Exhibitor Prospectus. Kalahari Resort & Convention Center 1305 Kalahari Drive Wisconsin Dells, WI 53965

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1 Exhibitor Prospectus Kalahari Resort & Convention Center 1305 Kalahari Drive Wisconsin Dells, WI

2 Conference Demographics The 29th Annual Autism Society of Wisconsin Conference will be held on April 19-21, 2018 at the Kalahari Resort & Convention Center in Wisconsin Dells, Wisconsin. The Autism Society of Wisconsin Conference is an event where professionals, parents, individuals on the spectrum, family members and advocates gather to discuss various topics in the field of autism. Attendees leave the conference with an understanding of available resources and services that serve to improve the lives of individuals on the autism spectrum. Why exhibit at the conference? Exhibiting provides the opportunity to engage with over 700 attendees including some of the top leaders committed to improving lives of individuals living with autism. Below you will see compiled data from the 2017 annual conference, held April 27 April 29 at the Kalahari Resort & Convention Center. The other category is composed of a variety of different professionals. 2

3 The exhibitor fee includes a skirted 8 table with chairs, a one-line I.D. sign, name in conference program, and one general conference registration (includes Friday & Saturday). Sponsors are offered prime table locations, all other tables are randomly assigned. Deadline: April 2, 2018 Exhibit at the Conference Commercial Exhibitors 1 table- $350 2 tables $500 Non-Profit Service Providers 1 table $250 2 tables $350 Individuals with ASD 1 table $60 2 tables $100 Resource Information Table This is for companies or organizations who would like to display 1-2 of their materials on a shared table. Materials must be shipped 2 weeks in advance, at own expense to: Autism Society of Wisconsin 1477 Kenwood Drive Menasha, WI Shared Table- $50 Important Information Electricity is an additional expense. Exhibitors are responsible for setting up their own electricity prior to the conference through Wisconsin Exposition Services at (262) Identify yourself with the Autism Society Conference, April 19-21, 2018 and they will bill you directly. Wi-Fi internet access is available at no charge. Exhibitor Scavenger Hunt All attendees will receive a scavenger hunt form upon checking in for the conference at the registration table. They are asked to visit the exhibit tables to receive exhibitor initials. Once they receive the required number of initials, they are eligible to win a prize. The scavenger hunt will begin on Thursday, April 19 and conclude on Saturday, April 21. Instructions are listed on the top of the form. Completed forms will be submitted to the Autism Society of Wisconsin registration table for a random drawing after the conference concludes. 3

4 The Autism Society of Wisconsin provides access to space, at a cost, to approved exhibitors. Acceptance of an exhibit is not to be construed or promoted as an endorsement by the Autism Society. Set-Up: Exhibit Details Exhibitors can begin setting up on Thursday, April 19, as early as 7:30 AM. Please check in at the registration table when you arrive. I.D. signs will identify your exhibit space. Take-Down: You can begin take down of your exhibit Saturday after 11:30 AM. Exhibit Hours: Thursday, April 19: 9:00 AM 5:00 PM Friday, April 20: 7:30 AM 5:00 PM Saturday, April 21: 7:30 AM 11:30 AM Exhibitor Meals: All exhibitors and attendees are responsible for their own lunches. Coffee and a light breakfast will be available all three days of the conference. Electricity: Electricity is an additional expense. Exhibitors are responsible for setting up their own electricity prior to the conference through Wisconsin Exposition Services at (262) Identify yourself with the Autism Society Conference, April 19-21, 2018 and they will bill you directly. Wi-Fi internet access is available at no charge. Shipping Items: Exhibitors are responsible for arranging their own shipments to and from the Kalahari, at their own expense. This can be set up by calling the business center at or by Product Sales: The Exhibitor assumes responsibility for securing all appropriate licenses for the sale of merchandise and is solely responsible for the collection of all applicable state and local taxes. Liability, Loss or Damage: All Exhibition merchandise and property is the responsibility of the Exhibitor. The Autism Society is not responsible for any loss or damage to such belongings. Property and liability insurance are the responsibility of the Exhibitor. Lodging Reservations To reserve a room at the Kalahari please contact the hotel directly at and identify yourself with the Autism Society of Wisconsin room block. Call in advance; only a limited number of rooms are blocked at a special rate of $109 per night for a single or $122 for a double, triple or quad room Wednesday Friday. The rate will increase to $139 per evening for reservations on Saturday. All overnight guests are invited to indulge in the complimentary use of the waterpark and fitness center. Room reservation cut off date is March 19, 2018; all unconfirmed rooms will then be released to the general public. 4

5 Exhibitor Application and Contract Date: 29th Annual Autism Society of Wisconsin Conference Kalahari Resort & Convention Center; Wisconsin Dells, WI April 19-21, 2018 Company/Organization: Website: Address: City: State: Zip: Contact Person: Address: Phone Number: Fax Number: Brief Description of Product/Service to be displayed: Do you plan to sell products in the exhibit area? Yes No If Yes, exhibitor takes responsibility for securing vendor license, and collecting all applicable state/local taxes I would like to donate the following product(s) for the raffle. I will bring the item with me to the conference: Value: $ Exhibit Booth Rates: Commercial Exhibitors: 1 table $350 2 tables $500 Non-profit Service Providers: 1 table $250 2 tables $350 Individual on the Spectrum: 1 table $60 2 tables $100 Resource Information Table $

