Educational Energy Day at Ithaca College

Educational Energy Day at Ithaca College EDENERGY DAY2013 Friday, October 18, 2013

Vendor Registration Packet *Reduce waste, please do not print this packet unless needed*

Please read through this packet before registering for Ed Energy Day 2013, October 18th at Ithaca College. NOTE the registration deadline of Sunday, September 1 st .

Packet Contents:

Cover Letter

Vendor Benefits

Vendor Registration Information

Conference Overview

Logistical Details

Please give us a call at 607-274-3225 or send an email to [email protected] if you have any questions.

[1] ITHACA ______Ithaca College Office of Facilities 953 Danby Rd. Ithaca, NY 14850

February 2013

As part of our continuing efforts to bring information about the latest products and practices related to energy, Ithaca College is pleased to sponsor our 6th Annual Educational Energy Conference. Ithaca College takes a leading role in energy and sustainability education in the Upstate NY area and we expect this conference to be well attended.

The event will be held on Thursday, October 18th from 8am to 3:30pm in our Campus Center, Emerson Suites on the 2nd floor. We would like to invite you to participate in our EdEnergy Day. The event will provide you an opportunity to interact with over 300 attendees from the energy, education, healthcare, hospitality, manufacturing, architect and engineering, government, agri- business and transportation industries.

This year, any vendor interested in giving a one-hour presentation can submit a proposal to be considered. To submit a presentation, go to www.ithaca.edu/edenergy and fill out the Call for Presentation by March 15th. In addition, we believe this is a partnership between Ithaca College and you, our vendors. Prices for the booths remains the same as last year, however, if 15 attendees or more, register indicating a referral from you, your business will receive at $50. refund on the cost of the booth.

To reserve your vendor space in the Exhibit Hall, we ask that you register online and fill out the separate payment page to be emailed, faxed, or mailed to our office. Our fax number is 607-274- 1619. If you have any questions please give the conference planning committee a call at 607- 274-3225, contact us via email at [email protected], or check out our website at www.ithaca.edu/edenergy. We look forward to working with you at our 6th Annual Energy Conference.

With Regard,

ED ENERGY Conference Planning Team Ithaca College [email protected]

EDEDENERGYENERGY DAYDAY20132013 You have been partners in the success of EdEnergy Day and its growth each year. This year we want to share a new and exciting opportunity for you to participate, save, and help us grow EdEnergy 2013.

 Any vendor interested in giving a one-hour presentation can submit a proposal to be considered. To submit a presentation, go to www.ithaca.edu/edenergy and fill out the Call for Presentation by March 15th  Vendor Referral Refund of $50. for any vendor that refers 15 or more attendees.  Returning vendors get their choice of exhibit hall location [booth number]. Sponsors get first choice. All requests are on a first come, first serve basis once payment is received.  Vendors will receive an email listing of all registered attendees prior to the event  Vendors will have space behind their tables in an 8’x8’ space  Breakfast, lunch buffet, beverages, snacks, and raffles will all take place in the Exhibit Hall  There will be fewer seminars with more breaks between sessions and an hour-and-a-half lunch (total free time for attendees is 3 hours+)  Parking will be closer than last year!  Sunday night booth set-up will be available again this year  This year’s conference is officially going green! Registration is available online.  No box lunches, lunch will be provided to vendors  Additional Sponsorship opportunities

With these new changes, the conference will run much more smoothly, for both vendors and attendees. Our goal is to make this year’s conference as sustainable as possible. Please bring sustainably conscious products as handouts and don’t forget your travel mug. We will be providing reusable water bottles to all attendees. For more information about how we are making this year’s event green please visit: www.ithaca.edu/edenergy/goinggreen

We believe these changes will make your experience at EdEnergy even more successful, if you have any other suggestions or concerns please feel free to call 607-274-3225 or email [email protected]

[3] EDENERGY DAY2013 Friday October 18th, 2013 The vendor exhibits will run from 8am – 3:30pm. Your booth must be staffed and maintained that entire time. Please be sure to complete on-line registration by Sunday, September 1 st. Booths are on a first come first serve basis. If sold out, there is a Waiting List.

