General Information
Important Dates & Deadlines

Sponsorship Opportunities

• Evening Event Sponsor ($1,500)
• Opening Lunch Dessert ($850)
• Welcome and Wake-Up Sponsor Benefits ($750)
• Supporting Sponsor Benefits ($500)

Advertising

• Rates
• Payment Schedule
• Specifications and Deadline

Exhibit Hall

• Schedule and Events
• Location and Floor Plan
• Booth Assignments
  
• Exhibit Booth Fees & Benefits
• Payment Schedule
• Booth Specifications
• Service Contractor
• Rules and Regulations
• Cancellation Policy
• Publicity for Exhibitors
• Raffle

Membership
Don't miss out on this year's conference! Not a member? Not a problem. Simply fill out our corporate membership form to receive special discounts for the conference.

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General Information
NEMA Contact
Heather A. Riggs, Publications Manager & Corporate Membership
22 Mill Street, Suite 409, Arlington, MA 02476
781-641-0013 (phone), 781-641-0053 (fax)

Hotel
Holiday Inn by the Bay
88 Spring Street, Portland, ME 04101-3924
Phone 207-775-2311 or 800-345-5050
Fax: 207-761-8224
www.innbythebay.com

Room Rates
$120 Single or Double; $130 King. Reservations must be made by October 6th to guarantee conference rates.

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Important Dates & Deadlines
Exhibit Booths:
By August 6
Early-Bird discounted booth reservation due (Corporate Members only).
Only Corporate Members will be assigned booths before August 6. All others will be assigned in the order received beginning August 7th.
By September 17
All booth reservations and final payments due.

Advertising:
By August 6:
Advertising reservations require a 50% deposit. Full payment is due September 17, 2007.
After August 6:
Advertising reservations require payment in full.
By September 17:
All advertisements must be received and paid in full.

Sponsorship:
By June 1
Agreements set by this date will be acknowledged in the Preliminary Program, fall issue of NEMA News, and the Conference Program.
By July 13
Agreements set by this date will be acknowledged in the fall issue of NEMA News, in the Preliminary Program, and the Conference Program.
By September 17
Agreements set by this date will be acknowledged in the fall issue of NEMA News and the Conference Program.
By October 15
Agreements set by this date will be acknowledged in the Conference Program.

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Conference Sponsorship Opportunities
Please contact NEMA to discuss the below sponsorship opportunities or to customize a sponsorship to your company’s needs. Call 781-641-0013.

Supporting Sponsor ($500)

Supporting Sponsors Receive:

• The opportunity to welcome event participants.
• The opportunity to display company sign and promotional brochures at event.
• The opportunity to display imprinted napkins with firm's name.
• Display promotional materials on the "Conference Sponsors Literature Table."
• Place promotional materials in the registration packet given to all attendees.
• 50% discount on a one-sixth-page advertisement in the final program book, or credit toward a larger advertisement.
• Complimentary registration for one company representative.
• Acknowledgment and company logo in the preliminary program book with agreement by July 13, 2007.
• Acknowledgment, company logo, and 50-word company description in the final program book with agreement by October 15, 2007.
• Acknowledgment in the fall issue of NEMA News with agreement by September 17, 2007.
• Acknowledgment in the winter issue of NEMA News.
   
  

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Welcome & Wake-Up Sponsors($750) and Opening Lunch Dessert Sponsor ($850)

• Friday Morning Coffee ($750)
• Wednesday Afternoon ($850)

Welcome & Wake-Up and Opening Lunch Dessert Sponsors Also Receive:

All of the above benefits, plus:

• Complimentary registration for one additional company representative.
• Complimentary one-sixth-page advertisement in the final program book, or credit toward a larger advertisement.
• Registration mailing list before conference with agreement by October 10th or full conference registration mailing list after conference.
• 10% discount on an advertisement in the fall, with agreement by August 27, or winter issue of NEMA News

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Reception Sponsor ($1,250)

• Exhibit Hall Reception Thursday Evening

Reception Sponsor Also Receive:

All of the above benefits, plus:

• Complimentary one-sixth-page ad in NEMA News or credit toward a larger ad. ($75 Value)
• Certificate of Appreciation for supporting NEMA, signed by the President and Executive Director.
• Complimentary one year listing in NEMA’s Products and Services Directory.

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Evening Event Sponsor ($1,500)

• Wednesday Evening
• Thursday Evening

Evening Event Sponsors Also Receive:

All of the above benefits, plus:

• Complimentary tickets for two company representatives to the sponsored event. ($90+ Value)
• Acknowledgment at the evening event.
• 20% off a booth in the Exhibit Hall, based on availability.

