2005 NCLR ANNUAL CONFERENCE FEATURING LATINO EXPO USA July 16-19, 2005 Philadelphia, Pennsylvania
About the Conference
A signiﬁcant feature of the Conference is the Latino Expo USA, the largest Hispanic consumer show in the country attracting 15,000 to 20,000 people to an expo with over 300 displays from corporations, government agencies, and community-based organizations. The Latino Expo USA is a truly unique venue where companies and organizations can build and enhance their relationship with Latino consumers, a fastgrowing market with a reputation for brand loyalty. For more information, contact: (800) 311-NCLR (6257) firstname.lastname@example.org, or visit www.nclr.org/conference
Past NCLR Annual Conference keynote speakers:
The NCLR Annual Conference consists of four days of the most on-point and cutting-edge workshops addressing critical issues in the Hispanic community, ﬁve key meal events before an audience of 2,000, and presentations from speakers of national and international prominence.
The Conference also features special events connecting communities around a speciﬁc program or issue, such as the Diabetes Dash, Helen RodríguezTrias Health Reception, Education Training Institutes, among others. And it isn’t all work. The NCLR Annual Conference is known for delivering top-notch talent, giving attendees exposure to star performances and leaving them with lasting memories.
Senator John Kerry (D-MA)
Senator John McCain (R-AZ)
Ken Lewis, President/CEO Bank of America
Former Secretary of Housing and Urban Development Mel Martinez
Michael Dell, CEO Dell Computer Corporation Then-Governor of Texas George W. Bush President of Mexico Vicente Fox President Bill Clinton Senate Majority Leader Tom Daschle
Secretary of Health and Human Services Tommy G. Thompson House Minority Leader Richard Gephardt (D-MO) Former Secretary of Energy Bill Richardson
Vice President Al Gore
Former Secretary of Housing and Urban Development Henry Cisneros
Former President of Mexico Ernesto Zedillo
Former Governor of Texas Ann Richards
First Lady Hillary Rodham Clinton
Former American Red Cross President Elizabeth Dole Ambassador and author Carlos Fuentes Sponsorship Opportunities (7 pgs)
NCLR Annual Conference
For more than 25 years, the NCLR Annual Conference has been the largest and most important gathering of the nation’s most inﬂuential individuals and organizations working with the Hispanic community. The Conference has grown with its gente, providing a forum for people in the business of social change to learn about ongoing and emerging issues in the Hispanic community, connect with key community leaders, and generate partnerships with Hispanic community-based organizations. The Conference is the meeting ground for over 23,000 community organization leaders, activists, and volunteers; elected and appointed ofﬁcials; members of the corporate, philanthropic, and academic communities; senior citizens; college students; and youth.
2005 NCLR ANNUAL CONFERENCE Affilliate Organizations July 16-19, 2005 Pennsylvania Convention Center
4. Exhibit Options-Latino EXPO USA Includes one 10’ x 10’ booth space and one (1) full Conference registration. ❑ Affiliate Organization Affiliate Rate .............................................................$600
Please type or print clearly.
No. of Booths ........................................................... _____
1. Client Information ❑ Local Affiliate (PA and Camden NJ Only) Company Name First Name
No. of Booths .......................................................... _____
Total ........................................................................... _____ Title Will you be using the Complimentary Booth Kit (one per Exhibitor)? ___ Yes ___ No The booth kit includes one 6’ skirted table, two chairs, wastebasket, and 7” x 44” identiﬁcation sign. Additional tables, chairs, etc. can be ordered though the Exhibit Hall Decorator, Hargrove, Inc.
Street City, State
Company Name First Name
Title Street City, State
3. Please type or print agency/organization name as you want it to appear in the program book exhibitor listing.
6. Terms Of Sale NCLR shall base all space assignments on total support of NCLR, level of participation, organization’s history with NCLR, and size and conﬁguration of exhibit. Furthermore, NCLR reserves all right to reassign exhibit space to ensure safety and convenience, and to avoid conﬂict of products and/or exhibitors. Exhibit(s) must be conﬁned to the space leased. This signed contract, ad(s), and full payment must be received by the NCLR Strategic Communications Group NO LATER THAN MAY 10, 2005. Exhibit and advertising cancellation requests received in writing before May 10, 2005 will be charged 15% of the total purchase price. No refunds will be made after this date. All rates quoted are NET and non-commissionable. Payments received after July 30, 2005 will be assessed a late fee of 1.5% per month (18% per annum). We, the undersigned, agree to abide by the Exhibit Rules and Regulations. Advertising speciﬁcations are provided in a separate “spec sheet” and are incorporated herein as part of this contract.
