| Being an Exhibitor or Sponsor at the conference this year offers you a unique and rare opportunity to be visible and interact with the three communities of Ayurvedic, Yoga and Jyotish together at one time in one venue.
Tax Forms for Exhibitors Selling Products
Below are 3 pdf documents which apply to any of the sponsors or exhibitors who will be selling products at their booths. One is the actual application, one is the rate table with the city highlighted (Rosemont - Cook County) where the Hotel is located, and the third is a page from the www.tax.illinois.gov website which answers the question about the requirement for sales tax. For any additional questions, exhibitors should visit the website www.tax.illinois.gov or contact them directly at 1 800 732-8866.
REG-1 Illinios Business Registration Application.
Illinois Sales Tax for Rosemont (Cook).
Requirement for sales tax information.
Extended Sponsor Benefits (PDF)
As a sponsor, this year you can look forward to even more benefits. Now when you become a sponsor for the NAMA conference, you not only receive the regular conference benefits, you also receive the extended benefits which continue throughout the remaining year until the next NAMA conference – a full year of continuous and repeated promotional exposure to a population that is already highly interested in the types of products and services you offer. This makes your sponsorship even more valuable without any added cost to you! To learn more go to Sponsor Benefits.
Program Guide Listing
As an exhibitor or sponsor, you will have your name listed in the Program Guide along with a brief description of your products and services. You may reserve a booth at any time, but to be included in the Program Guide, you will need to complete your booth reservations, make full payment, and submit your 42-word (max) description of your products and services by May 30.
Exhibitor Space
There is space for approximately 34 exhibitors this year. To be an exhibitor in this conference, don’t wait to reserve a space, act now. Last year all exhibitor space was sold out well in advance. By the time the conference started, there was a waiting list of fifteen exhibitors.
Sponsor and Exhibitor booth spaces will be reserved only with full payment on a first come first served basis. Final booth locations are determined based the date the reservation with full payment was received, and your top three preferences for your booth location. Earliest dates receive first preferences. Sponsor booths receive priority over General Exhibitors. Booth layout floor plan PDF.
Reserve Booth Space
To reserve booth space go to the Sponsor Exhibitor Advertiser Reservation Form.PDF
Advertising Space
Advertising space is also available in the Program Guide. For details scroll down to the advertising page.
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| SPONSOR BENEFITS (PDF download ) |
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| PLATINUM SPONSOR -$7,500 |
Prominent Special Location in Exhibitors Hall; Prime visibility in high traffic location
AND Double Booth, 8' x 16 |
$1,500 |
| Organization Banner (1) 4' x 6' (max size) on the back of the main stage |
$1,000 |
| Prominent acknowledgement with descriptive text in the Program Guide, in all advertisements, on the NAMA website; and general Conference announcements at all General sessions |
$1,000 |
| Full page 4-color ad in the Program Guide inside cover or centerfold, available to all attendees and placed in numerous locations throughout the country as part of our marketing |
$1,200 |
| Platinum sponsor recognition with logo and name on all mailings |
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| Opportunity to address the full Conference for 5 minutes on Opening Night at the NAMA Annual meeting and again at the Dinner Banquet before the Saturday night Keynote address |
$ 400 |
| 4 Full Conference Passes including all 5 meals, keynotes and entertainment |
$2,400 |
| Continuing Benefits for the Year |
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| Inclusion in our increased marketing campaign surrounding the conference, including full-page ads in the national magazine Yoga Plus, as well as ads in Yoga Chicago, LA YOGA and Light on Ayurveda. These ads typically run from March through October. Platinum sponsor logos will be on these ads |
$3,000 |
A link with logo on the NAMA website and the 2008 conference website to the sponsor website
homepage. |
$ 200 |
| Flyer sent out with each new member confirmation letter: Flyer includes: large logo, name, ad (max 24 words) phone and website |
$ 50 |
A complementary organizational membership with all applicable general membership benefits and limitations* to that membership. Organizational membership types include:
Discounts – applies to one member from the organization
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Corporate/Company – You may designate one representative from your organization to participate in a forum for discussion and coordination to support the growth of Ayurveda in the U.S. (May be held at annual conference) |
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Educational – You may designate one representative from your school to participate in a school
forum which will discuss and advise the board relevant to issues related to education. (May be
held at annual conference) |
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Affiliate – You may designate one representative from your organization to participate in a forum for
discussion and coordination to support the growth of Ayurveda in the U.S. (May be held at annual
conference) |
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Voting membership – one vote per member organization |
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Discounts – applies to one member from the organization |
| $ 250 |
Package Value $11,000 |
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Link to top
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*(Only individuals may serve on the board of directors, organizations may not be represented)
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| GENERAL EXHIBITOR BOOTH - $600 |
| Location in General Exhibitors Hall |
$ 600 |
| Single Booth, 8’ x 10’ |
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| Listed in Program guide as a vendor |
included |
| Name in Program guide available to all attendees and placed in numerous locations throughout the country as part of our advertising |
included |
(9) tickets to conference breakout sessions and (1) ticket to the Saturday night Banquet and
Entertainment |
included |
Package Value $600.00 |
| Option: Exhibitors may purchase a ticket for the other four conference meals for $125. |
$125 |
Package Value with additional four meals $725.00 |
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| Link to top |
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| CONFERENCE GUIDE ADVERTISING SPECS |
Full Page: $1200
Live Area 7.75”W x 10.25”H
Trim 8.5”W x 11”H
Bleed 8.75”W x 11.25”H
1/2 Page Horizontal: $700
7.75”W x 5”H
1/2 Page Vertical: $700
3.75”W x 10.25”H
1/4 Page: $350
3.75”W x 5”H
1/8 Page: $200
3.75”W x 2.5”H |
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ACCEPTED FILES
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Adobe PDF files created CMYK with hi-resolution print optimized format; all images and fonts embedded. |
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Adobe Indesign files with all images included and fonts converted to outline. |
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Adobe Photoshop EPS, TIFF or JPG files, CMYK, 300dpi at 100%. |
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All ads should be CMYK |
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| Files should be emailed to Laura Humphreys at lhumphreys@ayurveda.com or mailed on disc to: |
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Laura Humphreys
PO Box 23446
Albuquerque, NM 87192
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FTP instructions are available by request. Please email Felicia directly for more information or questions about file formats or ad submissions. |
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| EXHIBITOR BOOTH FLOOR PLANS |
| Exhibitor Booths Floor Plan Layout (PDF) |
Link to top
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| GENERAL INFORMATION (PDF download ) |
CONFERENCE LOCATION
The 6th Annual NAMA Conference will be held at The Westin O’Hare Hotel. Exhibit Hall, 6100 River Road,
Rosemont, IL 60018. For additional information visit www.westinohare.com
PAYMENTS
Payments for booths and advertising must be paid in full at the time the booth is reserved, or the advertisement is
placed.
SCHEDULE OF EVENTS
Download PDF
EXHIBITOR MOVE-IN
Thursday, October 16 -- 4:00 pm – 6:00 pm
All exhibitors must be moved in by midnight unless prior arrangements have been made. Let us know if you have
any special move-in needs. The back entrance/dock is for loading and unloading only. Please move your vehicles
as soon as you unload your materials.
Any booth not occupied as of 9:00 am on Friday, October 16, will be considered cancelled and may be re-rented
by NAMA, without compensation to Exhibitor, unless exhibitor has had prior approval from the NAMA conference
team.
EXHIBITOR MOVE-OUT
Sunday, October 19 -- 3:00 pm – 6:00 pm
The conference closes Sunday at 3 pm. As soon as all attendees have left the building, you may begin to moveout.
