The U.S. Department of Veterans Affairs (VA) is hosting the National Veteran Small Business Conference and Expo, June 26 - 29, 2012, at the Cobo Center in Detroit, Michigan. As the largest conference of its kind, this nationwide event will attract thousands of attendees from Veteran-Owned and Service-Disabled Veteran-Owned Small Businesses (VOSBs/SDVOSBs), federal agencies and departments, large government contractors, and Detroit area Veterans to gain knowledge and build partnerships. Approximately 6,000 participants will join us in Detroit for the opportunity to: n
Connect with program decision makers from other businesses and Federal agencies
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Expand knowledge through over 200 training and business requirement sessions
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Engage with other attendees and gain visibility in the Expo Hall of nearly 500 booths Use VetGovPartner to facilitate online and onsite networking including face-to-face sessions with senior program decision
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makers With so many valuable components for participants available there has never been a better time to be a Sponsor or Exhibitor at this growing event! Conference Agenda
Expo attracts a diverse audience. In 2011, fifty percent of
As an exhibitor, you will be provided with the information you
conference attendees were VOSBs/SDVOSBs. The federal
need to navigate the Federal acquisition process – from both
sector was represented with 19.53%, while 16.34% of
the Government and commercial perspective. Plenary and
registrations came from prime contractors. The remaining
breakout sessions will include a variety of subjects, such as:
14.13% included representatives from other small business
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Contracting procedures
categories and the public sector.
Marketing and selling to the Federal
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Government n
Legislation affecting small businesses
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Legal issues with Government contracting
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Managing small business finances
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Successful business strategies
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Subcontracting
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And more! 2011 Exhibitor Profile
Sponsor / Exhibitor Information
The 2011 National Veteran Small Business Conference and Expo
For businesses looking to market their company to the
featured 420 exhibits in 127,634 square foot exhibit space. Due
Government and the Veteran entrepreneur community,
to overwhelming demand and a sold out Expo in 2009 and
the conference will feature a large Expo Hall with up to 500
2010, we have enlarged the Expo to 142,000 square feet and
exhibitors, including VOSBs/SDVOSBs, prime contractors, and
are welcoming 500 Exhibitors and Sponsors for 2012.
Federal agencies. At this year’s event, these key stakeholders will again be on the lookout for highly qualified businesses in the Expo Hall and in one-on-one matchmaking sessions. 2011 Attendee Profile The 2011 National Veteran Small Business Conference and 2
The National Veteran Small Business Conference and Expo – Exhibitor Prospectus
LIST OF 2011 EXHIBITORS
Bar Code Equipment Service LLC
DRS Technologies, Inc.
33forward
Bechtel National, Inc.
DSS, Inc.
3DC Solutions
Bell Helicopter
DuBois Construction Services, LLC
3M
Benetech, LLC
DukeJets LLC
AAUSA Electric/Graybar
BH Benefits, Inc.
Dynamic Technology Systems, Inc.
AB Floyd Enterprises
Bidspeed
DynaVet Solutions, LLC
Abbott
Bio Tech Pharmacal Inc
Eagle Support Services Corporation
Able Exhibit Logistics Inc
Bionet America, Inc.
Eaton Corporation
Academy Medical
BlueLine Technology, Inc.
Education Development Center, Inc.
Accusonic Voice Systems
Booz Allen Hamilton
Elvie Corporation
Action Capital/TFN
BPI Plumbing
Elyon International
Advance
Brandon Technology Consulting
Embassy of Australia
Advanced Environmental Solutions, Inc
Braswell Precision, Inc.
Encap Products Inc
Advanced Systems, Inc.
Burlington Safety Laboratory
Engage IST
Advantage SCI, LLC
By Light Professional IT Services
EPS Corporation
AE Works
Caduceus Healthcare Inc.
ExcelWipe LLC
Aegis Business Credit
California Disabled Veteran Business Alliance
Executive Apartments Inc.
AES Group, Inc.
Candler Mercantile Inc
Expedite-DMF
Affirmative Solutions
Cardinal Health
EZGovOpps
AFMS
Casa Designs LLC
FastBags Corp. DBA Recircle Brands LLC
Alamo City Engineering Services Inc
Catapult Technology
FCD Inc.
Alares LLC
Cavalier Logistics
FCE Benefit Administrators, Inc.
Alex Construction, LLC
Central Research
Federal Deposit Insurance Corporation
All Business Machines, Inc.
CenturyLink Government
Federal National Payables, Inc.
All Forces Supply
Channel Comp, LLC
First Environment, Inc.
All Medicus Co., Ltd
Chenega Global Services, LLC
Fluor
All-American Allergy Alternatives, LLC
Cherry, Bekaert & Holland, L.L.P.
Franklin Young Int’l, Inc.
Alliance Language Solutions, LLC
Chugach Alaska Corporation
Full Circle Integration LLC
Alliant Healthcare Products
Clark Construction Group, LLC
Galaxie Defense Marketing Services
Allied National, Inc.
Clark/McCarthy, a joint venture
GE Healthcare
Allstates Bonding Company, Inc
Claro Trade Finance, LLC
General Dynamics
Altron Inc
Cloud Computing Technologies
GHG Corporation
Ambit Group LLC
CMG, LLC
GIMS/CSSi
American Bio-Clean Corporation
Coburn Contractors, LLC
gMg Management, Inc
American Healthcare and Culinary Consultants
Coinsation LLC
Golden Key Group
American Hospital Services Group, LLC
Coley & Associates
Goldman Sachs
American Plaque Company
Colonial Equipment Company
Gonzales McCaulley Investment Group, Inc
American Product Distributors, Inc.
CommerceConnect
Govcon Accountants LLC
American Veteran, Inc.
Co-Operative Industries Defense, LLC
Grand Aire, Inc.
AmeriCom Automation Services, Inc.
Crawford Worldwide Business Systems, Inc
Hale Security & Associates
Ameriphysics, LLC
Crescent Vans Inc.
Halfaker and Associates, LLC
API, Inc.
Crestmark
Hannah Solar Government Services
Apollo Sunguard Systems, Inc
Critical Mail Solutions
Harbor Services Inc.
ARCADIS/Malcolm Pirnie
Crowley Fabricating & Machining Co. Inc.
Harris Corporation
Arnold-Hanafin Corporation
CSSS.NET
HCI | integrated solutions
ASM Research, Inc
Cyintech Information Solutions
Health Net Federal Services
Association for Service Disabled Veterans
D.R. Street Consultants, LLC
Heritage Health Solutions, Inc.
ATA Services, Inc.
Dantel Incorporated
Hernandez Consulting, LLC
Avant Mettle Corp.
DeMaria Building Company
HFS Company
Azimuth Incorporated
Disabled Veterans Assistance Foundation
Hixardt Technologies Inc
Aztalan Engineering, Inc.
Dixon Hughes Goodman LLP
HMS Technologies, Inc.
BAE Systems
Dodgen Mobile Technologies
Homeland Office Furniture
The National Veteran Small Business Conference and Expo – Exhibitor Prospectus
3
LIST OF 2011 EXHIBITORS continued...
