MARYLAND EMERGENCY MANAGEMENT ASSOCIATION
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PLEASE PLAN TO JOIN US FOR THE ANNUAL
M ARYLAND E MERGENCY M ANAGEMENT ASSOCIATION
2020 HOMELAND SECURITY AND EMERGENCY
MANAGEMENT SYMPOSIUM
May 26 – May 29, 2020
Once again, we will be holding the Symposium at the beautiful Clarion
Fontainebleau Hotel and Conference Center located in Ocean City, MD.
Page 1 of 6BE A SPONSOR
By sponsoring an event or a door prize, you demonstrate your
organization’s support for emergency management activities
while receiving a variety of benefits and enhancing your
company’s reputation among our members.
Sponsorship Benefits:
Silver Sponsor - $1,000.00
You will receive a sign acknowledging your company’s generous sponsorship at the
sponsored event as well as prominent recognition on the sponsorship wall
displayed in the registration area and a ¼ page ad of your own design in the event
program.
Gold Sponsor - $2,500.00
You will receive a sign acknowledging your company’s generous sponsorship at the
sponsored event as well as prominent recognition on the sponsorship wall
displayed in the registration area and a ½ page ad of your own design in the event
program.
Diamond Sponsor - $5,000.00
You will receive a sign acknowledging your company’s generous sponsorship at the
sponsored event as well as prominent recognition on the sponsorship wall
displayed in the registration area and a full-page ad of your own design in the event
program. With your Diamond Sponsorship, a booth on the exhibit floor will be
included. Your company will also receive a sponsorship plaque, as a token of
appreciation for your support of the symposium and the Association.
Page 2 of 6Exhibit Booth Package
• An optional 20-word profile of your Company, provided by you, to be printed in the
symposium program. Please include this with your registration form.
• Two Symposium participant registrations for Tuesday and Wednesday. If a vendor
would like to attend the Symposium sessions on Thursday and Friday, registration as an
attendee will be required for those days.
• One six foot draped and skirted table and two chairs.*
• Company identification sign
• Overnight security for the exhibit area
• Listing in the Symposium program
• Vendor Welcome Reception
• Buffet breakfast, two snacks, and lunch for two registered participants on Wednesday.
* This does not include back wall, sidewall, drapes, signs, labor, security, gas, electric (if electric is required please
refer to hotel order form attached), or water. All use of exhibit space is subject to Hotel’s current rules and
regulations for exhibit services, and must be in compliance with the local safety and fire codes.
VENDOR INFORMATION
Booth Set-up:
Booth set-up is scheduled for Tuesday, May 26th between the hours of 11 AM – 3:30 PM (Note:
We recommend that you plan on having your booth set-up prior to the Tuesday evening
welcome reception starting at 4:00 PM).
Vendor Hours:
• Tuesday evening 4:00 PM - 7:00 PM (Vendor Welcome Reception)
• Wednesday 7:30 AM – 4:30 PM
Booth take down:
Booth take-down is scheduled for 4:30 PM on Wednesday, once the event is over. Remember,
if you are shipping your booth from the hotel, you must make arrangements with the hotel and
carrier.
Page 3 of 6Exhibitor Terms and Conditions
Application: The application must be accompanied by a company check or payment via PayPal.
Registration and full payment must be made by May 1, 2020 before booth assignment will be issued.
Booth assignments will be made on a first-come, first-served basis with sponsors receiving select booth
assignments. No booths will be allowed to be set up unless payment in full is received. A late registration
fee of $100.00 will be issued for any registrations received after May 1, 2020 and your company will not
be included in the program.
Agreement to Conditions: Upon the Association’s acceptance of the application, the Exhibitor agrees to
abide by the terms and conditions listed:
Exhibit Space: One six-foot draped, skirted table, and two chairs constitute one booth area.
Cancellation or Relocation of Symposium: In the event that the Association must cancel or
relocate the Symposium due to circumstances not under the direct control of the Association, the
Association will have no liability of any kind.
Cancellation by Exhibitor: 50% of the full fees are refunded for cancellations received by fax or in
writing by April 15, 2020. Cancellations received after May 1, 2020 are not refundable.
Cleanliness: A clean building will be furnished at the start of the contract period and prior to the
start of each day’s events. Exhibitors must maintain and keep in good order their respective
exhibit spaces.
Smoking Policy: No smoking is allowed in the Clarion Resort exhibit area.
Delivery and Set-up: Exhibitors are responsible for delivery, setup, and removal of all exhibit
materials.
Security: All exhibitors are responsible for complete security within exhibit areas, meeting rooms,
and other areas to be used by the exhibitors. Overnight security will be provided for the exhibit
area.
