Get documents about "BiTS EXPO Print or Type March Hilton Phoenix East Mesa
Document Sample
BiTS 2009 EXPO March 8 – 11, 2009
Hilton Phoenix East/Mesa Hotel
Mesa, Arizona
EXPO Registration Application & Agreement
Print or Type
Part 1 – Company
Full Company Name __________________________________________________________________________________________________
Address ____________________________________________________________________________________________________________
City _____________________________________ State_____________ Zip _____________Country_________________________________
Website ________________________________________________
Products and/or Services being exhibited _______________________________________________________________________________
Preference for non-adjacent exhibitors (BiTS will make every effort to accommodate your request) _____________________________
____________________________________________________________________________________________________________________
Part 2 – Coordinator
(Company’s Contact for BiTS to direct further EXPO communications)
Name: ___________________________________________________ Title ______________________________________________________
Address: ____________________________________________________________________________________________________________
City ___________________________________ State_____________ Zip _____________Country___________________________________
Tel ____________________________________ Fax _______________________________E-mail ____________________________________
Part 3 – Authorized Representative
(Company’s authorized exhibits approver)
We hereby apply for exhibit space at BiTS 2009. In signing this contract we understand and agree to abide by the terms of this agreement.
Name: ___________________________________________________ Title ______________________________________________________
Address: ____________________________________________________________________________________________________________
City ___________________________________ State_____________ Zip _____________Country___________________________________
Tel ____________________________________ Fax _______________________________E-mail ____________________________________
Signature ________________________________________________ Date __________________
Part 4 – Payment
EXPO Registration Options (Select one):
One 8 foot wide booth ⎯ $1350 Two 8 foot wide booths ⎯ $2700 One 10 foot wide booth ⎯ $1700
Mail Order Form with Check (Checks MUST be drawn on a US bank) Or Provide credit card information below
__ CHECK (payable to: BiTS 2009 Workshop)
__ CREDIT CARD (Check one): ___Visa ___MasterCard ___American Express
Card Number ______________________________________ Exp. Date __________________
Exact Name on Card ________________________________ Signature _________________________________________
All payments must be made in US dollars, drawn on US banks. There will be a $50 fee assessed for returned checks or for chargebacks issued on valid credit card charges.
Fill-in the above registration application, Conference Management Services, Inc.
then mail or fax the complete document ATTN: BiTS 2009 – EXPO Registration
to the BiTS 2009 Registration Office: 3833 South Texas Avenue
Suite 221
Bryan, TX 77802-4015
Fax: 979-846-6900
BiTS 2009 Expo Application & Agreement 1.1 Page 1 of 5
BiTS 2009 EXPO AGREEMENT
REGISTRATION PROCESS
• Submit fully filled-in EXPO Registration Application with payment to the BiTS Registration Office (see page 1 for
submission information).
BiTS 2008 Exhibitors have priority for the limited booth space – this priority expires on 11:59PM on
11/01/2008. This priority applies to the booth size/quantity occupied at the BiTS 2008 EXPO.
» BiTS 2008 Exhibitors: though we are unable to guarantee your same booth location at BiTS EXPO
2009, unless you indicate otherwise BiTS typically tries to place you in the same booth location year-
to-year. However due to space and layout limitations, any change in booth size/quantity increases
the likelihood of a change in your booth location.
• Notification by the BiTS Registration Office whether EXPO Registration Application is accepted. Notification will be sent
within 10 days if you exhibited at BiTS 2008; otherwise it will be by 11/02/08 or within 10 days if EXPO Registration
Application is submitted after 10/22/2008.
At Notification, accepted applications will receive:
» Registration Confirmation/Receipt
» Instructions for submitting online Exhibitor Badge information
» Request for exhibiting company’s Proof of Insurance
NOTE: Exhibitors must submit Proof of Insurance before March 1, 2009 to the BiTS Registration
Office
Subsequently (on or about February 1, 2009), accepted EXPO applicants will receive an Exhibitor Kit which will
include:
» Ordering information/instructions and pricing for optional items:
• additional electric service (beyond the complimentary standard outlet)
• telephone and internet utilities
• additional decorating
» Shipping, storage, installation and dismantling instructions and pricing
• Notification by the BiTS 2009 Registration Office of EXPO applicant’s Booth location(s). Notification will be given on or
about February 28, 2009.
• Exhibitors pick up their badge(s) and other registration material at the BiTS 2009 on-site registration desk.
PAYMENT SCHEDULE
The EXPO registration fee is $1350 per 8 foot booth (maximum is two 8-foot booths); a very limited number of 10 foot booths
are available for the registration fee of $1700. The registration fee must be submitted with this application; it is fully refundable
if application is not accepted. Payment is to be by credit card or by check drawn on a U.S. bank; purchase orders cannot be
accepted.
