2011 new mexico fire service conference september 27–30...ruidoso convention center • september...

Headquarters: New Mexico Municipal LeagueP.O. Box 846 (1229 Paseo de Peralta) Santa Fe, NM 87504-0846

tel: 505.982.5573 • toll free: 1.800.432.2036fax: 505.984.1392 • www.nmfi rechiefs.com

New Mexico Fire Chiefs Association

2011 New Mex icoF i re Serv i ce Conference

September 27–30

Exhibit Dates: September 27 – 29, 2011Ruidoso Convention Center

Safety & Communication: Your Best Way Home

Exhibitor & Sponsor Information & Registration

New Mexico Fire Service Conference • Exhibitor & Sponsor InformationRuidoso Convention Center • September 27 – 30, 2011

Dear Fire Service Friend,

The New Mexico Fire Chiefs Association cordially invites you join us at the 2011 New Mexico Fire Service Con-ference, “Safety & Communication: Your Best Way Home”, which will be held September 27 - 30 at the Ruid-oso Convention Center, 111 Sierra Blanca Drive, in Ruidoso. This conference is the largest gathering of fi re service offi cers in the state and is attended by representatives from municipal, county, state and federal agencies.

The conference schedule is designed to give conference delegates substantial opportunity to spend time in the exhibit area. Breaks, lunches and the opening reception will be held in the exhibit hall to ensure maximum interaction with conference attendees.

Registration fees include: one 10’ x 10’ booth with pipe and drape, one 6-foot table with two chairs , two outdoor vehicle exhibit spaces and one full exhibitor registration. Opportunities for vendor demonstrations are available to the fi rst six companies who request them.

Sponsorship opportunities are being offered to provide your organization with maximum advertising exposure. Additional information is provided on the registration form.

We hope you’ll take the opportunity to advertise in the conference program. See registration form for prices and format information. Your ad and payment must be received by August 19, 2011 to insure your inclusion in the program.

Upon receipt of your registration form and payment in full, you will receive a confi rmation letter by email.

A Service Kit summary from the Show Decorator, Convention Services of the Southwest, is enclosed. The com-plete kit will be e-mailed to you upon receipt of registration and payment.

Hotel reservations can be made directly with The Lodge at Sierra Blanca at special rates by calling 877-700-5445 and asking for reservations / New Mexico Fire Service Conference Room block (see page 1 for rates). Please be sure to make your reservations prior to the September 12, 2011 cut-off date. After September 12th, rooms will be on rate and availability basis. Your room/night charge also includes a fully cooked breakfast buffet.

The New Mexico Fire Chiefs Association hopes you will join us in September. We thank you for your support.

Sincerely,

Chief Jim Fambro, President


Remember these deadlines

August 19: Last day to submit program ads

August 19: Last day for early bird registration fees

September 19: Last day for cancellation with partial refund

Questions?

If you have any questions or need further informa-

tion about the 2011 New Mexico Fire Service Confer-

ence, please contact Anita Hisenberg at ahisenberg@

nmml.org with a copy to Tisha Aldredge, CMP at

[email protected] or call (800) 432-2036.

Conference Hotel & Convention Center Information

Ruidoso Convention Center

The Lodge at Sierra Blanca offers affordable luxury amidst a stun-ning natural environment of towering pines and crisp mountain air. Guest accommodations are the very defi nition of comfort and convenience, with most including private balconies, sit-ting areas, and breathtaking views of rolling golf greens and Si-erra Blanca mountain. Add to that, spacious and well-appointed common areas, an in-house lounge and breakfast room, indoor pool with whirlpool, and on-site workout facilities.

The newly renovated Ruidoso Convention Center offers as much beauty indoors as the mountain community boasts of the green outdoors. It has been redesigned with rustic, moun-tain décor and includes conveniences such as wireless internet throughout the facility and comfortably recessed lounges for networking with your peers between sessions.

Double Deluxe Queen

King Studio Suite

Floor Plan

King One Bedroom Suite

Rates: $70 plus tax for a Double Deluxe Queen$79 plus tax for a King Studio Suite$89 plus tax for a King One Bedroon Suite


Exhibit Rules & Information

LodgingHotel reservations can be made directly with The Lodge at Sierra Blanca by calling 877-700-5445 and asking for reservations / New Mexico Fire Service Conference Room block. Room rates are: $70 + tax for a double deluxe queen room, $79 + tax for a king studio suite or $89 + tax for a one bedroom king suite. Please be sure to make your reservations prior to the September 12, 2011 cut-off date. After September 12th, rooms will be on rate and availability basis. Your room/night charge also includes a fully cooked breakfast buffet.

