Exhibitor Prospectus
The U.S. Department of Veterans Affairs (VA) hosting the National Veteran Small Business Conference and Expo, August 15-18, 2011, at the Ernest N. Morial Convention Center in New Orleans, Louisiana, and has entered into a no-cost contract with Halfaker and Associates LLC under which Halfaker and Associates LLC is permitted to charge registration and other fees in return for providing conference planning services with no financial obligation to VA. As the largest conference of its kind, this nationwide conference will bring together approximately 4,000 attendees from Veteran-Owned and Service-Disabled Veteran-Owned Small Businesses (VOSB / SDVOSBs), Federal Agencies and departments, and prime contractors to share best practices of how to do business together. In addition to many educational sessions on Federal contracting for small businesses, attendees will have the opportunity to showcase their products and services in a large Exhibit Hall and conduct one-on-one matchmaking meetings with highly qualified businesses and Government officials in their industry. The conference is open to both Government and non-Government personnel. Conference Agenda
2010 Attendee Profile
The conference will provide you with the information you
Fifty percent of 2010 conference attendees were VOSB /
need to navigate the Federal acquisition process – from the
SDVOSBs. The federal sector was represented with 20%,
Government perspective as well as the commercial side.
while 18% of registrations came from prime contractors. The
General Sessions and breakouts will include a variety of
remaining 12% included representatives from other small
subjects, such as:
business categories and the public sector
g
Contracting procedures
g
Marketing and selling to the Federal
Government g
Legislation affecting small businesses
g
Legal issues with Government contracting
g
Managing small business finances
g
Successful business strategies
g
Subcontracting
g
And more! 2010 Exhibitor Profile
Sponsor / Exhibitor Information
The 2010 National Veteran Small Business Conference
For businesses looking to market themselves to the
featured 282 exhibits in 51,000 square feet exhibit space.
Government, the conference will feature a large Exhibit Hall.
Due to overwhelming demand and a sold out Exhibit Hall
Over 282 Exhibitors, including VOSB / SDVOSBs, prime
in 2009 and 2010, in 2011, we have enlarged the Exhibit
contractors, and Federal agencies, made the 2010 National
Hall to 127,634 square feet and are welcoming more than 500
Veteran Small Business Conference and Expo a huge success.
Exhibitors and Sponsors.
This year again, VOSB / SDVOSBs, Federal small business offices, as well as prime contractors will be on the lookout for highly qualified businesses in the Exhibit Hall and in one-onone matchmaking sessions.
2
The National Veteran Small Business Conference and Expo – Exhibitor Prospectus
LIST OF 2010 EXHIBITORS
Co-Operative Industries Defense, LLC
3DC Solutions
Crest Industrial Chemicals, Inc.
Abbott
CSC
AbilityOne/NISH
CSSS.NET
Advanced Environmental Solutions, Inc.
CTI Resource Management Services, Inc.
Advanced Systems, Inc.
D.R. Street Consultants, LLC
Advanced Torque Products
Defense Components of Detroit
Aero Tech Service Associates, Inc.
Defense Logistics Agency
AGH Industries
Dekatron
AGSI
Digital Foundation Corporation
Air Cleaners, Inc
Diligent Consulting Inc.
All Business Machines, Inc.
Disabled Veterans Enterprises, LLC
Alliance Micro
DMR, INC.
Alliant Healthcare in partnership with Stryker
DODContractors.org, LLC
Alliant Healthcare Products
DRS Tactical Systems, Inc.
AllPro Staffnet
Duty First Consulting, LLC
Alpha Ten Technologies, Inc.
DWG & Associates
Altron Inc
Dynamic Technology Systems, Inc.
American Association of Government Finance
DynaVet Solutions, LLC.
American Independent Media
DynCorp International
American Product Distributors
Eaton Corporation
American Veteran, Inc.
Eaton Corporation
ARGO Systems LLC
Encap Systems Inc.
Arnold-Hanafin Corporation
Enlightment Inc.
Artis Builders
Essner Manufacturing, L.P.
ATA Services, Inc.
Exalt Integrated Technologies, LLC
Atlas Research LLC
Fab Masters Company, Inc.
AvKARE
FCE Benefit Administrators, Inc.
Azimuth Incorporated
Federal Deposit Insurance Corporation (FDIC)
Aztalan Engineering Inc.
Federal National Payables, Inc.
B3 Solutions, LLC
Fluor Government Group
BAE Systems
Franklin Young International, Inc.
Bar Code Equipment Service
Galaxie Defense Marketing Services
Benefits U Earned, LLC
Gateway Tool & Cutter Grinding Services LLC
Better Deal Printing, LLC
General Dynamics
BH Benefits
General Services Administration
Booz Allen Hamilton
Golden Key Group
By Light Professional IT Services
Goodman & Company, LLP
Cable-Safe
Goodrich Aerostructures
Caduceus Healthcare
Goodwill Communications Inc
California Disabled Veterans Business
Gov Promotions Inc
Alliance
Goverline
CAMRIS International
Government Contracting Capital Source, LLC
Cardinal Health
GovTek HTG, LLC
Catapult Technology, Ltd.
Grand Aire Air Charters
Century Products LLC
Gray’s Financial Solutions
Channel Comp, LLC
GSA Small Business GWAC Center
Cherry, Bekaert & Holland
Halfaker and Associates, LLC
CMG
Hannah Solar Government Services, LLC
COINSATION LLC
Harris Corporation
ComputerPlus
HCI | integrated solutions
Converged Services, LLC
Health Net Federal Services, LLC The National Veteran Small Business Conference and Expo – Exhibitor Prospectus
3
LIST OF 2010 EXHIBITORS continued...
4
Heritage Health Solutions, Inc.
Maintenance and Inspection Services, Inc
High Tech Crime Institute
Management Support Technology, inc.
HMS Technologies, Inc.
Mason Technical Services Company
Hoffman Technologies, Inc.
MasterCard Worldwide
Homeland Security Construction Corp.
McKesson
Homeland Security Group
MED Trends, Inc.
Hooks Industrial
Med-Arch LLC
HP Enterprise Services
MedForce Government Solutions
Humana Veterans Healthcare Services, Inc.
