EXHIBIT

EXHIBIT 2018-11-06T14:45:11+00:00

The 2019 Extra Learning Opportunities Conference is a direct exposure opportunity for you to interact and discuss your services and/or products with your target market. It offers a great networking opportunity to meet other service providers and prospective customers.

Conference participants will represent all who work on behalf of children and youth in a current 21st Century Community Learning Center, including administrators, grant writers, evaluators, program directors, coordinators and staff.

Application deadline: Thursday, February 28, 2019

All organizations must complete the application process in order to be considered as an exhibitor. The Center reserves the right to determine the appropriateness of any organization to be an exhibitor. When approved, you will receive an email with instructions to complete the exhibitor registration process, make a payment (if applicable) and submit your certificate of insurance. We accept only online payments by credit card. Exhibitors are considered confirmed when the registration process has been completed, including payment. Additional details about setup onsite and logistics will be sent via email two weeks prior to the conference.

Fees

  • Vendor $100 for one table, $150 for two tables
  • Nonprofit Vendor $0 (only on a space available basis)
  • Government Agency $0 (only on a space available basis)

Fee includes: one skirted, draped 6-foot table; 2 chairs; waste basket; and complimentary wireless internet.

Additional Fees
Exhibitors will need to make additional setup requests such as electricity, phone, internet access (other than wireless), etc. directly through the hotel on a service order form.

Limitations

  • Exhibits may not extend more than 12-inches from the front of the table
  • Exhibits or promotional materials may not block any aisles or access ways
  • Any music or lights displayed may not interfere with other exhibitors
  • Meals are on your own

Conference Schedule

Wednesday, March 13

11:30 a.m. – 4:00 p.m. | Registration Area Open

12:00 p.m. – 4:00 p.m. | Institutes

Thursday, March 14

7:30 a.m. – 4:15 p.m. | Registration and Exhibit Area Open

8:15 a.m. – 10:00 a.m. | Welcome, Opening Remarks and Keynote Address

10:00 a.m. – 10:15 a.m. | Exhibit Exploration

10:15 a.m. – 11:45 a.m. | Workshops

11:45 a.m. – 1:00 p.m. | Exhibit Exploration and Lunch on Your Own

1:00 p.m. – 2:30 p.m. | Workshops

2:30 p.m. – 2:45 p.m. | Exhibit Exploration

2:45 p.m. – 4:15 p.m. | Workshops

4:30 p.m. – 6:30 p.m. | Pennsylvania Statewide Afterschool/Youth Development Network Annual Meeting and Reception

Friday, March 15

7:30 a.m. – 12:00 p.m. | Registration and Exhibit Area Open

8:30 a.m. – 12:30 p.m. | 21st CCLC Grantees’ Meeting

A more detailed schedule can be found on the Agenda page.

Exhibitor Hours and Location

  • SET UP Wednesday, March 13, 2019, 9:00 a.m. – 4:00 p.m.
  • Thursday, March 14, 2019, 7:30 a.m. – 4:00 p.m.
  • Friday, March 15, 2019, 7:30 a.m. till all exhibits must be removed by 12:00 p.m.

All exhibitors are encouraged to set up their displays before registration begins on Wednesday. Exhibits will be located throughout the Harrisburg Ballroom Foyer.

Exhibitors will be assigned their location based on type of vendor and date of submission of the application.

Certificate of Insurance

Upon completion of the registration process:

  • Self-insured entities, such as state agencies, are exempt from providing a certificate of insurance but must submit exemption information on agency letterhead
  • All other entities must submit a certificate of insurance (see requirements below)

Certificate of Insurance Requirements
Applicants must provide:

Event liability coverage of $1,000,000 per occurrence and $1,000,000 aggregate OR Standard liability coverage of $1,000,000 per occurrence and $2,000,000 aggregate

AND:

  • All insurance certificates shall list the Central Susquehanna Intermediate Unit as an additional insured
  • All certificates must be signed by a licensed insurance broker or insurance representative
  • Sub-limits shall not be less than the per occurrence limit amount required

Give this information to your insurance company and they will provide you with the required paperwork.

Shipping Materials

Exhibitors are solely responsible for shipping and handling of their materials. If materials arrive at the facility prior to Friday, March 8, 2019 storage fees may apply. If three or more boxes are shipped to the hotel, additional charges may apply. Confirmed exhibitors with shipping questions should contact Jeanette Consagra, (717) 763-1661 ext. 110.

Package Label
Hold for Center for Schools and Communities
ELO Conference
March 13-15, 2019
–ONSITE COMPANY CONTACT NAME–
Contact arrival date –XX/XX/XXXX–

Shipping Address
Hilton Harrisburg
One North Second Street
Harrisburg, PA 17101

Conference Location

Hilton Harrisburg
One North Second Street
Harrisburg, PA 17101
(717) 233-6000
Directions

Parking for conference participants is available at the Hilton Harrisburg, Walnut Street Garage, 215 Walnut Street. Rates may be subject to a $2 increase.

  • Self-parking overnight guests; $10 per evening with unlimited exits
  • Self-parking day guests; valid up to ten hours and $5 per exit; in order to receive this rate, validate the parking ticket at the hotel’s Guest Services located on the second floor
  • Valet parking is available at additional rates

If the Walnut Street Garage is full, try Market Square Garage, Second and Chestnut Streets, or Locust Street Garage, 214 Locust Street. Note: there is no discounted rate available for these garages.

Lodging

Exhibitors are responsible for their own travel and lodging arrangements.

ADA Accommodations

Center for Schools and Communities encourages persons with disabilities to participate in its programs and activities. If you anticipate needing any type of accommodation or have questions about the physical access provided, please contact Regina Salvador, (717) 763-1661 ext. 164, in advance of your participation or visit.

EXHIBIT APPLICATION WILL BE AVAILABLE SOON

Delay, Cancellation and Refund Policy

Delay and Cancellation of the Event
Due to inclement weather (snow, ice, flooding, etc.) or other emergencies, events may be delayed or cancelled. Exhibitors are responsible for calling the Center for Schools and Communities automated voice messaging system at (717) 763-1661, option 3 after 6:30 a.m. the day of the event. The system is updated as conditions change, so it is necessary to call for any changes prior to leaving for your scheduled event.

Cancellation and Refund Policy
Refunds (minus a $25 administrative/processing fee) will be granted to exhibitors who cancel their registration no later than Wednesday, February 20, 2019 via email to Debby Barry.

Refunds will not be provided to exhibitors who neither cancel nor attend the event. Confirmed exhibitors who are unable to attend the event may send a substitute in their place at no additional cost. Substitution information must be received by Debby Barry no later than Friday, March 8, 2019.

If the minimum number of participants has not been met by Wednesday, February 20, 2019, Center for Schools and Communities reserves the right to cancel the conference. If the Center for Schools and Communities cancels the conference, exhibitors will receive a full refund.

Questions

Contact us for comments or questions about exhibiting at the 2019 Extra Learning Opportunities Conference.