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2015 Convention Exhibitor Information
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2015 COCSA CONVENTION 
Charleston - 11/12 - 11/14
SPONSOR/EXHIBITOR INFORMATION

 2015 Vendor Prospectus 
Sponsorship and General Exhibitor Information/Application
 2015 Exhibitor Application  Exhibitor Application   
 2015 Brochure Listing Form  Exhibitor Convention Brochure Listing Form  
 2015 Convention AD Request Form  Exhibitor Convention Booklet AD Request Form  
 2015 Exhibitor Bingo  Exhibitor Bingo Game Instructions  
  PLEASE NOTE - Wireless Internet available in the exhibit space at NO CHARGE!    
 2015 Charleston Marriott Shipping  Shipping Information for Charleston Marriott  
 2015 Exhibitor Services   208V Power or Basic Power (extension cord and power strip)  
 2015 Exhibitor AV Order Form Video, Computer, Printer Equipment requests
 2015 Charleston Marriott Exhibitor Listing

Exhibitor/Vendor Listing for Congress 2015 Charleston Convention
 2015 Charleston Marriott Main Ballroom Vendor Diagram  Exhibitor Diagram for Ballroom at Congress 2015 Charleston Convention - Main doors located between 1+28 and 25+26  
 2015 Charleston Marriott Prefunction Vendor Diagram  Exhibitor Diagram for Hallway outside Ballroom at Congress 2015 Charleston Convention.  Main doors located between 34+36 and 38+40.  
 

Dear Exhibitor/Sponsor of the upcoming COCSA 2015 Convention in New Orleans-

 

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 2015 Convention November 12-14th, 2015 at the Charleston Marriott in Charleston, South Carolina! 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-(deadline9/04/2015)

Using the Brochure Listing COCSA 2015 formplease send us a Hi Res 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 = 09/16/2015 )

If you would like to place an ad in the convention booklet, you can download the ad form COCSA 2015 Ad Form.  Full page ad specs are 7 1/2 x 10" or 8.75 x 11.25" with bleeds.  Email in PDF format if possible.  Ads are $500 for full page or $300 for half page.  (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 10/30/2015

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 with 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 $275 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 dinner and reception - Dinner tickets are not included in a General Exhibitor (booth only) fee.  They can be purchased separately for $80/ticket.  Dress is business casual for this event.  

Friday night Game Night - (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 a Karaoke, a DJ, and GIANT Game Night!  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, 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-in- Thursday November 12th -Registration will start at 8:00 am for everyone.  (The first official scheduled break will be at 3:00pm on Thursday afternoon in the Vendor Exhibitor Hall.

Exhibitor/Sponsor Set-up - You can start your booth set-up on Thursday, November 12th at 8:00am. Please check in at the Registration Table prior to your set-up and pick up your Badge and Table number. 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 3:00pm on Thursday. This will be 30 minutes in length and the first official break with the vendors. 

  

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

 

Take Down- Usually the vendors take down around 2pm on Saturday afternoon. There is no formal break on Saturday afternoon so we appreciate you waiting until after lunch.

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: 

Shipping Charges for Packages – Charleston Marriott Exhibitor Services
 Video Equipment, Computer Equipment, Printers, Monitors, etc. – Charleston Marriott A/V Form

Basic Power = extension cord and power strip –
Charleston Marriott Power Request

You will have a 6 ft draped table with two chairs.  

SHIPPING DETAILS

Please label boxes appropriately:

Attention:  Regan Hodges, Director of Event Planning
COCSA 2015 Charleston Convention
**Name of your Company** (as it would be listed in the convention brochure)
Booth Number (if applicable)
c/o Charleston Marriott
170 Lockwood Blvd.
Charleston, SC 29403

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.  

Hotel will received materials no sooner than three business prior to the function at a charge of $5.00 per box and $85 per pallet.  Packages that arrive three business days before the event will assess an additional handling and storage charge of $15.00 per box per day and $150 per pallet per day.  

HOTEL RESERVATIONS 

Charleston Marriott, Downtown

170 Lockwood Boulevard, Charleston, South Carolina 29403

 

Hotel Front Desk: 843.723.3000

Hotel Fax: 843.723.0276

Hotel Reservations:  1-800-228-9290


The 2015 COCSA Convention will be held at the Charleston Marriott Hotel - reserve room by 10/21/2015 for guaranteed room rate of $169/night plus applicable taxes.  Basic internet included in guest room rate.  Room rate good for stays 11/10/15 through 11/15/15.  Online reservations or phone the hotel directly @ 1-800-228-9290.  Make sure to mention COCSA to get the room rate!  

Sincerely,

Amy Hardin

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

 Join us in CHARLESTON - 2015 Annual COCSA Convention- November 12-14th!

 

 

Location

699 June Drive 
Molalla, OR  97038

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