Exhibitor & Sponsor Information Kit - Florida League of Cities
Exhibitor & Sponsor Information Kit - Florida League of Cities
Exhibitor & Sponsor Information Kit - Florida League of Cities
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<strong>Florida</strong> <strong>League</strong> <strong>of</strong> <strong>Cities</strong><br />
87 th Annual Conference<br />
August 15-17, 2013 | World Center Marriott | Orlando<br />
<strong>Exhibitor</strong> & <strong>Sponsor</strong> <strong>Information</strong><br />
General Meeting <strong>Information</strong><br />
We invite you to join us for the <strong>Florida</strong> <strong>League</strong> <strong>of</strong> <strong>Cities</strong>’ 87th Annual<br />
Conference at the World Center Marriott in Orlando. This packet<br />
contains all the information you need to sign up as an exhibitor and<br />
sponsor. Please read it through carefully and sign up now!<br />
Exhibit Fees<br />
Company/Firm/For-Pr<strong>of</strong>it – $1,750<br />
($1,250 booth fee + $500 minimum sponsorship)<br />
To be eligible to exhibit, companies must purchase, at<br />
minimum, one $500 Reduced Silver <strong>Sponsor</strong>ship. You may<br />
also sponsor at a higher level – see page 6 for details. Each<br />
corporate exhibitor will also receive a ¼-page, black-andwhite<br />
advertisement in Quality <strong>Cities</strong> magazine. <strong>Exhibitor</strong>s<br />
can upgrade the ad size and number <strong>of</strong> insertions at a<br />
discounted rate – see page 10 for details. Please complete<br />
the exhibitor agreement, sponsorship agreement and the<br />
advertising information and return them to the <strong>League</strong> with<br />
payment.<br />
Governmental Agency/Entity/Nonpr<strong>of</strong>it – $750<br />
Please contact the <strong>League</strong> if you are unsure if your organization qualifies<br />
for this level. No sponsorship is required and advertising is not<br />
included at this rate. Please complete the exhibitor agreement and<br />
return it to the <strong>League</strong> with payment.
Why Exhibit<br />
at the FLC<br />
Conference?<br />
2<br />
Have your company’s<br />
website linked to the <strong>of</strong>ficial<br />
conference mobile app.<br />
Receive a ¼-page ad in<br />
Quality <strong>Cities</strong> magazine,<br />
which is sent to more than<br />
3,500 city <strong>of</strong>ficials in <strong>Florida</strong>.<br />
Receive recognition in the<br />
conference program and<br />
the post-conference issue<br />
<strong>of</strong> Quality <strong>Cities</strong> magazine.<br />
Benefit from the refreshment<br />
breaks, president’s welcome<br />
reception, lunch and prize<br />
drawings held in the exhibit hall.<br />
Gain additional exposure for<br />
your company through Silver,<br />
Gold and Platinum sponsorships.<br />
Promote your company, products<br />
and services to more than 900<br />
city <strong>of</strong>ficials from across the state.<br />
Obtain one copy <strong>of</strong> the<br />
<strong>League</strong>’s municipal directory<br />
for each booth you purchase.<br />
<strong>Sponsor</strong>ship Opportunities<br />
Even if you do not wish to exhibit at the conference, you can still<br />
participate as a sponsor. For more information on sponsorships, see<br />
page 6 <strong>of</strong> this packet.<br />
Exhibit Hours*<br />
Wednesday, August 14, 2013<br />
Move-In<br />
3:00 p.m. - 6:00 p.m.<br />
Thursday, August 15, 2013<br />
Move-In<br />
8:00 a.m. - 11:00 a.m.<br />
Exhibits Open<br />
12:00 p.m. - 4:30 p.m.<br />
6:00 p.m. - 7:00 p.m.<br />
Friday, August 16, 2013<br />
Exhibits Open<br />
Move-Out<br />
7:00 a.m. - 1:45 p.m.<br />
1:45 p.m. - 5:00 p.m.<br />
*Subject to minor change. The final schedule will be included with your booth<br />
confirmation.<br />
Exhibit Description<br />
Booth packages include one 10’ x 10’ carpeted pipe-and-drape<br />
booth, one 6’ draped table, two chairs, one wastebasket, one<br />
7” x 44” company identification sign, two lunch coupons, up to<br />
four representative name badges, one ¼-page ad in Quality <strong>Cities</strong><br />
(corporate exhibitor only) and a link to your website on the <strong>of</strong>ficial<br />
conference mobile app.<br />
Booth Assignments and Confirmation<br />
Booths will be assigned at the sole discretion <strong>of</strong> show management<br />
and will be based on the date <strong>of</strong> request, with priority<br />
given to regular exhibitors and contributing sponsors.<br />
