2020 Sponsorship & Exhibitor Prospectus for the HCBS Conference - ADvancingStates.org/hcbsconference
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2020 Sponsorship & Exhibitor Prospectus for the HCBS Conference AUGUST 30, 2020: ADVANCING STATES FALL MEMBERSHIP MEETING AUGUST 31 – SEPTEMBER 3, 2020 MARRIOTT WARDMAN PARK WASHINGTON, DC ADvancingStates.org/hcbsconference Hosted by ADvancing States
LETTER FROM EXECUTIVE DIRECTOR
Greetings HCBS Sponsors and Exhibitors,
On behalf of the nation’s directors of state aging and disability agencies, I would like to
invite you to participate in our upcoming national Home and Community-Based Services
(HCBS) Conference, held August 31 – September 3, 2020 at the Marriott Wardman Park in
Washington, D.C.
NASUAD recently changed our name to ADvancing States because a lot has changed in
the last 55 years since we first started ‘ADvancing’ issues for states. We’ve brought aging
and disability services together to advance long-term services and supports. Our new
name better represents our mission and ever-evolving commitment to ADvancing States.
We host the HCBS Conference annually to convene state agencies around improving
state systems that deliver long-term services and supports for all ages and abilities.
Because of this, the Conference includes a rich combination of plenary sessions and
workshops on policy directions, new initiatives, and grant programs—it is the nexus of
state-to-state exchange of big ideas, promising practices, and information that informs
and enhances future policy and program development.
Over the course of four jam-packed days, the Conference fosters strategic relationships
throughout the aging and disability networks, both across and within states, and at the
national level. We invite you to be a part of this important event.
The corporate and non-profit attendees who sponsor and exhibit include vendors from
a variety of sectors: managed care/health insurance plans; transportation; oral health;
pharmacy and pharmaceuticals, information technology/systems; consultants; specialty
health services; and non-profits in the aging and disability landscape.
The conference offers a variety of opportunities for your organization to get exposure.
If you choose to sponsor or exhibit, you will reach more than 1,400 leaders over multiple
days. You will eat, drink, and dance with thought leaders in your business field. By
sponsoring the conference, you will gain visibility at a variety of business and social events
with targeted audiences.
Each year, we’re aiming to raise the bar. Have an partnership idea you don’t see in the
following pages? Contact adiaz@nasuad.org
and we will happily work to bring your big TABLE OF CONTENTS
ideas to life.
Important Dates & Contacts.......................... 3
Thank you,
HCBS Conference Stats.................................... 4
HCBS Sponsorship Tiers & Features........... 5
Martha Roherty, Executive Director
Make your HCBS Mark: What Will
ADvancing States
Your Sponsorship Look Like?........................6
HCBS Exhibitor Information......................... 14
Questions? Contact Ali Blandford Diaz • 202-999-6766 • adiaz@ADvancingStates.org
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I M P O R TA N T D AT E S & C O N TA C T S
2020 Sponsor & Exhibitor Opportunities
Available at 2019 Prices until December 31, 2019
Act Now to Secure Lower Prices!
Need-to-Know Dates Important Contacts
• January 2020: HCBS Conference The 2020 HCBS Conference is supported
attendee registration opens by staff at ADvancing States
www.ADvancingStates.org
• February 2020: HCBS Call for
Sessions opens
Your HCBS Conference
• May 5–8, 2020: ADvancing States Main Squeeze:
MLTSS Symposium & Spring Meeting
Ali Blandford Diaz
in Salt Lake City, UT (Invitation-
Executive Relationship Manager
only directors meeting; Exclusive
adiaz@ADvancingStates.org
sponsorships available)
202-999-6766
• July 1, 2020: Last day to secure HCBS
Early Bird registration rate Conference Hotel & Venue
• July 22, 2020: HCBS hotel room block Marriott Wardman Park
rate expires 2660 Woodley Rd. NW
• August 30 — September 3, 2020: Washington, DC 20008
ADvancing States Fall Membership 202-328-2000
Meeting & HCBS Conference dates
*Exact dates subject to change
How To’s
How do I secure a sponsorship?
You may secure a sponsorship online at
adiaz@nasuad.org.
How do I purchase an exhibitor booth?
Fill out p. 14 of this 2020 HCBS Prospectus
and scan to adiaz@nasuad.org; or fax:
202-898-2583.
