Florida Dental Hygiene Symposium

Florida Dental Hygiene Symposium

September 14-17, 2017 – Hilton Orlando Lake Buena Vista, in the Walt Disney World® Resort

Exhibit Show - Saturday, September 16, 2017

Application for Exhibit Space and Symposium Sponsorship

Company Information

Please list Company Name as it should appear in all Symposium Signage
Company Name:
Address:
Street Address (above) / Apartment/Unit #
City (above) / State / ZIP Code
Primary Contact Name:
Title of Primary Contact:
Phone: / ( ) / Email:
Who should receive the Exhibitor Service Manual?
Phone: / ( ) / Email:
Please list the names of exhibitors which you do not wish to be near. Every effort will be made to avoid adjacent placement; however, this cannot be guaranteed:

Booth Personnel

Please list Name as it should appear on the NameBadge
Booth Representative #1:
Phone: / ( ) / Email:
Booth Representative #2:
Phone: / ( ) / Email:

Additional Booth Personnel – Additional Fee $35.00 per addition

Please list Name as it should appear on the Name Badge
Booth Representative #3:
Phone: / ( ) / Email:

Exhibit Booth Selection

Booths are assigned by August 18, 2017 - based on sponsorship level and date contract received.
Register early to receive the best deal! Make your booth selection below by placing on “X” left of the fee.
Single Booth / Corner Booth / Non-Profit Organization OR
ADHA Member (non-dental)
$600.00 (by 5/1) / $800.00 (by 5/1) / $300.00 (by 5/1)
$700.00 (5/2 – 8/1) / $1000.00 (5/2 – 8/1) / $350.00 (5/2 – 8/1)
$800.00 (after 8/1) / $1200.00 (after 8/1) / $400.00 (after 8/1)
$0.00Corporate, Bronze, Silver, Gold or Platinum Sponsor (complimentary booth; select specific sponsorships below under Sponsorship Opportunities)

Sponsorship Levels

All sponsors receive:
1) Complimentary exhibit booth 5) Recognition during Opening Ceremonies
2) Participation in Oral Products Presentation 6) Recognition during specific event
3) Personalized Certificate of Appreciation 7) Special name badge ribbon for Exhibit Show
4) Sponsorship level in registration description 8) Preferential booth placement
Corporate / $1000 - $2499
Bronze / $2500 - $4999 (above plus includes 3 onsite representatives)
Silver / $5000 - $7499 (above plus includes 4 onsite representatives)
Gold / $7500 - $9999 (above plus includes 5 onsite representatives)
Platinum / $10000 or more (above plus includes 6 onsite representatives)

Sponsorship Opportunities

Please make selection/s by placing an “X” in the first column next to the amount
$6500.00 / Appreciation Reception; Exclusive sponsorship
$1000.00 / Appreciation Reception; Shared sponsorship (7 available)
$1000.00 / Coffee Break – Registration Area (2 available)
$1000.00 / Exhibit Hall Morning Coffee Break
$1500.00 / Exhibit Hall Afternoon Break
$1500.00 / Notepads and Pens (or other branded give away for registration bags)
$5000.00 / Opening Ceremony – Keynote Speaker
$1000.00 / Oral Products Presentation (Friday, 10/2/15 – limited to 12 companies)
$1000.00 / President’s Dinner Entertainment
$0.00 / Provide Name Badges and Lanyards (quantity 650)
NOT AVAILABLE / $0.00 / Registration Bag – Company Provided (quantity 650)
NOT AVAILABLE / $2500.00 / Registration Bag – FDHA Produced branded with company logo (quantity 650)
NOT AVAILABLE / $0.00 / Registration Bag – Promotional Item (quantity 650)
$800.00 / Schedule of Events Card branded with company logo
NOT AVAILABLE / $1000.00 / Student Advisor Breakfast
$1000.00 / Student Day Audiovisual
NOT AVAILABLE / $7500.00 / Student Day Lunch
NOT AVAILABLE / $1500.00 / Student Delegate/Alternate Lunch
$500.00 / Student Table Clinic Awards
Educational Grant, please contact us
Undesignated Sponsorship, please contact us
Requesting a Custom Designed Sponsorship, please contact us

Payment InformationComplete information below to authorize specific payment method

Indicate Payment Method / Check / Credit Card (VISA or MasterCard)
Amount Authorized / Date
Authorized By / Title
Phone / ( ) / Email
Credit Card # / Exp. Date
Vcode / Signature(required)

CONTRACT TERMS AND CONDITIONS

BOOTH ASSIGNMENT

Booth assignments are determined by sponsorship level and upon first receipt of payment. The FDHA Council on Annual Session retains the right to eliminate any objectionable exhibits, person, advertisements, souvenirs or other features that will impair high standards of the Florida Dental Hygienists’ Association.

