Convention Exhibitor Prospectus 2016

Town and Country Hotel & Convention Center

500 Hotel Circle N, San Diego, CA 92108

May 4-7, 2016

THREE EASY WAYS TO APPLY

ONLINE www.capta.org

FAX 916.440.1986

MAIL 2327 L Street, Sacramento, CA 95816

2016 CALIFORNIA STATE PTA

ANNUAL CONVENTION

EXHIBITOR PROSPECTUS

ConventionSafari San diegoMay 4-72016

California State

everychild. onevoice.

California State

2016 California State PTA Convention 1 Exhibitor Prospectus

If you have any questions or concerns, please contact California State PTA

Exhibits Chairman Stephanie Hale at [email protected]

Dear Exhibitor:

California State PTA is pleased to present our Exhibitor Prospectus for the

117th Annual Convention in beautiful San Diego, May 4-7, 2016.

The California State PTA Annual Convention offers you an opportunity to

engage with PTA leaders, members and supporters from throughout our

state. Our participants look forward to the opportunity to see the best in

programs, products and services.

Our participants represent children in preschools, elementary, middle and

high schools. They value the opportunity to see, meet and network with

providers who can help them accomplish their 2016-2017 goals.

Convention sponsorship opportunities at all levels are also available. There is

more information on the opportunity to sponsor in this prospectus and

online at http://capta.org/programs-events/convention/sponsorship-

opportunities/.

I look forward to an engaging, informative and fun convention, filled with all

the things our participants love -- including a dynamic exhibit hall!

See you in San Diego!

Justine Fischer, President


Table of Contents

Booths .......................................................................................................................................... 3-4

Exhibit Hall Map .......................................................................................................................... 5

How to Apply ............................................................................................................................ 6-8

Accommodations ......................................................................................................................... 9

Exhibitor Information ........................................................................................................ 10-12

Area Map ...................................................................................................................................... 13

Policies and Procedures .................................................................................................. 14-18

Sponsorship Opportunities ................................................................................................... 19

Sample Certificates ............................................................................................................ 20-21

Hold Harmless Agreement .................................................................................................... 22

Exhibitor Staff Pre-Registration Form ............................................................................... 23

Application/Contract for Exhibit Space ..................................................................... 24-25

List of Previous Convention Exhibitors ............................................................................ 26

Exhibitor Chairman Contact Information ........................................................................ 27


Booths

Commercial Organizations FEE PKG A PKG B

Corner Booth (8x10x8 or 10x10x8*) $1,500 $1,681 $1,773

Standard Booth (8x10x8 or 10x10x8*) 1,350 1,481 1,573

Nonprofit Organizations

Corner Booth (8x10x8 or 10x10x8*) $900 $1,081 $1,173

Standard Booth (8x10x8 or 10x10x8*) 750 931 1,023

Nonprofits must provide proof of nonprofit status at time of registration.

Allied Agencies/District PTAs

As negotiated per Memo of Understanding

*10x10x8 booth spaces are primarily for Sponsors.

Priority booth selection is given to convention sponsors. See sponsorship

opportunities for details.

All packages include back-rail and side-rail draping,

200# drayage and organization identification name.

Each Exhibitor receives one (1) FREE Smart Lead Device (SLD).

Additional devices can be rented from SMART-reg International.

Smart Lead Device (SLD)

The SLD collects the contact and demographic information from the delegates

badge, creating a database for the exhibitor. Information can be downloaded

daily or at the end of convention. Sheet and order form for additional SLDs is

included in the service kit from GES. Any questions, contact SMART-reg

International at (888) 999-9169.


Discount Furniture Packages

Package A - One (1) table, two (2) chairs and trash can

Package B - One (1) table, two (2) chairs, carpet and trash can

Must be pre-registered and paid in full by February 28, 2016 to receive packages.

Service Kit: Contact GES directly March 1April 17, 2016

Any additional items, contact GES for pricing, etc. Note that facility, union and

GES work rules and other procedures may result in additional fees being charged

to the exhibitor who will be responsible for those charges.


Exhibit Hall Map

Two (2) Exhibit Halls

Sponsors have priority selection

Golden Hall Sponsor Hall 41 Booths @ 10x10, plus PTA Booths

Atlas Hall General Exhibits 127 Booths @ 8x10


How to Apply EXHIBITOR REGISTRATION IS NOT AVAILABLE ONSITE

To get the best booth location, be sure to register online early!

Exhibitor Online Registration Opens January 6, 2016

http://capta.org/programs-events/convention/become-an-exhibitor/

(Click on the exhibitor registration button)

Login: (Your Company Name)

Password: ex2016pta

Payment by credit card only

Choose three (3) booth numbers (hover on booth spaces to see who is around

you). Online chart highlights booth status (RED=Sold and YELLOW=Pending). The

floor plan for exhibitor booths can also be found on the CAPTA website at

http://downloads.capta.org/con/FloorPlan.pdf.

Vendor Insurance due by April 17, 2016

Certificate of Insurance, Additional Insured Endorsement and Hold Harmless

Agreement

Send via one method only to avoid duplication. Samples included in this

document.

Send to the attention of Jennifer Burgh.

Email: Send PDF copy to [email protected] (preferred method)

Fax: (818) 662-9312

Questions about insurance? Contact the California State PTA insurance broker

at Knight Insurance Services, Jennifer Burgh, at (818) 662-4200.

Booth selection guaranteed when full payment and Application/Contract is received

and approved by the Exhibit Chairman, as well by the insurance broker.


Options

Video Advertisement

An exciting opportunity awaits! Create a video advertisement and be among

the first to have it exhibited on the California State PTA website capta.org! It

is another way to showcase products and information about your company.

You provide the video; we feature it on our website! Even if you are not able

to join us in San Diego, you can still participate through video advertisements.

Ads will run one week prior, during and two weeks after convention (April 27-

May 21, 2016). They will be accessible to anyone visiting the CAPTA website,

and the link will automatically be sent to any convention participant using the

access-control system for workshops. Advertising videos are subject to

approval by the state PTA president. Discuss your options with us today!

Contact [email protected] or call (916) 661-7415.

Commercial Organizations

30-second video $1,350 60-second video $1,500

Nonprofit Organizations

30-second video $750 60-second video $900

Allied Agencies/District PTAs

As negotiated per Memo of Understanding

Additional Exhibitor Staff

Only five (5) exhibitor staff members may work in the booth at the same

time. Add extra staff for an additional $50 fee for each staff member. This fee

will be added to your bill if not prepaid and more than five (5) staff members

are found in your booth.


Workshops

Attend one (1) workshop of your choice if seating permits for a $69 fee per

person. Exhibitors may not hand out any materials in workshops or table

talks.

Alternate Registration: Fax completed Application/Contract to (916) 440-1986,

include credit card information. Application/Contract must be signed; no checks by

fax. To avoid duplication, please do not submit an online registration if you sent a

fax.

NOTE: Booth confirmation will be sent via email to the contact person on the

application form. Changes to exhibitor profile may be made using the username

and password listed in the email.


Accommodations The host hotel in San Diego is the Town and

Country Resort & Convention Center, which

provides easy access from lodging to the

convention center. Hotel reservations can be made online. Links to the

designated convention hotel are on the California State PTA website

www.capta.org or click here to access the link for hotel accommodations.

TOWN AND COUNTRY RESORT & CONVENTION CENTER

500 Hotel Cir N, San Diego, CA 92108

Reservations: (619) 502-7036

What you need to know

1. Housing reservations open January 6, 2016.

2. The group reservation rate is available online until April 10, 2016.

3. After April 10, reservations must be made directly with the hotel and are subject to

availability and price increase.

4. Have a credit card available to reserve your room.

5. Payment is made directly to the hotel at the end of your hotel stay.

6. Expect the hotel to require payment by credit card or cash only.

FAQs

Do I have to make reservations online or can I call the hotel directly?

* Registering online is the preferred method. However, you may call the hotel directly. Be sure to

ask for the California Congress of Parents and Teachers group rate.

What if I have roommates? How do we indicate rooming preferences?

* Designate one roommate to reserve the room. On the sign-up page, indicate the number of

individuals staying in each room. Upon arrival at the hotel, you will need to identify each guest

who will be sharing the room.

Need more info?

* Contact California State PTA: (916) 661-7415.


Exhibitor Information Exhibitor Listing

Submit the following items no later than April 17, 2016, to be in the exhibitor

listing in the delegate registration materials:

Application/Contract Online or by Fax

Certificate of Liability Insurance to Knight Insurance Services

Additional Insured Endorsement to Knight Insurance Services

Hold Harmless Agreement to Knight Insurance Services

Full Payment to California State PTA

Town and Country Resort & Convention Center Vendor Agreement

(provided by exhibitor chairman upon registration).

Exhibits Time Schedule

Installation: Tuesday, May 3, 2016 from 2-5 p.m.

Walk-through at 5 p.m. (subject to change)

Please contact California State PTA Exhibit Chairman Stephanie Hale at

[email protected] for extenuating installation needs.

Join online with a credit card at www.capta.org or print and return this completed form with check payable to

Golden State PTA.

Mail to: Golden State PTA c/o California State PTA

2327 L Street Sacramento, CA 95816-5014

Your Golden State PTA membership card will be mailed

to you.

