VAECE VENDOR PARTNERSHIP

OPPORTUNITIES 2017 Annual Conference

In this packet you will find information about

the following vendor opportunities:

Exhibits

Sponsors

Advertisements

For more information on these opportunities please contact: Jennifer Root or Jennifer Hamlin VAECEteam@gmail.com 703.350.6177 or 434.960.1597

VAECE 2017 Annual Conference

Exhibitor Information

The VAECE Annual conference is an annual gathering of over 1,300

early childhood educators - including center directors and decision makers. This dynamic group of dedicated educators come together to learn, collaborate build a long-lasting network of colleagues in a great environment. If your

market includes educators and administrators for early childhood education, you need to be seen here.

10’x10’ Booth: $375

Table Top Display: $250 Non-commercial Table Top*: $25

Booth Space Includes:

1,000 square feet of display space

One 6’ draped table Two chairs

Booth ID sign Directory listing Registration list for event marketing

Table Top Space Includes: One 6’ draped table

One chair Booth ID sign Directory listing

Registration list for event marketing *Non-commercial table tops available for non or not-for-profit organizations.

Location: Hampton Roads Convention Center

1610 Coliseum Drive Hampton, VA 23666

Room: Hall A Thursday, March 30, 2017

Move-in and set-up: 12:00 noon – 4:30 p.m.

5 – 7:00 p.m. – Exhibit Preview day and Kickoff Reception

Friday, March 31, 2017

9:00 a.m. – 6:00 p.m. – Exhibits Open (Banquet Reception from 5 – 6:00 p.m. in Hall.)

Saturday, April 1, 2017

8:30 a.m. – 3:30 p.m. – Exhibits Open

3:30 p.m. – Exhibit Tear Down and Move Out

Please note that there will be sessions running concurrently throughout the day, so there will be slow

periods of time.

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2017 VAECE Annual Conference Exhibit Space Contract

March 30 – April 1, 2017 | Hampton Roads Convention Center

Contact Information

(Please list the person that all advanced information will be sent to. This is the primary person association staff will work with in advance of the conference.)

Name:

Company:

Mailing Address:

City, State, Zip/Postal Code:

Phone: E-mail:

Website:

We, the undersigned, agree to the terms, rules and regulations for the 2017 VAECE Annual Conference Exhibits and therefore contract for space.

Authorized Signature Date

Space Selection

10’x10’ Booth Space $375 Single Space $700 Double Space

Table Top Space $250 Single Table $450 Double Table

Non-Commercial Table Top Space $25*

Please refer to the enclosed floor plan and list your top three choices below. If none of your top choices are available, you will be contacted to select an available space.

First Choice: Second Choice: Third Choice:

Are there any companies you wish to be located next to?

What company would you NOT like to be located near?

*Non-commercial table tops available for non or not-for-profit organizations.

Payment

Check (Made payable to VAECE)

Credit Card Payment Please email the secure PayPal payment link to: ____________________________

2017 VAECE Conference

503 Broadleaf Way

Charlottesville, VA 22911

By fax: 434.818.0890 | By email: VAECEteam@gmail.com

Questions? Contact Jennifer at 703.350.6177 or 434.960.1597

1

VAECE 2017 Annual Conference

Floor Plan

= SOLD

100 101 – Smiles for Children/DentaQuest 102 103 107 109 – Kurtz Bros. 200 – Kaplan Early Learning 201-203 – Conscious Discipline 202 – Childplus Software 206 – Lakeshore Learning Materials 207 – Zoo-Phonics 208 – Beckers School Supplies 209 – Childcraft 300 - 302 – Hatch Early Learning 301 303 306 – MedExpress Urgent Care 308 – Abrams Learning Trends 401 – 402 – Source for Learning 403-404 – Community Playthings 406 – Sonny Merryman 407 – Max Play Fit 408 – Fundanoodle 409 410 Table Tops A – Child Care Aware of VA B – PEATC C – VA Dept. of Forestry/P.L.T. H – WHRO - PBS I – Felt Lady

Rules and Regulations All exhibits at the 2017 VAECE Annual Conference are under the control and management of the Virginia Association of Early Childhood Educators (VAECE). These rules and regulations are part of the contract between the exhibiting firm and VAECE and it is the responsibility of the exhibiting company to read these rules carefully and adhere to them as well as any provisions contained in the exhibitor service kit or the Hampton Roads Convention Center event guidelines. Exhibitors violating these rules may be asked to leave, without refund, at the discretion of VAECE. For more information, contact VAECEteam@gmail.com.

