TEXAS Recreation & Park Society 2018-2019 Partners Catalogue
Sponsorship/Partnership Opportunities The 2018-2019 sponsorship/partnership opportunities follow the multi-tier approach below: Champions: The highest level of support, which is a multifaceted investment in the TRAPS organization of which 50 percent or more of the sponsorship is at the state level (i.e., Institute, Academy, Leadership Retreat, virtual library/online learning). Benefits are provided throughout the year and are reflective of the TRAPS vision statement: To be the champion for engaged communities, wellness lifestyles and greenspaces. State Services/Event Sponsors: Opportunities to support educational, advocacy and social services provided throughout the year at the state or regional level. The benefits are tailored to each specific event/service and include marketing/communication benefits offered throughout the year. Institute and Expo Sponsors: Support the Texas Recreation and Park Society Annual Institute & Expo with benefits focused at TRAPS largest event. This annual event provides opportunities in networking, product sampling and educational training. Institute and Expo Exhibitors: Have the opportunity to support TRAPS largest event while showcasing their products and services. On behalf of the Texas Recreation and Park Society, to those business partners who have supported us in the past, thank you for your continued commitment we truly value your participation. To those who are considering this opportunity to get involved, the leadership of TRAPS and I stand ready to answer your questions and explore the possibilities. Together, TRAPS and its business partners can make a difference as we endeavor to enhance the experience with and impact of TRAPS to members and those we serve. Michal Anne Lord, TRAPS executive director Champion Level Opportunities for Year-Round Benefit Benefits Available July 1, 2018-May 31, 2019 Texas Star $20,000 Texas Bluebonnet $15,000 Texas Pecan $10,000 Texas Two-Step $7,500 Agency and director contacts mailing labels (two times per year) Champions recognition in Institute addendum E-blast to all TRAPS members 4 times 3 times 2 times 1 time Logo on Champion banner in bimonthly Texas Talks e-newsletter 12 Months 12 Months 8 Months 6 Months Announcement on TRAPS social media accounts (Facebook, Twitter, Instagram and LinkedIn) Recognition at 2019 Institute General Session or Awards Dinner Booth space at Regional Workshops and/or Maintenance Rodeos (One 10 x 10 booth, two chairs) 5 times 4 times 3 times 2 times Logo on signage at Institute and Expo Logo on conference mobile app Invite to 2019 Institute President s Reception 6 tickets 5 tickets 4 tickets 3 tickets Booth space at Institute (10x10 Booth, one table and two chairs) 2 spaces 1 space 1 space 1 space Logo on TRAPS Website 12 months 12 months 12 months 6 months Complimentary team entry at Institute and Expo Golf Tournament 1 team 1 team = 4 players 1 team 1 team = 4 players Link on TRAPS website to company s website 12 months 6 months TRAPS member email list 2 sets 2 sets Ad presence in TRAPS Magazine (one issue) Full page Full page Article in TRAPS Magazine 2 issues 1 issues Complimentary Institute registration (event tickets included) 4 tickets 2 tickets
Event & Services Sponsorship for Region, Education and State-Based Needs Description Logo Inclusion on statewide service banner displayed at event Logo inclusion on event announcement webpage Online database for general parks and recreation content The highest honor bestowed to a park, honorees receive recognition at TRAPS annual conference Hosted at annual Institute and Expo; largest annual event Spotlight recognition Info block Display Display Logo inclusion on registration form Link on TRAPS to company webpage Newsletter advertisement (1 issue full page) Info/data submission form Virtual Library and Depository for Online Learning (1) Application Lonestar Legacy Parks Awards (1) Application Annual Awards (1) Combines lecture and hands-on training Display or distribute Social event with state policy and