National Coalition of Black Meeting Planners

Transcription

1 National Coalition of Black Meeting Planners 2009 Fall Educational Conference December 2-6, 2009 Unleashing the Power of Meetings and Hospitality Professionals Register Now! Hilton Daytona Beach Oceanfront Resort Daytona Beach, Florida 1

2 NCBMP 2009 Fall Educational Conference Unleashing the Power of Meetings and Hospitality Professionals Table of Contents Page No. Invitation From the Chairman and President 3 General Information 4-7 Membership Application 8-9 Meeting Planner Profile 10 Meeting Planner Registration Form 11 Tours of Daytona Beach Registration Form 12 Choral Ensemble Participation Form 13 Student Mentor Participation Form 14 New Member "Buddy Network" Participation Form 15 Community Outreach Participation Form 16 John Crump Annual Scholarship Golf Tournament Registration Form 17 Supplier Member Registration Form 18 Opportunity Showcase Application 19 Veal Convention Services Exhibit Information and Order Forms Conference Agenda

3 Invitation From the Chairman and President Dear Friends: We are pleased to invite you to the NCBMP 2009 Fall Conference. As you look through the conference brochure, you'll discover, not just a great collection of workshops and sessions, but an array of opportunities and challenges; opportunities that can open up your career path to new ideas and challenges that can build your skills with cutting-edge information. Important, too, will be our time together. In recognizing how fragile and unsteady our industry is during these economic times, we have a tremendous professional responsibility to our peers. That's why our connecting and reconnecting within a spiritually positive community becomes so important. In strengthening our bonds of collective energy, we can replenish and rejuvenate ourselves and, upon returning home, bring to our jobs the kind of skills that promotes our careers as well as provide job satisfaction for our employers. In addition to innovative ideas that provide you with tools and techniques that work, there will be time for personal renewal and healing. Often, we're so focused on our jobs and our clients that we forget about the importance of restoring who we are as husbands, wives, mothers, fathers, and children, which in truth, contributes so much to the success of our careers. This coming December, 2009, at the Hilton Daytona Beach Oceanfront Resort, can be a time to awaken and reawaken the human spirit...be part of an exceptional community, gain insights from pioneers in the field, and enjoy friendships that connect and reconnect. We look forward to being there with you to learn, relax, and have fun. Sincerely, Howard F. Mills, Sr., Howard F. Mills, Sr., CMP Stella Beene Venson Stella Beene Venson 3

4 General Information The National Coalition of Black Meeting Planners (NCBMP) 2009 Fall Educational Conference will be held at the Hilton Daytona Beach Oceanfront Resort December 2-6, The NCBMP Conference is open to members and invited guests only. Your membership dues must be current in order to register for the conference. REGISTRATION FEES MEETING/PLANNERS/ASSOCIATION EXECUTIVES Early Bird Registration $ (If received by 11/2) Regular Registration $ (If received between 11/03 and 11/30) Late Registration $ (After 11/30 and On-site) SUPPLIERS Early Bird Registration $ (If received by 8/03) Regular Registration $ (If received between 8/04 and 11/30) Late Registration $ (After 11/30 and On-site) OPPORTUNITY SHOWCASE Supplier s Only Regular Booth - $ Perimeter Booth - $ Note: Exhibit booths will not be sold on-site. OPPORTUNITY SHOWCASE PARTICIPATION Tabletop and pop-up displays and easels will be permitted and reserved on a first-come, first-serve basis and shall be restricted to the perimeter of the exhibit area. Any additional costs, such as electricity, installation or dismantling of display will be at the exhibitor s expense. The $ exhibit fee entitles each exhibitor to have up to two people (each of whom must be a member of NCBMP, registered for the conference and an official representative of the exhibiting company), staff the display. Perimeter booths are $ Additional company personnel who wish to participate in the Opportunity Showcase will be charged $200 ($300 on site) per person. The additional name(s) must be provided in advance, by Monday, November 2, There will be no exhibit booths sold on site. The exhibiting company shall be the individual organization and not part of any chain or group. Each exhibitor, not the NCBMP, will be responsible for all charges, incurred in conjunction with the shipping and/or delivery of an exhibit or materials for the Opportunity Showcase. Please Note: Appointments for Meeting Planners will be made in advance for all Exhibitors. Please note: Only representatives registered as exhibitors will be allowed to work in the exhibit booth or attend the trade show. Spouses and significant others will not be permitted to attend Opportunity Showcase. SPOUSE/SIGNIFICANT OTHER Thursday, December 3 Lunch $50.00 Saturday, December 6 Opening Reception $45.00 Breakfast/Reception/Banquet $ Tours of Daytona Beach $ Friday, December 4 Breakfast/Lunch $95.00 Total Fee: $

