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*Reduce waste, please do not print this packet unless needed*
Please read through this packet before registering for Ed Energy Day 2013, October 18th at
Ithaca College. NOTE the registration deadline of Sunday, September 1st.
Packet Contents:
Cover Letter
Vendor Benefits
Vendor Registration Information
Conference Overview
Logistical Details
Please give us a call at 607-274-3225 or send an email to
edenergy@ithaca.edu if you have any questions.
[1]
ITHACA
______________________________________________
Ithaca College
Office of Facilities
953 Danby Rd.
Ithaca, NY 14850
February 2013
As part of our continuing efforts to bring information about the latest products and practices
related to energy, Ithaca College is pleased to sponsor our 6th Annual Educational Energy
Conference. Ithaca College takes a leading role in energy and sustainability education in the
Upstate NY area and we expect this conference to be well attended.
The event will be held on Thursday, October 18th from 8am to 3:30pm in our Campus Center,
Emerson Suites on the 2nd floor. We would like to invite you to participate in our EdEnergy
Day. The event will provide you an opportunity to interact with over 300 attendees from the
energy, education, healthcare, hospitality, manufacturing, architect and engineering,
government, agri-business and transportation industries.
This year, any vendor interested in giving a one-hour presentation can submit a proposal
to be considered. To submit a presentation, go to www.ithaca.edu/edenergy and fill out
the Call for Presentation by March 15th. In addition, we believe this is a partnership
between Ithaca College and you, our vendors. Prices for the booths remains the same as
last year, however, if 15 attendees or more, register indicating a referral from you, your
business will receive at $50. refund on the cost of the booth.
To reserve your vendor space in the Exhibit Hall, we ask that you register online and fill out
the separate payment page to be emailed, faxed, or mailed to our office. Our fax number is 607274-1619. If you have any questions please give the conference planning committee a call at
607-274-3225, contact us via email at edenergy@ithaca.edu, or check out our website at
www.ithaca.edu/edenergy. We look forward to working with you at our 6th Annual Energy
Conference.
With Regard,
ED ENERGY Conference Planning Team
Ithaca College edenergy@ithaca.edu
[2]
EDENERGY DAY2013
You have been partners in the success of EdEnergy Day and its growth each year. This year we
want to share a new and exciting opportunity for you to participate, save, and help us grow
EdEnergy 2013.
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Any vendor interested in giving a one-hour presentation can submit a proposal to
be considered. To submit a presentation, go to www.ithaca.edu/edenergy and fill
out the Call for Presentation by March 15th
Vendor Referral Refund of $50. for any vendor that refers 15 or more attendees.
Returning vendors get their choice of exhibit hall location [booth number].
Sponsors get first choice. All requests are on a first come, first serve basis once
payment is received.
Vendors will receive an email listing of all registered attendees prior to the event
Vendors will have space behind their tables in an 8’x8’ space
Breakfast, lunch buffet, beverages, snacks, and raffles will all take place in the Exhibit Hall
There will be fewer seminars with more breaks between sessions and an hour-and-a-half lunch
(total free time for attendees is 3 hours+)
Parking will be closer than last year!
Sunday night booth set-up will be available again this year
This year’s conference is officially going green! Registration is available online.
No box lunches, lunch will be provided to vendors
Additional Sponsorship opportunities
With these new changes, the conference will run much more smoothly, for both vendors and
attendees. Our goal is to make this year’s conference as sustainable as possible. Please bring
sustainably conscious products as handouts and don’t forget your travel mug. We will be
providing reusable water bottles to all attendees. For more information about how we are
making this year’s event green please visit: www.ithaca.edu/edenergy/goinggreen
We believe these changes will make your experience at EdEnergy even more successful, if you
have any other suggestions or concerns please feel free to call 607-274-3225 or email
edenergy@ithaca.edu
[3]
EDENERGY DAY2013
Friday October 18th, 2013
The vendor exhibits will run from 8am – 3:30pm. Your booth must be staffed and maintained that entire time.
Please be sure to complete on-line registration by Sunday, September 1st.
