57th ANNUAL SUMMER CONFERENCE AND EXPOSITION JULY 21-24, 2010 TUCSON, ARIZONA. Collaborate : Solve : Implement EXHIBITOR PROSPECTUS

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1 57th ANNUAL SUMMER CONFERENCE AND EXPOSITION JULY 21-24, 2010 TUCSON, ARIZONA Collaborate : Solve : Implement EXHIBITOR PROSPECTUS

2 2 s ANNUAL CONFERENCE & EXPOSITION ABOUT The Arizona Association of School Business Officials () is a non-profit educational organization that serves the school business management profession and staffs of K-12 public schools and charter schools in the state of Arizona. is affiliated with the Association of School Business Officials International which is based in Reston, VA. The mission of is to promote the highest standards of school business management by providing quality training programs, legislative leadership and cultivating the professional stature of its members. s ANNUAL CONFERENCE AND EXPOSITION brings together hundreds of Arizona school business officials and other education professionals for one of the largest and most comprehensive professional development conferences in Arizona. The annual conference offers more than sixty informative breakout sessions on timely and informative topics directly related to the school business management profession, along with nationally renowned keynote speakers on the issues that matter to you. In the past, our keynote speakers have included leaders in educational leadership and successful motivational experts, think tanks and the organizational advocates. GET YOUR MESSAGE TO THE DECISION MAKERS If your business needs to get your message to many of the schools decision makers about either your products or services that are well suited for the K-12 education market, you should seriously consider being an exhibitor at s 57th Annual Conference & Exposition. More importantly, school business officials are directly responsible for the purchases of millions of dollars of goods and services for public schools in Arizona. If you have a product or service to sell to the schools, you need to exhibit at s Annual Conference. As an example, exhibitors have included telecommunications, computer software and hardware, architects, contractors, office and maintenance suppliers, vehicles, financial institutions, consultants, food and nutrition providers, property, casualty, and medical insurance and retirement providers, and many other fields. Public Schools Spend Millions Each Year on Goods and Services CONFERENCE ATTENDEES The Arizona Association of School Business Officials () represents over 200 school districts and charter schools from many diverse communities, making it one of the largest exhibitions of its kind. The annual conference itself presents many opportunities for one-on-one contact by exhibitors with school business officials and other educational leaders from across the state. Some of the school business officials that will be in attendance include: Chief Financial Officers Business Managers Facilities & Maintenance Directors Transportation Directors Procurement Officers Technology Directors Food Service Directors Superintendents Other key administrators School Board members ANNUAL CONFERENCE GIVES YOUR BUSINESS AN OPPORTUNITY TO: Discuss your message face-to-face with school business officials Broaden your contacts with school officials Increase your awareness of new and critical educational issues Present your products and services to the people who influence buying decisions

3 3 SPONSORSHIP OPPORTUNITIES FOR EXHIBITORS s annual conference is one of the largest educational meetings and trade shows in the southwest. Not only will you have an opportunity to meet school personnel who are directly involved in decisions that impact the schools operations, it is the place to be if you want to network with many of the K-12 educational industry s chief financial/ business managers and procurement officers in Arizona. PRIZE DRAWINGS has arranged drawings for prizes donated by exhibiting vendors. The drawings are held several times during the exhibitors trade show. Your firm may donate a prize to be given away at one of the drawings. Donation of prizes is completely voluntary and does not affect a vendor s ability to obtain an exhibit booth. As an exhibitor who is interested in doing business with school districts and charter schools, you will want to assist by participating and/or financially supporting in the conference s meal functions or education programs. Listed below are areas at the annual conference that needs your financial assistance: Prizes are retained in the vendors booths until claimed by the winner. Vendors may display their prizes prior to the drawings. After each drawing, the winning ticket and the vendor s name will be posted on a hotel video channel. The prize winner will collect the winning ticket and the business card and report to the donating vendor s booth to claim the prize. This gives the vendor an opportunity to meet the prize winner. Welcome Reception & Mixer: Wednesday, July 21, from 5:30 to 7:30 p.m. Sponsorship contributions are available for $300 Continental Breakfast: Thursday, July 22, & Friday, July 23 from 8:00 to 8:45 a.m. This is an opportunity for you to host our members prior to the general sessions. Sponsorship contributions are avaiable for $250. HOSPITALITY RECEPTIONS Exhibitors may want to host a hospitality reception at the conference. These booths are an excellent venue to meet school business officials in a relaxed setting, especially at the end of a busy day of meetings. s Corporate Partners Strategic Partners Annual Conference Bash Thursday, July 22, from 7:00 to 9:00 p.m. This event is the conference social highlight of the week. There will be entertainment and delicious food for all conference participants to relax, have fun, and get to know one another. Breakfast Buffet: Saturday, July 24, is one of the favorite events during the conference week. Attendees are treated to a delicious assortment of hot breakfast entrees. Sponsorships contributions are available for this event at $300 Alliance Partner You too can be an Corporate Partner. Call the Office at for more information!