Homeland Security Construction Corporation HP Hukari Technical Services, Inc. Humana Veterans Humana, Inc. & The Entrepreneurship Bootcamp for Veterans with Disabilities Hunt Development Group Huntington Ingalls Industries, Inc IAO Partners, LLC IAP Worldwide Services, Inc. IBM US Federal Icon Construction, Inc. IMG Indatatech Information Innovators Inc. Insignia Technology Services Integrated Finance and Accounting Solutions Integrated Interiors International Inc. Intellica Corporation International Management Applications Corporation Iron Eagle Environmental Services, Inc. ISEC, Incorporated ISM Supplier Diversity Pharmaceutical Forum IT Strategic Performance Firm, Inc ITT Corporation J2 Systems and Supply, LLC Jaco Roofing & Construction, Inc. JAMIS Software JODER Consulting Johnson & Johnson JP Cooke Company JTJ Resources, LLC
4
KBR
Northview Enterprises, Inc
KDE
Novartis Pharmaceuticals Corporation
Knight Solutions Construction
Nurses Etc Staffing
Komplete Systems Integrators, Inc
Oak Grove Technologies, LLC
KOMPSYS
Oklahoma State University
KPaul Properties, LLC.
Once A Marine, Fire & Safety
L-3
Osborn Construction Supply, LLC
Lawrence Livermore National Laboratory
Paladin Logic, Limited
Lee & Ryan
Paralyzed Veterans of America
Lockheed Martin Corporation
Pathfinder Consultants LLC
Lopez and Associates
Patriot International
Louisiana Department of Veterans Affairs
Patriot Solutions Inc.
Loyal Source Government Services
Patriot Strategic Investments
Luke & Associates
Patriot Worldwide Insurance
M&M Management Services, Inc.
PHI Group, LLC/Teya Technologies
M.R. Crafts, Inc.
PII Services
M2 Global Technology Ltd
Piquette & Howard Electric Service, Inc.
Mabbett & Associates, Inc.
Polu Kai Services, LLC
Machine Tools South
Polymedco, Inc.
Mainstreet Technologies
Portland Consulting, LLC
Maintenance and Inspection Services, INC.
Pothos Inc
Management Support Technology, Inc.
Precision Medical, Inc.
Manfredonia Law Offices, LLC
Precision Metals Corp
Martelli R & D Consultants, LLC
PRMS Inc., dba PRMS Electronics
Matt Martin Real Estate Management
Professional Solutions LLC
McKesson
Progressive Roofing
MED Trends Inc
Promotional Considerations, a Division of
Med-Staff Oklahoma
Vanguard Industries
Medtronic
Province Consulting Group
MEI Mail Services
QTC Medical Services, Inc.
Merck
Quality Services International, LLC.
Meritus Payment Solutions
R.H. Shackelford
Metro Offices
Rainmakers Government Solutions
Metters, Incorporated
Raveco Enterprises Inc.
MilitaryAtvParts.com/Already Online, Inc
Raytheon Company
Millennium Corporation
Recruit Veterans
Miller Products Company
Reichhold Machinery, Inc.
Millman Systems, LLC
REL Business Gazette
MILVETS Systems Technology, Inc.
Robert Half International
National AgrAbility Project
Romanyk Consulting Corp.
National Government Services, Inc./WellPoint
Rose Consulting Law Firm
National Resource Directory (NRD)
Rotech Healthcare
National Veteran Small Business Coalition
RT3 Enterprise
Nationwide IT Services, Inc
S&A Environmental Consultants, LLC
Navajo Code Talkers Association
Saint Cloud Enterprises
Navistar
Saturn Services, LLC
NaVOBA/Vetrepreneur Magazine
SAWTST, LLC
NeoSystems Corp.
SCORE Veteran Fast Launch Initiative
NISH
SDV International, LLC
Northrop Grumman Corporation
SEIS, LLC
NorthStar Solutions Group
Shield Consulting Solutions, Inc.
The National Veteran Small Business Conference and Expo – Exhibitor Prospectus
LIST OF 2011 EXHIBITORS continued... Siemens Industry, Inc.
Business Programs
Vesa Health & Technology LLC
Simplex Grinnell
U.S. Department of Defense SBIR/STTR
Veteran Constructors, Inc.
Skyline Ultd Inc.
U.S. Department of Energy
Veteran Corps of America
Solution One Industries, Ltd,
U.S. Department of Health and Human Services
Veteran Energy
Solvability, Inc.
U.S. Department of Homeland Security, E-Verify
Veteran Windshield Repair LLC
Source One Distributors, Inc
U.S. Department of Homeland Security/OSDBU
Veterans Business Outreach Center
Space & Missile Systems Center
U.S. Department of Housing and Urban
Veterans General/Surety Suite/TheSubAlliance.
SPARC, LLC
Development
com
SPX Corporation
U.S. Department of Justice, UNICOR
Veterans Medical Innovations
SRA International
U.S. Department of Labor/FPB
Veterans Modular Space ltd.
Stonhard
U.S. Department of Navy, Office of Small
Veterans Trading
Streeter Construction Group
Business Programs
VET-Force
Stutz IT LLC
U.S. Department of State
Vetrepreneur, LLC
Sufka & Associates
U.S. Department of the Interior
Vets Group
Sullivan International Group, Inc.
U.S. Department of the Treasury
VetsAmerica Business Consulting
Superior Communication Solutions, Inc.
U.S. Department of Veterans Affairs
VetSource Solutions, LLC
Swinerton Builders, Government
U.S. Department of Veterans Affairs, National
VetSuccess Self-Employment Accelerator
Sygnetics, Inc
Cemetery Administration
(VetSEA)
Synergy Environmental & Industrial Services, LLC.
U.S. Department of Veterans Affairs, Office of
VetUSA.com
T&T Materials, Inc.
Acquisition & Logistics
Volvo Construction Equipment North America
Tactical Office Solutions, LLC
U.S. Department of Veterans Affairs, The Center
VP Chemical/Hi-Lite Solutions
TAPE
for Verification
VSGI, LLC
Technology Concepts Group Inc
U.S. Department of Veterans Affairs, Veteran
VSGI, LLC-ITS
Tempest Design, LLC
Health Administration
W.T. Cox Subscriptions
Terremark Worldwide
U.S. Environmental Protection Agency
Women Impacting Public Policy
TEVET, LLC
U.S. General Services Administration
Women Veterans Business Center
The Boon Group
U.S. General Services Administration/IAE
WorkSite Lighting, LLC
The BPI Strategy Group
U.S. National Aeronautics and Space
The Conti Group
Administration
The Home Depot
U.S. National Aeronautics and Space
The Maven Group
Administration, SEWP
The Ochsner Group, LLC
U.S. Nuclear Regulatory Commission
The Southern Company
U.S. Office of Personnel Management
The Tatitlek Corporation
U.S. Small Business Administration
The Trinity Design Group, LLC
Ultimate Business Systems
The Whitestone Group
Unanet Technologies
Thomas & Herbert Consulting LLC
Unique Truck Equipment Inc
ThomasRiley Strategies, LLC
Universal Understanding Inc
TISTA Science and Technology Corporation
UPS
Tolman Engineering
UrsaNav, Inc.
Tremco Incorporated
US Veteran Energy LLC
TriWest Healthcare Alliance
US Veterans Group, Inc.
Tulmar Ridge
US&S, Inc., Facility Support Services
U.S. Bureau of Reclamation
US&S, Inc., General Construction
U.S. Census Bureau
USA Cares
U.S. Defense Intelligence Agency
Utility Systems Solutions, Inc.
U.S. Defense Logistics Agency
Valador, Inc.
U.S. Department of Agriculture
VAL-FAB, Inc.
U.S. Department of Air Force, Small Business
Vanguard Supplies
Programs
Veeare Inc
U.S. Department of Army, Office of Small
Vendor Resource Management
The National Veteran Small Business Conference and Expo – Exhibitor Prospectus
5
2012 Exhibit Opportunities
Professional and Consulting Services, as well as Financial
Why Exhibit?
and Legal Services.
