2016 Global Workforce Symposium Sponsorship & Marketplace Prospectus

Transcription

1 2016 Global Workforce Symposium Sponsorship & Marketplace Prospectus October 5-7, 2016 Marriott Wardman Park Washington, DC 1

2 2016 Sponsorship Opportunity Summary Opportunity Cost Premier Custom Sponsorship $18,375 Platinum Sponsorship $14,435 Gold Sponsorship $8,660 Silver Sponsorship $4,145 Stand Alone Sponsorship Varies (see below) Exhibit booth, 10 x 10 space $3,990 (non-member rate: $4,725) Premier Custom Sponsorship $18,375 All premier sponsorships are exclusive and include the following benefits: One complimentary full Symposium registration One complimentary list of Symposium pre-registered attendees that can be used to create mailing labels for a one-time mailing Preferred exhibit booth assignment if both Sponsorship & Exhibit contracts are received by June 1, 2016 Maximum visibility throughout the Symposium, through: o One full-page color ad in the Symposium program o Sponsorship noted on the Worldwide ERC website with hyperlink to company s home page (up to three months prior and one month post meeting) o Sponsor ribbon recognition on your company s attendee badges o Listing in the Symposium program with other sponsors o Recognition with company logo at the Opening General Session o Listing in the Symposium issue of Mobility magazine with other sponsors One custom item, items available for sponsorship: o Luggage Check NEW Located adjacent to the conference registration desk, this luggage check station will be manned and available all day Thursday and Friday. Sponsor will be recognized on signage, as well as on customized plastic hang tags, which will be affixed to bag handles when retrieved by owner. Sponsorship includes all of the Premier Custom Sponsorship benefits. o Coffee Cart NEW Available on Wednesday during registration hours (10:00 5:00), this sponsorship includes coffee cart with gourmet coffee selection with sponsor s logo on signage, cup holders and napkins. Sponsorship includes all of the Premier Custom Sponsorship benefits. o Escalator Clings NEW Only 1 left o Have a new idea for a sponsorship? Contact Alexandra at AHoltzman@worldwideerc.org 2

3 Cyber Café Attendee Hotel Keycards Attendee Lanyards Custom Items SOLD Notepads Relaxation Station Twitter Wall Mobility magazine Bellyband Mobile App Sponsorship Charging Station Platinum Sponsorship $14,435 The platinum level sponsorship includes the following benefits: One complimentary full Symposium registration One complimentary list of Symposium pre-registered attendees that can be used to create mailing labels for a one-time mailing Preferred exhibit booth assignment if both Sponsorship & Exhibit contracts are received by June 1, 2016 Maximum visibility throughout the Symposium, through: o Company logo imprinted in black or white along with other platinum sponsors on Symposium bags provided to all attendees o One full-page color ad in the Symposium program o Sponsorship noted on the Worldwide ERC website with hyperlink to company s home page (up to three months prior and one month post meeting) o Sponsor ribbon recognition on your company s attendee badges o Listing in the Symposium program with other sponsors o Recognition with company logo at the Opening General Session o Listing in the Symposium issue of Mobility magazine with other sponsors Gold Sponsorship $8,660 All gold level sponsorships include the following benefits: Preferred exhibit booth assignment if both Sponsorship & Exhibit contracts are received by June 1, 2016 Maximum visibility throughout the Symposium, through: o One quarter-page vertical color ad in the Symposium program o Sponsorship noted on the Worldwide ERC website with hyperlink to company s home page (up to three months prior and one month post meeting) o Sponsor ribbon recognition on your company s attendee badges o Listing in the Symposium program with other sponsors o Recognition with company logo at the Opening General Session o Listing in the Symposium issue of Mobility magazine with other sponsors 3

4 Silver Sponsorship $4,145 All silver level sponsorships include the following benefits: Sponsorship noted on the Worldwide ERC website with hyperlink to company s home page (up to three months prior and one month post meeting) Sponsor ribbon recognition on your company s attendee badges Listing in the Symposium program with other sponsors Recognition with company logo at the Opening General Session Listing in the Symposium issue of Mobility magazine with other sponsors Stand Alone Sponsorship Standing Light Boxes NEW $7,500 each 2 available These 8-foot-high, 10-inch-deep, and 40-inch-wide light boxes will be available on ERC registration level. Maximum two available. Refreshment Break $9,185 Only 1 left Premier placement of company logo exclusively on signage for sponsored refreshment breaks for all Symposium attendees. Floor Clings NEW $4,500 4

