LeadingAge Virginia 2018 Annual Conference and Expo
The Hotel Roanoke | Roanoke, VA | June 6-7, 2018 /

Application for Conference Exhibit Space and/or Conference Sponsorship

Application for conference sponsorship and/or exhibit space at the 2018 LeadingAge Virginia Expo indicates that the applicant accepts and will abide by the accompanying Expo Exhibitor Terms and Conditions, incorporated by reference herein. This application becomes a contract when accepted by LeadingAge Virginia. LeadingAge Virginia reserves the right to restrict booth sales at its sole discretion. Please make a copy of all pages of this contract for your records.

COMPANY INFORMATION (Please enter all requested information and type or print clearly).
COMPANY NAME
CONTACT PERSON RECEIVING ALL ADVANCE MATERIALS
EMAIL / PHONE
PRIMARY ON-SITE EXPO CONTACT
EMAIL / PHONE (CELL)
COMPANY WEBSITE URL
COMPANY DESCRIPTION (2-3 sentences that describe products/services –this information is REQUIRED in order to be included in the Conference Program).

A maximum of three (3) staff from Exhibitor organization are allowed in each booth. Exhibiting organizations may receive up to two (2) complimentary conference registrations, with the option to register an additional exhibitor for the two EXPO events only for $100. Each additional attendeemust register as a conference attendee at the applicable daily or full conference rate. Once conference registration is open, individual exhibitors must register in order to receive a conference name badge, which must be worn at all conference events.

  1. Exhibit Space

Please click here to view the interactive floor plan of the Exhibit Hall to determine current booth availability. Indicate your 1st, 2nd, and 3rd choicein the box below. LeadingAge Virginia assigns space on a first-come, first-served basis, with priority to LeadingAge Virginia members, and will make every effort to accommodate exhibitor choices, but does not guarantee such assignment. LeadingAge Virginia attempts to avoid placing competitors close to each other and reserves the right to make booth assignment adjustments, if needed.

BOOTH TYPE / MEMBER RATE / NON-MEMBER RATE*
8’ x 10’ CORNER BOOTH / $1,350 each / $1,550 each
8’ x 10’ IN-LINE BOOTH / $1,150 each / $1,350 each
8’ x 10’ DINE AROUND BOOTH* / $1,650 each / $1,850 each
BOOTH SELECTION
1ST CHOICE / 2ND CHOICE / 3RD CHOICE

*** DINE AROUND (optional, but recommended): Drive more traffic to your booth by participating in the Dine Around at the Wednesday evening Reception with Exhibitors. Delicious hors d’oeuvres will be served from your booth prior to the event. Participating exhibitors will be given a list of food options.

*Interested in becoming a LeadingAge Virginia business member and receiving the discounted member rate?

Contact Sydney Thomas, Director, Member Services & Operations, at 804.925-2618 or .

B. Conference Sponsorship

Gain even more exposure and demonstrate your support of their Association’s mission to existing and prospective clients during the Annual Conference and EXPO by becoming a Conference Sponsor. Conference sponsors will be acknowledged on promotional materials before and during the event, including on the LeadingAge Virginia website, in the digital and print versions of the Annual Conference Program, and in on-site signage. View the Sponsorship Prospectus for more details on the sponsorship opportunities listed below. Confirm your sponsorship choice(s) with Sydney at or (804) 925-2618 prior to submitting this form as some opportunities are limited in availability.

SPONSORSHIP OPPORTUNITY / AMOUNT
Annual Conference Champion / $3,000
Mobile conference app / $3,000
Opening General Session Speaker / $3,000
Thursday General Session Speaker / $2,500
Name Badges / $2,500
Hotel Key Cards / $2,500
Opening General Session Luncheon / $2,000
Reception w/Exhibitors / $2,000
Thursday evening reception / $2,000
Power Session: Leadership / $1,500
Power Session: Community Engagement / $1,500
Phone Charging Locker / $1,500
Campfire Chats / $1,500
Thursday evening reception entertainment / $1,500
Things To Know Before You Go email blast / $1,200
Half-day coffee service / $1,200
Friday Snacks-To-Go / $1,200

C. Payment Information

Full payment accompanying a signed contract is appreciated. However, a deposit of fifty percent (50%) of the cost of the requested exhibit space must accompany this application in order to reserve a booth, with the remaining balance due by April 30, 2018. All applications accepted after April 13, 2018 must be submitted with payment in full. E-mailed contracts must include credit card information. All fees include a $300 non-refundable deposit. Conference sponsors will be acknowledged in promotional materials upon receipt of sponsorship payment.

Cancellation Policy: No cancellation request will be acknowledged until written notice has been received by LeadingAge Virginia. If cancellation notice is received by April 13, 2018, all sums paid by the exhibitor, less the $300 non-refundable deposit, will be refunded. Cancellations between April 14 and April 30, 2018 will be entitled to a 50% refund. No refunds will be issued after April 30, 2018.

D. TOTAL AMOUNT DUE

Booth Fee (member/nonmember): / Amount
____ Corner booth ($1,350/$1,550 each)
____ In-line booth ($1,150/$1,350 each)
____ Dine Around booth ($1,650/$1,850)
Sponsorship (please specify)
Total Amount Enclosed

Paying by check:

Make check payable to LeadingAge Virginia and mail with completed contract toLeadingAge Virginia, Attn: Sydney Thomas, 4201 Dominion Blvd, Suite 100,

Glen Allen, VA 23060

Payment in full is due by April 20, 2018 as per Section B3 of this contract.

Paying by Credit Card:

Please mailthe completed form with credit card payment information to the address shown above(NOTE: credit card information cannot be accepted via email) or call Sydney Thomas at (804) 925-2618 to provide credit card information.

Check one:

Charge full amount as indicated above: ______Charge 50% deposit only ______

Check one:

 MC  Visa  AmEx Credit Card Number______CVV______

Name as it appears on the front of the card ______Exp Date ______

I authorize LeadingAge Virginia to use the above credit card to charge applicable exhibit fees and agree to the Terms and Conditions.

Authorized Signature______Date______

LeadingAge Virginia 2018Expo Exhibitor Terms and Conditions(please read carefully and keep for your records

Access to LeadingAge Virginia meeting attendees is a benefit for all LeadingAge Virginia exhibitors, therefore no exhibitor is permitted to hold an event inviting LeadingAge Virginia attendees/members which conflicts with full conference activities (Expo events, education sessions, receptions/special events, general sessions, etc.). Failure to comply with this policy could place your exhibitor status in jeopardy and result in removal of your exhibit booth.

A.SPACE RENTAL

  1. Standard Booth Reservation: This contract is for use of space at the LeadingAge Virginia Expo. The Exhibit Space and/or Conference Sponsor Application is attached hereto and its terms are incorporated herein. The exhibit space shall include an 8’-high fire retardant back wall drapery and 3’-foot high side rails with drapery, standard booth sign carrying Exhibitor’s name, booth number, 6’ skirted table with 2 chairs, and complimentary wifi access. The Expo is produced by and is the property of LeadingAge Virginia.
  2. Space Assignment: Initial space assignments are made available first to LeadingAge Virginia Elite Partners. All contracts received thereafter will be assigned space based on the date of receipt of contract and/or special needs, with first priority to LeadingAge Virginia members. In all cases, efforts will be made to assign space in as close proximity as possible to applicant’s choices, but availability of applicant’s choice is not guaranteed. LeadingAge Virginia reserves the right to assign exhibitor space as may be deemed by LeadingAge Virginia to be in the best interest of exhibitors and of the Expo generally.
  3. Floor Plan: LeadingAge Virginia reserves the right to make modifications to the official Expo floor plan as may be deemed by LeadingAge Virginia to be necessary to meet the needs of the exhibitors and of the Expo generally.
  4. Cancellation of Expo: LeadingAge Virginia, its agents and employees, will not be liable for failure to hold the Expo as scheduled. Payments for rental charges will be returned to Exhibitor in the event of cancellation of the Expo, except that of any actual expenses incurred in connection with planning the Expo, as well as all non-refundable expenses incurred by LeadingAge Virginia, which will be deducted if the Expo is cancelled in advance of the scheduled opening date because of fire, or any acts of God, or public enemy, or strike, or epidemic, or any law, or regulation, or public authority, or any other cause, which makes it impossible, illegal, or commercially impracticable to hold the Expo (any of which is a “Force Majeure Event”). In the event of occurrence of a Force Majeure Event, this contract may be terminated by LeadingAge Virginia, and Exhibitor waives any and all damages and claims for damages and agrees that the sole liability of LeadingAge Virginia shall be to return the payment for rental charge, less any actual expenses incurred.
  5. Furnishings:The exhibit space is carpeted. Furniture, and/or additional draping, carpeting, accessories, signs, etc. are the sole responsibility of Exhibitor and shall be ordered in advance from the official service contractor, Hollins Exposition Services (“Hollins”),via the Exhibitors Kit which will be provided by Hollins. Table coverings, as well as all equipment, must be nonflammable material. Failure to adhere to these requirements may result in adjustments to exhibit booth on site or removal of the exhibit booth.
  6. Audio/Visual, Electrical, and other Miscellaneous Services: All hotel-related Exhibitor services are the sole responsibility of the Exhibitor and shall be ordered in advance from The Hotel Roanoke(“exhibit facility”).Complimentary basic wireless internet service is available in the Exhibit Hall, however exhibitors requiring special internet connections must contact the exhibit facility directly.
  7. Change of Dates and Location: LeadingAge Virginia reserves the right to change the dates and locations of the Expo and will make all efforts to provide prompt advance notice to Exhibitor of such change. To the extent practicable, LeadingAge Virginia will provide Exhibitor with comparable booth space in the new location. If Exhibitor opts to cancel its reservation of booth space due to such change, LeadingAge Virginia will provide refunds in accordance with the cancellation policy stated in Section B below.

B. CANCELLATION OF CONTRACT/FAILURE TO PAY

  1. Cancellation: No cancellation shall be effective until written notice has been received by LeadingAge Virginia.
  2. Cancellation Policy: Cancellations by Exhibitor made prior to April 14, 2018 will be entitled to a full refund of rental charge payments made, less the $300 non-refundable deposit. Cancellations between April 15th and April 30th will be entitled to a 50% refund of rental charge payments made. No refunds will be made after April 30, 2018.
  3. Failure to Pay: Failure to remit the balance of rental charge payments due by the date specified on the application form may, at LeadingAge Virginia’s discretion, be treated as a cancellation of contract by Exhibitor and the reserved space may be subject to resale by LeadingAge Virginia without any refund of deposit.
  4. LeadingAge Virginia reserves the right to terminate and cancel contract with Exhibitor at any time for any reason. In the event LeadingAge Virginia exercises this right, Exhibitor’s sole remedy shall be limited to a refund of rental charge amounts paid to LeadingAge, Virginia pursuant to the Exhibit Space and/or Conference Sponsorship Application.

C.CONSTRUCTION, INSTALLATION, AND USE OF EXHIBITS AND EXHIBIT FACILITIES

  1. Acceptability of Demonstration Space: All exhibits shall be to further the purpose of the Expo and shall be operated in a way that will not detract from other exhibits, the Expo, or the Annual Conference as a whole. LeadingAge Virginia reserves the right to require the immediate withdrawal of any exhibit which is believed to be injurious to the purpose of LeadingAge Virginia. Products and services offered by reputable and legitimate companies that are not related to the care of aging, but are of interest to LeadingAge Virginia members may exhibit at the discretion of LeadingAge Virginia, but will not be assigned space until all related companies receive their assignments.
  2. Restriction on Selling: The LeadingAge Virginia Expo is for educational and informational purposes only. Sales may not be made nor orders consummated at any of the Expo facilities unless preapproved in writing by LeadingAge Virginia.
  3. Music: The playing or use of any form of music is strictly forbidden in the Expo. Exhibitor agrees to comply with the restrictions set by Exhibit Management on sound volume.
  4. Restrictions on Use of Space: Exhibit booths must be maintained by at least one company representative at all times during show hours. No exhibitor shall sublet, assign, or share any part of the space allocated to Exhibitor without the written consent of LeadingAge Virginia. Exhibitor product demonstrations and information exchanges must be confined within the bounds of the Exhibitor’s assigned booths. Aisle space shall not be used for exhibit purposes, display signs, solicitation, or distribution of promotional materials. Exhibits, signs, and displays are also prohibited in any of the public spaces or elsewhere on the premises of the meeting facilities or in the guest rooms or hallways of conference hotels. Operation of sound devices within the exhibit booth is allowed if Exhibitor complies with restrictions on loud volume.
  5. Construction of Demonstrations/Exhibits: Exhibits shall be constructed and arranged in the assigned exhibit booth space. In the area from the back wall of the booth to 3’ forward of the back wall, exhibits may be up to a height not to exceed 8’ from the exhibit floor. All parts of the exhibit in any portion of the booth beyond 3’ from the booth back wall must be of a height not to exceed the height of the dividing side rales (36”). These height limitations apply to all advertising, logos, signs, and exhibit structures. Failure to adhere to these requirements may result in adjustments to exhibit booth on site.
  6. Appearance of Exhibits: Any part of the exhibit which does not lend itself to an attractive appearance, such as unfinished side or end panels, must be draped at Exhibitor’s expense.
