CONFERENCE DATES: OCTOBER 21-23, 2012 S HOW ... - CMAA

EXHIBITOR INFORMATION2012 NATIONAL CONFERENCE & TRADE SHOWCONFERENCE DATES: OCTOBER 21-23, 2012 ● SHOW DATES: OCTOBER 22-23, 2012SHERATON HOTEL & TOWERSCHICAGO, ILEXHIBIT LOCATION:CONFERENCEINFORMATION:EXHIBIT BOOTH:Sheraton Hotel & Towers, 301 East North Water Street, Chicago, ILTel: 312-464-1000 ● Fax: 312-464-9140Website: www.sheratonchicago.com/Exhibit Space: River Exhibition Halls A & B, Level 1Updated conference information can be obtained from CMAA’s web site(www.cmaanet.org/events/cmaa-national-conference-and-trade-show) or by callingCMAA (703-356-2622).Each 10’x10’ exhibit booth contains a six-foot table, two chairs, a wastebasket, and anidentification sign. The 10-foot wide back drape is eight feet tall and the two 10-footwide side rails are three feet tall. The River Hall is carpeted (it’s not necessary toprovide carpet for your booth), has ceiling heights throughout of 10’6”, and is locatedon the lowest floor of the Hotel.During trade show hours, the Hall will be the location for the refreshment breaks andseveral meal functions. On Monday, lunch and a reception will be held and onTuesday, a continental breakfast will be held. These food functions are included withthe registration fee for exhibitor personnel.The trade show will be accessible to exhibitors for an hour before opening and a halfhourafter closing time on Monday and an hour prior to the scheduled opening time onTuesday.Exhibitors are required to staff their booths during the full show hours. Early tear-downin advance of the show closing is NOT permitted.EXHIBITORREGISTRATION:INSURANCE:One full conference registration is included with each 10’x10’ booth space. Additionalexhibitor personnel needing to access only the trade show may attend for $250 each.Please use the Booth Personnel Registration form provided to register staff whethercomplimentary or paid and return it as indicated on the form. This form is provided inthe exhibitor materials from GES Exposition Services and in advance by email. Thedeadline for advance registration of staff is October 9.All exhibit personnel must register prior to entering the exhibit hall. Exhibitors mustwear their badges throughout the conference.A Certificate of Liability Insurance, naming CMAA and Sheraton Chicago Hotel &Towers as additional insureds, must be provided to CMAA as stipulated in the Rules &Regulations Governing Trade Show by September 20. Refer to the Rules for otherinsurance requirements such as GES’s insurance requirements for third-party installers.1

