Marketing Prospectus
ocalicon.org
November 20-21 | Columbus, OH | ocalicon.org1
What OCALICON 2013 is the nation’s premier event in autism, assistive technology, and low-incidence disabilities. Join the annual gathering of national leaders, educators, policy makers, higher education faculty, scholars, parents, self-advocates, and service providers who examine common concerns and share proven solutions that address issues faced by individuals with autism and low-incidence disabilities across their lifespan.
OCALICON 2013 Features Include: • 150+ sessions by national leaders and experts • 4 national summits »» National Autism Leadership Summit »» TBI Summit »» UDL Summit »» University Summit • Research Symposium • AT Learning Lab • Parents’ Corner
Why OCALICON 2013 brings together a cross-section of professionals and parents who utilize a variety of products and services at home, work, and in the community at large. Showcase your offerings to a passionate and engaged audience in an energized and exciting environment. OCALICON 2013 offers advanced, on-site, and post-conference options designed to meet the budget and business goals of private companies and non-profit organizations big and small.
Exhibitor and Sponsorship Features Include: • Over 16 hours of exhibition time over two days »» Keynote sessions held at the back of exhibit hall each day »» 30 minutes between sessions and 75-minute lunch »» Wednesday evening reception open to the public • Registration counters, Research Symposium, Parents' Corner, Gallery by OCALI, and Internet Park are located in exhibit hall »» Features are strategically placed to draw traffic to every corner of the exhibit hall • Sponsorships include an exhibit booth, mailing list, and other incentives
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OCALICON 2012 Exhibitors and Sponsors AAPC Publishing ABPathfinder, LLC Achievement Centers for Children Achievement Products/Discount School Supply Adaptive Design Association, Inc. Advanced Training Solutions AERI Behavioral Health Services Autism Education and Research Institute Autism and Special Needs Furniture Autism Society of Ohio Autism Speaks AWE Beamz Interactive, Inc. Behavioral Intervention Institute of Ohio, LTD Berkshire Hills Music Academy Bittersweet Farms, Inc. Bowling Green State University – College of Education and Human Development Brain Parade, LLC Cambium Learning Technologies – Kurzweil/Intellitools Camp Echoing Hills Center for Outreach Services – Ohio School for the Deaf Center For Special Needs Populations, The Ohio State University Chapel Haven, Inc. Cincinnati Children's Hospital, Division of Psychiatry College Living Experience COSI Ohio's Center of Science and Industry Createable Learning Concepts, LLC Creative Learning Workshop Cue You, LTD Easter Seals, Inc. Edward Jones Investments Embracing Autism Employment First Ohio Got-Autism Great Lakes Collaborative for Autism Haugland Learning Center Helping Hands Center for Special Needs IN-abled.com Jamberry Nails Meyer Design, Inc. MHS, Inc. Milestones Autism Organization Monarch Center for Autism N2Y, Inc.
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Nationwide Children's Hospital Center for Autism Spectrum Disorders North Coast Tutoring Services Nova Southeastern University Pamer Family Chiropractic Positive Education Program Praises, Prizes, and Presents Prentke Romich Company Relate and Grow / The P.L.A.Y. Project School Choice Ohio Special Learning Step by Step Academy, Inc. Summit Academy Management Support 4 Teachers and Support 4 Families TAP.it TeachTown, Inc. Texthelp Systems, Inc The Ohio Center for Deafblind Education The Planner Guide, LLC The Rich Center for Autism Youngstown State University The Sensory Learning Center The Silver Lady II The University of Toledo Center for Excellence in Autism Time Timer, LLC Tobii ATI Torbot Group, Inc., Jobskin Div Vista Vocational and Life Skills Center VizZle by Monarch Teaching Technologies, Inc. WASCO's River City Jewelry
OCALICON exhibitors and sponsors showcase an array of products and services, including: • • • • • • • • • • •
Advocacy and Support Programs Apparel and Gifts Assistive Technology Behavioral Healthcare Programs Books and DVDs Educational Products Higher Education Programs Sensory Products and Supports Software Residential Services Vocational Services
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Demographics
OCALICON 2012 was attended by over 1,500 participants from 36 states and El Salvador.
The annual event draws a crosssection of participants – from early childhood to K-12 education to higher education to adult services.
Percentages of OCALICON 2012 Participants
Teachers, administrators, parents, SLPs, OTs, psychologists, professors, and self-advocates attended over 150 sessions, the National Autism Leadership Summit, UDL Summit, TBI Summit, University Summit and Research Symposium.
Related Services 25% Behavior Specialist, Occupational Therapist, Psychologist, SLP, etc.
K-12 Education 25% General Education, Special Education, Transition Specialist, etc.
Administrative 16% Curriculum Director, Principal, Superintendent, etc.
Business 11% Sales/Marketing, etc.
Higher Education 10% Professor, Researcher, Graduate or Undergrad Student, etc.
