2002 T-O-A-L Annual Regional MeetingPage 1 of 1

Market Days in Old San Antonio

Vendor Show & Exhibit

September 24, 2002 from 12:30 p.m. – 4:30 p.m.

La Villita Assembly Hall in San Antonio, Texas

Invitation to

Exhibit Your Products and Services at the

NAEB/T-O-A-L 2003 Annual Meeting

Attendees:

Purchasing Directors and Buyers for

Higher Education and Health Care in

Texas, Oklahoma, Arkansas, & Louisiana

2003 NAEB/T-O-A-L Annual Meeting at the

Radisson Resort, South Padre Island, Texas

Exhibit Date: September 22, 2003 from 1:00 p.m. – 4:30 p.m.

You are invited to exhibit your products and services to purchasing professionals servinghigher education and health care facilities from the four state areas. In addition to the 125-150 purchasing professionals attending the annual Texas, Oklahoma, Arkansas, Louisiana (T-O-A-L) regional meeting of the National Association of Educational Buyers (NAEB), you will also have the opportunity to exhibit your products and services to the purchasing professionals from the local educational and other governmental entities.

Attached is an application, contract for booth space, and corporate sponsorship. The exhibit will be on the second floor Conference area in the Radisson Resort on South Padre Island, Texas. Space limitations will allow T-O-A-L to accept only the first 52 exhibitors applying for exhibit space. Space is “first-come, first-serve” basis upon receipt of full payment.

2003 NAEB/T-O-A-L Annual Regional MeetingPage 1 of 8

Purchasing Survival – TOAL Style

Vendor Show & Exhibit

September 22, 2003 from 1:00 p.m. – 4:30 p.m.

Radisson Resort, South Padre Island, Texas

Web site:

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Treasure Hunt on South Padre Island

Vendor Show & Exhibit

September 22, 2003 from 1:00 p.m. – 4:30 p.m.

at the Radisson Resort, South Padre Island, Texas

Who will attend this exhibit?

  • The Registrants of the NAEB/T-O-A-L Regional Meeting being held September 21-24, on South Padre Island, Texas.
  • Purchasing Professionals from local educational and other governmental entities.
  • The Vendor Community interested in doing business within the States of Texas, Oklahoma, Arkansas, and Louisiana.

Who will BENEFIT by attending and/or exhibiting at the NAEB/T-O-A-L 2003 Exhibit?

  • Vendors interested in doing business with attendees of the NAEB/T-O-A-L Regional Meeting. The attendees are Buyers, Purchasing Managers, and Directors of Purchasing for universities, colleges, and hospitals throughout the States of Texas, Oklahoma, Arkansas, and Louisiana.
  • Vendors interested in doing business with the local area purchasing.
  • NAEB/T-O-A-L Attendees that are interested in networking/building a vendor base for their institutions.
  • Purchasers interested in the latest technology, products, and services being offered by the vendor community. This will be an opportunity to see products, view specifications, and network with the vendors directly.
  • Local Area Purchasers interested in networking/building a vendor base for their agencies/hospitals.

EXHIBITOR REGISTRATION FORM

Company Name:
(Please type or print clearly)
Principal Line of Business:
Contact Name: / Title:
Address:
(No P.O. Boxes!!! UPS 2nd Day is used to ship “Service Kits” and will not be shipped to P.O. Boxes)
Address:
City: / State: / Zip
Phone: / Fax: / E-mail

DISPLAY BOOTHS

Purchase one standard display booth at $575. In addition to the vendor exhibit booth, each registration fee will include two (2) breakfast tickets, two (2) luncheon tickets for Monday and two (2) tickets for Sunday’s Beach Bash, which is a host event for all T-O-A-L Registrants. The Beach Bash is on Sunday from 7:00 p.m. – 9:00 p.m. at the Radisson Resort and includes food and beverages. Please indicate each event you will be attending: Beach Bash – Sunday afternoon Breakfast – Monday Box Lunch – Monday
Badge will be required for admittance to host events above. List names of representatives attending below: / $______
  1. ______
/
  1. ______

  1. ______
/
  1. ______

Purchase two or more display booths at $550.00 each. (Number of booths) ...... / $______
Narrative Published in the NAEB/T-O-A-L program at a cost of $125.00. (Attach a narrative of 100 words or less.) ...... / $______
Optional: Additional Beach Bash tickets (Number @ $28.00each) ...... / $______
Optional: Additional Monday Breakfast tickets (Number @ $16.00 each) ...... / $______
Optional: Additional Boxed Lunch tickets (Number @ $19.00 each)...... / $______
TOTAL if received before deadline of August 21, 2003 ...... / $______
TOTAL if received AFTER deadline of August 21, 2003 (Add late registration fee of $50 per booth)...... / $______