5 General Information (continued) REGISTRATION GUIDELINES Early Bird Registration for Meeting Planners/Association Executives must be received (not postmarked) in the NCBMP office by Friday, October 02, Early Bird Registration for Suppliers must be received (not postmarked) in the NCBMP office by Monday, August 03, Regular registration must be received in the NCBMP office Friday, November 6, Any registrations received after Friday, November 6, 2009 will be considered as on-site registration and the on-site fee will apply. No registrations will be processed without a completed registration form and the appropriate payment. CONFERENCE FEES MUST ACCOMPANY YOUR REGISTRATION FORM. Your membership dues must be current in order to register for the conference. NCBMP membership is individual and is not transferable. Therefore, registration substitution is not permitted with a non-member. CANCELLATION POLICY Cancellations received before Monday, November 2, 2009 entitles the registrant to a full refund, less a $75.00 service fee. No refunds will be made for cancellations received after Monday November 2, All requests for refunds must be received in writing. ACCOMMODATIONS The Hilton Daytona Beach Oceanfront Resort will serve as the host hotel for the conference. Reservations will be made by NCBMP and must be guaranteed by the first night s room deposit (which must accompany your reservation form). Hotel reservations will be made for you according to the dates that you indicate on your registration form. Final payment for your hotel accommodations will be your responsibility upon checkout. Do not contact the hotel! Reservations will be accepted by NCBMP only. Hilton Daytona Beach Oceanfront Resort 100 North Atlantic Avenue Regular Members Daytona Beach, Florida (Meeting Planners, Association Executives) Phone: (386) Single/ Double $ Fax: (386) ($ % tax = $14.88= $133.88) Associate Members (Suppliers) Single/Double $ ($ % tax = $21.13= $190.13) ENTERTAINMENT AND HOSPITALITY SUITES The NCBMP requests that there be no conflict between individual or company entertainment and the hours of any official conference activity. 5

6 CONFERENCE ATTIRE General Information (continued) Business attire is the meeting dress code. This includes jackets and slacks, shirt and optional tie, for males; and matching pantsuit, or separates, tailored slacks and blouses for females. Dresses are also an option. Jeans and shorts are not acceptable as business attire. The attire for the closing banquet is black tie optional, i.e., tuxedos, dark suits and cocktail dresses. It is also appropriate to bring your golf, tennis, exercise and swimwear in order to experience the hotel s leisure activities when there are no official conference activities scheduled. The average temperature in Daytona Beach, Florida during December is 50 to 70 degrees. TRANSPORTATION INFORMATION Orlando International Airport services Orlando and the Daytona Beach area. The airport serves as a secondary hub for AirTran Airways and a focus city for both Southwest Airlines and JetBlue Airways. Southwest Airlines is currently the airport's largest carrier in terms of passengers traveled. The airport is also serviced by all major airlines. Ground Transportation Daytona Orlando Transit Service, Inc. (DOTS) provides 22 daily trips between Orlando and Daytona Beach North Nova Road*Daytona Beach, FL (386) * (800) Fax : ( Locations and Rates: 24 Hour advance reservation and payment are necessary. When making reservations, please have airline and credit card information available. Departing Flights: Drop off at Terminal A or B at your airline. Arriving Flights: Dots will pick up from A and B Terminal, Level 1 below baggage claim, space number 15 at each Terminal. DOTS shuttle will arrive 10 minutes prior to departure time. Fare: $35.00 One Way $65.00 Round Trip Daytona Beach International Airport is the "Gateway to Central Florida", linking the world-famous Atlantic Ocean beaches and the Daytona International Speedway with Orlando attractions, Kennedy Space Center, and historic St. Augustine. Daytona Beach International Airport makes arriving in Daytona Beach very pleasant. The airport is serviced by US Airways and Delta Air Lines. Ground Transportation Taxi Cabs are the preferred method of transportation from the Daytona Beach International Airport. Fare: Taxi fare is approximately $17.00 one way from Daytona Beach International Airport to the Hilton Daytona Beach. Add $1.00 per person for each extra person. 6

7 General Information (continued) Ground Transportation (continued) DEPART DAYTONA 1034 North Nova Road Daytona Beach 4:00 a.m. 5:30 a.m. 7:00 a.m. 8:30 a.m. 10:00 a.m. 11:30 a.m. 1:00 p.m. 2:30 p.m. 4:00 p.m. 5:30 p.m. 7:00 p.m. DEPART ORLANDO B Side, Level 1 Space 15 6:15 a.m. 7:45 a.m. 9:15 a.m. 10:45 a.m. 12:15 p.m. 1:45 p.m. 3:15 p.m. 4:45 p.m. 6:15 p.m. 7:45 p.m. 9:15 p.m. A Side, Level 1 Space 15 6:30 a.m. 8:00 a.m. 9:30 a.m. 11:00 a.m. 12:30 p.m. 2:00 p.m. 3:30 p.m. 5:00 p.m. 6:30 p.m. 8:00 p.m. 9:30 p.m. ARRIVE ORLANDO INTERNATIONAL (Approximately) 5:45 a.m. 7:15 a.m. 8:45 a.m. 10:15 a.m. 11:45 a.m. 1:15 p.m. 2:45 p.m. 4:15 p.m. 5:45 p.m. 7:15 p.m. 8:45 p.m. ARRIVE DAYTONA 1034 North Nova Road Daytona Beach 8:15 a.m. 9:45 a.m. 11:15 a.m. 12:45 p.m. 2:15 p.m. 3:45 p.m. 5:15 p.m. 6:45 p.m. 8:15 p.m. 9:45 p.m. 11:15 p.m. Partnerships in Action: Building Capacity 7

