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2012 EXHIBITOR INFORMATION
How would
you like to have your firm presented to 400 - 500 Life,
Accidental Death and Dismemberment, Health, and
Disability Claims professionals and those outside
services who assist them?
The Eastern Claims Conference is the largest
conference which addresses all of these disciplines in
one forum.
It affords you the opportunity to reach the decision
makers at its annual conference
on February 26-28,
2012 at the Waldorf=Astoria Hotel in
New York City.
The following information describes the Exhibitor
registration process as well as options that are
available to your company.
Our Attendee Demographics
In
2011 our attendees came from 33 States and 7 Foreign
countries.
Significant Change for 2012:
We are excited to announce that we are relocating the
conference meeting space to the 18th
(Starlight Roof) floor of the Waldorf=Astoria. The ECC
will have exclusive use of the banquet and meeting room
facilities afforded by this spacious and congenial area
of the hotel and we anticipate that the convenience of
having all events in one centralized location will
enhance the conference experience for our attendees.
As a Hospitality Sponsor or Exhibitor you are sure to
benefit from this self contained location. In fact, if
you choose to be a Hospitality Sponsor, you will be
located in the Starlight Roof itself which means that
your company will be showcased during all hospitality
receptions and luncheons, as well as the general session
that takes place on Monday morning.
The general Exhibitor area (Palm Room) is strategically
located to assure excellent attendee traffic.
To give you a better sense of the venue please
open up the following link.
Whether you choose to be a Hospitality Sponsor or
participate as an Exhibitor we think that you will find
the following registration choices to be an excellent
value.
 E
CC FLOOR PLAN
ALL EXHIBIT REGISTRATIONS ARE DUE BY 01/16/2012.
Inquiries regarding the availability of space after the
above deadline should be directed to the
Exhibitor/Hospitality Chairperson.
HOSPITALITY SPONSORSHIP PLAN
Participation is economically feasible through our
unique Hospitality Sponsorship plan whereby
numerous sponsors share expenses. The sponsorship
includes:
-
Joint sponsorship of Evening Hospitality
-
Joint sponsorship of morning Coffee and Danish
-
A Special Prime Exhibitor Location in
the Starlight Roof where the General
Session, Lunch and the Hospitality Receptions will
be held.
-
An 8x10 Booth is included (a $2,200 value).
-
Free attendance to sessions, hospitality and
lunch events for up to 2 representatives (a
$1,150 value)
-
Free Full Page Ad In The ECC Program/Journal (a $500
value)
-
Public Recognition of your contribution during
General Sessions and Hospitality Events
-
Company name, address, telephone number and link to
your web site posted on the 2012 ECC Web site
Price: $3,500
EXHIBITOR ONLY PLAN
Under our Exhibitor only plan you may still participate
and receive the following:
-
Free attendance to sessions and hospitality events
for 2 representatives (a $930 value)
-
Company name, address, telephone number and link to
your web site posted on the 2012 ECC Web site
-
Free 1/2 Page Ad In The ECC Program/Journal (A $250
value)
-
Exhibit space in an assigned location in the Palm
Room on the 18th floor.
Two types of booth space are available:
·
Tabletop (3x6) with a backdrop not larger than 6 feet.
Includes fully draped table and two chairs.
·
8x10 booth for larger displays (limited availability).
Includes fully draped table and two chairs.
Price:
$1,700 ($2,200 with 8x10 upgrade)
Hospitality and Exhibitor Registration Form
BOOTH
SPACE ASSIGNMENT
Booth locations are assigned by the ECC. Hospitality
Sponsors receive booth locations in the Starlight Roof
on the 18th floor and Standard Exhibitors
will be located in the Palm Room on the 18th
floor. All
Sessions, Workshops and Events are held on the 18th
floor. Assignments are made by the ECC on a first come
first serve basis.
EXHIBIT SET-UP AND TAKE-DOWN
Exhibit set-up will be on Sunday February 26, 2012
between the hours of 10:00 AM and 3:00 PM. All exhibits
must be set up by 3:00 PM on Sunday February 26, 2012.
Exhibit takedown will be on Tuesday February 28, 2012
between the hours of 2:00 PM and 3:30 PM. All exhibits
must be out by 3:30 PM on Tuesday, February 28, 2012.
The dismantling of Exhibits between the hours of 8:00AM
and 2:00 PM on Tuesday is not permitted due to
safety concerns for our attendees.
EXHIBIT HOURS
The exhibit area will be open Monday from 7:00 AM
to 4:00 PM and 7:00 AM to 1:00 PM on Tuesday.
