Exhibitors and Sponsors Information and Forms. Texas Aquatic Plant Management Society 2015 Annual Conference Tapatio Springs October 12-14, 2015
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1 Exhibitors and Sponsors Information and Forms Texas Aquatic Plant Management Society 2015 Annual Conference Tapatio Springs October 12-14, 2015 The Texas Aquatic Plant Management Society invites you to exhibit at the TAPMS 2015 Conference. You will have the opportunity to meet and speak with Texas aquatic plant management professionals. Attendees represent federal, state, county, and city agencies, regional water authorities, flood and drainage districts, parks, electric utilities, weed management distributors, service professionals, scientists, and student researchers. Through its membership, On the Water newsletter, newly redesigned website, list-serve, and various other digital and print outlet sources, TAPMS w i l l make a concerted effort to attract buyers of your c o m p a n y s products or services to the annual conference. Additionally, we will provide to you, upon request, leaflets promoting the Conference to distribute to your customers. We also invite you to consider sponsoring a student (scholarship or conference attendance), TAPMS banquet, President s reception, lunch, social, break, or golf tournament at the 2015 Annual Conference. For complete information about the Conference, please visit our website at and click on the 2015 Conference or Become a Member tab at the top of the page. You can also register for the conference, pay member dues, and purchase exhibitor s booths, sponsorships, or student scholarships on-line in the TAPMS estore at EXHIBITOR SPECIFICATIONS BOOTH SIZE: Approximately 15 wide by 3 deep (45 ft 2 ) Approximately 3 x 15 front table and up to two chairs Electric power available upon request Exhibitors must provide their own self-supporting or table-mounted display boards Exhibitors are permitted to bring their own additional tables or chairs EXHIBIT (Booth) FEE: Includes 1 booth, 1 conference registration, and individual membership Conference Special (before Oct. 1): $380 per booth, Regular Rate (after Oct. 1): $405 BREAK OR MEAL/BANQUET SPONSORSHIPS: Breaks will be held in the morning and afternoon of Tuesday, October 13th and in the morning of Wednesday, October 14th. The Conference program will include dinner on Tuesday evening, hot breakfast, lunch and dinner on Tuesday, and hot breakfast Wednesday. Each break, meal, and social sponsor will be acknowledged during the break or meal on a special poster showing their corporate name and logo (if provided). See pricing on Exhibitor/ Sponsor Form. If you would like to sponsor a meal, please confirm availability online at or with the Exhibitor Coordinator before submitting the Exhibitor/Sponsor Registration Form. You may also purchase these sponsorships and others online at
2 STUDENT SPONSORSHIPS: In an effort to bring more students to the conference, exhibitors can now sponsor a student. Cost includes room and food for one student during the conference ($250), or you may choose to purchase a half ($250) or full ($500) student scholarship to help a student studying aquatic vegetation issues with their school costs. EXHIBIT HOURS: Monday, October 12: Setup from 3:00PM - 8:00PM Tuesday, October 13: 7:00AM - 5:00PM Wednesday, October 14: 7:00 AM 12:00PM (tear down by 1:00PM) SHIPPING INSTRUCTIONS: Arrange directly with Tapatio Springs Resort. Call the Resort at (830) PAYMENT: Make check payable to TAPMS or pay by credit card on the form. Please mail payment, Exhibitor Contract, and Exhibitor/Sponsor Registration Form to TAPMS at the address below. If you need to register more than one staff person for the Conference, please use a regular Conference Registration Form (available at for each extra person and attach these forms to the Exhibitor Contract and Exhibitor/Sponsor Registration Form. You may submit one payment for all registrations due. CANCELLATION: For refund, exhibitor must cancel by October 1, 2015 in writing to the Exhibitor Coordinator. EXHIBITOR REGISTRATION ADDRESS: David Bass, Treasurer, TAPMS Lower Colorado River Authority P.O. Box 220 Austin, TX Tel (512) dbass@lcra.org EXHIBITOR COORDINATOR CONTACT INFORMATION: Emily Griffith, President Elect, TAPMS Sprayco Tel (713) Emily@sprayco.us EXHIBITOR CONTRACT AND REGISTRATION FORM BELOW
