136th Annual SFFMA Conference - State Firemen's & Fire Marshals'

136 thExhibitor

•••••Exhibit Hours7:00 am All Apparatus/Trailers must be inline and ready for move-in.9:00 am Booth move-in5:00 pm Exhibit Hall closes7:30 am Exhibit Hall opens for Exhibitors9:00 am Exhibit Hall grand opening12:00 pm Exhibitor luncheon3:00 pm Exhibitors’ recognition receptionin the Exhibit Hall4:45 pm Exhibitor grand prize drawing5:00 pm Exhibit Hall closes5:00 pm Dismantle of exhibit booths10:00 pm All exhibitors must be out of theExhibit HallExhibitors will be showcasing products andservices in the Exhibit Hall of the ReliantPark. Only those vendors who are registeredexhibitors may display apparatus or othervehicles and equipment at the Conference.Concessions will be available on Saturday.Each Exhibitor will receive a maximum oftwo (2) parking passes for Saturday exhibits.Parking pass can be obtained from theExhibitor Check-in counter inside the ExhibitHall.Exhibitor grand prize drawing - SFFMA willgive away one 10 x 10 booth space for the2013 Convention at the Woodlands. To beeligible to win, exhibitors must be presentand exhibit booth displays must stay intactuntil the designated breakdown time.

Mission: Promote, Unify, Represent and Educatethe Fire Service of TexasThe State Firemen’s and Fire Marshals’ Association is the largest association inTexas representing firefighters and emergency professionals.The Association has provided successful programs and services to its memberssince 1876.Conference attendance varies from city to city and can be anywhere from 500 to 900. Attendees includefire chiefs, assistant fire chiefs, firefighters, emergency professionals and other individuals interestedin the Texas Fire and Emergency Services. By taking this golden opportunity to sponsor, exhibit andadvertise you can target your marketing dollars toward fire and emergency service professionals fromacross the state who make buying decisions and recommend products.Over 60 companies showcased their products and services at the 2011 SFFMA Convention in Mesquite.The following are just a few of the product and service categories represented:Exhibiting at the SFFMA Convention is a cost effective way for your company to reach the decisionmakers in the Fire and Emergency Services. This is your chance to achieve the following in one costeffectiveexhibit:Hotel Information2012 Annual SFFMA Training Conference and Convention will take place at the Crowne Plaza Hotel andReliant Park (Saturday agenda only). Exhibitors are encouraged to make lodging arrangements at theHost Hotel and take advantage of our group rate.Crowne Plaza Houston Near Reliant - Medical8686 Kirby DriveHouston, TX 77054Ph. 713.748.3221Rate: $109*/ night + taxGroup code: SFMCut off date: May 5, 2012* Rate subject to change based on 2012 state per diem rates for Houston. For more information visit www.sffma.org.3

10’ x 10’ booth 1 skirted table, 2 chairs,(regular and corner) company sign, wastebasketAll other booths2 skirted tables, 4 chairs,company sign, wastebasketEach booth will have 8’ back drape, 3’ side drapes, andtable skirts. The show colors are blue, white and black.SFFMA will only supply carpeting for the aisles in theExhibit Hall. To request booth carpet, please contactSuperior Expo Services.Apparatus spaces2 skirted tables on allsides, 4 chairs, companysign, wastebasketExhibit Booth registration is available online atTo request electricity, additional tables and chairs,or other booth furnishings, complete the appropriateforms included in the Exhibitor Service Kit and contactConvention Decorating Service.or you can register via mail by submitting signedexhibiting agreement and name badge pages (7 and8) of this brochure together with payment to:Badges allow entrance to all convention relatedfunctions. The number of badges received is relatedto the size of the exhibit space reserved. (Additionalbadges can be purchased).10’ x 10’ 2 badges10’ x 20’ - 40’, 20’ x 20’, 20’ x 30’ 4 badges30’ x 30’, 20’ x 50’ 5 badges30’ x 50’ 6 badges50’ x 50’ 7 badgesAn exhibitor list will be published in the springissue of the SFFMA newsletter , providedregistration is received and paid in full by March31, 2012. This publication is distributed to morethan 20,000 firefighters, chiefs, fire marshals, firedepartments and others in the Emergency Servicesindustry. Sponsor listing will be available on ourwebsite between July and December 2012.Convention attendees will receive a conventionprogram, which lists all exhibitors alphabeticallyby company name (including booth number). Allexhibitors who signed contracts and have fees paid-infullby April 30, 2012 will be listed in the conventionprogram. Product category information is publishedonly for exhibitors who provide this information bythe above specified deadline.4450 Frontier TrailAustin, TX 78745We accept checks and credit cards.Superior Expo Services is the official decorator of the136 th Annual SFFMA Conference and Convention.Superior Expo Services3366 Miller Park SouthGarland, TX 75042Phone: 972.271.7444Exhibitor Service Kits will be emailed to exhibitorsin May 2012. Exhibitors who contract for space afterMay 15, 2012 will receive these kits from the showdecorator as soon as they receive written confirmationfor booth space from the SFFMA.The kit will contain information on exhibit services,such as electricity, material handling, signs, carpet,furniture rental, cleaning. Forms for the above serviceswill be included in the Exhibitor Service Kit.Texas is a right-to-work state, which means thatexhibitors may install and dismantle their own exhibitsusing their own equipment.SFFMA offers many sponsorship opportunities. Tolearn more visit www.sffma.org. If you prefer custompackage, please contact Gabi Glass at 512-454-3473.Booth placement is on a first come-first served basisand will be assigned after SFFMA receives payment infull.4

Per month- Top Banner $150- Right Side Column Space $200- Right Side Rectangle $ 50Partnering with the State Firemen’s and FireMarshals’ Association as a convention sponsoror a strategic partner is an ideal way to promoteyour company or organization to its members.(monthly electronic newsletter) Per insertionTop Banner $275Middle Banner Ad $250Bottom Banner Ad $225Platinum OR MEAL FUNCTIONSPONSORSHIP$10,000 and upGold Sponsorship$5,000 - $9,999SFFMA MOBILE AppSponsorship$7,000SignageSponsorship$1,500BrassSponsorship$500 - $2,999Silver Sponsorship$3,000 - $4,999Keynote SpeakerSponsorship$4,500AM/ PM BreakSponsorhsip$750CopperSponsorship$100 - $499For complete Sponsorship Packet visitwww.sffma.org or email gglass@sffma.org.If you would like a custom packet created for yourorganization or company,call Gabi Glass at 512-454-3473 ext. 902- size 8.25” x 10.75”(Conference Edition - mailing in April )1/4 page $3251/2 page $525Full page BW $600Full page color $725- size 4” x 9”(printed in May)1/4 page $1001/2 page $200Full page BW $500Full page color $600- size 8.25” x 10.75”(mailing in October)1/8 page $3501/4 page $5001/2 page $750Full page color $1,000For more information about advertisingvisit www.sffma.orgSpace will be assigned on a first-come, first-served basis upon receipt of payment and a signed contract.10’ x 10’ $ 600 10’ x 40’ $80010’ x 10 corner $650 20’ x 20’ $80010’ x 20’ $700 20’ x 30’ $85010’ x 30’ $75030’ x 30’ $1,00020’ x 50’ $1,10030’ x 50’ $1,40050’ x 50’ $1,600Exhibits MUST fit within the parameters of the designated booth space.All sponsors and exhibitors must be 2012 Sustaining Members to exhibit ($150).5

2012 Exhibit HallLayoutCarefully read the termsand conditions on the following pages.Return the signed agreement withfull payment by April 30, 2012. Allinformation must be completed.By execution of thisagreement, Exhibitor agrees to leasespace at the State Firemen’s and FireMarshals’ Association Annual TrainingConference and Convention for a termbeginning at 7:00 a.m., Friday, June 8,2012, and ending at 10:00 p.m., Saturday,June 9, 2012. This contract is subject tothe terms and conditions as stated onthe following pages of this Prospectus.By signing of this agreement, Exhibitoragrees to abide by the SFFMA Termsand Conditions as outlined in theExhibitor Prospectus, which are part ofthis agreement by reference, and arefully incorporated herein. Exhibitingcompanies and organizations notcomplying with written rules, havingknowledge of them or not, shall besubject to actions taken by SFFMA.I have read thesection on Copyright Policy of thisbrochure and by signing the agreementindicate that my company will obtainall necessary authorizations from thirdparties and agree to pay all fees to usecopyrighted materials (including music)during the 2012 Annual SFFMA TrainingConference and Convention in Houston.6

