NJASLA Annual Meeting 2023

Vendor Prospectus

January 29 – 31, 2023

Harrah’s Waterfront Conference Center
Atlantic City, NJ

Dear Vendors,

The New Jersey Chapter of the American Society of Landscape Architects is pleased to invite you to take part in our 2023 Annual Meeting (NJASLA AM), on January 29, 30 and 31, 2023 at Harrah’s Waterfront Conference Center in Atlantic City. This prospectus outlines exhibit, sponsorship and advertising opportunities at the upcoming NJASLA 2023 Annual Meeting.

The NJASLA AM is known as the premier educational and social event for Landscape Architects in the Northeast and Mid-Atlantic regions. Each year, Landscape Architects and allied professionals from New Jersey, New York, Pennsylvania, Delaware, Maryland—and beyond—come together to learn about new products, make connections, and earn professional education credits.

 NJASLA 2023 AM EXPO, sponsorship and advertising opportunities have been designed to maximize your exposure to our attendees and members and establish more lasting connections. As a participant, your company will have the opportunity to connect with more than 500 design professionals and discover firsthand why the NJASLA AM is one of the largest and most successful conferences in the country.

Sponsorships

PREMIER SPONSOR $6000

Includes premium EXPO booth AND Exhibitor LAB!

  • Full conference registration for one member of your firm
  • Option to sponsor one keynote session during the AM – while available. Recognition to include:
    • Logo in session list on NJASLA AM website
    • Logo above session details on NJASLA AM website
    • Video advert to play prior to respective Keynote Session (maximum 1 min. duration)
  • Premier Sponsor recognition on the NJASLA AM website home page and sponsor page
  • Premier Sponsor recognition on the NJASLA registration site home page
  • Premier Sponsors of the AM program, to include logo on the cover and one full page advertisement in the onsite program
  • Premier Sponsor logo inclusion and hyperlink on NJASLA promotional materials, social media and to the NJASLA membership
  • Featured position of your company name in the exhibitor and sponsor section of the on-sight program
  • Recognition daily on the big screen in the keynote sessions
  • While available, Premium position EXPO booth at the in-person showcase.
  • Exclusive Exhibitor Lab presentation at the EXPO for the first four Premier Sponsors!  25-minute mini session on the EXPO floor at lunch on Monday or Tuesday!
  • Post conference comprehensive list of attendees
GENERAL SPONSOR $3500

Includes EXPO booth!

  • General Sponsor of AM Program, to include logo on the cover of the onsite program. Only available without Premier sponsor
  • General Sponsor recognition on the NJASLA AM website home page and sponsor page
  • General Sponsors receive half page ad in the onsite program
  • General Sponsor logo inclusion and hyperlink on NJASLA promotional materials, social media channels, and media outreach
  • Recognition daily on the big screen in the keynote sessions
  • Featured position of your company name in the exhibitor and sponsor section of the on-sight program
  • EXPO booth at the in-person showcase
  • Post conference comprehensive list of attendees
SUPPORTING SPONSOR, $1250
  • Supporting Sponsor recognition on the NJASLA AM Website homepage and sponsor page
  • Featured position of your company name in the sponsor section of the on-site program
  • Supporting Sponsors receive quarter page ad in the onsite program
NJASLA ANNUAL DESIGN AWARDS, $3,000

Includes EXPO booth!

A highlight of the conference every year, the NJASLA Design Awards (ADA) will offer pronounced visibility over the course of the three-day live event.  This year, ADA will again include a dedicated page on the NJASLA AM website and a highlight reel video, which can be viewed by AM attendees and guest at their leisure.

  • Recognition on the NJASLA ADA page of the AM Website and the Sponsor page
  • Recognition at the Awards Presentation Ceremony on site at the live event
  • Recognition in the printed Awards Brochure featuring all winners
  • Recognition on daily on the big screen in the General Sessions
  • EXPO booth at the in-person showcase
WELCOME COCKTAIL RECEPTION SPONSOR, $3000

Includes EXPO booth!

