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Pennsylvania Recreation & Park Society, Inc.

Exhibits March 18 - 20, 2012Conference March 17-21, 2012

Seven Springs Mountain ResortSeven Springs, PA

2131 Sandy Drive State College, PA 16803-2283(814) 234-4272 Fax (814) 234-5276

Jeremy Bean, PRPS Contact

This brochure has been printed with 100% recycled paper.

2012

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PRPS is...The leading advocate for recreation and parks in Pennsylvania with a membership of over 3,000 professionals, lay citizens, and students involved in recreation and parks.

Who Attends the Conference?•Full time municipal recreation and park employees; including

directors, program and maintenance staff.•Federal, state and county park directors/superintendents.•Members from municipal park and recreation advisory boards.•Therapeutic recreation specialists and activity coordinators from

hospitals, institutions, and long-term care facilities.•Professors and students from colleges and universities with

recreation and park programs.•Recreation directors from various non-profit agencies.•Officials from state and federal agencies.•Recreation planners and landscape architects.•Staff from conservancies and other conservation organizations.

Exhibit ScheduleSunday, March 18, 2012 9:00 a.m. to 2:00 p.m. Exhibit Set-up 3:00 p.m. to 5:00 p.m. Exhibit Hall Open - Sneak Preview 5:30 p.m. to 6:30 p.m. Exhibit Hall Grand Opening Reception

Monday, March 19, 2012 8:00 a.m. to 1:30 p.m. Exhibit Hall Open 12:00 p.m. to 1:30 p.m. Lunch in the Exhibit Hall 1:30 p.m. to 4:30 p.m. Exhibit Hall Closed 4:30 p.m. to 6:00 p.m. Exhibit Hall Reception Tuesday, March 20, 2012 7:30 a.m. to 10:30 a.m. Exhibit Hall Open 10:30 a.m. Exhibit Hall Tear down

March 17-21, 2012Seven Springs Mountain ResortSeven Springs, PA

WELCOME...from the 2012 Exhibit Hall Committee!

The Exhibit Hall Committee for the 65th annual PRPS conference welcomes you to Seven Springs Mountain Resort. Our theme for this year’s conference is “Recreation Powers Unite!”

We are looking forward to another successful and well-attended conference at the ever-popular Seven Springs Mountain Resort. The Exhibit Hall staff at Seven Springs is very helpful and provides support and assistance to all of our vendors.

Please consider offering a “conference special discount or sale”. Conference specials could be, but not limited to, discounted prices, buy one get one - etc. Many attendees come prepared to purchase items from the vendors at the conference – so you may want to take advantage of this opportunity – it has proven very lucrative for many vendors in the past. We will be happy to provide signs advertising your “Special Conference Offer” - just let us know when you complete your Exhibit Contract.

The Exhibit Hall Game this year is one that proved very successful at last year’s conference! It’s simple, the attendees raved about it, and it’s sure to attract people to your booth! Please read more about it on page three of this brochure.

That’s all for now – please review this exhibit hall guide carefully and register soon. We are also reducing the number of vendors for this year’s conference….there are only 85 spots available!

Again, WELCOME! Looking forward to a great conference!

Thank You…. Exhibit Hall CommitteeJeanne, Andy, Dan and Becky

Regular Booth Fees

The cost of each booth is $777. There is a $100 deposit required with the application and the balance

is due by January 13, 2012. Payment in full must accompany all contracts received after January 13, 2012. A confirmation, booth assignment, and other information will be emailed to the exhibitor contact

listed on the contract by the end of January to those companies who are paid in full.

Contact InformationThe Exhibit Hall Chair is Jeanne Ashley. To contact Jeanne, call her at 724-537-4331 (office), or 724-875-7915 (cell) – email address is jeannelpr@msn.com. She and committee members Andy Oles215-576-5213 (office), or 267 228-8546 (cell) - olesa@comcast.net; Dan Carpenter 724-830-3962 (office), or 724-309-9814 (cell) - dcarpent@co.westmoreland.pa.us and Becky Richards 610-374-2944 ext. 2611, (office), or 484-256-5296 (cell) - rrichards@countyofberks.com will be assisting you during the conference. They will have a table set up and staffed in the exhibit hall the entire time the hall is open.

New Certificate of Insurance Required!

