CHADD Exhibitor/Advertiser/Sponsor Application and Contract

Transcription

1 CHADD Exhibitor/Advertiser/Sponsor Application and Contract 24th Annual International Conference on Attention Deficit/Hyperactivity Disorder San Francisco, California November 8 10, 2012 I. Company Information (Please type or print clearly.) Name: Title: Company: Telephone: Fax: Address: City: State: Website Address: Zip: II. Deadline To ensure that you receive your complimentary description in the Conference Program Book, and your complimentary conference registration for the General Conference, all information must be submitted by August 6, Contracts will be accepted after August 6, 2012, depending on booth availability. Info and full payment must be submitted with the application. III. Required Information a. Complimentary Conference Registration As an exhibitor, you are entitled to one complimentary registration to the general conference on Friday, November 9 and Saturday, November 10. Please provide the first and last name of your on-site representative who will receive the complimentary registration. Pre-conference institutes on Thursday, November 8, are not included. b. Booth Support Provide the first and last name(s) of your booth support as they would appear on their badges (not to exceed four per booth including the representative who will receive the complimentary registration) c. Booth Identification Sign I will want my complimentary booth identification (7"X44") sign to read as follows: (Company Name) d. Description of Product/Services Provide a description of your products or services (35-word limit) as you would like it to appear in the Conference Program Book. (CHADD reserves the right to edit company description for length and style considerations.) description to Suzanne_Urie@chadd.org. e. Exhibit Booth Choice List booth number preferences: 1st 2nd 3rd 4th e. Total Number of Booths Desired o Not-for-Profit Organization:* Inside booth... $1,225 $ Corner booth... $1,775 $ o For-Profit Organization: Inside booth... $1,500 $ Corner booth $1,775 $ Premium Lobby booth... $1,775 $ Island booth $10,000 $ o CHADD Chapter only: Inside booth... $350 $ Total Amount:... $ Booth(s) Deposit...(50% of total fee) $ Balance Due:... $ Payment in full is due by August 6, 2012, or with application after August 6, *Not-for-profit organization, please provide proof of nonprofit status. **First-time exhibitors, please include a sample brochure or descriptive literature with your application. 1

2 Additional Opportunities IV. Logo in Program Book o Please include my company logo in the Conference Program Book... $175 $ (Logo in EPS vector or 300 dpi jpeg due August 31, 2012) V. Take-One Exhibit Area Registration Number of displays:... per display $500 $ Please include a sample with your application. VI. Advertising/Exhibitor Discount Package (see page 5 for advertising rates) o Option 1: Early Bird Before July 16, 2012 (15% discount) Full page Ad Preliminary Program... $ Full page Ad Program Book... $ Less Discount (15%)... $ o o Option 2 (10% discount) Ad in Preliminary Program... $ Ad in Program Book... $ Less Discount (10%)... $ Option 3 (5% discount) Ad in one conference publication only (Preliminary Program or Program Book)... $ Less Discount (5%)... $ VII. Additional Opportunities to Support Conference Activities o Product/Service Preview... $5,000 $ o Promotions and Fun Giveaways.... $6,000 $ o Welcome Banner o Small Logo... $500 $ o Medium Logo.... $1,000 $ o Large Logo... $2,000 $ o Trifold Schedule at a Glance... $5,000 $ (Includes a Four Color Ad) o Hotel Key Cards.... $7,000 $ o Conference Registration Bag o Small Logo... $1,500 or $ o Exclusive Logo... $6,000 $ o Sweet Tooth Friday....$15,000 $ o Connection Café... $5,000 $ o Badge Sponsorship.... $7,500 $ o Lanyard Sponsorship...$12,000 $ o Coffee/Refreshment Break # of breaks (up to 6):...per break $7,000 $ o Stationary Sponsor... $2,500 $ o Message Center...per day $1,000 $ o Thursday o Friday o Saturday or o all 3 days for... $2,500 $ o Screening of your Video/CD on ADHD... per video $500 $ o Company Flyer/Brochure Insert in Conference Registration Bag... $2,000 $ o Web Sponsorship/Advertising on (6 months from June 2012 to November 2012 in Conferences and Training) o Mini Tower... $1,250 $ o Square... $1,475 $ o Standard Banner... $1,700 $ Most sponsorships include recognition on and in the Conference Program Book. Grand Total: $ VIII. Payment Method (All funds received must be in U.S. dollars.) o Check enclosed (payable to CHADD) o Money Order o VISA o MasterCard o American Express o Discover Print name as it appears on card: Card Number: Expiration Date: Signature: 2 ExhibitOR/ADVERTISER/SPONSOR APPLICATION AND CONTRACT