decision-makers of the Texas Municipal Leauge Sponsor moment Sign up to attend Therapeutic Recreation Summit (1) Meet and Greet 1 Available 1 Underwrites expenses for (1) TRAPS CPSI education program Display or distribute State networking opportunity for TRAPS members and supports at the NRPA annual congress Sponsor moment Sign up to attend (2) Texas Night at N PA Certified Playground Safety Inspector Course (1 per Course) Training for youth development staff across the state Display or distribute Day Camp Summit (1 ) S$1,50 40+ of TRAPS most influential leaders Sponsor moment Leadership Retreat (1) $1,500 Assists with white paper development, platform expansion and walk the halls event Info block Legislative Advocacy (4) $1,500 Year-round options, awards or education Consult region for specific benefits Regional Options $1,000- Bi-monthly outreach to 2,000+ members, directors and partners 11 months 11 months Newsletter (1) $500 No Longer Available Institute 2018: Facts, Figures & Outcomes Observations and/or analysis of unsolicited comments and feedback, educational session evaluations, speakers, vendors and volunteers reflect the following. 1,531 attendees 208 organization/cities +7non-Texas agencies 30% recreation and programming 20% parks, operations, maintenance and/or planning (e.g., athletics and aquatics, leisure and aging, special events, therapeutic recreation and other). 50% administrators and management NUMBER OF ATTENDEES There were 1,531 attendees (delegates, speakers, exhibitors and volunteers) from 208 different Texas organizations/cities, plus seven non-texas agencies. ATTENDEE BREAKDOWN The attendees total for 2018 was 3 percent less than 2017 but 8.4 percent more than the 2016 Institute. 12:1 ATTENDEE TO VENDOR RATIO Enjoy three days of networking and visiting with statewide parks and recreation professionals
Institute Sponsorship for conference in El Paso, Texas, February 18-22, 2019 Description Recognition on mobile app Logo on Institute signage Logo on Awards Banquet table tents and presentation Complimentary Welcome Social tickets Spotlight recognition Logo on online Conference registration One 10x10 booth, one table and two chairs Opportunity to provide literature, products in attendee bags Logo inclusion via social media Complimentary registration packages to 2019 Institute Ad presence in TRAPS Magazine (Full page) Title Sponsor Minimum bid of $15,000 Lead sponsor of annual conference deadline for submitting bid - June 30 Conference Mobile App $7,500 Logo inclusion on app main screen, available to all attendees as primary communication resource Welcome Social $5,000 Historically sees an attendance of 800+ Attendee Swag (1) $4,000 Promotional items to be given to attendees Refreshment and Networking Breaks (3) Provide a wonderful opportunity for attendees to network and socialize Attendee Neck Wallet (1) Printed with your logo for all attendees General Session Official kick-off of the conference President s Reception Opportunity to thank those significant to president s tenure Institute Golf Presenting 80+ TRAPS leaders, members, sponsors and vendors State Maintenance Rodeo Presenting (0) Frontline staff, park managers and winners from each region (150) 6 4 4 2 2 2 2 2 2 2 1 Awards Dinner Mobile app Welcome Social Logo on swag Event signage Logo on neck wallet General Session Reception Golf Tourney 2 1 1 1 1 1 1 1 1 1 4 2 2 1 Issue Maintenance Rodeo Education (10) $1,000 Underwrites expenses for TRAPS education program (speakers, etc.) Sponsor TRAPS Today Sponsorship: Contact Name: Company Name: Billing Address: City, State, Zip Code: Email: Phone: Send completed form and 25 percent of sponsorship to TRAPS. By email: admin@traps.org By fax: (512) 267-5557 By mail: TRAPS P.O. Box 5188, Jonestown, TX 78645 Accepting Sponsors as of June 26 Sponsorships are available on a first-come, first-serve basis. Both form and payment must be received to be placed in the queue for sponsorship or reserving booth. Questions or concerns? Contact Jordan Ontiveros at admin@traps.org or (512) 267-5550 for more information.
2019 TRAPS Institute and Expo El Paso, Texas, Display Space Contract Expo Dates: February 20-21, 2019 Conference Dates: February 18-22, 2019 Section 1: Exhibitor Company Information & Show Directory Information Information provided below will be printed in the Institute & Expo show directory, used on the conference mobile app. Company name will appear on the booth ID sign as indicated below. Exhibiting Company: Website: Mailing Address: City: State: Zip: Description of products or services to be displayed (for publishing purposes). (15 word maximum) Section 2: Exhibitor Contact Information Show contact person (service kit, name badge registration, event/meal tickets and show updates will be directed to this person). Please include email address. Name: Title: Address: City: State: Zip: Phone: Email: Fax: Section 3: Booth Selection Please list the number of each preferred booth(s), up to six, in order of preference. 1. 2. 3. 4. 5. 6. List those companies you prefer not to be near. TRAPS will try to honor requests. However, sometimes it may not be possible given available booth space. 1. 2. 3. Section 4: Booth Price & Selection (Check one) TRAPS Member Rate: TRAPS Non-Member Rate: o Standard 10 X 10 - $900 o Standard 10 X 10 - $1075 o Premium 10 X 10 - $1000 o Premium 10 X 10 - $1175 o Educational 10 X 10 - $225 o Educational 10 X 10 - $400 *Booth deposit: $200 per booth* *Multiple booth discounts: $100 discount per booth when four or more booths are purchased* **2019 rates include one table and two chairs per booth** Section 5: Payment Options: Step 1: Number of booth(s) X price per booth $ = (total due for booths) $ Step 2: Check if you want to pay for TRAPS membership fee $175 (If no, skip to Step 4.) Educational booths ARE NOT guaranteed expo hall placement and DO NOT include all exhibitor benefits. (See back page, section 3.) FOR OFFICE USE ONLY Total $ Amount: Deposit Payment: Method: Date: Deposit/Payment: Method: Date: Step 3: TRAPS membership fee $175 + total due for booths $ = (total due to TRAPS) $ Step 4: Enclosed is a check for $ made payable to TRAPS Charge $ to my credit card Visa MasterCard Discover Card Number Expiration Date: 3 digit code: Name on Card: Billing Address: City: State: Zip: Billing Phone Number: Email Address of Card Holder: Signature of Exhibitor Representative: Date: Signature of TRAPS Representative: Date: To confirm space, sign front and back of this form, then submit Display Space Contract and booth deposit. (Make a copy for your records.) TRAPS, P.O. Box 5188, Jonestown, TX 78645 Office: 512.267.5550 Fax: 512.267.5557 Email: admin @traps.org
Rules & Regulations 1. This contract is made and entered into by and between the Texas Recreation and Park Society, Inc., a Texas nonprofit corporation, hereinafter called TRAPS, and (Company or Organization Name), hereinafter called Exhibitor. This contract shall not be binding until it is signed by the Exhibitor (or authorized agent) and accepted by a TRAPS representative. 2. It is understood that space will not be assigned to an Exhibitor unless both the deposit and the signed Display Space Contract are received by TRAPS. The deposit amount is $200 per booth. Membership must be current through 2019 show dates to receive member discount. Final payment for the booth is due on or before January 5, 2019. After January 5, 2019, TRAPS shall have the right to cancel and resell the booth, or change the booth number if fee is not fully paid. 3. Exhibitor Benefits: Included with each booth purchased Three name badges Included with each booth purchased Three event/meal tickets **(does not apply to educational booths)** Mailing list of Institute attendees within 30-45 days after the event Receive four guest passes to the Exhibit Hall 4. Standard booth equipment includes 8-foot backdrop drapes, 3-foot high side divider drapes, one identification sign, one table and two chairs. 5. TRAPS has contracted with Superior Expo Services (SES) to provide exhibitor support services. Each exhibitor will receive information including order forms for booth furnishings, carpet, shipping instructions, production information and order forms for all services needed during installation, exhibition and removal. All freight service will be provided by SES, not TRAPS or the tradeshow/conference facility. Freight shipped to the tradeshow conference facility will be refused, and the handling charges will be the responsibility of the Exhibitor. Exhibit Service Center: An Exhibitor s Service Center will be maintained during setup, move-in, exhibit hours and during dismantling to handle exhibitor service requests. 6. 2019 Exhibitor Dates & Times Move In: Wednesday, February 20, 2019 8:00 a.m.-3:00 p.m. Move Out: Thursday, February 21, 2019 5:00-8:00 p.m. President s Preview: Wednesday, February 20, 2019 5:15-6:30 p.m. Non-Compete Time: Thursday, February 21, 2019 9:15-10:30 p.m. and 4:15-5:00 p.m. 7. Dismantling of exhibits may begin no earlier than Thursday, February 21, from 5:00-8:00 p.m., and on Friday, February 22, from 8:00-11:00 a.m. Drivers must be ordered by 10 a.m., and all exhibits must be removed from the exhibit hall by 11:00 a.m. on Friday, February 22. 8. Care of Buildings and Equipment: Exhibitors are cautioned that they are directly responsible for any damage to the convention center. Nothing may be affixed to any wall, ceiling or floor without express written permission from the convention center. 9. Security Service: The conference will provide security during published setup and dismantling hours, show hours and all hours that the show is closed during the show days. However, each exhibitor will be responsible for their exhibit at all times. The conference, the convention center and the official general services contractor shall not be liable for any loss, damage or displacement of any exhibitor s property due to any cause. Exhibitors are cautioned that small portable articles of value should be properly secured or removed for safekeeping after exhibit hours or whenever the booth is unattended. 10. Cancellation Policy: Space will be considered cancelled by the exhibitor upon the date that a written notice of cancellation is received by TRAPS. Refunds for cancelled space will be given as follows: Full Refund if TRAPS receives written notification on or before November 1, 2018. A $200 administrative fee per booth if TRAPS receives written notification on or before December 1, 2018. No refund if TRAPS receives written notification after December 1, 2018. 11. Special Regulations: It is imperative that each exhibitor understands and agrees to the following: A. That the TRAPS Show is an opportunity to network and build relationships so future sales opportunities develop. B. That the purpose of the Show is the promotion and stimulation of interest in, and demand for, the industry s products and services in general, and is conducted in a manner reasonably calculated to achieve that purpose. C. That the Show is presented as a service to the industry, for the education of members and visitors through contact with exhibit personnel and products. Your cooperation in this matter is solicited. D. The exposition is limited to those persons, firms and corporations that have contracted and paid for exhibit space in exposition facility. No other persons, firms, or corporations will be permitted to demonstrate products, solicit orders, or distribute advertising matter on the floor of the convention or exposition facility. All violators will be promptly ejected from the facility. 12. Liability/Hold Harmless/Insurance: Neither TRAPS, Inc., the El Paso Convention Center, nor El Paso will be responsible for personal injury to an exhibitor or exhibitor s agent, or for financial loss due to robbery, fire, accident or other causes. Exhibitors agree to save, keep and hold harmless TRAPS, Inc. and its official agents and employees for all damages to property; death or injury of persons received or suffered, or which may be occasioned by a negligent act or omission to act, which may amount to negligence on the part of the exhibitor, or defective condition of property, or the maintenance of a defective or dangerous condition of property. Exhibitor agrees to name the Texas Recreation and Park Society as additional insured in the amounts of $1 million each occurrence, $1 million personal injury and $2 million general aggregate. A Certificate of Insurance bearing this information must be submitted on or before January 4, 2019, and must remain in force through the 2019 TRAPS Institute & Expo. Signature of Exhibitor Representative: Date: TRAPS, P.O. Box 5188, Jonestown, TX 78645 Office: 512.267.5550 Fax: 512.267.5557 Email: admin@traps.org