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Be Ready Utah
Expo
Friday, March 13, 2020 (2PM-8PM) Saturday, March 14, 2020 (9AM-6PM)
Mountain America Exposition Center
9575 S. State Street
Sandy, Utah 84070
Sponsor and Exhibitor P
acket
Target Audience: General public and professionals who work to improve and promote
preparedness in the community and in their homes.
Conference Objective: Connect professionals, educators, and the public to share knowledge,
research, and experience for improved preparedness.
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July 2019
Dear Potential Sponsor and/or Exhibitor,
We are pleased to inform you of the Be Ready Utah Expo, scheduled for Friday and Saturday,
March 13-14, 2020 at the Mountain America Exposition Center in Sandy, Utah.
The event is co-sponsored by:
The Utah Dept. of Public Safety, Div. of Emergency Management’s Be Ready Utah campaign
The Utah State University Extension
The Disaster Discovery Center
The American Red Cross
Salt Lake County.
We have had an excellent turnout and public response to previous years’ expos, and we hope to see
even more community participation this year.
We invite you to participate as a Sponsor or Exhibitor!
Sponsor Levels
Supporting
In-Kind Support
See pg. 5
Contributor
Any Amount Less Than
$750
See pg. 5
Bronze
$750 +
See pg. 5
Silver
$1500 +
See pg. 4
Gold
$3,000 +
See pg. 4
Naming
$10,000 +
See pg. 4
Exhibitor/Sponsor Booths (Booths will be located in Exhibit Hall 5 of the Expo Center)
10’ X 10’ on Sponsor Alley
$500 each
See pg. 6
10’ X 10’
$400 each
See pg. 6
10’ X 8’
$325 each
See pg. 6
.
Details and benefits regarding the Sponsor levels, Booths, and Agreement for Lease of Space are
on the following pages.
Sincerely,
Wade Mathews. Be Ready Utah Manager
Utah Division of Emergency Management
(801) 538-3702
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Exhibitor Opportunities
Exhibitors will be provided booth space on a first-come, first-served basis.
Exhibitors may rank their location choices but may not receive their first choice. It is determined by
the timing of payment.
Reservations will be held for one week while we await payment and completed application/contract.
After that, your preferred space(s) may become available to other exhibitors.
Exhibitors will receive two (2) exhibitor passes (for booth workers) and four (4) expo tickets per booth.
Exhibitor fees (described in the attached Agreement) must be paid in full prior to booth set up.
Exhibitors are responsible for the set up and take down of their product and booth(s).
Exhibitors must provide their own handcarts.
Exhibitors are responsible for the handling of all monies for their transactions and sales.
Access to the Internet involves a separate registration with Mountain America Expo Center.
We reserve the right to limit or decline any exhibitors.
We request that you allow us to provide you with Be Ready Utah Expo promotional materials to post
in your place of business.
If you are willing to provide door prizes to be given away in the Expo class breaks, please let us know. We will
give verbal recognition to businesses for providing those door prizes. For your convenience, there will be a
concession stand available near the exhibitor area.
We look forward to having a great group of exhibitors at the Be Ready Utah Expo. If we can be of any further
assistance, please let us know. We will do everything possible to help make the event a success for you, too.
For further information and to reserve a booth, contact Mallory Santa Cruz at mallory.santacruz@redcross.org
or call 801-367-4552. Thanks for considering this important community event. Hope to see you there!
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Sponsor Opportunities
Sponsorship categories will be filled on a first-come basis. There may be multiple sponsors within a
sponsorship level. The Planning Committee retains the right to refuse sponsorship not in accordance
with conference goals, objectives and guiding principles. NOTE: Sponsors may pay by credit card by
going to the www.BeReadyUtahExpo.org website and clicking on TICKETS and going to the
Sponsorship level, or you may send a check as indicated on the Sponsor Form below. Payment by
credit card may include an additional processing fee. Booth setup is Thursday, March 12
th
from Noon
to 5:00 p.m.