Medical Logistic Solutions, Inc.
Hunt Building Co., Ltd
Medtronic, Inc.
IAP Worldwide Services, Inc.
Merck
IBM Global Business Services
Metters, Incorporated
Ice Industries, Inc.
Microsoft
Icon Construction, Inc.
MicroTech
Indatatech
Miller Products Company
Infinite Solutions LLC
MILVETS Systems Technology, Inc.
Information Innovators Inc.
MiraCorp
Integrated Secure SDVO, LLC
Missile Defense Agency
Interior Fusion
Mystikal Solutions, LLC
International Business Machines (IBM)
NAID
IRG 3D
National Aeronautics and Space
IRG Plotters & Printers
Administration
Iron Eagle Environmental Services, Inc.
National Security Agency
ITT Communications Systems
National Small Business Resource Coalition
J. M. Waller Associates, Inc.
NaVOBA
JAB Solutions
Northern Wings Repair, Inc
Jamaica Bearings Group
Northrop Grumman Corporation
JAMIS Software
Northview Enterprises
Johnson & Johnson
Osborn Construction Supply, LLC
J-PAT
Osborn Industrial Supplies, LLC
JTJ Resources, LLC
Osborn Scientific Supply, LLC
Jus N’ Tyme Promos
Pacific West Marketing
Kadena Pacific, Inc.
Perpetual Technologies, Inv.
KBR
Phillips Service Industries
Kerma Medical Products, Inc.
Piquette & Howard Electric Service, Inc.
Kevcon, Inc.
Polu Kai Services, LLC
Kiowa Technology Inc
Powill Manufacturing & Engineering, Inc.
Knight Solutions Construction
Precision Metals Corp
Komplete Systems Integrators Inc.
Professional Solutions
KOMPSYS Federal
Pulliam Construction Company, Inc.
KPaul Properties, LLC.
QI Security Services
Lee & Ryan
Raytheon
Leebcor Services LLC
Recruit Veterans
Lockheed Martin
Reed Surety
LRS Federal
Reid Law
Lundell Manufacturing Corporation
REL Business Gazette
M&M Management Services, Inc
RH Shackelford, Inc.
M2 Global Technology Ltd.
Rick Garcia Construction Company
Mabbett & Associates, Inc.
Robert Half International
Machine Tools South
Robert Thomas Brown Company
Mainstreet Technologies, Inc.
Rolls-Royce Corporation
The National Veteran Small Business Conference and Expo – Exhibitor Prospectus
LIST OF 2010 EXHIBITORS continued... Rose Consulting/Government Audits JV
Trendway Corporation
RRC - Hillmann
Trillacorpe Construction
RS&H
Trillacorpe Veteran Outreach
S&A Environmental Consultants, LLC
TriWest HealthCare Alliance
S.O.TECH / Paladin
U. S. Census Bureau
SAIC
U.S. Bureau of Reclamation
Sam’s Club
U.S. Department of Agriculture
SaniGo
U.S. Department of Commerce
Satellite Shelters, Inc.
U.S. Department of Environmental Protection Agency
Sayres and Associates
U.S. Department of Health and Human Services
SBG Technology Solutions
U.S. Department of Homeland Security
Scott Group of Virginia
U.S. Department of Interior
Serco North America
U.S. Department of Labor
Servitek Solutions, LLC
U.S. Department of State
Skyline Ultd Inc.
U.S. Department of the Air Force
Solution One Industries, Ltd.
U.S. Department of the Army
Southern Power Systems Services, Inc.
U.S. Department of the Navy
Strategies for Small Business/SFG
U.S. Department of Transportation
Stratom, Inc.
U.S. Department of Treasury
Sullivan International Group, Inc.
U.S. Department of Veterans Affairs
Sygnetics, Inc
U.S. Department of Veterans Affairs, CVE
T&T Materials, Inc
U.S. Department of Veterans Affairs, National Cemetery Administration
TAG-Mississippi Enterprises, LLC
U.S. Department of Justice
TCoombs & Associates LLC d/b/a TC Associates
UNICOR, Federal Prison Industries, Inc.
Team Australia
Universal Understanding
TeamStaff Government Solutions
UPS
Technology Science Corporation
UrsaNav, Inc
Telecommunication Solutions Group, Inc.
US Technology
TEVET LLC
USA Tank Storage Systems
The AimGroup (American Imaging Management Group, LLC)
USAA
The Ambit Group
V2B Partners, LLC
The Arcanum Group
VAL-FAB, Inc.
The Boeing Company
Veteran Constructors, Inc.
The Boon Group
Veteran Corps of America
The Dwyer Group
VeteranOwnedBusiness.com
The Elite SDVOB Network
Veterans Business Outreach Center
The Home Depot
Veterans Entrepreneurship Program
The Maven Group
Veterans Modular Space
The Maven Group / TTi Wireless
Veterans Trading Co.
The Nuclear Regulatory Commission
VET-Force
The Ochsner Group, LLC
Vetrepreneur, LLC
The Ranger Group, LLC
Vets Group, Inc.
The Surety Suite & Veterans Contracting
VETS INC.
The Tatitlek Corporation
VetSource Solutions
The Whitestone Group, Inc.
VSGI, LLC- Construction Services
THE5Ps,LLC
WBSI
ThinkQ Inc.
WMG & FedSources
Transformative Research, Inc
Yukon Group, Inc.
Tremco Incorporated
The National Veteran Small Business Conference and Expo – Exhibitor Prospectus
5
2011 Exhibit Opportunities Why Exhibit? As an Exhibitor, you will have face-to-face contact with your key audience: g
g
g
Launch and demonstrate new products and services
g
More food and beverage areas have been included in
to Government buyers, private contractors, and
the Exhibit Hall floor plan this year to accommodate
potential partners.
three morning breaks, two afternoon breaks, Monday
Position your company at the heart of public sector
opening reception, and a grab-and-go sandwich
procurement.
luncheon on Wednesday. The Exhibit Hall will also
Raise your company profile and build relationships
include more seating capacity to comfortably conduct
with key decision makers in public sector purchasing.
small meetings in the midst of all networking activities!