Office use only:Sponsorship Type/Amount:YESBooth Space:10’ x 10’ $ 60010’ x 10’ corner $65010’ x 20’ $ 70010’ x 30’ $ 750Apparatus Space:30’ x 30’ $1,00020’ x 50’ $1,1001 st Choice:2 nd Choice:3 rd Choice:NO10’ x 40’ $80020’ x 20’ $80020’ x 30’ $85030’ x 50’ $1,40050’ x 50’ $1,600$150 Dues (cover January 1 - December 31, 2012)Sponsorship $Exhibit Space $Sustaining Membership $Advertising $$I have read the terms and conditions of thisagreement and will abide by them.ExhibitorSFFMAPlease Type or Print - List company name EXACTLY as it is to appear in publicity materials.COMPANY NAME (as it is to appear on signage):ADDRESS:CITY: STATE: ZIP:PHONE: EMAIL: DATE:AUTHORIZED BY:ON-SITE CONTACT NAME:Please make checks payable to:4450 Frontier TrailAustin, TX 78745TITLE:EMAIL:Check #: Amount Enclosed $:Credit Card: VISA MASTERCARD AMERICAN EXPRESS DISCOVERCredit Card #:Exp. Date:Cardholder’s Name:Billing Zip:7

To obtain additional badges, the cost of $30 per person must be made payable to SFFMA.10’ x 10’ 2 badges10’ x 20’ - 40’ 4 badges20’ x 20’, 20’ x 30’ 4 badges30’ x 30’, 20’ x 50’ 5 badges30’ x 50’ 6 badges50’ x 50’ 7 badgesPlease list the names of person needing Exhibit Hall Badges (for staff working on the Exhibit Floor).1.2.3.5.6.7.4.1.2.3.4.5.6.7.8.SFFMA will be placing a paragraph about your company in the Conference Program.This paragraphmust be 50 words or less and should describe the products or services your company offers. Youmay include contact information and company logo.8

The following provisions become binding upon acceptance of the State Firemen’s and Fire Marshals’ Associationof Texas Exhibiting Agreement between the applicant, his employees and agents, and SFFMA, and any additionsand amendments thereto that may hereafter be established or put into effect by SFFMA. The State Firemen’s andFire Marshals’ Association of Texas (hereafter referred to as “SFFMA”) reserves the right to disqualify potentialexhibitors which do not meet the specifications of the Exhibiting Agreement as stated herein. Failure by theexhibitor to comply with these rules and regulations as agreed by the parties or the breach of any representation,warranty, or guarantee by the exhibitor shall render the exhibitor liable for direct and consequential damages,expenses, allocations of overhead, etc. The Exhibiting Agreement and these Terms and Conditions represent thecomplete understanding of the parties and may be amended, modified, or otherwise altered only pursuant to themutual written agreements of the parties.Persons with disabilities who plan to attend this conference and who may need auxiliary aids or services arerequested to contact SFFMA at 800-580-7336 at least seven (7) working days prior to the Conference so that theappropriate arrangements can be made.Upon receipt of signed contract and full payment, notification of booth assignment will be emailed to theExhibitor. Space is assigned on a first-come, first-served basis. If space selected has previously been reserved,exhibit management retains the right to assign the next-best available space. The Exhibit Coordinator shall assigndisplay space as indicated on the official floor plan, but reserves the right to reassign, decline or prohibit anyexhibit that, in their judgment, is out of keeping with the character of the Conference. This reservation being allinclusiveas to person, things, printed matter, products and conduct.The arrangement of exhibit space is shown on the floor plan. All dimensions and locations shown on the floorplan are believed, but not warranted, to be accurate. SFFMA reserves the right to make such modifications, towhatever extent SFFMA deems appropriate, to the floor plan as may be in the best interest to the Exhibit.Exhibit space is leased on the express understanding it is to be used solely for the display of the Exhibitor’sproducts and services that the Exhibitor offers for sale to the Fire and Emergency Service industries. Exhibitors arenot permitted to sublet any part of their space, or to display merchandise of other manufacturers or dealers whereno direct business conditions exist between them. No exhibitor material may extend beyond the boundaries ofthe exhibit space or exceed the height restrictions for that type of booth. All exhibits must conform to the SFFMATerms and Conditions, and must not be of such nature or arrangement to obstruct the view of or interfere withexhibits of others. Should there be any question, final judgment will be made by the SFFMA Exhibit Management.Acceptance of exhibit space makes it obligatory on the part of the exhibitor and any employee that they shall notdeface or injure the Reliant Park - Exhibit Hall. Any damage done shall be made good by the exhibitor to SFFMAor the owners of the building as their interests may appear.SFFMA shall have the unqualified right to prohibit or require the dismantling of any exhibit or part of an exhibitwhich in their opinion is not suitable to or in keeping with the character or purpose of the Exhibit. Exhibits shallbe modified or dismantled at the request of SFFMA. SFFMA reserves the right to remove from the Exhibit anyadvertising, programs, or materials, literature, or costumed person or mannequins which are, in the opinion ofSFFMA, in bad taste.Exhibitors shall reflect the highest standard of professionalism while maintaining the booth during exhibithours. The SFFMA Executive Director or Exhibits Committee reserves the right to expel from the exhibit area anyexhibitor misrepresenting their product, service or firm, in name or in action.Exhibitors may sell products on the exhibit floor during regular exhibit hours, provided that the vending exhibitorholds SFFMA harmless from every claim of any kind that may arise from the sale of such products, including,without limitation, any consumer suit, complaint, or demand; any product liability suit; or any other claim,demand, or suit, whether in a court of law or equity or in an administrative forum.Every retailer in Texas needs a sales tax permit. An exhibitor without a Texas location needs a use tax permit.There is no fee for a use tax permit. It is the responsibility of the exhibiting company to obtain the proper salespermits from the State of Texas. For more information, contact the Texas Comptroller’s Office at 800/252-5555.Exhibit management reserves the right, in its sole discretion, to prohibit or discontinue sales for any reason, atany time. Exhibitors displaying ambulances and fire fighting equipment must complete and submit applicationsto the Texas Department of Transportation and Reliant Park. Failure to do so will result in ineligibility to exhibitand forfeiture of space cost. Sound levels may not be distracting to neighboring exhibits.Exhibitors must conform to rules and regulations concerning flammable and hazardous chemical products andmaterials as set by OSHA, the State of Texas, Harris County and City of Houston. Biological products exhibitedrequire a USDA license. Information contained in the exhibit and in literature distributed must conform toapproved labeling. Exhibitors are permitted to serve (but not to sell) candies, peanuts, etc., in their booths.However, the serving of beverages (alcoholic or non-alcoholic) in exhibit booths is strictly prohibited.Exhibitor will furnish SFFMA with a list of their exhibit representatives. These representatives must register uponarrival at the exhibit committee booth. No one will be admitted in the Exhibit Hall without this badge duringmove-in and move-out. Exhibitors, with the proper name badge, will be allowed in the Exhibit Hall no earlier thanone and a half (1.5) hour prior to scheduled opening of exhibits.9

