April 12 & 13, 2023 at Valley Forge Casino
Already signed up to exhibit? Thank you! CLICK HERE to download the Exhibitor Services Kit from General Exposition Services. Here you’ll find important information about your booth, how and where to ship materials for the show, how to order carpeting, additional furniture and more. Interested in electricity for the show? Electricity should be ordered directly from Valley Forge Casino. CLICK HERE for the electricity order form. Please note: electricity ordered after March 20 or on-site will be subject to higher rates.
Sponsor and Exhibitor Information
PLEASE NOTE: AS OF MARCH 15, COMMUNITY LIVE! IS SOLD OUT!
Missed out on buying a booth?
Click here to email Membership & Marketing Manager Amanda Henderson to join the waiting list.
Exhibit at the regions premier event for community associations – Community Live! – CAI’s Annual Conference & Expo, scheduled for April 12-13, 2023 at Valley Forge Casino in King of Prussia, PA. Reserve your booth now – booths are more than 90% sold out. Click here to see who’s exhibiting.
Community Live! is the region’s largest event for cooperatives, condominiums and homeowner associations. Attendees come for top-notch educational opportunities, to learn from one another, to network, and to visit with exhibitors – companies like yours – who offer the products and services they need to thrive.
Who attends Community Live?
The Community Live! audience represents a huge market for business partners and management companies. In 2022, our event included:
- 150 community association manager attendees, from 23 management companies
- These managers represented 1100+ community associations with more than 110,000 homes.
- 85 First time attendees
Four Reasons Why You Should Exhibit:
- Make face 2 face connections with property managers and homeowners.
- Promote your products and services
- Attract new clients from the CAI audience
- Maintain your relationships with existing clients.
Reserve Your Booth and Sponsorship
Click here to view the floor plan. This floor plan is for informational purposes only. To select and reserve your booth, click the yellow button above.
Review the Exhibitor Rules, Terms & Conditions
All exhibitors are required to review, sign and accept the Exhibitor Rules, Terms & Conditions. Click here for the PDF document. You will be required to sign and acknowledge the Terms & Conditions in the online booth reservation system.
Private Party / Hospitality Suite Policy
All hospitality suites and hosted events must be approved by CAI. Hospitality suites/hosted events are not permitted during official conference activities. Non-exhibiting companies, groups, and individuals are not permitted to host OR attend events at the official hotel or venue during the conference. Contact Christine Bluestein, CMP, DES, Manager of Meetings & Events, at email@example.com with your requests.
What to Know When Selecting Your Booth and Sponsorship
- Booths are available on a first come / first served basis. There are 136 booth spaces. Reserve your booth early as exhibit space is likely to sell out as it did for the 2022 event.
- Booths must be reserved using our online exhibitor site, where you will also acknowledge the exhibitor rules and regulations, and enter your exhibitor contact information and staff names. Sponsors who receive a complimentary booth will receive a promotional code to reserve your booth.
- Payment in full is required at time of reservation. Exhibit space will not be held without payment.
- CAI will make every effort to help exhibitors find booths that are not directly next to or across from a competitor; however, booth selection is ultimately the responsibility of the individual exhibitors and based on availability.
Exhibit Booth Rates
PLEASE NOTE: AS OF MARCH 15, COMMUNITY LIVE! IS SOLD OUT!
Missed out on buying a booth?
Click here to email Membership & Marketing Manager Amanda Henderson to join the waiting list.
All exhibit booths are 10×10 and include one skirted table, two chairs, a wastebasket and an exhibitor sign. The rates below are early bird rates which increase by $150 per booth on January 1, 2023. Register early and save!
- Premier Booth (SOLD OUT) – $1,800 members; $2,500 non-members – includes 3 exhibit booth staff.
- Prime Booth (SOLD OUT) – $1,700 members; $2,400 non-members – includes 3 exhibit booth staff.
- Premium Booth (SOLD OUT) – $1500 members; $2,200 non-members – includes 3 exhibit booth staff.
- Standard Booth (SOLD OUT) – $1,400 members; $2,100 non-members – includes 2 exhibit booth staff.
For additional information, including sponsorship and advertising information and rates, click on the booth selection link above.
Exhibitor Terms & Conditions
TERMS AND CONDITIONS FOR CAI’s ANNUAL CONFERENCE & EXPO
This contract is a binding agreement between the company applying for exhibit space, advertising, or sponsorship (Exhibitors / Advertisers / Sponsors) and Keystone Community Associations Institute (CAI). By submitting this contract, applicant agrees to comply with the Rules and Regulations outlined in this contract and regulations of Valley Forge Casino (VFC). Acceptance of this contract does not imply endorsement by CAI of the exhibitor’s products, nor does rejection imply lack of merit. Your signature on, or electronic acknowledgement of, this document binds this contract, indicates your acceptance of the rules and regulations contained herein, all rules and regulations of VFC, and indicates your agreement to pay all fees prior to the event. Please retain a copy of this contract for your records.
