Convention_-_FLPTA_Sponsor-Exhibitor_Layout_2016

Dear Friends and Sponsors:

I would like to invite you to join us in July for our annual Leadership Convention. Our
theme for the 2016 Leadership Convention is Healthy Children, Healthy Future...PTA
and we have will be offering some exciting new opportunities for all our exhibitors and
sponsors!

For the past 93 years, Florida PTA has had the privilege to collaborate with businesses
and community partners to meet the needs of our 300,000 plus members across the
great state of Florida.

Each year we invite a wide variety of companies and their representatives to participate
in our Leadership Convention as sponsors and exhibitors. Over 1,000 PTA leaders
from across the state of Florida attend our convention and look forward to perusing our
Exhibitor Hall. This has proven time and again to be an exceptional value to our
sponsors and exhibitors.

PTA Leaders look forward to visiting the Exhibitor Hall to visit with a wide-range of
vendors and sponsors to discover ways to meet their association's goals. Goals
include, but are not limited to, fundraising, educational programming, and family friendly
activities. They look to build relationships with companies that are interested in having
a positive impact on the needs of children in their home, schools and community.

We encourage YOU to sign up as a sponsor or exhibitor today to demonstrate your
commitment to helping our leaders meet their goals. Last year we added more quality
time with attendees than ever before by hosting an Exhibit Hall Open House (Thursday
evening) and including all exhibitors and sponsors in our inaugural Florida PTA
Leadership Convention "Event App". This was very successful and we will be using the
App again.

This year your Company may get selected to Sponsor the "Event App" or
"Exhibitor Preview Night". Please contact the Florida PTA state office for more
information on how you might get selected to be an Event Sponsor.

We look forward to seeing you in July and exploring ways we can work together
throughout the year to meet the needs of our 1,400 local units.

Thank you,
Mindy Haas, President
Healthy Children, Healthy Future...PTA

Florida Department of Agriculture & Consumer Services
Registration # CH36283
“A copy of the official registration and financial information may be obtained from the
Division of Consumer Services by calling toll-free (800-435-7352) within the state of
Florida. Registration does not imply endorsement, approval or recommendation by the
State.”

Sponsorship/Exhibitor Opportunities At-A-Glance

Exhibitor Space $650 (Before 6/1) (83 spaces) / Premium Exhibitor Space $750 (Before 6/1) (33 spaces)

Benefits of $15,000 $10,000 $7,500 $5,000 $3,000 $2,000
Sponsorship Oak Diamond Platinum Gold Silver Bronze

Link on Florida PTA 1 year 9 months 7 months 6 months 3 months 1 month
Website and E- XX
Newsletter
XX
Company Logo name at X X X X
PTA events, including all 8x10 No
pre and post event X No
eblasts XX
No No
Recognition in Prominent X X X No No
Convention App No X
(received before $5,000
6/15/16) $2,500
$2,500
Exhibit Space 8x10 (2) 8x10 8x10 8x10 $5,000

Recognition from podium X X X X
and Logo on screen
during General Session

One year subscription to X X X X

Florida PTA E-
Newsletter

One Mention on X X X No
Facebook (pre- and

post-event)

Post-event sponsor 2 1 1 No
specific email to FPTA
database (60,000+)

Signage at Beverage No No No No
Stations

ADDITIONAL VISIBILITY OPTIONS

Attendee Bags $5,000 Cyber Café
(FLPTA & sponsor logo imprinted)

Notepads $2,500 Pens
USB Flash Drives $7,500 Power-Up Station
Souvenir Water Bottle $7,500 Lanyards
Florida PTA Awards Celebration $7,500

Sponsorship/Exhibitor Registration Info Input

□ I would like to be added to the mailing list for important announcements and e-newsletter
□ I agree to the Leadership Convention Terms and Conditions

2016 SPONSORSHIP/EXHIBITOR INFORMATION

CONVENTION DEMOGRAPHICS LOCATION

Exhibiting during Florida PTA’s Leadership Convention All exhibits, general meetings and events will take place
is the most cost-effective way to reach PTA members. at Innisbrook Resort and Golf Club:
In 2015, over 1200 PTA leaders, parents, teachers,
principals and students attended from throughout the 36750 US Highway 19 N
state. Sponsors/exhibitors offered products and Palm Harbor, FL 34684
services related to education, environmental issues, Phone: 727-942-2000
fundraising, health and fitness, child development and Reservations: 800-456-2000
much more. Florida PTA makes no representations or Fax: 727-942-5576
warranties with respect to the demographic nature
and/or volume of exhibitors and/or attendees at any SPONSORSHIP OPPORTUNITIES
PTA event. Exhibitors are solely responsible to
determine suitability of each event for the particular Florida PTA is a professional, nonprofit, volunteer
purpose. association committed to the well-being of all children.
We offer a full menu of sponsorship opportunities
BACK BY POPULAR DEMAND! designed to meet the needs of the association as well
as to benefit the sponsor. Please contact us for more
The Florida PTA Mobile Event App details: Email: [email protected].