All exhibitors are required to provide PRPS with a Certificate of Insurance (COI). The limit of liability must be $1,000,000. This COI should include the Pennsylvania Recreation & Park Society (2131 Sandy Drive, State College, PA 16803) as the certificate holder and also include PRPS as an additional insured. Please reference the exhibit dates of March 18, 19, and 20.

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Exhibit Layout and Booth Information

Each exhibit booth includes:

♦ 8’ high x 10’ wide back drapes.

♦ 3’ high side drapes.

♦ Two chairs and one 6’ draped table.

♦ 9” x 44” booth sign containing company name, city, state and booth number.

♦ Janitorial service.

♦ One lunch ticket for Monday per booth. Any other tickets may be ordered using the exhibit contract or purchased at the conference.

♦ One registration packet with name badges for up to three booth representatives.

♦ Admission to conference education sessions and socials for up to three registered booth representatives.

♦ Special recognition for PRPS supporting members.

♦ List of conference registrants available at the conference.

♦ Company listing in the Conference Program Guide.The booth does not include:

♦ Electrical service. This must be ordered directly from the hotel using the form provided in the decorator packet. This packet is e-mailed to you with your confirmation letter at the end of January.

Special EventsThere will be many special events that vendors can particpate in at the conference. In some cases, the purchase of an additional ticket is required. You may purchase tickets using the Exhibit Contract or purchase them closer to the conference when the registration guide is available. We will have a full listing of special events sent with your confirmation. If you would like to see something sooner, please contact the office.

Booth ThemeTo coordinate with the theme, feel free to decorate your booth(s) according to the annual conference theme---Recreation Powers Unite.

Decorator/DrayageThe decorator and drayage company is General Exposition Services, 205

Windsor Road, Pottstown, PA 19464, (610) 495-8866, fax: (610) 495-8870.

Each exhibitor will receive an information packet containing forms to order electrical service, additional furnishings, shipping and labor.

Conference LocationPennsylvania’s largest ski and year-round resort, Seven Springs, is located near Somerset, Pennsylvania in the heart of the scenic Laurel Highlands. Seven Springs is about a one hour drive from Pittsburgh and a five hour drive from Philadelphia. It can also be accessed via air utilizing the Pittsburgh In-ternational Airport approximately 90 minutes from Seven Springs. Contact Seven Springs directly (1-800-452-2223) about the cost and scheduling for an airport shuttle.

Hotel AccommodationsSeven Springs offers a wide-range of accommodations in its high-rise hotel, cabins, chalets, condos, and townhouses. The accommodations for conference attendees will be in the modern Alpine-style Main Lodge featuring comfort-able guestrooms plus 12 suites. Exhibit representatives will have the option of selecting either the Modified-American Plan (dinner and breakfast included) or the European Plan (no meals included), and you should contact the hotel early to make your reservations.The Modified American Plan (MAP) rates which include dinner, breakfast, lodging, taxes, and gratuities:Single: $194 per person per night, Double: $157 per person per night, Triple/Quad: $146 per person per nightThe European Plan rates (plus 6% PA State Occupancy Tax and 3% local tax) including lodging only:Single: $130 per person per night, Double: $90 per person per night,Triple/Quad: $80 per person per night

PRPS Supporting Membership for Commercial Firms

PRPS Supporting Members and sponsors will receive recognition in the Conference Program Guide. Please make sure we have all current names. Supporting Membership is $190.00 for one year.

Conference DemosThe exhibit hall and education committees are looking for demo’s! Demos should be of an educational nature and be a total of 1.25 hours. We will be doing these during session times and would like to offer ceus for them to those who need that option. Demos could also be hands-on oriented, but those may not be eligible for ceu’s. A completed proposal form will need to be submitted and they will be selected on the criteria above. A limited number of slots are available so please contact Jeanne Ashley (contact info on p.2) to discuss if your demo would work.

March 17--21, 2012Seven Springs Mountain Resort

Seven Springs, PA

Exhibit Hall Game

Booth AssignmentA layout of the exhibit hall is included with this information,

and the contract provides an opportunity for companies to indicate their booth location preference.

The assignment process gives preference to those commercial firms who are conference sponsors and who support

PRPS year-round through contributions, advertising, and membership. This applies to exhibit contracts received by

November 4, 2011. After November 4, 2011, all booth assignments will be on a first-come, first-served basis. The

Society will do its best to assign competitors so that they are not adjacent to one another.

