How to Hold a Successful Annual Conference in Montreal

Transcription

1 SPONSORSHIP AND EXHIBITOR OPPORTUNITIES 73 rd Annual Conference CAUBO 2016 Hosted by the University of Québec Quebec City Convention Centre, Quebec City

2 Looking for opportunities to reach key decision-makers on Canadian campuses? CAUBO members are the principal and most senior administrators of a large number of university and college functions. Outside of the academic environment, no other association represents as many and as broad a mix of senior decision-makers in the Canadian post-secondary education sector. One important aspect of CAUBO s mission is to facilitate interaction between institutional members and the corporate community and encourage the sharing of ideas and information, best practices, and new trends in products and services that help member institutions achieve their goals. Sponsors and exhibitors will have the opportunity to: l Build relationships with key decision-makers from the higher education sector l Promote their products and services to this important market l Network with current clients and connect with new contacts About CAUBO Founded in 1937, the Canadian Association of University Business Officers (CAUBO) is a non-profit professional organization representing senior administrators at 106 universities and affiliated colleges and 38 community colleges in Canada. Annual Conference The conference is CAUBO s premier professional development event and includes thoughtprovoking sessions, ample networking opportunities, a two-day trade show and numerous sponsorship opportunities. More than 500 senior administrators from Canadian universities attend the conference, as do over 60 exhibitors and sponsors. In total, more than 600 people participate in the conference annually. Each year, CAUBO s annual conference is hosted by one of its member universities. From June 12 14, 2016 CAUBO and our host, the University of Québec, invite you to historic Quebec City, on the banks of the mighty Saint Lawrence River! 2

3 Attendees The CAUBO Conference attracts over 500 delegates, including vice-presidents and directors working in a variety of functional areas such as financial services, human resources, investment management, internal audit, facilities management, procurement, and risk management, as well as representatives from the corporate sector Attendance by Region Québec 5% East 23% Ontario 43% West 28% International 1% Meet decision-makers from across the country in one location Delegate Years of Experience in Higher Education 20% 2015 Delegate Profile Business Categories Human Resources Internal Audit Computing / IT 2% EHS/Risk Managers 4% 5% 4% Procurement 7% 15% 10% 5% Central Finance/ Budget/Treasury 35% Academic Administrators 25% 9% 9% Facilities Management Vice-President Finance & Admin The CAUBO conference is the largest non-academic university business and administration conference in Canada. 3

4 Be a part of this popular event! CAUBO offers a variety of sponsorship packages to fit your marketing objectives and budget. Sponsorship Opportunities (with a Booth) 8 x 10 booth in the exhibit hall Access to meal functions served in the trade show area Access to the preliminary list of registered conference delegates and a post-conference list Listing in the sponsor directory which is distributed to all delegates (corporate logo, 100 words describing your products and services for higher education, name and contact information of the person responsible for the higher education market) Your company name in the conference issue of University Manager (distribution 4,000) PRINCIPAL PARTNER ($20,000) PRESTIGE PARTNER ($15,000) MAJOR PARTNER ($10,000) ASSOCIATE PARTNER ($5,000) EXHIBITOR ($3,000) Your company name or logo in the fall issue of University Manager (Conference follow-up section) Listing on sponsors board at the conference Company recognition on the sponsors section of the conference website with hyperlink with hyperlink Your company name and text (up to 50 words) describing your products/services for higher education in the Sponsor Profile section of the spring issue of University Manager Ad in the conference program Full page ad Full page ad 1/2 page ad 1/4 page ad Full conference delegate registration (includes attendance at all sessions, 2 breakfasts, 4 coffee breaks, 2 luncheons, Welcome Reception, President s Dinner and Farewell Evening) Three Two Two One Opportunity to register additional representative(s) for the conference at the early-bird member fee versus the nonmember fee (prior to April 29) Three Two Two One Choice of visibility for one of the following: Mobile conference app Welcome Reception* President s Dinner* Farewell Evening* * (includes 3 tickets to sponsored event) Plenary speaker Luncheon Breakfast AM Break PM Break Preferred booth location Tickets to attend the Optional Event on Saturday evening Insertion of approved promotional material in registration packages (may not exceed four (4) 8.5 x 11 sized pages printed on both sides) Two 4

