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2008 ASLA Colorado Exhibitor and Sponsor Information Packet

ASLA Colorado Contacts

Exhibitors:Vivian Kovacs 303-799-0028 viviank@landscapeforms.com

Sponsors:Carol McClanahan 303-575-8533 carol.mcclanahan@rnldesign.com

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2008 State Conference Sponsorship Opportunity Overview

Date: September 10 - 13, 2008 (Exhibition Hall is open Sept 11-12, 2008) Location: Breckenridge -- Beaver Run Resort Attendance: 400 Planners and Landscape Architects

The Colorado Chapters of the American Planners Association (APA) and the American Society of Landscape Architects (ASLA) are please to offer the opportunity to sponsor its joint 2008 Annual Conference titled “Paths to Sustainability”.

Our vibrant theme and the combination of professions should make this a conference to remember. Sustainability has so many “paths” we expect the sessions to be quite varied and to attract a large audience. Both associations have new continuing education requirements that are designed to draw more attendees. This year, we have scheduled the exhibit hall hours to allow for exhibitors to participate in some sessions if you so desire. Exhibitors may elect to provide education sessions for conference attendees in an informal classroom setting on the Patio on the Green during the conference education sessions. See inside for more information.

Several conference events are planned for the Exhibit Hall such as breakfasts, breaks, happy hours and receptions to encourage activity. The exhibit hall is open on Thursday (September 11) and closes after lunch on Friday (September 12). There will be special tracks for mountain planners, new planners and private sector planners.

Of course, don’t forget the fun which starts with the Icebreaker Wednesday night in downtown Breckenridge, the morning trail hike/fun run on Friday morning, and both associations’ Banquets and Awards Ceremonies on Thursday and Friday evenings.

The Colorado Chapters of the APA and ASLA are both non-profit organization of professional Planners and Landscape Architects who take pride in working to provide vision, leadership and design elements to our communities. Our statewide membership includes government professionals, consultants, elected and appointed officials, students and public citizens. We are committed to provide excellent professional development opportunities and to enhance the planning and landscape architect professions. This is your exclusive opportunity to sponsor our largest event of the year and our first joint conference.

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EXHIBITOR INFORMATION

Exhibitors are invited to display and demonstrate their products and services in the Blue River Hall at the 2008 Joint State Conference. In addition to the products and technology exhibit, the conference will feature distinguished speakers, breakout sessions, and the annual APA and ASLA Colorado banquets and awards ceremonies.

As an exhibitor you are invited to participate in all aspects of the conference but please note that registration to the awards dinners is not included in the exhibition fee. There will be exclusive time allotted for viewing exhibits on Thursday and Friday along with prize drawings for our attendees in the exhibition hall.

Joint luncheons will be held on the patio on Thursday and Friday which will bring the members of both associations through the exhibit area.

Location and Lodging

The 2008 Joint State Conference will take place at the Beaver Run Resort in Breckenridge, Colorado. To preview the property you may visit their website at www.beaverrun.com.

Exhibitor and attendee lodging has been arranged at the Beaver Run Resort. Standard sleeping room rates start at $119 per night plus state, county and city taxes, resort fees and assessments in effect at the time of meeting. Exhibitors must make their own lodging reservations directly with the hotel by calling Beaver Run at 1-800-525-2253 and identify yourself as being with the APA or ASLA 2008 Conference. You can also reserve your room online by going to http://www.beaverrun.com/resort.php/BEAVER_RUN, select “Groups and Conventions” and enter this case-sensitive password ASLA7525. All reservations must be made no later than August 18, 2008 to be guaranteed the negotiated room rate.

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EXHIBIT FLOOR PLAN SCHEDULE (subject to change)

Thursday, September 11

8:00 10:00 Hall Closed to Exhibitors. Equipment and Furniture Set Up. 10:00 11:45 Exhibitor Set Up in Blue River Hall Noon 1:15 Joint Sponsored Lunch on Patio on the Green 1:15 2:45 Education Programs and Tours 2:45 3:15 Sponsored Refreshment Break on Patio on the Green 3:15 4:45 Education Programs and Tours 5:00 6:30 Joint Sponsored Cocktail Reception on Patio on the Green 6:30 8:00 APA Colorado Awards and Banquet 6:30 8:00 ASLA Colorado Social Event on Patio on the Green

Friday, September 12

7:00 8:15 Trail Run/Hike 7:30 8:30 Joint Sponsored Breakfast on Patio on the Green 8:45 10:15 Education Programs and Tours 10:15 10:30 Short Break 10:30 Noon Education Programs and Tours Noon 1:15 Joint Sponsored Lunch on Patio on the Green 1:30 2:30 Exhibitor Take Town in Blue River Hall 2:30 5:00 Equipment and Furniture Take Down

