GenEx2014 Exhibitor and Sponsor Booklet
Learn how you can exhibit or be a sponsor for the 53rd Annual OGS Conference to be held 30 April-3 May 2014 at the Kalahari Resorts in Sandusky, Ohio.
INVITATION TO EXHIBIT AND SPONSOR The 53rd Annual OGS Conference 30 April–3 May 2014 Kalahari Resorts • Sandusky, Ohio EXHIBIT DATES AND HOURS Exhibit Setup WEDNESDAY, 30 APRIL 12:00 p.m. to 7:00 p.m. Exhibit Hours THURSDAY, 1 MAY FRIDAY, 2 MAY SATURDAY, 3 MAY 09:30 a.m. to 5:30 p.m. 08:30 a.m. to 5:30 p.m. 08:30 a.m. to 3:30 p.m. CONTACT INFORMATION For conference-related information and questions regarding the Exhibitor Applications/Contract, payment, or exhibit assignments, contact the GenEx2014 Exhibit Coordinators: Marleen Applegate Rory Hartbarger Ohio Genealogical Society 611 State Route 97 West Bellville, Ohio 44813 (419) 886-1903 firstname.lastname@example.org INTRODUCTION GenEx 2014 promises to be the premier statewide conference for genealogists and historians interested in all aspects of genealogy and history. The three and a half day conference (Wednesday evening through Saturday) will offer innovative genealogical sessions and workshops presented by many nationally known speakers in the genealogical community. Exhibitors will find over 500 eager attendees who will be looking for products and services to supplement their educational experience at this conference. GenEx 2014 will be held at the Kalahari Resorts and Convention Center in Sandusky, Ohio. The theme, Genealogical Expedition, draws from the perspective of providing a unique and adventuresome experience for conference attendees to help them on their genealogical hunts. WHY KALAHARI? Attending a Kalahari conference is a one-of-a-kind experience. African-themed venues set the perfect tone for engaging events with an inherent sense of adventure. Exhibitors and conference attendees are encouraged to make a vacation out of their stay here, bringing the whole family to enjoy water park attractions, diverse on site dining, Spa Kalahari and Salon, nearby golf and much, much more. Each carpeted space at the resortâ€™s Lake Erie conference center has state of the art audio/visual and communications technology, including complimentary wireless Internet and state-of-the-art sound. Whether you are driving or flying, the Kalahari Resorts and Convention Center is conveniently located just off the shores of Lake Erie, making the event easily accessible to anyone attending. Kalahari Resorts 7000 Kalahari Drive Sandusky, Ohio 44870 2 ABOUT OGS The Ohio Genealogical Society is the largest state genealogical society in the United States. Its mission is to meet the educational needs of its members and the general public through the acquisition, preservation, and dissemination of genealogical and historical information. EXHIBITOR BENEFITS Our exhibitors are an integral part of the Society’s conference and we are here to help you stage a successful exhibit. Once you have made the commitment to exhibit at the conference and your space is paid in full, a number of benefits and marketing tools will be available to you. ffExcellent opportunity to showcase your products or services and meet hundreds of attendees face to face. ffExhibit space will be at the center of conference sessions and events ffCompany listing and 50 word product/service description in the conference syllabus. ffCompany listing on the conference website with a link to your home page, including added exposure on the conference Facebook and Twitter page. ffComplimentary high-speed wireless Internet service in all areas of the convention center, including guest rooms. ffComplimentary on site parking ffKalahari guests receive up to 4 water park passes to the nation’s largest indoor water park per day ffOne complimentary conference registration and electronic syllabus EXHIBIT SPACE DESCRIPTION Each booth is 10’ wide by 10’ deep and includes one 8’ draped table, two chairs, one 110VAC electrical outlet, and signage. Each table top display includes one 8’ draped table, two chairs, one 110VAC electrical outlet per table, and signage. Exhibit area will be locked when exhibits are closed. EXHIBIT BOOTH/TABLE ASSIGNMENT Payment is due in full before registration is complete and booth or table assignment can be confirmed. Assignments will be made on a “first come, first served” basis after sponsor exhibit space has been assigned. OGS reserves the right to change space assignments when such action is deemed to be in the best interest of the total