2018 Exhibit Hall at VRPS Annual Conference

Nov 04, 2018 02:00pm -
Nov 04, 2018 06:00pm

Event Type: Conference
Category: Annual Conference

Registration Instructions

Thank you for registering for the 2018 VRPS Annual Conference Exhibit Hall.
By submitting your registration, you agree to abide by the "Conditions of Exhibit Space" in return for the opportunity to exhibit:

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-G) 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:

2018 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.

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 4 , 2018. No refunds will be made if the notice of cancellation is received on or after October 5, 2018.

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



Electrical, Audio Visual, and Internet & Data: Please secure directly with the Hilton Richmond Hotel, 1-804-364-3600.  The request form is available here.



Parking Information for Hilton Richmond Hotel: Overnight garage parking is available.  Self-park for free; $9 for valet service.



Exhibit Hall Specs: Exhibit Hall is carpeted and has a ceiling height of 21'.  Numbered booths are 10'x8' and booths A-G are 16'x8'.

Conference Exhibit Hall Hours:

  • Sunday, November 4, 2018:  2 - 6pm

Setup: Sunday, November 4, 2018:  9:30am - 1:30pm 
Tear Down: Sunday, November 4. 2018:  6 - 8pm 


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


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.



Tuesday Exhibit Hall & Showcase

Tuesday, November 6, 2018
Setup: 8:00am-11:30am
Tear Down: 2:00-3:00pm

Deep Run Recreation Center and Park:
9910 Ridgefield Parkway.
Richmond, Virginia, 23233

Additional Details:

11:30am-12:30pm: Lunch/ Exhibit Hall (Indoor)
• Lunch provided to all exhibitors
• 6’ table top, 2 chairs
• Free Wifi

1:00-2:00pm: Equipment Showcase and Educational Sessions (Outdoor)
• Opportunity to present 10-15 minute showcase of your equipment with educational benefit to delegates.
• 20’x 20’ spaces provided as requested.

* 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.

Early registration ends on 2/28/2018.
Regular registration starts on 3/1/2018 and ends on 9/1/2018.
Late registration starts on 9/1/2018.
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
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