Exhibitor/Advertiser Agreement (2 pgs)
2. Billing Information
NCLR Annual Conference
5. Program Book Advertising Options ❑ Full-Page Color ............................................................................$2,300
7. Total Amount Due Total from Section 4 ....................................................... $___________ Total from Section 5 ....................................................... $___________
9. Payment Information ❑ American Express ❑ MasterCard ❑ Visa
❑ Check Enclosed ❑ Purchase Order Enclosed ❑ Please Send Invoice
Total Amount Due............................................. $___________ Card Number ________________________________________ 8. Purchase Authorization We understand and agree to comply with the Terms of Sale (Section 5 of this Agreement), the attached Exhibit Rules and Regulations, and the Ad Specs.
Expiration Date _______________________________________ Cardholder Signature __________________________________ Federal Purchase Orders must provide the following information:
Company / Organization Representative Print Name __________________________________________ Title ________________________________________________ Authorized Signature __________________________________ Date ________________________________________________
Purchase Order Number _______________________________ Name of Procurement Ofﬁcer ___________________________ Notes ____________________________________________________ ____________________________________________________ ____________________________________________________
Agency Representative* Print Name __________________________________________ Title ________________________________________________
10. Return completed agreement and/or ad to your SCG sponsorship team representative:
Authorized Signature __________________________________
Attn: Jackie Prather-Payne
Attn: Fernanda Tilleria
Date ________________________________________________ *If you are an agency representing a client, please also include a contact and signature for the company/organization being represented.
Exhibitor/Advertiser Agreement (2 pgs)
Attn: Natisha Bryant
1. Application: A duly-authorized agent of the Exhibitor MUST SIGN the application for exhibit space. Full payment must accompany the signed contract and be received in the NCLR ofﬁce by May 10, 2005. Exhibit cancellation requests received in writing before May 10, 2005 will be charged 15% of the Exhibit fee. Absolutely no refunds after this date. 2. Exhibitor Service Manual: The procurement of skilled laborers for the installation of utilities, as well as those services provided through common labor, porters, or rental of equipment, may be arranged through NCLR’s ofﬁcial service contractor. Upon receipt of a signed NCLR contract, each Exhibitor will receive an Exhibitor Service Manual containing all the forms necessary to order any services. 3. Installation And Dismantaling of Exhibits: The Pennsylvania Convention Center provides Show Management with a list of contractors licensed to provide equipment installation for utilities such as electricity, water, and gas at the Pennsylvania Convention Center. The Pennsylvania Convention Center does have in-house union contracts. Exhibit installation will take place from 8:00 a.m. to 5:00 p.m. on Thursday, July 14, 2005 and from 8:00 a.m. to 8:00 p.m. on Friday, July 15, 2005 for all exhibit venues. Dismantling for participants of Health and Homeownership Fairs will take place from 6:00 p.m. to 8:00 p.m. on Sunday, July 17 and from 8:00 a.m. to 5:00 p.m. on Monday, July 18. Dismantling for participants of Latino Expo USA will take place from 12:00 noon to 9:00 p.m. on Tuesday, July 19, 2005 and from 8:00 a.m. to 5:00 p.m. on Wednesday, July 20, 2005. An Expo Exhibitor is not allowed to dismantle or pack any part of his or her exhibit until after the closing of the exhibition at 12:00 noon on Tuesday, July 19, 2005. It is mutually agreed that it is the duty and responsibility of each Exhibitor to arrange for the installation and dismantling of its exhibits, before and immediately after the close of the exhibition. NCLR reserves the right to assign the space(s) to any other party if a company representative is not present by 10:00 a.m. on Saturday, July 16, 2005 to make arrangements for the installation, or if necessary labor has not been ordered, unless permission is granted by NCLR’s Exhibits Coordinator or designated representative. 4. Exhibit Space Transfer: If an Exhibitor has requested to transfer its booth space from the Latino Expo USA to either of the Fairs, regardless of the amount of space allotted in its sponsorship package, that Exhibitor may utilize only one 10 x 10 space. Additional booth space in the Fairs must be purchased. There are no exceptions to this rule. 5. Storage Of Packaging Boxes And Crates: Exhibitors will not be permitted to store empty packing boxes or crates in booth space or on the show ﬂoor during the exhibit period; they must be stored and delivered through the ofﬁcial service contractor at the standard rates, if any. ARRANGEMENTS FOR STORAGE MUST BE MADE IN ADVANCE with the ofﬁcial service contractor. Detailed information on storage facilities and procedures can be found in the Exhibitor Service Manual.
