VENDOR Prospectus
VENDOR Prospectus
The Southern Association for Institutional Research (SAIR) invites you
to participate in its Annual Conference in
·
Fully
Dedicated Exhibit Times: On Monday during the continental breakfast and at the
mid-afternoon break no other sessions will be held. Refreshments and munchies
will be served in the exhibit area to encourage more interaction between
exhibitors and attendees. These sessions will be listed in the final program
book.
·
Great
Exhibit Location: The exhibit area is in the heart of the conference
activities. Large open corridors, outside lighting, and access to regular
program sessions contribute to an exhibit area that will generate high levels
of interaction opportunities.
·
Corporate
Session: Exhibitors (who are all expected to be conference
registrants) may submit Program Proposals for a 40-minute Corporate
Demonstration and/or Product Briefing session to be scheduled during the
regular program. These sessions must be approved by the Program Committee, must
present higher education applications or case studies, and if approved, will be
listed in the Final Program book.
SPONSORSHIP OPPORTUNITIES
SAIR invites
you to sponsor an event or activity at the 2003 Annual Conference. There are a
number of events available for sponsorship. Sponsoring an event includes
signage, having the event named after the sponsor, recognition in the final
program book, public recognition from the platform, and a brief (2 minute
maximum) introduction of their product or services prior to or during the event
they have sponsored. Sponsors will also
be mentioned in the SAIR newsletter to all members the month following the
conference.
Among the specific event opportunities are the
Sunday evening reception; Monday continental breakfast; Monday luncheon; Monday
afternoon break; Monday evening special event, and Tuesday awards breakfast.
The knowledge vendors can
provide to SAIR members through the display of their products and services at
the Annual Conference is particularly relevant to the 2003 Conference theme: Remembering the
If you have questions
relating the 2003 Annual Conference, please refer to our Web site (http://www.sair.org) or contact:
The
Southern Association for Institutional Research
(806) 742-2184 (phone); (806) 1331 (fax)
Important vendor Deadlines
|
Corporate Session Submission
|
VENDOR EXHIBIT SPACE
APPLICATION AND CONTRACT
SAIR 2003 Annual Conference
Setting the Right Tone for
Institutional Research
October 11-14
Please send this completed
application to the following address by the application deadline of
This application also serves as a contract once accepted by SAIR. The attached SAIR Vendor Display Rules and Regulations serve as an addendum to this contract.
Exhibitor
Name:_______________________________________ Web Site:____________________________
Company/Organization:______________________________________________________________________
Address:_________________________________________________________________________________
City:_______________________________ State/Province:____________ Zip Code:___________________
Telephone:________________________________ Fax:__________________________________________
E-Mail: _________________________________ Please Reserve ____ exhibit tables(s) at $200 per table.
Description
of products/services to be exhibited (25 words
or less) to be reprinted in Annual Conference materials:___
_______________________________________________________________________________________
_______________________________________________________________________________________
SPACE CONFIRMATION: Upon receipt of both the
completed application and payment made to SAIR, confirmation of the space
assigned will be sent.
PAYMENT TERMS: Please note that all exhibitors
attending are expected to register as participants for the conference. Thus, for each exhibitor attending, submit a
separate conference registration application and fee for each person in
attendance, plus “Vendor Exhibit Space Application And Contract”
and fee ($200 per table) with check payable to SAIR. Payment is due by
EXHIBITOR ACCEPTANCE:
I, the duly authorized representative of the undersigned organization, on behalf of said organization, subscribe and agree to all the terms and conditions contained in this contract. I understand and agree to abide by the SAIR Vendor Exhibit Rules and Regulations appended to this contract.
Organization:________________________ Name:______________________________________________
Signature:___________________________ Title:____________________ Date:______________________
PAYMENT
METHOD:
o Check # ________oExhibit tables @ $200 each
________oRepresentatives
attending @ $120 each_____
The Southern Association for Institutional Research Confirmation:
Accepted
by:________________________ Signature:____________________________________________
Space
Assigned:______________________ Date:_______________________________________________
1.
The Southern Association for Institutional Research
(SAIR) reserves the right to exercise its sole discretion in the acceptance or
refusal of applications for exhibit space.
2.
