TRI-STATE TRANSIT CONFERENCE & EXPO September 10-12, 2014 EXHIBITOR & SPONSORSHIP INFORMATION The Westin Portland Harborview Hotel 157 High St Portland, ME www..weessttiinporrttllandharrborrviieew..ccom
July 21, 2014 RE: Tri-State Transit Conference and Expo, Portland, ME, September 10-12 Dear Transit Business Partners: As you are planning your participation at trade shows and conferences in the Northeast this fall I hope you will plan to attend the Tri-State Transit Conference and Expo scheduled for September 10-12 at The Westin Portland Harborside Hotel in Portland, ME. This annual event will once again bring together the key decision makers, policy makers, operators, and planners of public transit throughout the Northern New England states of Maine, New Hampshire and Vermont. Service providers that attend range from small community-based demand responsive volunteer systems to mid-sized fixed route public transit systems. Goods and services typically used by these providers include scheduling/dispatching/ billing software, accessible buses and vans, fare collection systems, fleet maintenance products and services, drug and alcohol testing services, office supplies, transportation planning consultants, advertising firms and other transit-related items. The conference planning committee has solidified a top-notch conference agenda with outstanding sessions and speakers and we are looking to do the same with our vendor trade expo. We are striving to bring high-quality products and vendors to our own backyard to expose our local transit providers, planners and decision makers to the products and services that are available to assist them in delivering safe, efficient, and reliable transportation to the citizens of Northern New England. This conference will allow you direct access to and ample time to interact with this very important market segment and I truly believe the 2014 Tri-State Transit Conference is a must attend event for transportation-related vendors. Included with this letter is an Exhibitor/Sponsor Information Package that details the ways in which you can support this year s conference and enhance your exposure to the key decision makers in Northern New England transit. If you need additional information about sponsorship or vendor opportunities, please contact Cathy Drivas, 2014 Tri-State Transit Conference vendor coordinator, at 978-379-0010 ext 216 or e-mail at cathydrivas@hbssonline.com. To register your hotel room, call the Westin directly at 1-855-811-0043 or visit: https://www.starwoodmeeting.com/stargroupsweb/res?id=1407254786&key=349d7fd5. Sincerely, Jim Wood Maine Transition Association
SUMMARY OF PERTINENT VENDOR-RELATED INFORMATION SPONSORSHIP OF TRI-STATE EVENTS Vendors have several occasions to gain additional recognition at the Tri-State Transit Conference by sponsoring a Tri-State Event. All Sponsorships opportunities and their benefits are listed on the subsequent pages of this packet. BIG NIGHT OUT The Tri-State Transit Conference Big Night Out will take place on Thursday evening after the Vendor Expo and will provide additional time for networking with conference attendees. This year s Big Night Out will be a cocktail cruise on Casco Bay. CONFERENCE SCHEDULE (Please see the Conference Agenda for a complete schedule) Wednesday, September 10 th 8:30 am - 4:30 pm Conference Sessions Thursday, September 11 th 8:30 am - 1: 30 pm Conference Sessions 1:30 pm - 4:30 pm VENDOR EXPO 6:15 pm - 10:00 pm Big Night Out Cocktail Cruise Friday, September 12 th 8:30 am - 11:30 am Sessions & State Association Meetings DISPLAY SET-UP Set-up will take place on September 10 th after 5:00 pm or September 11 th 7:30 am 12:00 pm for both vehicle and booth displays. As vehicle parking is limited buses can only be moved to the assigned spaces during the Trade Show event and will be parking in offsite lots. All displays, including vehicles, must be fully set-up in their assigned locations by 12:00 pm on Thursday, September 11 th for the Expo Trade Show. TEAR DOWN Tear down and removal of displays must be completed by Friday, September 12 th at 10:30 am. BOOTH LOCATION Booth and vehicle parking assignments will be made on a first received & paid basis. MATERIAL SHIPMENT You may ship materials to the hotel in advance of the conference, however to ensure proper deliver you must use the following shipping address: The Westin Portland Harborveiw Hotel 157 High St Portland, ME 04101 YOUR VENDOR NAME HOTEL RESERVATIONS Make your room reservations directly with the hotel. Please note that the conference center and vendor display space is located in the host hotel, which has a limited room block for a conference rate of $199 per night. Reservations can be made online or by phone: 1-855-811-0043 Maine Transit Association $199/night https://www.starwoodmeeting.com/stargroupsweb/res?id=1407254786&key=349d7fd5
9 Reasons to Sponsor and Exhibit at the 2014 Tri-State Transit Conference: 1. Three States, One Conference Participants represent decision makers and transit providers in Maine, New Hampshire and Vermont. 2. Exposure All sponsors will receive recognition for their support through signage at the meeting and are included in the meeting program that all participants receive. To be listed in the Final Agenda, your sponsorship payment must be received by August 15, 2014. 3. Complimentary Registration Many sponsorships include a complimentary registration. 4. Market your Products You will have the opportunity at the conference to discuss your products and services directly with the organizational decision makers. 5. Affordable Meetings Members are appreciative of sponsorships, which help defray meeting costs and provide affordable meetings to industry leaders. 6. Memorable Event Face-to-face networking time, intermittent breaks, product giveaways with your company logo, and prize drawings are just a few ideas to add spice to the conference and draw attention to your organization and products while creating a memorable event for attendees. 7. Participation Flexibility The Tri-State Transit Conference offers Event Sponsorships, Joint Sponsorships and many different levels of General Sponsorships, all providing enhanced exposure for your products and services. Please see the Sponsorship Opportunities listing that follows to learn about some identified sponsorship options. If you are interested in an option or level of sponsorship that is not included on our pre-defined list, please contact Cathy Drivas at cathydrivas@hbssonline.com to discuss your goals and we will make every effort to accommodate you! 8. Promote Networking Sponsorships enable networking opportunities to be integrated into the Tri-State Transit Conference allowing more time for peer-to-peer interactions. 9. Participant Contact Information All Sponsors will receive participant contact information to use for follow-up business opportunities.
