exhibitor brochure - Public Housing Authorities Directors Association
Contents
1. F E f l ra fia a 5 Timothy Q Kaiser F ie Executive Director Hotel Registration Register for the conference first and receive a conference code to make your hotel reservations Reservations will not be accepted without a code Hyatt Regency San Francisco 5 Embarcadero Center San Francisco California 94111 https resweb passkey com go 2015PHADA Room Rate 209 00 single double Room rates are per night plus applicable tax A portion of the room rate is being used to offset conference costs Cut off date Wednesday April 1 2015 Hotel Reservation Required Deposit All reservations must be accompanied by a first night room deposit or guaranteed with a major credit card Deposits will confirm the reserva tion for the dates indicated and upon check in shall be applied to the PHADA member s 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 1 2015 Reservations can celed after April 1 2015 will be charged a non refundable one room night fee of 209 00 based on availability ee l iia Pm eee kiel ae al m Soa nualiGonvention amp Exhibition Exhibition Schedule Schedule items and times are subject to change Exhibits will be located in the Hyatt Regency San Francisco 12 00 pm 4 00 pm Exhibitor Registration and Set up 5 30 pm 7 30 pm Welcome Re2. the Exhib itor its agents employees and business 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 Convention Compliance with such laws is mandatory for all Exhibi tors 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 or dinance Firearms may not be used as part of an ex hibit 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 adopted 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 erec tion 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 inclu
3. PRESORIIED FIRST CLASS MAIL U S POSTAGE PAID PI m 5 a f Hagerstown MD Helping House America Permit No 93 511 Capitol Court NE Washington DC 20002 4937 RETURN SERVICE REQUESTED May 3 6 2015 Hyatt Regency San Francisco San Francisco California PHADA Ss 25S Annual Co ps ia RUE Y 35642015 el Calif 2015AN l J F M o aar Fe e e d A SA a p TA E m m pr h m z AVN YNE ua mien p a a 7 smal n behalf of PHADA I invite you to participate in PHADA s 2015 Annual Convention and Exhibition May 3 6 at the Hyatt Regency San Francisco Hotel At this year s exhibition vendors will have the opportunity to market their goods and services as well as network with public housing executive directors commissioners and staff members The exhibition hall is also the hub for networking receptions on Sunday and Monday and breakfast on Monday and Tuesday You can maximize your exposure by becoming a sponsor Sponsorship packages are outlined in this brochure We help make your participation a success by providing you with a high value booth package at a low cost Our staff is eager to assist you with all of your requests We are looking forward to working with you to make this show a success for our vendors If you have any questions about the conference or exhibition please contact Stephanie White at swhite phada org or 202 546 5445 Sincerely _ p a F
4. adline April 6 201 5 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 booth 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 City State Email Email PROMOTE YOUR COMPANY IN THE OFFICIAL CONVENTION PROGRAM L Please send an electronic 30 word description of your company for use in the 2015 Annual Convention amp Exhibition onsite program to ygoury phada org by April 10 2015 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 2015 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 Affiliat
5. 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 trom any resulting liability All property of the Exhibitor s is un derstood to remain under their care custody and control in transit to within and transit from the contines of the Hyatt Regency San Francisco PHADA will furnish secu rity guards but will not be responsible for the loss of any material whatever 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 HYATT REGENCY SAN FRAN CISCO its owners or managers which result from any act or omission of Exhibitor Exhibitor agrees to defend indemnity and hold harmless Hyatt HYATT REGENCY SAN FRANCISCO its owners managers officers or di rectors agents employees subsidiaries and affiliates from any damages or charges resulting from Exhibitor s use of the property Exhibitor s liability shall include all losses costs damages or expenses arising trom out of or by reason of any accident or bodily injury or other oc currences to any person or persons including
6. ay May 4 2015 Company logo displayed at the opening general Large logo listing Medium logo Small logo listing Company name session Monday May 4 2015 Reserved tables at PHADA s Bollinger Scholarship Luncheon Sponsor ribbon for name badge for all company Yes Yes attendees Pre and Post conference attendee list with contact Yes Yes Yes Yes information Additional Sponsorship Opportunities Available To learn more about PHADA s sponsorship opportunities please contact Stephanie White at 202 546 5445 or swhite phada org Exhibitor Rules and Regulations 1 CONTRACT FOR SPACE This contract for space 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 contract and PHADA from any liability 4 PAYMENTS FOR SPACE Exhibitor Re
