Sponsor, Exhibitor and Advertiser Opportunities

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1 2015 alpha Annual Conference Rethinking Public Health June 7, 8 & 9 Ottawa Marriott Hotel, 100 Kent Street, Ottawa, Ontario Partial Draft Sponsor, Exhibitor and Advertiser Opportunities For our 2015 annual conference, alpha is very pleased to provide sponsors and exhibitors with some exciting new features in our conference opportunities package. Did you know that every day the average smart phone user checks their phone 150 times, spends 127 minutes using apps and has 65 apps installed? We want to build on these facts to enhance the experience of our members at our conference and provide amazing opportunities for sponsors and exhibiters to have better interaction with our members. Our members are the public health units in Ontario and our conference is attended by the senior managers and board of health members of these organizations. They are the decision makers who want to stay on top of trends that keep them at the forefront of opportunities for their organizations. And, 100 percent of them will be carrying a smart phone, tablet, or both at the conference. As a sponsor or exhibitor, the mobile app will make it easy for you to highlight to alpha s members your company/organization or a specific product/program. Also new for this year, alpha is offering an exclusive opportunity to co-sponsor the alpha Fitness Challenge. The Association of Local Public Health Agencies (alpha) is a non-profit organization that provides leadership to Ontario s boards of health and public health units. The Association works with governments and other health organizations, to advocate for a strong and effective public health system in the province, as well as public health policies, programs and services that benefit all Ontarians. Suite 1306, 2 Carlton Street, Toronto, Ontario M5B 1J

2 2015 alpha Annual Conference Rethinking Public Health June 7, 8 & 9 Ottawa Marriott Hotel, 100 Kent Street, Ottawa, Ontario Sponsor, Exhibitor and Advertiser Opportunities The opportunities described below relate to being recognized as a partner, sponsor and/or exhibitor at alpha's 2015 Annual Conference, Rethinking Public Health, to be held June 7 to 9 at the Ottawa Marriott Hotel in downtown Ottawa, Ontario. Conference Information at a Glance Date: Sunday, June 7 to Tuesday, June 9, 2014 Location: Ottawa Marriott Hotel, 100 Kent Street, Ottawa, Ontario K1P 5R7 Attendee Profile: Over 100 senior public health decision-makers: Medical Officers of Health Board of Health Members Departmental Directors and Managers Benefits to Sponsors and Exhibitors: 1. Gain visibility at a provincial gathering of the decision-makers in Ontario's 36 Health Units (representing over 7,000 employees). 2. Identify new markets in health service delivery. 3. Network with clients and potential clients. 4. Promote your organization in a prime marketplace that includes educational presentations and a lively atmosphere. 5. Demonstrate and highlight new products and services. 6. Create and project a memorable image. 7. Meet influencers face-to-face. 8. Obtain product and service feedback. 9. Maintain a profile after the conference through alpha s mobile conference app. 2

3 Exclusive Partnership Opportunity 2015 alpha Annual Conference Rethinking Public Health June 7, 8 & 9 Ottawa Marriott Hotel, 100 Kent Street, Ottawa, Ontario Co-sponsor the alpha Fitness Challenge - $15,000 One day each year, alpha challenges Ontario s public health units to get as many of their 7,000 employees as possible active for 30 minutes across the province. In the past 10 years, the completion has grown fierce and, well, a little wacky, as more than one health unit usually achieves 100 percent participation. The final winner is selected based on qualitative elements such as variety, number of activities, and overall spirit. The winner is recognized at the alpha annual conference and representatives are invited to lead conference delegates in an activity break. In 2015, the Fitness Challenge is scheduled to take place on Thursday, May 7. As alpha s partner in the Fitness Challenge, you will be recognized as the co-sponsor for the May 7, 2015 event in all communications from alpha. You will have all the benefits of a Platinum Sponsor associated with the conference, as well as be part of the award presentation to the winner. You can stop there, or we can discuss how else you might be further involved, enhancing your exposure to the 7,000 health unit employees across the province, e.g., providing local prizes, incentives, etc. A. Sponsor Opportunities As a conference sponsor, you will reach leaders and decision makers in the Ontario Public Health Sector. Sponsor Benefits Corporate logo on sponsor sign at conference with recognition of the level of sponsorship ** Platinum $5,000 and up Gold $3,500 - $4,999 Silver $2,000 - $3,499 Bronze $1,000 $1,999 NEW! Recognition on alpha mobile app * Link on alpha website to your website for one year Display promotional material on registration table Recognition of sponsor in an e-blast to all alpha members 3

