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2016 Convention Exhibitor Information
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2016 COCSA CONVENTION 
Phoenix - 11/10/16 - 11/12/16
SPONSOR/EXHIBITOR INFORMATION 

 Exhibitor forms

 
 2016 Vendor Prospectus 
Sponsorship and General Exhibitor Information/Application
 2016 Exhibitor Application  Exhibitor Application   
 2016 Brochure Listing Form  Exhibitor Convention Brochure Listing Form - Word document  
 2016 Convention AD Request Form  Exhibitor Convention Booklet AD Request Form  
 2016 Exhibitor Bingo  Exhibitor Bingo Game Instructions  
 2016 Wigwam Resort Shipping Information  Shipping Information for The Wigwam Resort - ($5.00+tax per box or $75.00+tax per pallet).  Form to be completed and Shipping charges paid when requesting boxes from storage.    
 2016 Wigwam Power Request   Basic Power (non-dedicated 5amp) or Dedicated 20 Amp Service -
PLEASE NOTE
:  Exhibitors may plug into wall outlets without charge but any exposed cords along floor will need to be taped down with gaffers tape.  
 
 2016 Wigwam Exhibitor AV Order Form Video, Monitor, Computer, Printer - Rental Equipment requests - PLEASE NOTE - Wireless Internet available in exhibitor space at NO CHARGE!  

 exhibitor Diagrams

 
 2016 Wigwam Resort Main Ballroom Vendor Diagram  Exhibitor Diagram for Ballroom at Congress 2016 Phoenix Convention - Main Exhibitor Hall doors located to the right and left of table #10 and table #25  
 2016 Wigwam Resort Prefunction Vendor Diagram  Exhibitor Diagram for Pre-function area (hallway) outside Ballroom at Congress 2016 Phoenix Convention.  Main Exhibitor Hall doors located to right and left of table #37.    
 

Dear Exhibitor/Sponsor of the upcoming COCSA 2016 Convention at The Wigwam Resort in Litchfield Park, AZ just outside Phoenix, AZ -

 

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 2016 Convention November 10-12th, 2016 at The Wigwam Resort in Litchfield Park, Arizona! 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!

COMPANY LOGO AND MARKETING DESCRIPTION FOR THE CONVENTION BOOKLET-(deadline9/30/2016)

Using the Brochure Listing COCSA 2016 formplease 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.  Please send the completed form and Hi Res JPG logo to Sheri Ryan at sryan@cocsa.org.  

ADVERTISEMENT OPPORTUNITY IN THE CONVENTION BOOKLET – (deadline = 09/30/2016 )

If you would like to place an ad in the convention booklet, you can download the ad form COCSA 2016 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.)   Please send to Sheri Ryan at sryan@cocsa.org.  

NAME TAGS – deadline 10/30/2016

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 $80/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, old Tyme Photo Booth, Karaoke 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!

Exhibitor/Sponsor Check-inWednesday, November 9th 4:30 pm - 6:30 pm.  Registration will start at 7:00 am for Attendees on Thursday, November 10th.  (The first official scheduled break will be at 3:00 pm on Thursday afternoon in the Vendor Exhibitor Hall.)

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/Sponsor Set-up Time - Booth set-up is on Wednesday, November 9th from 4:30 pm - 6:30 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 10th. This will be 30 minutes in length and the first official break with the vendors.  

  

Booth Set up/ Requirements- 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. –  Wigwam Resort A/V Form
  2. Basic Power non-dedicated 5amp = $40/day.  Use Wigwam Resort 2016 Power Request Form to order.  PLEASE NOTE:  Exhibitors may plug into wall outlets without charge but any exposed cords along floor will need to be taped down with gaffers tape.  
  3. Wireless Internet in Exhibitor Hall - FREE - Sponsored by OUM Chiropractors Program!!!

Signs and banners are not allowed in the Wigwam's public areas.  Nothing shall be posted, nailed, screwed or otherwise attached to walls, floors, or other parts of the building or furniture.  Distribution of gummed stickers or labels is strictly prohibited.  You will have a 6 ft draped table with two chairs per booth space.  Please be advised the exhibit area is an UNSECURED PUBLIC AREA.  The Resort does not accept responsibility for group equipment or materials.  

SHIPPING DETAILS

Please label boxes appropriately:

The Wigwam Resort & Golf Club
300 Wigwam Boulevard
Litchfield Park, AZ 85340
Attention:  2016 COCSA Phoenix Convention
[Name of Exhibitor and Booth #]
Please hold for arrival on:  [MO/Day/Year]

Shipping Policy for Packages – The Wigwam Resort will not accept shipments earlier than 7 days prior to the start of convention.  Please make copies of the carrier's tracking/airbill numbers and keep in your possession until you receive your boxes.  This will enable the Resort to immediately track any shipments and insure that your Carrier has delivered them.  Over-sized shipments must be approved by the Conference Services Manager in advance.  The Resort does not accept responsibility for loading, unloading or placement of these shipments.  Special arrangements must be made between the exhibiting party and the contracted delivery company.  No shipments or deliveries are to be delivered to the Front Desk.  The Resort's delivery entrance is located on Neolin Avenue past the main entrance.  

Shipping Charges for Packages:  Handling and storage charges of $5.00+tax per box and $75.00+tax per pallet will be assessed to all Exhibitor shipments.  No shipment earlier than 7 days prior to start of convention.  Hotel will have exhibitor fill out form for shipping charges when requesting boxes from storage.  Charges can be paid with cash, credit card or guest room charge.  

Hotel can ship remaining materials at the end of the meeting as long as boxes are properly labeled and ready to be shipped with pickup called in to shipping company of choice.  All shipping methods will require a credit card or your Carrier Billing Account Number (ie FedEx #).  Wigwam Resort box storage attendant will be available in exhibit hall to assist with outgoing boxes.

Take 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 

The Wigwam Resort

300 Wigwam Boulevard,
Litchfield Park, Arizona  85340
 

Hotel Front Desk: 623.935.3811

Hotel Fax: 623.935.3737
Hotel Reservations:  1-800-327-0396


The 2016 COCSA Phoenix Convention will be held at The Wigwam Resort in Litchfield Park, Arizona - reserve room by 10/18/2016 for guaranteed room rate of $179/night plus applicable taxes.  Basic internet included in guest room rate.  Room rate good for stays for three days before/after the event.  Online reservations or phone the hotel directly @ 1-800-327-0396.  Note they have onsite reservations staffed 8am – 9pm on property. Any time after or if all are agents are on the phone it will be transferred to out to offsite reservations.  Make sure to mention COCSA to get the room rate!  Group Code CAK08A.  1 night adv dep; 7-cxl policy; Waived Resort Fee

Sincerely,

Amy Hardin

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

 Join us in PHOENIX- 2016 Annual COCSA Convention- November 10 - 12th!

 

 

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Charlotte, MI  48813

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