Exhibitor s & Sponsor s Brochure

Transcription

1 Exhibitor s & Sponsor s Brochure 74th Chemical Conference and Exhibition

2 Ritz Carlton Hotel San Juan, PR. July 29 - August 1, 2015 Colegio de Químicos de Puerto Rico 52 Hatillo Street San Juan Puerto Rico Tel / Table of Contents From the President s Desk Sponsors and Exhibitors PRCHEM Exhibition Rules and Regulations. 5 Activities, Concessions & Hotel Information...7 Sponsor Classification.. 8 Sponsor Agreement PRCHEM Timelines..13 Advertising in PRCHEM program..14

3 From the President s Desk On behalf of the Organizing Committee, It is our great pleasure to invite you to participate in our 74th Conference and Exhibition. PRChem 2015 The Challenges of chemistry for the Professional, Educational and Economic Development PRChem 2015 embodies the premiere chemistry Conference and exhibition in the Caribbean; it will be centered on a multidisciplinary scientific program that presents a platform where knowledge and experience can be shared with world- renowned experts. The Ritz Carlton Hotel in San Juan has been chosen for the second year as the venue for this conference and exhibition; The Colegio de Quimicos continues to find new ways to reach the goals and new ideas to try. Now more than ever we need each other, our colleagues across the country, people who do the same work in many different settings. We can learn from each other, and this conference is our opportunity to come together, to reflect, and to share. Please review this brochure carefully and become part of PRChem It is time to reserve your both space in order to market your product and services in Puerto Rico and Caribbean as an Exhibitor or conference Sponsor. If you have any questions please contact: Carlos Castaneda at or e- mail carlos@lccmanagement.com Vanessa Cancel at or e- mail: vcancel@cqpr1941.org. We will respond in a prompt manner to your requests. We look forward to seeing you in PRChem 2015 for an unforgettable experience that will be remembered for years to come. Sincerely Rebecca Soler President Colegio de Químicos de Puerto Rico For more information please visit us on

4 Past Sponsors and Exhibitors PRCHEM 2014 A list of past participants for PRCHEM 2014 held at the Ritz Carlton Hotel is provided below: COMPANY Agilent Alpharma CCSI Chata EMD Millipore Corporation FAA Office of Security and Hazardous Material Safety Mutchler Pace Analytical Life PDC Telecom Perking Elmer Qorpak Fisher Scientific Hellma Kelly Services Lancaster MCC Melia Hotel Metro Tech Mitel ScienzaLabs- Pharma- Bio Serv Shimadzu Sotax Thermo Scientific- LAR Thermo Scientific- Scitek TTC Analytical VWR Waters Rigaku EXHIBITION RULES AND REGULATIONS EXHIBITS ASSEMBLY AND DISASSEMBLY SCHEDULES: Exhibitors should begin assembling their exhibits at 11:30 AM on Tuesday, July 28, 2015 and should complete by 11:30 PM. Exhibitors can t begin dismantling their booths earlier than Friday, july 31, 2015 at 9:00PM. Exhibitors who are unable to remove their exhibition items from the Exhibition Area by this time should make arrangements with the Official Decorator for storage or other handling.

5 OFFICIAL DECORATOR: The official decorator will be announced; then, will provide full exhibit services on a rental basis including furniture, visual aids, electrical services and complete carriage services, placing your equipment or display shipped from outside of Puerto Rico under their Entry Bond with the Puerto Rico Treasury Department. Information about the official decorator will be provided later. LIABILITY: The Exhibitor agrees to have full responsibility for any damage to the exhibit area and to indemnify the Colegio de Químicos de Puerto Rico, its employees, representatives or agents (exhibitors, sponsors, contractors, etc.), the Ritz Carlton Hotel, San Juan, PR, its employees, and representatives or agents, from any and all liability which may result from injury, loss or any other cause that may occur. Exhibitors must provide a certificate of liability insurance (combined single limit for personal injury and property damage) in the name of CQPR and Ritz Carlton Hotel, San Juan, PR. EXHIBITION HOURS: Wednesday Thursday Friday July 29 July August July 31 1st 10:00am 7:00pm 10:00am 7:00pm 000mceremy: TBD 10:00am 7:00pm REGISTRATION: All representatives of exhibiting firms are required to register and use the Exhibitor s badge at all times. Please submit names of working staff not later than May 29th, SECURITY: Security guards will be provided at all times when the Exhibition is closed and during installation/disassembly but the CQPR and the Ritz Carlton Hotel, San Juan, PR will not be responsible for any loss or damage of any kind. The exhibitor s contract does not imply endorsement of any product or service of any exhibitor by CQPR. 8 X 10' square foot booth

