Texas Motor Speedway. November 13, Sponsor Registration Packet

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1 Texas Motor Speedway November 13, 2015 Sponsor Registration Packet

2 Dear Valued Exhibitors and Sponsors; We invite you to be a part of the 5th Annual RMFMA Texas Equipment and Technology Show hosted by the Texas Chapter of the Rocky Mountain Fleet Management Association, on November 13, This year s expo is full of sensational changes! The technician competition, tire rodeo, and meals remain in the program, as in years past. In addition, race car and pace car rides are still available for purchase. Attendee incentives and events will continue throughout the day to keep folks engaged with exhibitors. We have added new demonstration opportunities that will allow unique ways to spotlight your goods and services offered to our fleet leaders. We understand exhibitors are mindful of costs, and the RMFMA Texas Equipment and Technology Show is a value at a great venue. Surrounded by the sights and sounds of Texas Motor Speedway, attendees are able to engage and learn about industry equipment, vehicles, supplies and services offered by vendors. Although over 400 attended this event in 2014, we hope program revisions will enhance exhibitor visibility. We have made the following changes to this year s show: Scheduled equipment product demonstrations (complete with bleacher seating). Rate revisions: The lowest tier booth cost has been reduced by $50, among other changes (p.4). New golf event: After booth set-up, meet with fleet professionals during a halfround of golf. New and improved networking event sponsored by the RMFMA Texas Chapter which includes food, a live band and cash bar. You can meet one-on-one with fleet managers in a fun, relaxed atmosphere. These revisions will bring more value to you, your existing customers, and with new prospective customers. Spots are filling up fast, so don t hesitate to register soon! Thank you, Wade Looney, Event Chair Texas Equipment and Technology Show 5 th Annual Texas Equipment & Technology Show Sponsor Registration Packet 2

3 5 th Annual Texas Equipment & Technology Show Agenda----- Thursday, November 12, 2015 TIME EVENT 9:00 A.M. 3:00 P.M. VENDOR SET UP AND REGISTRATION 12:00 P.M. 4:30 P.M. GOLF GAME 6:30 P.M. 9:00 P.M. NETWORKING MIXER- Marriott Hotel Live band, cash bar, hors d oeuvres Friday, November 13, 2015 TIME EVENT 6:30 A.M. GATES OPEN 7:00 A.M. 8:30 A.M. BREAKFAST SERVED 8:30 A.M. OPENING CEREMONY 8:45 A.M. 9:15 A.M. EQUIPMENT DEMOS RED, BLUE, GREEN AREAS 9:00 A.M. 5:00 P.M. PACE CAR RIDE SALE 9:30 A.M.-10:00 A.M. EQUIPMENT DEMOS RED, BLUE, GREEN AREAS 10:00 A.M. TECHNICIAN COMPETITION BEGINS 10:15 A.M.-10:45 A.M. EQUIPMENT DEMOS RED, BLUE, GREEN AREAS 11:00 A.M.-11:30 A.M. EQUIPMENT DEMOS RED, BLUE, GREEN AREAS 11:30 A.M. 1:00 P.M. LUNCH SERVED 1:00 P.M. TO 2:00 P.M. TRUCK TIRE RODEO 2:15 P.M. 2: 45 P.M. EQUIPMENT DEMOS RED, BLUE, GREEN AREAS 3:00 P.M. 3: 30 P.M. EQUIPMENT DEMOS RED, BLUE, GREEN AREAS 3:30 P.M. CLOSING CEREMONIES/AWARDS/PRIZES 3:30 P.M. - 5:00 P.M. RACE CAR RIDES 5:00 PM SHOW ENDS 5 th Annual Texas Equipment & Technology Show Sponsor Registration Packet 3

4 5 th Annual Texas Equipment and Technology Show Available Sponsorship Levels Sponsorship Level PRICE Company Logo Included Booth Size(s) Level 1 $3,500 Posted on Show Banners, Advertising Materials, and Show Monitors One Product Demo Site One outside booth One inside booth Six staff passes Demo-Spot 20 x50 Outside-20 x50 Inside-20 x10 Level 2 $2,000 Posted on Show Banners, Advertising Materials, and Show Monitors One Product Demo Site One outside booth OR One inside booth Four staff passes Demo-Spot 20 x50 Outside-20 x50 OR Inside-20 x10 Level 3 $1,000 Booth Space One outside booth **OR** One large inside booth Three staff passes Outside-20 x50 OR Inside-20 x10 Level 4 $ 500 Booth Space One inside booth Two staff passes Inside-10 x10 PRODUCT DEMOS: SPOTS LIMITED 18 TOTAL. Live equipment or product demonstrations in designated areas near outside exhibit space, assigned as per program agenda with microphone/public address system and public seating included. STAFF PASSES: Includes breakfast, lunch and invitation to networking event Thursday night. BOOTH ASSIGNMENTS: Booth locations will be coordinated with vendor liaison. VENDOR LIAISON: Ramona Butler: 5 th Annual Texas Equipment & Technology Show Sponsor Registration Packet 4

5 5 th Annual Texas Equipment & Technology Show EXHIBIT CONTRACT PROVISIONS AND REGULATIONS 1. CONTRACT The following rules become binding between the applicant (Exhibitor), its employees and agents, and the RMFMA and the Show Management, and any additions and amendments thereto that may thereafter be established or put into effect by the management. Complete information and authorized signature are required to process the contract. Contracts and payments received after September 30, 2015 will pay an additional $100 per booth, there are no exceptions. Late registration and payments for exhibit space must be received on or before October 30, 2015 or space will be forfeited. 2. SPACE ASSIGNMENTS Space will be assigned to Exhibitors according to a priority system based on special space requirements and the earliest received contract with payment made in full. Applicants will be assigned on a first come, first-serve basis. RMFMA reserves the right to make or change the space assignment. 3. Brief description of products/ services to be exhibited: 4. List below up to three (3) competitors from whom booth separation is desired. a) b) c) 5. TERMS of PAYMENT Full payment must accompany the exhibitor Contract and Registration form and must be received by September 30, Contracts will not be processed, nor will space be assigned, without payment. Online Registration and credit card payments may be made at the RMFMA web site at: Checks can be mailed to: CITY OF GARLAND FLEET SERVICES-DEPT 480 P O BOX GARLAND, TX ATTN: RAMONA BUTLER (Contact Info: 5 th Annual Texas Equipment & Technology Show Sponsor Registration Packet 5

6 6. BOOTH SPACE CANCELLATION Any cancellation or reduction of booth space for any reason is subject to the following terms: Cancellation requests must be received in writing. The date that the exhibitor s written notice of cancellation is received by RMFMA will be considered the official cancellation date. CANCELLATION FEES: a) Cancellation received between September 30, and October 30, 2015 Fee Withheld: $ Administrative Fee b) Cancellation received after November 1, 2015 Fee Withheld: 100% of booth cost There will be no refund for exhibitors who, for any reason, do not exhibit at the Texas Equipment & Technology Show 2015 and have not submitted a written cancellation request prior to the deadlines outlined above. 7. USE OF EXHIBIT SPACE Exhibitors shall reflect their company s highest standard of professionalism while maintaining the booth during show hours. The booth must be maintained by at least one company representative at all times during the Show s operation. All demonstrations and exhibits must be confined to the contracted space. NO EXHIBITOR SHALL ASSIGN, SUBLET, OR SHARE THE WHOLE OR PART OF THEIR EXHIBIT SPACE. 8. VEHICLE EXHIBITS Before an exhibitor enters the facility with the vehicle, an RMFMA Committee staff member must sign off on the vehicle. 9. EXHIBIT STANDARDS The RMFMA shall have the right to prohibit any exhibit or part of an exhibit which, in their opinion, is not suitable to, or in keeping with, the character or purpose of the Exposition. Questionable exhibits shall be modified at the request of the RMFMA. 10. SAFETY a) Fire regulations require all display material used for decorations to be flameproof. Any electrical equipment, including signs and lights, should be in good operable condition and able to pass the inspection of the local Fire Underwriters Inspection Bureau. Each exhibitor agrees to be knowledgeable and responsible regarding ordinance and regulations pertaining to health, fire prevention and public safety while participating in this Exposition. b) The use of flammable materials necessary to the purpose of the exhibit where no other alternative may be used must be brought to the attention of the RMFMA staff, in writing, not less than 60 days prior to the Show opening for approval. 11. EQUIPMENT DEMONSTRATIONS PROVISIONS a) The Demonstration Coordinator (Terry Anglin) shall direct the activities before, during, and after the equipment demonstration(s), as per the show agenda. b) Demonstration Areas: Vehicles and equipment under Level 1 and 2 Sponsorships, will be on the agenda for live demonstrations. To coordinate this event, it is imperative all exhibitors follow strict guidelines and are cognizant of space and time constraints. Representatives. Attachment A shall be completed and sent in with sponsorship registration packet. c) All demonstration participants must attend a mandatory orientation meeting at 7:30 a.m. Friday morning, 11/13/15. 5 th Annual Texas Equipment & Technology Show Sponsor Registration Packet 6

7 d) Each exhibitor participating in a demonstration is responsible for providing an operator and power for their demonstration units (no refueling allowed on premises). e) Each demonstration participant is responsible for performing a thorough pre-show inspection to ensure proper equipment operation and confirm alarms, lights, brakes, and signage are in good operating order. f) Spotters shall be used by exhibitors when arranging vehicle or equipment used on the demonstration area and must be done under supervision of Demonstration Coordinator. g) After 8:00 a.m., no additional equipment will be allowed to enter the demonstration staging area without the permission of the Demonstration Coordinator. h) Exhibitors participating in demonstrations will assure the full operational length, width, and height of equipment shall not exceed posted restrictions. i) Each demonstrator should prepare approximately 20 minutes of material about the product to be presented by exhibitor. (audio equipment furnished) j) RMFMA shall be held harmless against any and all losses, damages, expenses, cost charges, liability, claims, and demands occurring or resulting from or connected with demonstrations of equipment. k) The demonstration program outlined here will be in conjunction with Texas Equipment and Technology Show, weather permitting. l) There will be no other equipment demonstrations permitted other than those assigned in the demonstration areas. 12. SECURITY/ LIABILITY/ INSURANCE a) The Rocky Mountain Fleet Management Association (RMFMA), its members, representatives and/or employees, will not be responsible for injury, loss or damage that may occur to the exhibitor, or the exhibitor s employees or property, from any cause whatsoever, prior, during, or subsequent to the period covered by this application and contract. b) RMFMA, as well as its members, representatives, and/or employees, will not be liable for failure to hold the Exposition as scheduled. Payment for exhibit space will be returned in that event, except that any actual expenses incurred in connection with the Exposition will be deducted if the Exposition is cancelled 90 days or less prior to the opening date because of fire, or any act of God, or public enemy, or strike, or epidemic, or any law, or regulation, or public authority, which make it impossible or impractical to hold the Exposition. c) Exhibitors agree to maintain such insurance that will fully protect the Show Management from any and all claims of any nature whatsoever, including claims under the Texas Workers Compensation Act, and for personal injury, including death, which may arise in connection with installation, operation, or dismantling of the exhibitor s display. d) Damage to inadequately packed property is the exhibitor s own responsibility. e) Damage to the facility housing the exposition, caused or done by the Exhibitor, shall be replaced or repaired by the exhibitor. Additionally, the exhibitor agrees to protect, save and hold harmless the RMFMA Show Management and the Texas Motor Speedway from loss, liability, and/or any damage whatsoever, caused to the facility hosting the exposition, or any part thereof, directly or indirectly, by the exhibitor. f) Exhibitors are advised to add on to their existing insurance a portal-to-portal rider at a nominal cost, protecting them against the loss/damage to their materials by fire, theft, accident, etc. 5 th Annual Texas Equipment & Technology Show Sponsor Registration Packet 7

8 13. SHIPPING Freight may be shipped to: C/O 5th Annual Texas Equipment and Technology Show Attn: Mr. Dave Pakebush 3601 Hwy 114 Fort Worth, Texas (Include company name and your assigned booth number.) Exhibitors will need to contact Wade Looney with your freight s delivery date, and RMFMA is not responsible for any lost or damaged booths. Exhibitors please note that we do not have a person designated to assist with booth shipment, setup or takedown. Exhibitors will be responsible for their own booth shipment, setup, takedown, and return shipment. All booths must have pre-printed labels and be packaged and ready for return shipment after the close of the show. 14. ADMISSIONS The RMFMA controls all admissions of persons. All persons visiting the exhibit area will be admitted according to the rules and regulations of the RMFMA. 15. EXHIBITOR LOGO The Platinum, Gold and Silver Sponsors are required to provide a.jpeg and.vector image of their Company Logo at the time of submission of the contract and payment. We will need both image types for advertising purposes. 16. AMENDMENTS AND REGULATIONS Any and all matters and questions not specifically covered by the articles in this contract shall be subject to the decision of RMFMA. The aforementioned items covered by this contract may be amended at any time by the management in the interest of the Exposition and notice therefore shall be binding on Exhibitors equally with the foregoing rules set forth in the contract. NAME OF COMPANY: SIGNATURE, EXHIBITOR CONTACT: TITLE: Phone: For any questions or concerns, contact: Ramona Butler, Vendor Liaison: Phone: Wade Looney, Chair, Texas Equipment & Technology Show: Phone: th Annual Texas Equipment & Technology Show Sponsor Registration Packet 8

9 5 th Annual Texas Equipment & Technology Show SPONSOR REGISTRATION Sponsorship Registration can be made via 1) online- credit card, or 2) mail -check: 1) Online via: 2) Make Checks payable to: Rocky Mountain Fleet Management Assoc.-TX Chapter 3) Mail: CITY OF GARLAND FLEET SERVICES-DEPT 480 P O BOX GARLAND, TX ATTN: RAMONA BUTLER (Contact Info: REGISTRATION FORM and payment must be received by SEPTEMBER 30, 2015 Upon receipt of payment, Vendor Liaison will contact you for booth position preference. COMPANY NAME: Check Sponsorship Level: (see Page 4 for description) Exhibitor Contact Name/Title: Address: Phone: Fax: Booth Staff Name Booth Staff Name Booth Staff Name Booth Staff Name Booth Staff Name Booth Staff Name REGISTRATION FORM and payment must be received by SEPTEMBER 30, 2015 Upon receipt of payment, Vendor Liaison will contact you for booth position preference. 5 th Annual Texas Equipment & Technology Show Sponsor Registration Packet 9

10 ATTACHMENT A DEMONSTRATION ENROLLMENT SPONSORSHIP LEVELS 1 & 2 COMPANY NAME: I HAVE READ AND AGREE WITH THE TERMS OF THE TEXAS EQUIPMENT & TECHNOLOGY SHOW CONTRACT AND AGREE TO COMPLY WITH SECTION 11, EQUIPMENT DEMONSTRATION PROVISIONS. Demonstrator Contact Name/Title: Signature Printed Name and Cell Phone No.: Authorized Demonstration Set-Up Team: Authorized Demonstration Set-Up Team: Name: Name: Equipment Description: Year/Make/Model/Size Description action to be demonstrated: Name of person speaking during demonstration: Upon enrollment, demonstration participants will be provided their designated time and area confirmation. All demonstration participants must attend a mandatory orientation meeting at 7:30 a.m. Friday morning, 11/13/15, at the Vendor Registration Booth. Any questions or concerns may be addressed by: Terry Anglin, Demonstration Coordinator 5 th Annual Texas Equipment & Technology Show Sponsor Registration Packet 10

11 LAYOUT 5 th Annual Texas Equipment & Technology Show Sponsor Registration Packet 11

12 OVERNIGHT LODGING Discount rooms are available in the City of Fort Worth, TX (Per Diem Government rate is $119) Please call the hotel directly or register online (link below) to reserve your hotel room. HOLIDAY INN EXPRESS & SUITES Raceway Drive, Northlake, TX RATES: $129/night GROUP CODE: RMFMA Phone: MARRIOTT 3300 Champions Circle, Fort Worth, TX RATES: $144/night GROUP CODE: RMFMA Phone: Here is the reservation link your guests can use to make online reservations: Book your group rate for Rocky Mountain Fleet Management Association *NOTE: Thursday evening networking event held at the Marriott* 5 th Annual Texas Equipment & Technology Show Sponsor Registration Packet 12

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