Note: BiTS may be able to accommodate one 8-foot booth plus one 10-foot booth, please contact the EXPO registration office
to discuss availability, location options and pricing.
CANCELLATION
Once this application is accepted there are no refunds for cancellations by the exhibitor.
NOTE: Your registration fee will be fully refunded if there is a cancellation by BiTS.
REGISTRATION INCLUDES
• Pipe and Draped Booth Space for the selected size booth(s). All booths are 6 feet deep, with draped and skirted
table, 2 chairs, ID sign with company name and a wastebasket
BiTS 2009 Expo Application & Agreement 1.1 Page 2 of 5
BiTS 2009 EXPO AGREEMENT
• Standard electrical outlet (110V power strip)
• Exhibitor badge for each of your two exhibit staff (*). Additional badges may be purchased for $125 each.
• Exhibit staff (*) invited to social events during exhibit times
• Exhibit staff (*) invited to BiTS Social Event (Tuesday evening after the EXPO closes)
• Company name listing on the BiTS Website’s EXPO page (for a period of time before and after BiTS 2009), with a
link to your homepage
• Company name listed in the BiTS 2009 Proceedings (distributed to every full conference attendee)
• Company name, color logo, brief description and key contact information listed in the BiTS 2009 Workshop Guide
& Directory of Exhibitors (distributed to all registered BiTS 2009 participants)
• Approximately 6 total hours of exhibit time across 2 days (Monday, March 9 and Tuesday, March 10). Exact
scheduled times will be determined no later than January 31, 2009.
• Priority for same size/quantity booth space at BiTS EXPO 2010
(*) Note: These badges permit the badge holder to participate in the EXPO, attend social events during exhibit times
and attend the BiTS Social Event (Tuesday evening after the EXPO closes). Additional badges are $100 each. There is
an additional, separate registration fee to attend events within the BiTS workshop’s technical program or the social
activities that are not included above.
Additional decorating items, upgraded electrical service and telephone & internet utilities are optional and incur
an additional charge; drayage charges are extra. The Exhibitor Kit containing detailed information will be sent to
registered exhibitors.
NOTE: Deliverables (e.g. company logo, information for the Exhibitor Directory, staff names for badges, etc.) and
their due dates will be communicated to you by the BiTS 2009 Registration Office after acceptance of your BiTS
2009 EXPO Application.
PUBLICITY
BiTS 2009 Exhibitors will be listed in the BiTS 2009 Proceedings manual (distributed during the 2009 BiTS Workshop to all full
conference attendees) and the BiTS 2009 Exhibitor Directory (distributed during the 2009 BiTS Workshop to all registered BiTS
2009 participants) and exhibitor company names will be posted to the BiTS website (for a period of time before and after BiTS
2009). NOTE: Submit Exhibitor Directory Information Form when requested by the BiTS Registration Office.
BiTS Sponsorship & Advertising opportunities are available to increase extend your reach beyond your exhibit booth.
Information on Sponsorship & Advertising opportunities, including available packages and pricing, is sent to each registered
exhibitor and is posted to the BiTS website (bitsworkshop.org).
Advanced Packaging magazine plans to have editorial staff present at BiTS 2009. They may visit your booth to learn about your
latest product and services offerings.
EXHIBIT SPACE
• All exhibits booths will be located in the Pueblo & Kachina Ballrooms and the Atrium. The general layout of the exhibit
booths will be posted to the BiTS website (bitsworkshop.org).
• The exhibit areas will be secured during non-exhibit times (Pueblo and Kachina: locked doors; Atrium: security staff).
Special security needs are the responsibility of the exhibitor.
• Booth locations are selected at the discretion of the BiTS Workshop. Every effort will be made to accommodate your
request for non-adjacent exhibiting companies. The BiTS Registration Office will notify the exhibitors of their booth
location on or about February 28, 2009.
BiTS 2009 Expo Application & Agreement 1.1 Page 3 of 5
BiTS 2009 EXPO AGREEMENT
• The maximum number of exhibit booths is projected to be approximately 60. Booths will be allocated on a first
come - first served basis, after priority is given to BiTS 2008 exhibitors (applies to the booth size/quantity occupied at
the BiTS 2008 EXPO). This priority expires on 11/01/2008.
• Booth space: all booths are 6 feet deep; booth width is determined by the size and number of booths selected
(tabletop displays). Freestanding backdrops are allowed - the maximum dimensions for booth backdrops are 8’ high
and with a width determined by the size and number of booths selected. All Booths will have pipe & drape, a
draped and skirted table, 2 chairs, an ID sign with company name and a wastebasket. Exhibitors are not permitted to
move or remove the booth partitions without the approval of the EXPO coordinator.