1) Space Assignment and Payment Provisions Spaces are assigned first-come, first-served, based upon when the signed contract and payment are received. Payment in full is due with the signed contract. All vendor forum space fees are due in advance of the conference or the exhibitor will not be allowed to setup. 2) Official Contractor DunMar Exhibit Services is the official contractor for the 2017 VAECE Annual Conference and will provide each exhibitor with information about union rules and regulations, insurance requirements, shipping electricity and additional booth furnishings. It is the responsibility of all vendors to comply with these rules. 3) Cancellation Provisions All cancellation notices must be received in writing and refunds are handled as follows: Cancelled prior to midnight on February 1, 2017 – 50% of vendor space fees refunded. Cancelled after February 1, 2017 – all vendor space fees forfeited No-shows forfeit all vendor space fees. 4) Use of Display Space a) All exhibits must be show-ready by 4:30 p.m. on Thursday, March 30, 2017. In the event that an exhibitor fails to install their display for the opening of the vendor forum or fails to comply with any provisions, VAECE shall have the right to take possession of said space and resell any part thereof. b) Decorations may not be taped, tacked, or otherwise fastened to ceilings, painted surfaces, columns, or fabric and decorative

walls. Special decorations are to be cleared through the HRCC Management as to method and location of installation. No helium balloons or adhesive backed decals (stickers) are permitted to be given out or used within the facility. All decorative materials must be flameproof in accordance with local Fire Regulations. Glitter may not be used in any area of the facility. HRCC management must approve the use of confetti. c) Live performance of music is not allowed. Exhibitors playing any recorded music are required to have the necessary licensing agreements with ASCAP, BMI, SESAC and are fully responsible for paying any fees arising from such agreements. c) No exhibitor shall assign, sublet or share space assigned without the written consent of VAECE. Shared spaces are subject to an additional charge of $100. d) VAECE reserves the right to restrict exhibits because of noise, method of operation or for any other reason that might detract from the character of the conference as a whole. e) Size of exhibits may not be modified, drapes removed, or the pipe and drape moved to create a larger space. f) Exhibitors may not begin tearing down their exhibits or moving out materials, equipment or any part of their display prior to the official exhibit hall close at 3:30 pm on Saturday, April 1, 2017. 5) Event Cancellation VAECE, its agents and/or employees will not be held liable for failure to hold the exhibits as scheduled. Payments for space will be returned in the event of cancellation, except that any expenses incurred in connection with the vendor will be deducted if the event is cancelled on or after March 10, 2017 because of fire, any act of God, or the public enemy, or strike, or terrorism, or epidemic, or act of war, or any law or regulations of public authority, which makes it impossible or impractical to hold the exhibits. 6) Americans with Disabilities Act Please advise VAECE if you or any of your staff may require assistance or accommodations to fully participate in this event. 7) Fire, Safety and Health The exhibitor assumes all responsibility for compliance with local, city and state ordinances and regulations covering fire, electrical wiring, safety and health. All drapes, curtains, table coverings and skirts, carpet or any materials used in exhibits must be flame retardant. Flame retardant chemical certificates must be current and available to the Fire Marshall upon request. All such material is subject to flame testing by the Fire Marshall. 8) Care of Building and Equipment Exhibitors and/or their agents and employees shall not injure or deface the walls, floors or any part of the exhibit facility or exhibit materials of the contractor, or materials or equipment of another exhibitor. When such damage occurs, the exhibitor causing such damage is liable to the owner of the property so damaged. 9) Liability and Insurance: (a) VAECE, service contractors, building or grounds officials, nor any officers, staff members, or directors of any of the same, are responsible for the safety of the property of exhibitors from theft or damages by fire, accident, vandalism, or other causes. (b) Neither VAECE nor the Hampton Roads Convention Center (HRCC) will be responsible or liable for any loss, damage or claims arising out of exhibit's activities on the premises except for any claims, loss, or damages arising directly from negligence on the part of the Association or the HRCC, respectively. (c) All property of the exhibitor will remain under their custody and control in transit to, from, and within the confines of the exhibit hall. Exhibitors are required to carry appropriate insurance to cover display materials against damage and loss, and public liability insurance against injury to the person and property of others.

