Director of Information Systems and Technology

November 19, 2012

TO:Vendor Addressed

FROM:James Mendoza JM

SUBJECT:Region One ESC 19th Annual Technology Conference

The Region One ESC Technology Conference 2013is scheduled for May 14-16, 2013, 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.

Once again our exhibit hall was sold out with 125 vendor exhibits. We would like to take this opportunity to thank those vendors that participated and helped make our conference successful.

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 Opportunities
Technology Conference 2013
Item / Recognition / Sponsor
Amount

Participant Bags – Bags will be provided to participants (up to 1,000 bags) and to vendors who turn in their evaluation form.

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: February1, 2013

$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 1, 2013

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 single booth. If a larger booth is chosen, a $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 1, 2013

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 1, 2013

Sponsor assumes all costs

*Major Door Prizes* (computers, printers, scanners, digital cameras, PDA’s, iPods, etc.) – If you want to mail your Door prizes, they must be delivered to Region One by April 26, 2013, or you can bring them by the Info booth on Vendor set up day.

*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 22, 2013

Sponsor assumes all costs, minimum retail value of door prize is $300.00 or more

Major Vendor Sponsorship Opportunities

Technology Conference 2013

May 14-16, 2013

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 14-16, 2013 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 Signature
Authorized Representative’s Phone# / Date

Please check the item(s) that you will sponsor:

Participant Bags / $2,000 / Networking Equipment and Supplies / Vendor
Audio 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 22, 2013. 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 22, 2013(No refunds after March 22, 2013)

Vendors will be able to select from the following Exhibit Hall booth choices:

Single Booth 10’ X 10’ for $800.00

Includes: (1) Table, (2) chairs, carpet, electricity, wireless Internet and(2)

Complimentary Exhibitor Badges

Double Booth 10’ X 20’ for $1,100.00

Includes: (2) Tables, (4) chairs, carpet, electricity, wireless Internet and(4)

Complimentary Exhibitor Badges

End Booth 10’ X 20’ for $1,500.00

Includes: (2) Tables, (4) chairs, carpet, electricity, wireless Internet and(4)

Complimentary Exhibitor Badges

Mega Booth 20’ X 20’ with 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 providedthroughout 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 theregistration 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.

The exhibit hall floor plan for our Technology Conference 2013is posted on our website at: .

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’) / @ / $800.00 / = / $
Double Booth (10’ X 20’) / @ / $1,100.00 / = / $
End Booth (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
Make check payable to RegionOneEducationServiceCenter and mail check with form to:
RegionOneEducationServiceCenter
Attn: Thelma Longoria
1900 West Schunior
Edinburg, TX 78541
Phone:(956) 984-6071
Fax: (956) 984-7650
Deadline – March 22, 2013 - No Refunds after March 22, 2013s
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

RegionOneEducationServiceCenter is a non-profit educational organization. The Technology Conference 2013allows 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. Notwithstanding 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 14-16, 2013. 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 ExhibitBuilding 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.

11. STORAGE
Exhibitor will not be permitted to store packing crates and boxes in the booth or in the South Padre Island Convention Centre during the Exhibition, but these, when properly marked, will be stored and returned to the booth by Service Contractors. It is the Exhibitor's responsibility to mark and identify all crates and boxes. Crates and boxes not properly labeled may be destroyed. No trunks, cases or packing material shall be brought into or out of the Exhibit Space during Exhibit Hours.

12. LIABILITY AND INSURANCE
All property of the Exhibitor remains under its care, custody and control in transit to and from the South Padre Island Convention Centre, during installation and removal, and while it is within the confines of the South Padre Island Convention Centre. Neither, Region One ESC, or the Exhibition Sponsor, the owners or management of the South Padre Island Convention Centre nor any of the officers, staff members, or directors of any of the same are responsible for the safety of the property of Exhibitors from theft, damage by fire, accident, vandalism or other causes, and the Exhibitor expressly waives and releases any claim or demand it may have against any of them by reason of any damage to or loss of any property of the Exhibitor, except where the damage or loss is due to the gross negligence or willful misconduct of, Region One ESC, the owners or management of the Exhibits Hall, or the Exhibition Sponsor, their agents or employees, arising out of, Region One ESC’s, the owners or managers of the South Padre Island Convention Centre or Exhibitors Sponsor's duties and responsibilities under this agreement. Exhibitor understands that neither Region One ESC, the South Padre Island Convention Centre, nor the Exhibition Sponsor carry business interruption and/or property damage insurance coverage for loss or damage of Exhibitor's property. The Exhibitor agrees to obtain the following insurance during the dates of the Exhibition, including move-in and move-out days and shall be prepared to furnish a certificate of insurance to Region One ESC if requested: (a) Commercial general liability insurance coverage including protective and contractual liability for bodily injury and property damage; (b) Employers liability insurance; (c) Worker's Compensation/Occupational Disease coverage in full compliance with federal and state laws; (d) Comprehensive General Liability Automobile insurance covering owned, non-owned, and hired vehicles, including loading and unloading hazards.

13. HOLD HARMLESS AND INDEMNIFICATION
This agreement shall not constitute nor be considered a partnership, joint venture, or agency relationship between the Exhibition Sponsor, Region One ESC, Exhibitor and the South Padre Island Convention Centre. Exhibitor hereby agrees to indemnify, hold harmless and defend the Exhibition Sponsor, Region One ESC and the South Padre Island Convention Centre, and their respective officers, directors, and employees (Indemnities) from and against any and all liability, responsibility, loss, damage, cost, or expense of any kind whatsoever as they arise (including but not limited to court costs, interest and attorney's fees) which the Indemnities may incur, suffer, be part to, or be required to pay, incident to or arising directly or indirectly from any intentional or negligent act or omission or breach of these terms, conditions, and rules, or violation of any ordinance or statute by Exhibitor or any of its employees or agents. The Exhibitor assumes full responsibility and liability for the actions of its agents, employees, and independent contractors, whether acting within or without the scope of their authority, and agrees to indemnify, hold harmless, and defend the Indemnities as expenses arise, from responsibility or liability resulting directly or indirectly, or jointly, from other causes that arise because of the acts or omission of its agents, employees, or independent contractors whether acting within or without the scope of their authority.