Dear Education Service Center: The Arc of Texas invites you to exhibit at the Twenty Fourth Annual Inclusion Works! Conference, February 12 ‐ 14, 2017 at the Royal Sonesta Hotel in Houston, Texas. We are offering each Regional Education Service Center who would like to exhibit, one free exhibit table for one staff person from their service center. The Inclusion Works! Conference is the premier source for training and information about inclusive education practices in Texas. Participants include school district and campus administrators, special education directors, general and special educators and parents of students with disabilities from across Texas! Evaluations always indicate a desire for more authors, vendors, and exhibitors so if you have a colleague we should include, let us know! Exhibit days and times are:  Attendee registration is Sunday, February 12 between 1:00 – 5:00 pm;  Exhibitor set up is Sunday, February 12 between 3:00 – 5:00 pm or Monday, February 13 prior to 8:00 am;  Exhibits are open Monday, February 13 from 8:00 am – 5:00 pm;  Exhibits are open Tuesday, February 14 from 8:00 am – 9:00 am; and  Exhibit tear‐down is Tuesday, February 14 starting at 9:00 am and no later than 12:00 pm. The Royal Sonesta Hotel has the ideal set up for exhibitor‐participant interaction—the exhibit area will be located next to registration in the main foyer of the general sessions. We will promote visiting the exhibits in the conference program. Please note the highlighted sections of the contract rules and regulations regarding the prohibition of sectarian/religious materials AND the use of personal tables. The exhibitor packet includes this letter, the Exhibitor Contract, and the Rules and Regulations. Please visit The Arc of Texas website to register as an Exhibitor and indicate that your company is a Regional Education Service Center. If you have chosen that you need electricity or internet, please pay only for that amount, since you will be receiving your exhibit table for free. If you do not need electricity or internet then you do not need to send a check. After you have registered online, please fill out the enclosed contract and email to [email protected] and then send a copy of the contract and your payment to The Arc of Texas. If you have any questions, please send an email to Nancy House at [email protected] or call her at 1‐
512‐746‐6204. Best, Nancy House, CMP Conference Consultant The Arc of Texas The Arc of Texas 2017 Inclusion Works! Conference February 12 – 14, 2017 Contract for Exhibitor / Author Space TO CONTRACT FOR SPACE: Please read the Contract and Regulations and then register online. Complete this contract and email to [email protected]. Contracts are final once payment is received. Signed contract and payment must be received no later than January 13, 2017. Commercial Exhibitor Fees Non‐Profit Exhibitor Fees $500 One 6 foot table‐top exhibit to display One 6 foot table‐top exhibit to display materials includes draped table, and two materials includes draped table, and two chairs chairs Additional 6 foot table $150 Additional 6 foot table Electrical Connection $60/each Electrical Connection Internet Connection $20/device Internet Connection Email a business card‐sized ad by December 31, 2016 to [email protected], to be included in the onsite conference program, if possible. $150 $50 $60/each $20/device Please complete this form – all information is required. Organization / Company Name: Contact Name: Mailing Address: City, State, Zip: Email Address: Phone: Number of Tables: Electricity: Internet: Product/service to be displayed (limit to 25 words): I understand this contract becomes binding when signed. No contracts will be processed without payment in full. Preferred Method of Payment: I have registered online and paid by Credit Card. Yes_____ No_____ ***Each booth includes registration for one person. Please make sure to register the name of the person attending. Exhibitor Signature: Date: Please make sure your signed contract is enclosed with your check, if you have not paid by credit card. Make checks payable to The Arc of Texas/Inclusion Works! Conference. Mail a copy of your contract (with your check) to: The Arc of Texas; 8001 Centre Park Drive, Ste 100; Austin, Texas 78754 Email a copy of the completed contract to Nancy House at [email protected]. If you have any questions, contact her at 512‐746‐6204. CANCELLATION POLICY: Space cancellations must be requested in writing to [email protected] on or before January 13, 2017. The Arc of Texas 2017 Inclusion Works! Conference Exhibitor / Author Display Regulations 1. Location and Dates: The Inclusion Works! Exhibition will be held all day Monday, February 13 through Tuesday, February 14 adjourning at 9:00 am. Attendee registration will open on Sunday, February 12 at 1:00 pm. Exhibitor set‐