THESE RULES AND REGULATIONS ARE SUBJECT TO CHANGE.
In addition to the rules and regulations enumerated below, this contract incorporates the following documents in full:
- CAI Communicable Disease Related Hold Harmless, Release, Waiver of Liability, and Indemnity Agreement, which may be reviewed at this link.
- CAI Terms and Conditions of Sponsorship and Advertising Agreement, which may be reviewed at this link.
Each exhibit space consists of one 10 (deep) x10 (wide) booth. Booths will consist of pipe and drape assembly, booth identification sign, one six (6) foot draped table, two (2) chairs, and one (1) waste basket. Exhibits may not protrude beyond the defined 10 x 10 space allotted, nor interfere in any way with the flow of traffic. Exhibitor display fixtures may not exceed ten (10) feet in height and must be designed and constructed so as not to interfere or detract from the appearance of adjoining booths. Exhibitors should refrain from talking to attendees or conducting business outside of your own booth. All parts of the exhibit must remain in exhibitor's assigned space. No exhibit will be allowed to infringe upon aisle space.
Variations from these limits will be permitted only if warranted by unalterable circumstances and only if specifically approved in advance by CAI and VFC.
Exhibitors and sponsors are prohibited from soliciting conference participants for conflicting educational or social activities during CAI’s Annual Conference & Expo.
Exhibit displays and decoration must conform to all applicable federal, state, and local fire and building codes as well as any applicable public health restrictions, and all VFC rules, regulations, policies, and procedures. Combustible or other explosive materials, including pyrotechnics, are strictly prohibited.
CAI reserves the right to make changes at any time in the location, size, and display limits of any exhibitor space if considered to be in the best interest of the event, with or without prior notification of the exhibitor.
Exhibitors may set-up booths from 1:00 p.m. - 5:00 p.m. on Wednesday, April 12, 2023 and from 8:00 - 10:00 a.m. on Thursday, April 13, 2023. Exhibitor agrees to have exhibits completely set-up by 10:00 a.m. on Thursday, April 13, 2023 and to remain open, fully staffed, and fully intact and assembled until the end of the event at 3:30 p.m. Early breakdown by exhibitor will affect future participation in CAI exhibitor shows. All exhibits must be dismantled and cleared from the premises no later than 7:00 p.m. on Thursday, April 13, 2023.
Premier, Prime and Premium exhibit booths are allotted three (3) company representatives and standard exhibit booths are allotted two (2) company representatives to staff an exhibit booth at the event. Names of these representatives must be added to your electronic booth information, or supplied to CAI in writing, no later than Friday, March 31, 2023. CAI will only print exhibitor badges with the name of the exhibiting company. No other company name will be printed on exhibitor badges. Each representative will be credentialed and will receive a name badge, which must be displayed for access to the Expo floor and any related activity at the event, including all sessions. Additional exhibit booth staff representatives can be purchased by March 31, 2023. Additional exhibit booth staff representatives purchased after March 31, 2023 will incur a late registration fee. Changes to booth attendee names made after March 31, 2023 will be assessed a $25 per change charge.
Each exhibitor shall have its contact information listed in the Event Program Book. The Program Book is distributed to each attendee at the event. All exhibitor information must be added to the exhibitor online profile no later than March 10, 2023. Exhibitors who have not provided their information by the deadline will be excluded from the Program Book.
USE OF SPACE
No exhibitor may sublet, assign, or apportion any portion of the allotted space, nor represent, advertise, or distribute literature for the product or services of any other firm or individual. Each business represented must reserve and pay for individual exhibit space. Violators will be required to pay the full cost of an exhibit booth on the day of the show, or be prohibited from exhibiting at future chapter events. Exhibitors may not rent or use any meeting space within VFC for a client or promotional meeting or event without prior authorization by CAI. CAI reserves the right to reject such requests.
CAI reserves the right to restrict exhibits which, because of noise, method of operation, or any other reason, become objectionable, detract from, or are out of keeping with the character of the event. CAI may stop installation or request removal or discontinuance of any exhibit or promotion which departs substantially from a design description given approval in advance, or from the description given herein. In the event of such restriction or eviction, CAI is not liable for any refund of rental or other expenses incurred by the exhibitor.