Exhibitor fee includes standard back and side drape, 8’ draped table, two chairs, standard booth identificationsign, wastebasket and name badges. (number of badges according to the booth size). Fee also includes listing inthe Conference Program (provided exhibitor meets copy deadline). No utilities, audio/visual equipment, boothcarpeting, individual booth janitorial service or additional furnishings are included in the exhibit fee. ExhibitorMUST be a paid current sustaining member of SFFMA to exhibit.Booth payment is due in full at time of reservation. No one will be allowed to exhibit unless exhibit fee is paidin full. All booth cancellations must be submitted to the SFFMA Exhibits Coordinator in writing. In the event ofcancellation of exhibit space by the Exhibitor, it is agreed that the actual damages which might be sustained bySFFMA by reason of such cancellation are uncertain.Exhibitor must obtain all necessary authorizations from third parties concerning copyrights, music licensingrights, patents, trademarks, trade names, slogans, logos, service marks, and other similar tangible property rightsused by the exhibitor. Exhibitor’s operations at the exhibition do not infringe any copyright, patent trademark,trade name, service mark, or other similar right of any other party. Exhibitor shall indemnify and hold harmlessSFFMA, and its officers, directors, employees and agents from any and all liabilities, claims, costs, damages andreasonable fees of counsel of SFFMA’s choice incurred in connection with any claim against SFFMA promotionalmaterials or performance of any music or other material that violates any copyright, patent, trademark, tradename, service mark, or other similar right of any other party. **No unauthorized use of the SFFMA logo orportions thereof will be permitted without the expressed written permission of the SFFMA’s Executive Director.Exhibitors wishing to insure their property must do so at their own expense. All exhibitors should have at leastone exhibitor in their booth at all times, especially when exhibits are being setup or dismantled, to protectthemselves against loss. The performance of this agreement by either party is subject to acts of God, war,government regulations, disaster, civil disorder, curtailment of transportation facilities, or other emergencyover which neither party has any control making it illegal or impossible to provide the facilities or to hold thefunction. Exhibitors agree to maintain such insurance that will fully protect SFFMA from any and all claims of anynature whatsoever, including claims under the Workmen’s Compensation Act, and for personal injury, includingdeath, which may arise in connection with the installation, operation or dismantling of the exhibitor’s display.Exhibitor agrees to indemnify and hold harmless SFFMA for any such claims, irrespective of insurance coverage.(Exhibitors are advised to add on to their existing insurance a portal-to-portal rider at a nominal cost protectingthem against the loss/damage to their materials by fire, theft, accident, etc.)It is expressly understood and agreed, and the Exhibitor agrees by accepting this contract, that he/she will makeno claim of any kind against the State Firemen’s and Fire Marshals’ Association of Texas, or any of its membersor its employees for any loss, damage to or destruction of goods while in the Reliant Park, or for any damageof any nature or character whatsoever. It is further agreed that the SFFMA shall not be liable or responsible for,and shall be indemnified and held harmless by the Exhibitor from and against any and all claims and damagesof every kind, for injury to or death of any person or persons and for damage to or loss of property, arisingout of or attributed, directly or indirectly, to the operations or performance of the Exhibitor or Exhibitor’sagents and employee under this agreement. Reliant Park is not liable to the Exhibitors for any damage to or forthe loss or destruction of any exhibit or the property of the Exhibitor by fire or other casualty covered by anextended coverage endorsement to a fire insurance policy, whether caused by negligence of the hall, its officers,agents, servants, employees or otherwise, all claims for any such loss or damage being expressly waived by theExhibitor who agrees to indemnify and hold Reliant Park harmless for such claims. Should any eventuality causecancellation of the exhibition, SFFMA shall not be liable for any expenses incurred by the Exhibitor other than therental cost of the exhibit space less decorating cost. Refund of said rent shall be the maximum limit of SFFMA’sliability to the Exhibitor.10The State Firemen’s and Fire Marshals’ Association of Texas reserves the right to alter locations of exhibitors orof booths shown on the floor plan if deemed to be in the best interest of the Exhibit. This contract is subject toall rules and regulations of the Association and all the conditions under which space at the Reliant Park is madeavailable to SFFMA. The Exhibitor agrees to abide by all applicable fire, utility and building codes. Exhibitorsare responsible for knowing and abiding by the SFFMA Terms and Conditions, as outlined in the ExhibitorProspectus. The Association reserves the right to make such reasonable changes, amendments, and additionsto these Exhibit Rules and Regulations as may be considered necessary. This instrument contains the entireagreement between the parties relating to the rights herein granted and the obligations herein assumed, exceptas otherwise provided in this instrument. The agreement shall be governed by the laws of the State of Texas.

Exhibit Hall Regulations

2013SFFMA Annual TrainingConference and Convention137The WoOdlandsJUNE 21 - 26, 2013