Exhibitor & Sponsor Prospectus · A list of the full rules and regulations can be found on page 10 of this packet. Please read all rules and regulations. Booth Space: You must stay

Exhibitor &Sponsor Prospectus

Texas Nurse Practitioners31st Annual Conference

Texas Nurse Practitioners4425 S. Mopac, Building III | Suite 405 | Austin, TX 78735

phone: 512.291.6224 | www.texasnp.org

Welcome

Texas Nurse Practitioners (TNP) invites you to participate in our annual continuing education conference on September 5-8, 2019 at the Hilton Austin Hotel in Austin, Texas. This TNP conference is an annual event that attracts approximately 800+ attendees from around Texas. The conference awards CE’s and caters to the attendance of prescribing nurse practitioners who manage and treat patients throughout the lifespan.

The Texas Nurse Practitioners primary goal is to provide education to its members. The Texas Nurse Practitioners supports that goal by providing an annual meeting with local and nationally recognized speakers on current topics pertinent to the practice of nurse practitioners in all settings including women’s health, pediatrics, family practice, psychiatric, adult, and acute care nurse practitioners. Another goal is to provide an atmosphere of professional collegiality, promoting professional growth through networking with nurse prac-titioners within the community.

We would like to take this opportunity to invite you to be an exhibitor for the 31st Annual TNP Conference Thursday, Friday and Saturday.

You are also invited to become a sponsor for a continental breakfast, reception, luncheon, speaker honorarium, or to place an ad in the Conference Program. If you have any questions regarding becoming an exhibitor, sponsor or about the conference, please contact Suzanna Rickman at [email protected].

Sincerely,

Suzanna RickmanSuzanna RickmanTNP Membership Engagement Coordinator



At a Glance

Theme: NPs Care 4 TexasDates: September 5-8, 2019Location: Hilton Austin HotelReach: 800+ expected attendeesTracks include: Acute, Family, Geriatric, Pediatric, Women’s Health, Psych/Mental Health, Practice/Profes-sional

Exhibit Hall Hours

Thursday, September 5Exhibitor Registration & Set-up 1:00 p.m. – 4:00 p.m.Exhibit Hall Hours 4:30 p.m. – 6:30 p.m.

Friday, September 6Exhibit Hall Hours 7:30 a.m. – 5:00 p.m.

Saturday, September 7Exhibit Hall Hours 7:30 a.m. – 1:30 p.m.Tear Down 1:30 p.m. - 3:30 p.m.(Absolutely NO early tear down!)

Symposium Times

Thursday, September 5 12:00 p.m. – 1:00 p.m.Friday, September 6 7:15 a.m. – 8:15 a.m.Saturday, September 7 7:15 a.m. – 8:15 a.m. & 12:00 p.m. – 1:00 p.m.Sunday, September 8 7:15 a.m. – 8:15 a.m.

Please Note: Only one symposium is allowed per time slot.

Exhibitor Information



Booth Information

All booths include the following:

• Each 8’ x 10’ exhibit booth will consist of an 8’ high back wall and a 3’ high side drape• One (1) skirted table, two (2) chairs and a wastebasket• Identification stating the exhibitor’s name and booth number will also be provided.

Corporate Booth A: $2,600 • One half-page black and white ad in the Conference Program• Two 8’ x 10’ booths• Listed in the exhibitor directory

Corporate Booth B: $1,400• One quarter page black and white ad in the Conference Program• One 8’ x 10’ booth• Listed in the exhibitor directory

Non-Profit/Government/Small Business Booth: $750(Less than 5 Full Time Employees)• One 8’ x 10’ booth• Listed in the exhibitor directory

Important Booth Regulations

A list of the full rules and regulations can be found on page 10 of this packet. Please read all rules and regulations.

Booth Space: You must stay within your assigned booth space at all times. If any exhibitor is found in walkways or interfering with other exhibitors, TNP has the right to ask your company to leave.

