2018 OKLAHOMA SAFETY & HEALTH CONFERENCE EXHIBITION ... · OKLAHOMA SAFETY & HEALTH CONFERENCE...

2018OKLAHOMA SAFETY & HEALTH CONFERENCE EXHIBITION OPPORTUNITIES

JULY 18-20 • TULSARENAISSANCE TULSA HOTEL & CONFERENCE CENTER

EXPOSITIONThe Expo Hall will be open Thursday and Friday, July 19-20. You will have the opportunity to install your exhibit display on Wednesday afternoon and early Thursday morning before the opening of the hall.

WHY EXHIBIT?Our conference is Oklahoma’s largest and ONLY gathering of safety and health profession-als. It is the perfect opportunity for you to showcase your innovative products and services to decision makers.

EXPECTED ATTENDANCEOver the past 3 years, our conference has attracted over 500 attendees over the course of the event. We expect numbers to be similar if not greater this year.

2 Oklahoma Safety & Health Conference & Expo • Invitation to Exhibit

EXHIBITOR PROSPECTUS2018 Oklahoma Safety & Health Conference & Expo

Conference Information

ATTENDEEDEMOGRAPHICS

A PICTURE OF WHO WILL RECEIVE YOUR COMPANY’S PRODUCTS & SERVICES WITH YOUR BOOTH!

TOP 5 Attendee Job Titles1. Safety Director/Coordinator2. Environmental Safety &

Health Manager3. Human Resources

Coordinator4. Production Supervisor/

Coordinator5. Maintenance Supervisor/

Coordinator

Attendance by Industry

Public Sector24% General

Industry14%

Oil & Gas15%

Manufacturing14%

Construction8%

Ins/AdjClaims

6%

Utilities6%

Other13%

July 18-20 • Renaissance Tulsa Hotel & Conference Center

Index

GENERAL INFORMATION ....................................................................................................................... 2

SCHEDULE ................................................................................................................................................... 4

SPONSORSHIP OPPORTUNITIES .......................................................................................................... 5

EXHIBITOR PACKAGE DETAILS ............................................................................................................... 6

EXHIBITOR CONTRACT ............................................................................................................................ 7

FLOOR PLAN ............................................................................................................................................ 8

SPONSORSHIPSs, LEAD RETRIEVAL & MOBILE APP ...................................................................... 9

TERMS & CONDITIONS ......................................................................................................................... 10-11

Oklahoma Safety & Health Conference & Expo • Invitation to Exhibit 3

Exhibit ContactRachel MeinkeMarketing & Business Development DirectorOklahoma Safety Council2400 S. Vermont Ave.Oklahoma City, OK 73108Phone: 405-848-8626Email: [email protected]: www.oksafety.org


Exhibitor Schedule*

Wednesday, July 18, 2018Pre-Conference Courses 8 am - 5 pm

Exhibitor Move-In Noon - 5 pmGolf Tournament 9am - 2 pm

Thursday, July 19, 2018Exhibitor Move-In 6 am - 7 amContinental Breakfast 7 am - 8:30 amExpo Hall Grand Opening (after Welcome & Keynote) 10 am - 11:45 am

Expo Hall Hours 10 am - 5 pmEducational Sessions 10:45 am - 11:45 am Exhibitor Networking Luncheon(Expo Hall will be locked for your security) 11:45 am - 1 pm

Educational Sessions 1 pm - 2 pm Full Conference Break in Expo Hall 2 pm - 2:30 pmEducational Sessions 2:30 pm - 3:30 pmFull Conference Break in Expo Hall 3:30 pm - 4 pmEducational Sessions 4 pm - 5 pmConference Reception 5 pm - 7 pm

Friday, July 20, 2018Continental Breakfast/Networking with Exhibitors

8 am - 9 am

Educational Sessions 9 am - 10 amFull Conference Break in Expo Hall 10 am - 10:20 amEducational Sessions 10:20 am - 11:20 amFull Conference Break in Expo Hall 11:20 am - 11:40 am Awards Luncheon 11:40 am - 1 pmClosing Remarks/Door Prize Drawings 1 pm - 1:15 pm Exhibitor Tear Down 1:15 pm - 5 pm

*Schedule subject to change.



