ROCKY MOUNTAIN ATHLETIC TRAINERS’ ASSOCIATION, INC.
EXHIBITOR CONTRACT
2012ANNUAL CLINICAL SYMPOSIUM & BUSINESS MEETING
April 20, 2012- Phoenix Marriott Mesa
______
Company______
Address______
Phone#______Fax#______
E-mail______Website______
Contact Person ______Title______
Address______
Phone#______Fax#______E-mail______
Names of persons who will staff your exhibit
1.______2.______
3.______4.______
Number of exhibit spaces required ______
Products you will exhibit______
I have read and understood this contract, including all aspects of the Addendum. I agree that my organization and all persons who staff our exhibit booth(s) will abide by the rules and regulations set forth in the attached Addendum.
Company______
Print Name of Signor______Title of Signor______
Signature______Date______
SUBMIT THIS PAGE ONLY WITH YOUR PAYMENT. RETAIN A COPY OF THIS PAGE AND THE FOLLOWING ADDENDUM FOR YOUR RECORDS.
NOTE: THE FOLLOWING ADDENDUM IS A COMPONENT OF YOUR CONTRACT. PLEASE READ CAREFULLY BEFORE SIGNING.
ROCKY MOUNTAIN ATHLETIC TRAINERS’ ASSOCIATION, INC.
EXHIBITOR CONTRACT ADDENDUM
2012 ANNUAL CLINICAL SYMPOSIUM & BUSINESS MEETING
HOTEL/EXHIBIT LOCATION
The 2012 RMATA ANNUAL SYMPOSIUM will be held at the Phoenix Marriott Mesa which is located at 200 North Centennial Way, Mesa, AZ, 85201. The hotel’s telephone number for room reservation is (480) 898-8300. Please contact the hotel directly and inform them that you are attending the RMATA meeting so that you will receive the convention rate of $119.00 for single occupancy. The meeting block of guest rooms will be released on March 20, 2012. After that date, rooms will be available on a first come/first served basis, but not necessarily at the convention rate.
RMATA EXHIBIT COORDINATOR CONTACT
RMATA Exhibit Coordinator:
Sheri Lampin
8182 Ferncliff Drive
Colorado Springs, CO 80920
(719) 482-4057
EXHIBIT HALL INFORMATION
- Each booth will be 8’ X 10’
- Each booth will have 3’ side walls and 8’ back wall with pipe and drape
- Each booth will have 7” x 44” company sign
- Each booth will have 1 skirted table, 2 chairs and 1 waste basket.
- Arrangements for electricity or other special needs must be made by contacting Jim Gleason with Premier Audio Visual(480) 460-1800
BOXES & PACKAGES
Any shipments to the hotel must be labeled with the recipient’s name, group affiliation and event dates. The hotel has no liability for delivery, security or condition of packages. The hotel is prohibited from storing hazardous or flammable materials on premises. Packages may not be received earlier than 3 days before event date (April 18, 2012). Hotel assesses a $10.00 charge per box that weighs up to 25 lbs. Boxes or packages over 25 lbs. will be assessed $10.00 additional for every $25.00 increment increased.
EXHIBIT HOURS: (April 20, 2012)
Set-up:8:00 AM
Exhibit times:10:00AM - 12:00PM Certified Athletic Trainers’ Only
1:00PM - 4:30PM All Attendees
Exhibitor Social:3:15PM – 4:00PM
Break-down:4:30 PM Must vacate no later than 6:00PM
ATTENDEES
The RMATA expects to have between 300 and 500 attendees for this year’s Symposium. Of these, at least 80 percent are expected be certified athletic trainers and 20 percent will be athletic training students. Please remember that students are our future.
BOOTH ASSIGNMENTS
Booth assignments will be based on previous history with the RMATA and sponsorship agreements with NATA. The exhibitors for this year will be assigned booth space on a first come/first served basis, with consideration for competitive product lines. Please register early to ensure you will get a booth for the Symposium.
PAYMENT
- Payment for sponsorship will be made electronically to Rocky Mountain Athletic Trainers’ Association. (Fed. Tax Id # 86-0456013)
- Fees are based on level of exhibiting you choose.
- ALL exhibitors must register through the registration website. If you cannot pay by credit card, a check must be mailed to the exhibit coordinator, Sheri Lampin within 10 days of registration.
- Final deadline for ALL registrations and payment is March 30, 2012.
- Money received after March 30, 2012 is subject to an additional $100 added to their sponsorship level.
- Exhibitor fees are not refundable.
PRODUCT SALES
Any final sales transactions conducted at the symposium site are subject to local and state laws and regulations. It is the exhibitor’s responsibility to ascertain and assure full compliance with all such laws and regulations. This may include a requirement to obtain a state and/ or local sales tax license or permit. Any exhibitor conducting sales transactions at the symposium site must be prepared to produce such license(s) or permit(s) upon the request of the RMATA exhibit coordinator, hotel management, or governmental authorities.
PIPE & DRAPE COMPANY
Pipe and drape for this year’s exhibit hall will be provided by:
Premier Audio Visual
4802 E. Ray Road, Suite 23
Phoenix, AZ 85044
(480) 460-1800
(480) 460-8732 Fax
SECURITY
Exhibitors are responsible for the security of their booth space during exhibit hours. During the periods when the exhibit hall is not open, the entrances will be locked, but are accessible to hotel personnel. During such periods, any items of particular value should be removed from the exhibit area. While the RMATA makes reasonable efforts to secure the exhibit area, the RMATA is not responsible for the safety of the property of exhibitors from theft, fire, accident, vandalism, or other causes.
PUBLIC POLICY
The exhibitor is charged with knowledge of all laws, ordinances, and regulations pertaining to health, fire prevention, and public safety according to the township of Mesa, Arizona while participating in this event. Compliance is mandatory and the sole responsibility of the exhibitors.
COMPLIANCE WITH HOTEL RULES & REGULATIONS
Exhibitor agrees that it and all persons acting in its behalf will comply fully with all applicable terms and conditions of the agreement between the RMATA and the Phoenix Marriott Mesa pertaining to the conduct of the 2012 RMATA Symposium. (A copy of that agreement is available upon request.)
LIABILITY AND INSURANCE
The exhibitor agrees to indemnify and hold the National Athletic Trainers’ Association, Inc., NATA District 7, and the Rocky Mountain Athletic Trainers’ Association harmless from any loss or expense arising from any alleged violation of any law by exhibitor or those acting in behalf of the exhibitor, and to further indemnify and hold said organizations harmless from any loss or expense arising from any allegation of harm to any person or property resulting from the intentional misconduct or the negligence of the exhibitor or those acting in behalf of the exhibitor.
The exhibitor further agrees to assume the entire responsibility and liability for losses, damages, and claims arising out of exhibitor’s activities on the hotel premises and will indemnify, defend, and hold harmless the hotel, its owner, and the management company, as well as their respective agents, servants, and employees from any and all such losses, damages, and claims.
It is strongly recommended that exhibitors obtain property damage insurance to cover their exhibit material against damage or loss during the symposium, and also obtain liability insurance providing coverage against injury to another person or the property of others, naming the RMATA and the host hotel as additional insured.
I have read and understood this contract, including all aspects of the Addendum. I agree that my organization and all persons who staff our exhibit booth(s) will abide by the rules and regulations set forth in the attached Addendum.
Company______
Print Name of Signor______Title of Signor______
Signature______Date______
Platinum Sponsor ($1000)- 2 Nights lodging at host hotel
- Featured Logo on RMATA Website with a link to your website
- Logo on Meeting Notes and Meeting Information
- Booth in Exhibit Hall
- Copy of Attendee Information
- Promotional Information in Attendee Packets up to 600 items
- 5 minute Presentation to attendees in lecture hall
- PowerPoint Slide in Lecture Hall
- Inclusion in post symposium email to RMATA membership
- Logo on RMATA Website with a link to your website
- Logo on Meeting Notes and Meeting Information
- Booth in Exhibit Hall
- Copy of Attendee Information
- Promotional Information in Attendee Packets up to 600 items
- 5 minute Presentation to attendees in lecture hall
- PowerPoint Slide in Lecture Hall
- Inclusion in post symposium email to RMATA membership
Silver Sponsor ($400)
- Logo on RMATA Website with a link to your webpage
- Logo on Meeting Notes and Meeting Information
- Booth in Exhibit Hall
- PowerPoint Slide in Lecture Hall
- Copy of Attendee Information
- Inclusion in post symposium email to RMATA membership
- Promotional Information in Attendee Packets up to 600 items
- Logo in Meeting Information as a Packet sponsor
- Inclusion in post symposium email to RMATA membership