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FEBRUARY 8-9 EMBASSY SUITES CONFERENCE CENTER & SPA SAN MARCOS, TX. TEXAS DEER ASSOCIATION ANTLER FEST 2019
F E B R U A R Y
8 - 9E M B A S S Y S U I T E S
C O N F E R E N C E C E N T E R & S P AS A N M A R C O S , T X .
T E X A S D E E R A S S O C I AT I O N
A N T L E R F E S T2 0 1 9
EVENT AGENDA A N T L E R F E S T2 0 1 9
FRIDAY 2.8.199:00AM REGISTRATION OPENS
10:00AM BALLROOM OPENS
NOON LUNCH
4:00PM HAPPY HOUR – LOBBY AREA
6:30PM DINNER
7:30PM “LADIES NIGHT” PREMIER BRED DOE AUCTION
9:30PM DONATION & SCHOLARSHIP AUCTION
10:30PM ENTERTAINMENT
SATURDAY 2.9.199:00AM REGISTRATION OPENS
10:00AM BALLROOM OPENS
10:00AM-11:30AM SEMINARS
12:30PM LUNCH
1:30PM ANTLER FEST 2018 DEER AUCTION
5:30PM HAPPY HOUR – LOBBY AREA
6:30PM DINNER
7:30PM DONATION & PAC AUCTION
8:30PM FAMILY FUN CASINO NIGHT
CONTACT US TODAYTO PURCHASE YOUR AD!
5 1 2 . 4 9 9 . 0 4 6 6P U B L I C AT I O N S @ T E X A S D E E R A S S O C I AT I O N . C O M
DON’T MISS OUT!ADVERTISE IN OUR UPCOMING AUCTION CATALOG & PROGRAM
AUCTION CATALOG PROGRAM
FULL PAGE $950HALF PAGE $650
FULL PAGE $950HALF PAGE $650
BOTH AUCTION CATALOG & PROGRAM
FULL PAGE $1,500 HALF PAGE $1,000
CATALOG ADS DUEDEC. 7, 2018
PROGRAM ADS DUEJAN. 14, 2019
DISCOUNTON ADS FOREXHIBITORS
10%
A N T L E R F E S T2 0 1 9REGISTRATION FORM
PAYMENT OPTIONS:Pre-Register and pay online at: www.texasdeerassociation.com/antler-fest-2019
Email form to TDA O�ce at: [email protected]
EMAIL PHONE
ADDRESS
CITY STATE ZIP
CONTACT NAME
C O N TA C T I N F O R M AT I O N
AT T E N D E E S
ATTENDEE NAME #1
PLEASE SELECT WHICH DAYS YOU WILL BE ATTENDING:
YES NO* WOULD YOU LIKE TO REQUEST AN AUCTION BIDDER NUMBER?:
TDA MEMBER - BOTH DAYS $100 TDA MEMBER - FRIDAY ONLY $75 TDA MEMBER - SATURDAY ONLY $75
NON MEMBER - BOTH DAYS $200 NON MEMBER - FRIDAY ONLY $150 NON MEMBER - SATURDAY ONLY $150
ATTENDEE NAME #2
PLEASE SELECT WHICH DAYS YOU WILL BE ATTENDING:
YES NO* WOULD YOU LIKE TO REQUEST AN AUCTION BIDDER NUMBER?:
TDA MEMBER - BOTH DAYS $100 TDA MEMBER - FRIDAY ONLY $75 TDA MEMBER - SATURDAY ONLY $75
NON MEMBER - BOTH DAYS $200 NON MEMBER - FRIDAY ONLY $150 NON MEMBER - SATURDAY ONLY $150
ATTENDEE NAME #3
PLEASE SELECT WHICH DAYS YOU WILL BE ATTENDING:
YES NO* WOULD YOU LIKE TO REQUEST AN AUCTION BIDDER NUMBER?:
TDA MEMBER - BOTH DAYS $100 TDA MEMBER - FRIDAY ONLY $75 TDA MEMBER - SATURDAY ONLY $75
NON MEMBER - BOTH DAYS $200 NON MEMBER - FRIDAY ONLY $150 NON MEMBER - SATURDAY ONLY $150
ATTENDEE NAME #4
PLEASE SELECT WHICH DAYS YOU WILL BE ATTENDING:
YES NO* WOULD YOU LIKE TO REQUEST AN AUCTION BIDDER NUMBER?:
TDA MEMBER - BOTH DAYS $100 TDA MEMBER - FRIDAY ONLY $75 TDA MEMBER - SATURDAY ONLY $75
NON MEMBER - BOTH DAYS $200 NON MEMBER - FRIDAY ONLY $150 NON MEMBER - SATURDAY ONLY $150
ATTENDEE NAME #5
PLEASE SELECT WHICH DAYS YOU WILL BE ATTENDING:
YES NO* WOULD YOU LIKE TO REQUEST AN AUCTION BIDDER NUMBER?:
TDA MEMBER - BOTH DAYS $100 TDA MEMBER - FRIDAY ONLY $75 TDA MEMBER - SATURDAY ONLY $75
NON MEMBER - BOTH DAYS $200 NON MEMBER - FRIDAY ONLY $150 NON MEMBER - SATURDAY ONLY $150
A N T L E R F E S T2 0 1 9SPONSORSHIP OPPORTUNITIES
The Texas Deer Association Antler Fest 2019 will start the new year in grand style, as we are extending this event to two full days of auctions, seminars and entertainment at our new location in San Marcos. To ensure the success of this event, we need your generous support, so please consider becoming an event sponsor with a variety of sponsorship levels to boost your presence with this event.
