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General Information
Important Dates & Deadlines

Sponsorship Opportunities

• Directors & Trustees Dinner Sponsor ($2,000)
• Directors & Trustees Lunch Sponsor ( $1,500)
• Evening Event Sponsor Benefits ($1,500)
• Exhibit Hall Opening Reception Sponsor ($1,300)
• Opening Lunch Dessert ($850)
• Exhibit Closing Reception Benefits ($850)
• Welcome and Wake-Up Sponsor Benefits ($750)
• Supporting Sponsor Benefits ($550)

Advertising

• Rates
• Payment Schedule
• Specifications and Deadline

Exhibit Hall

• Schedule and Events
• Location and Floor Plan
• Booth Assignments
  
• Exhibit Booth Fees & Benefits
• Payment Schedule
• Booth Specifications
• Service Contractor
• Rules and Regulations
• Cancellation Policy
• Publicity for Exhibitors

Raffle

Membership
Don't miss out on this year's conference! Not a member? Not a problem. Simply fill out our corporate membership form to receive special discounts for the conference.

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General Information
NEMA Contact
Heather A. Riggs, Publications Manager & Corporate Membership
22 Mill Street, Suite 409, Arlington, MA 02476
781-641-0013 (phone), 781-641-0053 (fax)
Email: conference (at) nemanet.org

Hotel
Radisson Hotel Nashua
11 Tara Boulevard
Nashua, NH 03062
Phone: 603-888-9970
www.radisson.com/nema09

Room rate:
Single or Double: $114.00; Club: $134.00; Suite: $279.00; Additional Person: $10.00. Special room requests may be indicated, but cannot be guaranteed (king bed, etc.) Reservations must be made by October 21st to guarantee conference rates. Make sure to mention that you are attending the NEMA Conference.

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Important Dates & Deadlines

Exhibit Booths:
By August 12: Early-Bird discounted booth reservation due (Corporate Members only).
Only Corporate Members will be assigned booths before August 12th. All others will be assigned in the order received beginning August 13th.
By September 18: All booth reservations and final payments due.

Advertising:
By August 12: Advertising reservations require a 50% deposit. Full payment is due September 18, 2009.
After August 12: Advertising reservations require payment in full.
By September 18: All advertisements must be received and paid in full.

Sponsorship:
By July 17: Agreements set by this date will be acknowledged in the fall issue of NEMA News, in the Preliminary Program, and the Conference Program.
By August 27: Agreements set by this date will be acknowledged in the fall issue of NEMA News and the Conference Program.
By October 15: Agreements set by this date will be acknowledged in the Conference Program.

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Conference Sponsorship Opportunities
Please contact NEMA to discuss the below sponsorship opportunities or to customize a sponsorship to your company’s needs. Call 781-641-0013.

Download the Sponsorship Opportunities information here.

Supporting Sponsor ($550)

• Mid-Morning Coffee Breaks
• Afternoon Coffee Breaks

Supporting Sponsors Receive:

• The opportunity to welcome event participants.
• The opportunity to display company sign and promotional brochures at event.
• Display promotional materials on the “Conference Sponsors Literature Table.”
• The opportunity to place promotional materials in the registration packet given to all attendees.
• 50% discount on a one-sixth-page advertisement in the final program book, or credit toward a larger advertisement.
• Complimentary registration for one company representative.
• Acknowledgment and company logo in the preliminary program book with agreement by July 17, 2009.
• Acknowledgment in the August and November issues of NEMA eNews with agreement by August 14, 2009 for the August issue.
• Acknowledgment, company logo, and 50-word company description in the final program book with agreement by October 23, 2009.
• Acknowledgment in the fall issue of NEMA News with agreement by August 24, 2009.
• Acknowledgment in the winter issue of NEMA News.
  

