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REGISTRATION | EDUCATION | SCHEDULE | HOTEL & TRAVEL
WHY 2018 IS THE YEAR TO BE HERE
NASSTRAC’s Annual conference is the foremost gathering of freight decision makers in the country. Thank you for taking the time to give us your feedback. YOU SPOKE, WE LISTENED!
WHO WE ARE
OUR MISSION MOVING FORWARD
2018 ANNUAL CONFERENCE LOGISTICAL INFORMATION
Due Dates and Timelines Coming Soon!
Exhibit Hall Schedule Below is the most up to date exhibit hall schedule. During these times, please have your booth staffed with at least one representative. As these hours are subject to change, you will be alerted to any changes made from this original schedule.
General Service Contractor Move-In Begins: Saturday, April 28, 2018 | 8:00 a.m.
Day 1 – Sunday, April 29 8:00 a.m. – 4:30 p.m.: Exhibitor Setup 5:30 p.m. – 7:00 p.m.: Opening Reception, Exhibit Hall
Day 2 – Monday, April 30 8:00 a.m. – 9:00 a.m.: Breakfast, Exhibit Hall 11:00 a.m. – 11:30 a.m.: AM Break, Exhibit Hall 12:30 p.m. – 1:30 p.m.: Lunch, Exhibit Hall 2:30 p.m. – 3:00 p.m.: PM Break, Exhibit Hall 5:00 p.m. – 7:00 p.m.: Reception, Exhibit Hall (Theme Reception with Tastings)
Day 3 – Tuesday, May 1 8:00 a.m. – 9:00 a.m.: Breakfast, Exhibit Hall 10:00 a.m. – 10:30 a.m.: AM Break, Exhibit Hall 1:45 p.m. – 2:30 p.m.: PM Break, Exhibit Hall 2:30 p.m. – 4:00 p.m.: Hall Breakdown
Travel and Lodging Coming Soon!
Exhibitor Kit The exhibitor kit will be provided by our General Service Contractor, Shepard, to all exhibitors with a $0 balance to exhibit. The kit will be emailed out in early 2018 directly from Shepard to the representative noted on the original exhibit contract. If you have questions about the service kit, please send them to Lucretia Banaay at [email protected]
Key Contacts If you are interested in becoming an exhibitor or sponsor, please contact: Sarah Appleton, Sales Manager, at [email protected]. If you are already exhibiting/sponsoring, but have questions about your booth/sponsorship, please contact: Lucretia Banaay at [email protected] If you have questions about registering for the conference, please contact [email protected].
2018 EXHIBIT SALES PROGRAM INFORMATION Booth pricing depends on your membership status and location on the floorplan. Premium booths booths are corner booths with more than one side of entry.. Membership pricing is only given to members who have paid their dues by September 30, 2017.
NASSTRAC dues must be current at time of booth selection in order to receive member pricing.
*10% increase
The live floor plan will be posted soon.
Each booth measures 10 feet by 10 feet and includes:
Have questions? Please contact our Sales Manager, Sarah Appleton at [email protected]
SPONSORSHIP SALES PROGRAM INFORMATION
Sponsorship levels are built by combining our different a-la-carte items to reach total spend for sponsorship levels.
The levels and benefits from each level are as follows:
BECOME A NASSTRAC PARTNER
Executive Level: $40,000 Corporate Level: $30,000 Have questions? Please contact our Sales Manager, Sarah Appleton at [email protected].
ITEMS/EVENTS TO SPONSOR The a la carte menu of sponsored items and events is as follows. You can pick any combination of the available items or/events to build to your desired sponsorship level (see above) for the 2018 Conference.
CONFERENCE ITEM SPONSORSHIP OPPORTUNITIES Your logo will be included on onsite conference signage. Each conference attendee staying at the hotel will receive a guest room key card branded with your logo.
Golf Sponsorship: $15,000
Join NASSTRAC on Sunday, April 29th for the Golf Tournament by sponsoring and participating in one of our most popular events! Sponsor a flag at our popular Golf Tournament. Proceeds support NASSTRAC’s Scholarship program. Support the future of shipping and promote your company at the same time! Get your name and message into the hands of every conference attendee. Each conference attendee will receive a lanyard branded with your logo. Each conference attendee staying at the hotel will receive your flyer on a specified date and time (pending NASSTRAC approval). Wi-Fi will be supplied for all conference attendees for 3 days. Signage will be placed around the conference recognizing you as the sponsor. Each login uses your company name to log into the WIFI. As the sponsors for the mobile app, your company logo will appear on the landing page each time it is opened. Every time an attendee opens their app, they will see your company brand before accessing NASSTRAC event data. Conference Wi-Fi and Mobile App Package: $17,000 Combine both conference Wi-Fi and Mobile App sponsorships together to gain maximum exposure to the attendees. Sponsor water coolers to be located in all Breakout Rooms, General Session, and Show Floor. You will provide up to 1,000 pens for the conference. The pens will be set out at the registration desk upon each attendee checking in. You will provide 500 flyers or other inserts for the conference. NASSTRAC will pre-approve the inserts and they will be given to all attendees when they check-in at the conference. Mobile Charging Station: $4,500 A mobile Charging Station will allow your company to gain exclusive visibility throughout the conference while providing attendees with an opportunity to charge any type of cell phone or smartphone. As the mobile charging station sponsors your company logo will be placed on the station.