How do I get updates if I am still
deciding?
Visit the HCBS Conference Page and sign up
to get conference updates.
Questions? Contact Ali Blandford Diaz • 202-999-6766 • adiaz@ADvancingStates.org
H O M E & C O M M U N I T Y- B A S E D S E R V I C E S C O N F E R E N C E • W W W. A DVA N C I N G S TAT E S . O R G • 3
H C B S C O N F E R E N C E S TAT S
HCBS Conference by the Numbers Attendee Breakdown
1500+ 14.4% 46.9%
Conference Government/
Attendees Speakers Non-profit
Attendees
8.4%
50+ NASUAD
States and State
Members
Territories
Represented
130+
Sessions on 30.2%
Corporate Attendees
the Agenda
Attendees by U.S. Region
New England: 8.5%
Mid-Atlantic: 28.8%
Southern: 25.1%
Mid-West: 19.7%
Central: 3.1%
South-West: 2.6%
Rocky Mountain: 4.9%
Pacific Coastal: 6.8%
Other (Puerto Rico,
Guam, Ontario): 0.5%
Questions? Contact Ali Blandford Diaz • 202-999-6766 • adiaz@ADvancingStates.org
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H C B S S P O N S O R S H I P T I E R S & F E AT U R E S
HCBS Sponsorship Tiers & Features
Don’t miss your chance to reach long-term services and supports professionals at
the HCBS Conference August 30 – September 3 in Washington, DC. Our conference
sponsorship options offer unique opportunities for your organization to network, brand,
market, and advertise—boosting your visibility.
2020 Conference Platinum Diamond Emerald Sapphire Ruby Gold
Sponsorship levels $50,000+ $40,000+ $30,000+ $20,000+ $10,000+ $7,500+
Logo published in program 4 4 4 4 4 4
Logo on conference Premium
4 4 4 4 4
website page Location
Advertisement in final Full Page, Half Page,
Quarter
program Premium Priority Half Page Quarter Page
Page
Location Location
Differentiated Signage on
4 4 4 4 4 4
entrance to exhibit hall
Company name listed on
4 4 4 4
conference tote bag
Screen Projection Loop
before and after general 4 4 4 4 4 4
sessions
Conference App 1 Push 1 Promoted 1 Promoted
Promotional Posts Notification Post Post
During the During the During the
Conference Conference Conference
Promotional insert in
4
tote bag
Exclusive opportunities
to sponsor & attend
ADvancing States’
4
membership dinners,
receptions, and meals at
HCBS
Invitation to sponsor and
attend ADvancing States’
MLTSS Symposium/Spring 4 4
Meeting in Salt Lake City,
UT in May 2020
Exhibit booths 2 Premium
1 Premium 1 Premium 1 Standard 1 Standard 1 Standard
Booths or
Booth Booth Booth Booth Booth
Endcap Booth
Full Conference 5 4 3 3 2 1
registration registrations registrations registrations registrations registrations registration
Customize Your Sponsorship! If you don’t see an exact fit for what you’re looking for
in the following pages, contact us to create a custom sponsorship package.
Questions? Contact Ali Blandford Diaz • 202-999-6766 • adiaz@ADvancingStates.org
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M A K E YO U R H C B S M A R K :
W H AT W I L L YO U R S P O N S O R S H I P L O O K L I K E ?
HCBS Sponsorship Opportunities: Events & Items
All of the events, activities, and items listed in the following pages are available for
sponsorship on a first-come, first-served basis. Listed 2019 prices expire December 31, 2019.
Hot Ticket Conference Agenda Items
Main Stage Plenary Speaker: HCBS Exhibit Hall Reception:
$35,000+ $35,000
(1 available) (1 available)
With over 1,500 attendees listening, your Conference attendees gather to celebrate
company will host the plenary keynote the opening of the exhibit hall at the end
speaker at the 2019 Conference: Ronan of the first day to network with colleagues
Tynan! A short bio of Mr. Tynan: Irish tenor, and browse exhibit booths. Your company
recording artist, physician, and champion will received full benefits of the Emerald
athlete with disabilities, Ronan Tynan moves Sponsor. Additionally, your company will be
audiences like few others can. His stirring recognized throughout the reception at the
performances and personal story of triumph food stations, as well as highlighted within
have brought him international fame. the conference program.