As an exhibitor, you will have face-to-face contact with your key audience to: n
As always, exhibitors may purchase booth space wherever
Launch and demonstrate new products and services
they most desire to place their display on the floor for
to Government buyers, private contractors, and
maximum benefit. However companies are encouraged
potential partners as well as position your company
to purchase space in the quadrant that most closely
at the heart of public sector procurement.
matches their core capabilities, both to enhance their own
Raise your company’s profile and build relationships
networking opportunities and to also provide a localized
with key decision makers in public sector purchasing.
experience for attendees. A general welcome reception
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Take advantage of the increased networking
will be held in all quadrants and throughout the middle
opportunities due to multiple food and beverage
aisle on Tuesday, June 26 to kick off the Expo as well as
areas being included in the Expo floor plan
a Continental Breakfast on Wednesday, June 27. A more
this year to accommodate the Tuesday opening
community-focused reception will be held on Wednesday,
reception,Wednesday continental breakfast,
June 27 to allow attendees, exhibitors, and sponsors time
Wednesday functional area community receptions,
to focus their networking in the community quadrants. We
and three afternoon breaks.
are pleased to bring this innovative concept to the 2012
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attendees, exhibitors, and sponsors to maximize networking The 2012 Expo floor plan includes a new layout to promote
opportunities!
more community networking amongst business functional areas. The floor plan is split into four suggested quadrants
EXHIBIT BOOTH PACKAGES
that exhibitors may leverage to bring a more captive
Each Exhibit Booth package includes:
audience to their booths. Quadrant One encompasses
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Information Technology Services and Healthcare Services.
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8’ Back Wall of Pipe and Drape
Quadrant Two encompasses business that offer Multiple
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Services or do not feel that their core capabilities align with
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the other three quadrants. Quadrant Three encompasses
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Construction Services, Manufacturing Services, Architecture
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and Engineering Services, Transportation and Warehousing
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ID Sign One (1) Wastebasket One (1) 6’ Draped Table Carpet Two (2) Side Chairs Company name, descriptive synopsis (250 characters
Services, and Waste Management Services. Quadrant
max), and booth number on the event website and in
Four encompasses Administrative and Support Services,
the conference program book
Tabletop Package*
Veteran Non-Profit
Early Bird
Advance
through 3/28/12 at 5pm EST
3/28/12 5:01pm 6/20/12 5pm EST
$500
$700
$600
$750
10’ x 8’ Booth One (1) complimentary conference registration * The Tabletop package is available to Veteran-Owned and Non-Profit companies ONLY. * Non-Veteran companies are not eligible to purchase the Tabletop Package. * Pop-up displays are NOT allowed in tabletop booths. * Due to the limited number of tabletops availabled in the Expo Hall, each company may only reserve one tabletop booth.
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The National Veteran Small Business Conference and Expo – Exhibitor Prospectus
Standard Booth Package Veteran Non-Profit
Advance
through 3/28/12 at 5pm EST
3/28/12 5:01pm 6/20/12 5pm EST
$1,475
$1,775
$2,940
$3,490
Government Agency (Federal, State, Tribal)
$3,550
$4,050
Non-Veteran / Large Business
$3,700
$4,250
Silver Booth Package
Early Bird
Advance
through 3/28/12 at 5pm EST
3/28/12 5:01pm 6/20/12 5pm EST
Early Bird
10’ x 10’ Booth One (1) complimentary conference registration
Veteran
$3,375
$4,475
Non-Profit
$4,440
$5,490
Government Agency (Federal, State, Tribal)
$5,600
$6,600
Non-Veteran / Large Business
$8,600
$10,600
10’ x 10’ Booth One (1) complimentary conference registration One (1) complimentary booth staff (Expo Hall access only) Company name and logo on event website and event signage ¼ page advertisement in conference program book (due April 30) Gold Booth Package
Early Bird
Advance
through 3/28/12 at 5pm EST
3/28/12 5:01pm 6/20/12 5pm EST
Veteran
$8,425
$9,525
Non-Profit
$9,490
$10,540
Government Agency (Federal, State, Tribal)
$10,650
$13,150
Non-Veteran / Large Business
$15,650
$19,150
10’ x 20’ Booth Two (2) complimentary conference registration (Exhibitor registration, plus one additional registrant) Two (2) complimentary booth staff (Expo Hall access only) Company name and logo on Expo website and event signage ½ page advertisement in conference program book (due April 30) Link to your company’s website from the event website Platinum Booth Package
Early Bird
Advance
through 3/28/12 at 5pm EST
3/28/12 5:01pm 6/20/12 5pm EST
Veteran
$25,000
$30,000
Non-Profit
$25,000
$30,000
Government Agency (Federal, State, Tribal)
$25,000
$30,000
Non-Veteran / Large Business
$25,000
$30,000
10’ x 20’ Booth Four (4) complimentary conference registration (Exhibitor registration, plus one additional registrant) The National Veteran Small Business Conference and Expo – Exhibitor Prospectus
7
Two (2) complimentary booth staff (Expo Hall access only) Ten (10) guaranteed networking sessions with VetGovPartner Sponsor breakout session Assistance with scheduling corporate reception with premium meeting space Company name and logo on Expo website and event signage Full page advertisement in conference program book (due April 30) Link to your company’s website from the event website Daily announcement in Expo Hall Booth Staff and Exhibit Hall Passes Booth Staff
Early Bird
Advance
Onsite
through 3/28/12 at 5pm EST
3/28/12 5:01pm - 6/20/12 5pm EST
6/21/12 8am 6/26/12 5pm EST
$125
$150
$175
(allows access only to the Expo and no sessions or meal functions outside of the Expo)
Exhibit Hall Day Passes (allows access only to the Expo and no sessions or meal functions outside of the Expo) 1-day Exhibit Hall Pass, Wednesday
$125
$150
$175
(includes Monday continental breakfast and afternoon break)
1/2-day Exhibit Hall Pass, Thursday
$50
$75
$100
$225
$275
$300
(does not include meal functions)
Full Access Exhibit Hall Pass
(Includes Tuesday and Wednesday receptions, Wednesday continental breakfast, afternoon breaks and ½-day Thursday access)
Booth packages INCLUDE carpet. Exhibitors will be required to choose the carpet color on the show decorator order form. After the cutoff date standard carpet color will be provided. 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 on April 13, 2012.Tabletop* Package Bird Regular or as Booth Staff. Booth Personnel OVERVIEW either as Early Full Conference Attendees
All packages include at least one conference registration
Exhibitors with Booth Staff Passes may not receive any
and larger packages include one or more booth staff passes.
attendee conference bags with collateral material, may not
Please note that booth staff passes only allow access to
participate in conference meals except those provided in
the Expo and do not include access to sessions, breakouts,
the Expo, or attend conference sessions. Please note that
or meal functions held outside of the Expo Hall. All exhibit
conference and booth passes are non-transferrable. Please
booth workers are required to be a registered attendee.
refer to your purchased Booth Package if complimentary
Options for booth staff include either full conference
conference registrations or Booth Staff Passes are included
registrations or booth staff passes. Please refer to your
and how many. You may purchase additional conference
booth package for the number of included complimentary
registrations or guest meal tickets for the applicable rate.
registrations or passes. Conference registrations allow access to all activities and food functions while booth staff
Location within Conference Venue
passes provide access only to the Expo. Only companies
The conference will be held at the Cobo Center, Detroit,
participating in the Expo are eligible for booth staff passes.