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Conference Program Advertising
Don't miss this chance to feature your company in the NEMA 2007 Conference Program. The Program is distributed to all conference registrants—that's more than 800 museum professionals! It includes full, half, and one-sixth page advertisements. (This is a publication that delegates keep for future reference.)

Advertising Rates

Ad size	Dimensions	Full Price	Corp. Member	Corp. Member with an Exhibit Booth
Half Page	7.5 x 4.8 " (horiz)	$425	$375	$334
1/6-Page	2.25 x 4.8 " (vert)	$225	$200	$178

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Payment Schedule:
Before August 6:
Reservations require a 50% deposit.
Full payment is due by September 17, 2007.
After August 6:
Reservations require payment in full.
By September 17:
All advertisements must be received by this date and paid in full.

Advertisement Specifications & Deadline:
The program book is black ink on white paper. All ads must be received by September 17, 2007. Ads should be submitted as a .tif, .eps or .pdf file formatted for a PC. Files must be at a resolution of 300 dpi at full size. No bleeds. You must include a proof of the ad.

Additional Advertising Opportunities through NEMA:
NEMA is the only organization serving all museums in the region, and the best way to reach potential customers in the six New England states. With a circulation of over 2,600, NEMA News is a quarterly publication that is filled with feature stories, grant information, professional development opportunities and exhibition listings. If you would like to place an ad in NEMA News please call the NEMA office, 781-641-0013.

Advertising Rates in NEMA News for Corporate Members

One sixth page [2¼” x 4¾”] vertical only	$75
Half page [7½” w x 4¾” h] horizontal only	$175
Full page [7½” w x 9½” h]*	$250

*Please note that NEMA News runs a maximum of two full-page ads each issue.

Save More With Our Quantity Discount!
Run three consecutive advertisements in NEMA News and get a fourth for free. You can substitute a new design at any time—just be sure to keep the same dimensions. There are only a limited number of advertising cycles available.

Ad Deadlines for NEMA News
Spring issue - February 1
Summer issue - May 1
Fall issue - August 1
Winter issue - November 1


Exhibit Hall
Schedule and Events | Location and Floor Plan | Booth Assignments | Exhibit Booth Fees & Benefits | Payment Schedule | Booth Specifications | Service Contractor | Rules and Regulations | Cancellation | Publicity for Exhibitors | Raffle

Early-Bird Deadline: August 6, 2007!

Exhibit Hall Schedule and Events
(NEMA reserves the right to modify exhibit hall hours and events in order to meet program and conference needs).

Date	Morning	Mid-day	Afternoon	Evening
Tuesday			5:30-8:00 pm Exhibitor Set-Up
Wednesday 7:30 am - 6:30 pm Exhibit Hall Open to Exhibitors	8:00 am Exhibit Hall Opens to Conference Attendees 8:00-9:00 am Coffee in Exhibit Hall*	12:45-1:45 pm Coffee in Exhibit Hall*	3:15-3:45 pm Coffee in Exhibit Hall*	5:15-6:15 pm Exhibit Hall Reception* 6:15 pm Exhibit Hall Closes Evening Events All Welcome
Thursday 8:00 am - 4:00 pm Exhibit Hall Open to Exhibitors	10:00 am Exhibit Hall Opens 10:30-11:00 am Coffee in Exhibit Hall*	12:30-2:15 pm Box Lunches in Exhibit Hall	2:30-3:15 pm Exhibit Hall Raffle Prizes & Closing Reception* 3:30 pm Exhibit Hall Closes 3:30-5:00 Exhibit Hall Move-Out

Booth Size	Corporate Early-Bird Rate (by August 6)	Corporate Member Rate (August 7 or later)	Non-Corporate Member Rate (RSVP's only accepted after August 6)
8' x 6' booth	$650	$750	$875
10' x 8' booth	$750	$850	$975

Exhibit Hall Booth Benefits

• Full registration for two company representatives. (Additional representatives may register at the member rate.)
• Discount on program book advertisements. (Corporate Members Only)
• Listing in program book (company contact information and 50-word company description).
• Company contact information listed in the winter issue of NEMA News.
• Complimentary Box Lunch on Thursday (you must register for your box lunch).
• A copy of the conference registration list at conference. Please note that free mailing lists of conference registrants are available to conference sponsors. We welcome you to examine our sponsorship opportunities. Mailing lists are available to member exhibitors for a fee.
• Admission to conference sessions.

Mailing Lists for Exhibitors
NEMA Corporate Members Only! Registration mailing lists, electronically or on mailing labels, will be available for purchase before conference. The mailing list will include attendees registered on or before October 10th. Please call the NEMA office for details.