MANNER OF USE
Exhibitor shall (and shall cause all event participants to): (a) use the Location in a safe and careful manner; (b) maintain proper decorum and otherwise observe all rules and regulations of CAI, including CAI’s Event Safety & Responsibility Policy and CAI’s Code of Conduct, and VFC, including without limitation those governing consumption of alcoholic beverages; and (c) comply with all applicable laws, ordinances, orders, rules, and regulations of all governmental and quasi-governmental authorities and performing societies (e.g. ASCAP and BMI). Provisions of the hotel’s (VFC) liquor license prohibit exhibitors / patrons from providing alcoholic beverages from outside sources. Any exhibitor found to be providing alcoholic beverages from their booth space may be immediately removed from the event. Exhibitors shall obtain and pay for all permits, licenses, and / or clearances necessary for the event. Exhibitors operating sound, motion picture, or video recording equipment or other noise producing devices shall do so at a level which will not interfere with other exhibitors or add unduly to general acoustical inconvenience. CAI reserves the right to order the discontinuance of any equipment in violation of this rule. Exhibitor activity shall be confined to the exhibitor’s allotted space.
SAMPLES AND SOUVENIRS
Distribution of samples and souvenirs in a professional fashion is permitted, provided there is no interference with other exhibits or aisle movement, and the samples or souvenirs pertain to, or contribute to the exhibits or trade show. CAI may withhold or withdraw permission to distribute souvenirs, advertising, or other materials it considers objectionable. Further restrictions may apply as provided under the rules and regulations of VFC. Exhibitors wishing to offer food products may do so with prior approval from CAI and VFC. All food items must be purchased from / supplied by VFC.
Exhibitors are not permitted to bring alcohol into the venue or distribute to attendees. Provisions of the hotel’s (VFC) liquor license prohibit exhibitors / patrons from providing alcoholic beverages from outside sources. Any exhibitor found to be providing alcoholic beverages from their booth space may be immediately removed from the event. Exhibitors may include closed containers (i.e. bottles of wine or gift baskets) as door prizes.
CARE OF PREMISES / DECORATIONS
Decorations may not be taped, nailed, tacked, stapled, or otherwise fastened to ceilings, painted surfaces, columns, fabrics, doors, windows or walls. Glitter is not permitted in VFC. Adhesive backed decals/stickers (except for name tags) may not be used or distributed on the premises. Decorations may not block exit doors, fire extinguishing equipment, sprinklers, or emergency lighting systems. All decorating materials must be constructed of flameproof material or treated with an approved flame proofing solution. VFC and/or the local fire department / marshal may conduct safety tests. Any charges incurred by CAI for failure to adhere to this policy will be directly billed to Exhibitor.
CLAIM AND LIABILITIES
CAI, its directors, officers, volunteers, sponsors, co-sponsors, employees, and agents assume no liability whatsoever for loss or damage through any cause, of goods, exhibits, or other materials owned, rented, or leased by exhibitor. Exhibitor agrees to indemnify CAI, its directors, officers, volunteers, sponsors, co-sponsors, employees, and agents against, and hold harmless from, all complaints, suits, or liabilities resulting from negligence in connection with the exhibitor’s use of the exhibit space and participation in event. Exhibitor further agrees to indemnify and hold harmless CAI, its directors, officers, volunteers, sponsors, co-sponsors, employees, and agents from any claim or liabilities imposed by law on account of property damage or bodily injuries, including death resulting therefrom, sustained or alleged to be sustained by any person or persons whether they be members of the public visiting the show, employees or staff of CAI or other exhibitors, occurring at or connected with the preparation or presentation resulting from any equipment, machinery, or items displayed by exhibitor. VFC shall not be responsible for any damage to property or personal injury resulting from, nor be in default hereunder as a result of, any act, omission, or event, to the extent attributable to fire, flood, earthquake, or other natural or man-made disaster, COVID-19, virus, bacterium, microorganism, act of God, war, civil strife, work stoppage, picketing, loss of power, leaks, burst pipes, law, ordinance, rule, regulation, or order (including, but not limited to, civil or military order), technical failure, or any similar or dissimilar cause which is beyond reasonable control (each a “Force Majeure Event”).
This Agreement and the rights and interests of Exhibitor hereunder shall be subordinate and subject to the Standard License Agreement between CAI and VFC.
INTERPRETATION AND ENFORCEMENT
These regulations become a part of the contract between CAI and the Exhibitor. All matters in question not covered by these regulations are subject to the decision of CAI and all decisions so made shall be binding on all parties affected by them as by the original regulations.
CAI shall not be liable for failure to perform its obligations under this contract due to strikes, acts of God, or any cause beyond its control.
