Call for Exhibitors Brochure - Iowa Association of Homes & Services ...

Call For Exhibitors[re]defining age2014 SPRING CONFERENCE WITH EXHIBITOR SHOWCASEMEADOWS CONFERENCE CENTER • ALTOONA, IOWAMAY 7 – MAY 8, 2014

LeadingAge Iowa invites you to promote your products and services at the 2014 Spring Conference on Wednesday, May 7, 2014, in Altoona,Iowa. The Conference will be a two day program on May 7 & 8, with the first day featuring exhibitors. Conference attendees will be giventhe opportunity to visit your booth during morning registration, various breaks between sessions and during an extended lunch period.Food tables will be set up in the exhibitor room in order to increase booth traffic.Not–for–profit nursing homes, residential care facilities, assisted living, independent living and service providers are members ofLeadingAge Iowa, the majority of whom are represented at the Spring Conference by administrators, board members and departmentheads from nursing, dietary, housekeeping, laundry, environmental services, activities, social work and other disciplines.Participation in this Exhibitor Showcase offers you:• Exposure to our member organizations - including Administrators, Directors of Nursing, and Department Heads.• Networking opportunities with existing customers, as well as new contacts with potential customers.• The opportunity to highlight the benefits of your products and/or services.• The chance to attend any of the quality educational programs over the course of the conference.How to ParticipateTo reserve your booth, go to www.leadingageiowa.org and fill out the registration form online. You may also download a printable form tobe mailed or faxed to LeadingAge Iowa.Registration Deadline: Friday, April 18, 2014.Conference Exhibit SponsorLeadingAge Iowa4200 University Ave., Suite 305, West Des Moines, ia 50266Phone 888.440.4630 • Fax 515.440.4631Contact: Dawn BalderEmail: dbalder@leadingageiowa.orgExhibit LocationThe Meadows Conference Center1 Prairie Meadows DriveAltoona, Iowa 50009Phone 515.967.1224 • Fax 515.967.1362Contact: Mark DyloEmail: mark.dylo@prairiemeadows.comPlease Note: Additional details will be sent to you once your signed Exhibitor Contract and full payment are received.Gold Level Booth Rental Includes:• 10 ft. wide x 8ft. deep booth with ID signage• Location in the main traffic area• Logo placed on commerative canvas tote bag to be given out to allattendees. (Registration must be placed by April 11th)• One 8 ft x 2.5 ft. skirted table• Two chairs• Draped back and sides• A listing in the conference program• A printout of names, titles and addresses of conference attendees• Two lunches (additional may be purchased for $20 each)• Cost of Booth: Associate Member $925Non-Member $1,125Optional Additional Services• Electrical hookup: 120 Volt–Duplex outlet (up to 1000 watts): Free of Charge• Extension Cords: Free of Charge• Power Strips: Free of Charge• Wireless Internet Connection: Free of Charge, Ethernet Line: $75Silver Level Booth Rental Includes:• 10 ft. wide x 8ft. deep booth with ID signage• One 8 ft. x 2.5 ft skirted table• Two chairs• Draped back and sides• A listing in the conference program• A printout of names, titles and addresses of conference attendees• Two lunches (additional may be purchased for $20 each)• Cost of Booth: Associate Member $750Non-Member $900Shipment InformationPlease send all shipments to: Event Decorators of Iowa, 520 SE 4th Street, Des Moines, Iowa, 50309. It is encouraged to send yourshipments by May 1st. As soon as your items are ready please send them to Event Decorators of Iowa and include prepaid return shippinglabels. All freight will be delivered to your booth prior to set up and will be picked up at the end of the conference at your booth. Completeshipping instructions and charges will be included in the supplier packet that will be sent to you upon receipt of your registration for theconference.