Conference Sponsorship Events

Endless Possibilities!Not only can you highlight your products and services at your booth, you can also sponsor a specific event at the conference to increase brand visibility.

Opening KeynoteThursday, July 19, 2018Opening Session

Notable regional or national speaker with a back-ground in safety, motivation and leadership have been invite to speak.

Keynote sponsorships available starting at $5,000.

Breakfast SponsorsBecome the breakfast sponsor and all hungry morning attendees will see that you sponsored breakfast.

Lunch SponsorsBecome the exhibitor or awards luncheon sponsor and increase the visibility of your brand during lunch.

Health ScreeningAre you a company in the medical and health field? Host health screenings at your booth. A great way to boost traffic at your booth and increase brand aware-ness!

Conference ReceptionThursday, July 19, 20185:30 pm 5 pm - 7 pm

Sponsor the conference reception where attendees can network with their fellow safety and health professionals!

Break SponsorHelp keep minds fueled and focused all day by spon-soring the morning and afternoon breaks on Thursday and Friday.

5-Minute Massage SponsorSponsor one of the expo hall events that provides relax-ation Thursday afternoon.

Grand Prize DrawingsBefore the conclusion of the conference on Friday, we hold grand prize drawings. We pack the ballroom with almost every attendee. This is the perfect time to make an attendee’s day and increase your brand’s exposure.


By making the pledge to be a sponsor of the Oklahoma Safety and Health Conference, you are showing hundreds of others that you company believes in a safe workplace and safe employ-ees. It is also a great opportunity to showcase your products, services, program or organization to a target audience of safety, health and environmental professionals of all industries.


Exhibit Opportunities

Exhibitor Package IncludesBooth Materials:• 8’ deep x 10’ wide inside Expo Hall• Pipe, drape and identification sign• 8’ skirted table, two chairs and waste basket• Carpeted Expo Hall• 24-hour Expo Hall SecurityMarketing Support:• Post conference attendee list - if you pur-

chase the lead retrieval app option ($199)• Exhibitor description in the conference app• Extended networking hours at conference

reception• Exhibitor listed on conference websiteStaff Representatives Receive:Two (2) representatives allowed per booth• Up to two (2) lunches per booth for Thurs-

day and Friday.• Additional booth reps are $100 and addi-

tional lunches are $20 each.Booth AssignmentsBooth assignments will be made based on availability of when the date contract and full payment are received.

Booth Selection and Pricing:To receive your 2018 booth location, signed con-tracts with payment are due by June 1, 2018. Booth locations not secured by June 1, 2018 will be opened to the general public.

Booth Type PriceOSC Member Early Bird .....................................$680(if registered by May 1, 2018)OSC Member Regular Price ............................$780(registered after May 1, 2018)

Non Member Early Bird ......................................$825(if registered by May 1, 2018)Non Member Regular Price .............................$925(registered after May 1, 2018)

Additional Booth Services PriceDouble Booth Space .............................................$300Additional Booth Rep............................................$100Electricity ..........................................................................$100Wi-Fi ...................................................................................$50

Official Decorator & Furniture/DecorationsAn Expo & Displays Service Kit will be emailed to each exhibitor in May. The kit includes information on order-ing additional furniture and rental display units. Such additional items are rented by the exhibitor directly from our contractor, Event1, and not included in the exhibitor rental fee paid to the Oklahoma Safety Council.

6 Oklahoma Safety & Health Conference & Expo · Invitation to Exhibit


Exhibitor Contract Oklahoma Safety & Health Conference & ExpoJuly 18-20 • Renaissance Tulsa Hotel & Conference Center

1 CONTACT INFORMATION SERVICE KIT AND FOLLOW-UP INFORMATION WILL BE SENT TO THE FOLLOWING:

Company NameBooth Purchase Contact TitleAddressCity State ZipPhone Fax EmailWebsite

2 EXHIBIT SPACE RESERVATION

q Member Early Bird .................................... $680q Member Regular Price ........................... $780q Non Member Early Bird ........................ $825q Non Member Regular Price ............... $925

