exhibitor manual: vape summit, houston 2016
DESCRIPTION
This is the Exhibitor Manual for The Vape Summit, Houston 2016 at the George R. Brown Convention Center on October 6-8, 2016TRANSCRIPT
THE VAPE SUMMITEXHIBITOR MANUALGeorge R. Brown Convention Center
October 6th - 8th 2016
Assigned Host:Phone:Email:
WeChat:WhatsApp:
| 2 Information subject to change. The Vape Summit, LLC reserves right to final authorization. © 2016 The Vape Summit, LLC, All Rights Reserved
| 2
TABLE OF CONTENTS
Important ContactsVenue InformationShow ScheduleRegistration/Admission PricingExhibition Space PricingInclusionsLaunch Pad PavilionConsultative Booth SelectionTravel & AccommodationsShipping Lead Time
34678910111213
• picture of show
Information subject to change. The Vape Summit, LLC reserves right to final authorization. © 2016 The Vape Summit, LLC, All Rights Reserved
3 | Packages subject to change. The Vape Summit, LLC reserves right to final authorization. © 2016 The Vape Summit, LLC, All Rights Reserved
SHEPARD EXPO (OFFICIAL CONTRACTOR)
SMARTCITY
ACT INSURANCE
VAPE SUMMIT EXHIBITOR TEAM
Phone: (832) 799-5700Email: [email protected]: www.shepardes.com
Phone: (888) 446-6911Email: [email protected]: www.smartcity.com
Phone: (888) 568-0548Email: [email protected]: www.actinsurance.com
Email: [email protected]: www.thevapesummit.com
IMPORTANT CONTACTS
| 4 Information subject to change. The Vape Summit, LLC reserves right to final authorization. © 2016 The Vape Summit, LLC, All Rights Reserved
VENUE INFORMATION
George R. Brown Convention Center1001 Avenida De Las Americas, Houston, TX 77010
www.houstonconventionctr.com
5 | Packages subject to change. The Vape Summit, LLC reserves right to final authorization. © 2016 The Vape Summit, LLC, All Rights Reserved
HALL A3 HALL B3
VENUE INFORMATION
| 6 Information subject to change. The Vape Summit, LLC reserves right to final authorization. © 2016 The Vape Summit, LLC, All Rights Reserved
SHOW SCHEDULE
Time
7:00 AM 7:00
3:00 PM 15:00
11:00 AM 11:00
7:00 PM 19:00
9:00 AM 9:00
5:00 PM 17:00
1:00 PM 13:00
9:00 PM 21:00
11:00 PM 23:00
8:00 AM 8:00
4:00 PM 16:00
12:00 PM 12:00
8:00 PM 20:00
10:00 AM 10:00
6:00 PM 18:00
2:00 PM 14:00
10:00 PM 22:00
12:00 AM 24:00
TimeTUES
OCT 4
THURS
OCT 6
SAT
OCT 8
WED
OCT 5
FRI
OCT 7
SUN
OCT 9
GeneralContractor
Setup
LOAD-OUTBegins7:30 PM
LOAD-OUT
LOAD IN
CustomBuilds/Booths20’x20’
Noon- 5:00 PM
LOAD INAll
Exhibitors
8:00 AM- 5:00 PM
WelcomeMixer Forum
5:30 PM- 7:00 PM B2B MIXER
6:30 PM- 9:00 PM
AdvocacyDinner
6:30 PM- 9:00 PM
B2B
Day 1
10:00 AM- 5:00 AM
B2B
Day 2
10:00 AM- 5:00 AM
VIP’s11:00 AM
OpenTo
Public
General Admission12:00 PM- 7:00 PM
7 | Packages subject to change. The Vape Summit, LLC reserves right to final authorization. © 2016 The Vape Summit, LLC, All Rights Reserved
REGISTRATION MATRIX
Qualified Buyer
Included per Registration Type:
Free* $10**
$15**
$20**
$10**
$15**
$20**
$79**
$99**
$120**
Free*
Free*
Early Bird Pricing (Ends June 20TH, 2016)
Advance/Online Pricing (Ends October 6TH, 2016)
Admission to Business to Business Day 1October 6TH, 2016; 10am to 5pm
Admission to Business to Business Day 2October 7TH, 2016; 10am to 5pm
Early Admission to Public DayOctober 8TH, 2016; 11am (one hour early)
Admission to Public DayOctober 8TH, 2016; 12pm to 7pm
Sponsored Buyers Tote Bag
Summus Publication/Event Guide
Limited Edition VS Drip Tip
Sponsored Consumer Bag
Limited Edition VS Unicorn Bottle
Limited Edition VS Lapel Pin
Limited Edition VS T-Shirt
Limited Edition VS Backpack
On-site/At the Door Pricing
*Buyer must complete a buyer profile and qualify as a decision maker with supporting documentation **Price does not include applicable processing and convenience fees which will be added at checkout
