DATE: December 19, 2018 TO: FROM: SUBJECT: Members of Flexible Pavements of Ohio Cliff Ursich, P.E., President & Executive Director Exhibitor Information Planning is underway for the held in conjunction with Flexible Pavements of Ohio's (FPO) Annual Meeting on March 26-27, 2019 at the Polaris Hilton Hotel in Columbus, Ohio. Situated at the interchange of Interstate 71 and Polaris Parkway (8700 Lyra Drive, Columbus, 43240), this hotel provides convenient and easy access for customers to visit the trade show as well as great exposure for outdoor exhibitors to the more than 50,000 vehicles which pass this location daily. The OHIO ASPHALT EXPO program includes educational sessions to appeal to all segments of the industry from small contractors to large asphalt producers, governmental and private sector pavement owners, pavement specifiers, and consultant engineers and architects. Sponsorship opportunities are available to maximize exposure between you and your customers. Information on sponsorship opportunities and the indoor and outdoor exhibitor information and layouts are attached. The costs for both indoor and outdoor displays are included and have been held at the same level for the fifth consecutive year. Please note all exhibit layouts are tentative and are subject to revision based upon demand. The equipment show will be located in the parking area just outside of the conference meeting area. The indoor booth displays will be located in the Polaris & Gemini Foyers (see enclosed diagrams). Exhibition is limited to members of Flexible Pavements of Ohio whose dues are paid up-to-date as of the date of the. Exhibit spaces need to be reserved no later than March 1, 2019 to be included in the final program. Please contact Andrew Gall for additional information at (614) 791-3600 or by e-mail at Andrew.Gall@flexiblepavements.org. 1
Flexible Pavements of Ohio Sponsorship Information Thank you for your sponsorship of the OHIO ASPHALT EXPO! GOLD LEVEL - $2,700+ Includes sponsorship of the Chairman's Reception, Quality Paving Awards Luncheon and Scholarship & Individual Awards Breakfast. Contributors will receive: Signage recognition at all meal events including: o Membership Breakfast; o Quality Paving Awards Luncheon; o Chairman's Reception; and o Scholarship & Individual Awards Breakfast. Corporate recognition in the OHIO ASPHALT EXPO program. One indoor exhibit consisting of one 6' table and two chairs in a 6' by 10' space.* Two full conference registrations. SILVER LEVEL - $2,200 Includes sponsorship of break functions. Contributors will receive: Signage recognition at all break functions. Corporate recognition in the OHIO ASPHALT EXPO program. One indoor exhibit consisting of one 6' table and two chairs in a 6' by 10'space.* Two full conference registrations. BRONZE LEVEL - $1,600 Includes general sponsorship of the OHIO ASPHALT EXPO. Contributors will receive: Corporate recognition in the Asphalt Expo program. One indoor exhibit consisting of one 6' table and two chairs in a 6' by 10' space.* One full conference registration. LANYARD SPONSOR - $2,500 Sponsor logo on at least 500 lanyards which will be distributed onsite to each attendee during badge pick-up throughout the OHIO ASPHALT EXPO. Extra lanyards will be given to the sponsor. SUSTAINING SPONSOR - $700 Includes general sponsorship of the OHIO ASPHALT EXPO. *If a sponsor elects not to have an indoor exhibitor space the cost of an indoor exhibit will be discounted toward an outdoor exhibit space or two additional conference registrations will be provided. 2
Flexible Pavements of Ohio Indoor Exhibitor Information INDOOR EXHIBIT SPACE - $600 ($650 after January 18, 2019) Indoor exhibit space includes: o One 6' table and two chairs in a 6' by 10'space. o One (1) ticket to the following event functions: Chairman's Reception Scholarship & Individual Awards Breakfast. Indoor Exhibit Space Information Table top displays are recommended but not required. The dimension of each exhibit space is six feet deep by ten feet wide. The full exhibit must stay within this footprint to accommodate access to break areas and session rooms and location of the exhibit space must not be altered. Indoor exhibitors are limited to one exhibit space. Exhibitors may purchase additional tickets to the Scholarship & Individual Awards Breakfast at $65.00 each. Additional Chairman's Reception tickets may be purchased at $130 each. Each exhibitor must provide a first, second and third choice for display location based on the attached indoor exhibit layout. All exhibit areas will be assigned on a first-come firstserve basis upon receipt of payment. FPO will invoice the company for the requested amount; or, if preferred, payment may be made by major credit card. Payment within 14 days of the date of the invoice will be required to confirm the assigned location. Electrical service is available but not provided. Please contact the Hilton Columbus/Polaris directly for additional information. 3
