EXHIBITOR PROSPECTUS - Lions Clubs International

EXHIBITOR PROSPECTUS
Contents
LIONS CLUBS OVERVIEW .........................................................................2
CONVENTION OVERVIEW ........................................................................3
EXHIBITOR INFORMATION .....................................................................4-6
EXHIBITION VENUE ..............................................................................7-10
IMPORTANT CONTACTS...........................................................................11
ADVERTISING OPPORTUNITIES .............................................................12
EXHIBITOR/ADVERTISING APPLICATION...........................................13-17
TERMS AND CONDITIONS..................................................................18-26
EXHIBITOR HOTEL RESERVATION FORM ...............................................28
Lions Clubs 98th International Convention
EXHIBITOR PROSPECTUS
LIONS CLUBS INTERNATIONAL
Established in 1917 and headquartered in Oak Brook,
IL, Lions Clubs International (LCI) is the world's largest
service organization with over 1.35 million members in
over 200 countries. Lions Clubs International is
commonly recognized for its service to the blind and
visually impaired, though our members volunteer their
time to answer the many needs that challenge their
communities and the world.
For over 95 years, wherever there is a need — at
home or around the world - Lions are there to help.
To learn more about LCI, visit our website at:
www.lionsclubs.org.
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Lions Clubs Convention 2015
This is the association’s only event where all global
members are invited to join together for five days of
fellowship at the International Convention, which will be
held in Honolulu, Hawaii, USA. Honolulu is the state
capital and the most populous city in the U.S. state
of Hawaii. We expect a minimum of 18,000 Lions to
attend this convention. Each year our registrants look
forward to marching in the annual International Parade,
participating in numerous educational seminars, voting
on important association issues while enjoying the sights
of an international city.
All convention events including LCI’s plenary sessions,
meetings, and seminars will conveniently take place at
the Hawaii Convention Center (HCC).
The Exhibitor area is open daily and the traffic flow is
steady throughout the week. Slow periods will occur
during our International Parade on Saturday, June 27
and Opening Plenary Session on Sunday, June 28.
Immediately following these events, exhibitors can
expect crowds to return to the exhibit area.
Our event is not a tradeshow – it is focused exclusively on
LCI. The focal point of our exhibit area is our large
Headquarters section that features each division
of LCI. Here, Lions members can meet and
discuss issues directly with key personnel. Other
popular exhibit area attractions include our
complimentary Social Media Lounge/Internet Café;
the International Food Court; the Environmental Photo
Contest competition highlighting the best entrants from
around the world, the Club Supplies Store, and of course,
the always popular Exhibitors section. These are just a few
of the exhibit area attractions available to our attendees.
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HONOLULU, HAWAII, USA Lions Clubs Convention 2015
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Exhibitor Information
At the Hawaii Convention Center, the main level
exhibit halls will be used for our plenary sessions, so
instead of a traditional exhibit hall we will be using the
meeting rooms located in the Ala Halawai “Central
Concourse” on the HCC’s Level 3.
Please refer to Page 8 for a general layout of this
space. Due to the space limitations there will only
be space for 15 exhibitors in 2015. We will accept
completed exhibitor applications on a
first-come, first-serve basis. Only standard size
10’ x 10’ (3m x 3m) booths are available.
Exhibitors who are unable to reserve a booth are welcome to participate in our first “Virtual” Exhibit Hall.
LCI has partnered with ViridiSTOR to deliver our convention content digitally on their Presenter USB.
Exhibitors can now distribute a wide range of content, including high resolution images, movies, electronic
brochures, and product catalogs and more in a cost effective manner. As all exhibitor contact information
(address, phone, website, social media links, etc.) is included on the Presenter™, exhibitors have the opportunity
to be contacted after the convention, even if the attendee never visited their booth or the exhibitor was unable to
attend.
We invite your company or organization to participate as an exhibitor
MARK YOUR CALENDAR:
or “virtual exhibitor” to market your products or share your programs
and services with our global Lions members.
Take advantage of the advertising options available to you. Place your
company or organization’s message in the Convention program that is
June 24-June 28, 2016
– Fukuoka, Japan
June 30-July 4, 2017
– Chicago, Illinois, USA
offered in multiplie languages to increase awareness of your brand.
Best of all, you will have access to thousands of global Lions
members in two market places!
