Exhibitor Guide THSC Southwest Convention and Family Conference The Woodlands, Texas ~ July 24 – 26, 2014 Intro to Event Contact Info Attendance at the 2013 THSC Southwest Convention and Family Conference was approximately 2,700 families, 5,100 adults, and 1,150 children and teens, for a total of 6,250. We expect 2014 attendance to be comparable. Texas Home School Coalition Events Team P.O. Box 6747, Lubbock, TX 79493 806.744.4441 Ext 7015 [email protected] www.thsc.org Speakers & Performers for 2014 Keynote Speakers and Special Guests: Davis & Rachael Carman, Jeff Meyers, Todd Wilson, John Erickson, Jim Bob and Michelle Duggar Saturday evening Entertainment: The Duggar Family from the hit TV show, “19 Kids and Counting” Tentative Convention Schedule Thursday, July 24 Exhibit Hall Set-Up 9 a.m. - 4 p.m. Exhibit Hall Open FREE to the Public 5 - 7 p.m. Opening Workshops FREE to the Public 7 - 9 p.m. Friday, July 25 Exhibit Hall Open 9:30 a.m. - 6 p.m. Friday Evening Program with John Erickson 7:30 p.m. Saturday, July 26 Exhibit Hall Open 9:30 a.m. - 5:30 p.m. Exhibit Hall Tear-Down 5:30 - 9 p.m. Saturday Evening Program with the Duggar Family 7:30 p.m. Location & Directions The Woodlands Waterway Marriott Hotel and Convention Center 1601 Lake Robbins Drive The Woodlands, TX 77380; Phone: 281.367.9797 The Woodlands Waterway Marriott Hotel and Convention Center is easily accessible from I-45. The nearest airport is George Bush Intercontinental, Houston (approximately 15 miles from Convention Center). Click here for more information on parking and directions. Decorator/Shipping Sharp Expo [email protected] Customer Service Hotline - 214-631-3903 4647 Leston Ave., Suite 601 Dallas, TX 75247 Sharp Expo will email an order form for extra tables, extra chairs (in addition to those which come complimentary with your booth), for shipping materials to the Convention, etc. You may also order electricity, phone, and Internet connections through Sharp Expo if you did not order them on your Exhibitor Booth Application. Sales Tax & Licenses THSC is required by law to obtain, and exhibitors are responsible to maintain and submit, a current Texas Sales Tax Permit. Contact the State Comptroller’s office to apply or update your company information, if necessary. Exhibitors are also responsible for obtaining any required vendor licenses. You must submit your current Texas sales tax certificate before June 2 unless prior arrangements have been made with THSC. If THSC has a current sales tax permit on file for your organization, it is not necessary to submit another copy. Exhibitors who have not submitted a tax certificate by June 2 may forfeit their booth. Hotel Accommodations Stay on-site at The Woodlands Waterway Marriott Hotel and Convention Center for only $149 a night! To make reservations, call 800.262.1509 or 281.367.9797 and mention the THSC Convention to receive the group rate. Make reservations by July 7, 2014, to take advantage of this special rate. Rates are good pending room availability. For best results, make reservations early. 2014 THSC Southwest Convention and Family Conference - Exhibitor Guide Exhibitor Options Pricing Overview Standard Booths: Interior: $460; Corner: $550; End Cap: $1,320 Mini-Booths: Interior: $275; Corner: $330 Exhibitor Workshop: $140 Additional Rep Passes: $10/each, $15 on-site Lunch Meal Deal Tickets: $12/each, $14 on-site Electricity: $160 – Thursday through Saturday Internet: $200 – Thursday through Saturday Phone: $300 – Thursday through Saturday Standard Booth A piped and draped standard 10’ x 10’ booth comes with an 8’-tall backdrop of drape, 3’-tall side rails, one 8’-long draped table, two chairs, a wastebasket, and a booth sign. End caps of two corner booths will have one 10’ length of 8’-tall backdrop drape centered between the booths. Each company purchasing a booth will be listed in the Convention Program. All booths are carpeted. Mini-Booth Mini -Booths are ideal for colleges or organizations that desire display space but do not have a large inventory to sell on-site. A mini booth is 10’ x 6’ with an 8’-tall backdrop of drape, 3’-tall side rails, an 8’ draped table, two chairs, a wastebasket, and a booth sign. Also included with a Mini Booth is a listing in the Convention Program. There is a limit of two Mini Booths per vendor. Booth placement is at the discretion of THSC, regardless of the date registration is received, and THSC reserves the right to grant or deny any vendor exhibit. Exhibitor Workshop THSC has increased the number of Exhibitor Workshops available and exhibitors may now purchase up to two (2) workshops while space lasts. Workshops must be scheduled either Friday or Saturday. Audiovisual equipment may be ordered for an additional fee. A workshop title and description must be submitted to [email protected] no later than May 26. Please Note: All workshops will be audio recorded and the room assignments will be at the discretion of THSC. Room sizes vary and may accommodate approximately 40 OR 50 attendees depending on the room assignment. Exhibitor Passes 4 complimentary passes come with each booth up to 8 passes. Any additional representatives must purchase passes for $10/each when ordered by July 5 or $15/each on-site. Dining Exhibitor Promotions Website Listing Your company name will be listed on www.thsc.org with a link to your website. You will be added to this page after your Exhibitor Booth reservation has been confirmed, and you will remain listed for several months after the Convention. Special Convention Offers THSC will post a listing of exhibitors’ special Convention offers on our website. To have your special Convention offer listed, simply include its description in your Exhibitor Booth Application or send it in 200 characters or less by July 5 to [email protected]. Submissions may be