Exhibitor Opportunities Form Brochure

Make The Most Of The Increase your industry exposure, maximize your ROI, generate new leads and maintain your relationships. The E-Scrap Conference is the must-attend conference of the industry. The 2011 conference held last September in Orlando, attracted over 1,100 attendees from 16 countries and the tradeshow floor had over 100 exhibitors. This year’s conference will be held September 19-20, 2012 at the Hyatt Regency Dallas at Reunion in the heart of Dallas. More than ever, it is important to build personal contact with your clients and prospects. The conference offers array of sponsorship, exhibiting and advertising options that provide your organization with a cost-effective way to promote your products and services, establish your brand, build new business relationships and secure your position as a leader in the industry. Exhibiting is the perfect opportunity to reach industry decision makers, including executives at original equipment manufacturers, generators of e-scrap, federal, state and local government officials, trade association leaders, e-scrap processors, and buyers of e-scrap parts and materials all in one location. We have established several sponsorship levels and exhibit opportunities, with extensive benefits designed to complement your strategic marketing objectives. The E-Scrap Conference looks forward to the opportunity to partner with you and showcase your organization. E-Scrap Conference l September 19-20, 2012 l Hyatt Regency Dallas at Reunion l Dallas, TX l www.e-scrapconference.com CONFERENCE Exhibitor Opportunities The tradeshow provides your company the perfect opportunity to reach key industry decision makers. The conference does not provide tickets/passes just to attend the tradeshow. Booth Specifications ? 10’ x 10’ standard exhibit booth ? 8’ black drape along back and 3’ along sides of exhibit booth ? 7” x 44” exhibitor identification sign ? 6’ x 30” black skirted table ? 2 side chairs ? 1 waste basket The above listed items are included in your booth package. Exhibitor kits will be emailed/mailed Summer 2012 and will include information on electrical services, internet, audio/visual, freight/shipping, and additional rental items. Single booth space is 10’x10’, double booth space is 20’x10’ and triple booth space is 30’x10’. The Hyatt Regency Dallas at Reunion does not have adequate storage space for crates and exhibitor shipments and will not accept delivery. Please ship exhibits through the expo services company. Booth Fees Single Booth (10’ x 10’) - $1,900 Double Booth (20’ x 10’) - $3,420 (10% discount) Triple Booth (30’ x 10’) - $4,845 (15% discount) Event Specification and Package Exhibiting Company Receives: ? One complimentary registration. Additional registrations can be purchased for $385 per person (regular registration rate is $485). Registration includes entrance to sessions, tradeshow, meals and evening reception. ? Company listing in the conference program and Web site. Company listing will include your organization’s Web site and brief company description of the services and/or products offered by your organization. Tradeshow Hours Wednesday, September 19th Thursday, September 20th 10:00 am – 10:45 am 8:00 am – 12:00 pm 1:00 pm – 1:30 pm 3:00 pm – 3:30 pm 5:00 pm – 7:00 pm The tradeshow floor may see traffic at other times during the conference. Official tradeshow hours are subject to change without notice. Installation of Exhibit Tuesday, September 18th 2:00 pm – 7:00 pm Installation of exhibit equipment and material must be completely set-up and in-place by 7:00 pm on Tuesday, September 18th. Installation times are subject to change slightly. Dismantling of Exhibit Thursday, September 20th 12:15 pm – 5:00 pm Dismantling of booths may commence no earlier than 12:15 pm, and the exhibit hall must be completely cleared by 5:00 pm on Thursday, September 20th. Booth Construction and Display Exhibit display panel or equipment should not project further than 8’ from the back drape and 36” along the side rails. There shall be no obstruction in the aisle. Noise level on sound systems, recorders, speakers, live music, etc., shall be maintained so as not to disturb other exhibitors. No special signs, booth structures, apparatus or lighting fixtures are permitted in excess of 8’ in height. No helium balloons are permitted. Exhibit material must not be set up as to interfere with the view into adjoining booths. All exhibits must comply with city fire, building and electrical codes and regulations. All electrical work must be ordered through the decorator or the facility. Conference management reserves the right to request, at any time before or during the conference, samples of promotional literature and/or booth display layout before the exhibitor will be eligible to participate or continue in the exhibition. E-Scrap Conference, in sole discretion, reserves the right to determine which forms, products and/or booth display layout are appropriate, and to refuse, cancel or restrict any applicant or exhibit. If conference management decides that any of these do not meet its standards or are not suitable, then the exhibitor must, at once, comply with the management demands and/or withdraw. Exhibitor engaging in objectionable methods shall be subject to eviction without refund. All print and electronic advertisements are subject to approval by Resource Recycling, Inc., which reserves the right