ICA’s Annual Convention & Trade Show
INDEPENDENT CATTLEMEN’S ASSOCIATION OF TEXAS 45th ANNUAL CONVENTION June 19-21, 2019 Embassy Suites Spa and Convention Center San Marcos, Texas
Thank you for your interest in exhibiting at the Independent Cattlemen's Association of Texas annual trade show! Enclosed, you will find all the information you will need to successfully exhibit at our show. If you have any questions, please call the state ICA office and ask to speak with Jo Ann or Bill at (512) 620-0162.
Directions to the Hotel 1001 E. McCarty Lane San Marcos, Texas 78666 From Austin: Take I-35 South toward San Marcos, Texas. Exit at the McCarty Lane Exit (Exit 201). Take a left on McCarty Ln. From San Antonio: Take I-35 North toward San Marcos, Texas. Exit at the McCarty Lane Exit (Exit 201). Take a right on McCarty Ln. From Houston: Take I-10 West to U.S. 183 North to SR-80. Take I-35 South to McCarty Lane Exit.
ICA’s Annual Convention & Trade Show
TRADE SHOW SPECIFICATIONS
Booths are available on a first-come, first-served basis. The trade show is expected to sell out.
Fees are $500 for an 8 ft. x 10 ft. booth. Corner booths are $550. This fee includes the pipe-and-draped space (back and side), a 6 ft. draped table, 2 chairs, identification sign and inclusion in the Trade Show Guide. Drape color is black.
One-half of the booth fee is due when the exhibit space is reserved. The remainder must be paid by May 1. Fee’s collected after May 1, will incur a $50 late fee. If the contract is signed after May 1, full payment must be enclosed with your contract.
No refunds will be provided after May 1.
Each sponsorship option includes TWO complimentary convention registrations. Additional registrations and meal tickets may be purchased. An order form for additional registrations is included with this packet (see page 4).
All exhibiting sales personnel must be fully registered as an exhibitor to gain entrance to the trade show.
Exhibitors are eligible for special ICA hotel rates of $144.00 plus applicable taxes. Please call Embassy Suites directly (512-392-6450) and ask for the ICA room block to make your reservations no later than May 26.
Exhibition Hours Wednesday, June 19 4:00 p.m. to 6:00 p.m. Trade Show Preview Thursday, June 20 8:00 a.m. to 5:00 p.m. (activities continue until 9:30 p.m.) Friday, June 21 8:00 a.m. to 10:30 a.m. Set-up must be done by Wednesday, June 19, from 8:00 a.m. to 3:00 p.m. Breakfast is at the hotel buffet. Lunch & dinner will be served in the Trade Show area, as well as breaks to maximize vendor exposure. Wednesday from 4:00 to 6:00 will be a Trade Show preview combined with a short program. Door prize drawings will be held throughout the convention in the Trade Show area. Friday we will have a 30 minute Trade Show break from 9:00 to 9:30 prior to your closing. If you have special requests or requirements for set-up, you must contact the ICA office in advance for approval and coordination. We ask that your booth and display remain up until the Trade Show closes at 10:30 a.m. on Friday. A Trade Show Guide will be distributed to all attendees with their registration packets. You are invited to include contact information and a short paragraph about your company in the guide. Page 2
ICA’s Annual Convention & Trade Show
TERMS & CONDITIONS
PLEASE COMPLETE PAGES 4, 5, & 6 AND RETURN TO ICA
All exhibiting sales personnel must be fully registered as an exhibitor to gain entrance to the trade show.
Exhibits must conform to the size of the space and must not be of such nature or arrangement as to obstruct the view of or interfere with exhibits of others. Should there be any questions as to obstruction or interference of any exhibit with other exhibits in the area; the Lessor’s President will make the final judgment.
Lessee’s contract must be paid in full before erection of the booth will be permitted.
If Lessee alters a booth resulting in a hotel charge, Lessee will be responsible for the charge. Lessee must obtain permission from the hotel to alter a booth.
Lessee is not permitted to sublet any part of its space, or to display merchandise of other manufacturers or dealers where no direct business conditions exist between them.
Lessor assumes no responsibility for the property of Lessee. Loss to property of Lessee from theft, vandalism, fire or other cause is solely the responsibility of Lessee.
It is expressly understood and agreed that Lessee will hold harmless and make no claim of any kind against Lessor or any of its members or employees for any loss, damage to or destruction of property, nor for any injury that may occur to himself, his or its agents or employees while in the exhibit facility, nor for any damages of any nature or character whatsoever, including direct or indirect damage as a result of loss of business arising out of the exhibition or cancellation of it.
Lessor will not knowingly violate any law or municipal ordinance, rule or regulation, but if such should occur, Lessor assumes no liability of any nature, including making refunds, if the exhibition hours are required to be shortened.
All rubbish is to be placed in the aisles at the close of the show each night.
If insurance is desired, it is up to the Lessee to obtain it.
Due to the short time period of the exhibition, the frequently crowded condition of the exhibit facility, and the vital importance of avoiding any disruption in the orderly operation of the exhibition which might adversely affect other Lessees, Lessor reserves to itself the sole right to resolve any dispute or disagreement among Lessees and Lessor’s decision shall be final.
Lessor reserves the sole right to cancel the exhibition for any reason satisfactory to it. If the exhibition is cancelled, Lessor will refund to Lessee all monies paid by Lessee.