Opening Lunch Dessert Sponsor ($850), Closing Reception Sponsor ($850) and Welcome & Wake-Up Sponsors ($750)

• Opening Lunch Dessert Wednesday Afternoon ($850)
• Exhibit Hall Closing Reception Thursday Afternoon ($850)
• Wednesday Morning Coffee ($750)
• Thursday Morning Coffee ($750)
• Friday Morning Coffee ($750)

Closing Reception and Welcome & Wake-Up Sponsors also Receive:

All of the above benefits, plus:

• Complimentary registration for one additional company representative.
• Complimentary one-sixth-page advertisement in the final program book, or credit toward a larger advertisement.
• Registration mailing list before conference with agreement by October 9th or full conference registration mailing list after conference.
• Acknowledgment and logo in the August and November issues of NEMA eNews with agreement by August 14, 2009 for the August issue.
• 10% discount on an advertisement in the fall, with agreement by August 24, or winter issue of NEMA News.

Reception Sponsor ($1,250)

• Exhibit Hall Opening Reception Wednesday Evening

Reception Sponsor Also Receive:
All of the above benefits, plus:

• Complimentary one-sixth-page ad in NEMA News or credit toward a larger ad.
• Certificate of Appreciation for supporting NEMA, signed by the President and Executive Director.
• Complimentary one-year listing in NEMA’s Products and Services Directory.

Evening Event Sponsor ($1,500)

• Wednesday and Thursday Evenings

Evening Event Sponsors Also Receive:
All of the above benefits, plus:

• Complimentary tickets for two company representatives to the sponsored event.
• Acknowledgment at the evening event.
• 20% off a booth in the Exhibit Hall, based on availability.
  

Directors & Trustees Lunch Sponsor ($1,500)
All of the above benefits, plus:

• Acknowledgment at the lunch.
• Complimentary tickets for two company representatives to the sponsored event. Only Directors, Trustees and senior staff are invited to attend this exclusive event.

Directors & Trustees Dinner Sponsor ($2,000)
Also Receives: All of the above benefits, plus:

• Complimentary tickets for two company representatives to the Directors and Trustees Dinner. Only Directors and Trustees are invited to attend this exclusive event.
  

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Conference Program Advertising
Don't miss this chance to feature your company in the NEMA 2009 Conference Program. The Program is distributed to all conference registrants—that's more than 750 museum professionals! It includes full, half, and one-sixth page advertisements. (This is a publication that delegates keep for future reference.)

Download the Final Program Book Advertising information here.

Advertising Rates

Ad size	Dimensions	Full Price	Corp. Member	Corp. Member with an Exhibit Booth
Full Page	8 x 10"	$625	$525	$467
Half Page	7.5 x 4.8 " (horiz)	$425	$375	$334
1/6-Page	2.25 x 4.8 " (vert)	$225	$200	$178

Payment Schedule:
By August 12:
Reservations require a 50% deposit. Full payment is due by September 18, 2009.
After August 12:
Reservations require payment in full.
By September 18:
All advertisements must be received by this date and paid in full.

Advertisement Specifications & Deadline:
The program book is black ink on white paper. All ads must be received by September 18, 2009. Ads should be submitted as a .tif, .eps or .pdf file formatted for a PC. Files must be at a resolution of 300 dpi at full size. No bleeds. You must include a proof of the ad.

Additional Advertising Opportunities through NEMA:
NEMA is the only organization serving all museums in the region, and the best way to reach potential customers in the six New England states. With a circulation of over 2,200, NEMA News is a quarterly publication that is filled with in-depth feature stories, grant information and professional development opportunities. NEMA eNews is a quarterly e-update sent in between mailings of NEMA News. If you would like to place an ad in NEMA News or NEMA eNews please call the NEMA office, 781-641-0013 or e-mail nemanews (at) nemanet.org.

Advertising Rates in NEMA News for Corporate Members

One sixth page [2¼” x 4¾”] vertical only	$75
Half page [7½” w x 4¾” h] horizontal only	$175
Full page [7½” w x 9½” h]*	$250

*Please note that NEMA News runs a maximum of two full-page ads each issue.

Save More With Our Quantity Discount!
Run three consecutive advertisements in NEMA News and get a fourth for free. You can substitute a new design at any time—just be sure to keep the same dimensions.

Ad Deadlines for NEMA News
Spring issue - February 15
Summer issue - May 15
Fall issue - August 15
Winter issue - November 15

Advertising in NEMA eNews
Ad Size = 2 inches x 2 inches/145 pixels x 145 pixels. Ads must be submitted as .jpg or .gif format with a resolution of 72 pixels.
Ads will link to the advertiser’s website. The ad will also be featured on the web version of eNews. Due to space limitations (3 ads per issue) reserve your ad early. This opportunity is only available to current Corporate Members. $75 per ad.

