EXHIBITOR MANUAL Exhibitor Manual Please read this manual carefully and completely. It contains important information relating directly to exhibit procedures. You will obtain prompt and efficient attention to your exhibit needs if you follow the enclosed procedures in advance of the EBT Conference 2016. It is important to us that you have a successful show, including an easy move in and move out. To make your participation in the EBT Conference 2016 as smooth as possible, we urge you to: Mail, email or fax ALL forms as early as possible. Keep duplicate copies of forms for your records and bring them to the show. Avoid on site orders. Pre fabricate your display to reduce set up time to minimize your labor cost. Contact Dana Benson (605 582 7058, dana.benson@atmia.com) with any questions. Contact Information EBT Event (ATMIA) 2260 E Byrum Circle Brandon, SD 57005 Contact: Dana Benson, Brita Price Director of Conferences & Sponsorships Assistant Events Manager Telephone: 605 582 7058 605 271 8494 Fax: 605 582 7071 brita.price@atmia.com dana.benson@atmia.com Hotel: Sheraton Sand Key Resort 1160 Gulf Blvd Clearwater Beach, FL 33767 Telephone: 727 593 6000 Contact: Melissa Fox Melissa.fox@sheratonsandkey.com Telephone: x7080 Exhibit Company: Gulf Coast Expo 8432 Sunstate Street Tampa, FL 33643 Contact: Tammy Glutowski Tel: 813 915 8066 tammy@gulfcoastexpo.com 1
Move In and Set Up Day Gulf Coast Expo exhibitor kit will detail the move in and out times. ** All exhibits must be set up by 2:00pm on Sunday, November 6. Exhibit Hours The exhibit hall will be open the following days and times. It is recommended that you keep your booth staffed the entire time. Sunday Nov. 6 2:00 7:00pm Monday Nov. 7 7:30am 5:00pm Tuesday Nov. 8 7:30am 3:30pm Tear Down Hours Tuesday Nov. 8 3:30 7:00pm All items must be removed for the exhibit all that evening Conference Passes & Registrations Booth Size Charter Sponsor General Sponsor Single booth (10 x10 ) Double booth (10 x20 ) Complimentary passes for event four (4) conference & workshop passes two (2) conference & workshop passes one (1) conference & workshop passes two (2) conference & workshop passes Conference & Workshop Pass includes: Pre Conference workshops Entrance into each general session Breakouts Access to the exhibit hall All meals/events served at the event Conference materials Additional Passes can be purchased: Conference & Workshop: Conference passes: Exhibit Hall Only: $875 each for people within your company. $750 each for people within your company. $250 per person available only to exhibitors working the booth. Includes the exhibit hall and meals during the event. In order to register all of the people from your company who will be attending the EBT Conference 2016, please make sure to fill out the Exhibitor Pass Request Form attached to this manual. Fax it back to Brita Price, 605 271 8498 or email it to brita.price@atmia.com by October 4, 2016 to have all names printed in the Attendee List. The form is available online: https://www.atmia.com/conferences/ebt next gen/exhibitorsponsor/exhibitor kit/complimentarypass form/ Hotel Reservations A limited block of reduced rate rooms has been reserved for EBT Conference 2016 participants at the Sheraton Sand Key Resort. To secure accommodations, please visit the web page https://www.atmia.com/conferences/ebt next gen/hotelinfo/. Sponsor Company Descriptions for Booklet All Charter and General Sponsors receive a company description in the Program of Events Booklet. Please provide this copy by completing the Sponsor Description Form by October 4, 2016 and return to Dana Benson, dana.benson@atmia.com or fax 605 582 7071. The form is online: https://www.atmia.com/conferences/ebt nextgen/exhibitorsponsor/exhibitor kit/company description form/ 2
Security Limited security will be provided at the Sheraton Sand Key Resort, and the exhibit hall will be locked during nonconference hours. While show management exercises reasonable care in safeguarding your property, neither EFTA, EBT Council, ATMIA nor any of their officers, agents, or employees assume responsibility for such property. Do not leave unpacked display materials unattended. Securely fasten all lightweight high theft risk items to display boards or lock in showcases. Personal items of value should never be left unattended (esp. handbags, phones, and laptops). During move out, exhibitors should remain with their goods and merchandise until it is picked up or receipted for in a designated storage area. Liability Insurance Exhibitors must make sure the company insurance includes extraterritorial coverage as well as theft, public liability, and property damage insurance covering travel to the show, during the show, and in transporting equipment to its next destination. The EBT event requires a copy of each company s proof of insurance. Fax it to Dana Benson by October 18, 2016, at 605 582 7071. Exhibitors should be aware that EFTA or ATMIA take no responsibility for loss, theft, or disappearance of property. Cancellation Policy Cancellation Policy for Exhibitors/Sponsors/Advertisers: Timeline: Amount Refunded: 90 or more days prior to the event All monies with the exception of a $300US administrative fee 60 90 days prior to the event 75% of original payment 45 59 days prior to the event 40% of original payment Less than 44 days prior to the 10% of original payment event In the event that EFTA/ATMIA or the represented organization elects to cancel an event, EFTA/ATMIA will refund only payment made directly to ATMIA and will not be held responsible for other costs of expenditure incurred by the sponsor/exhibitor. EFTA/ATMIA will not refund payment or assume additional costs and liability that result from "acts of God" or criminal