Golf TournamentOur Annual Golf Tournament will take place on Tuesday, September 27, 2011 at The Links at Sierra Blanca Golf Course (next to the Ruidoso Convention Center). Be sure to include your participation on the registration form.

ContractThe following rules and regulations become binding upon acceptance of this contract between the applicant and his or her employees, and the New Mexico Municipal League, the organization coordinating the event.

1. Booth Package DescriptionBooth packages include one 10’x 10’ pipe-and-draped booth, one 6’ draped table, two chairs, one wastebasket, one 7” x 44” company identifi cation sign, and one exhibitor badge which includes en-trance to the Tuesday and Thursday receptions, and the Wednesday luncheon. No walls, partitions, signs or decorations may be erected which will interfere with the general view “down the aisle”, or with other exhibits. Additional booth requirements may be requested by the exhibitor from the decorating service provider. Two Outdoor Vehicles spaces are available per booth. You must have a booth in order to display an outdoor vehicle. Indoor Vehicle spaces are available for an additional $100 and are limited on a fi rst come, fi rst served basis.

2. Exhibit Hours Tuesday, September 27th 6:30 – 8:00 pm Wednesday, September 28th 8:00 am – 4:30 pm Thursday, September 29th 7:30 am – 1:00 pm (no break down before 1:00 pm)

3. Move-In & Move-Out Move-In: Tuesday, September 27th 12:00 – 5:00 pm Move-out: Thursday, September 29th 1:00 – 4:00 pm

Note: no exhibitor will be allowed to break down their booth until the close of the show after lunch at 1:00pm on Thursday, September 29th. Any exhibiting company that willfully dismantles its booth prior to closing time will be placed last on the space allocation priority list the following year. The exhibitor understands that this schedule will be strictly adhered to as a courtesy to other exhibitors and Fire Conference delegates.

4. Booth, Sponsorship and Advertisement Payment & RefundsThe full amount for exhibit space is due upon receipt by NMML of the signed Exhibitor Agreement form.In the event an exhibitor fi nds it impossible to attend the conference and must cancel his/her company’s participation in the show, a letter must be received at the NMML offi ce to that effect by 5:00 pm on Monday, September 19, 2011. This would authorize a refund of the exhibit fee minus $150 cancellation fee. No refund will be made after 5:00 pm on September 19, 2011. Sponsorship money is non-refundable. See registration form for pricing.


5. Conference Program AdvertisementAds must be delivered to the NMML by August 19, 2011 in a high-resolution .pdf format in actual size to [email protected]. Ads must be camera ready to size and content and cannot be manipulated by New Mexico Municipal League staff. For more information, contact Roger Makin, Communications Coordinator at 1-800-432-2036. See registration form for sizes and pricing.

6. Service KitA Service Kit summary including shipping information is enclosed. The complete kit will be e-mailed to you upon receipt of registration and payment.

7. Space AssignmentBooth allocation will be assigned at the sole discretion of the show management and will be based on the date of request, with priority given to regular exhibitors and contributing sponsors. No space will be held until payment is received in full. NMML reserves the right to accept or reject without rea-son any exhibit agreement received. Should it become necessary for any reason, NMML also reserves the right to reassign exhibit space. Please provide us with you space allocation preferences on the registration form. We will do our best to accommodate your request.

8. Unoccupied SpaceNMML reserves the right to rent or reassign any booth space that is not occupied after the fi rst hour of the show’s opening.

9. Use of Booth SpaceExhibitors shall refl ect their company’s highest standards of professionalism while maintaining their booth during show hours. No exhibitor shall assign, sublet or share booth space without prior NMML permission.

10. Food ServiceNMML reserves the right to provide food and beverage service during certain hours in the exhibit area.No free samples of food, beverage or any product may be given away or otherwise distributed by any exhibitor without prior written approval by NMML.

11. Operation of Equipment during Exhibit HoursThe continuous operation of equipment that includes loud noise, fl ashing or strobe lights, or any objectionable device will not be allowed during exhibit hours. A brief demonstration of such devices in the presence of a customer is allowed.

