the great adventure · the great adventure the adventure begins: from april to july 2010, ncpg and...

The Great Adventure

The Adventure Begins:

From April to July 2010, NCPG and its participating vendor partners will embark on “The Great Adventure” – a traveling conference and trade show that will reach 19 of the largest faith-based markets around the country . . . East Coast to West Coast. “The Great Adventure” is a series of special one-day events in key areas across the United States that allow attendees the comfort of a hassle-free environment with educa-tional sessions from renowned speakers, a vendor fair, and hands-on training.

Sponsored by NCPG

The Experience:

Conferences are a time for attendees to relax and refresh, to build new friendships, to be challenged by nationally-recognized speakers, and to gain information concerning products and services that can bring cost-e�ective solutions to the issues they are currently facing. Unfortunately, many ministries are cutting back on travel expenses, so NCPG will bring the conference experience to them with “The Great Adventure.” By eliminating travel and time challenges, we hope to enable pastors, church administrators, and church sta� to break away from the mundane for a few hours, to be energized and educated on current hot topic concerns and products while enhancing their ability to serve their ministry better.

Consider it a Daycation!

Across America

If the church can’t come to the show, take the show to the church...and make it BIG!

A Great Combination

A Conference/Trade Show/Workshop:

More than 10 relevant workshops presented by nationally-renowned speakers and organizations on the topics that most concern ministries today, such as �nances, preparation/planning strategies, secu-rity, technology, cost savings, environment, and connectivity. All workshop sessions (30 minutes in length) will be held in two separate break-out areas.

Vendors and Products

More than 30 suppliers of products and services will be on location to answer questions and discuss the latest methods of saving money, time, and sta� resources in today’s economy. NCPG partners will be given �rst presence with the attendees allowing them opportunities not available to their competitors.

The Great AdventureSponsored by NCPG

If the church can’t come to the show, take the show to the church…and make it BIG!

Booth Reservation and Space Allocation:

Please refer to the Exhibit Booth and Advertising Contract enclosed with this brochure for the booth fee pricing structure. A deposit of $100 per booth is required to reserve your booth space. The remainder of the fee is due 60 days prior to the date of your chosen show(s). Booths cannot be assigned without a signed contract and the $100 per booth deposit. The reservation of booth space is on a �rst-come, �rst-served basis and space is limited to a maximum of 20 booths per show. NCPG reserves the right to shift booth spaces at any time if, in NCPG’s sole judgment, it becomes necessary to do so. NCPG also reserves the right to make modi�cations to the published �oor plan as may be necessary. NCPG has the �nal say in the assignment of booth space. In the event no space is available, you will be placed on a waiting list. Your deposit will be refunded if no space becomes available.

Your booth fee includes:

• Registrations for two (2) individuals per booth and an Open Buffet for each individual. There is a registration fee of $25 for each additional person over two people per booth. We must have the names of the persons working in your booth 30 days prior to your chosen show(s). Name badges created prior to the show are complimentary; there will be a fee for each name badge created on site.• Full Lunch (Open Buffet)• A 10% discount on advertising in “The Great Adventure” Show Notebook• Names and addresses of conference attendees• Spacious booths professionally draped on the back and sides• One table, if requested• One identification sign with your company name• One waste basket

Additional items, such as electricity, Internet connections, carpeting, and additional furnishings, depend-ing on location, may be included. Otherwise these options can be purchased separately.

Insurance:

Certification of liability insurance MUST be provided. Failure to provide such certificate may result in denial of exhibition privileges and forfeiture of exhibit fees. Send proof of insurance to the NCPG national o�ce.

Exhibit GuidelinesIf the church can’t come to the show, take the show to the church…and make it BIG!

Exhibit GuidelinesCancellation Policy:

All booth cancellations must be received in writing; no telephone cancellations will be honored. Cancellations received less than 60 days prior to your chosen show(s) will forfeit full payment.

