Maternal-Child Health Seminars & Conference Indianapolis Convention Center > Indianapolis, Indiana September 30 (Seminars) & October 1-2 (Conference), 2014 Exhibitor & Sponsor Prospectus Event Glide Ensuring Smooth Events
Event Glide Ensuring Smooth Events 2014 Maternal-Child Health Seminars & Conference Indianapolis Convention Center Indianapolis, IN Dear Valued Partner, It is our pleasure to invite you to the 2014 Maternal-Child Health Conference: A Conference for Perinatal Professionals. This event will be October 1-2, 2014 in Indianapolis, IN preceded by our one-day seminars: Maternal-Child Health: Trauma in the Perinatal Period - Causes, Impacts, Responses, and Prevention as well as our Maternal-Child Health in the Community: It Starts with Nurses. This conference and both seminars are sure to excite and please all of our sponsors, exhibitors, and most of all, our attendees. We anticipate an attendance at the 2014 events of 300+ pulling from professionals across the world, consisting of nurses, lactation consultants, peer counselors, birth and postpartum doulas, childbirth educators, midwives, pediatricians, family practice physicians, obstetricians, and many more. This is a registration event with a capacity for 500 attendees with room to grow beyond this number. We are also offering an exhibitor pass to guests that want to visit the exhibit hall specifically. Our partnership with several regional childbirth service organizations helps to ensure top-quality conference content and highly sought-after and engaging speakers with expertise among a wide array of topics. Our attendees seek opportunities to learn new and existing trends, ways to strengthen their skills, the power of community outreach, and much more, all while earning valuable continuing education credits. Our attendees are also very passionate and enthusiastic about their profession and industry, and will seek high levels of interaction with our sponsors and exhibitors. That is why we believe it is an exceptional value for your company to have a presence either as a sponsor, an exhibitor, or even both at the Indianapolis Convention Center during the three days of our event. As an ever-evolving city, Indianapolis promises to deliver top quality visitor experience. The city s many attractions include the Indianapolis Zoo, Children s Museum, and Museum of Art, and the city offers incredible experiences that will excite all visitors. Whether it be a museum, beautiful park or garden, or great restaurant, you will always find something exciting occurring in this great Midwest city! We truly appreciate the support and involvement of all of our exhibitors and sponsors to make this event and future events as outstanding as possible for our attendees. Please carefully review the Exhibitor & Sponsor Prospectus, and return your application promptly. On behalf of Event Glide and most importantly all of our attendees, thank you for helping advance this incredible and extremely important field. We look forward to welcoming you to Indianapolis! Sincerely, The Event Glide Executive Team All photos courtesy: Indianapolis Convention & Visitors Association; visitindy.com About Us: Questions? Contact: Phone: 855-EGLIDE1 Email: info@eventglide.com Event Glide is a comprehensive meeting planning provider. We strive to create and deliver the highest quality conferences for personal and professional development. Event Glide utilizes an abundance of meeting planning ability to deliver the best learning experience possible to all attendees. Our vision at Event Glide is to enhance development across all fields and industries by promoting and facilitating all-encompassing opportunities for professional development. We do this through meetings of all sizes and mediums worldwide. 2
Indianapolis Convention Center 100 South Capitol Avenue Indianapolis, IN 46225 Phone: 317-262-3400 http://www.icclos.com Event and Attendee Overview: These one-day seminars and two-day conference features global experts from the perinatal field. The seminars and conference offer learning opportunities to improve your clinical skills, develop your practice, learn new and exciting information, address topics such as infant mortality, traumatic birth, and more. This event will connect you with some of the best in the profession as well as give you a chance to network and meet colleagues from all aspects of perinatal work. Attendees will consist of nurses, lactation consultants, doulas, midwives, childbirth educators, and so many more. 3
