host hotel new orleans marriott 555 canal street new ... · new orleans marriott. 555 canal street...

hearingloss.org/programs-events/convention

Host HotelNew Orleans Marriott555 Canal StreetNew Orleans, LA 70130

Exhibit DatesJune 18–20, 2020

2 • HLAA2020 Convention • June 18–21, 2020 • New Orleans • hearingloss.org/programs-events/convention

INTRODUCTION

HLAA2020 Convention is the premier event for information, training, and support for people with hearing loss. The largest communication-accessible event of its kind in the U.S., people come from all over to learn the latest about hearing-assistive technologies and how to live well with hearing loss.

The convention features an extensive lineup of workshops and demonstrations, a research symposium, inspirational speakers, networking with dynamic leaders and hearing health professionals, and a grand exhibit hall filled with resources, products, and services. Attendees learn valuable strategies, meet friends and mentors, and celebrate with hundreds of people living life to the fullest with hearing loss.

HLAA2020 Convention is also the annual organizational meeting for the HLAA members, advocates, state organizations, and local chapter leaders and volunteers attending this event along with consumers from around the U.S.

1,000 attendees70 exhibitors25,000 square feet of exhibit space130 local chapters 13 state organizations50+ U.S. states and territories represented

Sponsorship and Exhibiting OpportunitiesHLAA2020 Convention offers a variety of opportunities for organizations to support people with hearing loss, increase brand awareness, connect with clients and consumers, and showcase products and services to hundreds of attendees.

HLAA is the nation’s leading nonprofit organization representing people with hearing loss. HLAA opens the world of communication to people with hearing loss through information, education, support, and advocacy. With more than 48 million Americans living with hearing loss, we work nationally and in local communities to provide vital assistance and resources to help people with hearing loss and their families live better lives.

“My experience at the HLAA convention is what I call a gift to myself. For the first time in two years after finding out I had a hearing loss, I felt welcomed and included.”

Sharon Symonds Southhampton, Bermuda

“I had no idea that I was in for such a rewarding and efficient use of my time and energies. I learned so much, had fun, shared ideas, and the exhibit hall was amazing! My head was exploding with ideas and couldn’t wait to get home to put them to work.”

Gerid Adams President, HLAA Greater Rapids Chapter Grand Rapids, Michigan

HLAA2020 Convention • June 18–21, 2020 • New Orleans • hearingloss.org/programs-events/convention • 3

IMPORTANT DATES TO REMEMBER

3 Dates to Remember

3 Contact Information

4 Schedule-at-a-Glance

5 Sponsorship Information and

Core Benefits

6 Sponsorship Opportunities

10 Marketing Opportunities

10 Demo Room Presentations

10 Mobile App Alert

11 Exhibiting at HLAA2020

11 What’s Included in Your Booth Space

11 Exhibit Booth Rates

12 Exhibit Hall Floor Plan

13 Sponsorship and Marketing

Opportunities Contract

14 Exhibit Hall and Program

Guide Contract

15 Terms and Conditions

DATES TO REMEMBERNov. 15, 2019 Sponsors of HLAA2019 are given first right

to renew their sponsorship for the HLAA2020 Convention.

Feb. 4, 2020 Exhibit space assignment begins.

March 1, 2020 Deadline for sponsor’s logo for May/June issue of Hearing Life.

Deadline for sponsor artwork for registration bags, Program & Exhibit Guide, etc.

Deadline to submit proposal for demo room presentation and payment.

May 1, 2020 Copy of certificate of insurance or affidavit due.

May 15, 2020 Deadline for submitting names for registration badges.

June 10, 2020 Deadline to schedule a mobile app alert.

CONTACT INFORMATIONExhibits and Advertising:Justin [email protected]

Sponsorships and All Other Inquiries:Amanda Watson, Meeting [email protected]

TABLE OF CONTENTS


PRELIMINARY SCHEDULE-AT-A-GLANCE

WHO ATTENDS HLAA CONVENTIONS?• Consumers with hearing loss• Family members• HLAA state and chapter members

• Hearing health care professionals• Veterans with hearing loss

Schedule-at-a-GlanceAll plenary sessions, workshops and events will take place at the New Orleans Marriott. Times are subject to change – be sure to consult the final HLAA2020 Convention Program and Exhibit Guide that will be in your Registration Bag. Registration badges must be worn to attend all sessions and to visit the Exhibit Hall (free ‘Exhibit Hall Only’ passes are available at the Convention Registration Desk).

* While official convention dates are June 18–21, the exhibit hall will be open Thursday through Saturday, June 18–20, 2020. Please note all times are subject to change.

