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2018 Convention Exhibitor Information
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2018 COCSA CONVENTION 
Austin, tx- 11/01/18 - 11/03/18
SPONSOR/EXHIBITOR INFORMATION 

 Exhibitor forms

 2018 Vendor Prospectus Package

 Sponsorship and General Exhibitor Information/Application

 Sponsorship Opportunities - webpage

 2018 Exhibitor Application  Exhibitor Application to complete for vendor space.  Current COCSA Preferred Vendor Members receive 10% OFF Exhibitor Spaces -->$1200 instead of $1350!  
 2018 Brochure Listing Form  Exhibitor Convention Brochure Listing Form - Word document - This is your FREE listing in the convention brochure that all attendees receive.  
 2018 AD Request Form  Exhibitor Convention Booklet AD Request Form<--Want to bump up your presence at convention?  STAND OUT with low cost ADs available in the convention brochure ALL attendees receive. 
 2018 Exhibitor Bingo  Exhibitor Bingo Game Instructions
 2018 Hyatt Regency Austin Shipping Info

 Shipments  |   Deliveries  |  Shipouts

 2018 Hyatt Regency Austin Power Request 

 Power - 120V - 5AMP/10AMP/15AMP or 208V Requests 

 The hotel does not permit exhibitors to plug into outlets.  All power must be ordered through PSAV.  PSAV may be reached by dialing 512.480.2083 or fax 512.480.2053. 

 2018 Hyatt Regency Austin Exhibitor A/V Order Form

 Video, Monitor, Computer, Printer - Rental Equipment requests
 PSAV may be reached by dialing 512.480.2083 or fax 512.480.2053.

 2018 Hyatt Regency Austin Internet Request  The hotel will provide complimentary wireless internet up to 20 Mbps in the Zilker Ballroom 1 which should be sufficient for most exhibitor needs.  
 Transportation

 Hyatt Regency Austin Transportation Information

 exhibitor Diagrams

 2018 Hyatt Regency Main Ballroom Vendor Diagram

Hyatt Regency Austin Meeting Space Layout

Convention 2018 Space

  • Zilker Ballroom 1 = Main Exhibitor Hall
  • Zilker North Lobby = Registration and Exhibitor tables
  • Zilker Ballroom 2 = General Session
  • Hill Country Ballroom = Summit Meeting
  • Big Bend B-D = CCGPP Meeting
  • ED Roundtable = Texas 1
  • DC Roundtable = Texas 3
  • Office = Padre Island
 

Dear Exhibitor/Sponsor of the upcoming COCSA 2018 Convention at the Hyatt Regency in Austin, Texas - 

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 2018 Convention November 1-3rd, 2018 at  the Hyatt Regency in Austin, Texas! 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,

Lisa Love-Smith

COCSA Consultant
(o) 517.243.6147 (f) 316.633.4455
llove@cocsa.org 
www.cocsa.org

 Join us in AUSTIN - 2018 Annual COCSA Convention-November 1 - 3rd!


EXHIBITOR DEADLINES


CONVENTION BOOKLET - 09/07/2018

Using the Brochure Listing COCSA 2018 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.  Company descriptions/logos not submitted by insert date here 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 – 09/07/2018

If you would like to place an ad in the convention booklet, you can download the ad form COCSA 2018 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 $250 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 insert date here may not be included in the printed Convention Booklet,  Please send to Sheri Ryan at sryan@cocsa.org.

NAME TAGS – 10/15/2018

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 sryan@cocsa.org  or call and leave it on the office voicemail @ 517.243.6147.

**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 llove@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 - Wednesday, October 31, 2018.  

Booth set-up is on Thursday, November 1, 2018 from 9:00 am - 12:00 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 Zilker Ballroom 1 Exhibitor Hall 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 1st. This will be 30 minutes in length and the first official break with the vendors.  

Booth Set up/ Requirements- Your booth consists of an 6 ft skirted table and two chairs in an 8' x 10' exhibit area and a trash can.  Pipe/Drape/Signate are not included in exhibitor booth.  If you require any electrical or A/V requirements –  PSAV Presentation Services is currently the Hotel's in house audio/visual partner.  Here are the formsyou will need to complete and forward directly to the provider to reserve your specific needs.  POWER The hotel does not permit exhibitors to plug into outlets. All power must be ordered through PSAV so they can control what kind of power is being pulled through the exhibit hall. Power strips and extension cords can be ordered on the form below. Power drops would need to be ordered by emailing Keith Goodale, Director of PSAV at KGoodale@psav.com. He can also assist with any power capacity questions.  

  1. Audio/Visual - Video Equipment, Computer Equipment, Printers, Monitors, etc. – http://www.cocsa.org/resource/resmgr/2018_austin_convention/forms/PSAV_Exhibitor_Services_Form.pdf
  2. The hotel does not permit exhibitors to plug into outlets.  Use http://www.cocsa.org/resource/resmgr/2018_austin_convention/forms/PSAV_Exhibitor_Services_Form.pdf to order power.  
  3. Internet - The hotel will provide complimentary wireless internet for up to 20 Mbps in the Zilker Ballroom 1 which should be sufficient for most exhibitor needs.  Internet is ordered through the hotel.  If there is an exhibitor who would like to order a hard wired line, use http://www.cocsa.org/resource/resmgr/2018_austin_convention/forms/Box_Delivery_and_Internet_Ex.pdf. If you would like more advanced/dedicated internet please contact Lara Saracco (lara.saracco@hyatt.com) or Jote Brown (jote.brown@hyatt.com) directly so that a custom SSID can be created.

Texas Exposition Services is the recommended provider of the following exhibit services:  drayage, crating and related services, furniture and floor covering, decorating, display labor, and small package shipping.  Contact at (210) 366-8077.  


Signage/Banners 

  • Nothing shall be attached to walls, doors, columns, floors or any other parts of the Hotel or furniture.
  • No ballroom doors will be obstructed or blocked.  Nothing can be hung or attached to light fixtures.  No light bulbs can be disconnected or removed by exhibitor or their guests.
  • All signage must be professionally printed; no handmade may be displayed
  • No signs or posters can be displayed in the Hotel without prior inspection and approval by the Catering or Conventions Services Manager.
  • Distribution of promotional stickers or labels is prohibited. 

SHIPPING DETAILS

Please address all boxes/packages as follows:

Hyatt Regency Austin - Receiving Deparment
HOLD FOR ARRIVAL - COCSA
ATTN:  
[Contact Name & Phone Number] & [Exhibitor Company Name]
208 Barton Springs Road
Austin, TX  78704

Group Meeting Dates - November 1-3, 2018
[Box ___ of ___]
Exhibitor Booth #___

Package Room

If you are sending more than one package within a single shipment, please be sure to number in sequence (i.e. one of three, two of three, etc.).  Due to limited storage, please do not send packages more than two (2) days prior to the event.  Deliveries that arrive prior to this will be subject to a $50.00 storage fee per day.  

The Hotel does not accept any liability for equipment, goods, displays, or other materials that arrive or fail to arrive at the Hotel.  All packages should be clearly marked with a return address.  

Freight Elevator

The exhibitor hall is in the Zilker Ballroom 1 which is on the ground floor.  Use of a freight elevator is not necessary. 


Meeting Room Deliveries

Should assistance in moving deliveries to and from receiving to the exhibit/meeting area be required, the following charges shall apply:  

Box Delivery Price Breakdown:  (inclusive of ingress and egress)
Boxes 50 lbs or less:        $5.00 each
Boxes:  50 lbs or more   $15.00 each
Pallets / similar size:      $100.00 each
Pallets over 500+lbs:     $125.00 each

The above costs do not include fees by the courier.  

Payment must be rendered at time of delivery via guest room or credit card.  A Package/Box Delivery Charge Form will be provided for signature.  

The Hotel does not accept any liability for equipment, goods, displays, or other materials that arrive or fail to arrive at the Hotel.  All packages should be clearly marked with a return address.  Due to limited storage, please do not send packages more than two (2) days prior to the event.  Deliveries that arrive prior to this will be subject to a $50.00 storage fee per day.  


EXHIBITOR TEAR DOWN
Usually the vendor take down is on Saturday afternoon. There is no formal break on Saturday afternoon and the event concludes at [insert convention end time here ] so we do appreciate you waiting until after lunch to tear down.  All equipment, decorations, freight, etc. must be removed from the premises at the expiration of the show on Saturday. Items left behind will be treated as abandoned equipment.
Fed Ex and UPS make daily pickups at the hotel and a scheduled pickup for these services is not required. For items that are being shipped out, they must be in a TAPED box (ready to go) with an appropriate FedEx or UPS label on the box with a credit card or account number. These boxes can be left at the booth and the hotel set-up crew will take them to the loading dock for pickup.  Exhibitors should supply their own shipping labels with an account number already filled out to avoid any confusion.  If you are using a different courier than FedEx or UPS, you will need to arrange the pick-up with that courier and pay any pick-up fee associated.

HOTEL RESERVATIONS

Hyatt Regency Austin
208 Barton Springs Road
Austin, TX 78704
T +1 512 477 1234   F +1 512 480 2809
Guest Fax +1 512 480 2069
ausra-rfp@hyatt.com
austin.hyatt.com

Hotel Map

RESERVATION LINK --> https://aws.passkey.com/go/cocsa18 or call 1-888-421-1442.

Group code: COCSA18
Name: COCSA

 

Location

1159 Porter Drive 
Charlotte, MI  48813

Contact Us

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