The additional registrations of individuals at $25 per person are transferable at no charge. The additional registration fee is non-refundable.

Prize Drawings:

Donating a prize for show drawings is good public relations for your company. Proper recognition will be given to those who contribute prizes valued at $100 or greater. Please submit an addendum to you Exhibit Booth and Advertising Contract if you will be contribbuting prizes. Include on the addendum your registration informa-tion and detailed information about the prize (including retail value). Exhibitor Workshops:

NCPG will o�er an opportunity for exhibitor’s to host short workshops giving them a chance to present in more detail how their product and/or services will help enhance the administration of each ministry. The time frame for each workshop is 30 minutes . These presentations should o�er content-based training that is practical and applicable to a local setting, not just promoting peticular products or services. In order for exhibitors to be considered for an exhibitor workshop, they must submit an “Application for Presentation” with their “Exhibit Booth and Advertising Contract” and booth deposit.

Conference Notebook:

“The Great Adventure” conference notebook is provided to each attendee and will remain the same for each show on the tour. Advertising in the conference notebook is another way to keep your product or service in front of the attendees long after the road show has departed their area. Advertising rates are provided on the “Exhibit Booth and Advertising Contract.” Digital �les are required for all ads (logos) and can be delivered on disk or via Internet with advertising payment by March 1, 2010. For more detailed production speci�cations, please contact [email protected].


Conference Locations

Each show will be hosted at local NCPG member’s facilities which are able to accommodate large crowds in addition to the size and need requirements of “The Great Adventure” show.

May 20 –Orlando/Tampa, FLMay 25 – Fort Lauderdale (North), FLMay 27 – Miami, FLJune 8 – San Diego, CAJune 10 – Los Angeles, CAJune 22 – Dallas, TX June 24 – Houston, TXJune 29 – Indianapolis, IN July 1 – Chicago, IL

April 13 – Baltimore, MD April 15 – Richmond, VAApril 20 – Raleigh, NCApril 22 – Charlotte, NCApril 27 – Louisville, KYApril 29 - St. Louis, MOMay 4 – Columbia, SC May 6 – Atlanta, GA May 11 – Nashville, TN (Tuesday Only Show)May 18 –Jacksonville, FL


Seminar Sessions will address Hot Topic Issues: Finances, Planning & Preparation, Security, Technology, Cost

Savings, Environmental Issues/Concerns, Connectivity

Sessions will be held in two separate Break-out Areas.

The Schedule...

10:00 am

10:15 am

10:30 am

10:45 am

11:00 am

11:15 am

11:30 am

11:45 am

12:00 pm

12:15 pm

12:30 pm

12:45 pm

1:00 pm

1:15 pm

1:30 pm

1:45 pm2:00 pm

Orientation #1

15-Minute Break

Seminar #2

Seminar #4

Seminar #5 Seminar #6

Seminar #7 Seminar #8

Seminars

Fun and exciting exhibits

Interactive Technology

Give-A-Ways and Prizes

OPEN BUFFET

Seminar #1

Seminar #3

15-Minute Break

15-Minute Break

15-Minute Break

Prize Announcements

15-Minute Break

Orientation #2

10:15 am

10:30 am

10:45 am

11:00 am

11:15 am

11:30 am

11:45 am

12:00 pm

12:15 pm

12:30 pm

12:45 pm

1:00 pm

1:15 pm

1:30 pm

1:45 pm


The Layout...

301 302 303 304

The show will be hosted at NCPG member’s facilities who can accommodate larger audiences.This should:- Helps with attendance and provide comfortable non-threatening environment- Accommodate our size and need requirements- Be less expensive than other venues

Break-Out Room 1

Break-Out Room 2


Terms and ConditionsRules and Regulations

The terms “Conference” “Road Show,” “Trade Show,” “Show,” “Event,” and “The Great Adventure” are interchangeable and refer to NCPG’s “The Great Adventure” Road Show scheduled around the United States from April 13, 2010 through July 1, 2010 at various locations. The Show is owned, produced, and managed by the National Church Purchasing Group (NCPG). The term “Exhibitor" refers to the organization or person or any of its o�cers, directors, shareholders, employ-ees, contractors, agents, or representatives that applied for exhibit space rental and agreed to enter into this agree-ment. The Exhibit Booth and Advertising Contract and the payment of exhibit space fees together will constitute a contract for the right to use exhibit space. NCPG reserves the right to reject any applications for space.

Space Rental

Standard booth sizes are 8’ deep and 10’ wide but can change and will vary from location to location. Each exhibiting company shall receive a pipe and drape back wall and side wall; identi�cation sign; one table; one wastebasket; a 10% discounted rate on advertising in “The Great Adventure Show Notebook”; names and addresses of Show attendees; and registrations for two (2) individuals per booth including an open bu�et taking place during the Show. (Please note: The names of the persons working in your booth are due to NCPG thirty (30) days prior to each Show. Name badges created prior to the Show are complimentary, but there will be a fee for each name badge created on site.)

Space Assignments

The reservation of booth space is on a �rst-come, �rst-served basis and space is limited to a maximum of 20 booths per Show. NCPG will use its best e�orts to assign the Exhibitor’s booth in the location requested by Exhibitor and to provide physical separation of the booth from the booths of other Exhibitors. Notwithstanding the above, NCPG reserves the right to change the �oor plan or to change the location assigned to Exhibitor at any time, as it may, in its sole discretion, deem necessary for the best interest of the Show. NCPG has the �nal say in the assignment of booth space. Exhibitor shall not sublet all or any part of the booth or any equipment provided by NCPG, nor shall Exhibitor assign this Agreement in whole or in part without written notice to and approval from NCPG.

Exhibitor Representation

Each booth includes the complimentary registration of two exhibitors (individuals). There is a registration fee of $25 for each additional person over two people per booth. Each registration includes the Open Bu�et taking place during the Show. The deadline for registering the individuals working in your booth is sixty (60) days prior to the date of your chosen Show(s). Each Exhibitor representative must be registered to participate in the Show. Name badges created prior to the Show are complimentary, but there will be a fee for each name badge created on site. The additional registrations of individuals at $25 per person are transferable at no charge.

Exhibit Space Occupancy

ANY EXHIBITOR THAT FAILS TO OCCUPY ITS EXHIBIT SPACE BY THE END OF PUBLISHED SET-UP HOURS, LEAVES THE EXHIBIT SPACE UNATTENDED DURING SHOW HOURS, OR BEGINS DISMANTLING OF EXHIBIT SPACE PRIOR TO THE CLOSE OF THE SHOW BY NCPG, MAY FORFEIT ITS RIGHT TO THE EXHIBIT SPACE AND ITS ELIGIBILITY TO EXHIBIT AT FUTURE NCPG EVENTS.


Terms and ConditionsCancellation Policy

All booth cancellations must be received in writing; no telephone cancellations will be honored. Cancellations received less than 60 days prior to your chosen Show(s) will forfeit full payment. NCPG retains the right to resell any booth space cancelled by Exhibitors and retain the proceeds for NCPG's own account.

Cancellation or Postponement of Any Show

In the event that a Show is postponed for any reason, the performance of the parties under this Agreement shall be excused for such period of time as is reasonably necessary after such occurrence to remedy the e�ects thereof and in any event for the duration of such postponement. In the event that such occurrence results in cancellation of a Show, the obligations of the parties under this Agreement shall be automatically terminated for that Show and all payments for that Show made by Exhibitor under this Agreement shall be refunded to Exhibitor, less a pro-rata share of expenses actually incurred by NCPG in connection with that Show.

Payment of Debts

Exhibitors are required to make all payments for exhibit space as outlined in the Exhibit Booth and Advertising Contract. Exhibitors are further responsible for ensuring that there are no outstanding debts owed by them to NCPG. If all payments and outstanding debts are not paid in full by 30 days prior to a Show, NCPG retains the right to cancel the Exhibitor’s space without further notice and without obligation to refund moneys previously paid and to re-sell any exhibit space assigned.

Exhibitor Services Kit

An “Exhibitor Services Kit” will be sent to the Exhibitor. The “Exhibitor Services Kit” will include pertinent information regard-ing each Show including, but not limited to, additional rules and regulations, display rules, installation/dismantle schedules, registration information, O�cial Contractor order forms and pricing, shipping and drayage, utilities and building services, audio/visual, and additional visibility opportunities.

Arrangements of Exhibits

Exhibitor agrees to abide by all exhibit display guidelines published in the “Exhibitor Services Kit.” Each Show location will vary and may or may not be carpeted; carpeting is not included in the booth fee. In the area three feet forward from the rear of the booth, display material may be placed up to a height not exceeding eight feet from the �oor. All exhibitors must remain within the con�nes of their own exhibit space, and no exhibitor will be permitted to erect signs or display products in such a manner as to obstruct the view or disadvantageously a�ect the display of other exhibitors. NCPG shall have the right to demand modi�cation of the appearance of dress of persons or mannequins used in conjunction with displays or demonstrations. Exhibits not conforming to these speci�cations, or which in design, operation, or otherwise, are deemed objectionable by NCPG in its sole discretion, will be prohibited.

Handling and Storage

NCPG and the owners or managers of the facility where a Show is to be held will not accept nor store display materials or empty crates and Exhibitor shall make its own arrangements for shipment, delivery, receipt, and storage of such materials and empty crates. Such arrangements may be made through the O�cial Drayer, and Exhibitor shall in any event provide the O�cial Drayer with copies of all bills of Iading. All shipments and deliveries to the Show shall be prepaid. Exhibitor shall not incur any obligation to the O�cial Drayer merely by reason of providing copies of any bills of lading hereunder.


Terms and ConditionsExhibitor Operation and Conduct

(A) Exhibitors may not schedule private functions or events which con�ict with o�cially scheduled NCPG events; (B) The use of live animals is prohibited; (C) The use of objectionable amplifying or lighting equipment is prohibited; (D) Exhibitors may not use strolling entertainment, nor distribute samples, magazines, or advertising materials in any area outside of their booth; (E) It is the Exhibitor's responsibility to ensure that models' and/or artisans' appearance and dress will not be o�en-sive to modest tastes. Furthermore, artisans and models are not permitted to perform or appear outside of the contracted booth space during Show hours; (F) Food and beverage may not be dispensed from Exhibitor's booth. Exhibitors and their representatives shall at all times conduct themselves in a professional manner and shall not disparage or libel fellow exhibiting companies, member companies, NCPG, or the employees of aforementioned organizations, or engage in other activities detrimental to the event. If exhibitors do engage in such conduct, NCPG reserves the right to cancel the Exhibi-tor's space without further notice and without obligation to refund monies previously paid and to re-sell exhibit space assigned. NCPG further reserves the right to reject Exhibitor's application to exhibit in future shows of NCPG.

Protection of Exhibit Facility and Liability

Exhibitor is expressly bound, at its expense, to promptly pay for or repair any and all damage to the exhibit facility, booth equipment, or the property of others caused by the Exhibitor or any of its employees, agents, contractors, or representa-tives. This Agreement shall not constitute or be considered a partnership, employer-employee relationship, joint venture or agency between NCPG and Exhibitor. Exhibitor hereby agrees to and does indemnify, hold harmless, and defend NCPG from and against any and all liability, responsibility, loss, damage, cost, or expense of any kind whatsoever (including but not limited to cost, interest, and attorney's fees) which NCPG may incur, su�er, be put to, pay, or be required to pay, incident to or arising directly or indirectly from any intentional or negligent act or omission by Exhibitor or any of its employees, servants, or agents. Exhibitor further agrees that NCPG and their respective agents and employees shall not be responsible in any way for damage, loss, or destruction of any property of Exhibitor or injury to Exhibitor or its representatives, agents, employees, licensees, or invitees.

Security

NCPG will exercise reasonable care with respect to the protection of the Exhibitor's materials and display during a Show. Beyond this, NCPG, the Show facility, or any o�cer or employee thereof will not be responsible for the safety of the prop-erty or the Exhibitor or its agents and employees from theft, damage by �re, accident, or any other cause. Exhibitor is required to provide all insurance and/or policy riders to cover all booth contents.

Exhibiting Codes and Agreements

Exhibitor hereby agrees to be bound by all Show rules and regulations outlined here, in the exhibit Show brochure, and in the “Exhibitor Service Kit,” and any additional rules, regulations, and information as may be adopted by NCPG. Exhibitor further agrees to adhere to and be bound by (i) all applicable �re, utility, and building codes and regulations of the facility where a Show is held; (ii) any rules or regulations of said facility; (iii) the terms of all leases and agreements between NCPG and the managers or owners of said facility; (iv) the terms of any and all leases and agreements between NCPG and any other party relating to a Show; and (v) all Federal, State, and local laws, codes, ordinances and rules.


Exhibit Booth and Advertising ContractIf the church can’t come to the show, take the show to the church…and make it BIG!

National Church Purchasing Group The Great Adventure 2010

Exhibit Booth and Advertising Contract April 13 to July 1, 2010

Company/Organization Name: _________________________________________________________________________ Contact person for all show info (print): _________________________________ Title: ____________________________ Email: ___________________________________________________________ Phone: __________________________ Address: __________________________________________________________ Fax: ____________________________ City: _________________________________________________________ State: _________ Zip: __________________ Primary contact on-site in Orlando(print): ___________________________ Title: ________________________________ Email: _______________________________________________________ Phone: ______________________________ Other representatives attending (Names due 30 days in advance. Each name badge created on site will cost $10.) Show(s) Selected: Date ____________, Date ___________, Date ____________, Date ____________, Date ____________ Or All shows, check here Information to be published in “Conference Notebook” (Print or Type): Name of Sales Contact (print): _________________________________ Title: __________________________________ Address: __________________________________________________________ Phone: __________________________ City: _________________________________________________________ State: _________ Zip: __________________ Email: ______________________________________________ Website: ______________________________________ 25 word description of business service or product: ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

- Logos should be emailed directly to [email protected] with a subject line of ‘Notebook Logo’. Exhibitor Product/Service Category – Designate no more than two product/service categories ___ Accounting ___ Flooring ___ Playground/Recreation ___ Advt./Promo Products ___ Food Service ___ Policies/Procedures ___ Architects ___ Fundraising/Stewardship ___ Printing/Publications ___ Audio/Visual Services/Products ___ Furniture/Equipment ___ Real Estate ___ Background Checks ___ Human Resources/Staffing ___ Risk Management ___ Church Management Systems ___ Insurance ___Roofing ___Computer Hardware – Sales/Support ___ IT Sales/Support ___ Signage ___ Construction/Restoration/Buildings ___ Landscaping Services ___ Software Sales/Support ___Consulting/Counseling/Coaching ___ Legal Services ___ Stained Glass ___ Directory Services ___ Lighting ___ Strategic Planning ___ Educational Serv./Distance Learning ___ Marketing ___ Transportation ___ Employee Benefit Program ___ Multimedia ___ Travel Services ___ Event Registration ___ Musical Instruments/Equip. ___ Web/Internet Services ___ Facility Management/Maintenance ___ Offering Envelopes ___ Other ____________________ ___ Financial Institutions/Services ___ Office Equipment/Supplies ____________________ Exhibit Booth Selection: The reservation of booth space is on a first-come first-serve basis. Advertisers are given special consideration.

Exhibit Booth and Advertising Contract Deposit Deposit Paid Paid 60 days and bal advance after 60

Booth at Single Show $250 $300 $_____________ Booth at Every Show $2,000 $2,250 $_____________ Additional Personnel Registrations (Fee per person for over two people per booth) $25 x ____ person(s) = $_____________ Conference Notebook Advertising (*All 19 shows)

Back Side of First Tabbed Divider Page $375 $425 Tabbed Divider Page $250 $300 Full Page $175 $225

Half Page $100 $125 $_____________

Please note that all ads will be black & white unless color is purchased below.

Four Color Additional $200 $250 $_____________ Total road show fees $_____________ For sponsorship opportunities call the national office at 804-730-9144 x12 or email Darrell Myers at [email protected] Deposits (due with signed contract) Booth Deposit: $100 per booth = $_____________ Advertising Deposit: $50 = $_____________ Total Deposits = $_____________ Agreement In making application, exhibitor agrees to exhibit under, and comply with, those rules and regulations as written in this contract and in the accompanying exhibit show brochure which are hereby made a part of this contract. This application shall constitute a non-revocable offer by exhibitor until such a time as NCPG has returned to exhibitor notification of space assigned. Any withdrawal of this application by exhibitor prior to the dates herein indicated will result in the respective forfeiture of monies, and neither party shall thereafter have any further responsibilities to the other with respect to this contract. I have read the Terms and Conditions. Agreed to: __________________________________________________________________________ Date _______________ Signature of Authorized Representative of Company Requesting Exhibit Space

Amount $_____________ _ Check Enc. _ Visa _ MasterCard _ Discover _ American Express Card #_______________________________________________________ Exp. Date_________________ Exact Name(s) on Card___________________________________________________________________ Credit Card Billing Address________________________________________________________________ Return to:

National Church Purchasing Group TEL: (804) 730-9144 8108 Virginia Manor Drive FAX: (804) 730-9255 Mechanicsville, VA 23111 www.ncpg.net


Application for PresentationIf the church can’t come to the show, take the show to the church…and make it BIG!

Application for Presentation For NCPG Use Only:

“The Great Adventure” Roadshow Date Exhibitor Contract Received _____ Company Name (as you want it to appear in all materials): ____________________________________________________________________________________ Workshop Title:_____________________________________________________________________________________ Show Selection: All Shows___ or Date(s) of Show Choice: __________________________________________________ Type of Product or Service: ____________________________________________________________________________ Street Address:______________________________________________________________________________________ City/State/Zip:____________________________________ Website:_________________________________________ Phone:__________________________________________ Fax:______________________________________________ Presenter’s Name:____________________________________________ Title:__________________________________ Presenter’s Phone: ___________________________ Presenter’s Email:________________________________________ Provide the following information, if different from Presenter: Contact’s Name: _____________________________________________ Title:___________________________________ Contact’s Phone:_____________________________ Contact’s Email:__________________________________________ Objectives: Complete this sentence: “Following this presentation, the participants will be able to . . .” ____________________________________________________________________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________________________________________________________________ __________________________________________________________________________________________________. Program Description: (75 -100 words describing session content and format as specifically as possible) *Please note that descriptions are subject to editing for use in the final program book. ____________________________________________________________________________________________________________________________________________________________________________________________________ __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________.

A one-page outline of your presentation is also required. Please attach your outline to this application. Presenter’s Signature:_______________________________ Contact’s Signature: _______________________________ Name Date Name Date Return to:

National Church Purchasing Group TEL: (804) 730-9144 8108 Virginia Manor Drive FAX: (804) 730-9255 Mechanicsville, VA 23111 www.ncpg.net

the great adventure · the great adventure the adventure begins: from april to july 2010, ncpg and...

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