Wednesday, June 179 a.m.–5 p.m. Exhibit and Attendee

Registration Open4:30 p.m.–6 p.m. HLAA Board of Directors Meeting

Thursday, June 18 8 a.m.–5 p.m. Exhibit and Attendee

Registration Open

9:30 a.m.–10:30 a.m. Educational and State/Chapter Room Workshops

Educational workshops are divided into the following tracks:

Advocacy Hearing Assistive Technology (HAT) Employment Lifestyle State/Chapter Development

11 a.m. – 1 p.m. Exhibit Hall Grand Opening

11 a.m. – 1 p.m. Exhibit Hall Only Hours

1:30 p.m. – 2:30 p.m. Educational and State/Chapter Room Workshops


5:00 p.m. – 6:30 p.m. Opening Session

6:30 p.m. – 8 p.m. Chair and Executive Director Reception (invitation only event)

Friday, June 198 a.m. – 5 p.m. Exhibit and Attendee Registration

Open 8:30 a.m. – 11 a.m. Research Symposium:

The Latest on Tinnitus Research11 a.m. – 5 p.m. Exhibit Hall Open 1:15 p.m. – 2:15 p.m. Educational and State/Chapter

Room Workshops 2:30 p.m. – 3:30 p.m. Educational and State/Chapter

Room Workshops 3:45 p.m. – 4:45 p.m. Educational and State/Chapter

Room Workshops 5:30 p.m. Get Acquainted Party-Off-site

Event

Saturday, June 208 a.m. – 4 p.m. Exhibitor and Attendee

Registration

8 a.m. – 9:30 a.m. HLAA2020 Convention Walk4Hearing

9 a.m. – 3 p.m. Exhibit Hall Open

9:30 a.m. – 10:30 a.m. Educational and State/Chapter Room Workshops

10:45 a.m. – 11:45 a.m. Educational and State/Chapter Room Workshops

12 p.m. – 1 p.m. Educational and State/Chapter Room Workshops

1 p.m. – 3 p.m. Exhibit Hall only hours


5 p.m. – 7 p.m. Awards Ceremony & Reception


PAGE HEADERSPONSORSHIP OPPORTUNITIES

Sponsorship OpportunitiesStand out from the competition with a sponsorship that fits your budget and meets your goals for visibility and awareness.

HLAA2019 sponsors will be given first right to renew their sponsorship through Nov. 15, 2019.

CORE BENEFITS• Listing on the HLAA website with company logo and link

to your website• Listing in HLAA2020 Convention Program & Exhibit Guide,

if received by April 15• Listing in May/June issue of Hearing Life, if received by

March 1• Listing in a post-convention issue of Hearing Life• Signage at the individual event or on item sponsored• Company logo placed on official welcome entryway into

exhibit hall, if received by May 1• Recognition on the Opening Session walk-in slide show

*AllsponsorshipbenefitsaresubjecttoHLAA2020Conventionsponsordeadlinesandavailability.Duetoproductionneedsofsomeitems(bags,lanyards,program,etc.),sponsorshipsmustbepurchasedbyMarch1,2020.AllartworkmustbeapprovedinadvancebyHLAA.

Presenting Sponsorships $50,000+• Sponsorship of one Platinum level opportunity

(or customized opportunity)• One 10' x 10' premium exhibit booth• “HLAA2020 Convention, presented by YOUR COMPANY

NAME” in all promotional materials, including the HLAA2020 Convention t-shirt!

• Listing as a Presenting Sponsor on HLAA website and signage

• Ten complimentary registrations**• One free registration bag stuffer• Free demo room product or service demonstration• Recognition and introduction at events

DiamondSponsorships$35,000• Listing as a Diamond Sponsor on HLAA website and signage• Nine complimentary registrations **• One free registration bag stuffer• Company logo included on HLAA2020 convention t-shirt• Recognition and introduction at events

PlatinumSponsorships$25,000• Listing as a Platinum Sponsor on HLAA website and signage• Eight complimentary registrations** • One free registration bag stuffer• Company logo included on HLAA2020 convention t-shirt• Recognition and introduction at events

Gold Sponsorships $20,000• Listing as a Gold Sponsor on HLAA website and signage• Six complimentary registrations** • One free registration bag stuffer• Company logo included on HLAA2020 convention t-shirt

Silver Sponsorships $15,000• Listing as a Silver Sponsor on HLAA website and signage• Four complimentary registrations** • One free registration bag stuffer• Add your company logo to the convention t-shirt for $1,000

Bronze Sponsorships $10,000• Listing as a Bronze Sponsor on HLAA website and signage• Two complimentary registrations** • Add your company logo to the convention t-shirt for $1,000

Friend Sponsorships $5,000• Listing as a Friend Sponsor on HLAA website and signage• One complimentary registration** • Add your company logo to the convention t-shirt for $1,000

**Exhibit and sponsor registrations include entry to plenary sessions and workshops.



Presenting Sponsorships | $50,000Presenting sponsorships are customized and include the option to select one of the Platinum level opportunities. Your organization will be introduced at the convention and recognized prominently as a Presenting Sponsor in all promotional materials. A premium exhibit booth is included.

Sponsorship Opportunities

Diamond Sponsorships | $35,000AWARDS RECEPTION & CELEBRATION Outstanding leaders and volunteers are honored for their contributions to advancing the mission of HLAA. As a sponsor, your organization will be introduced and recognized, including prominent signage at the reception entrance. A representative of your organization will have the opportunity to deliver welcoming remarks.

EXHIBIT HALL GRAND OPENING & LUNCHA ribbon-cutting ceremony will officially open the exhibit hall. Attendees will gather for lunch with HLAA leadership and local community leaders and advocates. As a sponsor, your organization will welcome attendees and help cut the ribbon. Your logo will be prominently featured.

Platinum Sponsorships | $25,000A BIG EASY NIGHT OUTAttendees are transported to a unique venue for a special evening of traditional New Orleans food and fun! The event will capture the rich culture, history, and entertainment of New Orleans. As a sponsor, your organization will be introduced and recognized, including prominent signage visible throughout the evening.

