2016 TRADE SHOW &
EDUCATION CONFERENCE (TSEC)
EXHIBITOR
GUIDE
VERSION 1.25.16
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-TABLE OF CONTENTS2016 TSEC Event Overview – Page 3
CAA TSEC Staff Contact Information – Page 4
Exhibiting/Booth Details – Page 5
Exhibitor Services Information (Includes MCS Details) – Page 10
Certificate of Insurance (COI):
Certificate of Insurance Details – Page 11
Sample Certificate of Insurance – Page 12
Exhibitor/Booth Registration – Page 13
Step by Step Online Booth Registration Instructions – Page 14
(link to registration located under Step 1 in light blue font color)
Exhibitor Plus Account:
Access Exhibitor Plus Account – Page 20
Manage Exhibitor Plus Account (& Its Details) – Page 22
Sponsorship Details – Page 30
Outline of Important Dates – Page 32
2016 CAA TSEC Exhibitor Terms of Service Agreement – Page 33
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-2016 TSEC EVENT OVERVIEWThe Chicagoland Apartment Association (CAA) Trade Show & Education Conference (TSEC) is an annual event which concurrently
offers an exposition of (exhibiting) associate members’ products/services and education classes for employees of management
companies (classes take place on-site within show floor hours). Details on class offerings, times, and speakers will be posted to the
TSEC page of the CAA website (see below) as they become available.
Due to space and time limitations, CAA is unable to offer any speaking opportunities to exhibitors/exhibiting companies. If you are
interested in presenting a class/seminar to our membership at a later date, please contact CAA professional development
department staff member Jessica Sivels at (312) 207-1890 ext. 4 or Jessica@caapts.org.
OFFICIAL EVENT WEB PAGE: www.caatradeshow.com.
EVENT DATE
Tuesday, April 12th 2016
EVENT (DAY OF) TIMES FOR EXHIBITORS
Move-In* (Same Day Only):
Exhibitor Check-In:
Show Floor Open:
Lunch:
Move-Out (Same Day Only):
7:00 a.m.-10:00 a.m.
8:00 a.m.-10:00 a.m. (See Exhibitor Check-In Paragraph for Details)
10:00 a.m.-3:30 p.m.
11:30 a.m.-1:30 p.m. (By pre-purchased ticket only for both exhibitors and attendees.)
3:30 p.m.-4:30 p.m.
*If you are bringing a vehicle as part of your booth (or have any special move-in needs), you must contact Lisa at CAA by April 1st at the latest so that the necessary
special accommodations can be made. Please also note that, per Drury Lane (see “2016 CAA TSEC Exhibitor Terms of Service Agreement), exhibitors may NOT use the
front entrance to move any materials in or out. If any exhibiting company representative does not comply, their company will be fined $500 via a post-event invoice.
EVENT VENUE & VENUE LOCATION
Drury Lane Theatre & Conference Center
100 Drury Lane
Oakbrook Terrace, IL 60181
www.drurylaneoakbrook.com
INITIAL “KEY” NOTES FOR POTENTIAL EXHIBITORS
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Exhibiting companies’ booth staff (employees) are the ONLY vendors/associate members allowed to walk the show floor
(NO EXCEPTIONS). Please review the 2016 CAA TSEC Exhibitor Terms of Service Agreement for this, and all other, show rules
& policies (page 32).
All participants in/attendees of the show are required to wear name badges.
The 2016 CAA TSEC Exhibitor Terms of Service Agreement is replacing our old contract. All exhibiting companies will have to
click to agree with it in order to complete booth registration online/exhibit in the show.
CAA associate member companies whose 2016 membership dues are paid (see “2016 CAA TSEC Exhibitor Terms of Service
Agreement”) are the only companies allowed to exhibit. Please see “Exhibitor/Booth Registration” for more information on
membership/membership dues.
A certificate of insurance is required from all exhibiting companies. Please see “Certificate of Insurance Details” for more
information.
Whomever is the administrator/sign-up/show contact for your booth (not CAA) is responsible for communicating all
information, rules, and times (etc.) to all applicable parties within their company, including anyone that will be on-site.
CHICAGOLAND APARTMENT ASSOCIATION (CAA)
The Chicagoland Apartment Association (CAA) is “The Recognized Voice for the Multifamily Rental Housing Industry” and represents
more than 6,000 apartment professionals who own and/or manage over 170,000 market rate and affordable rental units in
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approximately 900 apartment buildings in the Chicagoland region. CAA provides professional development and networking
opportunities to apartment industry professionals and advocates on their behalf at the state and local government level.
CAA TSEC CONTACT INFORMATION
The primary Chicagoland Apartment Association (CAA) staff contact for the Trade Show & Education Conference (TSEC) is Lisa
Henning, Director of Special Events.
Lisa’s Phone: (312) 207-1890 ext. 3
Lisa’s Email Address: lisa@caapts.org
CAA Office Address: 557 W. Randolph Street, Suite 201
Chicago, IL 60661
CAA Website: www.caapts.org
Thank you for your participation in this event! We look forward to working with you.
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-EXHIBITING/BOOTH DETAILSSix (6) booth types with four (4) different sizes will be offered for the 2016 show. Please reference the digital floor plan (available at:
www.caatradeshow.com) to view booth type locations and numbers. Booths are priced by: size, location on the show floor, sides
available for attendee access, etc.
Show colors (for both pipe & drape and table skirting) are white and royal blue, with colors alternating from booth to booth. While
exhibitors are unable to select the color used in their booth, all exhibitors are welcome (& encouraged) to bring their own table
linens to cover the skirting provided.
2016 TSEC BOOTH TYPES
TYPE NAME
Level 1 (L1)
TYPE SIZE
Level 3 (L3)
20’ Deep x 16’ Wide-NO Side Rails or Pipe
& Drape; Space Taped Out on Show Floor
10’ Deep x 10’ Wide-NO Side Rails or Pipe
& Drape; Space Taped Out on Show Floor
8’ Deep x 10’ Wide
Level 4 (L4)
8’ Deep x 10’ Wide
Level 5 (L5)
8’ Deep x 10’ Wide
Level 6 (L6)*
6’ Deep x 6’Wide
Level 2 (L2)
TABLES/CHAIRS
INCLUDED PER TYPE
TYPE
PRICE
# STAFF ALLOWED
6’ Skirted Table &
2 Chairs
6’ Skirted Table &
2 Chairs
6’ Skirted Table &
2 Chairs
6’ Skirted Table &
2 Chairs
6’ Skirted Table &
2 Chairs
4’ Skirted Table &
1 Chair
$2,225
Max 8 Staff Allowed
$1,890
Max 6 Staff Allowed
$1,590
Max 4 Staff Allowed
$1,390
Max 4 Staff Allowed
$1,295
Max 4 Staff Allowed
$750
Max 2 Staff Allowed
(At any one time)**
*ONLY companies that employ six (6) or less total employees may register for a Level 6 booth.
**This is the maximum number of company employees that can be working in your booth as booth staff at any one time. You are not limited in the number of
booth staff that your company registers if your company complies with this (and all other) rule(s) available in the 2016 CAA TSEC Exhibitor Terms of Service
Agreement.
