Ohio Art Education Association March 2016

Ohio Art Education Association March 2016 Dear Commercial Exhibitors / Vendors, The Ohio Art Education Association (OAEA) would like to take this opportunity to invite you to be a Commercial Exhibitor at the 2016 OAEA Professional Development Conference entitled, "Full Steam Ahead". The OAEA boasts more than 1500 members teaching on all levels from kindergarten through college / museums. Many of these professionals attend the Conference each year, providing you wide access to this diverse and dynamic group. The 2016 Conference will be held at the Embassy Suites RiverCenter - Marriott RiverCenter and the Northern Kentucky Convention Center, November 3, 4 and 5 in Covington, KY.  PLEASE NOTE: The Exhibit Hall area is limited this year to a total of 40 booths. All reservations will be on a first come, first serve basis. Please see page 4-5 for further information. The scheduled times for the Exhibit Hall (Ballroom C/E) are as follows: Wednesday, November 2 2016  1:30pm Exhibitors Set-Up - 2nd Floor Ballroom - NKY Con. Center

 7:00 - 10:00pm - Wednesday Night - Exhibitors Refreshments/ Reception

Thursday, November 3, 2016  10:00am - 12:00pm - Exhibits Open to Members

 12:00pm - 1:30pm - Lunch (Exhibit Hall Closed)

 1:30pm - 5:00pm - Exhibits Open to Members

Friday, November 4, 2016  10:00am - 12:00pm - Exhibit Hall Open to Members

 12:00pm - 1:30pm - Lunch (Exhibit Hall Closed)

 1:30pm - 4:00pm - Exhibits Open to Members

 4:00pm - Tear-down - No Exceptions 2

Ohio Art Education Association March 2016 BOOTH EQUIPMENT: Each booth includes the following:  Please Note: The 2nd Floor Ballroom IS carpeted. Vendors are responsible for protecting the area(s) reserved.  8' high flame proof background drape  3' high coordinating side rail drape  One booth sign with company name, booth number, city and state  One 6' x 24" x 30" skirted table  Two folding chairs  One waste basket  NOTE: Electric is purchased through the Convention Center this year. OAEA does not provide electric.

(Additional items such as, additional furniture, etc that you may need can be added at your expense through Fern Exposition & Event Services, 1500 Old Leonard Avenue, Columbus, Ohio 43219-2509 or (614) 253-1500 or [email protected] for immediate service.

There are two (2) booth selections for this year as a vendor. The following list will give you the cost(s) for booths:

 One (1) Booth as described above at $450.00 - Reservation Deposit $250.00 (10x10 with one Furniture Package)  Two (2) Booths as described above at $800.00 - Reservation Deposit $450.00 (10x20 with two Furniture Packages)

 Vendors are encouraged to offer for sale products you represent.

 NOTE: There will be a drawing for a "Free Booth" for the 2017 OAEA Professional Development Conference. The drawing will occur during the closing meeting on Friday, November 4 at teardown.

 Forms and payments should be sent to: Elayne Lowe 15243 Summit Drive East Liverpool, Ohio 43920 Phone (330) 385-6582 [email protected]

Please Note: To reserve your booth(s) for the upcoming conference, the non-refundable deposit must accompany the completed booth reservation form. ALL balances are due by Friday, October 7, 2016. 3

Ohio Art Education Association March 2016

OPPORTUNITIES FOR VENDORS:

 There will be an Opening Exhibitors Refreshments/Reception on Wednesday, November 2 from 7:00 - 10:00pm for our vendors.

Non-Exhibitors Material Bag Registration allows your company to distribute a flyer, (600 count) for an additional cost of $250.00 per item. All information must be sent via Fern Exposition and Event Services and must be received by Monday, October 24, 2016 at 3:00pm- See page 7

DEMONSTRATION AREA / CLASSROOMS FOR VENDORS:

 Demonstration Space is provided this year in a closed-off area of the Exhibit Hall. With limited space and the 40 booth max limit, demonstrations can also be conducted within your reserved booth area. Vendors are responsible for protecting carpeted area(s) within the Ballroom. If Vendors plan to use media/equipment that might damage an area, covering must be purchased through Fern Expo. OAEA will NOT be responsible for damaged areas in the Ballroom. NOTE: Entrance to the area is from the Exhibit Hall and the Main Hallway.

