Florida Dental Hygiene Symposium
September 15-18, 2016 – Hilton Orlando Lake Buena Vista, in the Walt Disney World® Resort
EXHIBIT SHOW - Saturday, September 17, 2016
Application for Exhibit Space and Symposium Sponsorship
Company Information
Please list Company Name as it should appear in all Symposium Signage
Company Name:
Address:
Street Address (above)
Apartment/Unit #
City (above)
State
ZIP Code
Primary Contact Name:
Title of Primary Contact:
Phone:
(
)
Email:
Who should receive the
Exhibitor Service Manual?
Phone:
(
)
Email:
Please list the names of exhibitors which you do not wish to be near. Every effort will be made to avoid adjacent
placement; however, this cannot be guaranteed:
Booth Personnel
Please list Name as it should appear on the Name Badge
Booth Representative #1:
Phone:
(
)
Email:
Booth Representative #2:
Phone:
(
)
Email:
Additional Booth Personnel – Additional Fee $35.00 per addition
Please list Name as it should appear on the Name Badge
Booth Representative #3:
Phone:
(
)
Email:
2016 FDHS Exhibitor/Sponsorship Application – 9/7/15
Page 1
Exhibit Booth Selection
Booths are assigned by August 15, 2016 based on sponsorship level and date contract received.
Register early to receive the best deal! Make your booth selection below by placing on “X” left of the fee.
Single Booth
$600.00 (by 5/1)
Non-Profit Organization OR
ADHA Member (non-dental)
$300.00 (by 5/1)
Corner Booth
$800.00 (by 5/1)
$700.00 (5/2 – 8/1)
$1000.00 (5/2 – 8/1)
$350.00 (5/2 – 8/1)
$800.00 (after 8/1)
$1200.00 (after 8/1)
$400.00 (after 8/1)
$0.00 Corporate, Bronze, Silver, Gold or Platinum Sponsor (complimentary booth; select specific
sponsorships below under Sponsorship Opportunities)
Sponsorship Levels
All sponsors receive:
1) Complimentary exhibit booth
5) Recognition during Opening Ceremonies
2) Participation in Oral Products Presentation
6) Recognition during specific event
3) Personalized Certificate of Appreciation
7) Special name badge ribbon for Exhibit Show
4) Sponsorship level in registration description
8) Preferential booth placement
Corporate
$1000 - $2499
Bronze
$2500 - $4999 (above plus includes 3 onsite representatives)
Silver
$5000 - $7499 (above plus includes 4 onsite representatives)
Gold
$7500 - $9999 (above plus includes 5 onsite representatives)
Platinum
$10000 or more (above plus includes 6 onsite representatives)
Sponsorship Opportunities
Please make selection/s by placing an “X” in the first column next to the amount
$6500.00
$1000.00
$1000.00
$1000.00
$1500.00
$1500.00
$5000.00
$1000.00
$1000.00
$0.00
$0.00
Appreciation Reception; Exclusive sponsorship
Appreciation Reception; Shared sponsorship (7 available)
Coffee Break – Registration Area (2 available)
Exhibit Hall Morning Coffee Break
Exhibit Hall Afternoon Break
Notepads and Pens (or other branded give away for registration bags)
Opening Ceremony – Keynote Speaker
Oral Products Presentation (Friday, 10/2/15 – limited to 12 companies)
President’s Dinner Entertainment
Provide Name Badges and Lanyards (quantity 650)
Registration Bag – Company Provided (quantity 650)
$2500.00
$0.00
$800.00
$1000.00
$600.00
$7500.00
$1500.00
$500.00
Registration Bag – FDHA Produced branded with company logo (quantity 650)
Registration Bag – Promotional Item (quantity 650)
Schedule of Events Card branded with company logo
Student Advisor Breakfast
Student Day Audiovisual
Student Day Lunch
Student Delegate/Alternate Lunch
Student Table Clinic Awards
Educational Grant, please contact us
Undesignated Sponsorship, please contact us
Requesting a Custom Designed Sponsorship, please contact us
2016 FDHS Exhibitor/Sponsorship Application – 9/7/15
Page 2
Payment Information
Complete information below to authorize specific payment method
Check
Indicate Payment Method
Amount
Authorized
Authorized
By
Phone
Credit Card (VISA or MasterCard)
Date
Title
(
)
Email
Credit Card #
Exp. Date
Vcode
Signature (required)
CONTRACT TERMS AND CONDITIONS
BOOTH ASSIGNMENT
Booth assignments are determined by sponsorship level and upon first receipt of payment. The FDHA Council
on Annual Session retains the right to eliminate any objectionable exhibits, person, advertisements, souvenirs or
other features that will impair high standards of the Florida Dental Hygiene Association.