Tabletop* Package
Early Bird Regular
Veteran
$200
$250
One (1) 6’ Draped Table Two (2) Side Chairs Carpet *The Tabletop package is available to Veteran-Owned companies ONLY. Non-Veteran companies are not eligible to purchase the Tabletop package.
Due to the limited number of tabletops available in the expo hall, each Veteran-owned business may only reserve one tabletop.
EXHIBIT BOOTH PACKAGES Each Exhibit Booth package includes: g
8’ Back Wall and 3’ Side Walls of Pipe and Drape
g
g
ID Sign
g
Two (2) Side Chairs
g
One (1) Wastebasket
max), and booth number on the Expo website and in
g
One (1) 6’ Draped Table
the Conference Program Book
Company’s name, descriptive synopsis (250 characters
Bronze Booth Package
Early Bird Regular
Veteran
$1,000
$1,200
Federal Government Agency
$3,000
$3,500
Non-Veteran
$3,000
$3,500
10’ x 10’ Booth Silver Booth Package
Early Bird Regular
Federal Government Agency
$5,000
$6,000
$8,000
$10,000
Non-Veteran/Veteran 10’ x 10’ Booth One (1) Conference Registration
Company Name and Logo on Expo Website and Signage ¼ Page Advertisement in Expo Guide
6
The National Veteran Small Business Conference and Expo – Exhibitor Prospectus
Gold Booth Package
Early Bird Regular
Federal Government Agency
$10,000
$12,500
$15,000
$18,500
Non-Veteran/Veteran 10’ x 20’ Booth Two (2) Conference Registrations One (1) Booth Staff
Company Name and Logo on Expo Website and Signage ½ Page Advertisement in Expo Guide Link to Company’s Website from the Expo Website Platinum Booth Package
Early Bird Regular
Non-Veteran/Veteran
$20,000
$25,000
$125 each
$150 each
10’ x 20’ Booth Four (4) Conference Registrations Two (2) Booth Staff Company Name and Logo on Expo Website and Signage Full Page Advertisement in Expo Guide Link to Company’s Website from the Expo Website Daily Announcement in Exhibit Hall Booth Staff (entire event) Allows access only to the Exhibit Hall and no sessions or meal functions outside of the Exhibit Hall floor.
Exhibit Hall Day Passes
Early Bird Regular
(Allows access only to the Exhibit Hall and no sessions or meal functions outside of the Exhibit Hall floor)
1-day Exhibit Hall Pass, Tuesday or Wednesday
$125
$150
$50
$75
$225
$275
(Tuesday includes breaks and Wednesday includes breaks and grab-and-go sandwich lunch)
½-day Exhibit Hall Pass, Thursday (Includes a morning break)
3-day Exhibit Hall Pass
(Tuesday includes breaks and Wednesday includes breaks and grab-and-go sandwich lunch)
It is the Exhibitor’s responsibility to rent or provide carpet for their booth. Please place a carpet order with the show decorator or bring your own floor covering. Exhibitors may order carpet, electricity, internet, specialty furniture, etc. for an additional charge through the forms provided in the Exhibitor Services Kit which will become available in April 2011.
The National Veteran Small Business Conference and Expo – Exhibitor Prospectus
7
REGISTRATION REQUIREMENTS All tabletop and bronze booth participants are required to
Location within Conference Venue
purchase at least one full Conference Registration or one
The conference will be held at the Ernest N. Morial
Exhibit Hall Booth Staff at the current registration rate. All
Convention Center, New Orleans, Louisiana. The Expo will
other packages include at least one conference registration
be held in Exhibit Hall E, which is 127,634 square feet in size
or booth staff pass. Please note that Booth Staff registrations
and will feature more than 500 Exhibitors.
only allow access to the exhibit hall and does not include access to sessions, breakouts, or meal functions held
Exhibit Hall Hours
outside of the hall. All exhibit booth workers are required
Monday, August 15, 2011*
5:00 pm – 7:00 pm
to be a registered attendee. Options for booth staff include
Tuesday, August 16, 2011*
9:30 am – 5:30 pm
either full conference registrations or Exhibit Hall Booth
Wednesday, August 17, 2011*
9:30 am – 5:30 pm
Staff passes. Please refer to your booth package if you
Thursday, August 18, 2011*
9:00 am – 12:00 noon
receive complimentary registrations or passes. Conference
* Agenda subject to change. Please check back for updates.
Registrations allow access to all activities and food functions while Booth Staff Passes provide access only to the expo
EXHIBITOR Move-In
hall. Only companies participating in the expo hall are eligible
Sunday August 14, 2011
9:00 am – 5:00 pm
for Booth Staff Passes
Monday August 15, 2011
8:00 am – 12:00 noon
Booth Personnel
EXHIBITOR DISMANTLE AND Move-Out
The cost of your booth space does not include any
Thursday August 18, 2011
12:00 noon – 7:00 pm
Conference Attendee registrations. Each registered Exhibiting
Friday August 19, 2011
8:00 am – 11:00 am
Company must have one person on your staff registered
8
for the event as Conference Attendee (this registration fee
Assignment Of Space
covers admission to Exhibit Hall, general sessions, meals,
Exhibitor booth selection is reserved on a first-come, first-
evening events, matchmaking, and educational sessions).
served basis. Exhibitors may select from premium space
All Exhibit staff MUST be registered for the event, which
assignments, based on level of booth package and date of
can be done when you reserve your booth space. Additional
application. Show Management reserves the right to modify
Exhibitor personnel may register either as Full Conference
the floor plan as may be necessary to preserve a compact
Attendees or as Booth Staff. Exhibitors with Booth Staff
and attractive exhibit area. Exhibits shall be constructed
Passes may not receive any attendee conference bags
and arranged so that they do not obstruct the general view
with collateral material, may not participate in conference
or hide the exhibits of others. Exposed, unfinished sides of
meals except those provided in the Exhibit Hall, or attend
exhibit backgrounds must be draped to present an attractive
conference sessions. Please note that conference and booth
appearance. Inspection of all exhibits will be made during the
passes are non-transferrable. Please refer to your purchased
setup to advise the Exhibitor if any deviation from the rules
Booth Package if complimentary conference registrations
is noted. If the Exhibitor is not available, the show, with the
or booth staff are included and how many. After an exhibitor
approval of the Exhibits Manager, will provide the necessary
registers, they will receive a confirmation email which will
draping and submit charges to the Exhibitor. Exhibitor access
provide 2 separate links to register complimentary passes
to the Exhibit Hall will be identified on the conference website
(one for full conference and the second for booth staff only).