Michigan. The Expo will be held in Macomb Hall, which is 142,000 square feet in size and will feature up to 500
The cost of your booth space does include a full Conference
exhibitors.
Attendee registration(s). All exhibit staff MUST be registered
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for the event, which can be done when you reserve your
expo hours
booth space. Additional exhibitor personnel may register
Tuesday, June 26, 2012*
The National Veteran Small Business Conference and Expo – Exhibitor Prospectus
1:15 pm – 7:00 pm
Welcome Reception in Expo
5:00 pm – 7:00 pm
Wednesday, June 27, 2012*
8:00 am – 11:30 am and
2:00 pm - 7:00 pm
Continental Breakfast in Expo 8:00 am – 10:15 am Functional Community
5:00 pm – 7:00 pm
Reception in Expo Thursday, June 28, 2012*
9:15 am – 12:00 pm
* Agenda subject to change. Please check back for updates. Exhibitor move-in Monday, June 25, 2012*
8:00 am – 5:00 pm
Tuesday, June 26, 2012*
8:00 am – 11:30 am
Exhibitor dismantle and move-out Thursday, June 28, 2012*
12:00 pm – 5:00 pm
must be arranged through the show decorator, T3 Expo.
Friday, June 29, 2012*
8:00 am – 4:00 pm
Exhibitors must have the installation of their display and
* Exhibitors must have the installation of their display and exhibit area complete by the designated 11:30 am deadline on June 26, 2012. Any booth with a crated display remaining unattended by the designated 11:30 am deadline on June 26, 2012, will be erected or placed in storage at the discretion of Show Management, unless otherwise notified by the exhibitor in advance.
exhibit area complete by the designated 11:30 a.m. deadline on June 26, 2012. Any booth with a crated display remaining unattended by the designated 11:30 a.m. deadline on June 26, 2012, will be erected or placed in storage at the discretion of Show
Assignment Of Space
Management, unless otherwise notified by the exhibitor
Exhibitor booth selection is reserved on a first-come, first-
in advance. All charges incurred for erection of display,
served basis. Exhibitors may select from premium space
etc. will be applied to the exhibitor of record. Exhibiting
assignments, based on level of booth package and date of
companies not utilizing their space by the mandatory time
application.
of completion may forfeit the use of that assigned space. Show Management reserves the right to use the space
Show Management reserves the right to modify the floor
without further obligation (i.e., refund, loss of business or
plan as necessary to preserve a compact and attractive
disparagement or liability).
exhibit area. Exhibits should be constructed and arranged so that they do not obstruct the general view or hide the
T3 Expo will handle and provide storage space for exhibitors’
exhibits of others. Exposed, unfinished sides of exhibit
shipping containers during the conference. All empty
backgrounds must be draped to present an attractive
containers, upon erection of the display, shall be labeled as
appearance. Inspection of all exhibits will be made during
such and properly identified with the exhibiting company
the setup to advise the exhibitor if any deviation from
name and booth number for removal from the exhibit floor.
the rules is noted. If the exhibitor is not available, Show
Exhibitors are held liable for compliance with the following
Management, with the approval of T3 Expo, will provide the
Exhibit Booths Rules and Regulations and are, therefore,
necessary draping and submit charges to the exhibitor.
responsible for informing their third-party contractors of the rules and regulations. The convention center does not
Exhibitor access to the Expo will be identified on the
provide a storage service for “empties.” Additional charges
conference website and in the Exhibitor Services Kit.
may apply; see Exhibitor Services Kit for more details.
Requirements for services before or after move-in times The National Veteran Small Business Conference and Expo – Exhibitor Prospectus
9
2012 SPONSORSHIP OPPORTUNITIES Why Sponsor? Maximize your company’s visibility to approximately 6,000 attendees by being an official Sponsor. Sponsorship opportunities for the event range from Conference Bags to Cyber Centers to Evening Receptions. Sponsors receive significant recognition before, during, and after the National Veteran Small Business Conference and Expo, increasing brand recognition. Sponsors also become valued brand names at the conference based on their enthusiastic support of the Veteran entrepreneur community. Don’t miss out on this great opportunity to increase your company’s brand recognition and awareness within the government contracting industry! SPONSORSHIP OPTIONS We offer convenient à la carte sponsorship opportunities for you to increase the visibility of your company during the event. They are available to both exhibitors and non-exhibiting companies and are a great way to reach out to all attendees! Conference Bag (2 available)
$10,000
Help attendees stay organized. Show your support by having your company name and logo imprinted on the conference bags given to all attendees, many of whom carry them throughout the week and after taking them home. Cyber Center (2 available)
$9,500
Enhance your company’s recognition through the highly-trafficked Cyber Centers located at either the registration area or in the Expo. Each Cyber Center will consist of six terminals and one printer which are available to all attendees to use free of charge during convention hours. Each computer will feature your company logo and will be linked directly to your company’s website. Welcome Reception in Expo Hall (2 available)
$10,000
Help welcome participants to the conference and the city of Detroit! Select this sponsorship to host the Welcome Reception and Entertainment on Tuesday evening in the Expo Hall. Your company’s name/logo will be displayed on signs and napkins provided at every food and beverage station. Functional Community Reception in the Expo (4 available)
$5,000
Provide a networking energy booster mid-week! Select this sponsorship to host the Functional Community Reception and Entertainment on Wednesday evening in the Expo Hall. Your company’s name/logo will be displayed on signs and napkins in your selected community quadrant in the Expo Hall. Please see Expo floor plan to determine the community areas. Attendee Afternoon Breaks (3 available)
$3,000
Select this sponsorship to host an afternoon break on Tuesday, Wednesday or Thursday in various places near the breakout sessions throughout the convention center as well as inside the Expo Hall. Your company’s name/logo will be displayed on signs and napkins.
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The National Veteran Small Business Conference and Expo – Exhibitor Prospectus
Go Green with Water Bottles* (1 available)
$4,500
Help the conference go green by providing reusable water bottles with your company logo that can be refilled at complimentary water stations placed throughout the event. Water bottles will be distributed to all attendees by Show Management upon check-in. Notepads* (1 available)
$4,500
Provide notepads with your company logo, phone number and website address to all attendees. This is an item attendees can take home with them and refer back to for notes from the conference. Notepads will be distributed to all attendees by Show Management upon check-in. RFID Networking Device Instrument (1 or 2 available) Exclusive Sponsorship: $20,000
Dual Sponsorship: $10,000
Help conference attendees network by providing a handheld device that will allow for the collection and exchange of digital information, such as a digital business cards or a digital exhibitor brochure. This branded device is slightly larger than a USB drive and will be carried by all attendees for the duration of the conference. For the exclusive sponsorship your logo will appear on approximately 6,000 devices and for the Dual sponsorship each company’s logo would appear on approximately 3,000 devices each. RFID Networking Website Portal (1 available)
$10,000
Select this opportunity to provide a branded website portal that allows users to sync their collected data from their “RFID Networking Device Instrument” in a personal online account in order to access the information they’ve collected, such as business cards or digital exhibitor brochures. Your logo will appear exclusively on the website during and after the conference for 30 days. Mobile Web Site Application (3 available)
$5,000
Help the conference become a high tech event by sponsoring a mobile website. You will receive a logo on the conference’s mobile website that works on all smartphones. Several options are available for displaying your logo on the mobile site and we will work with you to choose the top option for your company. Email Blasts (2 available)
$4,000
Break through the clutter by being the only logo included in our conference emails. Each sponsor will have their logo placed in the bottom of four separate email blasts with a link to your company website. Each email blast will be distributed to at least 23,000 email addresses and may be sent before, after, and during the conference. People Mover Card (1 or 2 available) Exclusive Sponsorship: $6,000
Dual Sponsorship: $3,000
Select this sponsorship for the opportunity to have your logo placed on a week-long transportation pass that will be distributed to all attendees to use for transportation multiple times per day during the conference. The Detroit People Mover The National Veteran Small Business Conference and Expo – Exhibitor Prospectus
11
runs in a continuous 3-mile loop, providing transportation for attendees between hotels and the convention center, as well as between entertainment destinations after hours. Placing your logo on these cards will draw attendee attention to your brand every time it is used. Press Room (1 available)
$5,000
Get the attention of the media by selecting this exclusive sponsorship to provide refreshments to the attending media and also have the opportunity to display your company’s name and logo on signs and napkins. Conference Bag Collateral Insert (10 available)
$1,800
Select 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. This is a great way to get your company’s message out to everyone!able * 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).
