2015 NATIONAL CONFERENCE MAY 13–15, 2015 HILTON CHICAGO CHICAGO, ILLINOIS AN INVITATION TO ADVERTISE AND EXHIBIT
ATTENDED BY BOYS & GIRLS CLUBS OF AMERICA’S BEST AND BRIGHTEST — from influential board members to professional Club executives and their U.S. military counterparts who operate youth centers on bases around the globe. This premier networking event serves nearly 2,500 attendees eager to learn about the latest techniques and products in the youth-development field. Don’t miss your opportunity to meet these key decision makers and share information about your products and services. LOCATION
ABOUT BOYS & GIRLS CLUBS OF AMERICA
Hilton Chicago
For more than a century, Clubs have helped put young people on the path to great futures. Boys & Girls Clubs annually serve nearly 4 million young people, through membership and community outreach, in some 4,000 Club facilities throughout the country and BGCA-affiliated Youth Centers on U.S. military installations worldwide.
720 South Michigan Avenue, Chicago, IL 60605 HOTEL RESERVATIONS Please visit www.bgca.org/exhibits for more details. EXHIBIT DATES/HOURS Wednesday, May 13
11:00 a.m. – 5:00 p.m.
Thursday, May 14
11:00 a.m. – 5:00 p.m.
SET-UP Wednesday, May 13
7:00 a.m. – 11:00 a.m.
BREAKDOWN Thursday, May 14
5:00 p.m. –9:00 p.m.
For more information, visit www.bgca.org.
EXHIBIT OPPORTUNITIES BOYS & GIRLS CLUBS OF AMERICA
2015 NATIONAL CONFERENCE
WWW.BGCA.ORG/EXHIBITS
PLATINUM EXHIBITOR — $10,000
SUPPORTING EXHIBITOR — $1,000
•8 ' x 20' premium booth space including specialized back drop and table draping (booth assigned on a first paid, first reserved basis)
If your company is unable to attend the conference but would still like to advertise, the Supporting Exhibitor option is perfect! The package includes:
• Full page ad in the conference program
• Company name and product/service description listed in Exhibit Directory
• Provide promotional item in conference gift bag • Dedicated pre-conference email blast to conference attendees • Complimentary 1st Sales Lead Retrieval Service • Promotion of any specials or drawings on exhibit hall •C ompany name and product/service description listed in Exhibit Directory •P ost conference mailing of promotional materials to all Boys & Girls Clubs (must be approved by BGCA) •C omplimentary registration for up to six guests per booth. There will be a charge of $175 for each additional guest.
GOLD EXHIBITOR — $5,500 •8 ' x 20' preferred booth space (booths assigned on a first paid, first reserved basis) •H alf page ad in the conference program Find out more! •C ompany included in signage listing Platinum & Gold Exhibitors
• Post conference mailing of promotional materials to all Boys & Girls Clubs (must be approved by BGCA) PLEASE NOTE THIS PACKAGE DOES NOT INCLUDE ATTENDANCE TO THE CONFERENCE.
NOTE: ART WORK FOR ADVERTISEMENTS MUST BE RECEIVED BY MARCH 13, 2015. ADVERTISE WITH US!
BOOTH DESCRIPTION Boys & Girls Clubs of America will provide: • Carpeted Booth with two side rails and 8' backdrop • One draped 2' x 6' table with two chairs • One 7" x 44" company identification sign • Wastebasket
•P ost conference mailing of promotional materials to all Boys & Girls Clubs (must be approved by BGCA)
• Daily cleaning of exhibit hall
•P romotion of any specials or drawings on exhibit hall
• Product/service description in Exhibit Directory
•C ompany name and product/service description listed in Exhibit Directory •C omplimentary registration for up to four guests per booth. There will be a charge of $175 for each additional guest.
• Exhibitors — light hosted lunch provided.