Peak hours are 7:30 AM to 9:00 AM and 11:30
AM to 12:15 PM on Monday.
On Tuesday 7:30AM to 9:00AM and 11:45AM to
12:30PM.
ADVERTISING (You May Advertise Without Exhibiting)
The ECC has an Ad Journal/Program, which is distributed
to all attendees. Available options are:
·
½ Page: $250 (Free for Exhibitors)
·
Full Page: $500 (Free for Hospitality Sponsors -
Exhibitor Upgrade $250)
Specifications: Black & White PDF that conforms to the
following size requirements. Page size: 8” x5” (1/2
Page) and 8 ½” x 11” (Full Page).
You may e-mail your ad to:
ted.devivo@chartisinsurance.com
Ad copy due date: JANUARY 16, 2012.
If possible, please submit Ad copy in conjunction with
reservation form. Inquiries regarding Ad Space
availability after the deadline should be directed to
the Exhibitor/Hospitality Chairperson.
HOSPITALITY FUNCTIONS
Hospitality functions will be held on Sunday, February
26, 2012 between the hours of 5:00PM and 7:00 PM and on
Monday February 27, 2012 between the hours of 5:00 PM
and 7:00 PM.
OPTIONAL HOTEL SERVICES:
ELECTRIC / TELEPHONE / TECHNOLOGY
Attached are instructions for ordering these services
from the hotel.
All charges are the responsibility of the
exhibitor.
If the Exhibitor ships their exhibit to the Waldorf,
such merchandise will have to be transported to the
Exhibit area by the General Services Contractor.
The exhibitor is responsible for the fees charged
by the General Services Contractor for this service.
We therefore recommend that you ship your exhibit
material to the General Services Contractor directly.
ECC
WALDORF ELECRICAL FORM
GENERAL SERVICES CONTRACTOR
The General Services contractor, Expo Advantage USA, will
contact all registered exhibitors regarding the services
they provide. All charges are the responsibility of
the exhibitor.
Exhibitors are allowed to set-up and dismantle their
exhibit if it is a
TABLE TOP
display or a
POP-UP
display – provided it is no longer than 10’ and can
be set/dismantled by one (1) exhibiting company employee
in 1/2 hour – any other type of exhibit requires union
labor which must be arranged with Expo Advantage.
Expo Advantage
40 Oser Avenue, Suite 15
Hauppauge,
NY 11788
Voice: 631-273-2310
Fax: 631-273-2371
expodesk@earthlink.net
SECURITY
A security guard will be provided for the exhibit area
during non-exhibit hours. Admittance to the exhibit area
is restricted during non-exhibit hours.
The ECC cannot
guarantee against loss, damage or theft of any kind.
LIABILITY
Space in the exhibit area is being assigned upon the
clear understanding that the exhibitor agrees to
protect, save, and hold harmless the Eastern Claims
Conference, Inc. and the Waldorf=Astoria Hotel and all
agents and employees thereof (hereinafter collectively
called indemnitees) forever harmless from any damages or
charges imposed for violations of any law or ordinance,
whether occasioned by the exhibitor or those holding
under the exhibitor, and further, exhibitor shall at all
times protect, indemnify, save, and hold harmless the
indemnitees against and from any and all losses, costs
(including attorneys fees), damage, liability, or
expense arising from or out of or by reason of any
accident or bodily injury or other occurrence to any
person or persons or to the property of same, including
the exhibitor, its agents, employees, and business
guests which arises from or out of or by reason of such
exhibitor occupancy and use of the exhibit premises or a
part thereof, except such as shall arise directly from
the acts of indemnitees. Therefore, it is advisable for
the exhibitor to arrange liability coverage during the
annual meeting.
DRAWINGS
Should an exhibitor holding a drawing wish to have the
winner(s) announced during the Tuesday lunch session,
he/she should notify the Exhibitor/Hospitality
Chairperson of the name of the firm awarding the prize,
brief description of prize, name of the winner by 10:00
AM on Tuesday, February 28, 2012. Winners announced need
not be present. The exhibitor is responsible for
shipping the prize to the individual(s).
EXHIBITOR/HOSPITALITY CONTACT
Theodore P. DeVivo
Exhibitor/Hospitality Chairperson
Eastern Claims Conference, Inc.
PO Box 2730
Stamford,
CT 06906-0730
Telephone Number: 1.646.857.0265
Ted.devivo@chartisinsurance.com
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