The Exhibitor agrees that SAIR shall have the final
determination and enforcement of all rules regulations and conditions.
3.
SPACE ASSIGNMENT: SAIR will assign space based on the level of past and current participation
in SAIR activities, order in which contracts
are received and assignment of the most suitable and available space. In order
to guarantee recognition in the Final Program book contracts and deposits must
be received no later than
USE
OF SPACE SUBLETTING SPACE: No exhibitor may assign sublet or apportion space to
or with another business entity or individual without the expressed permission
in writing from SAIR. No exhibitor may show or demonstrate products or services
other than those manufactured or handled in the normal course of business.
Should any item from a non-exhibiting firm be required for operation of a
display identification of such item shall be limited to the regular nameplate
or trademark under which same is sold in the general course of business
4.
Installation of exhibits may begin at
Unattended
freight in any display space that is
unsightly or blocks access will be removed and stored at the exhibitor’s
sole risk and expense. Exhibit materials
left unattended at
5.
Space rental shall include an 8 x 10-foot space, 6-foot
table, two chairs and a wastebasket.
6.
Exhibitors will supply and be responsible for any other
display materials or equipment. Only SAIR and Sheraton Gunter approved
providers may be used. Lists are available from the SAIR Coordinator or
7.
All booth decorations must meet flameproofing
codes. All exits hallways aisles and fire control apparatus must remain clear
and unobstructed at all times. Electrical
equipment must be Underwriter Laboratory approved. Use of propane and
helium balloons is prohibited. The Sheraton Gunter public space is non-smoking.
8.
Except for event sponsors no signs/posters will be
allowed anywhere except within each Exhibitor’s space.
9.
Exhibitors must confine activities to the space
contracted for and may not use strolling equipment or distribute samples or
souvenirs except within their space. Any actions which may obstruct the efforts
of another Exhibitor will not be permitted.
SAIR
reserves the right to insist on a properly constructed and operated display in
the interest of all participating exhibitors. Displays not conforming to SAIR
specifications and limitations may be dismantled or modified at cost to the
exhibition at the sole judgment and discretion of SAIR.
10.
Exhibitors are prohibited from using amplified audio
equipment of any nature.
MUSIC
LICENSING: Any tenant using copyrighted music during SAIR’s
Annual Conference whether within the exhibit area, in hospitality space, or in
any other way related to SAIR’s Annual Conference
shall obtain permission for such use from SAIR. This requirement applies to all
live and recorded music including that accompanying video or other
presentations. Any exhibitor using copyrighted music as set forth above assumes
the entire responsibility for its use and for obtaining the appropriate
permission and payment of any fees associated with its use.
Exhibitor
further agrees to protect indemnify defend and save the Southern Association
for Institutional Research the management of the meeting facility and the
service contractors and their respective employees and agents harmless against
all claims losses or damages governmental charges or fines and attorney fees
arising out of or caused by exhibitor’s use of said copyrighted music.
11.
No signs or other articles may be fastened to walls
ceilings or electrical fixtures. The use of thumbtacks tape nails screws or any
tool or material which could mark the floor or walls is prohibited.
12.
The Exhibitor shall have an authorized representative
present during the installation and dismantling of its exhibits.
13.
While reasonable security will be provided on a 24-hour
basis, ultimate responsibility for security lies with the Exhibitor. The
Exhibitor agrees to indemnify and hold harmless SAIR and the Sheraton Gunter,
each of their representatives employees and agents from any and all claims from
property damage or personal injury no matter how sustained from fire, theft
accident or other causes. All claims for such loss damage or injury are
expressly waived by the Exhibitor. Exhibitors desiring special security precautions
should arrange for private guard service at their own expense.
14.
In the event that the Annual Conference is canceled
postponed or relocated due to fire, strikes, government regulations,
causalities, Acts of God or other causes beyond the control of SAIR, the
Exhibitor waives any and all damages and claims for damages.
15.
INSURANCE: The Exhibitor agrees to obtain the following
insurance coverage and be prepared to furnish a certificate of insurance to
SAIR if requested: Comprehensive general liability insurance coverage including
protective and contractual liability coverage of $500,000 single limit bodily injury and property damage.
16.
