2019 Exhibit Hall at VRPS Annual Conference

Sep 08, 2019 04:00pm -
Sep 10, 2019 11:30am

Event Description

Well-attended, well-received, and well-reviewed, Virginia Recreation & Park Society ‘s Annual Conference provides access to a field of leaders and financial decision makers throughout the Commonwealth of Virginia. Your exhibit booth is an easy and affordable way to promote your product, program, or services to a targeted professional audience while supporting the continued development of the field of Parks and Recreation. If the VRPS vision, mission and values are in alignment with yours, we encourage you to become a conference exhibitor. 


​• Founded in 1953, a 501(c)(6) organization
• Consists of over 1,000 members representing over 115 parks and recreation departments across the Commonwealth of Virginia
• Plays a leading role in state parks and recreation organizations in the nation
• Exists to unite all professionals, students and businesses engaged in the field of parks, recreation and leisure services
• Provides educational and networking opportunities for our members
• Maintains a legislative presence on the local, state and national level to ensure representation of parks, open space, and recreation services

Premium booth equipment includes: pipe and drape, 8” high backdrops, 3’ high side rails, two draped 6” tables (A-G) , 2 chairs, and one booth identification sign (7”x44”).

Standard booth equipment includes:  pipe and drape, 8’ high backdrops, 3’ high side rails, one draped 6’ table, 2 chairs, and one booth identification sign (7”x 44”).

Please be certain that your organization's online VRPS record is updated, as it will be used in promotions and your application is incomplete without the following:

  • website URL
  • logo
  • social links (Facebook, LinkedIn, Twitter).

By submitting your registration, you agree to abide by the "Conditions of Exhibit Space" in return for the opportunity to exhibit:

2019 VRPS Conference Exhibit Hall Conditions of Space

Agreement to Conditions: Exhibitors and their employees agree to abide by all conditions contained herein. It is understood that the Virginia Recreation and Park Society (hereinafter called VRPS) shall have sole control of the exhibitor hall.


Assignment of Space: VRPS shall assign all Exhibit Hall space, but shall consider the location preference of individual exhibitors as much as possible. Assignments will be on a first paid basis.

Payment: Full payment for space must accompany this signed contract. Payments for the space shall be made by the exhibitor by means of online purchase at www.vrps.com or by mailing a check payable to “VRPS” directly to: VRPS, 6372 Mechanicsville Turnpike, Suite 109, Mechanicsville, VA 23111 after registering online.

Cancellation by Exhibitor: Should the exhibitor be unable to occupy and use the exhibit space contracted for, they should contact VRPS as soon as possible at 804-730- 9447 or vrps@vrps.com. All sums paid by the exhibitor, less a $75 cancellation charge, will be refunded if cancellation is received in writing on or before close of business July 31, 2019. No refunds will be made if the notice of cancellation is received on or after August 1, 2019.

VRPS Liability: VRPS undertakes no duty to exercise care, nor assumes any responsibility for the protection and safety of the  exhibitor, his officials, agents or employees, or the protection of the property used in connection with the exhibit, from theft, damage or destruction by fire, accident or any other cause.

Installing and Dismantling: The specific requirements as to time for installation and dismantling of exhibits must be followed.


Insurance: In all cases, exhibitors wishing to insure their goods must do so at their own expense.


Exhibitor Liability: Exhibitor assumes entire responsibility and hereby agrees to protect, indemnify and defend VRPS, its employees, and agents harmless against any claims, losses and damages to persons or property caused by exhibitor’s installation, removal, maintenance or use of the exhibitor’s premises. Each party to this Agreement shall indemnify, defend, and hold harmless the other party and its officers, directors, agents, and employees from and against any and all demands, claims, damages to persons or property, losses and liabilities, including reasonable attorneys’ fees (collectively, “Claims”), arising solely out of or solely caused by the indemnifying party’s negligence or willful misconduct in connection with the provision and use of the Hilton Richmond Hotel as contemplated by this contract. This paragraph shall not waive any statutory limitations of liability available to either party, including facilities’ limitations of liability laws, nor shall it waive any defenses either party may have with respect to any claim.


Registration Policies: Each exhibiting company will receive up to two exhibit hall lunch combo tickets. Exhibitors are welcome to participate in educational sessions. Additional exhibit hall lunch tickets can be purchased for $50 each. Other meal/social tickets during the VRPS Annual Conference may be purchased for an additional fee.


Drayage and Deliveries: Contact Exhibits, Inc. at (804) 788-4400 or send an email to angie_cornett@xhibitsinc.com.  You may also use the form available here to order services.


Electrical, Audio Visual, and Internet & Data: Please secure directly with the Sheraton Tyson's Hotel, 1-703-448-1234.  The request form is available here.


Parking Information for Sheraton Tysons Hotel: Overnight garage parking is available:  $10 on weekdays and free on weekends.


Exhibit Hall Specs: The Fairfax Ballroom (Exhibit Hall) is carpeted and has a ceiling height of 29'.  The adjacent foyer/atrium has a variable ceiling height.

Conference Exhibit Hall Hours:

  • Sunday, September 8, 2019:  4-6:30pm - Setup 2:30-4pm
  • ​Monday, September 9, 2019; 11am-1pm - Tear Down 1pm

Park Equipment Showcase, Education Sessions, and Demonstrations:

Exhibit Hall Promotions
To encourage delegates to visit the exhibit hall, we ask vendors to donate door prizes. Donation form is available here.

The Foundation of VRPS will be holding its annual silent auction.  Proceeds from the auction will fund education and scholarships; the Foundation of VRPS is proud of the scholarship program that, to date, has awarded over $200,000 and assisted dozens of students and professionals with their education.  Please consider donating items to the Foundation.


* Reminder:  Exhibit Hall booth purchase includes entrance for 2 vendor representatives.  Additional personnel must purchase Exhibit Hall booth lunch for entrance.  This purchase will also afford admittance to the Tuesday Expo.

Event Type:Conference
Category:Annual Conference
Early registration ends on Dec 31, 2018.
Regular registration starts on Jan 01, 2019 and ends on Sep 10, 2019.
Late registration starts on Sep 11, 2019.
(GMT-05:00) Eastern Time (US & Canada)