Please do not attempt to move out while there are still attendees on the floor. Any injury or damage caused
by your attempt to move-out early will pose a liability to your company. All items must be removed from the
building by 6 pm. Only hand carried items should be taken in and out of the main front entrance. All loading
should be done through the rear doors. We appreciate your cooperation in this matter.
After this time, NAMA, has the authority to remove and dispose of Exhibitor’s property that is not removed from
the Hotel premises, and Exhibitor agrees to pay the cost incurred by NAMA, in connection with such removal and
disposal.
CLEAN-UP
At move-in and move-out, exhibitor agrees to clean up and deposit in waste-baskets all trash including, but not
limited to boxes, paper, plastic wrap and Styrofoam peanuts so that the area may be vacuumed. Exhibitor agrees
to pay a cleaning fee if their booth is left with trash.
LOCATION OF EXHIBIT BOOTH
All measurements and exhibit space layouts conference on the floor plan are as accurate as possible. Conference
Management reserves the right to make modifications and change exhibit space assignments as may be
necessary; and to adjust the floor plan at anytime to meet the needs of safety requirements, sponsors, exhibitors,
exhibits and traffic flow. Each 8’ x 10’ exhibit booth will be equipped with one (1) 8’ draped and skirted table and
two (2) chairs.
EXHIBITOR BADGES
Each exhibitor will receive two (2) name badges per booth. Badges may be picked up at the NAMA Registration
Desk on the day of set-up. Additional badges may be requested in advance. Replacements for lost badges can be
requested at the registration desk at the conference. Exhibitor badges are valid for all three (3) days of the
conference. To maintain conference security, we ask that you wear your exhibitor badge at all times.
The Exhibitor badges provide privileges only to the Exhibitor floor and do not entitle the bearer to enter breakout
sessions, meals or banquets. Separate tickets will be provided to exhibitors to attend sessions. Meals may be
purchased for an additional cost.
SPECIAL SERVICES
Exhibitors are responsible for their own electrical needs. Electrical service must be ordered through the Westin
Hotel prior to the conference. Please contact the hotel directly to arrange special services.
ELECTRICAL SERVICE ORDER FORM. (PDF download )
The Westin O’Hare offers EVED Services as their Catering and Convention Services partner. EVED provides
additional products and services not provided by the hotel that may be important to your exhibit. For more
information on their services email eauge@eved.com or call direct to 847-698-6000 x 1436. For your
convenience, most contracted services can be billed onto your account.
EXHIBITOR BANNERS
Exhibitor banners must be hung from the ceiling in the foyer. The hotel must hang the banners and there is a $90
charge to have them hung.
PARKING
Group is subject to the prevailing rates at the time of event. You are responsible for your own charges. Rates are:
$15 per day. $20 overnight, $27 valet.
SECURITY
Security is provided from 10 PM – 6 AM Thursday, Friday and Saturday nights. Neither NAMA nor the Westin
Hotel is responsible for theft. We recommend that you not leave valuable items in your booth overnight. If you
experience a theft, please contact Conference Management as soon as possible.
Fire and theft Insurance, if desired, must be taken out by the Exhibitor at his own expense. Exhibitor shall be
responsible for insuring any property brought on the Westin O’Hare premises. NAMA, shall not be required to
furnish content insurance for Exhibitor’s property, or for any other person brought on the Hotel premises in
conjunction with NAMA.
SMOKING RESTRICTIONS
Smoking is prohibited in all areas of the Hotel premises.
ANIMALS
Exhibitors shall not allow any animals on the Westin O’Hare premises without the prior written consent of NAMA
BOOTH CANCELLATION
Booth rentals cancelled after August 18, 2008 will receive a 50% refund payable after the conference (by October 31), if the booth can be rented to another exhibitor in time for the conference.
