Sponsorship & Exhibitor Guide

**Please note that is a general guide of the Sponsor Packet. A more detailed packet will be emailed once we receive your completed registration form.

EVENT VENUE

The Meadows Events & Conference Center
1 Prairie Meadow Drive
Altoona, IA 50009
800.325.9015
515.967.1000
www.prairiemeadows.com
Directions to venue

Hotel Reservations
Book online
Reference the group code when you make your reservations to receive the Iowa Employment Conference group room rate.

Parking
Parking is complimentary.

EXHIBITOR BOOTH DETAILS

Booth Assignment and Notification

A booth directory will be emailed out prior to the conference.
Enter through The Meadows Events & Conference Center doors. Exhibitor booths will be scattered throughout the hallways outside of the breakout session rooms to help increase traffic to your booth.
When you check-in at the event, the IEC staff will also be there to direct you to your booth.

Booth Specifications

8’ table with cloth & skirt and two chairs
Wastebasket
Carpeted exhibit space
Exhibitor booths come with a set number of representatives according to your selected sponsorship level. If you’d like to bring more representatives beyond what’s included in your package, you can do so at an additional cost of $200 per person or you may use your complimentary registrations towards your additional booth representative. (Bronze sponsorship level does not qualify for complimentary registrations.)

Complimentary Wi-Fi

Complimentary Wi-Fi is provided.
To connect, select the network “Events Center” and accept the “Terms and Conditions.” Once you have accepted the “Terms & Conditions” you will be connected.

Exhibit Set Up

Space will be available for setup one hour prior to the start of the first day of the conference.

Exhibit Tear Down

Dismantlement may only begin after the last session starts and completed one hour after the conclusion of conference.

Exhibit Area Security

The Iowa Employment Conference will not provide 24-hour security for exhibitors; however, Prairie Meadows is under constant surveillance with cameras throughout the premises.
Prairie Meadows secures the exhibit area from 6:00 p.m. to 6:00 a.m.
Prairie Meadows’ security personnel and local law enforcement routinely patrol leased event space.
Iowa Employment Conference and Prairie Meadows are not responsible for any loss, theft or damage to any property left at the venue at any time.

BOOTH PERSONNEL DETAILS

Booth Personnel Check-In (Prairie Meadows Events & Conference Center Atrium)

All paid booth personnel must check-in at the registration table the morning of the conference.
Name badges will be available at check-in.
All registered representatives must wear their name badges throughout the conference.

Booth Personnel Inclusions

Booth personnel have access to the conference as well as meals.
- Meals:
  - Please note that we can accommodate only medically necessary and vegetarian special diets. If you have special food requirements, please contact Nan Boland at nan@iowaemploymentconference.com.

Presentation Materials Login Credentials

Printed presentation materials WILL NOT be available at the conference.
Presentation materials are available on our website to print and bring with you to the conference.
You may also bring your laptop and follow along if you prefer not to print the materials. Please know that it is a public network, and we cannot guarantee a solid connection.

SHIPMENT OF EXHIBITOR MATERIALS AND EQUIPMENT

Shipping to Prairie Meadows

Incoming packages and boxes to The Meadows are to be addressed as follows:
- Prairie Meadows
  Representative Name (Vendor-Booth #)
  Function or Group Name & Date
  C/O Jenn Virden
  1 Prairie Meadows Drive | PO Box 1000
  Altoona, IA 50009

If it is necessary to ship materials to Prairie Meadows, each item shipped must be properly packed and marked with (1) the organization’s name and contact, (2) date of function, and (3) name of The Meadows contact.
For Safety and security, containers brought to Prairie Meadows may be subject to inspection and Prairie Meadows reserves the right to refuse packages which appear damaged.
Due to limited storage space, materials will be accepted no earlier than three (3) days prior to event and items received earlier than three (3) days may be assessed storage fee.
The vendor is responsible for all shipment costs related to shipping packages and equipment.

Return Shipment

Exhibitors must pack and label all shipments (complete with your own account numbers, bills of lading, and any/all other required paperwork).
Prairie Meadows REQUIRES that you complete their Guest Shipping Form. You may find the Guest Shipping Form at the registration table.
You should bring all your own shipping supplies with you such as packing materials, shrink wrap, tape, labels, etc.
The IEC staff will notify Prairie Meadows of your shipment. Beyond that, IEC takes no responsibility for return shipping in any way.
Our staff does not pack for you, complete or print out labels or assume packing or shipping costs of any kind.

NOTE: Prairie Meadows will not accept any responsibility for damage to or loss of any merchandise or articles left in the facility prior to, during, or following the event.

PRIZES & GIVEAWAYS

All exhibitor giveaways, raffles, and drawings are the responsibility of each exhibitor and not the responsibility of the Iowa Employment Conference.
You will be able to share your prizes/giveaways along with your 30-second presentation during lunch.
Vendors are responsible for drawing the winners of their prizes/giveaways.
Please bring your prizes/giveaways to the registration table immediately following the start of the last session so winners can pick them up at the end of the conference.
The Iowa Employment Conference will post winners’ names on a board next to the registration table.

PROMATIONAL ITEMS (at registration)

Titanium, Platinum, Gold, and Silver sponsors can distribute one promotional item to the attendee welcome tote bag. (i.e., Flyer, pen, chip clip, hand sanitizer, etc.)
Promotional items will need to be received one week prior to the first day of conference.
Please see “Shipment of Exhibit Materials and Equipment” for shipping details.

ADDITIONAL EXHIBITOR INFORMATION

Complimentary Registrations

Based on your sponsorship level, you may be entitled to receive complimentary attendee registrations.

We hope that you will use these complimentary registrations and extend the invitation to co-workers, clients, or someone you feel would benefit from our conference.

Attendee List

The post-conference attendee list will be emailed out within one week following the conference. (Does not apply to Bronze level.)

VENDOR CERTIFICATE OF INSURANCE (COI) REQUIREMENTS

Iowa Employment Conference (IEC) and our venue requires any vendor/exhibitor to provide a Certificate of Insurance (COI) showing coverage is current and in force prior to the event.

The COI must include a General Liability limit along with listing Iowa Employment Conference (IEC) as additional insured as outlined below:

Commercial General Liability

A minimum limit of $1,000,000 Each Occurrence and $2,000,000 in the Aggregate. Coverage should be afforded on a primary and non-contributory basis, including a waiver of subrogation in favor of the Iowa Employment Conference and a 30-Day Notice of Cancellation. The Iowa Employment Conference should also be listed as an Additional Insured.

Additional Insured Information

Coverage should be afforded by using ISO Additional Insured Endorsement (CG 2010 1001) form.

IMPORTANT CONTACT INFORMATION

Iowa Employment Conference
Nan Boland, President
Mobile: 515.238.3335
Email: nan@iowaemploymentconference.com

Iowa Employment Conference
Sarah Towns, Business Manager
Mobile: 515.238.3712
Email: sarah@hirequalitysolutions.com