EXHIBIT/SPONSORSHIP PAYMENT
FDHA accepts checks or credit card (VISA or MasterCard) for exhibit/sponsorship payment.
All checks payable to:
Florida Dental Hygiene Association
Send payments to: Florida Dental Hygiene Association,
Attention: Tami Miller, RDH, BS, Symposium Coordinator
PO Box 13675, Tallahassee, FL 32317
CANCELLATION POLICY
All exhibit fees and sponsorship paid to the Florida Dental Hygiene Association, for the Florida Dental Hygiene
Symposium is non-refundable.
INSTALLATION AND DISMANTLING EXHIBITS
The exhibit area will be available as of 7:00am Saturday, September 17, 2016. All exhibits must be fully
assembled by 9:00am on September 17, 2016. All exhibits must remain intact until the official closing time,
5:00pm on Saturday, September 17, 2016, and shall not be dismantled or removed before that time.
BOOTH FURNISHINGS AND SPECIFICATIONS
Exhibit fee includes standard 8’ back and 10’ wide back drapes and 3’ high x 8’ deep side drapes to separate 8’
x 10’ booths. All booths will receive one 6’ skirted display table, two folding chairs and one booth single line
identification sign. No utilities are included in the exhibit fee, but can be ordered through Teamwork Labor
Services. Displays must not extend farther out on the sides than 4’ from the back wall to permit a clear view of
all booths. Exhibit Service Manuals will be posted on FDHA website and emailed to designated company contact
6 weeks prior to the symposium (August 5, 2016).
SUBLETTING SPACE
Exhibitors are prohibited from assigning or subletting a booth or any part of the space allotted to them, except
upon written permission from the FDHA Council on Annual Session. Exhibitors shall not exhibit, nor permit to be
exhibited in their space; any merchandise not a part of their own regular products, or any advertising material
directly pertaining to such products. Representatives of firms occupying space must be bona fide employees of
the firm, which has contracted for space.
DELIVERY OF MATERIAL
The official drayage firm will be Teamwork Event Specialists. All shipments should be directed through
Teamwork Event Specialists. Contact Teamwork Event Specialists, 7500 Exchange Dr., Orlando, FL 32809,
(407) 438-7480 for shipping instructions, dates, and deadlines.
2016 FDHS Exhibitor/Sponsorship Application – 9/7/15
Page 3
NO boxes, freight or truck shipments will be accepted directly by the hotel without a charge. Shipments should
not be addressed to FDHA or the Hyatt.
A DIRECT HOTEL SHIPMENT WILL INCUR A CHARGE/BILL FROM THE HOTEL TO THE EXHIBITOR IF
THE ABOVE GUIDELINES ARE NOT FOLLOWED.
Please use the official drayage firm, Teamwork Event Specialists.
INSURANCE AND INDEMNITY
The Florida Dental Hygiene Association will not be held responsible for the safety of exhibits, exhibitors or their
employees against robbery or damage by fire, accident or other cause, but will use every effort to protect
exhibitors against such losses. In all cases, exhibitors wishing to insure their goods must do so at their own
expense. By signing the exhibitor contract, exhibitors agree to indemnify and hold harmless the FDHA from all
liability. It is recommended that all exhibitors have representatives in attendance at all times while the exhibit
hall is open, and especially when exhibits are being set up or dismantled, to protect them against loss. It is
expressly understood and agreed, and the Exhibitor agrees by accepting this contract, that he will make no claim
of any kind against FDHA, or any of its members or its employees for any loss, damage to or destruction of
goods, or for any injury that may occur to himself or his employees while in the Exhibit Hall, or for any damage
of any nature or character whatsoever.
Any Indemnity of Exhibitor shall be subject to the extent and limitation of the Florida Statutes, 768.28, and shall
NOT be construed as a waiver of Sovereign immunity under law.
Signature:
Date:
By the authorized signature of this contract, the authorized party indicates that he/she understands and accepts
the contract terms and conditions listed in this contract.
APPLICATION IS NOT COMPLETE WITHOUT TWO SIGNATURES (PAGE 3 AND PAGE 4)
Send completed form via mail or email to:
Florida Dental Hygiene Association
Attention: Tami Miller, Symposium Coordinator
PO Box 13675
Tallahassee, FL 32317
(860) 896-0603 phone
tami@fdha.org
FOR FDHA USE ONLY
Date Contract Received:
Sponsorship Level:
Date Payment Received:
Check #
Credit Card:
2016 FDHS Exhibitor/Sponsorship Application – 9/7/15
Page 4