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FAQ

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Exhibitors and Sponsors are eligible to request a hospitality suite on Tuesday or Wednesday night. The main purpose of the conference is to provide professional development programming for Pennsylvania''s school business officials. Hospitality activities may not conflict with this purpose and are expected to comply with the following rules:

  • Hospitality rooms may be open only during the hours indicated on the following screen.  Please do not request food or beverage delivery from Hershey Lodge more than one hour prior to opening time.
  • Hospitality rooms must be operated within the rules and regulations established by the hotel.
  • All requests for hospitality rooms must be approved by the PASBO office. This is to include the date(s) and the name of the representative in charge.
  • Only hospitalities held in Confection Hall may provide entertainment.
  • The PASBO Executive Director must approve all hospitality activities.
  • The Hershey Lodge is a smoke-free facility.

Failure of Business Members to comply with these rules may result in the termination of their membership and a prohibition from conference activities.

Once you have reserved your room through PASBO a packet of materials including food and beverage arrangements will be sent to the hospitality contact person by the Hershey Lodge and Convention Center.  If you have anyquestions concerning the mailing, please contact Amy Shadday, Catering Events Manager, Hershey Lodge and Convention Center at 717-520-5434 or aeshadday@hersheypa.com

A hospitality form is available on the website or by contacting Karen Rogers at krogers@pasbo.org

 


Yes, all exhibit areas at The Hershey Lodge & Convention Center are carpeted. 


Exhibit booths are available in four sizes—10’ wide x 8’ deep, 8’ wide x 8’ deep and 10’ wide x 6’ deep, and table top. The booth size is reflected on the booth floor plan map. Each exhibiting company is limited to no more than two exhibit booths. All exhibit displays must conform to exhibit area display requirements as described in the contract and also displayed on the booth floor map. PASBO reserves the right to enforce this requirement through dismantling of the exhibit as necessary.

 


PASBO established an Admission of Exhibitor Representative and Reasonable Standard of Conduct to ensure a positive exhibit environment for business associates and members.

Exhibiting companies wishing to utilize the services of individuals other than their own associates, such as celebrities, entertainers, authors, etc., are required to seek approval for the activity 60 days in advance of the PASBO sponsored event to the attention of the PASBO Executive Director. The request shall include an overview of the proposed activity and provide enough detail to address how the activity will be conducted. Activities that are foreseen to be potentially disruptive to other exhibitors or violate the reasonable standard of conduct will not be approved.

The reasonable standard of conduct shall consist of representatives not being rude or offensive toward members or other exhibitors. Questionable dress that is considered too casual or revealing and entertainment that is excessively loud or unsuitable for an educational conference will be prohibited. PASBO reserves the right to terminate any activities and remove offending members during a PASBO event for failure to comply with the standard as defined. Non-employees of an exhibiting company will not be permitted access to the event without the prior approval of the PASBO Executive Director. Exhibiting companies failing to follow this procedure may be removed without refund and/or barred from future PASBO events for violations of this reasonable standard of conduct.


A full refund will be made by PASBO for cancellations of exhibit booth contracts received in the PASBO office on or before August 31.  A $300 service fee will be charged for cancellations received beginning on September 1 through December 1.  No refunds for booths cancelled after December 1.


On average the annual PASBO conference will have 800 - 900 attendees from all across the state of Pennsylvania.  Attendees range from, but are not limited to, Accountants, Business Managers, Assistant Business Managers, Technology, Facilities, Transportation and Food Service Directors along with their assistants. We also will have a few Superintendents attend as well.


You may register up to 8 (SUBJECT TO CHANGE) company representatives per booth. We encourage pre-registration to avoid long lines onsite.

Your name badge is your passport into the exhibit area. If you wish to register more than 8 (SUBJECT TO CHANGE) representatives per booth there is a charge of $235 for each additional representative. 


Meals are not included with conference registration but can be purchased when pre-registering your representatives online. Any purchased meal tickets will be printed onsite with your name badge at Exhibitor Registration when you check in. Meal tickets will not be available for purchase onsite.  

Lunch Option - Exhibitors can pre-order lunch on Wednesday and Thursday and have it delivered to your booth. You must complete the Hershey Lodge order form and return it to the Exhibitor Registration Desk by the designated time.

 


No, you must register each representative to receive the hotel reservation information. Registration opens on October 1. After you register online for your name badge, you will receive a confirmation e-mail containing the hotel link to make reservations.


Lodging is on a first come, first reserved basis and you must be registered as an attendee or booth representative to receive the link to reserve your room.  

Hershey Lodge:

  • $147 per room per night plus tax

Hotel Hershey:

  • $176 per room per night plus tax

Room rates do not include a 11% tax rate.

 


You can check into the Hershey Lodge at 4:00 p.m. on the day of your arrival.  Check out time is 11:00 a.m. If you arrive early, check with the front desk, some rooms may be available earlier.  There is an additional charge for a late checkout, please speak with the front desk.


Yes, each exhibiting company must be a current Business member of PASBO.


  • Identification sign with booth number, company name, city and state;
  • Uniform booth drapes (blue & white) -  8'' high backwall drape and 36'' high side divider drapes.  Not applicable to table tops which include 6' skirted table (blue & white)
  • One 6'' display table with cover and skirt;
  • One trash can
  • Two stack chairs
  • Conference registrations for 8 (SUBJECT TO CHANGE) company representatives per booth.

 

 


A portion of the exhibit booth rental fee ($25) is used by the Exhibitors Advisory Committee to purchase prizes that will be distributed to members from drawings held several times each day in the exhibit area.  Registrants visiting the exhibit area may register for prizes to be awarded by the Exhibitors Advisory Committee.  During the conference exhibitors may award prizes at their booths during exhibit hours and post winners to the bulletin board near the General Registration Desk. PASBO is not responsible for individual exhibitor prizes.


Exhibit Set-Up  (SUBJECT TO CHANGE):

Tuesday, March 6, 2018 - 12:00 p.m. - 7:00 p.m.

Wednesday, March 7, 2017 -  6:45 a.m. - 10:00 a.m.

 

Exhibit Hall Hours (SUBJECT TO CHANGE)
Wednesday, March 7, 2018 -  10:30 a.m. - 3:00 p.m.

Thursday, March 8, 2018 -     9:30 a.m. - 3:15 p.m.
       

Exhibit Take-Down Hours

Thursday, March 8, 2018 -   3:15 p.m. - 6:00 p.m.*
          *Chocolate Lobby, Great American Lobby and Aztec Room exhibits must be torn down by 4:00 p.m.

No booth may be dismantled prior to the designated time without permission from PASBO.  PASBO reserves the right to disqualify any vendor from any PASBO event for non-compliance with this requirement. 

 


Exhibits which include the operation of musical instruments, radios, talking motion picture equipment, public address systems or noisemaking machines must be constructed or arranged so that the noise resulting from the demonstration will not disturb adjacent exhibitors and their patrons.


Mailing labels for all active members are available for purchase to exhibitors upon request.  Exhibitors requesting mailing labels are expected to use them only to promote attendance at their booth and the conference. The PASBO logo cannot be used on any advertisement or promotional materials.

Email mwingfield@pasbo.org for a label request form.


The official decorator and drayage agent is General Exposition Services. Information is found under "Exhibit Kit" within the Exhibit Service Center. General Expo Services can be reached by mail at 205 Windsor Road, Limerick Business Center, Pottstown, PA 19464 or by phone at 610-495-8866.


Responsibility for various types of insurance coverage is that of each individual exhibitor.  Each exhibitor will hold free of liability, in connection with property damage or personal damage to his agents and employees, the headquarters hotel, the Pennsylvania Association of School Business Officials and the employees of each such organization for loss, theft, damage or destruction of goods, or for any injury to themselves or employees while in the exhibit area or for any damage of any nature or character.


No flammable fluids, substances or materials of any nature, including decorative material that is not flameproof may be used in the booth.  Electrical wiring must conform to the National Electric Code Safety rules.  Each exhibiting company must comply with local fire regulations.




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