8 National Coalition of Black Meeting Planners PLEASE TYPE ALL INFORMATION Application for: Membership Renewal New Membership Name: Title: Company Name: Company Address: City: State: Zip: Web Site: Business Phone: ( ) Business FAX: ( ) Home Address: Home Phone: ( ) City: State: Zip: Membership referred by: (NCBMP MEMBER) DUES All dues are payable on or prior to the anniversary date. Please check the appropriate box. Member $200 Association Presidents, Executive Directors, Meeting Planners, Special Events Planners with one-year of experience and plan meetings on a regional or national level. Associate Member - Supplier $375 Persons engaged in supplying services for meetings and conventions; i.e. hoteliers, travel agents, airline executives convention bureau/convention center executives, decorators and printers. All requested information must be completed and attached to this application. Failure to return the completed information with payment will delay the processing of your membership application. Please provide credit card information below or enclose check payable to: NCBMP* 8630 Fenton Street, *Suite 126 *Silver Spring, MD For additional information call (202) METHOD OF PAYMENT Check or money order enclosed. Make check payable to: NCBMP Credit Card VISA Master Card American Express Card Number Expiration Date: Name of Card Holder: Signature of card holder: 8

9 National Coalition of Black Meeting Planners RЀSUMЀ CURRENT POSITION PLEASE TYPE OR PRINT ALL INFORMATION Name: Title: Company Name: Company Address: City: State: Zip: Web Site: Business Phone: ( ) Business FAX: ( ) How long at this position?: Brief job description, including services supplied (if any) PREVIOUS POSITION Organization: Title: City: State: Zip: How long at this position?: Brief job description, including services supplied (if any) NCBMP USE ONLY Signatures of 2 voting members of NCBMP: #1 #2 National Office approval and signature: Date sent to National Office Date Received Amount Received $ 9

10 NATIONAL COALITION OF BLACK MEETING PLANNERS MEETING PLANNER and ASSOCIATION EXECUTIVE PROFILE Name: Title: Company Name: Company Address: City: State: Zip: Web Site: Business Phone: FAX: Please provide information on the meetings you plan. Number of meetings per year: Average number of rooms: Square footage of exhibit space if required: Number of concurrent meeting rooms: Number of meal functions: Number of coffee/refreshment breaks: Seating of largest banquet room: Seating of largest meeting room: First open month/year Second open month/year: Annual Meetings Regional Meetings Board Meetings Seminar/ Workshops 2008 Name of Group/Meeting: Date of Meeting: Number of People: Number of Rooms: Hotel(s) Hotel Contact: City: State: Zip: 2009 Name of Group/Meeting: Date of Meeting: Number of People: Number of Rooms: Hotel(s) Hotel Contact: City: State: Zip: 2010 Name of Group/Meeting: Date of Meeting: Number of People: Number of Rooms: Hotel(s) Hotel Contact: City: State: Zip: 10

11 NCBMP 2009 Fall Conference Registration Form Meeting Planner/Association Executive Date: Name: Title:: Association: Address: City: State: Zip Code: Telephone: ( ) Fax: ( ) Spouse/Significant Other : (If Attending) Single Double Smoking Non-Smoking Arrival Day/Date/Time: Departure Day/Date/Time: Do you need Special Services? Yes No Please Explain: Check Credit Card Amount Annual Membership Dues (if owed) $ $ Early Bird Registration (By 11/02) $ $ Regular Registration (Between 11/03 and 11/30) $ $ Late and On-site (After 11/30 and on site) $ $ Hotel Room Deposit (1 st Night) $ $ NCBMP Scholarship Fund Contribution $ $ Community Outreach Contribution $ $ Golf Tournament $ $ Wednesday: Golf Clinic $ $ Spouse/Guest Registration Wednesday: Golf Tournament $ $ Wednesday: Golf Clinic $ $ Thursday: Lunch $ $ Thursday: Opening Reception $ $ Friday: Breakfast/Lunch $ $ Saturday: Breakfast/Reception/Banquet $ $ Saturday: Tours of Daytona Beach $ $ Golf Handicap: TOTAL $ PAYMENT METHOD Check Credit Card: Visa MasterCard AMEX Discover Credit Card Number: Expiration Date : Name as it appears on credit card: Signature: Mail your completed form with payment to NCBMP, 8630 Fenton Street, Suite 126, Silver Spring, MD Early Bird Registration forms must be received by Monday, November 2, Regular Registration must be received by Monday, November 30, Cancellation prior to Monday, November 2, 2009 entitles the registrant to a refund of fees (less a $75.00 service fee). We will be unable to make refunds if cancelled after Monday, November 2, REQUEST FOR CANCELLATION MUST BE RECEIVED IN WRITING. 11

12 National Coalition Of Black Meeting Planners Tours of Daytona Beach Guests and Suppliers are invited to participate, at a cost of $35 which must be paid with registration. There will be no on-site registration. Space is limited, so reserve your spot ASAP. Yes, I plan to participate in the Tours No, sorry I cannot attend. Name of Meeting Planner/Association Executive Title: Company Address: City: State: Zip: Number of $35 = Total Name of Guest(s): Name of Supplier: Title: Company: Address: City: State: Zip: Number of $35 = Total Name of Guest(s): PAYMENT METHOD Check Amount of Check: Credit Card: Visa MasterCard American Express Discover Credit Card Number: Expiration Date: Security Code: Name as it appears on credit card: Signature: Please complete and return this form with the correct fees with your registration form. Reservations must be made in advance. We regret that we will not be able to reserve space on site. Space will be reserved on a first come, first served basis. If you have completed the method of payment on your registration form, please do not complete the payment information again. 12