Merchandise: A limited number of booths will be made available for items that appeal to attendees’ personal interests, such as jewelry, handbags, lotions, perfumes, scarves and other products. Additionally, all exhibitors that are selling merchandise will be asked by TNP to provide a description of products

and may be asked to provide photos of products prior to being approved as an exhibitor.

Booth Approval: Please note, you will not be auto-matically approved as an exhibitor for the TNP Fall Conference. Once you are approved, you will receive an email from Suzanna Rickman with payment con-firmation.

Booth Assignments: Booth assignments will not be finalized until 2 months prior to the conference. Once your booth has been assigned, you will receive an email with confirmation. Please list more than one booth number choice on the contract.



Exhibit Hall Floor Plan

ENTRANCE ENTRANCE

Sponsorship Opportuni es

All sponsorships and unrestricted educational grant contributions are in support of the Texas Nurse Practitioners. We need your commitment and payment submitted by August 10, 2019 to be listed in the conference online brochure. Please use the “2019 Application” form to sign up for your 2019 TNP sponsorship.

Thank you for your participation in the TNP 31st Annual Conference. We appreciate how hard you work to keep us up-to-date and supplied with quality products for our patients.

All Sponsors will receive the following benefi ts:

• One premium exhibit booth (Two for sponsorship over $3,000) • “Thank You” recognition in the Conference Program • Recognition as a sponsor at the Conference

Pla num Level Sponsor

Platinum Level Opportunity:• Lunch Symposium for 200 (Thurs. & Sat.) $15,000• Breakfast Symposium for 200 (Friday) $12,000• Breakfast Symposium for 200 (Saturday) $12,000• Breakfast Symposium for 200 (Sunday) $12,000• Lunch Symposium for 150 (Thurs. & Sat.) $11,500

Platinum Level Sponsors will receive the following:• Full page color ad in the Conference Program• Featured in the online brochure• Two exhibitor booths• Special recognition signage at the conference• Inserts in the attendee tote bags

Gold Level Sponsor

Gold Level Opportunities:• Breakfast Symposium for 150 (Friday) $9,000• Breakfast Symposium for 150 (Saturday) $9,000• Breakfast Symposium for 150 (Sunday) $9,000• Canvas Tote Bags $7,000• Conference Program $8,000• Evening Welcome Reception $6,500• Breakfast Symposium for 100 (Friday) $6,500• Breakfast Symposium for 100 (Saturday) $6,500• Breakfast Symposium for 100 (Sunday) $6,500

Gold Level Sponsors will receive the following:• Full page color ad in the Conference Program• Featured in the online brochure• Two exhibitor booths• Special recognition signage at the conference• Inserts in the attendee tote bags

Silver Level Sponsor

Silver Level Opportunities:• Badge Holders $4,000• Sponsored Water Stations $3,500

Silver Level Sponsors will receive the following:• Full page black and white ad in the Conference Program• Featured in the online brochure• Two exhibitor booths• Special recognition signage at the conference

Bronze Level Sponsor

Bronze Level Opportunities:• Brochure Online $2,000 • Speaker Honorarium $2,000 • Sponsored Break $2,000

Bronze Level Sponsors will receive the following:• Half page black and white ad in the Conference Program• Featured in the online brochure• One exhibitor booth• Special recognition signage at the conference

SOLD

SOLD

SOLD

SOLD

SOLD

EXHIBITOR INFORMATION: The information you provide is where all correspondence will be sent. Please ensure that the information you have provided is how you want your company listed in the conference program. (See the next page for payment details.) If you have a different contact for pre-conference communication please indicate below.