Families 4% Parents, Families, etc.
Early Childhood 4% Head Start, Preschool, Early Intervention Specialist, etc.
Adult Services 3% Adult Residential Provider, DD Support Service Administrator, Vocational Rehabilitation Counselor, etc.
Health Care 1% Nurse, Pediatrician, Physician, etc.
Individual w/Disability <1% ASD, TBI, etc.
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Booth Packages
Premium
Standard
Nonprofit
The top tier exhibit opportunity. Experience preferred choice of booth location. Cultivate a rich connection with attendees by showcasing your products and services through a 75-minute session in a private meeting room. Great stuff.
A complete 10’ × 10’ exhibitor package. We provide the space, carpet, table, and chairs – you complete and customize the scene with your products and services, handouts and takeaways. Good stuff.
A complete 10’ × 10’ exhibitor package for our 501(c)(3) friends. Your staff can use the 3 included full-conference registrations to attend conference sessions and further their knowledge and understanding. Smart stuff.
$1,300
$1,000 Premium
$700
Standard
Nonprofit
Preferred choice of booth location
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75-minute session in a private meeting room
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10’ x 10’ booth (8’ back drape, 3’ side drape)
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Two chairs and wastebasket
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Black carpet
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New for 2013! Exhibitor Scavenger Hunt 4 full-conference registrations
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3 full-conference registrations Booth ID Sign (7” x 44”)
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500-character exhibitor description on conference website
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500-character exhibitor description and logo in conference program
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500-character exhibitor description in conference program Overnight exhibit hall security
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All-day access to Exhibitor Lounge
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New for 2013! Exhibitor Scavenger Hunt All 2013 exhibitors are invited to participate in the Exhibitor Scavenger Hunt at no additional cost. Simply check the box on the Exhibitor/Sponsorship agreement form if you want to participate. Cake. Regulations Exhibitor Agreements will be processed on a first-come, first-served basis. Booth location/preference is first given to Premium Package exhibitors. A 50% deposit is required within 30 days of submitting an exhibitor agreement form. 501(c)(3) organizations must submit a copy of 501(c)(3) certificate or equivalent. Premium package 75-minute educational session information must be received no later than Friday, May 31, 2013. Session information received by this date will be submitted for continuing education units (CEUs).
Instructions for registering booth staff will be sent upon receipt of full payment for exhibit space. Additional fullconference exhibitor registrations may be purchased for $50 each. Additional exhibit hall only registrations are available at no cost to exhibiting organization. Once agreement has been signed and accepted, Exhibitor is liable for 100% of contracted amount. Electricity and Internet connectivity are available through the convention center. Details and order forms will be included in the Exhibitor Services Manual, released Friday, June 28, 2013.
Overnight on-site security will be provided starting Tuesday, November 19, 2013. Exhibitors are responsible for insuring and securing their own materials at all times. OCALI does not assume responsibility for lost or stolen materials. In the event of cancellation, written notice must be given to OCALI. A 50% refund will be granted for cancellation notices received prior to Friday, August 16, 2013. No refunds will be provided for cancellations received after August 16, 2013.
The deadline for inclusion of exhibitor information in the conference program is Friday, October 11, 2013.
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Exhibit Hall Floor Plan
TO MAIN STAGE
Exhibit Hall Hours
19 TUES
20 WEDS
21 THURS
9:00 am – 8:00 pm Exhibitor Move-in Day
9:30 am – 7:00 pm Exhibit Day 1 Open to the Public 5:00 - 7:00 pm
9:30 am – 4:30 pm Exhibit Day 2 Exhibitor Strike 4:30 - 6:30 pm
All times are Eastern Standard Time (EST).
Online floor plan features real-time display of available exhibit booth space ocalicon.org
Note: OCALICON sessions continue on Friday, November 22. However, the exhibit hall is closed that day.
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Advertising
Pre- and Post-conference Mailing List
Badge Scanner
Connect with attendees just before the conference and follow up with them immediately afterwards. Send a personalized invitation to stop by your booth or evening social event. Follow up with post-conference sale pricing or incentives.
Never miss another hot lead. Borrow one of our compact Opticon portable scanners and collect attendee information on-site. Simple one-click operation and beep assures you badge information was successfully captured. A spreadsheet of all scanned data will be sent to you 24–48 hours after the close of OCALICON 2013. Continue the conversation and close the deal. Or develop the relationship over the long-term.
Mailing list is opt-in only; all members have agreed to be included on the list. List is in the form of a spreadsheet and includes snail mail and email addresses. The first version will be sent two weeks prior to the conference. The final version will be sent two weeks after the conference. Mailing list may not to be copied or resold to other entities.
$200
$100
On-Site Take One Table
Tote Bag Insert
Can’t attend OCALICON 2013 in person? No worries. Include your company brochure or swag on the Take One Table. Table is located in a prime spot in the midst of all the action on the exhibit hall floor.
