Upcoming Deadlines and Dates
|Monday, May 15||Deadline to have your company name/logo on the Community Service Day shirt as a sponsor|
|Thursday, May 25||First day shipments can arrive at Freeman Warehouse without surcharges|
|Thursday, May 25||Deadline to book at the JW Marriott in the rooming block|
|Monday, June 5||Deadline to order with payment through Freeman with a discount|
|Friday, June 2||Deadline to register booth attendants|
|Friday, June 2||Deadline to order exhibitor food passes for booth attendants|
|Friday, June 2||Deadline to email the names of all booth attendants|
|Friday, June 2||Deadline to email the description of your collateral item, tracking number, and number of boxes (applicable sponsors only)|
|Sunday, June 18||Last day for Advance Shipments to arrive at Freeman Warehouse without surcharges|
|Friday, June 23||Deadline to get manager approval for Kscope18 signup and best discounts offered only onsite at Kscope17|
1. Freeman Exhibition Kit and Order Forms: Click Here
2. Floor Plans with Booth Numbers: Click Here
3. Booth Attendant Registration - Click Here
4. Exhibit Hall Hours, Break Times, and Activities
Exhibit Setup and Breakdown Times:
Saturday, June 24, 2017
Sunday, June 25, 2017
Wednesday, June 28, 2017
Sunday, June 25, 2017, 5:45 – 8:00 PM
Monday, June 26, 2017, 9:45 AM – 6:30 PM
Tuesday, June 27, 2017, 10:30 AM – 6:45 PM
Wednesday, June 29, 2017, 10:30 AM – 2:00 PM
Exhibit Hall Event Schedule:
Sunday, June 25, 2017
Monday, June 26, 2017
10:00 – 10:30 AM Morning Break
1:00 – 2:00 PM Desserts
4:15 – 4:45 PM Afternoon Break
5:45 – 6:45 PM Happy Hour
Tuesday, June 27, 2017
10:45 – 11:15 AM Morning Break
2:45 – 3:15 PM Afternoon Break
5:30 – 6:30 PM Happy Hour
Wednesday, June 28, 2017
10:45 – 11:15 AM Morning Break
12:45 – 1:45 PM Desserts
2:00 PM Breakdown begins after lunch
5. Specific Restriction for Booths
The JW Marriott recommends that booths not exceed 16'-18' depending on specific location. They will also need engineer approved plans for structures this size. Anything that might hang from the ceiling will need pre-approval by the JW Marriott.
6. Information on Raffle
ODTUG encourages you to host raffles in your booth this year, as ODTUG will not be hosting a vendor raffle.
7. Special Event Information
Kscope17’s Special Event will be held at Sunset Station. The theme is “Happy 20th Birthday, ODTUG!” We will celebrate, in the finest birthday-party style, the best of ODTUG Kscope events of the past and the fun and excitement of this year’s ODTUG Kscope17!
This event is open to registered Kscope attendees. A limited number of guest passes are available at $275/each.
8. Spreading the Word
Thank you for doing your part to publicize Kscope17. If you haven’t done so already, please make sure you have our promotional button posted on your website and the event listed on your calendar; and keep sending out those email blasts with your vendor codes prominently listed!
9. Community Service Day
This year’s annual Community Service Day event is sponsored by Oracle Technology Network (OTN). ODTUG has partnered with Haven for Hope in its mission of radical compassion, driven by hope, to move people from a feeling of worthlessness to the pursuit of excellence. Haven for Hope provides drug treatment, job training, education, medical services, and so much more all on one campus.
Kscope attendees will have several options to help at Haven for Hope: activities such as meal preparation, campus beatification, sleeping mat care, helping in the free store, serving coffee, and playing bingo with the Courtyard residents.
Haven for Hope depends on generous individuals and community-minded companies to fund its programs and serve its residents. Haven for Hope staff members are needed to assist in the onsite organization of the ODTUG Kscope17 Community Service Day project; food is needed to keep our volunteers energized, and transportation costs need to be covered.
No donation is too small!
Companies or individuals donating more than $300 by May 16, 2017, will have their names or logos placed on the back of the official ODTUG Community Service Day T-shirt. Click here to donate.
10. Welcome Reception
11. Booking Hotel Rooms
There are still rooms available at the JW Marriott San Antonio Hill Country Resort. Make a Reservation as soon as possible.
Rooms are available at our group rate of $229/night.
***Please note there are a few scam companies out there; do not book any hotel reservations with people that call or email soliciting that they can give you a discounted rate. Only book through the link above.***
12. Kscope18 – Be Prepared for Next Year
Before you leave the office for Kscope17, be sure to get approval to come back next year! There will be on-site renewals and office hours with Aimee Mikolasik for Kscope18. Last year we nearly sold out all of our Kscope17 sponsorship opportunities at Kscope16! There will be special opportunities and deals offered, so don’t miss out. Come prepared!
13. Rules and Regulations for Exhibiting at Kscope17
On behalf of the company listed here, we agree to abide by all rules and regulations outlined by ODTUG. We understand that email updates containing necessary information about participation in Kscope17 on June 25-29, 2017, will be sent to the primary email address listed on this agreement.
This contract between ODTUG (hereinafter, “Show Management”) and the exhibiting company (“Exhibitor”) hereby applies to an exhibit space at Kscope17. By agreeing to this contract, Exhibitor will comply with the rules and regulations of Show Management and the contracted facility. Show Management reserves the right to make changes to exhibit information, such as booth number, hours, and dates, which will be provided to the Exhibitor no later than May 1, 2017, in the Exhibitor Packet. The Exhibitor is responsible for the information and deadlines contained in the Exhibitor Service Manual and therefore required to meet all deadlines. Missed deadlines may result in losing specific marketing or logistic opportunities.
By submitting an application for exhibit space, and except for Show Management’s negligence or misconduct, the Exhibitor releases Show Management from any and all liabilities to Exhibitor, its agents, licensees, or employees that may arise or be asserted as a result of submission of an application or of participation in this exposition. This application becomes a contract when accepted by the Exhibitor and Show Management.
All exhibits must be installed during the time designated by Show Management. Exhibit staff must be in charge of the display during the hours when the exhibit area is open. Each Exhibitor agrees to maintain the exhibit through all exhibition hours. Exhibit personnel must wear the Kscope17 approved identification badges while on the exhibit floor. Security will be provided for overnight non-show hours on the dates the exhibit hall will be open. No Exhibitor will be permitted to dismantle displays or remove products from the exhibit hall prior to the scheduled closing time.
Unless otherwise specified in this Contract, payment of fees shall be made in US currency by credit card payment, check, or bank transfer payable to ODTUG, and shall be due within thirty (30) days after receiving the invoice or prior to the start of the first event, whichever is earlier. No advertising or benefits will be fulfilled by ODTUG until payment is made.
Information regarding Exhibitor registration will be available in the Exhibitor Kit. All persons working in the exhibit area must be registered as exhibit staff or conference attendees of Kscope17 and be at least 21 years of age. No one will be admitted to the exhibit area without a badge. Exhibitor badges will include exhibit hall access only. Food will be available for purchase prior to the conference through the registration process. Exhibit staff wishing to attend conference sessions must be registered as a full conference attendee.
Sponsor/Exhibitor Cancellation Policy:
Full payment of Sponsor/Exhibitor is due with a signed contract. In the event the Exhibitor wishes to cancel exhibit space, the Exhibitor must send notice of cancellation in writing. If the Exhibitor cancels more than one hundred twenty (120) days before the event, Exhibitor shall receive a 50% refund. In the event the Exhibitor cancels between ninety (90) and one hundred twenty (120) days before the event, Exhibitor shall receive a 25% refund. If the Exhibitor cancels less than ninety (90) days before the event, the fees are non-refundable. Exhibitor is responsible for payment of such fees regardless of the reason for cancellation.
Exhibitors may not sublet any part of the space assigned, nor represent, advertise, or distribute literature for the product or services of any other firm or individual except as approved in writing by Show Management. Exhibitors’ promotional activities are confined to the actual space purchased or in areas approved by Show Management (e.g. vendor forums, hospitality suites). Signage within an Exhibitor’s space may contain only logos owned by the Exhibitor. Exhibitors will be bound by booth rules that will be included in the Exhibitor Kit. Booth sharing is not allowed.
Show Management reserves the right to restrict or prohibit exhibits that, because of noise, method of operation, or any other reason, are objectionable or otherwise detract from or are out of keeping with the character of the exposition as a whole. Show Management may prohibit installation or request removal of any signage or booth parts that block direct view of connecting booths for the main aisles; this is at Show Management’s sole discretion. Show Management may prohibit installation or request removal or discontinuance of any Exhibitor or promotion that, if continued, departs substantially from Exhibitor’s pre-approved design and description. In the event of such restrictions, prohibitions, or removal, Show Management will, where appropriate, refund the exhibitor space rental fee and shall not be otherwise liable to the Exhibitor.
Booth Dimensions and Signage:
Exhibit fixtures, components, and identification signs will be permitted to a maximum height of 8'3" for 10x10 and 10x20 booths, and 20' for island 20x20 booths and larger. Hanging signs from the ceiling is allowed only if approved by Show Management. Show Management will hang specific sponsor and directional signs at its discretion.
Souvenirs and Samples:
Distribution of souvenirs and samples is permitted, provided there is no interference with other exhibits. Show Management may withhold or withdraw permission to distribute souvenirs, advertising, or any other material it considers objectionable. Badge holders may not be distributed. Souvenirs and samples distributed at sponsored events are property of ODTUG, not the sponsoring vendor. If ownership is transferred to a sponsoring vendor, ODTUG is not responsible for packaging or transportation of said items. Conference sponsors are not allowed to distribute or request distribution of their souvenirs and samples at events sponsored by other vendors.
Storage of additional literature, product, storage crates, or packing materials behind the back drape is strictly prohibited in every major exhibit facility in the US. If such items are stored behind the booth, the exhibiting company will be required to remove them immediately and pay for storage with the service contractor. Exhibitors may store a limited supply of literature or products appropriately within the booth area, so long as these items do not impede access to utility services, create a safety problem, or look unsightly.
Liability and Insurance:
Each party will indemnify, defend and hold the other harmless from any loss, liability, costs or damages arising from actual or threatened claims resulting from its breach of this Agreement or the negligence, gross negligence or intentional misconduct of such party or its officers, directors, employees, agents, contractors, members or participants when acting within the scope of their employment or agency. Neither party will be liable for punitive damages.
Americans with Disabilities Act:
Exhibitors shall be responsible for making their exhibit accessible to persons with disabilities as required by the Americans with Disabilities Act and shall hold Show Management harmless from any consequences of failing to do so.
Performance of Music and Licenses:
Exhibits that include the operation of musical equipment, radios, sound or motion picture equipment, public address systems, or any noise-making machines must be operated so resulting noise will not annoy or disturb adjacent Exhibitors and their patrons and must be approved by Show Management. Speakers and other sound devices should be positioned to direct sound into the booth rather than the aisle. Rule of thumb: Sound and noise should not exceed 85 decibels. Demonstration areas must be organized within the Exhibitors’ space so as not to interfere with any aisle traffic. Should spectators of a demonstration interfere with normal traffic flow in the aisle, Show Management will require that the demonstration cease. Exhibitors and vendors are responsible for individual ASCAP/BMI music licensing fees if applicable to Kscope17 exhibit booth and/or vendor hospitality function. Vendors and Exhibitors hereby represent that they have, or shall have by the time of the event, obtained all required licenses for the live or recorded performance of music. Exhibitors and/or vendors shall indemnify and hold harmless Show Management, its directors, officers, agents, members, and representatives from and against all claims, costs (including reasonable attorney fees), expenses, and liabilities arising from breach of the foregoing representations.
Distribution of collateral is permitted, provided there is no interference with other exhibits and it contains only logos owned by the Exhibitor. Show Management may withhold or withdraw permission to distribute collateral or any other material it considers objectionable.
Food and Beverage:
Any food or beverages to be given away at exhibit booths must be approved by Show Management and the contract facility. If approved, food and beverages must be ordered directly through contracted facility.