September 16-19, 2012 Gaylord National Resor t National Harbor, MD NRMCA s & Board of Directors Meeting Exhibitor PROSPEC TUS
Please join us for NRMCA s 2012 ConcreteWorks & Board of Directors Meeting. Dear Prospective Exhibitor, NRMCA s ConcreteWorks & Board of Directors Meeting is scheduled for September 16-19, 2012, just outside Washington, DC, at the Gaylord National Resort in National Harbor, MD. As we do every year, we believe the benefits of showcasing your company during the exposition at NRMCA s ConcreteWorks will be most worthwhile. This annual event is NRMCA s largest industry gathering and provides you ample opportunities to place your name and product right in front of the industry s senior ready mix professionals. NRMCA s ConcreteWorks is a prime opportunity to network one-on-one with the industry s leading professionals in such areas as ready mixed concrete fleet management, environment, safety, driver supervision, plant and operations management, business administration, finance, human resources, information technology, materials technology, concrete promotion and sales. As in 2011, this year s event has been combined with NRMCA s Fall Board of Directors meeting, further ensuring the attendance of highlevel industry decision makers. The 2012 Exhibit Space Packages offer a cost-effective plan that includes the following: Conference Attendee Registration(s) based on tier package New this year in addition to standard 10 x10 spaces, a select few 20 x20 island booths will also be available Pre-and Post-Show Registration Lists of Attendees Company Recognition and Listing in the Show Directory Exhibit Space options and costs at NRMCA s ConcreteWorks Conference & Expo can be found on the Exhibitor Application Form. This year s exhibit hall features Exhibitor hours spaced strategically over three days of the event, giving you ample time to interact with existing and potential customers. Reserve your space now by completing the Exhibitor Application and Registration Form and returning it to NRMCA along with the required payment. As always, Exhibitors will be assigned booth space on a first-come, first-served basis. An exhibit hall floor plan is provided to assist you in selecting your preferences. A final note: because this event is in the nation s capital region, we expect a strong turnout so please make your hotel reservations early and please make every effort to stay at the Gaylord National Resort complex so as to fill NRMCA s room block. Please make your room reservations before August 17th by calling the hotel directly at 1-301-965-4000. When calling, mention the National Ready Mixed Concrete Association to receive special group rates starting at $219 per night plus tax. NRMCA looks forward to your participation and involvement. Please do not hesitate to call Jessica Walgenbach directly with any questions at 240-485-1152 or by e-mail at jwalgenbach@nrmca.org. Sincerely, Jessica Walgenbach Director, Meetings
Expo Rules and Regulations Exhibit Space Application and Fee Exhibitor shall pay NRMCA 100% of the exhibit fee up front to reserve exhibit space. PLEASE NOTE: No assignment of space will be made until the FULL exhibit payment along with a signed Exhibitor Application and Registration Form is received. Assignment of Space Assignment of space is on a first-come, first-served basis. Whenever possible, space assignments will be made by Show Management with the preference requested by the Exhibitor. However, NRMCA does not make any guarantees in connection with such requests, and reserves the right to make final determination of all exhibit space assignments. A maximum of 400 sq. ft. may be reserved by each exhibiting company. The Exhibitor shall not share, assign or sublet any part of the space without the written consent of NRMCA. NRMCA reserves the right to adjust the floor plan to meet the needs of the Expo. 2012 Exhibit Space Package The exhibit space offered at NRMCA s ConcreteWorks Conference & Expo includes the following: Either (1) or (2) Exhibitor conference registrations, dependent on the exhibit space fee paid by the Exhibitor (see below). One draped table 6 x 2 and two chairs. One company identification sign to hang from the back drape. One waste basket. Basic electric. Rental fee includes the use of that space. Booth space which is 10 wide by 10 deep will include 8 high back wall drape and 3 high side drape. Booth space which is 20 wide by 20 deep will include 3 high corner drape at the four corners. Exhibit Space Cost Exhibit space cost (for both NRMCA members and non-members) at NRMCA s ConcreteWorks is based on booth size and number of personnel as follows: Booth Package NRMCA Member Non-Member 10x10 in-line booth plus one registrant $1,495 $2,495 10x10 in-line booth plus two registrants $1,950 $2,950 20x20 island booth plus one registrant $4,615 $5,615 20x20 island booth plus two registrants $5,070 $6,070 Additional Registrants Additional attendee on or before $625 each $750 each 8/17/2012 Additional attendee after 8/17/2012 $750 each $875 each NRMCA Member Spouse/Guest/Significant $275 each $375 each Other Registration on or before 8/17/2012 NRMCA Member Spouse/Guest/Significant Other Registration after 8/17/2012 $400 each $500 each
Exhibit Rules Exhibit Set-up and Tear-Down Exhibitors may begin to set up in the exhibit hall at 11:00 a.m. Sunday, September 16. The Exhibitor agrees to have his/her exhibit ready for inspection by NRMCA by 5:30 p.m. that day. The Exhibitor furthermore agrees not to begin teardown of the exhibit until 10:00 a.m. Tuesday, September 18. The Exhibitor agrees to have all exhibit material removed from the exhibit hall by 5:00 p.m. on Tuesday, September 18. NRMCA is not responsible for exhibit material left in the exhibit hall after that time. Exhibit hours are as follows: Freeman Sunday, September 16 7:00 a.m. 11:00 a.m. Move-In Exhibitor Sunday, September 16 11:00 a.m. 5:00 p.m. Move-In Event Sunday, September 16 6:30 p.m. 8:00 p.m. Event Monday, September 17 7:00 a.m. 7:30 p.m. Event Tuesday, September 18 7:00 a.m. 10:00 a.m. Exhibitor Tuesday, September 18 10:00 a.m. 5:00 p.m. Move-Out Freeman Move-Out Tuesday, September 18 10:00 a.m. 6:00 p.m. Booth Space Definitions In-line booths are defined as 10 x10 booths utilizing a backwall and are open on one side to an aisle. Island booths are defined as 20 x20 booths which do not utilize a backwall and are open on all sides to an aisle. Exhibit Space Regulations The following guidelines must be adhered to by all Exhibitors at NRMCA s ConcreteWorks & Board of Directors Meeting to protect the general appearance and safety of the Expo, but also to maintain due regard to fellow Exhibitors. It is the Exhibitor s responsibility to ensure all personnel and authorized representatives of the Exhibitor are aware of these regulations. No exhibit structure, signage, equipment or material may exceed a height of 8, 3 in in-line booths or 12, 6 in island booths. Custom freestanding displays and table-top displays will be allowed, however they must adhere to these height restrictions, and must not obstruct view or use of exhibit space to the right or left of the booth. For all booths, there is a setback required for all booth structures and materials that, as displayed, would reach a height above 4 t. For in-line booths, this setback is 3, while for island booths, the setback required is 5. Any audio-visual stands must be set back at least 3 from the aisle. No signage may face into an adjoined exhibit within 3 of the neighboring exhibit. Easels may be used. The maximum size of display objects cannot exceed 3 by 3. No small items can be placed on the floor of an Exhibitor s booth for safety reasons. Tarps and other heavy display items are not permitted. Exhibitors may not exhibit, hang additional signage or distribute any materials outside their contracted and assigned exhibit space. This prohibition covers the Expo Hall, the hotel and all of its exterior areas such as parking areas. A noise of 10 DBA s above the ambient level in the exhibit hall is the maximum sound permitted. For in-line booths, the draped backdrops can be used by Exhibitors as long as nothing is glued, pasted, tacked, nailed or screwed or otherwise permanently attached to the back walls. However, Exhibitors may use hooks to mount lightweight signage to back wall rails. For in-line booths, Exhibitors may wish to remove side rails between booths, but may only do so with the agreement of any Exhibitor sharing said side rails, and noting that individual booth regulations as stated above will still apply. Permitted Activities Within the contracted and assigned exhibit space the Exhibitor may: Distribute literature, including catalogs, circulars, newsletters, folders, fact sheets and other information about its services, facilities, products and/or equipment. Display and demonstrate products, equipment, small models and/or videos. Take orders for its products, services and/or equipment. Exhibitors are responsible for any and all state, county and/or local taxes related to its activities at this event. Promotional Giveaways Exhibitors may not give away promotional products that in the opinion of NRMCA can be distracting (i.e. whistles). Exhibitors may not give away any items, promotional or otherwise, that are above $10 per unit cost. Food or beverages (including bottled water) to be distributed by an exhibitor must be purchased from the hotel s catering department. Drawings & Contests Drawings and contests, as permitted by law, are allowed in Exhibitors booths. Exhibitors considering a raffle, drawing, giveaway, game of chance or the like in their exhibits are encouraged to contact the Maryland State Government to confirm the activity is lawful. Character of Exhibit NRMCA reserves the right to approve all exhibits and may reject, in whole or in part and at any time, any exhibit or individual that in its opinion contains objectionable features or otherwise detracts from the general character of NRMCA s ConcreteWorks & Board of Directors Meeting. NRMCA, its officers, Directors and agents shall not be liable for any loss, damage, cost or expense resulting from such rejection or disapproval.
Booth Violation Policy The Exhibitor agrees to have his/her booth ready for inspection by NRMCA by 5:30 p.m. Sunday, September 16. If NRMCA finds the booth to be in violation of any of the 2012 Rules and Regulations, the Exhibitor will be cited. Should the Exhibitor be unwilling or unable to correct the violation, NRMCA will find them in violation and will issue any or all of the following penalties: Exhibitor will be forced to dismantle said booth. Exhibitor will pay a violation fee of no less than 20% of the exhibit space cost. Exhibitor will forfeit exhibiting eligibility in 2013. Cancellation Policy Cancellations received in writing to NRMCA through Wednesday, August 29, will be refunded, less a $100 fee. After August 29, the entire amount of the exhibit space fee shall be retained by NRMCA. This cancellation policy does not depend upon whether the exhibit space is resold or re-assigned. Liability Exhibitors or third party representatives agree to defend, indemnify and hold harmless, hotel and NRMCA, and their respective owners, managers, officers or Directors, agents, employees, subsidiaries and affiliates, from any damages or charges resulting from their use of the property, including attorney fees and expense. Exhibitors or third party representatives liability shall include, without limitation, all losses, costs, damages, or expenses arising from or out of or by reason of any accident, property damage, bodily injury or other occurrences to any person or persons or property, including the Exhibitor or third party representative, its agents, employees, and business invitees which arise from or out of the Exhibitors or third party representatives occupancy and use of the exhibition premises, hotel or any part thereof. Neither NRMCA nor their agents or employees will be responsible for the loss of or damage to shipments of materials consigned en route to or from NRMCA s ConcreteWorks & Board of Directors Meeting. No shipment will be accepted if consigned to NRMCA. All materials should be shipped through the official show contractor and must be consigned to the Exhibitor. Protection of Hotel Property Exhibitors or third party representatives shall be fully responsible to pay for any and all damages to property owned by the hotel or NRMCA, their owners or managers, which results from any act or omission of Exhibitors or third party representatives, including the cost for removal of excessive amounts of debris. Nothing shall be pasted, tacked, taped, nailed, screwed or otherwise attached to columns, walls, floors or other parts of the building or furniture. Exhibitors agrees to leave the property in the same condition as existed on the date possession commenced. Insurance Exhibitors or third party representatives agree to provide a certificate of public liability and property damage insurance which names the hotel, its owner and manager, and NRMCA as additional insured to their policy. Each Exhibitor is responsible for the safety of his/her exhibits and other property against robbery, fire, accident or any hazard whatsoever without limitation. Right of Entry and Inspection NRMCA, in its absolute discretion, shall have the right at any time to enter the leased area occupied by Exhibitors or otherwise inspect the Exhibitor s materials. Exhibitor Property Sold If an Exhibitor s property/organization changes management or is bought by another company, the booth space becomes the asset of the new exhibiting company. Music Licenses Exhibitors agree that it will not permit music, either live or reproduced mechanically, to be played during the Expo without first having obtained all requisite licenses from the copyright owner or agent of the copyright owner. Exhibitors will post all such licenses in the exhibit space; licenses will be available for inspection by representatives of NRMCA and of the American Society of Composers, Authors and Publishers (ASCAP) and/or Broadcast Music, Inc. (BMI). Exhibitors hereby indemnifiy and hold NRMCA harmless from and against any and all claims, damages, losses, liabilities, costs (including attorneys fees and court costs, without limitation) arising out of, or in any way connected with, the use by Exhibitors of any material which may be subject to, or covered by, any state or federal copyright laws, or infringement upon any person s or entity s rights which may arise from any such state or federal copyright laws. Inability to Perform If NRMCA should be prevented from conducting the Expo by any cause beyond its reasonable control or if it cannot permit the Exhibitor to occupy his/her space due to circumstances beyond its reasonable control, NRMCA will refund to the Exhibitor the amount of the rental fee paid, less a proportionate share of the Expo expenses, and NRMCA shall have no further obligation or liability to the Exhibitor. Amendments Any and all matters or questions not specifically covered by this agreement and by the rules and regulations of this agreement may be amended by NRMCA and any such amendment shall be binding on the Exhibitors as though it were originally a part of the agreement or the rules and regulations, provided, however, no amendment shall be made which materially affects the rights of an Exhibitor without his/ her consent. Exhibit Rules
Schedule-at-a-Glance Items in pink indicate Board of Directors event. Schedule-at-a-Glance Saturday, September 15, 2012 7:00 a.m. 8:30 a.m. OES Operations Task Group Meeting 8:00 a.m. 10:00 a.m. RES Task Group Meeting 8:45 a.m. 10:30 a.m. OES Safety Task Group Meeting 10:00 a.m. 12:00 p.m. RES Task Group Meetings (2 groups) 10:00 a.m. 12:30 p.m. Pervious Concrete Promotion Subcommittee Meeting 10:45 a.m. 12:30 p.m. Manufacturer s Division Meeting 10:45 a.m. 12:30 p.m. OES HR Task Group Meeting 12:00 p.m. 5:00 p.m. Registration and Information Desk Open 12:45 p.m. 2:30 p.m. OES Environmental Task Group Meeting 1:00 p.m. 2:30 p.m. TMMB Meeting* 1:00 p.m. 2:30 p.m. Educational Activities Committee Meeting 1:00 p.m. 3:45 p.m. Promotion Committee Meeting 1:00 p.m. 4:00 p.m. RES Committee Meeting 1:00 p.m. 4:00 p.m. Government Affairs Committee Meeting 2:45 p.m. 5:00 p.m. OES Committee Meeting 4:00 p.m. 6:00 p.m. Sustainability Committee Meeting 4:00 p.m. 6:00 p.m. BAC Committee Meeting 6:30 p.m. 7:30 p.m. Driver Position Drawing Reception 7:30 p.m. 9:30 p.m. Chairman s Dinner** Sunday, September 16, 2012 7:00 a.m. 12:00 p.m. NRMCA s National Mixer Driver Championship 11:00 a.m. 5:00 p.m. Exhibitor Move-In 12:00 p.m. 5:00 p.m. Registration and Information Desk Open 12:00 p.m. 6:00 p.m. CONCRETEPAC Golf Tournament*** 2:00 p.m. 4:00 p.m. Driver Exam 6:30 p.m. 8:00 p.m. Chairman s Welcome Reception in Exhibit Hall Monday, September 17, 2012 6:30 a.m. 5:00 p.m. Registration and Information Desk Open 7:00 a.m. 8:00 a.m. Continental Breakfast in Exhibit Hall 8:00 a.m. 10:00 a.m. Opening General Session 10:00 a.m. 10:30 a.m. Networking Break in Exhibit Hall * Indicates closed sessions ** Indicates Invitation Only Events *** Indicates Events Requiring Separate Registration and Fee
Schedule and topics are subject to change. Schedule-at-a-Glance Monday, September 17, 2012...continued 10:30 a.m. 12:00 p.m. Educational Track Sessions 12:00 p.m. 2:00 p.m. Luncheon and Awards Presentation 2:15 p.m. 3:45 p.m. Educational Track Sessions 2:30 p.m. 5:30 p.m. Nominating Committee Meeting* 3:45 p.m. 4:15 p.m. Networking Break in Exhibit Hall 4:15 p.m. 5:45 p.m. Educational Track Sessions 6:00 p.m. 7:30 p.m. Reception in Exhibit Hall 7:30 p.m. 9:30 p.m. Dinner with Driver Championship Awards Tuesday, September 18, 2012 6:00 a.m. 7:00 a.m. RMC Research & Education Foundation Fundraising Walk for Wellness*** 6:30 a.m. 5:00 p.m. Registration and Information Desk Open 7:00 a.m. 8:00 a.m. Continental Breakfast in Exhibit Hall 8:00 a.m. 9:30 a.m. Executive Committee Meeting* 8:00 a.m. 9:30 a.m. Educational Track Sessions 9:30 a.m. 10:00 a.m. Networking Break in Exhibit Hall 10:00 a.m. 12:00 p.m. Closing General Session 10:00 a.m. 5:00 p.m. Exhibitor Move-Out 12:00 p.m. 4:00 p.m. Off-Site Tours 12:30 p.m. 4:30 p.m. Board Meeting 7:00 p.m. 9:30 p.m. CONCRETEPAC Dinner*** Schedule-at-a-Glance Wednesday, September 19, 2012 7:00 a.m. 1:00 p.m. Registration and Information Desk Open 7:30 a.m. 9:00 a.m. Congressional Briefing w/continental Breakfast 9:30 a.m. 1:00 p.m. Capitol Hill Visits (off-site) Exhibit hours are as follows: 7:00 a.m. 11:00 a.m. Sunday September 16, 2012 Freeman Move-In 11:00 a.m. 5:00 p.m. Sunday September 16, 2012 Exhibitor Move-In 6:30 p.m. 8:00 p.m. Sunday September 16, 2012 Event 7:00 a.m. 7:30 p.m. Monday September 17, 2012 Event 7:00 a.m. 10:00 a.m. Tuesday September 18, 2012 Event 10:00 a.m. 5:00 p.m. Tuesday September 18, 2012 Exhibitor Move-Out 10:00 a.m. 6:00 p.m. Tuesday September 18, 2012 Freeman Move-Out
Please Note: For additional registrations, please copy this form as needed, or attach a list with the additional names, company information, etc. Company & Registration Information Primary Delegate Information: First Name Title Last Name Company Email Mailing Address City Zip/Postal Code Spouse/Guest Name Emergency Contact Name State/Province Telephone Telephone Country Fax Age of Guest (if under 18) Relationship Please indicate if you have any special needs. Second Delegate Information First Name Title Spouse/Guest Name Emergency Contact Name Please indicate if you have any special needs. Last Name Company Telephone Email Age of Guest (if under 18) Relationship Membership Information: NRMCA Member Non-Member Payment Information: Booth Package NRMCA Member Non-Member 10x10 in-line booth plus one registrant $1,495 $2,495 Registration Form 10x10 in-line booth plus two registrants $1,950 $2,950 20x20 island booth plus one registrant $4,615 $5,615 20x20 island booth plus two registrants $5,070 $6,070 Additional Registrants Additional attendee on or before 8/17/2012 $625 each $750 each Additional attendee after 8/17/2012 $750 each $875 each NRMCA Member Spouse/Guest/Significant Other Registration on or before 8/17/2012* $275 each $375 each NRMCA Member Spouse/Guest/Significant Other Registration after 8/17/2012* $400 each $500 each *All spouses and/or guests must be non-industry professionals. Any industry personnel attending NRMCA's ConcreteWorks & Board of Directors Meeting must pay the attendee registration fees. TOTAL $ All registration and application forms must be accompanied with payment in order to be processed. All payment must be made in U.S. dollars and made payable to NRMCA. NRMCA s ConcreteWorks cancellation policy is located in the Expo Rules and Regulations. Registrations received without payment will not be processed. Payment Method (Please note: Booth space WILL NOT be assigned until full payment is received.) Check # VISA MasterCard American Express Credit Card Number Exp. Date Name as it appears on Credit Card Signature of Cardholder
Exhibit Space Preferences: Every attempt will be made to meet the space preferences you have requested to ensure your success at NRMCA s ConcreteWorks. Please list your space preferences below using the floor plan provided. First Choice: Second Choice: Third Choice: Fourth Choice: I would prefer not to be placed next to the following companies: 1. 2. Application Procedure: Two easy ways to sign up for exhibit space: By fax: (301) 565-8200 (secure) By mail: NRMCA s ConcreteWorks & Board of Directors Meeting c/o Sun Trust Bank PO Box 79433 Baltimore, MD 21279 Please Note: Registration by mail may result in a delay in assigning booth space. All Exhibitors MUST sign below to validate booth space application. I, the undersigned, as an authorized representative of the Exhibiting Company, have read and agree to comply to ALL terms, conditions and guidelines listed in NRMCA s ConcreteWorks & Board of Directors Meeting Rules and Regulations. Signature: Date: Exhibit Space Floorplan Exhibit Space
SHOW DIRECTORY COMPANY DESCRIPTION FORM Thank you for signing up to exhibit at NRMCA s ConcreteWorks & Board of Directors Meeting. In order to maximize your company s visibility at the Expo, NRMCA will provide a Show Directory of the Exhibitors to all attendees. To be included in the Show Directory, please provide a COMPANY DESCRIPTION (no more than 100 words) describing your company s products and/or services in the space provided below. Please type or print neatly: Once completed, fax or email this form to (301) 565-8200 attn: Jessica Walgenbach, jwalgenbach@nrmca.org, or mail directly to: NRMCA, c/o Jessica Walgenbach 900 Spring Street, Silver Spring, MD 20910, USA, no later than August 29, 2012. If a company description is not received by that date, NRMCA reserves the right not to include your company in the Show Directory. September 16-19, 2012 Gaylord National Resor t National Harbor, MD NRMCA s ConcreteWorks & Board of Directors Meeting For more information visit www.nrmca.org