and in the Exhibitor Services Kit. Requirements for services
You may purchase additional conference registrations for the
before or after move-in times must be arranged through
applicable rate.
the T3 Expo. Exhibitors must have the installation of their
The National Veteran Small Business Conference and Expo – Exhibitor Prospectus
display and exhibit area complete by the designated 4:00 p.m. deadline on August 15, 2011. Any booth with a crated display remaining unattended by the designated 4:00 p.m. deadline on August 15, 2011, will be erected or placed in storage at the discretion of Show Management, unless otherwise notified by the Exhibitor in advance. All charges incurred for erection of display, etc. will be applied to the Exhibitor of record. Exhibiting companies not utilizing their space by the mandatory time of completion may forfeit the use of that assigned space. Show Management reserves the right to use the space without further obligation (i.e., refund, loss of business or disparagement or liability). T3 Expo will handle and provide storage space for Exhibitors’ shipping containers during the conference. All empty containers, upon erection of the display, shall be labeled as such and properly identified with the exhibiting company name and booth number for removal from the exhibit floor. Exhibitors are held liable for compliance with the following Exhibit Booths Rules and Regulations and are, therefore, responsible for informing their third-party contractors of the rules and regulations. The conference center does not provide a storage service for “empties.” Additional charges may apply; see service manual. 2011 SPONSORSHIP OPPORTUNITIES
Conference Bag (2 Available)
$12,000
Help attendees stay organized. Show your support by having your company name and logo imprinted on the conference bags given to all attendees. Cyber Center (2 Available)
$9,000
Why Sponsor?
Assure your corporate recognition through the highly-used
Maximize your company’s visibility to the 4,000 attendees
Cyber Center consisting of six terminals and 1 printer. Each
by being an official Sponsor. Sponsorship opportunities for
computer will feature your company logo and will be linked
the event range from Conference Bags to Cyber Center to
directly to your company’s website.
the Evening Reception and Networking Breakfast. Sponsors receive significant recognition before, during, and after the National Veteran Small Business Expo, increasing brand recognition. Don’t miss this chance to connect with some of your business’ most important customers at the 2011 National Veteran Small Business Conference and Expo. SPONSORSHIP OPTIONS
Exhibit Hall Welcome Reception (2 Available)
$8,000
Select this sponsorship to host the Welcome Reception and Entertainment on Monday evening in the Exhibit Hall. Your company’s name / logo will be displayed on signs and napkins. Industry Networking Breakfast (2 Available)
$6,000
Sponsorships are à la carte features you can purchase to
Select this sponsorship to host the Industry Networking
increase the visibility of your company during the event. They
Breakfast on Thursday morning. Your company’s name / logo
are available to exhibitors and non-exhibiting companies and
will be displayed on signs and napkins.
are a great way to get the message out to all attendees.
The National Veteran Small Business Conference and Expo – Exhibitor Prospectus
9
Grab & Go Sandwich Lunch in Exhibit Hall (4 Available)
$6,000
Select this sponsorship to host the Grab & Go Sandwich Lunch in the Exhibit Hall on Wednesday. Your company’s name / logo will be displayed on signs and napkins. Attendee Morning Breaks (3 Available)
$3,000
Select this sponsorship to host an afternoon break in the Exhibit Hall. Your company’s name / logo will be displayed on signs and napkins. Attendee Afternoon Breaks (2 Available)
$3,000
Select this sponsorship to host an afternoon break in the Exhibit Hall. Your company’s name / logo will be displayed on signs and napkins. Attendee Popcorn Breaks (2 available) Exclusive Sponsorship: $5,800
Tuesday: $3,000
Wednesday: $3,000
Provide a fresh bag of warm popcorn with company logo on the bag to hungry attendees as they browse the Exhibit Hall floor. Go Green with Water Bottles* (1 Available)
$3,000
Provide reusable water bottles with your company logo that can be refilled at complimentary water stations placed throughout the event. Distribution to event participants by Show Management. Notepads* (1 Available)
$3,000
Provide notepads / scratchpads with your company logo, phone and URL to all attendees. Distribution to event participants by Show Management. Conference Bag Collateral Insert (10 Available)
$1,500
Choose this sponsorship to place one piece of your company’s promotional items in the conference bag. Possible inserts include one paper insert or a small promotional piece. Your insert will be given to every attendee at the conference. What a great way to get your company’s message out to everyone!
*Production costs not included in sponsorship. Select one of the following: 1. Produce the item (approved by Show Management) and ship directly to the event for distribution; or 2. Reimburse Show Management for production costs (in addition to the sponsor fee).
10
The National Veteran Small Business Conference and Expo – Exhibitor Prospectus
Advertising Opportunities in the Expo Guide Advertising Opportunities in the Expo Guide is a perfect way to elevate your corporate exposure to attendees! And for those companies who are unable to participate in person, this is a great option to maintain your company’s presence. All conference attendees will receive this Expo Guide to navigate through the three-day event and for future reference after the event.
