Additional Sponsor Information
Dates and Times
Monday, July 13
Setup 4:00 - 6:00 p.m.
Tuesday, July 14
Setup 8:00 - 10:00 a.m.
Exhibit 7:30 a.m. - noon
Wednesday, July 15
Exhibit 10:00 a.m. - 5:00 p.m.
Tear down noon - 2:00 p.m.
Terms & Conditions
By participating as an exhibitor in the KSN Conference, you, your company/association,
and your representatives agree to the following terms and conditions. These terms
and conditions will be strictly enforced and violators may be asked to leave the exhibition
area and may impair their exhibit opportunities at future KSN Conferences.
Complimentary Registrations
If your sponsorship level includes one or more complimentary registrations, please
contact the WSU Conference Office after registration to receive the complimentary
registration promotional code. Sponsorship must be paid in order for code to be received.
Exhibitor Details
Vendors have the option to exhibit one or both days. Rates are the same whether you
stay one or both days. Exhibitors may not bring their own tables or chairs. There
are no physical dividers between spaces. The area is carpeted and limited electrical
outlets are available. Please contact the hotel directly for electrical needs. Breakfast
and lunch are not included in the exhibit registration fee, but optional meal tickets
are available.
Meal Options
The exhibit fee includes beverages at breaks, but does not include meals. The Harvest
Cafe is located at the Hyatt and serves breakfast, lunch, and dinner. Exhibitors also
have the option to purchase meal tickets for the conference.
Booth Assignment
The KSN Conference organizers reserve the right to exercise their sole discretion
in the assignment of booth space and the acceptance or refusal of requests to exhibit
for any reason, with or without cause. While every effort is made to accommodate the
special needs and requests of exhibitors, the final assignments of booth space and
their location will be determined by the conference facilitator. Exhibitors may not
rearrange table placement without the permission of the conference facilitator.
Labor, Electrical, Internet, Telephone, and Food Services
Labor, electrical, telephone, internet access (analog or T1), and food services will
be provided by the Hyatt Regency Hotel for an additional charge. Arrangements need
to be made directly with the Hyatt. The exhibitor is responsible for paying any and
all cost associated with these additional services provided by the hotel. Pricing
is available by contacting the hotel’s Event Services Department directly at (316)
613-6277.
Set-up Information
Fire regulations require exhibitors to keep displays, products, signage, and any other
materials within their booth limitations. If any of these items are found to be in
aisle space, the exhibitor is liable for municipal fines and may be asked to dismantle
their exhibit and leave. Exhibitors may not bring in additional tables. Additional
tables are available with advance registration for $50 each.
Hyatt Regency Wichita - Shipping & Receiving
If you register as a bag insert exhibitor, do not ship your materials directly to
the Hyatt. You will ship your materials to the WSU Conference Office (see shipping
information above).
For shipments of display units and materials to the Hyatt, please refer to the following:
Rates and Guidelines (handling and storage charges)
| Size |
Inbound |
Outbound |
| Letter (any item under 1 lb.) |
No charge |
No charge |
| Box |
$5.00 |
$5.00 |
| Case |
$5.00 |
$5.00 |
| Pallet or Crate |
$100.00 |
$100.00 |
Additional charges for items over 200 lbs. The Hyatt Regency Wichita will not accept
palletized items or items in excess of 200 lbs. without prior notification.
The charge for guests shipping from the Hyatt with their own account is the standard
FedEx or UPS rate plus the above handling charges. Handling charges are subject to
change without notice.
Items are stored complimentary for 48 hours prior to and following the function. If
items arrive earlier than or remain later than 48 hours, a storage fee of $5.00/box/day
or $50.00/pallet/day will be incurred.
Suggestions for Shipping to Hyatt
On the label or air bill, please include your telephone number. In the event of a
problem, this will help the Hyatt staff contact you. All packages should include the
following information with the address:
The guest or exhibitor’s name proceeded by Guest or Exhibitor
The group, convention, or company name (all that apply)
The arrival date (if not a hotel guest, the pick-up date)
Send packages to:
Kansas School Nurse Conference
C/O Hyatt Regency Wichita
400 West Waterman
Wichita, KS 67202
If you have any questions, please contact the Security Department at (316) 613-6255.
Amendments
The exhibitor agrees that the KSN Conference organizers have the right to make rules,
regulations, or changes in arrangements as necessary, and to amend from time to time.
The conference facilitator has the final determination and will enforce all rules,
regulations, and conditions.
Liability
Exhibitor assumes responsibility and hereby agrees to protect, indemnify, defend and
save the KSN Conference organizers and agents harmless against all claims, losses,
and damages to persons or property, governmental charges or fines, and attorney fees
arising out of or caused by Exhibitor’s installation, removal, maintenance, occupancy,
or use of the exhibition premises or a part thereof.
Endorsements
Having an exhibitor relationship with the KSN Conference does not indicate that the
KSN Conference endorses the product of said exhibitor.
