- Exhibit Space Procedures for 2003 RCMA Conference and Exposition
For the 2003 RCMA Annual Conference and Exposition, to be held January 28-31, suppliers who wish to exhibit should read the following procedural information carefully:
Mailing Dates for Conference Materials: August 1: Associate Members listed in File A (see below) September 1: Associate Members listed in Files B, C, and D (see below)
Selection Process: Exhibitand fees received by RCMA for the 2003 Conference will be separated into four files. Booth space will be assigned by files as outlined below until Expo 2003 is full.
FILE A: Associate members of RCMA who provide sponsorships related to the 2003 Conference, or who bring a new religious meeting planner into full membership prior to July 15, 2002. Registrants in this category have guaranteed space if the properly executed, signed, with booth and registration fees, is received by August 31, 2002.
FILE B: Associate members of RCMA who contracted for and held booth space at the 2002 RCMA Conference in Tampa. If there is exhibit space remaining after File A assignments, the applications in File B will be processed next in postmark-date sequence.
FILE C: Associate members who were on the official wait list for the 2002 RCMA Conference in Tampa. This wait list will be processed next in postmark-date sequence if space is available.
FILE D: All other associate members. If there is still space available after Files A, B, and C are processed, this file will be processed in postmark-date sequence until there is no exhibit space left in the exposition.
Official Wait List: Any organization unable to obtain space under this procedure will be placed on an official wait list in postmark-date sequence. If additional booth space becomes available, it will be assigned in the sequence outlined above.
Notification: All exhibitors will be notified by mail the week of September 23, 2002, concerning the results of the aforementioned selection process. Please do not call the RCMA office for this information.
Rules and Regulations: Complete exhibit rules and regulations will be sent with the exhibit-space contract. (Note: If you do not receive the conference mailing by September 4, 2002, please contact the RCMA office.)
Please Note: In order to accommodate a broad range of exhibitors, only three representatives may register for the conference and participate in one exhibit booth. A maximum of two booths may be applied for per associate member. No more than two booths may be joined together.
- Invitations to Host RCMA Conference
Associate member convention bureaus that are interested in hosting the association's Annual Conference and Exposition in 2006 should contact RCMA at (317) 632-1888 or via e-mail at email@example.com to receive information about the site inspection procedures and the service and facilities requirements.
Each convention bureau interested in hosting the 34th Annual Conference and Exposition may request a copy of the Site Inspection Procedure and the Service and Facilities Requirements from the RCMA office in Indianapolis.
Associate members must complete and return the latter document to RCMA no later than November 8, 2002.
If a proposal fulfills the criteria, representatives of the bureau extending the invitation will be asked to make an oral presentation to the RCMA Board of Directors on January 27, 2003, in Charlotte, N.C., site of the 2003 conference.
After the Board of Directors hears the oral presentations and reviews the data, it will vote by secret ballot on the proposed site. The city with the highest number of votes will be declared the host for the 2006 conference.
- Be an RCMA Sponsor
A number of hotels, convention centers, and CVBs have already started making commitments to help support RCMA's 31st Annual Conference and Exposition in Charlotte in 2003. If your organization is interested in sponsorships next year, or at the 2004 conference in Pittsburgh, Pa., contact the RCMA office at (317) 632-1888, or e-mail firstname.lastname@example.org.
It is our privilege to acknowledge the sponsors who helped us provide excellent programs during our 2002 conference in Tampa:
- A La Carte Pavilion
- American Airlines
- Avis Rent-A-Car Sytems Inc.
- Busch Gardens Tampa Bay
- Charlotte Convention & Visitors Bureau
- City of Tampa
- Daytona Beach Area Convention & Visitors Bureau
- Five Star Audiovisual
- The Florida Aquarium
- GES Exposition Services
- Greater St. Charles (Mo.) CVB
- Hyatt Regency Tampa
- Kissimmee-St. Cloud Convention & Visitors Bureau
- Lexington Convention & Visitors Bureau
- New River Production Group
- Oklahoma City Convention & Visitors Bureau
- Richmond Metropolitan CVB
- Tampa Bay Convention & Visitors Bureau
- Tampa Convention Center
- Tampa Marriott Waterside
- Valley Forge Convention & Visitors Bureau
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