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									                                                          ACTFL 2009
                                     Annual Convention & World Languages Expo
                                                   November 20-22, 2009, San Diego, CA
                                                           Exhibitor Newsletter
                                                                                                       AUGUST 2009

                                Hi everyone. Summer is winding down and the teachers are gearing up for school
     ACTFL 2009
                                to start and November is right around the corner. Where did the year go? I am
World Languages Expo
                                very excited about San Diego this year. I hope you are as well. I have a lot to tell
     Nov. 20 – 22, 2009         you so let’s just get started.

   San Diego Convention
          Center                Attendee Registration

       Halls A - C                  The registration numbers are looking great. We are tracking right now at
      San Diego, CA                 about 20% over this time last year with most of our registrations coming in
                                    once school starts up again so we are very positive about the numbers going
                                    into San Diego.

    Important Dates             Important Information

         Move-In                   Exhibitor Move-In – This year’s move-in is once again going to be a bit tricky.
    Thursday, Nov 19th             We are moving in as another show is moving out. Luckily the other show is
       (Staggered)                 also a Freeman show so we are getting a lot of cooperation from them. We will
                                   have a staggered move-in on Thursday, November 19th. The schedule goes
        Show Dates
                                   as follows:
      Friday, Nov 20th
     Saturday, Nov 21st                        Island booths                      7:00 am - 9:00 pm
     Sunday, Nov 22nd                          Inline booths 10'x40' & larger     9:00 am - 9:00 pm
        Move-Out                               All Booths                        12:00 pm - 9:00 pm
     Sunday, Nov 22nd              If you need an exception to the staggered schedule please give me a call and
    12:00 am – 6:00 pm
                                   we will try to work something out.

                                   Company Descriptions – The form for your company descriptions for the
                                   Program Guide are now available on the Exhibitor Information section of our
                                   web site at Please fill these out (legibly please ☺) and fax them
                                   back to me at (703) 894-2905 by September 4th .

   American Council on the         Exhibitor Badges – Exhibitors receive 4 complimentary badges per 10X10
Teaching of Foreign Languages
           (ACTFL)                 booth space and two (2) complimentary badges for the Non-profit Table-tops..
      1001 N. Fairfax St.          The Exhibitor Badge Registration Form is now available on the Exhibitor
           Suite 200               Information section of our web site at Please fill these out and
    Alexandria, VA 22314
    Phone - 703-894-2900           fax them directly to the registration company at (866) 654-4054 or (514) 380-
     Fax - 703-894-2905            9369.
   E-mail -
   Web Site -
                                   Work Authorization & Insurance Certificates – If you will be using a non-official
      Exhibits Manager             contractor to set up and dismantle your booth you will need to fill out this form
     Tami Cook Ext 109             and return it along with a certificate of insurance to ACTFL by November 2nd.
                                   The form is available on the Exhibitor Information section of our web site at
                                  California State Sales Tax – All exhibitors selling or taking orders from the
     ACTFL 2009                   show floor during World Languages Expo are required by the State of
World Languages Expo              California to have a valid California Seller’s Permit. For information on
    Nov. 20 – 22, 2009            applying for your seller’s permit contact the California State Board of
                                  Equalization at or call (800) 400-7115.
  San Diego Convention            Because they are so very strict on this requirement ACTFL is requiring all
         Center                   exhibitors to fill our the Exhibitor Sales Tax Information Form, available on the
                                  Exhibitor Information section of our web site at Please fill this
       Halls A - C
      San Diego, CA               form out and return it to us by November 2nd.

                                  Exhibitor Workshops – This year ACTFL has the space to build up to five (5)
                                  Exhibitor Workshop on the show floor. We have almost completely sold out
                                  three (3) so far and I have just opened the fourth workshop for scheduling. If
                                  you are interested in doing an Exhibitor Workshop please act quickly. The
                                  deadline for inclusion in the printed Program Guide is September 4th. The
                                  Exhibitor Workshop Application is available in the Exhibitor Information section
    Important Dates               of our website at The cost is $500 for one 50-minute workshop
                                  or $450 each for two (2) workshops. Workshops are on a first-come-first-serve
         Move-In                  basis so don’t delay.
    Thursday, Nov 19th
                                  Scam Alert – It has been brought to my attention that a company by the name
        Show Dates                of Convention Expo has been calling our exhibitors and offering special
      Friday, Nov 20th            discount exhibitor rates at the convention hotels and non-convention hotels
     Saturday, Nov 21st           near the convention center. This is a SCAM. Do not reserve anything through
     Sunday, Nov 22nd
                                  these people. All housing information is at the bottom of this newsletter and on
        Move-Out                  our website at
     Sunday, Nov 22nd
    12:00 am – 6:00 pm
                                General Information