Veteran
Non-Veteran
1/4 Page
$200
$500
1/2 Page
$400
$800
Full Page
$500
$1,200
Inside Front Cover
$600
$1,400
Inside Back Cover
$600
$1,400
Back Cover (SOLD)
$700
$1,500
SHOW INFORMATION Show Management The exhibition is organized and managed by Halfaker and Associates, LLC. Show Management shall reserve the right to interpret, amend, and enforce Exhibit Booth Rules and Regulations, provided any amendments, when made, are brought to the notice of Exhibitors. Each Exhibitor, for themselves and their employees, agrees to abide by the following rules and regulations and by any amendments or additions thereto in conformance with preceding sentence. Complete information, instructions and schedule of prices regarding shipping, drayage, labor for installation and dismantling, furniture, etc., will be included in the Exhibitor Services Kit, which will be emailed to Exhibitor contacts starting in April 2011 and as applications are received thereafter. It will also be posted to the Exhibitor website for online access. T3 Expo, Show Management, Audio Visual, Convention Center Services, and the lead retrieval service will maintain desks in the Exhibit Hall during applicable hours to facilitate services requested for additional needs of Exhibitors. Exhibitors are responsible for all information provided in the Exhibitor Services Kit. All charges for additional services are the sole responsibility of the Exhibitor. General Exhibit Hall Information Booth Personnel The cost of your booth space doesn’t include any Conference Attendee registrations. Each registered Exhibiting Company must have one person on your staff registered for the event as Conference Attendee (this registration fee covers admission to Exhibit Hall, general sessions, meals, evening events, matchmaking, and educational sessions). All Exhibit staff
The National Veteran Small Business Conference and Expo – Exhibitor Prospectus
11
MUST be registered for the event, which can be done when
A name badge is required to gain entrance into the Exhibit
you reserve your booth space. Additional Exhibitor personnel
Hall during Exhibitor move-in and move-out. The Exhibitor’s
may register either as Full Conference Attendees or as Booth
name and company will appear on the badge exactly as listed
Staff. Exhibitors with Booth Staff Passes may not receive any
on the Exhibitor registration submitted by the company.
attendee conference bags with collateral material, may not participate in conference meals except those provided in the
Security guards may ask for identification to substantiate
Exhibit Hall, or attend conference sessions. Please note that
the identity of the badge holder. Use of badges by anyone
conference and booth passes are non-transferrable.
other than the person to whom the badge was issued will be grounds for confiscation of the badge. Show Management will
Americans with Disabilities Act
charge half the value (non-refundable) of a registration for the
Exhibitors must be in full compliance with the Americans with
replacement of a lost or misplaced badge.
Disabilities Act (ADA) and are encouraged to be sensitive and as reasonably accommodating as possible to attendees with
Exhibit Services and Exhibitor Appointed Contractors
disabilities. Information regarding ADA compliance is available
The official service contractor for the National Veteran
from the U.S. Department of Justice ADA Information Line
Small Business Conference and Expo is T3 Expo. Show
(800-514-0301) and from the ADA website (www.ada.gov).
Management assumes no liability or responsibility whatsoever related to the performance or non-performance
Anti-Discrimination Policy
by such firm or firms.
Halfaker and Associates is an organization dedicated to the pursuit of human rights, dignity and equal opportunity for
Exhibitors who plan to have an Exhibitor Appointed Contractor
all people. Organizations that discriminate in recruitment or
(other than T3 Expo) unpack, erect, assemble, dismantle, and
employment on the basis of gender, race, religion, sexual
pack display / equipment must abide by all show rules and
orientation, national origin, creed or handicap disability are
regulations.
prohibited from sponsorship / exhibiting at Halfaker and Associates meetings and conferences.
The Exhibitor must notify Show Management in writing and T3 Expo of the intention to use an independent contractor no
Exhibit Hall Admission Policy
later than 30 days prior to the first move-in day furnishing the
The Exhibit Hall is open to registered conference attendees,
name, address and telephone number of the firm.
booth staff, and individuals who purchased a daily Exhibit Hall pass. Everyone must obtain and wear a conference name
Any Exhibitor who has identified an Exhibitor Appointed
badge to gain entrance into the Exhibit Hall.
Contractor must insure that the Exhibitor Appointed Contractor has a current Certificate of Insurance on file
All booth staff must wear official Exhibitor badges while
with T3 Expo or Show Management evidencing the correct
working the booth. Halfaker and Associates shall have sole
coverage at least 10 days prior to the first move-in date for the
control over all admissions of persons. All persons visiting
show or the Exhibitor Appointed Contractor will not be able to
the exhibit area will be admitted according to the rules and
have access to the facility to perform any work.
regulations of the exhibition as established by Halfaker and Associates.
The Exhibitor shall provide evidence that the Exhibitor Appointed Contractor has proper insurance by submitting a
Persons under the age of 18 must be accompanied by an
certificate of insurance prepared by the “Exhibitor Appointed
adult wearing a name badge.
12
The National Veteran Small Business Conference and Expo – Exhibitor Prospectus
Contractors� insurance agent with a minimum of coverage
The organizers reserve the right to use any videos recorded
and limits as described below:
at the National Veteran Small Business Conference for public viewing on the conference website.
g
g
Commercial General Liability with limits of not less
than $1,000,000 each occurrence, $2,000,000 general
The organizers reserve the right to use any photos taken at
aggregate and $2,000,000 products and completed
the National Veteran Small Business Conference for use in
operations aggregate. Umbrella / Excess Liability with a
conference materials, appearing either in printed documents
limit of not less than $1,000,000 each occurrence.
or in related websites.
The Commercial General Liability Policy shall name T3
Shipping and Receiving Arrangements
Expo (Official Service Provider Halfaker and Associates,
T3 Expo is designated the official contractor for receipt
LLC (Show Management), the National Veteran Small
of exhibit materials and delivery of these materials to the
Business Conference and Expo (Event), and the Ernest
exhibit space. Shipment of exhibit materials should be sent
N. Morial Convention Center, New Orleans, Louisiana
in accordance with the instructions provided in the Exhibitor
(Facility) as additional insured on a primary and non-
Services Kit. T3 Expo will have a service desk on-site to
contributory basis.
assist with any exhibitor needs during set-up, while the show is open and during move-out.
g
Workers Compensation, as required by law, with
Employers Liability Limits of not less than $1,000,000
Storage
each accident, $1,000,000 disease - each employee and
The Exhibitor should make arrangements with the contracted
$1,000,000 disease - policy limit.
decorator for storage of packing boxes and crates during the exhibition. Halfaker and Associates assumes no responsibility
Facility Use
for damage or loss of packing boxes or crates. Additional
All conference function space in the Ernest N. Morial
charges may apply; see service manual.
