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Industry Affairs Home > Meetings > Exhibitor Opportunities > USA Rice Outlook Conference |
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Hotel Info > Exhibitor Opportunities > Sponsorship Opportunities
DECEMBER 2-4, 2007
Exhibitor Opportunities BECAUSE IT'S JUST GOOD BUSINESS! The USA Rice Outlook Conference is the annual educational forum for the U.S. rice industry, featuring:
SHOWCASE YOUR BUSINESS TO U.S. RICE PRODUCERS AND ALL RICE INDUSTRY SEGMENTS AT THE USA RICE OUTLOOK CONFERENCE Rice producers, millers, marketers, researchers, and others in rice-related businesses attend the USA Rice Outlook Conference – over 800 attendees participated in last year's event with producers representing the largest percentage of attendees. An annual survey of conference attendees consistently points to the trade show as a prime attraction. Any way you look at it, your company's participation in the USA Rice Outlook Conference is just good business.
SPONSORSHIP AND EXHIBITOR PACKAGES OFFER MAXIMUM VISIBILITY AT COST-EFFECTIVE RATES Boost your company's visibility at the 2007 USA Rice Outlook Conference while getting the most bang for your buck. Packages offer combined sponsorship and exhibitor benefits, plus some extras to enhance your conference participation. Compare the advantages of sponsoring and exhibiting. All sponsors receive a discounted rate on trade show booths (Platinum and Gold sponsorships include a booth). By exhibiting in the trade show, your company also is eligible to make a presentation at the New Products & Technology Breakfast Showcase on Monday morning. 2007 TRADE SHOW BOOTH RATES AND INFORMATION One 8' x 10' Booth "Early Bird" reserved by October 26, 2007 $550; Sponsorship Discount : Exhibitor Hours: Sunday: 6:30 p.m. – 7:30 p.m. Each Exhibit Booth Contains: Outdoor Exhibit Space: Call for information on outdoor exhibit space to accommodate large equipment. Exhibitor Benefits:
PLEASE NOTE: One conference registration and name badge is provided for each booth reserved, which includes attendance at program sessions, seminars, the luncheon and receptions. Additional personnel planning to attend ANY program sessions, receptions or meal functions MUST register for the conference and pay the full registration fee. For registration information, see the Sponsor/Exhibit application or contact the USA Rice Federation at (703) 236-1447. Also see additional terms, conditions and regulations for exhibitors.
EXHIBIT TERMS, CONDITIONS AND REGULATIONS A. DEFINITIONS As used in this application: B. SPACE 1. Display booth exhibits: A standard exhibit booth is 8' x 10' in size. Exhibit booths consist of 8-foot high backwall with 3-foot high draped side rails. Each booth is provided with a 6-foot long skirted table, two metal folding chairs, one waste basket, and one 7-inch x 44-inch exhibitor identification sign. Electricity is not included. If electricity is needed, it must be requested on the application form. The fee for one exhibit booth is $550 if postmarked by Oct. 26, 2007, and $600 after that date. Fee includes one conference registration per booth. (If you also are sponsoring, see reduced booth rates and packages for conference sponsors.) 2. Dimensions for freight entrance is 30' wide x 10' high. The roll door is bigger, but there is a water pipe that sits 10' high that all freight will need to clear. There are also options for bigger equipment located directly outside of the exhibit hall. If interested, please contact Jeanette Davis @ 703-236-1447 or e-mail at jdavis@usarice.com. 3. Setup and removal: The exhibit area will be available for setup on Sunday, Dec. 2, from noon to 5 p.m. Setup of exhibits must be completed by 5 p.m. to allow for preparations for the Grand Opening Reception. Exhibit materials may not be dismantled before 11a.m. on Tuesday, Dec. 4, and must be completely removed by 3 p.m. the same day. No exhibit may be erected after the exhibition opens nor may be dismantled before the official closing time without written permission from the Federation. It is the responsibility of the Exhibitor to see that all materials are delivered to the Hotel and removed from the Hotel by the specified deadline. Should there be failure to remove the exhibit, removal will be arranged by the Federation at the expense of the Exhibitor. 4. Furnishings: Furniture, draping, accessories, signs, electrical outlets, etc., in addition to what is provided for in section B (1) are the sole responsibility of the Exhibitor and should be ordered in advance from the Drayage Company on the forms that will be provided by the Drayage Company. 5. Deadline: The USA Rice Federation reserves the right to assign all exhibit booth space. Requests for specific locations will be considered by date of receipt of completed application, accompanied by full payment. Applications for exhibit space must be received no later than C. CANCELLATION 1. Cancellation by Exhibitor: If it is necessary for an Exhibitor to withdraw from the conference, the Exhibitor must notify the USA Rice Federation in writing. Refunds will be made according to the following schedule:
2. Cancellation of conference: In the event that fire, strike or any other circumstances beyond the control of the USA Rice Federation causes the conference or exhibits to be cancelled, full refund of exhibit rental fees will be made. 3. Failure to occupy space: Space not occupied by the close of the exhibit installation period, as specified in the accompanying materials, will be forfeited by the Exhibitor and may be resold, reassigned or used by the USA Rice Federation without refund, unless prior approval is obtained in writing from the USA Rice Federation. When exhibit materials are on hand, the USA Rice Federation reserves the right to assign labor to set up any display that is not completely erected by 5 p.m. on Dec. 3, 2007, and the Exhibitor will be liable for all charges incurred.