VIRTUAL TRADESHOWONSITE PROGRAM:INFOMERCIALS:ATTENDEE LIST:CANCELLATION:SPONSORSHIPS:The Virtual Online Trade Show is available to all exhibitors, allowing visibility prior tothe Conference. In addition to a link to the exhibitor’s website, a 100-wordcompany description is included. That description is to be sent to as a Word documentto mmontague@cmaanet.org. The exhibitor’s logo is also posted on the Virtual pageand must be provided in a JPG format to mmontague@cmaanet.org. An EnhancedListing, available at an additional cost of $350, allows the exhibitor to post other itemsto the Virtual page, i.e., advertisements, banners, links to videos, etc.Your company description will be included in the Conference Onsite Program as wellas on the Virtual Online Trade Show listing. The Onsite Program also includes theofficial company name, address, phone, fax, website address, and email address for acontact person (if desired); this information is needed no later than August 31. Thisyear, advertising in in the Conference Onsite Program is being offered as an addedvalue for exhibitors. The cost of an advertisement in the Onsite Program will be $250.CMAA is offering exhibitors the opportunity to give a 20-25 minute presentation at theTheater on the Trade Show floor. Only 22 of these “infomercial” spots are availableand these will be assigned on a first-come, first served basis. An email opening theregistration process will be sent to all registered exhibitors in late August.Exhibitors are provided with one complimentary pre-show and one post-show attendeelist. The pre-show list will not be available before August 24 in order to include allearly bird registrants. The post-show list will be distributed to you by November 9.These lists are to be used only once and only for the purpose of advertising thecompany’s participation in CMAA’s Trade Show; do not automatically add theConference attendees to your mailing lists.All booth cancellations must be submitted in writing to CMAA. Notice must bereceived no later than June 15 to receive a 100 percent refund, less a processing fee of$100. Refunds for booth fees will not be given after that date.Sponsorship opportunities for CMAA’s National Conference & Trade Show are stillavailable. To sponsor an event, call Mariam Ghaussy (703-677-3366). Info is availableat www.cmaanet.org/files/Sponsorship%20Opportunities%202012%20NC.pdfSponsorship provides many benefits to the exhibitors, one of which is that sponsoringexhibitors have the first opportunity to select a booth space the following year.ONSITE DECORATOR: GES Exposition Services, CMAA’s official service contractor, will mail an ExhibitorService Kit to you within 60 days of the meeting. The Kit will contain forms forordering electricity, telephone lines, and Internet lines. Forms for AV needs, floral,shipping, photography, material handling, etc. will also be in the Service Kit.UNION RULES:A full explanation of Chicago’s union rules will be contained in the Exhibitor ServiceKit and all exhibitors are expected to comply with these rules. A quick explanationincludes the following:1) For booths larger than 10’x10’, two (2) full-time exhibitor employees may workwithout Carpenter labor.2) One (1) exhibitor may work for a half-hour in a 10’x10’ booth without the use ofCarpenter labor.3) Power tools may NOT be used by exhibitors.4) Exhibitors may move materials that can be carried by hand without the use ofdollies, hand trucks, or other mechanical equipment.2

SHIPPINGINFORMATION:HOTELACCOMMODATIONS:EXHIBIT HOURS:Please refer to information in the Exhibitor Kit provided by GES Exposition Services,CMAA’s official show management company. Show management strongly suggestsexhibitors ship booths and materials to GES rather than to the hotel; GES delivers yourshipment directly to your booth space, saving you from a possible search of the hotel’spackage area.Arrangements are made with the Sheraton Hotel & Towers for sleeping roomsat a discounted rate of $289/single or double occupancy per night, plus state and localtaxes. Discounted rates are available until September 25. Only a limited number ofrooms are available at this special conference rate; space and rates after September 25are based on the hotel’s availability. Access the online reservation process athttp://cmaanet.org/national-conference-trade-show-hotel-informationA tentative schedule for the trade show is outlined below, but is subject to change. Thefull Conference schedule is available in the preliminary brochure.Saturday, 20 October 12:00pm – 6:00pm RegistrationSunday, 21 October 8:30am – 6:30pm Registration1:00pm – 6:00pm Exhibitor Set Up5:30pm – 6:30pm Welcome ReceptionMonday, 22 October 7:00am – 5:00pm Registration8:00am – 9:00am Exhibitor Only Access9:00amTrade Show Opens9:00am – 9:30am Networking Break in Trade Show10:30am – 11:00am Networking Break in Trade Show12:00pm – 1:30pm Luncheon in Trade Show2:30pm – 3:00pm Networking Break in Trade Show4:30pm – 5:30pm Reception in Trade Show5:30pmTrade Show ClosesTuesday, 23 October 7:00am – 8:00am Exhibitor Only Access8:00amTrade Show Opens8:00am – 9:00am Continental Breakfast9:00am – 9:30am Networking in the Trade Show10:30am – 11:00am Networking Break in Trade Show11:45am Trade Show Closes *11:45am – 4:00pm Exhibitor Tear Down***With the early closing on Tuesday, CMAA hopes exhibitor personnel will attend theAwards Luncheon and also the Industry Recognition Reception/Dinner held that day(included in full registrations and available as a separate ticket purchase for Trade ShowOnly exhibitor registrants).**Exhibitor tear down is NOT permitted prior to the close of the Show. Managementwill monitor the show floor for compliance.3