CHAIR & EXECUTIVE DIRECTOR’S RECEPTION The chair of the HLAA board of directors and executive director of HLAA host this invitation-only event, bringing together current and former board members, major donors, sponsors, and chapter leaders. Guests enjoy light fare and an open bar. As a sponsor, your organization will be introduced and recognized, including prominent signage at the reception entrance.

RESEARCH SYMPOSIUMThe latest research on tinnitus will be presented at this event, open to all attendees. Thanks to a grant from the National Institute on Deafness and Other Communication Disorders (NIDCD), the symposium will be recorded and distributed via connected TV (Apple TV, Roku, and Amazon Fire TV), YouTube, and the HLAA website. As a sponsor, your organization will be introduced and recognized at the event, and your logo will be included on all videos.



Gold Sponsorships | $20,000CAFÉ OF THE WORLDVisitors to New Orleans can never get enough of the French Market-favorite beignets, coffee, and café au lait. A World Café in the exhibit hall will bring attendees together to sip and enjoy while taking in the exhibits. As a sponsor, your organization will be acknowledged with prominent signage at the World Café station and listed in the Convention Program & Exhibit Guide.

GET ACQUAINTED PARTYThe Get Acquainted Party is a high-energy event with entertainment, light fare, and a cash bar that tops off the first full convention day. Attendees are excited to see old friends, make new ones, and connect with hearing professionals and hearing assistance providers. As a sponsor, your organization will be recognized and have the opportunity to welcome guests.

Silver Sponsorships | $15,000BADGE HOLDERS & LANYARDSBadge holders with lanyards are picked up by all attendees at registration and worn for the duration of the convention. This is a high-visibility opportunity, with your logo worn by all convention attendees.

CONVENTION BAGSYour logo will receive great visibility printed on the HLAA2020 Convention bag. Bags are given to all attendees at registration and used to hold materials and giveaways throughout the convention.

Silver Sponsorships | $15,000 (continued)HLAA2020 MOBILE APPThe HLAA2020 mobile app is available free for all attendees to download to their smartphones and devices. The HLAA2020 app allows digital access to the convention schedule, speaker profiles, exhibitors, sponsors, links to social media, and more. Sponsorship includes your organization’s hyperlinked logo on the launch page, page footers, and message alerts to user devices on site.

OPENING SESSIONAn inspiring and motivational speaker will open the convention on Thursday morning at a communication-accessible session, with captions, hearing loop, and sign interpretation. Coffee and tea will be included. Signage will acknowledge the sponsor.

SALUTE TO VETERANS LUNCHEON & MEETINGHLAA salutes and supports our veterans who served to protect our freedom, many of whom have hearing loss due to their service. Leaders and participants in the HLAA Veterans Across America Virtual Chapter meet face-to-face to discuss their priorities. The sponsor will be featured to greet and welcome the group.

WALK4HEARING NEW ORLEANSAttendees will stroll New Orleans to raise awareness about hearing health, hearing protection, and how to live well with hearing loss. At the finish line, walkers are treated to a grab-and-go breakfast. As a sponsor, your organization will be recognized, and your logo will be featured on a giveaway item.



Bronze Sponsorships | $10,000

COMMUNICATION ACCESS FOR EDUCATIONAL TRACKSHelp HLAA equip convention breakout rooms and demo rooms with audiovisual and captioning for full communication access. Sponsorship includes signage of the schedule for the room along with logo and booth number. (Five are available.)

HLAA ADVISORY CIRCLE RECEPTIONThis invitation-only reception recognizes members of the HLAA Advisory Circle, committed donors who give annually at the circle level and are among our strongest financial supporters. As a sponsor, your organization name will be included in event signage and convention sponsor listings.

ICE CREAM SOCIALThe ice cream social brings attendees together in the exhibit hall to unwind and enjoy a sweet treat at the end of the day. As a sponsor, your organization will be acknowledged with signage at the ice cream station—and will have an opportunity to distribute collateral materials.

PHOTO BOOTHAttendees have fun posing for souvenir photos in front of a famous New Orleans backdrop. The photo booth will be placed in a prime location of the exhibit hall. The sponsor’s logo will be printed on the frame of each souvenir photo card.

ROOM KEY CARDEvery attendee staying at the New Orleans Marriott will receive a room key card imprinted with the organization logo and message. This is a highly visible sponsorship that provides an opportunity to present your brand to attendees.

SIGN LANGUAGE INTERPRETERSHelp HLAA make sign language interpreters available to attendees who participate in workshops and events. As a sponsor, your organization will be acknowledged with signage at individual events and on the Opening Session slideshow.




Friends of HLAA Sponsorships | $5,000

Veterans Sponsorships | $2,500

COFFEE BREAKSCoffee and tea are available to attendees in prime locations. Sponsoring organizations will be acknowledged with signage in the break area and an opportunity to provide a collateral item/material in the convention bags given to all attendees at registration. (Three are available.)

INFORMATION BOOTHThe information booth is the go-to place for news and information, and is fully occupied by friendly and knowledgeable HLAA staff and volunteers. The booth will be located adjacent to registration,

accessible and visible to all attendees. Prominent signage on the booth will acknowledge the sponsor.

ROOM DROPSHave your organization’s special promotion or collateral material placed under the door of each attendee’s hotel room. Whether it’s an invitation to your booth, a demo room, or a sponsored event, your item will be the first thing attendees see as they start their day.