to reject or cancel any ad at any time if the ad does not conform to the editorial or graphic standards of the magazine, newsletter and/or electronic newsletter, and exhibitor’s marketing material and booth display, as determined by the Publisher. Representatives of non-exhibiting firms will not be permitted to demonstrate their products or distribute advertising material in the tradeshow or conference. Exhibitors will not be permitted to demonstrate their products or distribute advertising material outside of their assigned booth space. Sponsors may distribute advertising materials at their assigned sponsored event (i.e., lunch, breaks, reception). Subletting of Space No exhibitor shall assign, sublet or share the whole or any part of its assigned space without the written approval by E-Scrap Conference management. Reserving and Contracting Space The application for sponsorship must be completed in its entirety and payment must accompany the application. The receipt and acceptance by E-Scrap Conference of the signed application/contract accompanied, by payment for sponsorship and exhibit space, will constitute a binding agreement for the right to use the space allocated. In the event of fire, strikes, war or other acts of nature rendering the exhibit area unfit or unavailable for use, this contract will be voided. Application for exhibit space must be made on the official form and accompanied by full payment to be considered final. Completion of application constitutes that the exhibiting company and its representatives agree to abide by all the terms and conditions listed in the exhibit guidelines. Payment Policy and Schedule Exhibitor agrees to enclose with application a minimum 50-percent deposit. The balance is due by September 1st. After September 1st, if a credit card was provided to secure your deposit, the credit card will be automatically charged for the balance due. Payment may be made by check, credit card (Visa, MasterCard or American Express) or wire transfer. Make checks payable to Resource Recycling and mail to: E-Scrap Conference, PO Box 42270, Portland, OR 97242. Credit card payments may be mailed to the above address, or faxed to 503.233.1356, or you may call 503.233.1305 to provide credit card information over the phone. Contact Jef Drawbaugh at jef@resource-recycling.com for wire instructions. Cancellation / Refund Policy Notification of booth space cancellations must be in writing and received on or before August 20, 2012. Notification can be mailed to E-Scrap Conference, PO Box 42270, Portland, OR 97242 or faxed to 503.233.1356 or emailed to cara@resource-recycling.com. Any cancellation of booth space for any reason is subject to $100 processing fee. No refunds provided after August 20th. There will be no refund for exhibitors who for any reason do not exhibit at the E-Scrap Conference and have not submitted a written cancellation request prior to the deadline outlined above. E-Scrap Conference l September 19-20, 2012 l Hyatt Regency Dallas at Reunion l Dallas, TX l www.e-scrapconference.com Assignment of Space Assignment of exhibit space is based on a priority point system. The priority point system is designed to recognize organizations for their past and present support of the E-Scrap Conference and to encourage new organizations to participate. Priority points are awarded for each year of participation as an exhibitor and/or sponsors and will be used to determine the order in which space will be assigned in the exhibit hall. In the event that more than one organization has the same number of points, priority for those organizations will then be determined in order of which contracts are received. Priority points are only awarded upon full payment of the exhibitor and/or sponsorship fees. The E-Scrap Conference will make every effort to make assignments to preferred booth locations. If preferred space is not available, the E-Scrap Conference will assign the next best available space. The E-Scrap Conference reserves the right to use its sole discretion to relocate or reassign exhibit booths at any time for the overall benefit of the conference, such as separating competitors, or to accommodate revised floor plans. Specific booth assignments are not final until payment in-full has been received and confirmed in writing by the conference manager. Priority Points are Awarded as Following: ? Four points for each year organization participated at a platinum level sponsor ? Three points for each year organization participated at a gold level sponsor ? Two points for each year organization participated at a sliver level sponsor ? One point for each year organization has exhibited only ? Additional points will be provided for those who advertise in Resource Recycling, Plastics Recycling Update and/or E-Scrap News ? Additional points will be provided for those who exhibit or sponsor at the Plastics Recycling Conference and/or the Resource Recycling Conference To maintain priority points, all exhibiting and/or sponsoring organizations are required to participate once as an exhibitor and/or sponsor in a two-year period. If a year is skipped, the exhibitor and/or sponsor will retain all earned points to-date, but will not earn additional points. If there is no participation in a two-year period, all priority points are forfeited. All exhibiting and/or sponsoring organizations are responsible for following all rules, regulations, guidelines and polices