Zeta Phi Beta Sorority, Incorporated
Zeta Phi Beta Sorority, Incorporated Midwestern Region – 73rd Regional Leadership Conference Mary Breaux Wright, International President Samantha Hughes, Regional Director Artisha Woody, OK State Director Gree$ngs and Saluta$ons! Zeta Phi Beta Sorority, Incorporated – Midwestern Region is eagerly preparing for our Regional Conference. We are excited to invite your business to par$cipate as a vendor or exhibit to showcase your products and services to our conference aFendees. This is an excellent opportunity to network with and to interact with the Zeta family. The conference will be held March 26th-‐29th, 2015 in Tulsa, OK at the HyaF Regency Hotel 100 East 2nd Street, Tulsa, OK 74103. For a hotel room rates and reserva$ons please call (918) 582-‐9000. For priority considera$on, please return your completed registra$on/contract with the payment by February 28, 2015. Registra$on and contract forms will be accepted through March 15, 2015. Any forms that are received from March 1, 2015 to March 15, 2015 will be processed as space allows with an addi$onal late fee. A confirma$on email will be sent upon receipt of your completed contract with payment. Please note, vendor space is limited and will be assigned on a first come, first serve basis. To secure you space, please pay the required fee online at hFp:// conferences.midwesternzetas.org/info/vendor/ and mail completed contract: ATTN: Kellye Johnson (405) 532-‐0035 [email protected] 12831 N. Straford Drive #311 Oklahoma City, OK 73120 The vendor area will be available for set-‐up on March 26, 2015 between the hours of 8:00 am and 8:00 pm. Each vendor will be provided two (2) six-‐foot draped and skirted tables with two (2) chairs. A third table will be provided with an addi$onal cost of $25.00 pending available space. The maximum number of tables allowed is three (3) per vendor. If you have any addi$onal ques$ons, please do not hesitate to contact. We look forward to seeing you at the Midwestern Regional Conference! Sincerely, Kellye Johnson Zeta Phi Beta Sorority, Inc. Midwestern Region Vendor Coordinator Zeta Phi Beta Sorority, Incorporated Midwestern Region – 73rd Regional Leadership Conference Mary Breaux Wright, International President Samantha Hughes, Regional Director Artisha Woody, OK State Director VENDOR FEES/TELEPHONE/ELECTRICITY: An assessment of $275.00 is required for each vendor booth. Payment must be paid online at hFp://conferences.midwesternzetas.org/info/vendor/ . All expenses rela$ng to telephone, electrical installa$on, and any other equipment provided by the hotel will be the responsibility of the vendor. Vendor registra$on fee includes HVAC during show hours, room ligh$ng during show hours, and finished carpet space. Vendor registra$on fee does not include exhibit storage, material handling, decora$on, special ligh$ng, security services, cleaning or janitorial services, installa$on labor (including erec$ng, draping, or decora$ng exhibit booths/area), or moving exhibit material in and out of hotel. AREA ASSIGNMENT: A vendor booth shall consist of two (2) six-‐foot tables that will be assigned to each vendor based on the date receipt of each complete registra$on/contract packet. Special furniture or backdrops are the responsibility of the vendor. Any movement of tables must be approved by the Zeta Phi Beta Sorority, Inc. Midwestern regional conference planning marshal during vendor set-‐up $me. CONTRACT APPROVAL: For priority considera$on, this signed registra$on/contract with payment must be returned to ATTN: Kellye Johnson 12831 N Straford Dr. #311 Oklahoma City, OK 73120 by February 28, 2015. If registra$on is sent aker this date, please contact the Conference Planner to see if space is s$ll available. If so, an addi$onal $25 must be included with your payment as a late fee. Registra$ons received aker March 15, 2015 will not be accepted. Upon receipt and approval of vendor registra$on/contract, the vendor will receive an email confirming acceptance. Applicants that are not approved will be no$fied by leFer or email and the funds will be returned. REFUND POLICY: Request for refunds must be in wri$ng and postmarked by March 10, 2015 to: ATTN: ATTN: Kellye Johnson 12831 N Straford Dr. #311 Oklahoma City, OK 73120. The wriFen request should include reasons for cancella$on, applicant’s contact informa$on, and signature. A processing fee of $75 will be assessed on all refunds. Refund requests postmarked aker March 10, 2015 will result in a forfeiture of the registra$on fee. Vendor space will be reassigned with cancella$on. Failure to aFend will result in a complete forfeiture of the registra$on fee. Zeta Phi Beta Sorority, Incorporated Midwestern Region – 73rd Regional Leadership Conference Mary Breaux Wright, International President Samantha Hughes, Regional Director Artisha Woody, OK State Director EXHIBIT HOURS: The schedule is as follows: Thursday, March 26, 2015 ➡ 8:00 am – 11:00 am — Vendor set-‐up $me ➡ 11:00 am – 9:00 pm — Open sales Friday, March 27, 2015 ➡ 8:00 am – 9:00 pm — Open sales Saturday, March 28, 2015 ➡ 8:00 am – 9:00 pm — Open sales All exhibits, materials, and decora$ons must be removed by 10:00 pm on Saturday, March 28, 2015. Booths must be open for business at all $mes during exhibit hours not alloFed for meal breaks. SHIPPING/HANDLING: All shipping costs for displays, materials and/or supplies shipped to the hotel in advance of the conference