Booth assignments will be made by June 7, and<br />
you will receive your confirmation materials and booth<br />
assignment after that date. The earlier you sign up<br />
the better booth location you’re likely to receive.<br />
The exhibit hall usually sells out by the end <strong>of</strong> May.<br />
Name Badges<br />
Name badges are provided in the following quantities:<br />
Silver <strong>Sponsor</strong>: 2 Badges<br />
Gold <strong>Sponsor</strong>: 4 Badges<br />
<strong>Exhibitor</strong>: 4 Badges Platinum <strong>Sponsor</strong>: 8 Badges<br />
Additional badges can be purchased for $5 each. Badges provide<br />
admittance to the exhibit hall and all food functions within the exhibit<br />
hall. For entrance into workshops or other conference activities,<br />
registration is required. See page 8 <strong>of</strong> this packet for the Name Badge<br />
Order Form.
Looking for<br />
another way<br />
to promote<br />
your company<br />
to <strong>Florida</strong>’s<br />
municipal<br />
<strong>of</strong>ficials?<br />
In addition to Quality<br />
<strong>Cities</strong>, a 64-page<br />
bimonthly magazine,<br />
the <strong>Florida</strong> <strong>League</strong><br />
<strong>of</strong> <strong>Cities</strong> has another<br />
publication you won’t<br />
want to miss – our<br />
annual municipal<br />
directory.<br />
For advertising<br />
information, contact<br />
Beth Dolan at the<br />
<strong>Florida</strong> <strong>League</strong> <strong>of</strong><br />
<strong>Cities</strong> at (850)<br />
222-9684 or e-mail<br />
bdolan@flcities.com.<br />
Hotel <strong>Information</strong><br />
The 2013 Annual Conference will be held at the World Center<br />
Marriott in Orlando. Rooms are available for meeting participants at<br />
the special rate <strong>of</strong> $167 per night, single or double. No telephone<br />
reservations will be accepted by the hotel at this time. You will be<br />
sent complete information on how to make reservations with your booth<br />
confirmation. We ask that exhibitors and sponsors limit themselves to<br />
two sleeping rooms per company at the host hotel.<br />
Deadlines<br />
Please note the following important deadlines:<br />
June 28: Receipt <strong>of</strong> <strong>Exhibitor</strong> and <strong>Sponsor</strong> Agreements*<br />
July 15: Receipt <strong>of</strong> Refund Requests<br />
August 2: Receipt <strong>of</strong> Name Badge Requests or Changes<br />
*Should any booths or sponsorships be available after this date they will be sold,<br />
but a $50 late fee will apply to all booth sales. Remember, the earlier you<br />
sign up, the better booth location you’re likely to receive. The exhibit<br />
hall usually sells out by the end <strong>of</strong> May.<br />
How Do I Sign Up?<br />
Enclosed are the following: <strong>Exhibitor</strong> Agreement, <strong>Sponsor</strong>ship<br />
Agreement and Name Badge Order Form. Complete each form as it<br />
applies to your organization and send them in today!<br />
Questions?<br />
Contact Melanie G. Howe, CAE, CMP, Meeting Planner, <strong>Florida</strong> <strong>League</strong><br />
<strong>of</strong> <strong>Cities</strong>, Inc., P.O. Box 1757, Tallahassee, FL 32302; phone: (850) 222-9684;<br />
fax: (850) 222-3806; e-mail: mhowe@flcities.com.<br />
Sign up today!<br />
Booth space is limited and the conference will sell out!<br />
3
2013 Annual Conference <strong>Exhibitor</strong> Agreement<br />
August 15-17, 2013 | World Center Marriott | Orlando<br />
<strong>Florida</strong> <strong>League</strong> <strong>of</strong> <strong>Cities</strong> | P.O. Box 1757 | Tallahassee, FL 32302<br />
(850) 222-9684 | Fax (850) 222-3806 | mhowe@flcities.com<br />
Please Print or Type<br />
Company/Organization:_____________________________________________________________________________________________________<br />
(Please print exactly as name should appear in the program and on signage.)<br />
Contact Name:____________________________________________________________________________________________________________<br />
Title:_____________________________________________________________________________________________________________________<br />
Address:_________________________________________________________________________________________________________________<br />
(Please print as it should appear in the program.)<br />
