Exhibitor brochure. - Public Housing Authorities Directors Association
Contents
1. non PHADA Affiliate Members e 8x10 pipe and drape booth One 1 X 30 skirted table Two 2 side chairs One 1 wastebasket One 1 7 x 44 identification sign e Up to two 2 complimentary conference registrations for booth personnel additional booth staff must register for the con ference No Exception Exhibitor registration includes access to all education sessions two receptions three continental breakfasts the Bollinger Scholarship luncheon and the closing dinner e Company profile and website listing in PHADA s onsite convention program e Post conference attendee list Reception in the exhibit hall Set Yourself Apart From Other Exhibitors Are you interested in maximizing your company s exposure and positioning yourself ahead of your competitors Splash your company name and logo around PHADA s convention to create a lasting impression Check out PHADA s sponsorship packages outlined in this brochure and contact Stephanie White at 202 546 5445 for any questions May 19 22 2013 San Antonio Texas Booth Contract and Exhibitor Registration Deadline April 15 2013 or until exhibit hall sells out Exhibiting Company As it will appear in PHADA s conference program and signage Company Name Contact Name for program book Email Address for program book Phone Address 1 Address 2 Website City State Zip Primary Contact Name Email Address Booth Personnel Limit two booth2. or promotional material may be made only within the booth assigned to the Exhibitor presenting such material No firm or organization not assigned space in the Convention will be permitted to solicit business within the exhibit area 9 BOOTH CONSTRUCTION The exterior of any display cabinet or structure facing an adjacent Exhibi tor s booth must be finished or suitably decorated at the expense of the Exhibitor erecting or installing such a display and must not include corporate or product identity that would detract from the adjacent display No exhibits will be permitted that interfere with the use of other exhibits or impede access to them or im pede the free use of the aisle Booth activities which cause people to congregate in the aisles are prohib ited Apart from the specific display space for which an exhibitor has contracted with the Exhibits Manager for display purposes of any kind or nature All booth personnel must be appropriately attired to maintain the professional and businesslike climate of the Convention All booth construction shall be subject to rules of Hyatt Regency San Antonio the exhibit service organi zation and the discretion of the Exhibit Manager 10 FIRE PREVENTION Fire Laws and Regulations require that all booth decorations be flameproof and that all hangings clear the floor Electrical wiring must conform to National Electrical Code Safety Rules If in spection indicates that an Exhibito
3. PHADA 2013 Annual Convention amp Exhibition n behalf of PHADA I invite you to participate in the PHADA 2013 Annual Convention and Exhibition May 19 22 2013 at the Grand Hyatt San Antonio At PHADA s 2013 exhibition vendors will have the opportunity to market goods and services and network with public housing executive directors commissioners and staff located throughout the United States Exposure opportunities are maximized with the four food functions planned on the exhibition floor PHADA will help you make your participation a success by provid ing you with a high value booth package at a low cost Our staff is eager to assist with all of your requests We are look ing forward to working with you to make this show a success for all involved If you have any questions about the convention and exhibition please contact Stephanie White at 202 546 5445 or swhite phada org Sincerely tol fi hr Timothy G Kaiser Executive Director Hotel Registration Call 888 421 1442 to make reservations at the Grand Hyatt San Antonio Mention that you are attending the PHADA meeting Grand Hyatt San Antonio 600 E Market Street San Antonio Texas 78205 https resweb passkey com go PHADA Cut off date Monday April 15 2013 Please only reserve rooms that you are certain you will use Reserving rooms that you do not ultimately use is detrimental to PHADAs room block Reserving rooms only as you need them will mak
4. ding the Ex hibitor its agents employees and business in invitees which arise from or out of the Exhibitor s occupancy and use of the exhibition premises the Hotel or any part thereof 16 COMPLIANCE WITH LAW The Exhibitor is charged with knowledge of all local laws ordinances and regulations pertaining to health fire prevention and public safety while participating in the Conven tion Compliance with such laws is mandatory for all Exhibitors and the sole responsibility is that of the Exhibitor Exhibitor shall not engage in any display publication performance or other activity which is in conflict with any federal state or local law regulation rule or ordinance Firearms may not be used as part of an exhibit nor as a giveaway Exhibitor will not display or bring into the exhibit any animal bird fish or other non human creature without the written consent of the Exhibits Manager 17 INTERPRETATION AND AMENDMENT The Exhibits Manager shall have full power to interpret or amend these rules Exhibitor agrees to abide by any rules or regulations that may here and after be ad opted by the Exhibits Manager which shall be as much a part hereof as though fully incorporated herein 18 EXHIBIT LABOR All work involved in the erection touch up painting dismantling and repair of all exhibits when this work is done by persons other than your full time company personnel will fall under union jurisdiction This work is to i
5. e it possible for all attendees to stay at the conference hotel and will help PHADA fulfill its contractual requirements After April 15 2013 any unsold rooms in the PHADA room block will be released for sale to the public Room Rate 199 00 single double All reservations must be accompanied by a first night room deposit or guar anteed with a major credit card Deposits will confirm the reservation for the dates indicated and upon check in shall be applied to the PHADA mem bers account Hotel will not hold any reservations unless secured by one of the above methods Deposits paid by members are completely refundable if canceled by April 2 2013 Reservations canceled after April 2 2013 will be charged a non refundable one room night fee of 199 00 Exhibition Schedule Schedule items and times are subject to change Exhibits will be located in the Grand Hyatt San Antonio Sunday May 19 8 00 am 3 30 pm _ Exhibitor Registration and Set up 5 30 pm 7 30 pm Welcome Reception in the exhibit hall Monday May 20 7 30 am 8 30 am Continental Breakfast in the exhibit hall 8 30 am 10 15 am Opening General Session 10 15 am 5 00 pm Exhibition Open 5 00 pm 7 00 pm Tuesday May 21 7 45 am 8 30 am Continental Breakfast in the exhibit hall 7 45 am 12 00 pm Exhibition Open 12 00 pm 1 30 pm Bollinger Scholarship Luncheon 1 30 pm 5 00 pm Exhibitor Tear down Exhibit Package 650 for PHADA Affiliate Members 700 for
6. erved on a first come first served basis Payment is required in full along with this contract in order to reserve a booth Booth assignments are at the sole discretion of PHADA Exhibitors will receive an Exhibitor Service Manual detailing booth furnishings shipping specifications and other pertinant exhibitor information about one month prior to the convention Mail this form with check to PHADA 511 Capitol Court NE Washington DC 20002 4937 or fax with credit card payment to 202 543 4381 If you have any questions please contact PHADA at 202 546 5445 Exhibitor Rules and Regulations 1 CONTRACT FOR SPACE This contract for spac and formal notice of assignment by the Public Housing Authorities Directors Association hereinafter referred to as the Exhibits Manager or as PHADA and the full payment of rental charges constitute a contract for the right to use the space 2 CANCELLATION OF SPACE Refunds will not be given to companies who do not for any reason exhibit after submitting a signed contract 3 CANCELLATION OF CONVENTION If the con vention is not held for any reason beyond the control of PHADA PHADA will return the rental payment on a prorated basis after all related Exhibition expenses incurred to that date have been met thereby cancel ling the rental charge and lease of space The Exhibitor agrees that this releases the Exhibitor from the con tract and PHADA from any liability 4 PAYMENTS FOR SPACE Exh
7. ibitor Registration Forms must be accompanied with payment for the rental cost for each booth made payable to PHADA 5 FORFEITURE OF SPACE If an Exhibitor does not follow the rules and regulations set by the Exhibits Manager the Exhibitor shall forfeit the space and the amount paid for regardless of whether or not the ex hibit space is subsequently leased 6 REASSIGNMENT OF SPACE Exhibit space not occupied by 3 30 pm on the opening day of the Con vention may be reassigned by the Exhibits Manager without refund of the rental paid 7 USE OF SPACE All measurements shown on the floor plan of the Exhibitor Service Manual are not warranted but are as accurate as possible The Exhibits Manager reserves the right to modify these plans as necessary to meet the needs of the Exhibitors and the Convention Exhibitors shall not share or sublet space without prior written consent of the Exhibits Manager The Exhibits Manager reserves the right to restrict or evict exhibits which because of noise method of operation materials or any other reason become ob jectionable and also to prohibit any exhibit which in the opinion of the Exhibits Manager may detract from the general character of the Convention as a whole Exhibitors must provide ample space within the confines of their booths for the collection of refuse Wastebaskets or other containers must not be placed in aisles 8 CIRCULARIZATION AND SOLICITATION Dis tribution of circular