Convention Center is controlled by Conference Management. No function space will be released to exhibiting firms or other
Trademarks
commercial firms for social functions without the permission
Halfaker and Associates will be held harmless for any
of the Conference Planning Team. Good taste and conformity
trademark, trade name, copyright or patent infringement
to the purposes of the meeting must prevail. Showing of
on any printed materials belonging to or distributed by
equipment or product presentations to registered attendees
any Exhibitor. Use of Ernest N. Morial Convention Center
of the National Veteran Conference by exhibiting firms other
design, trademark, trade name, patent, copyrighted work or
than on the exhibit floor during the stated hours is expressly
symbol must be approved in writing by the Ernest N. Morial
prohibited.
Convention Center marketing department.
Photographs and Videotaping
Violations
Taking photographs and using video equipment are permitted
Violation of any of the Rules and Regulations by the Exhibitor
unless they interfere with the Conference and Expo. As a
or his or her employees or agents shall, at the option of
matter of courtesy and propriety, media are asked to request
Halfaker and Associates, forfeit the Exhibitor’s right to
access to the Conference and Expo. Such requests will be
occupy space and such Exhibitor shall forfeit to Halfaker
promptly acted on following, if necessary, consultation with a
and Associates all monies paid or due. Upon evidence of
VA Public Affairs representative.
violation, Halfaker and Associates may take possession of the
The National Veteran Small Business Conference and Expo – Exhibitor Prospectus
13
space occupied by the Exhibitor, and may remove all persons
established by the Environmental Protection Agency and the
and goods at the Exhibitor’s risk. The Exhibitor shall pay all
facility.
expenses and damages that Halfaker and Associates may Electrical
incur thereby.
Power strips (multi-plug connectors) should be UL approved, FIRE, SAFETY, SECURITY, LIABILTY
with built-in overload protectors. All electrical wiring must
Fire and Safety Regulations
conform to the safety rules of the New Orleans City Electrical
All local regulations will be strictly enforced, and the
Code.
Exhibitor assumes all responsibility for compliance with such regulations. All decorations must be fireproofed, and electrical
Structural Integrity
wiring must conform to the National Electrical Code safety
All exhibit displays should be designed and erected in a
rules. Fire hose cabinets must not be obscured and must
manner that will withstand normal contact or vibration caused
be entirely accessible and in full view at all times. All fabric,
by neighboring Exhibitors, hall laborers or installation /
cellulose, and cardboard display material must be flame
dismantling equipment such as forklifts. Displays should also
proofed and is subject to inspection by the New Orleans Fire
be able to withstand moderate wind effects that may occur in
Department. No flammable fluids or similar substances may
the Exhibit Hall when freight doors are open.
be used or shown in booths. Smoking in the Exhibit Hall is prohibited at all times. No wooden crates or large storage is
Exhibitors should ensure that any display fixtures such as
permitted behind booths.
tables, racks or shelves are designed and installed properly to support the product or marketing materials to be displayed
Literature, handouts, and supplies are permissible in
upon them.
reasonable quantities. Reserve quantities should be kept in closed containers and stored in a neat, compact manner
Hanging Items
within the booth. Storage of any kind is prohibited behind back
Overhead hanging signs, banners, and display materials
drapes or display walls.
are limited to Halfaker and Associates services and exhibits. Lighter-than-air (e.g. helium) filled items and mylar balloons
Flammable and Toxic Materials
are forbidden in the Exhibit Hall. The use of thumb tacks,
All cloth draping and display materials must be fire retardant
scotch tape, nails, screws, bolts, or any tool or material that
in accordance with the New Orleans Fire Department,
could mark the floor or walls are prohibited. No signs or other
including drapes, banners, table coverings, decorative fabrics,
articles are to be fastened to walls or electrical fixtures.
poster paper, foam core board, cellulose and cardboard display, and all other decorative materials. Helium tanks,
Lighting
combustible oils or gases will not be permitted in the exhibit
No lighting, fixtures, lighting trusses or overhead lighting
area. All local regulations will be strictly enforced, and the
are allowed outside the boundaries of the exhibit space.
Exhibitor assumes all responsibility for compliance with such
Exhibitors intending to use hanging light systems should
regulations. Samples should also be available for testing.
submit drawings to Show Management for approval. Lighting
Materials that cannot be treated to meet the requirement
should be directed to the inner confines of the booth space.
should not be used. A flameproofing certificate should be
Lighting should not project onto other exhibits or show
available for inspection.
aisles. Lighting which is potentially harmful, such as lasers or ultraviolet lighting, should comply with facility rules and be
14
Exhibitors should dispose of any waste products they
approved in writing by exhibition management. Lighting that
generate during the exhibition in accordance with guidelines
spins, rotates, pulsates and other specialized lighting effects
The National Veteran Small Business Conference and Expo – Exhibitor Prospectus
should be in good taste and not interfere with neighboring Exhibitors or otherwise detract from the general atmosphere of the event. Protective Footwear All Exhibitor display managers, show managers, and Exhibitors’ employees who work on the exhibit level during move-in and move-out must wear protective footwear. Storage Fire regulations in most exhibit facilities prohibit storing products, literature, empty packing containers or packing materials behind back drapes or under draped tables. Exhibitors may store a limited supply of literature or products appropriately within the booth area, so long as these items do not impede access to utility services, create a safety problem
other representatives, or assigns shall be liable for, and
or look unsightly.
the Exhibitor hereby releases them from, any claims for damage, loss, harm, or injury to the person, property, or
Indemnity and Limitation of Liability
business of the Exhibitor or any of its visitors, officers,
It is agreed that Exhibitors shall assume all responsibilities
agents, employees, or other representatives, resulting from
for damage to the exhibit area, and they shall indemnify and
theft, fire, earthquake, water, unavailability of the facility,
hold harmless Halfaker and Associates, the Ernest N. Morial
accident or any other reason in connection with the display
Convention Center, and any service contractors acting as
at the conference. The Exhibitor shall indemnify, defend,
agents of Halfaker and Associates from all liability that may
and protect Halfaker and Associates and hold Halfaker and
ensue from any cause.
