Sponsorship & Exhibit Opportunities

IARE members represent more than 100 member call centers from airlines, car rentals, rail lines, cruise lines, riverboats, hotels and city convention and visitor bureaus throughout the world.

The IARE Annual Conference is the premier event where members can learn about trends and techniques to enhance their operations; engage in valuable networking and idea-sharing activities, and see the latest industry products and services. More than 100 reservation/call center managers and executives are expected to attend this conference.

The IARE Exhibition, also called the Supplier Showcase, will provide a showcase of products and services used in reservation/call center operations and management for the travel and hospitality industry. In addition to exclusive showcase time, exhibitor personnel are invited and encouraged to participate in two conference social events. The greatest value from your participation will come from networking opportunities at our social events. These functions allow suppliers to get to know reservation center managers and executives on a more personal level in a relaxed setting. We strongly encourage that your exhibit personnel attend these events.

Sponsorships are another opportunity to participate in IARE's Annual Conference even if you are unable to exhibit. 

Platinum Sponsors: $5,000 or more

• Complimentary exhibit booth at 2003 Conference ($1,600 value)
• Two representatives to attend the entire Conference ($200 value)
• Two complimentary tickets for Tuesday evening teambuilding event ($120 value)
• Opportunity to make brief presentation about your company during the Conference
• Acknowledgement at Conference opening session
• A listing in the program booklet at the Conference
• A photo and listing in Supplier Showcase directory on the IARE web site
• A logo advertisement with link to sponsor web site on IARE home page, Calendar and Conference pages
• A final list of Conference attendees
• Acknowledgement in promotions prior to the Conference (if you confirm early!)
• A complimentary Allied Membership for 2003 ($300 value) which includes access to the quarterly IAR E-newsletter and access to the Members Only section of the IARE web site and online Member Directory

Gold Sponsors: $3,000 to $4,999

• Complimentary exhibit booth at 2003 Conference ($1,600 value)
• Two representatives to attend the entire Conference ($200 value)
• Two complimentary tickets for Tuesday evening teambuilding event ($120 value)
• A listing in the Conference program
• A photo and listing in Supplier Showcase directory on the IARE web site
• An logo advertisement with link to sponsor web site on IARE Conference page
• A final list of Conference attendees
• Acknowledgement in promotions prior to the Conference (if you confirm early!)

Would your company benefit from these offerings? 

Similar options will be available for the 
2004 Annual Conference in Washington, DC.

Commit your support for 2004!
Email to iare@assnoffice.com 

IARE Allied Members $1,200 U.S., 10' x 8' booth
Non-Member Companies $1,600 U.S., 10' x 8' booth
*The above booth fees will increase by $200 after February 15, 2003.

Companies that sponsor $3,000 or more for the 2003 Conference are entitled to one complimentary exhibit booth.

Contracts will be accepted on a first-come, first-served basis. If exhibit space is not available, a waiting list will be developed on a first-receipt of contract, first-served basis. IARE will refund all monies received with the contract to any applicant for whom space is not available. Contracts received after February 15th are subject to availability and will be charged an additional $200 per booth.

Exhibitors are prohibited from assigning or subletting any part of the space allotted to them, nor shall they exhibit or permit to be exhibited in their space any merchandise or advertising materials which are not a part of their own regular products, or which are not compatible with the character of the IARE Exhibition.

IARE reserves the right to refuse to rent space to any company whose display of goods or services is not compatible with the general character and objectives of the exhibit.

Full payment must accompany your Contract for Exhibit Space. IARE will not accept contracts without payment and cannot hold exhibit space. Payment by check, VISA or MasterCard will be accepted. IARE's tax identification number is 47-0690031.

If an exhibitor fails to pay when due any sum required by the contract, or fails to perform any other term or condition, or fails to observe and abide by these guidelines, IARE reserves the right to terminate the contract immediately without refund of any monies paid.

Confirmation
IARE will notify your company by email that your Contract has been accepted no later than February 28th. Please be sure to include the email address of your primary contact person on your Contract for Exhibit Space to ensure that you receive this notification.

Cancellation & Refund Policy
Notice of cancellation of exhibit space must be made in writing to the IARE, 7853 East Arapahoe Court, Suite #2100, Centennial, Colorado 80112-1361 USA; fax (303) 694-4869; iare@assnoffice.com. IARE reserves the right to resell the space vacated.

There are no refunds for cancellations; exhibit fees will be applied as sponsorship for the IARE 2003 Conference. There are no refunds for no-shows.

The preliminary hours for exhibitor participation are:

Sunday, April 27, 2003
7:00 a.m. to 2:00 p.m. Optional Golf Tournament (additional charge)
3:00 to 6:00 p.m. Exhibitor Set-up
6:30 to 8:00 p.m. Opening Networking Reception (Exhibitors encouraged to participate)

Monday, April 28, 2003
8:00 to 10:00 a.m. Additional time for exhibitor set-up
8:00 a.m. to 10:00 a.m. Welcome and Opening General Session
10:00 to 10:30 a.m. Grand Opening of Exhibit Hall * Refreshment Break
10:30 a.m. to 12:30 p.m. General Session resumes
12:30 to 1:30 p.m. Networking Lunch (Exhibitors encouraged to participate)
1:30 to 3:00 p.m. Concurrent Education Session & Supplier Showcase
3:00 to 3:30 p.m. Refreshment Break in Exhibit Hall
3:30 to 5:00 p.m. Facilitated Discussion Groups for Call Center Managers (Exhibits close for the day)
6:00 to 10:00 p.m. Teambuilding Event (Additional ticket purchase)

Tuesday, April 29, 2003
8:00 to 8:30 a.m. Continental Breakfast in Exhibit Hall
8:30 to 10:00 a.m. Concurrent Education Session & Supplier Showcase
10:00 to 10:45 a.m. Refreshment Break in Exhibit Hall
10:45 a.m. to 1:00 p.m. Exhibit teardown

Conference sessions continue through Wednesday, April 30.

The Exhibit Hall (Supplier Showcase) will be located in the Emerald Ballroom of the Red Lion Hotel on Fifth Avenue. The ballroom is carpeted.

Each exhibit booth is 10’ wide by 8’ deep, with an 8’ high back curtain and 3’ high side curtains. Standard equipment includes one 8’ x 30" draped table, two folding chairs, a wastebasket and one 7" x 44" identification sign.

Items must not extend beyond designated space or into aisles due to fire marshal regulations. Electrical outlets and telephone lines are not included as part of IARE exhibit fees; refer to the Utility Requirements section on how to order.

Order forms for additional tables and other equipment will be included in the service kit from IARE’s official service contractor. Watch for this kit after March 1, 2003, and return your order as soon as possible to ensure service.

Each exhibiting company will receive a list of convention registrants in their on-site packet.

Neither IARE, nor its members, officers, staff and management company (Caruso Group International), nor the official service contractor, nor the Red Lion Hotel on Fifth Avenue and their representatives or employees will be responsible for any injury, loss or damage that may occur to the exhibitor or the exhibitor's employees or property whatsoever, prior, during or subsequent to the period covered by the exhibit contract.

It is understood by the exhibitor that the nature of the facilities available, the presence or circulation of large numbers of people, the numbers of removable articles in many displays, and various other factors, make it mandatory that each exhibitor shall assume the risk of any such injury, loss or damage.

The exhibitor, by completing this Contract, thereby assumes such risk and expressly releases the above-named parties from all claims for any such loss, damage or injury. The furnishing of security shall not be deemed to affect the non-liability of the above-named parties nor to modify in any way the assumption of risk and release provided for them. If insurance is desired, it must be obtained by the exhibitor.

In case said premises shall be destroyed by fire or the elements or by any cause, or in the case of Government intervention or regulation, military activity, strikes or if any other circumstances make it impossible or inadvisable for IARE to hold the Conference and Exhibition, then and thereupon the Contract shall terminate and the exhibitor shall waive any claim for damages or compensation, except the pro rata return of amounts paid for space, after the deduction of actual expenses incurred in connection with the Exhibit, and there shall be no further liability on the part of either party.

It is recommended that exhibitors obtain adequate insurance coverage at their own expense for property loss or damage and liability for personal injury.

It is the responsibility of the each exhibiting company to obtain the appropriate copyright permission and/or music licensing (ASCAP, BMI) for all materials displayed at its exhibit.

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