Assignment of Exhibit SpacePlease see the map on the second page of the registration form for booth locations. All booth assignments are made based on the followingcriteria: 2014 Platinum Sponsors will receive first choice, 2014 Gold Sponsors will receive second choice, 2014 Silver Sponsors will receivethird choice and 2014 Bronze Sponsors will receive forth choice. In order to take advantage of this benefit, exhibitor registration must bepostmarked by April 4, 2014. After this consideration, assignments are made on a first come, first service basis, based on the date of receiptof the signed registration form and payment in full. Booth assignments are subject to change until all booth locations have beenreserved and assigned. Please indicate on the registration form your first three booth location preferences. All attempts will be made toassign you to one of your requested locations; however, final booth assignment will be made at the discretion of LeadingAge Iowa. Thepreference given for booth location is for guidance and is not guaranteed by LeadingAge Iowa. LeadingAge Iowa reserves the right torestrict entrance into the Exhibition of any exhibitor deemed to not be in the best interest of the event as a whole. In the event of conflict orconditions beyond its control, LeadingAge Iowa reserves the right to rearrange the floor plan. Assembled exhibits must not exceed theallotted booth space unless prior arrangements have been made with LeadingAge Iowa. If additional space is needed, exhibitors will berequired to purchase an additional booth space. Your cooperation in not exceeding your allotted booth space is appreciated.Exhibit Fee and Cancellation PolicyNo booth space will receive permanent assignment without receipt of full payment for that booth. If an assigned space is cancelled by theexhibitor on or before April 18, 50% of the total cost will be retained by LeadingAge Iowa. If assigned space is cancelled by the exhibitorafter April 18, all moneys paid will be retained by LeadingAge Iowa. Make checks payable to: LeadingAge Iowa and mail to: LeadingAgeIowa, 4200 University Ave., Suite 305; West Des Moines, ia 50266.Exhibit InstallationExhibitors will be mailed detailed information on booth set-up and installation from LeadingAge Iowa after assignment of booth space.Installation of exhibits at the Meadows Conference Center in Altoona is from 6 PM to 8 PM on Tuesday, May 6, and from 6:30 AM to 8:00AM on Wednesday, May 7th.Construction and ArrangementAll booths will be provided with materials as listed under Booth Rental Includes. Each exhibit must be confined by the spatial limits of itsrespective booth indicated on the floor plan. Placement of equipment and displays must avoid blocking the visibility of neighboringexhibitors. Displays must conform to local building and fire department codes and regulations. Any booth not meeting booth requirementswill be asked to correct the violation immediately.Special Audio Visual EffectsAudio visual and other attention–getting devices and effects will be permitted only in those locations and in such intensity, in the opinionof LeadingAge Iowa, that they do not interfere with the activities of neighboring exhibitors. Operational equipment demonstrated may notcreate noise levels objectionable to neighboring exhibitors.Removal of ExhibitsAll exhibits will close no earlier than 1:30 p.m. on Wednesday, May 7th. For safety reasons, as well as maintaining a professional andcourteous atmosphere, any exhibitor closing or leaving their booth prior to this time may not be offered booth space in 2015. Eachexhibitor is responsible for making the arrangements for removal of material from the exhibit area in accordance with instructions fromthe Meadows Conference Center. All exhibits must be dismantled and removed by 5:00 p.m., Wednesday, May 7th. Exhibitorsdismantling booths near the Conference workshop rooms must take extreme care to keep noise to a minimum, as workshops may bein session during the teardown time.Exhibitor RepresentativesEach exhibitor must provide at least one representative within the exhibit space during the open hours of the show listed in the letter thatwill be sent out with the rest of the pre-conference information. Each representative must wear a badge and be in attendance during thescheduled show hours. LeadingAge Iowa expects all representatives to provide a professional atmosphere, helping attendees see andunderstand the exhibitor’s products and/or services. LeadingAge Iowa will allow a total of four representatives from each exhibitor at theconference.Subletting of SpaceExhibitors may not assign, sublet or apportion to others the whole or any part of the space allotted, and may not advertise or display goods or services other than those manufactured or sold by them inthe regular course of their business.Liability and IndemnificationTo the extent permitted by law, the exhibitor is responsible for all damage to the exhibit area and for any and all claims and demands on account of any injury, death or damage to property occurring inor upon the exhibitor’s booth space or because the acts of the exhibitor or his/her employees, servants, agents, licensees or contractors, and the exhibitor agrees to and shall indemnify and hold harmlessLeadingAge Iowa from and against any and all liability, claims or demands asserted in connection with the foregoing undertakings and responsibilities of the exhibitor. Neither LeadingAge Iowa,its service contractors, the management of the Meadows Conference Center, their agents, servants, contractors, or employees are or shall be liable for injuries to any person or for damage to propertyowned or controlled by the exhibitor.GeneralAll matters and questions not covered by the regulations are subject to the decision of LeadingAge Iowa. These regulations may be amended at any time by LeadingAge Iowa, and all amendments shallbe equally binding on all parties affected by them, as are the original regulations. In the event of any amendment or additions to these regulations, written notice will be given by LeadingAge Iowa tosuch exhibitors as may be affected by them. LeadingAge Iowa representatives will be available throughout the show to answer questions and help where needed.

4200 University Ave, Suite 305West Des Moines, IA 50266