This year Florida PTA is excited to be able to PLEASE NOTE:
provide all Leadership Convention participants with
access to our mobile event app. Participants will Florida PTA does not provide membership lists to
have fingertip access to an interactive, user-friendly outside organizations. Exhibiting at the Florida
online conference program, venue maps and an PTA Annual Leadership Convention, partnering or
online community that will connect conference providing a sponsorship, are the most cost-
attendees, speakers, sponsors, exhibitors and effective ways to reach PTAs through the state of
planners on their iOS, Android and Windows mobile Florida.
devices.
Exhibition does not constitute endorsement of any
All sponsors/exhibitors who register and paid by product, service or position by Florida PTA.
the June 15, 2016 deadline will be listed in a section
of the Leadership Convention App that will
showcase your logo, company description, website
link and Twitter handle, so that attendees can easily
connect with you during or after our event.
Exhibitors received after June 15, 2016 may not be
included in the App.

Top-tier sponsors will also be prominently featured
on our event app home page. Sign up now to be
included in our Florida PTA Leadership Convention
Event App!

RULES AND REGULATIONS FOR SPONSORS/EXHIBITORS

1. CONTRACT FOR SPACE assigned space is subject to removal by Florida PTA.
Canvassing or distributing advertising material
This constitutes a contract for exhibit space (8ft x outside of the assigned Exhibit Hall is not
10ft), company identification sign, basic draping, a 2’x permitted. Helium balloons are not permitted in
8’ skirted table and 2 folding chairs. Any additional the exhibit space.
items, including but not limited to furniture, electrical
service, etc., are not provided and are the direct Displays not meeting these requirements must
responsibility of the exhibitor. Florida PTA is going receive prior approval from Florida PTA. Use of
“green;” we only accept applications for exhibit space amplified sound is not permitted without prior
online electronically. Information is available on our approval.
website – www.FloridaPTA.org. Booth space is
assigned on a first-come, first-serve basis and is Note: Booth space does not include storage,
limited to 116 booth spaces. Florida PTA has the placement, shipment or reshipment of exhibit
right to use its discretion at all times in the placement materials, before or after event.
of exhibitors, as well as the acceptance of exhibitors.
Florida PTA will make every attempt to fulfill requests 2. SELECTION OF EXHIBITORS
but makes no guarantees, as booth assignment is
largely dependent on the number of booths available Florida PTA reserves the right to decline or prohibit
when the exhibitor’s paid application is received and any exhibit which, in its judgment, is inappropriate.
processed. Booth spaces will be assigned after July This reservation is all-inclusive as to persons, things,
1, 2016. printed materials, products and conduct.

Premium placement is available for an additional Florida PTA reserves the right to decline or prohibit
$100 per space. These 33 spaces are located in the any exhibitor who, in the sole and discretionary
most visible areas of the exhibit space near judgment of Florida PTA, has not fulfilled any
entrances, in the lobby, etc. previous contractual obligation to a unit, council or
region of Florida PTA. This reservation is all-inclusive
All exhibitors must have their own booth space. as to changes of company names and any attempt to
Sharing of booth space is not permitted. Exhibitors subvert this prohibition. Exhibitors who cause or have
may not assign or sublet any portion of their booth(s), caused Florida PTA a financial burden or harass
nor may they display or advertise goods or services other exhibitors, participants, Florida PTA staff or
other than those provided by them in the regular volunteers, will not be permitted at this or any future
course of their business. All distribution materials Leadership Convention.
must be approved by Florida PTA in advance.
Florida PTA does not endorse or recommend the use
All demonstrations or other promotional activities of any specific commercial product or service
must be confined to the limits of the exhibit booth pursuant to this Contract or otherwise. The
space rented. Any item(s) extending beyond the Exhibitor/Sponsor may not represent, advertise,
communicate or imply either orally or in writing, that

its products or services are approved, endorsed or RESERVES THE RIGHT TO DECLINE
recommended by Florida PTA, without the prior PARTICIPATION BY THAT EXHIBITOR AT ANY
written approval of Florida PTA. FUTURE FLORIDA PTA EVENTS.