4 Sponsor Benefits Platinum $5,000 and up Gold $3,500 - $4,999 Silver $2,000 - $3,499 Bronze $1,000 $1,999 Recognition at conference opening and closing Complimentary exhibit space (based on availability on a first-come, first-served basis) Opportunity to put promotional material on the delegates tables Complimentary full conference registration ** Logo size and placement depend on sponsorship level. NEW!! * Recognition on alpha mobile app includes the following: Basic listing that includes corporation/ organization name, brief description, and basic contact information Exposure after the event is over as alpha members continue to access the app for their notes, presentation materials, updates, to connect with other members, etc. Opportunity to post exclusive offers via the alpha mobile app Enhanced listing that includes the basic listing plus your logo, links to your web sites and social networking sites, location on an interactive map, and the ability to add brochures and documents Multiple listings - Highlight your corporation/organization, and up to 2 specific products/programs Recognition before the event (app to be launched April 7, World Health Day) Platinum $5,000 and up Gold $3,500 - $4,999 Silver $2,000 - $3,499 Bronze $1,000 $1,999 3 offers 2 offers 1 offer 1 offer Special Events - If you wish to sponsor a special event such as the Welcome Reception on Sunday, June 7 or the Awards Dinner on Monday, June 8, please give us a call at (416) ext

5 Sponsorship, Exhibit, and Advertising Policies All sponsorship, exhibit, and advertising opportunities are available on a first-come, firstserved basis. alpha reserves the right to select a partner for the Fitness Challenge based on compatible organizational values, goals and objectives. Sponsorship, exhibit, and advertising opportunities are subject to qualification and approval by alpha. Payment must accompany signed commitment form. All cheques should be made payable to the Association of Local Public Health Agencies. Mail to 2 Carlton Street, Suite 1306, Toronto ON M5B 1J3. Cancellation must be received in writing. Cancellations received by 4:30 PM, May 8, 2015 are subject to a 25% cancellation fee. No refunds of payment will be made for cancellations received after May 8,

6 2015 alpha Annual Conference Rethinking Public Health June 7, 8 & 9 Ottawa Marriott Hotel, 100 Kent Street, Ottawa, Ontario B. Exhibitor Opportunities Exhibit space is available during the 2015 alpha Annual Conference from June 7 to 9. All Exhibitors will receive recognition on the alpha mobile app for the event. Details are as follows. Fees*: Corporate rate: $1,000 Non-profit/government rate: $ 550 * rates shown apply whether exhibiting for whole or part of the conference. Exhibitor opportunities are subject to qualification and approval by alpha. NEW!! Recognition on alpha mobile app: Recognition on alpha mobile app includes the following: Exhibitor listing that includes your logo, corporation/ organization name, brief description, basic contact information, and links to your web sites Exposure after the event is over as alpha members continue to access the app for their notes, presentation materials, updates, to connect with other members, etc. Opportunity to post one exclusive offer via the alpha mobile app If you provide a prize at your booth, we ll push notifications out to encouraging attendees to visit you for a chance to win All Exhibitors Location: Parking: Either of the following: Foyer of the Victoria North Ballroom or inside Victoria South Ballroom (meal area). Ballroom is located on the second floor of the Marriott Ottawa, 100 Kent Street, Ottawa, Ontario. Tel: (613) Entrances to hotel s underground parking is on Kent Street or Queen Street (vehicle height restriction 1.8 m). Daily rate is $6 per hour or $22 per day. Valet parking is $27 per day. Thirteen percent tax applicable. 6

