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Mississippi School Nutrition Association

47th Annual State Conference

Tupelo, MS

BancorpSouth Arena and

Convention Center

November 10-13, 2016

Exhibitor Contract

Company Name: __________________________________________________________

Mailing Address: __________________________________________________________

City:___________________________ State:__________ Zip:_____________________

Contact Person: ________________________ Contact Person_______________________

Telephone Number: (____) ____________ Fax: ________________ Cell______________

E-Mail Address: __________________________________________________________

Type of Product to be shown: _______________________________________________

Special Request/ Booth Number: _____________________________________________

(Please list more than one choice of booth number in order of your preference)

The cost for one booth is $900.00. Sustaining Industry Members receive a $100.00 discount on the first booth

with additional booths at the full price. Booths will be reserved on a first come, first serve basis.

_______Booth(s) @ $900.00………….…………………….……………….…..$__________

_______Sustaining Industry Member Booth 1 booth @ $800.00…….… ……..$__________

_______Sustaining Industry Membership@ $250.00………………….………..$__________

_______ Bowling Sponsorship @ $300.00 each ………………….…….…………$__________

_______Other Sponsorships………………………… …………………………$__________

Conference T-Shirts (Short Sleeve) ______ @ $10.00 each $___________

___Small ___Medium ___Large ___X-Large __2X-Large ___3X-Large ___4X-Large

Conference T-Shirts (Long Sleeve) ______ @ $14.00 each $___________

___Small ___Medium ___Large ___X-Large __2X-Large ___3X-Large ___4X-Large

Additional Industry Party Tickets@ $40.00 each………………..………………$__________

(2 per booth are included with registration pack). Number that will be attending _____

Banquet Tickets @ $35.00 each………………………………….………………$_________

Total Amount Enclosed…………………….$_________

Sponsorship & Contributions

__________Door Prize for Buyers/VIP Exhibit Time $_________

__________Door Prize for Exhibit Time $_________

__________Donation for Silent Auction

__________Sponsorship of Conference Functions and Speakers $____________

(Please be sure to include your donation amount at the top of form)

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Exhibit Times: Saturday, November 12, 2016, 11:00 AM to 12:30 PM – Buyers Time

Exhibit Times: Saturday, November 12, 2016, 1:00 PM to 3:30 PM – All Participants

Load-in Time: Friday, Nov. 11, 2016, 8:00 AM to5:00 PM; Saturday, Nov. 12, 2016, 8-10:30 AM

Load-out Time: Saturday, November 12, 2016, 3:30 to 6:00 PM

Please Print the list of names of those persons who will need name badges for the conference:

1.__________________________ 2.______________________________

3.__________________________ 4.______________________________

5.__________________________ 6.______________________________

Make checks payable to: Mississippi School Nutrition Association

Mail your Application(s) and Check to:

Rena’ Pritchard

Holmes County School District

Post Office Box 630, Lexington, MS 39095

(662) 834-2175, Fax: (601) 834-9060 or (601) 834-4002, e-mail: renapritchard@hotmail.com

Applications and payment may also be submitted on the MSNA Web-site at www.schoolnutrition-ms.org

If you have any questions, contact:

Rena’ Pritchard, Exhibits Chair at Office (662), 834-2175 or Fax (601) 834-9060, 834-4002

Kenny Coker, Exhibits Co-Chair at Office (662) 862-5823 or Fax: (662) 862-3131

Doris Schneider, Executive Secretary at (601) 826-0127 or Fax: (601) 510-0034, e-mail: ms-

sna@bellsouth.net

Please accept this application for exhibit space for the MSNA Conference in Tupelo, MS, November 12, 2016.

Applications will be date stamped as received, with the booth assignment priority given to those applications

received first with payment. Booth assignments will be made beginning October 1, 2016 for all applications

that have included payment with application. All other assignments will be made once payment is received.

We understand that this application becomes a contract, when signed by an authorized representative of our

firm, and accepted by Mississippi School Nutrition Association, subject to the “Regulations Governing

Exhibits” enclosed with this application.

Cancellation of space and refund is subject to the following conditions. Exhibitors shall give written notice of

cancellations. If written notice is received more than 30 days prior to Conference opening (October 1, 2016) or

before), total monies less $100 will be refunded to Exhibitor. No refunds will be allowed for any cancellation

less than 30 days prior to the opening of Conference.

_________________________________________ _________________________

Signature of Authorized Company Representative Title of Representative

Deadline for being included in Conference Program Book is October 13, 2016

Deadline for being included in Featured Item Booklet is October 13, 2016.

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Regulations Governing Exhibits

(Incorporated into the MSNA Contract for Exhibit Space)

ASSIGNMENT OF SPACE

1. Assignment of space is on a “first come, first served” basis, with multiple booths taking precedence.

Full payment must accompany request for space.

ATTENDANCE AT CONFERENCE

1. Sustaining Industry Members and industry members of companies purchasing booths may attend annual

conference without paying a registration fee. All other industry members must pay a registration fee

equivalent to a booth fee to attend.

CANCELLATION POLICY

1. There will be a $100 processing fee for refund requests for cancelled booths submitted in writing by

October 1, 2016.

2. After October 1, 2016, MSNA will not give refunds for booth cancellations.

EXHIBIT SETUP

1. BancorpSouth Arena address is: 375 East Main St, Tupelo, MS 38804

2. Exhibit space will be available for set-up Friday, November 11, 2016. from 8 AM to 4:30PM and

Saturday, Nov. 12, 2016, 8-10:30 AM.

3. Exhibitor load in and load out will be through the loading docks only.

4. Exhibitor load in and load out is not allowed through the main entrance. Only hand-carried items may

be brought in and out.

