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RESOURCES • EDUCATION • INNOVATION

Cultivating Professionalism Among Police Executives
To Assure Continued Success Of Ohio's Law Enforcement Community

77th Ohio Association of Chiefs of Police Annual Conference

EXHIBITOR INFORMATION

Exhibit Fees:

1. Early Bird Special           $650            Through May 31, 2008
2. Late Registration            $700            After May 31, 2008

Exhibit Assignment:

1. The OACP will assign spaces on a first-paid, first-served basis
2. 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; however, the Exhibit Sub-Committee will have the final vote in the space selection

Exhibit Payment:

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

Exhibit Space:

All exhibits will be housed at the Hilton at Polaris Ballroom.  Exhibitors will be provided an 8(w) X 10(d) carpeted display area.

Included in the space rental are:

1. One (1) 8ft table.
2. Two (2) chairs.
3. 4 hours to meet with Ohio Police Chiefs.
4. ONE (1) COPY PER BOOTH OF THE OACP MEMBERSHIP LIST ON DISK.
5. Your company will be listed in a Buyer’s Guide received by all attendees (if registered by June 30, 2008).
6. Refreshments will be provided.

Exhibitors must bring:

1. 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).
2. Your own company sign.
3. Easels (if needed).
4. Any other additional equipment needed.

Exhibit Shipping Prior To Event:

If you need to ship any part of your display to the Hilton at Polaris, please contact them directly.

Exhibit Departure Shipping:

All items must be shipped out on Tuesday, August 5, 2008:

1. Exhibitors must provide shipping labels for all items
2. Exhibitors are responsible for all shipping charges
1. 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:

9:00 p.m. Tuesday, August 5, 2008.

Exhibit Set-Up:

Exhibitors may set up displays on Tuesday, August 5 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 tuesday, August 5, 2008, by 9:00 p.m.
*If you need to ship any part of your display to the hotel, please contact them directly.

Electric:

Exhibitors who need electric power must complete the electrical order form (enclosed in the confirmation packet or downloadable at www.oacp.org).  This FORM WITH PAYMENT must be returned directly to the hotel.   

Vehicles:

All gasoline-powered vehicles (including lawn mowers, tractors, etc.) must arrive with less than ½ tank of gas, have the battery disconnected and the duct tape placed over the vehicle’s gas cap.  Once the vehicle is inside it cannot be moved (unless pushed) until the show closes each day.

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 July 25, 2008.

Exhibit Cancellation:

An exhibitor may request the cancellation of spaces in writing before May 31, 2008.  However, a twenty-five percent (25%) cancellation fee of the total space cost will be assessed.  No refunds will be given after May 31, 2008.  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:

1. 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 the Exhibit Show, etc.) are prohibited.
2. An exhibitor Buyers Guide will be provided to all OACP Conference attendees and exhibitors.  The Guide will offer an alphabetical listing of each company who is registered by June 30, 2008 and includes one contact representative, address, phone number and product or service.
3. 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 membership list at a charge of $250 per copy.  You must contact the OACP office directly for additional copies.
4. The Ohio Association of Chiefs of Police, Inc. (OACP), the OACP staff, the Exhibit Subcommittee, and the Conference Planning Committee 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 May 31, 2008 and receive the rate of $650.  After May 31, space rental becomes $700.

DAMAGE CLAUSE:

1. Nothing is to be affixed to any of the hotel walls, ceilings or fixtures in the exhibit area(s).
2. Any exhibitor leaving excessive waste for removal will be responsible for fees incurred and payment must be made directly to the convention center.
3. 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 Hilton at Polaris.