13 National Coalition Of Black Meeting Planners NCBMP Choral Ensemble The NCBMP Choral Ensemble will perform at the Fall Educational Conference in Daytona Beach, Florida. December 2-6, If you are interested in participating in the Choral Ensemble, please complete this form and return it by fax or mail to the National Office no later than Friday, October 30, We are planning an exciting program with special emphasis on the Choral Ensemble. Details will be mailed to you after we receive your participation confirmation. Thank you for your participation. See you at the Conference! Name: Title: Organization: Address: City: State: Zip: Phone: Fax: Yes, I am attending the Fall Educational Conference Yes, I am participating in the NCBMP Choral Ensemble No, I am unable to attend the Fall Educational Conference _DEADLINE DATE: October 30, 2009 Return to: National Coalition of Black Meeting Planners *8630 Fenton Street, *Suite 126 Silver Spring, MD * Fax: (301)

14 National Coalition Of Black Meeting Planners STUDENT MENTOR FORM The Educational Assistance Program (EAP) is a vital part of the National Coalition of Black Meeting Planner s Fall and Fall Conferences. We are proud to provide this networking opportunity for students who have chosen to pursue education in the hospitality industry. This year, in addition to joining our list of mentors for the NCBMP Educational Conference, we would like for you to participate in the High School or College Students' Forum that will be presented during the conference. We hope that you will join us and share your experiences as we continue our efforts to enhance the program. To CONFIRM your participation, please complete the information below and fax to the NCBMP office at (301) by Friday, October 30, Please Note: Mentors, you will receive no other notification. After registering, please pick-up your ribbon and student information at the Student/Mentor Orientation Meeting on Thursday December 3, 2009, at 2:15 p.m. Please check the appropriate box if you are able to participate: I would like to volunteer to be a Mentor for the College Students Program. I would like to participate in the High School Students Forum, Friday, December 3, 2009 from 10:00 a.m. until 12:30 p.m. I would like to participate in the College Student Forum, Saturday, December 5, 2009 from 9:45 a.m. until 12:00 p.m. Name: Title: Organization: Address: City: State: Zip: Phone: Fax: Return to: NCBMP* 8630 Fenton Street, #126* Silver Spring, MD 20910*Fax: (301)

15 National Coalition Of Black Meeting Planners Buddy Network Participation Form The Buddy Network is a program implemented by the NCBMP Membership Committee designed to roll out the red carpet" for our new members. As a Buddy you will have the opportunity to partner with a new member and share your knowledge and experience as a member of this esteemed organization as well as a professional within the hospitality industry. Please complete and return this form at your earliest convenience and we will assign a new member as a Buddy for you at the conference. You will be notified of your buddy assignment. Thank you for your participation. Please complete this form and return to the NCBMP registration office. Name: Title: Organization: Address: City: State: Zip: Phone: Fax: Return to: NCBMP*8630 Fenton Street, #126*Silver Spring, MD 20910*Fax: (301)

16 National Coalition Of Black Meeting Planners Community Outreach Program Investing In People Wednesday, December 3, :30 a.m. 3:00 p.m. Take this opportunity to volunteer your time towards a special community project in Daytona Beach, Florida. Members may also make a donation to assist with the work of the organization. Name: Title: Organization: Address: City: State: Zip: Phone: Fax: Yes, I will participate in the NCBMP Community Outreach Program, Wednesday, December 3, 2009 and make a donation. No, I will not be able to participate, however, I would like to make a donation. My donation to assist the work of the NCBMP Community Outreach Program in Daytona Beach, Florida is: $ Return to: NCBMP* 8630 Fenton Street, #126* Silver Spring, MD 20910*Fax: (301)

17 National Coalition Of Black Meeting Planners The John Crump Annual Scholarship Tournament Wednesday, December 3, 2009 Continental Breakfast 7:00 Shot Gun Start 8:45 a.m. Golf Clinic 10:00 a.m. at the course. Name: Title: Company: Address : City: State: Zip: Phone: Fax: Arrival Date/Time: HCP : Please check one of the following: I would like to participate in the: Golf Tournament Golf Clinic Meeting Planner/Association Executive: $50 Supplier: Golf Tournament $185 Golf Clinic $125 For Suppliers Only METHOD OF PAYMENT: Check or money order enclosed. Make check payable to: NCBMP Credit Card VISA Master Card AMEX Discover Card Number: Expiration Date: Security Code: Print Name of Cardholder: Signature of Cardholder: Return to: NCBMP* 8630 Fenton Street, #126* Silver Spring, MD 20910*Fax: (301) Deadline Date: Friday, October 30,

18 NCBMP 2009 Fall Conference Registration Form Supplier Member Date: Name: Title: Association Address City: State: Zip Code: Telephone: Fax: Spouse/Significant Other: (If attending) Single Double Smoking Non-Smoking Arrival Day/Date/Time: Departure Day/Date/Time: Do you need Special Services? Yes No Please Explain: Check Credit Card Amount Annual Membership Dues (if owed) $ $ Early Bird Registration (By 8/03) $ $ Regular Registration (Between 8/03 and 11/30) $ $ Late and On-site ( After 11/30 and On Site) $ $ Hotel Room Deposit $ $ NCBMP Scholarship Fund Contribution $ $ Community Outreach Contribution $ $ Exhibit Fee - Regular Booth $ $ Exhibit Fee - Perimeter Booth $ $ Golf Tournament $ $ Golf Clinic $ $ Tours of Daytona Beach $ $ Spouse/Guest Registration Wednesday: Golf Tournament $ $ Wednesday: Golf Clinic $ $ Thursday: Lunch $ $ Thursday: Opening Reception $ $ Friday: Breakfast/Lunch $ $ Saturday: Breakfast /Reception/Banquet $ $ Saturday: Tours of Daytona Beach $ $ Golf Handicap: TOTAL $ PAYMENT METHOD: Check Credit Card: Visa MasterCard AMEX Discover Credit Card Number: Expiration Date: Name as it appears on credit card: Signature: Mail your completed form with payment to NCBMP, 8630 Fenton Street, Suite 126, Silver Spring, MD Early Bird Registration forms must be received by Monday, August 3, Regular Registration must be received by Monday, November 30, Cancellation prior to Monday, November 2, 2009 entitles the registrant to a refund of fees (less a $75.00 service fee). We will be unable to make refunds if cancelled after Monday, November 2, REQUEST FOR CANCELLATION MUST BE RECEIVED IN WRITING. 18

19 .NCBMP 2009 Fall Conference Opportunity Showcase Agreement (SUPPLIER MEMBERS ONLY) Name: Title: Company: Address: City: State: Zip Code: Telephone: Fax: Location: The Opportunity Showcase will be located at the Ocean Center, 101 North Atlantic Avenue, Daytona Beach, Florida * Sales Phone: (386) * Sales Fax: (386) Exhibit Personnel: The $495 exhibit fee for regular booths and the $ exhibit fee for perimeter booths entitles each exhibitor to have up to two people staff the display. Each person must be (1) a member of NCBMP, (2) registered for the conference and (3) an official representative of the exhibiting company. The additional exhibitor(s) must complete and return the Opportunity Showcase form along with their registration form by Friday, October 30. The company, which is exhibiting should be an individual entity. A company chain or group registration is not permissible. If additional personnel of the exhibiting company, other than the two official representatives referenced above, wish to participate in the Opportunity Showcase, there will be an additional fee of $200 ($300 on site) per person, plus the appropriate registration fee for the conference. If two companies want to share a booth, the fee is $ or $650 per company depending on the type of booth assigned. of plans to share my display table. (Name) (Company) Perimeter Booth: Tabletop and pop-up displays and easels will be permitted on a first-come, first-served basis, and shall be restricted to the perimeter of the exhibit area. Any additional costs, such as electricity, installation or dismantling of the display will be at the exhibitor s expense. I would like a perimeter booth and understand that I will be notified by Monday, November 2, 2009, if one is not assigned to me. Terms and Conditions: Each exhibitor will be assigned a 24 x 8 table with two chairs and an identification sign, on a first-come, first-served basis. Products and material may be displayed on the table. Tabletop displays and easels are not permitted unless you have been assigned a perimeter booth. Perimeter booths are assigned on a first-come, first-served basis according to the date that the request is received in the National Office. Signs larger than 8 ½ x 11 or electronic signs are not permitted. All displays of products/materials must be confined to the table and cannot obstruct the view of the surrounding displays. Each exhibitor is responsible for keeping the aisle and surrounding display area free from congestion. The NCBMP reserves the right to prohibit or evict any displays which, because of noise, method of operation, materials or any other reason becomes objectionable. The restriction includes persons, things, conduct, printed matter or anything of a nature which NCBMP determines detracts from the general character of the exhibition as a whole or does not conform to NCBMP standards. In the event of such restrictions or eviction, NCBMP is not liable for any refund or other exhibit expenses. Each Associate Member should bring enough material for approximately 150 people. An individual registered as a spouse/significant other is not permitted to work in the exhibit booth or attend the Opportunity Showcase. Only representatives registered, as an exhibitor will be allowed to work in the exhibit booth or attend the Opportunity Showcase. Badge swapping among personnel is strictly prohibited. All items more than 4 from the floor in height must be confined to within 5 from the back of the exhibit booth. There will be absolutely no set-up during the Breakfast Session. Set-Up/Dismantle: Set-up Hours of Operation Dismantle Friday, December 4 Saturday, December 5 Saturday, December 5 4:00 p.m. 6:00 p.m. 9:45 a.m. 12:00 p.m. 12:45 p.m. 3:00 p.m. I have read, fully understand, and agree to abide by all of the terms outlined in this agreement. Signature: Date: 19

20 PLEASE RETURN THIS FORM. YOUR SPACE WILL NOT BE RESERVED UNLESS THIS FORM IS RETURNED WITH YOUR REGISTRATION FORM AND FEES. Retain a copy for your records. VEAL CONVENTION SERVICES, INC TH Avenue North Telephone: Birmingham, Alabama Facsimile: Dear Exhibitor, We are pleased that the National Coalition of Black Meeting Planners has selected Veal Convention Services (VCS) as your Official Service Contractor. Our goal is to make your show participation a success. Please review this manual carefully. It contains information and order forms for the equipment and services that VCS offers. So that we may serve you efficiently, it is important that you return these forms to us promptly. Advance orders make for a smoother, more efficient move-in; avoiding unnecessary delays, guaranteeing availability of equipment or services and saving you money. All equipment and services offered by VCS require full payment in advance to receive discount pricing. Please see the Payment Policy and provide a credit card authorization with your initial order. We want to make your set-up, move-in, show time, dismantle and move-out easier than it has ever been. If you need assistance or additional information, please do not hesitate to call VEAL. We look forward to serving you. Sincerely, Matt Veal Matt Veal Veal Convention Services 20

21 VEAL CONVENTION SERVICES, INC TH Avenue North Telephone: Birmingham, Alabama Facsimile: FREIGHT HANDLING ORDER FORM THIS FORM MUST BE COMPLETED AND RETURNED TO ADDRESS ABOVE OR FAXED TO (205) CHARGES MUST BE PAID IN ADVANCE. COLLECT SHIPMENTS WILL BE REFUSED. SERVICE A - ADVANCE SHIPMENT TO WAREHOUSE Shipments of common freight and crated materials will be received at warehouse and delivered per shipping instructions. All weights will be rounded to the next highest hundred weight (CWT). No credits will be issued. ADVANCE SHIPMENTS SHOULD ARRIVE AT VCS WAREHOUSE NO LATER THAN FRIDAY, November 20, RATES: $44.00 per CWT - 2 CWT minimum or $88.00 per shipment. PLEASE SHIP ALL EXHIBITION FREIGHT -- INCLUDING BOOTH DISPLAYS, PALLETS, CRATES, AND LITERATURE TO THE ADDRESS BELOW WITH THE NAME OF YOUR COMPANY AND THE NAME AND DATE OF YOUR EVENT. SHIPMENTS SENT TO THE FACILITY WILL BE DELIVERED TO VCS, AND INVOICED AT A HIGHER RATE. IF YOU MUST SEND DIRECT TO SHOW SITE, PLEASE CALL VEAL TO COORDINATE AND ARRANGE FOR THE PROPER HANDLING OF YOUR SHIPMENT. ADVANCE SHIPPING VEAL CONVENTION SERVICES, INC. ATTN.: COMPANY NAME SHIP TO: 3016 EIGHTH AVENUE NORTH NCBMP 12/2-6, 2009 BIRMINGHAM, AL SERVICE B - DIRECT SHIPMENT - CALL VCS TO ARRANGE Shipments will be received at show site during installation period only and delivered as per shipping instructions. All weights will be rounded to next highest hundred weight (CWT). Bills of lading stipulating weight must accompany shipments. Cubic or dimensional weights will be invoiced at stated weight unless a weight certificate is attached. No credits will be issued. STRAIGHT TIME/CRATED RATES: $60.00 per CWT - 2 CWT minimum ($ per shipment) OVERTIME/UNCRATED RATES: $80.00 per CWT - 2 CWT minimum ($ per shipment) AUTHORITY TO PROVIDE MATERIAL HANDLING SERVICES: WEIGHT: # of pieces: ESTIMATED ARRIVAL: CWT x RATE = TOTAL DUE $ NCBMP December 2-6, 2009 Ocean Center, Daytona Beach, Florida Check Credit Card I AGREE TO THE "RENTAL TERMS AND CONDITIONS" AND AUTHORIZE VCS TO CHARGE THE CREDIT CARD ON FILE AS PER THE SEPARATELY COMPLETED "PAYMENT POLICY FORM" FOR THE ABOVE SERVICES: AUTHORIZED BY (PRINT NAME): SIGNATURE: DATE: FIRM: PHONE # FAX # ADDRESS: AUTHORIZED BY (PRINT NAME): SIGNATURE: CREDIT CARD PROCEDURE: MasterCard VISA American Express - Expiration Date: / Account Number: (If using MasterCard, indicate 4 numbers above your name. ( ) Cardholder's Name (Print and Sign): 21

22 VEAL CONVENTION SERVICES, INC. 8 TH Avenue North* Birmingham, Alabama 35203* Telephone: * Facsimile: PAYMENT POLICY PLEASE FAMILIARIZE YOURSELF WITH THIS POLICY BEFORE ORDERING ANY SERVICES ***NO SERVICES WILL BE RENDERED WITHOUT FULL PAYMENT IN ADVANCE*** 1. Advance orders: For your order to be processed and to receive discount pricing, full payment of cash, check or credit card must accompany your order. Purchase orders do not qualify for Advance Prices. Payment must accompany order to qualify for Advance Prices. 2. Show Site Orders: Services ordered at the show site will not be processed without full payment at the time the order is placed. 3. Third Party Orders: If you contract your work to a display or exhibit house and require services from Veal, the payment policy stated above applies. Please pass this information on to them. 4. Shipping Freight to Warehouse or Show Site and/or Ordering: If you will be shipping to our warehouse or show site, and/or ordering installation and dismantling labor or rigging labor: YOU MUST COMPLETE THE CREDIT CARD AUTHORIZATION FORM BELOW. OUR SERVICE WILL NOT BE PERFORMED UNLESS WE HAVE THIS COMPLETED AND RETURNED TO OUR OFFICE. 5. ALL CHARGES MUST BE PAID IN FULL PRIOR TO CLOSE OF SHOW BY CASH, CHECK OR CREDIT CARD. 6. Rigging or I&D Labor: If rigging labor is needed on move-out or you will be using dismantling labor, these charges will be put on your credit card and your copy of the receipt and invoice will be mailed to you, if requested, within 10 days of close of show. 7. International exhibitors must pay for all services in U.S. Funds prior to show closing. A $20.00 surcharge will be added for processing checks drawn on foreign banks. NCBMP December 2-6, 2009 Ocean Center, Daytona Beach, Florida FIRM: PHONE # FAX # ADDRESS: City: State: AUTHORIZED BY (PRINT NAME): SIGNATURE: CREDIT CARD PROCEDURE FORM (To be used for Veal Convention Services, Inc. Only) Charge (Check one): MasterCard Visa American Express Discover Expiration date: / ( *Indicate four numbers above name) Account No. Print Cardholder s Name: Signature: Cardholder s billing address: Cardholder's Name (Print and Sign): 22

23 TABLES CHAIRS OTHER EQUIPMENT (Bare) VEAL CONVENTION SERVICES, INC TH Avenue North* Birmingham, Alabama 35203* Telephone: * Fax: RENTAL FURNITURE & ACCESSORIES ORDER FORM THIS FORM MUST BE COMPLETED AND RETURNED TO ADDRESS ABOVE OR FAX (205) PLEASE SEND CHECK OR COMPLETE CREDIT CARD INFORMATION BELOW. Quantity Size Advance On-Site Quantity Size Advance On-Site 4ft by 2ft $19.00 $ ft by 2ft $59.00 $ ft by 2ft $29.00 $ ft by 2ft $69.00 $ ft by 2ft $39.00 $ ft by 2ft $79.00 $99.00 Counter-height (42") tables add $20.00 Color: Quantity Type Advance On-Site Quantity Size Advance On-Site Folding $ 9.00 $ ft by 10ft $99.00 $ Side $29.00 $ ft by 20ft $ $ Arm $29.00 $39.00 per square foot Barstool $49.00 $69.00 Color: = Quantity Advance On-Site Quantity Advance On-Site 6Ft. Riser $49.00 $69.00 VCR/DVD $ Message Board $99.00 $ " flat/lcd Monitor Easel $19.00 $ " LCD TV Monitor per day $ per day $ Per day Tape (1 roll) $12.00 $16.00 Sign Hooks $1.00 $2.00 Wastebasket $ 9.00 $19.00 Peg Board $99.00 $ TABLES CARPRT OTHER EQUIPMENT (Skirted) TOTAL CHARGES: Subtotal $ + 8% Rental Tax Surcharge $ = Total Due $ RENTAL POLICIES, TERMS AND CONDITIONS 1. TERM: The term of this agreement is for a rental period of 7 days or any portion thereof. An additional 50 percent charge will be added for each 7 day period or any portion of subsequent 7 day periods. NO REFUND or reduction of charges will be made on any unused portion of stipulated rental period. Equipment will not be moved to any other location without written permission of VEAL CONVENTION SERVICES, INC. ("VCS") 2. PAYMENT: VCS terms of payment are: Due Upon Receipt. Unpaid accounts after 14 days from invoice date will accrue a SERVICE CHARGE of.05% per day. Annual Interest Rate - 18%. Tax Exemption Certificates must be submitted with payment for credit, if applicable. 3. COSTS OF COLLECTION: The renter agrees to pay all cost, interest, attorney's fees and other costs incurred by VCS in protecting its rights of property under this agreement, or in suing the renter for the breach of this agreement. The renter waives all rights of exemptions under the laws of the State of Alabama or any other state as to personal property. 4. RETURN OF MATERIALS: All material to remain the property of VCS Prices quoted cover rental cost only. Upon the expiration or termination of this rental agreement all materials shall be surrendered to VCS personnel or returned to the VCS warehouse in the same condition in which they were received. The acceptance of the return of the rented equipment is not a waiver by VCS of any claims for latent or patent damage to the equipment. Materials not returned at the end of the rental period will be invoiced at replacement cost. 5. REPLACEMENT OF RENTED MATERIALS: The renter agrees to compensate VEAL CONVENTION SERVICES, INC. should said equipment be lost, stolen, missing, broken, and/or damaged by any cause whatsoever, whether due to renter's fault or not. All materials lost, stolen, missing, broken, and/or damaged will be invoiced at current market replacement cost.. NCBMP December 2-6, 2009 Ocean Center, Daytona Beach, Florida BOOTH # Company Name: Address : AUTHORIZED BY: SIGNATURE: CREDIT CARD PROCEDURE: MasterCard VISA AMEX - Expiration Date: / Card Number: Security Code: 23

24 NCBMP 2009 Fall Educational Conference - Daytona Beach, Florida Track I Meeting Management Preliminary Program WEDNESDAY, December 2, :00 a.m. - 9:00 a.m. Continental Breakfast Track 2 Sales and Marketing Track 3 Independent Meeting Planning Track 4 Tools and Resources 7:30 a.m. - 3:00 p.m. John Crump annual Scholarship Golf Tournament Community Outreach 1 2 : 0 0 p m 1 : 3 0 p m Lunch Break 4:00 p.m. - 6:00 p.m. Committee Meetings 7:00 p.m. - 10:00 p.m. Early Bird Reception (Sponsorship Opportunity) 10:00 p.m. - 11:00 p.m. Choral Ensemble Rehearsal 10: 30 p. m. - Midnight NCBMP Hospitality Suite (Sponsorship Opportunity) THURSDAY, December 3, : 0 0 a m 4 : 0 0 p m Registration 8 : 0 0 a m 9 : 0 0 a m Continental Breakfast 8 : 0 0 a m 1 0 : 3 0 a m Nominating Committee Meeting/Board Interviews 9:00a.m. - 10: 45a.m. Session III CMP Study Group General Session It is Better to Own a Half Watermelon than a Whole Grape Speaker: Bill Quain, Ph.D. 10:45 a.m. - 11:00 a.m. Refreshment Break (Sponsorship Opportunity) 11:00 a.m.- 12:30 p.m. Session VI Session IV Controlling Your Printing Cost Presenter: Howard Butler President Pelican Printing St. Louis, MO Session V Contract Negotiations Presenter: James Goldberg, Esq. Goldberg & Associates, PLLC Washington, DC Financial Management for Consultants Presenters: Charles Snow, CMP President CRS Associates Charlene Ugwu, CMP President Liaisons Meeting Management Services 24

25 NCBMP 2009 Fall Educational Conference - Daytona Beach, Florida Preliminary Program THURSDAY, December 3, 2009 (Continued) Track I Track 2 Track 3 Meeting Management Sales and Marketing Independent Meeting Planning 11:30 a.m. - 12:30 p.m. College Students Boot Camp New Members and Mentors Orientation 12:30 p.m.- 1:45 p.m. New Members Luncheon 2:00 p.m.- 3:45 p.m. Session VII Outsourcing Your Work 2:00 p.m.- 3:45 p.m. Board of Directors Meeting Session VIII The Price is Right Speaker: Bill Quain, Ph.D. College Students Career Development Choral Ensemble Rehearsal 3: 45 p. m. - 4: 00 p. m. Refreshment Break (Sponsorship Opportunity) 4: 00 p. m. - 5: 15 p. m. NCBMP Annual Membership Meeting 5:30 p.m. 7:00 p.m. Opening Session 7:30 pm 10:00 pm Opening Reception 10:30 p.m. midnight NCBMP Hospitality Suite (Sponsorship Opportunity) FRIDAY, December 4, :30 a.m. 4:00 p.m. Registration 8 : 0 0 a m 9 : 0 0 a m Breakfast Session (Sponsorship Opportunity) 9:15 a.m.- 10:45.a.m. General Session I Industry Trends for the Decade Ahead 9:15 a.m.- 12:30.a.m. High School and College Student Session College Student Interviews 10:45 a.m. - 11:00 a.m. Refreshment Break (Sponsorship Opportunity) 11:00 a.m. - 12:30 p. m. SESSION IX Tips and Techniques for Negotiating in a Buyer's Market Presenter: Suzette Eaddy, CMP Director of Conferences National Minority Supplier Development Council, Inc. New York, NY SESSION X Prospecting, the Key to Your Future Success Presenter: Velton Showell, III Sr. VP Sales and Marketing Strategic Solutions Pembroke Pines, FL SESSION XI How to Get and Evaluate New Business Presenter: Teresa Royal, CMP President, TD Royal Enterprises, LLC Mitchellville, MD 25

26 NCBMP 2009 Fall Educational Conference - Daytona Beach, Florida Preliminary Program Track I Track 2 Track 3 Meeting Management Sales and Marketing Independent Meeting Planning FRIDAY, December 4, 2009 (Continued) 12:30 p.m. -2:00 p.m. Luncheon Session (Sponsorship Opportunity) 2:00 p.m. - 4:00 p.m. General Session II Achieve More and Work Less - Bill Quain, Ph.D. 4:00 p.m. - 6:00 p.m. Exhibit Set up 6:30 p.m.- 10:00 p.m. (NCBMP Night at the Apollo) 10:00 p.m. - 12:00 midnight NCBMP Hospitality Suite (Sponsorship Opportunity) SATURDAY, December 5, :30 a.m. 10:00 a.m. Registration 8 : 0 0 a m 9 : 0 0 a m Breakfast Session (Sponsorship Opportunity) 9:15 a.m. - 12:00 p.m. EXHIBITS OPEN 9:15 a.m. - 12:00 p.m. Students Workshop 1 2 : 0 0 p m 1 : 3 0 p m Lunch Break 1 : 3 0 p m 5 : 0 0 p m Tours of Daytona Beach 6 : 3 0 p m 1 1 : 0 0 p m Scholarship Awards Banquet and Gala Partnerships in Action: Moving Beyond all Limits 26