NEW! Golf Tournament Sponsorship Opportunities! Join NASSTRAC on Sunday, April 29th at the Annual Conference Golf Tournament by sponsoring and participating in one of our members’ favorite events! Support the NASSTRAC Scholarship Program and promote your company at the same time!
Golf Cart Sponsorship (Exclusive) $3500 •2 Complimentary Golfer Registration fees
•Company Logo on scorecard
•Company Logo on GPS in carts
Drink Cart Sponsorship (2 Available) $2000 •2 Golfer Registration fees
•Company signs on 2 drink carts
•Sponsor is welcome to supply their own logo napkins
Longest Drive Sponsor (Exclusive) $5000 •2 Complimentary Golfer Registration fees
•Logo recognition as the exclusive sponsor
•Opportunity to have a company rep at the designated hole
•Company rep can present the prize to the winner
Closest to the Pin (Exclusive) $5000 •2 Complimentary Golfer Registration fees
•Logo recognition as Exclusive Sponsor
•Opportunity to have a company rep at the designated hole
•Company rep can present the prize to the winner
Custom Golf Shirts $7000 •2 Complimentary Golfer Registration fees
•Company logo alongside NASSTRAC logo on a custom shirt to be given to all registered golfers
Custom Golf Umbrellas $5500 •2 Complimentary Golfer Registration fees
•Company logo alongside NASSTRAC logo on a custom umbrella to be given to all registered golfers
Golf Outing Goodie Bags $5000 •2 Complimentary Golfer registration fees
•Company Logo printed on bag and golf balls
•Tees and bottle opener
•Sponsor may place 1 piece of literature in each bag
Aluminum Water Bottles $4500 •2 Complimentary Golfer Registration fees
•Company logo alongside NASSTRAC logo on custom drink bottles to be given to all registered golfers
Giveaway Item $2500 •Provide your own giveaway item or goodie bag to all registered golfers (NASSTRAC approval of all items required)
Golf Towels $1750 •Put your company logo alongside NASSTRAC logo on custom golf towels to be given to all registered golfers
Golf Swag Bag $1500 •Put your company logo alongside NASSTRAC logo on custom bags to be given to all registered golfers to hold all of their golf swag
Custom Signage 10/$1750 Have your company represented with custom signage on the golf course
CONFERENCE EVENT EXPERIENCE SPONSORSHIP OPPORTUNITIES Registration: $6,500 Conference Breaks: (2 available): $5,000/Each Conference Breakfasts: (2 available): $7,500/Each Conference Lunches: (1 available): $10,000 New Shippers Reception: $7,500 Opening Reception: $10,000 Bar Stations (4 available): $1,750/Each Food Stations (6 Available): $1500/each Closing Reception: $10,000 Whiskey Crawl (4 available): $1,500/Each Cocktail Table and Floor Decals: Exclusive: $5,000 (Up to 3 sponsors: $1,900) Awards Luncheon Reception sponsor (1 Available): $10,000
ELECTRONIC AND YEAR-ROUND SPONSORSHIP OPPORTUNITIES eLink E-Newsletter (Jan-Dec): $1,500 Your banner advertisement for e-Link and will receive exposure as part of the NASSTRAC bulletins. One Ad Per Issue (24 issues per year) NASSTRAC will leverage your submitted whitepaper that addresses a best practice or challenge. (NASSSTRAC has final approval prior to publishing). Your company will be featured as a sponsor of a NASSTRAC webcast. NASSTRAC will work with you on content and Strategy. (approval from NASSTRAC needed) Thought Leadership/Article: $1,500 You write your own article for NASSTRAC NewsLink (800 word max). 6 editions available to choose from. (NASSTRAC has final approval on all articles). Pick the issues you want and NASSTRAC will insert your 8.5x11 pre-printed insert for a powerful impression (1 insert per company per issue - 4 inserts max per issue). Registration Confirmation: Exclusive: $5,000 (Up to 3 sponsors: $3,000) Every conference attendee will receive registration confirmation from NASSTRAC. Put your company in front of every attendee of the Annual Conference by adding a hyperlink to the destination of your choice on the NASSTRAC registration confirmation.