ATTORNEY’S FEES: Should SAIR find it necessary to
employ an attorney or attorneys to enforce any of the provisions of this
agreement or to protect in any manner its interest or interests under this
agreement, SAIR, if it is the prevailing party, shall be entitled to recover
from the other party all reasonable costs charges and expenses including
attorney’s fees.
17.
NON-WAIVER: SAIR shall not be deemed to waive any of
its rights hereunder unless such waiver is explicitly stated as a waiver in
writing and signed by SAIR. No delay or omission by SAIR in exercising any of
its rights shall operate as a waiver of such rights and a waiver of rights in
writing on one occasion shall not be construed as a consent
to or a waiver of any right or remedy on any future occasion.
18.
USE OF CERTAIN PROPERTY: Exhibitor will assume all
costs arising from the use of patented trademarked franchised or copyrighted
music materials devices processes or dramatic rights used on or incorporated in
the Exhibitor’s space. Exhibitor shall indemnify defend and hold harmless SAIR,
the Sheraton Gunter and their officers, directors, members, agents and employees
from and against all claim’s, demands, suits, liability, damages, losses,
costs, attorney 's fees and expenses of whatever kind or nature which might
result from or arise out of use of any such material(s) described above.
19.
GENERAL REGULATIONS AND PUBLIC POLICY: Each Exhibitor
is charged with knowledge of all
HOTEL INFORMATION
Phone (210) 227-3241
Fax (210) 227-3299
VENDOR CONTACT:
Jet Garcia (Convention Services)
Phone (210) 554-1718
FAX (210) 227-9305
SHIPPING INFORMATION:
For
Vendors who pre-ship equipment and materials to the hotel:
Address:
Attn: Jet Garcia
Re: SAIR
SAIR 2003 Annual
Conference
Remembering the
The Southern Association for Institutional Research provides, to confirmed
vendor exhibitors, a 40-minute session to present products or services
of interest to attendees. These sessions must
be approved by the Program Committee,
must present higher education applications or case studies, and if approved,
will be listed in the final program book. Your Vendor Application must be
received before or with this application in order
for SAIR to schedule your session time. See the Vendor Prospectus for
further details.
Please send this completed
application to: The Southern Association for Institutional Research, Ross Griffith, Treasurer,
SESSION TITLE:
Description (in 100
words or less)
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
Name:___________________________________________ Name:_____________________________________________
Title:____________________________________________ Title:______________________________________________
Organization:_____________________________________ Organization:________________________________________
Address:_________________________________________ Address:___________________________________________
Telephone:_______________________________________ Telephone:__________________________________________
Fax:_____________________________________________ Fax:_______________________________________________
E-Mail:__________________________________________ E-Mail:_____________________________________________
Audio-visual equipment rental
is the responsibility of the session presenter.
Contact Person:___________________________________ Title: _____________________________________________
Company/Organization Name:____________________________________________________________________________
Address:____________________________________________________________________________________________
Telephone:______________________________ Fax:________________________ E-Mail:________________________
SPONSORSHIP
APPLICATION
SAIR 2003 Annual
Conference
Remembering the
The Southern Association for
Institutional Research has a number of events available for sponsorship. See
the Vendor Prospectus for further details.
Please send this completed
application to: The Southern Association for Institutional Research, Ross Griffith, Treasurer,
AVAILABLE SPONSORSHIP EVENTS:
|
Function |
Estimated
Number of Attendees |
Cost |
Number
Available |
Sponsor
(specify number) |
||
SUNDAY EVENING RECEPTION |
250-350 |
$500 |
4 |
|
|
|
|
MONDAY CONTINENTAL BREAKFAST |
200-300 |
$250 |
1 |
|
|
|
|
MONDAY AFTERNOON BREAK |
200-300 |
$250 |
1 |
|
|
|
|
MONDAY EVENING SPECIAL EVENT |
200-250 |
$500 |
4 |
|
|
|
|
TUESDAY MORNING AWARDS BREAKFAST |
250-350 |
$350 |
1 |
|
|
|
APPLICATION DEADLINE –
Contact Person:___________________________________ Title: _____________________________________________
Company/Organization Name:____________________________________________________________________________
Address:____________________________________________________________________________________________
Telephone:______________________________ Fax:________________________ E-Mail:________________________