Location and Program

All Maryland Municipal League convention activities will take place in Ocean City's Convention Center, located at 4001 Coastal Highway, Ocean City, Maryland 21842. Exhibitors are welcome to participate in all MML convention activities (general sessions, workshops, social events, and golf tournament). However, each exhibit booth must be staffed during exhibition hours.

Your Opportunity to Meet Representatives From Over 120 Cities & Towns

Mayors, city council members, managers, finance officers, public works directors, police chiefs, and other key municipal officials will attend the Maryland Municipal League's annual convention at the Ocean City Convention Center, June 22-25, 2008. MML convention attendees represent over 120 different cities and towns from every part of Maryland. MML's 2007 convention attracted over 850 registrants; total attendance was over 1,500 people.

Many city and town officials look to convention exhibitors for the latest information about the techniques, products, and services their municipalities need. These are the people who make the major purchasing decisions in Maryland's cities and towns. They will be there, will you? Please use the exhibitor contract to reserve your exhibit space, or visit MML's Interactive Floorplan to see which booth numbers are already sold, and to pre-register to purchase a booth online. This portion of the website is updated in real time, so that if you reserve a booth online, it is immediately marked as "sold".

Installation and Dismantling

The exhibit set-up hours in Hall A&B are 1:00 p.m. to 6:30 p.m. on Sunday, June 22. The exhibit set-up hours in Hall C are 1:00 p.m. to 4:00 p.m. on Sunday, June 22. Exhibitors will be allowed to enter the exhibit area on Sunday, June 22 only during set-up hours. No exceptions will be made to this policy. All exhibits must be set up by 6:30 p.m. Upon prior approval, exhibitors may move in on Monday, June 23 between 8:30 a.m. and 10:00 a.m. If notice of moving in on Monday has not been provided and approved, or, if booths are not set-up by 6:30 p.m. on Sunday, June 22, MML reserves the right to make that space available to another exhibitor. No refunds will be given in such case.

Exhibitors bringing a show vehicle will be assigned a specific move in time. Vehicles not ready to drive into the hall at the designated time will forfeit their space. Late arriving vehicles may be allowed into the hall after all others have been placed and at the discretion of the Convention Center Staff.

The exhibition opens at 11:30 a.m. on Monday, June 23. Exhibits are open 11:30 a.m. - 4:30 p.m. on Monday and 10:00 a.m. - 2:30 p.m. on Tuesday. Dismantling may not commence before 2:30 p.m. on Tuesday, June 24. Booths must be completely dismantled by 4:30 p.m. on June 24. MML's executive director must approve deviations from this schedule.

Assignment of Space

Commercial exhibitors may indicate their first, second, and third choice for booth space on the attached contract, or may select a specific booth online. Identical requests for booth assignments will be made in favor of the exhibit contract first received in the MML office. No booth assignments or reservations will be made or accepted until payment for the entire exhibit fee is received at the MML office. MML reserves the right to assign or reassign exhibit space to meet the needs of all exhibitors. The exhibit hall includes a special area (see diagram) for displaying large vehicles such as street sweepers, leaf vacuums, refuse collection equipment, fire trucks, etc. Exhibitors have the option of displaying smaller vehicles such as police cars, tractors, pickup trucks, minivans, etc. in either the exhibitor's booth or the vehicle display area.

Purchase a Booth Online

Visit MML's Interactive Floorplan to see which booth numbers are already sold, and to purchase a booth online. This portion of the website is updated in real time, so that if you purchase a booth online, it is immediately marked as "sold."

...Or By Mail

Print and fill out the following contract document and return to MML via mail or fax.

2008 Exhibitor Contract

2008 Municipal Main Street Contract (for municipalities only)

Meal Tickets

Exhibitors will receive two tickets per booth to the lunches and breaks in the Exhibit Area on Monday, June 23 and Tuesday, June 24 as part of the booth fee. Tickets to other social events, and/or additional lunch and break tickets, must be ordered in advance at the same rates charged to MML's members. A form for ordering meal tickets will be placed on the website and mailed to all exhibitors.

Facilities

Booths are 10' x 10'. Each booth will contain a skirted table (6' x 2'), two chairs, a trash receptacle, wireless internet access and a 7" x 44" sign listing the exhibitor's name and booth number. Exhibit booth carpeting, electricity, telephones, audiovisual equipment, etc., may be rented by exhibitors for an additional charge and will be contracted for directly with the Ocean City Convention Center. (Booth displays must be contained within the 10' x 10' booth area and cannot exceed 8' in height.)