5. All booths should be ready for Buyer’s time viewing by 11:00 AM, Saturday, November 12, 2016.

6. Booths are not to be dismantled until after 3:30 PM on Saturday, November 12, 2016. A drawing for

exhibitors for one free booth for the 2017 conference will be held after exhibits close. Exhibitor

representative must be present to win.

7. The Product Survey Form is attached and should be completed and printed for distribution by exhibitors

showing food products. As an option, copies will be printed and available at exhibitor registration.

Complete all information and e-mail to Kenny Coker at kcoker@itawamba.k12.ms.us by October 10,

2016.

KITCHEN USE

1. Requests for use of kitchen facilities must be made in advance. A holding kitchen with freezer space,

refrigerated space, and limited oven space will be adjacent to the exhibit space.

2. Exhibitors needing use of kitchen facilities should contact Doris Schneider at ms-sna@bellsouth.net or

Rena’ Pritchard at renapritchard@hotmail.com prior to October 14, 2016.

EXHIBITOR SERVICE KITS AND ELECTRICAL DISTRIBUTION

1. Convention Display Services will provide for the distribution of electrical power from the available

electrical system and at the exhibitor’s expense will provide temporary interconnecting cords and

connections.

2. Only the following electrical options will be available: 208/220 service

3. Mississippi School Nutrition Association will post an Exhibitor Service Kit on their website. Form

Completed form and payment will be made to the Convention Display Services.

HOUSEKEEPING

1. BCSA will not go into the individual booths to empty trash cans or clean.

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2. BCSA will provide large lined trash cans throughout the room and will empty trash cans during show

hours.

INSURANCE

1. It shall be the responsibility of each exhibitor to maintain such insurance against injury to person or

damage or loss of property in such amounts as the exhibitor shall deem adequate.

SHIPPING AND DELIVERIES

1. Under no circumstances will the BCSA accept or store deliveries of show equipment, displays,

boxes or other merchandise from exhibitors. All such deliveries will be refused. All return

shipments must be removed from the premises on Saturday, November 12, 2016.

2. Convention Display Services will provide shipping instructions and rates for material handling services

in the Exhibitor Service Kit to be posted.

3. Carriers may make direct to site deliveries at the loading dock beginning at 8:00 AM on Friday,

November 11, 2016. Convention Display Services will accept and deliver shipments to your booth.

Rates for this service will be included in the Exhibitor Service Kit to be posted.

4. Exhibitors are allowed to load-in and load-out their own vehicles at the dock. Exhibitors are advised to

bring their own carts or dollies. Exhibitors will not be allowed to drive onto the show floor or remain

parked at the dock any longer than required for load-in or load-out. No load-in or load-out through

the main entrance except for hand carried items. No exceptions.

5. Use of forklifts by exhibitors is prohibited. Forklift service is available only through Convention

Display Services. Rates for this service will be included in the Exhibitor Service Kit to be posted.

Product Survey Form for Exhibitors Showing Food Products

Product Survey Form Instructions

1. Form is designed to be printed front and back and cut in half along dotted line.

2. Exhibitor completes information on Exhibitor side:

Product Survey Form with Product Information

3. Distribute in booth during Buyer’s time to Directors and Buyers

4. Directors/Buyers complete back side of form and place in drawing box

5. After drawings, completed forms are given to MDE Purchasing Division

Questions about form or for a WORD file, contact Doris Schneider, Executive Secretary, MSNA at

ms-sna@bellsouth.net or call 601-826-0127.

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Product Survey Form with Product Information

(Exhibitor should complete and have available for each product shown)

Manufacturer: ______________________________

Brand Name: _______________________________

Product Name: ______________________________ Product Code: ___________________

Description of Product: ______________________________________________________

________________________________________________________________________

Meal pattern component met by this product: _____________________________________

Serving size required to meet CN meal pattern: ___________________________________

CN Labeled: Yes ____ No _____ Estimated Cost per serving: ___________________

Package (Case) Contents: _______________ Number of Servings/Container __________

Broker/Manufacturer Representative Contact: ____________________________________

Phone:______________E-mail:________________________________________________

(OVER)

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Product Survey Form with Product Information

(Exhibitor should complete and have available for each product shown)

Manufacturer:______________________________

Brand Name:_______________________________

Product Name: ______________________________ Product Code: ___________________

Description of Product:______________________________________________________

________________________________________________________________________

Meal pattern component met by this product: _____________________________________

Serving size required to meet CN meal pattern: ___________________________________

CN Labeled: Yes ____ No _____ Estimated Cost per serving: ___________________

Package (Case) Contents: _______________ Number of Servings/Container __________

Broker/Manufacturer Representative Contact: ____________________________________

Phone:______________E-mail:________________________________________________

(OVER

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Product Survey Form (To be completed by School Food Service Director/Buyer from

School Districts Participating in the Statewide Purchasing Program)

CN Director’s Name___________________ School District: ______________________

I am interested in this product: Yes __________ No ____________

I would menu (or otherwise use) this product: 1 time per week__ 1 time per month____

I would only use this product only occasionally (less than once per month) __________

All above lines must be completed to be eligible for prize drawing!!!

Comments:_______________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

Product Survey Form (To be completed by School Food Service Director/Buyer from

School Districts Participating in the Statewide Purchasing Program)

CN Director’s Name___________________ School District: ______________________

I am interested in this product: Yes __________ No ____________

I would menu (or otherwise use) this product: 1 time per week__ 1 time per month____

I would only use this product only occasionally (less than once per month) __________

All above lines must be completed to be eligible for prize drawing!!!

Comments:_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________