THE FOLLOWING ARE INCLUDED FOR ALL EXHIBITORS:
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One (1) standard (not customizable) 7”x 44” white sign with company name in black letters
One (1) wastebasket
Carpeting (Drury Lane is carpeted)
Wireless internet (paid for by CAA, but provided and serviced by Drury Lane)
A post-show (roughly 1+ week after) attendee list with name, property or company name, address, title, and phone number
where available. EMAIL ADDRESSES WILL NOT BE PROVIDED per the CAA policy established by the CAA Board of Directors.
NEW! Free “Exhibitor Plus” Account (see below)
ELECTRICITY & OTHER ADD-ONS
Any other items (including: electricity, additional tables, additional and/or special chairs, etc.) must be ordered directly through our
exhibitor services company Midwest Conference Services (MCS) via their exhibitor kit (see “Exhibitor Services Information”).
NEW: ADDITIONAL VALUE-CREATING “EXHIBITOR PLUS” FEATURE ADDED FOR 2016 EXHIBITORS
CAA has purchased the new “Exhibitor Plus” account package to create additional value (at no additional cost) for all of 2016
exhibiting companies. Exhibitor Plus is a feature provided through Map Dynamics (the program you use to register for your booth
and that feeds the interactive digital floor plan displayed on the TSEC web page www.caatradeshow.com).
Through Exhibitor Plus, exhibiting companies will have the option to provide significantly more data than ever before to 2016 TSEC
attendees, thereby creating greater visibility for their companies and their brand. In-depth details are provided under “Exhibitor Plus
Account,” however a snapshot of what 2016 exhibitors will receive (the “Expanded Profile”) is outlined in the image on the next
page.
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Image above outlines all of the features exhibiting companies will receive as a part of the 2016 TSEC with their new “Expanded Profile”
through Exhibitor Plus.
CAA MEMBER PORTAL SIGN IN
Exhibiting companies will need to sign into the Member Portal of CAA’s website to pre-purchase lunch tickets for booth staff (if they
so choose). If you do not know (or have forgotten) your login or password, click on the blue “Click here for personal login
information” text next to the grey “Login” button on the portal web page (address below).
CAA Website Member Portal Sign-In Page: http://web.caapts.org/Portal/
CERTIFICATE OF INSURANCE
As of 2015, CAA requires a Certificate of Insurance from all exhibiting companies. Please see “Certificate of Insurance Details” for
more information.
LUNCH FOR EXHIBITING COMPANY BOOTH STAFF
Lunches are not included in the cost of the booths, and are only available for exhibitor booth staff if pre-purchased through CAA.
Lunch is $25 per person (which just covers the cost charged to CAA) and is a soup and salad buffet. As CAA has to put in a final count
for lunch over a week before the event, all lunches for booth staff must be ordered by close of business on Friday, April 1st. Please
be advised lunches will not be available for sale on-site.
Exhibitors are by no means required to order lunch. However please note (and communicate to any of your booth staff that will be
at the show-as they are often the hungry ones that are frustrated they don’t have a meal) that if you do not order lunch, no other
options for food are available at the venue. Drury Lane does not even have a vending machine, and does not permit bringing any
food from outside vendors (pizza, sandwiches, etc.) into the venue.
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Purchasing Lunch: After your company has received the CAA confirmation email with your booth assignment (staff has to assign
your company a special code after booth registration), you may purchase lunches at www.caatradeshow.com. Tickets for these prepurchased lunches will not be mailed to the exhibiting company in advance, FYI. They will be available for pick-up on-site in the
exhibiting company’s “exhibitor packet,” available at Exhibitor Check-In (open the hours of 8:00 a.m. to 10:00 a.m.) the morning of
the show.
ALL OTHER FOOD & BEVERAGE
Exhibiting companies interested in ordering any special food or beverage (soda, desserts, snacks, etc.) for boothLisa
staff or
as giveaways for show attendees, need to contact Tammy Blachuciak in Catering at Drury Lane directly. She may be reached at (630)
530-7263 (in the catering office). Any food & beverage orders should be placed prior to the show.
BOOTH STAFF
CAA requires that anyone at the show, on the show floor, etc. wear a name badge. This includes both attendees AND all exhibiting
company booth staff. Please review the 2016 CAA TSEC Exhibitor Terms of Service Agreement for rules on booth staff, including (but
not limited to) who qualifies to be booth staff, and how many can be in your booth at a time.
The names, titles, and emails of all booth staff working the show for each exhibiting company must be provided to CAA via their Map
Dynamics Exhibitor Plus account (under the “Staff” tab) by Friday, April 1st. (See “Exhibitor Plus Account” for more details on this
new feature, including: when you can access it, how to access it, who can access it, what information you can enter into it, etc.).
Changes can be made to your booth staff by your company’s Exhibitor Plus Administrative Contact (see “Exhibitor Plus Account”) at
any time. However, after April 1st, name badges will not be created for them. Any changes or additions made to your booth staff
after April 1st will need to be made in-person at the registration counters on-site the day of the show (April 12th, 2016).
NOTE: Name badges for those registered by April 1st will not be mailed to the exhibiting company in advance. They will be available
on-site in the exhibiting company’s “exhibitor packet” at Exhibitor Check-In (open the hours of 8:00 a.m.-10:00 a.m.) the morning of
the show.
EXHIBITOR CHECK-IN
CAA does not mail anything to exhibiting companies in advance of the show. All pre-registered booth staff’s name badges and/or
pre-purchased lunch tickets will be available in the company’s exhibitor packet for pick-up at Exhibitor Check-In.
Exhibitor Check-In will be held the morning of the show (April 12th, 2016) from 8:00 a.m. to 10:00 a.m. at a table located near the
attendee registration kiosks. One (1) packet (enclosed in a single envelope) is created per company, so please make sure you either
identify who will be picking up your packet at the show prior to the event or you (& booth staff) keep tabs on who picked it up that
morning.
PROMOTIONS/SPECIALS/RAFFLES
Exhibiting companies are encouraged to offer specials for TSEC show attendees (discount on products and/or services, free trials,
etc.). Exhibiting companies are also encouraged to raffle off items in their booths (purses, products/services, gift cards, etc.) as an
additional tool to drive traffic.
If your company is offering a show special or raffle, you will be prompted to supply that information at the point of booth
registration. If your company is not yet certain if (or what) it will be offering at the time of booth registration, please note that you
can email Lisa (lisa@caapts.org) with this information until Friday, March 25th.
Information received prior to March 25th will be entered into the 2016 event app. After the deadline, information will not appear in
the app. However, please still feel free to hold a raffle, etc. in your booth!
NOTE: CAA will not/does not announce any exhibitors’ raffle winners over the main sound system at the show. If your company
holds a raffle, you will need to contact the winner at/after the show (which is actually a great follow-up opportunity).
THEME
The TSEC Committee has selected the theme “Hats Off!” for the 2016 show. The theme is a “salute” to members of the multi-family
housing industry. It also is meant to acknowledge all the “hats” our members in the industry wear.