6 RESTRICTIONS: These restrictions apply to standard and/or Island booths. Booth equipment and promotional material, cannot exceed 8 ft. high, 8 ft. deep and 10 ft. long nor should the booth be projected into the aisle. Volatile substances are not permitted inside the exhibit hall. The exhibitor is permitted to carpet the aisle, but the aisle is not booth space and must be kept clear of all display material. BOOTH EQUIPMENT & ELECTRICITY: An initial one-time flat rate exhibit space payment of $ plus applicable taxes per booth is required prior assembling of the booth. This fee includes: the use of the space, one table and 2 chairs; plus a power supply of 5 amperes is provided per booth. Additional requirements are made through the Hotel Conference Service Manager. NOTES: 1. Exhibitors are not allowed to hang announcements (i. e. banners, greetings, promotional material) inside or outside of the Host hotel. 2. CQPR reserves the right to expand the exhibition area or the booth if necessary. NO SHOW POLICY Any booth unoccupied by 1 0 :00 A M on W e d n e s d a y J u l y 2 9, will be regarded as a no-show. There is no refund. All freight will be removed from the exhibitor s booth and returned to the loading dock at the exhibitor s expense. ACTIVITIES & CONCESSIONS INFORMATION SPECIAL ACTIVITIES: 1. Inaugural Ceremony and Welcome Reception. TBD, Wednesday, July 29, Hospitality Night. TBD, Thursday, July 30, Get together for sponsors, exhibitors and conferees with badges including cocktails (cash bar), hors d oeuvres and music. Wednesday, Thursday and Friday. BENEFITS TO EXHIBITORS: v One conference souvenir per booth. v Exhibitors are allowed to present posters (English or Spanish). With previous approval. v The Colegio de Químicos will provide, free of cost, a set membership address labels, at your request (in writing), for the promotion of the Continuing Education Courses or seminars, and Exhibition items.

7 v 24 hour exhibit floor perimeter security v Exhibitor listing published in the preliminary and final programs (provided information is received by Monday April 1st, 2014) v Housekeeping at your booth space. HOTEL ROOM RESERVATION - Ritz Carlton Hotel v $ Special room rate for the PRCHEM 2015 For rooms reservation please follow the instruction below: Visit Select San Juan as your Hotel Select program dates and click Find Click on Special Rates field located on the right hand side of your monitor 5. Enter your group code on Group Code field 1. City View King ($159) QUIQUIA 2. City View Double Beds ($159) - QUIQUID 6. Please, proceed with your booking Our Regional Reservations Office can help by dialing Instrucciones para reservar a través del Internet Visite Seleccione San Juan como su hotel Seleccione sus fechas y presione Find Presione el campo Special Rates localizado a mano derecha de su monitor 5. Entre su código de grupo en el campo Group Code 1. City View King ($159) QUIQUIA 2. City View Dos Camas ($159) - QUIQUID 6. Por favor, continúe con su reserva La oficina de Reservaciones Centrales le puede asistir en el