FLOOR DECALSWhat better way to showcase your message than where people will see it—right under their feet! Your colorful design will catch the attention of attendees and steer them straight to your booth. There will be 15 decals provided to the sponsor.

Honor our military veterans with hearing loss. Organizations can make a difference by sponsoring a veteran to attend his or her first HLAA convention. Scholarships cover the cost of registration, hotel accommodations for three nights, and airfare and other travel costs to/from New Orleans for the veteran. (Multiple available.)


PAGE HEADERMARKETING OPPORTUNITIES

Marketing OpportunitiesADVERTISE IN THE HLAA2020 PROGRAM & EXHIBIT GUIDE

Drive traffic to your booth by purchasing a full-page ad in the HLAA2020 Convention Program & Exhibit Guide. All attendees receive the Program & Exhibit Guide, which includes the complete convention agenda, maps of the convention hotel, workshop descriptions, the exhibit hall floor plan, exhibitor listings, and much more.

Your ad will remind attendees of your services and products and bring them to you during and after the event. Attendees retain the program book and use it as a ready reference throughout the year for locating products and services, reinforcing your brand and visibility.

Two-page spread, four-color $2,000

Full page, back cover, four-color* $1,800

Full page, premium, four-color $1,700

Full page, inside front cover, four-color* $1,600

Full page, inside back cover, four-color* $1,500

Full page, four-color $1,200

Half page, four-color $800

*Back cover, inside front, and inside back subject to availability.

Materials must be received no later than April 1.

Product/ServiceDemonstrationsinthe DemoRoom—$500(No more than two demos per company.)Reserve a time slot to promote your product or service (up to 60 minutes). Use our 100-person theater-style seating configuration as a demonstration area to display your product or service to our attendees, and use HLAA2020 Convention as a place to grow your business. Demonstration area will include:• CART provider and necessary equipment, plus

projector and projection screen• Sound system and hearing loop• Product demonstration listing in the Program &

Exhibit Guide (must be reserved by March 31)• Listing in the HLAA2020 mobile app with

presenter bio and handouts• Demonstration signage• One mobile convention app alert

There are a limited number of demonstrations available, each running for up to 60 minutes with 15-minute setup time between each demonstration. Please also complete the proposal for demo room presentation (available on the Convention page) and forward to [email protected] by March 1, 2020.

RegistrationBagStuffer—$500Get your company’s collateral in the registration bags and in the hands of attendees.

MobileConventionAppAlert—Pre-scheduled: $100, deadline June 10; On site: $250Schedule a mobile app alert to tell attendees what’s happening— are you presenting in the demo room? Are you having a drawing at your booth? Are you serving refreshments at your booth? Whatever your message is, send it in an alert to attendees’ smartphones!One mobile app alert is included with each demo room presentation.


EXHIBITING AT HLAA2020 CONVENTION

Standardexhibitspaceisa10'x10'boothandincludes:• 10'-high draped back wall and 3'-high draped sidewalls• One 7"x 44" identification sign• One 6' x 30" draped table• Two side chairs• One wastebasket with liner• Two complimentary registrations, which provide entry to the exhibit hall,

exhibit hall receptions, workshops, and all non-ticketed events • Discounted registration rates for additional exhibitor company employees

staffing the exhibit space• Listing on the HLAA2020 Convention website• Complimentary listing in the HLAA2020 Program & Exhibit Guide, which is

distributed to all attendees on site, if received by May 1, 2020• “Exhibitors—Listed by Company Name” section in the Program & Exhibit

Guide: company name, booth number, contact name, phone, email, website, 150-word description

ExhibitSpaceRentalRates• Nonprofit exhibit space: 10' x 10' in-line booth: $850 • Standard exhibit space: 10' x 10' in-line booth: $1,300• Premium exhibit space: 10' x 10' in-line booth: $1,700

(Premium booth space fee waived with annual contract for half- or full-page ad placement in Hearing Life. Premium exhibit space is located in higher traffic areas, near exhibit hall attractions, and at corners. Premium locations are differentiated on the floor plan.)

(Multiple 10' x 10' booths may be rented to create larger in-line exhibits. Multiply number of booths by the single booth fee to determine the price, plus premium, if applicable.)

• 20' x 20' booth: $5,000 each

• 20' x 40' booth: $9,000 each

See Exhibit Terms and Conditions starting on page 15.

WHAT’S INCLUDED IN YOUR EXHIBIT SPACE RENTAL

1CappAppAdvanced BionicsAlango—Wear and HearAmerican Speech-Language-Hearing AssociationAmplicomAkouosAT&TAvabeyerdynamicCanine Companions for Independence CapTel Captioned TelephoneCaptionCallCenters for Disease Control and PreventionCentral Intelligence AgencyClarity Products

Exhibiting at HLAA2020 ConventionConnectwithHLAAmembers,theirfamilies,friends,andprofessionalswhoworkdirectlywithpeoplewithhearingloss.