2017 VAECE Annual Conference Advertising Contract

March 30 – April 1, 2017 | Hampton Roads Convention Center

Contact Information

Name:

Company:

Mailing Address:

City, State, Zip/Postal Code:

Phone: E-mail:

Website:

Ad Options

Email Advertising $100 x ________ (# of runs) Emails will be sent every two weeks starting in October. Deadline is one week prior. Limit of 200 words plus one graphic. (Logo, picture, etc.) Link to company website included. Printed Onsite Program Ads Back Cover Full Page Full Color Ad - $500 Full Page Ad (Inside Full Color) - $250 ½ Page Ad (Inside Full Color) - $150 ¼ Page Ad (Inside Full Color) - $75 Deadline to reserve program ads: January 1, 2017 Deadline for ad receipt: February 10, 2017. Insert into Conference Bags $150 Advertiser will provide 1,200 – 1,300 inserts for the conference bags. They will be inserted by conference staff and distributed at registration. We, the undersigned, agree to advertising terms for the 2017 VAECE Annual Conference.

Authorized Signature Date

Payment

Check (Made payable to VAECE)

American Express MasterCard VISA

Pay Online (A secure link will be sent.)

Name on Card:

Number: Expiration Date:

Signature of Cardholder:

2017 VAECE Conference

503 Broadleaf Way

Charlottesville, VA 22911

By email: VAECEteam@gmail.com

Advertising Terms

Ad Specifications:

Electronic: Ad must be a single-image graphic in static GIF or JPG format (i.e., no animation, video or audio).

Ad must conform to the dimensions specified. If email or banner ad, it will link to a URL of your choice.

Dimensions will be provided once agreement is confirmed.

Print: Ad must be print quality in print ready pdf in the correct size noted below. If pictures are in the ad,

they must be digital print quality.

No bleeds. Must be submitted in print-ready pdf format for digital print reproduction. Resolution of 300 pdf

or greater.

- 1/4 Page Vertical – 3 1/2” wide x 4 3/8” high

- 1/2 Page Horizontal – 7 3/8” wide x 4 3/8” high

- Full Page – 7 3/8” wide x 9” high

Ad Submission: Transmit ad file by email to VAECEteam@gmail.com

For bag inserts, the inserts must be received prior to March 29, 2017 in order to inserted. Delivery details will be

provided once paid and confirmed.

Payment: Payment is required before ad will be placed. Rates are non-commissionable.

Policy & Terms:

VAECE reserves the right to refuse any advertising received that is too low in quality, and will contact the

advertiser prior to going to press.

VAECE reserves the right to refuse any advertising.

Position preference is always noted but not guaranteed.

When advertising copy is submitted, it should be correct and no responsibility will be assumed by the

Publisher or VAECE beyond the original copy.

No advertising cancellations accepted after submission.

Payment is due prior to advertisement deadline.

VAECE Annual Conference Every Child, Everywhere

March 30 – April 1, 2017

Hampton Roads Convention Center Hampton, VA

The VAECE Annual conference is an annual gathering of over 1,300 early childhood educators, including center directors and decision makers. This dynamic group of dedicated educators come together to learn, collaborate build a long-lasting network of colleagues in a great environment.

Sponsorship Opportunities Sponsorships from industry partners are key to the event success. Our goal is to provide win-win opportunities for sponsors to get an excellent value on the exposure they receive, while providing vital financial support to the event. The primary goal of sponsorships at the Annual Conference is to provide the opportunity for sponsors to open a dialogue with prospects, to meet with qualified prospects, and to solidify relationships with clients. As partners for the event, VAECE hopes to help sponsors achieve their goals. At VAECE we seek to:

- Be fair in all of our sponsorship arrangements, giving each and every company the same access to opportunities, and exposure to conference participants.

- Be flexible with sponsorships as long as the end results benefit all three stakeholders: the sponsoring company, VAECE and the conference attendee.

- Engage our sponsors in active marketing of the event to bring in more participants. As a sponsor, you have the right to:

- Have access to all conference participants via advanced and post-conference lists. - Deliverables as promised in the sponsorship agreement. - Be recognized onsite at the conference verbally, visually, and in person, as a sponsor partner. - To be treated with respect throughout the sponsorship process.