edited, and those exceeding 200 characters may not be posted. Registration Bags Convention exhibitors are invited to place flyers or promotional items in the 2,700 free book bags, which have become a favorite of attendees, as a means of reaching attendees before they even arrive at your booth. See the Registration Bag Insert Order information on the Exhibitor Booth Application or contact [email protected]. Punch Card Giveaway THSC is pleased to offer vendors an opportunity to participate in a promotion designed to draw attendees to your booth! Preprinted punch cards with participating vendors and their booth numbers will be distributed one per family to attendees at Registration. Adult attendees must visit each booth listed on the card and listen to a short presentation by the booth workers to get their card punched. Completed punch cards will be submitted for a drawing, and the winner will take home a prize like the iPad Mini (in 2013). Please Note: A very limited number of company spots are available on the punch card, and spots will be given at the discretion of THSC. If you order a spot in your Exhibitor Booth Application, you will receive notification within two (2) months prior to Convention of whether your company will be listed on the card. Program Advertising Limited advertising space will be available in the Convention Program. Advertising may be ordered within your booth application or by contacting [email protected]. Artwork for Convention Program ads must be received by June 2. Sponsorship Opportunities Many sponsorship opportunities are available to promote your organization. For options and rates, please contact [email protected]. There will be a snack bar open all day with breakfast, lunch, and snack items, for your convenience. Lunches may be pre-ordered at a discounted rate. Numerous restaurants and fast food vendors are close to the Convention Center as well. No food may be brought into the building from outside the Convention Center. 2014 THSC Southwest Convention and Family Conference - Exhibitor Guide Refund Policy Rules Exhibitors are expected to: Set up during official set-up hours. Exhibitors who have not made prior arrangements with THSC and have not checked in by 2 p.m. on Thursday, July 24, 2014 will forfeit their booth(s) with no refund. Man booth(s) throughout Exhibit Hall open hours. Early tear-down is strictly prohibited. Conduct themselves in a professional manner at all times and refrain from conduct or language that would discredit the THSC Convention, THSC, or home education. Dress neatly, modestly, and cleanly. No shorts or short skirts will be acceptable dress for Exhibitors during the Convention. Refrain from recruiting patrons for future multi-level marketing purposes during the Convention. Not extend exhibit outside the designated booth area nor share purchased booth space with another company or organization (including displaying or distributing any materials for another organization). Refrain from distributing literature or marketing their organizations in Exhibit Hall aisles, hallways, restrooms, parking lots, doorways, or anywhere else in the Hotel/Convention Center. Refrain from having any music or audiovisual sound which is audible more than eight (8) feet from vendor’s booth. Refrain from obstructing the view of neighboring booths. Refrain from holding workshops or similar functions in guest rooms/suites of the Waterway Marriott during Convention hours. The THSC Convention is dedicated to the glory of God and the promotion of biblical values. Any materials exhibited or sold at this event should be compatible with biblical values. THSC reserves the right to ask any Exhibitor to remove all or part of his display or items for sale if, in the opinion of the Convention Director, such items are offensive or inappropriate for display at the Convention. THSC assumes no financial liability if such an action becomes necessary. THSC reserves the right to reject, eject, or prohibit any vendor (and vendor representatives) with or without giving cause. If cause is not given, THSC will refund the amount of rental remaining. If vendor is ejected for violation of rules or any other stated reason, no refund will be made. THSC has the absolute discretion to grant or deny any vendor exhibit, and to later revoke vendor contracts initially granted. THSC may also restrict, alter, or close exhibits at the THSC Convention under certain circumstances.  A 75% Exhibitor Workshop refund will be issued if requested in writing and received before May 15, 2014. No Exhibitor Workshop refunds will be issued after this date.  A 75% booth refund will be issued if requested in writing and received before June 15, 2014. No booth refunds will be issued after this date. Used Book Policy The Exhibit Hall at the THSC Convention is for the sale of new materials only. Exhibitors may display used books for reference purposes; however, selling used books is NOT allowed at the Convention. Deadlines          May 15 May 26 June 2 June 2 June 13 June 15 July 5 July 5 July 7  June 27 thru June 11 Registration bag inserts due Last date for 75% Refund on Exhibitor wkshp Exhibitor Workshop Topics & Descriptions due Texas Sales Tax Permits due Convention program ads due Registration bag insert approval Last date for 75% booth refund Special Convention offers text due Additional representative Exhibit Hall passes Deadline for Hotel Reservations at the Marriott URL’s Sales Tax Info: http://www.window.state.tx.us/taxinfo/sales/ Woodlands Waterway Marriott http://www.marriott.com/hotels/travel/houmw-the-woodlandswaterway-marriott-hotel-and-convention-center/ Parking and Directions http://www.marriott.com/hotels/maps/travel/houmw-thewoodlands-waterway-marriott-hotel-and-convention-center/ 2014 THSC Southwest Convention and Family Conference - Exhibitor Guide