  • Recognition on the AM Website home page, schedule, and sponsor page
  • Recognition at the Welcome Cocktail Reception on Sunday, January 29, 2023
  • Logo inclusion and hyperlink on the event dedicated social media promotions
  • Recognition daily on the big screen in the General Sessions
  • EXPO booth at the in-person showcase
CUSTOM SPONSORSHIP OPPORTUNITIES

The NJASLA AM Committee is also offering custom opportunities for sponsorship for the 2023 AM. Below are a few, but not all, possible sponsorship opportunities – benefits for which will be customized. To create a customized sponsorship, please contact Joanne Lombardi at NJASLA headquarters at jlombardi@njpsi.com or 609-393-7500.

NJASLA BOOKSTORE

This potentially high-traffic area could offer the sponsor the opportunity to have their brand associated with ASLA’s sought-after education materials, speaker meet and greets and book sales.   Contact Joanne Lombardi to discuss this option, jlombardi@njpsi.com; 609-393-7500.

PLANT SPONSOR

Got plants? Showcase your variety of plants throughout the conference. Work directly with the team to select appropriate size of trees and shrubbery for multiple spaces.  Contact Joanne Lombardi to discuss this option, jlombardi@njpsi.com; 609-393-7500.

SUSTAINABLE LOGOED GIFT FOR ATTENDEES

Put your logo on a sustainable tote bag or water bottle for every LA attendee!  Sponsor one items alone with your logo for $4000! OR sponsor one item with a second firm for $2000 each. Contact Joanne Lombardi to discuss this option, jlombardi@njpsi.com; 609-393-7500.

MONDAY EXPOSITION BREAKFAST, $2000
  • Recognition on the AM website home page, program schedule and sponsor page
  • Recognition at the event you sponsor
  • Recognition of your company in the sponsor section of the on-sight program
MONDAY EXPOSITION LUNCH, $2000
  • Recognition on the AM website home page, program schedule and sponsor page
  • Recognition at the event you sponsor
  • Recognition of your company in the sponsor section of the on-sight program
TUESDAY EXPOSITION BREAKFAST, $1500
  • Recognition on the AM website home page, program schedule and sponsor page
  • Recognition at the event you sponsor
  • Recognition of your company in the sponsor section of the on-sight program
TUESDAY EXPOSITION LUNCH, $1500
  • Recognition on the AM website home page, program schedule and sponsor page
  • Recognition at the event you sponsor
  • Recognition of your company in the sponsor section of the on-sight program
NJASLA DIVERSITY INITIATIVE PANEL, $1500

A powerful fixture in the AM, the NJASLA Diversity initiative Panel (DIP) has been a leading voice in advocacy and community building since 2018.  In 2023, the DIP will feature leading professionals and advocates who will once again explore the existing and future implications of diversity led initiative on our practice. 

  • Recognition in the AM website schedule and sponsor page
  • Logo inclusion and hyperlink on event dedicated social media promotions
  • Recognition at the Diversity Initiative Summit on January 30, 2023
STUDENT SUPPORTER, $750
You may elect to solely support the next generation of Landscape Architects!  A donation of $750 sponsors two full registrations to the event.

  • Recognition on the NJASLA AM Website homepage and Sponsor page
  • Recognition at the student chapter booth at the EXPO and Profession Meet & Greet on January 30th
  • Recognition in the sponsor section of the on-sight program

NJASLA AM PROMOTIONAL PARTNER

Help us get the word out before, during and after the conference!  Promotional Partners customized benefits may include dedicated company content on our award-winning social media and communication platforms; alignment with signature events within the AM; dedicated communication outreach.  

You provide your support in promoting our event! We provide Promotional Partners one full registration to attend the conference, recognition on the AM Website home page and sponsor page, in the on-sight program and daily on the big screen in General Sessions. Contact Joanne Lombardi to discuss this option,  jlombardi@njpsi.com; 609-393-7500

NJASLA EXPO

Two days of pronounced visibility through our acclaimed EXPO!

Space allocation and booth assignments are made based on the number of booths reserved and receipt of payment.

All single booths are 6’ x10’ (unless otherwise noted), with 8’ backdrop, 3’side rails, and one 7” x 44” sign with exhibitor’s name.

