December 6, 2013
TO: Vendor Addressed
FROM: James Mendoza JM
Administrator for Information Technology
SUBJECT: Region One ESC 20th Annual Technology Conference
The Region One ESC Technology Conference 2014 is scheduled for May 13-15, 2014, at the South Padre Island Convention Centre, located at 7355 Padre Boulevard, South Padre Island, Texas.
The Technology Conference allows vendors to demonstrate their latest technology-related offerings to the educators, technology directors, library media specialists, related service personnel, administrators, and decision makers from the 37 school districts in our region and throughout Texas.
Following is information that we would like to share with you regarding the conference.
Vendor Sponsorships
The Region One Technology Conference Committee is seeking sponsors for the following events and/or items. Sponsors are recognized in the conference program, conference website and sponsor towers.
Enclosed is a listing of our “Vendor Sponsorship Opportunities.” If you plan on participating, please send proper payment with the completed “Vendor Sponsorship Opportunities” form indicating which item you commit to sponsor.
Major Vendor Sponsorship OpportunitiesTechnology Conference 2014 /
Item / Recognition / Sponsor
Amount /
Participant Bags – Bags will be provided to participants (up to 1,000 bags)
/Bags will be imprinted with the conference theme logo on one side and the logo of the sponsor(s) (one color only) on the reverse. Sponsors will be recognized in the conference program, conference website and sponsor towers.
Deadline is: February 3, 2014
/$2,000
(max. of 2 sponsors)Audio Visual Equipment – Equipment will be used in all meeting rooms, the foyer, and the ESC door prize booth.
· 13 Screens
· 13 Data/video projectors
· 1 Sound System /
Sponsor will receive a free single booth. If a larger booth is chosen, a $800 discount will be taken off the booth price. Sponsors will be recognized on the room signage and in the conference program, conference website and sponsor towers
Deadline: February 3, 2014
/Sponsor assumes all costs
Computer Labs – Sponsor must provide 25 computers to be used for hands-on training. Technology committee members will be available to setup computers and install hardware and software and to provide technical support.
3 PC Labs will be needed (Preferably all-in-one)
/Sponsor will receive a free 10x10 single booth. If a larger booth is chosen, an $800 discount will be taken off booth price.
Sponsors will be recognized on the room signage and in the conference program, conference website and sponsor towers.
Deadline: February 3, 2014
/Sponsor assumes all costs
Networking Equipment and Supplies:
· Cabling – Sponsor will provide cabling and configuration support and materials to setup Internet access to computer labs and meeting rooms.
Specs: Seven 1000 ft. spools/boxes – Plenum Rated – Category 5e 4 pair – Unshielded Twisted Pair Cable –· Switches – Sponsor will provide 20 24-Port Switches. /
Sponsors will be recognized in the conference program, conference website and sponsor towers.
Deadline: February 3, 2014
/Sponsor assumes all costs
*Major Door Prizes* (computers, printers, scanners, digital cameras, PDA’s, iPods, etc.) – All prizes must be delivered to Region One by April 25, 2014.
*Region One determines if a sponsor is a“Major Sponsor” or not. /
Sponsors will be recognized in the conference program, conference website and sponsor towers. Sponsor name will be announced when the door prize is awarded. Major door prize sponsors will not be listed in the conference program unless they submit their door prize to Region One by:
Deadline: March 21, 2014
/Sponsor assumes all costs, minimum retail value of door prize is $300.00 or more
Major Vendor Sponsorship Opportunities
Technology Conference 2014
May 13-15, 2014
Please Type To Assure Accuracy:
Company Name:Company Address:
Company Website:
Contact Name:
Contact E-mail:
Contact Phone: / Fax:
Our company agrees to provide the following items through a vendor sponsorship for the Region One Technology Conference to be held on May 13-15, 2014 at the South Padre Island Convention Centre. I am an authorized representative that can commit my company to providing these items. Our company agrees to adhere to the Region One ESC guidelines provided in this document and any other documents provided to vendors. Region One ESC has the final authority in determining issues not addressed in the guidelines.