exhibition. Each exhibitor is encouraged to have at least one attendant available in their space during Exhibit Hall hours. Please see Terms and Conditions on page 7 for complete information on OGS exhibit regulations. EXHIBITOR REGISTRATION Each exhibiting company is entitled to one complimentary registration for the conference. Additional conference registrations should be purchased if additional exhibit personnel wish to attend the educational sessions. EXHIBITOR SALES Exhibitors who wish to sell products at the conference must have an Ohio Transient Vendor’s License. Licenses are available from the Ohio Department of Taxation at http://www.tax.ohio.gov/ portals/0/sales_and_use/st_st1t12_09.pdf. CANCELLATION POLICY Cancellation requests must be submitted in writing to the Exhibit chairs. Written requests received before 31 January 2014 will receive a refund, minus a $50 administrative fee. 3 KALAHARI RESORT It’s all under one roof! After a rewarding exhibit day, indulge in the many resort offerings built with you in mind. From soothing spa treatments, restaurants, lounges, and grills to water activities with your family if you have brought them along, the amenities at Kalahari are virtually endless. Kalahari is home to America’s largest indoor waterpark, featuring 173,000 square feet of waterpark excitement. No children? No problem. Kalahari offers adultonly hot tubs and the waterpark maintains a therapeutic 82° temperature. The resort also features a state-of-the-art fitness room, offering treadmills, elliptical trainers, recumbent bikes, and presses so you can keep your energy flowing for the best OGS conference yet. Guest rooms include a microwave, refrigerator, coffee maker, table and chairs. One to three bedroom suites are available. 4 HOTEL ACCOMMODATIONS Exhibitors must make their own hotel reservations directly with Kalahari Resorts. The Ohio Genealogical Society has negotiated special rates for the GenEx2014 conference. Conference room rates are $144 double per night, plus tax. To reserve lodging, call the resort toll-free at (855) 875-7774 and use the group name Ohio Genealogical Society. Online reservations can be made by going to the Kalahari website, https://sres.kalahariresorts.com/V1Web/ Custom/GroupLogin.aspx. The information you need to receive the OGS rate is: Group Access Codes Group ID: 18236 Password: 38004213 Please note: Kalahari is an advance deposit resort requiring the first night’s lodging plus applicable taxes to be charged at the time of reservation. SPONSORSHIP OPPORTUNITIES Connect with attendees beyond the confines of your booth and become a GenEx 2014 sponsor. In sponsoring the conference, we can provide recognition of your name and/or institutional affiliation through one of the following levels: ffSponsorship recognition at the Keynote Session, Friday Night Event, and the Saturday OGS Business Luncheon ffSponsorship recognition in the Conference Syllabus (Name and/or Logo) LION ($2,500 TO $4,999) ffTwo tickets to the Friday Night Event ffSponsorship recognition on the conference website ffOne full-page advertisement in the Conference Syllabus ffSponsorship recognition at the Keynote Session, Friday Night Event, and the Saturday OGS Business Luncheon ffOne Exhibit Hall booth ffMarketing materials in registration bags ff Sponsorship recognition in the Conference Syllabus (Name and/or Logo) GIRAFFE ($100 TO $499) ffFour tickets to the Friday Night Event ff One full-page advertisement in the Conference Syllabus (to include one of the front or back cover pages) ff One Exhibit Hall booth ff Marketing materials in registration bags ffSponsorship recognition on the conference website ZEBRA ($500 TO $999) ffSponsorship recognition on the conference website ffSponsorship recognition at the Keynote Session, Friday Night Event, and the Saturday OGS Business Luncheon ffSponsorship recognition in the Conference Syllabus (Name and/or Logo) ELEPHANT ($1,000 TO $2,499) ffSponsorship recognition on the conference website Other sponsorship opportunities available. Please contact Margaret Cheney, conference co-chair, at margcheney@aol. com for questions or other opportunities. ffTwo tickets to the Friday Night Event ffOne half-page advertisement in the Conference Syllabus ffOne Exhibit Hall booth ffSponsorship recognition at the Keynote Session, Friday Night Event, and the Saturday OGS Business Luncheon ffSponsorship recognition in the Conference Syllabus (Name and/or Logo) ffOne ticket to the Friday Night Event ffOne