Exhibitor Package - Indiana Black Expo

From Tanya Bell, IBE President & CEO Welcome to Indiana Black Expo, Inc.’s (IBE) 43rd Annual Summer Celebration presented by 1-800-QUIT-NOW. We proudly remain one of the nation’s largest African American cultural events. With the world-class city of Indianapolis as its setting, Summer Celebration 2013 runs from July 11 through July 21. Summer Celebration offers businesses and organizations numerous ways to connect with consumers. With a goal in mind to educate and uplift our growing, diverse community, Summer Celebration highlights culture in many different areas. Summer Celebration offers a chance for partners and visitors to experience premiere arts and entertainment, youth and family activities and programs, business networking, healthy living, education and more. As a Summer Celebration exhibitor, you will not only experience the excitement of diverse cultures, but you will also experience positive brand awareness before more than 40,000 people for your organization as well. As a contributor to IBE, your company helps the organization continue to deliver year-round youth and family programs and events to better serve our communities. On behalf of the board and staff, thank you for your support and for being a part of Indiana Black Expo, Inc.’s Summer Celebration. Sincerely,

Tanya Bell President and C.E.O. Indiana Black Expo, Inc.

CELEBRATING 42 YEARS OF CULTURAL HERITAGE AND SPONSORSHIP CELEBRATING 43 YEARS OF CULTURE, HERITAGE AND COMMUNITY

*If your company or organization is a small business, not-for-profit or United Way Agency you will qualify for the Early Bird rate. Those qualified exhibitors must return the booth contract with 50% of the payment if postmarked before Friday March 15, 2013. After March 15, 2013 the small business, not-for profit, and United Way agencies will be at the standard rate, no exceptions.

EXHIBITOR CONTRACT (Early Bird Rate until March 15, 2013) SMALL BUSINESS, NOT-FOR-PROFIT Booth type Number of Booths Legacy (20’X 20’) ____________ Island (10’X 15’) ____________ Corner (10’ X10’) ____________ Standard (10’X10’) ____________

*Early Bird Rate (Save $200 NOW)

Standard Rate

$2,800 $650 $550 $500

$3,000 $850 $750 $700

$550 $500

$750 $700

UNITED WAY AGENCIES Booth type Corner (10’ X10’) Standard (10’X10’)

Number of Booths ____________ ____________

GOVERNMENT Booth type Legacy (20’X 20’) Island (10’X 15’) Corner (10’ X10’) Standard (10’X10’)

Number of Booths ____________ ____________ ____________ ____________

$3,000 $850 $750 $700

CORPORATE Booth type Legacy (20’X 20’) Island (10’X 15’) Corner (10’ X10’) Standard (10’X10’)

Number of Booths ____________ ____________ ____________ ____________

$5,000 $1,500 $1,350 $1,300

This contract is not fully executed and payment will not be processed until signed by Indiana Black Expo, Inc.

Registration Information

Company Name:_________________________________________________________________________________________________________ Contact Person:__________________________________________________ Booth Name: ___________________________________________ Address: ________________________________________________City:___________________________________ State:____ Zip:___________ Phone: __________________________________Fax:__________________________Email: ________________________ Website: _________________________________________________________________________________________________________________ A limited number of retail vendors with similar or identical products will be permitted on the floor in order to maintain diverse products for Summer Celebration attendees.

Description of product or service: (Must be complete. This will determine approval and placement on the exhibit floor.) __________________________________________________________________________________________________________________________ __________________________________________________________________________________________________________________________ __________________________________________________________________________________________________________________________ __________________________________________________________________________________________________________________________ __________________________________________________________________________________________________________________________ Amount of Deposit (Minimum 50% due): $_____________ Account Number:_______________________________ Security Code__________ Name (as it appears on card): _________________________________ Cardholder Signature:_____________________________________ Exp. Date: _________________ Cardholders Zip: ______________ TERMS OF PAYMENT: A deposit of 50% for each booth requested is due upon signing the booth contract. All booth payments must be received in full prior to May 15, 2013. Visa, MasterCard and American Express are accepted. Make checks payable to Indiana Black Expo. NO PERSONAL CHECKS. Checks will be verified by Check Protection Systems. Refunded Check Policy: Any checks returned will be assessed a $30 returned-check fee or will be added a $75 late fee. IF EXHIBITOR DOES NOT SHOW BY END OF 1ST DAY OF EXHIBITION, BOOTH MAY BE SOLD. NOTE: All exhibitor cancellations after March 29, 2013 will, forfeit 50% of the total cost of the booth(s). All exhibitor cancellations after April 12, 2013 will forfeit 100% of the total cost. AFTER May 15, 2013, ONLY CREDIT CARDS AND CASH WILL BE ACCEPTED. NOTE: I understand and accept the terms of this contract as final and binding I agree to follow all rules and regulations set forth by the Indiana Convention Center and IBE. The signed contract’s constitutes a binding legal agreement. Please read contracts carefully. Retain a copy for your records. IBE reserves the rights to assigning booth locations and accept or reject any application. Send the original to: IBE, Attn: Events Department, 3145 N.Meridian St., Indianapolis, IN 46208.