2018 CONTRACT TO EXHIBIT AND/OR SPONSOR Once you are ready to contract booth space and/or sponsorship, you will fill out the contract. Once you are finished, we will receive the notification and follow up with confirmation of your booth and an invoice. Please click here to download the contract. Click here to access the live floor plan. If you have any questions at all, please email Lucretia Banaay at [email protected] or Sarah Appleton, Sales Manager, at [email protected]
2018 RULES AND REGULATIONS Exhibit and Sponsorship Terms, Conditions, and Regulations
& Transportation Expo April 29th-May 1st, 2018 Rosen Shingle Creek Orlando, FL Please read carefully before signing the Contract for Exhibit Space and/or Sponsorship. Your signature on the Contract verifies your acceptance of NASSTRAC regulations detailed below.
1. Assignment of Exhibit SPACE: The exhibitor agrees that the display will be confined to the area of the space reserved; and that subletting or showing products other than those manufactured or represented by the exhibitor is strictly prohibited.
Every effort will be made to respect any Exhibitor’s space choices when possible, but Management’s decision will be final. Management reserves the right to transfer assignment when such action is deemed to be in the best interest of the total exhibition.
2. ARRANGEMENT OF EXHIBITS: The exhibitor agrees to arrange his exhibits so as not to obstruct or interfere in any way with the general view or the view of the exhibits or other exhibitors, or the free passage of spectators. Please refer to NASSTRAC guidelines. All exhibits must conform to the requirements of the Fire Department Board of Insurance Underwriters of the Orlando, FL. The decision of NASSTRAC as to what constitutes such obstruction or interference is final. Should show management have to physically move an exhibit, the exhibiting company will be responsible for any and all related costs to Shepard.
3. INSTALLATION AND REMOVAL OF EXHIBITS: In the event that any exhibitor fails to complete pre-show set-up and arrangement for the removal of boxes and crates by 4:30 p.m. on the day the show opens, NASSTRAC reserves the right to remove, at the exhibitor’s expense and risk, all such exhibits and materials pertaining thereto from the space allotted to such exhibitor and cancel this contract. In such an event, NASSTRAC shall retain the amount paid by such exhibitor as space rental and for liquidated damages covering expenses paid by NASSTRAC and the loss of rental from other exhibitors.
All post-show exhibits not removed by Tuesday, May 1st at 4:00 p.m. may be removed by NASSTRAC or Rosen Shingle Creek at the express risk and expense of the exhibitor. 5. ATTENDANCE AND CONDUCT DURING EDUCATIONAL SESSIONS AND EXHIBITOR MEETING: Exhibitors will not be permitted to occupy their exhibit space during any General Session/Keynote speaker (taking place outside the tradeshow floor). During this time, the exhibit hall will be shut and locked from allowing any attendees.
Each exhibiting company will send a minimum of one representative to the NASSTRAC provider relations committee meeting/exhibitor meeting. This meeting will take place during exhibit setup hours. A specific time and location will be announced within 90 days of the event.
In the event an exhibitor does not comply with these restrictions, NASSTRAC reserves the right to remove, at the exhibitor’s expense and risk, all exhibits and materials pertaining thereto from the space allotted to such exhibitor and cancel this contract. In such an event, NASSTRAC shall retain the amount paid by such exhibitor.
6. CARE OF SPACE: The exhibitor agrees not to deface, injure or mar the exhibition hall/meeting room(s) of the Hilton Orlando or any of the furniture or fixtures contained therein, and/or any of the property of whatever nature placed therein by NASSTRAC, and the exhibitor shall be liable to the Hilton Orlando and/or NASSTRAC for any damage resulting to such exhibition hall and/or furniture and fixtures contained therein and/or such property placed therein by NASSTRAC which shall occur by reason of the commissions or omissions of any exhibitor and/or his agents or employees, and the exhibitor shall defend and save harmless NASSTRAC from all claims and suits against said organization arising from the aforesaid commissions or omissions of the exhibitor, his agents, or employees. All materials used by exhibitors must conform to the requirements of the Fire Department Board of Insurance Underwriters of Orlando, FL.
7. Observance of Laws: Exhibitor shall abide by and observe all laws, rules, regulations, and ordinances of any applicable government authority and all rules of exhibit site.
8. UNION LABOR: Exhibitor must comply with all union regulations applicable to setup, dismantling, and display of exhibits where applicable.
9. LIABILITY/SECURITY: All exhibits and respective contents are at the exhibitor’s risk. NASSTRAC assumes no responsibility for the safety of the personnel and property of exhibitors or the personal property of their officers, agents, servants or employees. Any exhibitor wishing to insure his personnel or goods against injury, theft, damage by fire, accident or other cause, must do so at his own expense. Reliable security guards will be provided at night to guard the exhibit hall beginning April 29, 2018, and continuing through each night until the morning of May 1, 2018. For one hour before the public is admitted each morning, and for one hour after the hall is closed to the public, exhibitor representatives with proper credentials will be permitted on the floor for chores they see fit to perform.
The exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, defend and save harmless NASSTRAC, the Hilton Orlando, its owner and operator and their affiliated and subsidiary companies and their respective partners, directors, officers and employees and agents (the “Indemnities”) against all claims, losses or damages to persons or property, governmental charges or fines and attorney’s fees arising out of cause by the exhibition’s installation, removal, maintenance or occupancy or use of the exhibition premises or part thereof, excluding any liability caused by the sole negligence of the Indemnities.
In addition, the exhibitor acknowledges that NASSTRAC, and the Hilton Orlando, its owner and operator, and any of the other indemnities do not maintain insurance covering exhibitor’s property and that it is the sole responsibility of the exhibitor to maintain business interruption insurance and property damage insurance covering such losses by exhibitor. Exhibitors may also hire private security to guard their booth. Children 16 years of age or under are not permitted on the show floor.
10. CONDUCT AND RESTRICTIONS: NASSTRAC reserves the right to restrict all exhibits which, because of sound, odor, food, drink or other objectionable features, interfere with the orderly procedure of the exhibition; also to prohibit any display or procedure which in its judgment runs counter to the general character of the exhibition. Therapeutic products, or products of a therapeutic nature, which do not meet the ethical standards of the dental profession will not be accepted for display.
The solicitation of customers in the aisles will serve as grounds for expulsion from the exhibition. Exhibitors will conduct their business from the confines of the booths they have rented.
Exhibitors may not presume the role of host at the NASSTRAC event. Potential customers or personal friends may be invited on condition that such invited persons comply with the regulations applicable to all other registrants at the NASSTRAC event. Revenue lost from violation of this rule will be recovered from the transgressing exhibitor who accepts the decision of NASSTRAC in the event of a dispute between the “invitee’’ and the exhibitor.
Exhibitors may host no function in conjunction with NASSTRAC event without the written consent of NASSTRAC, which shall not be unreasonably withheld.
The exhibitor shall, during the meeting, use for exhibit, display or related purposes, only the space which has been contracted. Exhibitors sponsoring prize drawings in conjunction with the meeting must prominently display any limitations on registering for or accepting the prize.
The rights reserved in this section apply as well to the conduct of agents and employees of the exhibitor and any property used by such exhibitors in the installation and operation of exhibits.
The decision of NASSTRAC as to what acts constitute a breach of the above conditions shall be final, and any exhibitor shall be subject to eviction without refund if he is judged to be in violation of the aforementioned conditions.
9. LIABILITY: NASSTRAC shall not be liable for any damages in the event that performance of this contract is rendered impossible for any of the following causes: destruction of the Hilton Orlando or any substantial portion thereof, by fire, earthquake, the elements, or a public enemy; strikes or other public disorder; terrorism; impossibility of performance created by law or any public authority; and/or for any cause beyond its control or the control of the Hilton Orlando. NASSTRAC will, however, in the event of its not being able to hold the exhibition for any of the reasons set forth above, reimburse exhibitors pro rata on the amount of rental paid by each exhibitor as follows: total rentals paid by all exhibitors, less expenses incurred by the Society in constructing and installing the exhibits, shall be refunded to the exhibitors in the ration of their rental payments prorated by the number of days the exhibits fail to proceed as scheduled.
11. CANCELLATION: Cancellation or reduction of booth space and/or sponsorships must be directed in writing to: NASSTRAC Exhibits, 2025 M Street, NW, Suite 800, Washington, DC 20036 or via email to [email protected]. All Sales are Final and no refunds will be given for cancellations or reductions on or after Monday, October 16, 2017. In the event of a cancellation of the exhibition due to fire, strikes, government regulations or other causes beyond the NASSTRAC’s control, NASSTRAC shall not be held liable for failure to hold the NASSTRAC Annual Convention as scheduled and NASSTRAC shall determine the amount of the exhibit fees to be refunded, if any.
12. PAYMENT: If any remaining balance of the full remittance of the booth(s) or sponsorship engaged by the exhibitor/sponsor has not been received by NASSTRAC 90 days prior to the event, NASSTRAC reserves the right to cancel this contract without liability. In such event, NASSTRAC shall retain the amount paid by such exhibitor as a forfeited deposit. Any exhibitor with a remaining balance on the first day of the event will not be allowed to set up until full payment has been remitted in the form of certified check or money order.
13. INTERPRETATIONS OF ABOVE RULES AND REGULATIONS: Above stated conditions are considered a part of this contract. NASSTRAC reserves the right to interpret them as well as make decisions on all points the rules and regulations do not cover. Decisions of NASSTRAC are final.
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