Booth Sub-Total $

Booth Placement Preference(See page 8-9 for Floor Plan)First Choice .......................................... (# )Second Choice .................................. (# )Third Choice ........................................ (# )Fourth Choice ..................................... (# )

3 VISIBILITY (SEE SPONSORSHIP DETAILS)Conference Program Guide: Mobile Sponsorsq App Featured Exhibitor ......................................................................................... $300q App Enhanced Listing ............................................................................................ $100

Additional Product Sponsor Opportunitiesq Bag Insert - $500

Speaker Book Ads (Book Dimensions: 5.5” x 8.5”)q Full Page Ad .................................................................................................................. $125q Half Page Ad ................................................................................................................ $100

Advertising Sub-Total $

4 ADDITIONAL SERVICESq Premium Booth - $75q Double Booth Space - $300

q Extra Booth Rep -$100q Electricity - $100

q Wi-Fi - $50q Lead Retrieval - $199

5 SPONSORSHIP (SEE SPONSORSHIP DETAILS)q Diamond - $10,000q Silver - $3,000

q Platinum - $5,000q Bronze - $2,000

q Gold - $4,000q Nickel - $500

q Friend of Safety - $100Sponsor Sub-Total $

Services Sub-Total $

6 PAYMENT INFORMATIONFull Payment MUST be Received BEFORE Booth Number(s) are AssignedSub-Totals from Sections Above:

2 Exhibit Space $345

Visibility $Services $

Sponsorship $GRAND TOTAL $

7 PAYMENT METHOD

q Check (payable to Oklahoma Safety Council)Credit Card: q Visa q Master Card q American ExpressCard Number:Exp. Date: Security Code:Cardholder’s Name:Signature:Amount charged:

8 ACCEPTANCE Exhibitor agrees to abide by the attached Terms &Conditions of the 2018 Expo Rules & Regulations

Name of Authorized Representative (print)Signature


Exhibit Hall Floor Plan

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Expo Entrance

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BallroomEvent Opening & Keynote AddressExhibitor & Awards Luncheons

= Premium Booth Additional $75

Booths: 8 ft x 10ft



Sponsorships | Mobile App

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Renaissance Tulsa Hotel & Convention Center

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"' 31 24 13 6

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Expo Entrance

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BallroomEvent Opening & Keynote AddressExhibitor & Awards Luncheons

= Premium Booth Additional $75

Booths: 8 ft x 10ft

BRONZE $2,000Includes items under Nickel Sponsorship, plus: » Exhibitors: Signage at your booth highlighting you as a sponsor» Your company will be listed as a sponsor in the conference’s

Program Book and Speaker Book

SILVER $3,000

» Company logo will be prominently displayed on the exhibithall entrance unit

» Company logo will be displayed on a rotating banner on theconference website

» Two complimentary registration to attend the conference(Value: $1040)

Includes items under Bronze Sponsorship, plus:

GOLD $4,000

» 1/2 page full-color acknowledgment space within conferenceattendee’s Speaker Book

» Recognition as sponsor in pre-conference email promotions» Three complimentary registration to attend the conference

(Value: $1560)

Includes items under Silver Sponsorship, plus:

PLATINUM $5,000

» Four complimentary registration to attend the conference(Value: $2075)

» Full page full-color acknowledgment space within conferenceattendee’s Speaker Book

SPONSORSHIP OPTIONS (PICK ONE)» Opening Keynote (July 19)» Thursday Breakfast (July 19)» Exhibitor Luncheon (July 19)» Friday Breakfast (July 20)» Awards Luncheon (July 20)

Includes items under Gold Sponsorship, plus:

DIAMOND $10,000

» Five complimentary registration to attend the conference(Value: $2595)

» Thursday Networking Reception (July 19th) Sponsor

Includes items under Platinum Sponsorship, plus:

NICKEL $500» Acknowledged as an Oklahoma company committed to safety

on the Conference Website with link to your web site» Company name displayed on conference signage» Company will be recognized during the opening session of the

conference on July 19

Mobile AppWe are pleased to announce we will have a mobile app available for our conference. The app will provide attendees with session schedules, exhibitor booth informa-tion and locations, networking capabilities, speaker biog-raphies and individual profiles. The mobile app will be available on the Apple and Android platforms.

