Exhibitor Prospectus - The California State PTA
Cal i f orni aState ® Convent i on2015•Sacr ament o 1 1 6t h ANNUAL CONVE NT I ON Apr i l 30May3, 201 5 Sacr ament oConvent i onCent er E XHI BI TORP ROSPE CTUS Onl i ne www. c apt a. or g T hr eeE as yWay st oAppl y F ebr uar y2Apr i l 1 7 , 201 5 F ax 91 6. 4 4 0. 1 986 Mai l Cal i f or ni aSt at ePT A 2327LSt r eet Sac r ament o, CA9581 6 I nsur anceDocument sRequi r ed 2 CONTACT INFORMATION California State PTA Exhibit Chairman Sherry Elkington 2327 L Street • Sacramento, CA 95816 916.440.1985 ext. 325 Fax: 916.440.1986 Email: [email protected] California State PTA 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 http://www.capta.org/sections/convention-2015/ Click on the “Housing” button to access California State PTA Insurance Broker BB & T- Knight Insurance Services 535 N. Brand Blvd., 10th Floor • Glendale, CA 91203 Contact Person: Jennifer Burgh 818.662.4200 FAX: 888.770.1883 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 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, 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, video and digital images. PHOTOGRAPHY, VIDEO AND AUDIO RECORDING Exhibitors may NOT photograph, videotape, or audio record any delegate, attendee 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 attendee to come to the exhibit hall during workshops or general meetings. TABLE OF CONTENTS At-A-Glance for Exhibitors ....................................................................................................................... 3 Exhibitor Information ............................................................................................................................. 4-6 Area Map ................................................................................................................................................... 7 Policies and Procedures ........................................................................................................................ 8-10 Convention Dates..................................................................................................................................... 10 Golden State PTA…………………………………………………………………………………….. ...10 Sponsorship Opportunities....................................................................................................................... 11 Sample Certificates ............................................................................................................................. 12-13 Hold Harmless Agreement....................................................................................................................... 14 Hotel Planning ......................................................................................................................................... 15 Staff Pre-Registration Form ..................................................................................................................... 16 Application/Contract for Exhibit Space .............................................................................................. 17-18 Exhibit Hall Map ..................................................................................................................................... 19 2014 CAPTA Convention Exhibitors ...................................................................................................... 20 2327 L Street, Sacramento, CA, 95816 ● 916.440.1985 ● FAX 916.440.1986 ● Email [email protected] ● www.capta.org 3 AT-A-GLANCE FOR EXHIBITORS: Online Registration opens February 2, 2015 Password: e x 2 0 1 5 p t a Booth is 10’ X 10’ (includes back-rail, side-rail draping, 200 lbs. drayage and organization identification name). Fee Booth Fees: Commercial – Corner Commercial – Standard Non-Profit – Corner Non-Profit – Standard $1,500 1,350 900 750 Optional Package A $1,681 1,481 1,081 931 Optional Package B $1,773 1,573 1,173 1,023 NEW: Package A - Table, Two (2) Chairs and Trash Can NEW: Package B - Table, Two (2) Chairs, Trash Can and Carpet MUST PRE-REGISTER & PAY IN FULL BY FEBRUARY 28, 2015 Each Exhibitor receives one (1) FREE Smart Lead Device (SLD). Insurance due date is April 17, 2015 (Certificate of Liability, Additional Insured Endorsement & Hold Harmless). Choose three (3) booth numbers (hover on booth spaces to see who is around you). Set-up of booth is on Wednesday April 29, 2015 from 12- 5 p.m. NEW: All Exhibitors must register with the Exhibits Chairman in Hall B. NEW: Only five (5) staff members may work in the booth at the same time. A fee of $50 will be charged for each additional staff member. NEW: MANDATORY EXHIBITOR BRIEFING on Thursday April 30, 2015 from 9:30-10:30 a.m. NEW: Exhibitors may attend one workshop for a $69 fee. Convention host hotels are the Sheraton Grand and the Hyatt Regency (located across the street from the convention center). 