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Exhibiting companies are encouraged to have games/giveaways/decorations in their booths that play on the show’s theme.
Exhibitors are also invited to wear hats as a play on the theme (and potentially a way to engage attendees).
The theme, in its graphic representation for our show, looks like:
SPONSORSHIP
The sponsorship offerings and their details for the 2016 show are available under “Sponsorship Details.”
NOTE: Only confirmed 2016 TSEC exhibiting companies (associate member) and 2016 CAA member management companies are
eligible to sponsor.
ATTENDEE LISTS
Pre-Show Attendee List: On April 5th, CAA will send out a list of registered attendees to the contact that registered for the
company’s booth (the Administrative Contact as identified by the exhibiting company during booth registration). The list will include
the attendee’s name, property or management company name, phone number, and address (where available). The list will NOT
include email addresses per CAA policy (which applies to all events). Lists will not be sent out prior to this date.
Post-Show Attendee List: On April 15th, CAA will send out a list of those attendees that registered for the show (pre-event and/or
day-of). This list will be sent to the contact that registered for the company’s booth (the Administrative Contact as identified by the
exhibiting company during booth registration). The list will include the attendee’s name, property or management company name,
phone number, and address (where available). The list will NOT include email addresses per CAA policy (which applies to all events).
EVENT APP
CAA introduced its first event app for attendees and exhibitors to use on their mobile devices (phones, tablets, etc.) last year, and
will offer it again in 2016. The app was added in 2015 with the intention of creating more visibility (and subsequently value) for
exhibitors, creating additional value for attendees, and creating new networking opportunities for both exhibitors and attendees.
The software company that CAA is under contract with for the app is currently adding new features, as well as working on new
programming intended to improve the user experience. More information on the event app will be provided when it becomes
available.
SHOW HOTEL INFORMATION
CAA is no longer able to secure room blocks for out-of-town exhibitors with nearby hotels (we did not fill the room blocks in prior
years). However, please note that there are 2 hotels within walking distance (one on each “side” of the venue’s parking lot). Their
information is provided below.
Hilton Garden Inn-Chicago/Oakbrook Terrace
1000 Drury Lane
Oakbrook Terrace, IL 60181
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Phone: (630) 941-1177
http://hiltongardeninn3.hilton.com/en/hotels/illinois/hilton-garden-inn-chicago-oakbrook-terrace-CHIOBGI/index.html
Hilton Chicago/Oak Brook Suites
10 Drury Lane
Oakbrook Terrace, IL 60181
Phone: (630) 941-0100
http://www3.hilton.com/en/hotels/illinois/hilton-chicago-oak-brook-suites-CHIOTHS/index.html
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-EXHIBITOR SERVICES INFORMATIONCAA contracts with an exhibitor services company each year to produce our show. Our exhibitor services provider company,
Midwest Conference Services (MCS), is responsible for setting up the show at Drury Lane, as well as handling all shipping orders,
pulling all electric for CAA/our exhibitors, setting up tables, etc.
If you would like to order electricity, need to ship anything to the show, etc., you will need to do so via our MCS “Exhibitor Services
Kit.”
LINK TO 2016 CAA TSEC MCS EXHIBITOR SERVICES KIT:
http://kits.tradeshowlogistics.com/oem/tlexhibitorshowlogin.aspx?ShowID=1030
NOTE: Even if you have exhibited and purchased services through MCS in the past, you will have to register and create a new user
name and password before you will be able to access the kit.
IMPORTANT MCS DATES FOR OUR SHOW:
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MCS Discount Deadline Date: March 22nd, 2016
MCS Freight/Drayage (Shipping) Due Date: April 1st, 2016
SHIPPING TO DRURY LANE/THE SHOW
MCS & CAA both HIGHLY discourage exhibitors from shipping directly to Drury Lane, as packages are often lost. However, if this
becomes the only option for your company at the last minute, please make sure your package arrives between 7:00 a.m. and 10:00
a.m. the day of the show (April 12th, 2016). Receipt of your shipment is not guaranteed.
Please read the information in the “Shipping Information” tab within the exhibitor services kit for instructions. Anyone who ships
something to the show is responsible for scheduling a pick-up/pick-up time with their carrier in order to ship it back out.
CAA is not responsible for tracking or ensuring receipt of packages/shipments. If you have any questions regarding shipping, please
contact MCS directly.
MIDWEST CONFERENCE SERVICES (MCS) INFORMATION
35 N. Garden Avenue
Roselle, IL 60172
Phone: (630) 351-3976
Toll Free Phone: (888) MCS-EXPO
Fax: (630) 351-4118
Email: info@mcsexpo.com
Business Hours: Monday-Friday 8:00 a.m.-5:00 p.m. CST
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-CERTIFICATE OF INSURANCE DETAILSAs of 2015, CAA’s insurance company requires that CAA obtain a Certificate of Insurance that is valid for April 12th, 2016 (the date of
the show) from each company that exhibits in the TSEC (Trade Show & Education Conference). This certificate is intended to cover
anything that may happen in the exhibiting company’s booth.
All exhibiting companies will need to email Lisa at CAA (lisa@caapts.org) a copy of the certificate as outlined below by Friday, March
4th in order to exhibit in the show. CAA will confirm receipt.
Please Note: Exhibiting companies will not receive the CAA confirmation email with their official booth assignment until the
certificate has been received.
Although the National Apartment Association (NAA) or other apartment associations across the country may not require this as a
part of exhibiting, it is a very common practice among associations that work with other industries.
Our (CAA’s) insurance company has told us that your company (in most cases) should be able to secure the following at no
additional cost to your company. However, if your insurance company charges and the cost is prohibitive, please email Lisa a copy
of your Certificate of Insurance valid for the date of the show (04/12/16).
2016 TSEC CERTIFICATE OF INSURANCE REQUIREMENTS
A. CAA’s insurance company requests that 2016 TSEC exhibitor companies carry the coverage (outlined below) for the show.
The Certificate of Insurance that you send in (that’s valid for the day of the 4/12/16 show and outlines your coverage
within) will serve as verification of this coverage.
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B.
$1,000,000 Each occurrence
$2,000,000 Aggregate General Liability
$1,000,000 Umbrella (if you, the exhibiting company, has it)
In order to be valid for the 4/12/16 TSEC, the Certificate of Insurance also must include both of the following:
1.
2.
The Chicagoland Apartment Association (CAA) needs to be named as the “Certificate Holder.”
-ANDChicagoland Apartment Association (CAA) & Drury Lane Theatre & Conference Center BOTH needed to be listed as
additional insured’s within the additional insured section of the certificate.
A copy of a sample certificate with these details has been included on the next page as a visual/example, with the hopes that it
helps clear up any confusion.
CAA’s address is on page 4 of this packet. Drury Lane’s address is on page 3 of this packet.
QUESTIONS?
Should you have any questions, please feel free to contact our (CAA’s) insurance company representative Michelle Wolf of
Cook and Kocher Insurance Group.
Michelle’s Phone #: (847) 692-9200
Michelle’s Email Address: michellew@cookandkocher.com
NEED INSURANCE?