Make sure your materials fall into the hands of every attendee by including your insert in the conference tote bag. When the boss asks how many people you connected with at the conference, you can say with confidence, “All of them.”
Company/organization is responsible for the manufacturing and shipping of items for the Take One Table. Items must be received by Friday, November 1, 2013. Leftover items will be recycled or returned at advertiser’s expense.
Company/organization is responsible for manufacturing and shipping of Tote Bag Inserts (flyer, catalog, etc.). Inserts must be received by Friday, November 1, 2013. Leftover items will be recylced or returned at advertiser’s expense.
$300
$300
Conference Program Advertise in the OCALICON 2013 program. The program is printed in beautiful 4-color matte finish and distributed to all conference attendees. Advertising space is available on a first-come, first-served basis. Company/organization is responsible for ad creation. Ad must be submitted as high-quality PDF file with all fonts and images embedded and set to press. Full-page ads will print with .125” bleeds. The deadline for receipt of ad is Friday, October 11, 2013.
ocalicon.org
Inside Front Cover
$1,000
Inside Back Cover
$1,000
Back Cover
Sold
$1,500
Full-Page
$700
Half-Page
$500
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Diamond Level Sponsorship National Autism Leadership Summit (NALS)
Keynote Speakers
Wednesday Reception
What is it?
What is it?
Keynote speakers are recognized national leaders who reaffirm our work, challenge our conventions, and inspire us to think differently about what is possible.
Day 1 of the conference culminates in a late afternoon reception for conference attendees and the general public.
Showcase your commitment to excellence through your exclusive sponsorship of the 2013 keynote speakers. The 2013 keynote speakers will be announced in late spring. What is your ROI?
Music, food, and entertainment will contribute to a festive, lively celebration of discovery, learning, and sharing. Be the exclusive life of the party and a hero to all by sponsoring the Wednesday Reception.
What is your ROI?
Connect directly to over 1,000 conference attendees during opening remarks from the main stage each day
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Your name and logo is displayed at the entrance and throughout the exhibit hall where the reception occurs
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Your name and logo is shown on the big screens each day as attendees enter the keynote hall
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After the keynote, host a meetand-greet and/or book signing in the provided lounge space adjacent to your exhibit booth
Hors d'oeuvres and beverages are served in the provided lounge space adjacent to your exhibit booth
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Connect directly to reception attendees as you address the audience over the PA
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Align your organization with these important efforts through an exclusive sponsorship of NALS 2013.
What is your ROI?
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$6,000
What is it? A gathering of leaders from across the country to share and develop practices that will help improve and refine current systems and bridge policy and practice.
$6,000
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Your name and logo is displayed at the entrance and throughout NALS meeting rooms
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Connect directly to NALS attendees through opening remarks delivered in the main meeting room
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Your name and logo included on all summit materials and at beverage break stations for NALS attendees
$5,000
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Gold Level Sponsorship Tote Bags
Presenter Lounge
University Summit on ASD
What is it?
What is it?
What is it?
Every attendee receives the official conference tote bag. This sponsorship is only available to a single entity, so don't worry about sharing with another company or organization. Plus, the tote bag is made of post-consumer recycled plastic, so you also earn green points.
Support the private room where OCALICON's 200+ presenters finetune and prepare for their sessions. The Presenter Lounge includes work space and networked computers for getting the job done, and refreshments and morning pastries to fuel those efforts.
Reach out to university professors, researchers, and other leaders involved in preservice training in ASD. The sixth annual University Summit in ASD continues the tradition of connecting university participants from across the nation with ideas and practices for improving outcomes. Support their efforts through this exclusive sponsorship.
What is your ROI?
What is your ROI?
What is your ROI?
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Your catalog, brochure, flyer, and/or business cards included in every tote bag
Your name and logo is displayed at the entrance and throughout the Presenter Lounge on custom-made signs and placards
Connect directly to University Summit participants through opening remarks delivered in the main meeting room
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OCALICON will order 1,500 tote bags; any extras will be yours to keep and give away as you choose
Your catalog, brochure, flyer, and/or business cards are included at every table inside the Presenter Lounge
Your name and logo included on custom-made entrance signs outside the main room
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Your logo is set as the screen saver and your website is set as the home page on Presenter Lounge computers
Your name and logo included on all University Summit materials
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Your name and logo screen printed on every tote bag
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$4,000
ocalicon.org
Sold
$3,000
$3,000
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Silver Level Sponsorship TBI Summit
Research Symposium
Internet Park What is it?
What is it?
What is it?
Help attendees stay connected while attending OCALICON 2013. The Internet Park is located in a choice spot inside the exhibit hall. Your adjacent booth allows you to host attendees before and after they send email or check out the new resources they learned about during the morning session.
A showcase of the latest research and information presented by scholars and researchers from leading universities and institutions. Results and findings are visually displayed in a posterstyle format inside the exhibit hall. Researchers present their findings during popular lunchtime discussions with attendees.