Payment Schedule

By August 6
Reservations require a 50% deposit.

After August 6
Reservations require payment in full.

By September 17
Full payment due; booth may be reassigned if payment not received.

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Booth Specifications
Each booth includes:
8' high back wall
3' high side rails
6' hotel table with linen
2 hotel chairs
1 wastebasket
1 Exhibitor ID sign (7" x 44")

Electrical connections and AV rentals are to be arranged with and billed by the hotel.

Free WiFi is available in the Exhibit Hall

Show Colors: Blue and Beige

Carpet: Exhibit Hall is carpeted.

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Service Contractor
SER Expositions Services, Inc.
35B New Street
Worcester, MA 01605
(508) 757-3397
Fax (508) 757-9136

An exhibitor kit detailing available services and their costs will be mailed as booths are reserved.

Shipping Arrangements
All arrangements for shipping and receiving booth materials must be handled by the exhibitor. Details on shipping will be included in the exhibitor’s kit from SER. All boxes/crates must be sent directly to SER by prior arrangement. All other shipments are at the exhibitor’s risk.

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Rules and Regulations

• NEMA reserves the right to modify as necessary Exhibit Hall hours and events to meet program and conference needs.
• The exhibitor must handle all necessary arrangements for shipping and receiving booth materials.
• Booths must be staffed during Exhibit Hall hours. Exhibitors dismantling booths before 3:30 pm on Thursday, November 8 without prior permission, will be charged a $100 fee.
• Exhibits must not project beyond the space allowed, or obstruct the view of other exhibitors. Noise levels must not interfere with neighboring exhibits.
• Each exhibitor must wear an official exhibitor's badge to gain admission to conference programs and events. Badges cannot be exchanged among representatives.
• Free-standing booths must fit the dimensions of Exhibit Hall booths.

Floor Plan: NEMA retains the right to modify the floor plan to the extent necessary for the best interest of NEMA and the Exhibit Hall.

Booth Installation and Dismantling: Installation may begin November 6, at 3:30 pm and must be completed by 7:00 pm. Any space not occupied and set up by 7:00 pm may be cancelled or reassigned without refund by NEMA. Dismantling of booths begins at 3:30 pm on November 8, 2007. All materials must be completely removed from the Exhibit Hall that evening. NEMA is not responsible for materials left in the Exhibit Hall.

Subletting Space: An exhibitor may not assign, sublet, or apportion all or any part of the space allotted to him/her. Any materials other than those manufactured or distributed by the exhibitor in the regular course of business may not be displayed by the exhibitor or be allowed by the exhibitor to be displayed by other persons or firms.

Security: The Exhibit Hall will be located in the Holiday Inn by the Bay. Neither NEMA nor the Holiday Inn by the Bay guarantee exhibitors against loss. Due to fire code regulations: the state of Maine Grand Ballroom does not lock.

Liability: Neither NEMA, nor the Holiday Inn by the Bay, nor any officer or staff member thereof, will be liable for damage or loss by fire, accident, theft, or any other cause. The exhibitor assumes full responsibility and liability for all injury to any persons or property caused by the exhibitor or in any way related to the exhibitor's display.

Meeting & Booth Cancellations: In the event that the NEMA Exhibit Hall is cancelled due to fire, strikes, government actions, or other causes beyond NEMA's control, NEMA shall not be held liable for failure to hold the Annual Meeting and Exhibit Hall. NEMA will determine the amount of the exhibitor fees to be refunded, if any. Booth cancellations must be in writing. If received prior to August 31, there will be an 80% refund. Cancellations after this date will not be refunded unless a fully paid substitution is secured, at which point an 80% refund will be granted.

HOLIDAY INN BY THE BAY
EXHIBITOR GUIDELINES

• Exhibits will be transported by handcarts with rubber wheels only. No electrical or motorized carts will be allowed.
• Any damage to carpets, parquet flooring, tile flooring, walls, doorways or ceilings will be the sole responsibility of the exhibitor. Should any of the aforementioned occur, a bill for repairs will be forwarded to the exhibitor.
• No deliveries of displays will be accepted before: Friday, November 2, 2007.
• Exhibitors will be responsible for the return shipment of displays. Due to limited space, no exhibit may be left for storage. Items must be picked up by 5:00pm on Friday, November 9, 2007.
• Exhibitors will be responsible for supplying their own extension cords and multiple outlet boxes if necessary. Any multiple electrical needs must be approved by our Chief Engineer (see Electrical and Telephone order form)
• Meeting support services provided by the hotel will be at a charge. This includes electricians, laborers, A/V technicians, telephones, etc.
• EXHIBITORS MUST NOT LEAVE ANYTHING OF VALUE IN THE EXHIBIT AREA. THE HOTEL IS NOT RESPONSIBLE FOR ANY ITEMS LEFT IN THE VENDOR AREA. DUE TO FIRE CODE REGULATIONS: THE STATE OF MAINE GRAND BALLROOM DOES NOT LOCK.

