Deadline for 2017 exhibitors to reserve booth space

Transcription

1

2 2018 Important Dates Show Service Contractor Elko Convention & Visitors Authority Phone: (800) Moren Way Fax: (775) Elko, Nevada Web: Important Dates Be sure to check all order forms for additional deadlines Monday, March 5, 2018 Monday, March 5, 2018 Tuesday, April 3, 2018 Friday, April 20, 2018 Friday, May 4, 2018 Monday, May 14, 2018 Wednesday, May 16, 2018 Wednesday, June 6, 2018 Thursday, June 7, 2018 Friday, June 8, 2018 Shipping Addresses Deadline for 2017 exhibitors to reserve booth space Deadline for all Sponsorships Golf Registration opens to all registered vendors and sponsors Deadline for canceling booth space to receive 50% refund Discount deadline for Source One Events orders Deadline for discount rate on advance orders for electricity Convention Center will start accepting freight from exhibitors Final day for exhibition set-up 7 a.m. to 7 p.m. Moving Vehicles will not be allowed on the property after 4 p.m. Exhibition hours 9 a.m. to 5 p.m. Exhibition hours 9 a.m. to 3 p.m. Exhibitor freight can be picked up by carrier after 5:00 p.m. Advance Shipments (Your Company Name) Shipments will be accepted beginning to Convention Center Elko Convention Center Wednesday, May 16, Moren Way Convention Center hours are: Elko, NV a.m. to 5 p.m. Monday Friday Booth # Direct Shipments (Your Company Name) Shipments will be accepted beginning to showsite c/o Elko Convention Center Monday, June 4, 2018 and should 700 Moren Way arrive no later than Elko, NV Tuesday, June 5, 2018 Booth # Exhibit set-up hours are: 8 a.m. to 6 p.m. Monday Tuesday 7 a.m. to 7 p.m. Wednesday Moving vehicles will not be permitted on the property after 4 p.m. on Wednesday 1

3 Schedule of Events Monday, June 4, 2018 Expo Open Golf Tournament Flight One 7:30 am Ruby View Golf Course Exhibit Set-up for all exhibitors 8am to 6pm Expo Open Golf Tournament Flight Two 1pm Ruby View Golf Course Tuesday, June 5, 2018 Expo Open Golf Tournament Flight Three 7:30am Ruby View Golf Course Exhibit Set-up for all exhibitors 8am to 6pm Expo Open Golf Tournament Flight Four 1pm Ruby View Golf Course Expo Open Golf Tournament Award Banquet 6pm Ruby View Golf Course Wednesday, June 6, 2018 Exhibit Set-up for all exhibitors 7am to 7pm Note: Vehicles not permitted after 4 p.m. Opening Ceremonies Reception- 6pm Red Lion Hotel and Casino Thursday, June 7, 2018 Mining Exhibits Open 9am to 5pm Friday, June 8, 2018 Mining Exhibits Open 9am to 3pm Exhibitor freight can be picked up by carrier 5:00 pm If you have any questions, please call or

4 Booth Price List Interior Both Convention Center and Conference Center 8 x 10 $ Mining Mall 8 x 10 $ Exterior The price for an exterior booth is for SPACE ONLY and the booths are OUTSIDE. Back Parking Lot The price for an exterior booth is for SPACE ONLY and the booths are OUTSIDE. Booth price includes one (1) skirted table, two (2) chairs, draping and A 500 watt electrical outlet. Please do not pay for an interior booth if it has not been verified by our staff that your booth location is indoors. The Mining Mall is a large tent located in the back parking lot of the Elko Convention Center. This location contains 63 booths Booth price includes one (1) skirted table, two (2) chairs, draping, and a 500 watt electrical outlet. Additional items such as tables and chairs may be obtained through Source One Events. 500 watt electrical outlet is included in the price of your booth. Exterior booth prices do not include a canopy, tent, table or chairs. These items can be obtained through Source One Events. 10 x 10 $ x 30 $ x 20 $ x 30 $ Exterior booth prices do not include a canopy, tent, table or chairs. These items can be obtained through Source One Events Electricity is available for an additional fee. 20 x 20 $ x 30 $ x 40 $ x 30 $ x 40 $

5 2018 EXHIBIT SPACE CONTRACT Elko Convention & Visitors Authority 700 Moren Way Elko, Nevada FAX: Company Name (please print) Contact Person Address City / State / Zip / Country Telephone Fax Web Address Company Category: (Circle up to three (3)) Mining Industry Heavy Equipment Support Services Safety Products Drilling Environmental Miner Apparel Other: Will you be selling merchandise? Y _N If yes, please include $10.00 for City of Elko Special Events License. $ If you do not have a Nevada State Sales Tax Number you must remit the 7.1% NV State Sales Tax to the State Taxation Department for all sales made at the Expo. Forms will be available in the business office during the Expo. Do you have a NV State Business License? Y N NV Business license # Booth Number(s) Booth Space Amount $ Interior Booth 8 x 10..$ Mining Mall Booth 8 x 10..$ *Back Parking Lot: Booths do not include canopy, rent,table or chairs 20x20.$ x30.$ x40.$ x30.$ x40.$ *Exterior Booth Space: Booths do not include canopy, tent, table or chairs 10 x 10. $ x 30..$ x 20 $ x 30 $ Interior and Mining Mall booth prices include a table and two (2) chairs. Exterior booth prices do not include a canopy, tent, table or chairs. These items (and others) can be rented from Source One Events (702) office - (702) fax The information to rent these items is also located online at watt electrical outlet is included in Booth Prices except for those located in the Back Parking Lot. Total Payment $ Credit Card # Expiration Date: Billing Zip Code: V-Code: Circle One: VISA MasterCard American Express Name on Card (please print): Signature: I hereby apply for exhibit space in the 2018 Elko Mining Expo. I hereby agree to abide by the show terms, conditions, and regulations printed on the 2 nd page of this form. If you agree: 1) Sign below; 2) Mail or fax the original to Elko Convention & Visitors Authority; 3) If you mail this form, remember to make a copy for your own records. A receipt will be faxed or ed to you. Sign Here Date 4

6 Elko Mining Expo 2018 Exhibitor s Contract HOLDING OF CONVENTION: The ELKO MINING EXPO 2018, held at the said Authority s facilities beginning Thursday, June 7, 2018 and ending Friday, June 8, EXHIBIT SPACE: All Exhibitors shall have first right of refusal to their current booth space. Exhibit space is secured only after receipt of full booth fee payment and receipt of signed Exhibitor s Contract. Every effort will be made by the Authority to fill the Exhibitor s preferred booth location based on space availability. All exhibits must be confined to the limits of the Exhibitor s designated space, unless otherwise approved by the Authority. INSTALLATION AND DISMANTLING OF EXHIBITS: All exhibit space will be available for setup beginning at 8:00 a.m. on Monday, June 4 th. Moving Vehicles will not be permitted on the property after 4 p.m. Wednesday, June 6, 2018 and exhibits must be fully installed by 7:00 p.m. on this day. After this hour, no installation work shall be permitted without special permission from the Authority. No Parking is allowed within the facility grounds during set-up. Vendors are to unload any materials and then move their vehicle in a timely fashion. No exhibit may be dismantled early and must remain intact until Expo closing at 3:00 p.m., Friday, June 8 th. MANAGEMENT AND SUPERVISION: All exhibits shall be governed by the Rules and Regulations issued by the Authority. HOURS OF EXPOSITION: The 2018 ELKO MINING EXPO is scheduled for Thursday, June 7, 2018 from 9:00 a.m. - 5:00 p.m. and Friday, June 8, 2018 from 9:00 a.m. - 3:00 p.m. FREIGHT OR DELIVERY: The Authority will not assume any shipping fees, C.O.D. fees, etc. All such fees shall be the sole responsibility of the Exhibitor. Furthermore, the Authority is released and discharged of all liability for damage to, or loss of, any and all of Exhibitor s property occurring while it is in the possession of, or being handled by the Authority for Exhibitor. DISPLAY MATERIAL: Authority may provide for the removal of Exhibitor s packing boxes and crates from the booths. A general storage area is provided for boxes and crates during the period of the EXPO. Authority may assist in the retrieving and returning to the booth, any materials stored. No packing materials will be visibly stored in the booth. BOOTH - INTERIOR: The Authority shall set up booths in the Interior/Lobby including one table per booth, two chairs, backdrops and side-rails in accordance with the local fire regulations. Additional tables and chairs may be rented from the ECVA for an additional fee. BOOTH MINING MALL: The Authority shall set up booths in the Mining Mall including one table per booth, two chairs, backdrops, and side-rails in accordance with local fire regulations. Additional tables and chairs may be rented from Source One Events for an additional fee. BOOTH - EXTERIOR: Exhibitors with an exterior space are responsible for providing their own tables, chairs, and canopies. All of these items may be obtained through Source One Events. If you choose to bring your own canopy please ensure that the fire resistant certificate is sewn onto the canopy and is visible during exhibition. Tents/Canopies must meet all Mire Marshall Regulations! FOOD & BEVERAGES: No Exhibitor will dispense, sell, raffle, or otherwise provide or promote any food or beverage to the public without permission from the Authority. Glass bottles/containers are prohibited! LIABILITY: Each Exhibitor must make provision for the safeguarding of his goods and property from shipment/delivery to the Authority throughout the EXPO, and until removal by or shipment back to the Exhibitor. The Authority will not be responsible for, or guarantee to Exhibitor the safety of exhibit material against fire, accident, theft, or any loss or injury whatsoever. It is agreed that Exhibitor assumes any and all liability for damage to exposition facility by reason of his exhibit or presence at the EXPO. The Authority is not responsible for any vendor banner/advertising damage caused by weather. CANCELLATION OR DEFAULT: If Exhibitor does not claim or occupy his assigned space before 8:00 a.m. on Thursday, June 8, 2018, the Authority may, at its option, terminate this Contract and reassign said space to another Exhibitor. The defaulting Exhibitor will not be entitled to refund any of the sums paid in advance to the Authority. Should Exhibitor elect to cancel use of said exhibit space, prior to April 20, 2018, he shall be entitled to a 50% refund of monies already paid to the Authority. No refunds will be issued after this date! IRREGULAR ADVERTISING: The EXPO is limited to those persons, firms, and corporations that have contracted and paid for exhibit space in the Authority facility and grounds. No other persons, firms, or corporations will be permitted, without express permission of the Authority, to demonstrate products, solicit orders, or distribute advertising matter on the floor or grounds of the exposition facility. Any person violating this rule will be promptly ejected from the Authority property. 5

7 2018 Elko Mining Expo Freight Instructions Please send all freight to: Your Company Name: 2018 Elko Mining Expo c/o Elko Convention & Visitors Authority 700 Moren Way Elko NV, Booth Number: Make sure you put your booth number on all the pieces of freight you send. Advance to Warehouse: The Convention Center will start accepting freight on May 16, Direct to Show site: Freight will be accepted on Monday, June 4, 2018 and should arrive no later than Tuesday, June 5, The Convention Center forklift will be on the property to get your freight to your assigned booth. We do not have a loading dock or loading ramps available. All equipment will be off loaded and/or loaded with a forklift. There will be a $100.00/hour charge for forklift use, with a minimum charge of 1 hour per use. Use of the forklift exceeding 1 hour will be charged in ½ hour increments. PAYMENT FOR FORKLIFT MUST BE MADE IN ADVANCE. For freight pieces weighing more than 8,000 lbs. please contact Sterling Crane at (775) to schedule unloading and placing your property in your assigned booth. The Company you use to ship your freight is up to you however; Old Dominion is the Elko Mining Expo s Non-Exclusive Freight Carrier (775) Please see the Old Dominion s Shipping link at for ease of shipment. It is the sole responsibility of the Exhibitor to arrange for pick-up of all OUTBOUND shipments. Please make sure that your outbound shipments are labeled correctly and securely before you leave the property. The show ends Friday, June 8, 2018 at 3:00 p.m. Freight can be picked up after 5:00 p.m. on Friday June 8 th or from 7 a.m. 3 p.m. on Saturday, June 9 th. If you have any questions regarding regional freight, please call the ECVA at (800) or CUSTOMS CLEARANCE For exhibitions needing assistance with customs clearance, contact Old Dominion. 6

8 Forklift Order Form Forklifts will be onsite to assist you with the movement of your freight and can accommodate anything weighing up to 8,000 lbs. If your freight weighs over this amount, you will need to contact Sterling Crane at (775) for assistance in placing your property in your assigned booth. Forklift Services: Receiving and Unloading your freight Delivery to your booth Storage and Return of your empties at the close of the show Removal of your freight from your booth Reloading onto your vehicle or out bound freight carrier Pricing: $ one hour minimum and $50.00 for each additional 1/2 hour PAYMENT FOR FORKLIFT MUST BE MADE IN ADVANCE All forklift services are done on a "first come first serve" basis. All exhibitors must checkin at the freight desk when ready for a forklift. Forklift Usage for Unloading, Delivery & Booth Work Approx Hrs. Hourly Rate $ = Forklift Usage for Return & Reloading of Freight Approx Hrs. Hourly Rate $ = Amount Enclosed: Booth # Exhibitor Authorized By: Title: 7

9

10 Expo Sponsorship Opportunities This year is the 33 rd Annual Elko Mining Expo in Elko, NV. Your support enables us to provide the highest quality event, ensuring increased publicity, buyer/vendor attendance and recognition by the mining industry. The following sponsorship opportunities available will allow for maximum exposure of your company at the 33 rd Annual Elko Mining Expo. All sponsors will be recognized in our promotional materials and listed on the sponsorship boards, which will be displayed at all of the events associated with the Expo. It is important to note that as a higher-level sponsor you are entitled to additional benefits that are listed in italics. If you have any questions regarding these sponsorship opportunities or those listed on the golf list, please contact Juli Nelson at , or juli@elkocva.com. GOLD LEVEL - $3,500+ Gold level sponsors are entitled to 10 admissions to the Opening Ceremonies Reception (attendance is limited to a first come, first serve basis), registration for a team of four players for one round at the Mining Expo Golf Tournament (YOU MUST REGISTER TO GOLF! SPACE IS LIMITED) this includes tickets to the Golf Awards BBQ for each player. Gold sponsors will also be given the opportunity to have their logo placed on Expo material such as programs, advertising, etc., as well as, receiving a free full page color advertisement in the official Expo program. SILVER LEVEL - $2,500+ Silver Level sponsors are entitled to five tickets to the Opening Ceremonies Reception and will be given the opportunity to have their logo in the official Expo program listing your company as a sponsor, company name listing your company as a sponsor on all sponsor boards as well as a free advertisement in the official Expo program. BRONZE LEVEL - $500+ Bronze Level sponsors will be listed in the official Expo program and sponsor boards. 9

11 Sponsorship Commitment Form We are pleased you have chosen to participate in the 2018 Elko Mining Expo by becoming a sponsor. Please fill out the information below: Level Sponsored: Dollar Amount: Name of Company: Mailing Address: Contact Person: Phone: FAX: Check enclosed Visa MC American Express Card Number: Exp. V-Code# Signature: Please return this form to: 2018 ELKO MINING EXPO ELKO CONVENTION & VISITORS AUTHORITY 700 MOREN WAY, ELKO, NV (800) FAX: (775)

12 2018 Opening Reception Registration Please reserve your tickets in advance. If you are paying by credit card complete this form and fax it to (775) If you paying by check please mail this form back to the ECVA at 700 Moren Way, Elko, NV Network with Industry Professionals and Colleagues while enjoying gourmet food and beverages! Wednesday, June 6, 2018 Reception Begins at 6:00 pm Sponsored by: Location: Red Lion Hotel and Casino *Attendance is limited. Get your tickets early! Tickets: $40 each Number of Tickets Requested Payment: (Check one) Cash Check Credit Card Name: (Please print): Phone #: Company Name: Fax #: Address: Circle Card Type: Visa Mastercard American Express Card Number: Expiration Date: V-Code Authorized Signature: Total Enclosed: $ 11

13 2018 Elko Mining Expo Golf Tournament Hello Golfers! The following information is important if you are interested in playing in the 2018 Expo Golf Tournament being held June 4 th & 5 th : Team and Individual Registration will be available on Tuesday, April 3 rd for any company or person who is a registered exhibitor and/or sponsor of the Elko Mining Expo. In order for you to register for the golf tournament, your booth and/or sponsorship contract including payment must already be processed. Payment for the Expo Golf Tournament must be received with your registration. It is the sponsor s responsibility to verify the sponsored golfer s availability to play and provide all golfer information. Because of the team registration, it is necessary to handicap the tournament, so please make sure to indicate your handicap on the registration form. The cost for golfing is $ per person/per round with a limit of two foursomes in each round. This includes green fees, cart, golf shirt, tee prizes and the awards dinner. If you would like to purchase additional tickets to the awards dinner, they are $25.00 each. The awards barbeque will be held on Tuesday, June 5 th 2018, after the completion of the tournament. The barbeque will be at the golf course, and will feature great food and music. You may purchase a dinner ticket for a non-golfing guest for $ We look forward to your participation in the 2018 Expo Open Golf Tournament. For further information, please contact Erin Myers at the Elko Convention Center at or

14 2018 MINING EXPO GOLF TOURNAMENT SPONSORSHIP OPPORTUNITIES Ruby View Golf Course, Elko, Nevada June 4 th & 5 th The Elko Mining Expo and Expo Open Golf Tournament have become a tradition throughout the mining community. Over 350 golfers participate in this tournament each year, providing your company with a great deal of exposure. Your company may participate through sponsorship, and here s how: All golf sponsorships acknowledge your company as a BRONZE SPONSOR. Your company s name will be listed on all promotional materials and on our sponsorship board. TOURNAMENT BEVERAGE SPONSOR - $500 (per round per beverage station) Your company name will be displayed at one beverage station on the golf course per one round of golf. There are 2 beverages stations available for each of the four rounds of golf. Sponsor may have no more than two company personnel/volunteers serving beverages at a time. Sponsor may provide promotional beverage cups for additional advertising. Beverages must be approved by the Authority and the Ruby View Golf Course prior to the tournament. DRIVING RANGE SPONSOR - $500 A sign with your company s name will be prominently displayed on the Driving Range for the duration of the tournament. LONGEST DRIVE OR CLOSEST-TO-THE-PIN - $500 + PRIZE Sponsorship includes one of the following for the duration of the tournament: Men s Longest Drive, Women s Longest Drive, Men s Closest-to-the-Pin, and Women s Closest-to-the-Pin. There are four sponsorship opportunities available. A sign with your company s name will be on the Longest Drive or Closest-to-the-Pin holes for the entire tournament. Sponsors are encouraged to purchase a prize or gift certificate from the Ruby View Golf Course Pro Shop. Sponsors will need to provide a prize for each round of golf per hole sponsored. PUTTING GREEN SPONSOR - $500 A sign with your company s name will be placed on the putting green for the duration of the tournament. GOLF HOLE SPONSOR - $500 A sign with your company s name will be placed on the tee of the hole for the duration of the golf tournament. HOLE IN ONE SPONSOR - $500 + COST OF INSURANCE (Value of Prize) PER DAY There are four hole-in-one locations per each of the four rounds of golf. A sign with your Company s name will be placed at one of the four locations with a description of the Hole-In-One prize for two rounds of golf (one day of the tournament). Sponsors must purchase an insurance policy to cover the value of each donated prize per round. If you choose to sponsor more than one round, each individual prize needs insurance coverage. Sponsors may have a representative at the tee box and the green to verify golfer s shots. Any food or beverages served at the sponsored hole-in-one, must be approved by the Authority and the Ruby View Golf Course. DEADLINE FOR GOLF SPONSORSHIPS Please commit to Sponsorship by March 5 th

15 2018 EXPO GOLF TOURNAMENT GOLF SPONSORSHIP AGREEMENT FORM JUNE 4-5, 2018 RUBY VIEW GOLF COURSE ELKO, NEVADA Name: Company: Address: City: State: Zip Phone: FAX: Type of Sponsorship: Amount: Special Requests: Additional Sponsorship Opportunities: All sponsors will have the option of sending promotional items (minimum 400) to be placed in the golfer registration bags. Items must be received by May 11, You may send items directly to the Elko Convention & Visitors Authority. Please indicate below if you intend to send promotional items. PROMOTIONAL ITEMS WILL BE SENT FROM OUR COMPANY FOR THE 2018 EXPO OPEN GOLF TOURNAMENT Promotions or giveaways must be approved by the ECVA. Please send form and payment by March 5, 2018 to: Elko Convention & Visitors Authority 700 Moren Way, Elko, NV or FAX: Check enclosed Visa MC American Express Card Number: Exp. V-Code # Signature: 14

16 2018 MINING EXPO GOLF TOURNAMENT INDIVIDUAL REGISTRATION FORM June 4th & 5th Ruby View Golf Course REMINDER: Registration for the Golf Tournament is open April 3 rd April 24 th for all registered Mine Expo vendors and sponsors Monday, June 4 Tuesday, June 5 Round 1 7:30am Shotgun Start Round 2 1:00pm Shotgun Start Round 3 7:30am Shotgun Start Round 4 1:00pm Shotgun Start Awards Round-Up 6:00pm at Ruby View Golf Course Name Company Address City State Zip Telephone Handicap *Shirt Size Round: (Please Circle) PRICES: $ Per Golfer Per Round INCLUDES: Green Fees, Cart Fee, One Shirt, Tee Prizes, Awards Dinner Please Note: Dinner tickets may be purchased for $25.00 each for all non-golfers. Enter average score if no Handicap Golfers not checked in 15 minutes prior to shotgun start will be replaced by a substitute and will forfeit their round and fees paid Golf Registration: $ Dinner Guest(s): $ TOTAL ENCLOSED: $ Registration Fees Must be Paid Prior to Processing Mail or Fax to: Elko Convention & Visitors Authority 700 Moren Way, Elko, NV (800) / (775) FAX: (775) Check enclosed Visa MC American Express Card Number: Exp. V-Code# Signature: Fax #: * Shirt sizes are required! If size is not provided, Authority cannot guarantee the desired size will be available. 15

17 2018 MINING EXPO GOLF TOURNAMENT TEAM REGISTRATION FORM June 4th & 5th Ruby View Golf Course REMINDER: Registration for the Golf Tournament is open April 3rd April 24th for all registered Mine Expo vendors and sponsors Monday, June 4 Tuesday, June 5 Round 1 7:30am Shotgun Start Round 2 1:00pm Shotgun Start Round 3 7:30am Shotgun Start Round 4 1:00pm Shotgun Start Awards Round-Up 6:00pm at Ruby View Golf Course Sponsor Name Address City State Zip Telephone Contact Name PRICE: INCLUDES: $ Per Golfer Per Round Limited to 2 Foursomes per round; 8 foursomes total per sponsor Green Fees, Cart Fee, Shirt, Tee Prizes and Awards Dinner. Dinner tickets may be purchased for $25.00 each for all non-golfers. Note: It is the responsibility of the sponsor/contact person to verify all golfers availability. Registration is not complete until all golfer information is provided. Round 1 June 4 7:30am Round 2 June 4 1:00pm Name: Handicap Shirt Size Name: Handicap Shirt Size Round 3 June 5 7:30am Round 4 - June 5 1:00pm Name: Handicap Shirt Size Name: Handicap Shirt Size Enter average score if no Handicap Golfers not checked in 15 minutes prior to shotgun start will be replaced by a substitute and will forfeit their round and fees paid Golf Registration: $ Dinner Guest(s): $ TOTAL ENCLOSED: $ Registration Fees Must be Paid Prior to Processing Mail or Fax to: Elko Convention & Visitors Authority 700 Moren Way, Elko, NV (800) / (775) FAX: (775) Check enclosed Visa MC American Express Card Number: Exp. V-Code# Signature: Zip Code: * Shirt sizes are required! If size is not provided, Authority cannot guarantee the desired size will be available. 16

18 Elko Convention & Visitors Authority 700 Moren Way, Elko, Nevada / FAX: Credit Card Authorization Form Company Name (please print) Contact Person Address City/State/Zip/Country Phone Fax Amount Authorized: $ Credit Card # Exp. Date Circle One: VISA MasterCard American Express V-Code (3 numbers on the back of the card) Billing Zip Code (Where statement is sent) Name on Card (please print) Signature 17