Profiled by ABC’s 20/20, People magazine,
and CBS Sunday Morning, Tynan was born HCBS Bar during Exhibit Hall
with a lower limb disability and had his legs Reception: $20,000
amputated at age 20. Within a year, he was Conference attendees will enjoy a cocktail
competing in the Paralympic Games, both bar hosted by your company while they
in track and field and as an equestrian. dance the night away with our live HCBS
Your company will have exclusive time band. Sponsors of the cocktail hour will
to highlight your organization during the have their company’s logo displayed will
plenary speaker introduction; receive receive recognition from the band. Your
recognition with specialized signage inside company will receive the full benefits of the
the ballroom; and be able to raffle off Ruby level of sponsorship.
signed Ronan Tynan CD’s at your booth.
Your company will receive full benefits of
the Diamond level of sponsorship.
Questions? Contact Ali Blandford Diaz • 202-999-6766 • adiaz@ADvancingStates.org
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M A K E YO U R H C B S M A R K :
W H AT W I L L YO U R S P O N S O R S H I P L O O K L I K E ?
Hot Ticket Conference Agenda Items
Innovation Track—Workshops: HCBS ‘Work Hard, Play Hard’
$15,000 Zone: $13,500
(6 available) Your company will have its own designated
This track will allow for corporations and zone on the 4th floor with giant nostalgia
private funders to present to a large and games like Jenga, Connect Four, and
diverse group of individuals. This will Scrabble. These oversized games are
be the opportunity to present a session beautiful interactive decor that help people
during the conference and sell your network while they play in a unique way.
product/products to a broader audience. Your company can staff the fun zone
Your company will receive full benefits to interact with attendees and will be
of the Sapphire Sponsor and will be recognized with specialized signage as the
highlighted within the conference program. sponsor of the play area. You will receive all
the benefits of Ruby level sponsorship with
Interactive Demonstration Room: this sponsored activity.
$15,000
(2 available)
Conference Photo Sponsorships:
$15,000
Does your company have software or
new technology to share? These special HCBS Dance Photobooth
rooms will allow attendees to interact Conference Headshot Station
with your products, and allow you space (2 available)
to demonstrate or display new, exciting
Take your pick to sponsor the playful
technology. Your company will receive full
photobooth at the HCBS Dance Party or
benefits of the Sapphire Sponsorship level.
the professional attendee headshot station
during the Conference! Sponsors can staff
HCBS Band: $15,000 the photo area to greet attendees and
Your company will sponsor and host will benefit from an ad in the attendees’
ADvancing States’s annual dance party, conference tote bag promoting the
featuring everyone’s favorite “Millennium Conference photo sponsorship. Your logo
Band”. They are led and anchored by and contact information will be on hardy
Season 4 American Idol finalist, Travis copy or email received by participants with
Tucker. Conference attendees gather from their photos. This is sure to be one of the
7:00–11:00 pm to cut a rug and celebrate on hottest items at the 2020 conference! Your
the dance floor located in the exhibit hall. company will receive all the benefits of a
Your company will receive the full benefits Sapphire level of sponsorship.
of the Ruby level of sponsorship. Sponsor
will have their company’s logo displayed on
the bandstand and will receive recognition
from the band.
Questions? Contact Ali Blandford Diaz • 202-999-6766 • adiaz@ADvancingStates.org
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Hot Ticket Conference Agenda Items
Health & Wellness Exercise and HCBS Massage Bar: $15,000
Activity Sponsorships: $12,500 Who doesn’t want to be associated with
providing attendees relaxation? Sponsor
HCBS Sunrise Neighborhood Walking
Tour or HCBS Sunrise Yoga a multi-seat massage area, which is a
(2 available) proven generator of traffic and goodwill.
Attendees get a 10-minute neck and
Take this opportunity to associate your
upper back massage during lunches and
company’s brand messaging with a positive,
breaks. Sponsors may provide branded
feel-good attendee experience at the
clothing such as t-shirts for the massage
conference. If sponsoring a morning walk
practitioners to wear and can leave business
or yoga before the sessions begin, you
cards, flyers, and takeaways inside the
will be provided with a guide/instructor to
massage area. You will receive all the
lead the wellness activity starting at 7 am
benefits of Ruby level sponsorship with this
so that attendees have time to participate
sponsored activity.
in the wellness activity, get changed, and
have breakfast, if desired. The first 100
attendees will receive water bottles with
your company’s logo and you will be able
to staff the activity. You will receive all the
benefits of Ruby level sponsorship with this
sponsored activity.