If your company does not have special event insurance, CAA’s insurance company has provided the following website for K & K
Insurance where “special event insurance” can be bought for (just) the day of the 4/12/16 TSEC:
http://www.kandkinsurance.com/Pages/Home.aspx
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-SAMPLE CERTIFICATE OF INSURANCE-
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-EXHIBITOR/BOOTH REGISTRATION(Steps and details provided within are rough outlines and may not be 100% exact. All of this extra detail has been provided for 2016 as the process has significantly
changed, and with the hopes it helps all companies prepare more effectively.)
EXHIBITOR/BOOTH REGISTRATION OVERVIEW
Please review the following prior to registration:
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All companies that wish to exhibit must be paid 2016 members of CAA by March 1st, 2016*
o Please contact Director of Membership Andrea Brady at (312) 207-1890 ext. 5 or andrea@caapts.org for 2016
membership rates or to inquire about membership.
o Please contact Joe Schmeier at (312) 207-1890 ext. 2 or joe@caapts.org to confirm your 2016 membership dues
payment status. Joe does not work on Wednesdays.
o If you choose to pay by check, it should be made out to Chicagoland Apartment Association.
A Certificate of Insurance is required from each exhibiting company. See “Certificate of Insurance Details” for additional
information.
2016 membership dues must be paid & Certificate of Insurance received before the confirmation email with your booth
assignment will be sent.
Booths will be sold online (online only) to:
o Returning 2015 exhibitors (only) on Thursday, January 28th at 10:00 a.m. CST
o All other associate members (including 2015 exhibitors that decided to wait) on Wednesday, February 10th at
10:00 a.m. CST
No exceptions will be made, and online registrations received prior to these dates/times will be rejected.
If you are unable to register for your booth on that day/time, please prepare someone in your office to do it on your behalf.
Please note I am unable to make exceptions for this rule.
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Booths will be sold on a 1st come, 1st served basis in the order in which sales are received in the booth registration
software’s order center. Even if you submit your registration right at 10:00 a.m. CST, internet speeds vary and so other
registrations may appear ahead of yours in the order center. You may also have selected a booth that is available but is next
to a competitor and therefore unavailable to you. CAA will finalize all booth assignments; booth choices companies provide
are not final. *
You may wish to prepare your information in advance to speed up the time it takes for you to enter everything on
registration day. I would also recommend confirming 2016 membership dues are paid and obtaining/emailing your
Certificate of Insurance in advance.
It may take CAA several days to a week(+) to get your official booth assignment to you.
*See “2016 CAA TSEC Exhibitor Terms of Service Agreement”
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REGISTERING & MAKING BOOTH SELECTIONS VIA MAP DYNAMICS:
STEP 1: Go to this link (also available via the TSEC web page at www.caatradeshow.com) to enter your booth selections:
https://shows.map-dynamics.com/caa2016/?register
STEP 2: Read the instructions & then click on the “Let’s Get Started” button in the box located (roughly)
in the middle of the web page.
STEP 3: Select 3 booths (minimally 3) that you are/would be interested in exhibiting in by clicking on the booth numbers (in the
map). Then, click the green “Continue to Checkout” button to proceed.
Your preferences will line up/look like the example copied below (with your booth preferences in place of these numbers):
If you would like to eliminate an option, you may do so by clicking on the red box with an “x” in it, located across from that
option.
If you plan on purchasing 2 booths, you will then click the blue “Click here to buy another booth” button to make your 3+ selections
for your second booth. Then, click the green “Continue to Checkout” button to proceed.
Your preferences for both of your (2) booths will line up/look like the example copied
below (with your booth preferences in place of these numbers):
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STEP 4: Enter your company’s information into the registration fields and (if you choose), upload your company’s logo (in jpg, gif
or png formats only). Information that correlates to the fields with red asterisks are required. When you are finished entering data
into all of the fields in this section, click on the green “Update Exhibitor Profile: Next>>” button to proceed.
Exhibitor Profile-The information that will appear on our website about your company. FYI: all information entered into these fields
will be viewable by the public.
NOTE: “Searchable Keywords” are words that describe your company and that an attendee might type in/use to search for your kind
of company. For example, if you are a landscaping company, your words might be/include “Hardscapes” and “Landscaping.”
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Exhibitor Profile (Continued)-The contact information for your company.
Public Information: This contact information will appear in your profile in the digital floor plan on our website, and needs to be
entered for the person at your company (most often sales contact) who should be contacted by someone looking for more
information on (purchasing) your products and/or services.
Administrative Information: Referred to as “Administrative Contact” throughout this document, this is the information that needs
to be entered for the person at your company who will be handling the details of the booth (administrative, billing, etc.). This is also
the person who will have access to your company’s Exhibitor Plus account to edit the profile, etc. (more information is available in
“Exhibitor Plus Account”).
Important Note: Even if the Business Contact and the Administrative Contact are the same person for your company, please be sure
to fill in that person’s information for both, as critical system features are tied to both.
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STEP 5: You will be asked to provide answers to the following questions, please answer all of them.
Important Note: If you are offering a special for our show’s attendees (discount on products/services, free trial, etc.) OR will be
raffling anything off in your booth (purse, products/services, gift cards, etc.), this is where you would enter it. Please note that CAA
does not announce any of the raffle winners over the main sound system. If your company holds a raffle, you will need to contact
the winner at/after the show (which is actually a great follow-up opportunity).
If you are not yet certain what you will be offering at the time of registration, please note that you can email Lisa (lisa@caapts.org)
with this information until Friday, March 25th.
STEP 6: You must agree to our terms of service in order to proceed with registration/exhibit in our show. (A copy of the terms is
available under “2016 CAA TSEC Exhibitor Terms of Service Agreement” on page 32). Please be sure to read this document
thoroughly and provide a copy to anyone working your show, as it includes all of our show rules.
After you’ve read/scrolled through the document, you will click in the check box to agree to the terms.
Then, click the green “Next>>” button to proceed.
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STEP 7: Review your cart (this screen will look like the example provided below, with your booth preferences/information in the
corresponding fields). Be sure to scroll down to see all of your information. If any of it needs to be corrected, click the blue “Edit”
button next to that section’s header/title. If everything looks correct, click on the green “Checkout” button to proceed.
Important Notes:
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Billing will be done by CAA, once Lisa has assigned and registered your booth. You will not be entering any payment into
this software.
Please be advised there is not a different price for booths for members vs. non-members as members are the only
companies allowed to exhibit in the show. Non-exhibiting vendors are not permitted to attend the show.
See the 2016 CAA TSEC Exhibitor Terms of Service Agreement for all show rules/additional information.
CAA does its best to not place competitors next to each other.
18
STEP 8: After you check out, you will be taken to the Order Confirmation page (will look similar to the example provided below).
You can print this page for your records. A copy will be emailed to the email address for the administrative contact that you entered
during registration (see page 15).
19
-ACCESS EXHIBITOR PLUS ACCOUNTAs outlined in “Exhibiting/Booth Detail,” Map Dynamics (the program you use to register for your booth-more information available
under “Exhibitor/Booth Registration”) is the software program that feeds the interactive digital floor plan displayed on the TSEC web
page www.caatradeshow.com.
