Dear Potential Exhibitor,
The Advisory Board for the 22nd Annual Mental Health in Corrections Conference (MHCC) cordially invites you to exhibit at this year’s conference “Upsetting the Status Quo: New Perspectives on Corrections, Re-Entry, Recidivism” being held in Springfield, MO on April 10-12, 2014.
There are three options to educate attendees about your services and products:
1) Exhibitor booth space,
2) Sponsorship of meal or breaks, and
3) Advertisement options. Please review the attached informational page for the perfect promotional opportunity for your organization.
The MHCC is presented by The School of Professional Psychology at Forest Institute and Burrell Behavioral Health in Springfield, Missouri along with an Advisory Board consisting of members throughout the U.S. and Canada. Average attendance is approximately 200 participants including psychologists, psychiatrists, social workers, administrators, medical doctors, lawyers, mental health practitioners, substance abuse treatment professionals, registered nurses, counselors, chaplains and numerous others who have involvement and interest in corrections.
All exhibit and advertisement options will be spotlighted in the MHCC weekly E-Newsletter, MHCC website, conference materials, and recognition during the event!
Exhibitors are provided with one complimentary registration to attend the conference with a significant discount for additional exhibitor attendees (limit two at discounted rate). General booth set-up includes (1) 6’x30 inch skirted table, (2) chairs and (1) wastebasket. Electricity is extra and requires advance notice.
We sincerely hope you can join us in Springfield because our attendees rely on your company’s services and supplies. If you have any questions or need additional information, please contact Johnelle Ethridge at (417) 761-5025, or firstname.lastname@example.org. Additional exhibitor information and online registration is available at www.burrellcenter.com/conferences.
Jennifer L. Baker PsyD LMFT
MHCC Conference Director
Exhibitor Coordinator: email@example.com
1. Meeting Sponsorship and Management
These meetings are produced by and are the property of the Mental Health in Corrections Conference hereinafter referred to as MHCC. MHCC will provide all meeting management functions and establish all meeting policies. Each prospective exhibitor is required to sign the Application for space. By doing so, he/she subscribes to the Rules and Regulations, which are a part of the Application.
2. Space Allowance, Selection Procedure & Right of Refusal
Space will be assigned on a first come basis, based on when the payment or purchase order is received. Forest Institute/Burrell Behavioral Health/MHCC reserves the right to refuse any potential organization deemed not suited for the MHCC program and its attendees.
3. Cancellation or Withdrawal
An exhibitor may cancel or withdraw from the show subject to the following conditions: (a) The exhibitor shall give MHCC notice in writing of his intention to cancel or withdraw from the show. See exhibitor informational page for cancellation reimbursement dates. In the event of cancellation, MHCC shall have the right to use said space for its own convenience including selling the space to another exhibitor, without any rebate or allowance to the cancelled exhibitor. MHCC assumes no responsibility for having included the name of the cancelled exhibitor or description of his products in programs, news releases, or other materials.
4. Default of Occupancy
Any exhibitor failing to occupy by 8:00 a.m., the first full day of the meeting, space contracted for but not cancelled is obligated to pay the full cost of such space. In that event, MHCC shall have the right to use said space for its own convenience including selling the space to another exhibitor, without any rebate or allowance to the cancelled exhibitor. MHCC assumes no responsibility for having included the name of the cancelled exhibitor or description of his products in programs, new releases, or other materials.
5. Building Occupancy
In case the premises shall be destroyed or damaged, or if the meeting fails to take place as scheduled or is interrupted and/or discontinued or access to the premises is prevented or interfered with by reasons of strike, lockout, injunction, act of war, act of God, emergency declared by any governmental agency or by MHCC, or for any other reason, this contract may be terminated by MHCC. In the event of such termination, the exhibitor waives any and all damages and claims for damages and agrees that the sole liability of MHCC shall be to return to each exhibitor his space payments less his prorated share of all costs and expenses incurred and committed by MHCC.
6. Exhibit Arrangement
All exhibitors shall arrange their displays so they utilize only the area contracted for and in such manner as to recognize the right of other exhibitors and show visitors and to conform to the overall pattern developed by MHCC. An exhibitor is responsible for keeping his area neat. All materials shall be fire-resistant. Exhibitors shall provide storage within their area. A representative of the exhibiting company must be in the exhibit area at all times during breaks and any time when attendees are not in session. Displays can be shipped to conference location and arrive no more than 3 days prior to the event: to University Plaza Hotel; Attn: Exhibitor Representative ; Re: Burrell/MHCC; 333 John Q. Hammons Parkway ; Springfield, MO 65806.
7. Delivery and Removal During Meeting
Under no circumstances will the delivery or removal of any portion of an exhibit be permitted during the meeting without permission first being secured in writing from MHCC.
8. Safety, Fire and Health
The exhibitor must comply with safety, fire and health ordinances regarding installation and operation of equipment. All displays, exhibit materials, and equipment must be reasonably located and protected by safety guards and fireproofing to prevent fire hazards and accidents.
9. Care of Building
No exhibitor may allow an article to be brought into nor permit any act to be done that would increase the premiums or void policies of insurance held by MHCC. No exhibitor may permit any act by its employees by which the premises shall in any manner be marred or defaced. Exhibitor must surrender the space occupied by him or her in the same condition as at the commencement of occupancy. Any damages done to the premises by the exhibitor shall be made good to MHCC or to the conference location as their interest may appear.
10. Exhibitor Badges
MHCC will provide badges. Badges must be worn during Exhibit Hours and will be required by attendees for admittance to the Exhibits.
MHCC shall not be responsible for loss or damage to exhibitors’ display and other property. It is the responsibility of individual exhibitors to insure their own property against fire, theft, or other casualties or loss during mailing. In addition, exhibitors are required to indemnify and hold harmless MHCC and its officers, members, and management companies from any and all claims, liability, and expenses arising out of personal injury or property damage caused by exhibitors, exhibit hall, exhibit space and exhibit personnel. Also, each exhibitor must fulfill any other MHCC and/or convention facility’s requirements for assumption of liability indemnification and insurance.
All matters and questions not covered by the Contract, Rules and Regulations, are subject to the decisions of MHCC. The Contract, Rules and Regulations may be amended at any time by MHCC, and all amendments or additions that may be so made shall be equally binding on all parties affected as the original Contract, Rules and Regulations.
13. Hospitality Suites and Meetings
Exhibitors’ Hospitality Suites and Meetings shall not conflict with any scheduled symposium event. Exhibitor Hospitality Suites must be approved in advance by MHCC.
Reservations: Exhibitor space will be assigned on a first-come, first-served basis. MHCC reserves the right to reject an Exhibitor Application if the product or service is determined inappropriate or inconsistent with the objectives of the MHCC.
Application deadline: March 15, 2014
Make checks payable to: Burrell Behavioral Health. Credit card payments can be made online or by phone (417)761-5025.
Mail to: Johnelle Ethridge, Exhibit Coordinator
Burrell Behavioral Health
1300 Bradford Parkway
Springfield, MO 65804
Cancellations: Cancellations made in writing before March 21, 2014 will receive a full refund. No refunds will be issued for cancellations made after March 21, 2014.
The official host hotel for the 2014 MHCC Conference is The University Plaza Hotel; 417/864-7333; www.upspringfield.com/home.aspx. A block of rooms are on reserve at a discounted rate ($89 for a standard room) to those who call early for reservations. Please notify the hotel that you are with the MHCC when making your reservation. Please call early for reservations as rooms sell out quickly.