Questions? Contact Ali Blandford Diaz • 202-999-6766 • adiaz@ADvancingStates.org
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W H AT W I L L YO U R S P O N S O R S H I P L O O K L I K E ?
Conference Meal Sponsorships
Custom Company Ice Sculpture Continental Breakfast: $20,000
or Dessert at Plenary Lunch: (3 available)
$30,000 Conference attendees will enjoy a
(2 available) continental breakfast with coffee and tea,
All conference attendees will enjoy a featuring reusable neoprene coffee sleeves
delicious buffet lunch hosted by your with your company’s logo provided at all
organization. You choose to have coffee stations. Attendees will be able to
your company logo featured in either carry their coffee throughout the morning
a customized dessert or a table ice with your logo! Your company’s logo will
sculpture. You will be recognized as the be recognized throughout the meal at the
meal’s sponsor in the final program, in the food stations. Your company will receive full
conference app, and throughout the meal benefits of the Sapphire Sponsor and will be
at the food stations. Your company will highlighted within the conference program.
receive full benefits of the Diamond Level
sponsorship.
Opening of the Exhibit Hall:
$25,000
(1 available)
Your company will host the opening
lunch of the Exhibit Hall on Tuesday with
a delicious lunch for all attendees. As
attendees rush into the opening doors
of the hall, custom footprint floor clings
will lead them on a path to your booth
from the main entrance of the Exhibit
Hall. Such a contagious and fun way for
attendees enjoy lunch and find your booth
on opening day! You will be recognized as
the meal’s sponsor in the final program, in
the conference app, and throughout the
meal at the food stations. Your company
will receive full benefits of the Emerald
Level sponsorship.
Questions? Contact Ali Blandford Diaz • 202-999-6766 • adiaz@ADvancingStates.org
H O M E & C O M M U N I T Y- B A S E D S E R V I C E S C O N F E R E N C E • W W W. A DVA N C I N G S TAT E S . O R G • 9M A K E YO U R H C B S M A R K :
W H AT W I L L YO U R S P O N S O R S H I P L O O K L I K E ?
Branding Opportunities and Sponsored Promo Items at HCBS
Promotional items can turn the conference’s Charging Stations: $15,000
most used resources into valuable
(2 available)
impressions for your company.
These days everyone is on their smartphone
or tablet, using it to take notes, and to
HCBS Conference Registration
gather contact info from other conference
Station & Electronic Badging: attendees. Sponsorship of a charging
$30,000 station includes a screen display, showing
(1 available) a 10 minute slideshow loop that can be
Welcome to electronic badging and kiosk used as advertising space, as well as your
registration! All 1,500+ attendees upon logo displayed on the kiosk. Your company
arrival at the HCBS Conference will check-in will receive full benefits of the Sapphire
to receive their electronically-printed badge Sponsorship level.
and totebag. Your company’s logo will be
featured at all check-in kiosks, as well as on Hotel Key Cards: $15,000
floor decals leading up to the registration (1 available)
station. Your company will receive full Be the first thing attendees see as they
benefits of the Emerald Level sponsorship. check-in for the conference at the Marriott
Wardman Park. Your logo will be printed on
HCBS Conference Smartphone over 1,000 hotel key cards. Your company
App: $20,000
will receive full benefits of the Sapphire
(1 available) Sponsorship level.
Tired of carrying around a cumbersome
agenda? Wish you could send a message Name Badge Lanyard: $15,000
to a speaker you just heard? The HCBS (1 available)
Conference Smartphone App allows for Everyone will wear your company’s logo
attendees to bookmark and save the people or name around their necks to display
they meet and sessions they attend within a their name badge for the conference. Your
full online listing of the agenda. Sponsorship company’s logo will be worn by over 1,400
for the App includes your logo displayed on individuals! Your company will receive full
posters throughout the conference, as well benefits of the Sapphire Sponsorship level.
as in communication about the app. Your
company’s name will also be highlighted
within the app. This is a great way to be at the
fingertips of every attendee! Your company
will receive full benefits of the Sapphire
Sponsorship level.