6 Names of individuals working your exhibit: Name of person receiving general conference registration (including Friday & Saturday, pre-conference workshops should be added separately): Payment & Cancellation: Payment Information Full payment is required. Checks should be made payable to Autism Society of Wisconsin (U.S. funds drawn on a U.S. bank) and sent to: Autism Society of Wisconsin, 1477 Kenwood Dr, Menasha, WI Written cancellation made before April 2, 2018 will receive refund of amount paid. No refunds after April 2, Confirm your selections below: Commercial Exhibitors: 1 table $350 2 tables $500 Non-profit Service Providers: 1 table $250 2 tables $350 Individual on the Spectrum: 1 table $60 2 tables $100 Resource Information Table $50.00 Total Amount Enclosed: $ Check Credit (Visa, MasterCard or Discover only) Check #: Cardholder Name (print legibly): Card Number: Expiration Date: CVV Code: Cardholder Signature: Billing info must be included: Address: Phone Number: Country: Address: City: State: Zip: Agreement Deadline: April 2, 2018 Therefore, the undersigned agrees to all terms, regulations, and conditions set forth in the Exhibitor Prospectus and application, is hereby made for exhibit space at the Kalahari Resort & Convention Center, April 19-21, 2018 at the 29th Annual Autism Society of Wisconsin Conference. Authorized Signature: Title: Date: 6

7 Autism Society Exhibitor Contract Rules and Regulations Indemnification 29th Annual Autism Society of Wisconsin Annual Conference Wisconsin Dells, WI April 19-21, 2018 The Exhibitor agrees to indemnify, defend and hold harmless, the Autism Society of Wisconsin, its committees, executive board members, agents, contractors or employees, the State of Wisconsin and the Kalahari Resort & Convention Center, any claims, liabilities, damages, expenses and attorney s fees and miscellaneous expenses of any sort, arising from any procedures or lack thereof, negligence of the Exhibitor and its officers, directors, employees, agents, contractors and guests, including without limitation, claims of property damage or loss and injury or harm to persons due to violating the terms, rules and regulations or damage of any kind caused by Exhibitor s installation, use and or occupancy of rented space and dismantling. The Exhibitor also agrees to release from liability the Autism Society, its committees, executive board members, agents, contractors or employees, the state of Wisconsin and the Kalahari Resort & Convention Center any damages, theft, loss, injury or harm to a person or Exhibitor s property, or its officers, directors, employees, agents, contractors and guests due to fire, flooding or any other accidental cause. Installation, Dismantle, No Shows All Exhibitors must set-up during the designated hours. In an event that an Exhibitor does not set-up by Friday, April 20, 2018 and does not inform the Autism Society, the Exhibitor will be considered a NO SHOW. At this point, the Autism Society reserves the right to use the space. The Autism Society encourages all exhibitors to occupy their table during display hours. Dismantling prior to the official close of the Exhibit Hall is discouraged. Exhibitor Code of Conduct Exhibitors are prohibited from entering any other exhibitor s space without their consent. Exhibitor agrees not to deface, destroy or perform any permanent cosmetic procedures to any element of the Kalahari Resort & Convention Center. At no time should an Exhibitor s audio equipment of any sort, hinder the booth activities of any other Exhibitor. The Autism Society reserves the right to determine and enforce acceptable volume levels. Exhibitors, their employees, guests and contractors must behave in a professional manner at all times. The Autism Society reserves the right to dismiss any Exhibitor for the exposition due to unprofessional and offensive behavior. The Exhibitor will be held responsible for the conduct of its employees, guests and contractors. Fire/Electrical Protection All Exhibitors must comply with the local, state and federal fire code regulations. Electrical wiring must conform to all local state and federal fire code regulations. Exhibitor assumes all responsibility for compliance with all federal, state and local regulations and ordinances of, including but not limited to fire, safety and health. Only fireproof materials are permitted in all exhibit booths. If the Autism Society suspects an Exhibitor has violated fire code regulations, an inspection will be performed. If the inspection does reveal a fire code violation(s), the Autism Society reserves the right to dismiss part or all of the exhibit display. Security The Autism Society and the Kalahari Resort & Convention Center will not be held accountable for any loss, theft or damage to Exhibitor s booth display and promotional material. The Exhibitor is responsible for all of its exhibit display and promotional materials during the entire conference. Exhibitor should exercise reasonable practices to secure its booth display and promotional materials. 7

8 Inability to Open the Exposition In an event that the Exposition is cancelled due to war, fire, flooding, environmental disaster, convention center construction or any reason beyond the control of the Autism Society, a refund determined by the Autism Society will be applied to the Exhibitor. Under no circumstance will the refund exceed the initial amount paid. Re-Sale of Exhibit Space The re-sale of exhibit space granted to Exhibitor by the Autism Society to another organization, association or company is prohibited. Non-Profit Status All Non-Profit Exhibitors must have documentation that confirms their 501 (c) (3) status. Use of The Autism Society Name/Logo The use of the Autism Society Name/Logo by any Exhibitor, without written permission from the Autism Society is forbidden. Violation of Rules and Regulations Failure to comply with the terms, rules and regulations may result in removal from the conference and future Autism Society expositions. If removed from the Exposition due to violation of the Rules and Regulations, all fees submitted will not be refunded. 8

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