BOYS & GIRLS CLUBS OF AMERICA WILL NOT PROVIDE: • Audio/visual equipment • Telephone service • Individual booth cleaning • Individual booth lighting
SILVER EXHIBITOR — $2,500
• Storage and drayage
•8 ' x 10' preferred booth space (booths assigned on a first paid, first reserved basis)
• Electrical equipment
•C ompany name and product/service description listed in Exhibit Directory
BOYS & GIRLS CLUBS OF AMERICA CONTACT:
•C omplimentary registration for two guests per booth. There will be a charge of $175 for each additional guest.
Exhibit Manager
•P romotion of any specials or drawings on exhibit hall.
Dollneshia Lee phone: 404-487-5924 fax: 404-487-5789
[email protected]
TERMS AND CONDITIONS BOYS & GIRLS CLUBS OF AMERICA
2015 NATIONAL CONFERENCE
LOCATION OF EXHIBITS: The conference will take place at the Hilton Chicago. All measurements and booth layouts shown on the floor plan are accurate as possible, but Boys & Girls Clubs of America (BGCA) reserves the right to make such modifications and changes such as booth assignments to adjust floor plans to meet its needs. ELIGIBLE EXHIBITORS: BGCA has the sole right to determine the eligibility of any company or product inclusion in BGCA’s Conference. CONTRACT FOR SPACE: Acceptance of this application and assignment of space shall constitute a contract with BGCA. In the event of fire, strikes or other uncontrolled circumstances rendering the exhibit area unfit or unavailable or causing exhibits to cancel ten days prior to opening day, the contract will not be binding, and payment will be refunded. If cancellation by the exhibiting company, 50% of exhibiting fees will be refunded. CANCELLATIONS: In the event the exhibitor cancels all or part of the exhibit space contracted here under, the following provisions shall apply: • If written notice of the cancellation is received at BGCA prior to March 1, 2015 the exhibitor will be refunded in full if space is resold. • If written notice of cancellation for space is received at BGCA after March 1, 2015 the exhibitor shall pay a cancellation fee equal to the full (100%) cancelled exhibit space rental fee. • If the exhibitor does not make full payment when due under this contract, BGCA reserves the right to terminate such contract. SET-UP/SHOW/DISMANTLE: Hours and dates for set-up, show and dismantle shall be those specified by BGCA. Exhibitor shall be liable for storage and handling charges resulting from failure to remove exhibit material from the exposition at the conclusion of dismantling as specified by BGCA. EXHIBIT CONSTRUCTION: Height regulation of a booth is ten feet. Special requests for overheads and unusual sign configurations must be cleared with BGCA well in advance of set-up. The height may be maintained at the sides of the exhibit for a distance not in excess of four feet from the back wall. From this point, the maximum height is 40 inches. These dimensions do not include the actual equipment displayed.
WWW.BGCA.ORG/EXHIBITS
LIMITATION OF LIABILITY: Exhibitor agrees to make no claim for any reason whatsoever against BGCA for loss, theft, damage or destruction of goods; nor for any injury to the exhibitor while in the exposition quarters; nor for the damage of any nature including damage to the exhibitor’s business by reason of failure to provide space for the exhibit; nor for any action of service suppliers of BGCA; nor for the failure to hold the exposition as scheduled. DAMAGE OF PROPERTY: Exhibitor is liable for any property damage caused to building floors, walls, or columns, standing booth equipment or other exhibitors’ property. Exhibitors may not apply paint, lacquer, adhesives or other coating to building columns and floors or to standard booth equipment. SAFETY DEVICES: Exhibitor agrees to accept full responsibility for compliance with national, state and city regulations in the provision and maintenance of adequate safety devices and conditions for the operation of machinery and equipment. FLOOR LOAD: Under no circumstances may the weight of any equipment or exhibit material exceed the hall’s maximum floor load. Exhibitor accepts full and sole responsibility for any injury or damage to property or person resulting from failure, knowingly or otherwise, to distribute the load of exhibit material to conformity with the maximum floor load specifications. Floor weight maximums may vary by booth locations; please contact exhibit manager if you have any questions. SUBLEASING: Exhibitor may not sublet its space, nor any part thereof, nor offer for sale the allocated space without the knowledge and written consent of BGCA. Exhibitor must show only display goods produced by its regular course of business. No firm or organization not assigned to the exhibit space will be permitted to solicit business with the exhibit area or public areas or lobbies of the exhibit facility. DEFAULT OF OCCUPANCY: Any Exhibitor failing to occupy contracted space is not relieved of the obligation of paying the full rental of such space. If not occupied by the time set for completion of installation of displays, such space may be possessed by BGCA for such purposes as it may see fit. If booth space is not occupied by 5:00 p.m. on opening day of the show, BGCA will have the right to use such space. OTHER TERMS AND CONDITIONS: This application and contract for exhibit space is subject to acceptance by BGCA and may be amended in writing.
