2010 EXHIBITOR INFORMATION

The Eastern Claims Conference will be holding its 34th annual conference on February 28-March 2, 2010 at the Waldorf=Astoria Hotel in New York City. Your company may participate as an exhibitor which can present you with an extraordinary opportunity to meet, greet and provide hospitality to current and prospective clients. The following information describes the registration process as well as the options that are available to your company.

EXHIBIT SPACE

Exhibit space is limited and reservations will be accepted on a first come first served basis. Two types of exhibit space are available:

·         Standard Tabletop (3x6) with a backdrop not larger than 6 feet. Includes fully draped table and two chairs.

·         8x10 booth for larger displays (limited availability). Includes fully draped table and two chairs.

 ALL EXHIBIT REGISTRATIONS ARE DUE BY 01/15/2010. Inquiries regarding the availability of space after the above deadline should be directed to the Exhibitor/Hospitality Chairperson.

HOSPITALITY SPONSORSHIP PLAN

·         Participation is economically feasible through our unique hospitality sponsorship plan whereby numerous sponsors share expenses. The sponsorship includes:

·         Free ½ Page Ad In The ECC Program/Journal

·         Prime Exhibitor Location

·         Free Standard Exhibit Space

·         Public Recognition of your contribution

·         Company name, address, telephone number and link to your web site posted on the 2010 ECC Web site

·         Joint sponsorship of evening hospitality

·         Joint sponsorship of morning coffee and danish

·         Free attendance to sessions and hospitality events for up to 4 representatives

 Price: $2,050 ($2,300 with 8x10 upgrade)

Hospitality Sponsor Application - ECC 2010

EXHIBITOR ONLY PLAN

Under our Exhibitor only plan you may still participate and receive the following:

·         Free attendance to sessions and hospitality events for 2 representatives

·         Company name, address, telephone number and link to your web site posted on the 2010 ECC Web site

·         Standard Exhibit space in an assigned location

 Price: $1,350 ($1,600 with 8x10 upgrade)

Exhibitor Application - ECC 2010

BOOTH SPACE ASSIGNMENT

Booth locations are assigned by the ECC. Hospitality Sponsors receive prime ballroom locations. The remainder are assigned on a first come first serve basis.

EXHIBIT SET-UP AND TAKE-DOWN

Exhibit set-up will be on Sunday February 28, 2010 between the hours of 10:00 AM and 3:00 PM. All exhibits must be set up by 3:00 PM on Sunday February 28, 2010. Exhibit takedown will be on Tuesday March 2, 2010 between the hours of 1:00 PM and 3:00 PM. All exhibits must be out by 3:00 PM on Tuesday, March 2, 2010.

The dismantling of Exhibits between the hours of 8:00AM and 1:00 PM on Tuesday is not permitted due to safety concerns for our attendees.  

EXHIBIT HOURS

The exhibit area will be open Monday from 7:00 AM to 4:00 PM and 7:00 AM to 1:00 PM on Tuesday. Peak hours are 7:30 AM to 9:00 AM and 11:30 AM to 12:15 PM on Monday.  On Tuesday 7:30AM to 9:00AM and 11:45AM to 12:30PM.

ADVERTISING (You May Advertise Without Exhibiting)

The ECC has an ad journal/program, which is distributed to all attendees. Available options are:

½ Page: $250 (Free for Hospitality Sponsors)

Full Page: $500 (Hospitality Sponsor Upgrade $250)

Specifications: Black & White PDF that conforms to the following size requirements. Page size: 8” x5” (1/2 Page) and 8 ½” x 11” (Full Page).  You may e-mail your ad to:   ted.devivo@chartisinsurance.com

Ad copy due date: JANUARY 15, 2010. If possible, please submit Ad copy in conjunction with reservation form. Inquiries regarding Ad Space availability after the deadline should be directed to the Exhibitor/Hospitality Chairperson.

HOSPITALITY FUNCTIONS

Hospitality functions will be held on Sunday, February 28, 2010 between the hours of 5:00PM and 7:00 PM and on Monday March 1, 2009 between the hours of 5:00 PM and 7:00 PM.

OPTIONAL HOTEL SERVICES:  ELECTRIC / TELEPHONE / TECHNOLOGY / SHIPPING AND RECEIVING

Attached are instructions for ordering these services from the hotel.  All charges are the responsibility of the exhibitor.

2010 Waldorf Electrical & Misc Services Form

GENERAL SERVICES CONTRACTOR

The General Services contractor, Expo Advantage USA, will contact all registered exhibitors regarding the services they provide. All charges are the responsibility of the exhibitor.

Exhibitors are allowed to set-up and dismantle their exhibit if it is a TABLE TOP display or a POP-UP display – provided it is no longer than 10’ and can be set/dismantled by one (1) exhibiting company employee in 1/2 hour – any other type of exhibit requires union labor which must be arranged with Expo Advantage.

Expo Advantage
40 Oser Avenue, Suite 15
Hauppauge, NY 11788
Voice: 631-273-2310
Fax: 631-273-2371
expodesk@earthlink.net

SECURITY

A security guard will be provided for the exhibit area during non-exhibit hours. Admittance to the exhibit area is restricted during non-exhibit hours. The ECC cannot guarantee against loss, damage or theft of any kind.

LIABILITY

Space in the exhibit area is being assigned upon the clear understanding that the exhibitor agrees to protect, save, and hold harmless the Eastern Claims Conference, Inc. and the Waldorf=Astoria Hotel and all agents and employees thereof (hereinafter collectively called indemnitees) forever harmless from any damages or charges imposed for violations of any law or ordinance, whether occasioned by the exhibitor or those holding under the exhibitor, and further, exhibitor shall at all times protect, indemnify, save, and hold harmless the indemnitees against and from any and all losses, costs (including attorneys fees), damage, liability, or expense arising from or out of or by reason of any accident or bodily injury or other occurrence to any person or persons or to the property of same, including the exhibitor, its agents, employees, and business guests which arises from or out of or by reason of such exhibitor occupancy and use of the exhibit premises or a part thereof, except such as shall arise directly from the acts of indemnitees. Therefore, it is advisable for the exhibitor to arrange liability coverage during the annual meeting.

DRAWINGS

Should an exhibitor holding a drawing wish to have the winner(s) announced during the Tuesday lunch session, he/she should notify the Exhibitor/Hospitality Chairperson of the name of the firm awarding the prize, brief description of prize, name of the winner by 10:00 AM on Tuesday, March 2, 2010. Winners announced need not be present. The exhibitor is responsible for shipping the prize to the individual(s).

EXHIBITOR/HOSPITALITY CONTACT

Theodore P. DeVivo
Exhibitor/Hospitality Chairperson
Eastern Claims Conference, Inc.

PO Box 2730
Stamford, CT 06906-0730

Telephone Number: (212) 770-3905
E-mail address: ted.devivo@chartisinsurance.com