Booths are on a first come first serve basis. If sold out, there is a Waiting List.
Registration is online: www.ithaca.edu/edenergy/register/vendor
Vendor Sponsorship Options
PLATINUM - $1500
GOLD - $1200
BRONZE - $1000
Premium Lounge/Exhibit Hall location
Oversize space [approx. 24’ x 8’]
1st come/1st serve choice
Verbal & visual recognition
Platinum banner at booth
Full page ad in program
Up to 4 tables/2 chairs
Posted on Website/Program
Premium Exhibit Hall location
Large space [approx 18’x8’]
1st come/1st serve choice
Verbal & visual recognition
Gold banner at booth
Half page ad in program
Up to 3 tables/2 chairs
Posted on Website/Program
Premium Exhibit Hall location
Double space [approx 12’ x8’]
1st come/1st serve choice
Verbal & visual recognition
Bronze banner at booth
Quarter page ad in program
Up to 2 tables/2 chairs
Posted on Website/Program
Conference Badges
$500
Break Sponsor
$500
In addition to booth cost
Have your Business name on
Every Name Badge
Badges- Wallet Style w/lanyard
holds name tag,
business cards, pen, keys
Ithaca College Royal Blue color
Limit of 1 total
In addition to booth cost
Morning and afternoon
2 Sponsor maximum for each break
Your Business Name on Buffet during break
Verbal & visual recognition
Served in Exhibit Hall
Limit of 1 total
Raffle Prizes
Must be a value of $100.+/each
No Limitation to # of raffle donations
Drawn throughout the day
Verbal and visual recognition
Drawn in Exhibit Hall
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Breakfast Sponsors
$500
In addition to booth cost
Breakfast Buffet
2 Sponsor maximum
Your Business Name
on table during breakfast
Verbal and visual recognition
Served in Exhibit Hall
Limit of 1 total
Space
Read carefully – How space is allotted
Each booth will have 8’x8’ of allocated space, this will provide room to sit behind tables. There
is no skirting between tables. Each table includes a white tablecloth/skirt and access to two
outlets on a shared power circuit [one circuit is shared by about 3 tables or equivalent].
Placement in the exhibit hall is at the discretion of Ithaca College. Unless you are a sponsor,
DO NOT request a specific table number.
Setup can take place between 6pm – 8pm on Thursday, October 17th or between 6am and 8am
Friday, August 18th. Location is locked and secure overnight. Loading dock and elevators
available. Space is limited, so the earlier we receive your on-line registration and payment the
better. Only one booth per vendor [unless sponsoring]. After September 1st, additional booths
may be purchased if available.
Sponsoring vendors get premium locations throughout the exhibit areas. Consider becoming a
sponsor.
Table Fee - $350.
An 8’ x 8’ space will be allotted, with one 6’ x 2.5’
table. Aisles must remain clear of tripping
hazards and clutter at all times. 2 chairs will be
provided. Sponsorship Fees, see above.
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Exhibit Hall
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Call for Presentations
Presentations should fit within our 2013 theme: Looking to the Future, Getting Results Today. Suggested
topics are on the EdEnergy Webpage. Presentations will be 1 hour in length and will be moderated.
Presenters are responsible to bring their presentation on a flash drive. Ithaca College is not responsible
to load presentations onto computer. Technical assistance will be available throughout the conference,
but Ithaca College does NOT assume responsibility for a successful presentation.
Network Connection
Shared WiFi service is available at no charge throughout the exhibit hall.
Program Ad
A conference program will be available at the event providing you with great exposure to your key
potential customers. Program ad space will be allocated in the order in which we receive the registration
forms. You must supply us with a high quality PDF file of the ad [no JPEGs] by Tuesday, September 17th.
Ads are in color. Send PDF file to edenergy@ithaca.edu.
 Small Ad [1/4 Page] - $225. Exactly 4.75” tall x 3.5’wide
 Medium Ad [1/2 Page] - $375. Exactly 4.75” tall x 7.5” wide
 Large Ad [Full Page] - $650. Exactly 10’ tall x 7.5” wide
Any Ads sent in after September 17th are not guaranteed to make it into the program.