Naming Sponsor $10,000 + (only one available)
Company name inserted in front of the Expo name in all communications (e.g. The Mountain America
Be Ready Utah Expo
Company name and logo prominently displayed on all conference materials, including invitations and
conference emails. (Note: sponsorship check and company logo must be received prior to December 1,
2019
Link from conference website (www.BeReadyUtahExpo.org) to your company/organization website
Opportunity to place literature in attendee packets (Due January 31, 2020)
Ad in the conference material, and name mentioned on all radio and social media ads
Company name, logo, contact information on conference website
Recognition from the podium during general session
36x48 sign with company name and logo displayed during conference
10 complimentary tickets
Two (2) complimentary (10x 10’) vendor booths in prime conference location for duration of the
Conference ($1000 value) *
Gold Sponsor $3000 +
Company name and logo prominently displayed on all conference materials, including invitations and
conference emails, as space is available in print media. (Note: sponsorship check and company logo
must be received prior to December 1, 2019
Link from conference website (www.BeReadyUtahExpo.org) to your company website
Opportunity to place literature in attendee registration packet
Ad in the conference material
Company name, logo, contact information on conference website
Recognition from the podium during general session
24x36 sign with company name and logo displayed during conference General Session
5 complimentary tickets
Two (2) complimentary (10’ x 10’) vendor booths for duration of the conference, in prime conference
location ($1000 value) *
Silver Sponsor $1500 +
Company name and logo displayed on conference website
Company name, logo, contact information in conference program
Link from conference website (www.BeReadyUtahExpo.org) to your company website
Ad in the conference packet
Recognition from the podium during general session
One (1) complimentary vendor booth (10’ x 10’) for duration of the conference, in prime conference
location ($500 value)
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Bronze Sponsor $750 +
Company name, logo, and contact information included in conference program
Company name and logo displayed on conference website
Recognition from the podium during general session
Booth space is not provided
Contributor Any Dollar Amount Less Than $750
Company name and logo displayed on conference registration website
Company name, and contact information included in conference program
Booth space is not provided
Supporting Sponsor in-kind support
In-kind sponsors are limited to needs of the conference.
Company name and logo displayed on conference registration website
Company name and contact information in conference program
Examples of in-kind support opportunities (not limited to suggestions):
Door prizes, ad space on your company website for this conference, mailing, postage, printing, volunteer assistance, bags,
notebooks, binders, pens, pencils, lanyards, etc.
Booth space is not provided
* Sponsors wanting to purchase extra booth space beyond the designated booth space determined by
level of sponsorship (See above) will be charged an additional $500 per 10’x10’ booth space to remain
within designated sponsor’s booth locations. (The sponsor booth locations are prime traffic areas within
the show, are determined by the planning committee, and assigned on a first come first served basis.)
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Agreement for Lease of Space
(must be completed by Sponsors and Exhibitors)
Be Ready Utah Expo
Friday and Saturday,
Hours: Friday 2:00 p.m. to 8:00 p.m.; Saturday 9:00 a.m. to 6:00 p.m.
Mountain America Exposition Center
9575 South State Street, Sandy, Utah 84070
This Agreement is entered into on (date) , by and between:
(“ORGANIZER”), The Utah Division of Emergency Management, whose address is:
1110 State Office Building, Salt Lake City, Utah 84114, and (SPONSOR”/“EXHIBITOR”/)
Company Name: _______________________________________;
ADDRESS: _____________________________________________________________________;
Contact Person:_________________________________________.
What merchandise will you be selling? (Please be as specific as possible for the majority of your
merchandise and include brand names so as to avoid over-duplication).
ORGANIZER and SPONSOR/EXHIBITOR hereby agree as follows:
Subject to the terms and conditions of this Agreement, ORGANIZER leases to EXHIBITOR the booth
space(s) described in Exhibit #1 of this Agreement for the Be Ready Utah Expo at the Mountain America
Exposition Center (hereby referred to as EVENT).
1. Booth Space SPONSOR/EXHIBITOR agrees to lease the following number of
booth(s) at the agreed upon price for both days:
*$500.00 for a 10’ x 10’ booth on Sponsor Alley. Desired number of 10’x10’ booth(s)
________.
$400.00 for a 10’ x 10’ booth. Desired number of 10’x10’ booth(s) ________.
$325.00 for a 10’ x 8booth. Desired number of 10’x8’ booth(s) ________.