7 Registration: Upon arrival at the conference, please pick up your name badge at the Conference Registration Desk (Victoria Ballroom) on second floor. Exhibit Hours: Monday, June 8, :00 AM to 4:30 PM Tuesday, June 9, :30 AM to 1:00 PM Set-Up Times: Monday, June 8, :00 AM to 7:00 AM Tear Down Times: After 4:30 PM on Monday or after 1:00 PM on Tuesday; all displays must be removed by 2:00 PM on Tuesday. All display materials must be removed from the exhibit areas. You are responsible for return shipping arrangements of your displays/materials and for the appropriate return shipping labels. Any materials left behind will be discarded 5 business days after your departure. Exhibit Provision: Food & Beverage: Payment: Cancellations: Security: One draped 6 table and two chairs will be provided free of charge for each exhibit. There is limited availability of electrical power and Internet access (charges will apply). The Exhibitor is responsible for any additional cost associated with their technical requirements such as audio-visual or enhanced Internet access; however, alpha will help to arrange any special requests. Breakfast, breaks and lunch are provided each day for one (1) exhibitor personnel. Additional meals can be purchased for $105 per person per day. Exhibit space will be assigned on a first-come, first-served basis, once payment is received. Please make cheques payable to Association of Local Public Health Agencies and mail to 2 Carlton Street, Suite 1306, Toronto ON M5B 1J3 (we regret we are unable to accept payment by credit card). Exhibit location will be at the discretion of the association. Cancellations to exhibit space must be in writing, and will be accepted up to and including May 8, 2015, in which case all monies paid by the Exhibitor will be refunded, less an administration fee of $75 per exhibit space. Cancellations received after May 8, 2015, and no-shows will be required to forfeit the full exhibit fee. The exhibit area will not have a security guard during conference, evening and overnight hours. We recommend that all electronic materials be removed at night. Leaving electronic equipment on-site will be done at your own risk. alpha is not responsible for any lost or damaged items. 7

8 Liability: Liability of the Association of Local Public Health Agencies (alpha) is limited to provision of exhibit space. alpha will not be responsible for any loss or damage to property, accident or injury to exhibitors, employees, the public, or damage to hotel property as a result of the exhibit. Shipping Ahead of Time / Receiving: All deliveries must be shipped to the hotel s receiving entrance. The hotel s receiving/loading dock is accessible on Queen Street. Due to limited storage space, delivery of materials will be accepted no more than 48 hours prior to an event, unless storage has been reserved in advance. The hotel will not accept packages with brokerage fees attached for any shipment whatsoever. Please advise Sandy McKenzie, Event Manager, Marriott Ottawa that shipments are scheduled to arrive. The following information must be clearly marked on each box: Attention: Banquet Department Box # of # Ottawa Marriott 100 Kent Street Ottawa, ON K1P 5R7 Tel: (613) Hold for (Event Name): Event Contact Name: Date of Event: Event Function Room: Shipped From: Company Name of Sender: Address: Telephone of Sender: Arrival and departure times for large set ups must be arranged in advance in order to ensure access to the loading dock. If assistance is required with boxes, packages or freight, a labour charge will apply. 8

9 Shipping After the Conference: All exhibitors are responsible for organizing all return shipments from the hotel, including the way bills and scheduling a pick up for their boxes. Please advise the hotel s banquet captains of any boxes that need to be stored for pick up. IMPORTANT: Material must be removed from the hotel on the last day of the event. Neither alpha nor the hotel will be responsible for damage or loss of any items left on the premises prior to, during or following an event. Daily cartage and storage fees will apply. Green Initiatives: As an exhibitor, please help the conference go green by: limiting printed materials for distribution; information to attendees after the conference; take back or give extra promotional items to charities rather than tossing them into the garbage use the recycling bins throughout the venue use minimal packaging Need Help? Contact: Linda Stewart Association of Local Public Health Agencies Tel: ext 22 Fax:

10 2015 alpha Annual Conference Rethinking Public Health June 7, 8 & 9 Ottawa Marriott Hotel, 100 Kent Street, Ottawa, Ontario NEW!! C. Advertising Opportunities in Mobile App * Advertising in the conference mobile app is a great way to gain visibility for your company, organization, product, program or service among public health professionals. Your listing will remain in the app for one year and gain exposure after the event is over as alpha members continue to access the app for their notes, presentation materials, updates, to connect with other members, etc. Advertising Opportunities (Mobile App): Basic Listing includes corporation/organization name, brief description, and basic contact information Enhanced Listing includes the basic listing plus your logo, links to web sites and social networking sites, location on an interactive map, and the ability to add brochures and documents Additional Listing(s) for specific products, programs or services Cost $150 $250 $100 * Advertisement opportunities are subject to qualification and approval by alpha. 10