Company/Organiza on Name

Contact Name Title

Physical Address

City State Zip

Phone Toll Free (800)

Cell Phone Fax

E-mail Web Page Address

Descrip on of product or service. (25 words or less)

2019 Applica onBooths, Sponsorship & Adver sing

SPONSORSHIP OPPORTUNITIESLunch Symposium for 200 $15,000Thursday SaturdayBreakfast Symposium for 200 $12,000Friday Saturday SundayLunch Symposium for 150 $11,500Thursday SaturdaySaturday Business Luncheon $10,000

Breakfast Symposium for 150 $9,000Friday Saturday SundayConference Program $8,000Canvas Tote Bags $7,000Evening Welcome Recep on $6,500Breakfast Symposium for 100 $6,500Friday Saturday SundayBadge Holders $4,000

Sponsored Water Sta ons $3,500Speaker Honorarium $2,000Online Brochure $2,000Sponsored Breaks $2,000Conference Bag Inserts $350Doorprize (List item(s) to be donated: ______________________________________)

SPONSORSHIP TOTAL: $________________

BOOTH INFORMATION

Corporate Booth A $2,600Corporate Booth B $1,400Non-Profi t/Government/Small Business Booth $750

CHOICE OF BOOTH LOCATION: Booth #_____________

Alternate 1: ____________ Alternate 2: ____________

ADVERTISING OPPORTUNITIESBack Cover Ad (Full Page - CMYK) $1,000Front Inside Cover Ad (Full Page - CMYK) $750Back Inside Cover Ad (Full Page - CMYK) $750Interior Ad (Full Page - Black & White) $600

Half Page Ad (Half Page - Black & White) $400Quarter Page Ad (Quarter Page - Black & White) $300

ADVERTISING TOTAL: $__________ TOTAL BALANCE DUE: $__________

BOOTH PRICES INCLUDES: Two complimentary badges, which must be worn at all times. Additional badges can be purchased for $25.00 each. Also included are: one table, two chairs and a booth identification sign.

REGISTRATION: Conference registration is required of all participants and will not be waived for sponsors. Exhibitors who wish to attend the conference must register.

CONTRACT SUBMISSION: Your contract must be accompanied by full payment for your application to be processed.

CANCELLATION: Full refunds will be granted less a 25% processing fee for space canceled. All refunds must be requested in writing and postmarked on or before August 10, 2019. No refunds will be granted for display space or advertisements canceled after August 10, 2019.

DISCLAIMER: I understand that this exhibitor contract is not approved to exhibit at the TNP Fall Conference until a confirmation email has been received and payment has been processed. I agree to all rules and regulations set by TNP and understand that my company will be asked to leave, at the discretion of TNP staff, if any rules or regulations are broken. All rules and regulations can be found on page 4 and page 10.

Mail or fax completed contract with payment to:TNP 31st Annual Conference4425 S. Mopac Expressway | Bldg III, Suite 405Austin, Texas 78735 | Fax: 512.291.6225

PAYMENTCredit cards will be debited for full booth payment unless otherwise indicated. Full payment is due with contract.

o Check enclosed made payable to TNP.

Check #: _______________ Check Amount: $_______________

o Charge: o MasterCard o Visa o Discover o AMEX

Card Number Exp. Date CVC Code Name on Card

Billing Address City/State Zip

I agree to the terms and regulations of this contract. (This contract is not valid without a signature.)

Signature Date

Payment Information

Questions? Contact:Suzanna RickmanPhone: 512.291.6224E-mail: [email protected]



All ads must be at a resolution of 300dpi in a PDF format. Cover ads should be CMYK and inside ads black and white. Email ads to Suzanna Rickman at [email protected].

