IN PARTNERSHIP WITH
HIA-LI 27th Annual Business Trade Show & Conference
The Right Connections for Real Business
Suffolk County Community College
Sports & Exhibition Complex, Brentwood Campus
Thursday, May 21, 2015 ~ 9am - 3pm
SPONSOR/EXHIBITOR
INFORMATION KIT
With over 4,500 attendees expected, this is the best
place to do business on Long Island in one day!
HIA-LI 225 Wireless Blvd., Suite 101, Hauppauge, NY 11788 (631) 543-5355
www.hia-li.org/tradeshow2014
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Please Provide Us With The Special Offer You Will
Be Promoting At The HIA-LI Trade Show
Thank you for your participation in the HIA-LI Business Trade Show & Conference
scheduled for May 21st!
As part of our ongoing promotions to attract increased attendance to the HIA-LI
Trade Show, our PR firm, Communication Strategy Group, has been creating and
sending out press releases about the Trade Show which have been receiving a lot of
interest from a variety of media outlets. They will be putting out a final release
right before the Show to drive interest and traffic to the Show and would
like to highlight YOU - the sponsors and exhibitors.
Please submit a discount offer, show deals, or special that we can
promote to drive traffic to your booth. Please fill out below and please
send to [email protected] by Friday, May 8th. In addition to including this
in our press releases, we may post some offers on our social media outlets. This is
a great opportunity for exposure for your company and a way to drive visitors to
your booth.
Contact Person Name:________________________________________________
Company:__________________________________________________________
Email:_____________________________________________________________
Special Offer:(2—3 sentences max.) _____________________________________
___________________________________________________________________
____________________________________________________________________
____________________________________________________________________
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TERMS, CONDITIONS & IMPORTANT DEADLINES
PAYMENTS & CANCELLATIONS:
ELECTRIC/INTERNET/ADDITIONAL NEEDS
AT YOUR BOOTH
1. If you require electricity at your booth and have not
Pre-Payment Required. No one will be allowed to
exhibit without full payment. No refunds or
yet ordered it, you must do so before May 7th.
cancellations will be given after May 15th. Please call
Electricity requested after this date will be at a “late
the HIA-LI office at 631-543-5355 to make payment imorder” price set by the electricity service provider.
mediately.
After May 8th, please contact Gordon L. Seaman
(GLS) directly at 631-567-8000 x117 to order
BOOTH ASSIGNMENTS:
electricity. If you are not sure how much electric you
HIA-LI Trade Show Sponsors will have the opportunity
will require, please contact GLS directly.
to select their booth locations. Every effort will be made 2. If you have not yet ordered internet access and will
to honor vendors’ requests; however you may be reasneed it, you must order prior to 5/20 to avoid a late
signed if competitor booths are deemed too close. HIAfee. Internet access ordered on setup day (5/20) will
LI reserves the right to reassign space in the best interbe at the late order price. All internet access must be
est of the Trade Show and its vendors. HIA-LI Trade
through Suffolk Community College – no wireless
Show Exhibitors will be placed on the floor after SponInternet cards are allowed to be used at the Show.
sors are assigned in the same manor as above.
3. All booths come with pipe and drape, a table
depending on the size of the booth you ordered (2 –
USE OF BOOTH SPACE:
8’ tables for a 20’ booth, 1 – 8’ table for a 10’ booth
All exhibits must be contained within the contracted
and 1 – 6’ table for an 8’ booth), tablecloth and skirt
booth space purchased by vendors. No exhibitor shall
and 2 chairs. Contact HIA-LI to get an order form
assign, sub-let or share the whole or any part of the
for LI Decorating, which you may use to order
booth space allotted without the express written
additional items (carpet, easels, extra tables, etc.)
permission of HIA-LI. If a vendor utilizes vacant space or
not included with your exhibit space. You must
encroaches upon any used space, they will be billed for
order directly with them and make payment for the
the additional space used or asked to remove their disadditional items to LI Decorating, not HIA-LI.