A discount of $25.00 per booth for each additional booth after the first booth reserved
will be applied, if payment is received prior to October 31, 2019.
The total cost to lease said booth(s) is $ (“Contract Price”).
ORGANIZER will furnish pipe and drape for back and sides, one 8’ table with drape, two
chairs, one waste basket and name sign as a part of this Agreement.
EXHIBITOR assumes all other costs, such as additional lighting, signage, carpeting, WiFi,
electricity, etc. ORGANIZER will facilitate a third party from whom EXHIBITOR may rent
these extra items. The leased booth space(s) shall be used exclusively by EXHIBITOR for
the exhibition of the items described in beginning section of this Agreement. EXHIBITOR
shall not represent more than one business.
Reserving Booth Space - Booth(s) are sold on a first-come, first-served
basis with payment to secure location. They are expected to sell out. A
waiting list will be maintained in the order of requests for spaces to be
received after sell out. ORGANIZER has right of refusal of any vendor.
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Payment for booth(s) space Payment for booth space may be made one
of two ways.
1. A check may be made out to DPS/DEM, and sent to:
Utah Division of Emergency Management
Attn: Wade Mathews “Be Ready Utah Expo” Committee Chair
1110 State Office Building
Salt Lake City, Utah 84114
2. A credit card payment may be made through Eventbrite on our Utah
Prepare website: www.BeReadyUtahExpo.org
We will no longer accept direct cc payments.
Booth Selection - The EXHIBITOR may choose booth(s) according to the
Vendor Booth Layout Map, which will be disclosed upon
request. EXHIBITOR will then send this contract along with payment, if by
check, to DPS / DEM, for booth(s) selected; if by Eventbrite, payments must
be accompanied by an electronic copy of this contract fully completed and
sent to Mallory Santa Cruz at mallory.santacruz@redcross.org If the
desired booth(s) are not available, ORGANIZER may substitute different
booth(s) to be occupied by EXHIBITOR.
*NOTE: Sponsors wanting to purchase extra booth space beyond the designated booth
space determined by level of sponsorship (See Sponsorship Section of this packet) will be
charged an additional $500 per 10x10 booth space to remain within designated sponsor’s
booth locations. (The sponsor booth locations are prime traffic locations within the show
and are determined by the planning committee and assigned on a first come first served
basis.)
2. Electrical Contract SPONSOR/EXHIBITOR is responsible for arranging and
paying for required electrical with the display contractor.
**** Initial here to show your acceptance of Section 2 ****
3. Internet/Wi-Fi Access Wi-Fi is provided by Mountain America Exposition Center
for $40.00 per device per day. While at MAEC, you can log onto the Internet where
you will be prompted for your credit card information. Internet is provided for that
device for the day. There is no need to preorder or fill out paperwork.
4. Booth Selection and Availability Subject to availability, SPONSOR/EXHIBITOR
selects leased booth(s) indicated on the “Reservation of Boothsform attached
hereto as Exhibit #1. However, booths are leased on a first-come, first-served basis
upon payment; if the desired booth(s) are not available, ORGANIZER may substitute
alternate booth(s) to be occupied by EXHIBITOR.
5. Subletting SPONSOR/EXHIBITOR shall not, without prior written consent of
ORGANIZER, assign or sublet any part of this Agreement or the leased booth(s).
6. Failure to Comply If ORGANIZER determines that SPONSOR/EXHIBITOR has
failed to comply with any provision of this Agreement or the attached Rules of Use,
ORGANIZER shall have the right to remove EXHIBITOR from the EVENT and, in
which case, EXHIBITOR shall not be entitled to a refund of the Contract Price.
**** Initial here to show your acceptance of Section 6 ****
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7. Failure to Occupy Leased Booth(s) SPONSOR/EXHIBITOR agrees to occupy
the leased booth(s) for the full duration of the EVENT. If EXHIBITOR does not
occupy the leased booth(s) for the duration of the EVENT or fails to comply in any
other respect with the terms of this Agreement, ORGANIZER shall have the right, but
not the obligation, without notice to the EXHIBITOR, to lease such booth(s) or any
part thereof to a third party. In addition, if EXHIBITOR fails to occupy the leased
booth(s) for the duration of the EVENT or comply with any of the provisions of this
Agreement, EXHIBITOR shall pay the entire Contract Price as liquidated
damages.