Advertising Opportunities in the Expo Guide This sponsorship is a perfect way to elevate your corporate exposure to attendees. All conference attendees will receive the conference program book to navigate through the four-day event and for future reference after the event. Available
Veteran
Non-Veteran
1/4 Page
7
$350
$500
1/2 Page
4
$600
$850
Full Page
5
$800
$1,250
Inside Front Cover
1
$950
$1,450
Inside Back Cover
1
$950
$1,450
Back Cover
1
$1,000
$1,450
SHOW INFORMATION Show Management The expo is organized and managed by Halfaker and Associates, LLC (Show Management). Halfaker has selected T3 Expo to assist with planning and managing the Expo. Show Management reserves the right to interpret, amend, and enforce Exhibit Hall 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 contained within this document, the Exhibitor Services Kit, 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. The kit will be emailed to exhibitors starting April 13, 2012 and as applications are received thereafter. It will also be posted to the exhibitor website for online access. T3 Expo, 12
Show Management, Audio Visual, Convention Center Services, and the lead retrieval service will maintain desks in the Expo The National Veteran Small Business Conference and Expo – Exhibitor Prospectus
Hall during applicable hours to facilitate services requested
Everyone must obtain and wear a conference name badge to
for additional needs of exhibitors. Exhibitors are responsible
gain entrance into the Expo.
for all information provided in the Exhibitor Services Kit. All charges for additional services are the sole responsibility of
All booth staff must wear official exhibitor badges while
the exhibitor.
working the booth. Show Management shall have sole control over all admissions of persons. All persons visiting
exhibit hall rules and regulations
the exhibit area will be admitted according to the rules and
Americans with Disabilities Act
regulations of the exhibition as established by Show Manage-
Exhibitors must be in full compliance with the Americans with
ment.
Disabilities Act (ADA) and are encouraged to be sensitive and as reasonably accommodating as possible to attendees with
Persons under the age of 18 must be accompanied by an
disabilities. Information regarding ADA compliance is available
adult wearing a name badge.
from the U.S. Department of Justice ADA Information Line (800-514-0301) and from the ADA website (www.ada.gov).
A name badge is required to gain entrance into the Expo during Exhibitor move-in and move-out. The exhibitor’s name
Anti-Discrimination Policy
and company will appear on the badge exactly as listed on
Halfaker and Associates is an organization dedicated to the
the exhibitor registration submitted by the company.
pursuit of human rights, dignity and equal opportunity for all people. Organizations that discriminate in recruitment
Security guards may ask for identification to substantiate
or employment on the basis of gender, race, religion, sexual
the identity of the badge holder. Use of badges by anyone
orientation, national origin, and creed or handicap disability are
other than the person to whom the badge was issued will be
prohibited from sponsorship/exhibiting at Halfaker and Associ-
grounds for confiscation of the badge. Show Management
ates meetings and conferences.
will charge half the value (non-refundable) of a registration for the replacement of a lost or misplaced badge.
Booth Personnel The cost of your booth space does include a full Conference
Exhibit Services and Exhibitor Appointed Contractors
Attendee registration(s). All Exhibit staff MUST be registered
The official service contractor for the 2012 National Veteran
for the event, which can be done when you reserve your
Small Business Conference and Expo is T3 Expo. Show Man-
booth space. Additional Exhibitor personnel may register
agement assumes no liability or responsibility whatsoever
either as Full Conference Attendees or as Booth Staff. Exhibi-
related to the performance or non-performance by such firm
tors with Booth Staff Passes may not receive any attendee
or firms.
conference bags with collateral material, may not participate in conference meals except those provided in the Expo, or
Exhibitors who plan to have an Exhibitor Appointed Contrac-
attend conference sessions. Please note that conference and
tor (other than T3 Expo) unpack, erect, assemble, dismantle,
booth passes are non-transferrable. Please refer to your pur-
and pack display/equipment must abide by all show rules
chased Booth Package if complimentary conference registra-
and regulations.
tions or Booth Staff Passes are included and how many. You may purchase additional conference registrations or guest
The Exhibitor must notify Show Management in writing and
meal tickets for the applicable rate.
T3 Expo of the intention to use an independent contractor no later than 30 days prior (May 25, 2012) to the first move-in
Expo Admission Policy
day furnishing the name, address and telephone number of
The Expo is open to registered conference attendees, booth
the firm.
staff, and individuals who purchased a daily Expo Hall pass. The National Veteran Small Business Conference and Expo – Exhibitor Prospectus
13
Any exhibitor who has identified an Exhibitor Appointed Con-
n
Cobo Center reserves the right to require that licensee
tractor must ensure that the Exhibitor Appointed Contractor
provide additional insurance if deemed advisable due
has a current Certificate of Insurance on file with T3 Expo or
to special circumstances.
Show Management evidencing the correct coverage at least 15 days prior to the first move-in date for the show (June 10,
Facility Use
2012) or the Exhibitor Appointed Contractor will not be able
All conference function space in the Cobo Center is controlled
to have access to the facility to perform any work.
by Show Management. No function space will be released to exhibiting firms or other commercial firms for social functions
The exhibitor shall provide evidence that the Exhibitor Ap-
without the permission of Show Management. Good taste
pointed Contractor has proper insurance by submitting a
and conformity to the purposes of the meeting must prevail.
certificate of insurance prepared by the “Exhibitor Appointed
Showing of equipment or product presentations to registered
Contractors” insurance agent with a minimum of coverage
attendees of the National Veteran Conference and Expo by
and limits as described below:
exhibiting firms other than on the exhibit floor during the stated hours is expressly prohibited.
Workmen’s Compensation insurance as required by
n
n
the laws of the State of Michigan.
Photographs and Videotaping
General Liability (Per 1986ISO Policy changes); bodily
Taking photographs and using video equipment are permit-
injury and property damage combined - $1million per
ted unless they interfere with the conference and expo. As a
occurrence; $2 million aggregate.
matter of courtesy and propriety, media are asked to request
If truck marshaling yard to be used, same to be
access to the conference and expo. Such requests will be
included specifically on insurance certificate.
promptly acted on following, if necessary, consultation with a
T3 Expo (Official Service Provider, Halfaker and As
VA Public Affairs representative.
n
n
sociates, LLC (Show Management), the National Veteran Small Business Conference and Expo (Event),
In order to promote and advertise future conferences and
and the Detroit Regional Convention Facility Authority
expos, Halfaker, the VA and its representatives and oth-
and SMG (Facility) shall be named as additionally
ers (“Organizers”) may take pictures and videos during the
insured on the policy and the insurance certificate on a conference. Those pictures and videos may contain images primary and non-contributory basis. n
The Exhibitor and exhibitor Appointed Contractor shall
of you. Participants agree to give Organizers a license to take photographs and videos of themselves, and use those photos
indemnify and save harmless T3 Expo (Official Service
or videos for promotional or commercial purposes in the sole
Provider), Halfaker, the National Veteran Small
discretion of Organizers. This license is not restricted in any
Business Conference and Expo (Event), and the Detroit
way.
