SPONSOR SERVICE KIT. November 9-10, 2015 Seminole Hard Rock Hotel & Casino Hollywood, FL

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Auto Rental Summit | www.AutoRentalSummit.com | Phone: (310) 533-2445

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SPONSOR

SERVICE KIT

November 9-10, 2015

Seminole Hard Rock Hotel & Casino

Hollywood, FL

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Dear Auto Rental Summit Sponsor,

Thank you for choosing to be a sponsor at the 2015 Auto Rental Summit, being held

November 9-10, 2015 at the Seminole Hard Rock Hotel & Casino in Hollywood, FL.

We are pleased to provide you with our easy-to-use Sponsor Service Kit. The Kit is

complete with a checklist of the pertinent services needed to ensure a successful and

productive event for your company.

If you are unclear on anything, please let me know and I will personally review the

deadlines and assist you with filling out show management forms. We are

committed to your success at this event and are available to assist in any way

possible to make that happen for you!

If you have questions pertaining to the material enclosed, please contact me directly at

310-533-2445 or by e-mail at

martine.rouzan@bobit.com

Sincerely,

Martine Rouzan, CMP

Event Manager

Bobit Business Media

3520 Challenger Street

Torrance, CA 90503

Direct: 310-533-2445

Fax: 310-533-2511

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STEP-by-STEP Guide

1. Print the Print & Post Quick Reference sheet on page 4 and keep it handy.

2. Add all deadlines to your calendar.

3. Complete your forms.

4. Verify you have completed all items on your checklist.

TIPS

1. Martine Rouzan will be your main contact. Please add

martine.rouzan@bobit.com

to your email contact list so you are up to date with newsletters and sponsor

information.

2. Be sure to order by the advanced deadlines for the best rates.

3. Use

http://www.autorentalsummit.com

as a resource. You’ll find:

o

Online Submission Forms -

Submit your Show Guide Listing, Emergency

Contact Form, and more online. There is no need to print, handwrite and fax!

o

Sponsorship Information -

From bag stuffers to networking events, investing

in a sponsorship opportunity will increase your onsite exposure.

o

Seminar Schedule -

Don’t forget that your exhibit pass includes the seminars.

Attend these to get a better understanding of your client’s needs.

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Page 4

Print and Post Quick Reference Sheet

SPONSOR MOVE-IN

Monday, November 9 8:00am - 4:30pm

SPONSOR HOURS

Monday, November 9 5:30pm - 7:30pm Opening Reception with Sponsors

Tuesday, November 10 9:00am - 10:00am Breakfast with Sponsors Tuesday, November 10 12:00pm - 1:00pm Lunch with Sponsors

SPONSOR MOVE-OUT

Tuesday, November 10 1:00pm - 5:00pm (Early Dismantle is Prohibited)

Important Deadline Snapshot

Some deadlines are not included; please review the kit for additional deadlines.

September 23, 2015

 Event Guide Advertising Order Due September 30, 2015

 Event Guide Listing – Mandatory

 Event Guide Artwork Due October 2, 2015

 Emergency Contact Information Due – Mandatory

 Insurance Certificate Due – Mandatory

 Show Bag Insert Form Due

 Table Drop Order Form due October 9, 2015

 Hotel Booking Deadline October 23, 2015

 Table Top Electric Power Order Due

 Audio Visual Services Order Due November 6, 2015

 Sponsor Registration Due November 9, 2015

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Note: Sponsors are encouraged to complete and submit the forms before the posted deadline in order to save time and money!

Mandatory Forms Checklist

Here is a list of the mandatory forms, orders and information that EVERY sponsor must return. Additional forms may be required depending on the configuration of your exhibit. Please review the complete Sponsor Service Kit to determine which forms are necessary for you.



Official Event Guide Listing

Due September 30, 2015

Return to Show Management

See page 12 for online submission instructions or click here for an online form.



Proof of Insurance

Due October 2, 2015 Return to Show Management See page 13.



Emergency Contact Information

Due October 2, 2015

Return to Show Management

See page 12 for online submission instructions or click here for an online form.



Sponsor Staff Pre-Registration

Due November 6, 2015 Register online.

See page 12 for online submission instructions or click here for an online form. Additional passes can be purchased for $495.

