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The 2021 CSPD/WSPD Conference will be a HYBRID event. Due to the COVID-19 pandemic constraints, we will be adhering to social distancing and other public health recommendations while at the JW Marriott Desert Springs Resort and Spa allowing us a maximum of 100 on-site registrants and 26 exhibit booths. For those of our members who prefer not to travel and attend an on-site conference, we will offer a virtual version of the meeting so that attendees can participate from their homes or offices. ALL in-person sponsorships will include an on-site booth as well as a virtual booth.
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DRIVE AND EXPAND YOUR REACH WITH THE CALIFORNIA SOCIETY OF PEDIATRIC DENTISTRY.
The California Society of Pediatric Dentistry (CSPD) extends an enthusiastic invitation to partner with us to showcase your products and services during our Annual Meeting and Continuing Education Conference in Palm Desert, California, in March 2021. We are planning a blockbuster lineup of speakers and innovative social events. The CSPD is the largest state component of the American Academy of Pediatric Dentistry with a membership of over 800 active pediatric dentists. The meeting is cosponsored by the Western Society of Pediatric Dentistry (WSPD) comprised of pediatric dentists from Alaska, Arizona, Hawaii, Idaho, Montana, Nevada, Oregon, Utah, Washington, Wyoming, and the Canadian Provinces of Alberta and British Columbia. A strong marketing campaign is planned to draw interest from all over the Western portion of North America. This is an opportunity to get your products, services and information in front of the decision makers of pediatric dental practices. CSPD is committed to doing everything we can to encourage our membership to engage with our exhibitors and sponsors and is crafting a creative promotional plan to give your business unprecedented maximum exposure both before and during what promises to be an important Annual Meeting experience for all.
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SPONSOR LEVELS
Virtual Benefits: • Virtual Booth: Includes ability to upload files, videos, poll attendees, raffle a prize, see a record of who has visited your booth and a link to your website
DIAMOND $7,500 (Limited availability of 4 total) On site Benefits - Choice of one of the following: 1. Thursday Welcome Reception (including signage, personal welcome to attendees, beverage napkins and drink tickets)
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Ability to showcase your Product or Service in your Virtual Booth
2. Saturday Night Pool Party (including signage, personal welcome to attendees, beverage napkins and drink tickets)
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Ability for attendees to Request information in your Virtual Booth
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3. Conference Mobile App (including your company logo on the app, thank you in conference mobile app and your logo with link to your company website on the CSPD website)
Large company logo on Sponsor List
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Inclusion in conference game
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Inclusion in $how $pecials Marketplace
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Branded Slide with your logo
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Your company logo on all Conference emails to attendees
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Your company logo on the Conference Home Page
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Two-minute pre-recorded message to attendees
4. Logo on the Conference Tote Bag In addition, you will receive: • Logo on large screens in Lecture Hall •
You may provide a one-page handout for the tote bags (Provided by sponsor)
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Two tabletop exhibit spaces and 4 chairs in a premium location
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Four complimentary meeting registrations, including continental breakfasts
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Four Complimentary tickets to Welcome Reception
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Four Saturday Night Reception tickets
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Logo on CSPD website for a full year with link to your website
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Pre and Post registration lists
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Recognition in all publicity materials
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Full page color Advertisement on CSPD printed Membership Directory-Choice of Inside Front Cover, Inside Back Cover or Back Cover
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TITANIUM $5,000 (Limited availability of 5 total) On site Benefits - Choice of one of the following: 1. Saturday Luncheon (including signage and personal welcome to attendees at the luncheon) 2. Hotel Key cards with your logo 3. Resident Poster Presentations (Virtual) 4. Lanyards with your logo 5. Sedation Day Lectures (series of four lectures, three on Friday and one Saturday) Includes opportunity to deliver a brief speech to attendees and introduction of the speakers In addition, you will receive: • Logo displayed on large screen (during general sessions and Saturday luncheon)
Full page ad in the CSPD newsletter the Bulletin (first ad published in the next newsletter following receipt of your payment of sponsorship; three additional ads in the next three newsletters)
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You may provide a one-page handout for the tote bags (Provided by sponsor)
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Two tabletop exhibit spaces and 4 chairs in a premium location
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Three complimentary registrations, including continental breakfasts
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Sponsor in the Spotlight short article describing company and service/product in the Bulletin