7. Security: Security services in the exhibit hall area will be provided by NCLR from 8:00 a.m. on Thursday, July 14, 2005 until 5:00 p.m. on Wednesday, July 20, 2005. The furnishing of the guards shall not be deemed to increase the liability of NCLR nor the Pennsylvania Convention Center, or to modify in any way the assumption of risk and release provided above. Properly badged Exhibitors will be admitted to the exhibition hall one hour before show opening each show day, and may remain for up to one hour after show closing each evening. Reasonable precautions are taken to protect property, but NCLR cannot ensure the safety of persons or the protection of property. It is recommended that Exhibitors take precautionary measures of their own; such as securing small or easily portable articles of value, and moving such articles to a place of safekeeping after exhibit hours. 8. Fire Prevention: Compressed ﬂammable gases, ﬂammable or combustible liquids, open ﬂame devices, hazardous chemicals or materials, Class II or greater lasers, blasting agents, and explosive and pyrotechnic devices are prohibited within the exhibit halls. Under special circumstances, limited use of the above items may be permitted by the authority having jurisdiction provided adequate precautions are taken to prevent the accidental ignition of any materials. Application for permit(s) shall be made to the Philadelphia Fire Department through the Pennsylvania Convention Center Event Manager, and a copy of the approved permit must be maintained on the premises throughout the event. Combustible material within exhibit booths shall be limited to a one-day supply. Storage of combustible material behind booths is prohibited. Permission to store some materials within the exhibit hall is subject to the approval of the Philadelphia Fire Department. Vehicles on display within an exposition facility shall comply with the following: A) All fuel tank openings shall be locked and sealed in an approved manner to prevent the escape of vapors. Fuel tanks shall not be more than one-quarter full or contain more than four gallons (15.14 liters) of fuel, whichever is less. B) At least one battery cable shall be removed from the batteries used to start the vehicle engine. The disconnected battery cable shall then be taped. C) Fueling or defueling of vehicles is prohibited. D) Vehicles shall not be moved during show hours. Exhibitors must comply with all federal, state, and local regulations pertaining to hazardous materials and to the regulations of the City of Philadelphia.
Rules and Regulations (2 pgs)
The term “Exhibitor” is used throughout to refer to any Sponsor, Exhibitor, Health Fair or Homeownership Fair Participant who rents space in the exhibit hall.
6. Liability And Insurance: The Exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, defend, and hold NCLR, the Pennsylvania Convention Center, and its employees and agents harmless against all claims, losses, and damages to persons or property, governmental charges, or ﬁnes or attorney fees arising out of or caused by Exhibitor’s installation, removal, maintenance, occupancy, or use of the exhibition premises or a part thereof, excluding such liability caused by the negligence of the Pennsylvania Convention Center and its employees and agents. In addition, the Exhibitor acknowledges that NCLR and the Pennsylvania Convention Center do not maintain insurance covering Exhibitors’ property and that it is the sole responsibility of the Exhibitor to obtain business interruption and property damages insurance covering such losses by the Exhibitor. The service contractor’s limits of liability are described in the Exhibitor Service Manual. Exhibitors and their authorized decorators and agents are advised to carry insurance against damage, loss, ﬁre, and theft. A copy of Exhibitor’s insurance certiﬁcate must be furnished to the NCLR Strategic Communications Group no later than May 10, 2005.
NCLR Annual Conference
Exhibit Rules and Regulations
9. Motion Picture Projection And Sound Devices: Exhibits which include the operation of musical instruments, radios, motion picture sound equipment, public address systems, or any noise-making machines must be conducted or arranged so that the noise resulting from the demonstrations will not annoy or disturb adjacent Exhibitors. Their operations are limited to demonstrations only and shall not be used for showings designed to attract or amuse visitors. All projections must be in accordance with the requirements of the ﬁre prevention authorities and in harmony with any agreements between the Exhibitor and NCLR. All plans for installation and operation of motion picture equipment and sound devices must have prior approval from NCLR’s Exhibits Coordinator or a designated representative. NCLR reserves the right to shut down sound devices if the Exhibitors sound level on speakers disturb or disrupt fellow Exhibitors. 10. Use Of Space: No portion of the Exhibitor’s display may extend into the aisle or into any adjoining booth or other area outside the perimeters of the booth. Before installation, NCLR’s Exhibits Coordinator or a designated representative must clear decorations that go beyond this area. The display must provide sufﬁcient standing or seating area within the said perimeters to accommodate the booth attendants as well as the anticipated stationary audience that the display is designed to attract. The Exhibitor may not use any portion of the aisles, entrances, or other common trafﬁc areas of the exhibit hall for conducting or soliciting business, promoting products or services, or distributing literature, materials, or souvenirs. No Exhibitor shall assign, sublet, donate, or share the space allotted. Firms or organizations not assigned an exhibit space will not be permitted to solicit within the exhibit area. 11. Care Of Building And Equipment: Exhibitors and their agents shall not injure or deface the walls of the building, the booths, or the equipment of the booths. Exhibitors are forbidden to drive tacks, nails, or screws into the walls, ﬂoors, columns, or other parts of the building or furniture. Distribution of promotional gummed stickers or labels is strictly prohibited. Helium balloons may be distributed inside the facility. If helium balloons become detached from the display, the labor cost to retrieve the balloons will be charged to the Exhibitor. A deposit may be required prior to installation. Anything deemed necessary for the protection of the building, equipment, or furniture in connection with an exhibit will be arranged at the expense of the Exhibitor. 12. Restrictions On Operations Of Exhibits: The Exhibitor agrees to comply strictly with the applicable terms and conditions contained in the agreement between the exhibit hall management and NCLR regarding the exhibition premises. NCLR’s Exhibits Coordinator or a designated representative reserves the right to restrict exhibits which, because of noise, method of operation, material, or any other reason, become objectionable, and also to prohibit or evict any exhibit which in the opinion of NCLR may detract from the general character of the exhibit area as a whole. This reservation includes persons, things, conduct, printed matter, or anything of a character that NCLR determines to be objectionable to the exhibition or does not conform to NCLR standards. In the event of such restriction or eviction, NCLR is not liable for any refund or other exhibit expenses.
Rules and Regulations (2 pgs)
13. Sampling: The sampling of food may commence at show opening each day. The sampling of alcoholic beverages may not commence before 12:00 noon each day for NCLR Expo/events. Sample sizes must be limited. To avoid any misunderstandings, please refer to guidelines provided by Aramark Catering. The sampling of tobacco products is strictly prohibited. 14. Sales: The exchange of money is strictly prohibited on the exhibit ﬂoor. No sale of articles of any nature whatsoever shall be made by Exhibitors in the exhibit area, unless permission to Take Orders (no direct sales) is granted by NCLR’s Exhibits Coordinator or a designated representative. Such permission is to be requested in writing by May 10, 2005 and submitted with signed Exhibitor contract. 15. Giveaways: Any inserts or giveaways accepted from a sponsor are subject to the following terms: 1) The item(s) must contain the sponsor’s logo in a conspicuous location. 2) The item(s) must be submitted to NCLR at least two weeks prior to the Conference for approval. 3) NCLR reserves the right to make the ﬁnal decision regarding inclusion or distribution of any item in its registration packets, receptions, meal events, or other venues. These regulations become a part of the contract between the Exhibitor and NCLR. The Exhibitor must comply with and is bound by all laws, ordinances, and regulations of the state, county, and city, and, wherever applicable, of the police and ﬁre departments. NCLR reserves the right to accept Exhibitor applications only from those organizations whose goals are consistent with those of NCLR. These regulations have been formulated in the best interests of all concerned. NCLR respectfully asks for the full cooperation of the Exhibitors in their observance. All points not covered are subject to the decision of NCLR’s Exhibits Coordinator or a designated representative.
For more information, contact: (800) 311-NCLR (6257) email@example.com, or visit www.nclr.org/conference
Affiliate Conference Exhibit Package