To add more value for our exhibitors, CAA purchased the new “Exhibitor Plus” package offered through Map Dynamics. This
package, offered to all 2016 exhibitors at no additional cost, features an expanded profile that will (for the companies that take the
time to enter the extra information and thus take advantage of it) create significantly greater visibility and value for them.
WHO CAN ACCESS THE COMPANY’S EXHIBITOR PLUS ACCOUNT
The Administrative Contact will be the main (& only) contact that has access to your Exhibitor Plus account. This contact (alone) will
receive communication about your company’s Exhibitor Plus account, communication from Map Dynamics (Exhibitor Plus software
owner) on setting up the login for your company account, other notices, etc.
It is up to the exhibiting company to choose (internally) who their Administrative Contact will be. The software only allows one
Administrative Contact per exhibiting company/account.
The Administrative Contact is derived from the name & contact information entered into the “Administrative Information” fields by
whomever registered for the booth during booth registration (see “Exhibitor/Booth Registration,” specifically page 15).
HOW TO GAIN ACCESS TO YOUR EXHIBITOR PLUS ACCOUNT
THE INVITATION
After your booth assignment has officially been confirmed (the Administrative Contact will receive a confirmation email from CAAsee “Exhibitor/Booth Registration”), CAA will approve the Administrative Contact’s access to their Exhibitor Plus account. At that
time, an invitation will be sent to the email address that was provided for the Administrative Contact.
IMPORTANT NOTE: Please be sure that the Administrative Contact either puts the account-invitation@map-dynamics.com email
address (as well as CAA Staff Member Lisa Henning’s email lisa@caapts.org) in their contacts, on their whitelist, or regularly checks
their spam folder for this email, as it may end up in their junk mail.
A sample of what that invitation email will look like is provided below:
CREATING THE ACCOUNT LOGIN
Within the email invitation from Map Dynamics, the Administrative Contact needs to click (or Control + Click) on “here” within the
“Click here to get started” sentence to begin the account login creation process.
20
The link from the invitation email should take you to a screen where the following image (with the Administrative Contact’s email in
place of the one below) should appear.
The Administrative Contact will need to verify their email address by reentering it into the box, and then click on the “Submit &
Verify” button. The following should appear on your screen after the “Submit & Verify” button is clicked:
After entering and confirming a password, the following (below) should appear on your screen. Your account login has been created.
Click on the blue button to “Continue to the Admin Login Screen” to be directed to the login page for all account administrators.
21
-MANAGE EXHIBITOR PLUS ACCOUNTOnce you have gained access to your company’s Exhibitor Plus account (see “Access Exhibitor Plus Account”), you will see a screen
that has a tab for each “feature section” available. Be sure to take full advantage of this offering by filling out as many fields as you
can! Information entered (with the exception of the Administrative Contact’s information) will be public, and available for viewing
to all (including show attendees) via the digital floor plan located on CAA’s TSEC event web page (www.caatradeshow.com).
MAP DYNAMICS EXHIBITOR PLUS ACCOUNT ADMIN LOGIN PAGE: http://admin.map-dynamics.com/login.php
Screenshots of each tab (and some corresponding details) are included in this section after “Three Critical Notes.”
THREE CRITICAL NOTES
1.
2.
3.
It is up to the exhibiting company to fill out/upload their company’s information into their account (CAA will not be entering
any data). Consequently, if someone from your (exhibiting) company does not fill in the fields with your information, they
will appear blank in your profile.
CAA does not have the capability to modify logos, etc. for exhibitors. Exhibiting companies (not CAA) are responsible for
securing graphics in the required formats and sizes.
Be sure to hit the green “Save Record” button after each tab is filled out/as you go along.
EXHIBITOR PLUS ACCOUNT “MAIN PROFILE” TAB:
“Yes” means you wish to show your company’s logo (which you
should upload and display)
“Yes” means you wish to display your company information for
attendees/the public (which you should enter so it displays)
Make sure to enter what your company does (what kind of
company it is) and the products/services it provides.
Type in words that describe what your company does, and/or
products/services it offers. For example, if you have a
landscaping company, you might enter: landscaping, planting,
fertilizing, mulching, hardscapes, etc.
22
EXHIBITOR PLUS ACCOUNT “CONTACT” TAB:
Business Contact Information (public): This is the contact (typically someone in sales) from your company that will be the public
contact for your profile.
Social Media & Website Link: Website and Twitter/Facebook Links for your company (the exhibiting company only).
Important Note: There is an “Administrative” tab at the end for the person that CAA should communicate with regarding all
administrative matters pertaining to the show. Even if the Business Contact and the Administrative Contact are the same person for
your company, please be sure to fill in that person’s information for both, as critical system features are tied to both.
23
EXHIBITOR PLUS ACCOUNT “STAFF” TAB:
This tab is where you will enter the names and information for those employees that will be working in your booth at the show
(booth staff). Additionally, in an exciting new development, “Staff” (in this tab only), can now accommodate two different types of
exhibiting company employees:
Type 1: Exhibiting company employees (& their contact information) that will be working their booth.
Type 2: Exhibiting company employees (& their contact information) that are unable to attend the show but whose information
you’d like to share.
When you are ready to fill out the information in this (Staff) tab, you will need to click the green “+ Add New Person” button, which
should bring you to a screen which looks like the image provided on the next page.
24
Exhibiting companies should decide (internally) whose information they will share, and how much information for each of those
people.
Important Note: CAA will only create name badges for those exhibiting company employees who have been entered and designated
as 2016 Booth Staff (under Personnel Type) by companies’ Administrative Contacts by Friday, March 25th. Also: CAA will pull the
name and title for your booth staff’s name badges from here, so if you do not enter a title for someone designated 2016 Booth Staff,
it will not appear on their badge.
Name: Name of the exhibiting company employee (required).
Title: Title for this person (see note about 2016 Booth Staff name badges above).
Photo: You may upload a picture of this person (in jpeg, gif, and png formats only) here.
Brief Bio: A bio for this person may be typed in here.
Personnel Type: Here is where you will differentiate if this person is working your booth or not at the show (the type assigned will
be what CAA uses to determine who receives a name badge and who does not). The two types are:
1.
2.
2016 Booth Staff
Additional Contact (Not Booth Staff at 2016 TSEC) – An additional contact would be an employee who will not be at the
show, but whose information you’d like to be public.
Listed Order: Enter the number of where you would like this person to appear in the order of all the people you enter for your
company.
Internal Memo: You may put notes here that will not be publicly viewable. FYI CAA is also able to view what’s entered in this field.
25
EXHIBITOR PLUS ACCOUNT “PRODUCTS & SERVICES” TAB:
When you are ready to fill out the information in this tab, you will need to click the green “+ Add New” button, where the following
image should appear on your screen:
In this screen, you will enter information on a product or service your company offers (see below for detail on the fields). You may
add multiple products or services by repeating the same process.
Title: The title or name of a particular product or service your company provides.
Picture: You may upload a picture of your product (in jpeg, gif, and png formats only).
Description: Description of this product or service.