City:_____________________________________________________________________________State:____________Zip:_____________________<br />
Phone:__________________________________________________________ Fax:______________________________________________________<br />
E-mail Address:____________________________________________________________________________________________________________<br />
(All additional information will be e-mailed to this address.)<br />
Website Address:__________________________________________________________________________________________________________<br />
NOTE: If you wish us to print different contact information in the conference program, please attach a separate sheet with details.<br />
For the conference program, please indicate the products or services you will display (10-word maximum):<br />
________________________________________________________________________________________________________________________<br />
________________________________________________________________________________________________________________________<br />
Please indicate the names <strong>of</strong> competitors. We will try to recognize this in booth placement, but we cannot make any guarantees:<br />
________________________________________________________________________________________________________________________<br />
Booth Assignment: Booths will be assigned at the sole discretion <strong>of</strong> show management and will be based on the date <strong>of</strong> request, with priority<br />
given to regular exhibitors and contributing sponsors. With reference to the floorplan on page 5, indicate your booth preference:<br />
1st Choice:_______________ 2nd Choice:_______________ 3rd Choice:_______________ 4th Choice:_______________<br />
Booth Fee:<br />
Governmental Agency/Entity/Nonpr<strong>of</strong>it: $750 Each<br />
Company/Firm/For-Pr<strong>of</strong>it: $1,750* Each<br />
($1,250 booth fee + $500 minimum sponsorship – please complete pages 6-7)<br />
Number <strong>of</strong> Booths Requested:________________ *Add $50 to fee if postmarked after June 28, 2013.<br />
On-Site Representatives: Booth fees include name badges for up to four representatives. Additional representative badges may be purchased<br />
for $5 each. Please complete and return the form on page 8 to order your badges. The <strong>League</strong> must be notified by August 2, 2013, <strong>of</strong> all name<br />
changes or additions to ensure availability <strong>of</strong> badges.<br />
Acknowledgement: I have read and am familiar with all rules and regulations regarding the <strong>Florida</strong> <strong>League</strong> <strong>of</strong> <strong>Cities</strong>’ 87th Annual Conference as<br />
printed on pages 11-13 <strong>of</strong> this packet.<br />
Authorized Signature: ______________________________________________________________________________Date:____________________<br />
Amount Enclosed: $__________________________ Payment Method: Check (payable to <strong>Florida</strong> <strong>League</strong> <strong>of</strong> <strong>Cities</strong>)<br />
Visa MasterCard<br />
Card Number: ______________________________________________________________________________ Expiration Date:________________<br />
Cardholder’s Name:___________________________________________________________ Cardholder’s Phone:____________________________<br />
Cardholder’s Signature:_____________________________________________________________________________________________________<br />
Billing Address (if different from above):_________________________________________________________________________________________<br />
City:_____________________________________________________________________________State:____________Zip:_____________________<br />
For <strong>League</strong> Use Only<br />
Amount Paid: $____________ Check #:__________ Date:__________ Confirmation Sent:_______ Booth #:__________ Initialed:___________<br />
4
2013 Annual Conference Exhibit Hall Floor Plan<br />
August 15-17, 2013 | World Center Marriott | Orlando<br />
<strong>Florida</strong> <strong>League</strong> <strong>of</strong> <strong>Cities</strong> | P.O. Box 1757 | Tallahassee, FL 32302<br />
(850) 222-9684 | Fax (850) 222-3806 | mhowe@flcities.com<br />
Entrance<br />
5
2013 Annual Conference <strong>Sponsor</strong>ship Agreement<br />
August 15-17, 2013 | World Center Marriott | Orlando<br />
<strong>Florida</strong> <strong>League</strong> <strong>of</strong> <strong>Cities</strong> | P.O. Box 1757 | Tallahassee, FL 32302<br />
