Convention Exhibitor Information

Information concerning the 37th NCPSMA Eastern Convention/Worskhop will be posted in May of 2009.

North Carolina Public School Maintenance Association

Roxie Mack, Executive Director / E-mail: rrm1@surry.net

630 Adams Ridge Road, State Road, NC 28676

Phone 336 366 4939 / Fax 336 366 4938 / Web address: www.ncpsma.org

Please join us for the 36^th Annual NCPSMA Convention/Workshop. NCPSMA held their first convention/workshop in 1972. Since that time with the exhibitors generous support the event has continued to grow at a healthy pace. We expect this year’s convention/workshop to be one of the best ever. We trust you are making plans to participate. The convention will be held September 24-27, 2008 at the Sheraton Atlantic Beach Hotel in Atlantic Beach, NC. A tentative agenda is available on this website. There are several time slots set aside exclusively for visitation with exhibitors; however, the exhibit areas will be open for visitation all day Thursday and half a day on Friday. If you have never exhibited at our convention you should give it a try. We usually have around 550 people register each year. Around 120 of those are exhibitors, 40 spouses and the rest are school maintenance personnel from across the state.

REGISTRATION: A registration form is available on this website. The registration fee is $60 per exhibitor and $50 for spouse. You must register each representative attending the convention. If you plan to have manufacturer reps with you, please send in their registration along with yours as it can become very confusing if they are sent in separately. Each person is responsible for arranging their hotel room reservation. When making reservations be sure to state that you are a participant in the NCPSMA Convention as the entire resort has been reserved for our convention until August 26, 2008. After this date any remaining rooms will be available to the public and the rate may be higher, so don’t wait to register. We usually fill our block by the middle of July. Accommodations are $95 for single or double ocean view rooms. Ocean fronts and suites will cost more. For reservations call 800 214 0258.

DISPLAY SPACE: Display space is $325 for members and $450 for non-members. A membership application is available on this website; you can become a member now for only $20. Being a member at the time of the 2007 Convention does not qualify for this year. You will need to renew. The membership year is July 1 thru June 30. Approximately 95 display spaces will be available. We always sell out, so if you are interested in attending, don’t delay. Enclosed is a list of Vendor Rules and Procedures for Exhibit Displays. Please read over the list carefully and become familiar with it. Choice of display space will be determined by receipt of payment, so the earlier we receive your payment, the greater your chance of obtaining the location you desire. Display space will be chosen Wednesday, September 24 at 5:00 pm in order of postmark. You must have someone present to choose your space, or you forfeit your choice of location. Spaces will be assigned after selection process to exhibitors not present. You can choose anyone you like to be your representative (except Ron or Roxie Mack). If your display requires a larger space than 3’ x 8’ you will need to purchase two spaces- initially. See enclosed exhibitor rules for more information.

REFRESHMENT BREAKS AND LADIES PROGRAM: Refreshment breaks will be provided during the convention. In the past many exhibitors have found it highly beneficial to sponsor refreshment breaks. You do not have to purchase a display space or attend the convention to sponsor a break. The breaks cost between $800 and $1600. You may sponsor an entire break or cosponsor a break. A minimum of $325 is required to cosponsor. Also, you do not have to purchase a display space or attend the convention to sponsor the ladies program. If you would like to sponsor or cosponsor the ladies program, the minimum amount is $325 to cosponsor. The deadline for sponsorship recognition for refreshment breaks and the ladies program is 8/30/08. A sign will be displayed with your company name as the sponsor or cosponsor during the individual refreshment breaks as well as the ladies program and will be noted in the convention program. If you would like more information on sponsoring a break or the ladies program, please send me an e-mail or give me a call.

DOOR PRIZE DRAWING: We encourage our exhibitors to donate prizes for the general door prize drawing held after the general session on Saturday morning. Your company will receive full recognition for all contributions.

EACH COMPANY MUST PAY A MINIMUM OF $325 TO ATTEND whether you chose to purchase a display space or sponsor an event. You will not be allowed to register otherwise. This decision was made by the NCPSMA Advisory Council in fairness to all exhibitors. Please contact me if you have any questions on any of the above. My contact information is listed above. Note: My e-mail address contains a numeral one after rrm –it is not the letter “l”.

RULES AND REGULATION FOR EXHIBITS

Spaces are approximately 3’x 8’ with a 2’ x 6’ table inside the area. Displays will be kept in assigned space. There are no curtains. This is a display space, not a booth.

Spaces outside the convention area (courtyard) will be considered display spaces and exhibitors will be charged accordingly.

Earliest postmarked payment for registration and display space will have priority in display selection. Faxed or e-mailed copies of registration forms or checks do not qualify. We do not accept credit card payments. You must have someone present to choose your display space, if you do not you forfeit your choice of location. Tables will be assigned (after selection process) to exhibitors not present for selection. There will be no exceptions.

There will be no items blocking the aisles in front of the display. If the display will not fit on or beside the table, another space must be purchased. If your display will not fit in the one space (3’ x 8’), you will need to purchase another space prior to the convention.

Exhibitor display selection will be held Wednesday, September 24^th at 5:00 pm.

Exhibitor setup time will follow completion of selection (6 pm -8 pm). In fairness to all, exhibitors will not be permitted to begin setup until all exhibitors present have chosen their space. Please be on time and ready so that selection can take place in a timely and orderly manner.

Exhibitor breakdown time is Friday at 10:45 am. PLEASE do not break down before this scheduled time. All exhibitors are required to have their areas cleared by 1:00 pm so that preparation for the Friday night banquet may begin.

Exhibitors are expected to adhere to the setup and breakdown times so that an orderly and mannerly convention can take place.

Each representative must register for the convention. If your company has several representatives attending, each individual must be registered. No exhibitor will be selling their services or products in or around the convention meeting room or hallways without purchasing a display space or sponsoring refreshment break or the ladies program ($325 minimum). There will be no exceptions.

Vendors are not allowed to have individual prize drawings at their display space. We encourage vendors to donate prizes for the general door prize drawing held after the general session on Saturday. Your company will receive recognition for all contributions.

Submitted by the NCPSMA Convention Planning Committee and approved by the NCPSMA Advisory Council. If you have any questions or comments, please contact Roxie Mack, NCPSMA Executive Director at 336-366-4939 or rrm1@surry.net