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Opportunity to give away a booth prize at the microphone
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Three Complimentary tickets to Welcome Reception
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Social Media shout-outs leading up to the Meeting and during the Meeting
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Three Saturday Night Reception Tickets
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Logo on CSPD website with link to your website for one year
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Pre and Post registration lists
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Recognition in all publicity materials
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Full page color Advertisement in CSPD printed Membership Directory – Choice of Divider pages
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Half page ad in the CSPD newsletter the Bulletin (first ad published in the next newsletter following receipt of your payment of sponsorship; three additional ads in the next three newsletters)
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Opportunity to give away a booth prize at the microphone
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Social Media shout-outs leading up to the Meeting and during the Meeting
Virtual Benefits: • Virtual Booth: Includes ability to upload files, videos, poll attendees, raffle a prize, see a record of who has visited your booth and a link to your website •
Ability to showcase your Product or Service in your Virtual Booth
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Inclusion in $how $pecials Marketplace
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Medium size logo on Sponsor List
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Inclusion in conference game
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Branded slide with your logo for Sedation Day Lectures
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Your company logo on the Conference Home page
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One-minute pre-recorded message to attendees
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Logo on CSPD website with link to your website for one year
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Pre and Post registration lists
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Recognition in all publicity materials
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Half page color Advertisement in CSPD printed Membership Directory
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Quarter page ad in the CSPD newsletter the Bulletin (first ad published in the next newsletter following receipt of your payment of sponsorship; three additional ads in the next three newsletters)
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Opportunity to give away a booth prize at the microphone
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Social Media shout-outs leading up to the Meeting and during the Meeting
Virtual Benefits: • Virtual Booth: Includes ability to upload files, videos, poll attendees, raffle a prize, see a record of who has visited your booth and have a link to your website •
Small size company logo on Sponsor List
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Inclusion in $how $pecials Marketplace
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Branded Slide for your Educational Session
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Your company logo on the Discussion Wall
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Inclusion in the conference game
GOLD $2,500 (Limited availability of 4 total) On site Benefits - Choice of one of the following: 1. Friday or Saturday Breakfast in the exhibit hall (including signage and beverage napkins with your company logo at the food stations)
PLATINUM $3,500 (Limited availability of 3 total)
2. Dessert break on Friday or Saturday in the Exhibit Hall (including signage and beverage napkins with your logo on them)
On site Benefits - Choice of one of the following: 1. Clinical Pearls in Pediatric Restorative Dentistry
In addition, you will receive: • One tabletop exhibit space and 2 chairs
2. Words of Wisdom (series of mini presentations) 3. Strolling Lunch in the Exhibit Hall In addition, you will receive: • You may provide a one-page handout for the tote bags (Provided by the sponsor)
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Two complimentary registrations, including continental breakfasts
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Two tickets to Welcome Reception
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Two tickets to Saturday Night Reception
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Company Name on signage
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One tabletop exhibit space and 2 chairs
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Two complimentary registrations, including continental breakfasts
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Company Name listed on the CSPD website
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Recognition in all publicity materials
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Two tickets to Welcome Reception
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Two tickets to Saturday Night Reception
Quarter page color Advertisement in CSPD printed Membership Directory
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Logo on signage
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Business card size ad in the CSPD Newsletter the Bulletin (first ad published at the next newsletter following receipt of your payment of sponsorship; three additional ads in the next three newsletters)
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Opportunity to give away a booth prize at the microphone
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Social Media shout-outs leading up to the Meeting and during the Meeting
NOTE: Deadline for submission of sponsorship is February 2, 2021. Higher level sponsorships tend to fill early. Register now and reserve your spot.