ClearCaptionsCochlear AmericasContactaCTA FoundationCTIAEar Technology Envoy MedicalEarServEpic Hearing HealthcareGallaudet UniversityHamilton CapTelHarris CommunicationsHearing Health FoundationHearing Help ExpressHearing Loss Association of AmericahearOclubHelen Keller National Center

Hearing Industries AssociationInnoCaptionJacotiKDH Research and CommunicationLifetone TechnologyListen TechnologiesMED-ELMiracellNational Court Reporters AssociationNIDCDNational Temporal Bone Registry New York RelayOticonOticon MedicalPanasonic

JOIN THESE COMPANIES WHO HAVE EXHIBITED AND/OR SPONSORED AT PAST HLAA CONVENTIONS:

PhonakPreventionGeneticsRochester Hearing and Speech CenterU.S. SEC Rochester Institute of Technology/National Technical Institute for the DeafSonicCloudSprint CapTelStarkey Hearing Technologies T-MobileTeltex, Inc.TracfoneTunityVerizon


PAGE HEADER

Exhibit Hall Floor PlanEXHIBITHALLHOURS:

Thursday, June 18: 11 a.m.–5 p.m.

Exhibit hall ONLY hours: 11 a.m.–1 p.m.

Friday, June 19: 11 a.m.–5 p.m.

Exhibit hall ONLY hours: 11 a.m.–12:30 p.m.

Saturday, June 20: 10 a.m.–3 p.m.

Exhibit hall ONLY hours: 12:30 p.m.–2 p.m.

EXHIBIT FLOOR PLAN

ENTRANCE

10' 10'

10'

15'

10'

10'

100

102

104

106

108

110

112

114

116

118

120

122

124

126

128

101

111

117

119

121

123

125

127

131

216

218

220

222

224

226

230

201

203

207

217

219

221

223

225

227

231

300

302

316

318

320

322

324

326

330

12'

133

135

137

139

232

234

236

238

233

239

332

10'

132

134

136

138

20'

20'

20'

40'

20'

40'

313

315

309

311

337

339

317

325

327

10'

STAI

RSST

AIRS

LOBB

Y

ELEV

ELEV

ELEV

ELEV

ELEV

ELEV

STAI

RS

ESCALATORS

CEI

LIN

G H

EIG

HT

10'-0

"

CEI

LIN

G H

EIG

HT

10'-0

"C

EILI

NG

HEI

GH

T 10

'-0"

12'-5

"R

OLL

-UP

DO

OR

STAI

RS

FREI

GH

TEL

EVAT

OR

20'

20'

10'

0

0

10'

3.05m

20'

6.10m

30'

9.15m

40'

12.20m

50'

15.25m

Booth CountExpo10x10......70Expo20x20......2Expo20x40......2

REVISION DATE:DRAWN BY:

HLAA 2020 Annual Conference June 18 - 21, 2020

New Orleans Marriott/Grand Ballroom/ New Orleans, LA

Tony Harris 01/14/20


PAGE HEADERHLAA2020 CONVENTION CONTRACT

HLAA2020 CONVENTION SPONSORSHIP CONTRACT

CONTACT INFORMATION

COMPANY NAME

CONTACT NAME

TITLE

ADDRESS

CITY, STATE, ZIP CODE

PHONE FAX

EMAIL

SOCIAL MEDIA (INCLUDE YOUR COMPANY FACEBOOK, TWITTER, AND INSTAGRAM—LET’S CONNECT!)

Sponsorship OpportunitiesName of Event/Item ______________________________

$_____________

Name of Event/Item ______________________________ $_____________

Convention t-shirt—add your logo to the official HLAA2020 convention t-shirt for just $1,000!

Add $500 for a convention scholarship$500 each x ____ scholarships = $_____________

(Scholarships are awarded to HLAA members who have never attended an HLAA convention and would otherwise not be able to attend. HLAA awards a Full-Activity Package Registration.)

Total for Sponsorship Opportunities $_____________

Please email your current company logo to [email protected]. (High resolution .jpg preferred, but .ai files with fonts converted to outlines will be accepted.)

SUBMISSION INFORMATION: Submit questions, forms, and payment to HLAA Office, 7910 Woodmont Ave., Bethesda, MD 20814, by phone at 301.657.2248, or by email to Amanda Watson at [email protected]. * Payment by ACH also accepted; contact [email protected] for deposit

information.

MARKETINGOPPORTUNITIES

Product/ServiceDemonstrationComplete the Call for Papers—Demo Room form found on the Convention page at hearingloss.org or email [email protected] by March 1, 2020.

______ x $500 per demo = $__________

Mobile App AlertSchedule an alert on our mobile convention app (One alert is included with each demo presentation.) Alerts scheduled on site will be $250/alert.

______ x $100 per alert = $__________

RegistrationBagStuffer______ x $500 per piece = $__________

TotalforSponsorship&MarketingOpportunitiesSponsorship $__________

Convention T-shirt $__________Advertising $__________

Product/Service Demo $__________Mobile App Alert $__________

Registration Bag Stuffer $__________Convention Scholarship $__________

Total Due $__________Bonus! Sponsors,paybycheck(orACH)andreceiveaone-yearHLAAcorporatemembership.n Yes, sign my company up for a one-year membership

($500 value!). See member benefits at: www.hearingloss.org/make-an-impact/ become-a-memberrenew/#corporate

PaymentInformation (check one option below) n Check enclosed made payable to Hearing Loss Association

of America (PREFERRED METHOD OF PAYMENT)*n Charge to: nAmerican Express nMastercard nVisa

CARD NUMBER

EXP. DATE SECURITY CODE

CARDHOLDER NAME

BILLING ADDRESS (IF DIFFERENT THAN COMPANY ADDRESS)

AUTHORIZED SIGNATURE DATE

HLAA2020 CONVENTION MARKETING CONTRACT


PAGE HEADERHLAA2020 CONVENTION CONTRACT

EXHIBIT HALL APPLICATION & PROGRAM GUIDE CONTRACT EXHIBITOR REPRESENTATIVE/TITLE

NAME AND EMAIL ADDRESS OF PERSON TO RECEIVE EXHIBITOR SERVICE KIT

COMPANY NAME

TITLE

ADDRESS

CITY, STATE, ZIP

PHONE FAX

EMAIL

I am the official representative of the exhibitor company and have the authority to act on behalf of the company in all matters relating to HLAA2020 Convention. I understand that all information regarding HLAA2020 Convention will be sent only to me, and that it is my responsibility to provide the information to other persons within the company, as necessary. I understand that this application and the Exhibit Space Terms and Conditions included with this application together will constitute the agreement between the exhibitor and HLAA upon acceptance of the application by HLAA. The exhibitor agrees to abide by all terms and conditions of the agreement as outlined on pages 15–17 of this prospectus.

SIGNATURE DATE

BoothSelectionReturn this contract with payment by Jan. 31, 2020 to receive priority booth selection. List your preferred booth location (see floor plan on page 12).

1. ____________________________________________________

2. ____________________________________________________

3. ____________________________________________________

If there are any companies you prefer not to be near, please list them here. Every effort will be given to accommodate such requests, but keep in mind that space is limited and that it is not possible to separate industry competitors if booths are not reserved early; assignment will be on a first-come, first-served basis.

1. ____________________________________________________

2. ____________________________________________________

3. ____________________________________________________

4. ____________________________________________________

5. ____________________________________________________

6. ____________________________________________________

ExhibitBoothSpaceReservationStandard Nonprofit Boothper standard nonprofit booth $850 each x____ booths = $_________

Standard In-line Booth per standard booth $1,400 each x____ booths = $_________

Premium Exhibit Spacesper premium booth $1,700 each x____ booths = $_________

Larger Exhibit Spaces 20’ x 20’ booth $5,500 each x ____ booths = $_________20’ x 40’ booth $9,750 each x ____ booths = $_________

Product/Service Demonstration opportunities available.Please see page 13 for more information.

HLAA2020ConventionProgram&ExhibitGuideAdvertisingTwo-page spread, four-color: $2,000 $__________Full page, back cover, four-color: $1,800 $__________Full page, premium, four-color: $1,700 $__________Full page, inside front cover, four-color: $1,600 $__________Full page, inside back cover, four-color: $1,500 $__________Full page, four-color: $1,200 $__________Half page, four-color: $800 $__________

PaymentInformationn Check enclosed made payable to The YGS Groupn Charge to: nAmerican Express nMastercard nVisa nDiscover

CARD NUMBER

EXP. DATE SECURITY CODE

CARDHOLDER NAME

BILLING ADDRESS (IF DIFFERENT THAN COMPANY ADDRESS)

AUTHORIZED SIGNATURE DATE

Applications received without full payment or all pages of this exhibit space application and contract signed and dated will not be processed. As we assign booths on a first-come, first-served basis, an incomplete application could affect your booth selection. Exhibitors are required to provide HLAA with a certificate of insurance or an affidavit that it carries $1 million in liability insurance applicable to its exhibiting at HLAA2020 Convention by May 1, 2020. HLAA reserves the right to rearrange exhibit space or adjust the floor plan without notice.

I have read the terms and conditions and agree to abide by them.

SIGNATURE OF EXHIBITOR REPRESENTATIVE DATE

SUBMISSION INFORMATION: Mail exhibit contract to: The YGS Group, Attention: HLAA Convention, 3650 W. Market St., York, PA 17404 or email contract to [email protected] questions, contact Justin Wolfe at 717.430.2238.


PAGE HEADEREXHIBIT TERMS AND CONDITIONS

Exhibit Terms and ConditionsHLAA2020 Convention provides an opportunity for businesses to market their products and services to members of the hearing loss community. These terms and conditions have been developed to give each exhibitor an opportunity to present its products or services to the target audience. HLAA strives to treat each exhibitor fairly and equally.

VenuesHLAA2020 Convention will be held June 18–21, 2020, at the New Orleans Marriott. Booking information and links to reservation sites will be posted on the Hotel tab on the Convention page at hearingloss.org/programs-events/convention.

The exhibit hall will be open for attendees and the public from June 18–20, (Exhibit hall-only badges are free, so invite your clients to stop by, with setup June 17 and teardown on the evening of June 20.) The official general service contractor is Alliance Exposition Services.

ExhibitSpaceApplicationsHLAA has the right to approve or reject application to exhibit and may reject or revoke any application if, in HLAA’s sole judgment, the application is not eligible to exhibit or if the product or service is not appropriate for the exhibit. All applications must include full payment of the applicable booth fees. Applications received without full payment or all pages of the exhibit space application and contract will not be processed, and will not be admitted into the exhibit hall.

SpaceAssignmentSponsors of HLAA2020 are given priority booth selection until Jan. 31, 2020. After that date, exhibit space will be assigned solely on a first-come, first-served basis. Companies whose applications are not received by April 1, 2020 might not be included in the official HLAA2020 Convention Program & Exhibit Guide. HLAA reserves the right to rearrange exhibit space or adjust the floor plan to accommodate the best interest of the exhibit. The floor plan maintained by HLAA shall be the official floor plan of HLAA2020 Convention.