Exhibitors may also contract with the Convention Center for freight handling, forklift and operator, and labor assistance to set up and/or dismantle exhibits. The Exhibitors Service Request and Rental Order Form lists all of these items/charges and will be be placed on the MML website and mailed to all exhibitors prior to MML's convention.

The booth backdrop and dividers are made of flameproof drape fabric. The dividers between the booths are 3 feet high and the backdrop is 8 feet high. MML will provide carpeting in the exhibit aisles. Exhibit booths will not be carpeted unless exhibitors arrange for carpeting with the Convention Center.

Displaying Vehicles

Space will be provided inside exhibit hall A&B on the north wall of the Convention Center to exhibitors displaying vehicles. The Show Vehicles Area is for displaying large vehicles such as street sweepers, leaf vacuums, refuse collection equipment, fire trucks, etc. You must list the dimensions on the Exhibit Contract of the vehicle(s) to be displayed so that space can be reserved for your equipment. Vehicles larger than the dimensions provided to MML prior to the show may not be allowed into the hall. Also, exhibitors bringing a show vehicle will be assigned a specific move in time. Vehicles not ready to drive into the hall at the designated time will forfeit their space. Late arriving vehicles may be allowed into the hall after all others have been placed and at the discretion of the Convention Center Staff. In addition to the booth fee, exhibitors must pay $75 per vehicle for this display space.

Exhibitors have the option of displaying smaller vehicles such as police cars, tractors, pick up trucks, mini-vans, etc. in either the exhibitor's booth or the Show Vehicles Area. If the vehicle(s) will fit in the exhibitor's booth space, no extra fee is required. However, all those using the Show Vehicles Area must pay $75 per vehicle in addition to the booth fee.

Exhibit Area - Hall A&B

The exhibit hall is 48,578 square feet of column-free space.

Overhead doors, north wall: 12' wide x 16' high

Overhead doors, east wall: 12' wide x 14' high

Exhibit hall entrance doors: 12' wide x 11' high

Exhibit hall ceiling height: 33' high

Exhibit Area - Hall C

The exhibit hall is 17,640 square feet of space with columns.

Overhead doors, on 40th Street: 16' wide x 14' high

Exhibit hall ceiling height: 12' high

Fees

Exhibitors can save money by reserving their booth space early. Exhibit booth fees will increase for all contracts and checks received after March 15, 2008.

Rates are as follows if contracts and payments are received by March 15, 2008:

Each 10' x 10' Booth:
$760 - Commercial Exhibitors
$560 - Non-Commercial Exhibitors
$175 - Municipal Exhibitors

(add $75 per vehicle for equipment to be displayed in Show Vehicles Area)

Rates are as follows if contracts and payments are received between March 16 and May 1, 2008:

Each 10' x 10' Booth:
$975 - Commercial Exhibitors
$700 - Non-Commercial Exhibitors
$175 - Municipal Exhibitors

(add $75 per vehicle for equipment to be displayed in Show Vehicles Area)

All exhibit contracts must be received by May 1, 2008 to ensure being listed in the convention program.

Convention Advertising

Advertising space is available in MML's 2008 Convention Program, which will be distributed to all convention registrants.

Please use the exhibitor contract (or the online registration process) to reserve your advertising space in the Convention Program. Ads requiring type set or copy rearrangement will be done at extra charge. Advertising contracts and copy must be received by May 1, 2008.

Payment of Fees

Exhibitors and advertisers must pay the full amount due when submitting the contract. Payment may be made by check, Discover, MasterCard or VISA. Those paying by credit card may submit their information online or FAX their information to the MML office at 410/268-7004 or e-mail it to: mml@mdmunicipal.org.

Registration — Each exhibitor is entitled to register two representatives from its company or agency as part of the booth fee. Additional exhibit personnel (limited to three names per booth) must pay $25 each (does not include any meals). Registration forms will be sent to all exhibitors. Booth personnel must wear MML's convention name badge. All exhibitors must have at least one person staffing their exhibit booth each day during the hours the exhibit hall is open.

Hotel - Hotel reservation information will be placed on the MML website and be e-mailed to all exhibitors in January.

