EIN: 01-0345865
The Maine Event 2018
Boothbay Harbor
Exhibitor Packet
Amanda S. Albee, Exhibitor Liaison
207-329-6859
January 2018
Dear Exhibitor,
Hello! The MeSRC is ready for your table reservation at the 2018Maine Event, May 17th & 18th, 2018. We are excited to inform you the conference will be held at the Spruce Point Inn at Boothbay Harbor. Please note, this year we are holding the event on Thursday and Friday, with the Spruce Point Inn offering reduced pricing for the entire week-end should you wish to stay after the conference. The 2018 program contains 1 ½ days of lectures with our annual social Thursday evening.
Our focus this year has been to maintain mostly clinical lectures. We are still in the process of speaker selections. We anticipate getting this information out to you as soon as it’s all confirmed. Please join us to make this a productive yet memorable year.
I’d like to encourage you and your company to become a corporate sponsor. It’s the best way to get the most exposure while helping support the MeSRC. Financial support from exhibitors, like you, makes this event possible and enables the MeSRC to advocate for RT’s on both state and national levels. In return, we guarantee our seminar and activities will be a great opportunity for you to increase your companies exposure and educate RT’s from across the state on your products. The Maine Event is truly an ideal venue for public relations. So why not enjoy the opportunity for some R&R at a beautiful resort while you work hard keeping Maine respiratory therapists up-to-date with current technologies.
Sincerely,
Amanda S. Albee
Time Schedule
The exhibit area will be open daily. Thursday, May 17th: 7:30 am to 4:00 pm & Friday, May 18th: 7:30 am to 10:30 pm. Designated times for attendees to visit the Exhibit Hall are scheduled throughout the conference. For your convenience, we have included the tentative schedule of events at the end of this packet.
The areas will be available for your set-up on Wednesday,, May 16h between 4:00 pm and 7:00 pm and on Thursday, May 17th at 7:00 am. You must check in with Amanda Albee prior to booth setup. Booth space will be pre-assigned but if you would prefer to be by a colleague, away from another please indicate on the Registration Form your preferences.
Basic Booth Package
Booth packages start at $600.00 for registrations made prior to April 1, 2018 BUT will increase by $100.00 after April 1, 2018. We encourage you to process your registration early. Your booth area will be reserved upon receipt of payment and every effort will be made to accommodate any requests. Refund requests must be in writing to Don Cotta, , Treasurer of the MeSRC, and received by April 14, 2018. A fee of 15% will be deducted from the refund to cover processing. No refunds will be made after April 14, 2018.
The $600.00 Basic Booth Package includes:
1 Table
Electricity (Must RSVP)
Attendance for 2 Representatives
CRCE’s for 2 Registered Representatives (Must Complete Speaker Evaluations)
Continental Breakfast Wednesday & Thursday
Lunch Wednesday
Welcome Gift
Over 4 hours of direct exhibitor exposure time
Ability to participate in Exhibitor Attendee Game
(Optional) Basic Booth Package:
An additional 2 reps can be registered for a fee of $85.00 each. If more than 4 reps are needed, please contact us directly.
Hotel Accommodations
Spruce Point Inn 88 Grandview Avenue, Boothbay Harbor, Maine, 04538
PH. 207.633.4152 | Reservations 800.553.0289 |
Two Bedroom Townhouse / 2 / Rate: $319.00 / Rate: $319.00 / Check-Out
Three Bedroom Woodlandview Cottage Cardinal / 1 / Rate: $319.00 / Rate: $319.00 / Check-Out
Woodlandview Cottage Room / 5 / Rate: $102.00 / Rate: $102.00 / Check-Out
Druce - Main Inn / 1 / Rate: $133.00 / Rate: $133.00 / Check-Out
Holland - Main Inn / 1 / Rate: $133.00 / Rate: $133.00 / Check-Out
Harold - Main Inn / 1 / Rate: $133.00 / Rate: $133.00 / Check-Out
One Bedroom Woodlandview Cottage Little Spruce / 1 / Rate: $133.00 / Rate: $133.00 / Check-Out
Modern Oceanview Room / 16 / Rate: $133.00 / Rate: $133.00 / Check-Out
Method of Reservation and Guestroom Payment:
Individual guests are responsible for making their own reservations and paying all room charges. The room block will be held until Monday, April 17, 2018. All rooms not taken by the block will go back into hotel inventory with no attrition to Maine Society for Respiratory Care.