Questions? Contact Ali Blandford Diaz • 202-999-6766 • adiaz@ADvancingStates.org
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W H AT W I L L YO U R S P O N S O R S H I P L O O K L I K E ?
Branding Opportunities and Sponsored Promo Items at HCBS
Conference Water Sponsorships: Elevator Door Banners: $15,000
$15,000 for one; $20,000 for two
(2 available) (2 available)
Have your organization’s logo on a water Capture the undivided attention of
bottle for all attendees as they register, attendees each day at the HCBS
or on the water coolers throughout the Conference as they ride up and down the
Conference hotel space. After a long day of elevator banks of the 3rd and 4th floors in
workshops and networking, everyone will the Marriott Wardman Park. Your company
appreciate your contribution to the event. will receive full benefits of the Sapphire
Your company will receive full benefits of Sponsorship level and will be highlighted
the Sapphire Sponsorship level. within the conference program.
Conference WiFi: $15,000 Escalator Banner: $15,000
Conference attendees will appreciate Capture the undivided attention of
WiFi available throughout the conference, attendees each day at the HCBS Conference
allowing them to easily connect to as they ride up and down the escalator
exhibitors’ and speakers’ websites, and banks in the Marriott Wardman Park. Your
to engage with the Conference App. company will receive full benefits of the
Sponsorship includes your name on all Sapphire Sponsorship level and will be
materials highlighting the conference WiFi, highlighted within the conference program.
as well as throughout the conference
agenda. Your company will receive full
benefits of the Sapphire Sponsorship level.
Questions? Contact Ali Blandford Diaz • 202-999-6766 • adiaz@ADvancingStates.org
H O M E & C O M M U N I T Y- B A S E D S E R V I C E S C O N F E R E N C E • W W W. A DVA N C I N G S TAT E S . O R G • 11M A K E YO U R H C B S M A R K :
W H AT W I L L YO U R S P O N S O R S H I P L O O K L I K E ?
Exclusive ADvancing States Member Dinners,
Receptions, and Other Activities
Private Dinner with ADvancing States Membership at the
2020 MLTSS Symposium/Spring Meeting: $20,000
(3 available)
Nearly 100 officials from State offices join us in in the Spring for ADvancing States’s
bi-annual membership meeting. The Spring Meeting will be held in Salt Lake City, UT in
May 2020. Following a full meeting agenda, members join for a casual dinner where they
can reconnect with their colleagues. Sponsors are invited to join the dinner to mingle
with ADvancing States members. Sponsors of the Membership Dinner will be recognized
by having their logo displayed during the event, as well as throughout the meeting
agenda materials.
Private Breakfast with ADvancing States Membership during the
HCBS Conference: $20,000
(4 available)
With officials from nearly all 50 states attending, sponsors of these breakfasts
will work with ADvancing States staff on identifying and personally inviting state
directors in targeted states. This is an exclusive opportunity to have an informal
meeting with targeted contacts and discuss your products and programs. Your
company will receive full benefits of the Sapphire Sponsor and will be highlighted
within the conference program.
Private Dinner with ADvancing States Membership at the
2020 Fall Member Meeting/HCBS Conference: $35,000
(2 available)
Nearly 100 officials from State offices join us one night during the HCBS Conference for
ADvancing States bi-annual membership dinner. Members will join for a casual dinner
where they can reconnect with their colleagues. Sponsors are invited to join the dinner
to mingle with ADvancing States members. Sponsors of the Membership Dinner will
be recognized by having their logo displayed during the event, as well as throughout
the meeting agenda materials. Your company will receive full benefits of the Emerald
Sponsor, and will be highlighted within the conference program.
Questions? Contact Ali Blandford Diaz • 202-999-6766 • adiaz@ADvancingStates.org
H O M E & C O M M U N I T Y- B A S E D S E R V I C E S C O N F E R E N C E • W W W. A DVA N C I N G S TAT E S . O R G • 12M A K E YO U R H C B S M A R K :
W H AT W I L L YO U R S P O N S O R S H I P L O O K L I K E ?