OTHER
Any matter not specifically covered shall be subject solely to the decision of NAMA. |
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| Link to top |
SHOW REGULATIONS
PLEASE ENSURE YOUR BOOTH STAFF HAS THIS INFORMATION.
| 1. |
A representative must staff your exhibit booth- throughout show hours. Please arrive no later than 30
minutes prior to the opening of the show. |
| 2. |
Please ensure your booth is staffed at all times. Upon request, volunteers may be available to fill in gaps for no longer than 30 min. |
| 3. |
Microphones, music or VCRs used in your booth must not interfere with your neighbors. Sound equipment
may not project sound beyond the confines of the booth area. Provide headphones as appropriate. |
| 4. |
Event Management Team reserves the right to request exhibitors to turn down their audio equipment if they feel necessary. |
| 5. |
Exhibit space must be large enough to contain a reasonable audience if demonstrations are planned. The
aisles cannot be blocked. |
| 6. |
Promotional materials may be distributed only in the exhibitor's booth and must directly relate to the exhibit. |
| 7. |
Books and CDs may be sold only through Nataraj Books. |
| 8. |
Shows or demonstrations using services of a non-exhibiting company must have prior written approval from the Chicago conference team. |
| 9. |
All exposed parts of displays must be finished so they do not present an unsightly appearance when viewed from adjoining booths or aisles. Side walls taller than the 3' side drape of exhibit booths may not come out past 5' from the back drape (see diagram) |
| 10. |
Exhibitors may not share booth space without the prior written approval of the Event Management Team. |
| 11. |
Boxes must be stored out of sight. |
| 12. |
Helium balloons may be used when they are permanently affixed to the physical booth display. Helium tanks must be stored in an approved stand. |
| 13. |
Fire regulations prohibit the use of an open flame, including candles. Booth decorations must be flame proof and electrical wiring and displays must conform to the National Electrical Code safety rules. Exhibitors shall not bring any flammable liquids, gasoline, fuels, oils, machinery, or smoking materials onto the hotel premises. Also no open flames, lighted candles or lighted incense/sage sticks are allowed. |
| 14. |
No LP gas, bottled gas or bottled gas tanks are permitted in the building. |
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PACKAGE HANDLING
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All boxes must be labeled with group name (NAMA), date of program (Oct 16-19), group on-site contact
(Exhibitor Contact Person) as well as the Westin Catering or Convention Service Representative (To Be
Announced) in charge of your meeting/group. (See details below under “Labeling”.) |
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The hotel cannot assume responsibility for storage of boxes received more than (3) days prior to the
scheduled meeting/program (October 13). |
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After your event, any boxes to be shipped out of the hotel must be properly packaged and labeled with
shipping address, return address and method of payment on your departure date. |
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The hotel is not responsible for packing or for supplying any packing materials. Any materials left behind
without shipping instructions will be discarded within three business days. |
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Meeting Professionals MUST notify their Catering or Convention Service representative of any shipments to the hotel. |
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All Exhibitors. Vendors, and Attendees of a Convention Trade Show in which an outside drayage
company/decorator is utilized MUST ship all their freight through their decorator. Please do not ship directly to the hotel, as all packages will be turned over to the drayage/production company assigned to the Trade Show. It is highly recommended that the Meeting Professional is advised of this and communicates this with their Exhibitors. |
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Packages should be received during regular business hours: Monday – Friday 7:30 am – 5:00 pm, and
Saturday 7:30 am – Noon. |
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If third party vendors are used for office equipment such as copy machines, computers, faxes, the hotel
cannot be responsible for moving them due to liability. Clients must notify the company of this and ensure
that the product is picked up prior to the ending time of their contracted meeting space/office. In addition,
these companies must load and unload to final meeting room destination. |
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Payment for this service must be established prior to receiving your packages. All packages will be held in
the Business Center storage until a payment method as been confirmed. |
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Service Fees - Charges incurred shall be applied to the receiver of material, thus, applied to either an individual
guest room account/folio or Group Master Account. These charges cover the cost of labor, processing,
receiving, tracking, storing, and delivering.
The price for receiving will be based on pounds and will include storage. If storage exceeds 3 days, a $25 per
item/day storage fee will be added. The weights will be taken off the FedEx, UPS or DHL boxes. These
packages do not need to be weighed at the hotel. On rare occasions, packages may come from another source
without weight information. In these cases, weights will be determined by the hotel scale.
