15 TH ANNUAL PRESENTED BY C H A M B E R FREDERICK Making connections. 2 0 1 0 What happens at the Expo will not stay at the Expo! Expo 2010 is not your average networking event Each 8' x 10' booth offers a different interactive experience! This regional showcase is the place smart professionals go to make valuable connections that last. Join us Tuesday, September 28 th at the Holiday Inn & Conference Center. The Holiday Inn is located just off MD Routes 85 & 355, adjacent to the FSK Mall, at 5400 Holiday Drive in Frederick, MD. Schedule of Events: Tuesday, September 28 7:00 a.m. Exhibitor setup 9:00 a.m. Exhibits open Ribbon-cutting ceremony in the lobby 9:00 a.m. Taste of the Expo (until 11:00 a.m.) 9:00 a.m. Tweetup at the Expo (until 11:00 a.m.) 11:00 a.m. SHOWTIME (until 12:00 noon) In the Wild Card & One-Eyed Jack Theatres 12:00 p.m. Taste of the Expo (until 2:00 p.m.) 3:00 p.m. Exhibits close Early Bird deadline: Thursday, July 22 (Members save $50 on exhibit space!) Registration deadline for ALL exhibitors: Thursday, August 19 New this year: More booths & tables Space for more than companies! See pages 2-8. High Rollers Lounge Take a break from trying your luck and recharge at the concession stand. See page 6. SHOWTIME Two hand-picked performances that will dazzle you. These FREE seminars are interactive, fun, and educational. Find out what you need to know to be competitive, creative, and successful at work. See page 6. Sponsorships Can t staff a booth for the entire day? Want additional exposure at the Chamber s largest public event? Expo 2010 features excellent sponsorship opportunities for companies of every size. Call 301.662.0745 for info. Make Your Own Luck As may have already guessed, this year s Expo has a fantastic theme: Vegas! We all know you can t rely on luck when it comes to business, but the odds are in your favor when you re an Expo exhibitor or sponsor! Back by popular demand: Interactive exhibits from a wide range of local and regional businesses. See pages 2-8. Opportunities to recharge your network. Make new contacts and strengthen existing connections! Tweetup at the Expo A huge hit in 2009! This is a great opportunity to meet online friends in person. See page 6. Affordable options for nonprofits and small businesses. (Share a booth, or choose one of 10 table spaces!) Taste of the Expo in the morning & afternoon. Stroll the Expo strip and sample the best of Frederick s highlyacclaimed food scene. See page 6. Register online! Visit www.frederickchamber.org to sign up as an exhibitor or attendee, or fill out the form on page 7.
EXHIBITOR BOOTH INFORMATION & PRICING All booth spaces are reserved on a first-come, first-assigned basis and must be reserved by August 19. Unless otherwise indicated, each 8' x 10' ft. booth space includes pipe & drape, table with drape, two chairs, and wireless internet connection. See page 5 for marketing benefits and page 6 for additional registration information and deadlines. See complete terms, conditions, and show rules on page 8. To register, please use the form on page 7 or visit www.frederickchamber.org. A ACE: Premium Booths Q QUEEN: Standard Booths Premium / anchor booth $700 per space Chamber members only $650 early bird rate (before 7/22) Booth spaces 1, 5, 17, 19, 20, 39, 40, 49 K KING: Trustee Booths Mission & Platinum Trustees FREE Standard or premium booth space is complimentary. However, registration is still required. Gold Trustees 50% discount $300 standard or premium booth space $275 with early bird discount (before 7/22) Silver Trustees 25% discount $450 standard or premium booth space $400 with early bird discount (before 7/22) Copper Trustees 10% discount $540 standard or premium booth space $490 with early bird discount (before 7/22) J JACK: Table Spaces TABLE SPACE $250 per space $200 early bird rate (before 7/22) One of ten 8-ft. tables in the Mirage exhibit area. These spaces do not include pipe & drape, and exhibits are strictly limited to a tabletop display. For Chamber member nonprofits and small businesses only. Standard booth Chamber members $600 per space $550 early bird rate (before 7/22) Partnership booth Chamber members $500 per space exclusively for nonprofit, education, and government members $450 early bird rate (before 7/22) This special rate on a standard booth is available exclusively to non-profit (501c3), education, and government organizations that are members of the Chamber. Shared booth Chamber members $325 per company $300 early bird rate (before 7/22) No more than two (2) small businesses may share the same booth space. Chamber approval is required. Please call 301.662.0745. Total booth cost is $650.00, or $600.00 with early bird discount. Standard booth non-members $800 per company Non-member registration will not open until July 23, 2010. Businesses who are members of other Chambers will be invited to register at the Chamber member rate beginning on July 23. Early bird discounts, shared booths, and premium/ anchor booth spaces are not available to non-members. Join the Chamber and reserve a booth for the EXPO at the same time! Call the Chamber at 301.662.4164. Taste of the expo booth No charge for participating restaurants & caterers. Call 301.662.0745 to apply for one of these spaces or to learn how your company can sponsor the Taste of the Expo. See page 6 for more information. Page 2
2 0 1 0 EXHIBIT AREA LAYOUT 15 14 13 12 11 10 WATER STATION 24 25 34 35 44 45 9 16 23 26 33 36 43 46 8 BELLAGIO 17 22 21 27 28 32 31 37 38 42 41 47 48 7 6 20 29 30 39 40 49 5 18 19 1 2 3 4 WATER STATION TO CAESARS TO BELLAGIO CAESARS TO MIRAGE 53 54 52 51 50 REGISTRATION WATER STATION Main Entrance 55 56 57 Page 3
60 64 61 62 63 HOLIDAY INN & CONFERENCE CTR. MIRAGE TO ONE- EYED JACK THEATRE Wild Card Theatre 76 75 74 Mirage Booths 58-66 Tables 67-77 Q WATER STATION J One-Eyed Royal Theatre 59 58 NEW! TO CAESARS 65 66 73 72 71 70 High Rollers Lounge 67 68 69 Bellagio Booths 1-49 Caesars Booths 50-57 A A K Q Q TO WILD CARD THEATRE MAIN ENTRANCE K KING Reserved for Trustees: Booths 25-38, 41-44 A ACE Premium / Anchor: Booths 1, 5, 17, 19, 20, 39, 40, 49, 50, 57 KEY Q QUEEN Standard Booths J JACK Tables for small businesses and nonprofits: Spaces 67-76 TASTE of the EXPO: Booths 7, 13, 16, 54, 60, 64 Page 4
INCLUDED WITH YOUR EXHIBITOR REGISTRATION Event marketing and publicity benefits: Newspaper, magazine, radio, and online advertising (local & regional media) Event calendar listings (local & regional web sites, email lists, and publications) Weekly Chamber email updates, sent to over 2,000 business professionals Featured on the Chamber s web site, frederickchamber.org The Chamber will also print flyers and postcards to advertise Expo 2010, and we provide a promotional postcard template to all exhibitors. If you d like to distribute cards or post flyers in your place of business, please call 301.662.4164 to request printed materials. Make it interactive! Already planning your Expo 2010 exhibit? Make it interactive! Successful exhibitors will tell you that creating an interesting display and staffing your booth with friendly, knowledgeable representatives are the two main factors that contribute to a high return on investment in the Expo. Plan to demonstrate your services, provide product samples, give away a prize, or play a game. Promote your spot at Expo 2010 and create more buzz by publicizing your involvement in advance! NEW: Exhibitor Orientation * This year, the Chamber is planning a complete training session to help you get the most from your Expo 2010 investment. Exhibitor attendance is not mandatory, but is HIGHLY RECOMMENDED. We hope you ll join us at the Chamber office on Wednesday, August 25 for one of two sessions (10 a.m. to 12 noon or 1:30 to 3:30 p.m.). RSVP by completing the online confirmation form. (We ll send you a link after you submit your exhibitor registration.) Help us promote your exhibit to local & regional news media! * Exhibitors who submit information about products, services, demonstrations, or other features of their display will receive additional exposure in news releases and PR materials distributed by the Chamber. Our press releases will also include a list of topics and presenters for seminars throughout the day. Program Booklet * Exhibitors and presenters also benefit from a listing in the printed event program distributed to Expo 2010 attendees. We print more than 600 programs, and your listing will include your company s contact information and description. Attendee Pre-registration Expo 2010 is free and open to the public. Advance registration is optional but encouraged. By pre-registering to attend, attendees will have exclusive access to special email updates regarding the EXPO, and will also be entered to win prizes. Attendees can sign up online at www.frederickchamber.org or call 301.662.4164 x 1. * = Online Confirmation Form RSVP for Exhibitor Orientation and submit your company s information for the Expo media kit and program booklet by completing the Online Confirmation Form by August 19. We ll email you a link to the form after you submit your initial registration. Page 5