PTA is a powerful voice for ALL children, a relevant

resource for families and a strong advocate for public

education.

Golden State PTA membership dues are $10 per person. Membership is nonrefundable. Name(s):_________________________________ ________________________________________ Address:_________________________________ ________________________________________ City:____________________________________ State/ZIP:_________Phone:__________________ Email:___________________________________

Dues ( ___ x $10.00) $___________

Scholarship fund (tax-ded. donation) $___________

Donation to GSPTA (tax deductible) $___________

Total amount enclosed $__________

A sign will be provided to you at convention to display in your booth

indicating you are a Golden State PTA member.

We appreciate your support.


Reception

Exhibit Hall Opening Reception on Wednesday, May 4, 2016 from 7:30-10 p.m.

Mandatory Exhibitor Briefing

Wednesday, May 4, 2016 from 8-9 a.m.

Receive up-to-date information about convention.

Pick up your name badges. Badges are printed with staff and company

name and must be worn at all times.

Pick up tote bag with program and lanyard.

All exhibitors (staff included) must sign in/register with the Exhibit Chairman in

Atlas Hall. A $35 replacement fee will be charged for reprinting lost badges.

Exhibitor Hall Hours (subject to change)

Golden Pacific Hall for Sponsors

Wednesday, May 4 ........................................... 9 a.m. 4 p.m.

and 7:30 - 10 p.m. (reception)

Thursday, May 5 ................................................. 9 a.m. - 3 p.m.

Friday, May 6 ....................................................... 8 a.m. 2 p.m.

Atlas Hall

Wednesday, May 4 ........................................... 10 a.m. 4 p.m.

and 7:30 10 p.m. (reception)

Thursday, May 5 ................................................. 10 a.m. 3 p.m.

Friday, May 6 ....................................................... 9 a.m. 2 p.m.

Exhibitors may access the Exhibit Hall 1/2 hour prior to opening

and may remain up to 1/2 hour after closing.


Grade Levels Represented

Number of Conventions Attended

Free Day

Friday, May 6, 2016, convention participant free day with wristband.

Dismantling Schedule

Friday, May 6, 2016 at 2 p.m.

All exhibitor items must be removed immediately after the closing time.

Hospitality Room/Open House Prohibited

It is prohibited for an exhibitor to host a hospitality room or open house during

convention general meeting times.

Elementary

49%

K-8

8% Middle

9%

High

16%

None

18%

1-5 = 66%


Area Map

The Exhibit Hall, general meetings and all workshops will be at the

Town and Country Resort & Convention Center in San Diego.

Map data 2015 Google


Policies and Procedures GES is the official show management group for the 2016 California State PTA Convention.

Access the service kit online at https://ordering.ges.com/025600111

1. SMOKING: Smoking in the convention center is strictly prohibited.

2. ALCOHOLIC BEVERAGES: Alcoholic beverages are not permitted in the Exhibit Hall at any time.

3. FOOD SAMPLES AND HEALTH PERMIT: Exhibitors may dispense refreshments/samples from their booth. All liquid and

food samples may not exceed two ounces per serving.

4. COMPLIANCE WITH LAWS AND REGULATIONS: Participants shall comply with all federal, state and local laws,

ordinances, and regulations now or hereafter in effect, and obtain all permits and licenses, bonds and insurance required

and comply with any rules and regulations regarding use of the facility established by the convention center director, as

amended from time to time, and with the instructions of convention center director or authorized city employees.

5. CONTRACT FOR SPACE

Applications/Contracts must include full payment or a non-refundable deposit of $200 per space, which shall be

applied to the space rental fee.

Applications/Contracts must specify products scheduled for exhibition, selling and/or distribution.

The Application/Contract for space, formal notice of assignment and acceptance by California State PTA, and full

payment of rental charges constitute a contract for the right to use this space.

Booth space is assigned on a first-come, first-served basis.

All exhibitors must have their own booth space, no sharing booth space.

All demonstrations, or other promotional activities, must be confined within the limits of the exhibit booth.

The exhibitor shall not display or place any product, sign, partition, apparatus, shelving or other construction which

extends more than eight (8) feet above the floor or more than four (4) feet in depth from the back wall.

Exhibitors occupying both end spaces of a row MAY NOT extend back display greater than four (4) feet from

either side of center line of booth.

Helium balloons are not permitted in the Exhibit Hall.

No interference with the lightning or view of other exhibitors is permitted.

The California State PTA and Fire Marshall will walk through the Exhibit Hall prior to opening for a safety check.

CAPTA reserves the right to prohibit any materials from being displayed.

Any space not claimed or occupied by 5 p.m., Tuesday May 3, 2016, is forfeited without refund of rental paid.

