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RESOURCES • EDUCATION • INNOVATION
Cultivating Professionalism Among Police Executives To Assure Continued Success Of Ohio's Law Enforcement Community.
2015 OACP Annual Conference
EXHIBITOR SHOWCASE

April 27, 2015
Columbus Ohio Arena District
HYATT REGENCY
Columbus Arena District

DIRECTIONS

DOCUMENTS & FORMS
Letter to Potential Exhibitor Invitation to become an OACP Corporate Member
Exhibitor Contract Information Floor Plan
Exhibitor Contract Electrical Form
CONTACTS
Donna Braxton Sponsorship donna.braxton@oacp.org
Monica Miller Exhibitor Showcase monica.miller@oacp.org
or call 614.761.0330
Floor Plan 2015
EXHIBITOR  CONTRACT INFORMATION

EXHIBIT FEES: (for 8 x 8 space)

Early Bird Special - $675 - BY MARCH 1, 2015

Late Registration - $700 - AFTER MARCH 1, 2015

EXHIBIT ASSIGNMENT:

  • The OACP will assign  spaces on a first-paid, first-served basis
  • Exhibitors may indicate their top three preferences for exhibit space location on
    the enclosed contract page.
    *Every effort will be given to accommodate one of your first  three choices.

EXHIBIT PAYMENT:

  • All contracts must be accompanied with payment in full for space(s) requested before spaces will be confirmed.
  • Checks should be made to: OACP and mailed to OACP, 6277 Riverside Dr., Suite 2N, Dublin, Ohio, 43017-5067.
  • WE CANNOT ACCEPT CREDIT CARDS.

EXHIBIT SPACE:

All exhibits will be housed at the Hyatt Regency Ballroom Area.  Exhibitors will be provided a 8'(d) x 8'(w) carpeted display area.

INCLUDED IN THE SPACE RENTAL ARE:

  • One (1) 8ft table.
  • Two (2) chairs.
  • 4 hours to meet with Ohio Police Chiefs.
  • ONE (1) COPY PER BOOTH OF THE OACP MEMBERSHIP LIST ON DISK.
  • Your  company  will  be  listed  in  a  Buyer's Guide  received  by  all  attendees  if registered by April 7, 2015.
  • Coffee and Soft drinks will be provided.

EXHIBITORS  MUST BRING:

  • A box or bowl for business cards, as activities may involve drawing names of attendees who visit your exhibit (exhibitors will still be able to keep all cards collected).
  • Your own company sign.
  • Easels (if needed).
  • Any other additional equipment needed.

EXHIBIT SHIPPING PRIOR To EvENT:

If you need to ship any part of your display to the Hyatt Regency, please contact them directly at 614-463-1234. Hyatt Regency requests no items be sent more than 4 days prior to the event.  Items can be shipped to 350 North High Street, Columbus, Ohio 43215. Each package/ box must be labeled with:

  1. Company Name
  2. Company On-site Contact

HOTEL LIABILITY /SECURITY
The hotel does not accept any liability for equipment, goods, displays which arrive or fail to arrive at the hotel. The hotel will not be responsible for damage to materials improperly packed, concealed damage, loss or theft of materials prior to or after delivery. The shipper is encouraged to make arrangements for loss or damage with its insurance carrier.

The hotel cannot be responsible for the safe keeping of equipment, displays, supplies, written materials or of the valuable item or items left in the meeting rooms, conference rooms, etc. Accordingly, you will be responsible to provide security for such material and therefore assume responsibility for any loss or damage.

HOTEL  HANDLING  INFORMATION  AND  HANDLING  CHARGES
Handling charges will apply based on size and weight of items being received and moved. Shipments over  100 pounds should be handled by an alternative freight handling company to be contracted by the sender. Due to the limited storage space, they are not able to accommodate large shipments of material or heavy pieces of equipment (over 100 pounds).

All exhibit materials must be shipped to a drayage company. Handling charges will apply for moving packages to and from the hotel receiving area to a designated area within the Hyatt Regency. Please designate a signee at the delivery site.

Handling Charges

  • Per Box $5.00
  • Pallet oflarger shipment (per 100 lbs) $70.00
  • Delivery to the Convention Center $70.00

MOVEMENT  OF PACKAGES IN PUBLIC AREAS
Packages will be delivered to and from assigned areas according to schedule provided by guest prior to the start of the function. Any variance in scheduled times will result in materials/ packages being assigned a delivery time by hotel staff according to work load.