Exhibitor Conduct: All exhibitors and their guests are expected to maintain courteous and
professional conduct during the symposium as well as any affiliated gatherings.
Page 4 of 6Exhibitor Registration Form
Apply early to ensure premium booth space availability!
Exhibit booth assignments will be made on a first-come, first-served basis.
Booth location selections are not confirmed until payment is received in full.
Organization Information:
Name of Firm/Organizations: (to be listed in symposium program exactly as shown below):
__________________________________________________________________________________________________
Address: __________________________________________________________________________________________
Phone: _________________________________________ Fax: __________________________________________
Email: _________________________________________________________________________________________________
Booth Contact Information:
Name: _________________________________________ Phone: _______________________________________
Email: _____________________________________________________________________________________________
Payment Information:
Payment in full must accompany registration prior to May 1, 2020. A late registration fee of $100.00 will be issued for any
registrations received after May 1, 2020 and your company will not be in the symposium.
Submit a copy of this registration form and a 20-word company profile to Steve Garvin (sgarvin@docogonet.com) no later
than May 1, 2020.
Payment can be submitted digitally via the Association website at www.MarylandEMA.org under the Symposium tab.
Alternatively, please select one or more options below:
_____ Yes! Sign us up to participate in the 2020 MDEMA Symposium ($850 per booth)
_____ Yes! We would like to be a sponsor this year! Enter sponsorship amount: _____________
_____ Yes! Sign us up to donate a door prize or silent auction item.
Make checks payable to: Maryland Emergency Management Association Enter Check #:_______
Mail Checks to: Maryland Emergency Management Association
Marianne Souders – Treasurer
Montgomery Co. Office of Emergency Management & Homeland Security
100 Edison Park Drive, 1S31
Gaithersburg, MD 20878
Note: Symposium Agenda will follow. Please check the Association Website for updates at www.MarylandEMA.org. Contact Steve
Garvin with questions (sgarvin@docogonet.com or 410-228-1818)
Page 5 of 6Please check if NO services are needed
EXHIBITOR SERVICE ORDER FORM
Exhibits MEMA XE0528
May 26 - 27, 2020
Please complete and forward directly to the Clarion Resort Fontainebleau Hotel
Please Print:
PREPAYMENT MUST BE SENT FOR SERVICE AND
Exhibitor Company Name: MAILED OR EMAILED DIRECTLY TO:
Joan Walla
Contact Person: IF PAYING BY CREDIT CARD:
CREDIT CARD NUMBER:
Address:
CCV: _________________ EXP: ________________
City/State/Zip: NAME OF CARDHOLDER:
Phone Number: SIGNATURE:
CARDHOLDER PHONE NUMBER:
AUTHORIZATION SIGNATURE:
(Please reserve the services indicated)
EMAIL ADDRESS FOR RECEIPT:
Exhibit Material Storage:
The hotel does not accept Exhibit materials delivered sooner than MAKE CHECKS PAYABLE TO:
one week prior to the convention date. Clarion Resort Fontainebleau Hotel
NO freight deliveries accepted to or from hotel unless there is a 10100 Coastal Hwy
lift gate on the truck and appropriate manpower is sent to Ocean City, MD 21842
remove/replace deliveries on the truck. (410) 390-4012 or FAX (410) 524-4907
EMAIL: jwalla@clarionoc.com
Other Requirements:
If there are any unique requirements for exhibit space, please EXHIBIT SERVICE CHARGES:
contact the Catering Department. 110V Outlets, Single Phase $50.00 x ________
(Charged once per booth, per convention)
Special Notice:
No nails, bracing wires, staples or tape used in constructing displays
Extension Cord $30.00 x ________
may be attached to walls, floor or ceiling. All property damage by
(Per cord)
exhibitor’s expense. All large exhibit items must use the freight
elevator only. Permits for selling must be obtained prior to exhibit
show and must be on hand during show hours. Hardwired Internet Access $60.00 x ________
($60.00 per day/ per computer)
Shipping Labels:
REQUIRE Name of Recipient, Company & Conference Storage/ Delivery Charges-
Exhibit items sent by trucking co. require complete Bill of Lading with
(Includes storage & handling to & from exhibitor booth
the names of shipper and receipt MUST include address. (PO Box
from freight dock.)
numbers are NOT acceptable for shipping via truck, UPS or FedEx)
Return Shipping via FedEx and UPS require full name, address and Box (Each) $20.00 x ________
telephone number. Prepayment is required for return shipping.
There will be no direct billing extended for exhibit items. Pallet – MUST CALL FOR INSTRUCTIONS
TOTAL AMOUNT DUE: $____________
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