CONTRACT FOR EXHIBIT SPACE BOYS & GIRLS CLUBS OF AMERICA EXHIBITOR TYPE: Platinum Exhibitor
2015 NATIONAL CONFERENCE
Gold Exhibitor
Silver Exhibitor
WWW.BGCA.ORG/EXHIBITS
Supporting Exhibitor
COMPANY INFORMATION Company Name: ______________________________________________________________________________________________ Primary Contact:____________________________________________________ Title:______________________________________ Address:_____________________________________________________________________________________________________ City:______________________________________________________________ State: _________________ Zip: ________________ Phone:____________________________ Fax:____________________________ E-mail: ____________________________________ BOOTH ATTENDANTS List the names of the individuals who will be attending the conference to staff your booth 1. ____________________________________________________ 4. ___________________________________________________ 2.____________________________________________________ 5. ___________________________________________________ 3.____________________________________________________ 6. ___________________________________________________ BOOTH SELECTION Visit www.bgca.org/exhibits to view the floor plan and select two booth numbers from the layout. First Choice____________________________________________ Second Choice__________________________________________ EXHIBIT DIRECTORY DETAILS Company Name:_______________________________________________________________________________________________ Address Line 1:________________________________________________________________________________________________ Address Line 2:________________________________________________________________________________________________ City:______________________________________________________________ State: _________________ Zip: ________________ Website:___________________________________________________________ Email Address:_______________________________ Contact Name:______________________________________________________ Phone Number:______________________________ Descriptions must be 50 words or less. We reserve the right to edit as necessary, without your consult. You must submit your product description with this contract. Attach a separate page if necessary or email to
[email protected]. Please email your company logo to
[email protected]. ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ PAYMENT Please make checks payable to: Boys & Girls Clubs of America and send to the following: Dollneshia Lee, Exhibit Manager, Boys & Girls Clubs of America, 1275 Peachtree Street NE, Atlanta, GA 30309. Pay by credit card online at www.bgca.org/exhibits. TERMS & CONDITIONS I have read and accept the terms and conditions of this contract. Signature__________________________________________________________ Date______________________________________ Print Name_________________________________________________________ Title_______________________________________
FLOOR PLAN BOYS & GIRLS CLUBS OF AMERICA
2015 NATIONAL CONFERENCE
WWW.BGCA.ORG/EXHIBITS
HILTON CHICAGO, STEVENS MEETING CENTER, SALON A
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141 20' 20'
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RAMP
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RAMP
20' 20'
124
98 LIFT
KEEP CLEAR
20'
20'
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70 20' 20'
55 KEEP CLEAR
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54 40 20' 20'
KEEP CLEAR
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CAUTION: LOW SPRINKLER HEADS
18'-6"
10'
18'-5"
20'-6"
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17'-3" 53'
LOADING AREA
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16'-1"
18'-7"
12'-8"
SALON A FREIGHT ELEVATOR
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RAMP
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RAMP
20' 20'