3. TERMS OF PAYMENT 6. CARE OF BUILDING AND EQUIPMENT

Florida PTA will not assign booth space until payment Exhibitors, or their agents, shall not injure or deface
for said space is paid in full and has cleared all the walls, floors, booth, or the equipment of booths.
banking channels. Should payment by check not Exhibitors will not paste, tack, nail, screw, or
clear the exhibitor’s bank account, for any reason, the otherwise fasten to partitions, walls, floors or
exhibitor will pay Florida PTA an additional fee of $50, other parts of the building or furniture.
by bank check or money order. In the event that
Florida PTA declines an exhibitor’s application, the EXHIBITOR REGISTRATION/MOVE IN TIMES
accompanying fee will be returned to the exhibitor, as
along as application is received by June 30, 2016. Thursday, July 14 8:00 A.M. —4:00 P.M.
Applications revoked, received after June 30,
2016, exhibitors ejected for non-compliance EXHIBIT HOURS
during Leadership Convention, or exhibitors who
vacate prior to scheduled move out (regardless of Thursday, July 14 6:00 P.M.—9:00 P.M.
the reason) will not receive a refund. PREVIEW PARTY!!!

Badges are for the use of individuals exhibiting at the Friday, July 15 8:00 A.M.—2:00 P.M. &
event and may not be sold or used for other
purposes. Each booth space will receive three (3) 4:56 P.M.—7:00 P.M.
exhibitor badges per booth space paid, and will be
provided on the day of set up. Saturday, July 16 7:30 A.M.—3:00 P.M.

4. EXHIBIT TIMES, SCHEDULE AND LOCATION MOVE OUT SCHEDULE

Upon arrival at Innisbrook Resort and Golf Club, Saturday, July 16 3:00 P.M.—5 P.M.
exhibitors should report to Inverness Hall for
registration during Exhibitor Registration times. (SEE #5 DISMANTLING EXHIBITS ABOVE.)
Exhibitors must register with the Florida PTA
representative prior to any set-up activities. Location — All exhibits will be located in
Exhibitors must wear the Florida PTA supplied name Inverness Hall. Any activity scheduled outside
badge at all times in Inverness Hall. A Florida PTA the exhibit hall must be PRE-APPROVED, in
representative will be in the exhibit area during open writing, with the Florida PTA President to ensure
hours to assist exhibitors. that activities will not be in conflict with
scheduled PTA activities. The President of
5. DISMANTLING EXHIBITS Florida PTA is the only person authorized to
approve any outside activities.
EXHIBITORS MAY NOT DISMANTLE DISPLAYS
UNTIL CLOSING TIME. EXHIBITORS WHO 7. FIRE, SAFETY AND HEALTH
DISMANTLE PRIOR TO CLOSING, WILL INCUR A
PENALTY FEE OF $100 FOR EACH HOUR The exhibitor assumes all responsibility for
DISMANTLED EARLY AND WILL BE BILLED compliance with all city and state ordinances and
ACCORDINGLY. IN ADDITION, FLORIDA PTA regulations including those covering fire, safety and
health. Flammable or other dangerous fluids,
substances, materials, equipment, or other items, the
use of which is in violation of city, county or state laws

or regulations, may not be used in any booth. Fire 11. ELECTRONIC CONFIRMATION
extinguisher equipment shall not be covered or
obstructed in any manner. All aisles and exits must Florida PTA will send an electronic confirmation email
be kept clear at all times. confirming your acceptance to exhibit. All space
assignments, advertising, sponsorships and other
SMOKING IN THE EXHIBIT HALL IS STRICTLY items will be on a first-come, first-serve basis, unless
PROHIBITED. ALCOHOLIC BEVERAGES ARE otherwise noted. Booth assignments will be
NOT PERMITTED IN THE EXHIBIT SPACE AT ANY provided to the exhibitor during registration at
TIME, EXCEPT FOR THURSDAY DURING THE Inverness Hall, on July 14.
EXHIBITOR PREVIEW EVENT. Florida PTA
expects that all sponsors/exhibitors will remain 12. CONVENTION SERVICES
professional and abstain from being intoxicated
during exhibit times. FOOD SAMPLES may be Suncoast Convention Services, Inc.
provided from exhibitor’s booth. 4800 U.S. Highway 301 N
Tampa FL 33610
8. LIABILITY 813-628-8301
[email protected]
Florida PTA and Innisbrook Resort and Golf Club
shall not be responsible for any loss, damage, or Suncoast Convention Services is the official
injury to the exhibitor company, its employees or general contractor for the event and they will be
property for any cause whatsoever prior to the period providing the following services for the show:
covered in the contract, and upon signing the
contract, exhibitor expressly releases Florida PTA Electrical Service — You must contact Suncoast
and Innisbrook Resort and Golf Club from and agrees Convention Services.
to indemnify same against any and all claims for loss,
damage and injury of any kind. Reasonable care will Freight Services – (advanced/show site shipments)
be exercised to protect the exhibit area during the – You MUST use this service if you are shipping
hours it is closed to the delegates. materials to the event.

9. INSURANCE REQUIREMENTS Furniture Services – additional tables, chairs and
other furniture are available for rent.
Exhibitors are required to provide an annual
Certificate of Liability Insurance, Additional Insured Additional Signage – all exhibitors will be provided
Endorsement or an Indemnity and Waiver Agreement an ID sign with the name of your organization and
with their application and provide such evidence when booth number. Additional signage is available through
acting as a vendor at any PTA function. Suncoast.

10. HOTEL ACCOMMODATIONS When requesting services from Suncoast a booth
number is not required.
Hosting the Florida PTA Leadership Convention is
Innisbrook Resort and Golf Club. Hotel 13. TRADEMARK
accommodations can be made directly with
Innisbrook Resort. Their contact number is: 888- “PTA” is a registered Trademark of National/Florida
604-7365 or directly through the link on our PTA and may not be used as part of any promotions
website. or promotional material without the express written
consent of National PTA or Florida PTA acting on
behalf of National PTA.

14. SALE OF PRODUCTS WITH PTA LOGO

An Exhibitor/Sponsor may NOT use any PTA logo on
products offered for sale without the prior written
consent of the Florida PTA. If such consent is given,
it shall be limited to the sale of such products during
the Conference itself. Products with the
Florida/National PTA logo may not be sold elsewhere,
without the prior approval of Florida/National PTA.

15. CANCELLATION POLICY

A refund will be processed only if cancellation is
requested in writing to Florida PTA, prior to June 30,
2016. The Florida PTA will refund to the exhibitor the
payment received, less a $200.00 non-refundable
space deposit/cancellation fee. There will be no
refunds, under any circumstances, if a written
cancellation request is received by the Florida PTA
after July 1, 2016.

IMPORTANT INFORMATION

15. OTHER INFORMATION Leadership Convention is subject to the consent and
approval by the Florida PTA.
Catastrophe:
Competing Events:
In the event of war, fire, strike, government regulation,
public catastrophe, act of God or other event causing All competing events including social events,
the show, or any part thereof from being held, or is hospitality suites, enticements, demonstrations or
cancelled by Florida PTA, Florida PTA shall displays away from the exhibit area during the
determine any refund to the applicants. The Conference are prohibited.
Exhibitor’s proportionate share of the balance of the
aggregate exhibit fees received, which remains after Children of Exhibitors: Exhibitors must make
deducting all show-related fees, costs and expenses arrangements for their children; the host hotel offers
may be refunded. In no case shall the amount of the Camp Innisbrook. Please do not leave your children
refund to the applicant exceed the amount of the unattended.
space rental fee paid.
Exhibitor Drawing: The last day of our Leadership
Photography Release: Convention, Florida PTA will have an Exhibitor’s
Drawing. We welcome any donations from your
By registering for or attending the Florida PTA company to make this a success. Each exhibitor’s
Leadership Convention, you hereby grant and assign donation will be given individual recognition.
the Florida PTA and its legal representatives the
irrevocable and unrestricted right to use and publish Door Prizes: Exhibitors may offer door prizes; all
for editorial, trade, advertising or any other purpose such prizes must be distributed by the exhibitor at
and in any manner and medium, including website their own booth.
and internet promotion, all photographic, video and
digital images of you and your guests taken while in Sunshine State PTA: You are welcome to join in our
attendance at the Florida PTA Leadership advocacy and educational efforts. If you would like to
Convention. By registering for and attending the become a member to support the children of Florida,
Florida PTA Leadership Convention, you hereby please click here.
release the Florida PTA and its legal representatives
from all claims and liability relating to said We welcome your participation and look forward to a
photographs, video and digital images. mutually beneficial event.

Photography, Video and Audio Recording: Florida PTA
1747 Orlando Central Parkway
Exhibitors are NOT to photograph, videotape or audio Orlando, FL 32809
record any delegate, attendee or PTA sponsored 407-855-7604 / 800-373-5782
event during the Florida PTA Leadership Convention Fax: 407-240-9577
unless written consent is obtained prior to the activity
commencing. Use of photographs, videos or audio
recordings after the end of the Florida PTA