The items listed below are opportunities that we have identified as having good potential exposure, but each of these items are just thought-provoking ideas to open a dialogue. All sponsorships include recognition on the conference website and in printed materials, as well as mentions through social media. (Twitter, Facebook.) All sponsorships are first-come, first-served. To be considered first-come a signed contract, along with payment, must be received.

VAECE Conference Sponsorship Opportunities

Signs Be the sponsor of signs for the conference and have your logo alongside the conference logo on the session signs. Great visibility, branding and exposure for your company! Benefits include:

- Sponsor logo on signs - Inclusion in the printed program as a sponsor - Sponsor logo and link to website on the conference website

Reach: All conference attendees will be exposed to the signs and onsite program. Suggested buy-in: $800 – One sponsorship available

Charging Stations - SOLD Everyone will get a charge out of this! This sponsorship includes a full-size booth and will have the charging station adjacent to it! The charging station will include power strips and chairs for the participants to rest their feet! Benefits include:

- A sign at the charging station thanking your company as the sponsor - Inclusion in the printed program as a sponsor - Sponsor logo and link to website on the conference website

Reach: All conference attendees that are in the exhibit hall or are seeking a place to rest and “recharge.” Suggested buy-in: $1,000 – Two sponsorships available

Educational Sessions You want podium time in front of the attendees, we want to bring in high-quality presenters. This is a win-win for both. You’ll get a bit of time at the mic and introduce the speaker. Benefits include:

- A representative from your company will help introduce the session and will have one minute of time at the microphone to promote your company.

- Inclusion in the printed program as a sponsor - Sponsor logo and link to website on the conference website

Reach: Conference attendees participating in the sessions, as well as those that see the program. Suggested buy-in: Breakout Concurrent Session: $300 for one, $500 for two

Bottled Water This generous sponsorship will provide each attendee with a single complimentary bottle of water from the concession stand located inside of the exhibit hall. Benefits include:

- A sign at the concession stand thanking your company as the sponsor - Tickets with your company logo distributed to exchange for a complimentary bottle of water. - Inclusion in the printed program as a sponsor - Sponsor logo and link to website on the conference website

Reach: All conference attendees. Suggested buy-in: $1,000 – Two sponsorships available (Friday and Saturday)

Presentation Luncheons You’ll get podium time to introduce the presenter and reserved seats for two representatives. There are two opportunities with professional presenters. Friday’s Literacy Luncheon presenter is Audrey Penn. Saturday’s Policy Luncheon presenter is yet to be announced. Benefits include:

- A representative from your company will help introduce the session and will have one minute of time at the microphone to promote your company.

- Inclusion in the printed program as a sponsor - Sponsor logo and link to website on the conference website

Reach: Conference attendees that attend the lunch and see the program. Suggested buy-in: $1,000 – Two sponsorships available

Kickoff Reception with Exhibit Preview This preview event will be on the evening of Thursday, March 30, 2017 in the exhibit hall and will provide light refreshments and a cash bar for participants as they explore the exhibits and network. Benefits include:

- Your company name and logo on a sign at the reception thanking you as the sponsor. - Opportunity for a representative from your company to speak for one minute about your company. - Inclusion in the printed program as a sponsor - Sponsor logo and link to website on the conference website

Reach: Conference attendees that come Thursday evening, will includes local centers that can only come for exhibits. Suggested buy-in: $1,500 – One sponsorship available – BONUS OFFER: Add in an exhibit booth for only $200!

Lanyards - SOLD A handy lanyard for the conference name badge printed with your company name or logo. This is a highly visible sponsorship with lasting value as attendees use these lanyards with their school ID’s. Benefits include:

- Your company name and logo imprinted on the name badge holder or lanyard. - Inclusion in the printed program as a sponsor - Sponsor logo and link to website on the conference website

Reach: All conference attendees. Suggested buy-in: $1,500 – One sponsorship available

Conference Bags - SOLD Conference bags are appreciated by all, and useful long after the event ends! The sponsor and conference logo will be printed on the bags. This is a highly visible sponsorship with lasting value. Benefits include:

- Your company name and logo imprinted on the bags. - Inclusion in the printed program as a sponsor - Sponsor logo and link to website on the conference website