3 2015 TAPMS ANNUAL CONFERENCE EXHIBITOR CONTRACT Instructions: Complete all information on the Exhibitor Contract. Mail contract along with the Exhibitor/Sponsor Registration Form and payment to David Bass, Treasurer, TAPMS. The TAPMS, and the undersigned firm, referred to hereinafter as Exhibitor, agree as follows: 1. TAPMS will provide exhibit space and facilities at its 2015 Conference as described in the Exhibitor information leaflet, and in accordance with item 2 through Exhibitor will display the following: 3. Name of firm representative staffing the booth: 4. Exhibitor desires a total of booths. 5. Fire and safety regulations must be strictly observed; no hazardous and/or flammable materials will be allowed in the exhibit area. 6. Exhibitor will abide by the rules and regulations of the TAPMS as described and referenced in the 2015 Exhibitor Specifications. 7. Exhibitor will accept space assignment as determined by the Exhibitor Coordinator. TAPMS reserves the right to move an Exhibitor to improve the appearance of the exhibit area. 8. No exhibits, samples, or films shall be displayed at any location other than the Exhibit Area, except for slides or films/videos associated with registered presentations made during the scheduled Conference sessions. Exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of injury or damage to Exhibitor s displays, equipment and other property upon premises of the Circle T Ranch, and shall indemnify and hold harmless the TAPMS and the aforementioned Conference location provider and its, agents, servants, and employees from any and all such losses, damages, and claims. 9. Care of Buildings and Equipment: Exhibitor, or their agents, shall not injure or deface the walls or carpets of the buildings. Exhibitors are forbidden to drive tacks, nails, or screws or affix tape to the walls or woodwork unless specifically authorized to do so with care by a TAPMS Board member, or by the designated representative of the Conference location provider. The Exhibitor is liable to the owner of the property damaged by unauthorized or careless mounting of posters or other items. 10. TAPMS reserves the right to refuse any exhibit or Exhibitor and further reserves the right to shut down any exhibit or Exhibitor for breach of the agreement or for cause. 11. All exhibits must be confined within the booth space. I, the undersigned, have read the above rules and regulations specified in the 2015 Exhibitor Contract and Specifications, and agree to abide by the same. FIRM CONTACT NAME ADDRESS PHONE# SIGNATURE TITLE DATE
4 2015 Texas Aquatic Plant Management Society Exhibitor/Sponsor Form Exhibitor/Sponsor Registration Address David Bass, Treasurer, TAPMS LCRA P.O. Box 220 Austin, TX Tel (512) Exhibitor/Sponsor Company: Representative: Address: City: State: Zip: Telephone: Fax: Address: Exhibitor/Sponsor, please attach your business card here if it is not already in use in the TAPMS Newsletter. Date TAPMS 2015 Conference Exhibitor Registration Quantity Rate Amount Oct , Early Bird Booth Rate (Until Sept 1) $ Regular Booth Rate $ Conference Sponsorship Levels Diamond $2,800 Platinum $1,950 Gold $1,700 Silver $1,400 Bronze $1,100 Conference Special (available until Sept. 1) $560 Break/Meal or Student Sponsorships Break Sponsor (3 available) $275 Lunch Sponsor (2 available) $1,000 Conference Banquet Dinner Sponsor (1 available) $1,800 President s Reception Sponsor (1 available) $1,000 Tuesday Evening Social Sponsor (1 available) $525 Student Sponsor (unlimited) $250 Conference Meeting Room Sponsor (1 available) $1,000 Total Exhibitor and Sponsor Fees TOTAL MAKE CHECKS PAYABLE TO: Texas Aquatic Plant Management Society OR PAY BY CREDIT CARD (Circle: MasterCard, Visa, or Discover): Name on Card Signature Card Number Expiration Date CCV #: Billing Zip Code: Billing Address if Different From Above: Name Address City Zip
5 Texas Aquatic Plant Management Society Premium Sponsorship Levels 2015 Diamond: $2,800 (1 maximum) TAPMS Dinner Banquet and Business Meeting sponsor, 1 booth, 2 conference registrations, 1 full page advertisement in newsletter, x 4.25 feature ad, 1 online scrolling ticker add, and 1 online classified service advertisement a $3,400 value for only $2,800 (Save $600). Platinum: $1, Sponsorship includes official President s reception sponsor, 1 official break sponsor, 1 booth, 1 conference registration, one ½ page advertisement in newsletter, 1 feature banner ad at top of each webpage (Save $400). Gold: $1, Sponsorship includes one official Golf tournament or Lunch sponsor, 1 break sponsor, 1 booth, 1 conference registration, one ½ page advertisement in newsletter, and 1 rotating banner ad on each webpage (Save $350). Silver: $1,400 (3 maximum) Sponsorship includes one Social or Scholarship sponsor, 1 booth, 1 conference registration, one 1/4 page advertisement in newsletter, and 1 rotating banner ad on each webpage (Save $295). Bronze: $1,100 Sponsorship includes one official break or half scholarship sponsor, 1 booth, 1 conference registration, 1 business card sized advertisement in newsletter, and 1 rotating banner ad on each webpage (Save $275). Conference Special: $560 1 booth, 1 conference registration, 1 business card sized advertisement in newsletter, and 1 online classified service advertisement a $610 value for only $560 (save $50).
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