  7. If an exhibit or display is built beyond the limitations in Section 5, does not meet appearance requirements of Section 6, or is otherwise in violation of restrictions as set forth in this contract or any requirements of the Expo facility, LeadingAge Virginia reserves the right to correct such exhibit or display violations by having the Exhibitor alter, remove, or rearrange any or all of the exhibit or display so that it will comply with applicable requirements. If Exhibitor is not available to make such corrections, LeadingAge Virginia has the authority to make any and all necessary corrections at Exhibitor’s expense.
  8. Installation and Dismantlement of Exhibits: All installation and dismantlement of exhibits must be carried out during the time indicated by LeadingAge Virginia. No exhibits may be erected after the Expo opens or be dismantled before the official Expo closing time. It is the responsibility of the Exhibitor to see that all exhibit materials are delivered to and removed from the Exhibit Hall by the specified deadline. Should Exhibitor fail to remove his or her exhibit, this removal will be arranged by Hollins at the sole expense of the Exhibitor. All empty crates, upon erection of the display, shall be labeled as such and properly identified with company name and booth number for removal by Hollins from the exhibit floor. All empty crates and cartons must be properly identified to facilitate their delivery by Hollins at the close of the show. Should the Exhibitor breakdown prior to the close of the event, there will be a penalty charge of $500.
  9. Failure to Occupy Space: Space not occupied by the close of the exhibit installation period as specified by LeadingAge Virginia will be forfeited by the Exhibitor and this space may be resold, reassigned, or used by LeadingAge Virginia without any refund of rental charge payment to Exhibitor. If the exhibit materials are on-site, but not erected by the given deadline, LeadingAge Virginia reserves the right to arrange for exhibit set-up at Exhibitor’s sole expense.
  10. Drayage: Advance shipments of exhibit material must be made to Hollins as indicated in the Exhibitors Kit to be provided prior to the event. The exhibit facility cannot accept direct shipments. Should any shipments be made directly to the exhibit facility, such shipment will be removed by Hollins and stored until the facility is ready to accept material for the Trade Show. All costs related to removal and storage will be the sole responsibility of the Exhibitor.
  11. Labor: Exhibitors shall employ only accredited labor personnel for all work other than that properly handled by full-time employees of the Exhibitor, in accordance with local labor regulations. Information regarding specific regulations which are applicable may be obtained from Hollins at: Hollins Exposition Services, P.O. Box 7001, Roanoke, VA 24019, (540) 362-3940. Display persons, painters, carpenters, electricians, and other skilled labor can be arranged through Hollins at established rates. If a contract other than the official service contractor is used to set up, erect, or dismantle the exhibit, both LeadingAge Virginia and Hollins must be notified and be in receipt of a General Insurance Certificate naming LeadingAge Virginia and Hollins Exhibition Services as additional insured at least 30 days prior to the official move-in date, or the contractor will not be permitted to service the exhibit.
  12. Fire and Safety Regulations: (A) Fire regulations require all display material used for decoration to be flameproof. Any/all electrical equipment, including signs and lights, shall be in good operable condition and be able to pass the inspection of the local Fire Underwriters Inspection Bureau. Each Exhibitor agrees to be knowledgeable and responsible regarding ordinances and regulations pertaining to health, fire prevention, and public safety while participating in this exposition. No combustible material shall be stored in or around exhibitor booths. Combustible materials found in the Exhibit Hall will be removed. (B) The use of flammable materials necessary to the purpose of the exhibit where no other alternative can be used must first be brought to the attention of LeadingAge Virginia, in writing, no fewer than 90 days before the Trade Show’s opening for approval.
  13. Expo Facility Rules and Regulations: Exhibitor shall abide by all agreements made by and between LeadingAge Virginia and the exhibit facility and any rules and regulations of the exhibit facility.

D. SECURITY/LIABILITIES/INSURANCE