More Info Link (Optional): A link to this product or service’s web page on your company’s website (if available).
26
EXHIBITOR PLUS ACCOUNT “VIDEOS” TAB:
When you are ready to fill out the information in this tab, you will need to click the green “+ Add New Video” button, where the
image provided below should appear on your screen. In this screen you can enter a link to a company YouTube video, as well details
relevant to that video.
27
EXHIBITOR PLUS ACCOUNT “CONTACT FORM” TAB:
Exhibitor Plus now offers a feature that creates the ability for exhibiting companies to elect to be contacted directly through their
company’s profile (located in the digital floor plan on the TSEC webpage) by attendees/possibly the public. It’s also where your
company would the email address for the contact your company chooses to select for this purpose.
Contact Form Settings: It is up to the participating exhibiting company to choose whether or not to use this feature, as well as enter
the selected contact’s email address. When your company is making this decision, please keep in mind that questions/emails that
come through here will (most likely) be of a sales nature.
CAA will communicate with the Administrative Contact (not this contact) for all show-related question.
Contact Submissions: This section is where you will see all of the emails that have been sent through this software to the contact
whose email address you entered into the “Contact Form Settings.”
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EXHIBITOR PLUS ACCOUNT “ADMINISTRATIVE” TAB:
Administrative Contact Information (internal): This is the person that CAA should communicate with regarding all administrative
matters pertaining to the show. The software system only allows for one person to be the Administrative Contact/one person’s
information to be entered here.
Important Note: Even if the Administrative Contact is the same as other contact types for this show that you enter for your
company, please be sure complete the Administrative Contact Information fields, as they are tied to critical system features.
29
-SPONSORSHIP DETAILS SPONSORSHIP REGISTRATION, MATERIAL, AND DEADLINE DETAILS
WHEN SALES BEGIN
Sponsorships will be available for sale to 2016 CAA member management companies beginning on January 28 th. They will be
available for sale to 2016 TSEC exhibiting companies (associate member) once they receive their official CAA booth confirmation
email from CAA staff member Lisa Henning (via lisa@caapts.org).
WHO MAY REGISTER & HOW
2016 CAA member management companies (“regular members”) and confirmed 2016 exhibitor companies are the only companies
that are eligible to sponsor. Sponsorships may be purchased through the TSEC page of the CAA website (www.caatradeshow.com.)
Sponsorships are sold on a 1st come, 1st served basis. Additional sponsorships may be added at a later date.
DEADLINE
The deadline for all sponsorship registrations & logos (where applicable) is Friday, March 18th. Cancellations must be sent to Lisa via
email or letter by March 18th (staff will confirm receipt of email/letter). No refunds will be extended for any registrations submitted
after this date (3/18/16).
MATERIAL DEADLINE & SPONSORSHIP POLICIES
If your sponsorship includes logo recognition, the logo is due to Lisa via lisa@caapts.org in both jpeg and eps formats no later than
Friday, March 18th. The logo must also be sent by the 3/18 deadline in jpeg format AND be exactly 80 pixels high in order for it to
appear in the rotating digital banner located on the bottom of the floor plan located on the TSEC web page.
The sponsoring company is responsible for securing and sending all logos (where applicable) in the proper format types and sizes by
the deadline. CAA does not have the resources to assist companies with sizing/formatting logos.
If logos/materials are not received in time, staff will use the sponsoring company’s name/information available via the CAA
database. All sponsorships must be paid for prior to the 4/12/16 show date. Please reference the “2016 CAA TSEC Exhibitor Terms of
Service Agreement” for consequences of acting outside of sponsorship guidelines (as well as other show rules).
If a sponsorship includes having sponsoring company employees participate in the show, please note that whomever participates
will need to be registered for the show, as everyone at the show must wear a name badge.
SPONSORSHIPS THAT INCLUDE COMPANY LOGO RECOGNITION
In addition to any items outlined in the sponsorship’s description/detail, all sponsorships that include company logo recognition also
include company logo recognition in/on:



The “Thank You Sponsors” section of the TSEC Show Guide
The TSEC “Thank You Sponsors” Sign (Located to one side, just outside of one side of the Grand Ballroom Foyer/show floor
entrance doors)
NEW: The digital banner (logos rotate, 4 at a time) on the bottom of the digital floor plan on the TSEC web page*
REGISTRATION (1 AVAILABLE AT $1,500): Company logo will appear on all attendee (not exhibitor) name badges, and the
sponsoring company may provide up to 6 company employees at any one time to assist attendees in finding name badges, getting
show guides/lanyards, answering directional questions, etc. Sponsoring company, via the email of the sponsor registration contact,
will also receive a post-event attendee list (which does not include emails per CAA policy).
PHOTO BOOTH (1 AVAILABLE AT $1,000) Sponsor company logo will appear on photo strips given to all attendees that visit the
photo booth. Sponsor company logo will also appear on poster-sized easel sign next to the photo booth hired by CAA. Sponsoring
company may provide up to 2 company employees at any one time to help “manage” the photo booth participant line if needed.
Sponsoring company, via the email of the sponsor registration contact, will also receive a post-event attendee list (which does not
include emails per CAA policy).
SHOW BAG (1 AVAILABLE AT $1,000): Sponsor provides (and delivers on time-contact staff for details) 600 show bags for event
attendees. These bags will be the “official show bags” and will be located in the registration area with the show guides and name
30
badges. The sponsoring company may pre-stuff the bags with company marketing materials or a takeaway for attendees.
Sponsoring company, via the email of the sponsor registration contact, will also receive a post-event attendee list (which does not
include emails per CAA policy).
BALLOON ARTIST (1 AVAILABLE AT $750): Sponsor company logo will appear on a poster-sized easel sign next to the “attendee
favorite” balloon artist (floor location t.b.d.-contact staff for details). Sponsoring company may provide up to 2 company employees
at any one time to help manage the balloon artist’s line, if needed. Sponsoring company, via the email of the sponsor registration
contact, will also receive a post-event attendee list (which does not include emails per CAA policy).
LUNCH (2 AVAILABLE AT $500): Sponsor company logo will appear on all lunch tickets which are sold to attendees & exhibitors preevent. Sponsoring company may distribute materials on lunch tables during the 2 lunch hours and may provide up to 4 employees to
network in the designated lunch areas (“Courtyard” and “French Room”). Sponsoring company, via the email of the sponsor
registration contact, will also receive a post-event attendee list (which does not include emails per CAA policy).
HEADLINE SPEAKER SESSION (2 AVAILABLE AT $500): Sponsor company may provide up to 2 company employees to do 5 total
(max) minutes of promotion prior to one of the two “keynote” education sessions, and to introduce the session speaker. Sponsoring
companies will be able to select their session via order/date of their registration. Sponsoring company may also provide marketing
materials for session attendees and give away a prize for their sponsored session. Sponsoring company, via the email of the sponsor
registration contact, will also receive a post-event attendee list (which does not include emails per CAA policy).
SHOW FLOOR ENTRANCE SIGNAGE (4 AVAILABLE AT $350): Sponsor company logo will appear on 2’ x 2’ signage hung below main
event signage over the entrance to the Grand Ballroom Foyer/main show entrance.