2327 L Street, Sacramento, CA, 95816 ● 916.440.1985 ● FAX 916.440.1986 ● Email [email protected] ● www.capta.org 4 HOW TO APPLY EXHIBITOR REGISTRATION IS NOT AVAILABLE ON-SITE. To get the best booth location, be sure to apply online! ONLINE: www.capta.org/exhibitors (Click on the exhibitor button) Login: (Your Company Name) Password: ex2015pta Payment by credit card only FAX: Fax completed Application/Contract to 916.440.1986, include credit card information. Application/Contract must be signed; no checks by fax. NOTE: Booth confirmation 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. EXHIBITOR INFORMATION Exhibit Hall hours are listed on page 5. Exhibit Hall is open April 30-May 2, 2015. Booth Information Dimensions: 10’ X 10’ Maximum height: 8’ No more than five (5) staff members in the booth at any given time. A $50 fee will be charged for each additional staff member. Includes back-rail, side-rail draping and organization identification sign. Electricity is not included in booth/s rental. You must order that thru GES. 200 lbs of FREE freight drayage Any additional items, contact GES for pricing. 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. Three booth options are available if reserved and paid in full by FEBRUARY 28, 2015. A $200 deposit applies to booth space. o Standard fee o Package A: One table, two chairs and a trash can o Package B: One table, two chairs, a trash can and carpeting March 1–April 17, 2015: Contact GES directly at 714.936.1295 for a service kit. Booth Sales & Selection Priority selection of booths is given to convention sponsors (see pg. 11 to be a Sponsor). Online chart highlights booth status (RED=Sold & YELLOW=Pending) Hover over a booth to see exhibitor selections. Booth selection guaranteed when full payment and Application/Contract is received & approved by the Exhibit Chairman & the Insurance Broker. Non-profits must provide proof of nonprofit status at time of registration. Booth Rental Cost Type of Booth Fee W/Pkg A W/Pkg B $1,681 1,481 $1,773 1,573 Commercial: Corner Standard $1,500 1,350 Non-Profit: Corner 900 1,081 1,173 Standard 750 931 1,023 The floor plan for exhibitor booths is on page 19 and on the CAPTA website at www.capta.org/exhibitors. Lead-Generating Machines All Exhibitors receive one (1) FREE device. Additional devices can be rented from SMART Reg International. The SLD collects the contact and demographic information from the delegate’s badge, creating a database for the exhibitor. Information can be downloaded daily or at the end of convention. Information sheet and order form for additional SLD’s is included in the “service kit” from GES. Any questions, contact SMART-Reg International at 888.999.9169. Exhibitors Listing Want to be included in the delegate registration materials placed in each attendee’s convention bag? Submit the following items no later than April 17, 2015: Application/Contract Certificate of Liability Insurance Additional Insured Endorsement Hold Harmless Agreement Full payment 2327 L Street, Sacramento, CA, 95816 ● 916.440.1985 ● FAX 916.440.1986 ● Email [email protected] ● www.capta.org 5 Exhibits Time Schedule Installation Wednesday, April 29 12-5pm Walk-thru 5pm (Walk-thru time – subject to change) Please contact California State PTA exhibit chairman at [email protected] for extenuating installation needs. NEW: Mandatory Exhibitor Briefing Thursday, April 30 9:30-10:30am 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 Book and lanyard! NOTE: A $35 REPLACEMENT FEE WILL BE CHARGED FOR REPRINTING LOST BADGES. Insurance Requirements Annual Certificate of Liability Insurance Additional Insured Endorsement Hold Harmless Agreement Documents must be submitted with Application/Contract. Samples of Certificate of Liability Insurance and Additional Insured Endorsement may be found on pages 12-13 and a sample of the Hold Harmless Agreement is on page 14. For more detailed information, see Policies and Procedures number 13 on page 8. How to provide insurance verification: (Please send via one method only to avoid duplication.) Send to the attention of Jennifer Burgh. Email: Send PDF copy to [email protected] Fax: 888.770.1883 Mail: BB & T- Knight Insurance Services, 535 N. Brand Blvd., 10th Floor, Glendale, CA 91203 Questions? Contact the California State PTA insurance representative at BB & T- Knight Insurance Services, Jennifer Burgh at 818.662.4200. Exhibitors’ Lounge An exhibitors’ lounge will be conveniently located in the Exhibit Hall. Coffee, water and tables are provided. Exhibitor Hall Hours Thursday, April 30 Friday, May 1 Saturday, May 2 subject to change 11 am – 4 pm 8 – 9:30 am & 12 – 5 pm 8 – 9:30 am & 12 – 4 pm Exhibitors may access the Exhibit Hall 30 minutes prior to opening, and may remain up to 30 minutes after closing. Dismantling Schedule Saturday, May 2 ................................................................ 4pm All exhibitor items must be removed immediately after the closing time. Hospitality Room/Open House It is prohibited for an exhibitor to host a hospitality room or open house during convention general meeting times. Location of Activities The Exhibit Hall, general meetings and all workshops will be at the Sacramento Convention Center. Hotel Accommodations The Sheraton Grand and Hyatt Regency are our host hotels. These hotels are within walking distance of the convention center. See map on page below and hotel planning information on page 15 for further details. Sponsorship Opportunities Ensure PRIME locations in the Exhibit Hall by becoming a sponsor (see page 11 for details). 