Submission Deadlines of NEMA eNews
February issue – February 1
May issue – May
August issue – August 1
November issue – November 1

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Exhibit Hall
Schedule and Events | Location and Floor Plan | Booth Assignments | Exhibit Booth Fees & Benefits | Payment Schedule | Booth Specifications | Service Contractor | Rules and Regulations | Cancellation | Publicity for Exhibitors | Raffle

Early-Bird Deadline: August 12, 2009!

Download the Exhibit Hall brochure here.

Exhibit Hall Schedule and Events
(NEMA reserves the right to modify exhibit hall hours and events in order to meet program and conference needs).

Date	Morning	Afternoon	Evening
Tuesday			5:00–8:00 pm Exhibitor Set-Up
Wednesday 7:30 am - 6:15 pm Exhibit Hall Open to Exhibitors	8:00 am Exhibit Hall Opens 8:00–9:00 am Coffee in Exhibit Hall*	12:45–1:40 pm Coffee & Dessert in Exhibit Hall 3:15–3:45 pm Coffee in Exhibit Hall*	5:15–6:15 pm Exhibit Hall Reception* 6:15 pm Exhibit Hall Closes Evening Events - All are wecome!
Thursday 8:00 am - 5:00 pm Exhibit Hall Open to Exhibitors	8:30 am Exhibit Hall Opens 10:30–11:00 am Coffee in Exhibit Hall*	2:30–3:15 pm Exhibit Hall Raffle Prizes & Closing Reception* 3:30 pm Exhibit Hall Closes 3:30–5:00 pm Exhibit Hall Move-Out

Exhibit Booth Assignment
Special consideration for NEMA Corporate Members! Between now and August 12, 2009, only reservations with deposits from active Corporate Members will be processed. Beginning August 13, reservations will be processed in the order received. Every effort will be made to honor first-choice locations, but preferred booths are not guaranteed. Requests without a deposit will not be honored until payment is received.

Exhibit Booth Fees

Booth Size	Corporate Early-Bird Rate (by August 12)	Corporate Member Rate (August 13 or later)	Non-Corporate Member Rate (RSVP's only accepted after August 13)
8' x 6' booth	$650	$750	$875
10' x 8' booth	$750	$850	$975

Exhibit Hall Booth Benefits

• Full registration for two company representatives. (Additional representatives may register at the member rate.)
• Discount on program book advertisements. (Corporate Members Only)
• Listing in program book (company contact information and 50-word company description).
• Company contact information listed in the winter issue of NEMA News.
• Complimentary Box Lunch on Thursday (you must register for your box lunch).
• A copy of the conference registration list at conference. Please note that free mailing lists of conference registrants are available to conference sponsors. We welcome you to examine our sponsorship opportunities. Mailing lists are available to member exhibitors for a fee.
• Admission to conference sessions.

Mailing Lists for Exhibitors
NEMA Corporate Members Only! Registration mailing lists, electronically or on mailing labels, will be available for purchase before conference. The mailing list will include attendees registered on or before October 10th. Please call the NEMA office for details.

Payment Schedule

By August 12
Reservations require a 50% deposit.

After August 12
Reservations require payment in full.

By September 18
Full payment due; booth may be reassigned if payment not received.

Booth Specifications
Each booth includes:
8' high back wall
3' high side rails
6' hotel table with linen
2 hotel chairs
1 wastebasket
1 Exhibitor ID sign (7" x 44")

All electrical connections will be arranged with and billed by the Radisson Hotel. A $40 fee will apply.

Show Colors: Blue and Beige

Carpet: Exhibit Hall is carpeted.

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Service Contractor
SER Expositions Services, Inc.
35B New Street
Worcester, MA 01605
(508) 757-3397
Fax (508) 757-9136

An exhibitor kit detailing available services and their costs will be mailed in the early fall.

Shipping Arrangements
All arrangements for shipping and receiving booth materials must be handled by the exhibitor. Details on shipping will be included in the exhibitor’s kit from SER. All boxes/crates must be sent directly to SER by prior arrangement. All other shipments are at the exhibitor’s risk. Box deliveries to the hotel will be assessed a handling fee determined by weight by the hotel.

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Rules and Regulations

• NEMA reserves the right to modify as necessary Exhibit Hall hours and events to meet program and conference needs.
• The exhibitor must handle all necessary arrangements for shipping and receiving booth materials.
• Booths must be staffed during Exhibit Hall hours. Exhibitors dismantling booths before 3:30 pm on Thursday, November 12 without prior permission, will be charged a $100 fee.
• Exhibits must not project beyond the space allowed, or obstruct the view of other exhibitors. Noise levels must not interfere with neighboring exhibits.
• Each exhibitor must wear an official exhibitor's badge to gain admission to conference programs and events. Badges cannot be exchanged among representatives.
• Free-standing booths must fit the dimensions of Exhibit Hall booths.

Floor Plan:
NEMA retains the right to modify the floor plan to the extent necessary for the best interest of NEMA and the Exhibit Hall.

Booth Installation and Dismantling:
Installation may begin November 10, at 5:00 pm and must be completed by7:00 pm. Any space not occupied and set up by 7:00 pm may be cancelled or reassigned without refund by NEMA. Dismantling of booths begins at 3:30 pm on November 12. All materials must be completely removed from the Exhibit Hall that afternoon. NEMA is not responsible for materials left in the Exhibit Hall.

Subletting Space:
An exhibitor may not assign, sublet, or apportion all or any part of the space allotted to him/her. Any materials other than those manufactured or distributed by the exhibitor in the regular course of business may not be displayed by the exhibitor or be allowed by the exhibitor to be displayed by other persons or firms.

Security:
The Exhibit Hall will be located in the Radisson Hotel. Neither NEMA nor the Radisson Hotel guarantee exhibitors against loss.

Liability:
Neither NEMA, nor the Radisson Hotel, nor any officer or staff member thereof, will be liable for damage or loss by fire, accident, theft, or any other cause. The exhibitor assumes full responsibility and liability for all injury to any persons or property caused by the exhibitor or in any way related to the exhibitor's display.

Meeting & Booth Cancellations:
In the event that the NEMA Exhibit Hall is cancelled due to fire, strikes, government actions, or other causes beyond NEMA's control, NEMA shall not be held liable for failure to hold the Annual Meeting and Exhibit Hall. NEMA will determine the amount of the exhibitor fees to be refunded, if any. Booth cancellations must be in writing. If received prior to August 31, there will be an 80% refund. Cancellations after this date will not be refunded unless a fully paid substitution is secured, at which point an 80% refund will be granted.

Shipping & Receiving:
NEMA strongly encourages sending boxes/crates directly to the Exhibit Hall Service Contractor, SER All American Exposition Services. Contact SER directly at 508-757-3397. All other shipments are at the exhibitor’s risk. Box deliveries to the hotel will be assessed a handling fee determined by weight by the hotel.

Cancellations
Booth cancellations must be in writing.
By August 31: 80% refund of payment.
After August 31: Cancellations after this date will not be refunded unless a fully paid substitution is secured, at which point an 80% refund will be granted.

In the event that the NEMA Exhibit Hall is cancelled due to fire, strikes, government actions, or other causes beyond NEMA’s control, NEMA shall not be held liable for failure to hold the Annual Meeting and Exhibit Hall. NEMA will determine the amount of the exhibitor fees to be refunded, if any.

Publicity for Exhibitors
Be sure to provide full contact information and a fifty-word description of your company for inclusion in the Conference Program Book. Full contact information will also be listed in the winter issue of NEMA News.

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Spotlight Your Company—Be a Part of the NEMA Raffle!

NEMA invites you to promote your company’s products and services by contributing a prize for this year’s annual raffle. Raffle a company product or service, or choose a different gift NEMA attendees will hope to win! The winners will be announced at a special reception in the Exhibit Hall on Thursday.
You do not have to be an exhibitor to be a part of the raffle. If you would like to contribute to the raffle please call NEMA at 781-641-0013 for more information about donating a prize.