presented. Violations by individuals representing participating organizations will be cause for forfeiting all priority points. Final booth assignments will be made September 2012. Floor Plan The floor plan is under approval by the Fire Marshal and will be available soon. Liability & Security Exhibiting company agrees to assume all responsibility for any loss or injury related to their booth, and that they shall indemnify and hold harmless E-Scrap Conference, Resource Recycling Inc. and company owners and employees as well as the Hyatt Regency Dallas at Reunion, Hyatt Hotels & Resorts and the Hotel’s owners, managers, subsidiaries, affiliates, employees and agents from all liability in which may ensue, for any cause. The exhibit hall will be secured, to the extent possible, during those hours when the exhibit hall is not open to the public and attendees. However, E-Scrap Conference cannot guarantee against loss, damage or injury of any kind. Be advised, exhibitor should not leave valuables unattended during set-up, exhibitor hours and after show hours, and/or dismantling. Exhibitors are solely responsible for the security of their exhibit and equipment. Exhibitors understand that neither Resource Recycling, Inc. nor hotel parties maintain insurance covering the Exhibitor’s property and it is the sole responsibility of the exhibitor to obtain such insurance. E-Scrap Conference l September 19-20, 2012 l Hyatt Regency Dallas at Reunion l Dallas, TX l www.e-scrapconference.com Registration and Badges The conference sessions and tradeshow are limited to attendees who have registered to attend the conference. Sponsors and/or exhibitors representatives are required to register for the conference and wear badges throughout the exhibition and conference. Sponsoring companies receive one to four complimentary registrations, depending on the level of sponsorship. Registration includes entrance to sessions, exhibit hall, meals and evening reception. Additional registrations can be purchased at a discounted rate of $385 each. (Regular registration rate is $485 each) The E-Scrap Conference reserves the right to withdraw the use of the badge used to gain admission to the exhibit hall by any person other than the one for whom it was assigned. The E-Scrap Conference reserves the right to refuse to admit and eject from the tradeshow or conference any objectionable or undesirable person or person; and on the exercise of this authority, the exhibitor, for himself, his employees and agents, hereby waives any right and all claim of damages against the E-Scrap Conference, Resource Recycling, Inc. and the host hotel. On-site sponsor and/or exhibitor registration is subject to a $50 on-site processing fee, in addition to the $385 discounted registration fee that is offered to sponsors and exhibitors. Social and Meeting Functions Any social function in a public space of the E-Scrap Conference approved hotel(s) must be approved by the E-Scrap Conference management. Most social functions are not restricted, with the exception of the request that these functions do not take place during official conference and tradeshow schedule times, including the networking receptions. The E-Scrap Conference has secured a few small meeting rooms for sponsors and exhibitors to meet with clients or potential clients in a private setting. To reserve one of these meeting rooms, please contact Cara Bergeson at cara@resource-recycling.com prior to the conference or speak to a conference representative at the conference registration desk on-site. Company Description Please e-mail a brief company description (up to 75 words) of your services and/or product offered by your organization to sarah@resource-recycling.com. This description will be used in the conference program and on the conference website. Company descriptions for the conference program are due by August 1, 2012. No changes to the company description will be permitted after August 10th. All company descriptions are subject to approval by conference management. If a company description is not provided, Resource Recycling editors will pull one from your company website. Company descriptions will be edited by Resource Recycling editors. E-Scrap Conference l September 19-20, 2012 l Hyatt Regency Dallas at Reunion l Dallas, TX l www.e-scrapconference.com Advertising Opportunities Scrap electronics recycling can easily be described as the frontier of the recycling world. From the rapidly increasing pace of technological obsolescence, which is spurring producer responsibility take-back and community collection programs across the globe, to the growing environmental and humanitarian concerns posed by the exportation of used electronics from the U.S. to countries overseas, electronics recycling has plenty of good, bad and ugly issues to go around. For the past decade, E-Scrap News has been the definitive source for this fast-paced, burgeoning environment. With nearly 6,000 subscribers throughout North American, E-Scrap News is the only publication focused solely on covering the issues affecting the scrap electronics recycling industry. In Print E-Scrap News, published quarterly, with the fall edition also distributed at the annual E-Scrap Conference, each issue features the latest industry, market and legislative news, directories of responsible e-scrap operators and in-depth features written by the industry’s leading voices for responsible electronics recycling. E-Scrap