Talk for $20 All vendors will participate in the conference game by collecting business cards from attendees that they speak to in the exhibit hall. After the exhibit hall closes for the evening on Monday the exhibit hall committee will ask each participating vendor to randomly chose 1 business card and bring it up the committee. The Conference Committee will then give each of those winners $20.00. Those winners will also be entered into a drawing for a $100.00 grand prize. Why this Works:• No goofy game words, no stamps, no stickers, no drop and run• You the vendor do not have to bring a gift/giveaway• Only conference attendees that have had face time with you can win• Attendees will have the chance to win over $1,000.00 in prize money• This is included with your exhibitor fee

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March 17-21, 2012Seven Springs Mountain ResortSeven Springs, PA

2012 PRPS Exhibit Hall Layout

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2012 PRPS Conference Sponsorship ProgramSponsorship Levels and Benefits

President’s Club - $5,000

oSponsor for the main conference give-away or a major conference event. oOne complimentary exhibit booth. oFull page ad in the conference program guide. oIf provided, your banner prominently displayed during the conference. oYour literature stuffed in the conference registration packet. oPlus the standard sponsor comps!

Platinum Club - $3000oOpportunity to sponsor a major conference event, a conference give-away, a major speaker, or entertainment.oOne complimentary exhibit booth.oOne-half page ad in the conference program guide.oYour literature stuffed in the conference registration packet.o Plus the standard sponsor comps!

Gold Medal - $2000oOpportunity to sponsor a program speaker, an on-site tour, a conference event, entertainment, or a conference give-away.oOne-half page ad in the conference program guide.oPlus the standard sponsor comps!

Silver Medal - $1000oOpportunity to sponsor a program speaker, an on-site tour, entertainment, or a refreshment break.o$50 credit towards a conference program guide ad.oPlus the standard sponsor comps!

Bronze Medal - $500oOpportunity to sponsor a program speaker, refreshment break, or exhibit hall entertainment.o$25 credit towards a conference program guide ad.oPlus the standard sponsor comps!

Standard Sponsor Comps oLogo or type listing included in the Conference Program Guide. oSponsor Sign displayed at the appropriate times. oSponsor ribbons for representatives. oRecognition at the Opening General Session. oA complimentary 2012 PRPS Buyer’s Guide Listing. oAll sponsors are given first priority for booth assignment.

General GuidelinesoContact Jeremy Bean or Kim Woodward at PRPS or either of the conference co-chairs, Teri Hettinger or Joe Seltzer to discuss specific sponsor opoportunities that are available. oIndicate on the exhibit contract (p.7) if you are interested in sponsorship and we will contact you. oTo facilitate printing of the conference program guide, logos and advertising copy must be forwarded to the PRPS office by January 13, 2012. Ads and logos can be picked up from the 2011 conference or from the PRPS publications.oFinal payments for the sponsorship fees are due by February 13, 2012.

Contact Information:Jeremy Bean, PRPS - 814-234-4272 or jbean@prps.org

Kim Woodward, PRPS - 814-234-4272 or kwoodward@prps.orgTeri Hettinger 610-678-5399 x115 (W) or thettinger@springtwpberks.org

Joe Seltzer 610-406-0263 (W) or jseltzer@exetertownship.com

Show conference delegates you support parks and recreation by becoming a conference sponsor! Also, get preference in booth assignment in the hall (if sponsorship agreeement in place by November 4, 2011). See

below for the various levels of sponsorship and the special benefits that each level offers.

March 17-21, 2012Seven Springs Mountain Resort

Seven Springs, PA

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Registration Guide Advertising

Advertisements are accepted for the Conference Registration Guide distributed to 3000 potential conference attendees. This is an 8 ½” x 11” publication. Advertisements are black and white although color ads for the covers will be considered at an additional cost. The deadline for insertion orders and ad copy is October 7, 2011. The rates and sizes are as follows:

Outside Back Cover - In Color $500 Inside Back or Inside Front Cover $390 Full Page $360 ½ page horizontal (7” x 4 7/8”) $240 ½ page vertical (3 ¼” x 10”) $240 ¼ page (3 3/8” x 4 7/8”) $120 Insert (call for quantity) $420 Business Card (2” x 3”) $ 60