7. ception in the exhibit hall Monday May 4 Continental Breakfast in the exhibit hall 7 30 am 8 30 am 8 30 am 10 15 am 10 15 am 5 00 pm 5 00 pm 7 00 pm Continental Breakfast in the exhibit hall Bollinger Scholarship Luncheon Exhibitor Tear down Exhibit Package 650 for PHADA Affiliate Members 700 for non PHADA Affiliate Members e 8x10 pipe and drape booth One 1 6 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 Exceptions 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 Pre and Post conference attendee list 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 it orn la cotn 20 ntrac SoM asta ctrandl Exhibitor Registration ms Ta i De
8. cerning rates for shipping and storage of materials
9. d Silver Bronze Benefits Sponsor Sponsor Sponsor Sponsor 7 500 5 000 2 500 1 000 Color advertisement included in the conference 1 page 1 2 page 1 4 page No program distributed to all conference attendees Recognition as an official opening reception sponsor Yes with event signage Sunday May 3 2015 Recognition as an official reception sponsor with event signage Monday May 4 2015 Recognition as an official sponsor of the three 3 continental breakfasts with event signage or promotional item One page marketing piece or giveaway included in the conference bag distributed to every conference attendee Sponsor to provide inserts Logo listing in the sponsor section of PHADA s Large logo listing Medium logo Small logo listing Company name conference program distributed to all conference listing listing attendees Logo listing on all conference signage Large logo listing Medium logo Small logo listing lt First choice of exhibit booth location choice First choice of exhibit booth location exhibit booth location a M o Logo listing on the sponsor section of PHADA s Large logo listing Medium logo Small logo listing Company name conference website with link to homepage me Complimentary conference registrations Two 2 One 1 One 1 One 1 For use by sponsoring company employees only Verbal recognition of sponsoring company by Yes Yes Yes PHADA s president at the opening general session Mond
10. de wall coverings floor coverings pipe and drape painting hanging of signs and or decorative materials trom the ceiling placement of all signs and the erection of platforms used for ex hibit 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 unskid ding leveling painting and assembly of machinery and equipment as well as the reverse process An Exhibi tor may hand carry material provided that they do not use material handling equipment When exhibitors do choose to hand carry material they may not be per mitted access to the loading dock treight 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 Exhibi tors and PHADA The rules and regulations of the Hyatt Regency San Francisco are also part of this contract TRADE SHOW EXPOSITION SERVICES Upon completion of trade show registration and payment Free man will mail to exhibiting company an Exhibitor Service Manual containing order forms and costs for additional furniture electrical plumbing floral and information con
11. e Members Method of Payment Full payment due with contract L Check make checks payable to the Public Housing Authorities Directors Association Credit Card please check LJAmerican Express LJMasterCard LIVISA Card Number Expiration Date Cardholder Name Cardholder Signature Booths are reserved 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 Why Should You Exhibit at PHADA s 2015 Annual Convention amp Exhibition Gain EXPOSURE to more than 500 housing authority executive directors and staffers while showcasing your product or service NETWORK with key decision makers during two receptions and two continental breakfasts in the exhibition hall CONNECT with the people you want to do business with at the Bollinger Scholarship Luncheon and the closing dinner LEARN about the current issues affecting your clients in time sensative education Sessions Sponsorship Packages Sponsorship Package Platinum Gol
12. gistration Forms must be accompanied with payment for the rent al 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 op eration materials or any other reason become objec tionable and also to prohibit any exhibit which in the opinion of the Exhibits Manager may detract trom 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 or p
13. omply 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 represen tatives or agents to the property of others and the Hyatt Regency San Francisco shall be the responsibility of the Ex hibitor 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 contines of the exhibit booth and ticket hold ers need to 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 complica tions make display of the prize impossible the Exhibitor must display a photo or other rendering 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 local regulations on
14. romotional 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 iden tity that would detract trom 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 tree use of the aisle Booth activities which cause people to congregate in the aisles are prohibited Apart trom the specitic display space for which an ex hibitor 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 Francisco 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 tlameproof and that all hangings clear the floor Electrical wiring must conform to National Electrical Code Safety Rules If in spection indicates that an Exhibitor neglected to c
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