“We guide communities to improve
the nutritional & physical wellbeing of our children”
Dear Healthy Foods Producer/Distributor,
Kids First invites you to showcase your healthy products at the upcoming:
Northeast Regional Healthy Foods Marketplace
Thursday, August 14, 2008
10:00AM – 3:00PM
Crowne Plaza Hotel
Warwick, Rhode Island 02886
The demand for healthier food options in our communities continues to grow! Many states have
passed laws requiring schools to shift from high sugar, high fat and high calorie foods and
beverages to healthier choices. This increased demand has created an opportunity for increased
sales for producers and distributors of healthier food items.
The Healthy Foods Marketplace will give your company an opportunity to make business
contacts with food buyers from New England public and private K-12 schools,
colleges/universities, hospitals, childcare centers, corporations and community organizations
such as YMCAs and Boys & Girls Clubs. Representatives from Sodexho, Chartwells and
ARAMARK will be in attendance. This is not a public show. Food buyers will be looking to
source out new vendors with healthy products for vending, ala carte & meal programs. They will
want to discuss ordering, pricing, packaging and other distribution issues.
The nutritional content of all foods displayed and sampled at the Healthy Foods
Marketplace must be reviewed and meet Kids First approved nutrition guidelines.
For more information or to receive a complete Exhibitor Contract, please call Kids First at
(401) 751-4503 or email Karin Wetherill firstname.lastname@example.org. You can also download the
Exhibitor Contract at www.kidsfirstri.org.
Dorothy Brayley Karin Wetherill
Executive Director Trade Show Coordinator 5 Richmond Square
Providence, RI 02906
(401) 751-4503 (401) 246-2666 Phone (401) 751-4503
email@example.com firstname.lastname@example.org Fax (401) 421-0248
Visit us at www.kidsfirstri.org
PRODUCERS/DISTRIBUTORS OF HEALTHY FOODS:
Are you looking to meet food service buyers from schools, hospitals,
corporations and colleges/universities to showcase your healthy
THEN THIS SHOW IS FOR YOU!!
Where buyers and vendors
of healthier foods MEET!
Thursday, August 14, 2008
10am – 3:00pm
Crowne Plaza Hotel
Warwick, Rhode Island 02886
Exhibitor Space Registration & Information
See inside for details
Brought to you by:
We guide communities to improve
the nutritional & physical wellbeing of our children
For more information please contact:
Dorothy Brayley, Executive Director or Karin Wetherill, Trade Show Coordinator
Kids First • 5 Richmond Square • Providence, RI 02906
Telephone: 401-751-4503 • Email: email@example.com • Visit us at www.kidsfirstri.org
CONTRACT FOR EXHIBIT SPACE
Northeast Regional Healthy School Foods Marketplace
Crowne Plaza Hotel, Warwick, RI
August 14, 2008: 10am – 3:00pm
Please carefully complete the contract, including the following contact information. Sign and return the original,
with payment, to Kids First, 5 Richmond Square, Providence, RI 02906 or by fax to (401) 421-0248. The contact
information provided below will be printed in a Vendor List given to all attendees at the Healthy Foods
City State Zip
Contact Person Title
Phone Fax Email
Person Attending Trade Show Title
Phone Fax Email
**Please list below the EXACT products you plan to exhibit. Attach the Nutrition Information,
including ingredients list and package size, for EACH food and beverage item. Products will be
reviewed by Kids First to determine eligibility. All products must meet Kids First established
Will you need electricity? Yes No
If yes, you must order electricity using the attached Exhibitor Equipment Order Form. There
will be a charge for electrical hook-up. Please fax the electrical form directly to Tracie Souza,
Crowne Meetings Manager, Crowne Plaza Hotel at 401-732-6000, x 7959.
All exhibit space assignments will be made upon receipt of payment. The cost for each exhibit space is $400 (early
bird) if paid in full by June 20, 2008 and increases to $450 (standard fee) thereafter.
EARLY BIRD FEE – Pay in full by June 20, 2008:
10’ x 10’ exhibit space $ 400 = $
Second 10’ x 10’ space only $ 350 = $
STANDARD FEE – Pay in full after June 20, 2008:
10’ x 10’ exhibit space $ 450 = $
Second 10’ x 10’ space only $ 400 = $
Total Fee = $
Please make check payable to: Kids First
We agree to abide by all rules and regulations governing the Healthy School Foods Marketplace as printed in
the Trade Show Packet and which are a part of this contract. Acceptance of this application by Kids First
constitutes a contract.
For Kids First only
Authorized signature: Payment rec’d
Print name: Check #
EXHIBIT INFORMATION Electricity: Exhibit Space Allocation:
Electricity may be obtained Kids First will work directly with
Dates, Times and Location: from the Crowne Plaza. Please exhibitors to allocate space to
The Healthy Foods Marketplace is complete the attached electrical meet the best interest of this
on Thursday, August 14, 2008 order form and submit directly event on a first come first serve
from 10:00 AM – 3:00 PM. The to Tracie Souza, Crowne basis as payment and signed
Marketplace will be in the Crowne Meeting Manager, at the contract are received.
Plaza Hotel Conference Center. Crowne Plaza Hotel. There are
Set-up time begins at 6:00AM additional charges for Cancellation:
and we ask that you be electricity to be paid directly to Should an exhibitor find it
completely set-up for 9:45AM. the Crowne Plaza by the necessary to cancel a reservation,
(Special Guests, including the Exhibitor. the rental fee will be refunded,
Press, will be invited to come in at less a $100 cancellation fee, if a
9:45AM.) Breakdown will occur Delivery of Freight: written request is received before
immediately at 3:00PM. If you plan to ship product or August 4, 2008. No refunds will
exhibit displays by separate be made after the above date, nor
TableTop Exhibit Space: delivery to the Crowne Plaza will any previously paid monies be
All exhibitors will have a 10’ x 10’ Hotel at the Crossings, you must applied to offset another
tabletop space in which to set up. pre-arrange the receipt of your company’s space rental fees.
Your space will include the delivery with the Crowne Plaza. Exhibit spaces are not
following: Please refer to the enclosed transferable and cannot be sold,
One 6’ x 2½ ’ table, draped Crowne Plaza “Shipping and rented or given to another
(white linens are boxed to the Receiving Policy” for more company by the original
floor) “classroom style.” information. AND, please contracting company. Payment
2 chairs contact Tracie Souza, Crowne must accompany the contract for
All display furnishings and utilities Meetings Manager at 401-732- exhibit space and must be
beyond those outlined above are 6000, x7959. The Crowne Plaza returned to Kids First prior to
the responsibility of the exhibitor. has limited storage space, so August 11, 2008. Any company
All display furnishings and other please contact immediately to with an outstanding balance will
items, including samples, must fit confirm any freight delivery and not be allowed to exhibit in the
within the 10’ x 10’ area. storage arrangements you may Healthy Foods Marketplace.
Due to fire code regulations, no Questions?
exhibit displays are to extend Exhibit Space Fees: Call Dorothy Brayley, Director of
above or beyond the dimensions Space assignments will be made Kids First, or Karin Wetherill,
listed, protrude into the aisles or upon receipt of payment. Trade Show Coordinator at
be set so as to block the Confirmations will be sent within 401-751-4503.
sightlines of neighboring displays. two weeks of receiving both
Any exhibitor whose display payment and contract (enclosed).
furnishings impede the flow of The cost for each 10’ x 10’ exhibit
traffic, airflow or sightlines will be space is $400 (early bird) if paid
asked to remove them as it will in full by June 20, 2008 and
put at risk the opening and/or increases to $450 (standard fee) if
continuation of the Healthy Foods paid in full after June 20, 2008.
Marketplace by fire officials. As an extra benefit, exhibitors
may earn a discount for a second
10’ x 10’ space included on the
same contract and listed with the
same company name.
USE OF SPACE Oversized Display The exhibitor assumes responsibility
for losses, damages and claims
Information: arising out of injury or damage to
A A single or second 10’ x 10’ Any display that exceeds normal
tabletop exhibit space may be exhibitor’s displays, equipment and
display regulations must be
occupied by only one company. other property brought onto the
approved in writing prior to the show.
premises of the Crowne Plaza Hotel
Permission must also be granted and
B A 10’ x 10’ tabletop exhibit space at the Crossings, and shall indemnify
arrangements made for any
must be occupied by the same and hold harmless the Crowne Plaza
oversized display that may require
company for the duration of the Hotel agents, servants and the
early setup. Also be aware that
show. employees from any such losses,
oversized items may not be able to
damages and claims.
be brought into the Ballroom area.
C Display dimensions may not Exhibitors who need to gain approval
exceed an 8 foot height. Displays and make special setup Storage of Packing Boxes
violating this rule may be dismantled arrangements must contact Kids or Crates:
at the discretion of Kids First due to First in writing at least 20 days in Storage crates, boxes or other
infringement on the visibility of or advance of the show. Displays that extraneous materials are not to
interference with adjoining displays. do not conform to regulations stated remain in the exhibit areas during the
herein and have not been approved show. Arrangements must be made
D Exhibits that include the operation by Kids First prior to the exhibition so that these items are stored
of radios, talking motion picture will not be accepted. elsewhere in the hotel or in your
equipment, public address systems vehicle.
or any other noise-making machines Restrictions in Operations
must be conducted or arranged so Care of Building and
that the noise resulting from the of Exhibits:
demonstrations will not disturb Kids First reserves the right to Equipment:
adjacent exhibitors. Operators of restrict exhibits that, because of Exhibitors or their agents shall not
noise-making exhibits must secure noise, method of operation, injure or deface the walls of the
approval of operating methods materials, or for any other reason, building, the Crowne Plaza
before the exhibition opens. become objectionable. Kids First Conference Center, or the table and
also reserves the right to prohibit any chairs provided. Exhibitors are not
E Distribution of promotional exhibit that, in the opinion of the permitted to drive tacks, nails, or
material may be made only within the show management, may detract from screws into the walls or woodwork.
10’ x 10’ space assigned to the the general character of the When such damage appears, the
exhibitor presenting such material. A exhibition as a whole. In this event, exhibitor is liable to the owner of the
firm or organization not assigned Kids First is not liable for any refund property so damaged. The use of
exhibit space will not be permitted to of rentals, etc. stickers and decals is limited to the
solicit business within and directly exhibitor’s own display.
outside the Crowne Plaza Hotel and Security and Liability:
Conference Center. During the exhibit setup and Fire Prevention:
dismantling hours, Kids First will All materials used in displays must
F Kids First reserves the right to provide overall security in the be flameproof and meet local fire
decline the acceptance of any exhibit exhibition area. During exhibit hours, regulations. All electrical wiring must
space reservation request or to however, the exhibitor’s conform to local codes. These
cancel the exhibit space contract due representative will be responsible for regulations will be enforced.
to cause. security in the booth. Small items of
value should be removed from the
G All regulations stated in this area when the show is not in
brochure are part of the legally session. Exhibitors wishing to insure
binding exhibit space reservation their goods should do so at their own
contract. In signing, the exhibitor expense.
agrees to abide by the regulations as
stated herein and on the exhibit
space reservation contract itself.
EXHIBITOR EQUIPMENT ORDER FORM
Event Name: Healthy Foods Marketplace Date: August 14, 2008
Organization: Booth #: TBD, Kids First
City: State: Zip: Fax #:
Ordered By: Signature:
Method of Payment: Check______ Credit Card______ (Please fill out Credit Authorization Form below)
QTY. ITEM PRICE TOTAL QTY. ITEM PRICE TOTAL
110 Volt Service 208 Volt-Three Phase
Under 15 Amps $35.00 Under 20 Amps $150.00
15-20 Amps $50.00 20-40 Amps $250.00
208 Volt-Single Phase
Under 20 Amps $85.00 Extension Cables $7.50
20-40 Amps $125.00 Power Strip $10.00
Equipment Subtotal:_______+ 20% Service Charge________ +7% RI Tax:_______= Total:___________
Please mail or fax to the attention of Tracie Souza at:
801 Greenwich Avenue Warwick, RI 02886
Phone 401-732-6000 Ext. 7959 Fax: 401-738-4170 or 401-737-2062
Pricing is per day except where noted. *PLEASE MAKES CHECKS PAYABLE TO: Crowne Plaza Hotel
Payment Information/Credit Card Authorization
Cardholder Name (Print): Organization:
Type of Credit Card: ____VISA ____Mastercard ____American Express ____Discover
Card #: Expiration:
Signature of Cardholder:
Charge Calculations: Equipment Total:
Storage Fee Total:
I authorize The Crowne Plaza Hotel to charge my credit card the calculated amount. Initial: _______
Please make checks payable to The Crowne Plaza Hotel.
Please attach front and back photocopy of credit card and driver’s license Orders will not be processed without photocopied items.
All requests must be received by the Hotel Conference Services Department at least fourteen (14) business days prior to the date of
the function. A $25.00 (twenty-five dollar) fee will be charged on all late requests in addition to the normal charges.
SHIPPING AND RECEIVING POLICY
On behalf of the Crowne Plaza Hotel at the Crossings Sales and Banquet Team, we are looking forward to welcoming your group to our
We have found that, periodically, our meeting customers will ship materials to the Hotel in advance of the program date. In an effort to
streamline the process and avoid any confusion with refused shipments or misdirected boxes, we are providing you with the Hotel’s
Shipping and Receiving Policy. We have found that a firm policy protects our clients, as well as the Hotel, from any disappointments
which would occur if shipped materials for an important program were not properly handled.
PLEASE NOTE THE FOLLOWING SHIPPING AND STORAGE OF MATERIALS INFORMATION:
All delivery, removal and storage of materials and boxes must be arranged through the Sales Office in advance of shipment. Storage
space is limited; therefore, the Hotel reserves the right to restrict the number of boxes or cartons stored or shipped in advance. We
request materials be shipped to arrive no more than two days prior to the function, and be removed prior to the conclusion of the event.
All Events with shipments of 10 boxes or more will be assessed a $4.00 per box storage fee. All shipping arrangements must be made
directly by each individual through their selected shipping company. The Hotel assumes no liability for damage or loss of any goods or
equipment stored, received or shipped on behalf of an organization. The Hotel recommends that each individual procure security for
any equipment or valuables to be stored or left unattended.
Should you have any questions or concerns regarding shipping materials or any other aspect of your program, please call the Sales
Office at (401) 732-6000.
Please attach the following shipping form to every box that is being shipped.
Crowne Plaza Hotel
Attn: Kids First Healthy Foods Marketplace
801 Greenwich Avenue
Warwick, RI 02886-1855
Group Name: Kids First, Healthy Foods Marketplace
On-Site Contact Name:
Crowne Meetings Manager: Tracey Souza
Total Number of Boxes Being Shipped: ________
Date of Event: August 14, 2008