8 Sponsors Classification Diamond Sponsor Package $8, INCLUDES: 1. Four (4) booths. 2. One page advertisement in the Conference Program. (due may 1st) 3. Sponsorship of one (1) Outstanding University Senior Chemistry Student or Research Assistant of Puerto Rico to attend the Conference. 4. Your Company will receive Six (6) conference official souvenirs. 5. The CQPR will provide, free of cost, a set of membership address labels, at your request, for the promotion of your Continuous Education Courses, seminars and your Exhibition Items. 6. Three (3) hours of educational course at no charge. The educational course must comply with the rules established by the Continuing Educational Program (PEC). 7. Special recognition in printed and Web promotional material 8. Special recognition in page 9. One selection of the following list: o Sponsor of main music on one night (Banner - Provided by Company ) o Sponsor of Registration Area (Banner Provided by Company ) o Logo on Lanyard Add $400 promo fee (Lanyards -1,500 - supplied by sponsor) Note: Activities and booth space will be awarded on a first come first served basis. Website: isabelvmg@hotmail.com Colegio de Químicos de Puerto Rico Fax

9 Sponsors Classification Gold Sponsor Package $6, INCLUDES: 1. Three (3) booths. 2. ½ page advertisement in the Conference Program. (due may 1st) 3. Your Company will receive four (4) conference official souvenirs. 4. The CQPR will provide, free of cost, a set of membership address labels, at your request, for the promotion of your Continuous Education Courses, seminars and your Exhibition Items. 5. Two (2) hours of educational course at no charge. The educational course must comply with the rules established by the Continuing Educational Program (PEC). 6. One selection of the following list: o Sponsor of one Coffee Break (Banner provided by client) o Sponsor of one cocktail (Banner provided by client) o Logo on Lanyard Add $600 promo fee (Lanyards -1,500 - supplied by sponsor) Note: Activities and booth space will be awarded on a first come first served basis. Website: isabelvmg@hotmail.com Colegio de Químicos de Puerto Rico Fax

10 Sponsors Classification Silver Sponsor Package $4, INCLUDES: 1. Two (2) booth. 2. ¼ page advertisement in the Conference Program. (due may 1st) 3. Your Company will receive two (2) conference official souvenirs. 4. The CQPR will provide, free of cost, a set of membership address labels, at your request, for the promotion of your Continuous Education Courses, seminars and your Exhibition Items. 5. Two (2) hours of educational course at no charge. The educational course must comply with the rules established by the Continuing Educational Program (PEC). 6. One selection of the following list: o Sponsor of one Coffee Break (Banner provided by client) o Logo on Lanyard Add $750 promo fee (Lanyards -1,500 - supplied by sponsor) Note: Activities and booth space will be awarded on a first come first served basis. Bronze Sponsor Package $2, INCLUDES: 1. One (1) booth. 2. Your Company will receive one (1) conference official souvenirs. 3. The CQPR will provide, free of cost, a set of membership address labels, at your request, for the promotion of your Continuous Education Courses, seminars and your Exhibition Items. Note: Booth space will be awarded on a first come first served basis. Website: isabelvmg@hotmail.com Colegio de Químicos de Puerto Rico Fax

11 Sponsor Agreement Exhibitor s Contract Form PRCHEM 2015 EXHIBITOR INFORMATION: Company Name (please print) Officer Name and Title Address City, State, Zip Web site Telephone Fax AGREEMENT PRCHEM 2015 As Sponsor of the 74th Chemical Conference and Exhibition, the Company agrees to comply with the Rules and Regulations of said conference, and to assure that all documents are forwarded to the Colegio de Químicos de Puerto Rico by the established dates and that the conference or workshops presented will be of a high technical standard. Finally, I understand that the CQPR Continuing Education Committee and the Board of Examiners for Chemists of Puerto Rico reserve right to recommend and accredit, respectively, workshops, seminars or courses submitted by our Company The Colegio de Químicos de Puerto Rico hereby agrees to allocate exhibit space to Exhibitor for PRCHEM 2015 upon firstcome-first-serve basis. The Exhibitor will comply with all the terms and conditions set forth in this contract and the Exhibition Rules and Regulations. PAYMENT POLICY AND CONDITIONS AND LIABILITY See PRCHEM2015 timeline for payment schedule. Exhibitor must provide a certificate of liability insurance (combined single limit for personal injury and property damage) in the name of CQPR and Convention Hotel, not later than June 14, CANCELLATION POLICY: There will be NO cancellation fee until December 31 s t A 50% cancellation charge of the total cost contracted if any part of this contract is cancelled before April 1, If cancellation is made after this date, but before May 30, 2014, there will be 75% cancellation charge. After May 29, 2015 no refund will be granted. The CQPR reserves the right to cancel any commitment or Contracts if the Company fails to comply. Website: isabelvmg@hotmail.com Colegio de Químicos de Puerto Rico Fax