4 4 POLICIES & REGULATIONS FOR EXHIBITORS SPACE ASSIGNMENT The Arizona Association of School Business Officials () will begin accepting exhibitor applications on Monday, March 15, at 12:00 noon (MST). Applications may be submitted online at by fax at (602) ; or in person. Applications must be accompanied by full payment or they will not be accepted. No applications will be accepted prior to March 15, except from our corporate partners. Any exhibitor applications received prior to 12:00 p.m. (MST) will be considered received as of 5:00 p.m. on March 15, The selection order for exhibit spaces will be determined based on the date and time the application and payment was received, and in the following order: 1. Corporate Strategic Partners will have first selection of booth locations. 2. Corp. Alliance Partners will have second selection of booth locations. 3. Gold Level exhibitors will have third selection of booth locations. 4. Silver Level exhibitors will have fourth selection of booth locations. 5. Bronze Level exhibitors will have fifth selection of booth locations. 6. Copper Level exhibitors will have their exhibit spaces assigned by based the remaining inventory of exhibit spaces and the date that payment and applications was received by the office. Sell Out - It is possible that the number of request for booth spaces will exceed available space. If space is no longer available, applicant may request to be placed on a waiting list or request a refund of monies received by. Due to limited exhibition space, each vendor may not request for more than two (2) booths. Cancellation Policy Should an exhibitor need to cancel a space reservation, a written notice of the cancellation is required no later thirty (30) days preceding the first day of the trade show (July 21, 2010). A $50 administrative fee will be withheld from the refund to exhibitors who cancel on or before June 21, Exhibitors who cancel after June 21, 2010, will forfeit all fees and the right to occupy exhibit space. Early Dismantling Any exhibitors who do not operate their assigned booth space or dismantle or partially dismantled their exhibit before the close of the trade show at 11:00 a.m. on Friday, July 23, will be charged a $150 fine. This includes the final remaining minutes of the trade show. As a professional courtesy to other exhibitors, no exhibitors shall begin to tear down their booth until the show has been officially closed at 11:00 a.m. on Friday, July 23, Set Up & Tear Down Exhibitors may begin setting up their booths at 11:30 a.m. on Wednesday, July 21. Exhibitors must have their displays completed and operational by 4:30 p.m. The exhibit show opens at 5:30 p.m. on Wednesday, July 21, In order to protect the integrity of the trade show, any exhibit space not occupied by 5:00 p.m. on Wednesday, July 21, will be forfeited and the space may be resold or reassigned by without refund. Prior approval by the Executive Director is required for any delayed occupancy. RULES AND REGULATIONS The following rules and regulations pertain to all exhibitors whose applications have been accepted for the 57th Annual Summer Conference & Exposition. reserves the right to render all interpretations and decisions. Should questions arise, and to establish further regulations as may be deemed necessary to the general success and well-being of the show, s decisions and interpretations shall be accepted as final in all cases. Acceptance and allocation of exhibit spaces will be at the sole discretion of the Executive Director of. Every attempt will be made to honor exhibitor requests for preferred location. Actual exhibit space may vary slightly from the dimensions described. Note: selling of products or services is not permitted at the Annual Conference. Distribution of edible samples must be approved in advance by the resort s management and Executive Director. (continued on page 5)

5 5 POLICIES & REGULATIONS CONTINUED AND IMPORTANT DATES (continued from page 4) Exhibitors must provide their own boxes, dollies, carts and labor for setting up and taking down exhibits. Exhibitors needing electrical setups and multiple outlet strips will need to make arrangements with the exhibitor provider company. Vendors are responsible for individual liability insurance. Each exhibitor agrees to hold harmless the resort, and employees or representatives of both organizations, from liability or responsibility for theft, damage or destruction of an exhibit or materials, and any injury to the vendor or its employees. Participation in the exhibit is at the vendor s sole risk. No flammable liquids, substances or materials of any nature, including decorative materials that are not flameproof, may be used in the exhibit. Any additional equipment not included in the exhibit booth package, including all electrical service, will be contracted by the EXHIBITOR through BREDE EXPOSITION SERVICES. ALL EXHIBITORS will be provided with a packet of order forms from BREDE EXPOSITION SERVICES no later than Monday, June 21. The cost of all materials and services contracted directly with BREDE EXPOSITION SERVICES will be the responsibility of the exhibitor. Exhibitors may attend as many of the social and educational programs at the conference subject to space availability. There may be a charge for participation in some of these events (e.g., luncheons or banquets). The cost to attend will be the same as for active members. Exhibitors may pick up their credentials and conference program book and tickets for any events during normal business hours at the conference registration desk from 11:30 a.m. until 5:00 p.m. on Wednesday, July 21, at the Exhibitor Registration Desk at the JW Marriott Starr Pass Resort. Exhibitors may not grant permission or permit another vendor, manufacturing representative or distributor to utilize their assigned booth space(s) or to sublease within its assigned space without the prior approval granted by the Executive Director. EXHIBITOR ONLINE REGISTRATION Non-members:Go to and click on the Join Now link at the top. Then, select the Non-Member option. This will take you through the steps to register with our website but will not create an invoice for member dues. Once you have registered with our website, please log-in and follow the steps below in the Members instructions. Members: Go to and log-in. Click on the Quick Link for Class/Workshop/Event Schedule & Registration. Then scroll down to March 26, and click the Register link next to the appropriate listing for Annual Conference Booth Registration. If you have trouble registering online, please call the Office at IMPORTANT DATES FOR EXHIBITORS Applications for Gold, Silver, and Bronze Friday, March 26, 2010 Levels due into office. Booth Space assignments for Friday, April 9, 2010 Gold, Silver, and Bronze Levels will be made by: Applications for Copper Exhibitor Friday, April 23, 2010 Level due into office by: Booth space assignments for Copper Friday, May 7, 2010 Level will be made by: Exhibitors move-in and set-up: Wed., July 21, :30 a.m. to 4:30 p.m. Exhibitors meeting (mandatory): Wed., July 21, :30 to 5:00 p.m. Tradeshow hours: Wed., July 21, :30 to 7:30 p.m. Thursday, July 22, :00 to 11:00 a.m. Friday, July 23, :00 to 11:00 a.m. Exhibitor Move-out: Friday, July 23, :00 a.m. to 1:00 p.m.