Taste of the Expo Booths for TASTE of the EXPO (spaces 7, 13, 16, 54, 60, 64) are available to Chamber member cafés, bakeries, coffee shops, caterers, and restaurants at a special rate. Breakfast food (pastries, fruit, etc.) and beverage samples (coffee, tea, juice, etc.) are offered from 9 to 11 a.m.; appetizer and dessert samples are offered from 12 noon to 2 p.m. Please contact Jessica Hibbard at jhibbard@frederickchamber.org or 301.662.0745 to apply for one of these spaces. Tweetup at the Expo Stop by the Mirage exhibit area between 9 and 11 a.m. for networking, even if you don t already tweet! Frederick is well-represented on Twitter, with hundreds of participants that include many Chamber member business owners and professionals. Online conversations often lead to productive partnerships. Tweetups are events that are organized online, but offer an opportunity to build relationships in real life. NEW: Showtime From 11 a.m. to 12 noon, Expo attendees may choose to attend one of two free seminars. These engaging, entertaining workshops will be held in the Wild Card Theatre and the One-Eyed Jack Theatre, adjacent to the Mirage exhibit area. To submit a presentation proposal, or learn more about sponsoring this special event, please contact Jessica Hibbard at jhibbard@frederickchamber.org or 301.662.0745. NEW: High Rollers Lounge SPECIAL EVENTS AT THE EXPO The Expo grows each year, and we ve noticed many attendees spend the entire day visiting exhibits and networking with the who s who of the regional business community. Exhibitors and attendees expend a great deal of energy at this event, and the High Rollers Lounge is a place to relax throughout the day. Enjoy a comfortable seat, enjoy free wireless internet access, or continue a conversation with a new connection. Interested in sponsoring the High Rollers Lounge? Contact Jessica Hibbard at jhibbard@frederickchamber.org or 301.662.0745. Exhibitor registration INFO Important info for exhibitors: Booths are reserved on a first-come, first-assigned basis. The Chamber will place each organization in the best location available at the time payment is received. Full payment is required to reserve a booth. Your registration and payment must be received before your booth assignment is confirmed. Expo spots typically sell out very quickly, and we ve had an extensive waiting list for the past several years. Chamber members are encouraged to reserve their booth space as soon as possible. Companies that attend the Exhibitor Orientation on August 25 will receive their confirmation packets and booth assignments then. Companies that do not attend will receive confirmation packets and booth assignments via email after August 25. All exhibitors must abide by Expo terms, conditions, and rules. Please carefully review the details on page 8 of this packet. Registration deadlines: July 22 Deadline for early bird pricing (Chamber members only, $50 discount) July 23 Registration opens for non-members August 19 Registration deadline for ALL exhibitors. Online confirmation forms must be completed by this date. August 25 Exhibitor Orientation Training sessions at 10 a.m. and 1:30 p.m. for 2010 exhibitors. Page 6
Exhibitor registration FORM To register by fax, email, or mail, please complete the form below and send it with your payment to: Fax: 301.846.4427 Email: info@frederickchamber.org Mail: Frederick County Chamber of Commerce, ATTN: EXPO, 8420-B Gas House Pike, Frederick, MD 21701 You can also register online at www.frederickchamber.org. Members must login for discounted pricing. If you have questions regarding event registration or your web site login, please call 301.662.4164 x 1. Contact Information Name: Title: Company: Address: City, State, Zip: Phone: Fax: Email: Booth Selection ** Early bird discount is available to members only, through July 22, 2010. ACE: Premium Booth (members only) $700 / $650 early bird ** JACK: Table Spaces (members only) $250 / $200 early bird ** TASTE OF THE EXPO: Member caterers, restaurants & cafes only. Please call 301.662.0745 for info. QUEEN: Standard Booth (members only) $600 / $550 early bird ** QUEEN: Partnership Booth (nonprofit, education, and gov t only) $500 / $450 early bird ** QUEEN: Shared Booth (members only) $325 per company / $300 early bird ** QUEEN: Non-member Booth ($800) KING: Mission Trustee (FREE) KING: Platinum Trustee (FREE) KING: Gold Trustee ($300 / $275 **) KING: Silver Trustee ($450 / $400 **) KING: Copper Trustee ($540 / $490 **) ELECTRICITY: Check this box if your booth setup requires access to an electric outlet, and add $25 to your registration fee. Once your initial registration and payment is received, you ll receive an email with instructions for completing your registration via an online form. Your company s exhibit space will NOT be reserved until your payment is received and all registration forms are completed. Please add frederickchamber.org email addresses to your list of approved (i.e., safe, whitelisted) senders and kindly follow up on all email communication. If you do NOT receive an email confirmation (which includes a link to the Online Confirmation Form) by August 17, please call 301.662.0745. Payment Information Check enclosed for the following amount: $ (Make payable to Frederick County Chamber of Commerce) Please charge my Visa Mastercard American Express credit card for the following amount: $ Credit card number: Expiration date: Verification Code (3 digits on back of card): Name on card: Billing address (street #, city, state, zip code): Cardholder signature: Date: Submission of registration and payment for an exhibit space indicates your agreement to observe and abide by all Terms, Conditions, and Rules specified in the exhibitor contract and accept all provisions as required. Please review the terms on page 8. Page 7
2 0 1 0 Terms conditions Rules The acceptance by the Frederick County Chamber of Commerce of a deposit with the Exhibitor s Registration does not constitute acceptance of the registration or a grant of permission to exhibit until it is signed by an authorized Chamber representative and confirmation is provided to the Exhibitor. 1. 2. 3. 4. 5. 6. 7. 8. 9. Exhibit Space Assignment Procedure Exhibitors will be ranked for space assignment in the order of receipt of the application and payment. All booth assignments are at the discretion of the Frederick Chamber. Exhibit Space Rental All space shall be paid in full prior to receiving booth placement. Failure to submit full payment and complete registration materials by August 19, 2010 may result in cancellation of the contract. Exhibit Schedule Set-up will be on Tuesday, September 28, 2010 beginning at 7:00 a.m. All exhibits must be set up no later than 8:45 a.m. Dismantling will take place at 3:00 p.m. No exhibitor will be allowed to dismantle prior to 3:00 p.m. Booth Dimensions & Design Booth size is 8' x 10', with 8' high back drop drape, 33" side rails, a booth identification sign with company name and booth number, 8' draped table, and two chairs. Show regulations require that exhibits and exhibit materials exceeding three feet (3') in height must be confined to the rear of the booth, extending no more than three feet (3') from the back wall. Overall height of display exhibit should not exceed seven feet (7'). Exhibitors who wish to vary from these guidelines must contact Jessica Hibbard at 301-662-0745 for advance approval. Use of Exhibit Space Each booth must be staffed by at least one person during show hours. Merchandise, signs, decorations or display fixtures shall not be pasted, taped, nailed, tacked or otherwise attached to walls, columns, floors or other parts of the exhibit site. Exhibitor is not permitted to feature names or advertisements of non-exhibiting companies in its displays. Exhibitors may not sublet or permit other companies to use their space or any part thereof, without express written permission of the Chamber. Only contracted companies that submit registration information, payment, and complete the online profile form by August 19, 2010, will receive a