Aisle space cannot be used for exhibit or demonstration purposes.

  • Join the EXPO to reconnect with your network and meet new customers, employees, students, and strategic business opportunities!
  • Monday and Tuesday meal functions and breaks on the exhibit floor.
  • Social events during which you can meet and mingle with attendees in a relaxed, professional atmosphere.
  • Monday evening Awards Cocktail Reception on the EXPO floor.
  • Live, interactive exhibitor labs on the EXPO floor.
  • Opportunities to meet your brand needs and goals.
  • EXPO vendors receive post event attendee list!

Register early for the best booth placement!

EXPO RATES

Booth Space By December 2, 2022 After December 2, 2022
Single $1,550 $1,750
Single Premium* $1,750 $1,950
Double* $2,800 $3,000
Triple* $4,200 $4,300
Quad* $5,400 $5,500

* Premium Booths include all end or corner booth locations
**Any Double, Triple or Quad Booth with an adjoining Premium Booth location will require an additional $200

If you have questions, please contact Joanne by email or phone at jlombardi@njpsi.com or  609-393-7500.

EXPO FLOOR PLAN

EXHIBITOR SCHEDULE

Sunday, January 29

10:00am — 6:00pm   
Exhibitor Booth Setup; Registration Desk Open

12:00pm — 1:00pm
Mingle with Meeting Attendees during a Light Lunch

1:00pm
Educational Sessions Begin for LA’s

7:00pm — 8:30pm
Welcome Cocktail Reception

Monday, January 30

8:00am — 5:30pm
Registration Desk Open; Exhibit Hall Opens

8:00am — 9:00am
Breakfast in the Exhibit Hall

11:40am — 1:40pm
Lunch & Exhibitor Labs in the Exhibit Hall

3:50pm — 4:40pm
Refreshment Break in the Exhibit Hall

6:00pm — 7:00pm
Professional Design Awards Presentation

7:00pm — 8:30pm
Awards Reception in the Exhibit Hall

Tuesday, January 31

8:00am — 3:30 pm
Registration Desk Open;

8:00am — 9:00am
Breakfast Buffet in the Exhibit Hall

11:25am — 1:25 pm
Lunch & Exhibitor Labs in the Exhibit Hall

1:25pm — 5:00 pm
Exhibitor Booth Breakdown

ADVERTISING

ADVERTISING SPECIFICATIONS & FEES – PRINT

Advertising opportunities in the on-sight program are available for those who wish to have an expanded presence at the AM. Advertising fees are calculated based on frequency, position, and format(s) selected. Specifications for ad space are shown below. Questions? Please contact Kelly Biddle at kbiddle@njpsi.com or 609-393-7500.

Program Advertising

An advertisement in the 2023 NJASLA Annual Meeting program will be seen by more than 500 landscape architects and allied professionals! Below are the options available for the Annual Meeting

Program Book:

Premium Ad Space, position guaranteed:

  • Full page, inside back cover: $600
  • Full page, center spread left: $600
  • Full page, center spread right: $600

Regular Ad Space, no position guaranteed:

  • Full page, $400
  • Half page horizontal, $250
  • Quarter Page, $200

Ad Specifications: Black and white advertising only. No bleeds. All ads must be sent in electronic format prepared at a minimum of 300 dpi.  Acceptable files types: PDF (preferred for best results), JPEG, TIFF, & EPS formats are also acceptable. Please prepare your artwork to the dimensions listed; measurements represent the full live space allowed.

Ad copy must be sent to Kelly Biddle at kbiddle@njpsi.com by December 2, 2022.  Questions regarding ad rates or specifications, please email or call Kelly at 609-393-7500

Terms and Conditions: Payment in full must be received by December 2, 2022. This advertising order is voidable only upon written notification received no later than 5:00 pm, December 2, 2022.

Register before December 2, 2022 to be included on our On-Site Program.

ADVERTISING SPECIFICATIONS & FEES—DIGITAL—$250

For those who wish to have an expanded presence on the AM website!

Questions? Please contact Kelly Biddle at kbiddle@njpsi.com or 609-393-7500.