Regional Convention Facility Authority and SMG (Facility) from and against all claims, actions and
As part of this grant of a license, participants agree that waiv-
damages, arising during the period of Exhibitor and
ing and releasing any claims for monetary, personal, or any
Exhibitor Appointed Contractor use and presence on
other kind of damages or remedies that might have against
conference-related property. Exhibitor and Exhibitor
Organizers for the use of the pictures or videos. Participants
Appointed Contractor are jointly and severally
also agree that organizers own the copyright of the photos or
liable for any bodily injury or property damage caused
videos, and any content in which they may appear.
by Exhibitor and Exhibitor Appointed Contractor’s
14
negligence or intentional conduct in connection with
Shipping and Receiving Arrangements
the National Veteran Small Business Conference and
T3 Expo is the designated the official contractor for receipt
Expo.
of exhibit materials and delivery of these materials to the The National Veteran Small Business Conference and Expo – Exhibitor Prospectus
exhibit space. Shipment of exhibit materials should be sent in accordance with the instructions provided in the Exhibitor Services Kit. T3 Expo will have a service desk on-site to assist with any exhibitor needs during set-up, while the show is open and during move-out. Storage The exhibitor should make arrangements with the contracted decorator for storage of packing boxes and crates during the exhibition. Show Management assumes no responsibility for damage or loss of packing boxes or crates. Additional charges may apply; see service manual. Access storage can be arranged at the T3 Expo service center on show site for a fee. Trademarks
Fire Department. No flammable fluids or similar substances
Show Management will be held harmless for any trademark,
may be used or shown in booths. Smoking in the Expo is
trade name, copyright or patent infringement on any printed
prohibited at all times. No wooden crates or large storage is
materials belonging to or distributed by any exhibitor. Use of
permitted behind booths.
Cobo Center design, trademark, trade name, patent, copyrighted work or symbol must be approved in writing by the
Literature, handouts, and supplies are permissible in
Cobo Center marketing department.
reasonable quantities. Reserve quantities should be kept in closed containers and stored in a neat, compact manner
Violations
within the booth. Storage of any kind is prohibited behind
Violation of any of the Rules and Regulations by the exhibitor
back drapes or display walls.
or his or her employees or agents shall, at the option of Show Management, forfeit the exhibitor’s right to occupy space and
Flammable and Toxic Materials
such exhibitor shall forfeit to Show Management all monies
All cloth draping and display materials must be fire resistant
paid or due. Upon evidence of violation, Show Management
in accordance with the Detroit Fire Department, including
may take possession of the space occupied by the exhibitor,
drapes, banners, table coverings, decorative fabrics,
and may remove all persons and goods at the exhibitor’s risk.
poster paper, foam core board, cellulose and cardboard
The exhibitor shall pay all expenses and damages that Show
display, and all other decorative materials. Helium tanks,
Management may incur thereby.
combustible oils or gases will not be permitted in the exhibit area. All local regulations will be strictly enforced, and the
FIRE, SAFETY, SECURITY, LIABILTY
Exhibitor assumes all responsibility for compliance with such
Fire and Safety Regulations
regulations. Samples should also be available for testing.
All local regulations will be strictly enforced, and the
Materials that cannot be treated to meet the requirement
exhibitor assumes all responsibility for compliance with
should not be used. A flame proofing certificate should be
such regulations. All decorations must be fireproofed, and
available for inspection.
electrical wiring must conform to the National Electrical Code safety rules. Fire hose cabinets must not be obscured
Exhibitors should dispose of any waste products they
and must be entirely accessible and in full view at all times.
generate during the exhibition in accordance with guidelines
All fabric, cellulose, and cardboard display material must be
established by the Environmental Protection Agency and the
flame proofed and is subject to inspection by the Detroit
facility.
The National Veteran Small Business Conference and Expo – Exhibitor Prospectus
15
Electrical
Protective Footwear
Power strips (multi-plug connectors) should be UL approved,
All exhibitor display managers, show managers, and
with built-in overload protectors. All electrical wiring must
exhibitors’ employees who work on the exhibit level during
conform to the safety rules of the Detroit City Electrical
move-in and move-out must wear protective footwear.
Code. Storage Structural Integrity
Fire regulations in most exhibit facilities prohibit storing
All exhibit displays should be designed and erected in a
products, literature, empty packing containers or packing
manner that will withstand normal contact or vibration
materials behind back drapes or under draped tables.
caused by neighboring exhibitors, hall laborers or
Exhibitors may store a limited supply of literature or products
installation/dismantling equipment such as forklifts. Displays
appropriately within the booth area, so long as these items
should also be able to withstand moderate wind effects that
do not impede access to utility services, create a safety
may occur in the Expo Hall when freight doors are open.
problem or look unsightly. Access storage can be arranged at the T3 Expo service center on show site for a fee.
Exhibitors should ensure that any display fixtures such as tables, racks or shelves are designed and installed properly to
Indemnity and Limitation of Liability
support the product or marketing materials to be displayed
It is agreed that exhibitors shall assume all responsibility
upon them.
for damage to the exhibit area, and they shall indemnify and hold harmless Show Management, the Cobo Center, T3
Hanging Items
Expo, and any service contractors acting as agents of Show
Overhead hanging signs, banners, and display materials are
Management from all liability that may ensue from any
subject to approval and must conform to Show Management
cause.
and facility regulations. Lighter-than-air (e.g. helium) filled items and mylar balloons are forbidden in the Expo. The use
All exhibits are to serve the interest of the National Veteran
of thumb tacks, scotch tape, nails, screws, bolts, or any tool
Small Business Conference and Expo and will operate in a
or material that could mark the floor or walls are prohibited.
way that will not detract from other exhibits, the exhibition,
No signs or other articles are to be fastened to walls or
or the meeting as a whole. Show Management reserves the
electrical fixtures.
right to request the immediate withdrawal of any exhibit that Show Management believes to be injurious to the mission
Lighting
of the conference. Show Management reserves the right to
No lighting, fixtures, lighting trusses or overhead lighting
refuse to admit to and eject from the exhibit building any
are allowed outside the boundaries of the exhibit space.
objectionable or undesirable person or persons. The use of
Exhibitors intending to use hanging light systems should
sideshow tactics or other undignified methods considered
submit drawings to Show Management for approval. Lighting
by Show Management to be objectionable are expressly
should be directed to the inner confines of the booth space.
prohibited in the exhibition area.