CancellationofExhibitorReservationsExhibitors shall give written notice of cancellation by overnight or registered U.S.-certified mail only. No cancellations will be accepted by phone or email. The date the written notice is received by HLAA is considered the official cancellation date. If written notice is received 60 days prior to the convention opening, total money less a 50% cancellation fee will be refunded to the exhibitor. No refunds will be allowed for any cancellation less than 60 days prior to the opening of the show.

AdmissiontotheExhibitHallAdmission to the HLAA2020 Convention exhibit hall will be by official HLAA name badge only. Badges must be worn at all times. All exhibitor personnel must register with HLAA and pay appropriate fees by May 15, 2020. All registration fees must be paid in full in advance of entrance into the exhibit hall.

RegistrationEach exhibit space includes two complimentary registration badges that provide entry to the exhibit hall, exhibit hall receptions, workshops, and all non-ticketed events.

Additional exhibitor personnel may register for $150; these registration packages provide entry to the exhibit hall, exhibit hall receptions, workshops, and all non-ticketed events. If the exhibitor would like to purchase tickets for any ticketed events, they should contact HLAA for details.

Exhibitors may not occupy their exhibit space outside of scheduled exhibit hours, except during setup and teardown. Exhibit space may not be used as a meeting place outside of scheduled exhibit hours. Exhibitor personnel will be allowed to enter the exhibit hall 60 minutes prior to opening each day. Exhibit hall personnel should exit the exhibit hall 30 minutes after the stated close time of the show, except for teardown.

TeardownExhibitors shall not dismantle its display or begin teardown before the close of the exhibit hall on Saturday, June 20. Exhibitor agrees to dismantle its display as soon as practical after the close of HLAA2020 Convention on Saturday, June 20, at 3 p.m. In no event shall an exhibitor allow its display materials to remain in the exhibit hall after 10 p.m. on Saturday, June 20. If exhibitor display materials remain



on the premises after such time, HLAA may remove same, and exhibitor shall be liable for any fees and agrees to pay all costs for dismantling and shipping. HLAA shall not be liable for any damage to the display or materials due to their removal or shipping. An exhibitor representative must remain in the exhibit area until the exhibitor’s display materials are secured. All products are to be securely packed before leaving the exhibit hall. HLAA and Alliance Exposition Services cannot assume responsibility for any exhibit materials left unattended in the exhibit hall.

Any exhibitor who chooses to tear down outside of the specified teardown times will be prohibited from contracting for exhibit space at next year’s convention until 30 days before the convention.

ExhibitSpaceProvisionsandRegulationsHLAA does not provide any standard equipment for any 20’ x 20’ space rentals or larger booth space rentals. Additional furniture and services customarily required by the exhibitor will be available for advertised fees from Alliance Exposition Services, and will be fully explained in the Exhibitor Service Kit, which Alliance Exposition Services will provide to all exhibitors six to eight weeks prior to the convention.

All exhibits must be freestanding. No bolts, screws, hooks, or nails shall be driven into or otherwise attached to the walls or floor of the exhibit areas. No part of the display may be attached to the walls or floor of the exhibit areas, nor attached to or otherwise secured to the curtain back wall or sidewalls. In addition, no decals or other adhesive materials shall be applied or affixed to the walls, pillars, or floor of the exhibit area. Hanging signs must be finished on all sides. Exhibitors must receive written permission from HLAA to include a hanging sign as part of its display. Dollies, carts, and other such devices will not be permitted on the exhibit floor during exhibit hours without written consent of HLAA. HLAA reserves the right to finish off any and all unsightly booth areas including, but not limited to, unfinished back walls, unfinished sidewalls, or exhibit displays, at the expense of the exhibitor.

OperationandUseofExhibitHallSpaceExhibitors are not allowed to obstruct the view of, incur injury to, or otherwise adversely affect the display of other exhibitors. Exhibit personnel may not enter the exhibit space of another exhibitor and at no time may enter an exhibit space that is not staffed, except their own. Exhibitors shall confine activities to their exhibit space granted pursuant to the exhibit space rental agreement. Attendants, models, and employees must confine their activities to the exhibit space occupied by the exhibitor. Exhibitors shall not, without consent of HLAA, distribute or permit to be distributed, any advertising materials in or around the exhibit areas except from their own allotted exhibit space.

Non-exhibitors may not distribute any advertising matter, literature, souvenirs, or promotional materials in or around the exhibit areas. Exhibitors shall not post any sign of any description anywhere in the convention facility except within the confines of the exhibit space assigned. Exhibitors are responsible for all damages to property or persons caused by themselves or their personnel or contractors, including any misuse of any item distributed from their booth on a promotional basis to attendees. Should such damages occur, the exhibitor shall be liable to the person(s) injured or the owner of the damaged property. Exhibitor further agrees to indemnify and hold HLAA harmless against any and all claims that might arise because of damage to persons or the premises caused by exhibitor or its employees, agents, or contractors. HLAA is the final authority on all matters relating to operation and use of exhibit space.