PHOTOGRAPHY, VIDEOGRAPHY, AND SOUND RECORDINGS
CAI reserves the right to capture the image, motion picture, or voice of attendees or exhibitors at the event through use of photography, videography, sound recordings, or other means and to use image, motion picture, or voice for CAI promotional purposes.
CAI reserves the right, in event of national disaster, emergency, or upon other reasonable cause, to cancel or substantially alter the event, including converting the event to a virtual format, upon reasonable notification to exhibitors and potential attendees.
Cancellation of any portion of this commitment by the Exhibitor will be accepted only in writing and at the discretion of CAI, and then only based upon the following refund schedule:
Notice of cancellation received by CAI:
• Prior to January 1, 2023 - 100% refund of exhibitor or sponsor payments received, less a $150 cancellation fee.
• Prior to February 15, 2023 - 50% refund of exhibitor or sponsor payments received, less a $150 cancellation fee.
• After February 15, 2023 - No refund.
In the event of a dispute arising under this contract, the exhibitor agrees to be liable for reasonable costs and legal fees incurred by CAI in a reasonable attempt to negotiate, arbitrate, or litigate the dispute.
Any exhibit space that remains unoccupied at the opening of the event may be rented or used by CAI without obligation or refund.
Contract is not valid unless signed by a duly authorized official of the Exhibiting company. CAI reserves the right to reject any application and contract.
Applicants will not be permitted to occupy exhibit space until and unless all fees are paid to CAI. All applicable fees are due by March 10, 2023. Exhibit space, sponsorships, and advertising purchases not paid in full by March 10, 2023 will be revoked without refund and be placed back on sale.
Exhibitor Cancellation Policy
If you wish to cancel your participation in the 2022 Annual Conference & Expo, the following dates and refund amounts apply:
- Cancel your exhibitor contract for 2023 by December 31, 2022 and receive a 100% refund of exhibitor or sponsor payments, less a $150 cancellation fee.
- Prior to February 15, 2023 - 50% refund of exhibitor or sponsor payments received, less a $150 cancellation fee.
- After February 15, 2023 - Sorry, no refunds after this date.
CAI's Suit-Casing Policy
Our exhibitors and sponsors spend a lot of money to participate in the Annual Conference & Expo. CAI has a no-tolerance policy regarding “suitcasing”, which describes the practice of non-exhibiting companies or individuals soliciting sales or sales leads on the trade show floor, in any session or networking reception, or anywhere within the event venue or hotel or soliciting conference participants for conflicting educational or social activities during CAI’s Annual Conference & Expo.
Interpretation of what constitutes suitcasing is at the sole discretion of CAI’s Board of Directors. Violators of these policies will be given a warning at the event. If the violation continues, the violator will be asked to leave the event, and charged the single booth rate based upon the violator's member status, which must be paid prior to registering as an attendee, exhibitor, or sponsor at any future chapter event.
Exhibitors should refrain from talking to attendees or conducting business outside of your own booth. All parts of the exhibit must remain in exhibitor's assigned space. No exhibit will be allowed to infringe upon aisle space.
Non-member, non-exhibiting business partner guests are welcome to attend, after paying an admission fee, and will be issued a special name badge.
Non-exhibiting business partners participating in the event as speakers are prohibited from soliciting business on the tradeshow floor, in or after sessions, or anywhere in the event venue or hotel.
Covid Code of Conduct
Covid-19 Code of Conduct
The chapter has adopted a Covid Code of Conduct for all in person meetings and events. Whenever you register for an event, you agree to abide by the terms of these policies. Click here for the Covid-19 Code of Conduct for Events.
By submitting a registration for a CAI chapter program or event, attendees agree to the CAI Communicable Disease Related Hold Harmless, Release, Waiver of Liability, and Indemnity Agreement. Click the link to review the terms of this waiver. You will be required to agree to the terms of this waiver in the event registration checkout process.
Private Party Policy
All hospitality suites and hosted events must be approved by CAI. Hospitality suites/hosted events are not permitted during official conference activities. Non-exhibiting companies/groups/individuals are not permitted to host OR attend events at the official hotel during the conference. Contact Christine Bluestein, CMP, Meeting Planner, with your requests at firstname.lastname@example.org.
Attract Attendees to Your Exhibit Booth through Swag & Signage
This Zoom Q & A with Brian Bielawski, a National Brand Advisor for Philadelphia-based Dynamic Advertising Solutions and Jamie Cooperstein, CEO of J. Cooperstein Hospitality Consulting, will give you ideas on how exhibitors can better engage with attendees at the CAI Keystone Annual Conference & Expo.
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