GenEx2014 Exhibitor and Sponsor Booklet

INVITATION TO EXHIBIT AND SPONSOR

The 53rd Annual OGS Conference30 April–3 May 2014

Kalahari Resorts • Sandusky, Ohio

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EXHIBIT DATES AND HOURSExhibit Setup

WEDNESDAY, 30 APRIL 12:00 p.m. to 7:00 p.m.

Exhibit HoursTHURSDAY, 1 MAY 09:30 a.m. to 5:30 p.m.FRIDAY, 2 MAY 08:30 a.m. to 5:30 p.m.SATURDAY, 3 MAY 08:30 a.m. to 3:30 p.m.

INTRODUCTIONGenEx 2014 promises to be the premier statewide conference for genealogists and historians interested in all aspects of genealogy and history. The three and a half day conference (Wednesday evening through Saturday) will offer innovative genealogical sessions and workshops presented by many nationally known speakers in the genealogical community. Exhibitors will find over 500 eager attendees who will be looking for products and services to supplement their educational experience at this conference.

GenEx 2014 will be held at the Kalahari Resorts and Convention Center in Sandusky, Ohio. The theme, Genealogical Expedition, draws from the perspective of providing a unique and adventuresome experience for conference attendees to help them on their genealogical hunts.

WHY KALAHARI?Attending a Kalahari conference is a one-of-a-kind experience. African-themed venues set the perfect tone for engaging events with an inherent sense of adventure. Exhibitors and conference attendees are encouraged to make a vacation out of their stay here, bringing the whole family to enjoy water park attractions, diverse on site dining, Spa Kalahari and Salon, nearby golf and much, much more.

Each carpeted space at the resort’s Lake Erie conference center has state of the art audio/visual and communications technology, including complimentary wireless Internet and state-of-the-art sound. Whether you are driving or flying, the Kalahari Resorts and Convention Center is conveniently located just off the shores of Lake Erie, making the event easily accessible to anyone attending.

Kalahari Resorts 7000 Kalahari DriveSandusky, Ohio 44870

CONTACT INFORMATIONFor conference-related information and questions regarding the Exhibitor Applications/Contract, payment, or exhibit assignments, contact the GenEx2014 Exhibit Coordinators:

Marleen ApplegateRory HartbargerOhio Genealogical Society611 State Route 97 WestBellville, Ohio 44813(419) [email protected]

mailto:[email protected]

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ABOUT OGSThe Ohio Genealogical Society is the largest state genealogical society in the United States. Its mission is to meet the educational needs of its members and the general public through the acquisition, preservation, and dissemination of genealogical and historical information.

EXHIBITOR BENEFITSOur exhibitors are an integral part of the Society’s conference and we are here to help you stage a successful exhibit. Once you have made the commitment to exhibit at the conference and your space is paid in full, a number of benefits and marketing tools will be available to you.

fExcellent opportunity to showcase your products or services and meet hundreds of attendees face to face.

fExhibit space will be at the center of conference sessions and events

fCompany listing and 50 word product/service description in the conference syllabus.

fCompany listing on the conference website with a link to your home page, including added exposure on the conference Facebook and Twitter page.

fComplimentary high-speed wireless Internet service in all areas of the convention center, including guest rooms.

fComplimentary on site parking

fKalahari guests receive up to 4 water park passes to the nation’s largest indoor water park per day

fOne complimentary conference registration and electronic syllabus

EXHIBIT SPACE DESCRIPTIONEach booth is 10’ wide by 10’ deep and includes one 8’ draped table, two chairs, one 110VAC electrical outlet, and signage.

Each table top display includes one 8’ draped table, two chairs, one 110VAC electrical outlet per table, and signage. Exhibit area will be locked when exhibits are closed.

EXHIBIT BOOTH/TABLE ASSIGNMENTPayment is due in full before registration is complete and booth or table assignment can be confirmed. Assignments will be made on a “first come, first served” basis after sponsor exhibit space has been assigned. OGS reserves the right to change space assignments when such action is deemed to be in the best interest of the total exhibition. Each exhibitor is encouraged to have at least one attendant available in their space during Exhibit Hall hours. Please see Terms and Conditions on page 7 for complete information on OGS exhibit regulations.