Associates, and space provider harmless from any and all claims, demands, suits, liability, damages, losses, costs,
All exhibits will be to serve the interest of the National Veteran
attorney’s fees, and expenses which might result or arise from
Small Business Conference and Expo and will be operated in
Exhibitor’s participation in the conference or any actions of its
a way that will not detract from other exhibits, the exhibition,
officers, agents, employees, or other representatives. Show
or the meeting as a whole. Show Management reserves the
Management is not responsible for any injury caused by
right to request the immediate withdrawal of any exhibit that
Exhibitor owned display.
Show Management believes to be injurious to the mission of the conference. Show Management reserves the right
Severability
to refuse to admit to and eject from the exhibit building any
All agreements and covenants contained herein are
objectionable or undesirable person or persons. The use of
severable, and in the event any of them shall be held to
sideshow tactics or other undignified methods considered
be invalid by any competent court, this agreement shall be
by Show Management to be objectionable are expressly
interpreted as if such valid agreements or covenants were not
prohibited in the exhibition area.
contained herein.
Neither Halfaker and Associates, or display space provider
Security and Insurance Regulations
nor any of their officers, agents, employees, facilities,
Halfaker and Associates, its agents, officers, directors, and
The National Veteran Small Business Conference and Expo – Exhibitor Prospectus
15
employees will not be liable for failure to hold the National
them against the loss / damage to their materials by fire, theft,
Veteran Small Business Conference and Expo as scheduled,
accident or other related loss.
if such failure is not due to breach of the terms of its contracts with VA or otherwise not due to its negligence.
EXHIBIT BOOTHS RULES AND REGULATIONS Cancellation / Termination of Exhibits
Payment for exhibit space will be returned in that event,
All payments made to Halfaker and Associates shall be
less any actual expenses incurred in connection with the
deemed fully earned and non-refundable in consideration
conference will be deducted if the conference is relocated,
for expenses incurred by Halfaker and Associates and
delayed or canceled prior to the opening date because of fire,
Halfaker and Associates’ lost or deferred opportunity to
or any act of God, or public enemy, or strike, or epidemic, or
provide display space to others. If for any reason beyond its
any law, or regulation, or public authority, or any reason which
reasonable control including fire, strike, earthquake, damage,
makes it impossible or impractical to hold the conference.
construction or renovation to the display site, Government regulation, public catastrophe, act of God, or any similar
The facility, Halfaker and Associates, and each of their
reason, Halfaker and Associates shall determine that the
respective owners, parents, subsidiaries, affiliates, employees,
Expo may not be held. Halfaker and Associates may cancel
managers, officers, directors, agents and independent
the Expo, including the booth space, tabletop or pop-up
contractors shall not be liable for, and are hereby released
displays or any part thereof. In that event, Halfaker and
from, any claims, liabilities, losses, damages or expenses
Associates shall determine and refund the Sponsor / Exhibitor
relating to or arising out of any injury to any personnel of
its proportionate share of the balance of the aggregate display
an Exhibitor or to any other person, or any injury, loss, or
fees received which remains after deducting all expenses
damage which arises out of, or is in any way connected with,
incurred by Halfaker and Associates.
Exhibitors’ participation for any such injury, loss or damage. As a courtesy, 24- hour security will be provided for the
In the event of a default by the Exhibitor, the Exhibitor shall
conference.
forfeit as liquidated damages, the amount set forth above, regardless of whether Show Management enters into a further
Exhibitors acknowledge that neither Halfaker and Associates,
lease for the space involved.
nor the facility, nor their owners maintain insurance covering Exhibitor’s property and that it is the sole responsibility of
If an Exhibitor decides to cancel a booth rental, they
the Exhibitor to obtain business interruption and property
must notify Show Management in writing at barbarab@
damage insurance insuring any losses by Exhibitor. Damage
meetingmgmt.com by April 29, 2011, to receive a 50%
to inadequately packed property is the Exhibitor’s own
refund of the Exhibitor fee. No refunds will be issued for
responsibility.
cancellation after April 29, 2011.
Exhibitors agree to maintain such insurance that will fully
Failure to Occupy Space
protect Halfaker and Associates from any and all claims of
Space not occupied by the time specified in the Exhibitor
any nature whatsoever, including claims under Worker’s
Services Kit, will be forfeited by Exhibitors and their space
Compensation Act, and for personal injury, including death
may be resold, reassigned or used by Show Management
which may arise in connection with the installation, operation
without refund.
or dismantling of the Exhibitor’s display. Payment
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Exhibitors are strongly advised to add on to their existing
Booths must be paid for in full no later than 30 days after
insurance portal-to-portal rider at a nominal cost, protecting
booth is selected online. Failure to remit the balance of booth
The National Veteran Small Business Conference and Expo – Exhibitor Prospectus
rental more than 30 days after booth selection consitutes
Glitter, Confetti, Stickers, and Decals
cancellation of contract and the reserved space.
Glitter, confetti, stickers, or decals may not be used.
SPONSOR / EXHIBITOR CONDUCT
Hand-Carried Freight
Sponsor / Exhibitor and all of its representatives shall conduct
Exhibitors may bring small packages, including pop-up
themselves at all times in accordance with highest standards
booths and small computers, provided that the items can
of decorum and good taste. Halfaker and Associates reserves
be hand carried. Materials that require the use of wheeled
the right to eject from the conference any Sponsor / Exhibitor
or mechanical equipment must be delivered to the exhibit
or representative violating those standards. No animals,
floor through the loading docks (and will be subject to labor
reptiles, birds, fish or insects may be used as part of any
charges). Passenger elevators and escalators are not to be
exhibit.
used for transporting freight or equipment from level to level; this includes boxes, easels, chairs, tables, and other such
Use of Display Space
items.
Exhibitors are allowed to distribute literature, run demonstrations, and sell products in their assigned exhibit
Labor
spaces. Sponsor / Exhibitor shall not assign to a third party
Rules and regulations for union labor are made by the local
its display space or any portion of that space without the prior
unions and may change at any time. Where union labor is
written consent of Halfaker and Associates, which Halfaker
required because of building or contractor requirements,
and Associates may grant or withhold at its sole discretion. If
it will be necessary for the Exhibitor to comply with these
such permission is given, the Exhibitor shall assume full
regulations. Information regarding specific regulations that
responsibility for the conduct of the assignee and all its
are applicable may be obtained from the official contractor.
representatives. An Exhibitor’s product demonstration may in
Displays, painters, carpenters, electricians, and other skilled
no way interfere with demonstrations at adjacent tables.
labor can be arranged through the official contractor at
Demonstrations using audio must use headsets to
established rates. Labor order forms will be included in the
demonstrate audio capabilities.