activity. All refunds will be issued within six weeks of receipt of written cancellation. Hospitality Suites/Social Events/Meeting Rooms We would be happy to arrange a room for your company for hospitality suites, meetings or social events throughout the week. However, these events must not encourage absence of attendees or exhibitors from the convention or exhibit hall during official hours of the conference. Please complete the attached form to reserve a room appropriate for your company s needs. Sponsorship To increase your visibility at the EBT Conference 2016, take advantage of our sponsorship program. There are several different sponsorship packages available. A list of sponsorships is available by contacting Dana Benson (dana.benson@atmia.com) or 605 582 7058. Workbook Advertising Your company can now place an ad in the conference program of events. Everyone attending the conference receives a program of events so your company message is guaranteed to go home with all who attend. Full and half page ad sizes are available in full color. Complete the form on page 7 to place your ad and get ad specs. All ads reservation forms are 3
due September 27th and the ads are due October 4. All Charter Sponsors receive a full page ad and General Sponsors receive a ¼ page ad. The form is online https://www.atmia.com/conferences/ebt next gen/exhibitorsponsor/exhibitorkit/ad reservation form/ Sponsor Bag Insert You may put a marketing piece into the attendee bag. The cost is $500. All Charter and General Sponsors may put a company branded marketing item into the attendee bag. To ensure that the piece is included into the bag, please send 300 items to the hotel by November 3. The form and complete information can be found in this manual. https://www.atmia.com/conferences/ebt next gen/exhibitorsponsor/exhibitor kit/bag insert form/ 4
EBT: The Next Generation 2016 Sheraton Sand Key Resort ~ Clearwater Beach, FL ~ November 6 8, 2016 Exhibitor Check List Page Date Due Completed Full Booth/Sponsorship Payment Immediately Sponsorship 3 Immediately Advertising Placement 7 September 27, 2016 Ads for program of events 7 October 4, 2016 Sponsor Company Description online October 4, 2016 Complete form online Exhibitor Pass Request Form online October 4, 2016 Complete form online Additional Pass Request Form 6 October 4, 2016 Certificate of Insurance 2 October 18, 2016 Sponsor Bag Insert 8 November 3, 2016 (to hotel) Please submit forms on time! 5
EBT: The Next Generation 2016 Sheraton Sand Key Resort ~ Clearwater Beach, FL ~ November 6 8, 2016 Additional Pass Request Form Due: October 4, 2016 Fax: 605 271 8498 or email brita.price@atmia.com Additional Staff (please remember that these attendees must be from your company): (1) Name: Registration Choice: (2) Name: Registration Choice: Tel: (3) Name: Registration Choice: Tel: (4) Name: Registration Choice: Tel: (5) Name: Registration Choice: Tel: Total Amount Due $ Check enclosed (payable to ATMIA) Credit Card: Visa MasterCard American Express Diners Club JCB Discover Name (as it appears on card) Expiration Date Card # Card ID# Signature: Date 6
EBT: The Next Generation 2016 Sheraton Sand Key Resort ~ Clearwater Beach, FL ~ November 6 8, 2016 Advertising Placement Form Reservations Due September 27, 2016 Ads Due October 4, 2016 Fax: 605 582 7071 or email dana.benson@atmia.com Company Contact: Address: City: State: Zip: Phone: Fax: All ads must be camera ready (see below). If they need to be created or adjusted in any way, a fee will be charged to the advertising company. Ad specifications Images All images should have a minimum resolution of 300 dpi at 100%. All images should be converted to CMYK. Colors All art files should be converted to CMYK. We cannot guarantee color consistency for files that must be converted from Index, LAB or RGB color spaces to CMYK. Accepted File Formats PDF Press ready minimum resolution of 300 dpi at 100% (Includes bleeds with all fonts embedded or converted to outlines) Full Page Bleed Ad Final Trim Size: 8.5" x 11" Must include 1/8 bleed: 8.75 x 11.25 Live area 8" x 10.5" Full Page Non Bleed Ad: 8" x 10.5 Half Page Horizontal Bleed Ad Final Trim Size: 8.5 x 5.5 Must include 1/8" bleed: 8.75" x 5.75" Half Page Horizontal Non Bleed Ad: 8" x 4.75" Full Page (8.5 x11 ) Full Color Cost $550 $ Half Page (8.5 x5.5 ) Full Color Cost $400 $ Total Amount Due $ Payment Options Check enclosed (payable to ATMIA) Credit Card: Visa MasterCard American Express Diners Club JCB Discover Name (as it appears on card) Expiration Date Card # Card ID# Signature: Date 7
EBT: The Next Generation 2016 Sheraton Sand Key Resort ~ Clearwater Beach, FL ~ November 6 8, 2016 Sponsor Bag Insert Items Due November 3, 2016 (to hotel) All Charter and General Sponsors may put a company branded marketing item into the attendee bag. If your company is not a sponsor but would like to include a marketing item in the bag the cost is $500. Please complete and return this form as well Total Amount Due $500 Check enclosed (payable to ATMIA) Credit Card: Visa MasterCard American Express Diners Club JCB Discover Name (as it appears on card) Expiration Date Card # Card ID# Signature: Date SHIPPING INFORMATION To ensure that the piece is included into the bag, please send 300 items to the following address by October 30th. Sheraton Sand Key Resort Attn: Dana Benson, EBT Conference 1160 Gulf Blvd Clearwater Beach, FL 33767 2799 727 595 1611 Please fax (605 582 7071) or email (dana.benson@atmia.com) this completed form to Dana Benson for on site confirmation and tracking purposes. Company Name: Contact at Company: Phone: Email: Shipping Company: DHL Fed Ex UPS USPS Other Phone Number Number of Boxes in Shipment: Date Shipped: Expected Arrival Date: Tracking Numbers: 8