Northeast Human Resources Association
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2017 Sponsor Agreement
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The person who purchases the sponsorship will be the primary pre-event contact for conference communications.  This does not constitute attendee registration for the actual event.  Once the sponsorship is confirmed, an email will be sent to you including information on how to register individual booth attendees.

Exhibit Hall Hours:

The exhibit hall will be open on Wednesday and Thursday, September 27 and 28th. Breakdown will begin at 6:30 pm on the 28th and will not re-open on Friday.  Exhibitors are welcome to join us for sessions, meals, and networking on Friday.  

Payment Information:

All payments are due to NEHRA in full by Friday, August 25, 2017.  Refund requests made on or before Wednesday, June 1, 2017 will be charged a 50% cancellation fee of the full sponsorship amount.  Sponsors requesting a refund after June 1, 2017 will forfeit the entire sponsorship fee.

Conference Rules & Regulations:

NEHRA welcomes you to the 2017 Annual Conference!  We look forward to working with you create a rewarding conference experience.  Upon receipt of your acknowledged agreement, we will confirm your participation and forward logistical information including registration, booth selection, etc.

Applicability

NEHRA’s Conference Regulations are an official part of the sponsorship agreement.  Thesponsor representative’s acknowledgment of this agreement is an indication that the sponsor understands and accepts the Conference Rules & Regulations.

Cancellation

If the sponsor cancels on or before June 1, 2017, they will be assessed a cancellation fee equal to 50% of their full sponsorship fee.  The balance will be refunded to the sponsor within 30 days of the cancellation.  If the sponsor cancels after June 1, 2017, they forfeit the entire sponsorship fee.  Canceling sponsorship forfeits all complimentary conference registrations. 

Overnight Accommodations

Please note that accommodations at the Sea Crest Beach Hotel are limited, and are reserved by code for conference registrants and certain sponsorship levels.  Any available rooms at the Sea Crest will be open to all sponsors and registrants on August 31, however, accommodations at that time cannot be guaranteed.  Please visit the conference website for a full listing of alternative accommodation options.

Booth Staffing Requirements

The sponsor’s booth staff must be present during dedicated hours (noted in the forthcoming exhibitor services kit). 

Load-in is available from 12:00 – 5:00 pm on Tuesday, September 26, 2017, and 6:30 – 8:00 am, Wednesday, September 27, 2017. It is the duty and responsibility of each sponsor to have their booth completely installed prior to the opening of the conference on Wednesday, September 27 at 8:00 am.  

To enhance the experience of both attendees and sponsors, NEHRA requires that all booths must remain fully set up and attended until the specified tear-down time beginning at 6:30 PM Thursday.  We are dedicated to making our attendee and sponsor experience enjoyable and beneficial, and we appreciate your support and cooperation.

Space Utilization

The sponsor must restrict its exhibit to the confines of its booth space.  The sponsor may not block access to or visibility of any other exhibit. 

Exhibitor Services

An Exhibitor Service Desk located within in the Nauset Center, and staffed by the official exhibitor services contractor (Capital Convention Contractors) will be available during installation and dismantling periods.  A service order kit will be sent to the sponsor via email approximately 6-8 weeks in advance of the event.  The kit will contain forms and rates of various services offered by the contractor.  Included are: drayage, booth furnishings, labor, electrical, telephone, etc.  Questions regarding these items or the kit should be directed to Capital Convention Contractors. 

Please note you cannot ship directly to the hotel, all shipments must go through Capital Convention Contractors.

Safety & Security

It is the responsibility of each sponsor to maintain their booth space and participation at the conference in a professional, safe and secure manner, and to comply with all venue, local and state laws and safety requirements. 

To encourages sponsorship participation in the full conference (i.e. meals, breakout sessions, etc.), the Nauset Center will have perimeter security during show hours, and will be locked during non-show hours.  However, NEHRA and the hotel cannot guarantee the full protection of exhibits against any loss or damage. 

Insurance

The sponsor must carry broad form general liability insurance at its own expense, which covers the sponsor’s employees, agents, contractors, and representatives.  The sponsor acknowledges that by signing this agreement, NEHRA accepts no liability for the sponsor’s personnel or materials.  NEHRA, its staff, board, volunteers or contractors are not responsible for any loss, damage, injury, or theft that may affect the sponsor, sponsor’s staff or property, prior to, during or subsequent to the event. 

Food & Beverage Samples/Handouts

Companies who wish to provide food and/or beverages for attendees must order directly through the hotel.  Exceptions are made for small, sample-sized food and beverages, but must be approved by NEHRA at least 4 weeks in advance of the event (August 30, 2017).

Program Book/Onsite Signage

All ads, logos and company names must be received by August 25, 2017 in order to guarantee placement in the program book as well as inclusion in onsite signage.  We cannot guarantee the placement of ads or logos received after this date.

 

EMAIL GUIDELINES

All sponsors will receive a pre and post event list containing names, companies, titles and email addresses of attendees.  You may reach out to attendees 1 time prior to and 1 time post conference, unless permission is otherwise granted from the individual attendee. 

Attendees may not be added to a recurring mailing list or database of any kind.

 

Sponsor Drawing/Prize Options:

NEHRA Bingo Card Drawing

Attendees will receive a bingo card at registration with a listing of all conference sponsors.  To encourage attendee/sponsor interaction, attendees must obtain at least 25 ‘stamps’ on their bingo card to be qualified for the grand prize drawing.  Drawings will take place during the board reception on Thursday evening in the Nauset Center. 


Individual Sponsor Prize Drawing

Sponsors also are invited to give away a raffle prize at their booth.  Individual company prize items will not be listed in onsite materials.  There will be a board in the Nauset Center for you to post your door prize and winners’ name prior to the reception on Thursday evening.  NEHRA will ask attendees to refer to the board and visit the sponsor’s booth to pick up their prize during that time.

Sponsors are responsible for contacting winners directly who do not come to the booth to pick up their prize. 

 

 

 

 

NEHRA's Annual Partners

One Concord Farms
490 Virginia Road, Suite 32
Concord, MA 01742-2747
Phone: 781-235-2900 • Fax: 781-237-8745

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