Signature: __________________________________________________________________________ Date: ______________________________ Approved By Indiana Black Expo, Inc: _______________________________________________ Date: ______________________________

CELEBRATING 43 YEARS OF CULTURE, HERITAGE AND COMMUNITY

CONSUMER EXHIBITOR RULES AND REGULATIONS **IBE reserves the rights to assign booths(s) to any and all registered vendors. ** Exhibition Hours:

Friday, July 19, 2013………Noon - 8pm

Saturday, July 20, 2013…….10:00am-9:00pm

Sunday July 21, 2013……….Noon - 6:00 pm

Installation: Exhibitors may commence installation of their displays during the following dates and times: Wednesday July 17, 2013…..8:00 am - 9:00 pm and Thursday, July 18, 2013…..8:00am - 9:00 pm Every booth vendor must be set up by Friday, July 19th, at 11:00 AM., or your booth will be forfeited and sold to a new vendor. Exhibitors will be required to use the rear loading docks of the Indiana Convention Center for entry into the exhibit hall. Parking will be permitted for a maximum of ten (10) minutes to unload vehicles in the dock area. You MUST leave either the keys to the vehicle or a driver in the vehicle while parked on the loading docks. Strict enforcement of the time limit will be made for parking on the docks. All violators will be towed at the owner’s expense. All matter pertaining to installation will be strictly enforced by IBE security. Exhibitors Note of Extreme Importance (Regarding Counterfeit, Pirate or Bootleg Merchandise): No vendor will be allowed to sell or promote any tapes, CDS, record albums, apparel or any other goods unauthorized by the licensed distributors. Any Unauthorized sale of said items will result in expulsion from the exhibit hall without refund in addition to possible prosecution. Prohibited Articles & Activities: Pornography or any sexually explicit materials, gasoline, kerosene, acetylene, propane gas, helium balloons or other amiable or explosive substance’s or etc., must conform to the requirements of all inspecting authorities. No construction in the exhibit spaces shall be higher than eight (8) feet and no side partitions shall exceed 42’ inches in height. No taping or tacking on walls. Profanity will not be tolerated. Failure to comply may result in expulsion from the exhibit halls. All promotional campaigns that have not been pre- approved by IBE and its sponsors will be prohibited. Photography Rules: Your participation in Indiana Black Expo’s Inc. Summer Celebration hereby gives permission to Indiana Black Expo, Inc. to use and authorize others (media outlets) to use all or any part of (his/her) interview/photography/video in related media such as books, magazines, journals, pamphlets, electronic (Internet) and other written and video formats interview/photography/video, regardless of the medium by which it is recorded. I also hereby release Indiana Black Expo, Inc. and its directors, its members, trustees, employees and agents, from any and all claims for invasion of privacy, defamation, breach of contract or other breach of duty arising out of or in the connection with the use of this interview, photography or video. Booth Playing Music: Your music must be kept to a low decibel level to be determined on the first day of the show. Your speaker must sit below the three (3) foot side railing and turned facing the eight (8) foot back wall drape. IBE will issue three (3) warnings, after the third, you will be subject to expulsion with no refund. Shipping of Exhibits: Do not ship materials directly to the Indiana Convention Center or to IBE as they will be refused. All exhibits must be shipped directly to George E. Fern Company at 1147 East White River Parkway, Indianapolis, Indiana 46225. Decorator/Drayage/Labor: The exclusive exhibition decorator, drayage and labor contractor is George E. Fern Company at 1147 E White River Pkwy., Indianapolis, In 46225, phone (317) 635-9606.Pertinent order forms for these services will be emailed to each exhibitor thirty (30) days priors to the exhibition. Request for electricity will be included in the package. Electricity: To purchase electricity contact the Indiana Convention Center Utility Department at 317-262-3467 or by email at [email protected]. Aisles: All aisle space is under the control of IBE and shall be used for exhibit purpose. Anyone using aisle space for demonstration, solicitation of business or distribution of cards or flyers may be evicted from the hall. Wheeled Vehicles: No motorized vehicles of any type are permitted with in the Indiana Convention Center. Exhibitors may bring their own hand trucks and/ or dollies for use to set up their booths. IBE does not provide hand trucks. This item is available only through George E. Fern Company. No roller- skating is permitted within the Indiana Convention Center. Any exhibit requiring a motor vehicle within their display MUST contact Indiana Black Expo, Inc. prior to booth set-up day and arrange for a specific move-in time for such vehicles. All vehicles located within a space must contain no more than two gallons of gasoline. The battery must be disconnected, and the gas tank lid/cap must be taped. Failure to comply with this requirement is a violation of the fires codes and could result in the vehicle being removed from the hall. Dismantling: Booth dismantling before stated time is a disruption to the exhibition and increases show liability. Please adhere to requested times. Exhibitors are to dismantle