The second annual TBI Summit is a national forum for addressing challenges and concerns of children/youth with a traumatic brain injury. Connect with national school and community leaders who are developing plans for infusing evidence-based practices and procedures in schools and communities.
What is your ROI?
What is your ROI?
What is your ROI?
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Your logo is set as the screen saver and your website is set as the home page on every computer in the Internet Park
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Custom-made sign with your name and logo rigged above the Internet Park
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Your business card or brochure set next to each computer in the Internet Park
Sold
ocalicon.org
$2,000
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Your name and logo is featured on a custom-made sign rigged above the Research Symposium
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Your logo and weblink included in the post-conference web version of the 2013 Research Symposium
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Your name and logo included on all Research Symposium promotional materials
$2,000
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Connect directly to TBI Summit participants through opening remarks delivered in the main meeting room
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Your name and logo included on custom-made entrance signs outside the main room
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Your name and logo included on all TBI Summit materials
$2,000
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Bronze Level Sponsorship General Sponsorship
Volunteer T-shirts
What is it?
What is it?
Help support OCALICON 2013 through a general conference sponsorship. Your logo and weblink will be featured on the OCALICON website, the entrance unit outside the exhibit hall, and in the conference program. Help fuel OCALICON core functions through this great opportunity.
Over 100 volunteers provide essential on-site work and support for OCALICON 2013. Their easily identifiable shirts dot the convention center as they circulate among the throng. Include your logo on their back, and benefit from roving, on-site mobile advertising.
What is your ROI?
What is your ROI?
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Your logo and weblink featured on the OCALICON website
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Complimentary space for your catalog, brochure, flyer, and/or business card on the show floor Take One Table
$500
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Your name and logo included on the back of volunteer t-shirts
$200 each
12 available
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Bronze Level
Silver Level
Gold Level
Diamond Level
Sponsorship Comparison Chart Tote Bag Insert
Mailing List
Custom On-site Signage
Logo and/or slide on OCALICON website
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Premium Booth Package w/lounge ($2,000 value)
75-Minute Educational Session
Opening Remarks from stage/room
Keynote Speakers
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Wednesday Reception
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National Autism Leadership Summit
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Standard Booth Package ($1,000 value)
Full-Page Ad in Program ($700 value)
Half-Page Ad in Program ($500 value)
Tote Bags
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Presenter Lounge
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University Summit on ASD
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Internet Park
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Research Symposium
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TBI Summit
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General Sponsorship
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Company Literature on Take One Table
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Volunteer T-Shirts
How to Participate in OCALICON 2013 1
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Complete
Submit
Additions
Contact
Complete agreement form in its entirety. Be sure to sign and date where indicated on page 2.
Mail completed form along with payment to:
Non-profit organizations must email or fax a copy of 501(c)(3) certificate or equivalent to exhibit@ocali.org or 614.262.1070. Include 501(c)(3) in the subject line.
Simon Buehrer
OCALICON 2013 c/o Show Management 470 Glenmont Ave. Columbus, OH 43214
Sponsors should email hi-res .jpeg or .gif of logo to exhibit@ocali.org. Include Sponsorship Logo in the subject line.
Conference & Events Manager exhibit@ocali.org 614.410.0995
Exhibitor, Sponsorship, and Advertising Agreement Form November 20-21, Columbus, OH
Company/Organization Name: Address: City/Town:
State/Province:
Zip/Postal Code:
Country:
Telephone #:
Website URL:
Exhibitor Description (maximum of 500 characters or 100 words to be published in the OCALICON 2013 program; attach a separate sheet, if necessary):
Primary Contact Information* Contact Name:
Role/Job Title:
Address: City/Town:
State/Province:
Zip/Postal Code:
Country:
Telephone #:
Email Address:
*Please list one primary contact to receive all communications and information (including the Exhibitor Services Manual) for OCALICON 2013.
Gold Level
Keynote Speakers $6,000
£
Tote Bags $4,000
£
Wednesday Reception $6,000
£
£
National Autism Leadership Summit $5,000
£
Inside Front Cover $1,000
£
Full-Page Ad $700
£
Inside Back Cover $1,000
£
Half-Page Ad $500
Package Type
Cost per Package
Premium
$1,300
Standard
$1,000
Non-Profit **
$700
No. of Packages
Bronze Level
£
Internet Park $2,000
Presenter Lounge $3,000
Sold
£
£
University Summit on ASD $3,000
£
Back Cover $1,500
Sold
Advertising
£
Silver Level
£
General Sponsorship $500
Research Symposium $2,000
£
Volunteer T-Shirt $200 (12 available)
£
TBI Summit $2,000
Note that sponsorship contributions may be tax deductible. Consult your tax advisor for more information.