Ad copy must be sent to Kelly Biddle at kbiddle@njpsi.com by December 2, 2022.  Questions regarding ad rates or specifications, please email or call Kelly at 609-393-7500

Deadline: Order, payment, and ad/copy art due December 2, 2022 – no exceptions.

Terms and Conditions: Payment in full must be received by December 2, 2022. This advertising order is voidable only upon written notification received no later than 5:00 pm, December 2, 2022.

HOTEL ROOM RESERVATIONS

Saturday thru Wednesday, 1/28 – 2/1/2023

Harrah’s Resort Atlantic City is pleased to offer a special rate of $65.00, per room, single or double occupancy, plus taxes, tourism fees and $15.00 per night, per room Resort Fee which includes complimentary in-room internet access for 2 devices per room, per night and $5 voucher towards self-parking in the garage. A 48-hour advance notice is required to cancel without a penalty.

Book accommodations by calling 888-516-2215 or online at: https://book.passkey.com/go/SH01AS3

The Group Code is SH01AS3 and the show name is NJASLA 2023.

All callers will be asked for the code but can also book by saying *NJ-ASLA*

Cutoff date for discounted room block is:  December 28, 2022; BOOK EARLY. DON’T BE CLOSED OUT!

COVID-19 Policy & Safety

To ensure the health and well-being of all attendees, we will require proof of vaccination or a negative test within 72 hours, for entry into the conference and EXPO. Accepted COVID-19 tests are PCR, molecular, or antigen tests administered by a health professional and verified by an accredited laboratory. Over-the-counter and at-home tests will not be accepted. Face masks are recommended for all attendees. We will monitor federal and local regulations to provide a successful and safe event.

Additional precautions may be necessary as the event grows closer. NJASLA will follow protocols mandated for large gatherings by the State of New Jersey, Harrah’s and the Center for Disease Control and Prevention.

CANCELLATION POLICY

Requests for cancellation must be received in writing no later than December 2, 2022 and must be approved by the Committee for reasonable cause. A non-refundable administrative fee of 10 percent will be deducted from the refund amount. No refunds can be given after the stipulated date.  Contact Joanne Lombardi for further information at 609-393-7500 or jlombardi@njpsi.com.

EXHIBITION/DISPLAY INFORMATION

Harrah’s staff will maintain the aisle and areas throughout exhibition hours. Additional equipment, at your expense, can be arranged through AEX/TexasXpo. Phone 609-272-1600. An AEX/TexasXpo representative will be on hand during the scheduled setup hours.  Exhibitors can reserve space by registering at www.njasla.org. You will receive information on drayage costs, electrical service, and other services upon receipt of your completed registration and payment. Space is assigned on a first-come, first-served basis. Every effort shall be made to give exhibitors their chosen locations. Management reserves the right to assign exhibitors to the best alternate space, in the event their choices are unavailable, or for the betterment of the exhibition.  Registration at multiple-booth discount rates is only applicable to exhibitors of the same company registered under one (1) general business entity.

Exhibit Restrictions: No construction in the exhibit space shall exceed eight (8) feet in height and any construction more than four (4) feet in height must be kept within three (3) feet of the back line of the exhibit space. Management reserves the right to remove or eliminate any objectionable exhibits, persons, advertisements, souvenirs or any other feature or action which might harm or injure the high standards of the conference.

Security: After show hours the exhibit area will be locked: NJASLA will not be responsible for any items left in the exhibition area before, during or after the conclusion of the show. The exhibitor must have an attendant in charge of the exhibit each day during the hours the exhibit area is open.

Cancellation Policy: Requests for cancellation must be received in writing no later than December 2, 2022 and must be approved by the Committee for reasonable cause. A non-refundable administrative fee of 10 percent will be deducted from the refund amount. No refunds can be given after the stipulated date. Contact Joanne Lombardi for further information at jlombardi@njpsi.com or 609-393-7500.

 Harrah’s Exhibition Services

Electrical: Arrangements shall be made directly through Harrah’s. Electrical order forms should be completed and returned to Harrah’s prior to the cut-off date. Prices vary depending on your needs.  Orders made on-site (without prior arrangements with Harrah’s) are subject to late fees.  Rates include only the bringing in of power lines to the booth and the primary connection of these lines to a piece of equipment that is already wired in the booth.  Should wiring or connections beyond this primary connection be required, such wiring can be completed at a rate based on time and material.  To avoid delay in installation, all equipment should be tagged and wired with full information as to the kind, current, voltage, phase, cycle, horsepower, etc., ready for connection.

Food Service: Harrah’s is the only licensed entity to provide food and beverages on our premises. All food and beverages must be supplied by the hotel. Any food and alcoholic beverages delivered or brought to the hotel will be refused without further notice. Food and beverages may be purchased directly from the Catering Department with advance notice.

Non-Flammable Materials: All materials used in the exhibit hall, ballroom or any other room of the hotel must be non-flammable to conform with the Fire Regulations of the State of New Jersey and City of Atlantic City. Electrical wiring and equipment installation must conform to the National Electrical Code and Electrical Code of Atlantic City. Nonconforming materials will be removed immediately at the exhibitor’s expense.  Operation of engines, motors or any other equipment must have the consent of the Convention Services Manager at the hotel.

Special Notices: No nails or bracing wires used in the erection of displays may be attached to the building without the written consent of the Convention Services Manager at the hotel. All property destroyed or damaged by exhibitors must be replaced to its original condition by exhibitor or at the exhibitor’s expense.

Liability: The hotel and show management will not be responsible for any injury, loss, or damage to the exhibitor, the exhibitor’s employees, or property, or to any other person prior to, during, or subsequent to the period covered by the exhibit contract; provided said injury, loss or damage is not caused by the willful negligence or wrongful act of an employee of the hotel. Each exhibitor expressly releases the hotel and show management against any and all claims for such injury, loss or damage.

Insurance: Exhibitors are required to carry the appropriate insurance on their exhibits and equipment.

Counsel Fees Clause:  In the event that NJASLA is required to commence any legal action in order to enforce any of the terms of this Agreement, in the event that NJASLA prevails or enters into a favorable settlement of such action, in addition to any award made by the Court, NJASLA shall be entitled to and the exhibitor shall pay to NJASLA its reasonable counsel fees, Court costs and other expenses incurred in pursuing such action.

Choice of Forums Clause: Any legal action by and between the parties to this Agreement shall be filed in the Superior Court of New Jersey, Mercer County, NJ.

Storage: Harrah’s will not accept packages (of ANY weight or size) addressed to any convention attendees/exhibitors. Package storage and fees are arranged strictly through AEX/TexasXpo.  Please consult AEX/TexasXpo regarding their fees for services.

Material Handling/Arrival and Departure Procedures: AEX/TexasXpo is the official service contractor for this exposition. No freight or packages will be accepted at Harrah’s in advance of the show date. If you have questions on shipping or load in/load out OR would like to hire AEX/TexasXpo to assist, please contact AEX/TexasXpo at 609-272-1600.

Load In/Load Out:  AEX/TexasXpo is the official show decorator and in charge of the loading dock during our show. We strongly recommend that vendors use the services of AEX/TexasXpo for moving large and heavy materials onto the floor.  Please contact AEX/TexasXpo to work out a time to move your heavy equipment in and out of the facility through the loading dock.

  • Vendors may use the drive-up ramp behind the Conference Center, at the Loading Dock. Please note that you may NOT leave vehicles parked in this area.
  • Vendors may bring small packages from the Valet area to the Exhibit floor with the help of the Bellman.
    • Vendors may not, under any circumstances, use the main Conference Center entrance to load materials of any size in or out. Any vendor bringing in equipment or materials through the Conference Center entrance will be penalized and possibly ejected from the show.
    • EXHIBITS MAY NOT BE ERECTED WHILE THE EXHIBITION AREA IS OPENED TO REGISTRANTS.
    • EXHIBITS MAY NOT BE DISMANTLED UNTIL THE TRADE SHOW IS FORMALLY CONCLUDED.
    • All materials must be removed by the exhibitor at the conclusion of the show. The management reserves the right to remove any materials left at the conclusion of the show at the expense of the exhibitor.
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