5 2016 Exhibit Program JOIN IN THE ENERGY AND FUN OF THE DYNAMIC EXHIBIT HALL! Research has found that companies can save 79% by meeting a prospective customer at an exhibition versus in the field. Save time and money by exhibiting with the industry s leading service providers and networking face-to-face with HR and workforce mobility professionals. This is the best place where you can introduce your products and services, position your company in the marketplace, maintain visibility, establish partnerships, connect with customers and generate revenue. Worldwide ERC has planned social events in the exhibit hall, including the Opening Reception, Thursday reception and Friday lunch to attract all attendees into the exhibit hall during exhibit hours. Dedicated exhibit hours do not conflict with other Symposium sessions and are specifically designed to maximize the time and visibility of exhibitors and promote quality networking opportunities with attendees! 2016 Exhibit Schedule TUESDAY, OCTOBER 4 12:00 pm 6:00 pm... Exhibit Setup WEDNESDAY, OCTOBER 5 8:00 am 2:00 pm... Exhibit Setup 4:30 pm 7:30 pm... Opening Reception and Exhibits THURSDAY, OCTOBER 6 4:15 pm 6:15 pm... Reception and Exhibits FRIDAY, OCTOBER 7 11:45 am 1:30 pm... Lunch and Exhibits 1:45 pm 5:00 pm... Exhibit Teardown Exhibit Only $3,990 This fee includes: One 10 x 10 full booth space, draped to include 8 high backdrops and 3 high side rails One 7 x 44 booth identification sign Listing in the Worldwide ERC exhibit directory, to be included in the Symposium program Listing on the Worldwide ERC website: two months prior and one month post-symposium One complimentary full Symposium registration per exhibiting company for full access to all Symposium sessions and social events Opportunity to purchase pre-symposium mailing labels for attendees registered as of August 25, Double booth spaces (10 x 20 ) and island booths (20 x 20 ) are also available. Please see the exhibit contract for pricing. *Please note that items such as furniture, electricity, carpeting, etc. are not included in the exhibit space fee. Costs are determined by local and regional rates. Forms for ordering will be available through Freeman and a link to their online 5

6 Exhibitor Services Kit will be sent to exhibitors along with their booth assignment confirmation in July. Place your order by September 5, 2016 to take advantage of discounted pricing! How is exhibit space assigned? Exhibit booth space fills up quickly and location assignments are made on a first-come, first-served basis in the order in which Worldwide ERC receives contracts and payments after preferred sponsor placement. The booth assignment process will begin on June 1, When the exhibiting company s contract comes up for placement, the primary and alternative representatives listed on the exhibit space contract will be ed an up-to-date floor plan to select location choices from available booth space. Booth assignments will be sent via by July 29, How do I reserve exhibit space? To reserve your exhibit space today, complete the exhibit contract and fax it to If you need the contract, contact Alexandra at AHoltzman@worldwideerc.org or

7 2016 EXHIBIT & SPONSOR RULES & REGULATIONS Worldwide ERC reserves the right to reject requests to advertise, sponsor, or exhibit in those cases which, in its sole and unfettered discretion, it determines not suitable or appropriate. Approval or rejection does not imply any Worldwide ERC opinion on the value or professionalism of the services or products in question. Admittance to the Exhibit Area Exhibitors will pick up badges ON-SITE. Badges are required during official move-in hours and during official registration hours each of the event days. Temporary workers and contractors working in the exhibitor s booth for installation or dismantle must wear a working pass. Company identification is to be presented at the time badges are handed out. Official Worldwide ERC badges are required for admission of all attendees. Booth Assignment and Sublease Worldwide ERC will strive to fulfill all space requests. Exhibit booth assignment will be made in the order that Worldwide ERC receives paid contracts after preferred sponsor placement. For contracts submitted by June 1, 2016, confirmation of booth location will be sent via by July 29, For contracts received after June 1, confirmation of booth location will be ed as soon after July 29 as the contract is processed by Worldwide ERC. Please note that the full payment must be received before booth space is confirmed. Worldwide ERC reserves the right to reassign booth space that has been confirmed in the event that the Exhibit Hall does not sell out. Exhibitor shall not sublet booth or any equipment provided by Worldwide ERC ; nor shall exhibitor assign this lease in whole or in part. Refund Policy In the event an exhibitor is forced to cancel the contracted exhibit space, Worldwide ERC requires written notice prior to August 14, 2015 and cancellation will be subject to a $500 cancellation fee. Failure to notify Worldwide ERC of the intent to cancel prior to August 19, 2016 will result in full loss of the exhibit fee paid. Should any space remain unoccupied one hour before the exhibit hall opens, Worldwide ERC reserves the right to rent such space to any other applicant or eliminate such space. Cancellation Worldwide ERC reserves the right to cancel this contract if, in its opinion, the previous conditions are not observed or if payment in full is not received at the time the exhibit space is contract is submitted. If, for causes beyond the control of Worldwide ERC, it is unable to comply with the terms of this contract and deliver the space allotted hereunder, this contract shall be considered terminated and any payments made by the exhibitor shall be refunded, less expenses incurred by Worldwide ERC. Use of an Outside Contractor Exhibitors must notify Worldwide ERC no later than September 1, 2016 of their desire to use an outside contractor by submitting the form in this package, along with a copy of the contractor s Certificate of Insurance. Worldwide ERC reserves the right to deny such request if, in its sole judgment, the proposed contractor cannot meet Worldwide ERC standards as to proficiency, ability, insurance or the like. Exhibit Space Occupancy Any Exhibitor that fails to occupy its assigned exhibit space by the end of published set-up hours, leaves its exhibit space unattended during Event hours, or begins dismantling of exhibit space prior to 7