Virtual Benefits: • Virtual Booth: Includes ability to upload files, videos, poll attendees, raffle a prize, see a record of who has visited your booth and a link to your website •
Inclusion in $how $pecials Marketplace
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Your company logo on the Social Wall
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Inclusion in conference game
SILVER $1,500 (No Limit) On site Benefits: 1. One tabletop exhibit space and 2 chairs 2. One complimentary registration, including continental breakfasts 3. One ticket to Welcome Reception 4. Company Name on signage 5. Company Name listed on the CSPD website 6. Recognition in all publicity materials 7. Business card ad in CSPD printed Membership Directory Virtual Benefits: • Virtual Booth: Includes ability to upload files, videos, poll attendees, raffle a prize, see a record of who has visited your booth and a link to your website •
Inclusion in $how $pecials Marketplace
BRONZE $950 (No Limit - Virtual Only) Virtual Benefits: • Company name and description •
Logo with link to your website
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Inclusion in $how $pecials Marketplace
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WIN-WIN-WIN
EXHIBITOR INFO
Every year, the CSPD Annual Meeting Committee works extremely hard to make this conference a “Win-Win-Win” for everyone. They try their best to find the best locations, recruit the best speakers, and solicit the best vendors, sponsors, and exhibitors in the dental industry.
Set up for the exhibit hall will be Thursday, March 18 from 6:00 pm – 8:00 pm. All exhibitors must be set up by 7:00 am on Friday, March 19, 2021. Friday, March 19, 2021 Exhibits open: 7:00 am – 5:30 pm Saturday, March 20, 2021 Exhibits open: 7:00 am – 2:30 pm Exhibit breakdown: 2:30 pm – 6:00 pm
CSPD “wins” when the meeting is profitable and the organization remains financially viable. The attendees “win” when there is a strong scientific program and vendor exhibits that better equip them to run successful and profitable practices. The exhibitors “win” when they develop relationships with prospective new clients, maintain the ones with existing clients, and can successfully market their products or services.
Questions on Sponsorship or Exhibitor Opportunities? Contact Beth Ramirez bramirez@cspd.org 714 616-4306
We have found that the vendors, sponsors, and exhibitors that experience the most success, are those who have products or services that are either innovative, trendy, or are applicable to the practice of Pediatric Dentistry. Vendors who offer “convention discounts”, “special offers” or “give-aways” also experience more traffic to their booths and generate more business.
Exhibit Space with Table Top: • One 6’x30” draped table • Two chairs • One waste basket • One table tent company name sign
A LA CARTE OPTIONS
The CSPD Annual Meeting Committee will do their very best to drive as much traffic of the attendees to the Exhibit Hall and create multiple opportunities throughout the conference for the exhibitors and sponsors to market themselves, but it is up to the individual exhibitors to create a “buzz” or need for their product.
• Additional Table Top $875 • Additional Booth Personnel $200 (Includes Welcome Reception and Breakfasts)
HOW DO I BECOME AN EXHIBITOR OR SPONSOR AT THE 2021 ANNUAL MEETING?
Let’s make 2021 a “Win-Win-Win” together!
All contracts for exhibiting or sponsoring must be completed by filling out the registration form located on the last page of this document.
LOGO SPECIFICATIONS
You must send your logo in both an eps/ai vector format and a high-res transparent png. If you do not have an eps version of your logo, please ensure what you send is a high resolution transparent png or pdf. Logos pulled from websites are not suitable for printing.
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When your logo is ready, please submit them here https://www.dropbox.com/request/ i0cxDOu8MahwoowfeDZo.
Please contact Senior Graphic Designer/Marketing Coordinator Dayna Dixon with any design/logo questions at ddixon@smithmooreassoc.com.
SPONSOR AND BOOTH PAYMENT
By completing the online registration, the company is agreeing to the exhibitor and sponsor contract agreement contained in this brochure. Credit card payment at the time of online registration in the amount of 50% of the sponsorship level or payment in full is required before the application will be processed. The balance is due 60 days prior to the annual meeting date. Failure to remit the balance 45 days in advance of the meeting date will result in loss of exhibit space and forfeiture of the deposit. A reminder of amounts due will be sent by Smith Moore and Associates, agents for the CSPD, to exhibitors 60 days in advance of the meeting. No personal or company checks will be accepted. Your booth is not confirmed until you have received an email confirmation from Beth Ramirez who can be contacted at bramirez@cspd.org or (714) 616-4306.
SPONSOR & EXHIBITOR DEADLINES
January 15, 2021 Submission of information for Inclusion in conference program and mobile application. January 18, 2021 Full payment due. February 1, 2021 Forfeiture of deposit and loss of exhibit space if full payment not received. February 18, 2021 Meeting cancellation requests. No refunds will be made after this date.
REFUNDS & CANCELLATIONS All requests for refunds and cancellations of exhibit fees and sponsorships must be made in writing to CSPD by February 18, 2021. CSPD will provide a refund of 50% of the booth exhibit fees and/or sponsorship amount. There will be no refunds after this date.