Lessor reserves the sole right to cancel the exhibition for any reason satisfactory to it. If the exhibition is cancelled, Lessor will refund to Lessee all monies paid by Lessee. Page 3
ICA’s Annual Convention & Trade Show
Exhibit Space Contract & Lease Agreement Independent Cattlemen’s Association of Texas 45th ANNUAL Convention and Trade Show San Marcos, Texas • June 19-21, 2019 Company Name: ______________________________________________________________________ Primary Contact: _____________________________________________________________________ Address: ___________________________________________________________________________ City, State, Zip: ____________________________________________________________________ Phone: ______________________________ Fax: ___________________________________________ E-mail Address: ________________________________Web Site:______________________________ Include this contact information in the Trade Show Guide:
yes
no
Product/service to be exhibited: _____________________________________________________ Paragraph to be included in Trade Show Guide (max. 50 words): __________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ Please indicate the booth numbers in order of preference. Booth choices are not guaranteed. See attached floor plan. First Choice __________
Second Choice __________
Third Choice _________
One half of booth payment is due when exhibit space is requested, with the balance due by May 1. No refunds will be made after May 1. Full payment must be enclosed if contract is signed after May 1. I have read the attached Terms and Conditions for Exhibitors and agree to abide thereby. Signed by: ___________________________________Title: _________________________________ Amount of Check Enclosed $ ______________________ Credit Card Payment: Name on Card: ________________________________________ Amount $ ______________ Card Number: ________________________________________ Expiration Date: __________ Signature Required:__________________________________________ CV Code: __________
Please sign and return to: Independent Cattlemen’s Association Attn: Trade Show For ICA Use ONLY PO Box 1168 Booth Assignment: ______________________ Lockhart, Texas 78644-1168 Date Form Received: _____________________ Amount Received:_______________________ Any Questions? Phone: 512-620-0162 • Fax: 512-620-0610 • E-mail: tica@icatexas.com
Page 4
ICA’s Annual Convention & Trade Show
Sponsorships & More PLEASE COMPLETE & RETURN THIS PAGE WITH PAGES 4 & 6 Company Name: _____________________________________________________________________ Primary Contact: ____________________________________________________________________ Address: ___________________________________________________________________________ City, State, Zip: ______________________________________________________________________ Phone: ___________________________________ Fax: ______________________________________ E-mail Address: ________________________________Web Site:______________________________
President’s Circle
$2000
Officer’s Club
$1000
Advocate’s Club
$750
Basic Exhibitor
$500
Add’l Golf Reg.
$100 Each
Includes: 1 booth space 2 meal and dance tickets (Wednesday) 2 meal tickets (Thursday lunch & dinner) 2 meal tickets (Friday lunch) 2 golf tournament registration 1 Meal Sponsorship Speaking opportunity (15 min) Includes: 1 booth space 2 meal and dance tickets (Wednesday) 2 meal tickets (Thursday lunch & dinner) 2 meal tickets (Friday lunch) 1 golf tournament registration 1 Break Sponsorship Speaking opportunity (10 min) Includes: 1 booth space 2 meal and dance tickets (Wednesday) 2 meal tickets (Thursday lunch & dinner) 2 meal tickets (Friday lunch) 1 golf tournament registration Sponsorship recognition Includes: 1 booth space 2 meal and dance tickets (Wednesday) 2 meal tickets (Thursday lunch & dinner)
(Please provide names and handicap on page 6)
Corner Booth
$50 Additional
(Refunded if not granted corner booth)
Amount of Check Enclosed $ ______________________
Other Opportunities (Special Recognition Given) Auction Items:
_________________________
_________________________
Door Prizes:
_________________________
_________________________
Page 5
ICA’s Annual Convention & Trade Show
REGISTRATION CONTINUED PLEASE COMPLETE & RETURN THIS PAGE WITH PAGES 4 & 5 Convention Attendees (Please list as you would like the nametag to read) Attendees are encouraged to participate in all meals and activities
(Must complete this section)
1
._________________________________________________
2.__________________________________________________
Wed. Dinner?
Fri. Lunch?
Golf?
Handicap?
Yes/No
Yes/ No
Yes/ No
_______
Yes/No
Yes/ No
Yes/ No
_______
PLEASE NOTE THAT EACH PAID EXHIBIT BOOTH IS ALLOWED TWOCOMPLIMENTARY BADGES—-IF ADDITIONAL BADGES ARE NEEDED, THERE WILL BE FEE OF $200.00 PER EACH ADDITIONAL REPRESENTATIVE. IF YOU WILL HAVE ALTERNATE REPRESENTATIVES ATTENDING, THEY MUST TRANSFER THEIR BADGE AND MEAL TICKETS, OR PAY AN ADDITIONAL FEE. (Sorry, this just covers our cost from the hotel for meals, etc.) Additional Attendees (@ $200. ea.) Wed. Dinner? Fri. Lunch? Golf? Handicap? Golf (@$100.00 each)
3.
______________________________________________________
Yes/No
Yes/ No
Yes/ No ________
4._
______________________________________________________
Yes/No
Yes/ No
Yes/ No ________
5.
________________________________________
Yes/No
Yes/No
Yes/ No ______
Thank you! Page 6
Stage Independent Cattlemen’s Association of Texas Trade Show Map San Marcos, Texas • June 19-21, 2019
Stage
Embassy Suites, San Marcos
Stage
We are in the Veramendi sections F-G for the trade show. When you get to the hotel, drive around to the front of the conference center. The doors are marked with an arrow above and are also drawn on your booth map. If you have questions on unloading or access to the roll up door, please don’t hesitate to contact the hotel directly at 512-392-6450 .