 The Demonstration Space within the Exhibit Hall will be scheduled through the Exhibits Manager only. This space will be scheduled on a first come, first serve basis, limited to 1 demo per vendor due to limited space this year. Each session is set at 50 minutes and must be reserved using the form found on page 6. All reservations are due on or before September 30, 2016.

 Final reservation for your demonstration is due on or before September 30, 2016.

 ALL Demonstrations must be concluded by 4:00pm on Friday, November 4, 2016 to allow Vendors the time needed for tear-down at 4:00pm. No exceptions!

 Demonstration(s) must include Presenter(s) Name, Presenters Title, Session Title and a Short Description of the session. This information is due by September 30, 2016 to assure your companies information meets the printing deadline for the Conference Booklet. See page 6.

ADVERTISING QUESTIONS: Contact Elayne Lowe, Commercial Exhibits Chair at [email protected] Advertising information is on page 8 of this document. 4

Ohio Art Education Association March 2016 We wish to exhibit at the 2016 Ohio Art Education Association Professional Development Conference, November 3, 4, and 5, 2016 at the Embassy Suites Cincinnati RiverCenter (and the Cincinnati Marriot at RiverCenter and the Northern Kentucky Convention Center, Ballroom C/E. Please make your own lodging arrangements with either hotel. Make sure you ask for the OAEA Hotel Block. A Standard Room Rate is $147.00/night plus tax. Please Note: The Hotel Block Cut-off date is Wednesday, October 19, 2016. You may also make your reservation through our website – www.oaea.org.or call Carla Quercioli. Senior Convention Services/Housing Manager. The noted non-refundable deposit is required for the booth space(s) you select and must accompany this form. Our choice of booth space(s) is/are as follows. Please fill in booth number. They are assigned on a first come first served bases. (See attached Floor Plan from Fern Exposition and Event Services)

1st ______2nd ______3rd ______4th ______5th ______6th ______Competitors you wish to avoid: ______BALANCE DUE: Friday, October 7, 2016 Authorized Signature: ______Date: ______Print Name and Title ______Company Name (as desired on booth sign) ______Full Billing Address ______Billing Attention: ______Telephone (_____) ______Company Contact ______Company Contact email ______Company Representative ______Representative E-Mail ______5

2016 OAEA BOOTH RESERVATION FORM CONT. The Commercial Exhibitors venue will be in the Northern Kentucky Convention Center, Ballroom C/E, Check the Convention's Center website for specific driving directions (www.nkycvb.com). OAEA assigns booths as available, based upon earliest postmarked receipt of reservation forms accompanied by full payment or deposit, but reserves the right to reassign Exhibitor space to maintain the best possible use of the Exhibit Hall. If the vendor/company does not fulfill the financial obligation due to OAEA by the opening of the Conference, a $50.00 late fee will be levied against the vendor/company. OAEA does not have the ability to accept credit card payments. Payment(s) must be by check only. The exhibitor agrees to hold harmless the OAEA and the Northern Kentucky Convention Center from any loss, claims and expenses (including attorney fees) arising from damage to property or injury of exhibitors by reason of the exhibitor's use of the exhibition facilities. Exhibitors will be asked on Friday, November 4, 2016 at 12:00 noon if they wish to donate item(s) for The Exhibitor's Give-Away, held during the Saturday's closing Luncheon. Any item(s) donated will be appreciated and the OAEA thanks you in advance for these donations.

Company Name ______Authorizing Signature ______Date______

THE FOLLOWOING FORMS MAY ACCOMPANY YOUR RESERVATIONS  OAEA Booth Reservation Form (pgs. 4/5) - Required  OAEA Commercial Exhibitors Demo /Classroom Workshop Forms (pg. 6) - Optional  OAEA Non-Exhibitors Material Bag Registration Form (pg.7) - Optional

SEND COMPLTED FORMS VIA US MAIL / E-MAIL TO: Elayne Lowe Ohio Art Education Association Commercial Exhibits Manager 15243 Summit Drive East Liverpool, Ohio 43920 Tel: (330) 385-6582 E-Mail: [email protected] 6

Ohio Art Education Association March 2016

Vendors Classroom Space & Demonstrations The Demonstration Space, in a closed-off area adjacent to the Exhibit Area will hold up to 50+ attendees in a classroom seating style format. If electric or technology is needed, Fern Expo will assist you. OAEA is not responsible for any additional equipment needs, technology or electric. All reservations are due by September 30, 2016. Please return this completed form and payment so that printing deadlines can be met for the 2016 Conference Booklet.