up is Sunday, February 12, from 3:00 pm. to 5:00 pm. or Monday, February 13 before 8:00 am. The Exhibition ends at 9:00 am on Tuesday, February 14, 2017. exhibitor, the exhibitor will be entitled to a full refund of moneys paid for exhibit space. 4. Sale of Merchandise: Interviews, demonstrations, or distribution of souvenirs must directly relate to merchandise displayed on the exhibitor’s table(s). Exhibitors may sell products on the exhibit floor during regular exhibit hours, provided that: the vending exhibitor holds The Arc of Texas / Inclusion Works! Conference harmless from every claim of any kind that may arise from the sale of such product, including without limitation, any consumer suit, complaint, or demand; any product liability suit or personal injury suit; or any other claim, demand, or suit, whether in a court of law or equity or in an administrative forum. The Arc of Texas is a non‐sectarian, organization and no materials may be of any sectarian or religious nature. The Arc of Texas reserves the right, in its sole discretion, to prohibit or discontinue sales for any reason, at any time. 5. Use of Exhibit Space: Exhibit space is to be used solely for the display of the exhibitor’s products and services offered for sale. All exhibits must conform to The Arc of Texas / Inclusion Works! Display Regulations, and must not be of such nature or arrangement to obstruct the light or view of other exhibits. No materials may be suspended from the ceiling or bridged across an aisle. No part of the building shall be defaced in any manner, nor shall signs or other articles be posted, nailed, or otherwise affixed to any pillars, walls, doors, or other parts of the building. The exhibitor is liable for any and all damages, which s/he may cause to the building, for any injury to any person using or participating in their exhibit, or for any other damage or injury otherwise connected with his / her exhibit. 2. Installation and Removal of Exhibits: All exhibits must be completely ready for viewing by 8:00 am on Monday, February 13, 2017. Exhibition hours are Monday 8:00 am ‐ 5:00 pm and Tuesday 8:00 am – 9:00 am. The earliest that exhibits or displays may be removed is on Tuesday at 9:00 am; all exhibits must be completely removed by 12:00 pm. 3. Space Contracts: Exhibitors are required to execute and forward the contract provided to The Arc of Texas, 8001 Centre Park Drive, Ste 100, Austin, Texas 78754. (Please make a copy of these rules and regulations as well as the completed contract to retain for your records.) To be valid, payment in full must accompany the completed contract or payment online. The exhibitor may not be included in the official conference program if payment is received after December 31, 2017. The Arc of Texas retains the right to refuse any contracts received after that date or if space is full prior to the date. In case of cancellation of the Conference and Exhibition due to an act of God, fire, strike, or any other circumstances beyond the control of The Arc of Texas / Inclusion Works!, the exhibitor will be refunded any money paid for booth space, less the prorated share allocable to the exhibit space for the expenses incurred by The Arc of Texas in connection with the exhibition. In case of cancellation of the conference for any other reason, or change in the place or date of the conference which is unsatisfactory to the 6. Noise and Sound: Musical instruments, radios, sound motion picture or video equipment, CD or tape players, noise creating devices, or amplifying systems shall be operated only at a level that will not interfere with other exhibitors or add unduly to general acoustical inconvenience. Should there be any question on conforming to display rules or interfering with other exhibitors, the Exhibit Management will make final judgment. 7. Use and Care of Exhibit Space: Exhibitors are entitled only to as much space as may be occupied by the number of tables they secure by contract and may not occupy additional space except by agreement in the contract. Exhibitors must not place any refuse or any materials that will endanger public safety or cause inconvenience to other exhibitors on the floor during exhibit hours. Exhibit areas must be in order before the opening hour of each show day. 8. Insurance and Liability: Exhibitors wishing to insure their property must do so at their own expense. It is recommended that all exhibitors have representatives in attendance at all times when the exhibits are open, and especially when exhibits are being set up and dismantled, to protect them against loss. Neither The Arc of Texas / Inclusion Works! or the Royal Sonesta Hotel will be responsible for the loss of property of exhibitors from theft, damage by fire, water, accident, or other causes. They will do all in their power to protect the property against such loss. It is expressly understood and agreed, and the exhibitor agrees by accepting these rules, that s/he will make no claim of any kind against The Arc of Texas / Inclusion Works! or any of its members, contractors, or employees for any loss, damage to or destruction of goods, or for any injury that may occur to him / herself or to her / his employees or any person using or participating in her / his exhibit while in the hotel, or for any damage of any nature or character whatsoever; and the exhibitor agrees to indemnify and hold The Arc of Texas / Inclusion Works! harmless from such claims. It is expressly understood and agreed, and the exhibitor agrees by accepting these rules, that s/he will make no claim of any kind against the Royal Sonesta Hotel or any of its officers, agents, servants, employees or otherwise for any loss, damage to or destruction of goods, or for any injury that may occur to him / herself or to her / his employees or any person using or participating in her / his exhibit while in the hotel, or for any damage of any nature or character whatsoever; and the exhibitor agrees to indemnify and hold the Royal Sonesta Hotel harmless from such claims. 9. Exhibitor Housing: Rooms may be available at the Royal Sonesta Hotel, 2222 West Loop South, Houston, Texas at a special conference rate of $131 per room plus tax (if you are tax exempt, please bring your own form). To make reservations, call 855‐463‐3091 and use the group code 0212ARTX, or you can easily make your hotel reservations online. Reservations must be made by Friday, January 13 or before the hotel sells‐out (whichever comes first.)