SPONSORSHIPS THAT INCLUDE COMPANY NAME (NAME ONLY-NOT LOGO) RECOGNITION:
In addition to any items outlined in the sponsorship’s description/detail, all sponsorships that include company name (not logo)
recognition also include company name recognition in/on:


The “Thank You Sponsors” section of the TSEC Show Guide
The TSEC “Thank You Sponsors” Sign (Located to one side, just outside of one side of the Grand Ballroom Foyer/show floor
entrance doors)
CONFERENCE SUPPORTING PARTNER - (UNLIMITED AVAILABLE AT $300): Sponsor company may use this sponsorship as an
opportunity to support the event, membership, and the association. Sponsorship includes two (2) complimentary education
conference admissions for an exhibiting member or a management company employee.
EDUCATION SESSION (2 AVAILABLE AT $250): Sponsor company may provide up to 2 company employees to do 5 total (max)
minutes of promotion prior to one of the two (non-keynote) education sessions, and to introduce the session speaker. Sponsoring
companies will be able to select their session via order/date of their registration. Sponsoring company may also provide marketing
materials for session attendees and/or give away a prize for their sponsored session.
CONTINENTAL BREAKFAST (1 AVAILABLE AT $200): Sponsor company name will appear on poster-sized sign in located breakfast
area (“Courtyard”). Sponsoring company may distribute materials on breakfast tables during the 2 breakfast hours and may provide
up to 4 company employees to network in the designated breakfast area.
REFRESHMENT STATION (3 AVAILABLE AT $150): Sponsor company name will appear on 8 ½” x 10” signage at 1 of the 3 coffee
and/or water stations available on the show floor. Sponsoring company may provide napkins or cups with their company name for
their refreshment station.
SUPPORTING PARTNER (UNLIMITED AVAILABLE AT $150): Sponsor company may use this sponsorship as an opportunity to show
their support the event, membership, and the association.
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-OUTLINE OF IMPORTANT DATES FOR 2016 CAA TSEC EXHIBITORS*DATE
January 28th
February 10th
March 1st
March 4th
March 18th
March 22nd
March 25th
April 1st
April 5th
April 12th
April 15th
WHAT
Booth Sales Begin for
Returning 2015 Exhibitors
at 10:00 a.m. CST (Online)
Booth Sales Begin for All
Associate Members at
10:00 a.m. CST (Online)
-CAA 2016 Associate
Membership Dues MUST
Be Paid
HOW
See “Exhibitor/Booth Registration” for registration details.
-Payment Deadline for
Booth Space(s)
joe@caapts.org
-Payment Deadline for Any
Outstanding CAA Invoices
-Last Day to Send
Certificate of Insurance
Sponsorship Registration
Closes
joe@caapts.org
All Sponsorship Materials
(Where Applicable) Due
MCS Exhibitor Services
Discount Deadline Date
-Last Day to Send in
Prize/Promotion/Giveaway
Details
-Last Day to Contact CAA
with Special Move-In
Needs (Vehicle, etc.)
See “Sponsorship Details” for more information.
-Last Day to Pre-Purchase
Lunches for Booth Staff
www.caatradeshow.com
-MCS Exhibitor Services
Freight/Drayage Deadline
Date
See “Exhibitor Services Information” for details.
-Last Day to Register Booth
Staff Online
-CAA Sends Out Attendee
List
-2016 TSEC (Trade Show &
Education Conference)
Event
-Post-Show Attendee List
Sent
www.caatradeshow.com – All changes, additions, etc. to your list after April 1st
will need to be made on-site the day of the show.
See “Exhibitor/Booth Registration” for details. Lists will not be sent out prior to
this date.
Drury Lane Theatre & Conference Center, Oakbrook Terrace, IL
See “Exhibitor/Booth Registration” for registration details.
joe@caapts.org for payment questions, andrea@caapts.org for questions on
membership/joining
lisa@caapts.org
See “Sponsorship Details” for more information.
See “Exhibitor Services Information” for details.
lisa@caapts.org
lisa@caapts.org
See “Exhibitor/Booth Registration” for details.
Please be advised that this is not an inclusive list of all TSEC dates, so be sure to review the entire packet.
32
-2016 CAA TSEC EXHIBITOR TERMS OF SERVICE AGREEMENTThe “2016 CAA TSEC Exhibitor Terms of Service Agreement” (which contains the TSEC rules, regulations, show policies, etc.) is CAA’s
new contract for all participating exhibiting companies. This agreement is now digital (replacing the old paper contract). Exhibiting
companies will accept the terms online at the point of booth registration. In fact, the booth registration software will not allow
exhibiting companies to complete their registration unless the terms have been accepted. A copy of the terms is provided below for
your convenience.
Please be sure to read the agreement thoroughly, and communicate all information to all pertinent parties, including (but not
limited to) anyone from your company that will be on-site the day of the show.
2016 CAA TRADE SHOW & EDUCATION CONFERENCE EXHIBITOR TERMS OF SERVICE AGREEMENT
By registering for a booth for the April 12th, 2016 Trade Show & Education Conference (”TSEC”) online, the Exhibiting Company, including its employees,
representatives, and booth staff (collectively referred to herein as “Exhibiting Company” or “Exhibiting Company Representatives”) agrees to comply with this
Exhibitor Terms of Service Agreement (“Agreement”).
TERMS OF SERVICE
The Exhibiting Company agrees to comply with all Chicagoland Apartment Association (“CAA”), Drury Lane Theatre & Conference Center, Midwest Conference
Services (“MCS”) and all Village of Oakbrook rules, regulations, codes, laws and ordinances. The Exhibiting Company is responsible for communicating such rules,
regulations, codes, laws and ordinances to those of Exhibiting Company who will be attending and/or involved with the TSEC.
1.
Registration:
A booth is only officially secured if the Exhibiting Company has both: (i) paid for the booth (in full) by March 1st, 2016, and (ii) paid their 2016 CAA associate
membership dues (and any other outstanding CAA invoices) in full by March 1st, 2016. If payment is not received in full for membership and associated TSEC costs by
the aforementioned dates, CAA may retain any payments made as liquidated damages, any remaining charges will be due as liquidated damages, and the booth
space (etc.) will be forfeited to CAA.
2.
Cancellation:
If the Exhibiting Company chooses to cancel their registration for the TSEC, such cancellation must be received in writing and such cancellation confirmed by CAA staff
no later than March 1st, 2016. If an Exhibiting Company registers after March 1st, 2016 and thereafter chooses to cancel such registration, the Exhibiting Company
must send their cancellation in writing to CAA staff and obtain confirmation of cancellation from CAA staff, within 7 days of registration. No cancellations will be
accepted after March 15th, 2016. Refunds will not be issued and forfeiture of the booth and any other registered items shall occur for the following: (i) cancellation of
registration after the aforementioned deadlines; (i) failure to supply logos (where applicable) or company detail (any information the company has the opportunity to
supply for the website, program, app, etc.); or (iii) failure to occupy the booth space the day of the event (for any reason).
3.
