Microsoft word - exhibitorletter.doc
The 2012 New England ARRL Convention at Boxboro, Massachusetts
www.boxboro.org e-mail email@example.com
At the Holiday Inn Boxborough, Route I-495
The New England ARRL Convention in Boxboro is one of the most successful and most consistent
Ham Radio gatherings in the country! Since 1978 the hams of New England and the Northeast have
gathered in Boxborough, MA on even years to attend seminars, swap stories, and buy equipment.
We will be again using our winning August time frame for Boxboro 2012. Please join us for a
tremendous convention – the only ham show that covers the 6 New England states plus New York,
New Jersey, and even Canada!
We only have only a few PREMIUM POSITION BOOTHS available in our convention center as
our major exhibitors traditionally scoop up booths blocks at a time so please send in your contracts
& deposit as soon as you possibly can. Many “majors” have been with us in force since our first
Boxboro convention. The Boxboro convention is a prime sales tool in the lucrative New England
ham radio market. We create BOXBORO on alternate years only - in that way the enthusiasm
among the attendees is high. Very few hams from this area find their way to Dayton - Boxboro is the
ONLY show they will attend. Boxboro is it! Don't miss this profitable opportunity.
Our convention center has continues to be improved and updated. We provide an exhibitors' lounge
with complimentary refreshments throughout the show and have "gofers" to help you get a bite of
lunch or to spell your booth for those emergency exits.
Won't you take advantage of our great two-day convention and join us? It will be one of the BEST
business decisions you make for the year 2012.
Very Truly Yours,
Mike Raisbeck, K1TWF
SPONSORED BY THE FEDERATION OF EASTERN MASSACHUSETTS AMATEUR RADIO ASSOCIATIONS
General Chairman – Mike Raisbeck, K1TWF
Exhibits Chairman: Bo Budinger, WA1QYM (978) 692-6084
APPLICATION FOR PARTICIPATION IN THE 2012 NEW ENGLAND A. R. R. L. CONVENTION
B O X B O R O 2012
Boxborough Holiday Inn & Conference Center, 242 Adams Place
Route 495 at Route 111, Boxborough, Massachusetts 01719 (978) 263-8701
AUGUST 25 & 26, 2012
Bo Budinger, Exhibits Chairman
11 Christopher Rd, Westford, MA 01886
(978) 692-6084 - firstname.lastname@example.org
We have received your invitation to participate in the 2012 convention and you are requested to reserve:
FULL SIZE 8' X 10' DECORATED BOOTHS AS CHECKED
_____ 1 Booth $195 _____ 2 Booths $395 _____ 3 Booths $575 _____ 4 Booths $675
must add one separate & additional $15 check made out to the
TOWN OF BOXBOROUGH to cover a two-day town license fee. (Mass Gen. Laws 101 Sec 5)
one 8 foot decorated table per booth, backdrop, side rails, and printed sign per
booth. Electrical hookups can be ordered directly from the hotel – call 978-263-8701 to make
Exhibit floor is fully carpeted. ADDITIONAL TABLES MUST BE ORDERED IN ADVANCE!
To reserve your spot please send in your payment early !!!
_______________________________________________________________________________________________ (Firm Name) _______________________________________________________________________________________________ (Address) ____________________________________________ ________________________________________________ (Contact Name- Please PRINT)
_______________________________________________________________________________________________ (Email Address)
Make checks payable to FEMARA , and to the Town of Boxborough (if applicable, see above), enclose with this
contract, and mail to: Bo Budinger, 11 Christopher Rd, Westford, MA 01886
CAUTION: READ SECURITY REGULATIONS FOR 2012 ON BACK OF THIS CONTRACT!
MAKE COPIES FOR YOUR BOOTH STAFF!
EXHIBIT INSTALLATION & SECURITY FOR 2012 - PLEASE READ!!
Friday evening the doors will close at 5 PM. as in the past, with a security guard at the door. Only exhibitors
with the proper credentials will be let in after this time, after signing the log. After 8 P. M. no exhibitor will be
permitted in the exhibit hall. NO EXHIBITOR. NO EXCEPTIONS.
This allows a tired exhibitor to retire in
preparation for the show the next day without having to be concerned about the materials in his or her booth.
EXHIBITORS MAY RE-ENTER THE HALL AFTER 7 A. M. THE NEXT MORNING WITH THE PROPER
IDENTIFICATION. The show opens to the public at 9 A. M. Saturday and 10 A. M. Sunday.
Installation of exhibits must be completed Friday August 24, 2012. Exhibits open to the public SATURDAY
August 25, 9 A. M. to 5 P. M
. and SUNDAY August 26, 9 A. M. to 1 P. M
. All exhibits must be dismantled
and removed from the exhibition hall by midnight SUNDAY. All trucking and other services should be
arranged in advance
by the exhibitor. In Massachusetts trucking firms are CLOSED on weekends and are
Advance shipments should be sent to our drayage firm
Contact us for drayage details
----------- Mark all containers N. E. ARRL Boxboro. ---------
Our exhibit chairman is Mr. Bo Budinger. He can assist you in making any return shipment arrangements you
might need within the weekend limitations mentioned above. Due to the carpeting motor vehicles will not be
permitted on the convention floor. Telephone Switchboard at the hotel is (978) 263-8701
1. Refunds: No refunds will be made if spaces engaged are not used, nor will any refund be made for space
used but part of the time.
2. FEMARA cannot guarantee exhibitors against loss or damage of any kind, but will endeavor to protect
exhibitors by having security on duty from noon Friday throughout the convention.
3. No part of any exhibit, or any signs relating thereto, shall be pasted, nailed or otherwise attached to the
walls, doors, etc. in any way as to deface same; damage arising by failure to observe these rules shall be
paid by the exhibitor.
4. The rights and privileges of an exhibitor shall not be infringed upon by any other exhibitor. Interviews,
demonstrations, distribution of literature, etc. must be made inside the exhibitor's booth.
5. All structural work such as shelving, standards, display racks, signs, spot lights, etc. must be approved.
6. Advertising material or signs of firms other than those who have engaged space are prohibited,
Canvassing, solicitation or business or conferences in the interest of business, except by exhibiting firms, is
Space is leased with the understanding that the exhibitor will hold the Federation harmless from any or
Hotel rooms should be booked directly with the hotel. Make sure to tell them that you are with the New
England ham radio convention. They can be reached at (978) 263-8701. Do this early – rooms become scarce. All points not covered herein are subject to settlement by FEMARA. The forgoing regulations have been formulated for the best interests of the exhibitors and the cooperation of our patrons is requested. Thank you,
General Chairman – Mike Raisbeck, K1TWF email@example.com
Exhibits Chairman: Bo Budinger, WA1QYM firstname.lastname@example.org
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