play. You may not block or interfere with the vendors
you are next to. HIA-LI reserves the right to remove any NOT PROBHIBITED ON TRADE SHOW FLOOR:
Popcorn machines, helium balloons, cookie ovens, open
display that encroaches on another vendors space. All
pop-up displays must be horizontal at the back of the
flames, flammable liquid or liquefied petroleum,
booth space and not on an angle as to block the vendor propane, ice cream or ices are prohibited. No one is pernext to them. Please measure your display to make sure mitted to give away bottles of water; The Suffolk County
it fits in the size space you have purchased. You may
Department of Health Services requires that any food
upgrade to larger space for a fee. All aisle
giveaways at your booths/tables need to be
solicitation is absolutely forbidden. Booth attendants
individually wrapped (i.e.: candy, cookies, etc.).
must confine their activities within their exhibit booth
Food/drink sizes must be 4 oz or less.
space. Distribution of printed materials shall be
restricted to the Exhibitor’s booth and must be
NAME BADGES:
distributed in a manner that will not interfere with other A link to register the people working your booth for
Exhibitors. If an attendee walking the floor attempts to
name badges will be sent to you by May 1st. All staff
solicit you or hand out literature, we suggest that you
working your booth require name badges and can
advise him or her that soliciting and distribution of
pick-up their name badges at the PRE-REGISTRATION
materials is limited to registered exhibitors. HIA-LI
Counter (inside the main Exhibit Hall near the main
does not permit other solicitation and sales efforts to
entrance) either Wednesday (5/20) when you set up
take place on the floor. If anyone elicits inappropriate
your booth or Thursday (5/21) Show Day. The deadline
behavior, please alert an HIA-LI staff member, public
to register for sponsor/ exhibitor name badges is:
safety officer or designated volunteer and someone will
Tuesday, May 19th at 12 pm.
handle the situation.
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TERMS, CONDITIONS & IMPORTANT DEADLINES
continued
SHIPPING:
We do not recommend you ship anything to the
College before the Show as they do not have a place to
store your boxes and will not be responsible for lost
boxes or delivering to your booth. If you have special
circumstances, please contact the HIA-LI office
immediately.
SET-UP DAY MAY 20TH
1. ALL EXHIBITS MUST BE COMPLETELY SET UP
ON WEDNESDAY, MAY 20TH FROM 10 AM – 4
PM. If you have heavy equipment (over 500 lbs.)
and will require the use of a forklift, you must
arrive prior to 1 pm on May 21st to set up your
exhibit as there will not be a forklift available
after this time. You are required to have
carpeting at your booth if your equipment is
over 500 lbs. No handtrucks, large or heavy
equipment may be brought in on Show Day
(5/21).
2. You must bring your own hand trucks or dollies
to set up your booth. Volunteers will be onsite
to help you unload and direct you to your booth,
but please bring additional staff to help set up
your booth. Don’t forget to bring an extension
cord(s). Visit www.hia-li.org/tradeshow2015 for
our "HIA-LI Trade Show Tools Checklist” so you
don’t forget anything.
3. As per fire marshal regulations, all large items
must be made through the loading dock area of
the building on set up day. Vendors may carry
in their materials through the front entrance, but
no one will be allowed to unload at front curb or
leave their car at the front curb.
4. Are your materials/equipment safe to leave at
the College? Public Safety Officers are on site
around the clock and the doors are locked after
4 pm, however, HIA-LI and SCCC are not
responsible for lost or stolen materials/
equipment. We recommend you either carry in
with you the next morning anything you don’t
feel comfortable leaving or put these items under
your table.
your vehicle if needed. Buses will run every 15
minutes up until 5 pm for transport to and from
your cars. Bus stop is in front of college. Valet
parking in front of the College is also available.
2. There will be several food vendors giving away
free samples of food throughout the day of the
Show. Additionally, there is a snack bar located
on the Trade Show floor where you can purchase
food and drinks. You may also get breakfast or
lunch with your pre-registration and payment to
attend the Executive Programs in the Auxiliary
Gym. Anyone giving away food/beverages must
fill out paperwork for the Dept of Health and
speak with the HIA-LI office to arrange
immediately. All pre-approved food vendors must
have fire resistant, non-combustible tablecloths
and a visible fire extinguisher within their booth
or near their table.
