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2017 Convention Exhibitor Information
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2017 COCSA CONVENTION 
san juan - 11/02/17 - 11/04/17
SPONSOR/EXHIBITOR INFORMATION 

 Exhibitor forms

 2017 Vendor Prospectus 

 Sponsorship and General Exhibitor Information/Application

 Sponsorship Opportunities - webpage

 2017 Exhibitor Application  Exhibitor Application 
 2017 Brochure Listing Form  Exhibitor Convention Brochure Listing Form - Word document
 2017 AD Request Form  Exhibitor Convention Booklet AD Request Form
 2017 Exhibitor Bingo  Exhibitor Bingo Game Instructions
 2017 Caribe Hilton Shipping Info  Packages should be sent to the main hotel address and to the attention of the guest receiving the items. The package room is located near the concierge. Operate twenty four hours on Monday to Sunday. As limited package storage space is available, larger shipments are to arrive no more than seventy two hours before they will be picked up.
 2017 Caribe Power Request   Power - 120V - 5AMP/10AMP/15AMP or 208V Requests 
 The use of existing outlets is complimentary. If the vendor brings their own extension cords, no charge. If the hotel needs to supply extension cords, there is a $15 per extension per day and “multi plug” also at $15 per extension per day.
 2017 Caribe Exhibitor A/V Order Form

 Video, Monitor, Computer, Printer - Rental Equipment requests
 PSAV may be reached by dialing (787) 721-0303 ext. 6891.

 2017 Caribe Internet Request  Internet will be complimentary in the guest rooms, public space and all meeting space including the exhibit hall.

 exhibitor Diagrams

 2017 Caribe Resort Main Ballroom Vendor Diagram

 Exhibitor Diagram for Ballroom at Congress 2017 San Juan Convention - San Geronimo Ballroom BC.  The STUNNING Exhibitor Hall at the Caribe Hilton has a HUGE bank of windows that overlook the water!!!!  

Hotel Floor Plans

 

Dear Exhibitor/Sponsor of the upcoming COCSA 2017 Convention at the Caribe Hilton in San Juan, Puerto Rico -

 

First of all, THANK YOU for being a part of this annual event! We are very excited to have each and every one of you as a Sponsor/Exhibitor for our 2017 Convention November 2-4th, 2017 at  the Caribe Hilton in San Juan, Puerto Rico! It is going to be a GREAT Convention thanks to YOU!  Here are some vital details for all of you. Please read below and if you have any questions feel free to call me or email me!

 

Sincerely,

Amy Hardin

COCSA Executive Director
(o) 316.613.3386 (f) 316.633.4455
ahardin@cocsa.org 
www.cocsa.org

 Join us in SAN JUAN - 2017 Annual COCSA Convention- November 2 - 4th!


EXHIBITOR DEADLINES

 

CONVENTION BOOKLET09/07/2017  

Using the Brochure Listing COCSA 2017 form, please send us a Hi Resolution JPG company logo suitable for printing, and your general company information ie.; address, email, website and phone number that you want listed in the booklet, along with  a 150 word or less marketing snip-it that describes your company or service, for convention materials.  Company descriptions/logos not submitted by 09/07/2017 may not be included in Convention Booklet.  Please send the completed form and Hi Res JPG logo to Sheri Ryan at sryan@cocsa.org.  

ADVERTISEMENTS – 09/07/2017

If you would like to place an ad in the convention booklet, you can download the ad form COCSA 2017 Ad Form.  Full page ad specs are 7.5" x 10" or 8.75" x 11.25" with bleeds.  Email in PDF format if possible.  Ads are $500 for full page, $300 for half page (7.5" x 5") and $200 for a quarter page (3.75" x 5").  (Some of your sponsorships include an ad but if you would like to upgrade your ad please fill out the form and state the upgrade you would like to be billed to you. ie 1/2 page to a full page, etc.)  Advertisements not received by 09/07/2017 may not be included in the printed Convention Booklet,  Please send to Sheri Ryan at sryan@cocsa.org.

NAME TAGS –  10/07/2017

We have your original registration forms but I need to know the names of ALL individuals that are coming representing your organization and the correct spelling for each person and their title.  Please get me this info ASAP.  You can email me  ahardin@cocsa.org  or call and leave it on the office voicemail @ 316-613-3386.

**Please note that if you are an Exhibitor- (Booth only)- that includes two people for the COCSA events (receptions, meals, breaks). (If you would like to have additional vendor attendees at the events you need to please contact sryan@cocsa.org asap and there is an additional fee of $300 per person.) Thank you! 


GENERAL INFORMATION

Attendee CountWill keep you updated on this as we get closer. (you can usually count on 130 giveaways to cover the group).

Dress Code- Our Guests will be in Business Casual but some days have more formal meetings so suits will also be worn.

Thursday night reception, entertainment and dinner - Dinner tickets are not included in a General Exhibitor (booth only) fee.  They can be purchased separately for $xxx/ticket.  Dress is casual/comfortable for this event - we will be on the front lawn so high heels may be a hazard in the grass.   

Friday night reception  - (Appetizers and Drinks) Your presence is requested!  This is your opportunity to meet all the Attendees on an informal basis - this is your chance to shake those hands and introduce yourself!  No "formal" programming during this event - strictly social.  We will have this reception in the main Exhibitor Hall with appetizers, drinks, and MORE!  We also have the Split the Pot prize giveaways at this time.  Dress is comfortable and casual.  

Split the Pot Raffle - Please consider donating something wonderful to our raffle during the Friday night reception in the Vendor exhibit hall!  It is another great opportunity to show your support and to have some fun with our attendees!   We had great gifts last year and raised a lot of money to support our state associations! Examples from previous years, iPads, Kindles, company products or services, Nike ID sports bracelets, Gift cards, etc. Please email me at ahardin@cocsa.org if you have something you would like included in the raffle and we greatly appreciate it!

Break times -  Mid Morning/ Mid-Afternoon - Thurs-Sat ( see schedule on website).  Please note: all Breaks, Breakfasts and the Friday night Reception will be in the center of the Vendor Area. This will allow for optimum traffic flow and networking opportunities.


EXHIBITOR SET UP 

Exhibitor/Sponsor Check-in ONLY - NO SET UP -  WednesdayNovember 1st -  4:30 pm - 6:30 pm.  Registration will start at 7:00 am for Attendees on Thursday, November 2nd.  (The first official scheduled break will be at 3:00 pm on Thursday afternoon in the Vendor Exhibitor Hall.)

Booth set-up is on Thursday, November 2nd from 7:00 am - 3:00 pm. Please check in at the Registration Table prior to your set-up and pick up your Vendor Badge(s), Booth Number, and Exhibitor Packet. The tables in the exhibit area will each have a pre-designated sign with your company name on it as well.  Please do not switch table signs as they have been pre-assigned. Thank you!  Check at the registration desk with any questions or concerns.  The first Break will be at 3:00 pm on Thursday, November 2nd. This will be 30 minutes in length and the first official break with the vendors.    

Booth Set up/ Requirements- Your booth consists of an 6ft skirted table and two chairs in an 8' x 10' exhibit area.  Pipe/Drape/Signate are not included in exhibitor booth.  If you require any electrical or A/V requirements –  Here are the forms you will need to complete and forward directly to the provider to reserve your specific needs: 

  1. Video Equipment, Computer Equipment, Printers, Monitors, etc. –  Caribe Resort A/V Form
  2. The use of existing outlets is complimentary. If the vendor brings their own extension cords, no charge. If the hotel needs to supply extension cords, there is a $15 per extension per day and “multi plug” also at $15 per extension per day.  Use Caribe Resort 2016 Power Request Form to order power other than complimentary existing outlet usage or to reserve extension cords/multi plugs. 

Signage/Banners

 

The Caribe Hilton Hotel takes pride in the condition and aesthetic appearance of our facility. In order to maintain a quality image for all Hotel guests, there are a few things we ask of you during your stay:

Only professionally printed signage is allowed in the meeting/convention areas. These signs can be used with easels or in sign stands. No handwritten signs or flipcharts are allowed outside the meeting rooms.

No banners can be hung along the walls of the Public Areas. Banners may be hung from the skirting of the hospitality desks and at outdoor functions. Hotel personnel must provide the labor to hang the signs at no fee.

In addition, nothing is to be placed over exit doors or located to conceal or obscure any exit.

 


SHIPPING DETAILS

All goods must be consigned to the Group/Convention using the same name as the hotels booking. This will facilitate the handling of the goods upon arrival.

Consignee Name - COCSA / COCSA 2017 Puerto Rico Convention
Exhibitor Name - Insert your Exhibitor Name Here
Caribe Hilton
1 San Geronimo Street
San Juan, PR 00901-2442
TEL. 787-721-0303 Ext. 6196

Package Room

Packages should be sent to the main hotel address and to the attention of the guest receiving the items. The package room is located near the concierge. Operate twenty four hours on Monday to Sunday.

As limited package storage space is available, larger shipments are to arrive no more than seventy two hours before they will be picked up.

Please do not ship valuables; we cannot be responsible for contents. If the owner cannot be determined within thirty days, the found property will be disposed of in accordance with the state law.

Shipping_Instructions

Freight Elevator

The Freight Elevator services the Basement to Second level. The Second Level stop is accessed via the Main Kitchen, Tower Building and the Second floor to the Main Building.

Single Freight Elevator with interior dimensions of 8" L x 7.5” W x <8” H. Door measurement of 7" (5 inches frame) W x 7” (frame) H. Capacity of 4,000lbs.


Meeting Room Deliveries

Hotel, unfortunately, does not have storage space for crates.  Box handling: boxes are stored in the bellman storage room complimentary. There will be $2 fee by moving the boxes from the storage room to meeting spaces.
EXHIBITOR TEAR DOWN
 
 Usually the vendor take down is on Saturday afternoon. There is no formal break on Saturday and the event concludes at 3:45 pm - 4:00 pm so we do appreciate you waiting until after lunch to tear down.  

HOTEL RESERVATIONS 

Caribe Hilton
1 San Geronimo Street 
San Juan, Puerto Rico, 00901  
Phone: 787.721.0303 
Fax: 787.725.8849
Website: www.caribehilton.com
Email: info@caribe@hilton.com

Caribe Resort Map

RESERVATION LINK - https://resweb.passkey.com/Resweb.do?mode=welcome_gi_new&groupID=56963703

 (800) 468-8585, or email reservations.caribe@Hilton.com.

Group code: CCSA17
Name: COCSA 2017

 

 

 

http://caribe.hiltoneplanner.com/Default.aspx?sid=367&cid=27965

 

Location

12531 E. Meadow Drive
Wichita, KS 67206

Contact Us

Local: (316) 613-3386
Fax: (316) 633-4455
Email: info@cocsa.org
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