EXHIBITOR REGISTRATIONEach exhibiting company is entitled to one complimentary registration for the conference. Additional conference registrations should be purchased if additional exhibit personnel wish to attend the educational sessions.

EXHIBITOR SALESExhibitors who wish to sell products at the conference must have an Ohio Transient Vendor’s License. Licenses are available from the Ohio Department of Taxation at http://www.tax.ohio.gov/portals/0/sales_and_use/st_st1t12_09.pdf.

CANCELLATION POLICYCancellation requests must be submitted in writing to the Exhibit chairs. Written requests received before 31 January 2014 will receive a refund, minus a $50 administrative fee.

http://www.tax.ohio.gov/portals/0/sales_and_use/st_st1t12_09.pdf

http://www.tax.ohio.gov/portals/0/sales_and_use/st_st1t12_09.pdf

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HOTEL ACCOMMODATIONSExhibitors must make their own hotel reservations directly with Kalahari Resorts. The Ohio Genealogical Society has negotiated special rates for the GenEx2014 conference. Conference room rates are $144 double per night, plus tax. To reserve lodging, call the resort toll-free at (855) 875-7774 and use the group name Ohio Genealogical Society. Online reservations can be made by going to the Kalahari website, https://sres.kalahariresorts.com/V1Web/Custom/GroupLogin.aspx. The information you need to receive the OGS rate is:

Group Access CodesGroup ID: 18236Password: 38004213

Please note: Kalahari is an advance deposit resort requiring the first night’s lodging plus applicable taxes to be charged at the time of reservation.

KALAHARI RESORTIt’s all under one roof! After a rewarding exhibit day, indulge in the many resort offerings built with you in mind. From soothing spa treatments, restaurants, lounges, and grills to water activities with your family if you have brought them along, the amenities at Kalahari are virtually endless. Kalahari is home to America’s largest indoor waterpark, featuring 173,000 square feet of waterpark excitement. No children? No problem. Kalahari offers adult-only hot tubs and the waterpark maintains a therapeutic 82° temperature. The resort also features a state-of-the-art fitness room, offering treadmills, elliptical trainers, recumbent bikes, and presses so you can keep your energy flowing for the best OGS conference yet.

Guest rooms include a microwave, refrigerator, coffee maker, table and chairs. One to three bedroom suites are available.

https://sres.kalahariresorts.com/V1Web/Custom/GroupLogin.aspx

https://sres.kalahariresorts.com/V1Web/Custom/GroupLogin.aspx

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SPONSORSHIP OPPORTUNITIESConnect with attendees beyond the confines of your booth and become a GenEx 2014 sponsor. In sponsoring the conference, we can provide recognition of your name and/or institutional affiliation through one of the following levels:

LION ($2,500 TO $4,999) fSponsorship recognition on the conference website

fSponsorship recognition at the Keynote Session, Friday Night Event, and the Saturday OGS Business Luncheon

f Sponsorship recognition in the Conference Syllabus (Name and/or Logo)

fFour tickets to the Friday Night Event

f One full-page advertisement in the Conference Syllabus (to include one of the front or back cover pages)

f One Exhibit Hall booth

f Marketing materials in registration bags

ELEPHANT ($1,000 TO $2,499)

fSponsorship recognition on the conference website

GIRAFFE ($100 TO $499) fSponsorship recognition on the conference website


fSponsorship recognition in the Conference Syllabus (Name and/or Logo)

fOne ticket to the Friday Night Event

fOne quarter-page advertisement in the Conference Syllabus

fOne Exhibit Hall table

fMarketing materials in registration bags



fTwo tickets to the Friday Night Event

fOne full-page advertisement in the Conference Syllabus

fOne Exhibit Hall booth


ZEBRA ($500 TO $999) fSponsorship recognition on the conference website



fTwo tickets to the Friday Night Event

fOne half-page advertisement in the Conference Syllabus

fOne Exhibit Hall booth


Other sponsorship opportunities available. Please contact Margaret Cheney, conference co-chair, at [email protected] for questions or other opportunities.



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ADVERTISING OPTIONSConference advertising opportunities are offered to exhibitors at reduced rates. These opportunities are limited and are available on a “first come, first served” basis.

Syllabus AdvertisementsInside Back .............................$500(7.5” x 10”)

Inside Front ............................$350(7.5” x 10”)

Full Page .................................$250(7.5” x 10”)

Half Page .................................$175(7.5” x 5”)

Quarter Page .........................$100(3.5” x 5”)

Business Card Size ................. $50(3.5” x 2”)

fAds can be submitted in TIFF and PDF formats

fAll files must be at least 300dpi

fAny fonts used in the ads must be either converted to outlines or embedded in the file

fDeadline for ad submission is 15 January 2014

EXHIBITOR PROMOTIONS MARKETING

Everyone loves a deal! Exhibitors can now offer conference participants a

buying experience unlike any other. Make GenEx2014 more productive for your

business or organization by participating in the Exhibitor Promotions Marketing program.

Tell us by 30 March 2014 what special offers, giveaways, discounts, and demonstrations you

are planning during the conference. We will send out a notice in advance of the conference to

attendees and potential attendees regarding your promotions to drive more traffic to your booth.

DOOR PRIZESThe donation of any item suitable for a door prize would be greatly appreciated. If items are received before 28 February 2014, donor names will appear in the conference syllabus and the conference website. Door prizes should be sent to:

Stacie Murry2014 OGS Door Prize ChairOhio Genealogical Society611 State Route 97 WestBellville, Ohio 44813

Any questions regarding door prizes should be sent directly to Stacie Murry at [email protected].


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TERMS AND CONDITIONSThe Ohio Genealogical Society is a nonprofit corporation in Ohio hereafter called OGS. Exhibitor refers to all individuals, companies, or organizations, profit or non-profit, formal or informal, who have been invited to participate in an OGS sponsored event, to use the Exhibit Hall, or other facility, to sell or promote products, memberships, or services related to genealogy.Exhibitors and their agents shall conduct themselves in a professional and ethical manner at all times during the Conference. Ethical conduct for the Exhibitor and agent excludes all illegal activities and the promulgation of erroneous or misleading information about products and services they are selling or about products or services sold by others. Any Exhibitor or agent found to be involved in illegal activities or to be passing false or misleading information may result in the Exhibitor being ejected from the Conference at the discretion of the Conference Chair.The exhibitor or agents may not remove, alter or amend any other Exhibitor’s promotional materials.The exhibitor shall notify the Exhibits Chair in writing of all persons working with or in any way representing them at an OGS event. All persons representing an Exhibitor must wear an OGS provided name-badge, identifying them as an agent of the Exhibitor, at all times in the Conference facility. This will be strictly enforced, especially during set-up and tear-down. Design and content of these badges is wholly at the discretion of OGS.All persons active in an Exhibitor area are assumed to be agents of that Exhibitor unless the Exhibitor takes action to remove the person from this appearance or representation and notifies the OGS Exhibits Chair or Conference Chair immediately upon becoming aware of the situation. This policy is established to prevent Exhibitors from later denying responsibility for the actions of an agent or anyone representing them. All actions by anyone listed with an Exhibitor are that Exhibitor’s responsibility.The Exhibitor agrees to abide by all existing laws, rules, agreements and regulations, including those covering the use of services or labor in the Conference facility. The Exhibitor assumes full responsibility and liability for the action of its agents.The Exhibitor is responsible for damage to his/her leased space. No signs or other articles may be affixed, nailed, or otherwise attached to walls, doors,windows, etc., in such a manner as to deface or damage them. Likewise, no attachments may be made to the floors by nails, screws, tape, or any other devices that would damage or mar them. In all cases, the judgment of the OGS Exhibits Chair shall prevail. Such signs or attachments must be removed when directed by the Exhibits Chair or Conference Chair. All such attachments and residue must be removed by the Exhibitor at the end of the

Conference. Any costs incurred by OGS as a result of an Exhibitor’s placement of signs, furniture, or other devices will be reimbursed to OGS by the Exhibitor.Assignment of space will be made by OGS and may be changed at any time, including during the Conference, for any reason, stated or unstated, by the Exhibits Chair. Exhibits must be self-contained within the space assigned by the OGS Exhibits Chair. Chairs, furniture, or other materials shall not be placed outside the assigned space or set up in such a manner as to block exits, access to other rooms, or access to other Exhibitor’s space. No exhibit structure, material or sign may extend more than eight feet in height, unless expressed permission is granted by the OGS Exhibits Chair. Exhibitor’s decorations may not obstruct other allowable displays or project into aisles. In all cases regarding space use and bounds, the decision of the OGS Exhibits Chair shall prevail.Hawking, including distributing written or verbal promotional material in the aisles, corridors, lecture halls, labs, hotel rooms, or on the public address system of the OGS Conference is strictly prohibited. Violation of this rule will result in the Exhibitor being ejected from the Conference and not being allowed to participate in future OGS Conferences. All sales activity is strictly limited to the Exhibitor’s assigned space in the Exhibits Hall and in demonstrations scheduled for that Exhibitor. Exhibitors may not announce, place or post promotional material in any lecture room without the prior approval of the Program Chair or Conference Chair. The OGS Conference staff may, from time to time, use the public address system, signs and flyers, to announce schedules, events, activities and services of general interest to attendees.The Exhibitor agrees to cooperate with the OGS Conference staff.Payment for space must be made at the time space is reserved. Payments made within 10 days of an event will be made at the discretion of the Exhibits Chair in a cash instrument acceptable to the OGS Treasurer, such as a money order or cashier’s check. Such payment method is at the discretion of the OGS Treasurer when the Exhibitor is new to OGS and has not established a financial history with OGS.Once an Exhibitor sets up at an OGS event, no refund of monies paid OGS will be made. Cancellations or amendments made after OGS has incurred an expense related to that exhibit may be made at the discretion of OGS. No refund is implied or established by this allowance.Exhibitors shall not ship advance freight direct to the exposition site unless permitted by the hotel or conference center. OGS and the owners or managers of the facility where the exposition is to be held shall not accept or store display materials or empty crates, and the Exhibitor shall make his own arrangements for shipment, delivery, receipt and storage of such materials and empty crates. All shipments and deliveries to the exposition shall be prepaid.

Neither OGS or its agents or representatives will be responsible for any injury, loss, or damage that may occur to the Exhibitor, or to the Exhibitor’s agent or property, from any cause whatsoever. Under no circumstances will OGS be liable for lost profits or other incidental or consequential damages. OGS shall not be liable for failure to perform its obligations under any agreement with Exhibitors as a result of strikes, riots, acts of God, or any other cause beyond its control. Anyone visiting, viewing or otherwise participating in the Exhibitor’s exhibit is deemed to be the invitee or licensee of the Exhibitor, rather than the invitee or licensee of OGS. OGS shall not be liable for any injury whatsoever to the property of the Exhibitor or to persons conducting or otherwise participating in the conduct of the exhibit or to invitee or guest of the Exhibitor.OGS and/or the exposition facility shall exercise reasonable care for the protection of the Exhibitor’s materials and display. Beyond this, OGS, the exposition facility, or any officer or staff member thereof will not be responsible for the safety of the property of the Exhibitor, his agent, or employees, from theft, damage by fire, accident, or any other cause. The Exhibitor shall not assign, sublet, or share assigned space without the knowledge and written consent of the Exhibits Chair. The Exhibitor must display only the goods manufactured or dealt in by them in their regular course of business. OGS reserves the right to restrict exhibits which because of noise, methods of operation, materials or for any other reason, become objectionable, and also to prohibit or to remove any exhibit which, in the opinion of OGS, may detract from the general character of the exposition as a whole, or which consists of products or services inconsistent with the purpose of the exposition. This reservation includes persons, things, conduct, printed matter, and anything of such character that OGS determines to be objectionable. In the event of such a restriction or removal, OGS shall not be liable for any refunds or other exhibit expenses.Admission to vendor areas during scheduled setup and take down periods will be by badge only. There will be no admission when the vendor area is scheduled to be closed. Identification badges are not transferable. Complimentary Exhibitor badges will be provided to official Exhibitor Representatives as needed.No firm or organization not assigned exhibit space shall be permitted to solicit business within the conference area or conference hotel. Each Exhibitor agrees that he and his agents will abide by these regulations and by subsequent amendments and additions thereto, it being fully understood and agreed that the sole control of the Exhibits Hall and Conference space rest with The Ohio Genealogical Society.No invasive medical procedures are permitted.

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EXHIBIT HALL FLOOR PLAN MAP

GRAND BALLROOMC • D • E • F

RESERVED

AVAILABLE BOOTHAVAILABLE TABLE

ORGANIZATION CONTACT:

TITLE:

ORGANIZATION:

PHONE:

EMAIL:

SIGNATURE:

EXHIBIT SPACE AND SPONSORSHIP APPLICATION/CONTRACTExhibitor hereby requests space at the Ohio Genealogical Society’s 2014 Conference to be held at the Kalahari Resorts and Convention Center in Sandusky, Ohio, from 30 April-3 May 2014. Acceptance of this application converts it to a full contract for exhibits and shall be considered a binding agreement between the Exhibitor and GenEx 2014. Exhibitor accepts all terms and conditions and rules for exhibiting as outlined on page 7 of this booklet.

The following information will be listed in the syllabus:

ORGANIZATION

CONTACT

TITLE

ADDRESS

CITY/STATE/ZIP

TELEPHONE

FAX

EMAIL

WEBSITE

Please write a brief description about your organization or services/product for the conference syllabus (50 words).

METHOD OF PAYMENT Check/Money Order Enclosed (payable to OGS 2014 Conference)

Credit Card: MasterCard VISA Discover Amex

NUMBER

EXP DATE

SIGNATURE ON CARD

Exhibitor space fee on our before 31 December 2013 (includes one conference registration with access to all conference events)

�Booth (outside walls) .......................................... $ 125

�Tabletop (Vendor) .....................................................$ 75

�Additional tables (Vendor) ....................................$ 65

�Tabletop (Nonprofit/OGS Chapter) .............................$ 50

�Additional tables (Nonprofit/OGS Chapter) .............$ 40

Exhibitor space fee after 31 December 2013 (includes one conference registration with access to all conference events)

�Booth (outside walls) .......................................... $ 135

�Tabletop (Vendor) .....................................................$ 85

�Additional tables (Vendor) ....................................$ 75

�Tabletop (Nonprofit/OGS Chapter) .............................$ 60

�Additional tables (Nonprofit/OGS Chapter) .............$ 50

Assignments: Review the exhibit hall floor plan and select four booth or table locations. Assignments will be made based on a “first come, first served” basis.

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SPONSORSHIP OPPORTUNITIES

�Lion .......................................................$2,500 – $4,999

�Elephant ..............................................$1,000 – $2,499

�Zebra ...........................................................$500 – $999

�Giraffe .........................................................$100 – $499

�Syllabus AdvertisementsAd Size: ____________ (see page 6) $ _______Total Due $ _______

Please send completed application and method of payment to:OGS 2014 Conference611 State Route 97 WestBellville OH 44813Phone: (419) 886-1903 Fax: (419) 886-0092

STAY CONNECTEDTo keep up-to-date with the latest conference news, program, and exhibits, scan here or visit www.genex2014.org.

www.genex2014.org

Documents

GenEx2014 Exhibitor and Sponsor Booklet