quarter-page advertisement in the Conference Syllabus ffOne Exhibit Hall table ffMarketing materials in registration bags ffMarketing materials in registration bags 5 EXHIBITOR PROMOTIONS MARKETING Everyone loves a deal! Exhibitors can now offer conference participants a buying experience unlike any other. Make GenEx2014 more productive for your business or organization by participating in the Exhibitor Promotions Marketing program. Tell us by 30 March 2014 what special offers, giveaways, discounts, and demonstrations you are planning during the conference. We will send out a notice in advance of the conference to attendees and potential attendees regarding your promotions to drive more traffic to your booth. DOOR PRIZES The donation of any item suitable for a door prize would be greatly appreciated. If items are received before 28 February 2014, donor names will appear in the conference syllabus and the conference website. Door prizes should be sent to: Stacie Murry 2014 OGS Door Prize Chair Ohio Genealogical Society 611 State Route 97 West Bellville, Ohio 44813 Any questions regarding door prizes should be sent directly to Stacie Murry at email@example.com. ADVERTISING OPTIONS Conference advertising opportunities are offered to exhibitors at reduced rates. These opportunities are limited and are available on a “first come, first served” basis. Syllabus Advertisements Inside Back..............................$500 (7.5” x 10”) Inside Front.............................$350 (7.5” x 10”) Full Page..................................$250 (7.5” x 10”) Half Page..................................$175 (7.5” x 5”) Quarter Page..........................$100 (3.5” x 5”) Business Card Size.................. $50 (3.5” x 2”) ffAds can be submitted in TIFF and PDF formats ffAll files must be at least 300dpi ffAny fonts used in the ads must be either converted to outlines or embedded in the file ffDeadline for ad submission is 15 January 2014 6 TERMS AND CONDITIONS The Ohio Genealogical Society is a nonprofit corporation in Ohio hereafter called OGS. Exhibitor refers to all individuals, companies, or organizations, profit or non-profit, formal or informal, who have been invited to participate in an OGS sponsored event, to use the Exhibit Hall, or other facility, to sell or promote products, memberships, or services related to genealogy. Exhibitors and their agents shall conduct themselves in a professional and ethical manner at all times during the Conference. Ethical conduct for the Exhibitor and agent excludes all illegal activities and the promulgation of erroneous or misleading information about products and services they are selling or about products or services sold by others. Any Exhibitor or agent found to be involved in illegal activities or to be passing false or misleading information may result in the Exhibitor being ejected from the Conference at the discretion of the Conference Chair. The exhibitor or agents may not remove, alter or amend any other Exhibitor’s promotional materials. The exhibitor shall notify the Exhibits Chair in writing of all persons working with or in any way representing them at an OGS event. All persons representing an Exhibitor must wear an OGS provided name-badge, identifying them as an agent of the Exhibitor, at all times in the Conference facility. This will be strictly enforced, especially during set-up and tear-down. Design and content of these badges is wholly at the discretion of OGS. All persons active in an Exhibitor area are assumed to be agents of that Exhibitor unless the Exhibitor takes action to remove the person from this appearance or representation and notifies the OGS Exhibits Chair or Conference Chair immediately upon becoming aware of the situation. This policy is established to prevent Exhibitors from later denying responsibility for the actions of an agent or anyone representing them. All actions by anyone listed with an Exhibitor are that Exhibitor’s responsibility. The Exhibitor agrees to abide by all existing laws, rules, agreements and regulations, including those covering the use of services or labor in the Conference facility. The Exhibitor assumes full responsibility and liability for the action of its agents. The Exhibitor is responsible for damage to his/ her leased space. No signs or other articles may be affixed, nailed, or otherwise attached to walls, doors,windows, etc., in such a manner as to deface or damage them. Likewise, no attachments may be made to the floors by nails, screws, tape, or any other devices that would damage or mar them. In all cases, the judgment of the OGS Exhibits Chair shall prevail. Such signs or attachments must be removed when directed by the Exhibits Chair or Conference Chair. All such attachments and residue must be removed by the Exhibitor at the end of the Conference. Any costs incurred by OGS as a result of an Exhibitor’s placement of signs, furniture, or other devices will be reimbursed to OGS by the Exhibitor. Assignment of space will be made by OGS and may be changed at any time, including during the Conference, for any reason, stated or unstated, by the Exhibits Chair. Exhibits must be self-contained within the space assigned by the OGS Exhibits Chair. Chairs, furniture, or other materials shall not be placed outside the assigned space or set up in such a manner as to block exits, access to other rooms, or access to other Exhibitor’s space. No exhibit structure, material or sign may extend more than eight feet in height, unless expressed permission is granted by the OGS Exhibits Chair. Exhibitor’s decorations may not obstruct other allowable displays or project into aisles. In all cases regarding space use and bounds, the decision of the OGS Exhibits Chair shall prevail. Hawking, including distributing written or verbal promotional material in the aisles, corridors, lecture halls, labs, hotel rooms, or on the public address system of the OGS Conference is strictly prohibited. Violation of this rule will result in the Exhibitor being ejected from the Conference and not being allowed to participate in future OGS Conferences. All sales activity is strictly limited to the Exhibitor’s assigned space in the Exhibits Hall and in demonstrations scheduled for that Exhibitor. Exhibitors may not announce, place or post promotional material in any lecture room without the prior approval of the Program Chair or Conference Chair. The OGS Conference staff may, from time to time, use the public address system, signs and flyers, to announce schedules, events, activities and services of general interest to attendees. The Exhibitor agrees to cooperate with the OGS Conference staff. Payment for space must be made at the time space is reserved. Payments made within 10 days of an event will be made at the discretion of the Exhibits Chair in a cash instrument acceptable to the OGS Treasurer, such as a money order or cashier’s check. Such payment method is at the discretion of the OGS Treasurer when the Exhibitor is new to OGS and has not established a financial history with OGS. Once an Exhibitor sets up at an OGS event, no refund of monies paid OGS will be made. Cancellations or amendments made after OGS has incurred an expense related to that exhibit may be made at the discretion of OGS. No refund is implied or established by this allowance. Exhibitors shall not ship advance freight direct to the exposition site unless permitted by the hotel or conference center. OGS and the owners or managers of the facility where the exposition is to be held shall not accept or store display materials or empty crates, and the Exhibitor shall make his own arrangements for shipment, delivery, receipt and storage of such materials and empty crates. All shipments and deliveries to the exposition shall be prepaid. Neither OGS or its agents or representatives will be responsible for any injury, loss, or damage that may occur to the Exhibitor, or to the Exhibitor’s agent or property, from any cause whatsoever. Under no circumstances will OGS be liable for lost profits or other incidental or consequential damages. OGS shall not be liable for failure to perform its obligations under any agreement with Exhibitors as a result of strikes, riots, acts of God, or any other cause beyond its control. Anyone visiting, viewing or otherwise participating in the Exhibitor’s exhibit is deemed to be the invitee or licensee of the Exhibitor, rather than the invitee or licensee of OGS. OGS shall not be liable for any injury whatsoever to the property of the Exhibitor or to persons conducting or otherwise participating in the conduct of the exhibit or to invitee or guest of the Exhibitor. OGS and/or the exposition facility shall exercise reasonable care for the protection of the Exhibitor’s materials and display. Beyond this, OGS, the exposition facility, or any officer or staff member thereof will not be responsible for the safety of the property of the Exhibitor, his agent, or employees, from theft, damage by fire, accident, or any other cause. The