(850) 222-9684 | Fax (850) 222-3806 | mhowe@flcities.com<br />
Please select your sponsorship level.<br />
NOTE: All exhibitors must, at minimum, provide a sponsorship at the Reduced Silver level <strong>of</strong> $500. All companies<br />
wishing to host a hospitality suite or other event must, at minimum, provide a sponsorship at the Silver Level <strong>of</strong><br />
$1,000.<br />
Company/Organization Name:________________________________________________________________________<br />
Platinum <strong>Sponsor</strong> – $2,500<br />
Recognition in the conference program<br />
and in Quality <strong>Cities</strong> magazine<br />
Signage at sponsored event<br />
One copy <strong>of</strong> <strong>League</strong>’s municipal directory<br />
One copy <strong>of</strong> <strong>League</strong> publications for one year<br />
Four tickets to Saturday night event<br />
Eight name badges<br />
Gold <strong>Sponsor</strong> – $1,500<br />
Recognition in the conference program<br />
and in Quality <strong>Cities</strong> magazine<br />
Signage at sponsored event<br />
One copy <strong>of</strong> <strong>League</strong>’s municipal directory<br />
One copy <strong>of</strong> <strong>League</strong> publications for one year<br />
Four name badges<br />
Silver <strong>Sponsor</strong> – $1,000<br />
Recognition in the conference program<br />
and in Quality <strong>Cities</strong> magazine<br />
Signage at sponsored event<br />
One copy <strong>of</strong> <strong>League</strong>’s municipal directory<br />
Two name badges<br />
<strong>Sponsor</strong>ships are available for the: welcome reception,<br />
refreshment breaks and Saturday night entertainment.<br />
Final sponsorship assignments are subject to category<br />
availability and <strong>League</strong> discretion. Please list your top<br />
two event choices:<br />
Choice #1:_______________________________________<br />
Choice #2:_______________________________________<br />
For use in the conference program, please indicate the<br />
products or services you provide<br />
(10-word maximum):<br />
_______________________________________________<br />
_______________________________________________<br />
On-Site Representatives: <strong>Sponsor</strong>ship packages<br />
include name badges for the number <strong>of</strong> representatives<br />
indicated. Additional representative badges may be<br />
purchased for $5 each. Please complete and return the<br />
form on page 8 to order your badges. The <strong>League</strong> must<br />
be notified by August 2, 2013, <strong>of</strong> all name changes or<br />
additions to ensure availability <strong>of</strong> badges.<br />
Please complete the contact<br />
and payment information on<br />
the next page.<br />
Reduced Silver <strong>Sponsor</strong>ship<br />
for <strong>Exhibitor</strong>s Only – $500<br />
All benefits noted in the Silver <strong>Sponsor</strong> list above,<br />
but at a reduced rate for exhibitors only.<br />
6
2013 Annual Conference <strong>Sponsor</strong>ship Agreement<br />
August 15-17, 2013 | World Center Marriott | Orlando<br />
<strong>Florida</strong> <strong>League</strong> <strong>of</strong> <strong>Cities</strong> | P.O. Box 1757 | Tallahassee, FL 32302<br />
(850) 222-9684 | Fax (850) 222-3806 | mhowe@flcities.com<br />
Please Print or Type<br />
Company/Organization:_______________________________________________________________________________<br />
(Please print exactly as name should appear in the program and on signage.)<br />
Contact Name:______________________________________________________________________________________<br />
Title:_______________________________________________________________________________________________<br />
Address:___________________________________________________________________________________________<br />
(Please print as it should appear in the program.)<br />
City:______________________________________________________________ State:________ Zip:_________________<br />
Phone:_______________________________________________Fax:___________________________________________<br />
E-mail Address:______________________________________________________________________________________<br />
(All additional information will be e-mailed to this address.)<br />
Website Address:____________________________________________________________________________________<br />
NOTE: If you wish us to print different contact information in the conference program, please attach a separate<br />
sheet with details.<br />
Authorized Signature: ____________________________________________________________ Date:________________<br />
Amount Enclosed: $__________________ Payment Method: Check (payable to <strong>Florida</strong> <strong>League</strong> <strong>of</strong> <strong>Cities</strong>)<br />
Visa<br />
Card Number: ___________________________________________________________<br />
MasterCard<br />
Expiration Date:_____________<br />
Cardholder’s Name:__________________________________________ Cardholder’s Phone:_______________________<br />
Cardholder’s Signature:_______________________________________________________________________________<br />
Billing Address (if different from above):______________________________________________________________________<br />
City:______________________________________________________________ State:________ Zip:_________________<br />
For <strong>League</strong> Use Only<br />
Amount Paid: $____________ Check #:__________ Date:__________ Confirmation Sent:_______ Booth #:__________ Initialed:___________<br />
7
2013 Annual Conference Name Badge Order Form<br />
August 15-17, 2013 | World Center Marriott | Orlando<br />
<strong>Florida</strong> <strong>League</strong> <strong>of</strong> <strong>Cities</strong> | P.O. Box 1757 | Tallahassee, FL 32302<br />
(850) 222-9684 | Fax (850) 222-3806 | mhowe@flcities.com<br />
Name badges are provided in the following quantities:<br />
Silver <strong>Sponsor</strong> Only:................................ 2 Badges <strong>Exhibitor</strong>.......................................................4 Badges<br />
Gold <strong>Sponsor</strong>:............................................ 4 Badges Platinum <strong>Sponsor</strong>:....................................8 Badges<br />
Please complete this form and return it via mail, fax or e-<br />
mail to the <strong>League</strong> no later than Friday, August 2, 2013.<br />
Additional badges are available for $5.00 each.<br />
Please Print NEATLY. Additional copies <strong>of</strong> this form may<br />
be made if needed.<br />
Our 4-line badges will be printed as follows:<br />
First Name or Nickname<br />
Full Name<br />
Company Name<br />
Company Location*<br />
*A person’s title may be substituted for company location.<br />
Company/Organization:_____________________________________________________________________________<br />
1.______________________________________________ 5.______________________________________________<br />
_______________________________________________ ________________________________________________<br />
_______________________________________________ ________________________________________________<br />
_______________________________________________ ________________________________________________<br />
Are you a member <strong>of</strong> <strong>Florida</strong> Business Watch? Yes No<br />
Are you a member <strong>of</strong> <strong>Florida</strong> Business Watch? Yes No<br />
Check here for more information or e-mail Beth Rawlins.*<br />
Check here for more information or e-mail Beth Rawlins.*<br />
2.______________________________________________ 6.______________________________________________<br />
_______________________________________________ ________________________________________________<br />
_______________________________________________ ________________________________________________<br />
_______________________________________________ ________________________________________________<br />
Are you a member <strong>of</strong> <strong>Florida</strong> Business Watch? Yes No<br />
Are you a member <strong>of</strong> <strong>Florida</strong> Business Watch? Yes No<br />
Check here for more information or e-mail Beth Rawlins.*<br />
Check here for more information or e-mail Beth Rawlins.*<br />
3.______________________________________________ 7.______________________________________________<br />
_______________________________________________ ________________________________________________<br />
_______________________________________________ ________________________________________________<br />
_______________________________________________ ________________________________________________<br />
Are you a member <strong>of</strong> <strong>Florida</strong> Business Watch? Yes No<br />
Are you a member <strong>of</strong> <strong>Florida</strong> Business Watch? Yes No<br />
Check here for more information or e-mail Beth Rawlins.*<br />
Check here for more information or e-mail Beth Rawlins.*<br />
4.______________________________________________ 8.______________________________________________<br />
_______________________________________________ ________________________________________________<br />
_______________________________________________ ________________________________________________<br />
_______________________________________________ ________________________________________________<br />
Are you a member <strong>of</strong> <strong>Florida</strong> Business Watch? Yes No<br />
Are you a member <strong>of</strong> <strong>Florida</strong> Business Watch? Yes No<br />
Check here for more information or e-mail Beth Rawlins.*<br />
Check here for more information or e-mail Beth Rawlins.*<br />
*Membership in <strong>Florida</strong> Business Watch is free. Contact Beth Rawlins at beth@bethrawlins.com<br />
If you are purchasing additional badges, complete the payment information on next page.<br />
8
2013 Annual Conference Name Badge Order Form<br />
August 15-17, 2013 | World Center Marriott | Orlando<br />
<strong>Florida</strong> <strong>League</strong> <strong>of</strong> <strong>Cities</strong> | P.O. Box 1757 | Tallahassee, FL 32302<br />
(850) 222-9684 | Fax (850) 222-3806 | mhowe@flcities.com<br />
If you are purchasing additional badges, complete the payment information below.<br />
Amount Enclosed: $__________________ Payment Method: Check (payable to <strong>Florida</strong> <strong>League</strong> <strong>of</strong> <strong>Cities</strong>)<br />
Visa<br />
Card Number: ___________________________________________________________<br />
MasterCard<br />
Expiration Date:_____________<br />
Cardholder’s Name:__________________________________________ Cardholder’s Phone:_______________________<br />
Cardholder’s Signature:_______________________________________________________________________________<br />
Billing Address:______________________________________________________________________________________<br />
City:______________________________________________________________ State:________ Zip:_________________<br />
9
Advertising <strong>Information</strong><br />
August 15-17, 2013 | World Center Marriott | Orlando<br />
<strong>Florida</strong> <strong>League</strong> <strong>of</strong> <strong>Cities</strong> | P.O. Box 1757 | Tallahassee, FL 32302<br />
(850) 222-9684 | Fax (850) 222-3806 | mhowe@flcities.com<br />
Corporate exhibitors receive one ¼-page, black-and-white advertisement in Quality <strong>Cities</strong>, which is sent to more than<br />
3,500 city <strong>of</strong>ficials in <strong>Florida</strong>. Quality <strong>Cities</strong> is published six times per year. Your company’s advertisement may be inserted<br />
in an issue <strong>of</strong> your choice from July/August 2013 (annual conference issue) to May/June 2014.<br />
Ad specifications (in inches) and mechanical requirements:<br />
¼-page, vertical 3 3/8 x 4 3/8<br />
¼-page, horizontal 4 3/4 x 3 5/8<br />
If you would like to upgrade your ad to a:<br />
½ page, there will be an additional charge <strong>of</strong> $100<br />
full page, there will be an additional charge <strong>of</strong> $200<br />
½-page, vertical 3 3/8 x 9 1/4<br />
½-page, horizontal 7 1/4 x 4 3/8<br />
1 page 7 1/4 x 9 1/4<br />
Please provide your ad as a press-quality (high-resolution) PDF file, fonts embedded. If you cannot provide a PDF file,<br />
please contact Stewart Nelson before submitting a different file format (contact information below).<br />
Please complete the following:<br />
Ad size<br />
___ ¼ page ad, vertical (no extra charge)<br />
___ ¼ page ad, horizontal (no extra charge)<br />
___ ½ page ad, vertical ($100 extra)<br />
___ ½ page ad, horizontal ($100 extra)<br />
___ Full page ad ($200 extra)<br />
Date <strong>of</strong> Insertion<br />
___ July/August (copy deadline – June 3, 2013)<br />
___ September/October (copy deadline – August 16, 2013)<br />
___ November/December (copy deadline – October 14, 2013)<br />
___ January/February (copy deadline – December 13, 2013)<br />
___ March/April (copy deadline – February 14, 2014)<br />
___ May/June (copy deadline – April 22, 2014)<br />
Company Name:____________________________________________________________________________<br />
Advertising Contact’s Name (please print):_________________________________________________________<br />
Phone Number:___________________________ Email Address:________________________________________<br />
If you have questions or would like costs for upgrading the number <strong>of</strong> insertions or for color, please contact Erika<br />
Branchcomb at ebranchcomb@flcities.com or (850) 701-3653.<br />
If you have questions about the mechanical requirements for your ad, please contact Stewart Nelson, graphic designer, at<br />
snelson@flcities.com or (850) 701-3663.<br />
10
Rules and Regulations<br />
1. Contract<br />
The following rules and regulations become binding upon acceptance <strong>of</strong> this<br />
contract between the applicant and its employees, and the <strong>Florida</strong> <strong>League</strong> <strong>of</strong><br />
<strong>Cities</strong>, Inc. (FLC), the event sponsor.<br />
2. Space Assignment<br />
Booth locations will be assigned at the sole discretion <strong>of</strong> show management and<br />
will be based on the date <strong>of</strong> request, with priority given to regular exhibitors and<br />
contributing sponsors.<br />
3. Booth Package Description<br />
Booth packages include one 10’ x 10’ carpeted pipe-and-drape booth, one 6’<br />
draped table, two chairs, one wastebasket, one 7” x 44” company identification<br />
sign, two lunch coupons, up to four representative badges, one ¼-page ad<br />
in Quality <strong>Cities</strong> (coporate exhibitor only) and a link to your website on the<br />
<strong>of</strong>ficial conference mobile app. Total individual exhibit floor space is limited to<br />
10’ x 10’ unless requested and approved in writing. No walls, partitions, signs<br />
or decorations may be erected which will interfere with the general view<br />
“down the aisle,” or with other exhibits. Additional booth requirements may be<br />
requested by the exhibitor from the decorating service provider. The exhibitor is<br />
solely responsible for all costs incurred.<br />
4. Show Move-In & Move-Out<br />
Move-In<br />
Wednesday, August 14, 2013<br />
Thursday, August 15, 2013<br />
Move-Out<br />
Friday, August 16, 2013<br />
3:00 p.m. - 6:00 p.m.<br />
8:00 a.m. - 11:00 a.m.<br />
1:45 p.m. - 5:00 p.m.<br />
NOTE: No exhibitor will be allowed to break down their booth until<br />
the close <strong>of</strong> the show at 1:45 p.m. on Friday, August 16, 2013. Any<br />
company that willfully dismantles its booth prior to closing time will<br />
not be permitted to exhibit at future FLC conferences. The exhibitor<br />
understands that this schedule will be strictly adhered to as a courtesy<br />
to other exhibitors and to FLC delegates.<br />
5. Exhibit Hours (Tentative)<br />
Thursday, August 15, 2013<br />
Friday, August 16, 2013<br />
12:00 p.m. - 4:30p.m.<br />
6:00 p.m. - 7:00 p.m.<br />
7:00 a.m. - 1:45 p.m.<br />
NOTE: These hours have been developed to coincide with delegates’<br />
break times to help ensure traffic flow. In addition, refreshment breaks<br />
held during exhibit hours, Thursday’s reception and Friday’s “sidewalk<br />
café” will take place in the exhibit hall.<br />
<br />
11
6. Unoccupied Space<br />
The FLC reserves the right, should any rented space remain unoccupied after<br />
the first hour <strong>of</strong> the show’s opening, to rent or occupy said space.<br />
7. Payments and Refunds<br />
The total amount for exhibit space is due upon the reserving <strong>of</strong> space and<br />
signing <strong>of</strong> the contract. In the event an exhibitor finds it impossible to attend the<br />
conference, a letter received at the FLC <strong>of</strong>fice to that effect by 5:00 p.m., Friday,<br />
July 15, 2013, would authorize a refund <strong>of</strong> the exhibit fee. No refunds will be<br />
made after 5:00 p.m., Friday, July 15, 2013. <strong>Sponsor</strong>ship money is non-refundable.<br />
8. Food Service<br />
The FLC reserves the right to provide food and beverage service during certain<br />
hours in the exhibit area. No free samples <strong>of</strong> food, beverage or any product may<br />
be given away or otherwise distributed by any exhibitor without prior written<br />
approval <strong>of</strong> the FLC.<br />
9. Noisy and Obnoxious Equipment<br />
The operation <strong>of</strong> whistles or any objectionable device will not be allowed. After<br />
the show opens, noisy and unsightly work will not be permitted.<br />
10. Security and Liability<br />
The FLC will provide basic security services from 3:00 p.m., Wednesday, August<br />
