OMEGA PSI PHI FRATERNITY, INCORPORATED
2011 Centennial Conclave Exhibitor Information and Registration Form
The Omega Psi Phi Fraternity, (OPPF) Inc. Centennial Conclave will be held July 27 - 31, 2011 at the Walter E. Washington Convention Center in Washington, DC. The Centennial Conclave Exhibit Show will take place Thursday, July 28th through Saturday, July 30th during the hours of 10 a.m. to 7 p.m.
OPPF accepts applications for exhibit space from businesses, corporations and other organizations. The application for exhibit space must be signed by a duly authorized agent of the exhibitor. Full payment must accompany the completed application, and upon approval, said application shall become a contract, governed by the rules specified herein. Space to exhibit will be assigned on a first-come, first-served basis. A floor plan is included.
Exhibitor Service Manual
A link to the Exhibitor Service Manual will be provided to each exhibitor, once the exhibitor has reserved a booth space(s). An exhibitor can reserve more than one (1) booth at a time, but each booth will be calculated at the prevailing rate for the type of exhibitor (see booth fees below). The manual contains all of the forms necessary to order any services the exhibitor may require.
Exhibit Service Contractor
21st Century Expo Group, Inc., a minority-owned business, is the official exhibit service contractor for the Omega Psi Phi Fraternity Inc. Centennial Conclave.
The fee for each 10' x 10' booth is $850.00 for corporations OR non-licensed vendors. The cost for OPPF licensed vendors is $500.00. Full payment must accompany the application/contract, and all exhibitors must register on line. The only acceptable form of payment is Credit Card or E-check.
CANCELLATION / REFUND POLICY
Requests for cancellations must be made by email, or submitted in writing, to OPPF at its corporate office (see application). Emails must be submitted by June 17, 2011. Other written cancellation notices must be postmarked before June 15, 2011, to receive a refund. A cancellation fee of $100.00 will be charged, to cover processing costs. No refunds will be made for cancellations emailed later than June 17, 2011 or postmarked after June 15, 2011. Also, no refunds will be made for “no shows”.
Exclusions: The Conclave registration fees do not include booth rental fees, and the OPPF Centennial Conclave Exhibit Show booth rental fee does not include registration for the Centennial Conclave, meal tickets or function tickets.
Exhibitors may pick up registration materials on-site on Wednesday, July 27, from 12.00 noon to 5 p.m. and on Thursday, July 28th, from 6:30 a.m. to 7:30 a.m. at the Walter E. Washington Convention Center.
The company name appearing on exhibitor badges must be the same company name that appears on the application contract for exhibit space.
For each booth that is purchased, the exhibitor is entitled to three (3) complimentary passes for personnel to staff the booth. These passes are for admission to the Exhibit Hall only, and they do not include meals or admission to other Conclave activities not otherwise open to the public. Additional company personnel, registering for the Centennial Conclave Exhibit Show only, will be charged $100.00 per person.
All exhibitors and attendees must exit the exhibit hall at 7 p.m. daily. Exhibitors may re-enter the exhibit hall one hour prior to opening on the next day, to “set up” before the attendees return.
The standard 10' x 10' booth that is purchased consists of a fully draped 8-foot back wall, draped 3-foot side rails, one (1) 6’ draped table, two (2) side chairs, one (1) wastebasket and one 7" x 44" company identification sign. Arrangements for other rental furnishings and/or other service requirements (e.g. electricity) should be made through 21st Century Expo Group or the appropriate official Convention Center vendor. Order forms will be included in the Exhibitor Service Manual, which will be available for download after the OPPF Exhibitor Application/Contract has been completed.
Installation and Dismantling of Exhibits
It is the responsibility of each exhibitor to arrange for the installation of the exhibit before the opening of the Centennial Conclave Exhibit Show, and to arrange for the dismantling of the exhibit immediately after the close of the show. Installation will take place on Wednesday, July 27th from 10 a.m. to 5 p.m. Dismantling must not begin before 7 p.m. on Saturday July 30th, and it must be completed by 10:30 p.m. on that date.
Exhibits must be staffed during all show hours and may not, to any extent, be dismantled before 7 p.m. on Saturday July 30th. Early dismantling or packing shall be considered a breach of this agreement and may affect participation at future Conclave Exhibit Shows.
Use of Space
The exhibitor's display must be contained completely within the specified boundaries of the booth space, in compliance with the following provisions, and no portion of the display may extend into the aisle or into any adjoining booth or other area outside the perimeters of the booth. No build-up exhibit or construction shall exceed 8 feet in background height or 36 inches in division rail height, except peninsula and island booths, which must not exceed a height of 16 feet. No construction, which may obscure the view of adjacent booths, is allowed at the sides of booths. Nothing may be hung from the ceiling.
The exhibitor may not use any portion of the aisles, entrances or other common traffic ways of the exhibit hall for the conduct or solicitation of business, for the promotion of products or services or for the distribution of literature, materials or souvenirs.
Giveaways, video viewings and demonstration areas must be organized so as not to interfere with any traffic in the aisle way. Should participants and/or onlookers interfere with the normal traffic flow in the aisle or overflow into neighboring exhibits, OPPF may discontinue the activity.
Exhibits must be staffed at all times during exhibit hours. As a courtesy to registrants and your fellow exhibitors, OPPF requires strict adherence to the opening and closing hours.
Exhibits, which include the operation of audio-visual equipment or any noise-making machines, must be conducted or arranged so that the noise resulting from the demonstrations will not annoy or disturb adjacent exhibitors.
No exhibitor shall assign, sublet or share the space allotted without the knowledge and consent of the Exhibit Manager.
OPPF shall have the right, at the discretion of the Exhibit Manager, to remove any materials from a non-exhibiting company, agency or organization on display in an exhibit booth.
OPPF reserves the right to assign booth space, to avoid conflicts of displays or products.
NOTICE and DISCLAIMER
Omega Psi Phi Fraternity, (OPPF) Inc. is the sole owner of federally registered and common law trademarks, slogans, logos, designs, copyrights, trade secrets, and other insignia (hereinafter called “Intellectual Property”) and has the sole authority to use its Intellectual Property and to license others to make, sell and use items bearing its Intellectual Property. Only OPPF licensed vendors may sell Omega Psi Fraternity, Inc. paraphernalia, and, at the Centennial Conclave, they may do so only within the confines of booth space located in the exhibit hall.
It is the sole responsibility of each vendor to secure any permits or licenses and to pay sales and/or use tax(es) required by the government of the Distict of Columbia.
Omega Psi Phi Fraternity, Inc. reserves the right to prohibit and restrict the sale of any and all goods/merchandise at any time that bears the trademarks or Intellectual Property by any unlicensed company or individual. Said goods/merchandise shall be confiscated, and violators will be prosecuted to the fullest extend permitted by law with forfeiture of any and all monies paid.