Fill - Free fillable Sponsor Exhibitor Expo Packet 2020 Form PDF form

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.

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

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!

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

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 (10’ x 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)

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.)

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 8’ booth. 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.

• 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 Booths” form 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 ****

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

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.

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

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).

Choice (booth number(s))

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.

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