This is to confirm our discussion regarding the building logistics for the Spring Elder Care Fair to be held on May 14, 1997, from 9:30 a.m. to 4:00 p.m. at the U.S. Government Agency. As discussed, tables will be set up on the main level of the building.

As we agreed, the 30 vendors participating in the Fair can unload their printed materials at the loading dock on May 13 from 3:00 to 5:00 p.m. The vendors will also be able to use the loading dock after the Fair and the next day (May 15) from 8:30 to 9:30 a.m to transport materials out of the building.

RMP Exhibit Services, Inc., will be delivering 30 tables to the U.S. Government Agency main level on May 13 from 3:00 to 4:00 p.m. Delivery and set up of the tables will take approximately two hours. As we discussed, the delivery truck will unload the tables on the ground level. The truck can remain there while the tables are being set up. The Security Office has been informed of the delivery and has the contact name for the RMP Exhibit Services.

If you have any questions or concerns, please call me at (202) XXX-XXXX. Thank you for your assistance.

cc: [Security Office]

BUILDING SECURITY MEMO

Date:
Memorandum to:	Jim Doe Chief of Security
From:	L.B. Smith U.S. Government Agency
Subject:	Security Arrangements for Spring Elder Care Fair

This is to conform our discussion regarding the security procedures for the Spring Elder Care Fair to be held on May 14, 1997, from 9:30 a.m. to 4:00 p.m. at the U.S. Government Agency. The Fair will be held on the ground level of the Washington Federal Building and will feature approximately 30 exhibits.

The exhibitors will be bringing boxes of printed materials into the building for distribution at the Fair. As we discussed, all exhibitors and participants can gain access to the building by showing a picture I.D. and signing in at the guard's station. We also have agreed that exhibitors can unload their materials at the loading dock on May 13 from 3:00 to 5:00 p.m. and pick up materials after the event on May 15 from 8:30 to 9:30 a.m.

If you have any questions or concerns, please call me at (202) XXX-XXXX. Thank you for your assistance.

Attachment

VENDOR INVITATION LETTER

Dear Elder Care Organization:

I am writing to invite your agency to participate in the Spring Elder Care Fair sponsored by the U.S. Government Agency. The Fair will be held on May 14, 1997, from 9:30 a.m. to 4:00 p.m. at the Washington Federal Building, 1900 Government Avenue, NW., Washington, D.C.

The objective of the program is to provide practical information and resources to Federal agency representatives with responsibility for helping employees and caregivers balance their elder care needs. In addition to the exhibits, three seminars will be conducted on a variety of elder care topics. Enclosed is a program agenda.

We have arranged for a variety of national and local vendors to exhibit elder care resources and services in our building. As an exhibitor, we would like your agency to distribute literature and answer questions concerning your organization's resources and services. We anticipate 75-100 attendees and will provide each with a booklet identifying the Fair participants.

The U.S. Government Agency will provide skirted tables for displaying materials and can assist you with unloading your materials at the building delivery site. If you plan to bring a table or free-standing display, we will need to know how much display space you will require. Also, we need to know if you will require an electrical outlet. Unfortunately, we are unable to provide parking, but parking is available on the street. If you are unable to attend, please consider sending materials for display at the Fair.

If you agree to participate, please complete the attached form and fax it back to me at (202) XXX-XXXX by April 30, 1997. If you need additional information or cannot attend, please contact me at (202) XXX-XXXX. I will be in touch with you in the near future to provide additional details.

I look forward to working with you.

Sincerely,

L.B. Smith
Exhibit Coordinator

Enclosure

VENDOR RESPONSE FORM

SPRING ELDER CARE FAIR
May 14, 1997
9:30 a.m. to 4:00 p.m.U.S. Government Agency
1900 Government Avenue, NW
Washington, DC

PARTICIPANT CONFIRMATION

Organization:

Address:

Phone Number:

Contact Person and number:

Brief description of your organization's mission:

Check here if you would prefer to share space at a table with another organization. ______

Check here if you are unable to attend but will send materials. _________

Please fax this confirmation by April 30, 1997 to the attention of L.B. Smith. The fax number is (202) XXX-XXXX.

VENDOR GUIDELINES MEMO

Memorandum to Exhibitor Participants at the Spring Elder Care Fair

From:	L.B. Smith Exhibit Coordinator
Subject:	Exhibitor Participation Guidelines for the Spring Elder Care Fair

Thank you for agreeing to exhibit at the Spring Elder Care Fair on May 14, 1997, at the U.S. Government Agency. The Fair will be held on the main level of the Washington Federal Building located at 1900 Government Avenue, NW., Washington, D.C., from 9:30 a.m. to 4:00 p.m.

To facilitate the smooth set up of over 30 displays, we are offering exhibitors these options for delivering materials to the Fair:

Exhibitors may deliver their materials before the fair by courier to the Washington Federal Building from April 10 to May 12, 1997, Monday thru Friday between the hours of 8:00 a.m. and 5:00 p.m. Materials should be sent to the following address: U.S. Government Agency, 1900 Government Avenue, NW., Work and Family Center, Attn.: L.B. Smith, Room 7316, Washington, D.C.

Exhibitors may bring their materials on the day of the Fair, between 8:30 and 9:15 a.m. Arrangements have been made to use the loading dock on the ground level of the building for unloading and loading purposes.

All displays should be set up on the day of the event no later than 9:15 a.m. Each participant must sign in at the security guard's desk and present a government I.D. or driver's license to gain access into the building.

Please contact L.B. Smith at (202) XXX-XXXX by May 1, 1997 to indicate which option you prefer.

VENDOR THANK YOU

Dear Elder Care Organization:

Thank you for exhibiting at the U.S. Government Agency's Spring Elder Care Fair. Your organization's participation helped to disseminate valuable information on elder care and aging issues to employees and caregivers who have elder care concerns and to Federal representatives responsible for work and family programs throughout the Federal Government.

My staff and I received many positive comments from the attendees regarding the usefulness of the information distributed at the Fair. Many attendees also expressed appreciation for the time exhibitors spent answering questions and addressing their personal dependent care concerns.

The U.S. Government Agency is committed to offering its employees assistance in balancing work and family demands through programs such as the Spring Elder Care Fair. This could not be accomplished without the continued support of organizations that strive to make it easier for individuals to balance their work and family demands.

I hope that you found the experience to be both useful and informative for your organization. I look forward to working with you in the future. Thank you again for your time, assistance, and support.

Sincerely,

L.B. Smith
Exhibit Coordinator

EXHIBITOR TRACKING SHEET

Vendor Address Phone Fax Number Email	Contact Person	Sharing Table? Y/N	Display materials only? Y/N	Delivery of Materials (date/time/method)	Notes:

(Highlight vendor name to indicate acceptance of invitation.)

Disclaimer

The names of some non-U.S. Government organizations have been included in this booklet merely as an information service to the reader. The mention of an organization by name does not constitute official sanction or endorsement of the organization by the U.S. Office of Personnel Management or the U.S. Government.

Table of Contents

U.S. Office of Personnel Management 1900 E Street NW, Washington, DC 20415 | (202) 606-1800 | TTY (202) 606-2532