EXHIBIT/SPONSORSHIPPAYMENT

FDHA accepts checks or credit card (VISA or MasterCard) for exhibit/sponsorship payment.

All checks payable to: Florida Dental Hygienists’ Association

Send payments to: Florida Dental Hygienists’ Association,

Attention: Tami Miller, RDH, BS, Symposium Coordinator
PO Box 13675, Tallahassee, FL 32317

CANCELLATION POLICY

All exhibit fees and sponsorship paid to the Florida Dental Hygienists’ Association, for the Florida Dental Hygiene Symposium are non-refundable.

INSTALLATION AND DISMANTLING EXHIBITS

The exhibit area will be available as of 7:00am Saturday, September 16, 2017. All exhibits must be fully assembled by 9:00am on September 16, 2017.All exhibits must remain intact until the official closing time, 5:00pm on Saturday, September 16, 2017, and shall not be dismantled or removed before that time.

BOOTH FURNISHINGS AND SPECIFICATIONS

Exhibit fee includes standard 8’ back and 10’ wide back drapes and 3’ high x 8’ deep side drapes to separate 8’ x 10’ booths. All booths will receive one 6’ skirted display table, two folding chairs and one booth single line identification sign. No utilities are included in the exhibit fee, but can be ordered through Teamwork Labor Services. Displays must not extend farther out on the sides than 4’ from the back wall to permit a clear view of all booths. Exhibit Service Manuals will be posted on FDHA website and emailed to designated company contact 6 weeks prior to the symposium (August 3, 2017).

SUBLETTING SPACE

Exhibitors are prohibited from assigning or subletting a booth or any part of the space allotted to them, except upon written permission from the FDHA Council on Annual Session. Exhibitors shall not exhibit, nor permit to be exhibited in their space; any merchandise not a part of their own regular products, or any advertising material directly pertaining to such products. Representatives of firms occupying space must be bonafide employees of the firm, which has contracted for space.

DELIVERY OF MATERIAL

The official drayage firm will be Teamwork Event Specialists.All shipmentsshould be directed through Teamwork Event Specialists. Contact Teamwork Event Specialists, 7500 Exchange Dr., Orlando, FL 32809,(407) 438-7480 for shipping instructions, dates, and deadlines.

NO boxes, freight or truck shipments will be accepted directly by the hotel without a charge. Shipments should not be addressed to FDHA or the Hyatt.

A direct HOTEL shipment will INCUR A CHARGE/BILL FROM the hotel to the exhibitor if the above guidelines are not followed.

Please use the official drayage firm, Teamwork Event Specialists.

INSURANCE AND INDEMNITY

The Florida Dental Hygienists’ Association will not be held responsible for the safety of exhibits, exhibitors or their employees against robbery or damage by fire, accident or other cause, but will use every effort to protect exhibitors against such losses. In all cases, exhibitors wishing to insure their goods must do so at their own expense. By signing the exhibitor contract, exhibitors agree to indemnify and hold harmless the FDHA from all liability. It is recommended that all exhibitors have representatives in attendance at all times while the exhibit hall is open, and especially when exhibits are being set up or dismantled, to protect them against loss. It is expressly understood and agreed, and the Exhibitor agrees by accepting this contract, that he will make no claim of any kind against FDHA, or any of its members or its employees for any loss, damage to or destruction of goods, or for any injury that may occur to himself or his employees while in the Exhibit Hall, or for any damage of any nature or character whatsoever.

Any Indemnity of Exhibitor shall be subject to the extent and limitation of the Florida Statutes, 768.28, and shall NOT be construed as a waiver of Sovereign immunity under law.

Signature: Date:

By the authorized signature of this contract, the authorized party indicates that he/she understands and accepts the contract terms and conditions listed in this contract.

APPLICATION IS NOT COMPLETE WITHOUT TWO SIGNATURES (PAGE 3 AND PAGE 4)

Send completed form via mail or email to:

Florida Dental Hygienists’ Association

Attention: Tami Miller, Symposium Coordinator

PO Box 13675

Tallahassee, FL 32317

(860) 896-0603 phone

FOR FDHA USE ONLY

Date Contract Received:Sponsorship Level:

Date Payment Received: Check # Credit Card:

2017 FDHS Exhibitor/Sponsorship Application – 2/3/17

Page 1