6 6 EXHIBITOR LEVELS In an effort to sustain quality programming and provide for an opportunity for a Business Associate Member to exhibit at the annual conference, offers the following Exhibitor Levels: GOLD LEVEL Choice of one prime exhibit space. The Gold Exhibitors get first selection after the corporate partners have selected their booths One year individual membership in Identification in the conference program Company logo featured on annual conference web page Signage at the annual conference Introduction and acknowledgement at an event Colorful sponsor ribbons to attach to name badges Two $100 Marriott Gift Cards. Each gift card may be applied towards the golf outing, conference hotel room or restaurant charges, spa, or registration fee for an workshop or education class. The Marriot Gift Cards are valid for one year. The application fee for a Gold Level Exhibitor is $2,500. There is a limit of two Gold Exhibitor packages per exhibitor. SILVER LEVEL Choice of one prime exhibit space location (After Gold Level Exhibitors select their booth locations) One year individual membership in Identification in the conference program Company logo featured on annual conference web page Signage at the annual conference Colorful sponsor ribbons to attach to name badges One $100 Marriott Gift Card. This gift card may be applied towards the golf outing, conference hotel room or restaurant charges, spa, or registration fee for an workshop or education class. The gift card is valid for one year. The application fee for a Silver Level Exhibitor is $1,500. There is a limit of two Silver Exhibitor Packages per exhibitor for the 57th Annual Conference and Exposition. BRONZE LEVEL Choice of one prime exhibit space location. (After Silver Level Exhibitors have selected their booths) One year individual membership in. Identification in the conference program Logo featured on annual conference web page Signage at the conference The application fee for a Bronze Level Exhibitor is $1,000. There is a limit of two Bronze level exhibit spaces. COPPER LEVEL Exhibit spaces for the Copper Level Exhibitor category will be assigned after the Gold, Silver and Bronze Level of exhibitors. Fees Schedule for Copper Exhibitors: 8 x 10 booths located inside the Arizona Ballroom cost $ x 8 booths located inside of Arizona Ballroom cost $ x 10 booths located in the foyer of the Arizona & Tucson Ballrooms cost $ x 6 table tops located in the foyers of the Arizona & Tucson Ballrooms costs $775. What Is Included in Exhibit Space Fees: 8 x 10 and the 8 x 8 booths include: Four complimentary name badges (non-transferable) 10 high back drape One (1) 7 x 44 ID sign One (1) 8 draped table Two (2) chairs One (1) wastebasket 2 x 6 Table Top Exhibit include: Two complimentary name badges (non-transferable) 8 high back drape One (1) 6 draped table Two (2) chairs One (1) wastebasket The exhibit area will be provided with daily aisle maintenance. There is no security service provided. Exhibitors should not leave any valuables or personal belongings in the exhibit area at any time. and its agents are not responsible for any loss or damages to personal property, equipment or products in the resort property. has contracted with Brede Exhibition Services to provide exhibit management services, including the installation and dismantling of exhibit booths and table tops along with the normal electrical hookups and any other services of a trade show. Due to the popularity and limited availability of exhibit spaces, all Exhibitors are encouraged to submit their application and payment to the office early. For additional information, please contact the Arizona Association of School Business Officials at (602) Or Ana at asanchez@aasbo.org or Whitney at wschultz@aasbo.org

7 7 BALLROOM LAYOUT 57th Annual Conference, July 21-24, 2010 JW Marriott Starr Pass Arizona and Tucson Ballrooms T16 T17 T18 ARIZONA BALLROOM T19 T20 T21 T22 T23 T24 T25 T26 T27 T28 T29 T30 T31 T32 T33 T34 T35 T36 TUCSON BALLROOM LEGEND: 8 x 8 Booths 8 x 10 Booths 2 x 6 Table Tops