Reach: All conference attendees. Suggested buy-in: $1,500 – One sponsorship available

Central Park This central gathering area in the exhibit hall will be designed like a park, complete with benches and a “tree of knowledge” for a focal point. This area will be used throughout the conference for special events and to allow the sponsor a place to greet attendees. Benefits include:

- A table top exhibit space adjacent to the park - Signage in the area as the sponsor of the park - Inclusion in the printed program as a sponsor - Sponsor logo and link to website on the conference website

Reach: All conference attendees. Suggested buy-in: $1,500 – One sponsorship available

Friday Banquet A night to celebrate the best of the industry. This banquet draws in participants from all over the state for a presentation by author Jason Kotecki. To be held on Friday, March 31, 2017. Benefits include:

- A representative from your company will help introduce the keynote and will have one minute of time at the microphone to promote your company.

- Sponsorship covers a small token distributed to all participants. (Penguin keychain.) - Inclusion in the printed program as a sponsor - Sponsor logo and link to website on the conference website

Reach: Conference attendees that attend the banquet and see the program. Suggested buy-in: $1,500 – One sponsorship available

Conference Internet Access How would you like your company name to be the password for the complimentary wireless internet at the conference? Your name would be all over the conference for complimentary wireless access. And if possible, will direct attendees to your homepage. This is a high profile sponsorship! Benefits include:

- Signage around the conference with your company name and logo thanking you for internet access. - Your company name is the password for access. - Inclusion in the printed program as a sponsor - Sponsor logo and link to website on the conference website

Reach: All conference attendees. Suggested buy-in: $2,000 – One sponsorship available Now that you’ve read through the opportunities, don’t be shy about reaching out to us with other ideas, suggestions, or requests.

Don’t see what you need or want to customize a sponsorship package? Let us create the right sponsorship for you.

Contact: Email: VAECEteam@gmail.com Phone: Jennifer Root or Jennifer Hamlin

703.350.6177 434.960.1597

Sponsorship Terms and Guidelines VAECE will provide all promotion for the sponsoring company as outlined in this document. The sponsoring company agrees to pay the published sponsorship fee in full prior to the conference. All sponsor fees are due no later than February 1, 2017 or the sponsorship will not be honored. Sponsorships are not cancelable. Upon signing this agreement there are costs incurred on behalf of the sponsor and the full published amount must be paid. If the sponsorship can be resold and the promotional material can be corrected before the conference, 50 percent of the sponsorship fee will be refunded.

2017 VAECE Annual Conference Sponsorship Agreement

March 30 – April 1, 2017 | Hampton Roads Convention Center

This is a contract entered into by and between VAECE and the company listed below. By completing and signing this form, the following company agrees to sponsor an event, activity, or item at the 2017 VAECE Annual Conference and also agrees to the terms and guidelines.

Contact Information

Name:

Company:

Mailing Address:

City, State, Zip/Postal Code:

Phone: E-mail:

Website:

Sponsor Information

Upon receipt of a signed agreement and payment, confirmation will be sent to the company contact by e-mail. The confirmation will contain the following important information:

- Contact verification for inclusion in conference materials - Request for logo and company summary

Each sponsor is requested to submit an electronic copy of their logo and an electronic copy of their company synopsis with this agreement for inclusion in the registration materials and to allow for sufficient time for ordering any printed materials. The logo may be sent in any of the following formats; JPG, PNG Logos may be reproduced in black and white in conference materials, but online will be in full color. Please provide both. Your company summary should be 150 words or less. VAECE reserves the right to edit your information down to 150 words. Send information to VAECEteam@gmail.com

Return completed form with check payable to VAECE to: 2017 VAECE Conference

503 Broadleaf Way

Charlottesville, VA 22911

By Fax: 434.818.0890

Sponsorship:

Price:

Sponsorship Terms and Guidelines VAECE will provide all promotion for the sponsoring company as outlined in the Sponsor Opportunities.

The sponsoring company agrees to pay the published sponsorship fee in full prior to the conference. All sponsor fees are due no later than February 1, 2017 or the sponsorship will not be honored.

Sponsorships are not cancelable. Upon signing this agreement there are costs incurred on behalf of the sponsor and the full published amount must be paid.

By email: VAECEteam@gmail.com Questions? Contact Jennifer at 703.350.6177 or 434.960.1597