2327 L Street, Sacramento, CA, 95816 ● 916.440.1985 ● FAX 916.440.1986 ● Email [email protected] ● www.capta.org 6 2327 L Street, Sacramento, CA, 95816 ● 916.440.1985 ● FAX 916.440.1986 ● Email [email protected] ● www.capta.org 7 POLICIES & PROCEDURES SMOKING IN THE CONVENTION CENTER IS STRICTLY PROHIBITED GES is the official show management group for the 2015 California State PTA Annual Convention. Access the online version of the service kit Access the downloadable PDF version of the service kit 1. ALCOHOLIC BEVERAGES: Alcoholic beverages are not permitted in the Exhibit Hall at any time. 2. 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. 3. 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. 4. 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. A representative of the California State PTA and the 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., Wednesday April 29, 2015 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, Saturday, May 2, at 4 p.m. Exhibiting company name or owner change must be forwarded immediately to CAPTA so records can be updated. Applications/Contracts will not be accepted after April 17, 2104. Exhibitor registration on-site is not available. 5. 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. 6. 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. 2327 L Street, Sacramento, CA, 95816 ● 916.440.1985 ● FAX 916.440.1986 ● Email [email protected] ● www.capta.org 8 7. RESTRICTION IN OPERATION OF EXHIBITS CAPTA reserves the right to judge the noise level emitted by any exhibitor’s sound-making devices at any time during the convention and may require that the volume be lowered or silenced. California State PTA will not reasonably withhold permission for sound-making devices if the exhibitor’s 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. 8. 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” cannot be utilized in any exhibitor’s materials. The exhibit must be manned at all times. Exhibitors or their staff may attend one workshop for a fee of $69. No more than five (5) staff members will be allowed per exhibitor at any one time. 9. 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. 10. 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. 11. 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. 12. IRREGULAR CANVASSING AND/OR ACTIVITIES BEYOND EXHIBITOR’S SPACE Distribution of materials may be made only within the booth assigned to the exhibitor presenting such material. Nonexhibiting firms are not permitted to canvas, solicit, hold workshops, or distribute literature or other promotion devices during the convention. 13. LIABILITY AND INSURANCE Neither California State PTA, nor the Sacramento 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 exhibitor’s premises until its return. Neither California State PTA, nor Sacramento 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 Sacramento 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. 2327 L Street, Sacramento, CA, 95816 ● 916.440.1985 ● FAX 916.440.1986 ● Email [email protected] ● www.capta.org 9 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 on pages 12, 13 and 14.) 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 thirty (30) days notice of cancellation to the PTA. For additional information or clarification, please contact BB & T-Knight Insurance Services. (Contact information listing on page two.) 14. INDEMNIFICATION The applicant hereby agrees to indemnify, defend and protect the California State PTA and Sacramento Convention Center management against, and hold and save the California State PTA and Sacramento 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 that 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. 15. 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. 16. LIVE ANIMALS Animals may not be brought into the Sacramento Convention Center without the prior written consent of the 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 may be incurred to cover additional insurance coverage required by the Convention Center. Live animals which will be on display must be indicated on the Application/Contract (page 17 and 18) Requirements will be made available from the exhibit chairman upon request. 17. 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. 18. PHOTOGRAPHY, VIDEO, AND AUDIO SOUND DEVICES NO photography, videotaping, or audio recording of any delegate, attendee 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. 2327 L Street, Sacramento, CA, 95816 ● 916.440.1985 ● FAX 916.440.1986 ● Email [email protected] ● www.capta.org 10 19. TEXTING Exhibitors may NOT text any delegate or attendee during workshops or general meetings to come to the Exhibit Hall. 20. UNION REGULATIONS Union contract rules and regulations require union labor for certain aspects of your exhibit handling. Union labor is at the exhibitor’s expense. A Union Labor Jurisdiction Sheet with a comprehensive list of “Do’s and Don’ts” is provided to all confirmed exhibiting companies in the service kit sent by GES Exposition Services. 21. CANCELLATION POLICY A refund is processed only if cancellation is requested in writing by March 1, 2015. 