Conference Program Advertising

Advertisements are accepted for the Conference Program Booklet distributed to all conference participants. This is an 5½” x 8½” publication. The cover ads are in full color and the rest of the advertisements are black and white. The deadline for insertion orders and ad copy is January 13, 2012. The rates and sizes are as follows:

Outside Back Cover - In Color $500 Inside Back or Inside Front Cover $390 Full Page (4.75” x 7.75”) $360 ½ page horizontal (4.75” x 3.75”) $240 ¼ page (2.75” x 3.75”) $120 Insert (call for quantity) $420 Business Card (2” x 3”) $ 60

2012 PRPS Conference Advertising ContractPlease fill out this form and fax or mail to PRPS2131 Sandy Drive State College PA 16803-2283

Fax: 814-234-5276

Company Name: ____________________________Contact Person: _________________________________Address: ________________________________City: _______________State: ______Zip:________________Phone: ______________________ Fax: _______________________Email: _______________________________Amount enclosed: _________ Bill my company: ________________________Charge to AmEx/Discover/MasterCard/Visa (Circle one):Card Number___________________________________ Exp. Date _______ 3 Digit Code on back of card _________Authorized Signature___________________________________________________Note: ad rates for 2012 conference sponsors will be adjusted based on the level of sponsorship. Contact Jeremy Bean at the PRPS office (814) 234-4272 for your cost or assistance.

Advertising opportunities are also available in the Society magazine, Pennsylvania Recreation & Parks, in the annual Membership Directory & Buyers Guide, in the quarterly e-newsletter, and on the PRPS Website. Contact Jeremy Bean for more details.

CONFERENCE PROGRAM ADVERTISING

COPY DUE January 13, 2012 (final date)Please circle preference

Outside Back Cover $500.00Inside Back or Inside Front Cover $390.00Full Page (4.75”x 7.75”) $360.00½ page horizontal(4.75” x 3.75”) $240.00¼ page (2.75” x 3.75”) $120.00Insert (call for quantity) $420.00Business Card (2” x 3”) $ 60.00

REGISTRATION GUIDE ADVERTISINGCOPY DUE October 7, 2011 (final date)

Please circle preferenceOutside Back Cover $500.00Inside Back or Inside Front Cover $390.00Full Page $360.00½ page horizontal(7” x 4 7/8”) $240.00½ page vertical (3 ¼ x 10”) $240.00¼ page (3 3/8” x 4 7/8”) $120.00Insert (call for quantity) $420.00Business Card (2”x 3”) $ 60.00

For PRPS Office Use OnlyDate Received: ____________________Amount Paid: _____________Amount Due: _______________Method of Payment: ______________Check #: _______________Authorization # (if C.C.): ______________Ad Received: ______________Ad Format: ___________________

Conference Advertising

March 17-21, 2012Seven Springs Mountain ResortSeven Springs, PA

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qADA CompliancePlease check here if any of the company representatives require special accessibility or accommodations at this function. Attach an explanation.

qAdvertising Reserve advertising space for our company as indicated in the payment block. We understand that the deadline for submitting this order form and copy is October 7, 2011 for the Registration Guide and January 13, 2012 for the Program Booklet. qCompleted Ad Contract from page 6 enclosed.

qSponsorship We are interested in the conference sponsorship. Please contact regarding our sponsorship options: Contact Name: ___________________________ Contact Phone Number: _______________________

Pennsylvania Recreation & Park Society, Inc.65th Annual Conference Exhibit Contract

Please complete the appropriate sections and return this contract with your deposit. Please print clearly or type and keep a copy for your records.Company: _______________________________________________________________________________Address: __________________________________________________City: _______________________________________________ State: ________ Zip: ___________________Phone: ___________________________ Ext: ______ FAX: _________________________ E-Mail: ____________________________________ Website: __________________________________

We wish to reserve ____ (indicate quantity) exhibit booth(s) at the 2012 PRPS Annual State Conference to be held at the Seven Springs Mountain Resort from March 17 – 22, 2012. We understand that a minimum deposit of $100 is required per regular booth space by November 4, 2011 the balance is due by January 13, 2012 to hold your space(s). We agree to comply with the rules, regulations and provisions established by the Pennsylvania Recreation & Park Society. Please note we will not be billing companies.