EXHIBIT DEPARTURE SHIPPING:

All items must be shipped out on Tuesday, April 28, 2015:

  • All packages must be properly  packed
  • Exhibitors must provide shipping labels for all items
  • Exhibitors are responsible  for all shipping charges
    • Shipping charges will not be accepted by the hotel

Airline freight follows the same guidelines as inbound freight. It must be removed from the facility by the end of the scheduled move out of the event. If your shipper (including UPS & FedEx) has not picked up your freight by the end of the scheduled move-out, it will be forced to the decorator for shipment by the most available means. The exhibitor will then be responsible for all drayage and/or shipping charges.

OUTBOUND FREIGHT FOR THIS SHOW MUST BE PICKED UP NO LATER THAN:
10:00 A.M. TUESDAY, APRIL 28, 2015.

EXHIBIT SET-UP:

Exhibitors may set up displays on Monday, April 27 from 12:00 p.m. until 3:00 p.m. SHOW HOURS ARE FROM 3:00 P.M. UNTIL 7:00 P.M. OACP reserves the right to reject any materials or services offered by an exhibiting company if there is any conflict with the policies and/ or principles of the Association. DISPLAYS MUST BE DISMANTLED AND REMOVED ON MONDAY, APRIL 27, 2015, BY 9:00 P.M.
*If you need to shipany part of your display to the hotel, please contact them directly.

ELECTRIC:

Exhibitors who need electric will need to work directly with the Hyatt Regency. Please complete the electrical form CLICK HERE.

VEHICLES:

Vehicles will not be permitted at the show this year.

ADDITIONAL  BOOTH PERSONNEL:

Complimentary registration for two booth personnel is included in the space rental. Additional registration for booth personnel can be purchased at $50.00 per  person. Each person who staffs a booth must be registered and wear his/ her *OACP name badge at all times on the exhibit floor.

*OACP will NOT accept any name changes for badges after April 7, 2015.

EXHIBIT CANCELLATION:

An exhibitor may request the cancellation of spaces in writing before March 1, 2015. However, a twenty-five percent (25%) cancellation fee of the total space cost will be assessed. No REFUNDS WILL BE GIVEN AFTER MARCH 1, 2015. In the event of cancellation, OACP shall have the right to use said space for its own convenience. This includes selling the space(s) to another exhibitor without any rebate or allowances to the canceled exhibitor.

MISCELLANEOUS:

  • The Exhibit Show is an opportunity for companies to market products and services to members of the OACP. Sales activities (i.e., delivering goods, receiving payment at theExhibit Show, etc.) are prohibited.
  • An exhibitor BUYERS GUIDE will be provided to · all OACP Meeting attendees and exhibitors. The Guide will offer an alphabetical listing of each company who is registered by April 7, 2015 and includes  one  contact  representative,  address, phone number and product or service.
  • As a benefit, one (1) disk copy of the OACP Membership List will be given per registered booth. The membership list will be included in the  Welcome Packet, which  you  will  receive  at  the  Exhibit  Show.    You  may   purchase   additional   disk copies  of  the membershi p  list  at  a charge  of  $250  per  copy.You must  contact the OACP office directly for additional copies.
  • The Ohio Association of Chiefs of Police, Inc. (OACP) will not be responsible for property loss or damage, or personal injury that results from any  cause  in connection with transfer,  installation,  maintenance,  displaying,  storage or removal of exhibits.
PAY YOUR EXHIBIT FEE BEFORE MARCH 1, 2015 AND RECEIVE THE RATE OF $675. AFTER MARCH 1, 2015 SPACE RENTAL BECOMES $700.

DAMAGE CLAUSE:

  • NOTHING IS TO BE AFFIXED TO ANY OF THE HOTEL WALLS, CEILINGS OR FIXTURES IN THE EXHIBIT AREA(S).
  • ANY EXHIBITOR LEAVING EXCESSIVE WASTE FOR REMOVAL WILL BE RESPONSIBLE FOR FEES INCURRED AND PAYMENT MUST BE MADE DIRECTLY TO THE HOTEL.
  • ANY DAMAGE TO THE WALLS, FLOORS, CEILINGS, LIGHTING OR EQUIPMENT IN THE EXHIBIT AREA(S) WILL BE CHARGED DIRECTLY TO THE EXHIBITOR AT THE REPLACEMENT RATE. THE EXHIBITOR MUST   MAKE   PAYMENT   DIRECTLY   TO  THE   HOTEL.