News is read by more than 6,250 professionals involved in electronics product stewardship and recycling. The magazine’s readers are dominated by corporate and institutional generators of e-scrap (21- percent of readership), scrap electronics processors (34-percent), local collection program managers (26- percent), and electronic producers, distributors and retailers (10-percent). Dimension 2 Color 2 Color 4 Color 4 Color 1x 4x 1x 4x Full Page 8 1/2 x 11 $1,095 $965 $1,395 $1,265 Half Page 4 7/8 x 7 3/8 735 655 1025 945 1/3 Page 4 7/8 x 4 7/8 675 595 975 895 1/4 Page 3 9/16 x 4 7/8 625 545 925 845 1/6 Page 2 3/8 x 4 7/8 555 495 855 795 Online E-Scrap News electronic newsletter is sent out once per week, keeping its over 10,000 unique readers up to speed on the latest recycling news. Dimension 4 Weeks 12 Weeks 24 Weeks Button 120 pixels x 120 pixels $450 $1,215 $2,160 Banner / Tower 600 pixels x 120 pixels 375 1,012 1,800 In addition to the electronic newsletter, the E-Scrap Conference sends out various attendee newsletters to all registered attendees. Advertising in the attendee newsletter is a great way to promote your booth in the tradeshow. Email Cara Bergeson at cara@resource-recycling.com for prices. Advertising Opportunities Abound Want to put the resources of E-Scrap News and the E-Scrap Conference to work for you? Custom packages are available and can be individually tailored to meet your company’s unique needs. Contact Rick Downing, advertising director, at 440.257.6453. E-Scrap Conference l September 19-20, 2012 l Hyatt Regency Dallas at Reunion l Dallas, TX l www.e-scrapconference.com 2011 Exhibitor Checklist ? Contract – Please complete the exhibitor contract and return with payment. ? Attendee Registration Forms – Please complete one registration form for each person who will be attending from your organization. Exhibitors receive one complimentary registration, and any additional attendees will be at the discounted rate of $385 per person. On-site sponsor and/or exhibitor attendee registration is subject to a $50 on-site processing fee, in addition to the $385 discounted registration fee that is offered to sponsors and exhibitors. ? Company Description - Please e-mail a brief company description (up to 100 words) of your services and/or product offered by your organization to sarah@resource-recycling.com. This description will be used in the conference program and on the conference Web site. Company descriptions for the conference program are due by August 1, 2012. No changes to the company description will be permitted after August 10, 2012. All company descriptions are subject to approval by conference management. If a company description is not provided, Resource Recycling editors will pull one from your company Web site. Company descriptions will be edited by Resource Recycling editors. ? Booth Selection - Booth Assignments will be made and released early September. Please select your desired space in order of preference on your exhibitor contract. Refer to the Exhibitor Guidelines for details on how booth assignments will be made. Exhibitor kits will be late summer and will include information on shipping, electrical, internet, additional booth furnishings, etc. ? Company Logo – Please email your company logo to jef@resource-recycling.com by August 15, 2012 to be included on the conference website. Logos must have a white background. If you have any questions regarding any of these items, please contact Jef Drawbaugh by phone at 503-233-1305, or email at jef@resource-recycling.com. Exhibitor Contract Please complete all sections of the contract and return with payment to Resource Recycling, Inc., PO Box 42270, Portland, Oregon 97242-0270 or fax to 503.233.1356. For questions, contact Cara Bergeson at cara@resource-recycling.com. Contact Information (for correspondence only) _____________________________________________________ Organization / Company _____________________________________________________ Contact Person _____________________________________________________ Email _____________________________________________________ Mailing Address _____________________________________________________ City / State / Zip _____________________________________________________ Phone / Fax Company Information for Conference Program & Web site The information provided below will be used for the conference program and Web site. _____________________________________________________ Organization / Company _____________________________________________________ City / State _____________________________________________________ Phone _____________________________________________________ Web site Please email a brief description (up to 100 words) of your services and/or products offered by your organization/company to sarah@resource-recycling.com. Registrations Sponsoring firms receive up to four complimentary registrations depending on the level of sponsorship. Additional registrations may be purchased at a discounted rate of $385 per person. Please complete a registration form for each person attendee the conference, complementary and discounted registrations. Booth Type ? Single Booth - $1,900 ? Double Booth - $3,420 ? Triple Booth - $4,845 Floor plan will be available soon. Once published, please select desired space in order of preference. Refer to the Exhibitor Guidelines for details on how booth assignments will be made. ______________________________________________ Additional Advertising ? Banner or Tower Advertisement in Attendee Newsletters – an additional $250 ? Would like to advertise and/or upgrade advertisement received in sponsorship benefits. A representative will contact you with pricing. Payment Amount enclosed: $__________________ ? Check (make checks payable to Resource Recycling, Inc.) ? Credit Card (check one): ? Visa ? MC ? AMX ? Invoice (optional PO #___________________________) _____________________________________________________ Card Number Exp Date _____________________________________________________ Billing Address (if different than the contact address listed above) _____________________________________________________ City / State / Zip _____________________________________________________ Name on Card Upon acceptance by Resource Recycling, Inc., this contract for sponsorship of the E-Scrap Conference will become a contract between the applying sponsor and the E-Scrap Conference. The sponsoring company and its representatives agree to abide by the terms and conditions listed. If exhibiting, the sponsoring company and its representatives agree to abide by all the terms and conditions listed in the exhibitor guidelines. _____________________________________________________ Authorized Signature Date Office Use Only: JD________ CB________ JP________ Payment__________________________ Booth Number_____________________ E-Scrap Conference l September 19-20, 2012 l Hyatt Regency Dallas at Reunion l Dallas, TX l www.e-scrapconference.com Sponsor/Exhibitor Registration Form _______________________________________________________________ ______________________________________________ First / Last Name (as to appear on name badge) Title __________________________________________________________________________________________________________________ Organization / Company ____________________________________________ ________________________________ ______________________________ Email Phone Fax __________________________________________________________________________________________________________________ Mailing Address ________________________________________________________________ _______________________________________________ City / State / Zip Country ? Platinum Sponsor ? Gold Sponsor ? Silver Sponsor ? Exhibitor Only Special Requests/Needs: I will need assistance or special accommodations to participate. Please specify: __________________________________________________ Special meal needs: ? Vegetarian ? Vegan ? Kosher ? Other ___________________________________________________________ Registration Information: Sponsors receive up to four complimentary registrations, depending on the sponsorship level. Platinum sponsors receive four complimentary registrations, gold sponsors receive three complimentary registrations and silver sponsors receive two complimentary registrations. Exhibitor only organizations receive one complimentary registration. Additional registrations can be purchased at a discounted price of $385 per person. Please submit one registration form per attendee. Duplicate this form when registering more than one person from an organization. If payment is made for multiple attendees attach all individual registration forms to check. Complete all sections of registration form and return with payment to the Resource Recycling, Inc., PO Box 42270, Portland, OR 97242-0270 or by fax at 503.233.1356. Registration includes two continental breakfasts, two lunches, refreshment breaks, conference packet, and admission to all E-Scrap Conference sessions, exhibit hall and evening reception. All E-Scrap Conference sessions and trade show will be held at the Hyatt Regency Dallas at Reunion in Dallas, Texas. On-site registration is subject to a $50 processing fee in addition to the registration fee of $385 US Dollars. Questions: For registration questions, contact Jef Drawbaugh at 503.233.1305 x118 or by email at jef@resource-recycling.com Hotel Accommodations: Hotel reservations can be made directly with the Hyatt Regency Dallas at Reunion by calling 1.888.421.1442 or online through the conference Web site, www.e-scrapconference.com. Conference attendees will receive a special discounted rate of $169 plus taxes for single occupancy. Registration Fees: ? Complimentary Registration ? Additional Registration $385 Payment: Full payment must accompany this registration form. Your confirmation and receipt will be emailed to the email address provided above. If you do not receive an email confirmation within 48 hours, please resubmit your registration form. ? Check (make checks payable to Resource Recycling, Inc.) ? Credit Card (Visa, MasterCard, Amex) ______________________________________________________________ Card Number Exp Date ______________________________________________________________ Billing Address (if different than mailing address) ______________________________________________________________ City / State / Zip / Country ______________________________________________________________ Name on Card ______________________________________________________________ Signature E-Scrap Conference l September 19-20, 2012 l Hyatt Regency Dallas at Reunion l Dallas, TX l www.e-scrapconference.com Office Use Only: JD________ CB________ JP________ Payment____________________ Ribbons: ?Platinum ?Gold ?Silver ?Exhibitor ?Speaker ?Moderator Additional workshops: ___________________________________________