VALVE Basics Seminar & Exhibits Wed., Oct. 26, 2011 EXHIBITOR INFORMATION KIT Embassy Suites Chicago O Hare - Rosemont Rosemont, IL Contents General Information 2 Rules & Regulations 3 Sponsorship Opportunities 4 Shipping 4 Exhibitor Registration Form 5 Hotel Information 6 SPONSORED BY THE VALVE MANUFACTURERS ASSOCIATION OF AMERICA Contact: Judy Tibbs, VMA Director of Education (540-785-8901 office; 571-274-0402 cell; 540-785-8903 fax)
Embassy Suites Chicago O Hare Rosemont Hotel 5500 North River Road Rosemont, IL 60018 GENERAL INFORMATION Space at our tabletop exhibits, held on the first day of our 1.5-day Valves & Actuators 101 educational program (Oct. 26-27), is limited so be sure to reserve your table as soon as possible. FEES Non-members $595; VMA/VRC Members $495 The fee for exhibiting includes 2 people to staff the booth (and all meal functions). If an exhibitor wants more than 2 people in the exhibit hall, there is $75 per person fee for each person above two. QUALIFICATIONS All Valve Manufacturer Association and Valve Repair Council members are eligible to exhibit, and: U.S. and Canadian based companies that manufacture valves, actuators and controls U.S. and Canadian based companies that manufacture products or provide services for these manufacturers OEM-certified valve repair and maintenance facilities located in the U.S. or Canada Distributors are not eligible to exhibit unless it is under the banner of a member company. ATTENDEES & EXHIBITORS The event is attended by a diverse group of individuals in the industries that use and make valves, actuators and controls: distributors; A/E/Cs; young engineers; people who are new to a job that involves working with valves and actuators; end-users from different industries; people charged with specifying, purchasing, maintaining, selling, marketing, etc.; folks looking for a refresher course; and students working on engineering degrees. Our exhibitor group is also diverse. It s a combination of those who supply a variety of products and services to valve, actuator and control manufacturers, as well as the actual manufacturers of these products. In addition, OEM valve service and repair companies also exhibit. PROJECTED ATTENDANCE We expect attendance in the range of 100 to 125; we have space for approximately 25 exhibitors. EXHIBITOR HOURS Three hours of exhibit time are built into the schedule (1.5-hour lunch, 30-minute afternoon break, 1-hour reception at end of day). Exhibitors can begin to set up at 9:00 am. The exhibit hall opens up for attendees at 12 noon. The exhibit closes at 6:00 pm and exhibitors are expected to stay until closing. EXHIBIT SPACE Since this is a tabletop, all materials must fit on a 6-foot x 30-inch table and not be positioned on the floor. However, there is no height restriction on displays. (See Exhibitor Rules & Regulations for more information.) SHIPPING INSTRUCTIONS See the shipping information included on page 4. QUESTIONS? Contact: Judy Tibbs, VMA Director of Education (540-785-8901 office; 571-274-0402 cell; 540-785-8903 fax)
EXHIBITOR RULES & REGULATIONS The exhibit program will be held on Wed., Oct. 26, during lunch, afternoon break and late afternoon/early evening reception: Wed., Oct. 26, 2011 Event Exhibit schedule 9:00 am - 11:30 am Setup for Exhibitors -------------- 12 noon 1:30 pm Lunch Break Exhibits Open 2:50 pm 3:20 pm Afternoon Break Exhibits Open 5:00 pm 6:00 pm Hosted Reception Exhibits Open Exhibitors may begin setup at 9:00 am and tear down immediately following the close of the reception at approximately 6:00 pm. Please do not make plans to leave before the event is over! Each exhibitor will receive TWO (ONLY) admissions, which includes the luncheon, afternoon break and reception. Additional personnel in the exhibit hall (more than two) need to register and pay a $75 fee per person. Exhibitor registration does not include admittance into the Valves & Actuators 101 educational seminar or copies of the presentation materials. If you wish to attend the educational sessions, please sign up and pay online, using the attendee registration form. Exhibitors will be assigned space by VMA. Each exhibitor will be provided a 6-foot-long by 30-inch-wide covered table. Exhibitors must provide their own power strips/extension cord(s). There is an additional charge of $30 if you wish to hook up to an electrical outlet. Displays are limited to the tabletop surface. Pop-up displays are permissible as long as they are located entirely on the table. There is no height limitation. Display items permitted are product samples, literature and giveaways. Display items not permitted are video sound equipment or motorized parts. (Computer screens will be allowed only if the computer is on silent mode. Internet access in the exhibit hall is not provided.) If you are not sure if your display item qualifies, please contact VMA staff prior to the event. The exhibitor s participation is limited to the hours of the exhibit. No hospitality suites, etc., are permitted. Contact: Judy Tibbs, VMA Director of Education (540-785-8901 office; 571-274-0402 cell; 540-785-8903 fax)
SPONSORSHIP OPPORTUNITIES We offer a variety of sponsorship opportunities for companies that wish to stand out from the crowd and help support VMA s education programs and the scholarship program funded by the Friends of the Crawford Library, VMA s educational foundation. Become a Valve Ed Supporter for $1,000! We will recognize you in our on-site program, put your company s name on the projection screen while attendees are gathering for the seminar and provide you with the opportunity to have your company literature placed in tote bags distributed to all attendees. Plus, your company will be listed on VMA.org and recognized in Valve Magazine. Interested in even more exposure? You can sponsor the reception, lunch or any of the refreshment breaks at our Oct. 26-27 Valve Basics Seminar & Exhibition. Contact Judy Tibbs (jtibbs@vma.org or call 540-785-8901 to learn which event sponsorships still are available and the associated costs. Note: You must be a Valve Ed Supporter to sponsor an event. SHIPPING INFORMATION Deliveries are to arrive within THREE business days of the event. There is a handling charge of $10 per box/per day. Conference Services Manager: Lisa Koehler 1-847-928-7647 or lisa.koehler@hilton.com The shipping address is as follows: Hold for: VMA-Valve Basics (10/26/11) Attn: Angela Hingston-Oliver The Embassy Suites Chicago O Hare - Rosemont Hotel 5500 North River Road Rosemont, IL 60018
EXHIBITOR REGISTRATION VMA/VRC Members: $495 (includes up to 2 people in the exhibit hall*) Non-members: $595 (includes up to 2 people in the exhibit hall*) $75 per additional registrant (if more than 2 people at your exhibit*) $30 Electricity required at tabletop *Does not include seminar, which requires a separate registration fee. PLEASE COMPLETE THE FOLLOWING: Your name (first and last) Title Company Address City/Town State/Province Zip/Postal Code Email Phone Fax Website Product description (will be used in onsite program) Competitors All exhibit staff names (including person that filled out this form if that person is attending): We strongly encourage you to REGISTER ONLINE. Here s a link to access online registration: http://www.vma.org/events/e vent_details.asp?id=169328 If for some reason you are unable to register online, please use this form. #1 (included) Nickname for badge Title Email #2 (included) Nickname for badge Title Email #3 (addtl $75) Nickname for badge Title Email PAYMENT INFO: VISA MasterCard Discover American Express Name as it appears on card Card no. 3- or 4-digit code Exp. Date Signature Is address on card same as filled in above? Yes No If no, please include below: Address City State/Province Zip/Postal Code FAX FORM TO: 202-296-0378 or SCAN COMPLETED FORM & EMAIL TO: jtibbs@vma.org Contact: Judy Tibbs, VMA Director of Education (540-785-8901 office; 571-274-0402 cell)
EMBASSY SUITES CHICAGO O HARE ROSEMONT 5500 North River Road, Rosemont, IL 60018 Hotel main number: 1-847-928-7630 Reservations number: 1-800-362-2779 Reservations link: http://tinyurl.com/3keur2y Reservation cut-off: 5:00 pm CST, Tuesday, Oct. 4, 2011 Rate: $169.00 per night (+ taxes), king or 2 queens, with separate bedroom and living room; includes cooked-to-order breakfast from 6:00 am 9:00 am and evening cocktails. (Rate offered 2 days pre and post event, dependent upon availability.) Internet: Complimentary in guestrooms Parking: Discounted self parking at $13.00 per day Check-in: 3:00 pm Check-out: 12 noon Transportation from O Hare: Complimentary transportation to and from O'Hare International Airport from 4:00 am-12:00 am every 30 minutes. About the hotel: The Embassy Suites Chicago O'Hare - Rosemont Hotel is located one mile from the O'Hare International Airport and directly across the street from the Donald E. Stephens Center, formerly known as the Rosemont Convention Center. The hotel is conveniently located just two blocks from the Rosemont Blue Line CTA station, which provides access to downtown Chicago, only 15 miles away. Also located nearby are Muvico Theatres, the Rosemont Theater and Allstate Arena. This eight-story Chicago suite hotel offers a wide array of amenities and services, including a heated indoor swimming pool and whirlpool, a fitness center, on-site dining and room service. For more information on the hotel, go to: http://tinyurl.com/ytx73n NOTE: The Valve Basics Seminar & Exhibition will take place entirely in the Embassy Suites Chicago O Hare Rosemont.