Exhibitor / Sponsor Agreement Details

Exhibitor / Sponsor Agreement Details

1

EXHIBITOR / SPONSOR AGREEMENT DETAILS

The following rules and regulations have been designed for the benefit of all exhibitors and sponsors and, in conjunction with the application, constitute a formal agreement. GANE requests full cooperation in the observance of these terms. GANE reserves the right to terminate exhibitor or sponsor privileges at any time for breach of these rules and regulations. Expulsion of an exhibitor under these rules shall not give rise to a claim for a refund of the fees paid by such exhibitor.

Important information from the Convention Center and hotel if you plan to ship materials:

All exhibitors will need to store items at their booth location during the conference. All items will be held at the booth location with appropriate storage fees.

For an additional fee, there is a porter type service to help you load and unload items. Please contact the conference center for more information. Their contact information is below.

Shipping & Receiving Fee Schedule

$10.00 per box/$100 per pallet

$25.00 Moving Fee

Daily Storage Fees: $25.00 per Box & $75 per Pallet

All Packages must be labeled accordingly:

Jekyll Island Convention Center

SHOW NAME

BOOTH NUMBER

75 North Beachview Drive; Jekyll Island, GA 31527

***If Freight is not properly labeled delivery may be refused***

***JICC is NOT responsible for arranging outgoing freight***

Any questions concerning this information and/or to inquire about the porter type service, please contact Tabitha Mayers at (912) 635-6406.

Do not ship to Westin.The Westin does not have the storage or man power dedicated to shipping of materials outside of what is used at the hotel.

Meals and Room Reservation Information

The meals for LIMITED exhibitor representatives from each company will be included in the exhibitor registration fee. This fee will includebox lunch, breaks, and dinner on Thursday, and breakfast, lunch, and breaks on Friday. An additional representative meal may be purchased. Please refer to contract.

Separate exhibitor badges will be provided for these LIMITED representatives from your company. You MUST wear these to be allowed to partake of box lunch, breaks and dinner Thursday and breakfast, lunch and breaks on Friday.

For your room reservations, we encourage you to use the online GANE link ( to obtain our special rate or call 888-627-8316 but you must use the Georgia Association for Nursing Education name when you register to get this rate, and do it before January 13, 2017. You are strongly encouraged to use the GANE name when you register, as the room cost will be more should you register separately.

IMPORTANT INFORMATION

1.EXHIBIT SCHEDULE

The times below are estimated, as of July 1, 2016 and subject to change.
Thursday, February 16, 2017
7am – 11am Set –Up Time

Thursday, February16, 2017

11am – 5:30pm Vendor Hall Open for Visitation

Friday, February 17, 2017

7:30am – 11:30am Vendor Hall Open for Visitation

11:30am – 1:30pm Vendor Hall Closed

1:30pm – 5:00pm Vendor Hall Open for Visitation

Exhibitor receptions and/or dinner eventsare after the last conference sessions on Friday. Exhibitorneeds to makes arrangements directly with hotel or convention centerfor any of these events. The event can be included in the program if the information is sent by January 13th.

ALL EXHIBITOR AREAS MUST BE CLEARED BY 11:00 p.m. on Friday, February 17th. This room is NOT AVAILABLE after Friday.

Saturday, February 18, 2017
NO Vendors.

2. CONFERENCE MANAGEMENT

The conference is organized by GANE. Any matters not covered in these rules and regulations are subject to the interpretation of GANE. Exhibitors and sponsors must comply with the procedures of the Jekyll Island Westin and Conference Center. GANE shall have full power to interpret, and enforce these rules and regulations. Each exhibitor and sponsor, for them self and his or her employees, agrees to abide by the foregoing rules and regulations and by any amendments or additions thereto in conformance with the preceding sentence.

3. FAILURE TO OCCUPY SPACE

Space not occupied by 8:00 p.m. on February 18, 2017 will be forfeited by exhibitors and their space may be reassigned or used by the conference management without refund.

4. RATES, DEPOSITS, AND REFUNDS

Exhibit space will be rented and sponsorships sold at the rates in accordance with the application form. Noapplication will be processed or space assigned without paymentand return of completed contract. Exhibits must be fully paid for by 12 noon on January 13, 2017. If assigned space is not paid for by this date, it may bereassigned at the discretion of conference management

5. ARRANGEMENTS OF EXHIBITS

Any portion of an exhibit that obstructs the view, interferes with the privileges of other exhibitors, extends beyond thedesignated booth space or for any reason becomes objectionable, must be modified or removed by theexhibitor. The conference management reserves the right to inspect each booth prior to show opening.

6. EXHIBIT DESIGN

All exhibit space must be arranged and constructed in accordance with the provisions and limitations in theexhibitor application. If an exhibit fails to conform to the exhibitor application, it must be modified to comply or beremoved.

7. SUBLEASING OF SPACE

Exhibitors may not assign, sublet or apportion to others the whole or any part of the space allocated, and may notdisplay goods or services other than those produced or regularly distributed by them.

8. CONDUCT

All exhibits will be to serve the interest of the GANE conference attendees and will be operated in a way that willnot detract from other exhibits or the meeting as a whole.Any exhibit sponsored events scheduled outside the conference time frame must be open to all conference attendees. These may be on a first come first served basis with a designated number publicized.

9. FIRE, SAFETY, AND HEALTH

The exhibitor assumes all responsibility for compliance with local, city and state ordinances and regulationscovering fire, safety and health. All exhibit equipment and materials must be located within the assigned space. NOcombustible material will be stored in or around exhibit.

Fooditems such as candy, breakfast/snack bars,cookiesall wrapped individually, may be distributed at the booth.

10. LIABILITY AND SECURITY

GANE makes no warranty, expressed or implied, that security measures will avert or prevent occurrences whichmay result in loss or damage. Each exhibitor must make provisions for the safeguarding of his or her goods,materials, equipment and display at all times. GANE will not be liable for loss or damage to the property of exhibitorsor their representatives from theft, fire, accident or other causes.

CONTACT

For questions or more information, please contact GANEExhibitor/VendorCommittee:

Margie Johnson at 478-552-7744 (home) or678-488-2674 (cell)

AGREEMENT SIGNATURE PAGE

Please complete ALL appropriate sections of this application and return by mail, e-mail or fax on orbefore December 1, 2016.

Payment: Under the terms of this agreement, the exhibitor/sponsor agrees to pay the total fee with this application orno later than 12 noon on January 13, 2017.

Cancellation Policy: Any exhibitor, sponsor or other participant who cancels all or part of purchasedexhibit space or sponsorship prior to November 30, 2016shall receive a full refund, less a $100administrative fee. Any exhibitor who cancels all or part of purchased exhibit space or sponsorshipbetween December 1 and December 31, 2016 will receive a 50 percent refund. If cancellation in whole orpart is made after December 31, 2016 the exhibitor / sponsor shall be liable to GANE, as liquidateddamages, for the unpaid balance of the total value of the exhibit or sponsorship cancelled. Cancellationrequests must be submitted in writing toMargie Johnson, 547 Highway 68 South, Tennille, GA 31089.

Authorization: Exhibitor/sponsor agrees to abide by the GANE2016– 2017Exhibitor/Sponsor Agreementof this application and made a part of this agreement by reference and fully

incorporated herein. If this application and agreement has not been received, properly signed, andaccompanied by payment in full by 12 noon on January 13, 2016, it may be declared null and void so that exhibitspace or sponsor benefits may be reassigned. Acceptance of this agreement by GANE constitutes acontract.

We understand this application becomes a contract when signed by us and accepted by

GANE. We have read and agree to abide by all rules and regulations, as outlined in theapplication form and the exhibitor/sponsor agreement details.

______

(Please print name of individual) (Please print title of individual)

______

(Authorized Signature) (Date)

****Please complete this application and forward it with payment to:

GANE VP &Exhibitor Committee Chair: Margie Johnson,547 Highway 68 South,Tennille, GA 31089 (478-552-7744). If paying by credit card, this form must be completed and mailedor emailed () to the above designated individual.****

Keep a copy of the contract for your future reference.

CONTACT AND PAYMENT INFORMATION

Organization: ______

______

(Exactly as it is to be printed in all acknowledgments)

Contact Name: ______

Contact Title: ______

Address: ______

City/State/Zip: ______

Phone/Fax: ______

E-mail Address: ______

Website: ______

List Name(s) and Title(s)of all individuals who will attend conference (to be used for Name Badges). Please designate ONLYthe two (2) representatives who are to receive the meals with an asterisk (*).

1.______EMAIL:

2.______EMAIL:

3.______EMAIL:

4.______EMAIL:

NOTE: If company representatives wish to have name badges, ALL names of those attending must be submitted with this completed form and payment no later than January 13, 2017. No additional name badges will be given at registration table.

Tables/Booths and Meals
Items / Amount / Number / Total
1Table
Includes
-Meals, as designated above, for 2 representatives / $950
2 Tables
Includes
-Meals, as designated above, for 4representatives / $1750
Additional Meals per person / $125
Electrical Outlet (vendor is responsible for any extension cords, power strips, etc.) / $0 /
  • Yes
  • No
/ ______
Sponsorship Opportunities
GOLD Sponsor
Includes:
-ONE FREE TABLE
-“Company Name” on signs throughout conference
-“Company Name” in conference program book as a GOLD sponsor
-Certificate of appreciation / $3500
Partial Meal Sponsor
*Meals for Attendees
Includes:
-“Company Name” displayed on conference materials
-Certificate of appreciation / $500
Partial Break Sponsor
*Breakout Refreshments for Attendees
Includes:
-“Company Name” displayed on conference materials
-Certificate of appreciation / $300
Program Book Sponsorships
-Black and White ads ONLY
-Email Rhonda Slocomb at for additional information
Option 1:Full Page / $500
Option 2:Half Page / $300
Option 3:Quarter Page / $150
Total / $

Payment Information: ? Check Enclosed ? Credit Card(See Below)

NOTE: ALL CREDIT CARD PAYMENTS MUST BE DONE ONLINE FROM THE GANE WEBSITE:

MAIL COMPLETED FORM TO: Margie Johnson, 547 Highway 68 South,Tennille, GA 31089
The form MUST still be mailed even if you pay online.

(Checks should be made payable to: Georgia Association for Nursing Education)

I am an authorized representative of the company named above with full power and

authority to sign this form and make this commitment.

______

(Please print name of individual)(Please print title of individual)

______

(Authorized Signature) (Date)