Expo Display Options 2014 Tri-State Transit Conference September 10-12, 2014 Westin Portland Harborview Hotel Register by 8/15/14 A. Table Exhibit 8 skirted table, chairs, electric & wi-fi $ 450.00 Includes registration for one person Each additional person from same company $ 50.00 B. Vehicle Space & Table Exhibit Outside vehicle space for vehicle up to 30 $ 500.00 8 skirted table, chairs, electric & wi-fi Includes registration for two people Each additional person from same company $ 50.00 Please note that vehicle space is limited and vehicles will be accepted on a first received & paid basis The Westin is located in intown Portland with valet parking for guests. Ten vehicle spaces will be allocated in front of the Hotel for vehicle displays during the Thursday afternoon trade show.
Sponsorship Opportunities BREAKS & BREAKFAST Sponsorship benefits include: Independent signage at sponsored break/breakfast Receipt of electronic list of conference participants Notation in printed final agenda Listing on Supplier Thank You Sign Listing on Supplier Thank You in registration packet Break Sponsorships Wednesday morning Wednesday afternoon Thursday morning Thursday afternoon Breakfast Sponsorships Wednesday Thursday Friday LUNCHEON Sponsorship benefits include: Thank you during lunch from podium Independent signage at sponsored luncheon Receipt of electronic list of conference participants Notation in printed final agenda Listing on Supplier Thank You Sign Listing on Supplier Thank You in registration packets Luncheon Sponsorships Wednesday Thursday $350 each $600 each $800 each x 3 sponsors BIG NIGHT OUT DINNER DANCE CRUISE benefits include: One free display booth at Vendor Expo Three complimentary conference registrations for staff Thank you during lunch from podium Independent signage at Big Night Out Receipt of electronic list of conference participants Notation in printed final agenda Listing on Supplier Thank You Sign Listing on Supplier Thank You in registration packets Big Night Out Sponsorship $4,500 sole sponsor or contact Cathy Drivas for further options Thursday CONFERENCE PROGRAM ADVERTISEMENTS benefits include: Ad inclusion in printed conference brochure which every conference attendee receives Program Ad Options & Pricing Full Page $225 Half Page $125 Quarter Page $75 Note: Advertisement must be submitted by August 15 th and ideally your artwork should be either in vector format (i.e. Adobe Illustrator or EPS), or a high-resolution (300+ dpi) raster image (i.e. png, gif, jpg). Please submit to either Paul Giguere at Maine DOT (paul.giguere@maine.gov) or upload to a box.net file location she has established for the conference: https://www.box.com/s/0599969023413f6d50fd. (You will have to register to upload).
2014 TRI-STATE TRANSIT CONFERENCE Vendor & Sponsor Participation Pricing Form Contact Name: Option A: Registration and Exhibit Booth Includes 1 registration, 8' draped exhibit table with electricity & internet Register by 8/15/12 Registration for one person and booth: $450 Each additional person: $50 SUB TOTAL $ Option B: Registration, Vehicle Display and Booth Space Includes 2 registrations, outdoor space for vehicle, 8' draped exhibit table with electricity & internet Register by 8/15/12 Registration for 2 people, outdoor space for vehicle & booth: $500 Each additional person: $50 SUB TOTAL $ Sponsorships Price Please fill in Sponsorship # 1: $ Please fill in Sponsorship # 2: $ SUB TOTAL Please make check payable to: Maine Transit Association AVCOG, 125 Manley Rd, auburn, ME 04210 GRAND TOTAL $
2014 TRI-STATE TRANSIT CONFERENCE Vendor Registration Forms Registrant # 1 Name: Mailing Address: Special Accommodations: Registrant # 2 Name: Mailing Address: Special Accommodations: Registrant # 3 Name: Mailing Address: Special Accommodations: Registrant # 4 Name: Mailing Address: Special Accommodations: Please complete and return with your pricing form & payment and send to: Cathy Drivas Tri-State Conference HB Software Solutions 1075 Westford St Lowell, MA 01851 cathydrivas@hbssonline.com