VALVE Basics Seminar & Exhibits June 6, 2011 EXHIBITOR INFORMATION KIT MacEwan Conference & Event Centre University of Calgary Calgary, Alberta Contents General Information 2 Rules & Regulations 3 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)
VALVE BASICS TABLETOP EXHIBITS - CALGARY MacEwan Conference & Event Centre University of Calgary 2500 University Drive NW Calgary, Alberta T2N 1N4 GENERAL INFORMATION Space at our tabletop exhibits, held on the first day of our two-day Valves & Actuators 101 educational program (June 6-7), is limited so be sure to reserve your table as soon as possible. In addition, we are offering an early-bird discount for those who sign up by March 25, 2011. FEES Non-members $595 ($550 through March 25); VMA/VRC Members $495 ($450 through March 25) 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 in Calgary; 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 11:50 am. 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 8-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) 2
VALVE BASICS TABLETOP EXHIBITS - CALGARY EXHIBITOR RULES & REGULATIONS The exhibit program will be held on Monday, June 6, during lunch, afternoon break and late afternoon/early evening reception: Monday, June 6 Event Exhibit schedule 9:00 am - 11:30 am Setup for Exhibitors -------------- 11:50 am 1:20 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 8-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) 3
VALVE BASICS TABLETOP EXHIBITS - CALGARY SHIPPING INFORMATION Please note: MCEC (MacEwan Conference & Events Centre) refers to the location of the Seminar/Exhibit [guest rooms are at Hotel Alma on campus] MATERIALS SHIPMENTS IN Deliveries are to arrive within TWO business days of the event. Inform the Event Coordinator in advance to ensure the MCEC can/will accept them. Unexpected deliveries may be denied. No COD items will be accepted Shipper to arrange for appropriate customs/brokerage if shipping from outside Canada. MCEC reserves the right to charge for handling bulk deliveries. Retain the shipper s tracking numbers for potential reference requirements. On each left top corner indicate the following information: o VMA Valve Basics Seminar & Exhibits, June 6, 2011 o Room Name: MacEwan Hall AB o Individual package # of Total Number of packages sent o Inside one envelope (marked Packing Slip ) and taped on all sides indicate: On-site VMA contact: Angela Hingston-Oliver (cell 202-460-1363) Receiving Exhibitor s name and cell number Address your deliveries to: Event Coordinator (Full name TBA) MacEwan Conference & Event Centre c/o The Students Union, University of Calgary 210 MacEwan Student Centre, 2500 University Drive, NW Calgary, AB T2N 1N4 CANADA Please put a note stating DO NOT LEAVE AT CENTRAL SHIPPING directly on the package MATERIAL SHIPMENTS OUT: Ensure all pieces are clearly labeled with the shipping address and contact information and that they are neatly stacked together MCEC is unable to hold materials more than two business days Please let your MCEC event coordinator know which courier service you are using, the number of pieces, and the date and time pick up will occur. 4
VALVE BASICS TABLETOP EXHIBITS CALGARY 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): REGISTRATION OPTIONS: 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=144184 If for some reason you are unable to register online, please use this form. 1 (included) Nickname for badge 2 (included) Nickname for badge 3 (addtl $75) Nickname for badge 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: 540-785-8903 or SCAN COMPLETED FORM & EMAIL TO: jtibbs@vma.org Contact: Judy Tibbs, VMA Director of Education (540-785-8901 office; 571-274-0402 cell; 540-785-8903) 5
VALVE BASICS TABLETOP EXHIBITS CALGARY HOTEL ALMA & ALMA RESIDENCE University of Calgary 169 University Gate NW Calgary, AB T2N 1N4 These special rates are available only through Friday, May 6, 2011. Call 403-220-2588 to make reservations, and mention you are attending the VMA Valve Basics Seminar & Exhibits. EURO-STYLE STANDARD ROOMS IN THE HOTEL ALMA One queen bed 32-inch flat-screen TV Mini-fridge, microwave and coffee makers Desk with ergonomic chair Wi-Fi, MP3 clock radio Complimentary Deluxe Continental Breakfast in Bistro Alma Complimentary local phone calls Complimentary long distance phone calls, within Canada and U.S., with exception of Alaska and Hawaii Complimentary internet access (wired and wireless) Complimentary access to the University of Calgary Fitness Facilities TWO-BEDROOM SUMMER APARTMENTS IN THE ALMA RESIDENCE Two bedrooms each with a double bed and lockable door 32 inch flat screen TV in each bedroom. Wetbar, mini-fridge and microwave Complimentary local phone calls Complimentary long distance phone calls, within Canada and U.S., with exception Alaska and Hawaii Complimentary internet access (wired and wireless) Fitness passes can be purchased at the Front Desk for $5.00 *Continental breakfast is not included with the room rate for those staying in the summer apartments. Should you wish to have breakfast in Bistro Alma, you are welcome to do so and pay as you go. (NOTE: Continental breakfast will be served at the MacEwan Conference & Event Centre on June 6 and 7, and is included in your registration fee.) ROOM RATES Room Type Hotel Alma Euro-style Standard Room Alma Residence Two-bedroom Summer Apartments Rate $130.00 $125.00 (for entire apartment) *Extra Person - $10.00 Note: Rates are subject to 5% GST, 4% Alberta Tourism Levy and 3% Destination Marketing Fee (taxes, levies & fees subject to change). Rates above are based on single or double occupancy. Rates above are minimum price per room. *Two Bedroom Summer Apartments - $10.00 extra person charge applied for each person over 2, up to a max. of 4 TO MAKE RESERVATIONS: Please refer to the VMA Valve Basics Seminar & Exhibits when reserving your room. Phone: 403-220-2588 (Fax: 403-284-4184) Email: stay@hotelalma.ca Website: www.hotelalma.ca A credit card must be provided by each guest to guarantee the reservation. This credit card will only be used for one night s room and tax, should the guest cancel less than 48 hours prior to arrival or fails to arrive for the reservation. 6