listing in the Event Program. Smoking Smoking is prohibited at the Holiday Inn & Conference Center. Exhibitor Conduct Exhibitor and its representatives shall not block safe passage though the aisles. All promotional materials must be distributed from within the confines of the Exhibitor s own contracted space. All such material is subject to approval by show management. Exhibitor or its representative(s) shall not conduct itself in a manner offensive to standards of decency or good taste. Americans With Disabilities Act (ADA) Exhibitors are required to construct displays that are accessible by people with disabilities and to comply with the Americans with Disabilities Act (ADA). Copyright Infringement Exhibitor shall be responsible for securing any and all necessary licenses and consents for any (a) performances, displays, or other uses of copyright works or patented inventions and (b) use of any image, name, likeness, or signature, voice or other impression, or 10. 11. 12. 13. 14. 15. 16. other intellectual property owned by any third party which is used directly or indirectly by Exhibitor. Playing of copyrighted music at events is prohibited by the copyright laws of the USA unless you have written and signed permission from the author or composer of the material, or have an agreement with music licensing organizations. Audio / Video Equipment Audio and video equipment must be self-contained, fireproof, certified by Underwriters Laboratories, and compliant with all local regulations. Equipment must be operated so as not to disturb or infringe upon other exhibitors. Sound must be kept at a volume not to exceed that of normal conversation. The Chamber reserves the right to determine the acceptable sound level in all instances. Liability and Insurance Exhibitors are responsible for insurance coverage, and are advised to be sure that their insurance coverage includes extra territorial coverage, theft, public liability, and property damage insurance. Neither the Chamber, nor its sponsors, nor its employees and representatives will be responsible for injury, loss, or damage that may occur to the Exhibitor or the Exhibitor s employees or property prior, during, or subsequent to the period covered by the contract. By submitting booth registration and payment, the Exhibitor expressly releases the Chamber, its sponsors, and its employees and representatives from and agrees to indemnify same against any and all claims for such loss, damages, or injury that solely results from Exhibitor s actions/inactions. The Holiday Inn & Conference Center is not responsible for damage to or loss of any item left prior to or following any function. Shipping and Receiving Advance shipment of materials is not available. See items 3 and 4 in this list for booth setup, teardown, and dimensions. Unforeseeable Circumstances In the event of fire, strike, inclement weather, civil strife or other circumstances beyond the control of the Chamber which causes the show to be cancelled in whole or part, Exhibitor waives any claim for damages or compensation except for the pro-rata return of the space rental paid for that period of time which was not available for use, less expenses incurred by the Chamber in connection with the show. Unoccupied Space If the Exhibitor fails to occupy the contracted space by the end of scheduled set-up, or fails to comply in any other respect with the terms of this agreement, the Chamber shall have the right to use such space in any manner, and Exhibitor forfeits any monies paid for space. Amendments The Chamber shall have full power to interpret or amend these rules. Wherever these rules do not appear to cover specific situations, the Chamber reserves the right to make such rulings as may appear to be in the best interests of the show and the Exhibitor agrees to abide by such rulings. Cancellation or Termination of Exhibit Upon acceptance of booth registration by the Chamber, this shall be a legally binding contract between the Exhibitor and the Frederick County Chamber of Commerce. Cancellation by the Exhibitor after August 19, 2010, obligates the Exhibitor to full payment of the rental. No refunds will be made after this date. If written cancellation is received prior to August 19, 2010, full refund will be issued minus a 25% service charge. Page 8