Key Dates

July 15, 2008 Early Bird Exhibitor Registration Ends August 15, 2008 Exhibitors Must Identify All Personnel To Receive Name Badges and

Conference Admission August 15, 2008 Last Day to Cancel Exhibit Registration and Receive a 50% Refund August 18, 2005 Conference Sleeping Room Rates Expire September 10, 2008 APA/ASLA Joint Conference Evening Icebreaker September 11, 2008 Exhibitor Booth Set Up and Exhibits Open Before Lunch September 12, 2008 Exhibits Close After Lunch and Exhibitor Booth Take Down

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CONFERENCE AND EXHIBIT MARKETING OPPORTUNITIES

Exhibition Registration and Costs

Register by July 15, 2008 and save. After July 15, 2008 $100 will be added to all booth registrations.

Booth Exhibitor � $750 (after July 15 - $850) � 8’ x 10’ booth � Two complimentary conference registrations

Tabletop Exhibitor � $500 (after July 15 - $600) � 6’ x 6’ tabletop � Two complimentary conference registrations

Door Prizes

An added opportunity for your organization to gain more exposure during the product and technology expo is by providing door prizes for the attendees. APA/ASLA Colorado will be conducting a drawing during the expo to boost attendance to the show. In the past the drawings have been highly popular with recipients. Indicate your interest on the response form included in this packet. Attendees wishing to enter the prize drawing will be required to show proof of visiting a majority of the exhibit booths.

Advance Storage

Advance storage of exhibit items is NOT available with the hotel but special arrangements can be made with Freemans for delivery of exhibit items. Contact Vivian Kovacs for more information.

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CONFERENCE EVENT SPONSORSHIP OPPORTUNITIES KEYNOTE SPEAKER SPONSOR $1,750 (Limited to one sponsor)

Benefits include: • Signage recognizing your company as the Keynote Speaker Sponsor • Company logo on PowerPoint display during beginning of Keynote Session • Two complimentary conference registrations • Complimentary FULL page ad in the Conference Program

COCKTAIL RECEPTION $1,500 (Limited to two sponsors)

Benefits include: • Signage at the main entrance recognizing your company as the Reception Sponsor • Signage at the reception/buffet tables recognizing your company as the Reception Sponsor • Verbal recognition at the Cocktail Reception • Two complimentary conference registrations • Complimentary 1/2 page ad in the Conference Program

CONFERENCE TENT SPONSOR $1,500 (Limited to two sponsors)

Benefits include: • Signage at the main entrance recognizing your company as the Tent Sponsor • Signage at the reception/buffet tables recognizing your company as the Tent Sponsor • Verbal recognition at the Cocktail Reception and Luncheons • Two complimentary conference registrations • Complimentary 1/2 page ad in the Conference Program

LUNCHEON SPONSORS $1,200 (Limited to two sponsors)

Benefits include: • Signage at the entrance recognizing your company as the Luncheon Sponsor • Signage at the lunch tables recognizing your company as the lunch sponsor • Verbal recognition at the Luncheon • One complimentary conference registration • Complimentary 1/4 page ad in the Conference Program

BREAKFAST SPONSOR $850 (Limited to two sponsors)

Benefits include: • Signage recognizing your company as the Breakfast Sponsor • One complimentary conference registration • One complimentary 1/8 page ad in the Conference program

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CONFERENCE BREAK SPONSORS $550 (Limited to two sponsors)

Benefits include: • Signage recognizing your company as the Break Sponsor

CONFERENCE BAG SPONSOR (Cost of bags) (Limited to ONE)

Benefits include: • Opportunity to provide bags to attendees with your company name and logo • Opportunity to provide company brochure/item in attendee’s conference bag • Two complimentary conference registrations • Complimentary 1/2 page ad in the Conference Program

CONFERENCE LANYARD SPONSOR (Cost of lanyards) (Limited to ONE)

Benefits include: • Opportunity to provide bags to attendees with your company name and logo • Opportunity to provide company brochure/item in attendee’s conference bag • Two complimentary conference registrations • Complimentary 1/2 page ad in the Conference Program

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ASLA COLORADO DESIGN AWARDS GALA SPONSORSHIP OPPORTUNITIES

AWARDS - PLATINUM SPONSOR (Dinner) $2,000 (Limited to ONE) Benefits include: • Signage at the entrance recognizing your company as the Awards Dinner Sponsor • Company name listed on the conference signage as the Awards Dinner Sponsor • Two complimentary conference registrations to the Conference • Verbal recognition at the Awards Dinner • Company name/logo listed on PowerPoint display prior to awards program • 1/2 page ad in the Conference program • Complimentary 1/2 page ad in January 2008 CCASLA newsletter

AWARDS - GOLD SPONSOR (Cocktail Reception) $1,500 (Limited to two sponsors) Benefits include: • Signage at the entrance recognizing your company as the Awards Dinner Sponsor • Company name listed on the conference signage as the Awards Dinner Sponsor • Two complimentary conference registrations to the Conference • Two complimentary tickets to Awards Dinner • Verbal recognition at the Awards Dinner • Company name/logo listed on PowerPoint display prior to awards program • 1/2 page ad in the Design Conference program

AWARDS - SILVER SPONSOR (Design Awards) $900 (Limited to two sponsors) Benefits include: • Signage at the entrance recognizing your company as the Design Awards sponsor • Company name listed on the conference signage as the Design Awards sponsor • Two complimentary conference registrations to the Conference • Verbal recognition at the Awards Dinner • Company name/logo listed on PowerPoint display prior to awards program • 1/4 page ad in the Design Conference program

AWARDS - CENTERPIECE SPONSOR (Design Awards) $500 (Limited to five sponsors) Benefits include: • Signage at the entrance recognizing your company as a Centerpiece Sponsor • Company name listed on the conference signage as a Centerpiece Sponsor • One complimentary conference registration to the Conference • Verbal recognition at the Awards Dinner • Company name/logo listed on the PowerPoint display prior to awards program • 1/4 page ad in the Design Conference program

COMMEMORATIVE AWARDS PUBLICATION SPONSOR $500 A publication celebrating award winning landscape architecture from the Colorado Chapter of the American Society of Landscape Architects(Limited to 5 sponsors)Benefits include: • 1/2 page ad in this Commemorative Awards Issue • Company name listed on the conference signage as a Commemorative Awards Publication sponsor • Recognition in January’s CCASLA 2008 newsletter • 10 copies of the Commemorative Awards issue

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EXHIBITOR CONDITIONS, RULES & REGULATIONS

• PURPOSE OF EXHIBIT The State Conference is presented jointly by APA Colorado and ASLA Colorado, both are not-for-profit corporations. Exhibits at the Conference complement the professional development meetings, and enable registrants to see state-of-the-art equipment, products, services and technologies.• ASSIGNMENT OF SPACE Exhibits will be assigned in the order in which reservations with payments are received. You may select your top three exhibit choices; however, ASLA Colorado is overseeing the exhibit hall and reserves the right to make changes at any time in the location, size and display limits of any space. Exhibits may not project beyond the space allotted or interfere with traffic to other exhibits. Safety laws require that exhibits be kept out of or from extending in to the aisles. Reservation for space will not be taken over the telephone. No space will be assigned without a signed contract and payment of the required amount.• ALL BOOTHS will include one 6’ draped table, two chairs, one waste basket, and a one-line identification sign. All exhibits will be contained within the designated booth area and will not overflow into the aisles or extend beyond the dimensions of the area which has been rented. • ALL TABLETOPS will include one 6’ draped table, two chairs, one waste basket, and a one-line identification sign. All exhibits will be contained within the designated booth area and will not overflow into the aisles or extend beyond the dimensions of the area which has been rented. • ALL NON PROFIT DISPLAY TABLES will include one 5’ draped table and a one-line identification sign. All exhibits will be contained within the designated booth area and will not over flow into the aisles or extend beyond the dimensions of the area which has been rented.• STORAGE Storage space will be allowed under your table only. Displays shall not be located so as to obstruct other exhibits. All exposed parts of displays and/or equipment must be finished or covered in a workman-like and neat manner so as not to present an unsightly appearance when viewed from adjoining booths or aisles.• CHECK-IN Exhibitor agrees to provide ASLA Colorado the list of all personnel expected to be in attendance at the Conference by August 15, 2008. In the case of substitute representatives, Exhibitor will notify ASLA Colorado at least 1 week prior to check in. For all exhibits (except non profit displays who receive one), two (2) badges will be provided. Exhibitors will not be allowed to set-up/tear-down or attend any functions without conference badges and must check in at the Exhibitor Registration Desk. • ELECTRICAL SERVICES Any exhibitor requiring electrical services must give notice on the exhibitor registration form which will be included in your confirmation packet. Electrical service will need to be arranged WITH THE HOTEL and may incur an additional fee, these fees will be charged directly to your individual account. Electrical services are available at all of the display spaces. • SHIPPING All outgoing boxes will need to go through Freeman Company. A box handling fee will be charged in addition to the shipping charges. These fees will be charged directly to your individual account through Freeman Company. • LIABILITY AND SECURITY Security and liability are the responsibility of the Exhibitor. The Exhibitor agrees to make no claim for any reason whatsoever against APA or ASLA Colorado, the Beaver Run Resort and Convention Center, and other contractors for loss, theft, damage, or destruction of goods, nor for injury to him/herself or employees, nor for any damage of any nature or character, including any damage to his/her business by reason of failure to provide space for the exhibit, or the removal of the exhibit, nor for failure to hold the conference as scheduled, nor for any action of any nature of APA or ASLA Colorado or its members, officers, committees, agents or employees. • CANCELLATION If the Exhibitor gives ASLA Colorado written notice of cancellation of the agreement by August, 15, 2008 the Exhibitor will receive a refund of 50% of total amount paid, which the parties agree represents ASLA’s reasonable processing costs. No refunds will be issued after this date. Any space not occupied at show time will be forfeited by Exhibitor without a refund. CONDUCT OF EXHIBITORS In the interest of safety and aesthetics and to prevent congestion in common areas, representatives of the exhibiting company must remain in the area assigned to the Exhibitor and may not distribute materials in hallways aisles, registration area or public areas. Nails, tacks, gummed labels or stickers and other similar materials may not be used on the walls of the exhibition hall or booth drapery. Exhibitors causing damage to the exhibition hall will be responsible and charged for such damages. No signs other than those furnished by ASLA Colorado may be placed outside of Exhibitor’s space or in doorways or hallways of the show facility. If any equipment causes interference with other Exhibitors ASLA Colorado may require discontinuance of its use. All demonstrations, interviews and other exhibit activities must be conducted so as not to infringe on the rights of other Exhibitors or offend visitors. Exhibitors must abide by applicable trade union regulations that pertain to exhibitor personnel working in their exhibit location. During non-show hours, Exhibitors are entitled and encouraged to attend and participate in all regularly scheduled professional development sessions with the registrants. Exhibitors may also register for optional events.

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APA/ASLA Colorado Conference Breckenridge, CO Sept 10 – 12, 2008 EXHIBITOR REGISTRATION FORMPlease Type or Print Legibly

Company Name _________________________________________________________________________

Address _______________________________________________________________________________

City__________________________________ State _____________________ Zip ___________________

Phone _________________________________ Fax ___________________________________________

Email _____________________________________ Website _____________________________________

CONTRACT AGREEMENT: In accordance with the information outlined in the Exhibitor Conditions, Rules and Regulations, I hereby accept the terms and conditions for exhibiting at the 2008 APA/ASLA State Conference. My signature on this contract represents complete acceptance and understanding of the terms and conditions of this contract. This completed form represents a binding agreement between the Exhibitor and APA/ASLA Colorado.

Authorized by __________________________________ Title ____________________________________ (Please print)

Signature ____________________________________________ Date _____________________________

BOOTH/TABLE TOP SELECTION: Please indicate your top 3 choices based on the floor plan. Space selection will be based on a first come, first served basis as signed contracts with payment are received. We regret we cannot guarantee any exact space.

1st ________________________ 2nd ________________________ 3rd ________________________

Official Identity: List your company name as it should appear in the Conference Program & Signage.

Description: Please describe your product/service for the Conference Program Guide; limit to 10 words.

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APA/ASLA Colorado Conference EXHIBITOR REGISTRATION FORM

PAYMENT INFORMATION: DOLLAR AMOUNT:

Booth Type & Fee (After July 15, 2008 add $100) $_________

Conference Sponsorships (Please circle your choice): Keynote Speaker Sponsor $1750 Cocktail Reception Sponsor $1500 Conference Tent Sponsor $1500 Luncheon Sponsors $1200 Breakfast Sponsor $ 850 Conference Break Sponsors $ 550 Conference Bag Sponsor (Cost of bags) Conference Lanyard Sponsor (Cost of lanyards)

ASLA Awards Dinner Sponsorships (Please circle your choice): ASLA Colorado Awards – Platinum Sponsor (Dinner) $2000 ASLA Colorado Awards – Gold Sponsor (Cocktails) $1500 ASLA Colorado Awards – Silver Sponsor (Design Awards) $ 900 ASLA Colorado Awards – Centerpiece Sponsor $ 500 ASLA Colorado Commemorative Awards Publication Sponsor $ 500 Subtotal $_________

ASLA Colorado Awards Gala Dinner $65 per ticket (# of tickets): _______ $_________

Names of All Awards Gala Attendees: _______________________________________

Door Prize You Are Offering : ______________________________________________

TOTAL AMOUNT DUE WITH CONTRACT: $_________

Payment via: � Check (payable to CCASLA Colorado) � MC � VISA

Account Number __________________________________________ Exp. Date ___________

3 digit code on the back of the card (required for CC payment): ________

Name on Card: _______________________________________________________________

Signature: ___________________________________________________________________

City _______________________ State __________________ Zip ______________________

RETURN FORMS AND PAYMENT (payable to CCASLA) TO: Vivian Kovacs, Landscape Forms, 9844 Carmel Ct., Lone Tree, CO 80124, P: 303.799-0028, F: 303.799-0029, Viviank@landscapeforms.com

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Beaver Run Exhibitor Service Order Form Continued