Lunch
Lunch is provided for all exhibit hall staff at the vendor booths. If you have any special dietary
restrictions, contact us at edenergy@ithaca.edu
North Foyer Registration/Information Desk
Registration/Information Center for vendors and attendees will be set up near the Exhibit Hall.
Nametags and conference day packets should be picked up at the Registration Desk by vendors before
set up.
Confirmations
Confirmation with table assignment will be sent to all vendors upon full payment. Campus maps and
more details will be provided at a later date.
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Payment Information
Full payment is required no later than Friday, September 6th.
Applications received after September 1st will be accepted as space permits.
There is a separate page you MUST fill out in order to accept your payment, please visit our website to
fill out the needed payment information. Please sign the document and either email it to
edenergy@ithaca.edu, fax it to 607-274-1619, or mail it to the address listed below.
Checks should be made out to: Ithaca College. Please send payment to Jen Buell, Ithaca College, Office
of Facilities, 953 Danby Rd. Ithaca, NY 14850. Ithaca College’s Federal Tax ID Number is: 15-0532204.
Refunds will not be provided for cancellations, unless the booth can be filled. All fees will remain payable
in full.
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EDENERGY DAY2013
Friday October 18th, 2013
Show Overview
Ithaca College has hosted an energy conference for the past 5 years in our
Campus Center and invited area businesses to attend. Last year the conference
was expanded to a full day of energy education with multiple tracks. We were
given some great feedback on the event and made some exciting changes for this
year’s event. Educational Energy Day is a regional event that we expect to attract
over 300 attendees in addition to the vendors.
The event will be held on Friday, October 18th from 8am to 3:30pm in our
Campus Center. The show is designed to provide attendees with opportunities to
learn about the latest in challenges to the energy industry, operational best
practices, carbon reduction techniques, and vendor products and services. We will
be inviting attendees from the energy, education, healthcare, hospitality,
manufacturing, architect and engineering, government, agri-business and
transportation industries.
The conference will be held on the second floor of our Campus Center in the
Emerson Suites, the North Lounge, plus conference rooms for the seminars.
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EDENERGY DAY2013
Friday October 18th, 2013
Educational Energy Day 2013
Logistical Details
Setup
Emerson Suite B and C [the main exhibitor’s hall] and the North Lounge will
be open from 6pm – 8pm on Thursday October 17th, and again from 6am – 8am
Friday morning October 18th. Overnight room security will be provided.
Vendors should pick up their conference ID at the Registration desk [2nd floor
Campus Center] prior to setup. Photo identification will be required for all
vendors to obtain their conference ID.
Time & Place
The event will be held from 8am – 3:30pm Friday, October 18th in the Ithaca
College Campus Center Emerson Suites. Registration for attendees is between
8am and 9am Friday October 18th. All vendors must be setup before registration
begins. Welcome begins at 9am.
We Provide
2 electrical outlets for each table. General show publicity. Overnight room
security. Conference Program with attendee contact information. Name Tags.
Booth space, seminar schedule and space. Campus Map with designated parking
for vendors.
You Provide
All necessary computer equipment, power cords, and extension cord/power
strip at your booth. Setup, breakdown, and moving all of display
equipment/supplies. Minimum of 1 vendor representative at the booth between
8am – 3:30pm August 18th.
Payment
Full payment must be received no later than May 31st. No refunds for
cancellations and payment will still be due in full.
Breakdown
You are responsible for arranging the breakdown and removal of all materials
from the exhibit hall and Ithaca College. Removal from campus must be
completed no later than 6pm on Friday October 18th, the day of the conference.
Questions
All questions should be directed to Jen Buell or Michelle Jones at 607-274-3225
or by emailing edenergy@ithaca.edu. There will be a vendor coordinator
available during setup and the day of the conference.
Hotel
Country Inn and Suites located up the road at 1100 Danby Rd
$119/night – (607)256-1100 *rooms have been blocked off – space is limited.
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