**** Initial here to show your acceptance of Section 7 ****
8. Notice of Cancellation - If SPONSOR/EXHIBITOR desires to cancel this
Agreement, SPONSOR/EXHIBITOR shall notify ORGANIZER at least 15 days prior
to the EVENT. If SPONSOR/EXHIBITOR cancels this Agreement without providing
15 days advance notice, SPONSOR/EXHIBITOR shall forfeit 50 percent of the
Contract Price. If notification of cancellation is less than 10 days prior to the opening
of the EVENT, EXHIBITOR shall forfeit the entire Contract Price.
**** Initial here to show your acceptance of Section 8 ****
9. Set Up and Take Down All SPONSORS/EXHIBITORS will be required to set up in
Exhibit Hall 5 on Thursday, March 12th from Noon to 5:00 p.m. EXHIBITOR must
have space ready for business 30 minutes prior to the EVENT opening for the public
on Friday, March 13, 2020, which is scheduled to begin at 2:00 p.m. and run
through 8:00 p.m. If SPONSOR/EXHIBITOR has failed to set up by said time,
SPONSOR/EXHIBITOR will be charged an additional $50.00 per booth. Booths may
be dismantled from 6:00 p.m. to 8:00 p.m. on Saturday, March 14, 2020. The
SPONSOR/EXHIBITOR is responsible for securing their goods and display items
during set-up and take-down hours.
NOTE: No vendor will be allowed to set up, if full payment for booth space has not
been received prior to Thursday, March 12, 2020.
10. Disruptive Behavior If ORGANIZER determines that the conduct of EXHIBITOR
is disruptive to the EVENT or that SPONSOR/EXHIBITOR is not acting in a
courteous and professional manner, ORGANIZER may remove EXHIBITOR from the
EVENT and in which case, SPONSOR/EXHIBITOR shall not receive a refund on the
Contract Price.
**** Initial here to show your acceptance of Section 10 ****
11. Waiver of Liability ORGANIZER will not be responsible or liable for any loss or
damage incurred by SPONSOR/EXHIBITOR as a result of fire, theft, wind, storm,
explosion or any other cause whatsoever. ORGANIZER is not responsible for
damage from loss of occupancy or other loss to SPONSOR/EXHIBITOR by
destruction or damage to the exhibit area. SPONSOR/EXHIBITOR releases
ORGANIZER from any and all responsibility for theft or damage to equipment,
booth(s) or displays within the booth(s) by fire, rain, accident or any other cause
whatsoever. SPONSOR/EXHIBITOR assumes full and total responsibility for all
patrons of the EVENT who visit or enter SPONSOR/EXHIBITOR’S booth(s) and
releases and agrees to indemnify ORGANIZER from any claims by any patron
concerning the goods or services EXHIBITOR displays, provides or sells at, or in
connection with, the EVENT. SPONSOR/EXHIBITOR agrees to bear full
responsibility for any damage caused to the exhibition facility by
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SPONSOR/EXHIBITOR, their agents or employees during the EVENT and while
setting up or taking down their booth(s). SPONSOR/EXHIBITOR agrees to
indemnify, hold harmless, and covenants not to sue ORGANIZER for any and all
liability, real or alleged, arising out of, or in connection with, this Agreement.
SPONSOR/EXHIBITOR agrees to pay all costs of collection, default, break or
enforcement hereunder, including reasonable attorneys’ fees.
**** Initial here to show your acceptance of Section 11 ****
12. Certificate of Insurance While the ORGANIZER does not require proof of
insurance from any SPONSOR/EXHIBITOR, it shall be known that neither
ORGANIZER nor Event Location (Mountain America Exposition Center) will be liable
for any bodily injury, personal injury, or property damage to listed
SPONSOR/EXHIBITOR, or patrons injured, as a result of negligence on the part of
the SPONSOR/EXHIBITOR.
**** Initial here to show your acceptance of Section 12 ****
13. Health Department Regulations The ORGANIZER will not be responsible for any
Health Department regulations for food samples provided in booth(s) of
SPONSOR/EXHIBITOR. All necessary health code specifics and fees are the
responsibility of the SPONSOR/EXHIBITOR. (See attached letter and Temporary
Food Establishment Application). SPONSOR/EXHIBITOR must submit the
application to the Health Department at least 12 days prior to the EVENT.