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0 to 5 pounds
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$ 5.00 each
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6 to 20 pounds
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$ 10.00 each
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21 to 50 pounds
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$ 15.00 each
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Over 50
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$ 25.00 each
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Crates
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$ 75.00 each
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Pallets
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$ 75.00 each
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Outbound Package Handling Fees
$ 5.00 each box
Labeling – Guest instructions for proper labeling is essential. Improperly labeled packages account for the
majority of lost and misplaced packages in our hotels.
The required format is as follows: |
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Name of Group and On-site Contact – address to the person from your company that will be looking
for your packages when you get there.
Group Name (NAMA)
Name of Exhibitor Contact Person
c/o The Westin O’Hare
6100 River Road
Rosemont, IL 60018
Hold for NAMA Oct 16, 2008 Conference (Exhibitor Contact Person)
(Multiple boxes MUST be numbered): Box(es) _______ of ________
Name of Hotel Catering/Convention Service Manager:
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Catherine Mayotte (convention coordinator)
Director of Convention Services
catherine.mayotte@westin.com
Direct Line: 847-698-1352 |
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The Shipper’s Return Address should include shipper’s name, address and telephone number. Multiple
packages within a single shipment should be numbered in sequence (i.e. 1 of 3, 2 of 3, 3 of 3); it may be
helpful to make note of individual package contents so that careful records of all materials may be
maintained and the sender alerted in the even to of damage or non-receipt. |
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Guest will be notified upon receipt of package. |
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Heavy boxes (over 50 lbs.) should be identified so that staff (either yours or ours) can avoid injury while
lifting them. |
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If there is more than one on-site delivery location, please label the boxes with their specific delivery
destination (e.g. Office/ ____________________or Registration / _____________________) |
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We require Exhibitors to ship freight to the designated drayage company, which will deliver boxes to the
appropriate exhibit booth location. |
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Send shipping information in writing to your Catering and Convention service representative. Be specific
regarding the number of boxes shipped, point of origin (company, city), how they were shipped, when they
are to arrive, when they should be delivered once they arrive, the size, weight and relative condition of the
boxes and any other helpful information in order that we can properly handle your shipment. |
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AGREEMENT
Violation of the Exhibitor rules shall be cause either for immediate expulsion of Exhibitor without recompense, or
rectification by NAMA, at Exhibitor’s expense.
NAMA, reserves the right to refuse/revoke any booth rental application without explanation.
Applicable Law: Choice of Law: Venue: Exhibitor shall abide by all applicable federal and state laws and
regulations, and all ordinances, rules and regulations of the City of Chicago. In any action, suit or legal dispute
arising from this Agreement, Exhibitor agrees that the laws of the State of Illinois as decided by NAMA, shall
govern. The parties agree that any action or suit arising from this Agreement shall be commenced in a federal or
state court of competent jurisdiction in Illinois at NAMA’s discretion.
Amendment: This Agreement shall not be altered, changed or amended except by an amendment in writing
executed by the parties hereto.
Binding Effect: This Agreement shall be binding upon and inure to the benefit of the parties hereto and their
respective successors and permitted assigns and is specifically enforceable.
Force Majeure: NAMA, shall have no liability to Exhibitor, and Exhibitor shall have no claim or action against
NAMA, therefore, because of NAMA’s failure to perform any of its obligations in the Agreement if the failure is due
unforeseen occurrences or to reasons beyond NAMA’s reasonable control, including without limitation, strikes or
other labor difficulties, war, riot, terrorism, civil insurrection, accidents, acts of God or governmental authorities in
connection with a national, state, or local emergency. In such event, Exhibitor’s sole remedy shall be limited to
cancellation and NAMA, may retain such part of each Exhibitor’s rental as shall be required to cover expenditures
already made up to such occurrence. |
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