Authorizing Signature: _________________________________ Title: ______________________ Date: _____________Products/Services (for listing in Program Guide; 40 words or less; please print or type; attach additional sheet if necessary.)__________________________________________________________________________________________________________________________________________________________________________________________________Booth Sign should read as follows: (Please limit to two lines) Company: _________________________________________City, State: _____________________________________

Tell us about your conference special: _________________________________________________________________

Our booth preferences are:1st choice _____ 2nd choice _____ 3rd choice ______

Exhibit Representatives:Name: _______________________________________Title: _______________________________________Name: _______________________________________Title: _______________________________________Name: _______________________________________Title: _______________________________________

March 17-21, 2012Seven Springs Mountain Resort

Seven Springs, PA

Note: PRPS does not bill for exhibit space - please retain a copy as a reminder of any balance due in January.

PAYMENT INFORMATIONqFirst space @ $777 $_____qAdditional booths __ @ $777 $ _____q*Sunday Dinner (not included) __@ $45 $ _____q*Extra Monday Lunch ____ @ $20 $ _____q*Monday Dinner (not included) __@ $45 $ _____qRegistration Guide Ad - _____ page ad $ _____qProgram Guide Ad -_____ page ad $ _____*tentative price for meals at time of pricingPRPS MembershipqPRPS Supporting Membership @ $190 $ _____qRenewal & New Member @ $190 $ _____qBuilding Fund Contribution (tax-deductible) $ _____

Sub-Total Due $ _____Total Amount Due $ _____Amount Enclosed $ _____(Minimum deposit of $100 per booth)Balance Due by January 13, 2012 $ _____Method of paymentq Check enclosed Check Number:____________Make check payable and mail with contract to:PRPS, 2131 Sandy Drive State College, PA 16803-2283q Bill credit card: __Visa __MC __AmEx __DiscoverCard #_______________________________Exp._______3-Digit Code on back of card: _________Signature________________________________________qCheck here if we should put the balance on this credit

card in January.

For PRPS Office UseDate Received: ________ Entered in Database: ______Amount Paid: ________ Authorization # (C.C.): ________ Amount Due: ________ Booth Assigned: ______Received Hold Harmless: ____ Packet Sent: _______Received COI: _________

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FuTuRE ConFEREnCES

MARCh 23-27, 2013hERShEy LoDgE

Checklist for Conference Participation

oCompleted and Mailed in Exhibit Contract

oCompleted and Mailed in Advertising Contract

Non-profit organizationU.S. Postage

PAIDState College, PA 16801

Permit 99

Pennsylvania Recreation & Park Society2131 Sandy DriveState College, PA 16803814-234-4272www.prps.org

Return Service Requested

Rules and Regulations Governing All Exhibits

Restrictions - The Society reserves the right to restrict exhibits which, because of noise, method of operation, or for any other reason become objectionable.Contract for Space - The signed contract and full payment constitutes the completed agreement for the right to use the space. In the event of fire, strike, or other circumstances beyond the control of the Society, the contract shall not be binding. The Society reserves the right to cancel any contract with any exhibitor at any time prior to or during the conference.Liability - The Pennsylvania Recreation and Park Society, Inc., its employees or conference committee will not be responsible for any injury, loss or damage that may occur to the exhibitor, nor to the exhibitor’s employees or property from any cause whatsoever, prior, during or subsequent to the period covered by the exhibit contract. This includes the period of storage prior to and following the conference. The exhibitor, on signing the contract, expressly releases the above-mentioned Society, individuals and committee from any and all claims for such loss, damage, or injury. To prevent loss, small or portable articles of value should be properly secured or removed after exposition hours and placed in safekeeping. Exhibitors will be required to complete a hold harmless form prior to the start of the conference.Use of Space - All demonstrations must be confined to the limits of the exhibit space. No exhibitors shall assign, sublet, or share the whole or any part of the space allotted without the knowledge and consent of the Society. Aisles must be clear. Advertising material of any description may be distributed only within the space assigned to the exhibitor presenting such material. Cancellations - Cancellations of an exhibit space contract agreement by the exhibitor must be received in writing thirty (30) days prior to the first day of the conference by the Society. Written notification must be sent to: PRPS, 2131 Sandy Drive, State College, PA 16803. A $50.00 handling fee will be deducted from the refund. Mail and personal delivery of the cancellation notice shall be deemed delivered on the day such notice is received at the PRPS Office.

2012 Exhibit Inform

ation