The exhibitor expressly agrees not to dismantle the exhibit or start packing before the final closing hour of

the Exhibit Hall, Friday, May 6 at 2 p.m.

Exhibiting company name or owner change must be forwarded immediately to CAPTA.

Applications/Contracts will not be accepted after April 17, 2016.


Policies and procedures continued

6. FAILURE TO PAY RENTAL FEE

Exhibitors failing to make payments when due may be canceled by CAPTA without notice.

CAPTA shall be entitled to close an exhibit at any time for failure by any participant or any of its officers, agents,

employees or other representatives to perform, meet or observe any term or condition set forth herein, and such

participant shall not be entitled to a refund of any part of any fee not for any consequential losses.

7. SELECTION OF EXHIBITORS

CAPTA reserves the right to decline or prohibit any exhibit which in its judgment is inappropriate. This reservation is

all-inclusive as to persons, things, printed matter, products and conduct.

Exhibitors who cause or caused CAPTA a financial burden or harass other exhibitors will not be

permitted to exhibit at this or any future conventions

8. RESTRICTION IN OPERATION OF EXHIBITS

CAPTA reserves the right to judge the noise level emitted by any exhibitors sound-making devices at any

time during the convention and may require the volume be lowered or silenced. California State PTA will not

reasonably withhold permission for sound-making devices if the volume is judged to be within acceptable

limits. California State PTA may also prohibit or evict any exhibitor, which in the discretion and judgment

detract from the general character of the exhibit as a whole.

In the event of such restriction or eviction, CAPTA is not liable for any refunds of rental or other exhibit expense or

for any consequential losses.

Sideshow tactics and lotteries are prohibited.

Drawings may be held provided an exchange of money is not involved.

9. EXHIBITING

All exhibitors must have a valid business license and have the number available upon request in their exhibit booth.

Exhibitors are responsible to secure permission for the use of any copyright or trademark materials displayed

or sold.

The acronym PTA or name California State PTA may not be utilized in any exhibitor materials.

The exhibit must be staffed at all times. Exhibitors or their staff may attend one workshop for a fee of $69 per

person attending.

No more than 5 staff members will be allowed per exhibit booth at any one time.

10. CATASTROPHE

If, in the event of war, terrorism, fire, power outage, earthquake, strike, government regulations, public catastrophe, act

of God or the public enemy, or other cause, the convention or any part thereof is prevented from being held, or is

canceled by California State PTA, California State PTA shall determine and refund to the applicant its proportionate

share of the balance of the aggregate exhibit fees received which remains after deducting expenses incurred by

California State PTA and reasonable compensation to California State PTA, but in no case shall the amount of refund to

the applicant exceed the amount of the exhibit fee paid.



11. CARE OF BUILDING AND EQUIPMENT

Exhibitor is liable for any damage occurring from injury or defacing of the walls or floors of the building, the booths, or

the equipment of the booths, caused by the exhibitor or their agents.

12. FIRE, SAFETY AND HEALTH

The exhibitor assumes all responsibility for compliance with all city and state ordinances and regulations including those

covering fire, safety and health. Flammable or other dangerous fluids, substances, materials, equipment, or other items,

the use of which is in violation of city, county or state laws or regulations, may not be used in any booth. The exhibitor

must use flame-resistant decorative materials. Fire extinguisher equipment shall not be covered or obstructed in any

manner. All aisles and exits must be kept clear at all times.

13. IRREGULAR CANVASSING AND/OR ACTIVITIES BEYOND EXHIBITORS SPACE

Distribution of materials may be made only within the booth assigned to the exhibitor presenting such material. Non-

exhibiting firms are not permitted to canvas, solicit, hold workshops, or distribute literature or other promotion devices

during the convention.

14. LIABILITY AND INSURANCE

Neither California State PTA, nor the Town and Country Resort & Convention Center, nor the management or any

officers or staff member of either, are responsible for the safety of the property of the exhibitors from theft, damage by

fire, accident or other causes. Exhibitors are advised to consult their insurance broker for proper coverage on display

material from the time it leaves the exhibitors premises until its return. Neither California State PTA, nor Town and

Country Resort & Convention Center management, nor any of their officers, agents, employees or other representatives,

shall be held accountable or liable for, and the same are hereby released from accountability or liability for all damage,

loss, harm or injury to the person or any property of the exhibitor and of all of its officers, agents, employees or other

representatives, resulting from theft, fire, water, accident or any other cause, and neither California State PTA nor the

Town and Country Resort & Convention Center will obtain insurance against any such damage, loss, harm or injury.

Exhibitors are required to provide Certificate of Liability Insurance, Additional Insured Endorsement and Hold Harmless

Agreement with their Application/Contract and also provide such evidence when acting as a vendor at any PTA function.

