe@flcities.com

Entrance

5


2013 Annual Conference Sponsorship Agreement

August 15-17, 2013 | World Center Marriott | Orlando

Florida League of Cities | P.O. Box 1757 | Tallahassee, FL 32302

(850) 222-9684 | Fax (850) 222-3806 | mhowe@flcities.com

Please select your sponsorship level.

NOTE: All exhibitors must, at minimum, provide a sponsorship at the Reduced Silver level of $500. All companies

wishing to host a hospitality suite or other event must, at minimum, provide a sponsorship at the Silver Level of

$1,000.

Company/Organization Name:________________________________________________________________________

Platinum Sponsor – $2,500

Recognition in the conference program

and in Quality Cities magazine

Signage at sponsored event

One copy of League’s municipal directory

One copy of League publications for one year

Four tickets to Saturday night event

Eight name badges

Gold Sponsor – $1,500

Recognition in the conference program

and in Quality Cities magazine

Signage at sponsored event

One copy of League’s municipal directory

One copy of League publications for one year

Four name badges

Silver Sponsor – $1,000

Recognition in the conference program

and in Quality Cities magazine

Signage at sponsored event

One copy of League’s municipal directory

Two name badges

Sponsorships are available for the: welcome reception,

refreshment breaks and Saturday night entertainment.

Final sponsorship assignments are subject to category

availability and League discretion. Please list your top

two event choices:

Choice #1:_______________________________________

Choice #2:_______________________________________

For use in the conference program, please indicate the

products or services you provide

(10-word maximum):

_______________________________________________

_______________________________________________

On-Site Representatives: Sponsorship packages

include name badges for the number of representatives

indicated. Additional representative badges may be

purchased for $5 each. Please complete and return the

form on page 8 to order your badges. The League must

be notified by August 2, 2013, of all name changes or

additions to ensure availability of badges.

Please complete the contact

and payment information on

the next page.

Reduced Silver Sponsorship

for Exhibitors Only – $500

All benefits noted in the Silver Sponsor list above,

but at a reduced rate for exhibitors only.

6


2013 Annual Conference Sponsorship Agreement

August 15-17, 2013 | World Center Marriott | Orlando

Florida League of Cities | P.O. Box 1757 | Tallahassee, FL 32302

(850) 222-9684 | Fax (850) 222-3806 | mhowe@flcities.com

Please Print or Type

Company/Organization:_______________________________________________________________________________

(Please print exactly as name should appear in the program and on signage.)

Contact Name:______________________________________________________________________________________

Title:_______________________________________________________________________________________________

Address:___________________________________________________________________________________________

(Please print as it should appear in the program.)

City:______________________________________________________________ State:________ Zip:_________________

Phone:_______________________________________________Fax:___________________________________________

E-mail Address:______________________________________________________________________________________

(All additional information will be e-mailed to this address.)

Website Address:____________________________________________________________________________________

NOTE: If you wish us to print different contact information in the conference program, please attach a separate

sheet with details.

Authorized Signature: ____________________________________________________________ Date:________________

Amount Enclosed: $__________________ Payment Method: Check (payable to Florida League of Cities)

Visa

Card Number: ___________________________________________________________

MasterCard

Expiration Date:_____________

Cardholder’s Name:__________________________________________ Cardholder’s Phone:_______________________

Cardholder’s Signature:_______________________________________________________________________________

Billing Address (if different from above):______________________________________________________________________

City:______________________________________________________________ State:________ Zip:_________________

For League Use Only

Amount Paid: $____________ Check #:__________ Date:__________ Confirmation Sent:_______ Booth #:__________ Initialed:___________

7


2013 Annual Conference Name Badge Order Form

August 15-17, 2013 | World Center Marriott | Orlando

Florida League of Cities | P.O. Box 1757 | Tallahassee, FL 32302

(850) 222-9684 | Fax (850) 222-3806 | mhowe@flcities.com

Name badges are provided in the following quantities:

Silver Sponsor Only:................................ 2 Badges Exhibitor.......................................................4 Badges

Gold Sponsor:............................................ 4 Badges Platinum Sponsor:....................................8 Badges

Please complete this form and return it via mail, fax or e-

mail to the League no later than Friday, August 2, 2013.

Additional badges are available for $5.00 each.

Please Print NEATLY. Additional copies of this form may

be made if needed.

Our 4-line badges will be printed as follows:

First Name or Nickname

Full Name

Company Name

Company Location*

*A person’s title may be substituted for company location.

Company/Organization:_____________________________________________________________________________

1.______________________________________________ 5.______________________________________________

_______________________________________________ ________________________________________________

_______________________________________________ ________________________________________________

_______________________________________________ ________________________________________________

Are you a member of Florida Business Watch? Yes No

Are you a member of Florida Business Watch? Yes No

Check here for more information or e-mail Beth Rawlins.*

Check here for more information or e-mail Beth Rawlins.*

2.______________________________________________ 6.______________________________________________

_______________________________________________ ________________________________________________

_______________________________________________ ________________________________________________

_______________________________________________ ________________________________________________

Are you a member of Florida Business Watch? Yes No

Are you a member of Florida Business Watch? Yes No

Check here for more information or e-mail Beth Rawlins.*

Check here for more information or e-mail Beth Rawlins.*

3.______________________________________________ 7.______________________________________________

_______________________________________________ ________________________________________________

_______________________________________________ ________________________________________________

_______________________________________________ ________________________________________________

Are you a member of Florida Business Watch? Yes No

Are you a member of Florida Business Watch? Yes No

Check here for more information or e-mail Beth Rawlins.*

Check here for more information or e-mail Beth Rawlins.*

4.______________________________________________ 8.______________________________________________

_______________________________________________ ________________________________________________

_______________________________________________ ________________________________________________

_______________________________________________ ________________________________________________

Are you a member of Florida Business Watch? Yes No

Are you a member of Florida Business Watch? Yes No

Check here for more information or e-mail Beth Rawlins.*

Check here for more information or e-mail Beth Rawlins.*

*Membership in Florida Business Watch is free. Contact Beth Rawlins at beth@bethrawlins.com

If you are purchasing additional badges, complete the payment information on next page.

8


2013 Annual Conference Name Badge Order Form

August 15-17, 2013 | World Center Marriott | Orlando

Florida League of Cities | P.O. Box 1757 | Tallahassee, FL 32302

(850) 222-9684 | Fax (850) 222-3806 | mhowe@flcities.com

If you are purchasing additional badges, complete the payment information below.

Amount Enclosed: $__________________ Payment Method: Check (payable to Florida League of Cities)

Visa

Card Number: ___________________________________________________________

MasterCard

Expiration Date:_____________

Cardholder’s Name:__________________________________________ Cardholder’s Phone:_______________________

Cardholder’s Signature:_______________________________________________________________________________

Billing Address:______________________________________________________________________________________

City:______________________________________________________________ State:________ Zip:_________________

9


Advertising Information

August 15-17, 2013 | World Center Marriott | Orlando

Florida League of Cities | P.O. Box 1757 | Tallahassee, FL 32302

(850) 222-9684 | Fax (850) 222-3806 | mhowe@flcities.com

Corporate exhibitors receive one ¼-page, black-and-white advertisement in Quality Cities, which is sent to more than

3,500 city officials in Florida. Quality Cities is published six times per year. Your company’s advertisement may be inserted

in an issue of your choice from July/August 2013 (annual conference issue) to May/June 2014.

Ad specifications (in inches) and mechanical requirements:

¼-page, vertical 3 3/8 x 4 3/8

¼-page, horizontal 4 3/4 x 3 5/8

If you would like to upgrade your ad to a:

½ page, there will be an additional charge of $100

full page, there will be an additional charge of $200

½-page, vertical 3 3/8 x 9 1/4

½-page, horizontal 7 1/4 x 4 3/8

1 page 7 1/4 x 9 1/4

Please provide your ad as a press-quality (high-resolution) PDF file, fonts embedded. If you cannot provide a PDF file,

please contact Stewart Nelson before submitting a different file format (contact information below).

Please complete the following:

Ad size

___ ¼ page ad, vertical (no extra charge)

___ ¼ page ad, horizontal (no extra charge)

___ ½ page ad, vertical ($100 extra)

___ ½ page ad, horizontal ($100 extra)

___ Full page ad ($200 extra)

Date of Insertion

___ July/August (copy deadline – June 3, 2013)

___ September/October (copy deadline – August 16, 2013)

___ November/December (copy deadline – October 14, 2013)

___ January/February (copy deadline – December 13, 2013)

___ March/April (copy deadline – February 14, 2014)

___ May/June (copy deadline – April 22, 2014)

Company Name:____________________________________________________________________________

Advertising Contact’s Name (please print):_________________________________________________________

Phone Number:___________________________ Email Address:________________________________________

If you have questions or would like costs for upgrading the number of insertions or for color, please contact Erika

Branchcomb at ebranchcomb@flcities.com or (850) 701-3653.

If you have questions about the mechanical requirements for your ad, please contact Stewart Nelson, graphic designer, at

snelson@flcities.com or (850) 701-3663.

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Rules and Regulations

1. Contract

The following rules and regulations become binding upon acceptance of this

contract between the applicant and its employees, and the Florida League of

Cities, Inc. (FLC), the event sponsor.

2. Space Assignment

Booth locations will be assigned at the sole discretion of show management and

will be based on the date of request, with priority given to regular exhibitors and

contributing sponsors.

3. Booth Package Description

Booth packages include one 10’ x 10’ carpeted pipe-and-drape booth, one 6’

draped table, two chairs, one wastebasket, one 7” x 44” company identification

sign, two lunch coupons, up to four representative badges, one ¼-page ad

in Quality Cities (coporate exhibitor only) and a link to your website on the

official conference mobile app. Total individual exhibit floor space is limited to

10’ x 10’ unless requested and approved in writing. No walls, partitions, signs

or decorations may be erected which will interfere with the general view

“down the aisle,” or with other exhibits. Additional booth requirements may be

requested by the exhibitor from the decorating service provider. The exhibitor is

solely responsible for all costs incurred.

4. Show Move-In & Move-Out

Move-In

Wednesday, August 14, 2013

Thursday, August 15, 2013

Move-Out

Friday, August 16, 2013

3:00 p.m. - 6:00 p.m.

8:00 a.m. - 11:00 a.m.

1:45 p.m. - 5:00 p.m.

NOTE: No exhibitor will be allowed to break down their booth until

the close of the show at 1:45 p.m. on Friday, August 16, 2013. Any

company that willfully dismantles its booth prior to closing time will

not be permitted to exhibit at future FLC conferences. The exhibitor

understands that this schedule will be strictly adhered to as a courtesy

to other exhibitors and to FLC delegates.

5. Exhibit Hours (Tentative)

Thursday, August 15, 2013

Friday, August 16, 2013

12:00 p.m. - 4:30p.m.

6:00 p.m. - 7:00 p.m.

7:00 a.m. - 1:45 p.m.

NOTE: These hours have been developed to coincide with delegates’

break times to help ensure traffic flow. In addition, refreshment breaks

held during exhibit hours, Thursday’s reception and Friday’s “sidewalk

café” will take place in the exhibit hall.


11


6. Unoccupied Space

The FLC reserves the right, should any rented space remain unoccupied after

the first hour of the show’s opening, to rent or occupy said space.

7. Payments and Refunds

The total amount for exhibit space is due upon the reserving of space and

signing of the contract. In the event an exhibitor finds it impossible to attend the

conference, a letter received at the FLC office to that effect by 5:00 p.m., Friday,

July 15, 2013, would authorize a refund of the exhibit fee. No refunds will be

made after 5:00 p.m., Friday, July 15, 2013. Sponsorship money is non-refundable.

8. Food Service

The FLC reserves the right to provide food and beverage service during certain

hours in the exhibit area. No free samples of food, beverage or any product may

be given away or otherwise distributed by any exhibitor without prior written

approval of the FLC.

9. Noisy and Obnoxious Equipment

The operation of whistles or any objectionable device will not be allowed. After

the show opens, noisy and unsightly work will not be permitted.

10. Security and Liability

The FLC will provide basic security services from 3:00 p.m., Wednesday, August

14, through 1:45 p.m., Friday, August 16. The exhibitor agrees to hold the FLC,

the hotel and the show decorator harmless and to indemnify the FLC, the hotel

and the show decorator against claims or liability arising out of the actions,

fault or negligence of the exhibitor, its agents or employees, prior to, during and

after the exposition. The FLC, the hotel and the show decorator shall not be

responsible for any loss, damage or injury that may happen to the exhibitor or

the exhibitor’s agents, patrons, guests, employees or property from any cause

whatsoever (unless occasioned by the sole willful or gross negligence of the

FLC, the hotel or the show decorator) prior to, during or subsequent to the

exposition period. The exhibitor hereby releases the FLC, the hotel and the

show decorator from, and agrees to indemnify them against, any and all claims

for such loss, damage or injury.

11. Damage to Property

The exhibitor, its agents, guests or patrons shall not injure, mar nor in any

manner deface the hotel premises or equipment therein, and shall not cause

or permit anything to be done whereby the hotel or its equipment shall be in

any manner injured, marred, unduly soiled, defaced, lost, stolen or otherwise

removed from the building, and will not drive, or permit to be driven, nails,

hooks, tacks or screws into any part of the hotel, and will not make nor allow

to be made, any alterations of any kind therein. Should any of the hotel’s

equipment used by the exhibitor in the conduct or operation of the exposition

be damaged, lost or stolen, the exhibitor will promptly pay for the equipment

by cash or certified check. The exhibitor understands that no music of any type

is allowed during exhibit hall hours (this includes music in video, slide or other

presentations or features).


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12. Signs and Posters

The exhibitor agrees that it will not post or exhibit signs, advertisements,

posters or cards of any description inside, in front of or on any part of the hotel

without written consent.

13. Public Policy

All companies or individuals exhibiting at the annual conference are participating

at the exclusive discretion of the FLC and must abide by all local codes, rules,

regulations and ordinances, including fire regulations, and must abide by the

directions and instructions presented by official FLC, hotel and show decorator

personnel. The exhibitor understands that any violations of these policies may

result in the immediate closing and removal of the exhibitor’s booth.

14. Eligible Exhibits and Restrictions

The FLC reserves the right to accept or reject without reason any exhibit

agreement received. The FLC also reserves the right of exhibit space

reassignment.

15. Exhibit Floor Access

The FLC reserves the right to limit access to the exhibit floor to anyone during

times the show is not officially open.

16. Use of Booth Space

Exhibitors shall reflect their company’s highest standards of professionalism

while maintaining their booths during show hours. No exhibitor shall assign,

sublet or share booth space without the permission of the FLC.

17. Exhibition Sales Policy

No firm or organization is permitted to engage in direct sales activities within

the exhibit area without the expressed written approval of the FLC.

18. Hospitality Suites and Other Events

Any firm or organization wishing to host a hospitality suite or any other event in

conjunction with the FLC conference must agree to purchase a sponsorship at

the minimum level of a $1,000 Silver Sponsorship. The FLC must be informed of

the dates, times and locations for these events in advance, to ensure no conflict

with other conference activities.

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