76TH ANNUAL CONFERENCE THE EXHIBITOR & SPONSOR SALES KIT CONFERENCE INFORMATION AND DEMOGRAPHICS: We invite you to join us in Seattle for the National Council of Juvenile and Family Court Judges 76th Annual Conference focusing on juvenile and family law topics including trauma, custody and visitation, divorce, child abuse and neglect, truancy, domestic violence, juvenile delinquency, cross-over youth, and substance abuse. The Annual Conference is the NCJFCJ s primary membership conference. Those who attend the conference come with the highest of expectations to participate in cutting-edge educational sessions, engage in the NCJFCJ s business, and participate in social functions. Approximately 600 attendees, including registered participants, faculty, committee members, etc. are expected. 75% of the conference participants are judges, with the remainder encompassing a mix of directors, administrators, supervisors, attorneys, and other professionals working in the field of juvenile and family justice. More than 35 exhibitors representing a wide range of services are expected to attend. EXHIBIT FEE OF $750 INCLUDES: Tabletop Exhibit Space One six-foot table, draped Two chairs Company listing and 30-word or less description of your products or services in the conference program guide (must be received by May 31, 2013) Participation for one person at the conference An additional fee of $575 is required for each additional person, and they are also entitled to the following items: and all training materials Participation in the Sunday President s Reception, conference lunch, and all coffee breaks Participation in all program sessions vance list of participants (pending availability) Final participant list EXHIBIT SHOW TENTATIVE SCHEDULE: Sunday, July 14, 2013 3:00 6:00 PM Exhibit Registration and Set-up Monday, July 15, 2013 7:30 AM 4:30 PM Exhibits open to participants 7:30 8:30 AM Exhibit Show and Networking 10:00 10:15 AM Exhibit Show and Networking 12:15 AM 1:30 PM Conference Luncheon, Exhibit Show and Networking 2:45 3:00 PM Exhibit Show and Networking Tuesday, July 16, 2013 7:30 AM 4:00 PM Exhibits open to participants 7:30 8:30 AM Exhibit Show and Networking 9:45 10:00 AM Exhibit Show and Networking 11:15 11:30 AM Exhibit Show and Networking 12:15 1:30 PM Lunch Break (on your own), Exhibit Show and Networking 2:00 4:00 PM Exhibit dismantling COMPANY LISTING DEADLINE: Applications must be received by May 31, 2013 in order to receive your company listing and description of your products or services in the conference program guide. SPONSORSHIP OPPORTUNITIES: Beverages only will be offered in the exhibit area at various times throughout the day. Encourage your potential customers to visit longer by sponsoring breakfast or break items. Maximize your visibility at the conference and consider one of the many sponsorship opportunities such as funding a morning break, conference bags, jump drives, keynote address, or another idea you might already have in mind. Please see the Sponsorship Opportunities sheet. To explore options best suited to reach potential customers, contact Diane Barnette, Director of Communications and Membership Services, at (775) 784-6881 or dbarnette@ncjfcj.org. ADVERTISING: Showcase your company in our contemporary Conference Program Guide! Choose from a full page colored back cover ad for $1000, inside front cover or inside back cover full-page ad for $850 (these are all first come, first served), full-page color ad for $750, or a half-page color ad for $500. vertising artwork must be received by May 31, 2013 in order to be included in the program guide. Please refer to the vertising Opportunity sheet for complete details. SOCIAL ACTIVITIES: Exhibitors are welcome to sign up to join conference attendees in planned social activities that may be offered during the conference. Complete details and pricing regarding these optional activities are forthcoming. Rev. 02/07/13 Page 1 of 5
EXHIBITOR BINGO: As an extra incentive to visit the exhibit booths, a raffle game called Exhibitor Bingo will encourage participants to visit to get a sticker on their Bingo card. Cards are then entered into a drawing for door prizes, and the winners will be announced on Tuesday afternoon. Take advantage of this opportunity to promote your company and donate a prize to be used for the drawing. Prizes valued at $50 or more are appreciated. Prize winners will be posted at the Conference Registration Desk after lunch on Tuesday. If you would like to donate a Bingo prize, please mark the appropriate box on the exhibitor application form. Prizes should be turned in to the Conference Registration Desk in Seattle by Monday, July 15th. All exhibitors who register prior to May 31, 2013 will be listed on one of the bingo cards. HOTEL AND LODGING: The Westin Seattle, located at 1900 5 th Avenue, will serve as the conference hotel. Single and double accommodations are available at a rate of $169 and are subject to state and local taxes. Limited accommodations are available at the contracted rate. Early hotel reservations are strongly recommended. For reservations, call (888) 627-8513 and refer to "National Council of Juvenile and Family Court Judges". EXHIBIT AREA: Our conference activities, including Registration, Exhibits, Sunday Reception, General Session, Workshops, Luncheons, etc. will be located at the Westin Seattle Hotel. Exhibits will be tentatively located in the Grand 3 Ballroom on the Grand Level. Coffee will be available in the exhibit area in the morning prior to the sessions and during breaks. At any time prior to the start of the conference, the NCJFCJ reserves the right to relocate the exhibit area in order to meet the needs of the educational component of the conference. TABLE ASSIGNMENTS: Exhibit space will be assigned at the discretion of the NCJFCJ, taking into consideration the order of registrations received in our office, size and necessary placement of such exhibits, as well as the best interest of the overall conference attendees. All measurements shown on the floor plan of the exhibit area will be depicted as accurately as possible. We reserve the right to rearrange and make such modifications as may be necessary to meet the needs of the conference. USE OF EXHIBIT SPACE: Exhibitors must confine all demonstrations or promotional activities to the limits of the exhibit space. At no time will individual exhibitor signs or displays be allowed in any common or conference areas. Interference with the light and space of other exhibitors is prohibited. All sound equipment and noise must be kept at a low-enough level that they will not disturb the conference and/or other exhibitors. SERVICE CONTRACTOR, SHIPPING, ADDITIONAL FURNITURE, ELECTRICITY, ETC.: The Westin Seattle will provide all services customarily required by exhibitors, including shipping, furniture rental, electrical work, internet connections, labor for setting up and dismantling exhibits, drayage, etc. Instructions and information will be forwarded to registered exhibitors as it becomes available. All exhibitors must abide by existing labor agreements and regulations covering the use of these services. PAYMENT & CANCELLATION POLICY: All payments are due prior to the start of the conference. Cancellations will be accepted without penalty until May 31, 2013. Exhibit cancellations received after May 31, 2013 will be assessed a $100 administrative fee. No cancellations for refund will be accepted after the start of the conference. vertisement cancellations received after May 31, 2013 will be billed the full amount for the ad. All cancellations must be in writing. SECURITY AND INSURANCE: Security will not be provided by the NCJFCJ or the Westin Seattle Hotel. Please do not leave valuables unattended in the Exhibit Area. The Exhibitor understands that neither the NCJFCJ nor the Westin Seattle Hotel maintains insurance covering the Exhibitor s property or lost revenue and it is the sole responsibility of the Exhibitor to obtain such insurance. INDEMNITY CLAUSE: The Exhibitor assumes the entire responsibility and liability for losses, damages and claims arising out of injury to persons or damages to exhibitor s displays, equipment or other property brought upon the premises of the Hotel and agrees to indemnify, defend and hold harmless the NCJFCJ, the Westin Seattle Hotel, and its owners, servants, agents, and employees against all claims or expenses for such losses, including reasonable attorney s fees, arising out of the use of the Hotel or its owners, servants, agents, and employees. EXHIBIT ACCEPTANCE: The NCJFCJ reserves the right to accept or reject exhibitor, sponsor and/or advertising applications based upon space limitations, relevance, appropriateness, timeliness, or other similar criteria. Participation in this program implies acceptance of the terms and conditions listed in. FOR ADDITIONAL INFORMATION: Contact jdonovan@ncjfcj.org or (775) 327-5310, or fax (775) 327-5063 Rev. 02/07/13 Page 2 of 5
76TH ANNUAL CONFERENCE ADVERTISING OPPORTUNITY AND SPECIFICATIONS We invite you to advertise in our contemporary Conference Program Guide! The program guide is limited to the conference schedule, faculty, exhibits, and your advertisement, and is distributed to each attendee at conference registration. You re encouraged to join us as we move forward to reach over 600 attendees, including registered participants, faculty, committee members, etc. This conference draws judges, district attorneys, probation officers, court administrators, police officers, social workers, and many other professionals in the juvenile justice field. PROGRAM GUIDE ADVERTISING RATES: Back Cover $1000 Color Inside Front Cover $850 - Color Inside Back Cover $850 - Color $750 - Color Horizontal Half Page 8.5 wide x 5.5 tall $500 - Color AD SPECIFICATIONS/SUBMISSION OF ADS: File Format Preferred Please design program ads in obe InDesign or obe Photoshop. Please include all fonts and graphics used in your artwork. Submit files as.eps,.tif or.jpg high resolution graphics. Grayscale scans should be at least 300 ppi. B/W Line Art scans should have a minimum of 600 ppi. You may also submit ads in a high resolution PDF file format and send it via email. The maximum PDF version must be 1.4 (or Acrobat 5.x compatible). No File Security is to be set on any files. All fonts must be embedded into the PDF file as an "Embedded Subset." COPY ACCEPTANCE: The NCJFCJ reserves the right to reject any advertisement that, in its sole judgment, is deemed unacceptable. DEADLINE: On the exhibitor application, please check the appropriate box next to the type of ad requested. Artwork must be submitted and received no later than May 31, 2013. Cancellations received after May 31, 2013 will be billed the full amount for the ad. All cancellations must be in writing. FOR ADDITIONAL INFORMATION: Contact jdonovan@ncjfcj.org or (775) 327-5310, or fax (775) 327-5063 Rev. 02/07/13 Page 3 of 5
COMPANY INFO: (as you would like it listed in Conference Program Guide) Company dress: City: State: Zip: Phone: Website: Exhibit Contact Person (if different than exhibitor attending) Phone: Check if you would like the contact person s name listed in the program guide along with the attending exhibitors. Exhibitor #2 (additional $575) Phone: EXHIBITOR APPLICATION AND AGREEMENT Fax: Exhibitor #1 (included with exhibit fee) Phone: Exhibitor #3 (additional $575) Key decision-maker regarding marketing & promotions: Target Audience: Our company primarily offers: Residential or Behavioral Treatment Services Technology Solutions Information Resources Other Product or service description for program guide: (30 words or less. Longer descriptions will be edited for length) Phone: Check to use description already on file with NCJFCJ. 76TH ANNUAL CONFERENCE FEES: Exhibit Fee ~ $750 (including exhibit space and 1 exhibit person)* 1 st ditional Exhibit Person ~ $575 2 nd ditional Exhibit Person ~ $575 vertisement in Conference Program Guide Back cover full page color ad ~ $1000 Inside front cover full page ad ~ $850 Inside back cover full page ad ~ $850 (above ad types are first come, first served) Full page color ad ~ $750 ½ page color ad ~ $500 (horizontal layouts only for ½ page ads) Total Due $ (If total has been miscalculated, NCJFCJ reserves the right to charge the correct amount to your credit card.) *Please note: to be listed as an Exhibitor in the program guide, this application and any advertising artwork must be received by May 31, 2013. PAYMENT OPTIONS: Payment is Due Prior to Start of Conference Check enclosed (payable to NCJFCJ) Charge my: Visa Discover Card #: Exp. Date: MasterCard American Express 3 digit security code (on back of card): (4 digits on front for AMEX cards) Name as it appears on the card: Authorized Signature: EXHIBITOR AGREEMENT: Participation in this program implies acceptance of the terms and conditions listed in, and on the Exhibitor Information Sheet. By signing below, I agree to the terms of this agreement and I warrant that I am the proper officer authorized to sign on behalf of the exhibiting company. Please tell us about the size and type of your display: Our company would like to donate item(s) for Exhibitor Bingo prizes: Yes No Item(s) Value $ Signature: Date: (please print) Call me, I want to sponsor something! (or contact Diane Barnette directly at (775) 784-6881 or dbarnette@ncjfcj.org) Rev. 02/07/13 Page 4 of 5
Fax completed application to (775) 327-5063, Attn: Registrar ~ or mail to P.O. Box 8970, Reno, NV 89507 SPONSORSHIP APPLICATION 76TH ANNUAL CONFERENCE Maximize your visibility at the conference and consider one of these many exciting sponsorship opportunities. To take advantage of these opportunities, please complete this form and mail or fax to the NCJFCJ, along with payment at the address below. COMPANY INFO: Company dress: City: State: Zip: Phone: LEVEL 1 - $8,000 Keynote dress Conference Luncheon 2. Registration for up to 2 ditional Exhibitors 3. Inside Front Pocket or Back Cover Full-Page in Conference Program Guide 4. Full Page Colored in NCJFCJ Today Online Magazine following conference 5. Attendee List in Electronic Format 6. Opportunity to distribute a promotional item during your sponsored event 7. Prominent logo placement and recognition by sponsorship level Conference Banner Onsite 8. Special Recognition as a co-sponsor of the Keynote dress or Luncheon 9. Opportunity for a 30-second video ad (provided by sponsor) to be played during event _ Website: Please check which level and item you would like to sponsor: LEVEL 2 - $5,000 Morning Breaks Afternoon Breaks 2. Registration for up to 1 ditional Exhibitor 3. Full Page Colored in Conference Program Guide 4. Half Page Colored in NCJFCJ Today Online Magazine following conference 5. Attendee List in Electronic Format 6. Opportunity to distribute a promotional item during your sponsored event 7. Logo placement and recognition by sponsorship level Conference Banner Onsite LEVEL 3 - $4,000 Conference Bags (Sponsoring company provides bags) 2. Registration for up to 1 ditional Exhibitor 3. Half Page Colored in Conference Program Guide 4. Attendee List in Electronic Format 5. Logo on Sponsored items (USB Flash Drives or Conference Bags) provided by the NCJFCJ 6. Logo placement and recognition by sponsorship level Signage at Event LEVEL 4 - $2,000 Pens (Sponsoring company provides pens) Notepads (Sponsoring company provides notepads) 2. Half Page Colored in Conference Program Guide 3. Attendee List in Electronic Format 4. Pens or Notepads will be distributed to all attendees at the start of the conference 5. Logo placement and recognition by sponsorship level Signage at Event Payment Method: Check enclosed (payable to NCJFCJ) Visa MasterCard Discover Amex Card # Exp. Date: 3-digit security code (on back of card): (4 digits on front of Amex cards) Authorized Signature: Name as it appears on card: _ To explore options best suited to reach your customers, contact Diane Barnette, Director, Communications and Membership Services at (775) 784-6881 or dbarnette@ncjfcj.org. Thank you for your support! All proceeds benefit the work of the National Council of Juvenile and Family Court Judges. Rev. 01/31/13 Page 5 of 5