Application/Contract and payment, less $200 nonrefundable deposit cancellation charge, are returned to the exhibitor if

correct insurance is not submitted. If the exhibitor files its annual insurance with the California State PTA insurance

broker, an annual Certificate of Liability Insurance and Additional Insured Endorsement need not be forwarded to the

insurance broker. In addition, if the exhibitor files its certificate showing the annual term of coverage with the California

State PTA insurance broker, the exhibitor does not need to file separately with any individual unit, council or district PTA

during the year for individual events. Proof of Insurance does NOT constitute an endorsement by California State PTA

(See sample Certificate of Liability Insurance, Additional Insured Endorsement and Hold Harmless Agreement

forms.)

The Additional Insured Endorsement attached to the Certificate of Liability Insurance must name as additional insured:

California State PTA, all units, councils and districts of the California State PTA and all of their officers, directors,

members and volunteers.



The Comprehensive General Liability policy must be for a minimum of $1,000,000 combined single limit and cover,

among other risks, the contractual liability assumed by exhibitor, personal injury coverage, premises liability coverage

and products liability if exhibitor is providing a product or products. The certificate must allow for a thirty (30) day

notice of cancellation to the PTA. For additional information or clarification, please contact Knight Insurance Services.

(Contact information listing on page two.)

15. INDEMNIFICATION

The applicant hereby agrees to indemnify, defend and protect the California State PTA and Town and Country Resort &

Convention Center management against, and hold and save the California State PTA and Town and Country Resort &

Convention Center management harmless from, any and all claims, demands, suits, liability, damages, loss, costs,

attorney fees and expense of whatever kind or nature which might result from or arise out of any action or failure to act

of the applicant or any of its officers, agents, employees, or other representatives, including but not limited to claims of

damage or loss to property, or from any damage, loss, harm or injury to the person or any property of the applicant of

any of its officers, agents, employees or other representatives.

Exhibitors are required to have insurance in the event their operations cause injury to anyone. California State PTA

has insurance to cover the California State PTA and its unit, council, and district PTAs if they are the cause of an

injury.

16. WORKERS-COMPENSATION INSURANCE

By entering into this Application/Contract, the exhibitor applicant certifies it is aware of the provisions of the Labor Code

of the State of California which require every employer to be insured against liability of workers compensation or to

undertake self-insurance in accordance with the provisions of that code, and certifies it will comply with such provisions

before commencing any activities in connection with this Application/Contract.

17. LIVE ANIMALS

Animals may not be brought into the Town and Country Resort & Convention Center without the prior written

consent of the onsite Event Services Manager, except guide dogs for the visually impaired.

Exhibitors must ensure the animal is adequately controlled, supervised, appropriate safety measures are in place,

and the animal is treated in a humane manner.

Additional costs and insurance coverage may be required by the Convention Center for presence of live animals.

Live animals which will be on display must be indicated on the Application/Contract (page 22).

Requirements will be made available from the exhibit chairman upon request.

18. PUBLIC SAFETY

Conduct activities with full regard to public safety.

Observe and abide by all applicable regulations now in effect or as amended or promulgated from time to time,

and requested by city and duly authorized governmental agencies responsible for public safety.



19. PHOTOGRAPHY, VIDEO, AND AUDIO SOUND DEVICES

NO photography, videotaping, or audio recording of any delegate, participant or PTA-sponsored event unless written

consent is obtained prior to convention activities commencing.

Use of photographs, videos, or audio recordings after the end of the California State PTA Annual Convention is

subject to consent and approval by California State PTA.

All sound-making equipment shall be operated at a level which will not interfere with other exhibitors.

20. TEXTING

Exhibitors may NOT text any delegate or participant during workshop or general meeting time frames.

21. UNION REGULATIONS

Union contract rules and regulations require union labor for certain aspects of your exhibit handling.

Union labor is at the exhibitors expense.

A Union Labor Jurisdiction Sheet with a comprehensive list of Dos and Donts is provided to all confirmed

exhibiting companies in the service kit sent by GES Exposition Services.

22. CANCELLATION POLICY

A refund is processed only if cancellation is requested in writing by March 1, 2016. California State PTA will refund to

the exhibitor the total amount which the exhibitor paid to date less the $200 non-refundable per space deposit. There

are no refunds, under any circumstances, if a cancellation request is received by California State PTA after March

1, 2016.

These Policies and Procedures become a part of the contract between the exhibitor and California State PTA.

All points not covered are subject to the decision of the California State PTA.


Sponsorship Opportunities Help California State PTA positively impact the lives of children and families!

California State PTA connects families, schools and communities, and is the largest childrens advocacy

association in the state. Serving as a sponsor is a great way to show your support for all children and

families and the issues most important to them.