EXHIBITOR SCHEDULE & IMPORTANT DATES Monday, September 29, 2014 > Exhibitor Registration 9:00 AM - 4:00 PM > Exhibitor Installation 9:00 AM - 5:00 PM > Event Management Inspection 5:00 PM - Complete Tuesday, September 30, 2014 (Seminars) > Exhibit Hours 7:00 AM - 6:00 PM Wednesday & Thursday, October 1-2, 2014 (Conference) > Exhibit Hours 7:00 AM - 5:00 PM EXHIBITOR INFORMATION SPACE ASSIGNMENT PROCESS Space will be assigned on a first come (application) first served basis. You will have the option to select a booth(s) from the floor plan layout in this prospectus. EXHIBITOR S AUTHORIZED REPRESENTATIVES The Exhibit Hall is limited to individuals, business firms and manufacturers that have contracted and paid for tabletop exhibits. Each exhibitor shall provide Event Glide with the names and titles of personnel in attendance in the Exhibit Hall on the appropriate exhibitor registration form by the specified date. BOOTH FEES Standard* (10 x10 ) - $1,500 Premium* (Booths 1, 4, 5, 10, 11, 17, 27) - $2,000 Small Business** (5 employees or fewer) - $700 *Early Bird price of $1,000 (standard booth) and $1,500 (premium booth) by 5/5/14. **Application for small business booths due by 3/31/14. RULES & REGULATIONS 1. No more than one organization may exhibit in a single booth unless otherwise approved by Event Glide. 2. Exhibits must conform to booth size and not exhibit beyond the limits issued to them by Event Glide. 3. All Exhibits must be set up no later than 5:00 p.m., Monday, September 29, 2014. 4. Exhibits may not be dismantled prior to 5:00 p.m., Thursday, October 2, 2014. 5. Exhibits must be staffed at all times during the Exhibitor Hours of the conference. 6. All exhibitors must comply with Indianapolis Convention Center rules and regulations. 7. Music or other sound effects from a booth must not negatively interfere with other exhibitor s booth experience. 8. Exhibitors assume responsibility for and agree to indemnify and defend Event Glide, Indianapolis Convention Center and their respective employees and agents against any claim or expense arising out of the exhibition premises. 9. The Exhibitor understands that neither Event Glide nor the Indianapolis Convention Center maintains insurance covering the Exhibitor s property. It is the sole responsibility of the Exhibitor to obtain such insurance. 10. Event Glide maintains the right to approve any and all exhibitor applications. 11. If any of these rules or regulations are not adhered to by the exhibitor, Event Glide retains the option to dismiss any exhibitor from their space and the conference without refund of fees. 12. Additional information including shipping instructions, union management, decorator information, etc. will be sent to each exhibitor closer to the event. 13. Exhibitors must not operate in a way that is disruptive or violates the rights of other exhibitors. 14. All materials pertaining to an exhibitor must be contained and maintained within the allotted space. Space should also be kept clean and orderly. 15. Photography and videotaping is not permitted unless otherwise approved by Event Glide. 16. All exhibitors are required to set up their booths in accordance with ADA (Americans with Disabilities Act) regulations. BADGE PICKUP & INSTALLATION 1. Once application and full payment are received you will receive a badge request form for up to two representatives. If you would like additional badges, there will be a $75 fee charged for each additional person. Badge pick-up will occur during exhibitor registration on September 29, 2014 from 9:00 a.m. - 4:00 p.m. No person will be admitted to the Exhibition Hall without a badge. 2. Installation of exhibits will be from 9:00 a.m. - 5:00 p.m., Monday, September 29, 2014. 3. All exhibits not installed by 5:00 p.m. September 29, 2014 will be installed at Event Glide s timing and permission. CONTINUED ON PAGE 5 4
EXHIBITOR INFORMATION CONTINUED: WHO CODE & INDUSTRY GUIDELINE COMPLIANCE Event Glide will perform a review of all booths at 5:00 p.m. on September 29, 2014 to ensure that all exhibits meet WHO Code compliance. Conference participants who perceive that a violation of these regulations has occurred are encouraged to immediately bring their complaint to the attention of the Event Glide staff at the conference registration desk. DISTRIBUTION OF PRODUCT Exhibitors shall comply with all applicable U.S. Food and Drug Administration (FDA) regulations, including, without limitation, FDA restrictions on the promotion of investigational and preapproved drugs and devices and the FDA prohibition on promoting approved drugs and devices for unapproved uses. Any product not FDA-approved for a particular use or not commercially available in the U.S. may be exhibited only if accompanied by easily visible signs indicating the status of the product. THIRD-PARTY AFFILIATES Any third-party organizations in relation to the exhibitor must submit contact information such as, phone number, client s name, address, phone/fax numbers, a signature, and a title. EXHIBITOR SERVICE MANUAL An exhibitor manual will be sent prior to the event and will not be submitted until receipt of payment. OFFICIAL DECORATOR A list of approved decorators will be provided upon contracting a booth. USE OF EXHIBITOR-APPOINTED CONTRACTORS If you plan to use a service contractor other than the official contractor, notify Event Glide in writing by July 31, 2014. If not notified, the exhibitor-appointed contractor will not be permitted to set up your booth. Please refer to the Exhibitor Service Manual for the use of exhibitor-appointed contractor forms and regulations. Exhibitor-appointed contractors are required to furnish Event Glide with an insurance certificate in the amount of $1,000,000 liability to include property damage no later than July 31, 2014. The certificate must indicate full coverage for the installation and dismantle dates. LIABILITY AND SECURITY Exhibitors must make the necessary arrangements for securing their display and property at all times. General security service will be provided by Event Glide for the exhibition period, but Event Glide, the security service, and the Indianapolis Convention Center will not be responsible for the loss of any material by any cause. The exhibitor is responsible for all liability, losses, claims, and demands relating to any injury, death, or damage to property (including the Exhibition Hall), however occurring, arising from the acts of the exhibitor, his or her employees, agents, licensees, or contractors. The exhibitor agrees to indemnify and hold harmless Event Glide and the Indianapolis Convention Center from and against any and all liability, losses, claims, and demands that may arise from or be asserted in connection with the foregoing undertaking and responsibilities of the exhibitor. CANCELLATION TERMS All exhibitor contracts are final and will not receive any refund for cancellations made by exhibitor. CONFERENCE CANCELLATION This agreement is automatically terminated in the event the Maternal-Child Health Seminar & Conference is cancelled due to causes that are beyond reasonable control (i.e., acts of God, war, terrorism, government regulations, disaster, fire, strikes, civil disorder, curtailment of transportation facilities or other similar cause beyond the control of the parties making it inadvisable, illegal or impossible to hold the Conference). Event Glide will determine an equitable basis for the refund of such portion of the exhibit fees, after due consideration of expenditures and commitments. TERMS AND CONDITIONS As part of your agreement to participate in exhibiting at this conference, the exhibitor must agree to all mentioned rules and regulations and terms in this agreement. Event Glide reserves the right to refuse space to any exhibitor application at its sole discretion. 5
SPONSORSHIP OPPORTUNITIES Event Glide offers several sponsorship packages to meet the varying financial resources and goals of organizations. PLATINUM SPONSORSHIP Cost: $15,000 You receive: 15 conference attendee registrations Exhibit booth in a prominent location Recognition as meal sponsor Brochure listing Website logo placement Option to give the morning welcome GOLD SPONSORSHIP Cost: $10,000 You receive: 10 conference attendee registrations Exhibit booth in a prominent location Recognition as meal sponsor Brochure listing Website logo placement SILVER SPONSORSHIP Cost: $7,000 You receive: 5 conference attendee registrations Exhibit booth Recognition as meal sponsor Brochure listing Website logo placement BRONZE SPONSORSHIP Cost: $2,500 You receive: 1 conference attendee registration Exhibit booth Brochure listing Website logo placement SCHOLARSHIP OPPORTUNITY Sponsor an attendee by giving them a scholarship to attend the event. The price of this opportunity depends on the number of registration seats you want to sponsor. For more information or to apply for this opportunity, please call us at 855-345-4331 or email us at info@eventglide.com. 6
ADDITIONAL OFFERINGS BREAKFAST SPONSORSHIP Cost: $5,000 This sponsorship includes signage with your company name and logo and a continental breakfast provided to the general attendance on either day 1 or day 2 of the conference. COFFEE BREAK SPONSORSHIP Cost: $1,000 This sponsorship includes signage with your company name and logo and a coffee break provided to the general attendance on either day 1 or day 2 of the conference. EVENING BIRTH TRAUMA SESSION SPONSORSHIP Cost: $500 An opportunity to sponsor the evening Birth Trauma Session with Dr. Leslie Butterfield. This includes an optional introduction of the speaker by the sponsor as well as signage with company name and logo. INTERNET SPONSORSHIP Cost: $5,000 An opportunity to sponsor a highly trafficked area where attendees can stop and access the internet, email connections, and much more. The sponsorship includes signage with your company name and logo and three computers located in a highly visible area. KEYNOTE SPONSORSHIP Cost: $500 An opportunity to sponsor one of two keynote presentations. This includes an optional introduction of the speaker by the sponsor as well as signage with company name and logo. ADVERTISING OPPORTUNITIES PROGRAM BROCHURE ADS: Cost: Back cover $1,500 Full page $1,000 Half page $500 An opportunity for your company to advertise to all attendees attending the Maternal- Child Health Seminars & Conference via the program binder which contains educational content from the event. TOTE BAG INSERTS: Cost: $250 Get your company s name in every attendee s hands by supplying all attendee tote bags with an advertisement. Don t see what you re looking for? Call us to create a customized option for you!! 7
Indianapolis Convention Center Floor Plan LEVEL 1 See booth spaces below RECEPTION ROOM (EXHIBIT HALL) Indicate your preferred booth locations (1-27) on the registration form on the following page. Premium Booths: 1, 4, 5, 10, 11, 17, 27 8
Event Glide Ensuring Smooth Events 2014 Maternal-Child Health Seminars & Conference September 30 & October 1-2, 2014 Registration Company Name Date Address City Province/State Country Zip/Postal Code Contact Website Phone Email Exhibitor Standard Booth* (10 x10 ) - $1,500 Premium Booth* (Booths: 1, 4, 5, 10, 11, 17, 27) - $2,000 Small Business Booth** (5 employees of fewer) - $700 *Early Bird price of $1,000 (standard booth) and $1,500 (premium booth) by 5/5/14. **Application for small business booths due by 3/31/14. Exhibitor fees for booths include pipe and drape, one ID sign, one skirted table and one chair. Prior to the show you will receive an exhibitor service kit from the show decorator, which includes all exhibit space ordering and shipping information. Preferred Booth Locations All 5 Preferred Booth Locations must be indicated below. If all 5 locations are not indicated, exhibitor forfeits the right to be contacted if selections are no longer available. In such case, Event Glide reserves the right to place the exhibitor in a like configuration in the best available location. 1. 2. 3. 4. 5. Sponsorship Opportunities First preference for sponsorships will go to registered exhibitors. Sponsorships will be allocated subject to availability based on the date your completed registration form and payment are received. Sponsorships are nonrefundable. Platinum - $15,000 Gold - $10,000 Silver - $7,000 Bronze - $2,500 Additional Offerings & Advertising Opportunities: (See page 7 for pricing) Breakfast Coffee Break Internet Back cover ad Full page ad Evening Birth Trauma Session Keynote Half page ad Tote bag insert Payment Information TOTAL: PAYMENT POLICY: To be considered, applications must be accompanied by a check payable to Event Glide or credit card (Visa, MasterCard or American Express) for the full amount. CREDIT CARD INFORMATION: Visa MasterCard American Express Discover Name on Card: Street Address: City: State: Zip/Postal Code: Card Number: Exp. Date: CVV: MAIL TO: Event Glide 2101 S. Yost Ave. Bloomington, IN 47403 Authorized Applicant Signature Please Print Name Title Date 9
Event Glide Ensuring Smooth Events Mail: 2101 South Yost Avenue, Bloomington, IN 47403 Phone: 855-EGLIDE1 (855-345-4331) Fax: 888-531-7892 E-mail: registration@eventglide.com