A View at the Hispanic Genealogical/Historical Conference of Sept. 2009
Ancestors Link Our Past, Bridge Our Future
Advertising 30TH Texas State Hispanic Genealogical
and
Historical Conference 2009
At Crowne Plaza Hotel Dallas Near the Galleria
Addison, Texas
(Suburb of Dallas, Texas)
HOGAR de Dallas invites you to advertise in our 2009 Conference Program Booklet. The rates are as follows:
$150 $100 $75 $50
Advertising copy must be received ASAP to be included.
Send to HOGAR de Dallas Conference,
Dorina Thomas
1822 Gross Rd.
Dallas, Texas 75228.
Contact person, Dorina Thomas (214)324-3677 or (214) 642-0739; email dorinat@earthlink.net;
Web site: www.home.earthlink.net/~hogardedallas.
Copy preferred in MS Word, but will also scan business cards or other existing advertising.
VENDORS' GUIDELINES
Table Rentals: See Vendor's Form below: Six feet tables and folding chairs will be provided as requested. Electrical outlets are available, but limited. Application: Submit your "Vendor Form" as soon as possible to ensure you will be granted a table(s) with your requirements (location and perhaps one of the limited electrical outlets). Vendor table(s) and location will be assigned upon receipt of the Vendor Form. A check that covers the fee must accompany the Vendor Form. No refunds will be given if you decide to cancel your vendor table request. However, if your request cannot be met because of space being sold out, your money will be returned. Cancellation: Cancellation by the vendor will not be honored. If for any reason the Conference is cancelled by HOGAR de Dallas, your table rental fee will be fully refunded. Vendor’s exhibit set up time will start at 3:00 P.M. on Thursday Sept. 24, 2009. Exhibit for attendees will open at Thursday evening at 5:00 pm. Vendors exhibit will close on Saturday at 6:00 p.m. Security: Hotel will have security on duty; however, neither the Hotel nor HOGAR de Dallas will be responsible for losses or damages. Audio – Visual Equipment: Bring any equipment needed for your purpose. If not, the audio-visual equipment can be supplied by Swank Audio Visuals, Crowne Plaza’s in-house technicians. Swank Audio Visual will bill you for these services. Charges for equipment are subject to applicable service charges and taxes. Audio Visual Equipment canceled within twenty-four (24) hours will be charged at the full retail amount. Shipping Arrangements: The Hotel will agree to package and ship your supplies or equipment at a charge agreed upon by both parties. When shipping packages to the Hotel, please address your boxes as follows: Dr. Dorina Thomas/30th Texas Hispanic Genealogy Conference c/o The Crowne Plaza Dallas – Near the Galleria 14315 Midway Road, Addison, Tx 75001 Attn: Kaye Walton Hold for: 30th Texas Hispanic Genealogy Conference on September 24, 2009 Following these guidelines will ensure prompt delivery of your packages. You further agree to assume full responsibility for materials or equipment shipped to the Hotel. Storage: Shipments cannot be accepted or stored more than seven business days prior to the function. Storage space arrangements must be made with Hilda Needham for storage space after the conference. Any damages or loss of equipment and/or supplies left in storage space is neither the responsibility of the Hotel nor HOGAR de Dallas. Electrical Outlets: Limited outlets will be available – first come, first served Wireless Connection: If you would like to use the Internet on your wireless lab top, bring your wireless card. The Hotel charges extra for wireless Internet connection in all rooms except in the lobby. Contact the Crowne Plaza Hotel at (972) 980-8877 and ask for Kaye Walton, Convention service manager, for information on exact charges. Door Prizes: Vendors will have the opportunity to donate one or more door prizes to be given away throughout the conference. See enclosed Door Prizes Form, complete the form mail it as soon as possible. For more information contact Dorina Thomas at (214) 324-3677 or Hotel – Each individual will be responsible to pay for their own room, tax and incidental charges upon departure, included any equipment rented from the hotel for the purpose of your exhibit. Crowne Plaza Dallas – Near the Galleria 14315 Midway Road Addison, Texas 75001 www.http://cpgalleria-nr.crowneplaza.com Hotel Reservations: Deadline September 3, 2009 Call the Hotel Reservations Department at (972) 980-8877 during regular business hours or (800) 377- 9778 (24 hours) · Identify yourself as part of 30th Texas Hispanic Genealogy Conference · Mention the three letter code: THI Book-on-line: www.cpgalleria-nr.crowneplaza.com · Complete the traveler information · Plug in the 3 letter code THI · Click Reserve a Room – Select room type · Receive confirmation number Room Rate: $89 per night Rate is in effect 2 days before event until 2 days after event · Guaranteed rooms by credit card or advance deposit · Guaranteed room assures room regardless of late arrival · Guaranteed room not canceled before 6:00 PM one day prior to arrival dae will be billed to credit card or against the advance deposit for one night’s room and tax · Upon request, the hotel will arrange for baggage storage until their actual departure from hotel Check in Time: 3:00 PM Checkout time: 12:00 PM _________________________________________________________________________
Vendor Form
Your Signature is required on the copy you send:
EVENT: Vendor set-up: Thursday, September 24, 2009 3:00 Close on Saturday 26 at 6:00
Sign in for Conference: Begins Friday 7:00 am Central Time - ongoing for the day
Speakers begin: 9:00 am on Friday with breaks for 15 minutes every 45 to 60 minutes
Mail this form with signature and check to: Dorina Thomas, 1822 Gross Road, Texas 75228
Company or Organization: _______________________________________________
Primary Contact Name: ___________________________________________________
Any other names for badges: ________________________________________________
Address: __________________________City___________________Zip_____________
Phone: ____________________ Hm/Cell: E mail:_______________________________
Table(s) for Genealogy Non-Profit Organizations $75 X No.___ = Amt.________
Additional tables $30 X No. ___ = Amt. ________
Profit Making business and Institutions*: $125 X No.___ = Amt. ________
Additional tables $50 X No.___ = Amt. ________
Total: _____________
_____________________________________________________________________________________
Business Ads
If you would like to advertise your business or society in the Conference Program, send a separate check for the cost of the page space desired - See next section- "Advertizment" .
_______Page Size
_______Page Cost X No.____= Amt._____
Total: _____________________ _______________________________________________________________________________________
Sign on the space provided and return completed form:
I, as the vendor/exhibitor, assume the entire responsibility and liability for losses, damages, and claims arising out of exhibitors’ activities on the Hotel premises and will indemnify, defend and hold harmless HOGAR de Dallas, the Hotel, its agents, servants and employees from any and all such losses, damages and claims.
__________________________________ ____________________
Signature Date
_________________________________
Print name
Please mail your Vendors' Form with your signature post-marked ASAP .
Make checks or money order payable to HOGAR de Dallas Conference and mail to the address shown above.
*Institutions include such groups, as libraries and Universities, etc.
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