Exhibitor shall not assign, sublet, or share assigned space without the knowledge and written consent of the Exhibits Chair. The Exhibitor must display only the goods manufactured or dealt in by them in their regular course of business. OGS reserves the right to restrict exhibits which because of noise, methods of operation, materials or for any other reason, become objectionable, and also to prohibit or to remove any exhibit which, in the opinion of OGS, may detract from the general character of the exposition as a whole, or which consists of products or services inconsistent with the purpose of the exposition. This reservation includes persons, things, conduct, printed matter, and anything of such character that OGS determines to be objectionable. In the event of such a restriction or removal, OGS shall not be liable for any refunds or other exhibit expenses. Admission to vendor areas during scheduled setup and take down periods will be by badge only. There will be no admission when the vendor area is scheduled to be closed. Identification badges are not transferable. Complimentary Exhibitor badges will be provided to official Exhibitor Representatives as needed. No firm or organization not assigned exhibit space shall be permitted to solicit business within the conference area or conference hotel. Each Exhibitor agrees that he and his agents will abide by these regulations and by subsequent amendments and additions thereto, it being fully understood and agreed that the sole control of the Exhibits Hall and Conference space rest with The Ohio Genealogical Society. No invasive medical procedures are permitted. 7 EXHIBIT HALL FLOOR PLAN MAP GRAND BALLROOM C•D•E•F AVAILABLE BOOTH AVAILABLE TABLE RESERVED 8 EXHIBIT SPACE AND SPONSORSHIP APPLICATION/CONTRACT Exhibitor hereby requests space at the Ohio Genealogical Society’s 2014 Conference to be held at the Kalahari Resorts and Convention Center in Sandusky, Ohio, from 30 April‑3 May 2014. Acceptance of this application converts it to a full contract for exhibits and shall be considered a binding agreement between the Exhibitor and GenEx 2014. Exhibitor accepts all terms and conditions and rules for exhibiting as outlined on page 7 of this booklet. TITLE: Exhibitor space fee on our before 31 December 2013 (includes one conference registration with access to all conference events) ORGANIZATION: Booth (outside walls)........................................... $ 125 PHONE: Tabletop (Vendor)......................................................$ 75 EMAIL: Additional tables (Vendor).....................................$ 65 SIGNATURE: Tabletop (Nonprofit/OGS Chapter)..............................$ 50 ORGANIZATION CONTACT: Additional tables (Nonprofit/OGS Chapter)..............$ 40 The following information will be listed in the syllabus: ORGANIZATION Exhibitor space fee after 31 December 2013 (includes one conference registration with access to all conference events) CONTACT Booth (outside walls)........................................... $ 135 TITLE Tabletop (Vendor)......................................................$ 85 ADDRESS Additional tables (Vendor).....................................$ 75 Tabletop (Nonprofit/OGS Chapter)..............................$ 60 CITY/STATE/ZIP Additional tables (Nonprofit/OGS Chapter)..............$ 50 TELEPHONE FAX EMAIL WEBSITE Please write a brief description about your organization or services/ product for the conference syllabus (50 words). Assignments: Review the exhibit hall floor plan and select four booth or table locations. Assignments will be made based on a “first come, first served” basis. 1 2 3 4 SPONSORSHIP OPPORTUNITIES Lion........................................................$2,500 – $4,999 Elephant...............................................$1,000 – $2,499 Zebra............................................................$500 – $999 Giraffe..........................................................$100 – $499 Syllabus Advertisements METHOD OF PAYMENT Check/Money Order Enclosed (payable to OGS 2014 Conference) Credit Card: MasterCard VISA Discover Amex NUMBER EXP DATE SIGNATURE ON CARD Ad Size: ____________ (see page 6) Total Due $ _______ $ _______ Please send completed application and method of payment to: OGS 2014 Conference 611 State Route 97 West Bellville OH 44813 Phone: (419) 886-1903 Fax: (419) 886-0092 STAY CONNECTED To keep up-to-date with the latest conference news, program, and exhibits, scan here or visit www.genex2014.org.