12. Security and LiabilityBasic overnight security services will be provided by the Ruidoso Convention Center. The exhibitor agrees to hold the Ruidoso Convention Center and NMML harmless and to indemnify the Ruidoso Convention Center and NMML against claims or liability arising out of the actions, fault or negligence of the exhibitor, its agents or employees, prior to, during and after the exposition. NMML and the Ru-idoso Convention Center shall not be responsible for any loss, damage or injury that may happen to the exhibitor or the exhibitor’s agents, patrons, guests, employees or property from any cause what-soever (unless occasioned by the sole willful or gross negligence of NMML or the Ruidoso Conven-tion Center) prior to, during or subsequent to the exposition period. The exhibitor hereby releases NMML and the Ruidoso Convention Center from, and agrees to indemnify them against, any and all claims for such loss, damage or injury.


Exhibitor / Sponsor Registration FormPlease return along with Payment form (page 4) to fax (505-984-1392) or mail to Anita Hisenberg /NMML/PO Box 846, Santa Fe, NM 87504

Company Name: Tel:

Contact Person: E-mail:

Registration Before After Quantity Cost Total Aug 19 Aug 19

1. 10’ x 10’ booth with 6’ table & 2 chairs $375 $475 X =

2. Indoor vehicle (with booth rental only) $100 $200 X =

3. Additional Registration (each) $150 $190 X =

4. Golf tournament registration (each) $55 X =

5. Business card ad (3.25” x 2”) in program* $100 X =

6. Half page ad (3.25” x 4”) in program* $200 X =

7. Full page ad (3.25” x 8”) in program* $400 X =

8. Outdoor Vehicles X $0 = $0

9. Thirty minute Vendor Demonstration X $0 = $0

10. Break Sponsorship $500 X =

11. Luncheon Sponsorship $1,500 X =

12. Golf Individual Hole Sponsorship $300 X =

13. Golf Sponsorship $3,000 X =

14. Dinner Sponsorship $5,000 X =

15. Conference T-shirt Sponsorship $3,000 X =

Grand Total

Includes one exhibitor registration

Includes 2 parking spaces with each booth

Includes ¼ page (3.25” x 2”) program ad, company name onsponsorship sign &, Opening Ceremony recognition*

Includes ½ page (3.25” x 4”) program ad, sponsorship sign & Opening Ceremony recognition; one complimentary exhibitor regis-tration*, one 10x10 booth*

Includes full page (3.25” x 8”) program ad, sponsorship sign at event, Opening Ceremony recognition; one complimentary exhibitor registration, one 10x10 booth*

Includes full page (3.25” x 8”) program ad, banner at event, spon-sorship sign & Opening Ceremony recognition; two complimentary exhibitor registrations, two 10x10 booths*

Includes sponsor name and logo on the back of theconference t-shirt & company name on sponsorship sign

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*Camera ready fi les in .pdf format for all program advertisementsmust be submitted by email to [email protected] by Aug 19.

Includes sign with business name and logo on one golf green(registration deadline September 1, 2011)


Exhibitor / Sponsor Payment FormPlease return along with Registration form (page 3) to fax (505-984-1392) or mail to Anita Hisenberg /NMML/PO Box 846, Santa Fe, NM 87504

Company Name: Tel:

Contact Person: E-mail:

PAYMENT No booth, ad space, or sponsorship will be reserved before receipt of payment in full

Visa or MasterCard (We do not accept American Express)

by fax (505-984-1392) or mail to Anita Hisenberg /NMML/PO Box 846, Santa Fe, NM 87504

� Visa � MasterCard Number: Exp. Amount to be charged:

Card member name: Signature:

Billing Address: Street City State Zip

Please register the following representative(s) Remember that one booth includes ONE representative registration; additional reps must purchase additional representative registration:

Name(s) as they will appear on registration badge(s):

1. Included with booth: Name Title

� prefers vegetarian meals � add golf registration

2. Additional Exhibitor registration: Name Title


3. Additional Exhibitor registration: Name Title


Company Information as it will appear in the Conference Program:

Company Name:

Product Type:

Contact Name:

Mailing Address: Street City State Zip

Phone Number(s): Day Cell Fax

E-mail address: Web site:

For ADA special needs – please contact Tisha Aldredge at [email protected].

Exhibit Booth and Sponsorship Cancellation Policy: I understand that all cancellations for booths must be made in writing and received at the Municipal League office by September 19, 2011 for a refund of the booth rental fee minus a $150 cancellation fee. No refunds will be made after September 19, 2011. No refunds will be made for sponsor or advertising fees. Booths may not be reassigned by vendors.