• 8 Event Registrations• 1 Reserved Table at Friday or Saturday Event• Full Page Ad in Event Program & Catalogue• Prominent Signage & Digital Promotion• Information in Event Bag (supplied to TDA by 2.5.2019)
FRIDAY OR SATURDAY DINNERSPONSOR (2 AVAILABLE EACH DAY) $7,500
• 6 Event Registrations• 1 Reserved Table at Friday or Saturday Event• Full Page Ad in Event Program & Catalogue• Prominent Signage & Digital Promotion• Information in Event Bag (supplied to TDA by 2.5.2019)
FRIDAY OR SATURDAY LUNCHSPONSOR (2 AVAILABLE EACH DAY) $6,000
• 6 Event Registrations• 1 Reserved Table at Friday Night Event• Half Page Ad in Event Program & Catalogue • Prominent Signage & Digital Promotion• Information in Event Bag (supplied to TDA by 2.5.2019)
LADIES NIGHT DOE AUCTION SPONSOR (4 AVAILABLE) $5,000
• 6 Event Registrations• 1 Reserved Table at Saturday Event• Half Page Ad in Event Program & Catalogue• Prominent Signage & Digital Promotion• Information in Event Bag (supplied to TDA by 2.5.2019)
ANTLER FEST AUCTION SPONSOR (4 AVAILABLE) $5,000
• 4 Event Registrations• 1 Reserved Table at Saturday Night Event• Half Page Ad in Event Program • Prominent Signage & Digital Promotion• Information in Event Bag (supplied to TDA by 2.5.2019)
ENTERTAINMENTSPONSOR (2 AVAILABLE) $3,500
• 4 Event Registrations• Logo on Casino Voucher Cards• Full Page Ad in Event Program & Catalogue• Prominent Signage & Digital Promotion• Information in Event Bag (supplied to TDA by 2.5.2019)
FAMILY FUN CASINO NIGHT SPONSOR (4 AVAILABLE) $2,500
• 4 Event Registrations• Prominent Signage & Digital Promotion• Information in Event Bag (supplied to TDA by 2.5.2019)
HAPPY HOURSPONSOR (2 AVAILABLE EACH DAY) $2,000
• 4 Event Registrations• Prominent Signage & Digital Promotion• Information in Event Bag (supplied to TDA by 2.5.2019)
SEMINARSPONSOR (5 AVAILABLE) $1,000
• 2 Event Registrations• 30-45 second video played on the screen in the ballroom (video must be provided to TDA by 2.1.2019)
VIDEOSPONSOR $750
• 1 full registration• Your flyer/swag in event bags (supplied to TDA by 2.5.2019)
FLYER/SWAGSPONSOR $500
For more info contact Judy Jackson [email protected] or 512.499.0466
A N T L E R F E S T2 0 1 9EXHIBITOR REGISTRATION INFORMATION
T E X A S D E E R A S S O C I AT I O N ( T D A ) P R O V I D E S T H E F O L L O W I N G F O R E A C H 1 0 ’ X 1 0 ’ B O O T H S PA C E :
• Company/Ranch listed in event program (must be paid in full by January 15, 2019)
• Two (2) Exhibitor Registrations – this includes lunch and dinner Friday & Saturday
• One Table (1) & Two (2) Chairs free of charge, BY REQUEST only
A D D I T I O N A L O P T I O N S
• Electrical access is available at an additional cost of $75 for the full event. This MUST be requested and paid for at time of
registration.