Exclusive ADvancing States Member Dinners,
Receptions, and Other Activities
Private Presidential Reception for ADvancing States Membership
at the 2020 HCBS Conference: $40,000
(2 available)
ADvancing States hosts two receptions for members during the HCBS Conference. These
events are well attended by ADvancing States Board and membership and are a highlight
of the Conference for the attendees. Sponsors will have their logo displayed on reception
tables, as well as in the membership agenda materials. Sponsors are invited to join the
reception to mingle with ADvancing States members. Your company will receive full
benefits of the Diamond Sponsor, and will be highlighted within the conference program.
ADvancing States Membership Refresh/Recharge/Rehab Lounge:
$20,000
(3 available)
Your company will sponsor a dedicated afternoon lounge for state members to drop
in and enjoy space where they can recharge their devices and enjoy pick-me-ups like
coffee, tea, or energy drinks; or conversely sponsor a dedicated morning lounge for state
members to rehab from last night’s late night with gatorade, mimosas, and bloody mary’s.
Your logo will be displayed throughout the lounge, and you are welcome to staff the room
to meet attendees. Your company will receive full benefits of the Sapphire Sponsor and will
be highlighted within the conference program.
Questions? Contact Ali Blandford Diaz • 202-999-6766 • adiaz@ADvancingStates.org
H O M E & C O M M U N I T Y- B A S E D S E R V I C E S C O N F E R E N C E • W W W. A DVA N C I N G S TAT E S . O R G • 13E X H I B I T O R I N F O R M AT I O N AT H C B S
2020 HCBS Booth Reservation Form for Exhibitors
____________________________________________________________________________
COMPANY
____________________________________________________________________________
OFFICE CONTACT PERSON/TITLE
____________________________________________________________________________
ON-SITE CONTACT PERSON/TITLE (IF DIFFERENT FROM ABOVE)
____________________________________________________________________________
ADDRESS
____________________________________________________________________________
CITY STATE ZIP
____________________________________________________________________________
PHONE
____________________________________________________________________________
FAX
____________________________________________________________________________
E-MAIL
Method of Payment (please check one)
o Credit Card
o Check (personal or agency): Payable to ADvancing States
For Credit Card Use Only: o VISA o MasterCard o American Express
____________________________________________________________________________
CREDIT CARD # EXP. DATE
____________________________________________________________________________
SIGNATURE TODAY’S DATE
Mail or Fax Exhibit Space Order Form to:
ADvancing States 2020 HCBS Conference
Ali Blandford Diaz
P: 202-999-6766 • F: 202-898-2583
adiaz@nasuad.org • www.hcbsconference.org
Questions? Contact Ali Blandford Diaz • 202-999-6766 • adiaz@ADvancingStates.org
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Exhibit Hall Schedule To Reserve an
Exhibitor Booth
BOOTH Set-Up Scan or fax a completed Exhibitor form
Monday, August 31 1:00 pm – 5:00 pm (prior page) to adiaz@nasuad.org.
Tuesday, September 1 7:00 am – 10:00 am
10 x 6 ft. exhibit booth
Exhibit Hall Open Hours (Booth Reservation by December 31, 2019)
Tuesday, September 1 11:30 am – 7:00 pm Non-profit ...................................................$2,000
Wednesday, September 2 7:30 am – 3:30 pm Corporate ....................................................$4,500
Hotel Reservations 2020 Rates Released in
January 2020
Marriott Wardman Park
2660 Woodley Rd. NW
Washington, DC 20008
Exhibit Hall Decorator
Advanced Expo Services
877-237-6646
info@advancedexposervices.com
Exhibition Booth
Registration
Please note: A single attendee
registration is included with any exhibitor
booth. Any additional exhibitors/
attendees MUST register online and pay
the full conference rate.
Questions? Contact Ali Blandford Diaz • 202-999-6766 • adiaz@ADvancingStates.org
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ADvancing States Exhibit Rules & Regulations
1. Registration. All exhibitors and sponsors, including staff 9. Indemnification & Hold Harmless.
manning the booth, are required to register as participating
• The exhibitor shall indemnify, defend, and hold harmless
attendees at the ADvancing States 2020 HCBS Conference.