3 Acceptance of Contract Applications for exhibits are subject to review. CHADD continues to reserve the right, at its sole discretion, to accept or reject requests for exhibit space at the 24th Annual CHADD International Conference on ADHD. Disclaimer: CHADD does not endorse products, services, publications, medications or treatments. Exhibitors at a CHADD sponsored event do not represent an endorsement by CHADD, nor is it testimony by CHADD as to the quality of the product exhibited or the validity of the exhibitor s claims. For the listed activities at the 24th Annual CHADD International Conference on ADHD, this contract constitutes the applicant s agreement to abide by the guidelines and regulations included in this exhibitor s invitation to ensure the safety and success of the conference. Please read the CHADD Exhibit Rules and Regulations, sign and return application along with payment and the signed Contract Guidelines. Authorized Representative & Title (Please Print) Authorized Representative Signature Date CHADD Exhibitor Contract Guidelines Please complete these guidelines and return to CHADD with the signed exhibitor contract. Failure to complete and return this form will result in loss of Exhibitor privileges. As a condition of acceptance by CHADD of the attached Exhibitor Contract in connection with the 24th Annual CHADD International Conference on ADHD in San Francisco, California from November 8-10, No exhibitor shall be permitted to display information for any substance, product or service which represents a potential threat to public health or safety. Nutritional products that comply with all applicable state and federal regulations, including but not limited to required licenses or approvals by the Food and Drug Administration (FDA), or marketing regulations promulgated by the Federal Trade Commission (FTC) or similar state enforcement authority may be distributed at CHADD annual conference sites, including in the exhibit hall. The distributor of such nutritional products may make no claim about ADHD and attention. No exhibitor shall display or distribute any information that contains claims that may not readily be substantiated by generally accepted scientific research methods and findings and/or educational standard and practice. I certify that I have read and understand the above standards, and agree that failure to operate in compliance therewith may result in immediate revocation of exhibitor privileges and booth closure by CHADD or its designated representative and forfeiture of all fees paid to CHADD in connection with the 24th Annual CHADD International Conference on ADHD. Name: Title: Company: Signature: Date: Forward signed contract and guidelines along with your deposit to: Barbara Rose, Sales and Advertising Manager CHADD 8181 Professional Place, Suite 150, Landover, MD Or fax to: Attention: Sales and Advertising Manager Please make a copy for your records. 3

4 CHADD Exhibit Rules and Regulations Location The Exhibit Hall will be located at the San Francisco Hyatt Regency Hotel. Exhibit booths will be pre-assigned on a first-come, first-served basis. Acceptance of Exhibits Applications for FIRST-TIME exhibitors and ALL TAKE-ONE exhibitors are subject to review. CHADD continues to reserve the right, at its sole discretion, to accept or reject requests for exhibit space at the 24th Annual CHADD International Conference on ADHD. Disclaimer CHADD does not endorse products, services, publications, medications or treatments. Exhibitors at a CHADD event do not represent an endorsement by CHADD, nor is it testimony by CHADD as to the quality of the product exhibited or the validity of the exhibitor s claims. Exhibitor Registration Exhibitors must register in the exhibitor s Registration Area on Wednesday, November 7, or Thursday, November 8. At that time they will receive badges and conference programs. Each exhibitor is entitled to one complimentary conference registration for the General Conference on November 9 and 10 and four booth attendant badges per booth. Booth Description Exhibits will be 8 x10 booths. CHADD will provide an identification sign, two chairs, one six-foot draped table, and one waste basket. Installing and Dismantling Exhibitors must set up exhibits from 3:00 p.m.-8:00 p.m. on Wednesday, November 7, 2012 and from 8:00 a.m. to 2:00 p.m. on Thursday, November 8, Dismantling must begin at 12:30 p.m. on Saturday, November 10, 2012 and should be completed by 3:00 p.m. that afternoon. Materials not removed by that time will be put in storage. All exhibits must be staffed during the hours the Exhibit Area is open. (Times and dates subject to change) Cancellation Cancellations must be sent in writing to CHADD. If a cancellation is received by or on March 12, 2012, all monies will be refunded. If a cancellation is received by or on August 6, 2012, all monies, less a $100 service charge, will be refunded. NO REFUNDS WILL BE MADE AFTER August 6, If display at your booth is not occupied by 9:00 a.m. on Thursday, November 8, 2012, CHADD reserves the right to use the space as it sees fit. Appropriate Use of Space Exhibitors are responsible for keeping the aisle near their booths free of congestion. All sound equipment must be kept at a low level so that it will not disturb other exhibitors. CHADD reserves the right to turn off the electricity of an exhibitor who violates this rule. Exhibitors must conform with local fire department regulations. Exhibitors must not injure or deface the walls or floors of the building, the booth, or the equipment. CHADD reserves the right to restrict or evict exhibitors that become objectionable because of noise, method of operation, materials, or any other reason that in the opinion of the Association detracts from the character of the Exhibit Area. If an exhibitor is restricted or evicted, no refunds will be made. Exhibitors may not assign, sublet, or apportion all or any part of the space allotted to them. Literature Distribution: All demonstrations or other activities must be confined to the limits of the exhibitor s booth. No advertising circulars, catalogues, folders, or devices shall be distributed by exhibitors in the aisles, meeting rooms, registration areas, lounges, or grounds of the San Francisco Hyatt Regency. Trade Publishers are prohibited from soliciting advertising during the 24th Annual CHADD International Conference on ADHD. Trade publications may be distributed from their booth, but automatic distribution is prohibited. Liability and Insurance The exhibitor, upon signing this contract, agrees to protect, save and hold CHADD, the San Francisco Hyatt Regency Hotel, and all their agents, employees, and beneficiaries (hereinafter called indemnities) forever harmless for any damages or charges imposed for violations of any law or ordinance, whether occasioned by the negligence of the exhibitor or those holding under the exhibitor; and further, exhibitor shall at all times protect and indemnify, save and hold harmless the indemnities against and from any and all losses, costs (including attorney fees), damage, liability, or expense arising from, or out of or by reason of, any accident or bodily injury or other occurrence to any person or persons, including the exhibitor, its agents and employees which arises from said exhibitor s occupancy and use of the Exhibit Area. The San Francisco Hyatt Regency Hotel shall be included in such policies and additional named insured. It is the exhibitor s sole responsibility to obtain business interruption and property damage insurance insuring any losses by exhibitor. Security CHADD will provide security during exhibit and non-exhibit hours within the exhibit area. However, all exhibitors must safeguard their goods, materials, equipment and display at all times. CHADD strongly recommends that exhibitors secure a rider policy during transportation to and from this conference as well as during installation, exhibit show days and dismantling. Booth reservations are on a first-come, first-served basis with priority consideration based on recent history of CHADD exhibiting, financial donation support, and advertising. Please include your 1st, 2nd, 3rd, and 4th choices on the Exhibitor s Contract found in this packet. A deposit of half the booth rental fee is due with the signed contract. Booth space must be secured with a deposit. Balances must be paid by August 6, 2012 or booth space will be forfeited. No refunds will be made after August 6, Acceptance of Exhibits and Take-One Exhibits Applications for FIRST TIME exhibitors are subject to review. CHADD continues to reserve the right, at its sole discretion, to accept or reject requests for exhibit space at 24th Annual CHADD International Conference on ADHD. Please include a sample brochure or pamphlet with your application. After booth confirmation, you will receive the preliminary conference program with information about registration, housing, travel and conference sessions. You will also receive your Exhibitor s Service Manual with complete information about ordering booth furnishings and arranging for freight, handling, and storage from the official service contractor. Booth support passes do not include participation in conference sessions or events outside of the Exhibit Hall. Exhibitors will receive one complimentary registration pass (per booth) for general conference sessions on Friday and Saturday, November 9 & 10, not the pre-conference sessions on Thursday, November 8, Beyond the one complimentary registration pass, representatives can register for the conference online at org or onsite at the Conference Registration Desk, and must pay regular conference rates. 4 ExhibitOR/ADVERTISER/SPONSOR APPLICATION AND CONTRACT