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, 2015. 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. UPCOMING CALIFORNIA STATE PTA CONVENTIONS San Diego Town & Country San Jose Ontario May 4 - 7, 2016 April 27-30, 2017 April 27-29, 2018 2327 L Street, Sacramento, CA, 95816 ● 916.440.1985 ● FAX 916.440.1986 ● Email [email protected] ● www.capta.org 11 SPONSORSHIP OPPORTUNITIES Help California State PTA positively impact the lives of children and families! California State PTA connects families and schools, and is the largest children’s 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 attendees 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. Sponsor acknowledgements vary according to the sponsorship level. For a detailed list of packages at each level, visit www.capta.org or contact Assistant Executive Director Erika Trujillo at 916.440.1985, extension 116 or email at [email protected]. * All content is subject to due dates and approval by the California State PTA President. 2327 L Street, Sacramento, CA, 95816 ● 916.440.1985 ● FAX 916.440.1986 ● Email [email protected] ● www.capta.org 12 SAMPLE CERTIFICATE O F LIABILITY INSURANCE 2327 L Street, Sacramento, CA, 95816 ● 916.440.1985 ● FAX 916.440.1986 ● Email [email protected] ● www.capta.org 13 SAMPLE OF ADDITIONAL INSURED ENDORSEMENT 2327 L Street, Sacramento, CA, 95816 ● 916.440.1985 ● FAX 916.440.1986 ● Email [email protected] ● www.capta.org 14 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 Limo’s 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 Vendor’s/Concessionaire’s/Service Provider’s 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. 2327 L Street, Sacramento, CA, 95816 ● 916.440.1985 ● FAX 916.440.1986 ● Email [email protected] ● www.capta.org 15 HOTEL PLANNING Hotel reservations can be made online. Links to the designated convention hotel are on the California State PTA website (https://resweb.passkey.com/go/CAPTA2015). Click on the housing button to access the hotel link. The Sheraton Grand Sacramento and The Hyatt Regency are located within walking distance of the convention center and are the host hotels for the California State PTA 116th Annual Convention. SHERATON GRAND S ACRAMENTO HYATT REGENCY 1230 J St Sacramento, CA 95814 Reservations: (916) 447-1700 1209 L St Sacramento, CA 95814 Reservations: (916) 443 1234 FAQ’s Do I have to make reservations online or can I call the hotel directly? What you need to know: * Housing reservations open February 2. * The group reservation rate is available April 3. online until * After April 3, reservations must be made directly with the hotel and are subject to availability and price increase. * Have a credit card available to reserve your room. * Payment is made directly to the hotel at the end of your hotel stay. * Expect the hotel to require payment by credit card or cash, only. * Registering online is the preferred method. H owever, 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 whom we want to room with? * 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 the California State PTA, 916.440.1985, ext. 332. 2327 L Street, Sacramento, CA, 95816 ● 916.440.1985 ● FAX 916.440.1986 ● Email [email protected] ● www.capta.org 16 STAFF PRE-REGISTRATION FORM 116th California State PTA Annual Convention April 30-May 3, 2015 at the Sacramento Convention Center Exhibits Open: April 30-May 2, 2015 Please type or print clearly (up to 30 characters). Name of Company: ________________________________________________________________________ Contact Person: Phone: ( ) Email: ____________________________________________________________________________________ NOTE: You may have five (5) staff members attending your 10’x10’ 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. Booth Size: 10’x10’ 10’x20’ 10’x30’ 10’x40’ Other: Staff: 1. ________________________________________________________________________________________ 2. ________________________________________________________________________________________ 3. ________________________________________________________________________________________ 4. ________________________________________________________________________________________ 5. ________________________________________________________________________________________ 6. ________________________________________________________________________________________ 7. ________________________________________________________________________________________ 8. ________________________________________________________________________________________ 9. ________________________________________________________________________________________ 10. _______________________________________________________________________________________ Applying Online – Complete form online. Registering by FAX or by mail – Complete form and submit with application. 