EXHIBIT BREAKDOWN
Breakdown of your exhibit is at 3:00 PM on May
21st. Early exhibit breakdown is not permitted, as it
disrupts the flow of the show and negatively impacts
other exhibitors and attendees. Attendees will continue
to arrive until 3 pm, so please keep your booth intact
until that time.
GETTING PEOPLE TO YOUR BOOTH:
Please visit HIA-LI’s Trade Show website
www.hia-li.org/tradeshow2015 and click on the Trade
Show Resources tab for marketing material made for
your company to drive traffic to your booth on May 21st.
WE STRONGLY URGE YOU TO USE THIS MATERIAL.
MAXIMIZING YOUR INVOLVEMENT:
To help you maximize your involvement at the Trade
Show and meet CEO’s, we strongly recommend you to
attend the Pre-Trade Show Networking Event (5/7), the
Executive Breakfast, Executive Luncheon and SC IDA
Executive Program at the Trade Show on 5/21. Call the
HIA-LI office (631-543-5355) to register.
DAY OF SHOW – MAY 21st
1. On Trade Show day – May 21st – please park in
Parking Lot #2. We want to leave the other
parking lots available to the attendees. Security
guards will be at the entrance directing you and
buses will be available to take you to and from
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Additional Important Sponsor Deadlines
If you have purchased an $1,875 Sponsor
Package or above, the below applies to you
Tickets
Sponsors receive tickets to Trade Show Training,
Pre Trade Show Networking Event, Executive
Breakfast & Executive Lunch in there package.
Please fill in the information required on the next
page for the amount of tickets your package
receives. Extra tickets may be purchased by
calling 631-543-5355. Please indicate that you
are a sponsor purchasing extra tickets.
Tickets per package:
Show Sponsor – 10, Executive Breakfast Sponsor –
10, Executive Luncheon Sponsor – 10,
Registration Sponsor – 6, Seminar Sponsor – 4,
Supporter Sponsor – 2, Friend Sponsor – 1
Deadline to provide names for tickets for The
Pre Trade Show Networking Event, Executive
Breakfast and Executive Lunch—May 1st.
Please send names for tickets to Jackie
Ridley—[email protected]
10,000 Piece Targeted Trade Show
Mailing
Sent to specific industries & regional areas of your
choice. Designed to brand your company before
the show and drive traffic to your booth.
These sponsor packages receive targeted Trade
Show mailings— Show Sponsor, Executive Breakfast
Sponsor, Executive Luncheon Sponsor, Registration
Sponsor, Seminar Sponsor, Supporter Sponsor.
Please supply us with a total of 3 targets markets.
Please send any of the below or a combination of
each:
Zip codes
Industries
Contact list with company, contact name an
complete address (this will only be used for
this mailing) (emailed only).
1.__________________________________
2.__________________________________
Banners
3.__________________________________
The following levels will have their banner hung
during the executive programing—Show Sponsor,
Executive Breakfast Sponsor, Executive Luncheon
Sponsor, Registration Sponsor
Deadline to provide target markets—
April 24th. Send target markets info to:
Theresa Sciarrone—[email protected]
or Fax (631) 543-5380
Please deliver your banner to the HIA-LI
office—deadline May 7th. HIA-LI office 225
Wireless Blvd Suite 101 Hauppauge NY
11788; Attn: Theresa Sciarrone
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Sponsor Ticket Info
Pre Trade Show Networking Event – May 7, 5:30 pm-8:30 pm
Event Kings, 1010 Grand Blvd, Deer Park Deadline May 1
Tickets per package:
Show Sponsor – 10
Executive Breakfast Sponsor – 10
Executive Luncheon Sponsor – 10
Registration Sponsor – 6
Seminar Sponsor – 4
Supporter Sponsor – 2
Friend Sponsor – 1
Extra tickets may be purchased
Call 631-543-5355 and indicate that
you are a sponsor purchasing extra
tickets.
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Executive Breakfast - Winning Business in any Economy
May 21, 8 am – 10 am- Suffolk County Community College
Sports & Exhibition Complex, Brentwood Deadline May 1
Executive Lunch - Long Island Revitalization
May 21 11:30am - 1:30pm - Suffolk County Community College
Sports & Exhibition Complex, Brentwood Deadline May 1
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