WVSNA ANNUAL CONFERENCE 2019 Industry Packet
TO: FROM: Industry Partners Debbie Derico, SNS DATE: January 18, 2019 SUBJECT: WVSNA Annual Conference Exhibit Show Information We would like to invite you to exhibit and be a sponsor of WVSNA. Our conference theme is WVSNA CHILD NUTRITION RE-CON! The West Virginia School Nutrition Association Annual Conference will be held at Morgantown Marriott at Waterfront Place Hotel, located in Morgantown, WV on April 5, 6, 7, 2019. The exhibit show will be held on Saturday, April 6 th starting at 10:00 am. Industry Meet and Greet will be held on Friday, April 5 th starting at 7:00 pm. Packet information is also located on our website at www.wvsna.org. We would also like you to join us during our social hour and banquet on Saturday evening! Social hour begins at 5:30pm and banquet begins at 6:30. All Sustaining members receive two free banquet/social hour tickets, additional tickets can be purchased in your packet. Applications and all forms are fillable forms and can be emailed. Applications and payments are due no later than March 1, 2019. I apologize for the quick turnaround. Credit cards are accepted with a 3% fee. We look forward to hearing from you and seeing you in April. Debbie Derico, SNS Child Nutrition Director Marshall County Schools 214 Middle Grave Creek Rd Moundsville, WV 26041 304 843 4448 (w) 304 639 7702 (c) dkderico@k12.wv.us Rhonda Rine Child Nutrition Assistant Marshall County Schools 214 Middle Grave Creek Road Moundsville, WV 26041 304 843 4400 x 346(w) 304 639 6769 (c) rrine@k12.wv.us 1
2019 WVSNA Annual Conference Exhibit Show Information April 5-7, 2019 Morgantown Marriott @ Waterfront Place, Morgantown, WV Make plans now to attend the West Virginia School Nutrition Association Annual Conference. The 2019 Conference will be held April 5-7, 2019 at Morgantown Marriott @ Waterfront Place, Morgantown, WV. The exhibit show will be held on Saturday, April 6th from 10:00am to 1:00pm. The Annual Conference is sure to be a lot of fun as our theme will be WVSNA CHILD NUTRITION RE-CON. Exhibit Show The exhibit show will take place on Saturday, April 6th beginning at 10:00 am and continuing through 1:00 pm. The vendor show will be held in one large ballroom MEC A downstairs. Please have your WVSNA CHILD NUTRITION RE-CON table ready to be judged by 9:30 am. **Meet and Greet with Industry** On Friday Evening from 7:00pm to 9:30pm we will be hosting a Meet and Greet with Industry Members. This will be open for all County Directors to meet with Industry Members. If the County Director cannot attend, they may send someone in their place to attend. WVSNA will try to encourage participation by all counties!! This will be a very casual atmosphere, with high cocktail tables around the room. Light hors d oeuvres will be served and a cash bar will be available. The Industry fee to have a table at this event will be $200.00 and will include one high top table and two drink tickets and hors d oeuvres. You must register for this event as part of your packet. We will have a mechanism so that all Directors that attend this event will visit all tables/industry members. There will be a limited number of tables based on first sign up basis! Cost The cost per booth this year is $450.00. Those that also register as an Industry Sustaining Member will be at a discounted price of $425.00. (Please see the section on Sustaining Member for all sustaining benefits) The exhibit fee includes: one banquet table w/tablecloth and skirting, one chair, and basic electricity, if needed. Special electrical needs and/or the use of Marriott extension cords, power bars, etc. could involve additional fees. If you need anything special dealing with electricity, please call to discuss. Water hookups will also be available for purchase. Set-Up Set-up can begin on Friday, April 5th, starting at 1:00 pm to 9:00 pm and then again on Saturday, April 6th at 7:00 am. Carts will be available for unloading and you can use the loading dock. A refrigerated truck will also be available for your use starting on Friday afternoon. Refrigeration/Oven Needs/Shipment of Large Items If you need to ship boxes of perishable foods or large equipment items to the hotel before the event, please contact Debbie Derico at dkderico@k12.wv.us for additional information. Shipment of boxes must arrive no more than one week before the event. 2
Best Decorated Exhibit Space Congratulations to Schwan s Food Service 2018 winner for the best decorated booth for the THIRD year in a row!!! There will be a prize awarded for the exhibitor with the best booth decorated in the conference theme WVSNA CHILD NUTRITION RE-CON. The prize will be ONE FREE BOOTH at the 2020 Annual Conference. Please remember when planning your booth decorations, vendors are prohibited from attaching any permanent substance to the walls within the ballroom area. Reservations A block of rooms is reserved at the conference rate for Thursday, April 4th through Saturday night April 6th. West Virginia School Nutrition Association Start date: 4/4/19 End date: 4/7/19 Last day to book: 3/8/19 Marriott hotel offering a special group rate: Morgantown Marriott at Waterfront Place for $144 USD per night Please note this rate DOES include parking. Book your group rate room here Door Prizes WVSNA gives door prizes to conference attendees, usually after our banquet on Saturday evening. In the past, exhibitors have generously contributed items for door prizes. Please bring your donation to the exhibitor registration table. Your contributions are very much appreciated. We will make sure to recognize you for your contribution at the time of the drawing. WVSNA Social Hour and Banquet We would love you to join us on Saturday evening for a social hour in the Down Stairs Foyer beginning at 5:30 pm to 6:30. Our banquet will begin around 6:30. The cost is $35.00 per person. Remember, all Sustaining Industry Members receive two complimentary tickets to the banquet. 3
Name Badge Form We will be suppling name badges for exhibitors, two name badges per table purchased. Please indicate which names and company you would like displayed on the badges. Additional badges can be purchased for $5.00 each. Finally, as per your request, Director name badges will be distinctly different from the others. 4
Application for Industry Sustaining Membership Industry Sustaining Members will be recognized for their support of WVSNA and receive these additional benefits: Vendor Exhibit Tables for the 2019 conference at the cost of $425.00 vs the standard $450.00. Recognition in the Conference program Recognition on the WVSNA website (www.wvsna.org) Two WVSNA 2019 complimentary banquet tickets With these additional benefits, why not renew or become a first time member of WVSNA this year? Membership fee is $200.00 I would like to become an Industry Sustaining Company Member of the WVSNA. $200.00 Company Contact Phone: Email: Were you a Company Sustaining Member last year? Please email me a current company logo in a jpg or pdf file form. 5
Application for Industry Meet and Greet Count us IN! Yes, we would like to participate in the Meet and Greet on Friday, April 5 th ~ 7:00pm to 9:30pm Cost is $200.00 - No food samples. Talk to Directors about what you will be showing on Saturday! On Friday evening from 7:00 to 9:30 we will be hosting a Meet and Greet with Industry Members. This will be open for all County Directors to meet with Industry Members. If the County Director cannot attend, they may send someone in their place to attend. WVSNA will try to encourage participation by all counties!! This will be a very casual atmosphere with high cocktail tables. Light hors d oeuvres will be served and a cash bar will be available. The Industry Fee to have a table at this event will be $200.00 and will include one high top table and two drink tickets. You must register for this event as part of your packet. We will have a mechanism so that all Directors that attend this event will visit all tables/industry members. This will be an opportunity for Directors and Industry to meet in a relaxed atmosphere (without product samples). It will provide a time to discuss marketing, participation strategies, staff development needs and overall strengthen our partnership. WVSNA cannot succeed without the support of our Industry partners!!! Company Contact Names of Individuals attending 6
Application to Sponsor 2019 WVSNA Conference April 5-7, 2019 Exhibit Show April 6, 2019 Please note that selection of sponsorship events will be done on a first come, first serve basis based upon email correspondence with Debbie Derico at dkderico@k12.wv.us confirming which sponsorship you would like to sponsor. Complete application and payment must be received no later than March 1, 2019. Sponsor Contact Person: Phone: Email: _ Promotional Item #1 Sponsor Sponsor will have the opportunity to speak at our opening General Session and welcome all conference attendees and speak about their company. $600.00 TAKEN Break-out Session Sponsors Sponsors will have the opportunity to introduce speaker to break-out session attendees and speak to audience about their company. Six Sponsorships @ $200.00 each Room Drops General Session Sponsors Sponsors will have the opportunity to welcome all attendees to each general session. Two Sponsorships @ $ 300.00 each Final General Session Sponsor - Banquet Sponsor will have the opportunity to welcome all attendees our banquet on behalf of their company. One Sponsorship @ $ 600.00 Banquet Entertainment Two Sponsorships @ $500.00 each $300.00 plus $3 per room hotel fee Advertisement in Conference Booklet Full Page: $ 200.00 All Sponsorships will include recognition in the conference brochure and website recognition! Total of all Sponsorships: $ 7
Application to Exhibit 2019 WVSNA Conference April 5-7, 2019 Exhibit Show April 6, 2019 Complete application and payment must be received no later than March 1, 2019 to reserve a table. Exhibitor (This is how it will appear on all signs & program) Mailing Address: _ Contact Person: Title: Phone: Email: Additional representatives attending: Name Email Provide a brief description of food products, equipment, or services that you will be providing at the conference. This may be reprinted in the conference brochure. 8
All tables will be 8 foot, draped and receive basic electric 125 amps. Additional electric such as 208v single or 3 phase is available at an additional cost Water hook-up will also be available at an additional cost Please call me if you need additional electric or water. Number of booths (tables) desired to purchase: # of tables 8ft paid @ $450.00 each for Non-Members. # of tables 8ft paid @ $425.00 each for Industry Sustaining Members. 1 small 4 ft table can be purchased for each 8ft table purchased. $30.00 Each Total Amount for Tables $. Summary of All Costs: Total Amount for Extra Name Badges $. Total Amount for Industry Sustaining Membership $. Total Amount for Meet and Greet $. Total Amount for Sponsorship Opportunities $. Total Amount for Banquet Tickets $ Total Amount for Tables $ Total Amount for Additional Electric and Water $ *****Industry Members**** Will receive two complimentary tickets to the WVSNA banquet Saturday evening; please indicate if you will be attending and how many. Will be attending banquet Will not be attending banquet Total Check Amount $. Make Checks Payable to: WVSNA Credit Cards Accepted 3% fee Call Debbie Submit all forms and payment to: Debbie Derico Marshall County Schools 214 Middle Grave Creek Road Moundsville, WV 26041 9