Registration/Cancellation Policy for additional representative registrations: After September 19th you must register on-site. All requests for cancellation for additional representatives must be received in writing by September 19th. Cancellations received after September 12th will be charged a $50.00 cancellation fee. No refunds will be given after September 19th. No cancellations will be accepted by telephone. No partial refunds will be made if you decide not to attend particular functions. If you have preregistered and do not attend without cancelling your reg-istration, you are responsible for the full conference registration fee.

Upon receipt of your registration form and payment in full you will receive a confi rmation letter by email.

� I have read the exhibit information and rules and agree to abide by them.

Name (print): Signature: Date:


Dear Fire Service Friend,

The New Mexico Fire Chiefs Association cordially invites you join us at the 2011 New Mexico Fire Service Con-ference, “Safety & Communication: Your Best Way Home”, which will be held September 27 - 30 at the Ruid-oso Convention Center, 111 Sierra Blanca Drive, in Ruidoso. This conference is the largest gathering of fi re service offi cers in the state and is attended by representatives from municipal, county, state and federal agencies.

The conference schedule is designed to give conference delegates substantial opportunity to spend time in the exhibit area. Breaks, lunches and the opening reception will be held in the exhibit hall to ensure maximum interaction with conference attendees.

Registration fees include: one 10’ x 10’ booth with pipe and drape, one 6-foot table with two chairs , two outdoor vehicle exhibit spaces and one full exhibitor registration. Opportunities for vendor demonstrations are available to the fi rst six companies who request them.

Sponsorship opportunities are being offered to provide your organization with maximum advertising exposure. Additional information is provided on the registration form.

We hope you’ll take the opportunity to advertise in the conference program. See registration form for prices and format information. Your ad and payment must be received by August 19, 2011 to insure your inclusion in the program.

Upon receipt of your registration form and payment in full, you will receive a confi rmation letter by email.

A Service Kit summary from the Show Decorator, Convention Services of the Southwest, is enclosed. The com-plete kit will be e-mailed to you upon receipt of registration and payment.

Hotel reservations can be made directly with The Lodge at Sierra Blanca at special rates by calling 877-700-5445 and asking for reservations / New Mexico Fire Service Conference Room block (see page 1 for rates). Please be sure to make your reservations prior to the September 12, 2011 cut-off date. After September 12th, rooms will be on rate and availability basis. Your room/night charge also includes a fully cooked breakfast buffet.

The New Mexico Fire Chiefs Association hopes you will join us in September. We thank you for your support.

Sincerely,

Chief Jim Fambro, President


Remember these deadlines

August 19: Last day to submit program ads

August 19: Last day for early bird registration fees

September 19: Last day for cancellation with partial refund

Questions?

If you have any questions or need further informa-

tion about the 2011 New Mexico Fire Service Confer-

ence, please contact Anita Hisenberg at ahisenberg@

nmml.org with a copy to Tisha Aldredge, CMP at

[email protected] or call (800) 432-2036.

Conference Hotel & Convention Center Information

Ruidoso Convention Center

The Lodge at Sierra Blanca offers affordable luxury amidst a stun-ning natural environment of towering pines and crisp mountain air. Guest accommodations are the very defi nition of comfort and convenience, with most including private balconies, sit-ting areas, and breathtaking views of rolling golf greens and Si-erra Blanca mountain. Add to that, spacious and well-appointed common areas, an in-house lounge and breakfast room, indoor pool with whirlpool, and on-site workout facilities.

The newly renovated Ruidoso Convention Center offers as much beauty indoors as the mountain community boasts of the green outdoors. It has been redesigned with rustic, moun-tain décor and includes conveniences such as wireless internet throughout the facility and comfortably recessed lounges for networking with your peers between sessions.

Double Deluxe Queen

King Studio Suite

Floor Plan

King One Bedroom Suite

Rates: $70 plus tax for a Double Deluxe Queen$79 plus tax for a King Studio Suite$89 plus tax for a King One Bedroon Suite

Headquarters: New Mexico Municipal LeagueP.O. Box 846 (1229 Paseo de Peralta) Santa Fe, NM 87504-0846

tel: 505.982.5573 • toll free: 1.800.432.2036fax: 505.984.1392 • www.nmfi rechiefs.com

New Mexico Fire Chiefs Association

2011 New Mex icoF i re Serv i ce Conference

September 27–30

Exhibit Dates: September 27 – 29, 2011Ruidoso Convention Center

Safety & Communication: Your Best Way Home

Exhibitor & Sponsor Information & Registration

2011 new mexico fire service conference september 27–30...ruidoso convention center • september...

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