There are mobile app sponsorship opportunities avail-able. Show the attendees that your company is techno-logically advance and attract business. The mobile app provides user feedback to show just how your effective your app sponsorship is!

Featured Exhibitor - $300

Draw attendees to your website with a rotating banner displayed n the app’s homepage. We can provide analyt-ics to you as to how many attendees visited your website.

Enhanced Listing - $100

An enhanced listing allows you to describe your company in greater detail - allowing you to provide attendees with more information about the product and services you offer. You can upload image and documents to your listing as well!




Exhibitor Rules & RegulationsEXHIBITOR TERMS AND CONDITIONS . . Oklahoma Safety Council has the right to make rules and regulations or changes in arrangements as necessary, and to amend as needed. Oklahoma Safety Council shall have the final determination and enforcement of all rules, regulations, cond1t1ons and floor plan.

COMPLIANCE Each exhibitor agrees to be responsible for regulations pertaining to health, fire prevention and public safety while participating in the Exhibition. All exhibits must comply with the laws and regulations of the city and state in which the exhibit is held. The person whose signature appears on the Exhibitor Application Form agrees to inform all on-site booth personnel and Exhibitor Appointed Contractors of the show guidelines.

The Oklahoma Safety Council may cancel without refund any exhibit space for noncompliance with the terms, conditions and regulations of this contract or for nonpayment of rent. Further, the Oklahoma Safety Council reserves the right to not assign exhibit space to the Exhibitor and, thereby, terminate any obligation of the Exhibitor and the Oklahoma Safety Council under this contract, in which case, the Oklahoma Safety Council will so notify the Exhibitor and refund any payments made by the Exhibitor under this contract.

INSURANCE Exhibitor agrees to maintain insurance that will fully protect Oklahoma Safety Council, Renaissance Tulsa Hotel & Conference Center and Event One Productions from any and all claims of any nature whatsoever, including claims under worker's compensation, and for personal injury, including death, which may arise in connection with the installation, operation or dismantling of the exhibitor's display, Exhibitor agrees to indemnify and hold harmless Oklahoma Safety Council, Renaissance Tulsa Hotel & Conference Center and Event One Productions from any such claims.

EVENT CANCELLATION Oklahoma Safety Council will not be liable for failure to hold the exhibition as scheduled. Payments for exhibit space will be refunded in that event. Any actual exp�nses incurred in connection with the Exhibition will be deducted if the Exhibition is canceled ninety

(90) days or less prior to the opening date because of fire, or any act of God, or the public enemy, or strike, or epidemic or any law, or regulation, or public authority, which makes it impossible or impractical to hold the Exhibition.

INDEMNITY The Exhibitor assumes all responsibility for any and all loss, theft or damage to Exhibitor's displays, equipment and other property while on the Renaissance Tulsa Hotel & Conference Center premises, and hereby waives any claim or demand it may have against the Renaissance Tulsa Hotel & Conference Center or its affiliates arising from such loss, theft or damage. In addition, the Exhibitor agrees to defend (if requested), indemnify and hold harmless the Oklahoma Safety Council and the Renaissance Tulsa Hotel & Conference Center and their respective parents, subsidiary and other related or affiliated companies from and against any liabilities, obligations, claims, damages, suits, costs and expenses including, without limitation, attorneys' fees and costs arising from or in connection with the Exhibitor's occupancy and use of the Exhibition premises or any part thereof

b1t1o n . premises or any part thereof or bi

or any negligent act, error or omission of the Exhibitor or its employees, subcontractors or agents.

BOOTH ELIGIBILITY Booth space will be offered first to Sponsors, and then assigned in the order applications are received. Oklahoma Safety Council shall have the sole right to determine the eligibility of exhibits, including, but not limited to: Companies, products, systems, services, booth graphics, printed matter distributed at the conference, souvenirs, giveaways, costumes and booth personnel attire, and all other exhibition features and activities.

BOOTH PAYMENT Application must be accompanied with full payment.

