2017 Exhibit Hall at VRPS Annual Conference

Oct 22, 2017 04:30pm -
Oct 23, 2017 03:30pm
(GMT-5)

Event Type: Conference
Category: Annual Conference

Registration Instructions

Thank you for registering for the 2017 VRPS Annual Conference Exhibit Hall.

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).

Premium booth (A-J) equipment includes: pipe and drape, 8” high backdrops, 3’ high side rails, two draped 6” tables, 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”).

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

2017 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. Make check payable to VRPS. Payments for the space shall be made by the exhibitor and mailed directly to: VRPS, 6372 Mechanicsville Turnpike, Suite 109, Mechanicsville, VA 23111.

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 October 9 , 2016. No refunds will be made if the notice of cancellation is received on or after September 23, 2017.

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 Hampton Roads Convention Center 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

 

Electrical, Audio Visual, and Internet & Data: Please secure directly with the Hampton Roads Convention Center, 757-315-1610. The form to secure electrical needs is located here in the Exhibitors block.

 

Parking Information for Hampton Roads Convention Center: Outdoor, paved parking is adjacent to the Convention Center and is always free.

 

Exhibit Hall Specs: Exhibit Hall "B" has concrete floors with carpeted aisles and a ceiling height of 30'.  Numbered booths are 10'x10' and booths A-F are 20'x20'.

Conference Exhibit Hall Hours:

  • Sunday, October 22, 2017:  4:30 pm - 6:30 pm
  • Monday, October 23, 2017:  11 am - 11:30 am (Directors), 11:30 am - 3:30 pm (Delegates)

Setup: Sunday, October 22, 2017:  12:00 pm - 4:00 pm
Tear Down: Monday, October 23, 2017:  3:30 pm - 5:30 pm

About Hampton Roads Convention Center
Located in beautiful and historic Hampton, Virginia, the Hampton Roads Convention Center and is situated within the Coliseum Central District, next to the iconic Hampton Coliseum, a stone’s throw from the vibrant Peninsula Town Center. In Downtown Hampton, you’ll find the Hampton History Museum, Virginia Air & Space Center, and a few “treasures” like the restored carousel and waterfront walkway!

The Hampton Roads Convention Center is 344,000 total square feet of space, with 35 flexible spaces for up to 14,000 people, and a grand ballroom to accommodate 1,800 for banquets. The Exhibit Hall is in 3 sections, each with its own elephant door for load-in and load-out. There is an outdoor terrace for special events, and the Center is connected to the 295-suite convention headquarters Embassy Suites Hotel. Visit www.visithampton.com! 

Exhibit Hall Promotions
To encourage delegates to visit the exhibit hall, we ask vendors to donate door prizes and items for the auction(s). Donation form is available here.


Early registration ends on 2/28/2017.
Regular registration starts on 3/1/2017 and ends on 10/23/2017.
Late registration starts on 10/23/2017.
All times are 12:00am (GMT-05:00) Eastern Time (US & Canada).

 

Registration Fees
Fee TypeEarlyRegularLate
 Premium A-F
Member Fee: $1215.00$1305.00$1305.00
Non-Member Fee: $1465.00$1555.00$1555.00
 Standard
Member Fee: $495.00$585.00$585.00
Non-Member Fee: $745.00$835.00$835.00
 Stuffer, Tabletop, Ad Only
Member Fee: $0.00$0.00$0.00
Non-Member Fee: $0.00$0.00$0.00