PA Recreation &
Park Society
2015 EXHIBIT INFORMATION
EXHIBITS: MARCH 22-24, 2015
Lancaster Convention Center and
Marriott at Penn Square, Lancaster, PA
March 22-25, 2015
PRPS 68th Annual Conference
WELCOME TO THE 68th ANNUAL PRPS CONFERENCE:
#BREAKING TRADITIONS
Greetings from the Conference Exhibit Hall Committee. We hope you are excited about “breaking traditions” in 2015 within
the Exhibit Hall at our NEW location the Marriot at Penn Square in Lancaster, PA. We are looking forward to making this
conference a great success that will be attended by many, with more than 100 booth spaces available. We plan to “break traditions” by offering a unique and interesting route through the Exhibit Hall, allowing more interaction between attendees and
exhibitors.
The Exhibit Hall entrance will welcome you as you cross over our covered bridge into a hall that is interactive, using technology at every turn, all while giving attendees and exhibitors a chance to experience all that Lancaster has to offer. We are very
excited to announce that the 2015 PRPS conference will also offer an app for your smart phone that will allow you to reach
out to attendees, and in return attendees will have the opportunity to learn more about you before they even step foot in the
Exhibit Hall. We are committed to bringing conference attendees to you during the scheduled Exhibit Hall times, meals, receptions, and socials, as well as through interactive activities.
We are working on updating the exhibitor confirmation packet with “Conference Hints and Tips” to help each of you get the
most out of the 2015 PRPS Conference. We encourage vendors to consider offering a special discount or sale to conference
attendees, which has proven to be beneficial in the past. Please review the Exhibit Hall guide carefully and register for the 2015
Exhibit Hall at your earliest convenience. We look forward to seeing you as we “Break Traditions!”
Ryan McCleaster and Kate Werntz
Exhibit Hall Co-Chairs
Contact Information
Ryan McCleaster
Kate Werntz
[email protected] or 412-221-1099 Ext. 606
[email protected] or 717-225-9733 Ext. 3
Who is PRPS?
We are the leading advocate for recreation and parks in Pennsylvania with a membership of over
1,450 professionals, lay citizens, and students involved in recreation and parks.
Who Attends the Conference?
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Full-time municipal recreation and park employees; including directors, program and maintenance staff
Federal, state and county park directors/superintendents
Members from municipal park and recreation advisory boards
Therapeutic recreation specialists and activity coordinators from hospitals, institutions, and long-term care facilities
Professors and students from colleges and universities with recreation and park programs
Recreation directors from various non-profit agencies
Officials from state and federal agencies
Recreation planners and landscape architects
Staff from conservancies and other conservation organizations
March 22-25, 2015
PRPS 68th Annual Conference
2015 Exhibit Hall Schedule
Sunday, March 22, 2015
8:00 a.m. to 2:00 p.m. Exhibit Hall Set-up
3:00 p.m. to 8:00 p.m. Exhibit Hall Open
5:00 p.m. to 6:15 p.m. Keynote Speaker in Exhibit Hall
6:30 p.m. to 8:00 p.m. Welcome Dinner in Exhibit Hall
8:00 p.m. Exhibit Hall Closed
Monday, March 23, 2015
7:30 a.m. to 9:00 a.m. Breakfast in Exhibit Hall
11:00 a.m. to 2:00 p.m. Exhibit Hall Open
12:00 p.m. to 1:45 p.m. Society Lunch/Business Meeting in
Exhibit Hall
5:00 p.m. to 8:00 p.m. Exhibit Hall Open
6:30 p.m. to 8:00 p.m. Exhibit Hall Dinner
(Exhibitor Awards)
8:00 pm Exhibit Hall Closed
Tuesday, March 24, 2015
8:00 a.m. to 9:30 a.m. Breakfast in the Exhibit Hall
11:00 a.m. to 2:00 p.m. Exhibit Hall Teardown
8:30 a.m. to 11:00 a.m. Exhibit Hall Open
Booth Fees
The cost for each booth is $675 for PRPS Members and $800 for non-members. The fee includes a 10x10 space and one
Monday dinner ticket in the Exhibit Hall. This dinner will include our first ever Vendor Award Recognition.
Educational/Non-profit booths are available for $75 (must provide proof of 501 (c) (3). There is a $100 deposit required and
the balance is due by January 15, 2015. Payment in full must accompany all contracts received after January 15, 2015.
A confirmation, booth assignment, “Conference Hints and Tips Guide,” and other important information will be emailed to
the exhibitor contact listed on the contract in early February for those companies that are paid in full.
#PRIMESPOTS Booth Fees
Only 4 “Prime Spots” are available on a first come, first serve basis! The cost for each 30”x16” display is $3,350 for PRPS
members or $4,000 for non-members (6 booth space area). A 50% deposit is required with the contract and is due by January
15, 2015 to be eligible for one of these spaces.
PRPS Supporting Membership
This membership is for business firms interested in the park, recreation, and leisure services fields. The cost is $190 per year.
For more membership information go to www.prps.org/membership.
Each exhibit booth includes:
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8” high x 10” wide back drapes
3’ high side drapes
Two chairs and one 6’ draped table
7”x42” booth sign containing company name, city, state and booth number
One registration packet with name badges for up to three booth representatives
One dinner ticket for Monday per booth. Additional tickets may be ordered using the exhibit contract
Janitorial service
List of conference registrants available at the conference
Company listing in the Conference Program Guide
Admission to conference education sessions and socials for up to two registered booth representatives
Special recognition for PRPS supporting members
Booths DO NOT include:
Electrical Service. This must be ordered directly from the hotel using the form provided in the decorator packet. This packet
sent to you with your confirmation letter in early February.
March 22-25, 2015
PRPS 68th Annual Conference
Conference Location
Booth Assignment
A layout of the Exhibit Hall is included in this packet and the
contract provides an opportunity for exhibitors to indicate
their booth location preference. We will try to accommodate,
but can not guaranntee, all requests.
This applies to exhibit contracts received before December
1, 2014. After December 1, 2014, all booth assignments will
be on a first come, first-served basis. PRPS will do its best
to assign competitors so that they are not adjacent to one
another.
Decorator/Drayage
Lancaster Marriott at Penn Square
Lancaster, PA
Experience this brand new, landmark hotel featuring friendly
elegance, impeccable service, remarkable architecture and
historic elements. Central to Downtown Lancaster and integrated beautifully with a world-class convention center, this
luxury hotel, located at historic Penn Square, offers amenities
discerning Lancaster hotel guests expect.
Lancaster Marriott at Penn Square is about 20 minutes from
Harrisburg, 2 hours from Philadelphia, and 4 hours from
Pittsburgh. It can be accessed via air utilizing the Harrisburg
International Airport, a mere 15 minutes from the hotel. It is
recommended you make arrangements for airport pick-up in
advance of your arrival.
Hotel Accommodations
Lancaster Marriott at Penn Square offers 297 well-appointed
and spacious guest rooms. Exhibit representatives have the
same accommodations as the delegates. Reservations in advance are recommended to ensure a space in the hotel. Please
call 1-800-228-9290 to make your reservations.
Website: www.lancasterconventioncenter.com.
Rates are $149 per night, plus tax, for single, double, triple,
or quad occupancy. Hotel parking is available at a discounted
rate of $10 per day, plus tax.
Lancaster Marriott at Penn Square will provide decoration
and drayage for the conference. Each exhibitor will receive
an information packet containing forms to order electrical
service, additional furnishings, shipping and labor.
Lancaster Marriott at Penn Square
25 South Queen Street
Lancaster, PA 17603
Phone: 717-207-4088
Exhibit Hall Game - Photo Scavenger Hunt
By using the Conference Photo Scavenger
Hunt App, we will be sending you on an
exciting photo adventure. It will be tons
of fun and great prizes for all those lucky
winners.
Booth Theme
This year the theme is #breakingtraditions, so we are asking
vendors to think outside the box and create a unique, interactive booth that is completely different from other shows you
have done before! Break those traditions!
Certificate of Insurance
All exhibitors are required to provide PRPS with a Certificate
of Insurance (COI). The limit of liability must be $1,000,000.
This COI should include the Pennsylvania Recreation &
Park Society (2131 Sandy Drive, State Colege, PA 16803) as
the certificate holder and also include PRPS as an additional
insured. Please reference exhibit dates of March 22-24, 2015.
The COI must be received before March 6, 2015.
March 22-25, 2015
PRPS 68th Annual Conference
LAYOUT HERE
March 22-25, 2015
PRPS 68th Annual Conference
Sponsorship Opportunities
Silver - $1,500
Show conference delegates you support parks and recreation
by becoming a conference sponsor! Most sponsorship levels
include advertising in the conference Program Guide, a
complimentary booth, and priority assignment in the Exhibit
Hall.
Benefits include:
• Sponsor for a program speaker, off-site tour or
refreshment break
• (1) complimentary vendor booth in Exhibit Hall
(priority booth assignment)
• Company profile on NEW conference mobile app in
sponsor area
• Listed as sponsor on all conference marketing
materials and social media
• Plus the standard sponsor comps
Diamond - $ 7,500
Benefits include:
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Sponsor for a major conference give-away or
Keynote Speaker
(2) complimentary vendor booths in Exhibit Hall
(priority booth assignment)
(2) tickets to Awards Dinner & Banquet
Full page ad in the conference registration guide
Signage recognizing sponsor at event (vendor can
provide banner to display)
Company logo on NEW conference mobile app
Complimentary web ad for 3 months on www.prps.
org
Listed as sponsor on all conference marketing
materials and social media
Plus the standard sponsor comps
Platinum - $5,000
Benefits include:
• Sponsor for a major conference event
• (1) complimentary vendor booth in Exhibit Hall
(priority booth assignment)
• (2) tickets to Awards Dinner & Banquet
• Company name on rotating banner on NEW
conference mobile app
• Full page ad in the conference registration guide
• Signage recognizing sponsor at event (vendor can
provide banner to display)
• Listed as sponsor on all conference marketing
materials and social media
• Plus the standard sponsor comps
Gold - $3,000
Benefits include:
• Sponsor for a conference event or entertainment
• (1) complimentary vendor booth in Exhibit Hall
(priority booth assignment)
• (2) tickets to Awards Dinner & Banquet
• Company name on rotating banner on NEW
conference mobile app
• ½ page ad in the conference registration guide
• Listed as sponsor on all conference marketing
materials and social media
• Plus the standard sponsor comps
Bronze - $750
Benefits include:
• Sponsor for a program speaker or conference social
• Listed as sponsor on all conference marketing
materials and social media
• Plus the standard sponsor comps
In-Kind Sponsor
Benefits include:
• PRPS accepts in-kind sponsorships for a variety
of goods and services. These sponsorships are
determined on a case by case basis.
Standard Sponsor Comps
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Type listing included in conference program and
conference app
Sponsor sign displayed at the appropriate locations
Sponsor ribbons for representatives
Recognition at Sunday’s Welcome Dinner
If you have any questions on sponsorship, please contact:
Mark Palerino - Co-chair
Phone: 570-366-1190
Email: [email protected]
Karen Hegedus - Co-Chair
Phone: 610-635-3508
Email: [email protected]
Karen Burke - PRPS Executive Director
Phone: 814-234-4272
Email: [email protected]
Your contributions are greatly appreciated!
March 22-25, 2015
PRPS 68th Annual Conference
Advertising Opportunities
Registration Guide
The conference Registration Guide is distributed to over
3000 potential conference attendees. This is an 8.5” x 11”
publication. Advertisements are black and white (unless
noted), although color ads for the covers will be considered at
an additional cost.
The deadline for insertion orders and ad copy is
October 13, 2014. The rates and sizes are as follows:
• Outside Back Cover (color) - $500
• Inside back or inside front cover $390
• Full-Page - $360
• Half-page - $240
• Quarter-page - $120
• Insert - $420
• Business Card - $60
Program Guide
The conference Program Guide is distributed to all
conference participants. This is a 5.5” x 8” publication.
Advertisements are black and white (unless noted), although
color ads for the covers will be considered at an additional
cost.
The deadline for insertion orders and ad copy is
January 15, 2015. Rates and sizes are as follows:
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Outside back cover (color) - $429
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Inside back or inside front cover - $290
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Full-Page - $270
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Half-page - $178
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Quarter-page - $81
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Business card - $51
Contact Emily Schnelllbaugh at the PRPS office (814)
234-4272, or email [email protected] for advertising
assistance.
Advertising opportunities are also available in the Society
magazine, Pennsylvania Recreation & Parks, in the annual
Membership Directory & Buyer’s Guide, in the weekly
E-news, and on the PRPS Website.
THANK YOU FOR YOUR
SUPPORT OF PRPS
and
2015 PRPS CONFERENCE
Contact PRPS at 814-234-4272
www.prps.org
March 22-25, 2015
PRPS 68th Annual Conference
2015 PRPS Conference - SPONSORSHIP and ADVERTISING CONTRACT
Please print clearly or type and keep a copy for your records.
Company: ____________________________________________________________________________
Contact Name: _____________________________________________ Title: ___________________________
Address: __________________________________________________________________________________
City: ________________________________________________State: _________________Zip:____________
Phone: ______________________________________Ext: ____________ Fax: __________________________
Email: _______________________________________ Website: _______________________________
Authorizing Signature: _____________________________ Title: _____________________ Date: _____________
REGISTRATION GUIDE ADVERTISING (8.5’ x 11’)
Copy due October 13, 2014
Please check preference:
q Outside back cover (color) - $500
$ ___________
q Inside back or inside front cover - $390$ ___________
q Full-page - $360
$ ___________
q Half-page - $240
$ ___________
q Quarter-page - $120
$ ___________
q Insert - $420
$ ___________
q Business card - $60
$ ___________
PROGRAM GUIDE ADVERTISING (5’ x 8’)
Copy due January 15, 2015
Please check preference:
q Outside back cover (color) - $429
$ ___________
q Inside back or inside front cover - $290$ ___________
q Full-page - $270
$ ___________
q Half-page - $178
$ ___________
q Quarter-page - $81
$ ___________
q Business card - $51
$ ___________
SPONSORSHIP OPPORTUNITIES
(Please see full details on page 6)
q Diamond - $7,500
q Platinum - $5,000
q Gold - $3,000
q Silver - $1,500 q Bronze - $750
q I am interested in other sponsorship opportunities.
Please contact _________________________ (name)
at ________________________________ (phone).
PAYMENT INFORMATION
Please check preference:
q Bill my company
q Check enclosed - Check # _______ (payable to PRPS)
Bill credit card: q Visa q MC q AMEX q Discover Card #____________________________________
Exp.____________ 3-digit code on back of card: __________________ Signature ______________________________
3-Digit Code on back of card: _________ Signature ______________________________________ Date: ________
Note: Ad Rates for 2015 conference sponsors will be adjusted based on the level of sponsorship.
FOR PRPS OFFICE USE ONLY
Date received: ____________ Amount Paid: __________ Amount Due:___________ Authorization # (if C.C.): ____________
Ad Received: ___________ Ad Format: _____________
Please submit to: [email protected] l Fax: 814-234-5276 l 2131 Sandy Drive, State College, PA 16803
March 22-25, 2015
PRPS 68th Annual Conference
2015 PRPS Conference – VENDOR CONTRACT
Please complete and return this contract with your deposit. Please print clearly or type and keep a copy for your records.
Company: _________________________________________________________________________________
Address: __________________________________________________________________________________
City: ____________________________________________________ State: ______________ Zip: __________
Phone: __________________________________ Ext:___________ Fax: _______________________________
Email: ________________________________________________ Website: ____________________________
We wish to reserve ____ (qty.) exhibit booth(s) at the 2015 PRPS Annual State Conference to be held at the Lancaster
Marriott at Penn Square from March 22-24, 2015. We understand that a minimum deposit of $100 is required per regular
booth space with this application and the balance is due by January 15, 2015. We agree to comply with all rules, regulations,
and provisions established by the Pennsylvania Recreation & Park Society.
Authorizing Signature: _____________________________ Title: ________________________ Date: __________
Products/Services (for listing in Program Guide; 40 words or less; please print or type; attach additional sheet if necessary.)
__________________________________________________________________________________________________
__________________________________________________________________________________________________
__________________________________________________________________________________________________
BOOTH SIGN should read as follows: (Please limit to two
lines.)
Company:____________________________________
City/State: ___________________________________
Will you be offering a conference special?
___________________________________________
BOOTH PREFERENCE:
1st choice _________ 2nd choice __________
BOOTH REPRESENTATIVES:
Primary:
Name: ______________________________________
Title: _______________________________________
Secondary:
Name: ______________________________________
Title: _______________________________________
Name: ______________________________________
Title: _______________________________________
ADA COMPLIANCE
q Please check here if any of the company representatives
require special accessibility or accommodations at this function.
Please specify: ______________________________________
__________________________________________________
________________________________________________
PAYMENT INFORMATION
Booths - ______ (qty.) x $675/$800 per space $__________
Prime Spots: $3,350/$4,000
$ ____________
Non-profit/educational $75
$ ____________
Sunday Dinner (not included) -____ (qty.) $40.00 $ __________
Monday lunch (not included) - ____ (qty.) $20.00 $ ________
Monday dinner (1 included/addl tickets)___(qty.) $40.00 $_______
PRPS SUPPORTING MEMBERSHIP
PRPS Supporting Membership - $190
$ ____________
TOTAL DUE: $ ____________
AMOUNT ENCLOSED: $ ____________
(minimum $100 deposit per booth/Prime spots 50% due)
BALANCE DUE before January 15, 2015
$ ____________
METHOD OF PAYMENT:
q Check enclosed Check # ________ (payable to PRPS)
Mail to: PRPS, 2131 Sandy Drive, State College, PA 16803-2283
Bill credit card: q Visa q MC q AmEx q Discover
Card #________________________________________
Exp._________3-Digit Code on back of card: _________
Signature____________________________________
FOR PRPS OFFICE USE ONLY:
Date received: ________ Entered in Avectra: __________
Amount paid: ________ Authorization # (CC): _______
Amount due: ________ Booth assigned: ____________
q Hold harmless rec’d q Packet Sent q COI rec’d:
Please submit to: [email protected] l Fax: 814-234-5276 l 2131 Sandy Drive, State College, PA 16803
March 22-25, 2015
PRPS 68th Annual Conference
Rules and Regulations Governing All Exhibits
(Please sign and return with contract)
Restrictions
PRPS reserves the right to restrict exhibits which, because of noise, method of operation, or for any other reason become
objectionable.
Contract for Space
The signed contract and full payment constitutes the completed agreement for the right to use the space. In the event of fire,
strike, or other circumstances beyond the control of PRPS, the contract shall not be binding. PRPS reserves the right to cancel
any contract with any exhibitor at any time prior to or during the conference.
Liability
The Pennsylvania Recreation and Park Society, Inc., its employees or conference committee will not be responsible for any injury, loss or damage that may occur to the exhibitor, nor to the exhibitor’s employees or property from any cause whatsoever,
prior, during or subsequent to the period covered by the exhibit contract. This includes the period of storage prior to and following the conference. The exhibitor, on signing the contract, expressly releases the above-mentioned Society, individuals and
committee from any and all claims for such loss, damage, or injury. To prevent loss, small or portable articles of value should
be properly secured or removed after exposition hours and placed in safekeeping. Exhibitors will be required to complete a
hold harmless form prior to the start of the conference.
Use of Space
All demonstrations must be confined to the limits of the exhibit space. No exhibitors shall assign, sublet, or share the whole
or any part of the space allotted without the knowledge and consent of PRPS. Aisles must be clear. Advertising material of
any description may be distributed only within the space assigned to the exhibitor presenting such material.
Cancellations
Cancellations of an exhibit space contract agreement by the exhibitor must be received in writing thirty (30) days prior to the
first day of the conference by PRPS. Written notification must be sent to: PRPS, 2131 Sandy Drive, State College, PA 16803.
A $50.00 handling fee will be deducted from the refund. Mail and personal delivery of the cancellation notice shall be deemed
delivered on the day such notice is received at the PRPS Office.
Hold Harmless Agreement
The exhibitor agrees to indemnify and hold harmless the Pennsylvania Recreation & Park Society, Inc., its members, officers,
directors, and employees against any and all damage to property or personal injury or loss caused by the exhibitor to its agents,
representatives, or employees.
The exhibitor assumes complete responsibility and liability for all injury to any and all persons or property in any way connected with the exhibitor’s display, caused by the exhibitor, its agents, representatives, or employees.
Certificate of Insurance
All exhibitors are required to provide PRPS with a Certificate of Insurance (COI). The limit of liability must be $1,000.000.
This COI should include the Pennsylvania Recreation & Park Society (2131 Sandy Drive, State College, PA 16803) as the certificate holder and also include PRPS as an additional insured. Please reference the exhibit dates of March 22-24, 2015.
COI must be received by PRPS by March 6, 2015.
__________________________________________________________________________________________________
Printed Name of Authorized Signatory
Title
__________________________________________________________________________________________________
Signature of Authorized Signatory
Date
__________________________________________________________________________________________________
Business Name
Phone
__________________________________________________________________________________________________
Street Address
City
State
Zip
Exhibitors will not be permitted to set up their booth(s) without completing this form and providing a Certificate of
Insurance (COI). No refunds will be given for a cancellation due to failure to provide this signed agreement and a
COI.
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Please submit to: [email protected] l Fax: 814-234-5276 l 2131 Sandy Drive, State College, PA 16803