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New York State Association for Health, Physical Education, Recreation & Dance
New York State Association for Health, Physical Education, Recreation & Dance
Jessica A. Synenki
Conference Director [email protected] 315.823.1015 315.823.1012 fax www.nysahperd.org
Conference 2013 It is with great enthusiasm we look forward to our 76th Annual NYS Association for Health, Physical Education, Recreation and Dance (NYS AHPERD) Conference (Wednesday, November 20-Saturday, November 23, 2013)! Our theme this year is Honor The PAST, Celebrate The PRESENT, Embrace The FUTURE. Wednesday, November 20 - Saturday, November 23, 2013. We are once again hosting our
Conference at the beautiful Turning Stone Convention Center, Verona, New York. In 2012, over 1,200 people attended our 75th Annual Jubilee Conference at the Turning Stone and we are anticipating the same great attendance at this year’s event!
I would like to personally invite you to join us this year, either as a returning exhibitor, or a first-time exhibitor. Not only are we offering premium exhibit space again in the Event Center foyer, we are also offering exciting advertising options that will be sure to increase the exposure of your company and your products! Following, you will find the exhibitor booth and advertising information which includes, policies and lodging/travel information, an easy to complete exhibitor reservation form, our exhibit floor plan, and our exciting sponsorship opportunities! Sponsorship packages being offered are designed to provide your company maximum exposure with the professionals who purchase the kinds of products and services you market!
Further, we have dedicated time in our conference schedule, on both Thursday and Friday, for conference participants to visit your booth! To ensure a prime exhibit space is reserved for you, I encourage you to review, complete, and return the exhibitor reservation form as soon as possible (pages 9-10). To choose the location of your Exhibit Booth, please visit our website at www.nysahperd.org/conference and click on the Exhibitor Information Link. The booth schematic online will be continuously updated to show you current availability. I welcome any questions you may have and invite you to contact me at 315-823-1015 or email me at [email protected]. Thank you for your consideration of this invitation! I look forward to working with you and to shine a light on your company! Sincerely,
November 20-23, 2013
Jessica A. Synenki
Conference Director [email protected] 315.823.1015 315.823.1012 fax www.nysahperd.org
With over 1,200 attendees at our 2012 Conference, we are hoping to have, yet again, another outstanding year! Attending this year, will be health and physical education teachers, directors of health and physical education, university and college professors, worksite health professionals, athletic directors and coaches, recreation and dance specialists and future professionals!
76th Annual NYS AHPERD Conference
Show Dates:
November 20-23, 2013 (Wednesday-Saturday)
Exhibitor Dates:
November 21-22, 2013 (Thursday-Friday)
Exhibit Facility:
Turning Stone Convention Center
5213 Patrick Road, Verona, NY 13478
Total Number of Booths:
46 (8’x10’) - in the Event Center Foyer
10+ (10’x10’) - in the Event Center (will be filled
after the Event Center Foyer is full.)
RESERVE YOUR BOOTH TODAY!
CONFERENCE QUICK FACTS
Wednesday, November 20, 2013 Exhibitor Set-up: 3:00 pm - 8:00 pm Thursday, November 21, 2013 Exhibit Hall Hours: 8:00 am - 5:00 pm Exhibitor Welcome Breakfast: 7:00 am Dedicated Exhibit Time: 11:50 am - 12:20 pm Dedicated Exhibit Time: 2:55 pm - 3:25 pm Friday, November 22, 2013 Exhibit Hall Hours: 8:00 am - 3:00 pm Exhibitor Thank You Luncheon: 12:00 pm Dedicated Exhibit Time: 10:40 am - 11:10 am Dedicated Exhibit Time: 1:55 pm - 2:25 pm Exhibitor Tear-down: 3:00 pm - 6:00 pm
EXHIBIT HALL SCHEDULE Dedicated Exhibit Times are subject to change; please check your onsite Exhibitor Packet.
All booths are on a first-come, first-pay basis; as the booths in the Event Centre Foyer fill up, we will assign booths in the Event Center. If you prefer to be in the Event Center, rather than the Foyer, please indicate that on your Reservation Form.
46 - 8’ x 10’ Booths in the Event Center Foyer
$ 195
10+ - 10’ x 10’ Booths in the Event Center
$195
EXHIBITOR BOOTH FEES
Full payment must accompany your reservation form to reserve space. No exhibitor will be permitted to exhibit unless payment is made in full. Please make all checks and purchase orders payable to NYS AHPERD. Currently, NYS AHPERD only accepts the following credit cards: VISA and MasterCard. Contact the Conference Director with any other payment arrangement questions.