12 EXHIBITOR S CHOICE FOR BOOTH (Please refer to layout) Diamond Sponsor Package Silver Sponsor Package $8, $4, Gold Sponsor Package Bronze Sponsor Package $6, $2, ADD ON: 1 - Food and Beverage Package: Cost per person per day for Breakfast, Breaks and Lunch with the Group $65.00 pp per day 2 Exhibitors cocktail participation FEE - $ Hospitality Night please contact Carlos Castaneda for more information. BOOTH NUMBERS: 1st Choice 2nd Choice 3rd Choice Booths requested: + ADD Ons: FB Package + Cacktail FEE = Total I hereby state that, I understand and agree that this contract will be invalidated if our company does not comply with the above payment policy or the rules and regulations. I also understand that the cancellation Policy to apply. GENERAL INFORMATION Company: Authorized Name: Authorized Signature: DATE: I. PRODUCTS OR SERVICES TO BE EXHIBITED: The Colegio de Químicos de Puerto Rico will print an exhibition brochure for the Conference. A description of the exhibition items is limited to 50 words. Deadline for submission of information is April 1st, After this date the information may not be published. Exhibition Instruments, Equipment, Services, to be exhibited: II. PERSONNEL TO BE WORKING AT BOOTH/S: RETURN TO: COLEGIO DE QUÍMICOS DE PUERTO RICO 52 Hatillo Street

13 San Juan, PR Fax: PRCHEM 2015 EXHIBITS FLOOR PLAN PRCHEM 2015 Timelines For Exhibitors & Sponsors Booth agreement and payment due according to the following schedule: o 25% payment January 31st, 2015 o 50% payment April 1st, 2015 o 25% payment May 30th, 2015 NOTE: A late fee of 10% will applied if not payment is not received by due dates. st April 1, Last day for cancellations of booth space and conference sponsors with 50% reimbursement st April 1, Last day to receive the description of the exhibition items. th May 30, Last day for cancellations of booth space and conference sponsors with 25% reimbursement

14 st May 31, Total balance of payment due. June 14, Last day to submit names of working staff for Exhibitor s ID badges. ADVERTISEMENT CONTRACT Final PRChem 2015 Program SIZE ¼Page... $ ½Page... $ Full Page... $ Interior Covers* (front or back)... $ Back Cover*... $ Company name: Center Fold (both pages) *... $1, Center Fold - 1 page... $ Address: Telephone: Fax: Art Included (Should be Camera Ready) 1. Colors are black and white only except for back cover, interior cover and center fold (see note below). 2. Company approved format should be received at the CQPR on or before June 4, Advertisement not complying with Camera Ready will not be accepted. *Interior, back covers and center fold are in full color. Company shall provide digitalized art or Camera Ready with color separation for printing purposes, otherwise the ad will be printed in black and white or the Company will be charged for the artist s color separation fee. (Company authorization needed below). Company Authorized Signature: Print Name: Signature:

15 ADVERTISEMENT CONTRACT Final PRChem 2015 Program COLEGIO DE QUÍMICOS DE PUERTO RICO 52 Hatillo Street, Hato Rey, P.R TEL FAX I hereby authorize the CQPR to order color separation of the enclosed ad. Signature PAYMENT INFORMATION: Check no. Date Amount $ Credit Card: [ ] VISA [ ] MASTERCARD [ ] AMERICAN EXPRESS [ ] Credit Card Number: Expiration date: Signature: