Vendor Information
Saturday, November 1, 2014 Omni Shoreham Hotel 2500 Calvert Street, NW Washington, DC 20008 Please review the following information and complete the application which can be submitted via email vendor@beautifulwomaninsideandout.com or fax to 301 731 8808. Applications must be received by Friday, September 19, 2014. You will receive a confirmation email within 7 business days of receipt of your vendor application.
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VENDOR PACKET
GUIDELINES BWIO VENDOR GUIDELINES All Vendors must be approved in advance. You will receive a written email confirmation within 7 business days of application. Vending space will be assigned based on type of products or services offered (and on a first-come, first-serve basis), vendor request, level of participation and receipt of payment. The space is at the discretion of the Conference hosts. Vendors applying must submit full payment along with the Vendor Commitment Form. The space is confirmed ONLY with payment in full. All Vendor Commitment Forms and payments must be received by Friday, September 19, 2014. NO forms will be accepted after that date unless specifically stated by the hosts. Vending space is not secure until application and payment has been received in full. Payment is non-refundable, unless the event is cancelled by the host organization. We make every attempt to limit the number of similar vendors; however we do not guarantee that there will be no duplication in vendor types or companies represented. Accepted payment types: MasterCard, Visa, AMEX, money order, E v e n t b r i t e , certified check and/or check. The vendor must provide a written explanation of services, activities, products for sale, giveaways that will be promoted in the booth as well as copies of materials that will be distributed. If the vendor/exhibitor will sell items such as memberships, vacation packages, etc… this must be fully disclosed prior to the event and must be approved in advance. Meals and/or snacks are not included with your vendor fees; unless you purchase the Vendor Meal Plan. Vendors wishing to participate in Conference activities and enjoy meals in the ballroom throughout the day must register at the Salon, Couture or DIVA level, exclusive of their vendor registration. The Vendor Meal Plan is an option for vendors who wish to have meals at a designated location provided by the Conference. No eating is allowed on exhibitor/showcase floors. ALL vendors must donate at least ONE (1) giveaway either for the general raffle or for the luxury/vault raffle. All items must be received by Friday, September 26, 2014 and a picture/description submitted with your application. The vendor may add an additional amount to their fees and the host will choose raffle prizes for them. Luxury items must be valued at least at $150. To maximize your vending experience and exposure to your products; we encourage companies to provide a promotional discount or incentive to attendees. Additionally, you are allowed to submit samples/gifts or promos in the Conference gift bags upon approval. Please make your vendor space, presentations engaging and exciting for Conference participants. We encourage “mini” makeovers, demonstrations and giveaways at the booth site. Vendors are required to be in professional/casual “chic” attire, be respectful of registrants, Conference and hotel staff. All requests from vendors must be routed through the event manager.
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GUIDELINES
(cont’d)
Please travel light and bring only essential items. Neither BWIO nor the Conference venue is responsible for lost, stolen or damaged items. The loading dock and entry instructions will be provided 2 weeks prior to Conference. All boxes must be clearly marked with a BWIO references on each shipping label. Do NOT ship without proper labeling. BWIO does not supply hand-carts for moving items on the day of the event; additionally the Conference venue/staff is not responsible for moving your boxes or other items. You MUST be fully set up on Saturday November 1st by 7:00 am and all vendors will be subject to inspection by the Event Manager. Review the levels of investment, the set up and allowed tables/etc… The Conference staff will review all of the vendor tables and assure that you are complying with terms and conditions. We require that your areas be aesthetically pleasing and that you do not crowd your area. Additionally, assure that you have enough staff to man your tables during the Conference. Under no circumstances may multiple businesses “share” vending space and costs. Vendors are NOT allowed to participate in any aspect of the Conference other than their role as vendor. This includes meals, workshops, displays, giveaways, raffles, etc… We do encourage vendors to consider registering as a Conference attendee if they desire to participate in any of these areas. There is an option for Vendors to participate in the Friday night event on a limited basis. Preference is given to Level 3 vendors and vendors who will provide services to Conference attendees (such as mini-makeovers, eyebrow waxing, manicures, makeup application tips, etc…). Please denote on application if you wish to be considered as a participant on Friday night’s event and the nature of that participation. Vendors not providing services and who wish to participate on Friday night may incur an additional nominal fee. Vendors are welcome to secure a room at the Omni Shoreham Hotel using our conference discount code: 12400613100 or simply tell them that you are with “Beautiful Woman Inside and Out.” The discounted rate is only $129/night.
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LEVELS OF INVESTMENT
Level I
$150
(1) table w/tablecloth and 2 chairs (1) table top sign Opportunity to insert products in the registration bags Listing in the program
Level II
$250
(2) tables w/tablecloth and (4) chairs (2) table top signs Opportunity to insert samples/products in the registration bags Listing and/or logo in the program and verbal recognition during the program
Level III
$350
Premier placement in vendor area (2) tables w/linens and (4) chairs (2) table top signs Electrical Outlet access Opportunity to insert products, samples or information into the registration bags. Verbal recognition during the opening and closing program ½ page complimentary ad in program book Company name and logo displayed in the Conference slide show and on Conference website Discounted Vendor Meal Plan and/or registration pricing Priority vendor participation in the “Beautiful Friday Girl’s Night Out with Dr. Sharon and Friends”
The information contained in this packet, represents our general guidelines and timeline. However, in the event of an unexpected occurrence, the planning team reserves the right to make adjustments. The team will notify all sponsors/exhibits via email and phone with any changes to our designated schedule and timelines. Refunds will ONLY be given in the event of cancellation by the hosting company. In the event of natural disaster, or occurrence outside of the direct control of the host company, we will be held harmless and not responsible for refunding fees.
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VENDOR APPLICATION Please print or type.
Vendor Sponsorship Level Requested Primary Contact Title Company/Organization Address City, State, Zip Primary phone Email Website URL Secondary contact and phone How many members of your team will be working at your table? Do you wish to participate in the “Girls Friday Night Out with Dr. Sharon & Friends?” If yes, please describe how you desire to participate. How do you plan to support the marketing efforts of the Conference? (i.e. eblasts, mailings, word of mouth, website placement, etc…)
Briefly describe the types of items you will be selling/distributing?
What is the price range of the items you will be selling? Please describe the raffle item(s) you will be donating. Is the item for the General raffle or VAULT (luxury) raffle? Are you interested in purchasing the Vendor Meal Plan? Plan price: $50 per person Date received: Payment Amount:
Internal Use Only: _____/______/______ Approved: Yes No $_________________
Level I II III
Meal Plan: Yes
No
Received By: ________________ BWIO Confirmation Sent:________________________
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VENDOR PACKET