Exhibitor, Sponsor and Advertiser Terms and Conditions
Exhibitor, Sponsor or Advertising Agreement and full payment must be submitted no less than 45 days prior to event. Failure to adhere to these payment terms will result in an incomplete Agreement.
Assignment of Exhibit Space
Space will be assigned to exhibitors and sponsors at AzCASE’s discretion unless otherwise stated. AzCASE reserves the right to transfer assignments when such action is deemed to be in the best interest of the total Exhibition.
Digital Information Packet
Exhibitors and Sponsors will receive a Digital Information Packet once signed Agreement and full payment have been received in AzCASE office. This packet will include ALL information Exhibitor or Sponsor needs for day of event including parking and lunch information.
Assignment of Sponsor or Advertising Space
Arizona Center for Afterschool Excellence (AzCASE) reserves the right to assign Sponsor and Advertising space online, in print and via any digital mediums hosted by AzCASE. Space Requirements: AzCASE will provide Sponsor with requirements for advertisements. Size Orientation: Full Page 7 ½” X 10” Portrait • Half Page 7 ½” X 5” Landscape • Quarter Page 3 ¾” X 5” Portrait • Business Card 3 ½” X 2” Landscape.
Ad Artwork Guidelines
Advertising materials must be received from Sponsor via mail or e-mail (RBradstock@azafterschool.org) 45 days prior to event. Use of artwork received after that date is not guaranteed. • Acceptable file format is high resolution JPEG (300 pixels per inch is recommended). • Our program and program ads are printed in full color • Sponsor is responsible for ensuring that no crop marks are visible.
Conference Bag Swag: For advertising that includes bag swag, this is a small promotional item or for an additional fee a printed insert up to 8 ½” x 11”. Items must be delivered to the AzCASE office no later than 21 days prior to event. Required quantity is 800 pieces.
Electricity and WiFi
Access to electricity can be purchased from the hosting venue such as the Phoenix Convention Center, no later than 2 weeks prior to the event. Wireless internet access may be available for purchase on site on the day of the event. AzCASE will provide each exhibitor with the electricity and wireless internet ordering instructions upon receipt of your Sponsor & Exhibitor Agreement.
UPS is inside the Convention Center
125 N 2ND ST STE 110
PHOENIX, AZ 85004
Hours 8:00am-2pm Saturday
AzCASE cannot guarantee this store will be open day of the conference.
There is a FedEx at the Renaissance Phoenix Downtown Hotel
FedEx Office Print & Ship Center
100 N 1st St.
Phoenix, AZ 85004 US
Saturday 10:00 AM–2:00 PM
AzCASE cannot accept any packages or deliveries on behalf of vendors. AzCASE staff cannot guarantee help if items are lost or do not arrive or the store cannot produce your package(s) for you.
Check-in & Set-up
Exhibitor Set Up Time starts at 6:00am. Exhibit Hall opens at 8am and exhibitors must be set and ready to go no later than 8am. Check-in at the Information Table located TBD. You will receive at check-in a packet that includes:
- Credential – please wear this at all times.
- Map with your table/location assignment within the Exhibit Hall.
- Survey – complete the survey to be entered to win a free exhibitor table for next year’s conference. You can hand the completed form in at the information desk during the conference or you can fold it, staple or tape it and throw a stamp on it and mail it to us.
Each exhibitor receives an entry to the Leadership Reception, if one is held. Location and time for the reception will be included in your confirmation packet.
- 8:00AM – Exhibit Hall – West Ballroom
- 9:00AM Welcome/Awards/Keynote Speaker – West Ballroom
- 10:00AM- Workshop Session I
- 11:00AM- Break 1
- 11:15AM – Workshop Session 2
- 12:15PM – Lunch, Exhibit Hall, and networking – West Ballroom
- 1:15PM – Workshop Session 3
- 2:15PM – Break
- 2:20PM- Workshop 4
Exhibitors will receive via email parking pass discounts for several options in the area close to the event venue. Exhibitors park in the location they deem best for them. AzCASE is not responsible for any parking issues.
With your Exhibit Hall table, you receive one (1) complimentary lunch. This will be brought to your table around 11:30AM. If you need a vegetarian meal, please indicate it on your exhibitor form.
Exhibitor is expected to maintain a professional demeanor during the event and is solely responsible for keeping rental space free from any condition that may be dangerous to attendees. AzCASE shall not be liable for any loss, theft, damages, or injuries. Should you need to be away from your table please be sure that valuables such as purses and other valuables are removed.
AzCASE reserves the right to cancel any Agreement at any time for any reason. If an Exhibitor, Advertiser or Sponsor cancels an Agreement more than 3 months prior to event, full refund will be given less any monies spent by AzCASE to fulfill agreement up to cancellation date; more than 45 days prior to event, partial refund will be given less any monies spent by AzCASE to fulfill sponsorship agreement up to cancellation date; 45 days or less will result in no refund.
Event venue rules prohibit any selling of merchandise or exchange of money onsite during the event. Additionally, onsite advertising or exhibiting is subject to all City of Phoenix and Phoenix Convention Center laws, rules, and restrictions.