The California State PTA Annual Convention is the premier place to connect with thousands of parents

and PTA leaders throughout the state. Your generous contribution and participation enables us to

provide convention participants with top-quality training and networking experiences. It also helps you

connect directly with thousands of dedicated, volunteer parents who serve as members and leaders in

their local communities.

Become a Sponsor Today

Sponsor acknowledgements vary according to the sponsorship level. For a detailed list of packages at

each level, visit http://capta.org/programs-events/convention/sponsorship-opportunities/ or contact

California State PTA Assistant Executive Director Erika Trujillo at (916) 440-1985, ext. 116.

Thank you to our 2015 Convention Sponsors

We are also grateful to the following organization for their ongoing support:

CSM BB & T Insurance Services of CA, Inc. Nickys Folders GES Exposition Services

Smart-Reg Kustom Imprints Sacramento Convention Center

Sample Certificate of Liability Insurance


Sample of Endorsement



California State PTA insurance does not cover vendors/concessionaires/service providers. Consequently, all

vendors/concessionaires/service providers are required to provide Evidence of Insurance to each PTA unless annual

Evidence of Insurance has been filed with the California State PTA Insurance Broker.

HOLD HARMLESS AGREEMENT FOR PTA FUND RAISING VENDORS/CONCESSIONAIRES/SERVICE PROVIDERS

Insurance Requirements:

(a) Workers Compensation Insurance, Required if you have employees engaged in the performance of work under the agreement.

(b) Comprehensive General Liability, Required $1,000,000 Combined Single Limit. This policy shall cover, among

other risks, the contractual liability assumed by vendor/concessionaire/service provider under the

indemnification provision set for in the agreement, and includes Bodily Injury, Property Damage, Personal

Injury and Products Liability if applicable.

(c) Automobile Liability Insurance. Required only if you are providing transportation (e.g., limousine or bus

service) at PTA event. $5,000,000 limit required. $1,500,000 for Limos with 15 or less passengers.

If you (vendor/concessionaire/service provider) fall under (b) or (c), a Certificate of Insurance showing policy limits and an

endorsement to the policy MUST be submitted with your contract.

Contract containing the following language MUST be added to the above policies (b) and (c) as an

Additional Insured:

The California Congress of Parents, Teachers, and Students, Inc. (California State PTA), including all unit, council

and district PTAs and all their officers, directors, members and volunteers. The insurance afforded by this policy shall be

primary insurance to any other valid and collectible insurance available to PTA and

(Name of vendor/concessionaire/service provider)

I/We

(vendor/concessionaire/ service provider) agree(s) to defend and to indemnify and hold harmless, the California Congress of

Parents, Teachers, and Students, Inc. (California State PTA), including all unit, council and district PTAs and all of their

officers, directors, members and volunteers with respect to my/our liability for bodily injury, property damage or personal and advertising injury to the extent caused by my/our acts or omissions or for the acts or omissions of those acting on my/our behalf:

A. In the performance of my/our ongoing operations; or

B. In the sale or distribution of my/our products; or

C. In connection with my/our premises rented to you.

Unless caused by the negligence of the California State PTA, unit, council or district PTAs.

NOTE: The terms and conditions of this agreement shall apply with respect to Vendors/Concessionaires/Service Providers operations for any unit, council, district or State PTA in California.

DATE: SIGNED: (Vendor/Concessionaire/Service Provider)

NAME OF ENTITY: TITLE:

Vendor: If you wish to be included as an approved vendor on the PTA Insurance website contact our

broker at 818.662.4200 or by email at [email protected]


Staff Pre-Registration Form 117th California State PTA Annual Convention in San Diego at the Town and

Country Resort & Convention Center

Exhibits Open: May 4 - 6, 2016

Please type or print clearly (up to 30 characters).

Name of Company: __________________________________________________________

Contact Person: Phone: ( )

Email: ______________________________________________________________________

Booth Size: 8x10 Regular Booth 10x10 (Sponsors)

1 Space 2 Spaces 3 Spaces 4 Spaces Other:

NOTE: You may have five (5) staff members attending your 10x8 or 10x10 booth area at any given time,

at no charge. If more staff members are required, there will be a fifty dollar ($50) charge for each

additional individual.

