Southwest Emergency
Nursing Conference
June 14 – 15, 2013
Sheraton Uptown Hotel
Albuquerque, New Mexico
SPONSOR/VENDOR PACKET
Dear Exhibitor:
Southwest Emergency Education and Consulting (SEEC) is planning our annual Southwest
Emergency Nursing Conference. This conference was the first of its kind in the region and last
years conference was a huge success. The conference will be at the Sheraton Uptown Hotel in
beautiful Albuquerque, New Mexico, on June 14 - 15, 2013.
SEEC would like to invite you to become an exhibitor. As an exhibitor, you will have an
opportunity to personally present your important sales and marketing message to hundreds of
emergency nurses, flight nurses, and nursing leaders.
The exhibit hall will be well attended, and the layout is designed to insure high visibility for
your booth and products. Program hours have been coordinated to give your exhibit exclusive
time with the attendees.
Can your company afford to miss this opportunity? Your exhibit fee for a booth is only $200.
Each exhibit space will include a 6-foot draped table and two chairs. Select spaces have
electricity and will be available on a first come, first-served basis. We also have many
sponsorship opportunities as well. Free Wi-Fi is included throughout the exhibitor area.
Exhibitor space is limited, so take advantage of this special opportunity to be an exhibitor at this
exciting conference.
Attached in this packet are our sponsorship prices as well as our advertising prices. Please fill
out the required forms and email to [email protected] or you can mail them to SEEC, PO Box
30306, Albuquerque, NM 87190.
Please visit our website www.seecER.org for more information about our conference. We look
forward to working with you.
If you have any questions, please feel free to contact us by email: [email protected] or by
phone: 505-933-3074.
Sincerely,
Kevin McFarlane
SEEC Education Director
PO Box 30306 Albuquerque, NM 87190
505-933-3074
www.seecER.org
Southwest Emergency Nursing Conference
Sponsorship Prices
All Sponsors will receive:
- Your logo printed on the inside/back cover of conference program
$200 – Rent a booth
$250 – Sponsor a break-out session (10)
- Sponsor one of our break-out session and get your company name recognized in the
program schedule and recognition as a sponsor before the session begins.
$500 – Sponsor a preconference break (2)
- Sponsor a preconference break and receive signage present all day and additional
signage during the break.
$1000 – Lanyard Sponsor (1)
- Lanyard provided with your company name or logo along with conference name for
attendees to use with required name badge.
$1000 – Sponsor the open or closing general session (2)
- Sponsor a general session and receive recognition in program schedule and
recognition as a sponsor before the session begins
$1500 – Sandia Package (2)
- Sponsor a continental breakfast for 1 core conference day
- Signage during continental breakfast
$2000 – Turquoise Package (1)
- Sponsor a lunch for 1 core conference day
- Signage during lunch
PO Box 30306 Albuquerque, NM 87190
505-933-3074
www.seecER.org
Southwest Emergency Nursing Conference
June 14 - 15, 2013
Sheraton Uptown Albuquerque
Conference Program Advertising
$750 Full Page
(6 1⁄4 x 9 1⁄2)
$500 Half Page
(6 1⁄4 x 4 1⁄2)
$300 Quarter Page
(2 3⁄4 x 4 1⁄2)
Conference Tote-Bag Advertising
Your company is welcome to have samples and/or literature added to our
conference tote-bags.
$1000
Please visit www.seecER.org or call 505-933-3074 for more information
about advertising your company at the Southwest Emergency Nursing
Conference.
PO Box 30306 Albuquerque, NM 87190
505-933-3074
www.seecER.org
Southwest Emergency Nursing Conference
Sponsorship/Vendor Application
June 14 – 15, 2013
Sheraton Uptown Albuquerque
Exhibitor Rules & Regulations
Application and Eligibility
Application for booth space can be made electronically or by regular mail. All
applications must contain the information as requested and be executed by an
individual who has authority to act for the applicant. This conference is designed for the
display and demonstration of products and services related to the practice of and
professional education of those attending the Southwest Emergency Nursing
Conference. The conference management reserves the right to determine the
eligibility of any company, product or service. We reserve the right to refuse any
vendor we feel are not compatible with the spirit of the show. In the event an
application is not accepted, any paid space rental fees will be returned.
Exhibit displays must not project so as to obstruct the view of the adjacent booth. All
display materials shall not exceed 8 feet in height and stay within the booth space.
The Hotel does not permit material to be attached to walls or ceiling, and the Hotel
does not permit use of confetti, glitter, sprinkles or similar items within function spaces.
To protect the safety and security of all Hotel guests and property, exhibitor must
obtain Hotel’s advance written approval before using items in event and function space
that could create noise, noxious odors or hazardous effect (e.g. loud music, smoke or
fog machines, dry ice, confetti cannons, candles, or incense).
Booth Assignment
Booths will be assigned on a first come, first served basis. Booths with power will be
limited and are expected to sell quickly. Power availability is not guaranteed. Vendors
will be notified of booth assignment after registration. Show management will
immediately contact the company involved if it is necessary to relocate an exhibitor
after booth space has been confirmed.
PO Box 30306 Albuquerque, NM 87190
505-933-3074
www.seecER.org
Payment Dates
Payment is due with the completed application. Payment may be made by check or
credit card. Exhibitors are responsible for ensuring their corporate office sends
payment in a timely manner. Payments must be made within 10 days of application if
paying by check. In the event that full payment is not received by that date, SEEC
reserves the right to release space back into general inventory.
Cancellation Policy
Cancellation of exhibit space or reduction of reserved space must be made in writing.
In the event of cancellation, SEEC’s vendor cancelation policy is as follows:
Cancellations received before May 20th will be charged a 50% administrative fee.
Cancellations on or after May 20th, 2013, no refund will be given.
Lodging
All exhibitors are responsible for their own lodging arrangements. Reservations may be
made directly by contacting the Sheraton Uptown Hotel Albuquerque or by logging on
to our website’s registration page where there is a link to make reservations.
Exhibit Staff Registrations
Upon registration for an exhibit hall booth, exhibitors shall register names of the on-site
representatives. Exhibitors are allowed two representatives. Additional vendor passes
can be purchased for an additional $50 per person. Each exhibitor will receive a
printed exhibitor badge upon check in. This badge will entitle registered exhibitors
admission to the exhibit area and allow access to food and beverage provided during
breaks and lunch. Exhibitors must wear badges at all times.
General Conference Registration
Any exhibitor who desired to attend the educational program sessions for continuing
education credits must register, at additional expense. Exhibitors will be given the
early-bird rate regardless when they register.
Installation and Dismantling
Installation: All exhibits can be set up in the morning before the session starts each
day. Assembly of exhibits during regularly scheduled exhibit hours will not be
permitted.
PO Box 30306 Albuquerque, NM 87190
505-933-3074
www.seecER.org
Dismantling: The official closing time of exhibits is 5:00 pm on Saturday, June 15,
2013. All exhibit material must be packed and ready for removal from the exhibit area
no later than 6:00 pm.
No packing of equipment or dismantling of the exhibits is permitted until closing time.
Failure to Occupy Space
Any space not occupied at the exhibit facility by 7:00 am on Friday, June 14, 2013,
shall be forfeited by the exhibitor and no refund will be given (unless other
arrangements are made with conference staff) and space may be resold or reassigned.
Fire Regulations
No exhibitor shall use any flammable decorations or coverings, and all fabrics or other
materials used shall be flameproof.
Exhibit Space Floor Plan
SEEC reserves the right to modify the plan, if necessary, as determined solely by
SEEC
Insuring Exhibits
Exhibitors are responsible for obtaining any insurance that may be necessary to
protect their exhibits, merchandise and display materials against theft, fire, etc. at their
own expense. It is that the exhibitor contact the exhibitor’s insurance broker and obtain
all-risk insurance covering exhibit property while absent from home premises for exhibit
purposes or a rider to the exhibitors existing policy covering same.
Neither SEEC, nor the venue, will be responsible for loss or damage to any property in
storage, in transit to or from the exhibit building or while in the exhibit building, not for
any loss of income as a result of any reduced sales due to such loss or damage. All
property of the exhibit will be deemed to remain under the exhibitor’s custody.
Liability for damages and losses to property
The exhibitor shall protect, indemnify and hold harmless SEEC, the conference venue
from any and all liability, loss, damage or expense by reasons of any injury or injuries
sustained by any persons or property or loss of property or income that might be
derived there-from occurring in or about the exhibit premises or entrances thereto or
exits there-from, including that caused by or resulting from the negligence of SEEC
and from any and all liability for breach of exhibitor’s representation warranties herein.
The exhibitor assumes the entire responsibility and liabilities for losses, damages and
PO Box 30306 Albuquerque, NM 87190
505-933-3074
www.seecER.org
claims arising out of the exhibitor’s activities on the venue premises and will indemnify,
defend and hold harmless the venue, its owners and its management company, as well
as their respective agents, servants and employees from any and all losses, damages
and claims.
Conduct of Exhibitors
The advertisement or display of goods or services other than those manufactured,
distributed or sold by the exhibitor in the regular course of business and identified in
this contract is prohibited. An exhibitor may not assign, sublet or apportion all or any
part of the contracted booth space, nor may an exhibitor permit the display, promotion,
sales or marketing of non-exhibitor produces or services.
Interviews, demonstrations and distribution of literature or samples must be made
within the booth area assigned to the exhibitor. Canvassing or distributing of
advertising outside the exhibitors own tabletop will not be permitted. There is no
restriction of selling on the exhibit floor provided that sales transactions may be
conducted only within the proximity of the exhibitors own booth. Exhibitors are
responsible to the Internal Revenue Service for the collection and submission of the
applicable state and local sales taxes for sales which occur on the exhibit floor.
Products and furnishings should be arranged with the safety of exhibitors and
attendees in mind. SEEC reserves the right to restrict the operations of, or evict
completely, any exhibit which detracts from the general character of the conference as
a whole. This applies to displays, literature, advertising novelties, souvenirs, conducts
of persons, etc.
SEEC shall the have the sole authority to interpret and enforce all terms and conditions
governing exhibits and this exhibitor. Any and all matters not specifically covered
herein are subject to decision by SEEC.
PO Box 30306 Albuquerque, NM 87190
505-933-3074
www.seecER.org
Southwest Emergency Nursing Conference
Sponsorship/Vendor Application
June 14-15, 2013
Sheraton Uptown Albuquerque
Please fill out application and e-mail your form to [email protected], or mail to:
SEEC, PO Box 30306, Albuquerque, NM 87190.
Please type or print legibly. Incomplete applications will not be accepted. All
applicants are on a first-come-first-serve basis. Space available until all booths and
sponsorships have been sold.
Vendor Info
(Please fill out this portion if you are planning on purchasing a booth)
Standard Booth $200
Additional Booth $150
I will need power
(Power is provided on a first come, first served basis and is
expected to sell quickly)
After May 20, 2013, the following rates apply
Standard Booth $250
Additional Booth $200
Total____________
PO Box 30306 Albuquerque, NM 87190
505-933-3074
www.seecER.org
Advertising Info
(Please fill out this portion if you are planning on purchasing add space)
All ads will be placed in our conference program and will be non-bleed and horizontal
All ads must be print-ready. SEEC is not responsible for making or editing ad. All ads must be
received in digital format only. Art files must be at least 300 dpi, CMYK, and originate in adobe
Photoshop, or adobe illustrator.
**Note: All Ads must be received no later than May 20, 2013. Anything submitted after that date will
not be accepted. All Advertising is non-refundable.
Please select all that apply
$750 Full Page –
(6 ¼ x 9 ½ )
$300 Quarter Page- (2 ¾ x 4 ½ )
$500 Half Page – (6 ¼ x 4 ½ )
$1000 Tote bag insert
Total____________
Exhibitor Representatives
Please provide exhibitor representative information. **Note: Booth prices includes 2 representatives.
Additional people will be charged $50 per person.
Name: ________________________________E-mail: ________________________________(free)
Name: ________________________________E-mail: ________________________________(free)
Name: ________________________________E-mail: ________________________________($50)
Total_________
Signature
_______________________________________________
Signature
_________________________
Date
By signing, you agree to the regulations and rules of this application and
contract as listed on page 1.
PO Box 30306 Albuquerque, NM 87190
505-933-3074
www.seecER.org
Payment Info
Please type or print legibly. Incomplete applications will not be accepted. All applicants are on a first-comefirst-serve basis. Space available until all booths and sponsorships have been sold.
(* indicates required field)
*Company Name: ________________________________________________________________
(As appears on booth sign)
*Contact Name: ____________________________________ Title:__________________________
*Phone Number: (____)______-________
Fax: (____)______-________
*
Address: ________________________________________________________________
*City:_____________________________________ *State: _________ *Zip: _____________
*E-mail:_________________________________________________________________________
Yes I can provide a door prize
Method of Payment:
Total Due $_________
Check enclosed $_________________ made out to SEEC
Credit Card:
Visa
Master Card
Discover
American Express
Name on card: __________________________________________________________
Card Number __________________________________________________________
Expiration date:____________
Verification 3-4 digit code (on back) ________________
By signing this form, you give us permission to debit your account for the amount indicated on or after the
indicated date. This is permission for a single transaction only and does not provide authorization for any
additional unrelated debits or credits to your account.
Signature __________________________________________
_________________
Date;
I authorize the above named business to charge the credit card indicated according to the terms outlined above. I
certify that I am an authorized use of this credit card and that I will not dispute the payment with my credit card
company so long as the transaction corresponds to the terms indicated in this form.
Please submit completed application to [email protected] or mail to PO Box
30306, ABQ, NM 87190
PO Box 30306 Albuquerque, NM 87190
505-933-3074
www.seecER.org