IndustryAffiliate
General Admission
VIP
X X
X X
X
XX X
X
X
X X
X
XX X X
X
XX X X
X
X
X
| 8 Information subject to change. The Vape Summit, LLC reserves right to final authorization. © 2016 The Vape Summit, LLC, All Rights Reserved
EXHIBITION SPACE PRICING
Exhibition Space will start at a base rate of: $23 USD per square foot
Exhibition Space rate will increase or decrease depending on premiums and/or discounts offered.**Discounted Launch Pad Pricing available for companies who qualify. See Launchpad Pavilion page for more details**
Premiums per square foot available:• +$1 per sqft. for Premium Red Carpet Placement• +$150 per corner • Discounts per square foot available:• -$1 per sqft. Early Bird Discount-DEADLINE June 20TH, 2016• -$1 per sqft. Booth Spaces 400 sqft (20’x20’) and larger• -$1 per sqft. Qualified Sponsorship Tier Discount
Example 1: Exhibitor requests 10’x10’ exhibition space, with one corner,at a base rate of $23 USD per square foot is $2,300.
$23 per square foot x 100 square feet= $2,300+$150 for One corner
= $2,450 Exhibition Fee
Example 2: Exhibitor completes agreement and makes payment before April 22ND, 2016, selects a booth size of 20’x20’ (400 square feet), and requests placement on Premium Red Carpet Aisle.
$23 base rate with the following premiums & deductions:+$1 per sqft. for Premium Red Carpet Placement-$1 per sqft. for Early Bird Discount-$1 per sqft. for Booth Spaces 400 sqft (20’x20’) and larger
$23+$1-$1-$1= $21 per square foot$22 per square foot x 400 square feet
= $8,800 Exhibition Fee
9 | Packages subject to change. The Vape Summit, LLC reserves right to final authorization. © 2016 The Vape Summit, LLC, All Rights Reserved
INCLUSIONS
Each 10’x10’ Linear space includes the following*:• One (1) 7” x 44” ID Sign (for identification only, exhibitor must provide their own
branding/signage for display)• One (1) Floor Marking & One (1) Floor sticker to identity location• One (1) 8’ Draped Table (Color of Drape is Black)• Two (2) Chairs• One (1) Wastebasket• Carpeted Flooring (Color of Carpet is Black) Only sponsored areas may select a different carpet color• Two (2) Dinners at Industry Dinner on Friday, October 7th. Dinners exceeding exhibitor need will be allocated to qualified buyers to encourage attendance at the Industry Dinner, where information vital to the Vape Industry will be discussed.
Not Included• Electricity/Power, Internet Connection, etc. may be purchased at exhibitor’s
expense via exclusive partners
Additional Services (paid separately by exhibitor)• Expo/Labor/Rigging: Shepard Expo You can find Shepard Expo on our Exhibitor Portal Online• Power/Electrical/Internet: Smart City Found in our Exhibitor Portal Online• Event Insurance: ACT Insurance Found in our Exhibitor Portal Online
*Items included are subject to change and availability
| 10 Information subject to change. The Vape Summit, LLC reserves right to final authorization. © 2016 The Vape Summit, LLC, All Rights Reserved
LAUNCH PAD PAVILION
In response to buyer feedback seeking the newest, up and coming companies, we created the Launch Pad Pavilion to hand pick the best new products and provide those companies the opportunity to showcase their brands with a LOWER COST, TURN-KEY option, in order to stimulate innovation and growth for companies who may currently have limited resources.
The Launch Pad Pavilion has helped catapult brands into top tier companies, and has made it easier for buyers to gain exclusive access to the next big things that the vape community will rave for. Furthermore, several sponsors participate in the area by providing significant contract purchases as prizes to award winning products selected during the show.
