Who has time to re-invent the wheel? This ever-growing collection of models and resources contributed by actual organizations, is designed to generate ideas for association professionals engaged in developing and managing successful meetings and tradeshows.

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2007 Convention & Expo Marketing Plan (PDF) Organization: North Carolina Association of REALTORS Website: http://www.ncrealtors.org/ Description: This comprehensive Convention & Expo Marketing Plan, submitted by the NC Association of REALTORS, is designed to look at historical data and trends as well as the evolving environment and membership in order to use those finding to chart the strategic direction for marketing the NCAR Convention & Expo. The plan is broken up in to three primary sections: objectives and background information, strategy, and implementation and evaluation. Contact: Anne Shropshire, ashropshire@ncrealtors.org

2007 Convention & Expo Sponsorship Brochure  Organization: North Carolina Association of REALTORS , http://www.ncrealtors.org/ Description: This concise Convention & Expo Sponsorship brochure, submitted by the NC Association of REALTORS, provides an easy to read breakdown of the different sponsorship levels and the benefits associated with each level. Additionally, the brochure weaves in testimonials from both members and others sponsors as well as encourages potential sponsors to think out of the box and call to discuss custom sponsorship opportunities. Contact: Anne Shropshire , ashropshire@ncrealtors.org

2007 NACHRI Annual Meeting Onsite Guide  Organization: National Association of Children's Hospitals and Related Institutions , http://www.childrenshospitals.net Description: This attractively designed onsite guide, developed by the National Association of Children's Hospitals and Related Institutions, provides a concise listing of all conference activities. The slimmed-down learning guide is designed in an easy to read format, features information about how handouts are handled as part of the greening of the meeting, open fields for note taking, and a convenient at-a-glance guide on the back cover. Contact: Kristi Donovan, CAE , kdonovan@nachri.org

AAMC Policy on Commercial and Non-profit Participation in Meetings (PDF) Organization: Association of American Medical Colleges Website: http://www.aamc.org Description: In February 2009, the AAMC board approved a new policy related to acceptance of external funding for meetings, program development, research, and awards. As a consequence, AAMC developed a new internal policy on commercial and nonprofit participation in AAMC meetings and conferences. (This is a simplified version of that policy, since the original is extremely detailed and specific to AAMC.) Contact: Kirsten Olean, kolean@aamc.org

ACR Annual Conference Site Consideration Criteria  Organization: Association for Conflict Resolution , http://www.acrnet.org Description: These site selection criteria, developed by the Association for Conflict Resolution, cover logistical considerations such as meeting space, location of the hotel, amenities, as well as additional considerations such as accessibility and social and economic justice considerations to be reviewed before the selection of the site for the ACR annual conference. Contact: Douglas M. Kleine, CAE , dougk@verizon.net

Alcohol Service Policy  Organization: Venable LLP , http://www.venable.com Description: Does your association routinely serve alcohol at any of its association-sponsored social functions?  Are you aware of the legal pitfalls associated with that?  If you are a meeting or event manager, you should review this model association alcohol service policy to familarize yourself with the legal implications and challenges that accompany the serving of alcohol and what you can do to ensure your organization is properly protected. Contact: Jeffrey S. Tenenbaum Esq. , jstenenbaum@venable.com

Annual Meeting Prospectus (PDF) Organization: American Student Dental Association Website: http://www.asdanet.org Description: American Student Dental Association's 2010 Annual Session sponsorship and exhibitor prospectus. Contact: Barton Lewin, barton@asdanet.org

Antitrust Guidelines for Discussions at Association Meetings  Organization: Mailing and Fulfillment Services Association Description: These sample guidelines overview what trade association members can and cannot discuss, as competitors, at a trade association meeting.

CAHPERD Conference Call for Presentations  Organization: CA Association for Health, Physical Education, , http://www.cahperd.org Description: This sample call for presentations brochure and form, submitted by the CA Association for Health, Physical Education, Recreation and Dance (CAHPERD), provides all of the details prospective presenters need in order to understand the process for submitting their idea, how many presentations of specific types will be selected, as well as presenter guidelines—all in one clean and easy to read document. Contact: Debra Tomajic, CAE , dtomajic@cahperd.org

CAHPERD Conference Exhibitor Prospectus  Organization: CA Association for Health, Physical Education, , http://www.cahperd.org Description: This sample exhibitor prospectus, submitted by the CA Association for Health, Physical Education, Recreation and Dance (CAHPERD), is a concise yet comprehensive overview of the benefits of exhibiting as well as the specifics of costs, packages, hours, liability and more. Contact: Debra Tomajic, CAE , dtomajic@cahperd.org

CAHPERD Exhibit Space Application and Contract  Organization: CA Association for Health, Physical Education, , http://www.cahperd.org Description: Submitted by the CA Association for Health, Physical Education, Recreation and Dance (CAHPERD), this a concise one-page application and contract collects the necessary information such as booth choices, representatives staffing the booth, and more. Contact: Debra Tomajic, CAE , dtomajic@cahperd.org

CUES General Speaker Information Letter  Organization: Credit Union Executives Society , http://www.cues.org Description: This sample speaker information letter, submitted by Credit Union Executives Society, standardizes the requests for additional information from speakers—such as their presentation materials, speaker agreement, and even covers the desired dress code for the conference. Use this sample letter template to make sure you start your relationship with your speakers off on the right foot. Contact: Josie Collins , josie@cues.org

CUES Sponsor Letter  Organization: Credit Union Executives Society , http://www.cues.org Description: This sample conference sponsor letter, submitted by the Credit Union Executives Society, ensures that all sponsors receive pertinent information about their sponsorship including the details and basic terms of the sponsorship. In addition to the logistics, the letter also outlines the additional value that comes with the sponsorship, such as a letter that the sponsoring firm can submit which is distributed to all conference attendees. Contact: Josie Collins , josie@cues.org

Conference Host Site Bid Packet  Organization: State Science and Technology Institute , http://www.ssti.org Description: This comprehensive bid packet contains criteria for the host location as well as in-depth information about the association, SSTI, as well as provides a breakdown of expected roles and responsibilities. Contact: Noelle Sheets , sheets@ssti.org

Conference Partnership Opportunities Brochure  Organization: State Science and Technology Institute , http://www.ssti.org Description: The attractively designed brochure communicates the benefits of partnership by showcasing opportunities for visibility while clearly communicating each of the partnership levels. Contact: Noelle Sheets , sheets@ssti.org

Conference Recording Bids 'Apples to Apples' Worksheet  Organization: Impact Media Solutions, Inc. , http://www.ImpactMediaSolutions.net Description: This worksheet, submitted by Impact Media Solutions, Inc., includes eleven questions you can ask when comparing bid for recording your next conference. From what type of recording equipment to scope of work, this document is designed to make sure you’re comparing ‘apples-to-apples.’ Contact: Natalie Cook , NCook@impactmediasolutions.net

Evaluating a Site's Accessibility Checklist  Organization: Meetings & Conventions Magazine , http://www.meetings-conventions.com Description: Contributed by M&C magazine and included in its "Best of Checklist", this Evaluating a Site's Accessibility Checklist was adapted from Accessible Meetings and Conventions by Jane E. Jarrow, Ph.D., CAE and Ciritta B. Park.

Exhibitor Invitation  Organization: Health Care Association of Michigan , http://www.hcam.org Description: This invitation provides potential exhibitors all the information and incentive they need, including audience information, description of the space (with map), procedures, rules and regulations, and application form. Contact: Aaron Wolowiec , aaronwolowiec@hcam.org

Hotel Contract Addendum  Organization: Venable LLP , http://www.venable.com Description: This hotel contract addendum, submitted by Venable LLP, covers such provisions as cancellation by the hotel, additional charges, renovation, and other key terms to help ensure that you’re protected. Contact: Jeffrey S. Tenenbaum Esq. , jstenenbaum@venable.com

ISAE Conference Exhibitor Prospectus  Organization: Illinois Society of Association Executives Description: This attractively designed program exhibitor prospectus, developed by the Illinois Society of Association Executives, provides key information such as policies on booth sharing, exhibit fees, booth assignments and more. Contact: Dustin Scott , dustin@assn-srvs.com

ISAE Conference Program Brochure  Organization: Illinois Society of Association Executives Description: This attractively designed program brochure, developed by the Illinois Society of Association Executives, conveys all key information including in depth schedules and at-a-glance information and listing both sponsors and exhibitors. Contact: Dustin Scott , dustin@assn-srvs.com

ISAE Conference Registration Brochure  Organization: Illinois Society of Association Executives Description: This attractively designed program registration brochure, developed by the Illinois Society of Association Executives, provides key information such as schedules and at-a-glance information as well as an easy to complete registration form. Contact: Dustin Scott , dustin@assn-srvs.com

Managing Event Registration Checklist  Organization: Meetings & Conventions Magazine , http://www.meetings-conventions.com Description:  CheContributed by M&C magazine and included in its "Best of Checklist", this Managing Event Registration Checklist was adapted from the AMA Guide for Meeting and Event Planners by Catherine Price (AMACOM, New York).

Meeting Liabilty Checklist  Organization: Harris Management Group Description: This downloadable worksheet allows meeting and event planners to enter their own data (costs, attendee projections, etc.) to compute the potential liabilities and risks in managing their associations' events. Contact: Robert Harris , Bob@hmgnet.com

Organizing On-Site Management Checklist  Organization: Meetings & Conventions Magazine , http://www.meetings-conventions.com Description: Contributed by M&C magazine and included in its "Best of Checklist", this Organizing On-Site Management Checklist was adapted from the AMA Guide for Meeting and Event Planners by Catherine Price (AMACOM, New York).

PMA - Fresh Summit Exhibitor Service Kit  Organization: Produce Marketing Association , http://www.pma.com Description: Do you need an information kit targeted towards vendors for your upcoming meeting or tradeshow? If so, this sample from the Produce Marketing Association can help. This comprehensive kit covers: general information, rules & regulations, exhibitor appointed contractors, shipping & labeling, ordering booth services, registration & hotels and promotional opportunities. Contact: Kent E. Allaway, CEM, CMP , kallaway@pma.com

PMA Official Exposition Rules & Regulations  Organization: Produce Marketing Association , http://www.pma.com Description: The Produce Marketing Association submitted this sample exhibition rules and regulations document. Some of the topics covered in this concise two page document include: eligible exhibits, additional functions, booth representatives, rejecting displays, event cancellation, exhibitor appointed contractors, ADA compliance, photography, indemnification, attorney fees and agreement to rules. Contact: Kent E. Allaway, CEM, CMP , kallaway@pma.com

Planning Meal Functions Checklist  Organization: Meetings & Conventions Magazine , http://www.meetings-conventions.com Description: Contributed by M&C magazine and included in its "Best of Checklist", this Planning Meal Functions Checklist was adapted from the Convention Industry Council Manual (7th Edition).

SAMPE Exhibits Brochure  Organization: Society for the Advancement of Material and Process Engineers , http://www.sampe.org Description: Are you planning on having a bi-national conference or trade show and are in need of a creating a multi-lingual brochure? Then, this sample from the Society for the Advancement of Material and Process Engineers may help. This 4-color sample is elegantly designed and contains copy in both English and Chinese. It is an excellent sample for any association looking to create a multi-language brochure. Contact: Gregg Balko, CAE , gregg@sampe.org

SMPS - Sponsor and Exhibitor Contract  Organization: Society for Marketing Professional Services , http://www.smps.org Description: Are you looking to create an exhibitor contract for your upcoming conference or trade show? Then, this sample from the Society for Marketing Professional Services can help. This 4-color sample is a sponsorship & exhibitor contract for a conference and also includes an exhibitor rules and policies statement. Contact: Bill Scott , bill@smps.org

SMPS - Sponsor and Exhibitor Prospectus  Organization: Society for Marketing Professional Services , http://www.smps.org Description: This colorful and creative brochure, from the Society of Marketing and Professional Services, is a great tool for any association looking to design a brochure to give to potential sponsors of a conference or a trade show. The brochure gives an overview of the attendees and outlines sponsorship packages, attendees, exhibitor information and contract, floorplan and information about other SMPS sponsorship opportunities. Contact: Bill Scott , bill@smps.org

Sample Professional Association Annual Conference Exhibit Guidelines  Description: This sample Exhibit Guidelines document was developed by a national professional association with 2,600 members, an operating budget of just over $1,000,000, and approximately 4 full time employees.

Sample Release from Hotel Contract  Organization: Bonanno Law Office Description: This sample release from hotel contract, developed by Joseph G. Bonanno, Esq., provides sample language for key clauses for a mutual termination of the hotel contract. Contact: Joseph G. Bonanno, Esq. , law@jgbesq.com

The American Society of Plastic Surgeons - Meeting at a Glance  Organization: The American Society of Plastic Surgeons , http://www.plasticsurgery.org/ Description: This colorful, attractive sample from the American Society of Plastic Surgeons is great for any association looking to put their meeting or conference schedule into a brochure. The brochure lists events times and descriptions in an easy-to-read format. Contact: Ben Gross , bgross@reingold.com

What to Ask During a Site Inspection Checklist  Organization: Meetings & Conventions Magazine , http://www.meetings-conventions.com Description: Contributed by M&C magazine and included in its "Best of Checklist", this What to Ask During a Site Inspection Checklist was compiled with the help of Jennifer W. Brown, CMP, parner, Meeting Sites Resource.

What's Your Next Move Print Advertisement  Organization: APICS - The Educational Society for Resource Management , http://www.apics.org Description: What's Your Next Move? is well-designed marketing advertisement for APICS' 2001 International Conference and Exposition. Using the metaphor of chess, the advertisement positions the Conference as the place to be for Contact: JoAnne Ragan , j_ragan@apicshq.org

Disclaimer: The materials on this website are great idea generators, but are certainly no substitute for a lawyer. Nothing in these resources should be construed as legal advice—even the legal sounding stuff. If you need legal advice, consult your organization's attorney.

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