5 Conference Advertising Opportunities We are proud to announce that this is CHADD s 25th anniversary conference! Ask about our special early advertising discounts. And see Exhibitor/Advertiser Bundle discount options below. PRELIMINARY PROGRAM Over 50,000 targeted people, including parents, caregivers, health care professionals, educators, physicians, and adults with ADHD will receive this preview of the most informative conference on ADHD in Take advantage of this unique opportunity to reach the ADHD community and to increase awareness of your organization. For more advertising information call Barbara Rose at , ext Hurry, Preliminary Program deadline is April 20, Space Reservations: Due by April 20, 2012 Camera-ready artwork: due by April 27, 2012 Distribution: Mailed to over 50,000 targeted people in May 2012 CONFERENCE PROGRAM BOOK This essential reference tool is distributed to all conference attendees, including parents and professionals in the field. The Conference Program Book contains all relevant information about the conference, including profiles of speakers and award recipients. Attendees and others refer to this information-packed resource again and again, seeking out critical information about products and services. Keep your company's message in the minds of those who recommend and use your products and services all year long! Space Reservations: Due by August 20, 2012 Camera-ready artwork: due by August 31, 2012 Distribution: To All Attendees at Annual Conference Advertising Rates 4 Color and B/W Publication Spread Full 2/3 page 1/2 page 1/3 page 1/4 page Preliminary Program (4C) $3,800 $2,850 Preliminary Program (B/W) $2,800 $1,850 $1,400 $1,200 $900 $650 Conference Book (4C) $3,300 $2,600 Conference Book (B/W) $2,300 $1,600 $1,250 $1,100 $850 $600 Ads should be sent as high resolution (300 dpi) pdfs or jpegs to Laura Johnson: LJ_Design@verizon.net) and copied to: Barbara Rose (Barbara_Rose@chadd.org). EXHIBITOR/ADVERTISER BUNDLE DISCOUNT OPPORTUNITIES Discount Option 1: Early Bird Before July 16, % discount on all of the following: 3 Exhibit space 3 Full Page Ad in the Preliminary Program 3 Full Page Ad in the Conference Program Book Discount Option 2 10% discount on all of the following: 3 Exhibit space 3 Ad in the Preliminary Program 3 Ad in the Conference Program Book Discount Option 3 5% discount on all of the following: 3 Exhibit Space 3 Ad in one conference publication only (Preliminary Program or Conference Program Book) 5