£
Mailing List $200
£
Badge Scanner $100
£
Tote Bag Insert $300
£
Take One Table $300
Sold
Exhibit Hall space will be assigned on a first-come, first-served basis, with preference given to Premium Booth Exhibitors. Exhibit Hall Management will attempt to accommodate all requests but cannot guarantee booth number or location.
Total
Booth Selection
Exhibit Booths
Conference Program
Sponsorships
Diamond Level
Requested Booth # (include choice 1, choice 2, choice 3): Requested proximity to other exhibitors (list by name):
Requested separation from other exhibitors (list by name):
*Agreement form must be postmark by June 30, 2013, to qualify for Early Bird Special. **Must submit copy of 501(c)(3) certificate along with Exhibitor Agreement.
Order Information Total Packages: Total Amount: 50% Deposit Due: Deposit is due within 30 days of submitting signed agreement.
Payment Information Check
Check #:
Discover
Make checks payable to the ESC of Central Ohio. Returned checks will be assessed a $40.00 fee.
MasterCard
VISA
Credit Card #:
Expiration Date (MM/YY): Card Code***:
Credit Card Holder Name:
Amount Enclosed:
Billing Address:
Balance Due:
City/Town:
State/Province:
Zip/Postal Code:
Country:
All payments must be in US dollars. 100% deposit is required after July 31, 2013.
*
Authorized Representative - Please review the Regulations, Terms, and Conditions on p.2, and sign where indicated. Agreement is not considered complete and will not be processed until signed by authorized representative.
Mail both pages of completed Agreement to: OCALICON 2013 Attn: Simon Buehrer 470 Glenmont Ave. Columbus, OH 43214 USA
For Show Management Use Only Booth(s) Assigned:
Payment Received:
Balance Due:
Date:
Date:
Balance Received:
Initial:
Initial:
Initial:
Regulations, Terms, and Conditions General Information
Exhibit Manual
Security and Insurance
OCALICON 2013 (“CONFERENCE”) is hosted and managed by the Ohio Center for Autism and Low Incidence (“OCALI”), a partnership under the governing board of the Educational Service Center of Central Ohio (“ESCCO”). OCALI provides sponsorship, advertising, and exhibit space – at a cost – to approved entities (“CONTRACTOR”) at the CONFERENCE. Sponsorship, advertising, and exhibit space will be assigned on a first-come, first-served basis as determined by Show Management (“SHOW MANAGEMENT”). Acceptance of CONTRACTOR is in no way to be construed or promoted as an endorsement by OCALI. SHOW MANAGEMENT makes no representation of warranties of any kind regarding the CONFERENCE, the number of attendees, merchantability, and/or fitness for CONTRACTOR purpose. Approval to sponsor, advertise, or exhibit at the CONFERENCE is contingent upon approval by SHOW MANAGEMENT under the guidance of the CONFERENCE Steering Committee (“STEERING COMMITTEE”). All approved CONTRACTORS must fulfill the spirit and intent of OCALI’s Options Policy and its emphasis on informed consumer choice. SHOW MANAGEMENT may restrict, prohibit, or evict any CONTRACTOR whose sponsorship, advertisement, or exhibit does not comply with the rules and regulations outlined in this agreement (“AGREEMENT”) and associated with the CONFERENCE – including, but not limited to those found in the Exhibit Services Manual (“MANUAL”); is misleading or deceptive; is in poor taste or unsuitable to sponsor, advertise, or exhibit; or whose products, publications, or materials because of noise, method of operation, or otherwise may detract from the general character of the CONFERENCE. In such an instance, CONTRACTOR shall cease and desist such action or forfeit the sponsorship, advertisement, or exhibit space, if appropriate, and dismantle, remove and vacate the premises as requested or ordered by SHOW MANAGEMENT.
The MANUAL will be sent to CONTRACTOR no later than Friday, June 28, 2013. The MANUAL will include, but is not limited to: shipping instructions to advance warehouse, materials handling information, additional CONTRACTOR rules and regulations, move-in/move-out schedules and service agreement forms for the rental or purchase of equipment, furniture, audio/visual equipment, utilities, or Internet access for the exhibit hall. CONTRACTOR is required to use designated CONFERENCE general service contractors (“GSC”) for services and/or equipment. CONTRACTOR is solely responsible for all arrangements and payment(s) corresponding to services or products included in the MANUAL. SHOW MANAGEMENT assumes no responsibility or liability for the performance, delivery, or suitability of any services or products purchased, rented, and/or secured through the MANUAL.