EXHIBITOR PAYMENT
November 20-23, 2013
Jessica A. Synenki
Conference Director [email protected] 315.823.1015 315.823.1012 fax www.nysahperd.org
A copy of the Exhibitor Floor Plan is on this page, however, p lease vis i t us onl ine at www.nysahperd.org/conference to view which booths are still available. As a reminder, booths will be assigned on a first-come, first-pay basis. A prompt return of the Reservation Form (pages 9-10) and payment would be to your advantage.
BOOTH ASSIGNMENTS
Exhibits are not to exceed 8’ in height. Space within 2’ of the front line may not have displays higher than 42”. Normal janitorial service will be provided within the foyer. All exposed rough work must be properly covered. All activity must be confined to the limits of the exhibit booth.
No exhibitor shall assign, sublet, or share the whole or any part of the space without the consent of the NYS AHPERD Conference Director.
Use of booth space shall not interfere with other exhibitors. Music or other exhibit noise and activity must be kept at a level that will not disturb other vendors. The exhibit shall not obstruct the view of adjoining exhibits. The NYS AHPERD Conference Director may consider exceptions to these conditions.
Extra tables, booth furnishings and electrical outlets will be available for purchase through the official decorator. This information along with shipping instructions will be mailed from by the NYS AHPERD Conference Director to exhibitors upon receipt of booth payment.
Booths must be open and properly staffed during specified exhibit hours unless other arrangements have been made with the Conference Director.
BOOTH SPACE
EXHIBIT FLOOR PLAN
BOOTH BENEFITS 8’ backdrop and 3’ side rails on all booths
7” x 40” exhibitor identification sign
One (1) 6’ x 24” table with white vinyl top and skirting, 2 chairs & wastebasket
Two (2) Complimentary Badges per Booth
Four (4) Dedicated Exhibit Show Times
One (1) Complimentary 30-Minute Demonstration (only 4 available)
Complimentary Exhibitor Welcome Breakfast on Thursday Morning
Complimentary Exhibitor Thank You Luncheon on Friday Afternoon
Conference Program Company Contact Profile
Conference Registration Site Listing with Clickable Link to Exhibitor’s Website
Complimentary Stuffer Option (company must supply enough for all attendees)
November 20-23, 2013
Jessica A. Synenki
Conference Director [email protected] 315.823.1015 315.823.1012 fax www.nysahperd.org
The Turning Stone Convention Center is a venue that provides constant surveillance throughout the facility; because of this type of environment, NYS AHPERD will not provide additional security for our event. Although, camera surveillance and roaming security guards are available at all times this service shall not be construed to be an assumption of obligations or duty with respect to the protection of the property of exhibitors by NYS AHPERD; such obligation and duty shall at all times remain the sole possession, custody and responsibility of each exhibitor.
SECURITY
Written notice of cancellation is required. A fee of 25% will be assessed for booth cancellations received after August 31, 2013. A fee of 50% will be assessed for booth cancellations received after October 15, 2013. No advertising refund will be issued for any cancellation received after print deadlines.
If in the event you do not notify NYS AHPERD that you are unable to attend the Conference and/or you do not show up at the Conference to set-up your booth, your booth fees will not be refunded.
CANCELLATION POLICY
INSURANCE & LIABILITY The exhibitors’ property is shown at their own risk. Neither the Turning Stone Convention Center, its representatives, nor NYS AHPERD shall assume any responsibility thereof. The exhibitor shall assume all responsibility for any losses incurred due to accident, fire, theft, flood, lightening or other act of God beyond the control of the Conference Site Management and NYS AHPERD. All exhibitors shall assume full liability and shall hold the Turning Stone Convention Center and NYS AHPERD harmless from any and all claims arising from any act of omission on the part of the exhibitor, his employees or agents.
EXHIBITOR AND ADVERTISING POLICY
NYS AHPERD reserves the right to refuse exhibitors that do not conform to standards/guidelines as determined by NYS AHPERD. Exhibitors shall not conflict with the objectives, standards, or programs of NYS AHPERD.
NYS AHPERD will accept exhibitors when the product is directly related to education and/or the product is directly beneficial to members.
The exhibitor agrees to not hold the publisher, its employees, agents, or independent contractors liable for any incidental or consequential damages that may arise concerning the advertising submitted under the terms of this contract. The exhibitor agrees to be solely responsible for any problems that arise out of the display, submission and publication of any materials that are in violation of any state or federal laws or regulations.
Neither the Turning Stone Convention Center, its representatives, nor NYS AHPERD shall assume responsibility thereof.
November 20-23, 2013
Jessica A. Synenki
Conference Director [email protected] 315.823.1015 315.823.1012 fax www.nysahperd.org
CONFERENCE STUFFER
ADVERTISING FEES
The Conference Stuffer is distributed to each Conference attendee. A sample product must accompany this order for approval by the NYS AHPERD Conference Director. Once approval has been issued, the product will need to be shipped to a specified address at the vendor’s expense. The cost for a Conference Stuffer (not including shipping) is $395. Please contact the Conference Director for shipping details at (315) 823-1015 or via email at [email protected].
ELECTRONIC REAL ESTATE Exhibitors have the opportunity to “rent” electronic real estate on our NYS AHPERD Website at www.nysahperd.org/conference; the cost is $400 and your logo/clickable link will be added to our website as soon as payment is received and will remain on our website until January 1, 2014. Interested exhibitors should forward their logo and website link to the Conference Director at [email protected] and complete the appropriate section of the Reservation Form in this prospectus.
ADVERTISING OPPORTUNITIES
Our newsletters are emailed to our membership consisting of health and physical education teachers, directors of health and physical education, university and college professors, worksite health professionals, athletic directors and coaches, recreation and dance specialists and future professionals; for our Winter and Spring Newsletters this is approximately 3,300 individuals. Our Fall Conference Publication is a beautiful, full color brochure that is mailed to our membership. The Conference Program, given to all attendees, offers you another premium opportunity for exposure.
Fall 2013 Conference Publication print deadline 8/1/2013 $650 Full-Page $100 To Be Listed As A Sponsor/Supporter Conference Program print deadline 10/1/2013 $250 Full-Page $175 Half-Page $100 Quarter-Page $375 Inside Front Cover Winter 2014 Newsletter print deadline 12/15/2013 $350 Full-Page $200 Half-Page $125 Quarter-Page Spring 2014 Newsletter print deadline 4/15/2013 $350 Full-Page $200 Half-Page $125 Quarter-Page
Purchase a full page ad in all four publications for $1,400
NYS AHPERD must receive the advertisement and payment by the deadline dates. Artwork must be provided as follows: email file as an attachment, preferably in a .JPG format or .PDF format to [email protected]. Artwork can also be mailed camera-ready, hardcopy to the NYS AHPERD Central Office.
November 20-23, 2013
Jessica A. Synenki
Conference Director [email protected] 315.823.1015 315.823.1012 fax www.nysahperd.org
Conference Memento Sponsorship (Valued at $3,500 - 1,200 bags given out in 2012!)
The Conference Memento is given to each conference attendee. The Conference memento will feature the sponsors’ logo (1-color) and the Conference logo. Conference Memento sponsors will receive the following: -Company name and logo, provided by the sponsor, prominently displayed on the Conference Memento -Full-page advertisement, provided by sponsor, in the Fall 2013 Conference Publication -Recognition as a sponsor in both our Fall 2013 Conference Publication & Conference Program -Full-page advertisement, provided by sponsor, in the Conference Program for 2013 -Full-page advertisement, provided by sponsor, in the Winter 2014 Newsletter & Spring 2014 Newsletter -One Free Exhibit Booth for 2013 -One Free Conference Stuffer in the Conference Memento for 2013 -Electronic Real Estate on NYS AHPERD Website for 12 months
Jay B. Nash Awards Dinner Sponsorship (Valued at $2,000)
The Jay B. Nash Awards Dinner is the single, largest, ticketed function at our Conference. This formal dinner recognizes the NYS AHPERD Teachers of the Year, Professional of the Year, Distinguished Service Recipients, and Jay B. Nash Outstanding Major Award Winners. The reception will be held Friday evening at our Conference. The exclusive sponsor of the Jay B. Nash Awards Dinner will receive the following: -Reserved Seating at the Jay B. Nash Awards Dinner with company representatives formally introduced -Opportunity to have one (1) promotional item placed at every seat at the dinner -Company name and logo, provided by the sponsor, prominently displayed -Recognition as a sponsor in both our Fall 2013 Conference Publication & Conference Program -Full-page advertisement, provided by sponsor, in the Conference Program for 2013 -Full-page advertisement, provided by sponsor, in the Winter 2014 Newsletter & Spring 2014 Newsletter -One Free Exhibit Booth for 2013 -Electronic Real Estate on NYS AHPERD Website for 3 months prior to and 3 months post Conference
SPONSORSHIP OPPORTUNITIES
General Session Sponsorship (Valued at $1,000 )
Our General Sessions are always a highlight of our Conferences! Sole sponsorship will be awarded for each General Session. General Session Sponsors will receive the following: -Reserved Seating at the General Session with company representatives formally introduced -Opportunity to have one (1) promotional item placed at every seat in the room -Recognition as a sponsor in both our Fall 2013 Conference Publication & Conference Program -Full-page advertisement, provided by sponsor, in the Conference Program for 2013 -One Free Exhibit Booth for 2013 -One Free Commercial Presentation -One Free Conference Stuffer in the Conference Memento for 2013 -Electronic Real Estate on NYS AHPERD Website for 3 months prior to and 3 months post Conference
November 20-23, 2013
Jessica A. Synenki
Conference Director [email protected] 315.823.1015 315.823.1012 fax www.nysahperd.org
LODGING INFORMATION Exhibitors will be responsible for their own accommodations. You are invited to take advantage of our pre-negotiated room rates if you make your reservations prior to close of business on Saturday, October 19, 2013.
Turning Stone Tower or Hotel
$124/night single/double
$134/night triple
$144/night quad
Turning Stone Lodge
$214/night single/double
$234/night triple
$254/night quad
Turning Stone Inn
$85/night single/double
$105/night triple/quad
Be sure to mention NYS AHPERD when making your reservations to receive our reduced rates. The Turning Stone’s toll free number is: (800) 771-7711.
Parking at the Turning Stone Resort & Convention Center is free. Valet Parking is also free for overnight guests.
If you have any problems with your hotel reservation, please feel free to contact the NYS AHPERD Conference Director.
Visit the Turning Stone website to learn more about this wonderful facility! www.turningstone.com
TRAVEL INFORMATION From the Syracuse Hancock International Airport: Take I-90 East (NYS Thruway) to Exit 33 (Verona); go through the tollbooth, travel straight to the stoplight. Take a left onto 365 and the next left into the resort.
The Turning Stone Resort and Convention Center can pre-arrange transportation service to and from the Syracuse Hancock International Airport on a scheduled timeframe. Costs range from $75 for Limo Service to $100 for Shuttle Bus Service, per trip.
From the North: Take Route I-81 South; take I-481 South; take I-90 East (NYS Thruway) to Exit 33 (Verona); go through the tollbooth, travel straight to the stoplight. Take a left onto 365 and the next left into the resort.
From the South: Take I-81 North to Exit 16A; take I-481 North to Exit 6; take I-90 East (NYS Thruway) to Exit 33 (Verona); go through the tollbooth, travel straight to the stoplight. Take a left onto 365 and the next left into the resort.
From the East: Take 1-90 West (NYS Thruway) to Exit 33 (Verona); go through the tollbooth, travel straight to the stoplight. Take a left onto 365 and the next left into the resort.
From the West: Take I-90 East (NYS Thruway) to Exit 33 (Verona); go through the tollbooth, travel straight to the stoplight. Take a left onto 365 and the next left into the resort.
From NYC: Take I-87 North (NYS Thruway) to I-90 West (NYS Thruway) to Exit 33 (Verona); go through the tollbooth, travel straight to the stoplight. Take a left onto 365 and the next left into the resort. NOTE: In the Albany Area, I-87 becomes I-90. Make sure you stay on the Thruway (Toll Road) and do not exit in the Albany area. If you are on I-87 Northway, get back to I-90 going west.
November 20-23, 2013
November 20-23, 2013
2013 NON PROFIT & GOVERNMENT AGENCY EXHIBITOR RESERVATION FORM
Exhibitor Booth Fee
Booth Number Preference
1st choice 2nd choice 3rd choice 4th choice
Please list the names of two representatives that will be attending the conference.
1. 2.
$195
Electronic Real Estate $400 (send link and logo to [email protected])
$1,000 General Session
$3,500 Conference Memento
Advertising Opportunities
$395 (no booth & sample product required with this form) Conference Stuffer Only
Contact the Conference Director for availability and fee Vendor Hour Presentation
Sponsorship Package Fee $2,000 Jay B. Nash Awards Dinner
Conference Program $175 1/2 page $100 1/4 page $200 full page $375 inside cover
Fall 2013 Publication $650 full page $100 to be listed as supporter/sponsor
Winter 2014 Newsletter $350 full page $200 1/2 page $125 1/4 page
Spring 2014 Newsletter $350 full page $200 1/2 page $125 1/4 page
Purchase a full page ad in all four
publications for $1,400
Jessica A. Synenki
Conference Director [email protected] 315.823.1015 315.823.1012 fax www.nysahperd.org
November 20-23, 2013
COMPANY NAME:
CONTACT PERSON:
ADDRESS:
CITY, STATE, ZIP:
TELEPHONE: FAX:
E-MAIL: WEBSITE:
I AGREE TO THE TERMS AND CONDITIONS AS OUTLINED ON THE EXHIBITOR INFORMATION AND POLICY SHEET. (SIGNATURE REQUIRED)
Return form with payment to: Jessica A. Synenki, Conference Director - NYS AHPERD, 77 North Ann Street, Little Falls, NY 13365
Phone: 315-823-1015 ~ Fax: 315-823-1012 ~ Email: [email protected]
Total Payment Enclosed OR Total To Be Charged To Credit Card: $
Check or Purchase Order Payable to NYS AHPERD VISA Card MasterCard
Credit Card Number:
Expiration Date: Security Code:
Cardholder’s Name:
