Exhibitor Information
Exhibitor Rental Packages
Rental of a 10' x10' booth includes
($3000):
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8’ high background with a 3’ high side-rail divider and drapery
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1 - 6' x 24” x 30”h draped table, topped and skirted on three sides
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2 – side chairs
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1 – waste basket with liner
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1 - 7" x 44" two-line, black on white identification sign depicting company name, city, state and booth number
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Complimentary listing in the NCER
2011 program and abstract book if space is contracted and paid for by June 17, 2011.
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Complimentary listing with links on the NCER
2011 website
Table-Top Rental Package includes
($500):
Table-top Displays are available for non-profit educational displays only. The price per Table-Top Display is $500 USD. The Table-Top Package includes one 6' table draped with a table cloth and skirted.
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Exhibitor Registration
All booth representatives must pay the conference registration fee. As a conference attendee exhibitors are invited to participate in all conference meetings and networking functions. It is not mandatory to have a representative at your display at all times.
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How Do I Register For Display Space?
All exhibitors must first
register for the conference via the online conference registration
form. While completing this form, simply indicate you also wish to
reserve display space, complete the requested exhibitor information
section and provide appropriate payment information. Conference
registration and exhibitor reservations are combined on one online
form. Applications will be accepted on a first-come, first-served
basis up until July 1st, or, until all display space is sold. Please
indicate your requested booth location when you make your online
space reservation. NOTE: Table-top display locations will also be
assigned by the organizers.
CLICK HERE
to Register for the Conference and
RESERVE YOUR EXHIBIT BOOTH
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Confirming Exhibit Space Reservation
Full payment must be received to confirm booth or table top display space. Acceptable forms of payment are credit card, check or wire transfer. Wire transfer information is available on request. Make checks payable to UFLEF – (University of Florida Leadership & Education Foundation, Inc.) A reservation for display space is not considered confirmed until payment is received.
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Exhibit Cancellation & Refund Policy
Cancellation of display space (booths or tabletops) must be made in
writing to the Office of Conferences at the University of Florida,
and will result in the following refund policy: A 50% refund will be
made for cancellations made by
June 17, 2011. After
June 17, 2011 no
refunds will be issued for cancellations unless we are able to
resell the space, in which case a 50 percent refund will be
processed.
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Exhibitor Move In
Monday, August 1, 2011: 7:30am – 12:30pm
The exhibit hall is scheduled to open to conference attendees at 1:00pm on Monday,
August 1. We ask that your exhibit space be set by 12:30pm in order for the exhibit hall to be cleaned prior to the opening. It is the responsibility of the exhibitors to have their displays in place before the opening of the exhibit hall. Children under the age of 18 are NOT allowed in the exhibit hall during move in and move out.
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Exhibitor Move Out
Friday, August 5, 2011: 10:30am – 2:00pm
All exhibits must be dismantled and removed prior to 2:00pm on Friday,
August 5, 2011. No packing of equipment, literature, etc. will be permitted until after 10:30am on Friday,
August 5. The exhibit service company will deliver shipping crates beginning at 10:30am.
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Show Schedule
The exhibit hall is open to conference attendees from 1:00pm on Monday through 12noon on Friday, generating a full week of exposure for your company. Please refer to the detailed program agenda posted on the conference web site for a full schedule of meeting and networking activities. The Exhibit Hall will be the primary gathering place for attendees where morning, mid-day and afternoon refreshments are served. The agenda also features two Poster Session & Networking Receptions which are heavily attended and provide interaction during evening hours on Tuesday and Thursday.
PLEASE NOTE: The Exhibit Hall
will be closed and locked starting at 1:00pm on Wednesday, August 3
due to FIELD TRIPS. It will re-open Thursday, August 4 for the morning continental breakfast.
| Move-In: |
Monday, August 1, 2011
7:30AM – 12:30PM |
| Show Days: |
August 1-5, 2011
(M-F; closed Wed at 1pm during field trips) |
| Move-Out: |
Friday, August 5, 2011
10:30AM – 2:00PM |
NOTE: It is not mandatory to have a display representative present at all times. As a conference attendee, exhibitors are invited to participate in all conference meetings and networking functions. There will be daily mid-morning and afternoon refreshment breaks served to attendees in the Exhibit Hall. Refer to the detailed program agenda for a full schedule of conference activities.
CLICK HERE to view the agenda-at-a-glance to see the
schedule of activities that take place in the Exhibit Hall.
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Official Exhibit Services Contractor Status
Afflink Business Services
is the official exhibit services company. Afflink will
assist you with all your shipping, freight, equipment and
decorations requirements. An Exhibitor Services Kit
is available below containing order forms to make
final booth arrangements, including orders for shipping of
display units, electricity requirements, internet access,
and orders for booth décor such as carpeting, plants,
furniture or any other items you would like to rent for your
booth. Afflink will also receive and hold display
shipments, and assure they are placed in your booth and
ready for your arrival at the conference. Upon conclusion of
the conference, they will handle return shipping your
display materials to the designated location.
All questions regarding
shipping/freight, table & drape, booth furnishings,
carpeting, labor, material handling, rental exhibits, signs,
hanging signs, booth cleaning and forklift service, etc.,
should be directed to:
Richard Cunningham,
Afflink Business Services
7420 Ranco Road, Henrico, VA. 23228
Office # (804) 237-1166 / Cell # (804) 519-3309 /
FAX: (866) 847-3687
Email:
rcunningham@afflink.com
NOTE:
No telephone orders accepted; please email or FAX your
order and credit card information to the above FAX number.
CLICK
HERE to view a PDF of the Exhibitor Services kit where
you will find all instructions and order forms.
IMPORTANT NOTE:
You may NOT place an order until your exhibit reservation
is confirmed through the conference organizers, and the full
exhibit booth rental fee has been paid.
LIMITS OF LIABILITY
LIMITATIONS OF EVENTS UNLIMITED LIABILITY AND
RESPONSIBILITY
-
AFFLINK shall not be
responsible for damage to uncrated materials, improperly
packed, or concealed damage.
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AFFLINK shall not be
responsible for loss, theft, or disappearance of
exhibitor’s materials after same have been delivered to
exhibitor’s booth.
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AFFLINK shall not be
responsible for loss, theft, or disappearance of
materials before they are picked up from exhibitor’s
booth for re-loading after the show.
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AFFLINK shall not be
liable to any extent whatsoever for any actual,
potential, of assumed loss of profits or revenues, or
for any collateral costs which may result from any loss
or damage to an exhibitor’s material which make it
impossible to exhibit same.
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The consignment of
delivery of a shipment to AFFLINK by an exhibitor, or by
any shipper on behalf of any exhibitor shall be
construed as an acceptance by such exhibitor of the
terms and conditions set forth in this bulletin.
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AFFLINK shall exercise
ordinary diligence and care in the receiving, handling,
and storage of all shipments. AFFLINK shall not be
liable for loss or damage by fire, acts of God, or
causes beyond its control. AFFLINK liability shall be
limited to the physical loss or damage to the specific
article, which is lost or damaged. In any case, the
liability of AFFLINK is limited to .30 per pound per
article, with a maximum of $50.00 per item, and maximum
of $1000.00 per shipment. This applies while these goods
are in AFFLINK custodial care.
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Claims for loss or
damage which are not submitted in writing to AFFLINK
within 30 days of the close of the show on which the
loss or damage occurred shall be considered waived.
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Exhibitors should
arrange for outbound shipments during the show or
immediately after its close. AFFLINK will assist in the
preparation of bills of lading. Be sure that your
material has been carefully packed and properly tagged
or marked.
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Exhibitors are urged to carry ALL-RISK INSURANCE to
protect against damage, loss, and all other hazards,
from the time materials leave the place of origin until
they are returned after the show. This can usually be
done by riders to existing policies.
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Exhibitor Regulations
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Exhibit materials placed along the side rails in the front 6 feet of the booth may not exceed 4 feet in height.
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All demonstrations, advertising, sales, or promotional activities of an exhibitor must be confined to the limits of the assigned exhibit space.
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Display material not conforming to the above must be requested in writing with a detailed sketch and receive written approval.
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Exhibitors are requested to take every reasonable precaution to minimize the noise of operating exhibits so as not to disturb adjoining exhibitors or attendees in adjacent meeting activities.
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Due to licensing requirements, no music will be allowed in the hall.
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Any banners hung within the booth must not extend beyond the 10'×10' booth dimensions.
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Subletting or licensing of space by the exhibitor is prohibited.
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Only registered exhibitors may transact sales, and all sales on the exhibit floor must be transacted within the exhibit booth. Exhibitors are responsible for complying with all local, state, and federal tax laws.
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The contracted Exhibit
Services Firm will receive and store all exhibit materials up to 30 days prior to the show, deliver the materials directly to the exhibit area, remove and store empty crates, return the empty crates to the booth upon closing of the show, remove repacked material and ship directly to the return destination.
The Exhibitor Service Kit contains detailed information and order forms
for the products and services.
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Freight Management/Drayage
Exhibitors are responsible for the shipment of their exhibit materials to and from NCER 2011. All exhibit materials, other than those in exhibitor-owned vehicles, will be handled by
Afflink. Exhibitors may handle their own materials which can be hand carried by one person in one trip, without the use of dollies, hand trucks or other mechanical equipment. Advanced shipments are handled at published prevailing rates.
Please contact the representative from the
Afflink for assistance in shipping freight. For Exhibitors who choose not to ship in advance to the
Afflink warehouse and prefer to consign their shipment to the show, shipments will be handled at published prevailing rates to accommodate unloading and reloading at the show site. If a carrier other than a
Afflink preferred carrier is used, it is the responsibility of the exhibitor to contact the carrier and inform them of check-in deadlines. To facilitate freight movement in and out of the exhibit hall and to ensure proper delivery, all freight and truck shipments must be cleared, arranged, and scheduled by
Afflink. Any anticipated use of the dock must also be cleared by
Afflink. Please review the Material Handling and Shipping Information form included in the
Exhibitor Service Kit, to be emailed to you after your space
reservation has been recorded and confirmed with Afflink.
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Hall Regulations
The Baltimore Marriott Waterfront will not receive advance deliveries of exhibits, materials, or C.O.D. sidewalk deliveries nor store empty cases. All exhibits and materials must meet with the same electrical and fire requirements and regulations under which the Convention Center operates. Nothing can be taped, tacked, nailed, screwed, or otherwise attached to columns, walls, floors, or other parts of the building or furniture. Electricity, water, air, and gas are available in the exhibit hall; appropriate forms
are in the Exhibitor Service
Kit.
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Liability
Through applying for exhibit space, the exhibiting company, its agents and representatives release the University of Florida,
Afflink and the Baltimore Marriott Waterfront and any of their officers, staff members, agents or employees from all liability regarding any injury, loss or damage that may occur to the exhibiting company, their agents, directors, officers or employees or to the exhibitor's property prior to, during or after the conference.
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Security
The exhibit hall will be secured during all hours that the exposition is closed. The main entry doors will be locked and the exhibit hall will be patrolled by security personnel. Exhibitors are cautioned that small portable items of value and personal items should be properly secured or removed from exhibit hall. Each exhibitor is responsible for providing insurance for their own exhibit material. The University of Florida,
Afflink and the Baltimore Marriott Waterfront shall not be responsible for loss of any kind.
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Accessibility
Each exhibitor shall be responsible for making its exhibit space accessible to persons with disabilities and shall hold the University of Florida,
Afflink and the Baltimore Marriott Waterfront harmless from any consequences if the exhibiting company should fail in this regard.
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Use of NCER Logos
Use of the NCER logo in any form is forbidden. Reference NCER in any form of advertisement must be approved in advance by conference and exhibit management.
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Cancellation or Postponement of the Conference
In the event of fire, strikes, riots, civil commotion, acts of God, war, terrorism, epidemics, and other unavoidable circumstances rendering it impossible or impractical for any reason for the University of Florida to perform such a contract, the University of Florida shall be released from contract. In such events, all deposits and payments made by the exhibitor for exhibit space shall be returned minus any expenses incurred by the University of Florida on behalf of the exhibitor.
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Questions?
Contact: Ms. Beth Miller-Tipton, Conference Coordinator
UF/IFAS Office of Conferences and Institutes (OCI)
PO Box 110750
Building 639, Mowry Road
Gainesville, FL 32611-0750
PHONE: 352-392-5930; FAX: 352-392-4044
EMAIL:
bmt@ufl.edu
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