F.C.D. Expo Convention Decorators is the official contractor for the Conference. A “Service Kit” will be mailed to each registered exhibitor from F.C.D. Expo Convention Decorators giving detailed information about the show. Included in your registration fee is one booth (see attached layout). Various additional options are also available from F.C.D. Expo Convention Decorators at vendor’s expense, such as furniture rental, special sign service, additional skirted tables, carpet rental, freight handling services, etc. Order forms will be included for such equipment and services in the Service Kit. Provisions for the acceptance of exhibitor equipment through shipping and return shipment is also available through the Service Kit.

How did you find out about this exhibit? E-mail Regular Mail from NAEB/T-O-A-L Other: ______

If your company is registering for this Vendor Exhibit because of contact with a specific institution of higher education, please list their contact information below. NAEB/T-O-A-L has encouraged our members to contact and invite vendors to the exhibit.

Institution of Higher Education:

Name of Contact at Institution:

Phone: Fax: E-mail:

Exhibitor acknowledges that space shall be assigned on a “first-come, first-serve” basis and requests that space be assigned in accordance with the following preferences (see attached exhibit layout):

1st Choice (Booth number): 2nd Choice (Booth number): 3rd Choice (Booth number):

If 1st, 2nd, and 3rd choices are not available, Exhibitor agrees to accept any booth assigned by NAEB/T.O.A.L.:YesNo, call contact person

EXHIBITOR APPLICATION/CONTRACT FORM

Event:Texas-Oklahoma-Arkansas-Louisiana (T-O-A-L) Region Annual Meeting

National Association of Educational Buyers (NAEB)

Date:Monday, September 22, 2002

Time:1:00 p.m. – 4:30 p.m.

Location:Radisson Resort, South Padre Island, Texas

Deadline:Vendor Registration Deadline is August 21, 2003

Application/Contract Instructions:

Complete and submit the following:

  1. Vendor Registration Form
  2. Exhibitor Application/Contract
  3. Corporate Sponsorship form (optional)
  4. Narrative of “100 words or less” to be published in the program (optional)
  5. Make checks payable to: T-O-A-L 2003 Exhibit orfor credit card payment fill out below
    Check one of the following: Master Card Visa Discover Card
    Credit Card # Expiration: // Last 3 digits on back of card: ______
    Name & Signature
    of Card Holder:
  6. Must be returned by August 21, 2003 (Space limited to 52 booths)

Return to:The University of Texas-Pan American

Materials Management, AB 110

Attn: T-O-A-L Exhibit Registration

1201 West University Drive

Edinburg, TX 78541-2999

  1. For questions or concerns, please call Alex Valdez () at 956-316-7105,
    Maggie Devora () at 956-381-2496, Liz Cabrera () at 956-316-7184
    or fax to956-381-2164.

By signing below, I am accepting the following provisions of this application/contract:

  1. Exhibit booth space will be reserved for the date and time frame indicated above and as indicated on exhibitor registration form when payment and application are received by T-O-A-L 2003 Host Committee.
  2. Understand that F.C.D. Expo Convention Decorators is the official contractor of the Exhibit and any additional costs incurred with F.C.D. Expo Convention Decorators (i.e., exhibit shipping, rental of additional furniture, etc.) or other Support Service ordered (i.e. electrical lines, computer lines, phone lines, audio-visual equipment, etc.) is the responsibility of the Exhibitor.
  3. Corporate sponsorship for events, speakers, etc. will be reserved when payment is received with application.
  4. Acceptance of terms and conditions printed herein.
  5. The products/services listed below are those proposed to exhibit, and we shall notify the T-O-A-L 2003 Host Committee, in writing, of any changes prior to the Exhibit.

Products/Services to be exhibited:

(List or attach Line sheet)

Company Name:

Authorized by:Title

(Type or Print)

Signature

Terms and Conditions:

Handling and Storage:

Exhibitors shall be responsible for making arrangements for delivery and receipt of shipments and storage of any freight through F.C.D. Convention Decorators prior to scheduled move-in time.

Move-In and DismantlingSchedule:

Exhibit installation must be accomplished by 7:00 p.m. on Sunday, September 21, 2003. Exhibits must be dismantled between 4:30 p.m. – 6:00 p.m. on Monday, September 22, 2003.

Booths and Equipment:

The booth space will include pipe and drapery for one booth with 8’ high back wall and 3’ high side dividers, one 7” x 44” identification sign, one 6’ draped table, and two folding chairs. See attached layout, booth sizes are (10’ x 8’), (10’ x 6’), (8’x 8’) and (8’x 6’). Cost is the same regardless of booth size or location.

All other furnishings, electrical lines, computer lines, phone lines, audio-visual equipment, etc. are considered optional and may be contracted through F.C.D. Expo Convention Decorators or other Support Service at exhibitor’s own expense.[cm2]

Liabilities and Insurance:

Exhibitors agree to maintain insurance to fully protect NAEB/T-O-A-L from any and/or all claims of any nature, including claims under Worker’s Compensation Act, and for damages for personal injury, including death, which may arise in connection with the operation of exhibitor’s display. Damage to inadequately packed property is exhibitor’s responsibility. In the event the exhibitor damages the building, exhibitor agrees to reimburse the owner of the building for the cost of repairing such damages. The exhibitor expressly agrees to protect, save and hold harmless NAEB/T-O-A-L from all loss and/or damage whatsoever caused by exhibitor to said building, or any part thereof, directly or indirectly.

NAEB/T-O-A-L will not be held liable for failure to hold the exhibit as scheduled. In the event NAEB/T-O-A-L cancels the exhibit, payment for booth space will be returned in full by NAEB/T-O-A-L.

Admission:

NAEB/T-O-A-L will have sole control over all admission of persons into the exhibit.

Payments and Cancellations:

In applying for space, the exhibitor must pay a fee of $575.00 per booth. (Exhibitors may rent more than one booth, see application.) No refunds will be made on cancellations made by the exhibitor within 30 days prior to the exhibition.

Use Of Booths:

All demonstrations and exhibits must be confined to the exhibit booths. No exhibitor shall assign, sublet or share the whole or any part of the booth space allotted without the written approval of NAEB/T-O-A-L at least 30 days prior to the exhibition

Objectionable Activities and Materials

Exhibitors are prohibited from using amplifying equipment that may be objectionable. Exhibitors must confine their activities to the space they have contracted.

NAEB/T-O-A-L 2003

MEMORANDUM

DATE:June 9, 2003

TO:All Prospective Exhibitors

FROM:T-O-A-L Officers & Members[cm3]

RE:Corporate Sponsorship

The officers and members of the Texas-Oklahoma-Arkansas-Louisiana (T-O-A-L) region of the NAEB look forward to meeting you in South Padre Island. We ask that participating exhibitors consider partnering with T-O-A-L to sponsor various program events and meeting related items. Sponsoring opportunities on the attached sheet will bring your company the following benefits:

Recognition in the conference program and vendor exhibit

Recognition and opportunity to greet attendees at sponsored events

T-O-A-L is comprised of purchasing professionals currently employed by universities, colleges, and health facilities throughout the four state regions. T-O-A-L is a major regional purchasing association of the National Association of Educational Buyers (NAEB).

Please join us at our annual conference and further benefit by choosing one or more of the sponsoring opportunities listed.

CORPORATE SPONSORSHIP FORM

  1. Narrative Published in the T-O-A-L program at a cost of $125.00.
    (Attach a narrative of 100 words or less.)...... $
  1. Sponsor Keynote Speaker(s)

$250$500$1000Other: $$

  1. Sponsor Mini-Institute

$250$500$1000Other: $$

  1. Sponsor Workshop Speaker(s)

$250$500Other: $...... $

  1. Door prize(s) Sponsor at a maximum expenditure of...... $

TOTAL SPONSORSHIP...... $

Mail this form with registration, application/contract form, and payment to:

The University of Texas-Pan American

Materials Management

Attn: T-O-A-L Exhibit Registration

1201 West University Drive

Edinburg, TX 78541-2999

Phone:956-316-7105

Fax:956-381-2164

Vendors may provide door prizes and/or free handout gifts (such as all caps, portfolio folders, key chains, pens, etc.)

For any questions or concerns, please call:

Alex Valdez

PH: 956-316-7105

FX: 956-381-2164

VENDOR REGISTRATION DEADLINE: AUGUST 21, 2003

[cm1]Need more detailed map.

[cm2]Do I leave this in?

[cm3]Need name of person that this memo will be from.