5 Exclusive Sponsorship Opportunities (without a Booth) NOTE: Each of these opportunities is offered exclusively to one company. Opportunities will be assigned on a first-come, first-served basis. Hotel Key Card Sponsorship $10,000 As the exclusive sponsor of the conference key cards, you ll be in the pocket of conference attendees. Your corporate logo will be printed on the host hotel s key cards along with the CAUBO 2016 logo and the conference welcome message. These key cards will be distributed to all delegates who reserve a guestroom under the CAUBO block at the host hotel. Official Conference Sustainability Sponsor $10,000 Sustainability is a priority for CAUBO members, our Board of Directors, and the CAUBO 2016 organizing committee from the University of Québec. We are committed to implementing green initiatives at the CAUBO 2016 conference. Become the official Sustainability Sponsor and show your organization s support for these important initiatives. Your organization will be provided with visibility in the green initiatives section of the conference program, on the conference web site (including a link to your organization s own sustainability initiatives page), in the conference issue of CAUBO s quarterly magazine, University Manager, on the green initiatives signage and with a verbal mention during one of the plenary addresses. Eco-Friendly Delegate Tote Bags $10,000 Your visibility with conference delegates will be in the bag if you sponsor the eco-friendly tote bags which are distributed to all registered conference delegates and their companions. The bags, which will be cobranded with the conference logo and your corporate logo, will be used by participants throughout the conference and in many cases, long after. Note: conference logo is slightly larger and more prominent. Wireless Internet during Conference Sessions $10,000 A much-requested service from our delegates! Connect with delegates by sponsoring wireless internet access during conference sessions. Delegates can access presentations submitted in advance by our speakers via their smartphones, tablets or other internet-enabled devices and follow along without having to print out the slides. Your company s website will appear as the default start page when delegates connect to the wireless internet. In addition to the above, all of the following benefits listed below will be extended to the Hotel Key Card, Sustainability, Tote Bag and Wireless Internet sponsors: Access to a preliminary list of registered conference delegates as well as to the final post-conference list Listing in the sponsor directory which is distributed to all delegates (corporate logo, 100 words describing your higher education-focused products and services, name and contact information of the person responsible for the higher ed sector) Your company name and up to 50 words describing your higher education-focused products and services in the Sponsor Profile section of the University Manager magazine conference issue Your company logo posted in the sponsors section of the conference website Half-page ad in the conference program on sponsors board at the conference TWO full conference delegate registrations includes attendance at all sessions, 2 breakfasts, 4 coffee breaks, 2 luncheons, Welcome Reception, President s Dinner and Farewell Evening Opportunity to register TWO additional representatives for the conference at the early-bird member fee (prior to April 29) 5

6 Optional Event Sponsorship Opportunity $3,500 (maximum of 1 sponsor) An optional event will be available to delegates on Saturday evening. (Note: attendance at this event is not included in main conference registration fee.) Benefits of sponsorship in the conference issue of University Manager distribution 4,000 posted on the sponsors section of the conference website Listing in the sponsor directory, which is distributed to all delegates (corporate logo, 100 words describing your higher education-focused products and services, name and contact information of the person responsible for the higher education market) on the sponsors board Access to the list of registered conference delegates Visibility through signage at the sponsored event Verbal recognition at the sponsored event Registration for the sponsored event One Don t miss out on these key opportunities Reserve your sponsorship now! For more information, please contact: Tamara Nemchin Associate Director, CAUBO Albert Street, Ottawa, ON K1R 1B1 Tel.: (613) ext. 336 Fax: (613) tnemchin@caubo.ca Click here to visit the CAUBO 2016 website. 6

7 Exhibitor Information EXHIBIT HOURS: Monday, June 13, :00 a.m. 10:45 a.m. 12:00 p.m. 1:30 p.m. 2:45 p.m. 3:15 p.m. Tuesday, June 14, :00 a.m. 10:45 a.m. INSTALLATION: Sunday, June 12, :00 a.m. 5:00 p.m. DISMANTLE: Tuesday, June 14, :45 a.m. 4:00 p.m. CONFERENCE SCHEDULE: For more information on the conference schedule, please visit our website. EXHIBITOR BOOTHS: Each booth space will be equipped with a standard booth, black 8 foot high back drape and 3 foot high side drape, one 6 foot skirted table, 2 chairs, one 120 volt, 1500 watt (double receptacle) electrical outlet, one wastebasket and complimentary wireless internet access. EXHIBITOR MANUAL: Once your participation as an exhibitor has been confirmed, we will provide you with an exhibitor manual containing the following: Trade show contractor details and order forms Shipping and storage information Material handling order forms Customs broker information Order forms for audio-visual equipment, telephone lines, WIRED high speed internet and additional electrical connections Exhibitor name badge form SECURITY: Security will be provided during non-exhibit hours. ACCOMMODATIONS: For details on CAUBO 2016 official accommodations or how to make a reservation, please visit our website. If you wish to change/cancel your reservation, we ask that you please contact the hotel before April 15 th to provide us with an opportunity to resell your unused guestroom. CAUBO faces financial penalties for unused rooms. CEILING HEIGHT: All booth heights should not exceed 10 feet in height. Please note that the lowest ceiling height in the tradeshow at the Quebec City Convention Centre is 11 ft. EXHIBIT LOCATION: Québec City Convention Centre 1000, boul. René-Lévesque Est, Québec (Québec) G1R 5T8 7

8 CAUBO 2016 Tradeshow Floor Plan B TTAV TTAV DESSERTS AND/OR COFFEE SMALL BUFFET 7 TABLES 2' X 6' LARGE BUFFET 15 TABLES 2' X 6' DESSERTS AND/OR COFFEE TTAV TTAV 200 ABC AIRE: M PERMETRE: 340.0M DIMENSION: 69.5M X HAUTEUR: PLAFOND AUTOUR: PLAFOND: SALLE D'ENTRÉE: PORTE D'ENTÉE DU MATERIAL: 2 68 TTAV TTAV & MAXIMUM 8 220, rue Lee Québec, (Québec) G1K 2K6 Téléphone: (418) Télécopie: (418) Client / Client CAUBO 2016 Projet / Project PLAN DE SALLE - 70 Stands 8' X 10', 15 Bistro Tables Salle / Room CCQ 200AB Ville / City QUÉBEC

9 Exhibit/Sponsorship Application Form Company Name: (As you would like it to appear in the sponsorship directory) Company Name in French (if applicable): (As you would like it to appear in the sponsorship directory) Contact Name: (person to receive information) Title: Tel. : ( ) ext: Fax: ( ) Mailing Address: City, Province: Address: Postal Code: SPONSORSHIP categories WITH A BOOTH (Please select the event that you would like to sponsor. Events will be confirmed on a first-come first-served basis.) PRINCIPAL PARTNER ($20,000) Welcome Reception President s Dinner Farewell Evening Mobile Conference App PRESTIGE PARTNER ($15,000) Lunch on Monday Lunch on Tuesday Plenary Speaker (Monday or Tuesday) MAJOR PARTNER ($10,000) Refreshment Break Breakfast on Monday Breakfast on Tuesday ASSOCIATE PARTNER ($5,000) EXHIBITOR ($3,000) Exclusive SPONSORSHIP opportunities WITHOUT A BOOTH Hotel Key Card Sponsorship ($10,000) Official Sustainability Sponsor ($10,000) Eco-friendly Delegate Tote Bags ($10,000) Wireless Internet Access ($10,000) OPTIONAL EVENT ($3,500) IN-KIND SPONSORSHIP $ value determined by CAUBO. Please contact Tamara Nemchin for information regarding in-kind contributions. PLEASE RETURN THIS FORM, ALONG WITH THE SIGNED TERMS AND CONDITIONS AGREEMENT AND YOUR PAYMENT TO: Tamara Nemchin Associate Director CAUBO Albert Street Ottawa, ON K1R 1B1 Tel.: (613) ext: 336 Fax: (613) tnemchin@caubo.ca Credit Card # Expiry Date: / Verification #: Cardholder Name: Signature: Amount to be charged: $ (CAD) Cheque or Money Order to CAUBO Please send me an invoice (payment is due within 30 days of the issue date of the invoice) * Your participation will not be considered confirmed until payment is received. 9