Space Number (See attached) Flexible Pavements of Ohio Outdoor Equipment Exhibit Information Cost of Outdoor Equipment Exhibit Space Area Size Cost Per Space (Square feet) (Before January 18) 1 5,000 $1,600 $1,730 2 6,600 $1,920 $2,080 3 1,700 $940 $1,020 4 2,000 $1,000 $1,090 5 3,500 $1,300 $1,410 6 3,200 $1,240 $1,340 7 3,500 $1,300 $1,410 8 3,200 $1,240 $1,340 9 1,200 $840 $910 10 1,200 $840 $910 Outdoor Equipment Exhibit Space Information Outdoor exhibit space includes: o One (1) ticket to the following event functions: Quality Paving Awards Luncheon Chairman's Reception; and Scholarship & Individual Awards Breakfast. Cost Per Space (After January 18) Exhibitors may purchase additional tickets to the Scholarship & Individual Awards Breakfast at $65.00 each. Additional Chairman's Reception tickets may be purchased at $130 each. Upon request, FPO will consider combining or sub-dividing outdoor exhibit areas to accommodate exhibitor needs. Revised areas will be priced on the basis of $600 + $0.20/sf. Each exhibitor must provide a first, second and third choice for display location based on the attached outdoor exhibit layout. All exhibit areas will be assigned on a first-come first-serve basis upon receipt of payment. FPO will invoice the company for the requested amount; or, if preferred, payment may be made by major credit card. Payment within 14 days of the date of the invoice will be required to confirm the assigned location. Electric power for the outside exhibits will not be available or provided. It is suggested outdoor exhibitors needing electric power utilize silenced generators. 4
March 26-27, 2019 Sponsorship & Exhibitor Registration Form Sponsorship Level Amount Gold Level $2,700 Silver Level $2,200 Bronze Level $1,600 Lanyard Sponsor $2,500 Sustaining Level $700 Gold and Silver Level sponsorships include two full meeting registrations. Bronze Level sponsorship includes one full meeting registration. Please complete the below for the appropriate sponsorship level: First Registration Name Company Name Mailing Address Phone# Fax# E-mail Second Registration (Gold & Silver Level sponsors only) Name Company Name Mailing Address Phone# Fax# E-mail Gold, Silver & Bronze Level of sponsorship includes one indoor exhibit, or an outdoor exhibit space discounted by the rate of an indoor exhibit space, or two additional conference registrations. Please select one of the following: Indoor exhibit space Outdoor exhibit space at discounted rate Two additional full conference registrations (Provide registration information below): First Additional Registration Name Company Name Mailing Address Phone# Fax# E-mail Second Additional Registration Name Company Name Mailing Address Phone# Fax# E-mail
March 26-27, 2019 Exhibitor Registration Form INDOOR EXHIBIT SPACE - $600 ($650 after January 18, 2019) Please select a display location in order of preference based on the exhibit layouts. (See attached indoor layout for available spaces.) First location choice Second location choice Third location choice OUTDOOR EXHIBIT SPACE Please select a display location in order of preference based on the exhibit layouts. (See Outdoor Equipment Exhibit Information for layout and price information.) First location choice Second location choice Third location choice EXHIBITOR REGISTRATION Name Company Name Mailing Address Phone# Fax# E-mail Each exhibit space rental includes (1) ticket each to the Quality Paving Celebration, Quality Paving Awards Luncheon and Prayer Breakfast. Additional event tickets may be ordered below: Scholarship & Individual Awards Breakfast: @ $65 each Chairman's Reception: @ $130 each Amount Due for Sponsorship: $ Amount Due for Exhibit Rental(s): $ Amount Due for Additional Event Function Tickets: $ Total Amount Due: $ FPO will invoice the company for the requested amount; or, if preferred, payment may be made by major credit card or check. If paying by credit card, please provide the following information for credit card payment: Name on Card: Type of Card: Card No.: Exp. Date: Billing Address: Authorized Signature: Please return completed form to: Flexible Pavements of Ohio 6205 Emerald Parkway, Suite B Dublin, OH 43016-3300 Fax (614) 791-4800
Exhibitor Terms & Conditions All exhibit areas will be assigned on a first-come first-serve basis on receipt of payment. FPO will invoice the company for the requested amount; or, if preferred, payment may be made by major credit card or check. Payment within 14 days of the date of the invoice will be required to confirm the assigned location. Indoor exhibits will be limited in width to 10 feet to accommodate additional exhibitor participation over that of the. Depth of the booth will be limited to six feet. Please respect the exhibit space dimensions to ensure unimpeded flow of foot traffic and location of the exhibit space must not be altered. Indoor exhibitors are limited to one exhibit space. Electrical power is available for the indoor exhibits directly from the Hilton at an additional charge. Please complete the attached Exhibitor Service Order Form and return it to the Hilton. Electric power for the outside exhibits will not be available. It is suggested outdoor exhibitors who need electric power utilize silenced generators. FPO will consider combining or sub-dividing outdoor exhibit areas on request to accommodate exhibitor needs. Revised areas will be priced on the basis of $600 + $0.20/sf. Please exercise extreme caution to avoid damage to Hilton Hotel property. The exhibitor agrees to pay the cost of repairing any damage resulting from the exhibitor s equipment, display or activities. The trade show provides a unique opportunity for member companies to market equipment and services to the Ohio Asphalt industry. Equipment manufacturers, dealers and suppliers who have supported FPO through their membership and earned the right to market their products and services to the membership at large. As such, we are reminding all exhibitors that the subletting of portions of exhibit areas to non-member companies is not permitted. Also we request that when decorating exhibit areas, exhibitors respect other member companies by using their products for decoration purposes or by masking the name or symbol of any materials displayed from non-member companies. Set-up for the outdoor exhibits is from 8:00 AM to 6:00 PM on Monday, March 25, 2019. Set-up for the indoor exhibits is 1:00 PM to 5:00 PM on Monday, March 25, 2019 and from 7:00 AM to 8:00 AM on Tuesday, March 26, 2019. Exhibit times are from 8:00 AM to 5:00 PM on Tuesday, March 26, 2019 and from 8:00 AM to 12:00 PM on Wednesday, March 27, 2019. No additional security will be provided beyond that normally provided by the hotel. Nothing may be attached to the walls or any permanent structure contained in the Hilton Hotel. The display of equipment may be accommodated indoors by rental of the appropriate display space and satisfying the requirements of the hotel management for moving and displaying equipment. No pressure washing service is provided. Exhibitors will have to make their own arrangements or hire a service of their own choosing. A designated area for pressure washing is available at the rear of the hotel building.
Tent rental is available from O'Neil Awning and Tent, (614) 837-6352. If a tent is desired, exhibitors must make their own arrangements. Tent set up must occur on Monday, March 19, 2018. A fire department permit is required for any tent over 100 sq. ft. If you wish to use a tent of greater than 100 sq. ft., please coordinate with the Hilton at (614) 885-1600.
MARCH 26-27, 2019 OUTDOOR EQUIPMENT EXHIBIT SPACE LAYOUT Space Number Area, Net SF Approximate Dimensions 1 2 3 4 5 6 7 8 9 10 5,000 6,600 1,700 2,000 3,500 3,200 3,500 3,200 1,200 1,200 28' x 180' 42' x 110' + 24' x 85' 17' x 100' 24' x 90' 28' x 125' 28' x 115' 28' x 125' 28' x 115' 10' x 120' 10' x 120'
THE HILTON - COLUMBUS/POLARIS EXHIBIT SERVICE ORDER FORM Conference Name: Exhibit Date(s): Set up Time: Tear Down Time: Firm Name: On Site Contact: ENTER QTY DESCRIPTION Meeting Room: Set Up Date: Tear Down Date: Telephone: Booth #: ALL PRE-ARRANGED SERVICES WILL BE GIVEN FIRST PRIORITY. ALL SERVICES MUST BE PREPAID PRIOR TO ARRIVAL. ON SITE REQUESTS ARE AN ADDITIONAL $50.00 PER EACH SERVICE. PRICE EACH 120V/1-20 AMP Circuit (std outlet) $ 35.00 TOTAL 208V/1-30 AMP Circuit (must specify NEMA receptacle type needed) $ 165.00 $ - 208 V/ 1-60 AMP 3-phase $ 300.00 $ - Extension Cord $ 21.00 - Telephone Line plus cost of calls $ 75.00 $ - Wired High Speed Internet Access - per day $ 300.00 $ - Banner Hanging - Each Banner $ 75.00 Power Strip $ 21.00 $ - 32" LCD Monitor with Stand $ 230.00 $ - $ PAYMENT CC# ALL ORDER FORMS MUST BE RECEIVED BY THE HILTON COLUMBUS/POLARIS BY 4:00PM, 48 HOURS IN ADVANCE OF ARRIVAL IT IS THE RESPONSIBILITY OF THE EXHIBITOR TO TEST FOR CORRECT VOLTAGE BEFORE CONNECTING EQUIPMENT. EXHIBITORS ARE RESPONSIBLE FOR ALL SPECIALTY ITEMS, I.E. SURGE PROTECTORS, ISOLATION TRANSFORMERS, CONVERTERS, ETC. Name of Card Holder: Signature: EXP DATE: Sub Total $ - 23% Service Charge $ - Sub Total $ - 7.50% Sales Tax $ - Total $ - If you have any questions or need help with any items on this form, please call 614/885-1600 (fax 614/885-1605). PLEASE SEND THIS FORM & A CHECK OR CC# TO: Hilton Columbus Polaris, Attn: Sales & Catering Department, 8700 Lyra Drive, Columbus, Ohio 43240 or fax to 614/885-1605. No receipt will be sent, this Exhibitor service order form will serve as your receipt.