E X H I B I T O R R E G I S T R AT I O N , PAY M E N T A N D C A N C E L L AT I O N P O L I C Y
• Exhibitor booth spaces are NOT confirmed until FULL payment has been received by TDA.
• Exhibitor booth spaces not paid for by January 14, 2019 will be CANCELLED.
• No exhibitor will be allowed to load in if booth has not been paid for in FULL by January 14, 2019.
• Exhibitor booth spaces cancelled in writing to Judy Jackson at the TDA by January 14, 2019 will receive 50% refund of
total booth fee.
• Exhibitor booth spaces cancelled in writing to Judy Jackson on/after January 14, 2019 will forfeit all booth fees paid.
• Please make checks payable to: Texas Deer Association (US Funds only, drawn on US Bank only).
• Please call the TDA o�ce at (512) 499-0466 for all credit card payments.
• Booth placement requests will be given every possible consideration; however, placement is ultimately at the discretion of
the TDA.
E X H I B I T O R L O A D I N / O U T & E V E N T I N F O R M AT I O N
• Load In will be on THURSDAY, February 7, 2019 - 5:00PM to 9:00PM ONLY.
• Exhibits will be open from 9:00AM to 9:00PM on Friday February 8, 2019 and Saturday February 9, 2019.
• Load Out will be Sunday, February 10, 2019 – 8:00AM to NOON.
• ALL exhibits must be clear of the ballroom and loading dock by NOON on Sunday.
H O T E L I N F O R M AT I O N
• Event location is the Embassy Suites by Hilton San Marcos Hotel Conference Center & Spa.
• 1001 E McCarty Lane, San Marcos, TX 78666.
• Room Block is open until Friday January 11, 2019, rate is $161/night plus tax.
• Sponsors & Exhibitors are responsible for booking and payment of their own accommodation. Please call (512) 392-6450
for reservations.
TEXAS DEER ASSOCIATION
3112 Windsor Road, #A379, Austin, TX 78703 | 512.499.0466 | [email protected]
A N T L E R F E S T2 0 1 9EXHIBITOR | SPONSORSHIP FORM
SPONSOR/EXHIBITOR NAME CONTACT NAME
OWNER EMAIL OWNER PHONE
ADDRESS
CITY STATE ZIP
Check Credit Card(call TDA o�ce to complete payment)
CONTACT EMAIL CONTACT PHONE
OWNER NAME
PLEASE LIST THE PRODUCT/SERVICES TO BE EXHIBITED:
I T E M P R I C E Q T Y. S U B - T O TA L
Sponsorship Type (If Applicable enter here)
10’x10’ PREMIUM Booth(s) in Ballroom
8’x6’ REGULAR Booth(s) in Foyer
Electrical Access
1 Table & 2 Chairs
As Listed
$1,000 per booth
$750 per booth
$75
$0 (1 set included)
TOTAL AMOUNT DUE:
B O O T H P R E F E R E N C E S
1st Choice/Same Booth 2nd Choice 3rd Choice
By Exhibitor’s signature below, Exhibitor acknowledges that Exhibitor has read, understands, and will abide by the Terms and Conditions on of this agreement. Exhibitor also understands a space is reserved only with the receipt of FULL payment and this executed registration.
Exhibitor/Authorized Representative: Date:
PAY M E N T
C O N TA C T I N F O R M AT I O N
Receipt of Payment due by Monday, January 14, 2019
E X H I B I T O R S TA F F W R I S T B A N D S ( 2 P E R B O O T H )
Name 1:
Name 2:
Name 3:
Name 4:
A N T L E R F E S T2 0 1 9EXHIBITOR BOOTH LAYOUT
A N T L E R F E S T 2 0 1 9F E B R U A R Y 8 & 9 , 2 0 1 9
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A N T L E R F E S T2 0 1 9EXHIBITOR TERMS & CONDITIONS
1. Texas Deer Association (TDA) reserves the right to adjust and/or make changes in
booth assignments until Wednesday, February 6, 2019 to ensure exhibitors meet Hotel
and Fire Safety regulations.
2. No exhibit is permitted to extend beyond the 10'x10' allotted space in the ballroom,
or 8'x6' allotted space in the Foyer.
3. Exhibitor booth may not have side walls higher than 4 feet high, nor may the
sidewalls extend beyond 4 feet from the rear of the booth to ensure an unobstructed
view of adjacent booths. The rear wall of the exhibitor booth may not be higher than 12
feet tall. No booths shall obstruct the view of another booth, in the opinion of TDA.
4. Exhibitors may only distribute literature and materials from their booth location.
5. Exhibitor consents that TDA has the right to prohibit any exhibit or proposed exhibit
that in TDA’s opinion is not suitable for event. This includes but is not limited to audio
or video recordings, images or graphics, printed matter, conduct, persons or items. TDA
has this right prior to and during the event.
6. TDA may remove from the event any person/s who, in the sole opinion of the TDA,
I. Breaches any of the provision of this agreement
II. Causes as disruption of the event by said Exhibitors conduct or behavior
III . Engages in conduct or behavior that endangers the health, safety and well-being of
any other Exhibitor, attendee, TDA employee, Contractor, Hotel Sta� or guest of the
Hotel.
IV. Violates any rules, policies or procedures set forth in this agreement or set forth
by the TDA.
7. If the TDA exercises this right to prohibit an exhibit within 15 days prior to event, or
for the duration of the event, TDA shall not refund any monies paid by prohibited
Exhibitor.
8. Non-Exhibitor solicitation is strictly prohibited
9. Exhibits including the operation of audio/visual or l ighting equipment must be
arranged in a manner so that all noise and light do not disturb other Exhibitors, guest
or interfere with the Event.
10. Exhibitor Load In and Set up is clearly defined in this agreement. This will take place
from 5pm – 9pm on Thursday, February 7, 2019. By 8am on Friday, February 8, 2019, all
booth set up must be complete and all materials not in use at the booth will be removed
and stored out of the ballroom. No Exhibitor will be permitted to start set up after 8am
on Friday, February 8, 2019.
11. Exhibitor Load-Out is clearly defined in this agreement. This will take place on
Sunday, February 10, 2019 – 8am to NOON. All Exhibitors MUST be clear of the
Ballroom & Lobby areas by NOON on Sunday, February 10, 2019. Failure to do so will
result in Exhibitor’s full financial responsibility to Hotel for extended rental costs.
12 Security will be provided in the Ballroom and Lobby areas from 8pm Thursday,
February 7, 2019 until Noon on Sunday, February 10, 2019. Exhibitor acknowledges and
agrees TDA is not responsible for theft or loss of Exhibitors merchandise, promotional
materials, booth materials or personal property. Exhibitor is encouraged to acquire
appropriate insurance to cover any and all theft, loss or damage.
13 All Exhibitor booths must satisfy all Fire Department requirements. All materials,
decoration and items in the booth must be flame proofed. Special arrangements MUST
be made for fuel powered vehicles in compliance with Hotel and Fire Department
regulations.
14. All firearms bought into the event hall must be disabled and rendered inoperable.
NO live ammunition of any type is allowed in the event Ballroom, Foyer or Hallway at
any time. Exhibitors booths are prohibited from handling firearms while they are in the
possession of any alcoholic beverages.
15. No fundraising activities by Exhibitors including, but not limited to, ra�es will be
allowed in Exhibitor Booths.
16. Exhibitors and their agents shall not injure or deface the ceilings, walls or floors of
the building, booths or equipment. The Exhibitor will be held liable if any such damages
occur.
17. Any booth not paid in full by January 14, 2019 will be cancelled and Exhibitor will not
be permitted to set up at event.
18. Exhibitors must be current (less than 30 days) on all amounts due to the TDA
(Tracks, Advertising, Sponsorships, etc.) prior to exhibiting at the 2019 Event. E�ective
November 1, 2016, TDA will assess a monthly 1.5% finance charge on any unpaid
balance that is over 30 days past due.
19. The application for space along with the formal notice of assignments by TDA, and
the full payment of booth space rental & rental fees constitute an agreement for the
right to use the space allotted subject to the terms of section 5 above. In the event of
Acts of God, fire, strikes, rioting, war, acts of terrorism, civil disorders or other
circumstances making it impossible to operate the TDA event hall or safely open the
event, then, in the sole discretion of the TDA, with due regard for safety of Exhibitors
and guests, this agreement shall become void. All Exhibitors booth payment will be
retained by TDA and applied to the following event.
20. Exhibitor agrees to indemnify and hold TDA, its employees, volunteers, o�cers,
directors, agents and representatives as well as its subcontractors harmless due to any
claim or liabilities imposed by law on account of property damage or bodily injuries,
including death, resulting there from, sustained or alleged to be sustained by any
person or persons, whether they be members of the public visiting the event, employ-
ees of TDA, event volunteers or other Exhibitor, resulting from the negligence of the
Exhibitors, its agents, employees or persons performing services for it, or resulting
from any equipment, machinery or items displayed by the Exhibitor. Additionally,
Exhibitor agrees to indemnify and hold harmless TDA, and its subcontractors, employ-
ees, o�cers, directors, agents, volunteers and representatives from all property
damage, loss of business, loss of business opportunity, disruption of business or lost
profits arising from or caused by any condition at the facility, act of God, force of nature
or any other events or circumstances, including but not limited to, power outages,
telephone outages, wireless internet outages, floods, water damage or leaks, riots or
acts of terrorism.
21. Notwithstanding any remedy at law available to the Exhibitor, the Exhibitor hereby
expressly releases and waives all claims against TDA, its agents, o�cers, directors,
members, event volunteers or employees in consideration of the mutual agreement of
the parties and the opportunity of Exhibitor to exhibit at the events herein
referenced. TDA is not liable for any injury, loss or damage, including consequential or
indirect special or punitive damages incurred by Exhibitor or any Exhibitor’s agents,
representatives or employees.
22. This agreement shall not be assigned, and no rights granted to Exhibitor in this
agreement shall be subcontracted without the written consent of TDA.
23. This agreement contains all the agreements of the parties and may only be
amended in writing by a separate document executed by both parties.
By Exhibitors electronic signature on registration form, Exhibitor acknowledges that Exhibitor has read, understands and will abide by the Terms & Conditions of this agreement. Exhibitor understands a space is reserved only with full payment and delivery of this executed application, and is subject to booth space availability and the discretion of the TDA.
WOULD YOU LIKE TODONATE TO TDA?
DONATION FORM
DONOR ( COMPANY/NAME - TO BE LISTED IN PROGRAM): CONTACT PERSON ( IF DIFFIERENT FROM DONOR):
CONTACT EMAIL: CONTACT PHONE:
CONTACT ADDRESS:
EVENT:EVENT
OFFICE USE ONLY:
LOT
PROGRAM
DONATION DESCRIPTION (TO BE LISTED IN THE PROGRAM, INCLUDING LIMITATIONS, SPECIAL CONDITIONS, YOUTH ALLOWED, GUIDES/LODGING/TRANSPORTATION INCLUDED, ETC. USE BACK OF FORM IF NECESSARY):
DONATION DELIVERY: AT EVENT TDA PICK UP FROM DONOR BUYER TO CONTACT DONOR
DONATION SIGNATURE:
TDA ACCEPTS PAC DONATIONS FROM INDIVIDUALS ONLY, NOT CORPORATIONS OR BUSINESSES OWNED BY CORPORATIONS. ADDITIONALLY, UNLESS STRICTLY SPECIFIED BY DONOR, TDA RESERVES THE RIGHT TO PLACE THE DONATED ITEM IN ANY AUCTION CATEGORY (FOR EXAMPLE – LIVE AUCTION, SILENT AUCTION, RAFFLE, ETC.). ITEMS DELIVERED AT EVENT MUST BE CHECKED IN WITH TDA STAFF.
PAC DONATION: YES NO
THE TEXAS DEER ASSOCIATION (TDA) IS A NONPROFIT ORGANIZATION AS DESCRIBED IN 501(C)(6) OF THE INTERNAL REVENUE CODE (EIN: 31-1748281). DONATIONS TO THE TDA ARE NOT DEDUCTIBLE AS A CHARITABLE CONTRIBUTION, BUT MAY BE DEDUCTIBLE AS A BUSINESS EXPENSE. DONORS SHOULD CONSULT THEIR TAX PROFESSIONAL REGARDING DEDUCTIBILITY.
PLEASE MAIL/EMAIL THIS COMPLETED FORM TO:TEXAS DEER ASSOCIATION
3112 WINDSOR RD. #A379 AUSTIN, TX [email protected]
THANK YOU FOR YOUR DONATION TO THE TEXAS DEER ASSOCIATION
DONATION MUST BE USED BY:
