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Kansas State University kelli6@k‐state.edu Phone: (785) 532‐2584 Global Campus Fax: (785) 532‐2422 1615 Anderson Avenue Manhattan, KS 66502
Exhibitor/Sponsor Information Packet
Kansas State University
K‐State Student Union
918 N. 17th Street
Manhattan, Kansas 66506
April 11‐12, 2017
Dear Company Representative, You are cordially invited to showcase your company’s product and services at the 99th Annual Kansas Transportation and Engineering Conference to be held April 11‐12, 2017 at the K‐State Student Union at Kansas State University in Manhattan, Kansas.
The Kansas Transportation Engineering Conference serves as an opportunity for transportation engineering experts from across the state to collaborate and discuss moving the Kansas transportation industry forward. Since 1918, the conference has maintained steady and consistent growth that reflects the growth of the transportation industry in Kansas. Over 500 attendees spend two days in Manhattan, engaging in various breakout sessions highlighting the latest trends and discussing the latest transportation projects in the region. Enclosed you will find information to begin planning your exhibit and the deadlines you will need to remember. If you are not the person responsible for your company’s marketing/exhibit plan, please pass this document on to this person. If you are interested in being a sponsor or in reserving a booth, please register by completing the registration form located at the following link https://kstatedce.wufoo.com/forms/shn8yw31h2tuwv/. An invoice will be sent to your company once the form has been received. Each company who participates as a sponsor or exhibitor will be asked to provide a camera ready logo (300 dpi) and website address to add to the conference website. If you have any questions, please email the Program Coordinator or visit the conference website at http://conferences.k‐state.edu/transportation/. We look forward to seeing you in April! Sincerely, Kelli Park Fuhrmann Program Coordinator Global Campus Conferences and Noncredit Programs
Sponsorship Opportunities KTEC has a variety of sponsorships available to help promote your company’s presence at the conference. Each sponsorship is designed to meet your budget requirements, and increase your company’s visibility both at the conference and throughout the year.
Sponsorship Levels
• Call Hall Ice Cream Sponsor
o Purple Pride ‐ $1,500
o Chocolate ‐ $1,000
o Vanilla ‐ $500
• Coffee Tanker Sponsor
o 40 Gallons ‐ $1,000
o 30 Gallons ‐ $750
o 20 Gallons ‐ $500
o 10 Gallons ‐ $250
• Continental Breakfast Sponsor
o Tuesday ‐ $2,500
o Wednesday ‐ $2,500
• Break Sponsor
o Tuesday ‐ $1,500
o Wednesday ‐ $1,500
• Custom Levels
o Examples
Complimentary registrations for a group of individuals
Specialty items to distribute
o Please contact the program coordinator if interested or for more information.
Sponsorship Benefits Complimentary Registrations
o Less than $1,000 – 2 complimentary registrations
o More than $1,000 – 5 complimentary registrations
(Program Coordinator will contact you for a list of names for complimentary conference
registrations after the sponsor registration form has been received.)
Signage during your sponsored session
Signage at registration
Logo, company name, and website address posted to the conference website
Register If interested, please register on our online form by using the following link:
https://kstatedce.wufoo.com/forms/shn8yw31h2tuwv/
Exhibitor Information Exhibitor Benefits
• Direct Access to more than 500 Participants ‐ Large enough to assure widespread exposure, yet intimate enough to ensure lasting impressions
• High Traffic Area: Exhibits will be set up in the Main/West Ballroom which is the location of the PEG luncheon and breaks, ensuring high traffic and high visibility.
• Pre‐conference and Onsite Visibility: Your company will be listed in the Preliminary Program. Also, a complimentary listing of your company will appear in the Final Program, conference website and onsite signage.
• Special Sponsorship Opportunities Any exhibitor is welcome to our sponsorship opportunities listed above in this packet.
Booth Package and Cost
Your standard booth package includes:
• Single 8 x 10 booth • One 6 foot table with linen with two chairs. • Two (2) complimentary exhibitor registration badges • Breakfast, breaks, social, Tuesday PEG lunch
Exhibitor Fees:
• Tradeshow Booth o $250/booth (early registration on or before January 31, 2017) o $350/booth (after January 31, 2017)
Conference registration must be purchased for each additional vendor representative, above the two include in the booth package, for $100. This includes breakfast, breaks, social, and Tuesday lunch.
Booth spaces are assigned on a first‐come, first‐served basis.
Professionals Attending
• Consultants • Contractors • Engineers • Government officials • Industry representatives
• KDOT employees • Professors • Regional planners • Researchers • Students
Important Dates for Exhibitors January 2017 (Conference Registration Opens) http://conferences.k‐state.edu/transportation/registration/
April 1, 2016
100% cancellation policy after this date (No refunds)
March 31, 2017
Registration Fee Deadline
April 11‐12, 2016
Conference Dates
Exhibitor Schedule
Exhibitor Move‐In Trade Show Exhibitor Move‐Out
Date Tuesday, April 11 Tuesday, April 11‐Wednesday, April 12
Wednesday, April 12
Time 7:00 a.m. – 8:00 a.m. All exhibits must be ready by 8:00 a.m.
8:00 a.m. – 12:00 p.m., 1:00 p.m. – 4:30 p.m., 8:00 a.m. – 12:00 p.m.
12:00 p.m.
Refreshment breaks will be held Tuesday and Wednesday in the exhibit area. At this time all booths are required to be open and attended to participate.
Exhibit Space
Main/West Ballroom, Second Floor, K‐State Student Union, 5,778 square feet
Electricity
If you require electricity at your booth, please
indicate you needs on your registration form.
Other Booth Equipment Please provide your own extension cord and power strip. Internet K‐State has a Guest Network where complimentary Wi‐Fi is available. Information on how to connect will be included in your registration packet and posted at the Exhibitor/Sponsor registration desk.
Register
If interested, please register on our online form by using the following link:
https://kstatedce.wufoo.com/forms/shn8yw31h2tuwv/
Exhibitor Rules and Regulations Exhibition Location, Dates, and Times Kansas Transportation Engineering Conference (herein referred to as KTEC) will be located at the K‐State Student Union at Kansas State University. The dates of the conference are April 11‐12, 2017. Setup times are Tuesday, April 11 from 7:00 to 8:00 am. Please check with the Program Coordinator before arriving at the venue. The vendor area will be open on April 11 from 8:00 am to 12:00 pm and 1:00 pm ‐ 4:30 pm. The vendor area will be open on Wednesday, April 12 from 8:00 am – 12:00 pm. We ask that vendors respect our closing time of 12:00 pm and not begin tear down before 12:00 pm. While the conference committee will use reasonable efforts to maintain the location, dates, times and floor plans of KTEC, the committee reserves the right to change any of these at any time and for any reason whatsoever without liability.
Payment Terms Payment of the exhibitor space rental fee may be by credit card, or check payable to Kansas State University. We accept the following credit cards: Visa, MasterCard, Discover and American Express. If payment is not received by April 1, 2017, your space may be forfeited.
Assignment of Exhibit Space Booth spaces are assigned on a first‐come, first‐served basis. Orders received after all booths are sold will be placed on a wait list.
Exhibit space made available due to booth cancellations will be filled in the order (date & time) that the “Wait List” applicants were
received.
Staffing of Exhibitions Exhibition booths must be staffed at all times during show hours and no Exhibitor will be permitted to pack, remove, or otherwise dismantle their booth prior to the close of the show.
Cancellations/Refunds Cancellation notices received in writing on or before April 1, 2017, will receive a full refund less a $50 processing fee. There will be no refunds issued for cancellations received after April 1, 2017. Exhibitors who do not cancel their registration in writing by April 1, 2017, are responsible for the total fees even if they are unable to attend the conference. Kansas State University may cancel or postpone this program because of insufficient registration or other unforeseen circumstances. If the program is canceled or postponed, registration fees will be refunded but we cannot be held responsible for other costs, charges, or expenses, including cancellation/change charges assessed by airlines or travel agencies. Registration fees will not be canceled and refunds will not be issued if the program is held but the registrant is unable to attend due to travel delays or cancellations caused by inclement weather, or due to other extraordinary circumstances beyond the control of Kansas State University and KTEC.
Special Assistance Exhibitors and participants who need accommodations due to disability or who have special dietary requirements should indicate such on the registration form, or contact K‐State Global Campus at registration@k‐state.edu or 785‐532‐5569. Notification by April 1, 2017 is requested to ensure that appropriate accommodations can be provided.
Publicity Statement Registration for this event gives consent for photographs, publicity and inclusion on the participant list unless K‐State Global Campus is notified in writing prior to the first day of the conference.
Parking A permit is required to park on the Kansas State University campus. Visitor permits (including the parking garage) can be purchased from K‐State Parking Services for $5 per day. Parking services requires payment at the time the order is placed. Please visit the conference website to learn more, http://conferences.k‐state.edu/transportation/. Parking is complimentary through the Holiday Inn at the Campus. No parking passes will be needed if you are staying at this hotel.
Questions Please contact the Program Coordinator, Kelli Park Fuhrmann via email at kelli6@k‐state.edu or call (785) 532.2584. Preferred method of contact is email.