their exhibits between 6:30 pm and midnight on Sunday, July 21st. Exhibitors who dismantle their booth before 6:30 pm on July 21st will be assessed a $250 penalty. If exhibitors want George E. Fern Company to store their display, please call or go to George E. Fern Company booth to make arrangements. It is the responsibility of the Exhibitors to remove the exhibit and exhibit materials. Any booth not dismantled and removed prior to 11:59PM on Sunday, July 21st will be dismantled and discarded. Loading docks will be operated in the same manner as during booth installation. All vehicles on the loading docks must have a driver to remain with the vehicle and /or have the keys left in the vehicle. The time limit will be strictly enforced. Violators will be towed at the owner’s expense. Load your material on the dock before driving your vehicle to the dock. Registration: Indiana Black Expo, Inc. will maintain two information desks located in the area between the docks doors. Wristbands will be distributed prior to the exhibition, if paid in full. Exhibitor’s Entrance Identification: All exhibitors must enter the exhibit hall on Wednesday, July 17th, Thursday July 18th, and Friday July 19, 2013, through the loading docks doors closest to your booth located at the rear of the Indiana Convention Center. After the exhibits opens (not during set-up) exhibitors are allowed to enter and exit through these entrances using doors designated as CREDENTIALS ONLY. Anyone using these doors must be wearing the Exhibitor’s wristbands BEFORE entering. Liability: Each exhibitor must take provisions for safeguarding of his goods, materials, equipment and display items. General overall guard service will be provided by Indiana Black Expo, Inc. for the exhibition period, but the guard service will not be responsible for loss of material by theft or for any cause. The exhibitor must surrender space occupied by him in the same condition as it was at the time of occupation. The exhibitor is responsible for all damages to the exhibit hall and for any and all claims and demands on account of injury, death or damage to property occurring in or upon the exhibitor’s booth space or because of the acts of the exhibitors, his employees, servants, agents, licensee or contractors. The exhibitor agrees to indemnify and hold harmless the managing entity (Indiana Black Expo, Inc.) and/or the owner from and against any/ all liability, claims and demands that might arise from or asserted in connection with the forgoing undertaking and responsibility of exhibitor. Neither the managing entity, its service contractors, the management of the convention, nor the owners at the convention headquarters, their agents, servants, contractors or employees will be held liable for any claims except for claims for damages or injuries caused by or resulting from negligence of the managing entity and/or owner, the management of the convention and the owners and their respective agents, servants and employees. Exhibitor acknowledges that he is responsible for obtaining insurance in such amounts as deemed appropriate to comply with obligations herein and for his own protection. Exhibitor shall pay all cost and expenses (including reasonable attorney fees) arising from any and all liability for any rental or occupation for of exhibit booth space and expressly release the Indiana Black Expo Inc., the Indiana Convention Center, Capitol Improvement Board and sponsors from all liability that might arise, including injury, damage or loss to any person or property. Exhibitor further releases and discharges the Indiana Black Expo, Inc., Indiana Convention Center, Capitol Improvement, Board George E. Fern Company and sponsor from any and all liability for any loss, injury or damage to persons on property that exhibitor might sustain while participating in the summer celebration. Overnight Security/ Storage: Overnight security guards will be provided: however, overnight security storage is available for items you wish to store through George E. Fern Company. Call (317) 635-9606 for details. Care of Building of Equipment: No attachment of any kind is to be made to any part of the Building. Special hangers will be available at the service desk for hanging pictures, signs, banners, etc. to booth and equipment. Articles Subject to Search: Any article brought into or removed from the Indiana Convention Center is subject to search by security provided by the Indiana Convention Center. Late Fee Policy: After Wednesday, May 15, 2013 any partially paid contract will be assessed a $75.00 late fee in addition to outstanding balance and must be paid in full. Late Booth Purchase: Any booth purchased after Wednesday May 15, 2013 is considered to a “Late Booth Purchase” and must be paid in full at the time of the purchase. No checks for payment will be accepted after Friday, June 7, 2013. On-Site Sale: Any booths sold Wednesday, July 17th and Thursday July 18th is considered an “on-site sale”, and must be paid in full (in cash or credit card only) at the time of the purchase. Exhibitor will be assessed a $250.00 on-site sale fee in addition to the regular booth cost. NO EXCEPTIONS. No checks for payment will be accepted after Wednesday May 15, 2013. Subletting: It is understood that no booth space is to be sublet. Any unauthorized subletting will result in expulsion from the exhibit hall without refund in addition to possible prosecution. Rules and regulations are subject to change.


SUMMER CELEBRATION DEMOGRAPHICS • 2012 total attendance: 232,798 • Demographics • Ethnicity: 86% African American • Gender: 72% female, 28% male • Age: 66% adults, 34% under age 18 • Spending Power: Guests spent an average of $240.67 • Average Household income • 32% - $60,000+ • 41% - $30,001 - $60,000 • 27% - $30,000 and below • Education • 54% - College Degree or higher • 45% - High school Diploma or 2-year college education. • Family Make Up • 42% of adults attended with children • 24% of parents responding had children under the age of 3 • 42% had children ages 4-12; 34% had children ages 13 to 17 • Economic impact over $40 million to Indianapolis Area

SUMMER CELEBRATION MEDIA IMPRESSIONS Total Newspaper Ads 12,435,244 Total Newspaper Stories 8,562,118 TV (including PSAs) 17,844,602 Web and Social Media: 52,823,495 Radio 83,958 (including ads, PSAs and interviews) Other visuals 80,576 (includes banners and venue signage) Total 2012 Summer Celebration Impressions: 91,829,993 • Exhibit Hall • Approximately 400 Exhibitors • Attendance: 35,855 • One of the Largest Minority Health Fair in the Country • Cultural Arts Pavilion • Family Fun Zone

SUMMER CELEBRATION MEDIA PARTNERS


A LOOK AT IBE’S YEAR ROUND PROGRAMS AND INITIATIVES Mission

Indiana Black Expo, Inc. (IBE) has been a pillar in the African American community since 1970, its missions is to be an effective voice and vehicle for the social and economic advancement of African Americans.

Core Values

· Integrity · Accountability · Trust · Customer Service · Quality · Teamwork

Education

Andrew J. Brown Academy Currently in its 9th year of educating our youth, this chartered academy is thriving and expanding the minds of Indianapolis students. Back-to-School Rallies Through its Back-to-School Rallies, IBE’s 12 chapters provide renewed motivation and school supplies for students throughout the state. Circle City Classic® Scholarship Program IBE awards more than $165,000 in annual scholarships to Indiana residents pursuing undergraduate degrees. Education Conference This statewide conference provides best practices and professional development to teachers, administrators and others concerned with the education of our youth. Indiana College & Scholarship Fair Through a joint collaboration between IBE and 100 Black Men, this fair Introduces middle and high school students and their parents to colleges and resources for post-secondary education. Internship Opportunity Program This program gives first-hand career experiences to college students as well as recent graduates in the fields of event planning, finance, marketing, communications and youth & family programming.

Youth Video Institute (YVI)/360 Degrees YVI provides hands-on training in television and video production, and broadcast journalism. Advanced students have the opportunity to join the “360 Degrees” crew to produce, direct and edit a 30 minute magazine-style show dedicated to voicing teen issues.

Community Development and Awareness

Chapter Expos/Festivals and Luncheons Festival and fundraising events honor local businesses and community leaders annually throughout the 12 chapter sites. Empowerment Conferences and Community Forums IBE’s yearly conference and forums, such as the Parent Empowerment Conference and the Education Conference, provide additional outlets to address issues that impact African Americans Statewide Conference This yearly conference that focuses on chapter development, community outreach and an assessment of IBE’s program initiatives. We Can Feed The Hungry IBE community service inititive that donates food baskets to families statewide and provides health screening and toy donations throughout the state of Indiana.

Health

1-800-QUIT-NOW Anti-Tobacco Campaign Through the continued partnership with the Indiana Tobacco Prevention and Cessation agency, the campaign raises the level of awareness of tobacco-related illnesses through several initiatives throughout the state if Indiana. Reverend Charles Williams Prostate Cancer Mobile Unit A mobile screening unit travels throughout Indiana communities to reduce prostate cancer by providing education and testing services that include blood pressure, body mass index, PSA and DRE. Health Fairs Held by each chapter, IBE health fairs educate and screen local citizens throughout the state on health-related issues and illnesses.

Parent Empowerment Conference 12 Chapters The conference provides parents and families with critical Anderson tools, information and resources to raise children and help them be successful academically, socially and economically. East Chicago Elkhart Evansville

Throughout Indiana

Fort Wayne Gary Greater Lafayette Indianapolis

Kokomo Michigan City Muncie South Bend
