ROCKY MOUNTAIN ATHLETIC TRAINERS’ ASSOCIATION, INC.
EXHIBITOR CONTRACT
2014 ANNUAL CLINICAL SYMPOSIUM & BUSINESS MEETING
April 11, 2014 – Provo Marriott Hotel & Conference Center
***The exhibit hall will be a one day show on
Friday, April 11, 2014.***
HOTEL/EXHIBIT LOCATION
The 2014 RMATA Annual Symposium will be held at the Provo Marriott Hotel & Conference Center which is located at 101 W 100 N, Provo, UT, 84601. The hotel’s telephone number for room reservation is (801) 377-4700. Please contact the hotel directly and inform them that you are attending the RMATA meeting so that you will receive the convention rate of $119.00 for single occupancy. The meeting block of guest rooms will be released on March 19, 2014. After that date, rooms will be available on a first come/first served basis, but not necessarily at the convention rate.
RMATA EXHIBIT COORDINATOR CONTACT
RMATA Exhibit Coordinator:
Sheri Lampin
8182 Ferncliff Drive
Colorado Springs, CO 80920
(719) 482-4057
exhibits@rmata.org
EXHIBIT HALL INFORMATION
- Each booth will be 8’ X 10
- Each booth will have 3’ side walls and 8’ back wall with pipe and drape
- Each booth will have 7” x 44” company sign
- Each booth will have 1 skirted table, 2 chairs and 1 waste basket.
- Arrangements for booth electricity or other special needs must be made by contacting Jesse Jaimes with the hotel Audio Visual office (801) 362-2494
BOXES & PACKAGES
Any shipments to the hotel must be labeled with the recipient’s name, group affiliation and event dates. The hotel has no liability for delivery, security or condition of packages. The hotel is prohibited from storing hazardous or flammable materials on premises. Packages may not be received earlier than 3 days before event date (April 11, 2014). Hotel assesses a $5.00 charge per box that weighs up to 100 lbs. or there will be a charge of $100.00 per pallet.
EXHIBIT HOURS: (April 11, 2014)
Set-up: 7:00 am
Exhibits: 9:00 am – 12:00 pm
(Certified Athletic Trainers’ Only)
Lunch Break: 12:00 pm – 1:00 pm
(Exhibit hall will close, locked and secure)
Exhibits: 1:00 pm - 4:00 pm
(All Attendees)
Snack Break: 2:30 pm – 3:00pm
(Snack break for all attendees)
Break-down: 4:00 pm
Must vacate no later than 6:00PM
**Back by popular demand: We will hold an exhibitors reception/social Thursday evening for all exhibitors and certified athletic trainers**
ATTENDEES
The RMATA expects to have between 300 and 500 attendees for this year’s Symposium. Of these, at least 80 percent are expected be certified athletic trainers and 20 percent will be athletic training students. Please remember that students are our future.
BOOTH ASSIGNMENTS
Booth assignments will be based on previous history with the RMATA and sponsorship agreements with NATA. The exhibitors for this year will be assigned booth space on a first come / first served basis, with consideration for competitive product lines. Please register early to ensure you will get a booth for the Symposium.
PAYMENT
- Payment for sponsorship will be made electronically to Rocky Mountain Athletic Trainers’ Association. (Fed. Tax Id # 86-0456013)
- Fees are based on level of exhibiting you choose.
- 100% of exhibitors must register through the registration website.
- Credit card is the preferred method of payment.
- If you cannot pay by credit card, a check must be mailed to the District Secretary, Ben Davidson within 10 days of registration. His address is: 3753 West 500 North, Cedar City, Utah 84721
- Final deadline for ALL registrations is March 21, 2014.
- Late registration will start March 22 2014. Any exhibitor who registers on or after this date is will be charged a $100.00 late fee in addition to their chosen sponsorship level fee.
- Checks received after March 30, 2014 is subject to an additional $100 added to their sponsorship level.
- Exhibitor fees are not refundable.
PRODUCT SALES
Any final sales transactions conducted at the symposium site are subject to local and state laws and regulations. It is the exhibitor’s responsibility to ascertain and assure full compliance with all such laws and regulations. This may include a requirement to obtain a state and/ or local sales tax license or permit. Any exhibitor conducting sales transactions at the symposium site must be prepared to produce such license(s) or permit(s) upon the request of the RMATA exhibit coordinator, hotel management, or governmental authorities.
SECURITY
Exhibitors are responsible for the security of their booth space during exhibit hours. During the periods when the exhibit hall is not open, the entrances will be locked, but are accessible to hotel personnel. During such periods, any items of particular value should be removed from the exhibit area. While the RMATA makes reasonable efforts to secure the exhibit area, the RMATA is not responsible for the safety of the property of exhibitors from theft, fire, accident, vandalism, or other causes.
PUBLIC POLICY
The exhibitor is charged with knowledge of all laws, ordinances, and regulations pertaining to health, fire prevention, and public safety according to the township of Provo, Utah while participating in this event. Compliance is mandatory and the sole responsibility of the exhibitors.
COMPLIANCE WITH HOTEL RULES & REGULATIONS
Exhibitor agrees that it and all persons acting in its behalf will comply fully with all applicable terms and conditions of the agreement between the RMATA and the Provo Marriott pertaining to the conduct of the 2014 RMATA Symposium. (A copy of that agreement is available upon request.)
LIABILITY AND INSURANCE
The exhibitor agrees to indemnify and hold the National Athletic Trainers’ Association, Inc., NATA District 7, and the Rocky Mountain Athletic Trainers’ Association harmless from any loss or expense arising from any alleged violation of any law by exhibitor or those acting in behalf of the exhibitor, and to further indemnify and hold said organizations harmless from any loss or expense arising from any allegation of harm to any person or property resulting from the intentional misconduct or the negligence of the exhibitor or those acting in behalf of the exhibitor.
The exhibitor further agrees to assume the entire responsibility and liability for losses, damages, and claims arising out of exhibitor’s activities on the hotel premises and will indemnify, defend, and hold harmless the hotel, its owner, and the management company, as well as their respective agents, servants, and employees from any and all such losses, damages, and claims.
It is strongly recommended that exhibitors obtain property damage insurance to cover their exhibit material against damage or loss during the symposium, and also obtain liability insurance providing coverage against injury to another person or the property of others, naming the RMATA and the host hotel as additional insured.