Cancellation Policy – Guestrooms:
There is a $25.00 processing fee, if cancellation occurs up to 15 days prior to the arrival date. If cancellation occurs within 14 days of the arrival date, your deposit will be forfeited.
Deposit Policy – Rooms
A deposit of 2 night’s room rate is due at time of booking.
Exhibitor Guidelines
In order to provide an environment where all exhibitors can operate efficiently and collegially we ask that exhibitors review and agree to the follow these guidelines:
All exhibitor activities must be kept within the booths(s), which have been contracted. No person, signs, distribution of materials or other attention devices will be allowed outside this allocated area unless it is for sponsorship of a speaker or a pre-determined cause.
No excessively loud audio or mechanical equipment will be permitted.
Aisles and exits are to be kept free of obstructions.
All cylinders containing compressed gases must be secured by a stand or cart to prevent accidental tip over or damage.
Exhibitors must make provisions for the safe guarding of their equipment and display. The MeSRC will not be responsible for the loss of any materials or equipment. Exhibitor Room doors will not be locked during non exhibitor times.
Credit Card Processing
Credit card will be accepted on our website through PayPal. First you must complete the online Registration Form and then we will email you an invoice using PayPal. If you do not have a PayPal Account you can pay the invoice with Visa, MasterCard, American Express or Discover by using the PayPal service by selecting the option on the emailed invoice for such. This option is subject to change as we research new methods to process payments online.
PLEASE DON’T FORGET:
You must check in with Amanda Albee prior to booth set up.
Let us know if your booth requires electricity with your registration.
Complete the Exhibitor Registration Form online at:
“The Maine Event”
May 17th & 18th, 2018
Additional Exhibitor Support Form
We are looking for exhibitor support for coffee breaks, speakers, entertainment, the Sputum Bowl, and the Exhibitor Attendee Game. If you would like to sponsor any of these items, please indicate below.
In return, your sponsorship will be displayed by signs specifying your contributions throughout the venue and we will include a thank you to your company in the seminar packets. We really do appreciate your contributions!!
MeSRC Corporate Partnership details are included in this packet.
( ) $300 –Sponsor a coffee break ( ) $250 –Sponsor a RT Speaker
( ) $500 - Sponsor a Physician Speaker ( ) $250 –Entertainment
( ) $100 –Exhibitor Game( ) $100 – Sputum Bowl
( ) $2500 – Platinum Partnership ( ) $1800 – Gold Partnership ( ) $1200 – Silver Partnership ( ) $850 – Bronze Partnership
We will be holding a Silent Auction with the proceeds going towards our education fund. Help support continuing education and our Educational Fund and the Shelley Kates - Wilson Memorial Scholarship.
( ) I would like to donate the following item:
______
Dollar value of item: $______
MeSRC Corporate Partnerships
My becoming a corporate partner you can maximize your advertising and savings with the help of the MeSRC!
Check out all the benefits below. We offer four tiers of partnerships.
Platinum: $2500.00
1 exhibitor booth at the MeSRC annual state conference.
4 exhibitor representatives per booth at the MeSRC annual state conference. Additional representatives can be added at the discounted rate of $65.00 per representative with no limit.
1 night lodging in host hotel at the MeSRC annual state conference.
Preferred premium booth location.
Advertising on the exhibitor support page of the MeSRC website with a FREE link to your company website.
Advertise your company and education related activities through our website.
1/2 page advertising in every issue of the MeSRC’s newsletter, the Lobestergram.
Recognition at each conference by the MeSRC President and/or President-elect during welcoming introductions.
Recognition on MeSRC screensavers, as able, throughout conference.
Recognition in conference related programs, brochures and attendee packets.
Gold: $1800.00
1 Exhibitor booth at the MeSRC annual state conference.
3 exhibitor representatives per booth at the MeSRC annual state conference. Additional representatives can be added at the discounted rate of $65.00 per representative with no limit.
Preferred premium booth location.
1/4 page advertising in every issue of the MeSRC’s newsletter, the Lobestergram.
Advertising on the exhibitor support page of the MeSRC website with a FREE link to your company website.
Advertise your company and education related activities through our website.
Recognition at each conference by the MeSRC President and/or President-elect during welcoming introductions.
Recognition on MeSRC screensavers, as able, throughout conference.
Recognition in attendee packets.
Silver: $1200.00
1 Exhibitor booth at the MeSRC annual state conference.
2 exhibitor representatives per booth at the MeSRC annual state conference. Additional representatives can be added at the discounted rate of $65.00 per representative with no limit.
1/4 page advertising in one issue of the MeSRC’s newsletter, the Lobestergram.
Advertising on the exhibitor support page of the MeSRC website with a FREE link to your company website.
Recognition at each conference by the MeSRC President and/or President-elect during welcoming introductions.
Recognition in attendee packets.
Bronze: $850.00
1 Exhibitor booth at the MeSRC annual state conference.
2 exhibitor representatives per booth at the MeSRC annual state conference. Additional representatives can be added at the discounted rate of $70.00 per representative with no limit.
Advertising on the exhibitor support page of the MeSRC website with a FREE link to your company website.
Recognition at each conference by the MeSRC President and/or President-elect during welcoming introductions.
Recognition in attendee packets.
MeSRC Corporate Partnership Guidelines
- All exhibitor booths will continue to follow the booth guidelines as outlined in the MeSRC Exhibitor Registration Packet.
- The exhibitor is responsible for all legal and copyright costs and paperwork related to the MeSRC use of the exhibitor company logo(s) where applicable in addition to the cost of the partnership.
- The exhibitor is responsible for providing the MeSRC with any materials needed in a timely manner such as but not limited to: company logo(s) and website link(s). All levels of partnerships include some form of public recognition by the MeSRC.
- Each partnership is good for one year and expires on March 10, 2018.
2018 Partnerships are from March 10, 2018 to March 10, 2019. - Platinum Partnership includes 1 hotel room rental (standard option) for 1 night during the conference dates. All room reservations are to be made in advance by the exhibitor prior to April 13, 2018. The MeSRC Treasurer will reimburse exhibitor upon request. Each exhibitor is responsible for making their own reservation.
- Both Platinum and Gold Partnerships guarantee preferred booth locations. Exhibitor must notify the MeSRC Exhibitor Representative of their top 2 preferred locations in writing at least 1 month prior to the conference date. Platinum partners will have first choice of location; however, space is limited to the vendor area. It is understood placement will be amongst other vendors.
- Exhibitor educational opportunities will be advertised on the MeSRC website but it is the exhibitor’s responsibility to provide the information in advance to the MeSRC webmaster.
- The MeSRC newsletter, The Lobestergram, is mailed via the post office at least 2 times a year. It is emailed to the MeSRC email list and posted on our website The MeSRC will notify the exhibitor of publication dates in advance.
- The MeSRC President and/or President elect will welcome conference attendees each morning at the conference. All partnerships include a special recognition during this time.
- If available, partnerships will be displayed in a screensaver for the large screens periodically throughout the conference when lectures are not in session. Signs designating your partnership will be available for your booths.
- The MeSRC reserves the right to determine the appropriate ways to display partnership recognition.
The Maine Event 2018
Tentative Daily Schedule
May 17, 2018Day 1
Spruce Point Inn, Boothbay Harbor, ME
7:30 – 8:10Attendee Registration / Exhibitor Visit / Breakfast
8:20 – 8:30President’s Welcome
8:30 – 9:30Lecture #1
9:30 – 10:30Exhibitor Visit
10:30 – 11:30Lecture #2
11:30 – 12:30Lecture #3
12:30 – 2:00Lunch / Exhibitor Visit
2:00 – 3:00Lecture #4
3:00 – 4:00Lecture #5
4:00 – 4:15Evaluations / CRCE’s
4:30 – 6:00Sputum Bowl
8:00 – 11:00Live Band / Dance
May 18, 2018Day 2
Spruce Point Inn, Boothbay Harbor, ME
7:30 – 8:20Attendee Registration / Exhibitor Visit / Breakfast
8:00 – 8:30President’s Welcome
8:30 – 9:30Lecture #6
9:30 – 10:30Exhibitor Visit
10:30 – 11:30Lecture #7
11:30 – 12:30Lecture #8
12:30 – 12:45Evaluations / CRCE’s
The Maine Event- Exhibitor Registration Form
Company Name: ______
Phone: ______
Email: ______
Mailing Address: ______
Contact Person: ______
Phone: ______
Please make check payable to:
Maine Society for Respiratory Care (EIN: 01-0345865)
Full payment is required to reserve your booth.
Booth fees are $600.00
As of April 1, 2018the booth fees increase to $700.00.
Return completed Registration Form along with payment and W9 to:
The Maine Society for Respiratory Care
c/o Don Cotta, Treasurer
Or mail to:
Don Cotta
174 Athens Road
Harmony, ME 04942
For credit card processing via PayPal, you must register at
Questions? Email
Electricity needed?
YES
NO (We do not guarantee electricity will be available if you do not indicate the need now!)
1