Exhibitor Information
NCPTA Parent Education Conference
April 23-24, 2010
Embassy Suites
Winston-Salem, North Carolina
Exhibitor Registration
Option 1: Register Online and pay with credit card
Option 2: Print Registration Form and mail check to the NCPTA Office
Exhibitor Invitation and Rules
The North Carolina Congress of Parents and Teachers invites you to exhibit Saturday, April 24, 2010 at its Annual Parent Education Conference. The Conference will convene at the Embassy Suites Hilton, Winston-Salem, North Carolina.
This is your opportunity to meet parents, teachers, and school administrators from across the state. These decision-makers are interested in:
• Instructional supplies, school equipment/playground equipment
• Fund-raisers and promotional items
• Programs which promote the interest of children, encourage parent education and involvement
The exhibit hall will be open on Saturday, April 24th, from 8 am – 4 pm. You may set up your displays on Saturday, April 24 th beginning at 6:00 a.m. We have dedicated an hour and half of exhibit time for our attendees with a boxed lunch being served in the Exhibit Hall. Of course, it is their option to visit the exhibit hall any time on Saturday. Vendors also have the opportunity to reserve a boxed lunch for Saturday at a cost of $16.00. The lunch will consist of a sandwich, salad, fresh fruit, cookie, soft drink or bottled water.
Each exhibitor area will be an 8’X 8’ skirted table with two chairs. Electrical service can be requested for a $25 connection fee. Wireless high speed internet access is available throughout the hotel.
The Exhibit Contract Application deadline is March 26, 2010. A late fee of $100.00 will be accessed to all vendors not submitting payment by the March 26 th deadline and the space will be opened to the next exhibitor contract on the list. NCPTA reserves the right to accept or deny any application submitted. Upon receipt of your application, payment, and our acceptance, confirmation and other pertinent information will be forwarded to you.
Vendors being accepted to exhibit at our convention have the opportunity to submit promotional items/trinkets and/or fliers to be included in the conference delegate bag. You may use these fliers to promote your business/program by offering discounts or gifts to delegates who bring the flier to your booth.
Promotional items/trinkets will need to be a minimum of 300 in quantities and received at the NCPTA State Office by April 9th. Vendors will also have the opportunity to submit a one page ad to be included in our conference program. Ads must be received at the NCPTA office by March 26, 2010.
If you have any questions, please contact the State PTA office at (919) 787-0534 or by e-mail at office@ncpta.org. We look forward to a successful convention and to working with you.
Exhibitor Rules
EXHIBITOR MATERIAL
Businesses/organizations who are exhibiting with the North Carolina PTA must submit with their application, copies of each brochure, flyer, etc. that will be used at the convention.
USE OF SPACE
No exhibitor shall display or place any product, sign, partition, apparatus, shelving, or other construction that will interfere with the light or view of other exhibitors.
CARE OF BUILDING AND EQUIPMENT
Exhibitors shall not injure or deface the walls or floors of said exhibitor's site. When such damage occurs, the exhibitor shall be liable to the Embassy Suites Hotel.
LIABILITY
The North Carolina PTA and the Embassy Suites shall not be responsible for any loss, damage or injury to the Exhibitor Company, organization, employees or property for any cause whatsoever prior to the period covered in the contract. Upon signing the contract, exhibitor expressly releases the North Carolina PTA and Embassy Suites from, and agrees to indemnify same, against any and all claims for loss, damage and injury of any kind. Reasonable care will be exercised to protect the exhibit area during the hours it is closed to the delegates. Exhibitors will be responsible for any damage to property. Items will not be posted, tacked, nailed, screwed or otherwise fastened to partitions, walls, floors or other parts of the building or furniture.
SELECTION OF EXHIBITORS
Only businesses/organizations whose services or products are appropriately related to the education, health, welfare or personal development of children and youth shall be permitted to exhibit. The exhibitor agrees to adhere to NCPTA’s policy that “Children should not be solicited to raise funds for the PTA,” therefore, all materials and products must comply with this policy.
HOTEL INFORMATION — Please ask for the NCPTA Convention room block
Embassy Suites Hotel
460 North Cherry Street
Winston-Salem , NC 27101
336-724-2300
Convention Room Rate — $125.00 per night, single or double (plus applicable tax) .
Rooms must be reserved by March 23, 2010 in order to receive the Convention rate.