**** Initial here to show your acceptance of Section 13 ****
14. Utah State Tax Commission ORGANIZER will not be responsible for any tax
licensing and filing requirements of sales by SPONSOR/EXHIBITOR. All necessary
licenses, fees, reporting and remittance are the responsibility of
SPONSOR/EXHIBITOR (See attached letter). Information must be submitted to
ORGANIZER by Friday, February 28, 2020.
**** Initial here to show your acceptance of Section 14 ****
15. Release of Vendor Contact Information Vendor contact information will be
provided, upon request, to third parties seeking said information.
SPONSOR/EXHIBITOR may opt out of the vendor contact information release by
initialing here.
**** Initial here to Opt Out of Vendor Contact Release ****
16. Utah Food Services Contractual Obligations All SPONSOR/EXHIBITORS will
be required to be in compliance with any Event Location regulations or Event
Location Food Services regulations specific to sales or samples of any restricted
items that may be in direct competition to their sales or show options. It will be the
responsibility of all SPONSOR/EXHIBITORS to submit for pre-approval of the event
ORGANIZER any items prior to the event. Violation of these restrictions at the
EVENT will result in SPONSOR/EXHIBITOR ceasing to distribute or being removed
from EVENT without refund of booth fees.
17. Entire Agreement This Agreement contains the entire understanding of the parties
and no oral or other representation not contained herein shall be binding upon the
parities hereto.
18. Interpretation of Agreement In the event of disagreement regarding the meaning
or interpretation of this Agreement, the interpretation of ORGANIZER shall govern.
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IN WITNESS WHEREOF, ORGANIZER and SPONSOR/EXHIBITOR have signed this
instrument the day and year first above written. Questions or concerns should be addressed to
Mallory Santa Cruz by email mallory.santacruz@redcross.org / phone 801-367-4552
ORGANIZER: SPONSOR/EXHIBITOR:
Utah Division of Emergency Management ___________________________________
(Exhibitor/Company Name)
By: By:
Name: Name:
Title: Title:
Date: Date:
Phone: _____________________________
Email: ______________________________
IF selling products, provide Tax ID #: _________________________________
Make Checks Payable to:
DPS / DEM
(Dept. of Public Safety / Div. of Emergency Management)
Mail to:
Utah Division of Emergency Management
Attn: Wade Mathews “Be Ready Utah Expo” Planning Committee Chair
1110 State Office Building
Salt Lake City, Utah 84114
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EXHIBIT #1
RESERVATION OF BOOTHS
Reserving Booth Space Booths are sold on a first-come, first-serve basis and are
expected to sell out. A waiting list will be maintained in the order of requests, for spaces
to be received after sell out.
Booth Selection: The SPONSOR/EXHIBITOR may request specific booth space(s) or
they may be assigned by the ORGANIZER. A booth layout diagram from a previous
event is attached to provide an idea of how the booths may be laid out. However, some
changes may be made for this event and an updated Exhibitor Booth Layout Map
will be provided upon request.
EXHIBITOR will send this contract along with full payment (check or Eventbrite receipt)
to DPS / DEM for the booth(s) selected. Payment must be received by ORGANIZER to
secure the booth(s) prior to March 12, 2020 . If the desired booth(s) are not available,
ORGANIZER may substitute different booth(s) to be occupied by EXHIBITOR.
SPONSORS/EXHIBITORS may call Mallory Santa Cruz at 801-367-4552 or email
mallory.santacruz@redcross.org to tentatively reserve booth space, then send or deliver
this signed contract and full payment to:
Utah Division of Emergency Management
Attention: Wade Mathews “Be Ready Utah Expo” Planning Committee Chair
1110 State Office Building
Salt Lake City, Utah 84114
Please reserve (total Number): booth(s).
1
st
Choice (booth number(s))
2
nd
Choice
3
rd
Choice
Booth spaces will only be held until a full payment for said space is received by any
Exhibitor and may be lost to other vendors on a first come/first serve basis. No one will
be allowed to set-up booth(s) without providing payment in full.