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2013 Central Plains Expo Vendor Application Form
Thursday, September 26, 2013
DoubleTree by Hilton Hotel Wichita Airport
2098 Airport Road
Wichita, KS 67277
316-945-5272
(Registration Closes September 6, 2013)
8:00 am-2:00 pm a.m.: Registration and Set up
3:30-5:30 pm: Expo Hours
5:30 pm:Disassemble
Company Name: ______
Address: _______
City: ______State: ______Zip: ______
Contact Name: ______Phone: ______
Contact Email address_______
Booth Requests (outlets, cords, etc.; location not guaranteed) Cord/Outlets______
**VENDOR PACKAGE OFFERINGS:
____$1900.00 Platinum Package
____ $1500.00 Gold Package
____$1000.00 Silver Package
____ $850.00* Premium Package
____ $495.00* Basic
_____$50-$2000 Sponsorship (meals, materials, pens, notepads, speakers)
_____1 Extra Table per booth permitted $20.00 each (NOTE: additional tables will require additional booth purchase)
_____TOTAL (receipts available upon request)
· *Early Bird Special $790.00 if paid by July 1, 2013
· **Early Bird Special $395.00 if paid by July 1, 2013
Names of Participating Company Employees:
Primary Booth Attendee: (please print) ______Title: ______
Address: ______City ______State: _____ Zip Code: ______
Work Phone: ______Cell Phone: ______Fax Number: ______
E-mail ______
Additional Booth Attendees: (please print) ______Title:
DOOR PRIZES
All Booths are requested to collect Business Cards for sponsored or non-sponsored provided Door Prizes in a simple receptacle (bowl, bag, etc.). Please indicate below if you are providing a sponsored raffle prize. For those who check Door Prize Provision below, please bring the selected winner to the Vendor registration table and/or Vendor Chair by 5:00 for announcement of all door prizes
___Door Prize Provision
___No Door Prize Provision
Mailing address only: Gina ThomasCHECKS TO CPE; 321 N Gateway Street, Wichita, KS 67230 (Phone) 316-640-5592 (Fax) 573-332-2382.
NOTE: Insufficient funds will incur a fee of $35.00 in addition to bank fees.
Additional information specific to the conference can be found at http://centralplainsexpo.org/ . Attendee list will be provided after survey is completed post event, survey link available at http://centralplainsexpo.org
www.kahrmm.com www.apic.org www.ashcsp.org www.ashes.org
Central Plains Expo Exhibitor Application Form Addendum
30th annual Central Plains EXPO (CPE), an educational event sponsored by Association for Professionals in Infection Control and Epidemiology, Inc., Wichita Chapter, (APIC); Kansas Society for Healthcare Central Service Professionals (KSHCSP); Kansas Association for Healthcare Resource and Materials Management (KAHRMM); and Kansas Healthcare Environmental Services Association (KHESA).
Platinum: 1. Admission to 2 Day Summer Education Session for 2
2. Networking Opportunity during educational sessions with KAHRMM members,
3. Participation for 4 golfers at our ”Golfing for Education” Summer Session Kick-Off,
4. Recognition, and lunch, on the Course as an Official KAHRMM Educational Event Sponsor,
5. Dinner for 4 and Recognition at the KAHRMM Monday Evening Education and Vendor Social.
6. A booth (with one table) during Central Plains Expo (CPE) at the DoubleTree by Hilton Hotel Wichita Airport in the fall.
7. KAHRMM membership for two company employees. (Please List Employees Contact info).
8. Company Website Link posted on the KAHRMM Website.
9. Two Free Golf Passes at CPE (weather permitting), in our Benevolence Fund Charity Event
10. Opportunity on Monday Evening, to do a 10 minute Presentation for the KAHRMM Summer Conference Participants.
Gold: 1. Admission to our 2 Day Summer Education Session for 2
2. Networking Opportunity during educational sessions with KAHRMM members,
3. Participation for 2 golfers at our “Golfing for Education” Summer Education Kick-Off,
4. Recognition, and lunch, on the Course as an Official KAHRMM Educational Event Sponsor,
5. Dinner for two & Recognition during KAHRMM Monday Evenings Education and Vendor Social.
6. A booth with one table during Central Plains Expo (CPE) at the DoubleTree by Hilton Hotel by Wichita Airport Hilton in the fall.
7. KAHRMM membership for one company employee. (Please List Employee Contact info).
. 8. Company Website Link posted on the KAHRMM Website.
9. One Free Golf Passes at CPE (weather Permitting), in our Benevolence Fund Charity Event
Silver: 1. Admission to our 2 Day Summer Education Session for 2
2. Networking Opportunity during educational sessions with KAHRMM members,
3. Participation for 1 golfer at our “Golfing for Education” Summer Education Kick-Off,
4. Recognition, and lunch, on the Golf Course as an Official KAHRMM Educational Event Sponsor,
5. Dinner and Recognition at the KAHRMM Monday Evening Education and Vendor Social.
6. A booth with one table during Central Plains Expo (CPE) at the DoubleTree by Hilton Hotel Wichita Airport in the fall.
Premium: 2 booths with one table each or 1 booth with full conference registration at Central Plains Expo (CPE) at the DoubleTree by Hilton Hotel Wichita Airport in the fall.
Basic: One booth with one table at Central Plains Expo (CPE) at the DoubleTree by Hilton Hotel Wichita Airport in the fall.
One table provided with each booth; additional table may be purchased with a maximum of two tables allowed per booth. All tables much be confined to space of booth purchased. A maximum of 3 attendees allowed per booth
Each exhibiting company is responsible that all attending personnel agree to this application, considered a binding contract, which also includes abiding by the Regulations Governing Exhibitor’s Activities as attached.
-Early Bird discounts require contracts and fees paid by July 1, 2013
-Contracts will be accepted on a ‘First Come, First Serve Basis’ pending space availability. Vendor Registration closes September 6th.
-Space will not be assigned until contract and fee are received.
-Contracts can be emailed, mailed or faxed to Gina Thomas as noted in details below.
-Checks must be written to Central Plains Expo.
Do NOT write checks to Gina Thomas.
Mailing address only: Gina Thomas<CHECKS TO CPE
321 N Gateway Street, Wichita, KS 67230 (Phone) 316-640-5592 (Fax) 573-332-2382
NOTE: Insufficient funds will incur a fee of $35.00 in addition to bank fees.
GUIDELINES
1. Purpose of Exhibit
The purpose of the exhibits is to enhance the educational meeting by permitting program registrants an opportunity to see, hear, examine, question and evaluate the latest advances in medical device technology and services available to healthcare institutions. Both parties can benefit greatly from the dialogue in verbal communications.
2. Eligibility
The CPE reserves the right to determine the eligibility, of any exhibit, either before or after the proper execution of this contract.
3. General
The CPE shall have full power in the interpretation and enforcement of rules and regulations governing exhibits. All matters and questions not covered by the regulations shall be subject to the final judgment and decision of the CPE. Regulations may be amended at any time by the CPE upon written notice to such exhibitors as may be affected by them.
4. To Reserve Exhibit Space
Complete and return the request for exhibit space contract. This application contract is the only method by which space can be reserved.
5. Assignment of Space
Assignment will be based upon booth size requirements, proximity of competitive firms and date of receipt.
6. Payment
Exhibitors will not be allowed to occupy assigned space until all monies due are paid in full by September 6 of exhibit year. Check shall be made payable to: "Central Plains Expo".
Insufficient funds will incur a fee of $35.00 in addition to bank fees.
7. Refund for Cancellation
Notification must be in writing for cancellation of exhibit space.
CPE will retain 50% of contract if written cancellation is received one (1) month prior to meeting date, and will retain 100% if received less than one (1) month prior to meeting date. Should the entire exhibit floor be sold, a refund of the amount paid will be given to each company who cancels. This amount will be paid after the meeting. In fairness to all exhibitors who are involved and the CPE, the above policies regarding assignment, payments and refunds will be strictly adhered to by all concerned parries.
8. Pricing
The cost to purchase exhibit space will be determined by the CPE. Each exhibit space is a 6' x 8' unit. See Central Plains Expo Exhibitor Contract Application Form Addendum.
9. Contract Services
CPE has arranged for receipt and holding of display materials.
They may be shipped, within two weeks of EXPO to:
DoubleTree by Hilton Hotel Wichita Airport
2098 Airport Rd.
Wichita, KS 67277
Telephone: 316-945-5272
All material should be marked, "Hold for Central Plains Expo Attn: Your Company Representatives Name.”
If assembly and disassembly of display units is needed, contact:
Henry Helgerson
Henry Helgerson Company
601 N. Athenian
Wichita, KS 67203
Telephone: 316-943-1851
CPE has no responsibility for display materials. All arrangements with Helgerson or the DoubleTree by Hilton Hotel Wichita Airport are strictly the exhibitor's responsibility.
10. Irregular Activities
All business activities, circulars, advertising matter of the exhibitors may not be conducted and/or distributed in other areas of the meeting facilities.
Prizes, awards, drawings, raffles, lotteries, are prohibited unless coordinated with the CPE.
Sideshow tactics considered objectionable are not in the best interest of CPE and maybe prohibited by the CPE. X-ray and laser equipment may be shown but not operated. All mechanical apparatus must be muffled so as not to interfere with or be objectionable to other exhibits or registrants. Audio-visual and other sound devices and effects are permitted only in those locations and in such intensity to not interfere with the activities of neighboring exhibitors. Films purely for entertainment without educational information or informative value will not be used. Noise Limit Public address, sound-producing or amplifying devices, which project sound must be turned to conversational level and will be monitored by CPE.
11. Canvassing by Non-Exhibitors
The exhibit is limited to registered attendees as well as registered representatives of business firms, manufacturers, professional organizations and dealers who have contracted or paid for exhibit space. No other persons or concerns will be permitted to demonstrate their products or distribute advertising materials in the exhibit hall.
12. Selling Restrictions
Selling on the exhibit floor involving exchange of cash or contracts is strictly prohibited.
13. Exhibitors may not assign or sublet any space allotted to them and may not advertise or display goods other than those manufactured or sold by them in the regular course of their business. No sign or courtesy card is to be displayed for any equipment or product for demonstration purposes unless the supplier o f such equipment is also an exhibitor. Character of the exhibits is subject to approval of the CPE. The right is reserved to refuse applications of concerns not meeting standards required or expected, as well as the right to curtail exhibits that reflect against the character of the meeting at any time before and/or during the exhibition. This applies to displays, literature, advertising novelties, souvenirs, conduct of persons, etc.
14. Exhibitors Special Activities
The advertising of hospitality suites in the lobbies of hotels must be confined to the Activities Board of the hotel being used and should be cleared through the management of that particular hotel. Signs identifying suites may be placed on the floor where that suite is located. If the suite is located in the main lobby, a sign may be utilized outside the door of that suite. Any function not approved by the CPE, which would compete for attendee’s time is strictly prohibited. Meeting rooms and the exhibit area are limited in space for the registrants. Additional persons, such as husbands, wives, and other unregistered guests, would produce overcrowding and possible discomfort of the registrants, speakers and exhibitors. CPE provides education for CPE attendees and the accompanying social functions afford registrants and exhibitors the opportunity, to relax, meet other registrants, and exchange ideas. Spouses of registrants may attend social functions; however, an additional fee would be determined and assessed by the CPE. Attendance at any function, educational or social, is by name badge only. Registrants may not permit another person to use their badge or falsify credentials for an ineligible person seeking to obtain entrance to any activity.
15. Registration Badge
All exhibitors should register their personnel in advance on the forms to be provided by the CPE. Any additions or changes may be made at the registration booth at the meeting. Each representative of an exhibiting company must wear the official badge at all times while in the exhibit area. False certification of individuals as exhibitors representatives, misuse of exhibitors badges, or any other method or device used to assist unauthorized persons to gain admission to the exhibit floor, will be cause for expelling the violator and/or removing their exhibit from the floor without obligation on the part of the CPE.
The exhibitor shall keep an attendant in the booth during exhibit hours.
16. Security
General overall guard service will not be provided by the CPE for exhibits. Nor will the CPE be held responsible for the loss of any material. CPE urges the exhibitor to exercise normal precautions to discourage toss due to theft or any other causes.
I7. Liability
The exhibitor agrees to protect and keep the CPE forever harmless from any damage or charges
imposed for any violation of any law or ordinance. The exhibitor shall at all times protect, indemnify and hold harmless, the CPE and the hotel in which exhibit areas are located from any and all loss, costs, damages, liability, or expense arising from or out o f any accident or other occurrence to anyone. Exhibitors are encouraged to insure themselves against property loss or damage and against liability, for personal injury.
18. No Flammable Materials
Combustible decorations shall not be used. All packing containers, packing maternal and wrapping paper are to be removed from the floor and must be stored under tables or behind display. All materials used for decorations, etc. must be able to stand a flameproof test as prescribed by the fire department or city in which meeting is held.
19. Installation, Opening and Dismantling of Exhibits
The CPE will have time schedules for installation and dismantling of exhibit booths. In the event of conflicts regarding space requests, events, or conditions beyond our control, the CPE may relocate any exhibit at any time with the understanding that if the exhibitor does not agree with such relocation to the extent that he cannot participate, his deposits and/or full payment for the exhibit space will be refunded.