First Responder Virginia 2021
2nd Annual Conference & Expo
September 22 – 25, 2021
Dear Sales Manager,
The First Responder Virginia Conference & Expo, a joint event of the Virginia Association of Volunteer Rescue Squads, Inc. and the Virginia State Firefighters Association, will take place on September 22 – 25, 2021 in Virginia Beach, Virginia.
You are invited to attend this combined event and exhibit your product/services. The Holiday Inn North Beach will serve as the headquarters hotel and the exhibits will be at the Virginia Beach Convention Center along with our business meetings, contests, and training seminars.
Representatives and individuals from fire departments and rescue squads across the Commonwealth of Virginia will attend this exciting event and they are interested in new products and improving services in their communities. We feel the First Responder Virginia Conference & Expo is an excellent opportunity to enter and strengthen your marketing position with the fire departments and rescue squads across Virginia.
The exhibitor registration and exhibitor information packet are available online at www.firstresponderva.com. Please review the packet of information prior to completing the registration process. Online registration and payment are the quickest and easiest method of registration. If you prefer not to register online, the registration form can be completed, then downloaded or you may complete the attached registration form and submit your registration and payment through the mail. Registrations submitted through the mail should be sent to: First Responder Virginia, P. O. Box 279, Oilville, VA 23129-0279. We highly recommend that you submit your registration for space now, as exhibit space is limited. If you wish to have name tags with your representative’s name printed on the card, you must complete and return the Exhibitor Representative Registration form with your Exhibitor Registration form.
You are invited to help make the 2ndAnnual First Responder Virginia Conference & Expo a success for everyone. We are confident that you will find this event beneficial and we look forward to seeing you in September. If you have any questions, please contact us.
Very truly yours,
Andy Neagle Steve Zeliff Gerald Layne
VAVRS VSFA Exhibits VAVRS Exhibits
(804) 241-0168 (804) 815-0046 (434) 841-5849
GENERAL INFORMATION – RULES & REGULATIONS
The Virginia Association of Volunteer Rescue Squads, Inc. (VAVRS) and the Virginia State Firefighters Association (VSFA) logos are registered trademarks and their use is restricted by the respective organizations. Only those exhibitors who have received permission from the VAVRS or the VSFA will be allowed to use the respective logos. Exhibitors who use the VAVRS or VSFA logo without permission may be requested to remove the merchandise and/or may be requested to leave the premises without refund. The VAVRS and the VSFA Exhibits Committee reserves the right to reject any exhibit it does not deem proper for the promotion of our respective organizations.
All exhibit booth spaces are approximately 10’ X 10’. Each booth will be provided with one table, two chairs, and a waste basket.
Vehicle spaces are approximately 20’ X 30”, 20” X 40”, and 20’ X 50’ depending on the size of the vehicle. Exhibitors using more space will be billed accordingly.
· 20’ X 30’ space is for the display of Brush Trucks, Ambulances, and small specialized vehicles, etc.
· 20’ X 40’ space is for the display of Engines and Light Duty Squad and Rescue Trucks
· 20’ X 50’ space is for the display of Telesquirts, Ladder Trucks, Heavy Duty Squad and Rescue Trucks
Requirements for the display of vehicles inside the convention center are set by the Virginia Beach Convention Center and/or the Fire Marshal and are not under the control of the VAVRS and/or the VSFA. All exhibitors are subject to inspection by the Fire Marshal. Any vehicle found to be in violation of the requirements may be removed from the exhibit hall and there will be no refund provided to the exhibitor.
Additional services such as electrical, telephone, drayage, storage, additional tables and chairs, etc. may be contracted through Exhibitors, Inc. Order forms may be downloaded from the Exhibitor page at www.firstresponderva.org.
Booths will be assigned at the discretion of the VAVRS and VSFA Exhibits Committee. If you have any special placement issues or requests, please contact us and we will try to accommodate you. If exhibitors wish to be next to one another, it is important that both exhibitors note the same on their registration forms. The Exhibits Committee reserves the right to assign spaces as we feel appropriate to best serve the purpose of the VAVRS and the VSFA. Receipt of a completed registration form and payment of all fees does not guarantee exhibit space if there is no space available.
The exhibit space fees for the First Responder Virginia 2019 Convention are as follows:
· 1st booth space - $600
· Each additional booth space - $550
· Partners Row booth space - $135
· 20’ X 30’ vehicle space - $700
· 20’ X 40’ vehicle space - $800
· 20’ X 50’ vehicle space - $1,000
All fees must be received by the close of business on August 30, 2021. A 20% late fee will be assessed on all unpaid balances after this date. Any exhibit space that is not paid in full by this date may be given to another exhibitor if the need arises. No exhibitor will be allowed in the exhibit hall if the fees are not paid in full. Exhibitors that are Supporting Members of the VAVRS and are current in their dues payments may deduct a discount of 25%, not to exceed $200.
Each exhibit space will receive a maximum of three (3) complimentary convention packets which will include admittance to all of the convention events. Please be sure that you complete and return the Exhibitor Representative Registration form, especially if you want your representative’s name to appear on the card.
The exhibit set-up will begin promptly at 12:00 noon on Wednesday, September 22. Exhibitors will receive assigned load in times with their space assignment notifications. Any exhibitor having special placement issues and/or requests should note the issues and/or requests in the space provided on the exhibitor registration. Exhibitors who are not ready to move in in a timely fashion may forfeit their exhibit space and will not receive a refund. The exhibits will not break down until 5:00 PM on Friday, September 24. There will be a security guard on duty at all times, however, the VAVRS, the VSFA, and the Virginia Beach Convention Center will not be responsible for damages to booths, equipment, vehicles, and/or property taken. Any exhibitor that damages a booth, merchandise of another exhibitor, or property of the Virginia Beach Convention Center will be expected to pay for the damages incurred.
Exhibit Hours: Thursday, September 23 10:00 AM – 5:00 PM
Friday, September 24 9:00 AM – 5:00 PM
Any exhibitor who wishes to have a vehicle removed from the exhibit hall for any reason during exhibit hours must make the necessary arrangements with the Exhibits Committee prior to August 30, 2021. The exhibitor must realize that these vehicles will be located near the vehicle entrance of the convention center. This may mean that the vehicle will not be placed near the exhibitor’s booth.
No individual, company, firm, or organization will be allowed to display merchandise, pass out brochures, and/or promote a product without specific permission from the Exhibits Committee.
PLEASE NOTE: Exhibit space assignments will not be available prior to August 30, 2021.