ADvancing States and its officers, directors, partners, agents,
Conference registration entitles exhibitors and sponsors to
members, and employees from and against any and all
participate fully in all open conference workshops, keynotes,
demands, claims, damages to person or property, losses
and social events on the program agenda.
and liability, including reasonable attorney fees (collectively
2. Exhibit Data. Each booth area is 10 x 6 ft. and includes one 6 “claims”) arising out of or caused by the exhibitor’s negligence
ft. skirted table and two chairs. All exhibitors are expected to fill in connection with the provision of services of the Marriott
out the appropriate forms with the decorating company for any Wardman Park. The exhibitor shall not have waived or be
additional, drapage, AV, electrical, etc. All necessary order forms deemed to have waived, by reason of this paragraph, any
and shipping information will be provided in the Exhibitor’s defense, which it may have with respect to such claims.
Manual. • ADvancing States shall indemnify, defend, and hold harmless
the exhibitor and its officers, directors, partners, agents,
3. Booth Blocks. In the event an organization would like to
members, and employees from and against any and all
purchase multiple booth space or if two exhibitors would like
demands, claims, damages to person or property, losses and
adjoining space, this request MUST be indicated on the Booth
liabilities, including reasonable attorney fees (collectively
Application forms and must be received at the same time as
“claims”) arising out of or caused by the ADvancing States’
spaces are assigned on a first-come, first-served basis. Every
negligence. ADvancing States shall not have waived or be
effort will be made to accommodate adjoining booth requests,
deemed to have waived, by reason of this paragraph, any
but final assignment is at the discretion of the Conference
defense that it may have with respect to such claims.
Coordinator.
• Exhibitors assume the entire responsibility and liability for
4. Exhibit Installation. Exhibit installation hours are Monday, losses, damages, and claims arising out of injury or damage to
August 31, 1:00 pm – 5:00 pm and Tuesday, September 1, their displays, equipment, and other property brought upon the
7:00 am – 10:00 am. Exhibitors agree that all booths will premises of the hotel and shall indemnify and hold harmless
be operational and staffed during all continental breakfasts, ADvancing States and Marriott Wardman Park their officers,
receptions, and breaks. directors, partners, agents, members, and employees from any
and all such losses, damages, and claims.
5. Dismantling Exhibits. Exhibits may be dismantled on
Wednesday, September 3, 2020, after 3:30 pm. • In all cases, occupants wishing to insure their property must do
so at their own expense. It is especially recommended that all
6. Canceled Booths. Cancellations made by July 26 will occupants have representatives in attendance at all times when
receive a refund, less the $100.00 conference cancellation fee. the exhibits are open and especially when exhibits are being set
There will be no refunds after July 26, 2020. All cancellations up or dismantled, to protect against loss.
and requests for refunds must be in writing and sent to the
attention of Ali Blandford Diaz, ADvancing States, 241 18th St. 10. Rules. ADvancing States reserves the right to make changes
South, Suite 403, Arlington, VA 22202. to these rules. Any matters not specifically covered herein are
subject to decision by ADvancing States. ADvancing States
7. No Shows. If an Exhibitor fails to install or display in assigned reserves the right to make such changes, amendments, and
space or fails to comply with any other provision of this additions to these rules as considered advisable for the proper
agreement, ADvancing States shall have the right, without conduct of the exhibit, with the provision the exhibitors will be
notice to Exhibitor, to take possession of said space and lease advised of any such changes.
said space, or any part thereof, to such parties, and upon such
terms and conditions, as it may deem proper. Any exhibitors 11. Rights of Termination. This agreement is subject to
who do not show up will not get a refund. If you e-mail, fax, or termination for cause, upon written notice, without liability to
mail your cancellation notice, please call to confirm receipt. the terminating party due to acts of God, war, government
regulation, terrorism, disaster, strikes, civil disorder, curtailment
8. Fees. Full payment must accompany the application for booth of transportation facilities, or any other emergency beyond the
space. Exhibitor Information Packets and booth assignments party’s control making it illegal or impossible to provide the
will be mailed after confirmation and payment of full conference facilities or to hold the meeting. The phrase “without liability”
registration. Shared booth space is prohibited. All materials, wherever used in this agreement shall be deemed to include a
services, and products represented must be wholly owned or refund by the ADvancing States of all deposits and repayment
managed by the exhibitor on record. made within thirty (30) days of the notice of termination.
Questions? Contact Ali Blandford Diaz • 202-999-6766 • adiaz@ADvancingStates.org
H O M E & C O M M U N I T Y- B A S E D S E R V I C E S C O N F E R E N C E • W W W. A DVA N C I N G S TAT E S . O R G • 16
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