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OCHEC Convention 2008
Vendor Information Page |
OCHEC Annual Home School
Convention to be held
May 2-3, 2008
Cox Convention Center
One Myriad Gardens
Oklahoma City, OK
Featuring Keynote Speakers Chris Klicka and Kevin
Swanson.
Exhibit Hall Times (Subject to Change):
Vendor Check-in: 12:00PM - 6:00PM, Thursday,
May 1
Friday: 9:00AM - 6:00PM
Saturday: 9:00AM - 5:00PM
Contact us:
Exhibitors@ochec.com – If you need more information about exhibiting.
Please read through this information first.
2006 Attendance – 2400 people, 1325 families
2005 Attendance – 2200 people, 1250 families
APPLICATIONS
Click Here
to print application.
The OCHEC Home Educators' Convention exists solely to advance
Homeschooling and to further the educational goals of Homeschooling
families by providing encouragement, support, and resources. We gladly
accept exhibitors that support these goals. We reserve the right to
refuse any vendor or advertising not in keeping with our goals,
without explanation. Advertising in the OCHEC Home Educators'
Convention in no way expresses or implies any endorsement, educational
or spiritual, of products.
Exhibitors applying for space in the exhibit hall must complete, sign,
and return the enclosed application along with full payment. Checks
will not be cashed until the convention committee has accepted the
application. By
signing your application, you are agreeing to the conditions and rules
stated herein.
When the application is approved, a confirmation letter will be
mailed. Exhibitor packets will be mailed after January 31, 2008 to
approved exhibitors. The packet will include directions, and
electrical, internet, decorating, extra table and carpet information
EXHIBIT HALL
The exhibit hall will be available for setup on Thursday, May
1, 2008.
Exhibitors who have not checked into the exhibit hall by 6:00 p.m. on
Thursday evening will forfeit their booth spaces with no refund,
unless prior arrangements have been made. All forfeited booth spaces
will be sold to a company on the waiting list. Friday morning setup
will be on an as-needed basis. Your booth must be set up by 8:30 a.m.
You must call or email to make arrangements for Friday set-up.
Each 10'x 10' booth space will be supplied with an 8' back wall and 3'
side dividers. Each booth will also be equipped with one 8' skirted
table, two chairs, and one 7" x 44" ID sign. The cost listed on the
application form is for one 10' x 10' unit. This price does not
include electrical service. Exhibitors are welcome to bring their own
table coverings and skirting.
Booths must be manned during exhibit hall hours. (OCHEC does have
volunteers available for relief.) Booths may not be dismantled prior
to 5:00 p.m. on Saturday, May 3, 2008. Companies that do not man their
booths or exhibitors who begin to dismantle their booths prior to 5:00
p.m. without authorization from the convention committee will not be
allowed to return to future conventions. Exhibitors are responsible
for their own shipping and handling arrangements and charges. Neither
the Cox Business Center nor OCHEC will store or hold materials. Items
left unattended at the Cox Business Center following breakdown will be
discarded. Please inform OCHEC of your shipping
arrangements if your product is being left for pickup.
Companies must include a description of their products or services
and/or a company brochure or catalog with the application. The
convention committee will make the final decision regarding the
acceptance of an exhibitor. Please send an application, but remember
that space is limited. Once all exhibit hall spaces have been
filled, other companies that apply will be placed on a waiting list.
Those on the waiting list will have highest priority in the event of
cancellations. Only exhibitors meeting the February 29 deadline will
be included in the convention brochure and program.
EXHIBITOR BADGES
Exhibitors will be given three (3) free exhibitor badges. If you
purchase 3 or more booths, you may request 3 additional badges at no
charge. The badge covers admission to the exhibit hall for the entire
convention. Companies may purchase additional badges at a cost of
$20.00 each. This is a one-time charge, covering the entire
convention, not a daily rate. Badges may be used by different shifts
of workers, but everyone working at a booth at any given time must
wear an OCHEC exhibitor badge. Extra Exhibitor Badges may be purchased
at check in.
BADGES ARE REQUIRED WHEN ENTERING THE EXHIBIT HALL.
EXTRA TABLES
Maximum 3 extra tables per booth. You will be
given information on purchasing extra tables through the decorator
in your exhibitor packet.
PARKING
OCHEC is providing free parking for exhibitor's
vehicles and trailers. The free parking is about 13 (thirteen)
blocks from the convention center. Shuttle service will be
provided.
ELECTRICAL SERVICE
Electrical service must be purchased and paid
through the convention center. You will receive this information in
your confirmation packet.
INTERNET SERVICE
Internet service may be purchased from OCHEC at the
convention. You will receive details with your confirmation
packet.
CARPET
You will be given information on purchasing carpet in your exhibitor
packet. Carpet is not required, and you may bring your own floor
covering.
HOTELS
To get hotel information, please go to
www.okccvb.org.
FOOD
The Cox Business Center, by contract, does not
allow OCHEC to provide food or beverages for guests except through
the Cox Business Center's own catering and/or concessions. In lieu
of raising booth prices to include the cost of providing catered box
lunches for all exhibitors, OCHEC has chosen to allow exhibitors to
make their own choices for meals.
Also, NO prepared foodstuffs (i.e. candy, drinks, bread, etc.) may be
sold.
NON-PROFIT ORGANIZATIONS
OCHEC will consider applications from non-profit
organizations on an individual basis. Please contact us before
sending your application. Applications received after April 4,
2008 will not be reviewed.
SECURITY
Local police officers are provided in the exhibit
hall after convention hours.
CHILDREN
Children under the age of 13 must be adequately supervised at all
times. Children left wandering unsupervised throughout the facility
will be returned to their parents or guardians.
ATTENDEE BAGS
Handout bags will be processed through OCHEC.
Applications for handout bag inserts is on the vendor application.
You will need to supply 1200 inserts once you receive confirmation
with instructions of where and when to send your inserts. Please do
not send your hand-outs to the OCHEC office.
ADVERTISING
Every registered family will receive a copy of the convention program
upon arrival at the convention. Advertising space is available in the
convention program. Ads must be black and white and camera-ready. All
ads are subject to the approval of OCHEC. No refunds will be issued
for ads that do not arrive in time. The deadline for submissions for
the convention program is March 15,2008.
Advertising rates are as follows:
Display Ads
Black and White
Full Page, $500
Half Page, $275
One-third Page, $190
One-sixth Page, $120
One-twelfth Page, $75
Acceptable Formats: Ads must be sent in the following formats. If ads
are not in the following formats OCHEC cannot guarantee placement in
the program.
Digital Formats:
Mac or PC - .PDF or .JPG
Resolution: 300 dpi photos, 600 dpi text
Mac - QuarkXpress, Adobe Photoshop, Adobe Illustrator (include fonts
& supported files)
Media - E-mail, or mail on CD-ROM, 100MB or 250MB Zip disk
SALES TAX INFORMATION
Sales tax rate: 8.375%. Please be advised that as a Special Event Promoter/Organizer, OCHEC is
now required to keep sales tax records, file reports and remit the
sales tax when due, by state law. OCHEC shall be liable for failure to
report and remit all sales taxes due.
Vendors holding a valid Oklahoma Sales Tax permit shall be exempt from
remitting to OCHEC. You should continue to report and remit sales tax
as in your normal course of business. However, be aware that OCHEC is
required to provide the Oklahoma Tax Commission with a listing of
vendors with permits, including the vendors’ sales tax permit number.
OCHEC must have your sales tax permit number.
As part of this process,
OCHEC will:
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Provide the vendor with a sales tax report form. This report and
remittance must be received by OCHEC before leaving the convention
floor. Remittances made to OCHEC will be acknowledged by written
receipt.
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Provide the Oklahoma Tax Commission with a listing of vendors who do
not have a valid Oklahoma Sales Tax permit; including vendor name,
address, and telephone number.
This is not an activity that either OCHEC or our vendors will look
forward to at the end of the convention but it is the law.
If you wish to speak to someone in the tax commission, please call
(405) 522-4324. This event is considered a “special event” and you
will need to speak to someone in that division to get correct
information.
CANCELLATION POLICY
The following applies in case of cancellation. All cancellations must
be in writing.
1) Cancellation on or before February 15,2008:
75% of booth space rental and exhibitor workshop fees and 100% of fees
for equipment, electricity, and/or additional badges will be refunded.
2) Cancellation after February 15, 2008, but on or before March 15,
2008:
50% of booth space rental and exhibitor workshop fees IF the vacated
space is resold.
(No refund will be given if vacated space is not resold.) 100% of fees
for equipment, electricity, and for additional badges will be
refunded.
3) Cancellation of advertising space in the convention program will
receive a 75% refund if such request is received before March 31, 2008. No refunds will be issued for cancellations received after the
deadline or for ads not received in time to meet the publishing
schedule.
4) Cancellations after March 15, 2008:
NO REFUNDS WILL BE GIVEN FOR ANY REASON. However, if the Cox Business
Center should be partially or totally destroyed by fire, the elements,
or
by any other cause, or in the event that any other circumstance should
make it impossible for the management to permit the contracted space
to be occupied by the exhibitor, then this lease w/OCHEC shall be
terminated, and the exhibitor shall waive any claim for damages or
compensations except the pro rata return of the amount paid for space
rented.
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