Staff:

1. ___________________________________________________________________________

2. ___________________________________________________________________________

3. ___________________________________________________________________________

4. ___________________________________________________________________________

5. ___________________________________________________________________________

6. ___________________________________________________________________________

7. ___________________________________________________________________________

8. ___________________________________________________________________________

9. ___________________________________________________________________________

10. __________________________________________________________________________

117th Annual California State PTA Convention


Faxed Application/Contract for Exhibit Space only DO NOT USE THIS FORM IF YOU APPLIED ONLINE Town and Country Resort & Convention Center in San Diego, May 4-7, 2016

FAX: (916) 440-1986 (credit cards only) Exhibits Open: May 4-6, 2016

Please type or print; complete ALL areas below:

Date: Company Name:

Contact Person: Title:

Address: City: State: ZIP:

Phone: ( ) Fax: ( ) Email:

Federal Tax ID # (Required): Insurance on file with Knight Insurance Services? Yes No

Insurance Company: Name of Insured:

Agents Name: Agents Phone: ( )

Type of Company: Commercial Nonprofit - must provide copy of 501 (c) 3 letter Allied Agency

Type of Product:

Will any item be sold or orders taken in the booth? No Yes Attach copy of your valid California Sellers Permit.

I am aware the acronym PTA or name California State PTA may not be utilized in any exhibitor materials.

Will food/drink samples be provided? No Yes (Liquid = two (2) ounces. Solids = one (1) ounce.)

Will live animals be displayed in booth? No Yes (Requires pre-approval.) List animals:

________________________________________________________________________________________________________________________

Booth Rental Costs:

Commercial standard booth(s) only NO PACKAGE _____x $1,350 = $__________

With package A _____x $1,481 = $__________

With package B _____x $1,573 = $__________

Commercial corner booth(s) only NO PACKAGE _____x $1,500 = $__________

With package A _____x $1,681 = $__________

With package B _____x $1,773 = $__________

Nonprofit standard booth(s) only NO PACKAGE _____x $ 750 = $__________

With package A _____x $ 931 = $__________

With package B _____x $1,023 = $__________

Nonprofit corner booth(s) only NO PACKAGE _____x $ 900 = $__________

With package A _____x $1,081 = $__________

With package B _____x $1,173 = $__________

Sponsorship amount (Check ONLY) = $__________

Workshop Fee $69 _____x = $__________

TOTAL = $__________

Payment/Deposit = $__________

Packages A&B Balance Due by February 28, 2016

Standard Package Balance Due by April 17, 2016 = $__________

Booth Choices: 1st ___________________ 2nd _________________ 3rd _________________

Contact me. I am interested in sponsorship opportunities.


Information for Exhibitor List to be provided to Delegates:

Contact name:

Phone #:

Email:

Facebook:

Twitter:

Product Description for Exhibitor List (25 words or less):

The undersigned exhibitor applicant desires to participate in the California State PTA Convention to be held in the City of San Diego, CA, May 4-7, 2016,

subject to the terms, conditions, rules and regulations governing said convention which are set forth on the attached Rules and Regulations and which

are expressly made a part of this Application/Contract as though repeated herein in full, preceding the signature of the undersigned. An Annual

Certificate of Liability Insurance, Additional Insured Endorsement and Hold Harmless Agreement is required to exhibit and must be sent to the California

State PTAs insurance broker at the time of payment and Application/Contract.

Contract is not valid until exhibitors participation is approved by the California State PTA and contract is countersigned. Booth(s) are secured when

Application/Contract, Certificate of Liability Insurance, Additional Insured Endorsement, Hold Harmless Agreement and full payment is received,

approved and verified. Full payment must be received by April 17, 2016. If a deposit is made, the balance is due prior to booth guarantee. The exhibitor

applicant understands the booths may be reassigned as deemed necessary by California State PTA. Application/Contract, payment of booth fee(s) and

insurance documents are date stamped when received. Applicant agrees to pay the space rental fees allocated to the booths assigned. No refund,

UNDER ANY CIRCUMSTANCES, if cancellation is received by the California State PTA after March 1, 2016.

In witness whereof, the exhibitor applicant has caused this Application/Contract to be executed individually or by an officer, agent, or representative duly

authorized to execute same and agrees that, if granted, exhibitor and all of its representatives will abide by all rules and regulations as stated within this

Exhibitor Prospectus.

Signature: ______________________________________________ Print Name: _______________________________________________

Title: __________________________________________________________________________ Date: ______________________________

Check Money order Visa MasterCard American Express Amount to be charged: ___________________________

Credit card number: Expiration date: / Security Code: _______

Name on Card: Cardholders Signature: ___________________________________________

Make check/money order payable to California State PTA. Mail payment with Application/Contract to California State PTA, 2327 L

Street, Sacramento, CA 95816, Attention: Exhibitor Registration. Online and FAX registration payment is by credit card only.

NOTE: Certificate of Liability Insurance, Additional Insured Endorsement and Hold Harmless Agreement must be sent to Knight

Insurance Services; FAX: (818) 662-9312; Contact Person: Jennifer Burgh.

Contract is not valid until exhibitors participation is approved by the California State PTA and contract is countersigned.