D. CONDITIONS 1. Acceptability of exhibits: All exhibits shall be operated to serve the interests of the U.S. rice industry and shall not detract from other exhibits or the conference as a whole. The Federation, in its sole discretion, reserves the right to deny exhibit space to any potential exhibitor, or to require the immediate withdrawal of any exhibit, if the Federation determines that the intention of the exhibitor or the content of the exhibit is inconsistent with or injurious to the purpose of the Conference, the U.S. rice industry or the Federation. Acceptance of an exhibit does not imply an endorsement of the exhibitor or an exhibitor's products or services. 2. Use of space: Exhibitors are required to register and to wear exhibitor badges during the setup and staffing of exhibit booths. All product and service demonstrations and product and service promotional material distributions must be confined to the limits of Exhibitors booth(s). Exhibits which include the operation of any audio, video or other machinery must be operated so that the noise resulting from such operation will not annoy or disturb adjacent exhibitors and their patrons or others in the trade exhibit area. 3. Drayage: Advance shipment of exhibit materials must be made to the Drayage Company. Should any shipments be made directly to the Hotel, they will be removed by the authorized Drayage Company and stored until the Hotel is ready to accept material for the exhibition and all cost involved will be charged to the Exhibitor concerned.
Your drayage agent is: Warehouse shipping address: Exhibiting Company Name/Booth# _________ Freeman will accept freight beginning Friday, November 2. All freight needs to be delivered on or before November 26, 2007. 4. Photography release: Any pictures taken by the Federation may be used in publicizing the Federation or its events, including this and future conferences. E. LIABILITY 1. Security: The exhibit hall as well as the hotel will be locked each day following completion of scheduled activities. Any other security arrangements will be the responsibility of the Exhibitor. 2. Damage to exhibit facilities: The Exhibitor must surrender space occupied in the same condition it was at commencement of occupation. The Exhibitor or an agent of the Exhibitor shall not injure or deface the walls, columns or floors of the hotel, the booth(s) or the equipment or furniture of the booth(s). When such damage occurs, the Exhibitor shall be liable to the owners of the property so damaged. 3. Liability: Insurance and liability are the full and sole responsibility of the Exhibitor. The Exhibitor agrees to protect, save and defend and keep the Federation, the Conference, the Decorator Company, the Drayage Company, and the Hotel forever harmless from any damages or charges imposed for violation of any law or ordinance caused, directly or indirectly, by Exhibitor or loss occasioned by the negligence of the Exhibitor. The Exhibitor shall, at all times, protect, indemnify, save and defend and keep harmless the Federation, the Decorator Company, Drayage Company and the Hotel against and from any and all loss, cost, damage, liability or expense from or out of or by reason of any accident or other occurrence to anyone, including the Exhibitor, its agents, employees, and business invitees which arise from or out of or by reason of said Exhibitor's occupancy and use of the exhibit premises or a part thereof. The Federation is not responsible for the performance of products, services or materials advertised or exhibited. Direct questions on exhibits to Jeanette Davis with the USA Rice Federation at (703) 236-1447, jdavis@usarice.com.
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