Invitation to Exhibit

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1 PFE ONE ONE Invitation to Exhibit Frisco Embassy Suites and Convention Center

2 You Are Invited... To be an exhibitor at the 2018 Statewide Parental Involvement Conference hosted by the Statewide Parent and Family Engagement Initiative at Region 16 Education Service Center. The conference convenes, at. Conference events and exhibits will be staged at the Frisco Embassy Suites and Convention Center. You Can Benefit... Expand Your Client Base: Approximately 1200 people are expected to attend. 50% Administrators, Program Directors and Parent Coordinators/Liaisons 20% Educators (teachers, paraprofessionals, and parent liaisons) 30% Parents (parents, PTA members, and PTO members) Maximize Your Exposure: Set-up: December 6 8:00 a.m. - 12:00 noon 16.5 Exhibit Hours: December 6 12:00 noon - 5:15 p.m. December 7 7:30 a.m. - 4:15 p.m. December 8 7:30 a.m. - 10:00 a.m. Tear Down: December 8 10:00 a.m. - 12:00 noon Minimize Your Expense: Nonprofit Exhibitor $ 100 Commercial Exhibitor $ 500 Blue Ribbon Preferred Exhibitor $1,200 The following sponsorship opportunities will distinguish your enterprise as parent and family friendly, while demonstrating your support of Texas schools and this conference. Additional Sponsorship Opportunities: Opening General Session Keynote Speaker $2,000 Friday Luncheon Keynote Speaker $2,000 Closing General Session Keynote Speaker $2,000 Thursday Facilitators Luncheon $2,000 Cyber Café and/or Charging Station $2,000 NOTE: The Call for Proposals selection committee will accept proposals submitted by the first six Blue Ribbon Exhibitors which must be received by August 31, 2018, 4:00 p.m. central time. There are a limited number of Blue Ribbon exhibit booths. Speaker proposals submitted by Nonprofit and Commercial exhibitors are rarely selected and are selected as needed to fill a vacancy or to address a topic requested by the Texas Education Agency. Online registration available at (Click on the Statewide Parent and Family Engagement Initiative icon, then 2018 Parental Involvement Conference.) 2

3 Exhibitor Packages 8 x 8 booth with pipe and drape Nonprofit Exhibitor $100 Commercial Exhibitor $500 Blue Ribbon Preferred Exhibitor $1, Identification sign yes yes yes Name badges Complimentary registration N/A N/A 1 Ad size N/A N/A half page Ad color N/A N/A color Participant list $50 $50 complimentary One complimentary breakout presentation N/A N/A yes Preferential exhibit space N/A N/A yes Friday lunch tickets may be purchased for $30. Additional Sponsorship Opportunities: Exhibitor/Sponsor will receive: 2 8 x8 booth with pipe and drape 2 Complimentary conference registrations Full page color ad in the program Permission to put advertisement material in participant s conference bag Complimentary participant list Opening General Session Keynote Speaker... $2,000 Friday Luncheon Keynote Speaker... $2,000 Closing General Session Keynote Speaker... $2,000 Thursday Facilitators Luncheon: 60 facilitators will be hosted to a sit-down luncheon at the Embassy Suites Hotel (11:45 a.m. - 1:15 p.m., December 6, 2018)... $2,000 Cyber Café and/or Charging Station... $2,000 Online registration available at (Click on the Statewide Parent and Family Engagement Initiative icon, then 2018 Parental Involvement Conference.) 3

4 Application For Exhibitor Space Exhibitor Packages (check one) Nonprofit Exhibitor: $ 100 (must submit proof of non-profit status from the Texas Secretary of State, or other verifiable documentation such as IRS certification.) Commercial Exhibitor: $ 500 Blue Ribbon Preferred Exhibitor: $1,200 Participant List: $ 50 (Complimentary to Blue Ribbon) Exhibiting Organization Address City State Zip Contact Person Title Telephone Fax Address Name on Identification Sign Product/Service to be displayed/distributed/sold Total Spaces Requested Total Badges Requested Total Lunch Tickets Requested ($30 per ticket) Space assignments will be made on a first-come, first-served basis. NO REFUNDS WILL BE AVAILABLE. A 50% deposit must accompany this application to be considered. Full payment must be received by November 19, Exhibitors will be allowed to set up their booth display if full payment has been received. Invitation to Exhibit applications will be accepted up to November 19, 2018, as long as booth space is available. Invitation to Exhibit applications received after October 12, 2018 may not be listed in the program due to print deadline. Make checks payable to: IMP/International Meeting Planners, Inc. P.O. Box Corpus Christi, Texas (361) Fax: (361) Anna Flores, IMP/International Meeting Planners, Inc. is the conference registration coordinator and has the authority to receive funds on behalf of Region 16 Education Service Center. If paying by check, send payment to Anna Flores, IMP/International Meeting Planners. DO NOT SEND PAYMENTS TO REGION 16 ESC! Credit Cards accepted (check one): Visa MasterCard Credit Card Number 3 Digit Security Code Expiration Date Credit Card Billing (Address, City, State, Zip) Card Holder Signature Card Holder Name (PRINT) HOLD HARMLESS CLAUSE We submit the following Hold Harmless Clause, which is part of our exhibit rules and regulations. The exhibitor assumes the entire responsibility and liability for losses, damage, and claims arriving out of injury or damage to exhibitor s displays, equipment, and other property brought upon the premises of the Frisco Embassy Suites and Convention Center and shall indemnify and hold harmless IMP/International Meeting Planners, Inc., Frisco Embassy Suites and Convention Center agents, and employees from any and all such losses, damage, and claims. Signature Date 4

5 Name Badges Three complimentary badges will be issued per organization. Badges will be obtained by completing the following application. Badges are for identification purposes. Badges must be worn at all times in the exhibit hall. To replace or obtain additional badges, the cost of $25 per person must be made payable to IMP/International Meeting Planners, Inc. Name for Badge Title Company or Organization Business Address City State Zip Business Telephone Name for Badge Title Company or Organization Business Address City State Zip Business Telephone Name for Badge Title Company or Organization Business Address City State Zip Business Telephone COMPLETE AND RETURN BY NOVEMBER 19, (Please photocopy form for extra badges.) Online registration available at (Click on the Statewide Parent and Family Initiative icon, then 2018 Parental Involvement Conference.) 5

6 Advertising Agreement Corporation or Agency Address City State Zip Contact Person Title Telephone Fax Size and Type of Advertisement Requested (check one): Full page-color (8 x 11 ) $600 ½ page-color (8 x 4 ½ )* $300 ¼ page-color (3 ½ x 4 ½ ) $150 (* ½ page ads should be horizontal) Conference Program Specifications: Program Size: (8 ½ x 11 ) Trim Size: (8 x 10 ) No bleeds allowed Minimum requirements for final artwork in these acceptable file types: AI include fonts TIF 300 dpi JPG 300 dpi PDF press quality EPS include fonts To appear in the conference program all camera-ready artwork must be received by Patricia Meyer at Region 16 Education Service Center, 5800 Bell Street, Amarillo, Texas 79109, (806) , by August 31, Statewide Parental Involvement Conference reserves the right to determine placement of the advertisement within the conference program. NO CANCELLATIONS ACCEPTED! Signature of Authorized Representative Date Anna Flores, IMP/International Meeting Planners, Inc. is the conference registration coordinator and has the authority to receive funds on behalf of Region 16 Education Service Center. If paying by check, send payment to Anna Flores, IMP/ International Meeting Planners. DO NOT SEND PAYMENTS TO REGION 16 ESC! Original PO must be faxed to IMP/International Meeting Planners, Inc., at (361) no later than October 12, METHOD OF PAYMENT: (please check one) VISA MasterCard Check Purchase Order Credit Card # Expiration Date Three Digit Security Code CC Billing Address City State Zip Cardholder Name Cardholder Signature Date Please note: IMP/International Meeting Planners, Inc. will appear on your credit card statement for this charge. Full payment must accompany signed agreement. Make check payable to: IMP/International Meeting Planners, Inc. P.O. Box Corpus Christi, Texas (361) Fax: (361)

7 Terms and Conditions All Nonprofit, Commercial and Blue Ribbon Preferred exhibit booths are 8 X 8. Each booth will be equipped with a 8 back drape, 3 side dividers, 6 table, two (2) chairs, and a booth identification sign. Exhibitors must confine their activities to the booth space. Exhibitor display will not be allowed to extend beyond booth space into the aisle. Exhibit set-up will be December 6, from 8:00 a.m. to 12:00 noon. All booths must be completed by 12:00 noon. Exhibits will be open December 6, from 12:00 noon to 5:15 p.m.; December 7, from 7:30 a.m. to 4:15 p.m.; December 8, from 7:30 a.m. to 10:00 a.m. Exhibits will tear down from 10:00 a.m. to 12:00 noon. Security will be provided. The Frisco Embassy Suites and Convention Center will not receive shipments of exhibit materials prior to the show. An exhibitor kit will be mailed with all shipping information. Exhibitor is not permitted to sublet any part of its space, or to display merchandise of other manufacturers or dealers where no direct business conditions exist between them. Please make your lodging reservations directly with the Frisco Embassy Suites Hotel, (866) Ask for the 2018 Parental Involvement Conference block of rooms. Hotel cut-off date is November 12, It is mandatory that each exhibitor carry adequate liability and property insurance. Liability insurance should provide public liability coverage for bodily injury and property damage occurring from an accident in your exhibit booth. Property insurance should cover theft or damage of your property from the time materials leave their point-of-origin until they reach their post-show destination including the time on the show floor. Some exhibitors also insure against non-arrival of freight or exhibit material at the show site. The most economical and practical way to obtain this coverage is to contact your current insurance company and ask them for a rider on your existing policy. Due to the short time period of the exhibition, the frequently crowded condition of the exhibit facility, and the vital importance of avoiding any disruption in the orderly operation of the exhibition that might adversely affect other exhibitors, the Statewide Parent and Family Engagement Initiative reserves the sole right to resolve any dispute or disagreement among exhibitors, and the decision made by the Statewide Parent and Family Engagement Initiative shall be final. Online registration available at (Click on the Statewide Parent and Family Engagement Initiative icon, then 2018 Parental Involvement Conference.) 7

8 2018 Statewide Parental Involvement Conference Frisco Embassy Suites and Convention Center ONE ONE Welcome to Frisco offers fun for the whole family in a safe, affordable and unique setting. Located just 25 minutes north of downtown Dallas, Frisco is a convenient 20 minute drive from both Dallas-Fort Worth International Airport and Dallas Love Field Airport. Whether you want to take a stroll through a sculpture garden, you are a sports fan wanting to cheer on your team, a shopper looking for a good deal or a family seeking fun, Frisco offers a variety of experiences for every type of traveler. Choose from more than nine million square feet of retail options, year-round professional sports action, family attractions and a growing museum district. Plus the Dallas Cowboys recently moved their team headquarters and training facilities to Frisco. Visitors to Frisco have the opportunity to enjoy the benefits of a community created by residents that embrace an active, family-fun lifestyle. Conference Headquarters and Host Hotel Frisco Embassy Suites and Convention Center 7600 John Q Hammons Dr

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