Attendee Traffic; Location of Booth:
CAA booth pricing is not a guarantee/guaranteed indicator of attendee traffic. The Exhibiting Company will not receive a refund if their expectation of
attendance/attendee traffic is not met. Exhibiting Companies shall not sublet, share, assign, or apportion the whole or any portion of their booth/exhibit space. CAA
shall make every effort to not place competing Exhibiting Companies next to each other, unless Exhibiting Companies expressly request it.
4.
Insurance:
Prior to the commencement of the TSEC, the Exhibiting Company must provide CAA with a Certificate of Insurance listing CAA as the certificate holder, and listing CAA
and Drury Lane Theatre & Conference Center as additional insureds, evidencing coverage acceptable to CAA. The Exhibiting Company agrees to carry its own
insurance (and if necessary add a policy) covering their participation in the event (including personal injury and property damage and any other death, injury or
damage). Exhibiting Company understands that it is solely responsible to obtain such coverage at Exhibiting Company’s sole expense.
5.
Liability:
Exhibiting Company hereby indemnifies and holds harmless the CAA, its employees, Board of Directors, representatives, agents and members from any and all claims,
controversies, ordinance violations or causes of action resulting from or related to the TSEC, including the payment of any and all costs of litigation and attorneys’
fees resulting therefrom. Exhibiting Company agrees to be responsible for any damage to the Drury Lane Theatre & Conference Center, related equipment or CAA or
other Exhibiting Company’s property, or any injury to any individual as a result of Owner’s party. CAA shall not be held responsible for any injury that may occur to
company booth staff/employees, or for loss or damage to materials by reason of fire, theft, or any other case.
6.
Additional Rules:
Exhibiting Company also agrees to comply with the following rules:
(i)
(ii)
Exhibiting Company’s assigned booth will be open to all attendees.
Only Exhibiting Company employees shall work in its assigned booth space.
33
(iii)
The Exhibiting Company, regardless if they (or a parent company) have more than one associate membership at CAA, may only
advertise/promote one (1) company per booth space.
(iv)
At any time, only four (4) Exhibiting Company Representatives may work in each 8’x10’ booth space, two (2) in each 6’x6’ booth space, six (6) in
each 10’x10’ booth space, and eight (8) in each 20’x16’ booth space at any time.
(v)
Exhibiting Company will adhere to move in/out dates, timelines and guidelines.
(vi)
The Exhibiting Company/Exhibiting Company Representatives shall only move booth materials/equipment through the back entrance that
Drury Lane Theatre & Conference Center assigns. If anyone is found in violation of this rule, the Exhibiting Company shall be subject to a $500 fine from
CAA.
(vii)
Exhibiting Company Representatives must stay within their assigned booth space and may not enter another booth uninvited, even if it is
unattended.
(viii)
Exhibiting Company Representatives may not handle samples, take literature, or take giveaways without permission.
(ix)
Exhibiting Company Representatives may not block or interfere with a neighboring exhibit or any other Exhibiting Company’s booth.
Interference includes but is not limited to excessive sound and objectionable lighting.)
(x)
Exhibiting Company Representatives are only allowed to sell/market/advertise from within their assigned booth space, unless it has been
outlined and agreed to via a CAA sponsorship. All aisle space belongs to CAA, and “assigned booth space” does not include any other location in/on the
Drury Lane Theatre & Conference Center property (i.e. bathrooms/classrooms).
(xi)
Exhibiting Company/Exhibiting Company Representatives shall not deface the furniture, fixtures, or building surface (including the floor) of
Drury Lane Theatre & Conference Center in any way through use of tacks, nails, glue, tape, paint or otherwise. Exhibiting Companies shall not be allowed
to nail anything into the walls or floors of the exhibit hall/venue.
(xii)
Exhibiting Company must provide the necessary shielding or safety items to protect attendees, other Exhibiting Companies, and all others from
equipment that is operable or any other materials, processes or operations which may cause bodily harm. Mechanical or electrical devices that produce
sound must be operated so as not to disturb other Exhibiting Companies. Electrical wiring and equipment must meet the electrical codes of the Village of
Oakbrook as well as MCS/Drury Lane Theatre & Conference Center rules.
(xiii)
Exhibiting Company shall limit the height of display materials to 42 inches in the front 7 feet (or 3 feet in the case of tabletops) of their booth
space. Display materials may not exceed the height of the back of the booth space (8’). Unfinished sides of backdrops left exposed shall be draped or
finished at the expense of the exhibiting company.
(xiv)
Exhibiting Company shall be responsible for making any arrangements and providing its own for labor. Loading, electricity, gas, water and other
utilities (and special services) are provided only when the Exhibiting Company orders them through MCS or Drury Lane Theatre & Conference Center.
Exhibiting Company shall pay through authorized parties in compliance with city/state regulations, insurance, and other requirements, and shall be
responsible for directly communicating with said service providers regarding products/services, time, process, etc.
(xv)
If an Exhibiting Company provides volunteers to assist CAA at the show, their interactions outside of their assigned booth space are limited to
the parameters of their assigned volunteer position. Sales are not allowed to be conducted at these posts, only within their correlating Exhibiting
Company’s assigned booth.
(xvi)
CAA has the right to adjust booth assignments and numbers, and to relocate booth spaces as well as make reasonable changes in the rules,
exhibit hours, and the move in/move out day/time/arrangements.
(xvii)
CAA shall not be held responsible for the performance of the venue’s wireless internet services, or for any services/goods/products that the
Exhibiting Company contracts for through MCS, Drury Lane Theatre & Conference Center, or any other party. This includes (but is not limited to):
o
Any materials shipped to Drury Lane Theatre & Conference Center or through MCS that do not arrive at the event, or arrive damaged
o
Any damage to Exhibiting Company’s property
(xviii)
CAA reserves the right to create/use photography and video taken at the show for marketing, sales, publicity and other use, including:
exhibitors, their booths, booth staff, and attendees. These images will be CAA’s sole property, free of any claims of the company or any persons deriving
any rights or interest from the exhibiting company.
(xix)
CAA reserves the right to prohibit a company from exhibiting/sponsoring/participating (at the discretion of the CAA Executive Vice President) in
TSEC.
(xx)
All sponsoring companies must be exhibitors or Regular Members of CAA.
(xxi)
All points not covered by the aforementioned are subject to the decision of the CAA Executive Vice President.
7.
Violations:
If at any point the Exhibiting Company or Exhibiting Company Representatives are found in violation of the terms of this Agreement, CAA has the right to require the
Exhibiting Company or Exhibiting Company Representatives to leave the TSEC immediately and not return, and to decline any refund of payment.
(i)
Any Exhibiting Company observed selling a product or service outside of their booth or obstructing aisles will be reported to show management
and escorted off the show floor.
(ii)
If Exhibiting Company or Exhibiting Company Representatives are found to be out of compliance with the aforementioned rules & regulations,
they may be required to leave the show at any time without refund of any registration or sponsorship payments.
(iii)
Exhibiting Companies found selling outside of their booth or violating these rules may be required to leave the TSEC without any return on
registration or sponsorship payments.
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