Registration is online: www.ithaca.edu/edenergy/register/vendor

Vendor Sponsorship Options PLATINUM - $1500 GOLD - $1200 BRONZE - $1000 Premium Lounge/Exhibit Hall location Premium Exhibit Hall location Premium Exhibit Hall location Oversize space [approx. 24’ x 8’] Large space [approx 18’x8’] Double space [approx 12’ x8’] 1st come/1st serve choice 1st come/1st serve choice 1st come/1st serve choice Verbal & visual recognition Verbal & visual recognition Verbal & visual recognition Platinum banner at booth Gold banner at booth Bronze banner at booth Full page ad in program Half page ad in program Quarter page ad in program Up to 4 tables/2 chairs Up to 3 tables/2 chairs Up to 2 tables/2 chairs Posted on Website/Program Posted on Website/Program Posted on Website/Program

Conference Badges Break Sponsor Breakfast Sponsors $500 $500 $500 In addition to booth cost In addition to booth cost In addition to booth cost Have your Business name on Morning and afternoon Breakfast Buffet Every Name Badge 2 Sponsor maximum for each break 2 Sponsor maximum Badges- Wallet Style w/lanyard Your Business Name on Buffet during break Your Business Name holds name tag, Verbal & visual recognition on table during breakfast business cards, pen, keys Served in Exhibit Hall Verbal and visual recognition Ithaca College Royal Blue color Limit of 1 total Served in Exhibit Hall Limit of 1 total Limit of 1 total Raffle Prizes Must be a value of $100.+/each No Limitation to # of raffle donations Drawn throughout the day Verbal and visual recognition Drawn in Exhibit Hall

[4] Space Read carefully – How space is allotted Each booth will have 8’x8’ of allocated space, this will provide room to sit behind tables. There is no skirting between tables. Each table includes a white tablecloth/skirt and access to two outlets on a shared power circuit [one circuit is shared by about 3 tables or equivalent]. Placement in the exhibit hall is at the discretion of Ithaca College. Unless you are a sponsor, DO NOT request a specific table number. Setup can take place between 6pm – 8pm on Thursday, October 17 th or between 6am and 8am Friday, August 18th. Location is locked and secure overnight. Loading dock and elevators available. Space is limited, so the earlier we receive your on-line registration and payment the better. Only one booth per vendor [unless sponsoring]. After September 1st, additional booths may be purchased if available. Sponsoring vendors get premium locations throughout the exhibit areas. Consider becoming a sponsor.

Table Fee - $350. An 8’ x 8’ space will be allotted, with one 6’ x 2.5’ table. Aisles must remain clear of tripping hazards and clutter at all times. 2 chairs will be provided. Sponsorship Fees, see above.

[5] Exhibit Hall

[6] Call for Presentations Presentations should fit within our 2013 theme: Looking to the Future, Getting Results Today. Suggested topics are on the EdEnergy Webpage. Presentations will be 1 hour in length and will be moderated. Presenters are responsible to bring their presentation on a flash drive. Ithaca College is not responsible to load presentations onto computer. Technical assistance will be available throughout the conference, but Ithaca College does NOT assume responsibility for a successful presentation.

Network Connection Shared WiFi service is available at no charge throughout the exhibit hall.

Program Ad A conference program will be available at the event providing you with great exposure to your key potential customers. Program ad space will be allocated in the order in which we receive the registration forms. You must supply us with a high quality PDF file of the ad [no JPEGs] by Tuesday, September 17th. Ads are in color. Send PDF file to [email protected].  Small Ad [1/4 Page] - $225. Exactly 4.75” tall x 3.5’wide  Medium Ad [1/2 Page] - $375. Exactly 4.75” tall x 7.5” wide  Large Ad [Full Page] - $650. Exactly 10’ tall x 7.5” wide

Any Ads sent in after September 17th are not guaranteed to make it into the program.

