Mid-Year Forum Sponsor & Exhibitor Information



 


Important Dates and Deadlines


To realize the full benefit of NEMA forum sponsorship, it is very important to make note of all deadlines associated with the forum.  A list of important dates and deadlines is below and also on the NEMA website.  All dates are subject to change.  The pre-planning contact for each sponsor will be notified of changes in advance and with reasonable notice to respond, however, if submission deadlines are missed it will result in loss of benefits or opportunities all together.

Sponsorship open to members exclusively   through January 12
Sponsorship open to non-members January 13
Forum registration opens January 13
Sponsor and exhibitor cancellation deadline January 10
Logo submission deadline January 24
Final payment of sponsorship fees due January 24
Hotel cut-off date March 6
On time and exhibitor registration deadline March 6
Late registration deadline
March 13

 

Forum Registration for Sponsors


Each sponsorship includes two (2) complimentary registrations.  The complimentary registration allows access to all open  events.  Individual tickets for meals are not available.  Additional complimentary registrations will not be assigned.  Any and all additional attendees must register for the conference at the prevailing rate.  No exceptions will be made.

Optional Additional Exhibitor Registrations


In order to accommodate additional attendees who come to assist with the exhibits, NEMA has created a 2 day Exhibitor Registration.  This 2 day pass will allow attendees full access, including meetings, meals and receptions on March 28 and March 29.  The cost is $350 per person.  There is a limit of 3 per exhibitor.  Exhibitor Registrations can be added any time before March 6 by emailing full contact information and method of payment for each individual to NEMA Headquarters.

Exhibits


Exhibits will be located in the meeting room foyer area.  Exhibit spaces are 10 feet wide by 8 feet deep and will not be pipe and draped.  The space will include a 6-foot table, 2 chairs, and a wastebasket. Electrical serviceinternet service or  AV equipment must be ordered through the facility at the sponsor's expense.  

Exhibit Hours:

Exhibitor Set Up      Friday, March 27      4:30 pm - 8:30 pm
Exhibit Hours      Saturday, March 28      7:30 am - 3:30 pm
       Sunday, March 29      7:30 am - 3:30 pm
Exhibits Reception      Saturday, March 28      5:30 pm - 6:30 pm
Exhibitor Tear Down      Sunday, March 29      4 pm

**Exhibit hours are subject to change without notice.

Shipping


NEMA will not be using a dryage company therefore all shipments should be sent directly to the hotel per the shipping instructions. Shipments will be managed through the hotels shipping and receiving department. All exhibitors should contact shipping and receiving upon arrival at the hotel to arrange for materials to be delivered to the exhibit location. It is strongly encouraged that shipments be tracked in order to ensure timely arrival. Please follow shipping instructions carefully to ensure prompt delivery of materials to the booth location. The hotel will provide return shipping instructions prior to the tear down time and will have staff on hand to assist.

Logos


Sponsor logos will be posted on the NEMA website and in the NEMA Forum app. All logos must be submitted in a high resolution JPEG or PNG format.  If they are not submitted in this manner, they cannot be used.  Logos should be sent electronically to Karen at klangdon@csg.org by January 24. Logos not received by that date may not be included.

Banners


Platinum and Gold Sponsors may provide a banner to be hung in the General Session room.  The banner must not exceed 4 feet (48 inches) in width or height.  Please bring banner to the Conference Registration desk no later than 12:00 noon on Friday, March 27.  NEMA staff will arrange for it to be hung in the General Session room.  Banners may be retrieved from the NEMA Registration Desk on Sunday, March 29 following the conclusion of the General Session. If you wish to have your banner shipped back to you

Fees


A deposit of 50% is due on Silver, Gold and Platinum Sponsorships with this signed application to reserve the sponsorship.  The balance is due on or before January 25, 2019.  Bronze fees are payable in full with the signed application.  NEMA accepts Visa, MasterCard and American Express for deposits and payments.  If you are faxing your application and payment will be sent separately, please reference the check number on your application.

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