11 COMMITMENT FORM Please complete the form and fax/ it to Linda Stewart, fax: , Company/Organization: Contact Name: Title: Telephone: Ext. Address: Sponsorship Opportunities All sponsorship opportunities are available on a first-come, first-served basis, however, alpha reserves the right to select a partner for the Fitness Challenge based on compatible organizational values, goals and objectives. Payment must accompany signed contract. All cheques should be made payable and mailed to the Association of Local Public Health Agencies, 2 Carlton Street, Suite 1306, Toronto ON M5B 1J3. We regret we are unable to accept credit card payments. Cancellation must be received in writing. Cancellations received by 4:30 PM, May 8, 2015 are subject to a 25% cancellation fee. No refunds of payment will be made for cancellations received after May 8, Fitness Challenge Co-sponsor $15,000 Platinum Sponsor $5,000 and up Gold Sponsor $3,500 $4,999 Silver Sponsor $2,000 $3,499 Bronze Sponsor $1,000 - $1,999 Special Event please call alpha at ext. 25 Sponsorship Contribution = $ Exhibitor Opportunity Fees below apply whether exhibiting for the whole or only part of the conference. Exhibit locations will be assigned on a first-come, first served basis once payment is received. Please send payment to Association of Local Public Health Agencies, 2 Carlton Street, Suite 1306, Toronto ON M5B 1J; we regret we are unable to accept payment by credit card. Exhibit location will be at the discretion of the Association. Cancellations to exhibit space must be in writing, and will be accepted up to and including May 17, 2015, in which case all monies paid by the Exhibitor will be refunded, less an administration fee of $75 per exhibit space. Cancellations received after May 8, 2015 and no-shows will be required to forfeit the full exhibit fee. Corporate Rate: $1,000 Non-Profit/Government Rate: $ 550 Add HST (13%) = $ Exhibit Fee Total = $ continued on next page 11

12 COMMITMENT FORM page 2 Mobile App Advertisement Opportunity Please select a basic or enhanced listing and add any additional listings in the mobile app for specific products, programs or services. Basic Listing: $150 Enhanced Listing: $250 Additional Listing(s): X $100 each = total Subtotal = $ Add HST (13%) = $ Advertisement Fee Total = $ TOTAL Sponsorship/Exhibit/Advertisement Amount Contribution = $ Please complete this commitment form and it to Linda Stewart at Note: Organizations will be contacted regarding their sponsorship/exhibit/advertisement upon receipt of this application form. Sponsorship, exhibit, and advertisement opportunities are subject to qualification and approval by alpha. 12

13 EXHIBITOR INFORMATION FORM Please fill out one form per exhibit Organization: Exhibit Contact Name: Address: Phone: Please describe the type / size of exhibit (e.g. table top, free standing ; if free standing, include approx. square footage): Please check ( ) as appropriate: 1. Electrical power required? Yes 2. Anticipated amount of setup time required: 3. Date of set up: Monday, June 8-6:00 to 7:00 AM 4. Dates of exhibit: Monday, June 8 Tuesday, June 9 5. Shipping: Yes, we will be pre-shipping packages. Number of packages/boxes: 6. Special request for additional services or equipment e.g. Internet, AV or computer. Please specify your needs. We will inform you of the cost once we receive a quote. 7. Bringing our own equipment, details: 8. We require name badges for the following exhibit/display staff (please print name and title): continued on next page 13

14 EXHIBITOR INFORMATION FORM page 2 9. Please indicate special dietary needs or food allergies (including if severe allergy): 10. Please note the exhibit fee you have paid to reserve exhibit space includes the cost for meals for only ONE exhibit staff person. Additional meals is $105 per person on Monday or Tuesday, and includes breakfast, lunch, breaks. If you require additional meals for exhibit staff, please indicate below (price includes grats, taxes). Additional meals required for persons x $ each X days = Total of $ Please send payment to Association of Local Public Health Agencies, 2 Carlton Street, Suite 1306, Toronto ON M5B 1J. We regret we are unable to accept payment by credit card at this time. Please to Linda Stewart at by MAY 15, Thank you. 14

15 2015 alpha Annual Conference Rethinking Public Health June 7, 8 & 9 Ottawa Marriott Hotel, 100 Kent Street, Ottawa, Ontario Additional Information Hotel and Conference Centre Information: Hotel Accommodations: Guest rooms are limited at the main conference site, Marriott Ottawa Hotel. Book by 5 PM, May 13 to avoid disappointment. You may book accommodation at the hotel where the event will be held by clicking here (recommended) or calling toll-free Room rates begin at $180+ tax, per night, for a Traditional room. When reserving, please quote alpha Annual Conference Thank you for your interest in the 2015 alpha Annual Conference! 15

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