Don’t miss out on this opportunity - send in your application today!
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June 29-July 3, 2018
– Las Vegas, Nevada, USA
July 5-July 9, 2019
– Milan, Italy
Exhibitor Information
The Lions International Convention Exhibitor’s area will be located on Level 3 in Room 312. Space is very
limited so reserve your space soon before it sells out. A benefit of coming on board as one of our valued
exhibitors before booths sell out or by March 6, 2015, will be your company or organization’s details
listed in our convention program. The program is printed in several languages and is distributed to all attendees.
We will include a brief description of your company/organization along with your website or e-mail address.
Exhibitors purchasing a booth will be included on the ViridiSTOR Presenter USB.
EXHIBITOR COSTS:
The price for a 10’ x 10’ exhibit booth varies based upon the exhibitor classification.
LCI offers discounts for our valued repeat exhibitors.
Please refer to the chart below as a guide:
BOOTH TYPE
RETAIL EXHIBITORS TOTAL
NOT-FOR-PROFIT/CHARITABLE
ORGANIZATIONS TOTAL
INLINE
10’ x 10’ BOOTH
$1000.00 USD
$750.00 USD
CORNER*
10’ x 10’ BOOTH
$1500.00 USD
$1250.00 USD
VIRTUAL EXHIBITOR**
$400.00 USD
$300.00 USD
* NOTE: Corner Booth space is very limited, subject to availability and not guaranteed.
** NOTE: For exhibitors unable to purchase a booth at the 98th annual convention.
All rates are shown in US Dollars.
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HONOLULU, HAWAII, USA I Lions Clubs Convention 2015
EXHIBITOR FEE INCLUDES:



Four (4) Exhibit Hall Passes
Each booth includes an 8’ high pipe and drape
back wall and 3’ high pipe and drape side walls
1 – Table

2 – Chairs

1 – Wastebasket

Booth ID Sign.
Company or organization listing in the Official
Convention Program that is distributed to all
convention attendees and translated into
numerous languages. Each listing will include
a description of up to 25 words.
Your application must be received by March 6, 2015 to be included in the program.
Your listing will also be included on our ViridiSTOR Presenter USB.


OFFICIAL GENERAL SERVICES CONTRACTOR:

TBD
EXHIBITOR TERMS AND CONDITIONS:

Refer to page 18 – please review thoroughly.
EXHIBITOR SCHEDULE AT A GLANCE:
Exhibitor Move-in Period:
Thursday
June 25, 2015
09:00 – 16:00
Convention Dates and Times:
Friday
Saturday
June 26, 2015
June 27, 2015
09:30 – 17:00
11:00 – 17:00
Sunday
June 28, 2015
09:30 – 17:00
Monday
June 29, 2015
09:30 – 17:00
Tuesday
June 30, 2015
07:30 – 10:30
Tuesday
June 30, 2015
10:31 – 17:00
Exhibitor Move-out Period:
NOTE: All times are subject to change – LCI will notify exhibitors of any schedule changes.
Refer to the Terms and Conditions on page 18 for further information.
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EXHIBITION VENUE:
Hawai’i Convention Centre (HCC)
1801 Kalakaua Avenue
Honolulu, Hawai‘i 96815
USA
Website: www.hawaiiconvention.com
& Exhibit Hall
- (Exhibitor Hotel)
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HONOLULU, HAWAII, USA I Lions Clubs Convention 2015
HAWAI’I CONVENTION CENTER
LEVEL 3
ROOM ASSIGNMENTS
303 - PARADE OFFICE
312 - EXHIBITOR AREA & PHOTO SALES
313A - PIN TRADING; LISC & POST OFFICE
313B&C - INTERNATIONAL FOOD COURT & VIDEO WALL
314 - INTERNET CAFÉ/SOCIAL MEDIA
315 - CLUB SUPPLIES STORE & HOST COMMITTEE SOUVENIR SALES
316 - HEADQUARTERS INCL ENVIRONMENTAL PHOTO CONTEST; FUKUOKA CVB; 2016 REGISTRATION
317 - REGISTRATION
318 - INFORMATION & LANGUAGE/HOST COMMITTEE WELCOME & CONVENTION OFFICE
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LEVEL 1
KAMEHAMEHA – PLENARY SESSIONS & INTERNATIONAL SHOW
MAIN LOBBY – ADVANCE REGISTRATION; TOUR DESK; SHUTTLE DESK
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HONOLULU, HAWAII, USA I Lions Clubs Convention 2015
LEVEL 4
KĀLAKAUA BALLROOM A – CREDENTIALS CERTIFICATION
KĀLAKAUA BALLROOM B&C – DGE SEMINAR GENERAL SESSIONS, BANQUETS INCLUDING
MJF LUNCHEON & VOTING
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Important Contacts
LIONS CLUBS INTERNATIONAL
EXHIBITOR COORDINATOR
HOTEL RESERVATIONS
SCOT JACOBSON
KATHY GORGAN
1-630-468-6928
1-630-468-6763
[email protected]
[email protected]
GENERAL SERVICES CONTRACTOR
TBD
SHIPPING & FREIGHT HANDLING
TBD
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HONOLULU, HAWAII, USA I Lions Clubs Convention 2015
Advertising Opportunities
With a minimum attendance of 18,000 global
Lions members, we invite you to participate as an
Official Advertiser in our Official Convention
Program. Take advantage of this
unique opportunity to extend your marketing
reach with our attendees.
Advertisement in the
Official Convention Program
$500 - $1,300 USD
Our Program, which is translated into several
languages, is a must for all of our attendees and
is often kept as a treasured keepsake and souvenir.
Convention attendees can view our scheduled program of events, voting information, exhibitor descriptions and
delegation activities to name just a few. Your advertisement will help guide attendees to your booth and increase
your company/organization’s exposure to the thousands of worldwide Lions members onsite.
Advertising prices vary based upon the size of the ad and if the ad will be in 4-color, 2-color or black and white.
The number of color advertisements available is limited. Program cover advertisements are assigned on a
first-come, first-serve basis. As a special thank you to our exhibitors, Lions Clubs International is offering
discounts up to 25% off for participating convention exhibitors, including our virtual
exhibitors, who wish to advertise in our program.
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Exhibitor Application
Page 1
Lions Clubs 98th
International Convention
ORGANIZATION INFORMATION
Please print all information EXACTLY as it should appear on all promotional listings.
Name You Wish to Exhibit Under:
Company name for invoicing:
Address:
City:
State:
Zip/Postal Code:
Country:
Exhibit Contact:
Phone:
E-Mail:
Web Address:
LIONS CLUBS INTERNATIONAL
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HONOLULU, HAWAII, USA Lions Clubs Convention 2015
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Exhibitor Application
Page 2
YOUR EXHIBIT SPACE PURCHASE INCLUDES:
• Four (4) exhibit hall passes
• Each booth includes an 8’ high pipe and drape back wall and 3’ high pipe and drape side walls
• 1 – Table
• 2 – Chairs
• 1 – Wastebasket
• Booth ID Sign
• Convention program listing if application is received by the printing deadline date of March 6, 2015.
• Listing included in our ViridiSTOR Presenter USB.
Please review the important exhibitor Terms and Conditions on page 18.
Full payment is required with each application. Please note that booth fees are listed in US Dollars. Requests
for exhibit space must be received by March 30, 2015. Applications received after March 6, 2015 will not be
listed in our Official Convention Program due to printing deadlines.
Our official general services contractor is to be determined. They will provide you with
your electronic exhibitor kit that contains information on your booth decor, along with order forms for any
additional electrical, telecom, audio-visual, decor and/or other services you may require.
PRODUCT/SERVICE LISTING IN THE OFFICIAL CONVENTION PROGRAM
Please provide in 25 words or less, a description of your organization and any products or services you will
be highlighting in the exhibit hall. Forms submitted will be subject to editing at the discretion of LCI.
Your application must be received by March 6, 2015 to be included in the program.
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
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Exhibitor Application
Page 3
NOT-FOR-PROFIT/CHARITABLE
BOOTH RATE
US DOLLARS
RETAIL EXHIBITORS
Organizations and those that
are showcasing Lions Humanitarian
supported programs
PLEASE MAKE A
SELECTION
PRICE
PRICE
INLINE 10’ x 10’
$1000.00
$750.00
CORNER 10’ x 10’
$1500.00
$1250.00
TOTAL
REPEAT EXHIBITOR’S APPRECIATION CREDIT
(Subject to verification by LCI)
VIRTUAL EXHIBITOR
$400.00
- 50.00
$300.00
SUB TOTAL
CANCELLATION / BOOTH SIZE REDUCTION POLICY
Liquidated damages will be charged per exhibit space to any exhibitor that cancels within
the following time periods:
TIME PERIOD
Before May 30, 2015
After May 30, 2015
LIQUIDATED DAMAGES
Full Refund
No Refund
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HONOLULU, HAWAII, USA I Lions Clubs Convention 2015
Exhibitor Advertising Application
Page 4
PROGRAM ADVERTISING OPTIONS
TYPE OF PROGRAM
ADVERTISEMENT
SIZE
STANDARD RATE
(US DOLLARS)
2015 CONVENTION
EXHIBITOR RATE
(US DOLLRS)
4 COLOR FULL PAGE
3” x 7 ¼”
$1300.00
$1000.00
2 COLOR FULL PAGE
3” x 7 ¼”
$1000.00
$775.00
BLACK & WHITE FULL PAGE
3” x 7 ¼”
$900.00
$700.00
BLACK & WHITE HALF PAGE
3” x 3 ½”
$500.00
$400.00
SUB TOTAL
Please note that ads can be supplied as a PDF/X1a file. The PDF must contain all high-resolution
cmyk images (300 dpi) and embedded fonts. Please ensure that the PDF ad is designed to fit the
advertisement size indicated above.
Questions? Contact Deade at 630-468-6757 or [email protected]
Due to printing deadlines, ad requests must be received by March 6, 2015.
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TOTAL
Exhibitor/Advertising Application
Page 5
PAYMENT INFORMATION:
Payment is due with application • Check Payment in US Dollars is payable to LCI
PAYMENT IS DUE WITH APPLICATION
I MasterCard I Visa
I Discover I Check Payable to LCI
Account Number: ______________________________ Expiration Date: ________________________
Name on Card: ________________________________________________________________________
Billing Address: ________________________________________________________________________
City: __________________________________________________ State: ________________________
Zip/Postal Code: ____________________________________ Country: ________________________
Authorized Signature: __________________________________________________________________
Authorized Amount: ____________________________________________________________________
AGREEMENT
I agree to abide by the provisions of the Terms and Conditions governing the 98th Lions Clubs
International Convention as well as the conditions to exhibit at the Hawai’i Convention Center (HCC).
Signature: ______________________________________________ Date: ________________________
BY SIGNING THIS AGREEMENT, YOU AGREE TO ALL TERMS AND CONDITIONS.
THE TERMS AND CONDITIONS CAN BE FOUND STARTING ON PAGE 18 OF THIS DOCUMENT.
PLEASE KEEP A COPY OF THIS APPLICATION FOR YOUR FILES.
PLEASE RETURN THE COMPLETED APPLICATION AND SIGNED AGREEMENT TO:
SCOT JACOBSON
Convention Coordinator
Lions Clubs International 300 W. 22nd Street Oak Brook, IL 60523 USA
Direct Line: 1-630-468-6928 • Fax: 1-630-706-9285 • [email protected]
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HONOLULU, HAWAII, USA Lions Clubs Convention 2015
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Terms And Conditions
All interested exhibitors are required to complete and submit the enclosed exhibitor application to LCI.
The application must include a description of the purpose of the exhibit and indicate specifically what products,
services and promotions you plan to display at your booth.
Items bearing the official Lions emblem/logo may not be sold unless your organization is an approved
licensee of Lions Clubs International. If a non-licensee exhibitor is found selling items with the Lions
emblem/logo, the booth will be shut down, the booth fee will be forfeited and any expenses incurred in the
removal/storage of the booth and its contents will be at the sole expense of the Exhibitor.
All assigned exhibition space must be staffed at
all times during the exhibition schedule.
Booths may not be dismantled until after 10:30
On Tuesday, June 30.
All Exhibitors entering the exhibition halls are
required to wear their Exhibitor’s Badge at all
times, including during the set-up and tear down
of the booth.
At least one person representing the
exhibiting company must speak English.
By signing and submitting the exhibitor application, the Exhibitor agrees to observe and comply with all Host
Country laws, statutes, ordinances, and all Terms and Conditions as stated herein. Failure to comply with
applicable laws, terms and conditions may result in LCI or the HCC removing the exhibitor and/or denying
the exhibitor the opportunity to participate in future LCI-sponsored events.
You may be required to provide background information to substantiate claims for any product or service.
All exhibitors are required to pay for additional items for their booth beyond the amenities included in the standard
booth package. LCI has negotiated for special discounted pricing with our official suppliers. Additional available
items to order will be included in your exhibitor kit that you will receive from our General Services Contractor.
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Terms And Conditions
BALLOONS
Are not permitted.
BOOTH ASSIGNMENT
Booth assignments are assigned on a first-come, first-served basis upon receipt of full payment.
LCI reserves the right to relocate space. Relocations will be made only if deemed necessary and
upon notification to the exhibitor by LCI.
No exhibitor shall assign, sublet or apportion the whole or any part of their space without the knowledge and
consent of Scot Jacobson, Convention Coordinator, Lions Clubs International.
All exhibitors must wear their LCI issued exhibitor badge registered under the name of the
exhibiting company.
Exhibitors can pick up their badges at the HCC’s Room 318
during move-in on June 25. LCI will
have a check-in area set up for exhibitors.
Exhibitors will have access to the Exhibitors area in Room 312
for set-up of their booths on June 25 between 09:00-16:00.
Access to Room 312 will be granted only to those persons
who have been registered and are wearing the approved
identification badge.
All exhibits and displays must be set up and ready for inspection before opening time at 10:00 on June 26, 2015.
Any exhibit or display that is not set up prior to the event start date and time may be removed and stored by
Show Management at the sole expense of the Exhibitor.
Any materials left in Room 312 following the official move out time will be discarded.
BOOTH CLEANING
LCI is responsible for cleaning the common areas.
The order form to clean your booth will be included in your exhibitor kit and will be at your expense.
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HONOLULU, HAWAII, USA I Lions Clubs Convention 2015
Terms And Conditions
CANCELLATION POLICY
Cancellation of exhibit space must be made in writing to Lions Clubs International. Exhibit booth fees will be
refunded according to the following schedule:
Cancellations received in writing on or prior to May 30, 2015
Cancellations received in writing after May 30, 2015
Full refund of amount paid
No refunds
DANGEROUS AND HAZARDOUS SUBSTANCES
No propane, acetylene or other flammable or explosive materials are allowed.
DECORATIONS
Signs, banners and decorations may not be affixed to the facility or suspended from any surfaces in the
HCC without prior review and approval. All items should be freestanding and may not obstruct exit doors,
exit lights, fire alarm pull boxes, fire hose cabinets, fire extinguishers or facility signage. Suspension points do
not include light fixtures, sprinkler heads, conduit, HVAC ducts, etc.
No pins, tacks or adhesives of any sort are permitted on any wall or door. No signs or banners may be
placed on the exterior of the facility.
DELIVERIES
HCC cannot accept any freight deliveries or shipments for clients. We recommend shipping your goods through
the contracted shipping/freight handling company for maximum efficiency.
Shipping and freight handling information will be included in the exhibitor kit.
DISTRIBUTION OF FOOD SAMPLES
Distribution of and sales of food and / or beverage items is prohibited without prior approval from HCC.
Please contact Scot Jacobson at 1-630-468-6928 or e-mail [email protected] if you wish to offer
food samples. Approved dispensed items are limited to products manufactured, processed or distributed by
exhibiting firms.
DISTRIBUTION OF
LITERATURE/PRODUCT
Exhibitors are allowed to attract people to the booth.
Exhibitors are not permitted to distribute information outside
of the contracted booth area or in any other areas of the
exhibit hall or conference areas without prior approval from
LCI. Giveaways are appreciated and encouraged.
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Terms And Conditions
DOMESTIC ANIMALS
Animals or pets, with the exception of working dogs, are not permitted in the Center except as an approved
exhibit, activity or performance requiring the use of animals. An animal authorization request form must be
completed prior to the event.
ENDORSEMENT
Unless otherwise authorized, LCI does not endorse or recommend the use of any specific commercial
products or services. Therefore, the exhibitor may not state or imply, verbally or in printed literature, that its
products are endorsed or recommended by Lions Clubs International except when applicable to state that it
has received authorization to use a specific LCI trademark on certain products.
EXHIBITOR HOUSING
LCI has a limited number of rooms available at the Ala Moana Hotel to all approved exhibitors at a
discounted group rate. The deadline to secure hotel reservations at the discounted group rate is by May 1,
2015. Hotel reservations must be made by LCI. Please refer to page 28 for the Exhibitor Hotel Registration
form.
FIRE SAFETY
All fire, safety and HCC regulations must be strictly followed. Failure to comply with applicable laws and
regulations will result in the booth being shut down, the booth fee will be forfeited and any expenses incurred
in the removal/storage of the booth and its contents will be at the sole expense of the Exhibitor.
FREIGHT HANDLING
Exhibitor move-in and move-out is not permitted through the main lobby with the exception of small hand
carried freight only. Passenger elevators and escalators are not to be used for transporting freight or equipment
from level to level. This includes hand dollies/handcarts and hand carrying boxes, chairs, tables, etc.
Exhibitors driving passenger vehicles may load and unload in Row F of the parking garage. Height maximum in the
parking garage is 8’11”. Commercial vehicles requiring access to the loading dock for movein are asked to make a
reservation with the HCC’s Dock Master by calling 1-808-943-3018. The freight dock entrance is located on
Kahakai Street and exits onto Kalakaua Avenue.
Any assistance from the facility and/or General Services Contractor to deliver and/or set-up any
items will be subject to Material Handling Charges that are the responsibility of the Exhibitor.
Detailed rate information will be included in the exhibitor kit.
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HONOLULU, HAWAII, USA I Lions Clubs Convention 2015
Terms And Conditions
INSURANCE
The exhibitor shall, at its own expense, obtain
and keep in full force and effect during the
entire duration of the convention, appropriate
insurance coverage as is customary to
maintain for its property, employees, agents,
and exhibit programs, including sufficient
general liability coverage for any bodily injury or
property damage. The exhibitor acknowledges
that LCI and HCC do not maintain insurance
covering the exhibitor’s property, employees,
agents or exhibit programs and that it is the
sole responsibility of the exhibitor to obtain
appropriate insurance, including but not limited to, sufficient general liability, bodily injury, property damage,
business interruption, fire and theft, and workers’ compensation insurance covering any such losses caused
by or related to the exhibitor. The exhibitor assumes all risk of loss or damage of any kind, including but not
limited to, any such loss or damage in excess of insurance coverage limits. LCI requires that an exhibitor
furnish a certificate of insurance evidencing sufficient coverage.
EXHIBITOR INSURANCE REQUIREMENT:
As an exhibitor, or “tenant” of exhibit space in the 98th Annual Lions Clubs International Convention, you are
to submit an original Certificate of General Business Liability Insurance for your company, as evidence of
such coverage being currently in effect. Deadline for Receipt of Certificate: May 30, 2015
Your insurance agent is the only one authorized to produce this certificate. Because the requirements for this
certificate are unique to this event, a standard certificate is not acceptable. Please forward these instructions
to your agent as soon as possible. Make sure they are aware of the deadline and the special requirements
with regard to the event. The instructions below will give your agent all the information they will need to
produce the certificate for you.
Important Notice: Failure on the part of the exhibitor to have a proper Certificate of Liability Insurance
submitted by the above deadline will result in suspension of the exhibitor’s right to occupy space in the
exhibit hall. Your company will be placed on a “Stop List” and you will not be allowed to move any exhibit
materials into the exhibit hall. Suspension will be removed, and rights will be reinstated upon receipt of the
proper certificate. There will be no exceptions made to this requirement.
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Terms And Conditions
Agent’s Information and Guidelines
Specific requirements include:
• Insured’s coverage must be in effect during the scheduled dates of the show.
• Specifically: June 26–30, 2015
Liability Insurance must be in effect for not less than $1,000,000 per Occurrence / $2,000,000 Aggregate
The following additional insured are to be named:
• Lions Clubs International (Producers of Show)
• Hawai’i Convention Center (Exhibition Facility)
Necessary elements of the required certificate:
1. Agent’s name, address and telephone
2. Name of the insured, D.B.A. if applicable, address and telephone
3. Name of the insurance carrier
4. Complete policy information — liability limits and policy effective dates
5. Additional insured named with respect to the policy holder’s participation in the 98th Annual Lions
Clubs International Convention
6. Certificate Holder:
Lions Clubs International
300 W. 22nd St.
Oak Brook, IL. 60523
7. Thirty (30) day notice of policy cancellation required
Send the original certificate to: Lions Clubs International via FAX, EMAIL, or POST:
ATTN:
SCOT JACOBSON
Convention Coordinator
Lions Clubs International 300 W. 22nd
Street Oak Brook, IL 60523 USA
EMAIL: [email protected]
FAX: 1-630-706-9285
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HONOLULU, HAWAII, USA I Lions Clubs Convention 2015
Terms And Conditions
MUSIC/VIDEOTAPE SOUND TRANSMISSION
Exhibitor shall notify LCI in writing of its intentions to broadcast music/audio-visual sound transmission in its
assigned booth space. Any music or other sound projection must be modified to avoid unnecessary
distraction to other exhibitors.
NON-SMOKING POLICY
HCC is a non-smoking facility.
PROTECTION OF HALL
Exhibitors agree to comply with all fire safety requirements and HCC’s General Terms and conditions of
Exhibition. Exhibitors may not tape, paste, thumbtack, or otherwise affix signs or posters to the walls and
columns, or hang items from sprinkler pipes. Repair or removal of any marks will be done by HCC staff
with full liability and cost to the Exhibitor.
All personnel must be dressed appropriately at all times and confine their activities to their assigned booth
space.
Booth set-up is subject to the approval of LCI, who reserves the right to order withdrawn from a display, any
item(s) that, in its sole opinion; do not comply with these terms and conditions. LCI further reserves the right
to reject at any time any exhibit, which, in its sole opinion, is reasonably objectionable to members,
exhibitors, and others. No liability or damages of any nature against LCI, its officers, directors, employees, or
agents shall be incurred because of such rejection.
SALE OF PRODUCTS/SERVICES
All items for sale must be approved by LCI. Items bearing the official Lions emblem/logo and
convention logo cannot be sold unless your organization is an approved licensee of Lions Clubs
International. If a non-licensee exhibitor is found selling items with the Lions emblem/logo, the booth will
be shut down, the booth fee will be forfeited and any expenses incurred in the removal/storage of the booth
and its contents will be at the sole expense of the Exhibitor.
It is the sole responsibility of the Exhibitor to ensure the products and materials they will be exhibiting are
lawfully brought into the United States and are used and displayed only in accordance with the terms and
conditions governing the entry of the products and materials into the United States and the use of such
materials in the United States.
Booths must be open to all club members. Exhibitors may not limit admission to any special group.
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Terms And Conditions
SECURITY
LCI will provide security guards in the exhibit area during show hours, and will take reasonable precautions to
safeguard exhibitors’ property. This does not guarantee or insure the exhibitor against loss. After show
hours, exhibitors are encouraged to remove any valuable items from the exhibit area. LCI is not liable for any
exhibitor’s property in its booth. Exhibitors desiring to carry insurance on their exhibits will place it at their
own expense. Property destroyed or damaged by an exhibitor must be replaced in the original condition by
the exhibitor or at the exhibitor’s expense.
TAX INFORMATION
All exhibitors must comply with all tax, permit and/or license requirements. LCI will not be held
liable for failure to conform.
NOTE: The following information is for general purposes only and is not a substitute for any government
ordinance, ruling or regulation
Any individuals or companies selling merchandise must have a State of Hawai‘i general excise tax (GET)
license. It is the seller’s responsibility to obtain a license and pay the required tax to the State.
Merchandise offered for sale will be subject to Hawai‘i’s general excise tax. Hawai‘i does not have a sales
tax. For more information about Hawai‘i’s tax laws, please refer to the Department of Taxation website at
www.state.hi.us/tax. To contact the Tax Office, call 1-808-587-4242 (Toll-Free: 1-800-222-3229) or email
[email protected] Sellers may apply for the GET license online at the Hawai‘i Business Express
website at https://hbe.ehawaii.gov/BizEx/home.eb or in person at the Business Action Center located at 1130
N. Nimitz Hwy., Suite A-220, Honolulu, HI 96817. To contact the Business Action Center, please call
1-808-586-2545 or contact them by email at [email protected]
TELECOM
Phone, data lines and Internet connections must be ordered thru the HCC. The order form will be included in the
exhibitor kit.
25
HONOLULU, HAWAII, USA Lions Clubs Convention 2015
I
Terms And Conditions
LIABILITY, INDEMNIFICATION & WARRANTIES
By submitting and signing an application for exhibit space, the exhibitor expressly agrees that LCI
and HCC and their respective officers, directors, members, employees or agents, shall not be
responsible for any loss or damage to goods or property of exhibitor or its employees or agents,
and the exhibitor hereby releases the above-referenced parties from any and all claims. The
exhibitor also agrees to indemnify and hold harmless each of the above-referenced parties
against all claims, losses, damages, injuries, liabilities, suits, judgments, settlements, expenses,
attorneys’ fees and costs that are incurred by, related to, caused by or otherwise arise out of the
exhibitor’s installation, removal, maintenance, occupancy or use of exhibition premises or on
account of any actions, negligent or otherwise, of the exhibitor, or its employees or agents. The
exhibitor further releases the above-referenced parties from liability for any expense or any other
damage incurred by the exhibitor if the convention is cancelled because of a strike, riot, act of
God, terrorism, threats of terrorism, a local, state or federal government state of emergency, or
any other cause beyond LCI’s or HCC’s control.
The exhibitor warrants that it is fully authorized and licensed to use (a) the name and/or the portraits or
pictures of persons, living or dead, or things; (b) any trademark, or copyrighted or otherwise private material;
(c) any testimonials contained in any exhibit prepared by or on behalf of the exhibitor, and the exhibitor further
warrants that such exhibit is not libelous, an invasion of privacy, violation of any right or publicity, or otherwise
unlawful as to any third party. The exhibitor agrees to address all complaints, claims and causes of action, of
any type of nature, with respect to any product or service offered by the exhibitor at the convention, and that
LCI, including its affiliated and related entities, has no duty, obligation or responsibility to address in any
manner any complaint, claim, or action that is in any way related to any product or service offered by the
exhibitor at the convention.
The abbreviation "LCI" used in the terms and conditions shall mean The International Association of Lions Clubs®
and its officers, directors, employees, and agents duly acting for the association in the management of the
convention.
26
www.lionsclubs.org
98th Annual Lions Clubs International Convention
June 26 – June 30, 2015 • Honolulu, Hawaii
Exhibitor Hotel Reservation Form
Deadlines
• May 1, 2015: Deadline to reserve a room.
• May 15, 2015: Deadline to receive a refund for a hotel reservation cancellation.
A. General Information. Please type or print.
First Name ______________________________ Last Name ________________________________________
Exhibiting Company _________________________________________________________________________
Address ___________________________________________________ City ___________________________
State/Province________________________ Postal Code _______________________ Country ____________
Daytime Phone ____________________ E-mail __________________________________________________
 I am a Lion and would like to register for the convention. Please send me a registration form.
B. Hotel Room Request
- U.S. $225.00 deposit required
- Only 1 room request per form / Only 1 deposit per form
- Hotel deposit is NOT daily rate but guarantees your room
- Deposit will be credited to hotel bill
 Prefer a reservation in the Ala Moana Hotel (Official Exhibitor Hotel)
 Prefer hotel based on:  room rate of ____________________
 specific hotel _________________________________________
Hotel Arrival Date _____________________________
Number of Guests in Room: __________
Hotel Departure Date ________________________
Number of Beds Needed  1
 2
Special Requirements: Non-smoking  Wheelchair Accessible  Other ____________________________
C. Payment • Full payment is required with this form (U.S. $225 deposit)
• U.S. currency only
 Check (made payable to Lions Clubs International)
 Visa
 MasterCard
 Discover
Your name as it appears on the card ____________________________________________________________
Card’s billing address (if different from above) _____________________________________________________
__________________________________________________________________________________________
Card Number ____-____-____-____-____-____-____-____-____-____-____-____-____-____-____-____
Exp. Date ____-____
Security code (3 digits) ___________
Signature __________________________________________________________________________________
Mail form and payment to:
Lions Clubs International • Attn: Registration and Housing Department
300 West 22nd Street • Oak Brook, IL 60523-8842 USA
Fax: (1-630) 571-1689
Email: [email protected]
(To avoid a duplicate charge, please do not mail original if faxed or emailed)
EHF2015.EN 9-14
Lions Clubs International
300 W 22nd St
Oak Brook IL 60523-8842 USA
www.lionsclubs.org