                                  Sponsorships – Increase your exposure and maximize your competitive edge
                                  by participating as a convention sponsor. We have several opportunities that
                                  will fit into every company’s budget. A complete listing of our sponsorship
                                  opportunities is available on the Exhibitor Information section of our web site at
                         If you are interested in one of our sponsorship opportunities
                                  and wish to be identified as such in our Program Guide you must submit your
   American Council on the        Sponsorship Application no later than September 16th.
Teaching of Foreign Languages
      1001 N. Fairfax St.              Passport Station - Get exposure on the exhibit hall floor by sponsoring
           Suite 200                   a Passport Station. Every attendee will receive a Passport to the ACTFL
    Alexandria, VA 22314
    Phone - 703-894-2900
                                       World Languages Expo to be stamped by sponsoring exhibitors in order
     Fax - 703-894-2905                to be eligible for prizes drawing. Each page of the Passport will feature
   E-mail -            the sponsor’s name, logo and booth number. This is the only marketing
   Web Site -
                                       opportunity that ensures booth traffic.
      Exhibits Manager
     Tami Cook Ext 109
                                       Convention Bag Insert – Introduce your company to the attendees as
                                       soon as they receive their convention materials. Have your company’s
                                       promotional flyer, special offers or product catalog inserted into the
                                       Convention Tote Bags given out to every convention attendee.
                                       (Production not included)
                                    First Time Attendee Scholarship Fund –ACTFL has made available $200
     ACTFL 2009                     scholarships for First Time Attendees to the ACTFL Annual Convention and
World Languages Expo                World Languages Expo for the past several years. If you would like to help,
     Nov. 20 – 22, 2009             ACTFL is accepting donations to increase the number of scholarships given
                                    and to help a language educator gain the most important professional
    San Diego Convention            development opportunity of a lifetime. If you are interested in contributing to
           Center                   the First Time Attendee Scholarship Fund visit the Exhibitor Information page
                                    of our web site at
        Halls A - C
       San Diego, CA
                                    Exhibitor Services Kit – The Exhibitor Services Kit will be available online the
                                    beginning of September. Freeman will send you an email explaining how to
                                    access the service kit and a link to the service kit will be available on the
                                    Exhibitor Information section of our web site at
      Important Dates
           Move-In                  Housing – ACTFL has re-negotiating the hotel rates and some of the hotels in
      Thursday, Nov 19th            our block have revised their room rates. These new hotel rates are retroactive
                                    so if you reserved your room several months ago, you will now pay this new
         Show Dates                 rate. The new rates are as follows:
       Friday, Nov 20th
      Saturday, Nov 21st
                                        Embassy Suites San Diego Bay Hotel             $179 single/double
      Sunday, Nov 22nd
                                        Hilton San Diego Bay Front (HQ)                $179 single/double
       Sunday, Nov 22nd                 Manchester Grand Hyatt                         $199 single/double
      12:00 am – 6:00 pm
                                        Omni San Diego Hotel                           $179 single/double

                                    If you haven’t already made your hotel arrangements, please go to the
                                    convention page of our web site at

                                One more thing…We are discussing doing a Job Fair on the exhibit hall floor
   American Council on the
Teaching of Foreign Languages   probably Saturday afternoon for a couple of hours. If you might be interested let
           (ACTFL)              me know and I will give you more details when I get them.
      1001 N. Fairfax St.
           Suite 200
    Alexandria, VA 22314        If anyone has any questions about anything please do not hesitate to give me a
    Phone - 703-894-2900
     Fax - 703-894-2905
                                call at (703) 894-2900 or email me at
   E-mail -
   Web Site -
                                See you soon.
        Exhibits Manager
       Tami Cook Ext 109
                                Tami S. Cook
                                Exhibits Manager, ACTFL

                                We will be sending out an Exhibitor Newsletter, like this one, every couple of
                                months to keep all of you included and updated on our progress and to pass on
                                important information. If you have any questions please call Tami Cook, Exhibits
                                Manager, (703) 894-2900 ext 109.

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