2327 L Street, Sacramento, CA, 95816 ● 916.440.1985 ● FAX 916.440.1986 ● Email [email protected] ● www.capta.org 17 APPLICATION/CONTRACT FOR EXHIBIT SPACE 116th Annual California State PTA Convention, Sacramento Convention Center, April 30-May 3, 2015 ONLINE: www.capta.org/convention FAX: 916.440.1986 (credit cards only) Login: (Your Company Name) Password: ex2015pta Please type or print; complete ALL areas below: Date: Company Name: Contact Person: Address: Phone: ( ) Fax: ( Federal Tax ID # (Required): Exhibits Open: April 30-May 2, 2015 Title: City: State: ZIP: Email: Insurance on file with BB&T-Knight Insurance? Yes No Name of Insured: Agent’s Phone: ( ) Nonprofit - must provide copy of 501 (c) 3 letter Allied Agency ) Insurance Company: Agent’s Name: Type of Company: Commercial Type of Product: Will any item be sold or orders taken in the booth? No Yes Attach the required copy of your valid California Seller’s Permit. I am aware the acronym “PTA” or name “California State PTA” cannot be utilized in any exhibitor’s 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 With Package A _____x With Package B _____x $1,350 = $1,481 = $1,573 = $__________ $__________ $__________ Commercial corner booth(s) only NO PACKAGE _____x With Package A _____x With Package B _____x $1,500 = $1,681 = $1,773 = $__________ $__________ $__________ Non-Profit standard booth(s) only NO PACKAGE _____x With Package A _____x With Package B _____x $ 750 = $ 931 = $1,023 = $__________ $__________ $__________ Non-Profit corner booth(s) only NO PACKAGE _____x With Package A _____x With Package B _____x $ 900 = $1,081 = $1,173 = $__________ $__________ $__________ Additional Staff in Booth _____x $50 = $__________ Sponsorship amount (Check ONLY) = $__________ Workshop Fee $69 = $__________ TOTAL = $__________ Payment/Deposit = $__________ Packages A&B Balance Due by February 28, 2015 Standard Package Balance Due by April 17, 2015 = $__________ Booth Choices: 1st ____________ 2nd ____________ 3rd ____________ Contact me. I am interested in sponsorship opportunities. 2327 L Street, Sacramento, CA, 95816 ● 916.440.1985 ● FAX 916.440.1986 ● Email [email protected] ● www.capta.org 18 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 Sacramento, CA, April 30-May 3, 2015 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 PTA’s insurance broker at the time of payment and Application/Contract. Contract is not valid until exhibitor’s 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, 2015. 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, 2015. 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: Cardholder’s 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: California State PTA 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 BB & T Knight Insurance Services; FAX: 888.770.1883; Contact Person: Jennifer Burgh. Contract is not valid until exhibitor’s participation is approved by the California State PTA and contract is countersigned. CALIFORNIA STATE PTA USE ONLY APPROVED BY: ______________________________________, CALIFORNIA STATE PTA PRESIDENT DATE: ___________________ 2327 L Street, Sacramento, CA, 95816 ● 916.440.1985 ● FAX 916.440.1986 ● Email [email protected] ● www.capta.org 20 EXHIBITORS AT THE 2014 CONVENTION 100 Mile Club Full Spectrum Educational Razer, LLC ACME School Assemblies Fun Services Reindeer Lane All American Fundraising Fun Time Fundraising Right Response - First Aid Kits American Cancer Society Fundraising With A Purpose/H.O.D. American Heart Association Gateway Fundraising Services Safe Routes to School National Partnership Apex Fun Run Genevieve's Fundraising Art in Action GOGO Sports Inc. Artwise Great American Opportunities ARYZTA-Otis Spunkmeyer GreatSchools BB & T Insurance Services of California Green Aid Black Belt in Fitness Hemet Unified School District Print Serv. Boost Promotions Herff Jones Boudin Bakery Imagine Chocolate Brax LTD Innisbrook Build My Kit I Think School CABE Project 2 Inspire Jamba Juice California Action for Healthy Kids Jgoodin Inc. California School Nurses Organization Jolly Gift Inc. California Teachers Association Knotts Berry Farm Cash 4 Used Clothing LACOE Head Start PTA Causera Inc. Leading Edge Fundraising Charleston Wrap By Jaxco LEGOLAND California Resort Cherrydale Farms Lifetouch National School Studios Child Safety Network McAfee CookBook Originals McDonalds Comcast Mercedes Cool the Earth Mier's Ice Cream Creative Sports, Inc. Mixed Bag Designs CSEA More Prepared CSM Mrs. Fields Fundraising EB Fundraising/Dough to Go Mustache Mike's Truck Edgewood Press My Life My Power ETS Nakajima USA Express Tees National University Family First Newscrafted Fathom This? PayPal Foundation For Drug Free World Picaboo Yearbooks Follow Your Bus Popcornopolis Scholastic Book Fairs Schoola Scout It, Inc. Sears Sea World San Diego See's Candies Signature Fundraising Simpler Life Emergency Provisions, Inc. SOS Survival Products Spirit Monkey Spots Gift Shop Square 1 Art STAR Education Story Pirates Student Lap Tracker Supporting Pals.com Susan Stone Belton The Fundraising Portal, LLC The Icon - My Jr. Picasso The Imagine Machine The Kite Connection The Ocean Adventure The State Bar Association The Via Foundation Tiny Prints T-Moble Traffic Safety Corp. WellDyne Rx West Coast Fun Raising World's Finest Chocolate Yankee Candle Fundraising Z Best Distributors 2327 L Street, Sacramento, CA, 95816 ● 916.440.1985 ● FAX 916.440.1986 ● Email [email protected] ● www.capta.org
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