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Exhibitors

Excited to welcome you to a new, larger exhibit hall for 2019 and 2020! Expand your market share in Kansas and Missouri via face to face conversations with credit union decision makers. 

Registration Coming Soon. 

Questions? Exhibitor registration questions, Sharon Bahr, 800.392.3074, x1342.
All other exhibitor questions, Clint Armistead, 800.392.3074, x1321.

Schedule & Deadlines

 

Exhibitor deadlines

  • Booth registration deadline: 7.20.2018 - Booths sold out. 
  • Late booth registration deadline: 8.17.2018 - Booths sold out. 
  • Logo and 50-word description deadline: 8.17.2018
  • Sponsorship deadline:  8.17.2018
  • Room reservation (Kansas City Marriott Downtown): 8.22.2018
  • Booth assignments/information emailed to Exhibitors: week of 8.27.2018

Exhibitor Giveaways

Booth prizes will be drawn September 14 during the evening exhibitor reception. Please indicate during the registration process if you will have a drawing at your booth. All drawings must be coordinated through us, working with a representative from your company.

 

Schedule




  Thursday, September 13
  2:30 - 4 p.m.

Exhibitor set-up
Count Basie C/Foyer

All booths must be set-up and ready by 3:50 p.m.

  4 - 6 p.m.

Exhibitor PARTY
Count Basie C/Foyer

Let the good times roll! Enjoy beverages and appetizers with all conference attendees. This is your opportunity to meet and talk one-on-one with top credit union gamers.

  7 - 9 p.m.

Foundation Bash (additional ticket required, $145)
The Midland Theater

Sponsored by Millennium Corporate Credit Union, celebrate credit union philanthropy with Heartland Credit Union Charitable Foundation supporters, grant recipients and retired credit union leaders. Buffet dinner, open bar, improv group and more. 

  Friday, September 14
  12 - 1:30 p.m.

Exhibitor Lunch 
Count Basie C/Foyer

Continue your winning strategy. Meet conference attendees as they enjoy lunch in the exhibit hall.

  4:30 - 6:30 p.m.

Exhibitor Reception
Count Basie C/Foyer

Make your final move. Enjoy beverages and appetizers with all conference attendees. This is your opportunity to meet and talk one-on-one with top credit union gamers.

  6:30 - 8:30 p.m. Exhibitor tear down
Count Basie C/Foyer
 
  6:30 - 8 p.m.

Awards Banquet (additional ticket required, $100)
Count Basie A & B

Honor those who have made a difference in the credit union industry.

 

Booth Pricing BOOTHS ARE SOLD OUT!
 

Standard Booth (on/before 7.20)  $2,000                             

Late Booth (7.21-8.17)  $2,500                   

Additional representatives $500 each

Foundation Bash tickets*, $145 each (held offsite)

Awards Banquet tickets*, $100 each

*Only exhibitor representatives who are attending the entire Convention can attend the Foundation Bash or Awards Banquet.

ALL booth packages include the following:

  • 6’ x 6’ table-top booth space (Your display should be less than 6’ wide).
  • 6’ skirted table, two (2) chairs, wastebasket
  • Two representatives from your company (fee for additional representatives)
  • Exhibit opportunities on Thursday and Friday
  • 50-word company description and logo in event app
  • High speed internet

Booth space will be assigned at the discretion of HCUA. We will notify exhibitors of booth assignments the week of August 27, 2018.

Hotel

 

Hotel
 

The Kansas City Sheraton at Crown Center is just minutes from fine dining, nightlife and attractions and connected to the family-friendly Crown Center shopping area.

A link to make your reservation in the hotel block will be included in your confirmation email. 

Rules & Regulations

 

Rules & Regulations
 

ASSIGNMENT OF SPACE
Booths will be assigned by show management in the order contracts are received, and will only be made to exhibitors who have submitted payment in full by August 17, 2018. Confirmations and booth assignments will be emailed the week of August 27, 2018. The Heartland Credit Union Association (HCUA) reserves the right to reassign booth space as necessary.

FEES AND PAYMENT
Exhibitor fees are $2,000 for a standard booth package, if registered on or before July 17, 2018. Rates increase $500 for registrations between July 18-August 17, 2018. Payment must be made online and received by HCUA to secure a booth. Additional fees apply for additional participants, hi-speed internet and electricity.

BOOTH CANCELLATIONS AND REFUNDS
Exhibitors shall notify HCUA in writing if cancellation is necessary. No refunds will be made for cancellations. 

EXHIBIT HALL SPACE
The exhibit area will be set up for tabletop displays. Displays should be less than 6’ wide. Each space includes a 6’ skirted table with two (2) chairs, and wastebasket. No pipe and drape will be available.

Exhibits shall be arranged to fit within individual booth spaces. Exhibits are restricted from obstructing the general view of neighboring exhibits.

ELECTRICITY
Booth electrical needs must be coordinated and paid through the Kansas City Downtown Marriott. Click here to download the form and submit to PSAV 21 days prior to the event.

USE OF SPACE
Exhibitors are restricted from assigning or subletting exhibit space to another company or individual, and from displaying or advertising products or services other than those described on the contract to exhibit.

RESTRICTIONS
HCUA reserves the right to restrict exhibits deemed to be objectionable due to noise, glaring or flashing lights, odors, method of operation or any other reason, and to prohibit or evict any exhibit which may detract from other exhibits. In the event of such restriction or eviction, HCUA is not obligated to refund any fees associated with the objectionable exhibit. Demonstrations and observers are limited to the area of individual booth space and are restricted from blocking aisles or neighboring exhibits.

OTHER ACTIVITIES
Exhibitors are restricted from sponsoring or conducting any outside activities (including but not limited to, receptions, seminars, symposiums and hospitality suites) which conflict with the official programs of the HCUA Convention & Annual Meeting without prior written approval from HCUA.

COMPLIANCE
Exhibitors assume all responsibility for compliance with applicable ordinances, regulation and codes of authorized local, state and federal governing bodies. Federal, state and city laws must be strictly observed.

LIABILITY
To the full extent permitted by law, each exhibitor, in consideration of being granted space to exhibit, agrees to defend, protect, indemnify and hold harmless HCUA as a result of or in connection with loss or damage to the property, or personal injury or death, arising from or caused by the negligence or wrongful acts of the exhibitor or its agents or employees or anyone in any way associated with such exhibit.

CONVENTION CANCELLATION/TERMINATION
In the event that the exhibition facilities become unfit or unavailable for occupancy, or are the subject to interference such as picketing, strike, fire or any other occurrence beyond the control of HCUA, HCUA may cancel or terminate the exhibition. In the event of such cancellation or termination, the exhibitor waives all claims against HCUA for damages or expenses and agrees to accept in complete settlement and discharge of all claims the exhibitor’s pro-rata share of the total amount paid by all exhibitors less all costs and expenses in connection therewith.

MANAGEMENT
HCUA reserves the right to interpret, amend and enforce these rules and regulations as it deems necessary to ensure the success of the convention. 

BOOTH TEAR DOWN
Exhibitors may not pack, tear down, or remove any portion of their exhibit prior to the official closing time of the Exhibit Hall (6:30 p.m., Friday, September 14). Any exhibitor HCUA determines to have packed, removed or dismantled any portion of their exhibit prior to 6:30 p.m. on Friday, September 14 will be charged an early dismantle fee of $500. Failure to pay the assessed fee will result in losing their opportunity to exhibit the following year.

 

Shipping Information

 

Shipping Instructions
 

PACKAGES AND PARCELS
Shipping and Receiving

1) Should Vendor/Contractor be expecting boxes for the event, they must be addressed to Hotel standards (see sample label below). Due to limited storage space, Hotel will not accept shipments more than three (3) business days prior to the start date of the event.

2) Arrangements must be made for package pick-up/return shipping within three (3) business days after the event.

3) Appropriate handling and storage fees will be applied.

Rate Information:

  • Envelopes Complimentary
  • Crates  - (1 ft.  - 5) $80.00 per Crate
  • Crates  - (6 ft. - 7 ft.) $125.00 per Crate
  • Crates  - (7 ft. & up) $250.00 per Crate
  • Boxes $5.00 per Box (less than 3 lbs.)
  • Boxes $10.00 per Box (regardless of size/weight over 3 lbs.)
  • Booths, Trunks $35.00 per Booth/Trunk (regardless of size/weight)
  • Trunks $25.00 per Trunk (regardless of size/weight)
  • Hotel Truck Usage $150.00 Flat Rate per Load
  • Pallet $175.00 per Pallet

*Items for non-Hotel Guests add $25

4) All outgoing packages must be properly packed, labeled with shipping address, return address and method of payment; i.e., UPS Account #.

5) The Hotel is not responsible for any abandoned materials, and they will be discarded within three (3) business days.

Sample Address Label:
Kansas City Marriott Downtown Hotel
200 West 12th Street
Kansas City, MO 64105
Attn: (Vendor/Contractor Name)
HCUA Convention and Annual Meeting
Deliver at: (Date and Time of Delivery)
Hotel Contact: Rachel Sotack

 

Loading/Unloading
Vendor load-in and out of the hotel for all items that will not fit on bell carts must come through the Marriott Dock. The windows for using the dock will be:

  • September 13, 1-4 p.m.
  • September 14, 6:30-10:30 p.m.

Convention & Annual Meeting Sponsorship Opportunities

Engage Them (Exhibit Hall)

Premier Convention Exhibit
September 12-13

$3,000 Early Bird, $3,500 Regular

  • 10' x 10' Booth Space
  • 8' High Draped Back Wall
  • 3' High Draped Side Wall
  • One 6' Skirted Table & Two Chairs
  • Company Identification Sign
  • Two Complimentary Full Conference Registrations
  • 8 dedicated booth hours, plus 25 full convention hours
  • Exhibitor Listing & Description (50-word maximum) in Event App
  • Opportunity to select booth location in the exhibit hall

Standard Convention Exhibit
$2,500 Early Bird, $3,000 Regular

  • 10' x 10' Booth Space
  • 8' High Draped Back Wall
  • 3' High Draped Side Wall
  • One 6' Skirted Table & Two Chairs
  • Company Identification Sign
  • Two Complimentary Full Conference Registrations
  • 8 dedicated booth hours, plus 25 full convention hours
  • Exhibitor Listing & Description (50-word maximum) in Event App

Feed Them

Exhibitor Reception Sponsor One (1) Available
$2,500

  • Recognition during 2-hour networking reception
  • One (1) attendee badge for the full convention
  • Contact information listed in event app
  • Logo on select event materials

Breakfast Sponsor Two (2) Available
$2,500

  • Sole recognition during a one-hour breakfast session
  • One (1) attendee badge for the full convention
  • Contact information listed in event app
  • Logo on select event materials

Lunch Sponsor Three (3) Available
$3,500

  • Sole recognition during a two-hour lunch session
  • One (1) attendee badge for the full convention
  • Contact information listed in event app
  • Logo on select event materials

Refreshment Breaks Sponsor
$2,500

  • Sole recognition during three 15-30 minute breaks
  • One (1) attendee badge for the full convention
  • Contact information listed in event app
  • Logo on select event materials

Entertain Them

Pre-Convention Event Sponsor
$2,500

  • Host pre-conference networking social for 50 attendees
  • Location TBD, pending sponsorship and convention theme
  • One (1) attendee badge for the full convention
  • Contact information listed in the event app
  • Logo on select event materials

Awards Celebration Sponsor
$5,000

  • Recognition throughout awards program
  • Opportunity to introduce yourself and present awards
  • Two (2) attendee badges for the full convention + 2 tickets to awards
  • Contact information listed in event app
  • Logo on select event materials

Post-Convention Event Sponsor
$2,500

  • Host post-conference networking event for 50 attendees
  • Location TBD, pending sponsorship and convention theme
  • One (1) attendee badge for the full convention
  • Contact information listed in event app
  • Logo on select event materials

Teach Them

Keynote Speaker Sponsor Three (3) Available
$5,000

  • Recognition during a keynote session
  • Opportunity to introduce yourself and the featured keynote speaker
  • Two (2) attendee badges for the full convention
  • Contact information listed in event app
  • Logo on select event materials

Breakout Session Sponsor Six (6) Available
$2,500

  • Recognition during a one-hour education session
  • One (1) attendee badge for the full convention
  • Contact information listed in event app
  • Logo on select event materials
  • Opportunity to present educational content at session (upon HCUA approval)

Connect Them

Charging Station Sponsor
$2,500

  • Recognition (verbal & logo) throughout convention
  • One (1) attendee badge for the full convention
  • Contact information listed in event app
  • Logo on select event materials

Digital Event App Sponsor
$7,500

  • Continuous brand recognition in the event app, including: a top banner ad, 2 push notifications and dedicated app menu icon
  • Verbal recognition during convention & opportunity to introduce yourself
  • Three (3) attendee badges for the full convention
  • Contact information listed in event app

Wi-Fi Sponsor
$3,500

  • Ongoing brand recognition throughout convention
  • One (1) attendee badge for the full convention
  • Contact information listed in event app
  • Logo on select event materials
  • Branded password

Room Key Sponsor
$4,000

  • Ongoing brand recognition throughout convention
  • One (1) attendee badge for the full convention
  • Contact information listed in event app
  • Logo hotel key cards and select event materials

Lanyard Sponsor SOLD
$5,000

  • Logo recognition on each participant’s lanyard throughout convention
  • Verbal recognition during the convention
  • Opportunity to introduce yourself during the convention
  • Two (2) attendee badges for the full convention
  • Contact information listed in event app
  • Logo on select event materials