Lighting should not project onto other exhibits or show
16
aisles. Lighting which is potentially harmful, such as lasers or
Neither Show Management, the Cobo Center, T3 Expo
ultraviolet lighting, should comply with facility rules and be
nor any of their officers, agents, employees, facilities,
approved in writing by exhibition management. Lighting that
other representatives, or assigns shall be liable for, and
spins, rotates, pulsates and other specialized lighting effects
the exhibitor hereby releases them from, any claims for
should be in good taste and not interfere with neighboring
damage, loss, harm, or injury to the person, property, or
Exhibitors or otherwise detract from the general atmosphere
business of the exhibitor or any of its visitors, officers,
of the event.
agents, employees, or other representatives, resulting from The National Veteran Small Business Conference and Expo – Exhibitor Prospectus
theft, fire, earthquake, water, unavailability of the facility,
damage which arises out of, or is in any way connected with,
accident or any other reason in connection with the display
exhibitors’ participation for any such injury, loss or damage.
at the conference. The Exhibitor shall indemnify, defend, and
As a courtesy, 24-hour security will be provided for the
protect Show Management, the Cobo Center, and T3 Expo
conference.
and hold Show Management, the Cobo Center, and T3 Expo harmless from any and all claims, demands, suits, liability,
Exhibitors acknowledge that neither Show Management, nor
damages, losses, costs, attorney’s fees, and expenses which
the facility, nor their owners maintain insurance covering
might result or arise from Exhibitor’s participation in the
exhibitor’s property and that it is the sole responsibility of
conference or any actions of its officers, agents, employees,
the exhibitor to obtain business interruption and property
or other representatives. Show Management is not
damage insurance insuring any losses by exhibitor. Damage
responsible for any injury caused by exhibitor owned display.
to inadequately packed property is the exhibitor’s own responsibility.
Severability All agreements and covenants contained herein are
Exhibitors agree to maintain such insurance that will fully
severable, and in the event any of them shall be held to
protect Show Management from any and all claims of
be invalid by any competent court, this agreement shall be
any nature whatsoever, including claims under Worker’s
interpreted as if such valid agreements or covenants were
Compensation Act, and for personal injury, including
not contained herein.
death which may arise in connection with the installation, operation or dismantling of the exhibitor’s display.
Security and Insurance Regulations
Exhibitors are strongly advised to add on to their existing
Show Management, its agents, officers, directors, and
insurance portal-to-portal rider at a nominal cost, protecting
employees will not be liable for failure to hold the National
them against the loss/damage to their materials by fire,
Veteran Small Business Conference and Expo as scheduled, if
theft, accident or other related loss.
such failure is not due to breach of the terms of its contracts with VA or otherwise not due to its negligence.
Cancellation / Termination of Exhibits All payments made to Show Management shall be deemed
Payment for exhibit space will be returned in that event,
fully earned and non-refundable in consideration for
less any actual expenses incurred in connection with the
expenses incurred by Show Management and the lost or
conference will be deducted if the conference is relocated,
deferred opportunity to provide display space to others. If
delayed or canceled prior to the opening date because
for any reason beyond its reasonable control including fire,
of fire, or any act of God, or public enemy, or strike, or
strike, earthquake, damage, construction or renovation to
epidemic, or any law, or regulation, or public authority, or
the display site, Government regulation, public catastrophe,
any reason which makes it impossible or impractical to hold
act of God, or any similar reason, Show Management
the conference.
shall determine that the Expo may not be held. Show Management may cancel the Expo, including the booth
The facility, Show Management, and each of their respective
space, tabletop or pop-up displays or any part thereof. In
owners, parents, subsidiaries, affiliates, employees,
that event, Show Management shall determine and refund
managers, officers, directors, agents and independent
the Sponsor/Exhibitor its proportionate share of the balance
contractors shall not be liable for, and are hereby released
of the aggregate display fees received which remains after
from, any claims, liabilities, losses, damages or expenses
deducting all expenses incurred by Show Management.
relating to or arising out of any injury to any personnel of an exhibitor or to any other person, or any injury, loss, or
In the event of a default by thee, the exhibitor shall forfeit as
The National Veteran Small Business Conference and Expo – Exhibitor Prospectus
17
Sponsor/Exhibit Conduct Sponsor/Exhibitor and all of its representatives shall conduct themselves at all times in accordance with highest standards of decorum and good taste. Show Management reserves the right to eject from the conference any Sponsor/Exhibitor or representative violating those standards. No animals, reptiles, birds, fish or insects may be used as part of any exhibit. Use of Display Space Exhibitors are allowed to distribute literature, run demonstrations, and sell products in their assigned exhibit spaces. Sponsor/Exhibitor shall not assign to a third party its liquidated damages, the amount set forth above, regardless
display space or any portion of that space without the prior
of whether Show Management enters into a further lease for
written consent of Show Management, which Show
the space involved.
Management may grant or withhold at its sole discretion. If such permission is given, the exhibitor shall assume full
All cancellations and substitutions must be submitted in
responsibility for the conduct of the assignee and all its
writing to info@nationalveteransconference.com.
representatives. An exhibitor’s product demonstration may in
Cancellations received by 5:00 pm EDT on March
no way interfere with demonstrations at adjacent tables.
28, 2012: Cancellation fees are 20% of each item
Demonstrations using audio must use headsets to
cancelled.
demonstrate audio capabilities.
n
n
Cancellations received by 5:00 pm EDT on June 20,
2012: Cancellation fees are 40% of each item cancelled n
Cancellations received after 5:00 pm EDT on June 20,
2012, will not be refunded. n
Authorized substitutions will be accepted, free of
Tabletop exhibitors may not utilize any floor space for pop-up booth displays or other marketing materials. Only the table itself may be used and table displays may not exceed 6 ft. wide x 4 ft. tall.
charge, with prior approval by Show Management. Conference and booth passes are non-transferrable.
n
Catering / Giveaways All catering for booths must be approved in advance by Show
Failure to Occupy Space
Management. Catering information will be included in the
Space not occupied by the time specified in the Exhibitor
Exhibitor Services Kit being distributed by April 13, 2012.
Services Kit, will be forfeited by exhibitors and their space may be resold, reassigned or used by Show Management
Exhibitor distribution of food and beverages for consumption
without refund.
in the building is prohibited, except with written permission from Show Management. All requests must be submitted in
Payment
writing to Ms. Elaine Powell, Conference Manager, at elaine.
Booths, sponsorships, and registrations must be paid for
powell@halfaker.com.
in full no later than 45 calendar days after initial booth/ sponsorships/registration online selection. Failure to remit
Glitter, Confetti, Stickers, and Decals
the balance of purchases within 45 calendar days after
Glitter, confetti, stickers, or decals may not be used.
selection constitutes cancellation of contract and is subject to forfeiture of monies deposited and of the reserved space or sponsorship. 18
The National Veteran Small Business Conference and Expo – Exhibitor Prospectus
Hand-Carried Freight
audio-visual equipment and other appliances or
Exhibitors may hand-carry their own small items into the Expo
components.
Hall in one trip. The use or rental of dollies, flat trucks and
n
Unpack, assemble, dismantle and pack product and /
other mechanical equipment, however, is not permitted. T3
or equipment.
Expo will control access to the loading docks in order to pro-
n
vide for a safe and orderly move- in/out. No exhibitors will be
and re-packing; and calibrate and fine-balance their
permitted to hand carry items via the loading dock. For liability
own machinery, components and equipment.
reasons, only full time employees of the exhibiting company
n
will be allowed to hand-carry items. Unloading and reloading
trucks, tractors, and other similar type vehicles) that
at the dock of any and all carriers and vehicles will be handled
are part of the display to-and-from the booth, limited
by T3 Expo (and will be subject to material handling charges)
to one vehicle per 400 square feet of booth. Note: Due
Passenger elevators and escalators are not to be used for
to liability issues, some contractors may require
transporting freight or equipment from level to level; this
spotters.
includes boxes, easels, chairs, tables, and other such items.
n
Assemble machinery, including unpacking, dismantling
Transport their own specialized vehicles (i.e., cement
Align, move and position vehicles in the booth after
spotting. Exhibitors may:
Hang banners, signs, or graphics in their booth.
n
Set up their own booths of 400 square feet or less,
n
including their own assembly and decorating work
vacuum cleaners, or cloth padded type mop heads
within their booth
without water.