AudiovisualEquipmentVideo equipment, movies, LCD, or slide projectors, audio players, computers, or other sound equipment used in the exhibit hall space must be self-contained and fireproof. The sound on any audio equipment must be kept at a volume not to exceed that of normal conversation, or 80 dB. Such equipment must not interfere with neighboring exhibitors and must not exceed the height limitations of the exhibit space. Any video or computer display must be devoted exclusively to the business of the exhibitor. HLAA will not be responsible for obtaining any audiovisual equipment needed. HLAA reserves the right to restrict the use of glaring or irregular lighting effects. No exhibitor shall show any goods or apparatus in operation if noisy and objectionable to surrounding exhibitors or HLAA.

DecorationsDecorations are not permitted on ceilings, painted surfaces, columns, fabric, decorative walls, or fire sprinklers. All decorative materials must be flameproof in accordance with fire regulations. No helium balloons or adhesive-backed decals, signs, etc., are permitted to be given out on the premises, but such items may be authorized for permanent attachment to authorized displays.

FoodandBeverageServiceExhibitors may provide food and beverage service in their assigned exhibit space (with the exclusion of alcoholic beverages) by arrangements with the New Orleans Marriott catering department, and exhibitors are not permitted to bring outside food and beverage into the exhibit hall.

HospitalityFunctionsIndustry-related events, including educational, business, or social functions occurring June 18–20 must be approved in writing by HLAA. No event may compete with official convention activities scheduled before 3 p.m., the Exhibit Hall Grand Opening, Get Acquainted Party, or Friday and Saturday evening events.



Non-endorsementThe exhibiting of services, products, or equipment at HLAA2020 Convention does not constitute an endorsement by HLAA of such services, products, or equipment. No exhibitor is permitted to represent in any manner that its goods or services have been endorsed by HLAA.

FireRegulationsExhibitors must conform to all standard fire codes of the host city. Exhibitors shall not allow their displays to block the view of, or impede access to, fire alarm boxes, fire hose cabinets, fire extinguishers, or other safety equipment.

Sales in the Exhibit HallAll exhibitors who intend to sell products in the exhibit hall must register with the Louisiana Revenue & Taxation Department and obtain a Certificate of Authority. The Certificate of Authority gives you the right to collect tax on your taxable sales and to issue and accept most Louisiana State sales tax exemption certificates. Generally, the seller collects the tax from the purchaser and remits it to Louisiana State. If you expect to make taxable sales in Louisiana State, you must register with the tax department at least 20 days before you begin business. Louisiana State will then send you a Certificate of Authority that must be displayed in your booth at all times.

See revenue.louisiana.gov/salestax

Note that exhibitors may not apply for a temporary Certificate of Authority; they must apply for a regular Certificate of Authority.

SecurityHLAA will provide security personnel in the exhibit hall during setup and teardown and after show hours. However, exhibitors who desire additional security to protect the individual property should coordinate with the New Orleans Marriott.

LiabilityHLAA, Alliance Exposition Services, New Orleans Marriott, officers, agents, employees, representatives, and/or individuals connected with these parties assume no responsibility for any loss or damage of exhibitor property due to theft, vandalism, water, fire, accident, or any other causes. Each exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of injury or damage to the exhibitors’ displays, equipment, and other property brought upon the premises of the show site, and shall indemnify and hold harmless HLAA, Alliance Exposition Services, New Orleans Marriott, and any authorized representative, agent, or employee of the foregoing of any and all losses, damages, and claims from any cause whatsoever by reason of the use of the exhibit

space by the exhibitor or its contractors and/or affiliates. In holding the show, HLAA does not act as an agent of the exhibitor, Alliance Exposition Services, New Orleans Marriott, or any other party. Exhibitor will provide HLAA with a certificate of insurance or an affidavit that it carries $1 million in liability insurance applicable to its exhibiting at HLAA2020 Convention by May 1, 2020.

InabilitytoExhibitDuetoHLAA2020ConventionCancellationorInterruptionNeither party shall be liable for failure to perform its obligations under this agreement if HLAA2020 Convention is canceled or interrupted due to events beyond its reasonable control including, but not limited to, strikes, acts or threats of terrorism, riots, wars, fire, acts of God, and acts in compliance with any applicable law, regulation, or order (whether valid or invalid) of any governmental body, except that exhibitor will be charged pro rata for any productive use of the exhibit space before or after such event. Individual acts of theft or vandalism resulting in loss of or damage to exhibitor’s property shall not be considered an event covered by this paragraph.

EntireAgreementThe provisions of the exhibit space rental application and these terms and conditions represent the entire agreement between the exhibitor and HLAA, and there are no other agreements, understandings, representations, or warranties. Any modification of the agreement must be agreed to in writing by the exhibitor and HLAA. This agreement cannot be assigned or otherwise transferred by an exhibitor, unless permission is granted in writing by HLAA. The rights of HLAA under this agreement shall not be deemed waived except as specifically stated in writing signed by an authorized officer of HLAA. This agreement and the rights of the parties hereunder shall be governed by and construed in accordance with the laws of Maryland. Any action brought by the exhibitor to enforce the terms of the contract may be brought on in a court having a situs within the state of Maryland and the exhibitor hereby expressly consents to the in person and jurisdiction of any such court. HLAA may, however, elect to enforce its rights in any proper jurisdiction. HLAA shall be entitled to recover the costs, including reasonable attorney fees and/or collection fees, in any action brought to enforce this contract or its rights hereunder.

1019

host hotel new orleans marriott 555 canal street new ... · new orleans marriott. 555 canal street...

Documents