Exhibitor Services Kit available online in April 2011.
Tabletop Exhibitors may not utilize any floor space for displays
Observance of Laws
or other marketing materials. Only the table itself may be
Sponsor / Exhibitor shall abide by and observe all laws, rules
used and table displays may not exceed 6 ft. wide x 4 ft. tall.
and regulations, and ordinances.
Catering / Giveaways
Prize Drawings
All catering for booths must be approved in advance by
Exhibitor prize drawings will be permitted. All materials and
Halfaker and Associates. Catering information will be included
prizes must have prior approval by Halfaker and Associates. All
in the Exhibitor Services Kit in April 2011.
hand-out materials are expected to be professional in nature. Halfaker and Associates reserves the right to disallow any
Exhibitor distribution of food and beverages for consumption
material that it believes to be inappropriate. You may send PDF
in the building is prohibited, except with written permission
proofs to: Ms. Elaine Powell, elaine.powell@halfaker.com.
from Show Management. All requests must be submitted in writing to Ms. Elaine Powell, Conference Manager, at
Show management will make no announcements to increase
elaine.powell@halfaker.com.
attendees’ awareness of individual Exhibitor’s activities, such as prize drawings.
The National Veteran Small Business Conference and Expo – Exhibitor Prospectus
17
conference center or hallways unless approved by Halfaker and Associates. Failure to comply with this regulation can result in dismissal from the Exhibit Hall. Aisles in front of the booths must be kept clear. Enough space must be allocated within each exhibit booth for attendees to browse or watch product demonstrations. Any activity that causes attendees to congregate in the aisle or in adjacent exhibit booths will be curtailed or eliminated. Sound Level Restrictions / Noise A strict maximum sound level will be maintained in the Exhibit Hall. Sound devices, other presentation devices, public address, sound-producing or amplification devices that Sale of Merchandise
project sound must be kept at a conversational level and must
Order taking by Exhibitors accepting checks or credit cards
not interfere with other exhibits. Speakers and other sound
is permitted, provided that all transactions are conducted in a
devices should be positioned so as to direct sound into the
manner consistent with the scholarly and professional nature
booth rather than in the aisle. Sound and noise should not
of the meeting and in accordance with the state and local
exceed 85 decibels. Objectionable sound devices may not be
regulations applicable in the host city of the exhibit site. Cash
operated.
transactions are discouraged. Demonstrations found to have objectionable sound levels will Halfaker and Associates reserves the right to refuse any
be shut down at the sole discretion of Show Management.
application for exhibit space as well as the right to curtail
Any cost connected with this forced compliance will be at the
exhibits or parts of exhibits that detract from the character
Exhibitor’s expense. No public address announcements are
of the meeting. This applies to displays, literature, novelties,
permitted.
souvenirs, and personal conduct. Subletting of Space / Sharing of Exhibit Space Soliciting / Demonstrating
Exhibitors may not assign, sublet or apportion to others the
Canvassing, exhibiting, or distributing advertising matter
whole or any part of the space allocated, and may not display
outside the designated exhibit booth area is prohibited.
goods or services other than those manufactured or regularly
Soliciting or demonstrating by an Exhibitor must be confined
distributed by them.
to the Exhibitor’s own booth. DEADLINES AND CONTACT INFORMATION Distribution of the Exhibitor’s printed advertisements must
Expo will take place at:
be done within the Exhibitor’s own space. Publicizing, and
Ernest N. Morial Convention Center
/ or maintaining any extracurricular activities, inducements,
900 Convention Center Boulevard
displays or demonstrations away from the exhibit area
New Orleans, LA 73130
during exhibit hours is prohibited. Persons who are not
Phone: (504) 582-3000
Exhibitors are prohibited from any detailing, exhibiting, or soliciting within the conference venue. No exhibits, displays, or advertising material of any kind will be allowed in the
18
The National Veteran Small Business Conference and Expo – Exhibitor Prospectus
Expo Guide Deadline Through the online booth registration process you will be asked to provide your company / organization title the way you would like it to appear in the program as well as the exhibit description (no more than 250 characters). Submissions received before the May 20, 2011 deadline will appear in the Expo Guide. Hotel Room Reservation Deadline All hotel reservations need to be made directly through the Conference Online Housing Reservation System. The cut-off date to make hotel reservations at the negotiated conference rate is Thursday, July 7, 2011. Agreement to Terms, Conditions, and Rules Please note that the National Veteran Small Business Conference and Expo is planned by Halfaker and Associates, LLC (Halfaker) which is independent of the U.S. Department of Veterans Affairs (VA). Halfaker is permitted to charge registration and other fees pursuant to a no-cost contract with the U.S. Department of Veterans Affairs, under which Halfaker provides conference planning services with no financial obligation to VA. By registering online, the Exhibitor agrees to observe and abide by the foregoing terms and conditions and by such additional terms, conditions, and rules made by Halfaker and Associates from time to time for the efficient and safe operation of the conference. The completed registration represents the entire agreement between the Exhibitor and Halfaker and Associates concerning the subject matter of this document. Halfaker and Associates is not making any warranties or other agreements except as set forth above. Any amendment to this contract must be in writing signed by Halfaker and Associates. The rights of Halfaker and Associates under this agreement shall not be binding upon their heirs, successors, and assigns of the Exhibitor subject to the terms of this agreement regarding assignment. CONTACT INFORMATION For Exhibitors and Sponsors:
For General Inquiries, Logistics, and Matchmaking:
Ms. Barbara Bienkowski
Ms. Rebecca Malave
Project Manager
Senior Manager, Registration IT
Meeting Management Services
Meeting Management Services
Email: barbarab@meetingmgmt.com
Email: rebecca@meetingmgmt.com
Phone (202) 624-1775
Phone: (202) 624-1778 Toll Free: (866) 998-7734
The National Veteran Small Business Conference and Expo – Exhibitor Prospectus
19