Company Name ______

Presenter's Name ______

Presenter's Cell (___) ______Email ______

Title of Presentation: ______

Description: ______

______

Friday, November 4, 2016- Please select time(s) (50 minute sessions)

10:00am ______

11:00am ______

1:30pm ______

2:30pm ______

NOTE: If there is a teacher you have been working with that you would like to have assist you, please feel free to ask that teacher to do so. Make sure they are registered for the conference. You are encouraged to offer materials for sale as well as other products you represent. Return to: Elayne Lowe, 15243 Summit Drive, East Liverpool, Ohio 43920 7

Ohio Art Education Association March 2016 Non-Exhibitors Material Bag Registration If you are not able to join us at the 2016 OAEA Professional Development Conference in the greater Cincinnati area, the Ohio Art Education Association invites you to participate in the Non- Exhibitors Materials Bag. We will place one piece of material (literature, brochures, catalogues, flyers, etc.) into the conference tote bag distributed to our members attending our fall conference.

We wish to participate in the Non-Exhibitors Materials Bag printed advertising opportunity at the 2016 OAEA Professional Development Conference at the Northern Kentucky Convention Center, November 3, 4 and 5.

WE UNDERSTAND THAT: 1. The total amount of $250.00 must be received by the OAEA Commercial Exhibits Manager by Friday, October 7, 2016 along with this form in order to participate. DO NOT include your payment check within the shipped material. Send payment to the address below.

2. The company or organization must provide 600 copies of the item to be placed in the tote bag. The item must be shipped via Fern Exposition and Event Services % Carolyn Hodge, 1500 Old Leonard Avenue, Columbus, Ohio 43219 (o) 614-253-1500 or [email protected]

3. Please remember that all shipments must be received by Monday, October 24, 2016 by 3:00PM to Fern Exposition and Event Services % Carolyn Hodge (see above details).

Date ______Authorized Signature: ______

Please print Name and Title ______

Full Billing Address ______

______

Billing Attention ______

Telephone (______) ______Fax: ( ) ______E-Mail: ______

SEND PAYMENT AND INFORMATION REQUESTED FOR TO: Elayne Lowe OAEA Commercial Exhibits Manager 15243 Summit Drive East Liverpool, Ohio 43920 Balance Due Friday, October 7, 2016 8

Ohio Art Education Association March 2016 Ad information needed by Fri., September 30th to be included in our conference booklet Dear Commercial Vendor, I would encourage you to consider advertising in our Conference Program Book even if you are not able to join us for the conference in Dayton this year. It’s a great way to connect with your target audience – art educators! 4 EASY STEPS FOR ADVERTISING IN OAEA’s Dayton Conference Program Book 1) Choose from the 3 Sizes for your Advertisement (See Form Below) 2) Fill Out Order Form, Make a Copy for your Records and Mail the Advertisement with Payment 3) Email Advertisement by October 1, 2015 4) Receive Conference Book Featuring Your Advertisement (please specify how many copies you would like)

PRINT ADVERTISING MADE SIMPLE - Please keep in mind:  Electronic submissions are preferred in PDF or JPG formats. Email your advertisement as an attachment to [email protected].  The OAEA will not make corrections or changes to your advertisement, please edit your Ad accordingly before submission.  Print advertisements will be printed in grayscale.  Make Checks Payable to: OAEA - Ohio Art Education Association.

Send check and copy of advertisement to: Elayne Lowe, 15243 Summit Drive, East Liverpool, Ohio 43920 [email protected] ------Please Fill Out the Form Below, Detach and Return With Your Payment

Business ______Conference Booklet – 8 1/2” x 11” Contact Person ______One-Fourth Page ($50) ______Half Page ($90) ______Address ______Full Page ($170) ______Address ______Total Payment: $______Phone ______

Email ______9

Person Sending Ad______Email______