2018 Convention Exhibitor Prospectus

Exhibitor Prospectus California State PTA 119th Annual Convention April 27-29, 2018

Exhibits open: April 26-28, 2018 Ontario Convention Center

2200 E. Convention Center Way Ontario, CA 91764

Two easy ways to apply

ï‚š ;

Smart-Reg 3283 De La Cruz Blvd., Suite J Santa Clara, CA 95054

www.capta.org/convention

California State PTA is pleased to present the Exhibitor Prospectus for the 119th Annual Convention in Ontario, California.

CONVENTION DATES: APRIL 27 – 29, 2018 EXHIBITS OPEN: APRIL 26 – 28, 2018

The California State PTA Annual Convention offers you an opportunity to engage with PTA leaders, members and decision makers from across the state. Our participants look forward to the opportunity to see the best in programs, products and services.

Our convention attendees represent children in preschools, elementary, middle and high schools. They value the opportunity to meet and network with providers who will help them accomplish their future goals.

This is going to be an engaging, informative and fun convention, filled with all the things our participants love – including a dynamic exhibit hall! Additional opportunities are available through our sponsorship program. (See page 6 for more information.)

The exhibitor application process opens January 8, 2018 online at https://w3.smartreg.com/webreg/CAPTAB18/ (Exhibitor registration is open from January 8 through April 6, 2018.)

Thank you and we’ll see you in Ontario!

Sincerely, California State PTA

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TABLE OF CONTENTS Quick Reference Guide and Key Deadline Dates – 3 Booths – 4 Sponsorship Opportunities – 6 Exhibit Hall Map – 7 How to Apply – 8 Vendor Insurance – 9 Sample Insurance Certificates – 10 Exhibitor Staff Pre-Registration Form – 13 Application for Exhibit Space – 14 Accommodations – 18 Exhibitor Information – 20 Policies and Procedures – 22 List of Previous Exhibitors – 29 Exhibitor Chairman Contact Information – 31 Attachment 1: Food & Beverage Sample Authorization Form – 34

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QUICK REFERENCE GUIDE: KEY DEADLINE DATES PTA Webpage for Exhibitors: www.capta.org/convention Exhibitor Registration Open: January 8 through April 6, 2018 Online Application Link: https://w3.smartreg.com/webreg/CAPTAB18/ GES Service Kit Ordering Open: March 1 through April 17, 2018 GES Service Kit Link: https://ordering.ges.com/022600986/welcome Vendor Insurance Due: April 16, 2018 Vendor Payment-in-Full Due: April 16, 2018 Accommodations/Housing Reservations Open: March 1 through April 3, 2018 Mandatory Exhibitor Briefing: April 26, 2018 at 3 p.m. in the Exhibit Hall Exhibitor Walk Through: April 26, 2018 at 3:30 p.m. in the Exhibit Hall Exhibitor Set Up: April 26, 2018 from 8 a.m. - 3 p.m.

Exhibit Dismantling: April 28, 2018 at 4 p.m.

Cancellation Request Deadline: March 1, 2018

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BOOTHS: BOOTH PRICING (10 FT. X 10 FT.) Commercial Organizations: Fee

Package A

Package B

Corner Booth

$1,500

$181

$273

Standard Booth

$1,350

$181

$273

Nonprofit Organizations: Fee

Package A

Package B

Corner Booth

$900

$181

$273

Standard Booth

$750

$181

$273

Nonprofits must provide proof of nonprofit status at time of registration.

Pricing for allied agencies and/or District PTAs is as negotiated per memo of understanding. Exhibit letters will be sent to allied agencies by February 1, 2018.

Discount Furniture Package Includes: Package A: Two chairs, table and trash can Package B: Two chairs, table, trash can and carpet All Packages Include: 

Back-rail and side-rail draping



200 lb. drayage



Organization identification



One free Smart Lead Device (SLD) (Additional devices can be rented through the LEAD Station in the Exhibit Hall.)

Exhibitors must be pre-registered and paid in full by February 28, 2018 to receive packages.

Booth selection is first come, first served. Priority booth selection is given to convention sponsors. See sponsorship opportunities for details.

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ADDITIONAL INFORMATION Service Kit: Contact GES directly from March 1 – April 17, 2018.

For any additional items, contact GES for pricing and more.

Contact SMART-reg International at (888) 999-9169. Note that facility, union and GES work rules and other procedures may result in additional fees being charged to the exhibitor, who will be responsible for those charges. The 2018 Convention Service Kit is available online at https://ordering.ges.com/022600986/welcome.

Smart Lead Device (SLD): The SLD collects the contact and demographic information from the delegate’s badge, creating a database for the exhibitor. Information can be downloaded daily or at the end of convention. Sheet and order form for additional SLDs is included in the service kit from GES. Additional Exhibitor Staff: Only five exhibitor staff members may work in the booth at the same time. Add extra staff for an additional $50 fee for each staff member. This fee will be added to your bill if not prepaid and more than five staff members are found in your booth.

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SPONSORSHIP OPPORTUNITIES: Help California State PTA positively impact the lives of children and families!

California State PTA connects families, schools and communities, and is the largest children’s advocacy association in the state. Serving as a sponsor is a great way to show your support for all children and families and the issues most important to them.

The California State PTA Annual Convention is the premier place to connect with thousands of parents and PTA leaders throughout the state. Your generous contribution and participation enables us to provide convention participants with top-quality training and networking experiences. It also helps you connect directly with thousands of dedicated volunteer parents who serve as members and leaders in their local communities.

Become a sponsor today!

Sponsor acknowledgements vary according to the sponsorship level. For a detailed list of packages at each level, visit http://capta.org/programs-events/convention/sponsorship-opportunities/ or contact California State PTA at resourcedevelopment@capta.org.

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EXHIBIT HALL INFORMATION: The exhibit hall, general meetings and all workshops will be held at the Ontario Convention Center at 2000 E. Convention Center Way, Ontario, CA 91764. View the full site map online at www.capta.org/convention.

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HOW TO APPLY: Exhibitor registration is not available onsite.

To get the best booth location, be sure to register online early! Exhibitor online registration opens January 8, 2018 and closes on April 6, 2018. Apply online at https://w3.smartreg.com/webreg/CAPTAB18/. 

Login: Your Company Name



Payment by credit card only

Choose three booth number options and hover over booth spaces to see what exhibitors are around you. The online chart highlights booth status (RED = Sold and YELLOW = Pending).

The floor plan for exhibitor booths can also be found on the California State PTA website at http://downloads.capta.org/con/FloorPlan.pdf.

Changes to your exhibitor profile may be made using the username and password. Updates can be made online until April 20, 2018.

You may also register by mail before April 6, 2018. Faxed applications will not be accepted. Send application to: 3283 De La Cruz Blvd., Suite J Santa Clara, CA 95054 Make check or money order out to “California State PTA”. To avoid duplication, please do not submit an online registration if you mail in an application. The application must be signed.

Note: Booth confirmation will be sent via email to the contact person on the application form.

Exhibitor applications accepted online January 8 through April 6, 2018 at https://w3.smartreg.com/webreg/CAPTAB18/.

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VENDOR INSURANCE: Vendor insurance is due by April 16, 2018. If the insurance information is not received by the due date, you will not be allowed to be an exhibitor at the Convention and you will not receive a refund for any fees paid.

1. Certificate of Insurance naming the California State PTA as the certificate holder and additional insured. Note: The wording highlighted in yellow below must be used.

2. Additional Insured Endorsement CG 20 26 07 04. Note: Can be a blanket form.

3. Hold Harmless Agreement – Completed and signed by the vendor. Note: Please do not reference the convention or put dates of convention on the certificate. We want your business to work with the PTA all year, not just at Convention.

Send via one method only to avoid duplication. Samples are included in this document. Send to the attention of Jennifer Burgh: Email: Send a PDF copy to PTACA@KnightIns.net (preferred method) Fax: (818) 662-9312 Questions about insurance? Contact the California State PTA insurance broker Jennifer Burgh at Knight Insurance Services at (818) 662-4250.

Booth selection is guaranteed when full payment and application is received and approved by the Exhibit Chairman, as well by the insurance broker.

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California State PTA, all units, councils and districts of the California State PTA and all of their officers, directors, members and volunteers.

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STAFF PRE-REGISTRATION FORM: 119th California State PTA Annual Convention at the Ontario Convention Center Exhibits Open: April 26 – 28, 2018 Please type or print clearly (up to 30 characters).

Name of Company: ________________________________________________________________ Contact Person:

______________________________

Phone: (

)

__________

Email: __________________________________________

Booth Size:  10 ft. x 10 ft.  1 Space

 2 Spaces

 3 Spaces

 4 Spaces

 Other: _______

Note: You may have five staff members attending your booth area at any given time, at no charge. If more staff members are required, there will be a $50 charge for each additional individual.

Staff: 1. ____________________________________________________ 2. ____________________________________________________ 3. ____________________________________________________ 4. ____________________________________________________ 5. ____________________________________________________ 6. ____________________________________________________ 7. ____________________________________________________ 8. ____________________________________________________ 9. ____________________________________________________ 10. ____________________________________________________

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APPLICATION FOR EXHIBIT SPACE: Note: Do not use this form if you applied online. Mail-in applications must be received before April 6, 2018.

119th California State PTA Annual Convention at the Ontario Convention Center Exhibits Open: April 26 – 28, 2018 Please type or print and complete all areas below.

Date: ___________________

Company Name: ______________________________________

Contact Person: ______________________ Address:

Title:

___________________________________

______________________________________________________________________

City:

_______________________________________________

ZIP:

__________________

Phone: (

)_________________

Fax: (

State: _________________

)_________________

Email: ________________________________________ Federal Tax ID # (Required): ________________________________________  Yes

Insurance on file with Knight Insurance Services?

 No

Insurance Company: ________________________________________________________________ Name of Insured:

____________________________

Agent’s Name:

____________________________

Agent’s Phone: (

Type of Company:

)_________________  Commercial

 Nonprofit (Must provide copy of 501 (c) 3 letter)

 Allied Agency Type of Product:

________________________________________________________________  No

Will any item be sold or orders taken in the booth?

 Yes

Attach copy of your valid California Seller’s Permit.  I am aware the acronym “PTA” or name “California State PTA” may not be utilized in any exhibitor materials.

Will food/drink samples be provided?

 No

 Yes (Liquid = two ounces. Solids = one ounce.)

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Please fill out the FOOD & BEVERAGE SAMPLE AUTHORIZATION FORM. Follow the instructions on the form from the Ontario Convention Center (see Attachment 1).

Will live animals be displayed in booth?

 No

 Yes (Requires pre-approval and additional cost

may apply.)

List animals: _______________________________________________________________________

Booth Rental Costs: Commercial standard booth(s) only

Commercial corner booth(s) only

Nonprofit standard booth(s) only

Nonprofit corner booth(s) only

Number of booths:

x $1,350 = $

With Package A:

x $1,531 = $

With Package B:

x $1,623 = $

Number of booths:

x $1,500 = $

With Package A:

x $1,681 = $

With Package B:

x $1,773 = $

Number of booths:

x $750 = $

With Package A:

x $931 = $

With Package B:

x $1,023 = $

Number of booths:

x 900 = $

With Package A:

x $1,023 = $

With Package B:

x $900 = $

Sponsorship Amount (check only) = $

Payment/Deposit = $ Packages A & B Balance Due by February 28, 2018 = $ Standard Package Balance Due by April 16, 2018 = $

Booth Choices: 1st _______________

2nd _______________

3rd _______________

 Contact me. I am interested in sponsorship opportunities.

Information for Exhibitor List to be Provided to Delegates: Contact Name: ________________________

Phone Number: (

)________________

Email: ________________________________________ Facebook: _____________________________

Twitter: _____________________________

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Product Description for Exhibitor List (25 words or less): _____________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________

The undersigned exhibitor applicant desires to participate in the California State PTA Convention to be held in the City of Ontario, California from April 26 – 28, 2018, subject to the terms, conditions, rules and regulations governing said convention which are set forth on the attached Rules and Regulations and which are expressly made a part of this application as though repeated herein in full, preceding the signature of the undersigned. An Annual Certificate of Liability Insurance, Additional Insured Endorsement and Hold Harmless Agreement is required to exhibit and must be sent to the California State PTA’s insurance broker at the time of payment and application. Contract is not valid until exhibitor’s participation is approved by the California State PTA and contract is countersigned. Booth(s) are secured when application, Certificate of Liability Insurance, Additional Insured Endorsement, Hold Harmless Agreement and full payment is received, approved and verified.

Full payment must be received by April 16, 2018. If a deposit is made, the balance is due prior to booth guarantee. The exhibitor applicant understands the booths may be reassigned as deemed necessary by California State PTA. Application, payment of booth fee(s) and insurance documents are date stamped when received. Applicant agrees to pay the space rental fees allocated to the booths assigned. No refund, UNDER ANY CIRCUMSTANCES, if cancellation is received by the California State PTA after March 1, 2018.

In witness whereof, the exhibitor applicant has caused this application to be executed individually or by an officer, agent or representative duly authorized to execute same and agrees that, if granted, exhibitor and all of its representatives will abide by all rules and regulations as stated within this Exhibitor Prospectus.

Signature: _____________________________

Print Name: _______________________________

Title: _________________________________

Date: ____________________________________

 Check

 Money order

 Visa

 MasterCard

 American Express

Amount to be charged: $__________________ Credit card number:







___

Expiration date: _______/_______

Security Code: ____________ Name on Card: _________________

Cardholder’s Signature: _____________________________

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Make check or money order payable to California State PTA. Mail payment with application to: Attention: California State PTA Exhibitor Registration Smart-reg International 3283 De La Cruz Blvd., Suite J Santa Clara, CA 95054 Online registration payment is by credit card only. Note: Certificate of Liability Insurance, Additional Insured Endorsement and Hold Harmless Agreement must be sent to Knight Insurance Services. Fax: (818) 662-9312; Contact Person: Jennifer Burgh.

Contract is not valid until exhibitor’s participation is approved by the California State PTA and contract is countersigned.

--------------------------------------------------------------------------California State PTA Use Only: Approved by: ______________________________________, California State PTA President Date: _____________________

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ACCOMMODATIONS: Host Hotels in Ontario: Double Tree by Hilton Hotel Ontario Airport 222 N. Vineyard Avenue Ontario, CA 91764 (909) 937-0900 Rate: $129 (complementary parking and internet) Ontario Gateway Hotel 2200 E. Holt Boulevard Ontario, CA 91761 (909) 975-5000 Rate: $109 (complementary parking)

Reservations: Hotel reservations can be made online. Links to the designated convention hotels are on the California State PTA website at www.capta.org/convention.

What You Need to Know: 1. Housing reservations are open March 1, 2018 2. The group reservation rate is available online until April 3, 2018 3. After April 3, reservations must be made directly with the hotel and are subject to availability and price increase 4. Have a credit card available to reserve your room 5. Payment is made directly to the hotel at the end of your hotel stay 6. Expect the hotel to require payment by credit card or cash only.

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Frequently Asked Questions: Q: Do I have to make reservations online or can I call the hotel directly?

A: Registering online is the preferred method. However, you may call the hotel directly. Be sure to ask for the California Congress of Parents and Teachers group rate.

Q: What if I have roommates? How do we indicate rooming preferences?

A: Designate one roommate to reserve the room. On the sign-up page, indicate the number of individuals staying in each room. Upon arrival at the hotel, you will need to identify each guest who will be sharing the room.

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EXHIBITOR INFORMATION: Submit the following items no later than April 12, 2018 to be included in the exhibitor listing in the delegate registration materials: 

Application – online or by mail



Certificate of Liability Insurance – sent to Knight Insurance Services



Additional Insured Endorsement – sent to Knight Insurance Services



Hold Harmless Agreement – sent to Knight Insurance Services



Full Payment – to California State PTA



FOOD & BEVERAGE SAMPLE AUTHORIZATION FORM

Mandatory Exhibitor Briefing: Exhibit Hall – 3 p.m.

Thursday, April 26, 2018 

Receive up-to-date information about Convention



Pick up your name badges. Badges are printed with staff and company name and must be worn at all times



Pick up tote bag with program and lanyard.

All exhibitors (staff included) must sign in/register with the Exhibit Chairman in the Exhibit Hall. A fee of $35 will be charged for replacing lost badges.

Exhibit Set Up Schedule: Thursday, April 26, 2018 from 8 a.m. to 3 p.m.

Walk-through: 3:30 p.m. (subject to change) Please contact California State PTA Exhibit Chairman Trish Waterbury at exhibitors@capta.org for extenuating installation needs.

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Exhibitor Hall Hours (subject to change): Please note, time changes below.

Thursday, April 26 from 4 – 7 p.m.

Friday, April 27 from 11:30 a.m. – 2:30 p.m. and 5 – 7 p.m.

Saturday, April 28 from 8:30 – 10:30 a.m. and 1 – 3:30 p.m.

Note: Exhibitors may access the exhibit hall 30 minutes prior to opening and may remain up to 30 minutes after closing.

Exhibit Dismantling Schedule: Saturday, April 28, 2018 at 4 p.m.

All exhibitor items must be removed immediately after the closing time.

Hospitality Room/Open House Prohibited: It is prohibited for an exhibitor to host a hospitality room or open house during convention general meeting times.

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POLICIES AND PROCEDURES: GES is the official show management group for the 2016 California State PTA Convention.

Access the service kit online at https://ordering.ges.com/022600986/welcome.

Smoking: Smoking in the convention center is strictly prohibited.

Alcoholic Beverages: Alcoholic beverages are not permitted in the Exhibit Hall at any time.

FOOD SAMPLES AND AUTHORIZATION FORM: Exhibitors may dispense refreshments/samples from their booth. Liquids may not exceed 2 ounces and food may not exceed1 ounce. The attached form must be completed and returned to the convention center no later than 2 weeks before the convention (see Attachment 1).

Compliance With Laws And Regulations: Participants shall comply with all federal, state and local laws, ordinances and regulations now or hereafter in effect, and obtain all permits and licenses, bonds and insurance required and comply with rules and regulations regarding use of the facility established by the convention center director, as amended from time to time, and with the instructions of convention center director or authorized city employees.

Contract for Space: Applications must include full payment or a non-refundable deposit of $200 per space, which shall be applied to the space rental fee.

Applications must specify products scheduled for exhibition, selling and/or distribution.

The Application for space, formal notice of assignment and acceptance by California State PTA, and full payment of rental charges constitute a contract for the right to use this space.

Booth space is assigned on a first-come, first-served basis.

All exhibitors must have their own booth space. Sharing booth space is prohibited.

All demonstrations, or other promotional activities, must be confined within the limits of the exhibit booth.

The exhibitor shall not display or place any product sign, partition, apparatus, shelving or other construction which extends more than eight feet above the floor or more than four feet in depth from the back wall.

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Exhibitors occupying both end spaces of a row MAY NOT extend back display greater than four feet from either side of center line of booth.

Helium balloons are not permitted in the exhibit hall.

No interference with the lighting or view of other exhibitors is permitted.

The California State PTA and Fire Marshall will walk through the exhibit hall prior to opening for a safety check.

California State PTA reserves the right to prohibit any materials from being displayed.

Any space not claimed or occupied by 4 p.m. on Thursday, April 26, 2018 is forfeited without refund of rental paid.

The exhibitor expressly agrees not to dismantle the exhibit or start packing before the final closing hour of the exhibit hall 4 p.m. on Saturday, April 28, 2018.

Exhibiting company name or owner change must be forwarded immediately to California State PTA. Exhibitor applications will not be accepted after April 6, 2018.

Failure to Pay Rental Fee: Exhibitors failing to make payments when due may be cancelled by California State PTA without notice.

California State PTA shall be entitled to close an exhibit at any time for failure by any participant or any of its officers, agents, employees or other representatives to perform, meet or observe any term or condition set forth herein, and such participant shall not be entitled to a refund of any part of any fee not for any consequential losses.

Selection of Exhibitors: California State PTA reserves the right to decline or prohibit any exhibit which in its judgment is inappropriate. This reservation is all-inclusive as to persons, things, printed matter, products and conduct.

Exhibitors who cause or caused California State PTA a financial burden or harass other exhibitors will not be permitted to exhibit at this or any future conventions.

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Restriction in Operation of Exhibits: California State PTA reserves the right to judge the noise level emitted by any exhibitor’s sound-making devices at any time during the convention and may require the volume be lowered or silenced.

California State PTA will not reasonably withhold permission for sound-making devices if the volume is judged to be within acceptable limits. California State PTA may also prohibit or evict any exhibitor, which in the discretion and judgment detract from the general character of the exhibit as a whole.

In the event of such restriction or eviction, California State PTA is not liable for any refunds of rental or other exhibit expense or for any consequential losses.

Sideshow tactics and lotteries are prohibited.

Drawings may be held provided an exchange of money is not involved.

Exhibiting: All exhibitors must have a valid business license and have the number available upon request in their exhibit booth.

Exhibitors are responsible to secure permission for the use of any copyright or trademark materials displayed or sold. The acronym “PTA” or name “California State PTA” may not be utilized in any exhibitor materials.

The exhibit must be staffed at all times. No more than five staff members will be allowed per exhibit booth at any one time.

Catastrophe: If, in the event of war, terrorism, fire, power outage, earthquake, strike, government regulations, public catastrophe, act of God or the public enemy, or other cause, the convention or any part thereof is prevented from being held, or is cancelled by California State PTA, California State PTA shall determine and refund to the applicant its proportionate share of the balance of the aggregate exhibit fees received which remains after deducting expenses incurred by California State PTA and reasonable compensation to California State PTA, but in no case shall the amount of refund to the applicant exceed the amount of the exhibit fee paid.

Care of Building and Equipment: Exhibitor is liable for any damage occurring from injury or defacing of the walls or floors of the building, the booths or the equipment of the booths, caused by the exhibitor or their agents.

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Fire Safety and Health: The exhibitor assumes all responsibility for compliance with all city and state ordinances and regulations including those covering fire, safety and health. Flammable or other dangerous fluids, substances, materials, equipment or other items, the use of which is in violation of city, county or state laws or regulations, may not be used in any booth. The exhibitor must use flame-resistant decorative materials. Fire extinguisher equipment shall not be covered or obstructed in any manner. All aisles and exits must be kept clear at all times.

Irregular Canvassing and/or Activities Beyond Exhibitor’s Space: Distribution of materials may be make only within the booth assigned to the exhibitor presenting such material. Non-exhibiting firms are not permitted to canvas, solicit, hold workshops or distribute literature or other promotion devices during the convention.

Liability and Insurance: Neither California State PTA nor the Ontario Convention Center, nor the management or any officers or staff member of either, are responsible for the safety of the property of the exhibitors from theft, damage by fire, accident or other causes. Exhibitors are advised to consult their insurance broker for proper coverage on display material from the time it leaves the exhibitor’s premises until its return.

Neither California State PTA nor Ontario Convention Center management, nor any of their officers, agents, employees or other representatives, shall be held accountable or liable for, and the same are hereby released from accountability or liability for all damage, loss, harm or injury to the person or any property of the exhibitor and of all of its officers, agents, employees or other representatives, resulting from theft, fire, water, accident or any other cause, and neither California State PTA not the Ontario Convention Center will obtain insurance against any such damage, loss, harm or injury. Exhibitors are required to provide Certificate of Liability insurance, Additional Insured Endorsement and Hold Harmless Agreement with their application and also provide such evidence when acting as a vendor at any PTA function.

Application and payment, less $200 nonrefundable deposit cancellation charge, are returned to the exhibitor if correct insurance is not submitted. If the exhibitor files its annual insurance with the California State PTA insurance broker, an annual Certificate of Liability Insurance and Additional Insured Endorsement need not be forwarded to the insurance broker. In addition, if the exhibitor files its certificate showing the annual term of coverage with the California State PTA insurance broker, the exhibitor does not need to file separately with any individual unit, council or district PTA during the year for individual events. Proof of Insurance does NOT constitute an endorsement by California State PTA.

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(See sample Certificate of Liability Insurance, Additional Insured Endorsement and Hold Harmless Agreement forms.) The Additional Insured Endorsement attached to the Certificate of Liability Insurance must name as additional insured: “California State PTA, all units, councils and districts of the California State PTA and all of their officers, directors and members and volunteers”.

Comprehensive General Liability policy must be for a minimum of $1,000,000 combined single limit and cover, among other risks, the contractual liability assumed by exhibitor, personal injury coverage, premises liability coverage and products liability if exhibitor is providing a product or products. The certificate must allow for a 30 day notice of cancellation to the PTA. For additional information or clarification, please contact Knight Insurance Services. (Contact information listing on Page 2.)

Indemnification: The applicant hereby agrees to indemnify, defend and protect the California State PTA and Ontario Convention Center management against, and hold and save the California State PTA and Ontario Convention Center management harmless from, any and all claims, demands, suits, liability, damages, loss, costs, attorney fees and expense of whatever kind or nature which might result from or arise out of any action or failure to act of the applicant or any of its officers, agents, employees or other representatives, including but not limited to claims of damage or loss to property, or from any damage, loss, harm or injury to the person or any property of the applicant of any of its officers, agents, employees or other representatives.

Exhibitors are required to have insurance in the event their operations cause injury to anyone.

California State PTA has insurance to cover the California State PTA and its unit, council, and district PTAs if they are the cause of an injury.

Workers’ Compensation Insurance: By entering into this contract, the exhibitor applicant certifies it is aware of the provisions of the Labor Code of the State of California which require every employer to be insured against liability of workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and certifies it will comply with such provisions before commencing any activities in connection with this application.

Live Animals: Animals may not be brought into the Ontario Convention Center without the prior written consent of the onsite Event Services Manager, except guide dogs for the visually impaired.

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Exhibitors must ensure the animal is adequately controlled, supervised, appropriate safety measures are in place and the animal is treated in a humane manner.

Additional costs and insurance coverage may be required by the convention center for presence of live animals.

Live animals which will be on display must be indicated on the application.

Requirements will be made available from the Exhibit Chairman upon request.

Public Safety: Conduct activities with full regard to public safety. Observe and abide by all applicable regulations now in effect or as amended or promulgated from time to time, and requested by city and duly authorized governmental agencies responsible for public safety.

Photography, Video and Audio Sound Devices: No photography, videotaping or audio recording of any delegate, participant or PTA-sponsored event unless written consent is obtained prior to convention activities commencing.

Use of photographs, videos or audio recordings after the end of the California State PTA Annual Convention is subject to consent and approval by California State PTA. All sound-making equipment shall be operated at a level which will not interfere with other exhibitors.

Texting: Exhibitors may NOT text any delegate or participant during workshop or general meeting time frames.

Union Regulations: Union contract rules and regulations require union labor for certain aspects of your exhibit handling.

Union labor is at the exhibitor’s expense.

A Union Labor Jurisdiction Sheet with a comprehensive list of “Do’s and Don’ts” is provided to all confirmed exhibiting companies in the service kit sent by GES Exposition Services.

Cancellation Policy: A refund is processed only if cancellation is requested in writing by March 1, 2018. California State PTA will not refund any fees paid if all of the insurance requirements are not received by April 16, 2018.

There are no refunds, under any circumstances, if a cancellation request is received by California State PTA after March 1, 2018.

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These Policies and Procedures become a part of the contract between the exhibitor and California State PTA. All points not covered are subject to the decision of the California State PTA.

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LIST OF PREVIOUS EXHIBITORS: 6crickets

eScrip

99Pledges

ExpressTees

AAA Northern California, Nevada & Utah

Fire Service Plus, Inc.

All for KIDZ

Full Spectrum Educational Services

Apex Fun Run

Fun Services

Aquarium of the Pacific

FundRacers

Art in Action

Gateway Fund Raising

Association of California School Administrators

Good Grains

Bay Reprographic & Supply Inc

Groggy Dog

Believe Kids

Harlem Wizards

Better Yearbook Publishing Co.

Help Our School

Boosterthon Fun Run

iD Tech Camps

Brick By Brick Education Fund

Impact Teen Drivers

Brightspark Travel

JK Naturals

California Action for Healthy Kids

Keep Kids Safe

California Association of Student Councils

Knight Insurance

California Music Educators Association

Lifetouch Inc.

California School Employees Association

Lion's Heart Counseling

Charleston Wrap

Los Angeles County Office of Education

Chuck E. Cheese’s

Mixed Bag Designs

ClearWin Technologies Inc.

Panda Restaurant Group, Inc.

Click My Cause

Parent Planet

December Gift Shop

Play-Well TEKnologies

Desserts and More LLC DBA Cool Crave

Popcornopolis

Discovering Science

PTAEZ

DrumFIT

ReversibleSweatshirts.com

Ed100

RO-SHAM-BO

EdumarkingUSA

Safe Routes to School National Partnership

ES Fundraising

Savers

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Scholastic Book Fairs School APPtitude School Datebooks School Spirit Vending School Zone Podcast Sears Spirit Sox USA SpiritCups Fundraising Spiritwear Hero Square 1 Art STORM Program LLC Test Prep Gurus The Get Movin' Crew The Imagination Machine The Ocean Adventure TopSchool Ultra Fun Run Via Heart Project World's Finest Chocolate Yankee Candle Fundraising Yearbook Life Yoobi Yubbler

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CONTACT INFORMATION: CALIFORNIA STATE PTA EXHIBIT CHAIRMAN Trish Waterbury 2327 L Street Sacramento, CA 95816 (916) 440-1985 ext. 325 Fax: (916) 440-1986 Email: exhibitors@capta.org

REGISTRATION COMPANY SMART-reg International, Inc. 3283 De La Cruz Blvd., Suite J Santa Clara, CA 95054 (888) 999-9169 (for SMART-Lead Devices only)

HOTEL RESERVATIONS Double Tree by Hilton Hotel Ontario Airport 222 N. Vineyard Avenue Ontario, CA 91764 (909) 937-0900 Rate: $129 (complementary parking and internet) Ontario Gateway Hotel 2200 E. Holt Boulevard Ontario, CA 91761 (909) 975-5000 Rate: $109 (complementary parking)

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CALIFORNIA STATE PTA INSURANCE BROKER Knight Insurance Services 535 N. Brand Boulevard, Suite 1000 Glendale, CA 91203 Contact Person: Jennifer Burgh (818) 662-4250 Fax: (818) 662-9312 Email: ptaca@KnightIns.net

SHOW DECORATOR GES Exposition Services 7050 Lindell Road Las Vegas, NV 89118-4702 (800) 475-2098 Fax: (866) 329-1437 Contact online: www.ges.com/contact

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AUDIO

AND PHOTOGRAPHY RELEASE

By registering for and/or attending the California State PTA Annual Convention, you hereby grant and assign California State PTA and its legal representatives the irrevocable and unrestricted right to use and publish for editorial, trade, advertising or any other purpose and in any manner and medium, including website and internet promotion, all photographic, audio, video and digital images of you and your guests taken while in attendance at the California State PTA Annual Convention. By registering for and/or attending the California State PTA Annual Convention you hereby release California State PTA and its legal representatives from all claims and liability relating to said photographs, audio, video and digital images.

PHOTOGRAPHY, VIDEO AND AUDIO RECORDING Exhibitors may NOT photograph, videotape or audio record any delegate, participant or PTAsponsored event during the California State PTA Annual Convention unless written consent is obtained prior to Convention activities commencing. Use of photographs, videos or audio recordings after the end of the California State PTA Annual Convention is subject to consent and approval by California State PTA. Texting exhibitors may NOT text any delegate or participant to come to the exhibit hall during workshops or general meeting.

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ATTACHMENT 1: FOOD & BEVERAGE SAMPLE AUTHORIZATION FORM Must be visibly displayed in booth EVENT NAME: ____________________________________ DATE: ______________________BOOTH#______________

Premier Food Services has the exclusive food and beverage distribution rights within the Ontario Convention Center. Sponsoring organizations and their exhibitors may distribute SAMPLE food or nonalcoholic beverage products with written authorization ONLY. GENERAL CONDITIONS: • All food samples are limited to 1 oz. (All sampling sizes will be strictly enforced) • All non-alcoholic beverage samples are limited to 2 oz. (All sampling sizes will be strictly enforced) • Exhibitors may exhibit only merchandise which they normally serve or produce in the ordinary course of their business and may only distribute such quantities that are reasonable in regards to the purpose of promoting the merchandise. Food service exhibitors may distribute food samples in their authorized space only and must not be in competition with products or services offered by the Food and Beverage Department.

• Use of cooking equipment must have prior approval of the Ontario Convention Center.

• Show management is responsible for securing a San Bernardino County Health Permit and providing the Food & Beverage Management with a copy TWO weeks prior to the event date.

• Standard fees for storage, handling, delivery, etc. will be charged where applicable.

• The applicant named below acknowledges they have sole responsibility for use, service, and disposition of such items in compliance with all applicable laws. State law prohibits the sampling and distribution of alcoholic beverages.

Accordingly, the applicant agrees to indemnify and forever hold harmless Premier Food Services, the Ontario Convention Center, the City of Ontario and its agents from all liabilities, damages, losses, costs or expenses resulting directly or indirectly from their use of distribution or other dispensed food and beverage items.

• The Ontario Convention Center and Premier Food Services reserves the right to terminate the service of any food or beverages if your event is in violation of Federal, State, County or City laws relating to the service of alcoholic beverages.

• San Bernardino County Health Department Regulation: Every vendor or demonstrator sampling food products that are open or require cooking, warming, cutting or preparation is required to have a hand washing sink in their service location.

• Premier Food Services reserves the right to determine the necessity of Hand Washing Sinks at each location.

Company Name_________________________________ Phone_____________ Fax____________ Address ______________________________________ Email address______________________ City __________________________________________State_________ Zip Code ____________ On Site Contact __________________________________________________________________ Signature___________________________________________________Date________________

Product(s) you wish to sample _______________________________________________________

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Proposed method of dispensing ___________________________Quantity Distributed ___________ Do food samples require open food, cooking, warming, cutting or preparation? sink is required if you answered YES to the question above.

YES

NO A

SERVICES REQUIRED: Please notify Premier Food Services at (909) 937-3061 regarding any special services or requests related to your sample distribution.

HAND WASHING SINK RENTAL: Rental is the sole responsibility of each Vendor/Exhibitor. San Bernardino County Health Department Regulations will be strictly enforced. For rental assistance, please contact the Catering Manager Shanna Krajcir at 909.937.3061 or skrajcir@ontariocc.org NOTE: All samples MUST receive prior approval and confirmation from the Show Manager, Premier Food Services and the Ontario Convention Center. Exhibitors who do not comply will be asked to remove the items from the facility.

Please return form via FAX 909.937.3861 or EMAIL skrajcir@ontariocc.org RETURN TO OUR CATERING OFFICE AT LEAST TWO WEEKS PRIOR TO THE START OF THE SHOW APPROVED___________________________________ DATE_________________________________ Premier Food Services 814-3 Revised 9/21/2017

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