BOOTH CANCELLATION Cancellation of space must be submitted in writing. Exhibitors, who cancel on or before June 18, 2018, will receive a refund, less a $300 service charge. Cancellations received after June 18, 2018, will receive a refund equal to one-half of the registration fee. Exhibitor canceling after June 29, 2018 is obligated and agrees to pay the total cost of the assigned booth space. Oklahoma Safety Council reserves the right to resell any booth space canceled by an exhibitor.

USE OF SPACE No Exhibitor may assign, sublet or apportion his or her space in whole or in part, nor exhibit any products or services other than those manufactured or handled in the normal course of his business, nor permit any agent or any exhibiting firm to solicit business in his or her space. Distribution of advertising materials is limited to the area of each exhibit Space.

RELOCATION OF EXHIBITS The Oklahoma Safety Council reserves the right to alter locations of Exhibitors or of booths as shown on the official floor pion at its sole discretion, if deemed advisable in the best interests of the show.

EARLY MOVEOUT Exhibitor agrees not to dismantle the exhibit or do any packaging before the close of the show. Violations will result in exclusion from future Oklahoma Safety Council Exhibitions.

OFFICIAL SERVICE CONTRACTOR Event One Productions is the official service contractor of the 2018 Oklahoma Safety & Health Conference. Event One will provide you with extra tables, furniture, etc. for your booth. Your service kit will be emailed to your booth purchase contract in late May.

ADMISSION OF EXHIBITORS / ATTENDEES / GUESTS Oklahoma Safety Council requires a conference badge for everyone who enters the Exhibition Hall. Security will enforce this requirement during move-in, show hours and move-out.

EXHIBITOR-HOSTED EVENTS Any type of hospitality suite or event or private function scheduled by an exhibitor or sponsor, held either on site at the Renaissance Tulsa or any other venue, may not begin until the conference and exhibition has closed officially for that day and shall not conflict with any other conference activity, Sponsored hospitality suites must discontinue food, drink and/or entertainment at 10 pm. when held in sleeping room areas of the hotels in the Oklahoma Safety Council Housing Block. Any violations may result in exclusion from future Oklahoma Safety Council exhibitions and speaking opportunities of the company's employees.

DEMOS AND ENTERTAINMENT Exhibitors using costumed persons or models as part of the exhibit agree that such personnel's appearance and dress are not offensive. Any type of entertainment must be confined to the booth area and will not be allowed in the aisles. Live animals are prohibited, with the exception of guide and service animals.

FOOD/BEVERAGE DISPENSING • Food and/or beverages purchased outside

of the Renaissance Tulsa may not be brought into or consumed within the Renaissance Tulsa.

• Renaissance Tulsa Hotel & Conference Centers is solely licensed to sell and/ordispense alcoholic beverages. RenaissanceTulsa enforces Oklahoma Laws.

NOISE & LIGHTING Amplified music or vocal presentations are permitted if not audible in neighboring booths including those on either side, back-to-back or across the aisle. Blinking or flashing lights that are distracting to neighboring exhibitors on either side, behind the booth or across the aisle are not allowed. No exceptions will be allowed. Show management shall exercise



Exhibitor Rules & Regulationstotal control of this regulation and will ask that the exhibitor discontinue the distraction if objectionable to neighboring booths.

LITERATURE DISTRIBUTION Canvassing in any part of Renaissance Tulsa Hotel & Conference Center outside of your exhibit space or of the hotel in the Oklahoma Safety Council Housing Block is strictly prohibited. Any person doing so will be requested to discontinue canvassing immediately. Circulars, catalogs, magazines, invitations, folders and signs may be displayed or distributed only in the exhibitor's booth and must be related strictly to the approved products and/or services on display.

IN-BOOTH SALES Selling of any products from the booth is not permitted.

BOOTH REGULATIONS, BOOTH DESIGN & CONSTRUCTION • Standard booth height is 8 feet • Each exhibitor must have a "fair" sight line

from the aisle - regardless of the size of the exhibit.

• Unfinished portions of a booth are to be draped at the exhibitor's expense.

• Equipment, such as monitors, etc., over 4 feet high and within 10 feet of another booth will be placed in the back 5 feet of the booth.