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VENDOR CONTACT INFORMATION

EVENT & REGISTRATION Martine Rouzan, CMP Event Manager Phone: 310-533-2445

Email: martine.rouzan@bobit.com

SHOW SITE ADDRESS

Seminole Hard Rock Hotel & Casino 1 Seminole Way Hollywood, FL 33314 Tel 954-327-7625 Fax 954-797-2368 EXHIBITOR INSURANCE Buttine Underwriters Purchasing Group, LLC Attn: Kendra Reilly Monahan Phone: 212-697-1010 ext. 49 kar@buttine.com Michelle Mendez, CMP Director of Events Phone: 310-533-2453 Email: michelle.mendez@bobit.com Lorena Cardenas Event Assistant Phone: 310-533-2550 Email: lorena.cardenas@bobit.com

SHIPPING & RECEIVING Direct to Event: Arrive Nov. 9 Name of onsite contact: Table #:

Auto Rental Summit c/o Deborah Codinach

Seminole Hard Rock Hotel & Casino 1 Seminole Way Hollywood, FL 33314 deborah.codinach@seminolehardro ck.com HOTEL RESERVATIONS Reservations: 800-937-0010 Run of House: $169 + tax Cut-off Date: October 9, 2015 Mention: GARS15

Complimentary Wi-Fi internet access in all guest rooms, free parking and complimentary access to health club facilities. AUDIO VISUAL

SMP-Seminole Media Productions 1 Seminole Way

Hollywood, FL 33314 Tel 954-797-2415 Attn. Andy Cancel

andycancel@semtribe.com CC:

deborah.codinach@seminolehardr ock.com

Please call for pricing.

SHIPPING & RECEIVING If Arriving prior to Nov. 9 (50lbs or less and limit of 3 boxes)

Please Hold for Guest: (guest name) c/o Seminole Hard Rock Hotel & Casino

1 Seminole Way Hollywood, FL 33314

OFFICIAL FREIGHT FORWARDER

ELITeXPO Cargo Systems 845 Commerce Dr.

South Elgin, IL 60177 800-543-6484

sales@elitexpo.com

www.elitexpo.com

If additional vendor/supplier services are required, please contact our office at 800-576-8788 and we’ll be happy to put you on contact with the right vendor.

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HOTEL INFORMATION

Auto Rental Summit will take place at the Seminole Hard Rock Hotel & Casino, only seven miles from Fort Lauderdale International Airport and 25 miles from Miami International Airport.

Seminole Hard Rock Hotel & Casino 1 Seminole Way

Hollywood, FL 33314 Tel 954-327-7625

http://www.seminolehardrockhollywood.com/

Hotel Rates

$169.00 per night, Single/Double plus tax.

Complimentary wireless high speed internet access in all guest rooms! Booking Deadline: Friday, October 9, 2015

NOTICE: Seminole Hard Rock Hotel & Casino is the official Auto Rental Summit Headquarters hotel. Any offers from other hotels and/or travel agencies are not endorsed by Auto Rental Summit or Auto Rental News.

Hospitality and Special Events

Your company is required to be registered for the 2015 Auto Rental Summit to maintain a hospitality suite, or conduct a special event during the Auto Rental Summit. You must request approval from event management 45-days prior to the event. The suite or special event host is responsible for making the arrangements for the hospitality event with the Seminole Hard Rock Hotel & Casino and is responsible for all charges. No events will be permitted that conflict with any official portion of the Auto Rental Summit. The Auto Rental Summit reserves the right to not approve an event or

hospitality room in conjunction with the event. The Seminole Hard Rock Hotel & Casino has been advised not to book an event unless it has been approved by the Auto Rental Summit in advance. No event can be conducted during event hours. Please call (310) 533-2445 for more information.

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HELPFUL INFORMATION ABOUT THE SUMMIT

SERVICE MANUAL FORMS – We recommend you make copies of all the forms you submit and keep them as a record. Sponsors who sign up after the respective deadlines should submit all forms as soon as possible.

TABLE-TOP FURNISHINGS – Each table top display includes (1) 6’ white draped table, (2) side chairs, a waste basket and daily refresh. The display area is carpeted. Wi-Fi internet access is complimentary in the exhibit hall but a wired connection is available for purchase. Pop-up displays will not be allowed. This is a table top conference only. We recommend you brand your table top with a logo drape cover.

SPONSOR SECURITY – To ensure the security of your table top all leads and valuables items should be removed from the meeting room, locked up and secured. The meeting room will be locked down each night and the perimeter of the room and general location will be monitored by hotel security only. If you feel that your table top needs additional security, please contact Martine Rouzan (310) 533-2445. It is the responsibility of the individual company to secure valuable items and data. Security for hire is at a rate of $30/hour.

SHIPPING AND RECEIVING – Please note that there is no official business center at the Seminole Hard Rock Hotel & Casino to handle a high volume of packages for tradeshows and/or

conferences. In order to streamline your experience at Auto Rental Summit, show management has arranged complimentary handling for incoming packages, as long as they arrive within 24 hours of your arrival. Shipments received prior to that will be charged a handling fee. It will also be helpful to provide us with your shipping carrier, ETA, Qty. boxes, size of shipment and tracking number(s) once you ship your items. More shipping information can be found on the Shipping and Storage Info & Payment Form in this kit.

Due to limited storage space, all shipments cannot arrive any earlier than November 9th. You will be responsible to paying for your own shipping & handling fees if sent prior to 24 hours of your arrival. Please fill out the Shipping and Storage Info & Payment Form in this kit and fax back to Deborah Codinach, Event Manager, Seminole Hard Rock Hotel & Casino, Fax: 954-797-2368.

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HELPFUL INFORMATION ABOUT THE SUMMIT

Continued

Please schedule your shipment to arrive on first delivery of November 9th and include the following information on all packages:

Name of onsite contact___________________ Table #___________________

Seminole Hard Rock Hotel & Casino 1 Seminole Way

Hollywood, FL 33314

Need a shipper? EliteExpo is the designated freight carrier for the show.

STORAGE – Please do not store containers, boxes and crates behind your table top. It is a violation of fire codes and creates an unsightly and unprofessional image for the show and your company. If you have large containers, please arrange with the hotel bell desk to store for you until exhibitor move-out.

SPONSOR MOVE OUT – Sponsors will move out immediately on Tuesday, November 10, 2015 at approximately 1:00pm. Please DO NOT begin to pack up your table top space before 1:00pm!

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Display Rules and Examples

Your table top display includes (1) 6’ draped table, (2) side chairs and (1) wastebasket.

 Due to fire marshal regulations, tables can be pulled no more than 5 feet from the wall.

 No items can be displayed in front, to the side or above your display table.

 No balloons are permitted.

 We recommend using a branded table cloth and/or roll-up sign that can be placed behind your

table.

 Only two roll-up signs are permitted behind your table.

 Table Top Pop-Up Displays must be NO TALLER than 61 inches

 Cannot position items to block neighbor (including signs, monitors, etc.)

OKAY!

NOT OKAY

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Free Event Guide Listing

Deadline: September 30, 2015

Complete this form by clicking on the link below

Click here to complete your Event Guide Listing. No need to print, handwrite and fax!

Your listing will appear as it is typed. Please be aware of the spelling, capitalization, punctuation of

your information as you are responsible for its accuracy. Show Management is not responsible for the accuracy of your listing but reserves the right to make changes.

The final copy date is September 30, 2015. If we do not receive your online submission on or before the due date, we will defer to your space application contract or a previous Show Program listing for company and product information.

Emergency Contact Information

Deadline: October 2, 2015

Complete this form by clicking on the link below

Click here to complete your Emergency Contact Form. No need to print, handwrite and fax! It is important that we have an onsite point-of-contact contact from your company for urgent issues while at show site. Please submit this form to designate your emergency contact.

Sponsor Staff Pre-Registration

Deadline: November 6, 2015

Online Registration Instructions

1.Click here to register your staff online

2. Refer to your space contract for your login information Username: email address

Password: zip code

3. Access the link anytime to add or change registrants!

Additional passes can be purchased for $495. All registrations after November 6th can be handled onsite.

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Insurance Requirements - Mandatory

Deadline: October 2, 2015

What is this?

Each sponsor is required to provide a certificate of proof of insurance by Bobit Business Media and the Seminole Hard Rock Hotel & Casino.

Does it apply to me?

Yes! It is mandatory for every sponsor. As an sponsor, you are required to carry workmen’s

compensation and commercial general liability to include contractors, personal injury and blanket contractual liability insurance. You MUST provide this proof of coverage to move into the hall. Why?

This blanket insurance will cover your staff if someone gets hurt, and supplies and equipment in the event that they are damaged or stolen. This will protect your company from liability if a situation arises.

How do I get it?

It is actually a lot easier than it seems! You may already have coverage in place. A Certificate of Insurance may be obtained through your primary Insurance Agency, or you may be able to obtain a

rider’s policy on your homeowner’s insurance, business/commercial or auto insurance. Call your insurance

provider with the requirements below and they will guide you through the process.

If you don’t already have coverage, you can use any provider - we have a suggestion below. This type in

insurance usually costs approximately $250-$750. Buttine Underwriters Agency ATTN: Kendra Reilly

Phone: 212-697-1010 x 49 Email: kar@buttine.com

Sign up online at http://www.buttine.com/eventExhibitor.html (link is case sensitive). The deadline to sign up with Buttine Underwriters agency is October 2, 2015

What are the requirements?

Sponsors shall deliver to Auto Rental Summit and/or Bobit Business Media or their appointed representatives, a certificate of insurance by October 2, 2015, showing evidence of insurance as follows: Comprehensive General Liability which includes Premises & Operations, Blanket Contractual, Personal Injury Independent Contractors and Products/ Completed Operation Liability at limits of Bodily Injury and Property Damage not less than $2,000,000 aggregate.

Insurance Disclaimers, sponsors are required to provide liability insurance and hold harmless the

organizers of the Auto Rental Summit and the additional insured as named below. Please send your

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Non-Liability it is expressly agreed by each and every contracting sponsor, his agents and his

guests, that neither Auto Rental Summit nor Bobit Business Media, nor its employees, nor its

contractors shall be liable for loss or damage to the goods or properties of sponsors. At all times such goods and properties remain in the sole possession and responsibility and custody of each sponsor.

On signing the Application/Contract, sponsor releases and agrees to indemnify

Auto Rental Summit, Bobit Business Media, its managers, officers, members, sponsors, employees and agents, and save them harmless from any suit or claim for property damage or personal injury by

whomsoever sustained, including sponsor and its agents or employees, on or about the sponsor’s

display space or arising out of exhibitor’s participation in the exposition, including such damage or

injury resulting in part from the negligence of one or more of the aforementioned indemnities.

No Waiver, the failure on the part of either party to insist upon a strict performance by the other

party or any of the terms, covenants and conditions herein contained shall not be deemed to be a waiver by him of any breach of any term, covenant or condition herein contained. Waiver by either party of any breach by the other shall not operate to extinguish the term, covenant or condition the breach whereof has been waived nor be deemed to be a waiver of the right to declare a forfeiture for any other breach thereof. The waiver by one party of the performance of any covenant, condition or promise shall not invalidate this contract nor shall it be considered a waiver of any other terms, covenants and/or conditions.

Certificate Holder: Auto Rental Summit, 3520 Challenger St., Torrance, CA 90503

Additional Insured: The following entities must be named as the additional insured.

 Seminole Hard Rock Hotel & Casino

 Bobit Business Media

Submission of Certificate: Certificates of Insurance must be returned to Show Management by

email to Lorena.Cardenas@bobit.com, or by mail to Auto Rental Summit, 3520 Challenger St., Torrance, CA 90503

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Shipping and Storage Info. & Payment Form

There are several options for shipping your table-top items to the conference. Information and deadlines have been listed below. For further assistance, call show management at 310-533-2445 or email

martine.rouzan@bobit.com.

AUTHORIZED DATES

AMOUNT OF CHARGES

Description of Shipment Shipping Address

November 9

Preferred method of shipping

No Charge Shipping direct to event (any size). Name of onsite contact:

Table #:

Hollywood, FL 33314 Boxes received

within 24 hours of guest’s arrival.

No Charge Shipping to yourself at the hotel.

Concierge will not accept boxes over 50lbs, 3 box limit.

Please Hold for Guest: (guest name) c/o Seminole Hard Rock Hotel & Casino 1 Seminole Way Hollywood, FL 33314 Received prior to 24hrs of guest’s arrival. Boxes up to 10 lbs: $5 fee + $2.00/day each. Boxes 10lbs-50lbs: $10 fee + $10/day each.

Shipping to yourself at the hotel. Concierge will not accept boxes over 50lbs, 3 box limit.

Please Hold for Guest: (guest name) c/o Seminole Hard Rock Hotel & Casino 1 Seminole Way

Hollywood, FL 33314

November 6-8 Boxes up to 10 lbs: $5 fee +

$2.00/day each.

Boxes 10lbs-50lbs: $10 fee + $10/day each.

Pallets $100/day each.

Shipping/Storage (to be stored in the back of house*)

Larger boxes or pallet(s) of boxes.

*Please note the hotel is not responsible for stolen or lost packages.

Name of onsite contact: Table #:

Hollywood, FL 33314

Company Name (if corporate card):________________________________________________ Cardholder’s Name: ____________________________________________________________ Credit Card Billing Address:______________________________________________________ Business Phone: ___________________________ Cell Phone: __________________________ Credit Card Number: ________________________ Expiration: __________ Amount: $________

(if set amount is to be charged)

I agree to accept liability for the above stated charges and authorize the use of my card for said charges. _____________________________________________________________________________

Cardholder’s Signature Date