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CONFERENCE LOCATION & HOTEL ACCOMMODATIONS JW Marriott Desert Springs, Palm Desert 74-855 Country Club Drive Palm Desert. CA 92260 Wednesday 17, 2021 - Sunday, March 21 ,2021 Group room rate: $339.00
RULES & REGULATIONS
MULTIPLE BOOTHS Exhibitors may purchase multiple booths, however; booths may not be shared with another company. SHIPPING AND HANDLING Shipping of materials and installation fees are not included in the exhibit booth fee. Arrangements for shipping and storage of displays and materials as well as additional items such as electrical needs must be made through the hotel. More information will follow. CONTRACT FOR SPACE The exhibit contract and booth space application, the formal notice of space assignment and the full payment of exhibit booth fees together constitute a contract between CSPD and the exhibitor for the right to use the assigned booth space and to comply with these rules and regulations. Exhibitors shall be bound by the rules and regulations set forth herein and by such amendments or additional rules and regulations which may be established by CSPD. Exhibition is restricted to companies that are in good standing with CSPD. SPACE ASSIGNMENT Space assignment priority is given according to sponsorship level and is then made available on a first-come, first-served accepted reservation basis. CSPD will make every effort to place exhibitors in the areas of their choice, and once a space is paid for, confirm that space to the exhibitor. However, CSPD does reserve the right to place, move or relocate any exhibitor in case of necessity for the total benefit and operation of the show. NON-ENDORSEMENT CSPD does not in any way imply endorsement of any product or service of an exhibitor by entering into the exhibitor contract. EXHIBIT BOOTH SETUP Exhibitors shall arrange their exhibits so that they do not obstruct other exhibits. Aisles must be kept clear. Exhibits should be arranged so that company 8 representatives will be inside of the space assigned.
Display materials or equipment at the sides of the booth shall not exceed the height of the side walls. Materials used to decorate shall be of flame-retardant material. Safety exits and equipment must be left accessible and in full view at all times. CANCELLATION If an exhibitor cancels a booth space contract prior to February 18, 2021, all fees paid (less a 50% cancellation fee) will be returned. If an exhibitor rents a booth, pays in full, but does not attend the conference, there will be no refund of the booth rental fee. In addition, cancellation of a booth after February 18, 2021, will result in a full forfeiture of fees. REPRESENTATIVE FEES The exhibit fee for each booth includes conference registrations for the designated company representatives. Additional conference registrations may be purchased at the reduced fee of $150 per person via the CSPD registration site. ALL COMPANY REPRESENTATIVES WORKING IN THE EXHIBIT HALL MUST BE REGISTERED FOR THE CONFERENCE All exhibitors must check in at the registration area upon arrival at the conference for a badge and conference information. Please register all persons in your booth so that a badge can be made in advance. Admission shall be by badge and badges are not transferable. Rights of an exhibitor shall not be assignable to any other firm or person. All exhibitors must behave in a professional manner and maintain a professional appearance and demeanor. EXHIBITOR’S RESPONSIBILITIES CSPD will not be responsible for damage to uncrated materials, materials improperly packed, glass breakage or concealed damage. CSPD will not be responsible for loss or disappearance of the exhibitor’s materials after some have been delivered to the exhibitor’s booth. Similarly, CSPD cannot be responsible for disappearance of the exhibitor’s materials before the materials are picked up from the exhibitor’s booth for loading after the conference.
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PRIZES Representatives from the companies exhibiting at the conference are not eligible to win prizes. Prize winners will be eligible to win more than one prize. Individual exhibitors may determine if the prize winner needs to be in attendance at the time of the drawing. Exhibitors accept responsibility of delivery of their prizes to the winner. INSURANCE AND LIABILITY Exhibitor agrees to protect, save and keep CSPD and the hotel forever harmless from any damages or charges imposed for violation of any law or ordinance occasioned by negligence of the exhibitor, as well as to comply strictly with the applicable terms and conditions contained in the agreement between the hotel and CSPD regarding exhibition premises. Further, exhibitor shall at all times protect, indemnify, save, defend and hold harmless CSPD and the against and from any and all loss, costs (including attorney fees), damages, liability, or expense arising from or out of or by reason of any accident or bodily injury or any other occurrence to anyone, including the exhibitor, its agents, employees and business invitees, which arises from or out of or by reason of said exhibitor’s occupancy and use of the exhibition premises or part thereof. Additionally, CSPD shall not be held responsible for any loss, damage, or delay due to strikes, lockouts, Acts of God, governmental restrictions, enemy action, civil commotion, unavoidable casualty or other causes similar or dissimilar, beyond the control of CSPD. All exhibitors are responsible for arranging risk coverage with a suggested $500,000 of general liability coverage.