• All booths must accommodate and be accessible and in compliance with the Americans with Disabilities Act.

• All electrical equipment must be in good operable condition and able to pass inspection.

• No fixture or equipment will be placed where it will block the sight of another exhibitor unless mutually agreed upon by the exhibiting companies on-site contacts.

• Booth space must be left in the same condition as it was at the time of occupancy. Any material left in the booth that requires additional cleaning or large amounts of materials removed will be billed to the exhibitor.

• Aisles and exits shall be kept clean and free of obstructions.

• Nothing may be stored behind booths. Empty packing containers, wrapping or display materials must be removed from the exhibit hall.

• Only non-combustible materials or fireretardant wood may be used for exhibit scenery and props.

• All curtains, drapes, carpet, carpet padding and decorative materials supplied by the exhibitor must be flame-retardant or sprayed with a flame-retardant.

• Nothing may be taped, tacked, nailed or in any way affixed to any interior or exterior surface of the Renaissance Tulsa Hotel &Conference center.

• Glitter and adhesive-backed decals are strictly prohibited.

• Exhibitors are responsible for removal of booth-marking tape, carpet tape and tape residue left on floors. Exhibitor accepts all labor and material charges for lack of proper removal.

• Oklahoma Safety Council inspects all exhibits to ensure compliance.

FIRE CODE • Prohibited: open flame lighting devices,

flammable liquids, propane and butane or liquefied petroleum gas.

• A certificate of fire retardation must be on hand within an exhibit as proof of any flameretardant treatment.

• Fire regulations require all display material used for decoration to be made of flame retardant or non-combustible materials.

NAME BADGE REQUIREMENTEvery person must wear a badge to enter the Exhibit Hall and while on the show floor. Temporary badges will be issued to individuals assisting during move-in, move-out or before orafter show hours.

ELECTRICAL SERVICESAll connections to the electrical circuits in the Renaissance Tulsa and Conference Center must be made through Oklahoma Safety Council. Fees for electrical services are located within the exhibitor kit.

DRAWINGS & PRIZES Any Exhibitor conducting a drawing or offering prizes is responsible for complying with state law regulating and prohibiting lotteries and gambling. Nothing in this contract permits the use of exhibit space to conduct any illegal lottery or other prohibited gambling. The Exhibitor agrees to indemnify and hold harmless the Oklahoma Safety Council. its officers, agents and employees from and against any and all charges, claims, demands, suits, proceedings, actions or prosecutions alleging violations of any law or liability for penalties, forfeitures, fines, losses, damages, expenses, costs and disbursements, including reasonable attorneys' fees, for any other relief and for attorneys' fees and expenses incurred by the Oklahoma Safety Council, sustained as the result of the Exhibitor's conduct of any drawing or offering a prize.

SMOKING RESTRICTIONS The Renaissance Tulsa Hotel & Conference Center is a tobacco-free building. Smoking is prohibited in the Hotel and Conference Center at all times.

SECURITY Perimeter security coverage of the exhibit hall will be furnished from move-in and through move-out of the exhibition. Exhibitors are responsible for the security of their booth and for any loss or damage to their property at all times. Oklahoma Safety Council, Renaissance Tulsa Hotel & Conference Center and Event One Productions are not liable for any loss or damage of materials. Should any loss occur, report the incident to Security immediately. Oklahoma Safety Council, the facility management, or any officers or staff members will not be responsible for the safety or the property of the participants from theft, damage by fire, accident or other causes.

Wisconsin Safety & Health Conference and Expo • Invitation to Exhibit

2400 South Vermont Ave.Oklahoma City, OK 73108

SHOW YOUR COMMITMENT TO SAFETY IN OKLAHOMA!

2018 Oklahoma Safety & Health Conference Exhibition Information Inside!

2018

Oklahoma Safety & Health ConferenceJuly 18-20 • Tulsa, OklahomaEducation July 18-20 • Expo July 19-20

INVITATION TO EXHIBIT

2018 OKLAHOMA SAFETY & HEALTH CONFERENCE EXHIBITION ... · OKLAHOMA SAFETY & HEALTH CONFERENCE...

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