CALIFORNIA STATE PTA USE ONLY

APPROVED BY: ______________________________________, CALIFORNIA STATE PTA PRESIDENT DATE: ___________________


Exhibitors at 2015 Convention

99 Pledges

Aidtree Inc.

All for KIDZ/The NED Show

Apex Fun Run

Art in Action

Bedtime Math Foundation

BellCurve Labs Inc.

Boost Promotions

Boosterthon

Brax Fundraising

Buell Recreation, LLC

California Action for Healthy Kids

California Jump$tart Coalition

California Milk Advisory Board

California Music Educators Assoc.

California Scholarship Federation

California School Employees Assoc.

California School Library Assoc.

California School Nurses Org.

California Team Wear

Cash 4 Used Clothing Fundraiser

Charleston Wrap by: Jaxco

Child Safety Network

Chuck E. Cheese's

Coast 2 Coast Soccer

Color-a-thon

Comcast

Creative Sports, Inc.

CSM

Dairy Council of California

DB Academics

December Gift Shop

E-Complete

Ed100

Educational Products, Inc.

Educational Results Partnership

ETS

Fire Up your Feet

Fourleaf

Full Spectrum Ed. Serv.

Fun Services

FundTube

Gateway Fund Raising

GPA Learn

Great American Opport.

Groggy Dog Sportswear

Hemet USD Print Serv.

Herff Jones Yearbooks

Impact Teen Driver

Jolly Gift Boutique

K to College

KLM Auctions

Knight Insurance Serv.

Knott's Berry Farm

Koin, Inc.

Konstella

Lifetouch

LACOE

LOVE Reusable Bags

Lucky Kats, Inc.

Magic Masseuse

Mentor eData

Mixed Bags Design

Mustache Mikes Truck

My School Color Run

Oubly

Panda Restaurant Group

Perry Pence & Assoc.

Picaboo Yearbooks

Picked to Perfection LLC

Playgrounds by Design

PledgeStar

Polar Electro

Popcornopolis

PT Avenue

Quantum Learning

Read-a-thon

Reindeer Lane

RO-SHAM-BO Inc.

Safe Routes to Schools

ScholarShare

Scholastic Book Fairs

School Apptitude

School Datebooks

Schoola

Sears/Dockers

SeaWorld San Diego

See's Candy

Signature Fundraising

SO-NAPA

Southern California McDonalds

Square 1 Art

STAR Education

Talk About Abuse to Liberate Kids

Teens in the Driver Seat

The Imagination Machine

The Ocean Adventure

The Original Get Movin' Crew

The Via Foundation

Think Kindness

Uncle Ben's/Porter Novelli

United Scrip

West Coast Fundraising

World's Finest Chocolate

Yankee Candle Fundraising

Z Best Fundraising


Contact InformationCalifornia State PTA Exhibit Chairman

Stephanie Hale

2327 L Street Sacramento, CA 95816

(916) 440-1985 ext. 325 Fax: (916) 440.-1986

Email: [email protected]

Registration Company

SMART-reg International, Inc.

990 San Antonio Road Palo Alto, CA 94303

(888) 999-9169 (for SMART-Lead Devices Info

only)

Hotel Reservations

Town & Country Resort Hotel

Phone Reservations: (619) 502-7036

California State PTA Insurance Broker

Knight Insurance Services

535 N. Brand Blvd., Suite 1000

Glendale, CA 91203

Contact Person: Jennifer Burgh

(818) 662-4200 FAX: (818)662-9312

Email: [email protected]

Show Decorator

GES Exposition Services

7050 Lindell Road Las Vegas, NV 89118-4702

(800) 475-2098 Fax: (866) 329-1437

Contact online: www.ges.com/contact

Audio and Photography Release

By registering for and/or attending the California State PTA Annual Convention, you hereby grant and

assign California State PTA and its legal representatives the irrevocable and unrestricted right to use and

publish for editorial, trade, advertising or any other purpose and in any manner and medium, including

website and Internet promotion, all photographic, audio, video, and digital images of you and your guests

taken while in attendance at the California State PTA Annual Convention. By registering for and/or

attending the California State PTA Annual Convention you hereby release California State PTA and its

legal representatives from all claims and liability relating to said photographs, audio, video and digital

images.

Photography, Video and Audio Recording

Exhibitors may NOT photograph, videotape, or audio record any delegate, participant or PTA-sponsored

event during the California State PTA Annual Convention unless written consent is obtained prior to

Convention activities commencing. Use of photographs, videos, or audio recordings after the end of the

California State PTA Annual Convention is subject to consent and approval by California State PTA.

Texting

Exhibitors may NOT text any delegate or participant to come to the exhibit hall during workshops or

general meeting.

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Convention Exhibitor Prospectus 2016

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