Lunch Lunch is provided for all exhibit hall staff at the vendor booths. If you have any special dietary restrictions, contact us at [email protected]

North Foyer Registration/Information Desk Registration/Information Center for vendors and attendees will be set up near the Exhibit Hall. Nametags and conference day packets should be picked up at the Registration Desk by vendors before set up.

Confirmations Confirmation with table assignment will be sent to all vendors upon full payment. Campus maps and more details will be provided at a later date.

Payment Information [7] Full payment is required no later than Friday, September 6th. Applications received after September 1st will be accepted as space permits.

There is a separate page you MUST fill out in order to accept your payment, please visit our website to fill out the needed payment information. Please sign the document and either email it to [email protected], fax it to 607-274-1619, or mail it to the address listed below.

Checks should be made out to: Ithaca College. Please send payment to Jen Buell, Ithaca College, Office of Facilities, 953 Danby Rd. Ithaca, NY 14850. Ithaca College’s Federal Tax ID Number is: 15-0532204. Refunds will not be provided for cancellations, unless the booth can be filled. All fees will remain payable in full.

EDENERGY DAY2013

[8] Friday October 18th, 2013

Show Overview

Ithaca College has hosted an energy conference for the past 5 years in our Campus Center and invited area businesses to attend. Last year the conference was expanded to a full day of energy education with multiple tracks. We were given some great feedback on the event and made some exciting changes for this year’s event. Educational Energy Day is a regional event that we expect to attract over 300 attendees in addition to the vendors.

The event will be held on Friday, October 18th from 8am to 3:30pm in our Campus Center. The show is designed to provide attendees with opportunities to learn about the latest in challenges to the energy industry, operational best practices, carbon reduction techniques, and vendor products and services. We will be inviting attendees from the energy, education, healthcare, hospitality, manufacturing, architect and engineering, government, agri-business and transportation industries.

The conference will be held on the second floor of our Campus Center in the Emerson Suites, the North Lounge, plus conference rooms for the seminars.

EDENERGY DAY2013 Friday October 18th, 2013

[9] Educational Energy Day 2013

Logistical Details

Setup Emerson Suite B and C [the main exhibitor’s hall] and the North Lounge will be open from 6pm – 8pm on Thursday October 17th, and again from 6am – 8am Friday morning October 18th. Overnight room security will be provided. Vendors should pick up their conference ID at the Registration desk [2nd floor Campus Center] prior to setup. Photo identification will be required for all vendors to obtain their conference ID.

Time & Place The event will be held from 8am – 3:30pm Friday, October 18th in the Ithaca College Campus Center Emerson Suites. Registration for attendees is between 8am and 9am Friday October 18th. All vendors must be setup before registration begins. Welcome begins at 9am.

We Provide 2 electrical outlets for each table. General show publicity. Overnight room security. Conference Program with attendee contact information. Name Tags. Booth space, seminar schedule and space. Campus Map with designated parking for vendors.

You Provide All necessary computer equipment, power cords, and extension cord/power strip at your booth. Setup, breakdown, and moving all of display equipment/supplies. Minimum of 1 vendor representative at the booth between 8am – 3:30pm August 18th.

Payment Full payment must be received no later than May 31st. No refunds for cancellations and payment will still be due in full.

Breakdown You are responsible for arranging the breakdown and removal of all materials from the exhibit hall and Ithaca College. Removal from campus must be completed no later than 6pm on Friday October 18th, the day of the conference.

Questions All questions should be directed to Jen Buell or Michelle Jones at 607-274-3225 or by emailing [email protected]. There will be a vendor coordinator available during setup and the day of the conference.

Hotel Country Inn and Suites located up the road at 1100 Danby Rd $119/night – (607)256-1100 *rooms have been blocked off – space is limited.