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EXHIBITORS PROPERTY CSPD (and its conference host facilities) cannot assume responsibility for the safety of the property of the Exhibitor, its officers, agents or employees from theft, damage by fire, accident or other causes, but will use all reasonable care to protect them against such loss. In all case, occupants wishing to insure their property must do so at their own expense. It is especially recommended that all occupants have representatives in attendance at all times when the
exhibits are open and when exhibits are being set up or dismantled, to protect against loss. CSPD (and its host conference facilities) cannot be responsible for any item left unattended or left in the Exhibit Hall during the times the exhibits are closed. RULES AND COMPLIANCE Exhibitors agree to comply with rules and regulations as specified in the exhibitor package. NONCOMPLIANCE WITH EXHIBITOR RULES AND REGULATIONS Each exhibitor and all its employees agree to abide by the rules and regulations given herein and by subsequent amendments and additions considered by CSPD management to be in the best interest of all exhibitors. Upon noncompliance with the rules formulated, CSPD management reserves the right to prohibit, reject, or eject any exhibitor, exhibitor’s representatives, or exhibit in whole or part, with or without giving cause. If cause is not given, CSPD’s liability shall not exceed the return to the exhibiting company of the rental unearned at the time of ejection. If an exhibitor is ejected for violation of these rules, or for any other reason, no return of monies received shall be made. AMENDMENT TO RULES These rules, regulations and conditions have been drawn for the purpose and intention of providing a well-balanced, well-regulated, attractive, and successful exposition. Any and all matters or questions, not specifically covered by the preceding rules and regulations shall be subject solely to the decision of CSPD management. In an effort to provide the greatest good to the greatest number, CSPD management shall have full power to so interpret the rules and regulations or make such rulings as may appear to be for the best interest of the entire exposition and all amendments of the foregoing rules shall bind the exhibitors.
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SPONSORSHIP & EXHIBITOR FORM 2021 CSPD/WSPD ANNUAL MEETING SPONSOR INFORMATION
Company: Mailing Address: City:
State:
Zip:
Contact Name: Email:
Phone:
SPONSORSHIP & EXHIBITOR LEVELS Please indicate level of participation. □ Diamond $7,500 □ Titanium $5,000
□ Platinum $3,500
□ Gold $2,500
□ Silver $1,500
□ Bronze $950
RAFFLE PRIZES I will donate the following prize: Donated prizes should be shipped directly to the hotel; shipping instructions will be included in your sponsor confirmation.
ADDITIONAL FEES (Please indicate if you would like any of the following listed below) □ Additional Table Top $875
□ Additional Booth Personnel $200
(Includes Welcome Reception and Breakfasts)
COMPLIMENTARY BOOTH PERSONNEL REPRESENTATIVE(S) Refer to your sponsorship level on pages 3-5. Name:
Title:
Email:
ADDITIONAL BOOTH PERSONNEL REPRESENTATIVE(S) $200 Each Name:
Title:
Email: Title:
Name: Email: Name:
Title:
Email:
PAYMENT INFORMATION Total due:
□ Visa
□ MasterCard
□ Discover
Card Number:
□ American Express Expiration date:
Security Code:
Name on card: Billing Address:
City, State, Zip:
Authorized Signature:
REFUNDS AND CANCELLATIONS
All refunds and cancellations of exhibit fees and sponsorships must be in writing to CSPD by February 18, 2021. CSPD will provide a refund of 50% of the booth rental fees and/or sponsorship amount. There will be no refunds after this date. Submit completed registration form and payment to Abi Hague at AHague@cspd.org, via fax at 916-231-2141 or mail to: Attn. Abi Hague 700 R Street, Suite 200 Sacramento, CA 95811 916.231.2142 | 916.231.2141 fax