14, through 1:45 p.m., Friday, August 16. The exhibitor agrees to hold the FLC,<br />
the hotel and the show decorator harmless and to indemnify the FLC, the hotel<br />
and the show decorator against claims or liability arising out <strong>of</strong> the actions,<br />
fault or negligence <strong>of</strong> the exhibitor, its agents or employees, prior to, during and<br />
after the exposition. The FLC, the hotel and the show decorator shall not be<br />
responsible for any loss, damage or injury that may happen to the exhibitor or<br />
the exhibitor’s agents, patrons, guests, employees or property from any cause<br />
whatsoever (unless occasioned by the sole willful or gross negligence <strong>of</strong> the<br />
FLC, the hotel or the show decorator) prior to, during or subsequent to the<br />
exposition period. The exhibitor hereby releases the FLC, the hotel and the<br />
show decorator from, and agrees to indemnify them against, any and all claims<br />
for such loss, damage or injury.<br />
11. Damage to Property<br />
The exhibitor, its agents, guests or patrons shall not injure, mar nor in any<br />
manner deface the hotel premises or equipment therein, and shall not cause<br />
or permit anything to be done whereby the hotel or its equipment shall be in<br />
any manner injured, marred, unduly soiled, defaced, lost, stolen or otherwise<br />
removed from the building, and will not drive, or permit to be driven, nails,<br />
hooks, tacks or screws into any part <strong>of</strong> the hotel, and will not make nor allow<br />
to be made, any alterations <strong>of</strong> any kind therein. Should any <strong>of</strong> the hotel’s<br />
equipment used by the exhibitor in the conduct or operation <strong>of</strong> the exposition<br />
be damaged, lost or stolen, the exhibitor will promptly pay for the equipment<br />
by cash or certified check. The exhibitor understands that no music <strong>of</strong> any type<br />
is allowed during exhibit hall hours (this includes music in video, slide or other<br />
presentations or features).<br />
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12. Signs and Posters<br />
The exhibitor agrees that it will not post or exhibit signs, advertisements,<br />
posters or cards <strong>of</strong> any description inside, in front <strong>of</strong> or on any part <strong>of</strong> the hotel<br />
without written consent.<br />
13. Public Policy<br />
All companies or individuals exhibiting at the annual conference are participating<br />
at the exclusive discretion <strong>of</strong> the FLC and must abide by all local codes, rules,<br />
regulations and ordinances, including fire regulations, and must abide by the<br />
directions and instructions presented by <strong>of</strong>ficial FLC, hotel and show decorator<br />
personnel. The exhibitor understands that any violations <strong>of</strong> these policies may<br />
result in the immediate closing and removal <strong>of</strong> the exhibitor’s booth.<br />
14. Eligible Exhibits and Restrictions<br />
The FLC reserves the right to accept or reject without reason any exhibit<br />
agreement received. The FLC also reserves the right <strong>of</strong> exhibit space<br />
reassignment.<br />
15. Exhibit Floor Access<br />
The FLC reserves the right to limit access to the exhibit floor to anyone during<br />
times the show is not <strong>of</strong>ficially open.<br />
16. Use <strong>of</strong> Booth Space<br />
<strong>Exhibitor</strong>s shall reflect their company’s highest standards <strong>of</strong> pr<strong>of</strong>essionalism<br />
while maintaining their booths during show hours. No exhibitor shall assign,<br />
sublet or share booth space without the permission <strong>of</strong> the FLC.<br />
17. Exhibition Sales Policy<br />
No firm or organization is permitted to engage in direct sales activities within<br />
the exhibit area without the expressed written approval <strong>of</strong> the FLC.<br />
18. Hospitality Suites and Other Events<br />
Any firm or organization wishing to host a hospitality suite or any other event in<br />
conjunction with the FLC conference must agree to purchase a sponsorship at<br />
the minimum level <strong>of</strong> a $1,000 Silver <strong>Sponsor</strong>ship. The FLC must be informed <strong>of</strong><br />
the dates, times and locations for these events in advance, to ensure no conflict<br />
with other conference activities.<br />
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