Authorized Representative Name (Typed) / Authorized Representative SignatureAuthorized Representative’s Phone# / Date
Please check the item(s) that you will sponsor:
Participant Bags / $2,000 / Networking Equipment and Supplies / VendorAudio Visual Equipment / Vendor / Computer Lab / Vendor
Major Door Prize
(Value of $300 or more) / Vendor / Participant Gym Bags / $2,500
Total amount due by deadline: $ No refunds will be issued after March 21, 2014. Make check payable to Region One Education Center and mail check with form to:
Region One Education Service Center
Attn: Thelma Longoria
1900 West Schunior
Edinburg, TX 78541
Phone: (956) 984-6071
Fax: (956) 984-7650
Vendor Booths
Registration Deadline: March 21, 2014 (No refunds after March 21, 2014)
Vendors will be able to select from the following Exhibit Hall booth choices:
· Single Booth 10’ X 10’ for $825.00
Includes: (1) Table, (2) chairs, carpet, electricity, wireless Internet and (2)
Complimentary Exhibitor Badges
· Double Booth 10’ X 20’ for $1,125.00
Includes: (2) Tables, (4) chairs, carpet, electricity, wireless Internet and (4)
Complimentary Exhibitor Badges
· (4) End Booth 10’ X 20’ in (front) of Exhibit Hall for $1,750.00
Includes: (2) Tables, (4) chairs, carpet, electricity, wireless Internet and (4)
Complimentary Exhibitor Badges
· (4) End Booth 10’ X 20’ in (back) of Exhibit Hall for $1,500.00
Includes: (2) Tables, (4) chairs, carpet, electricity, wireless Internet and (4)
Complimentary Exhibitor Badges
· Mega Booth 20’ X 20’ for $2,500.00
Includes: (4) Tables, (8) chairs, carpet, electricity, wireless Internet and (8)
Complimentary Exhibitor Badges
Maximum booth size rental will be a 20’ X 20’ to any one vendor.
Note: Wireless Internet will be provided throughout the convention center exhibit hall and meeting rooms. No other wireless access points will be allowed in the building at any time, as it will interfere with the wireless internet access that is being provided. Technical assistance for wireless Internet will be provided by the convention center staff and/or Region One ESC technical staff. Due to the possibility of other wireless devices in the convention center, wireless Internet is provided on a best-effort basis. All vendors with their own wireless equipment are encouraged to coordinate with ESC technical staff to avoid wireless device conflicts.
Each single booth is provided with an 8’ backdrop drape, two 3’ side divider curtains, 7” X 44” one line company booth identification name sign, one 6’ skirted table, two folding chairs, carpet, wireless Internet and one 120-volt/500 amp electrical outlet.
If the completed Vendor Registration Form and the fee are not received by the registration deadline, the vendor name may not be in the conference program. Booth assignments will NOT be made until booth fee is paid in full. If booth has not been paid by the deadline, your booth will not be guaranteed. Late registrations will be accepted as long as booths are available. Booth assignments are on a first-come, first-served basis.
Vendor Registration Form
(Please type to assure accuracy – All information must be completed)
COMPANY INFORMATION:(List exactly as you wish to be published in the program and booth sign)
Company Name
Contact Name
Address
City / State / Zip
Phone / Fax
Email Address
Website Address
Complimentary Exhibitor Badges (Single=2, Double=4, End=4, Mega=8)
1) / 6)
2) / 7)
3) / 8)
4) / 9)
5) / 10)
Changes to name badges will be accepted through May 3, 2013.
Single Booth (10’ X 10’) / @ / $825.00 / = / $
Double Booth (10’ X 20’) / @ / $1,125.00 / = / $
End Booth (Front 10’ x20’) / @ / $1,750.00
End Booth (Back 10’ X 20’) / @ / $1,500.00 / = / $
Mega Booth (20’ X 20’) / @ / $2500.00 / = / $
Sponsorship / @ / (Choice) / = / $
Extra Exhibitor Badges / @ / $5.00 / = / $
TOTAL DUE / $
I will provide the following door prize
Credit card and check payments will be accepted. Make check payable to Region One Education Service Center.
Region One Education Service Center
Attn: Thelma Longoria
1900 West Schunior
Edinburg, TX 78541
Phone: (956) 984-6071
Fax: (956) 984-7650
Deadline – March 21, 2014 - No Refunds after March 21, 2014
If a vendor shares a booth with another vendor,
the vendor submitting the registration form is responsible for full payment
Terms and Conditions
1. PURPOSE OF EXHIBIT
Region One Education Service Center is a non-profit educational organization. The Technology Conference 2014 allows vendors to demonstrate their latest technology-related offerings to the educators, technology directors, library media specialists, related service personnel, administrators, and decision makers from the 37 school districts in our region and throughout Texas.
2. ASSIGNMENT OF EXHIBIT SPACE
Exhibit space will be assigned in the order reservations are paid for. Region One ESC shall use its best efforts to accommodate requests of vendors who have paid in full. Not withstanding the above, Region One ESC reserves the right to change location assignments when such action is deemed to be in the best interest of the Conference. Instances involving relocation of a booth due to unforeseen circumstances or acts of God shall be governed by the provision "Cancellation, Postponement, or Relocation of Exhibition," below. Exhibitor agrees that its exhibit shall be admitted into the Exhibition and shall remain from day to day solely on strict compliance with all the rules herein described. Region One ESC reserves the right to reject, eject, or prohibit any exhibit in whole or in part, or any Exhibitor with cause if exhibit is unsuitable to or not consistent with the character of the Exhibition. Region One ESC’s liability for rejection with cause shall be limited to a refund to the Exhibitor of the amount of rental unearned at the time of ejection. However, if an exhibit or Exhibitor is ejected for violation of these rules or for any other stated reason, no return of rental shall be made.
3. RENTAL OF SPACE AND ITS USE
Rental includes the following exhibit equipment: 8’ backdrop, two 3’ side curtains, 7” X 44” one line company logo, one 6’ skirted table, two folding chairs, carpet and a 120 volt/500 watts per booth electrical outlet. Security will be provided overnight on May 13-15, 2014. Signs must be at least 1’ from ends of exhibit. No displays or obstructions may be placed in normal aisle area.
4. SUBLETTING OF SPACE
The Exhibitor shall not assign, sublet, or apportion the whole or any parts of the space assigned or have representatives, equipment, or materials from firms other than its own in the Exhibit Space without written consent of Region One ESC. Only one company shall be considered as the Exhibitor; any other company or unity in the Exhibit Space shall be considered a subsidiary or affiliate.
5. INSTALLATION AND DISMANTLING
The Exhibitor explicitly agrees that in the event it fails to install its products in assigned Exhibit Space or fails to remit payment for required space rental at time specified, Region One ESC shall have the right to take possession of said space and lease same or any part thereof to such parties and upon such terms and conditions as it may deem proper. In addition, the Exhibitor shall not dismantle or otherwise interfere with the orderly conduct and display of the Exhibits until the Exhibit Floor is finally closed to the Conference attendees. Exhibitor shall not bring any child into the convention centre before, during or after the conference!!
6. FIRE AND SAFETY REGULATIONS
Exhibitor shall not pack merchandise in paper, straw, excelsior, or any other readily inflammable material. All cartons stored in the Exhibit Building shall be emptied of contents. Exhibitor shall use no inflammable decoration or covering for display fixtures, and all fabrics or other material used for decoration or covering shall be flameproof. All wiring devices and sockets shall be in good condition and meet the requirements of local law.
7. UNION LABOR
If required by local ordinances, Exhibitor must comply with all union regulations applicable to installation, dismantling, and display of the Exhibits.
8. EXHIBITOR CONDUCT
Exhibitor and its representatives shall not congregate or solicit trade in the aisles. The prior written consent of Region One ESC is required for the employment or use of any live model, demonstrator, solicitor, or device for the mechanical reproduction of sound. Such employment or use shall be confined to the Exhibit Space. Region One ESC, in its sole and absolute discretion, may withdraw its consent at any time, in which event Exhibitor shall terminate such activity immediately. All promotional plans must be submitted to Region One ESC for approval. Distribution of pamphlets, brochures, or any advertising matter must be confined to the Exhibit Space. Exhibitors are prohibited from bringing alcoholic beverages into the South Padre Island Convention Centre. Exhibitor shall refrain from any action that will distract attendees from attendance at the Exhibit during open hours. Exhibitor shall not lead attendees from one Exhibit Space to another. Exhibitors or any of their representatives shall not conduct themselves in a manner offensive to standards of decency or good taste.
9. FILM, SOUND DEVICES, AND LIGHTING
If moving pictures, loud speakers, or sound devices are used, the Exhibitor agrees to comply with union requirements for the operation of the equipment. Equipment will only be permitted if tuned to conversational level and is not objectionable to neighboring Exhibitors. Operating equipment that permits excessive noise must be run intermittently for specific demonstrations only. Region One ESC reserves the right to restrict the use of glaring lights or objectionable lighting effects.
10. CONTRACTOR SERVICES AND INFORMATION
Where an Official Contractor has been designated to perform services for an Exhibitor (such as the rental of furniture, set-up of exhibits, electrical work, plumbing, labor, or any other service) no Exhibitor or representative shall contract for such services with other than the said Official Contractor unless permission has been secured in writing in advance from Region One ESC. Region One ESC assumes no responsibility or liability for any of the services performed or materials delivered by the contractors.