8. l regulations on any merchandising ad vertising or promotional schemes that involve attract ing visitors to Exhibitor s location by an inducement that might be construed as lottery 14 LOSS DAMAGE AND INJURY If PHADA should be held liable for Exhibitor s action or failure to act in any matter whatsoever the Exhibitor shall reimburse PHADA for all expenses incurred and hold PHADA harmless from any resulting liability All prop erty of the Exhibitor s is understood to remain under their care custody and control in transit to within and transit from the confines of the Hyatt Regency San Antonio PHADA will furnish security guards but will not be responsible for the loss of any material what ever the cause Exhibitors must leave their space the way they find it 15 LIABILITY AND INSURANCE Exhibitor shall be fully responsible to pay for any and all damages to property owned by Hyatt Regency San Antonio its owners or managers which result from any act or omission of Exhibitor Exhibitor agrees to defend in demnify and hold harmless Hyatt Regency San Anto nio its owners managers officers or directors agents employees subsidiaries and affiliates from any dam ages or charges resulting from Exhibitor s use of the property Exhibitor s liability shall include all losses costs damages or expenses arising from out of or by reason of any accident or bodily injury or other oc currences to any person or persons inclu
9. nclude wall coverings floor coverings pipe and drape paint ing hanging of signs and or decorative materials from the ceiling placement of all signs and the erection of platforms used for exhibit purposes 19 FREIGHT HANDLING All work involved in the loading and unloading of all trucks trailers and com mon and contract carriers as well as the handling of empty crates and the operation of material handling equipment is under union jurisdiction The union also has the jurisdiction of the unloading uncrating un skidding leveling painting and assembly of machin ery and equipment as well as the reverse process An Exhibitor may hand carry material provided that they do not use material handling equipment When exhibi tors do choose to hand carry material they may not be permitted access to the loading dock freight door areas All Exhibitors are expected to comply with any union requirements in effect THESE RULES AND REGULATIONS become part of the contract between the Exhibitor and PHADA They have been formulated for the best interests of the Exhibitors and PHADA The rules and regulations of the Hyatt Regency San Antonio are also part of this contract TRADE SHOW EXPOSITION SERVICES Upon completion of trade show registration and payment PHADA will mail to exhibiting company an Exhibitor Service Manual containing order forms and costs for additional furniture electrical plumbing floral and information concerni
10. ng rates for shipping and storage of materials
11. r neglected to com ply with these regulations or otherwise incurred fire hazard PHADA reserves the right to cancel all or such part of the exhibit without refund All installations are subject to approval with all local fire regulations 11 REPAIR OF DAMAGES The cost of repairing any damage caused by the Exhibitor its employees repr sentatives or agents to the property of others and the Hyatt Regency San Antonio shall be the respon sibility of the Exhibitor Nothing will be posted on tacked nailed screwed or otherwise attached to the columns walls floors ceiling furniture or property of others or the hotel 12 GIVEAWAYS DRAWINGS AND DISTRIBU TION OF GIFTS All drawings or contests must be held within the confines of the exhibit booth and ticket holders need not be present when a drawing is held All prizes must be on display in the Exhibitor s booth during the Convention In the event that display of the prize is not practical because of its size or where other complications make display of the prize impossible the Exhibitor must display a photo or other render ing and complete details as to the prize s size value color etc 13 PROMOTION All promotional materials must be submitted for approval to PHADA before their use and must be in harmony with any state and local laws and agreements entered into by PHADA and the man agement of the exhibit hall The Exhibitor is responsible for following national state and loca
12. staffers per booth Additional attendees may be registered at the nonmember rate No exceptions Booth Staff Badge 1 Booth Staff Badge 2 Name Name Title Title City State s City State Email Email PROMOTE YOUR COMPANY IN THE OFFICIAL CONVENTION PROGRAM LJ Please send an electronic 30 word description of your company for use in the 2013 Annual Convention amp Exhibition onsite program to ygoury phada org by April 15 2013 LJ In order to drive traffic onto the exhibition floor our company would like to donate a prize to be given away in a drawing This document is a binding contract between my firm and the Public Housing Authorities Directors Association PHADA for the purchase of a 2013 Annual Convention Exhibit Package as described in this brochure My company understands and accepts the Exhibitor Rules and Regulations printed in this brochure My signature below certifies that am authorized to execute this contract on behalf of my company Name Signature Date Our company would like to purchase qty Exhibit Package s at 650 00 each for PHADA Affiliate Members Exhibit Package s at 700 00 each for non PHADA Affiliate Members Method of Payment Full payment due with contract LJ Check make checks payable to the Public Housing Authorities Directors Association Credit Card please check LJ American Express LJMasterCard AVISA Card Number Expiration Date Cardholder Name Cardholder Signature Booths are res
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