Exhibitors may select from 3 booth options:
- One 8 foot wide booth
- Two 8 foot wide booths (a 16 foot wide booth)
- One 10 foot wide booth
• Exhibitors are permitted to have additional (and appropriate) booth lighting. Note: there is a separate charge for
additional electric service (beyond the complimentary standard outlet).
• Booth locations are determined at the discretion of the BiTS Workshop. Seniority (frequency / continuity of
exhibiting at BiTS) will be a basis for determining booth location. Subsequent changes require the General Chair's
approval.
OTHER TERMS
1. MODIFCATIONS
The BiTS Workshop reserves the right to make modifications to the EXPO plans and guidelines as deemed necessary by the
BiTS Workshop to enable and or assure the effective operation of the EXPO. BiTS will advise exhibitors promptly of
modifications.
2. QUALIFICATIONS
Companies exhibiting must be manufacturers or representatives of manufacturers that produce products and services,
which conform to the subject matter covered within the scope of the BiTS Workshop or are used in relevant ancillary work
(such as trade magazines or books, software houses, etc.) The BiTS Workshop reserves the right to determine the eligibility
of any product or service to exhibit. Only the registered company may exhibit at the booth; booths may not be shared with
another company.
3. SHIPPING, INSTALLATION AND DISMANTLING
You will be provided with Shipping, Installation and Dismantling information/instructions (within the Exhibitor Kit) on or
before February 1, 2009. The exhibiting company is responsible for all shipping, drayage, set-up, storage and utilities costs.
Exhibit equipment and materials are to be forwarded to the designated drayage company in accordance with the specific
information within the Shipping, Storage, Installation and Dismantling instructions. Do not ship directly to the hotel.
Exhibits may be set-up beginning on Sunday, March 8, 2009. See the Shipping, Storage, Installation and Dismantling
Instructions for specific set-up guidelines and the set-up schedule (to be provided on or about February 1, 2009 within the
Exhibitor Kit).
The packing of merchandise and dismantling of exhibits shall not start until the specific date and time specified in the
Shipping, Storage, Installation and Dismantling Instructions.
4. SAFETY
The exhibiting firm agrees that the first priority of all personnel in the booth shall be the safety of those attending the EXPO
during, before or after the EXPO hours.
Fire regulations require all display material used for decoration to be flameproof. Any or all electrical equipment used in
conjunction with the exhibit’s installation, operation and dismantling shall be in good operable condition and able to pass
the inspection of the local Fire Underwriters Inspection Bureau. An excessive amount of materials stored around or behind
BiTS 2009 Expo Application & Agreement 1.1 Page 4 of 5
BiTS 2009 EXPO AGREEMENT
the exhibit is prohibited. Materials, which are stored in these areas, shall not block access to the exhibit, or necessary areas
of maintenance, or cover electrical wires or outlets.
5. INDEMNIFICATION AND LIABILITY
The exhibiting firm, its agents, employees, contractors, representatives or guests assume and agree to indemnify, protect,
save and hold harmless BiTS Workshop LLC, BiTS Workshop volunteers, the hotel, and their agents, employees, contractors
or representatives from and against all losses, damages, injuries, claims, demands and expenses of any kind and nature
arising due to the exhibiting firm’s negligence or the negligence of its agents, employees, contractors, representatives or
guests during participation in the exposition or during the installation or dismantle period. The exhibiting firm agrees to
pay promptly for any and all damage to the hotel incurred through negligence, intentional acts or otherwise, of the
exhibiting firm, its employees or agents. If the exhibiting firm’s material or personnel fail to arrive, the exhibiting firm is
nevertheless responsible for its space rental.
6. INSURANCE
All property of the exhibiting firm is understood to remain under its custody and control in transit to and from or within the
hotel. Neither BiTS 2009 nor BiTS Workshop LLC maintains insurance covering exhibiting firm’s property.
The exhibiting company will provide the BiTS Workshop Registration Office with Proof of Insurance by March 1,
2009.
7. LAWS APPLICABLE
This Agreement shall be governed by the laws of the State of Arizona.
8. DEFAULT
If this contract is violated, exhibiting firms will not be permitted to set up their exhibits, or will be subject to eviction
without refund.
BiTS EXPO CONTACTS
For BiTS 2009 EXPO Registration information or general questions, contact:
• BiTS 2009 EXPO REGISTRATION OFFICE (Registration Services are provided by Conference Management Services, Inc.;
EXPO contact is Chris Garza)
Phone: 979-846-6800; FAX: 979-846-6900; EMAIL: registration2009@bitsworkshop.org
• BiTS 2009 EXPO CO-ORDINATOR (Owen Prillaman)
770-424-6165; Techconnectsales@gmail.com
• BiTS 2009 MAIN OFFICE
845-226-7560; bitsinfo@bitsworkshop.org
BiTS 2009 Expo Application & Agreement 1.1 Page 5 of 5
Related docs