To qualify for this program each company must fall within the terms set forth by The Vape Summit listed below:
• Must be an appropriately licensed business• Brand/Company must not have been operating prior to September 14th, 2015• Utilizes compliant packaging and labels (child safe caps, etc.)• Does NOT have gross revenues exceeding $500,000 by Event Date • Does NOT infringe upon a known brand’s copyright• Does NOT market product to persons under the age of 18• Any exceptions to age of brand or gross revenue requirements must be approved by The Vape Summit
Launch Pad Exhibition Fee: $2,000• One (1) Table • Two (2) Chairs• One (1) Wastebasket• Electricity & WiFi Included • One (1) Dinner at Industry Dinner
on Friday, October 7th.
Launch Pad Exhibitors must:• Provide Logos and Design for
build out/signage• Product for Sampling Only
(No sales to consumers allowed)• Stay at Host Hotel
*Slam Cake Vapes, swept both awards from Giant Vapes and Premium Labs last year, winning distribution contracts and dramatically increasing their revenue as a result of the Launch Pad.
11 | Packages subject to change. The Vape Summit, LLC reserves right to final authorization. © 2016 The Vape Summit, LLC, All Rights Reserved
CONSULTATIVE BOOTH SELECTION PROCESS
In order to produce a high level of quality our brand has been recognized for, we employ a Consultative Booth Selection Process for determining where exhibitors are placed within the event. Utilized by top trade shows throughout all industries, a Consultative Booth Selection Process utilizes a guided selection order that takes into account feedback and other factors from each exhibitor in determining their exhibition space location, instead of allowing each exhibitor to select their own location from an already fixed layout. By doing so, we are able to strategically create the layout of the event, driving positive traffic flow and successful interactions for all participants. We take into account several factors, such as value and contributions an exhibitor is putting towards a show, the exhibition space sizes for each exhibitor, timeliness of payments, and other factors that encourage a positive and fair experience. To further clarify the manner by which exhibitors select their locations, we have illustrated our process as follows:
Booth Selection Dates:June 20TH, 2016: Sponsor SelectionsJune 27TH, 2016: Custom Booths/30x30 and larger spacesJuly 6TH, 2016: 20x20 or larger spacesJuly 11TH, 2016: 10x20 or larger spacesJuly 18TH, 2016: 10x10 spacesAugust 2ND, 2016: Open placement begins
Booth Selection Order
1. Sponsors are given first preference for space selection in order of descending sponsor-ship level (e.g. Presenting Sponsor, then Diamond Sponsors, then Platinum Sponsors, etc.) as their contributions play an integral part in producing the quality of the event.
2. Booth Space Sizes are the next metric by which an exhibitor’s opportunity to select their location is determined, prioritized in descending order of size from custom, larger booths down to 10’x10’ sizes.
3. Premium/Corner Spaces will then be assigned based on the additional premium paid for the space.
4. Finally, within each category as described above, the order of selection within each category is determined by the order the agreement and payment were received.
| 12 Information subject to change. The Vape Summit, LLC reserves right to final authorization. © 2016 The Vape Summit, LLC, All Rights Reserved
TRAVEL & ACCOMMODATIONS
Travel (Two Major Airports)
International/Domestic Travelers• Bush Intercontinental Airport (IAH)• 20 Miles from Downtown Houston
Domestic Travelers• William P Hobby Airport (HOU) [Southwest Airlines flies here]• 11 Miles from Downtown Houston
Accommodations
Housing Accommodations will be provided via our online Exhibitor Portal Online• Bush Intercontinental Airport (IAH)• 20 Miles from Downtown Houston
13 | Packages subject to change. The Vape Summit, LLC reserves right to final authorization. © 2016 The Vape Summit, LLC, All Rights Reserved
SHIPPING LEAD TIME
Freight
Common Carrier• Timeframe: Arranged in advance (30 days or more), delivery is not time sensitive.• Examples: Yellow Freight Lines, Central Global Express, Consolidated Freight ways,
Watkins Motor Lines
Van Line Shipments• Timeframe: Arranged in advance (30 days or more) when delivery dates are time
sensitive. Commonly used when consecutive events are booked “back to back” and need to be promptly transported to the next venue.
• Examples: United Van Lines, Mayflower Van Lines, North American Van Lines, Werner Exclusives
Air Freight• Timeframe: Less than 30 days notice -- shipments consist of crated or skidded
equipment only.• Examples: BAX, DHL, Emery Airfreight
Overnight Shipping• Timeframe: Less than one week. When shipments can be arranged in a very short
amount of time. Generally used for product in boxes/cartons, pop-up equipment, or small packages.
• Examples: Federal Express, UPS
Shipping Addresses and information is provided in the Shepard Expo Exhibitor Kit and available on Exhibitor Portal Online