Unload and load their own privately owned vehicles
n
n
n
(POV’s) such as passenger cars, SUVs, vans or pick-ups
Clean within their booths using spray cleaners,
Monday through Friday, the first eight hours of labor is
straight time between 6:00 a.m. and 10:00 pm.
using their own employees and/or volunteers. There must be a driver who stays with the vehicle at all times
NOTE:
and is immediately available to move the vehicle while
a) The work mentioned above may be performed using any cordless hand
a second person does the unloading/loading. Show
tools, step stools limited to three steps or less and non-motorized material
Management will decide whether a POV line will be
handling equipment and dollies.
used for their event. If so, they will retain the services
b) Ladders, power tools and mechanical lifting devises or motorized mate-
of two material handlers assigned to the POV line to
rial handling equipment can only be used by the qualified members of the
help those exhibitors who desire assistance.
union having proper jurisdiction. Also, any hired labor must be the qualified
Transport items (hand carry or by using luggage carts
n
or rolling in pop-up booth crates with built-in wheels) to and from their booths via the public entrances of the exhibit hall. Note, no carts, dollies or material handling equipment will be supplied by Cobo or show services contractor. n
Plug in their own 120-volt, 20A circuits (once the
service has been brought to the booth by the electrical contractor and with the exception of any concealed wiring), install up to twenty (20) UL approved clip-on lights and light bulbs and use their own UL-approved extension cords, power strips and surge suppressors. Set-up, connect and operate any computer system,
n
members of the union having proper jurisdiction.
Labor Rules and regulations for union labor are made by the local unions and may change at any time. Where union labor is required because of building or contractor requirements, it will be necessary for the exhibitor to comply with these regulations. Information regarding specific regulations that are applicable may be obtained from the official contractor. Teamsters, stagehands, painters, carpenters, electricians, and other skilled labor can be arranged through the official contractor at established rates. Labor order forms and Union Rules will be included in the Exhibitor Services Kit available online on April 13, 2012.
The National Veteran Small Business Conference and Expo – Exhibitor Prospectus
19
liciting or demonstrating by an exhibitor must be confined to the exhibitor’s own booth. Distribution of the exhibitor’s printed advertisements must be done within the exhibitor’s own space. Publicizing, and/ or maintaining any extracurricular activities, inducements, displays or demonstrations away from the exhibit area during exhibit hours are prohibited. Persons who are not 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 conference center or hallways unless approved by Show Observance of Laws
Management. Failure to comply with this regulation can
Sponsor/Exhibitor shall abide by and observe all laws, rules
result in dismissal from the Expo Hall. Aisles in front of the
and regulations, and ordinances.
booths must be kept clear. Enough space must be allocated within each exhibit booth for attendees to browse or watch
Prize Drawings
product demonstrations. Any activity that causes attendees
Exhibitor prize drawings will be permitted. All materials
to congregate in the aisle or in adjacent exhibit booths will
and prizes must have prior approval by Show Management.
be curtailed or eliminated.
All hand-out materials are expected to be professional in nature. Show Management reserves the right to disallow any
Sound Level Restrictions / Noise
material that it believes to be inappropriate. You may send
A strict maximum sound level will be maintained in the
PDF proofs to: Ms. Elaine Powell at
Expo Hall. Sound devices, other presentation devices, public
elaine.powell@halfaker.com. Show Management will make
address, sound-producing or amplification devices that proj-
no announcements to increase attendees’ awareness of
ect sound must be kept at a conversational level and must
individual exhibitor’s activities, such as prize drawings.
not interfere with other exhibits. Speakers and other sound devices should be positioned so as to direct sound into the
Sale of Merchandise
booth rather than in the aisle. Sound and noise should not
Order taking by exhibitors accepting checks or credit cards
exceed 85 decibels. Objectionable sound devices may not
is permitted, provided that all transactions are conducted
be operated.
in a manner consistent with the scholarly and professional nature of the meeting and in accordance with the state and
Demonstrations found to have objectionable sound levels
local regulations applicable in the host city of the exhibit
will be shut down at the sole discretion of Show Manage-
site. Cash transactions are discouraged.
ment. Any cost connected with this forced compliance will
Show Management reserves the right to refuse any applica-
be at the exhibitor’s expense. No public address announce-
tion for exhibit space as well as the right to curtail exhibits
ments are permitted.
or parts of exhibits that detract from the character of the meeting. This applies to displays, literature, novelties, sou-
Subletting of Space / Sharing of Exhibit Space
venirs, and personal conduct.
Exhibitors may not assign, sublet or apportion to others the whole or any part of the space allocated, and may not
20
Soliciting / Demonstrating
display goods or services other than those manufactured or
Canvassing, exhibiting, or distributing advertising matter
regularly distributed by them.
outside the designated exhibit booth area is prohibited. SoThe National Veteran Small Business Conference and Expo – Exhibitor Prospectus
Sponsorship Fulfilment and Substitutions
ditional terms, conditions, and rules made by Show Manage-
While it is Halfaker’s intent that the National Veteran Small
ment from time to time for the efficient and safe operation
Business Conference and Expo be a success and your partici-
of the conference.
pation in it is positive, Halfaker does not warrant, guarantee, or contract to provide any specific location, positioning,
The completed registration represents the entire agreement
content, results, and services with respect to your Exhibit or
between the exhibitor and Show Management concerning
Sponsorship.
the subject matter of this document. Show Management is not making any warranties or other agreements except as
You agree to work cooperatively with Halfaker to resolve any
set forth above. Any amendment to this contract must be
concerns with your Exhibit or Sponsorship while onsite at the
in writing signed by Show Management. The rights of Show
Conference. You agree that the maximum remedy to which
Management under this agreement shall not be binding
you could be entitled for any concerns arising from your Ex-
upon their heirs, successors, and assigns of the exhibitor sub-
hibit or Sponsorship is limited to the cost of your registration
ject to the terms of this agreement regarding assignment.
fee. You waive and release Halfaker from any other damages, whether direct, consequential, incidental or other.
Please note that the National Veteran Small Business Conference and Expo is planned by Halfaker and Associates, LLC
DEADLINES AND CONTACT INFORMATION
(Halfaker), which is independent of the U.S. Department of
Expo will take place at:
Veterans Affairs (VA). Halfaker is permitted to charge regis-
Cobo Center
tration and other fees pursuant to a no-cost contract with
One Washington Boulevard
the U.S. Department of Veterans Affairs, under which Hal-
Detroit, Michigan 48226
faker provides conference planning services with no financial obligation to VA.
Expo Guide Deadline Through the online booth registration process you will be
CONTACT INFORMATION
asked to provide your company/organization title the way
For exhibitors, sponsors, general inquiries and logistics:
you would like it to appear in the program as well as the
Phone: (202) 505-4838
exhibit description (no more than 250 characters). Submis-
Email: info@nationalveteransconference.com
sions received before the April 30, 2012 deadline will appear in the conference program book in the expo guide section. Submissions received after this date are not guaranteed to be included in the conference program book but will be included on the website and on expo maps. Hotel Room Reservation Deadline All hotel reservations must be made directly through the Conference Online Housing Reservation System or by calling the reservations office directly at 1 (800) 388-7648. The cutoff date to make hotel reservations at the negotiated conference rate is Wednesday, May 23, 2012. Agreement to Terms, Conditions, and Rules By registering online, the exhibitor agrees to observe and abide by the foregoing terms and conditions and by such adThe National Veteran Small Business Conference and Expo – Exhibitor Prospectus
21