Twenty-four (24) hour peripheral security will be provided starting Tuesday, November 19, 2013, and continuing through the end of the CONFERENCE on Thursday, November 21, 2013. Security personnel will be on duty during move-in, Tuesday, November 19, overnight Wednesday, November 20, and during dismantling of the exhibit hall on Thursday, November 21. SHOW MANAGEMENT expressly disavows any responsibility for the protection of CONTRACTOR’S booth materials or display prior to, during, or after the CONFERENCE, and CONTRACTOR hereby releases SHOW MANAGEMENT from any and all claims, losses, damages, and expenses arising out of any losses to any thereof. CONTRACTOR shall utilize lock boxes and/or arrange for its own security in its booth, as appropriate, at its own expense. CONTRACTOR shall be able to provide a certificate of insurance to cover exhibit material(s) against damage or loss and public liability insurance against injury to the person and property of others. CONTRACTOR shall certify, at its own expense, the provision of insurance for the protection of CONTRACTOR’S property against fire, theft, vandalism, or destruction by any cause. SHOW MANAGEMENT assumes no risk or responsibility by the acceptance of this AGREEMENT. CONTRACTOR expressly releases SHOW MANAGEMENT from any and all liability for any damage, injury, or loss to any person or goods which may arise from the rental/ occupation of exhibit booth and/or participation in CONFERENCE.
Agreement Acceptance Acceptance of CONTRACTOR is at sole and absolute discretion of SHOW MANAGEMENT under the guidance of the STEERING COMMITTEE. An application to sponsor, advertise, or exhibit is not considered accepted until applicant is notified in writing by SHOW MANAGEMENT of the acceptance. Upon receipt, SHOW MANAGEMENT will review application – including requested sponsorship or advertising package, exhibit booth number, requests for proximity to or separation from other exhibitors, etc. – and assign and/or reserve sponsorship, advertising, and exhibit booth (if applicable). A 50% deposit is required within thirty (30) days of submission of completed agreement. Failure to provide 50% deposit may result in the termination of this AGREEMENT and the reassignment of sponsorship, advertisement, and/or booth space (if applicable) to another entity. Payment in full or 100% deposit is required of all CONTRACTORS after Wednesday, July 31, 2013. CONTRACTOR will not be permitted to erect a display until space rental is paid in full. Checks should be made out to ESC of Central Ohio. All accepted applications are subject to the regulations, terms, and conditions contained within this AGREEMENT, MANUAL and/or set forth by the Greater Columbus Convention Center (“GCCC”). SHOW MANAGEMENT reserves the right to terminate this agreement with written notice if CONTRACTOR breaches any of the regulations, terms, or conditions contained herein and in the MANUAL, including failure to make payment when due under the terms of this AGREEMENT.
Representation CONTRACTOR will name one (1) individual to act as its authorized representative throughout the duration of this agreement.
Floor Plan The CONFERENCE Exhibit Hall Floor Plan is developed and maintained by SHOW MANAGEMENT and is the official floor plan for the CONFERENCE. SHOW MANAGEMENT reserves the right to edit or change the CONFERENCE Exhibit Hall Floor Plan at any time to best accommodate the overall needs of the CONFERENCE. Exhibit space assignments will be determined at the sole discretion of SHOW MANAGEMENT and memorialized in this AGREEMENT. SHOW MANAGEMENT reserves the right to reassign CONTRACTOR booth space with notice if determined by SHOW MANAGEMENT to be in the best interest of the CONFERENCE.
Exhibition Hours Tuesday, November 19, 2013 | 9:00 am - 8:00 pm (move-in) Wednesday, November 20, 2013 | 9:30 am - 7:00 pm (5:00 - 7:00 pm - Exhibit Hall open to general public) Thursday, November 21, 2013 | 9:30 am - 4:30 pm | 4:30 - 7:00 pm (move-out) All times are Eastern Standard Time (EST). Exhibition strike, dismantling and/or packing of booth space will commence no sooner than 4:30 pm, Thursday, November 21, 2013.
ARAMARK is the exclusive food and beverage provider of the GCCC. All food and beverage must be ordered through ARAMARK. No alcohol is permitted in the exhibit hall at any time during the CONFERENCE. Preparation and/or serving of any type of food or beverage within the exhibition area is prohibited without the prior written consent of SHOW MANAGEMENT and/or ARAMARK. SHOW MANAGEMENT and/or ARAMARK reserve the right to bill the CONTRACTOR for the actual cost plus a determined fee for any food or beverage item brought into the GCCC without prior written consent from SHOW MANAGEMENT and/or ARAMARK.
Exhibit Rules and Regulations Carpeting is provided and required in all booth spaces for the CONFERENCE in order to maintain the professional character and appearance of the exhibit hall. No items shall be posted on, taped, tacked, nailed, screwed, or otherwise attached to the columns, support beams, walls, floors, doors, or other parts of the GCCC. Caustic or staining fluids/materials are not permitted in the exhibit hall. Packing, unpacking, and assembly of exhibits shall be done only in the designated areas and in conformity with the directions of SHOW MANAGEMENT and/or the GCCC. CONTRACTOR, its agent, and/or representatives are liable for all damages caused by them to the GCCC, booth equipment, property of SHOW MANAGEMENT, and the GSC for the CONFERENCE. CONTRACTOR employees may install and dismantle their own display as long as forklift, aerial lift, or other equipment assistance is not necessary. Any display of banners, decorations, or theatrical equipment that hangs from the ceiling in the Exhibit Hall must be approved and hung by GCCC personnel. All materials or decorations used in CONTRACTOR’S booth must be flame retardant and conform to all Fire Department and/or State/Local Fire Marshall regulations. Required exit doors, exit lights, fire alarm sending stations, wet standpipe hose cabinets, and fire extinguisher locations shall not be concealed or obstructed. Use of open flames, compressed gas, or explosive fuels, heat, etc. is prohibited. Columbus Fire Department inspectors, fireman, State Fire Marshall, GCCC personnel, and SHOW MANAGEMENT will conduct regular and continuous inspections of the exhibit hall and individual exhibit booths throughout the CONFERENCE without any prior notification and will enforce all rules and regulations. CONTRACTOR accepts full responsibility for compliance with national, state, city, and GCCC fire safety rules and regulations. CONTRACTOR will be directly warned and perhaps fined for any violations pertaining to CONTRACTOR’S booth(s) and/or participation in CONFERENCE as determined by appropriate authorities and/or SHOW MANAGEMENT. The GCCC is a smoke-free facility. Smoking is prohibited in the exhibit hall, main concourse, session rooms, entrance ways or dock areas. Digital devices (computers, printers, monitors, keyboards, etc.) on display must comply with Section 302(b) of the Communications Act and Section 2.803 of the FCC’s rules. All digital devices must have the required FCC certifications, including an FCC Warning and Identification Label. Computers and peripherals are defined as Class B digital devices. All such devices must carry a FCC Warning Label and ID Number. These devices emit radio signals when operating. Uncertified digital devices may cause harmful interference to radio and broadcast communications. CONTRACTOR shall abide by and observe all federal, state and local laws, rules, regulations, and ordinances applicable to the GCCC, including the rules of the GCCC, SHOW MANAGEMENT, CONTRACTOR, and Labor Unions. CONTRACTOR shall not discriminate against any person on the basis of age, sex, race, color, creed, religion, national origin, sexual orientation, education level, disability, or in any other manner in connection with or related to the CONFERENCE or use of the GCCC. CONTRACTOR is prohibited from possessing or having under their control, a “deadly” weapon or “dangerous ordnance” (each as defined in Ohio Revised Code Section 2923.11), while conducting business related to this AGREEMENT, or while conducting business in or on state-owned or leased property.
“Good Neighbor” Policy
CONTRACTOR Participation Any exhibit space not occupied by 8:00 pm EST on Tuesday, November 19, 2013, unless arrangements for delayed occupancy have been arranged with SHOW MANAGEMENT, will be forfeited by CONTRACTOR, and such space may be resold, reassigned or used by SHOW MANAGEMENT without refund of CONTRACTOR payment. CONTRACTOR booth must be staffed and attended at all times during exhibition hours. Abandonment of booth space at any time during exhibition hours is not permitted. No addition or removal of major/large products or materials to or from booth is permitted during exhibition hours. Demonstrations, distribution of publications, materials and/or samples and any sales activities are permitted only within the confines of CONTRACTOR’S assigned booth. Occupation of exhibition space is solely limited to the CONTRACTOR who signed the AGREEMENT for such space. CONTRACTOR will not assign, sublet, share or allot the whole or any portion of its assigned space or permit representatives, products, publications, or equipment to occupy assigned space other than what is manufactured, provided, distributed, or affiliated with or by CONTRACTOR without prior written consent of SHOW MANAGEMENT.
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Food and Beverage
CONTRACTOR agrees to adhere to CONFERENCE’S “Good Neighbor” Policy (“POLICY”) as a condition for participation in the CONFERENCE. Display materials and/or products should not obstruct the sight lines of neighboring booths and/or intrude upon or in any way invade the space of neighboring booths. CONTRACTOR’S booth items should not exceed the height of the back drape (8’) or side drape (3’) excluding items which are “flown” or rigged above booth at CONTRACTOR’S expense or those which are approved by SHOW MANAGEMENT. Music, voices (regular and amplified), and booth noise shall be at appropriate sound levels at all times and must not interfere with other exhibitors. SHOW MANAGEMENT shall determine and enforce acceptable volume levels for all participants in the exhibit hall. CONTRACTOR is not permitted to leave the CONFERENCE prior to the closing of the Exhibit Hall on Thursday, November 21, 2013.
Sales of Products or Services
Photo and Video Release SHOW MANAGEMENT may choose to capture photos or video from CONFERENCE for use on the CONFERENCE website or in promotional materials such as flyers, brochures, newsletters, web videos, and/or the CONFERENCE program. Unless permission is revoked in writing to SHOW MANAGEMENT, by virtue of their attendance, CONTRACTOR consents to the use of their image or likeness in such promotional materials. Furthermore, no financial compensation will be provided for use or publication of photos/images/video.
Print Materials CONTRACTOR agrees to provide SHOW MANAGEMENT with a high resolution (.ai, .eps, .tiff or high-quality PDF) logo and/or advertising for use in promotional materials, signs, and publications such as the CONFERENCE program. SHOW MANAGEMENT assumes no responsibility for the print quality of low resolution graphics or advertising.
Sponsorship Disclosure The amount of CONTRACTOR contribution that is deductible for federal income tax purposes is limited to the excess of any dollars contributed over the value of goods/services provided by OCALI. CONTRACTOR agrees to consult tax advisor for specific details or information regarding sponsorship tax deductions.
Indemnification CONTRACTOR releases and waives any claim against OCALI, its governing board, members, agents, GSC, or employees. CONTRACTOR shall indemnify and hold harmless SHOW MANAGEMENT, the GCCC and GSC from any complaints, suits and/or liabilities resulting from negligence, loss, theft, damage, or destruction of goods, or for any injury to itself, its agents, employees, and sub-contractors while in the GCCC or for any damage of any nature or character whatsoever including any damage to its business by reason of failure to provide space for the exhibit or the removal of the exhibit or for any action of any nature by it for failure to hold the CONFERENCE on schedule. CONTRACTOR agrees to indemnify and hold harmless and defend indemnities from any losses, claims, liabilities, damages, and expenses (including attorney’s fees) arising from whatever cause whatsoever, including without limitation property damage or loss and injury or harm to persons arising out of or caused by maintenance, set-up, construction, removal, and operation of its exhibit and booth, or the acts or failure to act of the CONTRACTOR and its officers, directors, employees, agents, sub-contractors, and invitees while in or about the GCCC and from any breach of this AGREEMENT.
Force Majeure In the event of cancellation or postponement of the CONFERENCE due to but not limited to, acts of God (flood, earthquake, tornado, fire, etc.), war, strikes, threats or acts of terrorism or similar acts, disease, U.S. Department of State, U.S. Department of Homeland Security, World Health Organization, Centers for Disease Control and Prevention, or other governmental or international agency travel advisory, civil disorder, non-availability of food, beverages, or other supplies or curtailment of transportation either in Columbus, OH, or in the countries/states of origin of CONFERENCE participants, which deters at least twenty-five percent (25%) of participants from arriving for the first scheduled day of the event, making it inadvisable, impracticable, illegal, or impossible to continue with the CONFERENCE, SHOW MANAGEMENT, under the oversight of the STEERING COMMITTEE can cancel or postpone CONFERENCE without liability.
Cancellation Once AGREEMENT has been signed and accepted by SHOW MANAGEMENT, CONTRACTOR will be liable for 100% of contracted amount. In the event of cancellation, written notice must be given to SHOW MANAGEMENT. A 50% refund will be granted for cancellation notices received prior to August 16, 2013. No refunds will be provided for cancellation notices received after August 16, 2013. No exceptions will be made. SHOW MANAGEMENT reserves the right to resell any cancelled exhibit space. SHOW MANAGEMENT reserves the right to terminate this AGREEMENT immediately by written notice if CONTRACTOR breaches any of the regulations, terms and/or conditions set forth in this AGREEMENT or contained within the MANUAL, including but not limited to, failure to submit payment as stipulated in this AGREEMENT.
CONTRACTOR is responsible for collecting and remitting applicable sales and use taxes to the State of Ohio and/or any and all local jurisdictions for CONTRACTOR’S sales of products or services. CONTRACTOR will submit to SHOW MANAGEMENT a completed sales tax form and/or tax identification certificate within two (2) business days of request. SHOW MANAGEMENT assumes no responsibility regarding CONTRACTOR sales and will cooperate with officials of the State of Ohio to make available requested information and/or to provide exhibit area access to such officials.
Required Signature
In signing, CONTRACTOR agrees to abide by the regulations, terms, and conditions as set forth in this AGREEMENT and MANUAL to be released no later than Friday, June 28, 2013. SHOW MANAGEMENT reserves the right to include additional regulations, terms, and conditions as necessary for the benefit of the CONFERENCE as requirements for participation in CONFERENCE. Any additional regulations, terms, and conditions will be communicated to CONTRACTOR in writing in the form of an amendment to this AGREEMENT to be signed by both CONTRACTOR and authorized representative of SHOW MANAGEMENT. The rights of SHOW MANAGEMENT under this AGREEMENT shall not be deemed waived except as specifically stated in writing and signed by authorized representative of SHOW MANAGEMENT. If any terms of this AGREEMENT are declared invalid or unenforceable by a court of competent jurisdiction, the remainder of the AGREEMENT shall continue in full force and effect.
Authorized Representative (print name): Authorized Representative (signature): Date: Authorized OCALI Representative (signature): Date: ESC of Central Ohio Treasurer (signature): Date: