SMRP’s 17th Annual Conference The St. Louis Millennium Hotel St. Louis, MO October 19-22, 2009 (Conference Dates) October 19-21, 2009 (Show Dates)
Application & Contract for Exhibit Space and Sponsorship
Please review the enclosed “SMRP Exhibit Rules & Regulations” in detail before submitting this completed application. Retain a copy of this completed form for your records.
Application to exhibit/sponsor this _________ day of _____________, ______, by and between ________________________ (your company name) Hereinafter called "Exhibitor" and SMRP. I. In accordance with the following terms, conditions and the rules and regulations governing exhibits at SMRP’s 17th Annual Conference in St. Louis, MO, between October 19 – 22, 2009, the undersigned hereby makes application for exhibit space/sponsorship which, when accepted by SMRP, becomes a contract. The undersigned has read and agrees to abide by the Rules and Regulations (made part of this contract by reference), or as may be designated by SMRP. Failure to abide by such rules and regulations may result in forfeiture of all funds paid or due SMRP under the terms of this contract. SMRP requires the name and related information for one key person we can contact if we require additional information. Company Name:______________________________________________________________________________ Key Contact Name and Title:___________________________________________________________________ Address:_____________________________________________________________________________________ City:_______________________________ State or Province: ________________Zip or Postal Code:___________ Country ____________________________ Phone:__________________________ Fax:_______________________ E-Mail:___________________________ Privacy Policy: It is our policy to collect and store only personal information that our members and visitors knowingly provide. Data SMRP collects is used to help better serve its members. SMRP and its direct subsidiaries use collected data to improve its own web content; to respond to visitors' interests, needs and preferences; and to develop new products and services. SMRP makes member contact information available through the SMRP Membership Directory to other members using its Web site and to those who register for its conferences. SMRP may also provide limited data to third parties that offer products and services. Users may request SMRP refrain from disclosing the data it collects to third parties when they are providing such information. Additionally, users may contact SMRP at info@smrp.org or 703-245-8011 to express their preferences and inquiries. All Exhibitors and Sponsors must be Executive or Supplier Executive members of SMRP. ___Yes, I am currently an SMRP Executive/Executive Supplier Member and my 2009 annual membership dues have been paid and are active through October 22, 2009. ___I am currently an SMRP Individual/Supplier Individual Member and wish to upgrade my 2009 annual membership to Executive/Executive Supplier Member in order to take advantage of the additional opportunities available by exhibiting at or sponsoring an event at the 2009 SMRP Conference. ___No, I am not currently an SMRP Executive/Executive Supplier Member, but my 2009 annual membership dues and completed Membership Application are enclosed. If you are not sure of your membership status please contact Debra Fernandez at dfernandez@smrp.org.
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Application & Contract for Exhibit Space and Sponsorship at SMRP’s 17th Annual Conference Page 2 of 3 III. I have enclosed the following fees with this application: SMRP Executive/Executive Supplier Membership dues @ $1,250……………………..…………………………..$_______ Upgrade from Individual Member to SMRP Executive/Executive Supplier Membership @ $1,125………...……..$_______ Exhibit and Related Fees Exhibits are assigned on a first-come, first-served, space available basis. Postmarked prior to July 18, 2009… ______ Booth(s) @ $2,300 ea. (maximum two for executive suppliers)…………………………………………….$_______ Postmarked after July 18, 2009… ______ Booth(s) @ $2,800 ea. (maximum two for executive suppliers)…………………………………………….$_______ Booth Personnel Badges Your booth purchase includes two exhibitor badges. Booth badges will provide access to all conference food and beverage functions and to all SMRP educational sessions. Only two booth personnel are allowed per booth with your booth purchase. Any additional Exhibitor badges will need to be purchased separately below. You may have no more than a total of four company representatives registered per booth. ______ Additional Exhibitor Personnel badges @ $400 ea…………………………………………………………..$_______ Exhibitors who register for the 2010 conference during the 2009 conference get the "early bird" rate equivalent to the 2009 registration fee. Booth registrations after the end of the 2009 conference are subject to new rates. Sponsorship Fees Top of the Countdown Partnerships: $15,000 – The Spirit of St. Louis– Includes overall conference sponsorship signage, logo/hyperlink on conference website, ad in onsite brochure, (2) business card size ads in (4) quarterly newsletters, 10X20 booth at convention, (4) complimentary conference registrations, overall golf sponsorship signage, (2) golf hole sponsorships, dinner banquet sponsor signage, (1) Lewis and Clark Sponsorship (not including Off-Site Reception, Internet or Memory Stick), (1) World’s Fair Sponsorship, sponsorship mention & logo on event marketing materials………………………………………………..…………..$______ $10,000 – The Arch– Includes overall conference sponsorship signage, logo/hyperlink on conference website, ad in onsite brochure, (1) business card size ad in (4) quarterly newsletters, 10X10 booth at annual convention, (2) complimentary conference registrations, (1) golf hole sponsorship, (1) Lewis and Clark Sponsorship (not including Off-Site Reception, Internet or Memory Stick), (1) World’s Fair Sponsorship, sponsorship mention & logo on event marketing materials…………………………………………….…………………………………………………..……………..$FILLED $5,000 –The Gateway– Includes overall conference sponsor signage, logo/hyperlink on conference website, sponsorship mention & logo on event marketing materials, (2) complimentary conference registrations, ad in onsite brochure, (1) Louisiana Purchase Sponsorship, (1) golf hole sponsorship………………………………………………………….$FILLED Lewis and Clark Sponsorships: ____Memory Stick (containing electronic proceedings) - $9,000 (1 Available) ……………….…...………………...$______ ____Branded Internet Café: 10 computers and printers - $8,500 (1 Available,) …………………………….………..$______ ____Wednesday Off-Site Reception - $4,000 (1 Available, 1 Filled).. ….. ………..…………..…….……..………...$______ ____Padfolio w/Company Logo – $3,000 (1 Available, 1 Filled)………....……………………..………………..….$______ ____Pen for Padfolio w/Company Logo – $2,000 (1 Available)………....………………………………………..….$______ ____Tuesday Evening Banquet - $2,500 (2 Available).………………………….…… ……………………..……..…$______ ____Monday Welcome Reception – $2,500 (1 Available, 1 Filled)………………….……………...………………...$______ World’s Fair Sponsorships: _____ T-Shirt - $1,500………………………………. …………………………………………….......................…..$ FILLED _____Tuesday Evening Exhibitor Reception – $2,000 (1 Available, 1 Filled).. ……....……..…..…………..……….$______ _____General Session - $2,000.………………………………. ………………………………..……………………..$______ _____Conference Lanyards w/Company Logo - $2,000.…………………….………………..………………….…..$ FILLED _____Track Sponsorships - $1,500 (6 Available).…………………..…...…………………………………………….$______
Application & Contract for Exhibit Space and Sponsorship at SMRP’s 17th Annual Conference Page 3 of 3 Louisiana Purchase Sponsorships: ____Closing Session/Raffle – $1,000 (3 Available)………………………..………………….......……….………...$______ ____Breakfast Tuesday_____ Wednesday_____Thursday _____ - $750 (2 Available each day)……………....$______ ____Lunch Tuesday_____ Wednesday_____ - $1,000 (2 Available each day)…………………………..….$______ ____Breaks Tuesday AM____ Tuesday PM____ - $500 (2 Available per break)……………………………...$______ ____Breaks Wednesday AM____ Wednesday PM____ - $500 (2 Available per break)………..……………...$______ Golf Sponsorships ____$2,500 - Overall Golf Event Sponsorship………………………..…………….……………………………..….$______ ____$2,000 - Golf Cart Sponsorship………………………..……………...……….………….………………….….$______ ____$350 – Closest to the Hole Sponsorship……..……………….………..……………………………………..….$FILLED ____$350 - Longest Drive Contest ………….……………………………..…………….……………………..…….$______ ____$350 – Beverage Cart Sponsorship………….………………………..…….………………………………...….$FILLED ____$150 – Hole or Tee Sponsorship………….…………………..………….……………………………………....$______ Each sponsor will receive recognition on the sponsorship page of the SMRP conference website, recognition from the podium at the general & closing sessions, signage with company logo at sponsored event(s), opportunity to display product literature on an exclusive sponsor display board, special sponsor ribbons for exhibitor personnel. For more information on the benefits of each of the sponsorships please review the sponsorship page on the SMRP website or the sponsorship prospectus. Total Fees enclosed from Section III…………………………..…………………….……………………………………….$_______
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Payment By check: Please make checks payable to SMRP and mail with completed Application to: SMRP 8400 Westpark Drive 2nd Floor McLean, VA 22102 By PO: Purchase Order No. _______________________________________ Please remember, absolutely no booths can be assigned until payment is received in full. By credit card: ____American Express ____Visa ___Mastercard___Diners Club ____Discover
Card Number:_________________________________________ Exp. Date:______________ Name as it appears on card:______________________________________________________ Authorization Signature:_________________________________________________________ Credit card payments may be called in at 703.610.0265, mailed to Gabi Mahn at the address above, or faxed to 703.610.0203. SMRP will send written confirmation of the status of your conference participation upon booth selection. A full exhibitor kit will be forwarded to you containing shipment within 90 days of the event. V. Please e-mail a brief description of your company, including a description of goods and services to be displayed or discussed in your booth(s), gmahn@meetingsmanagementgroup.com no later than August 10, 2009 for a listing in our on-site program.
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Please use the enclosed floor plan to indicate your first__________second_________ and third_________ preferences for location. Questions: Call us at 703.610.0265
SMRP Exhibit Rules & Regulations
October 19-22, 2009 The St. Louis Millennium Hotel St. Louis, MO
Please review these “Rules & Regulations” in detail before completing and submitting the enclosed Application & Contract for Exhibit Space and Sponsorships. These rules and regulations will be enforced for the benefit of all participating exhibitors and conference attendees.
Questions: Contact Gabi Mahn at 703-610-0265 or gmahn@mmgevents.com After completing your Application form, please forward a copy to the person(s) responsible for your exhibit space.
1. General
Headings are for convenience only and do not limit a section’s content.
All matters and questions not covered by these Rules & Regulations will be decided by SMRP. In the event of any such decision being of general interest, written notice will be given by SMRP to Exhibitors. SMRP used herein or in subsequent Rules & Regulations shall mean the Society for Maintenance & Reliability Professionals (SMRP), its committees, agents or employees acting on behalf of the Society and its Conference and Exhibition. The SMRP includes an Exhibition for the purpose of showcasing products and services either specifically designed for, or customarily used in, the Maintenance & Reliability field. SMRP reserves the right to refuse rental of display space to any organization whose display of goods or services is not, in the opinion of SMRP, likely to be compatible with the general character and objective of the Exhibition. SMRP does not guarantee that any space will be available to any applicant. If space is not available, a waiting list will be developed in the order of the date of receipt of each completed and paid-in-full Application. SMRP will refund all payments received with the Application to any applicant for whom space is not available. 2. Space Assignments Requests for space will be date-stamped as received by SMRP Headquarters. All space and sponsorships will be assigned on a first-come, first-served basis. Every effort will be made to accommodate requests for space assignments. SMRP reserves the right to make such changes to the floor plan as may be deemed necessary and to revise same from time to time. Each Exhibit space will include an area approximately 10 feet deep x 10 feet wide. This is the only area available to accommodate an Exhibitor’s display. Handout materials may be stored underneath display tables only. Due to space limitations SMRP cannot store any exhibitor materials. Exhibit Fees/Sponsorships Fees/Refunds Applications will not be processed nor space or sponsorships assigned without full payment and signature. Please refer to the Application for all fees. If any exhibitor fails to pay, when due, any sum required by the Application, or fails to observe and abide by these Rules & Regulations, SMRP reserves the right to terminate this contract immediately without refund of any monies previously paid. Exhibit space includes one (1), six foot skirted table, two (2), chairs, wastebasket, 7” x 44” booth I.D. sign, basic electricity, pipe and drape, a listing in the on-site program material, two (2) “Exhibitor” badges (which includes access to all food and beverage functions AND access to educational sessions, a conference proceedings book and a conference CD). Executive Supplier Members may purchase up to two booth spaces, residing side by side. 4. Registering Additional Exhibitor Personnel/Upgrading to a Full Conference Registration Badge Up to three Exhibitor personnel, over and above those covered by the exhibit space fee, may be registered for a fee. (See Application & Contract for costs.) Provisions Basic electricity will be provided to each Exhibitor. Special electrical needs will be purchased by the exhibitor directly from the hotel. SMRP will provide signage identifying each exhibitor company. Cancellation
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Cancellation of exhibit space and sponsorships must be directed in writing to Gabi Mahn at gmahn@meetingsmanagementgroup.com. Refunds will be made as follows:
Cancellations postmarked on or before September 1, 2009, will be assessed a penalty equal to 1/3 of total participation fees. Cancellations postmarked after September 1, 2009, will be assessed a penalty equal to 2/3 of total participation fees. Cancellations postmarked after September 15, 2009, will be assessed a penalty equal to 100% of total participation fees. If the meeting or exhibit is canceled due to circumstances beyond SMRP’s control, SMRP will not be held liable for any expenses incurred by the Exhibitor beyond the fee paid for exhibit space. 7. Exhibit Hours / Installation and Dismantling It is our goal to provide our exhibitors and conference attendees with a friendly, casual environment in which to ask questions and share ideas. In working towards meeting this goal, our Monday and Tuesday receptions, daily breaks and Tuesday’s breakfast will be held within the exhibition area.
SHOW HOURS *Times may change to benefit exhibitor*
Show Hours: Monday, October 19, 6:30 pm – 9:00 pm Tuesday, October 20, 9:15 am – 7:00 pm Wednesday, October 21, 7:00 am – 2:00 pm The official exhibit area set-up and tear-down times are as follows: Set-up: Monday, October 19, 10:00 am – 5:30 pm Tear-down: Wednesday, October 21, 2:00 pm – 6:00 pm 8. Security Security will be provided by SMRP; however, Exhibitors accept sole responsibility for their exhibit materials and equipment. SMRP, nor the hotel, will be held responsible for losses. Admittance Registration badges and exhibitor packets may be picked up at the registration desk. All Exhibitor personnel must be registered for
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the Conference and wear a badge. Exhibitor personnel are defined as individuals who receive commission or salary from the exhibiting firm. Models or personnel not commercially connected with the industry may not be employed to assist in an exhibitor's assigned space.
10. Conduct The SMRP Annual Conference is a professional networking and educational environment, and our intent of including industry-related exhibitors is to add value to the many practitioner attendees. Any aspect of an exhibitor’s exhibit area, or the conduct of their staff, that does not adhere to this stated intent or its spirit, will cause the exhibitor to be found in non-compliance and place the exhibitor at risk of having their exhibit shut-down, fees forfeited, and eligibility to participate at future SMRP events jeopardized. Eventualities In the event of postponement of the exhibition or conference for any cause beyond its control, SMRP will not be financially obligated or otherwise committed except that settlement by adjustment will be made to each Exhibitor on a pro-rated basis after deducting funds needed by SMRP to meet routine commitments and organizational costs. Use of Space Exhibitors are prohibited from assigning, subletting or sharing any part of the space allotted to them. Nor shall they exhibit, or permit to be exhibited in their space, any merchandise or advertising materials which are not a part of their own regular products, or which are not compatible with the character of the SMRP Exhibition. Space not occupied by the close of the exhibit set-up period, as specified in these Rules & Regulations, will be forfeited by the Exhibitor. This space may be re-sold, re-assigned, or used by SMRP for other purposes. There will be no refund for space not occupied. If exhibits are not removed by the stated tear-down time, the SMRP and/or hotel staff reserves the right to remove the exhibit and charge the expense to the Exhibitor. 13. Liability The Exhibitor assumes the entire responsibility and liability for losses, damages and claims arising out of the actions or omissions of the Exhibitor or its employees, agents, contractors or invitees and shall indemnify, release and hold harmless SMRP, the hotel, their employees, agents and contractors from any and all such losses, damages and claims, including attorney’s fees. Exhibitors, or their agents, shall not injure or deface the walls or floors of the building, the tables or equipment used in conjunction with the booth area. Where such damage occurs, the Exhibitor will be liable for such damage. In case that said premises shall be destroyed by fire, the elements, or by any cause, or in the case of government intervention or regulation, military activity, strikes, or any other circumstances that make it impossible or inadvisable for SMRP to hold the Exhibition at the time and place provided in the Application & Contract for Exhibit Space and Sponsorship, then and thereupon the contract shall terminate and the
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Exhibitor shall waive any claim for damages or compensation, except the pro-rata return of the amount paid for space and sponsorships, and there shall be no further liability on the part of either party. In case any part of the exhibit area is damaged, or if circumstances make it impossible for SMRP to permit an Exhibitor to occupy the space assigned during any part or the whole of the period covered, then under such circumstances the Exhibitor will be charged for space only for the period space was or could have been occupied by the Exhibitor, and SMRP is released from any and all claims for damages which may arise in consequence thereof. 14. Character of Exhibition SMRP reserves the right to prohibit an Exhibitor from conducting, maintaining and exhibiting if, in the judgment of SMRP, said Exhibitor behavior shall, in any respect, be deemed to be unsuitable. This reservation relates to persons, conduct, articles of merchandise, printed matter, souvenirs, catalogs, and any other items, without limitation, which affect the character of the Exhibition or SMRP. The use of loudspeakers, recording equipment, television sets, and radios or the use of other machinery, which is of sufficient volume to annoy and interfere with adjacent Exhibitors, will not be permitted. Loudspeakers, if permitted at all, must be used within the confines of the contracted exhibit space and must be approved by SMRP. No spotlight, drop light or other special lighting devise may be directed toward the aisles or so that it proves to be irritating or distracting to neighboring exhibitors or Conference and Exhibition attendees. Projectors or TV screens must not cause people to block aisles or take up unreasonable space. Films of purely entertainment character, without educational or informative value, will not be permitted. All efforts to advertise, demonstrate, and operate the Exhibit must be conducted so as not to interfere with the rights of other exhibitors or annoy Conference and Exhibition attendees. Literature and souvenirs may be given from an Exhibitor’s designated space only. Exhibitors must confine exhibit activities to the space for which they have contracted. Any advertising or promotion activity, by or under the control of any Exhibitor, and which occurs outside of the Exhibitor's contracted space, including public areas of the hotel, is not permitted. Any such advertising or promotion activity unacceptably interferes with the public appearance, character and conduct of the Exhibition and SMRP as a whole. 15. Private Meetings Private meetings may not be held during any official SMRP function, which is defined as the period of time that starts with the first official SMRP Conference event and ends with the conclusion of the last SMRP Conference event. Conduct of Exhibitors Exhibitors shall conduct themselves in an ethical manner at all times and in conformity with these regulations. SMRP reserves the right to deny the privileges of the floor to any and all Exhibitors who do not do so. Exhibitors' badges are personal, not transferable, and must be worn at all times. Fire Regulations Fire regulations prohibit the use of paper (crepe or corrugated), cardboard or other flammable materials for Exhibit decorations. All materials in exhibit areas must be nonflammable. Electric signs and equipment must be wired in accordance with facility requirements and all aspects of an Exhibitor’s display must conform to state and local fire codes. Fire extinguishers on walls or elsewhere must not be removed or obstructed. Amendments SMRP reserves the right to interpret, amend and enforce these Rules & Regulations. Written notice of any amendments or interpretations shall be given to each Exhibitor. Each Exhibitor, for himself, his agents and employees agrees to abide by the Rules & Regulations set forth herein, or by any subsequent amendments, or interpretations. Enforcement Any exhibitor not abiding by the Rules & Regulations set forth herein or in subsequent amendments will lose part or all of his company's priority status in future SMRP Exhibitions and may altogether lose the privilege of exhibiting. These Rules & Regulations will be enforced. Music Licensing The exhibiting company will be responsible for individual ASCAP/BMI licensing fees, if applicable to their participation at this Conference and Exhibition. Americans with Disabilities Exhibiting companies shall be responsible for making their exhibit accessible to persons with disabilities as required by the Americans with Disabilities Act and shall hold SMRP harmless from any consequences of exhibiting company's failure to do so. Prohibition of Selling Products SMRP provides display space for Exhibitors to display and demonstrate products on the basis of their potential information and commercial value and not for the purpose of selling on the exhibit floor. Cameras/Video Equipment No cameras or video equipment will be permitted unless authorized in writing by SMRP. Exhibitors wishing to photograph or tape their own exhibition must obtain permission from SMRP. Anyone found photographing or taping without written authorization will be required to immediately surrender the film or tape, with no reimbursement or further recourse. There will be no exceptions to this rule. Trademarks/Copyrights The exhibitor represents and warrants to SMRP that no materials used in or in connection with their exhibit infringe the trademarks,
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copyrights (including, without limitation, copyrights in music and other materials used or broadcast by exhibitor) or other intellectual property rights of any third party. The Exhibitor agrees to immediately notify SMRP of any information of which exhibitor becomes aware regarding actual or alleged infringement of any third party's trademarks, copyrights or other intellectual property rights. The Exhibitor agrees to indemnify, defend and hold SMRP, its officers, agents, staff, successors and assigns harmless from and against all losses, damages and costs (including attorneys' fees) arising out of or related to claims of infringement by exhibitor of the trademarks, copyrights and other intellectual property rights of any third party. Notwithstanding the foregoing, SMRP shall not be liable for and expressly disclaims all liability for infringement or alleged infringement of the trademarks, copyrights or other intellectual property of any third party arising out of the actions of any exhibitor.