Conduct:

• Items may NOT be nailed, stapled, screwed, or otherwise affixed to the hotel walls, floors or any part of the building. No items can be taped unless the Sales Office supplies the two-way tape (cost item/per roll) to affix and display items. We will not allow any items to be hung from our ceilings unless approved by the General Manager.
• Gasoline, kerosene, acetylene, propane or other flammable or explosive substances will not be permitted in the building.
• The hotel requests that the exhibitor obtain and pay for bonded security personnel when valuable merchandise or exhibits are displayed or held overnight in the hotel. We would be pleased to recommend our outside security firm. Holiday Inn By the Bay is in no way liable in all paperwork sent out by the group to any exhibitors.

Loading In/Out:

• State of Maine Grand Ballroom: The unloading of large exhibits will be limited to our main entrance door. Parking on Spring Street is limited; therefore, each exhibitor will be limited to fifteen (15) minutes. Smaller displays must be unloaded from garage levels G-2 or G-1.
• The Holiday Inn By the Bay will not supply labor to help with the unloading/loading or setup/breakdown of any exhibit.
• Trash Removal: During show set-up and breakdown, large rubbish barrels will be available on the floor. Please place all rubbish in these barrels (no liquids please). Pre-show bagged rubbish may be placed in the aisle for pick up. Any items not marked for storage and placed in the aisles will be considered trash and thrown away.

Shipping & Receiving:
NEMA strongly encourages sending boxes/crates directly to the Exhibit Hall Service Contractor, SER All American Exposition Services. Contact SER directly at 508-757-3397.

Due to a shortage of storage, it is necessary to adhere to these policies and procedures to alleviate loss or theft of your company's articles sent to the hotel prior to group arrival. The hotel does not have a raised dock or forklift.

• All acceptable freight must be shipped prepaid. We will not accept COD's for packages.
• There is a $50.00 per day storage fee of non-approved freight received to the hotel, to be paid by the exhibitor.
• The Hotel assumes no responsibility for articles sent to or from this property.
• Freight above 200 pounds will only be accepted on the day of the event, and the hotel will not be involved with the unloading. Should extenuating circumstances arise and it becomes necessary to utilize hotel staff for unloading, a charge of $30.00 per hour per person will apply. (1 hour minimum) 8a.m. - 4 p.m., Monday through Friday…straight time. All other times will be time and a half.
• Approved freight sent two (2) days prior to group arrival must be labeled with group name, day or days of meeting/show, and location where freight should be brought. The handling fee and storage fee for these items will be $15.00 per day, per item, paid by the exhibitor.
• Arrangements for return shipments of tradeshow items from the property must be made directly through the freight company used by show management or your company. It is the responsibility of the customer to make arrangements for return shipping of any packages, including UPS, Fed-EX etc.
• If prior arrangements have not been made for UPS, Fed-Ex or Air Freight etc., the hotel will apply a $50.00 per day storage fee. Freight can be sent United Parcel with UPS account number or credit card only. Fed-Ex can be sent only with company billing codes or credit card.

Each exhibitor must adhere to the directions given by on-site hotel security officers.

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Cancellations
Booth cancellations must be in writing.
By August 31: 80% refund of payment.
After August 31: Cancellations after this date will not be refunded unless a fully paid substitution is secured, at which point an 80% refund will be granted.

In the event that the NEMA Exhibit Hall is cancelled due to fire, strikes, government actions, or other causes beyond NEMA’s control, NEMA shall not be held liable for failure to hold the Annual Meeting and Exhibit Hall. NEMA will determine the amount of the exhibitor fees to be refunded, if any.

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Publicity for Exhibitors
Be sure to provide full contact information and a fifty-word description of your company for inclusion in the Conference Program Book. Full contact information will also be listed in the winter issue of NEMA News.

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Spotlight Your Company—Be a Part of the NEMA Raffle!

NEMA invites you to promote your company’s products and services by contributing a prize for this year’s annual raffle. Raffle a company product or service, or choose a different gift NEMA attendees will hope to win! The winners will be announced at a special reception in the Exhibit Hall on Thursday.
You do not have to be an exhibitor to be a part of the raffle. If you would like to contribute to the raffle please call NEMA at 781-641-0013 for more information about donating a prize.