Payment of Fees — Exhibitors and advertisers must pay the full amount due when submitting the contract. Payment may be made by check, Discover, MasterCard or VISA. Those paying by credit card may FAX their contract to the MML office at 410/268-7004.

Terms — All exhibit contracts must be postmarked by May 1, 2008. Advertising fees must be paid in full at the time of submission of the contract. Ads requiring type set or copy rearrangement will be done at extra charge. The deadline for advertising contracts and copy, and the deadline for social contributions, is May 1.

Cancellations — Cancellations must be received in writing by May 18. If canceled space is resold, any money paid, less a $75 handling charge, will be returned up to May 18. After May 18 no money will be refunded.

Assignment of Space — Commercial exhibitors may indicate their first, second and third choice for booth space on the reverse side of this contract. Identical requests for booth assignments will be made in favor of the exhibit contract first received in the MML office. No booth assignments or reservations will be made or accepted until a payment for the entire exhibit fee is received at the MML office. MML reserves the right to assign or reassign exhibit space to meet the needs of all exhibitors.

Freight Shipments, Requests for Labor, Electricity, Carpeting, Additional Booth Furnishings, etc. — Arrangements for these items must be made directly with the Ocean City Convention Center (410/289-8311) prior to MML's convention. An Exhibitors Service Request and Rental Order Form will be placed on the MML website and mailed to all exhibitors prior to MML's convention.

Installation and Dismantling — The exhibit set-up hours in Hall A&B are 1:00 p.m. to 6:30 p.m. on Sunday, June 22. The exhibit set-up hours in Hall C are 1:00 p.m. to 4:00 p.m. on Sunday, June 22. Exhibitors will be allowed to enter the exhibit area on Sunday, June 22 only during set-up hours. No exceptions will be made to this policy. All exhibits must be set up by 6:30 p.m. Upon prior approval, exhibitors may move in on Monday, June 23 between 8:30 a.m. and 10:00 a.m. If notice of moving in on Monday has not been provided and approved, or, if booths are not set-up by 6:30 p.m. on Sunday, June 22, MML reserves the right to make that space available to another exhibitor. No refunds will be given in such case. Exhibitors bringing a show vehicle will be assigned a specific move in time. Vehicles not ready to drive into the hall at the designated time will forfeit their space. Late arriving vehicles may be allowed into the hall after all others have been placed and at the discretion of the Convention Center Staff. The exhibition opens at 11:30 a.m. on Monday, June 23. Exhibits are open 11:30 a.m. - 4:30 p.m. on Monday and 10:00 a.m. - 2:30 p.m. on Tuesday. Dismantling may not commence before 2:30 p.m. on Tuesday, June 24. Booths must be completely dismantled by 4:30 p.m. on June 24. MML's executive director must approve deviations from this schedule.

Restrictions — MML reserves the right to remove or eliminate any objectionable exhibits, persons, advertisements, souvenirs, or any other feature or activity that might harm or impair the high standard of MML's convention. Exhibitors' displays may not obstruct the aisles or other exhibit booths. MML and the Ocean City Convention Center reserve the right to alter or remove exhibit displays that obstruct an adjoining booth. Booth displays must be contained within the 10' x 10' booth space and not exceed 8' in height. Exhibitors are not allowed to: sublet booth space, share booth space with another company or agency, or sell their booth space to another company or agency. Hospitality rooms may not be open when workshops or business sessions are scheduled during the convention.

No nails, bracing wires, tacks, hooks, screws, staples or tape used in construction of displays may be attached to walls, floors, or Convention Center furnishings or equipment. All property destroyed or damaged by exhibitors must be replaced to original condition by the exhibitor at their expense. No beer, wine or liquor of any kind can be sold, given away or used upon the premises except at functions catered by the Convention Center's food service concessionaire, without the express written consent of the Convention Center Director.

Security — MML will hire uniformed security personnel to control the traffic flow during exhibit move-in and move-out periods. Uniformed security personnel will also be at the entrance to the exhibit area, and patrolling the exhibit area during the times when the exhibit area is open. The exhibit area will be locked during the hours when the exhibits are not open. However, neither the Maryland Municipal League nor the Ocean City Convention Center is responsible for any material, articles, or equipment in the exhibits. Small or easily portable articles of value should be properly secured, or removed for safekeeping after exhibit hours.