Placement Size (width x height) Cost

Back Cover (CMYK) 8.75” x 11.25” (includes 1/8” bleed) $1,000

Front Inside Cover (CMYK) 8.75” x 11.25” (includes 1/8” bleed) $750

Back Inside Cover (CMYK) 8.75” x 11.25” (includes 1/8” bleed) $750

Interior Ads (Black & White) 7.5”x10” $600

Half Page (Black & White) 7.5” x 5” $400

Quarter Page (Black & White) 3.625” x 4.75” $300

Program Ad SpecsAll Ads are Due: August 1

Cover Ads

Full page with 1/8” bleed

Full Color (CMYK)

Interior Ads

Full page with no bleed

Black & White

Half Page Ads

Half page with no bleed

Black & White

Quarter Page Ads

Quarter page with no bleed

Black & White

8.75” x 11.25” (includes 1/8” bleed)

7.5”x10”

7.5”x5”

3.625” x 4.75”

2019 TNP ANNUAL CONFERENCE EXHIBITOR RULES AND REGULATIONS1. LOCATIONANDDATES:The2019TexasNursePractitioners31stAnnualCon-ferencewillbeheldSeptember5–8,2019attheHiltonAustinHotel,500East4thStreet,Austin,Texas78701.

2. SPACECONTRACTS:Contracts are awarded anddisplays are assignedon afirst-come,first-servedbasis.Inordertoapplyforadisplay,completeandre-turnthecontractwithfullpaymentbyAugust10,2019.CANCELLATION:Fullrefundslessa25%processingfeewillbegrantedforcanceledcontractsifthecancellation is requested inwritingandpostmarkedonorbeforeAugust10,2019.NorefundswillbegrantedfordisplayspaceoradvertisingcanceledafterAugust10,2019.TNPshallhavefullrighttoconsiderthiscontractterminatedandtoretainasliquidateddamagesallmoniespaidandtoleasethatExhibitor’sspace toanotherExhibitor.TNPreserves the right todeclineorprohibitanydisplaythat,intheirjudgment,doesnotfitthecharacteroftheconference.Thisreservationisall-inclusiveastopersons,things,printedmatter,products,andconduct.

3. SPACEASSIGNMENT:Spaceswillbeassigned in theordercontractsare re-ceivedbyTNP.Inallcases,effortswillbemadetoassignspaceincompliancewiththeapplicants’choices;however,noguaranteeismadebyTNPthatExhib-itorsspecificationswillbemet.TNPwillprovidedisplayspacetotheExhibitorasindicatedontheofficialfloorplan,insofaraspossible,butreservestherighttomakeanychangesintheinterestofanyExhibitororTNP.

4. SUBLETTINGSPACE:NoExhibitormayassign,sublet,orapportionhisorherspaceinwholeorpart,norexhibitanyproductsorservicesotherthanthosemanufacturedorhandledinthenormalcourseofhisorherbusiness.Allactivitymustbeconfinedtothelimitsoftheexhibitdisplayarea.

5. INSTALLATIONANDDISMANTLING:Allexhibitinstallationsmustbecomplet-edbetweenthehoursof11:00amand5:00pmonThursday,September5,2019.Any spacenot claimedandoccupiedor forwhichno special arrange-ments have beenmade by 5:00 pm,Thursday, September 5, 2019,may beresoldorreassignedbyTNPwithoutanyobligationonthepartofTNPforanyrefundswhatsoever.Dismantlingofdisplaysmustnotbeginuntilaftertheex-hibitscloseatthetimeslistedintheExhibitorProspectus.Allexhibitsmustberemovedandthebuildingvacatedby3:30p.m.September7,2019.Noinstall-ing, dismantling, rearranging, repairing, servicing, removing, or supplementingofexhibitswillbepermittedduringtheviewinghourswithoutthepermissionofTNP.ExhibitorsarerequiredtoparticipateduringallshowhourseachdayaslistedintheExhibitorProspectus.

6. EXHIBITORS’ADMISSIONCREDENTIALS:Exhibitorsmust furnishTNPwithanadvance listof their representatives.Representativesmustcheck-in/regis-teruponarrivalattheexhibitorregistrationdeskandmustwearidentificationbadgesatalltimes,whichwillbefurnishedbyTNP.ExhibitorswillbeadmittedtotheExhibitHallonehourbeforepublicopeningeachdayoftheconference.

7. SALEOFMERCHANDISE: Exhibitorsmay sell products on the exhibit floorduringregularexhibithours,providedthat(1)theproductrelatesdirectlytothefieldofeducationand(2)thevendingExhibitorholdsTNPharmlessfromeveryclaimofanykindthatmayarisefromthesaleofsuchproducts,includingwith-out limitation,anyconsumer suit, complaint,ordemand;anyproduct liabilitysuit;oranyotherclaim,demand,orsuit,whetherinacourtoflaworequityorinanadministrativeforum.TNPreservestherightintheirsolediscretion,topro-hibitordiscontinuesalesforanyreasonatanytime.Exhibitorsareresponsibleforanyandallpermitsrequiredbylaworlocalordinance.AnExhibitorwithoutaTexaslocationneedsaUseTaxpermit.ThereisnofeeforaUseTaxpermit.Intheeventthatanexhibitorengagesinon-locationtransactions,theexhibitorwillberesponsibleforcomplyingwithallfederal,state,andlocallawsthatmaypertaintosuchsales.AllexhibitorsmustberegisteredwithTexasComptroller’sOffice.Inaddition,exhibitorsmusthaveaTexasSalespermitorproofoftax-ex-emptstatus inorder toexhibitat theConference.Contact theComptroller’sOffice(512.463.3731orwww.cpa.state.tx.us)forinformationregardingexhib-itinginTexasandTexassalespermits.Eachexhibitorisresponsibleformakingthiscontact.

8. NOISE,SOUND,ANDCOMBUSTIBLES:Useofthedisplayareashallnotinter-ferewithotherexhibitors.Musical instruments, radios, sound-motionpictureequipment,recordplayers,noise-creatingdevices,oramplifyingsystemsshallbeoperatedonlyatalevelthatwillnotinterferewithotherExhibitorsoraddundulytogeneralacousticalinconvenience,andtheiroperationmustconformtoTNPrequirements.Flammablefluids,substancesormaterial,theuseofwhichisinviolationofcity,county,orstatelawsorregulations,maynotbeusedinanybooth.

9. INSURANCE:TheExhibitor,itsindependentcontractor,anditsagentsofeverykindagreetoobtainandfurnishacertificateofinsurancetoTNPforthefol-lowinginsurancecoverageduringthedatesoftheTNPConference(includingmove-in andmove-outdays). It is further agreed that lossof, or damage to,personorpropertywithinthespaceallocatedtotheExhibitor,fromfire,theft,pilferage,orotherwiseshallbeatthesoleriskoftheExhibitor.

10.COPYRIGHTPOLICY:TheCopyrightLawsrequirethepaymentofauserfeebeforeanyperformanceofcopyrightedwork(suchasmusicorliterature).Ex-hibitorsareresponsibleforprocuringpermissiontouseanycopyrightedworkthatisperformed,broadcasted,displayed,orusedinTNPpublications,whichissuppliedtoTNPbytheExhibitor.EachExhibitorassumesfullliabilityforanyinfringementoftheCopyrightActcommittedbyoronbehalfofsuchExhibitorandagreestoholdTNPandtheiremployeesandagentsharmlessandtoas-sumeallcostsanddamagesforanydirectorindirectliabilityTNPmayincurbysuch infringement.Forany infringementcommitted,eachExhibitoragrees toassumethedutytodefend,includingpayingforallcostsassociatedwiththein-fringementdefense,givingTNPrighttocontrollitigationandchoiceofcounsel.

11.NON-LIABILITY:Itisexpresslyunderstoodandagreedbyeachandeverycon-tractingExhibitorandhisorhersgueststhatneitherTNP,noritsemployees,noritscontractorsshallbeliableforlossordamagetothegoodsorpropertiesofExhibitors.AllpropertyoftheExhibitorisunderstoodtoremainunderhisorhercustodyandcontrolintransitto,within,orintransitfromtheconfinesoftheExhibitHall,subjecttotheRulesandRegulationsofthisconference.Bysigningthecontract,ExhibitorreleasesandagreestoindemnifyTNP,itsmanagers,offi-cers,members,sponsors,employees,andagents,andindemnifyandsavethemharmlessfromanysuitorclaimforpropertydamageorpersonalinjury(includingpunitivedamages)bywhosoeversustained,includingExhibitoranditsemploy-ees,servants,independentcontractors,andagentsofeverykindoremployeesonorabouttheExhibitor’sspaceorarisingoutofExhibitor’sparticipationintheexhibition,expresslyincludingsuchdamageorinjuryresultinginanypartfromthenegligenceofoneormoreoftheaforementionedindemnities.Theperfor-manceofthiscontractbyeitherpartyisexcusedifmadeimpossibleorillegalbyactsofGod,war,governmentregulation,disaster,civildisorder,curtailmentoftransportationfacilities,poweroutage,orotheremergencyoverwhichanypartyhasnocontrol.Thisagreementmaybeterminatedforoneormoreofsuchreasonsbywrittennoticefromonepartytotheother,butuponterminationforanysuch reason,Exhibitor isnotentitled toa refundor reimbursement.TheExhibitordoesnothavetherighttorequestarefundbecausethefacilityfailstoprovideanyservice.(e.g.,electricitygoesoutandattendeescannotseeexhibit).FailurebytheExhibitortocomplywiththeserulesandregulationsasagreedbythepartiesorthebreachofanyrepresentation,warranty,orguaranteebytheExhibitorshallrendertheExhibitorliablefordirectandconsequentialdamages,expenses,allocationsofoverhead,etc.,includingbutnotlimitedto,reasonableattorneysfees.Thisagreementrepresentsthecompleteunderstandingofthepartiesandmaybeamended,modified,orotherwisealteredonlypursuanttothemutualwrittenagreementoftheparties.

12.GENERAL:TNP reserves the right tomake such additional conditions, rules,andregulationsasTNPdeemsnecessarytoenhancethesuccessoftheTNPConference.FailureofTNPtodeclareanyviolationoftheserulesimmediatelyuponoccurrencethereof,ordelayintakinganyactioninconnectiontherewith,shallnotwaivesuchviolation.TNPshallhavetherighttodeclareanyviolationatanytimeandtakesuchactionasmightbelawfulorauthorizedhereunder,eitherinlaworinequity.ThereceiptofanyrentorpaymentbyTNP,withorwithoutknowledgeofanybreachorviolationbyTNPofanyconditions,terms,orcovenant,hereundershallnotbedeterminedorconsideredasawaiverofanyprovisionhereunder.

13.TNPNAMEANDLOGO:ExhibitorsmusthaveapprovalfromtheTexasNursePractitioners(TNP)tousetheofficialTNPlogo,TNPConferencelogoand/ororganizationname:TexasNursePractitioners(TNP).

14.Exhibitors shall be fully responsible topay for any and all damages toprop-ertyownedby theHiltonAustinHotel, itsownersormanagerswhich resultfromany act or omissionofExhibitor. Exhibitor agrees todefend, indemnifyandholdharmless,TexasNursePractitioners(TNP)andtheHiltonAustinHotel,itsowners,managers,officers,ordirectors,agents,employees,subsidiariesandaffiliates, from any damages or charges resulting fromExhibitor’s use of theproperty.Exhibitor’sliabilityshallincludeallloses,costs,damages,orexpensesarisingfrom,outof,orbyreasonofanyaccidentorbodilyinjuryorotheroccur-rencestoanypersonorpersons,includingtheExhibitor,itsagents,employees,andbusinessinviteeswhicharisefromoroutoftheExhibitor’soccupancyanduseoftheexhibitionpremises,theHoteloranypartthereof.

Venue for any legal proceeding concerning this contract shall be in Travis County, Austin, Texas.

Documents

Exhibitor & Sponsor Prospectus · A list of the full rules and regulations can be found on page 10 of this packet. Please read all rules and regulations. Booth Space: You must stay