10 Terms & Conditions Application/Acceptance/Confirmation Acceptance of this contract by CAUBO is effective when a copy of this contract is signed by an authorized representative of your organization and when a confirmation is issued by CAUBO. Once the contract is accepted, the application will constitute a binding agreement upon the applicant, subject to the terms, rules and regulations set forth in this contract. Fees & Payments Sponsorship costs are listed in the CAUBO annual conference sponsorship and exhibitor opportunities prospectus. Payment is due within 30 days of the issue date of the invoice. If payment is not received within 30 days, CAUBO will not guarantee the availability of the booth location or sponsorship opportunity assigned beyond this date. Applications received less than 45 days prior to the event must be accompanied by 100% payment of fees. Applications will be accepted in order of receipt. In the case of conflicting, simultaneous submissions, CAUBO reserves the right to determine the final assignment. All outstanding debts owed to CAUBO by Exhibitors must be paid prior to participation in the exhibition. If such debts remain unpaid at the time of the exhibition, CAUBO reserves the right to exclude Exhibitor and its subcontractor(s) from the exhibition without liability and without forgoing right to full collection. Sponsors with an outstanding balance due at the time of their assigned event may be prohibited from participation until payment is made. Said prohibition does not constitute cancellation for either party and advance fees will not be refunded. If the requested sponsorship is unavailable, the applicant will be advised of alternate selections available. If there are no alternate selections of like size and/ or cost available, the applicant will receive a full refund (no administrative fees imposed). Cancellation Policy Cancellation by the sponsor must be received in writing and will result in a refund based upon the following schedule: Cancellations made prior to 120 days before the beginning of the event will be provided a full refund minus a $200 administrative fee. Cancellations received days before the show shall be refunded 50% of the total sponsorship commitment. No refunds will be provided within 60 days of the event. CAUBO reserves the right to resell/reassign sponsorships upon receipt of written cancellation. Applications not fully paid by the event start date are subject to cancellation and/or re-assignment at CAUBO s discretion, without refund and with liability for the balance remaining due. Failure to Occupy Space Any exhibitor not checked in one hour prior to the official opening of the hall will be considered a no-show unless the exhibiting company has made prior arrangements with the show manager. The show manager reserves the right to force set an exhibitor s booth if freight has been delivered or remove freight from the floor prior to show opening. All charges will be applied to the exhibitor s account. CAUBO reserves the right to resell, reassign, or use the space of no-show companies without refund. Hosting Entertainment Functions Applicant agrees not to sponsor group functions such as sporting events, tours, receptions, dinners, presentations or other activities during the conference and exhibition hours that would in any way interfere with delegate attendance at regular CAUBO activities or entice visitors away from the CAUBO conference or tradeshow. The sponsor must clear with CAUBO staff any intended group functions. Sponsorships Sponsorships will be reserved on a first-come, first-served basis, based on the receipt of a properly executed application requesting sponsorship of specific event or space at the tradeshow. Sponsors will not be advertised in CAUBO printed material unless full funds are received prior to publication of the material. Exhibitors CAUBO reserves the right to change a space assignment after the assignment is made should it become necessary to do so. Exhibitors will be notified immediately should this be the case. All demonstrations and exhibits must be confined to the exhibit booths. No exhibitor shall assign, sublet or share the whole or any part of the booth space allotted without the written approval of CAUBO. Exhibitor must confine activities to the space contracted. Exhibitor will not be permitted to use strolling equipment or distribute samples or giveaways except within its booth. Any actions that may undermine the efforts of another Exhibitor such as loud music or obstructing walls will not be permitted. The height of the material in your booth cannot exceed three feet along the sidewalls. The height can be up to eight feet tall along the last three feet of the sidewall at the back of your booth to accommodate popup display walls. Incorporation of Exhibitor Kit The contents of the exhibitor kit or its equivalent provided by CAUBO are hereby incorporated by reference and made part of this contract. CAUBO may, from time to time and without prior notice to Exhibitors, amend the contents of the exhibitor kit. CAUBO will notify Exhibitors of such changes within 30 days of implementation. Liabilities and Restrictions Neither CAUBO, nor the Conference Facility, nor the Official Exhibition Contractor shall be liable for loss or damage to any Exhibitor property and/or the property of Exhibitor s subcontractor(s) in storage, in transit to or from the exhibition building, or while in the convention centre building or premises. All property of the Exhibitor and/or of its subcontractor(s) shall be deemed to remain under the Exhibitor s custody and control in storage, in transit to or from, and within the confines of the exhibition hall even though it may at times be under the temporary control or direction of CAUBO or the Official Exhibition Contractor. Exhibitor assumes full responsibility for the acts, omissions, and conduct of its representatives, agents, and contractors and agrees to indemnify, hold harmless, and defend CAUBO, its officers and directors, employees, and agents from and against any and all claims, losses, damages, governmental fines or penalties, and costs or expenses (including court costs, interest, and attorney fees) of any kind whatsoever arising from such acts, omissions, and conduct except to the extent that such claims, losses, and damages are the direct result of CAUBO s gross negligence or intentional acts. In any event, CAUBO s liability to Exhibitor under this Contract shall be limited to and not exceed the amount of booth fees paid by Exhibitor. Signature The undersigned has agreed to participate as a Sponsor/Exhibitor of CAUBO The applicant agrees to pay the designated sponsorship amount as stated in this contract. Once the contract is accepted, the application will constitute a binding contract upon the applicant, subject to the terms, rules and regulations set forth in this agreement. Signature Name Title Company 10 Date