must be paid in full by vendor prior to delivery. At no $me is Zeta Phi Beta Sorority, Inc. Midwestern Region considered to have custody, control, or ownership of any shipment by or to the vendor. Zeta Phi Beta Sorority, Inc. Midwestern Region does not warrant against and is not liable for any losses occurring as a result of shipment or receipt of shipment by hotel, including, but not limited to, damage or loss of shipment while in the custody of hotel, delayed or missing shipments, or damage or loss occurring while in the custody of shipper. SECURITY: Zeta Phi Beta Sorority, Inc. Midwestern Region is no way a guarantor of the hotel’s security devices, measures, or controls. Merchandise lek unaFended at any $me by the vendor is at his/ her sole risk. Zeta Phi Beta Sorority, Inc. Midwestern Region is not responsible for losses incurred due to thek or damage of property lek in vendor area or adjoining hallways and rooms. Zeta Phi Beta Sorority, Inc. Midwestern Region is not responsible for providing vendors overflow or individual storage facili$es. Zeta Phi Beta Sorority, Incorporated Midwestern Region – 73rd Regional Leadership Conference Mary Breaux Wright, International President Samantha Hughes, Regional Director Artisha Woody, OK State Director EXHIBIT LIABILITY: The vendor assumes all liability and hereby agrees to protect, indemnify, and hold Zeta Phi Beta Sorority, Inc. Midwestern Region and its members harmless against all claims, losses, and damages to person and/or property; governmental charges and/or fines: and aForney’s fees arising out of or caused by vendor installa$on, removal, maintenance, occupancy, or use of the vendor’s area or any part thereof, excluding any such liability caused by the sole negligence of Zeta Phi Beta Sorority, Inc. Midwestern Region or its members. In addi$on, the vendor acknowledges that Zeta Phi Beta Sorority, Inc. Midwestern Region does not maintain insurance covering vendor property and that it is the sole responsibility of the vendor to obtain business interrup$on and property damage and/or loss insurance. RELATIONSHIP OF PARTIES: Zeta Phi Beta Sorority, Inc. Midwestern Region and the vendor are not agents, joint ventures, partners, or representa$ves of one another. Any warran$es or guarantees that the vendor may make to customers are not made by Zeta Phi Beta Sorority, Inc. Midwestern Region and shall be the sole responsibility of the vendor. Each vendor shall indemnify and hold Zeta Phi Beta Sorority, Inc. Midwestern Region harmless from any claims, demands, judgments, losses, costs, and expenses (including aForney’s fees) that arise from or are related to the products to customers by the vendor. WAIVER: The failure of any party hereto insist in any one or more instances upon strict performances of any of the obliga$ons of any other party pursuant to this agreement or to take advantage of its rights hereunder shall not be construed as a waiver of the performance of any such obliga$on or the relinquishment of any such rights for the future, but the same shall con$nue and remain in full force and effect. AGREEMENT: This agreement is the complete and exclusive statement of the terms agreed upon by the par$es and supersedes all prior understandings or agreements, wriFen or oral, between par$es to the subject of this agreement and will be governed by the laws of the State of Oklahoma. This agreement shall not be supplemented, amended, or modified except upon the express wriFen agreement of the par$es. Any issues, concerns, or details not specifically men$oned herein will be resolved by the Vendor Coordinator at her sole discre$on. Zeta Phi Beta Sorority, Incorporated Midwestern Region – 73rd Regional Leadership Conference Mary Breaux Wright, International President Samantha Hughes, Regional Director Artisha Woody, OK State Director In Witness Whereof, the undersigned have executed this vendor agreement as of the date set forth below VENDOR: PRINT NAME: REPRESENTATIVE SIGNATURE: DATE: ZETA PHI BETA SORORITY, INC. MIDWESTERN REGION-‐ REGIONAL CONFERENCE VENDOR COORDINATOR: PRINTED NAME: REPRESENTATIVE SIGNATURE: DATE: VENDOR REGISTRATION NAME: MAILING ADDRESS: TELEPHONE WORK: CELL: EMAIL ADDRESS: TYPE OF SALES: Completed contracts with payment must be received not later than Saturday, February 28, 2015. Payments must be made by paying online only at: hFp://conferences.midwesternzetas.org/info/ vendor/ Zeta Phi Beta Sorority, Incorporated Midwestern Region – 73rd Regional Leadership Conference Mary Breaux Wright, International President Samantha Hughes, Regional Director Artisha Woody, OK State Director VENDOR SPACE ORDER: Vendor setup during Regional Conference will include Quarter Page Ad in Regional Journal and (2) six-‐foot tables -‐ $275 Extra Table (maximum of one (1) extra table permiFed) -‐ $25 TOTAL DUE: • IF PAID BY FEBRUARY 28, 2015 (AFTER THIS DATE WE RESERVE THE RIGHT TO OPEN VENDOR SPACE FOR ALL DAYS TO OTHER GREEK VENDORS) VENDOR SPACE PREFERENCES: Electricity (must bring your own extension cords and latex tape – to tape down cords) Yes, I would like to donate a door prize. Cancella'on & Refund Policy — Request for refunds must be in wri$ng and postmarked by Tuesday, March 10, 2015. A processing fee of $75 will be withheld from refunded registra$on fee. DATE/PLACE FOR VENDOR SALES: March 26th-‐28th, 2015, HyaH Regency Hotel 100 East 2nd Street, Tulsa, OK 74103
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