8 the close of the Event by Worldwide ERC, may forfeit its right to the exhibit space and its eligibility to exhibit at future Worldwide ERC events. Displays Linear (in-line) booths over eight (8) feet in height and perimeter (backs to an outside wall) booths over twelve (12) feet in height and more than five (5) feet in depth are prohibited. For island booths, the entire cubic content of the space may be used up to a maximum height of sixteen (16) feet. Any signage or items exceeding these heights will be removed at exhibitors expense. If an exhibit hall does not have carpet, all exhibitors are required to have carpet in their booth. Carpeting and furniture are not included in the exhibit fee. If a booth is not carpeted by the end of setup, Freeman will be instructed to carpet the booth and bill the exhibitor. Displays and exhibits in public view are required to be appropriately finished on all sides and surfaces. If surfaces are unfinished, Worldwide ERC may authorize Freeman to complete necessary finishing and exhibitor will be responsible for all costs. No interference with the light or view of other exhibitors will be permitted. Show management will set reasonable limits on sound system levels throughout the event. Exhibitors may be required to discontinue usage of sound systems or music that exceeds acceptable levels as noted by show management. Exhibitors are responsible to adhere to local regulations involving fire, safety and business issues as required by permit or statute. Promotional Activities & Materials Exhibitors & Sponsors may not schedule private functions or events which conflict with officially scheduled Worldwide ERC events. Promotional activities are limited to the confines of space assigned by Worldwide ERC and these may not obstruct the aisles, general areas or spaces assigned to others. Exhibitors may distribute promotional materials at their exhibit booth only. Materials are not to be left at any other areas of the exhibit hall (i.e. bars, cocktail tables, food stations, etc.). If company materials are left anywhere outside of the company booth, they will be disposed of. Requests for approval for costumed booth personnel or to use entertainment of any kind must submitted in writing (fax or to meetings@worldwideerc.org) and received by Worldwide ERC by September 1, Prize Drawing Announcements At the Thursday reception in the Exhibit Hall, a representative from Worldwide ERC will announce all booth prize drawings in the exhibit hall just prior to the closing of the 4:30-6:30 pm reception. Forms for prize drawings will be distributed to each booth. All prizes are to be picked up in the individual exhibit booths. Please note that only one prize announcement per exhibiting company is allowed. Prize drawing announcements will only be made at the Thursday reception. Food & Beverage Food & Beverage may be dispensed from exhibitor s booth within these guidelines: exhibitors must submit request for approval to Worldwide ERC by September 1, Exhibitors must provide all attendees the opportunity to sample. Any food & beverage distributed by exhibitors must be arranged through the hotel/convention center after obtaining Worldwide ERC approval. Shipping, Labor, Furniture Rental, and Other Services Freeman, the official show contractor and decorator, will supply the exhibitor with an online Exhibitor Services site that will include order forms for drayage, furniture rental, installation and dismantling labor, and various other services. A link to the website will be sent via to the primary contact listed on the company s Exhibit Space Contract. All booth materials must be shipped to Freeman. Shipments will not be accepted by the convention center. Freeman will start accepting shipments on September 5, 2016, no earlier. Materials must be labeled as follows: Worldwide ERC Global Workforce Symposium 2016 Exhibiting Company Name & Booth Number c/o FREEMAN 9900 Business Parkway 8

9 Lanham, MD Phone: Security Tips for Exhibitors Show management will provide 24-hour guard service for the perimeter of the show and access to the exhibit hall. Exhibitors and approved installation/dismantling team will only be allowed on the show floor during official installation and dismantling hours WITH APPROPRIATE BADGE REQUIRED. Loss or damage to exhibitor property remains the sole responsibility of the exhibitor at all times. We recommend that exhibitors carry the appropriate insurance coverage and store excess supplies and merchandise with Freeman or in a facility outside the hall. During teardown, stay with your exhibit until your empty cartons are delivered and your goods are packed, sealed, and properly labeled. Any shipments not being handled by Freeman are the sole responsibility of the exhibitor. Responsibility for Loss or Damage The exhibitor assumes all responsibility for damage caused by the exhibit or the exhibiting company to the person, property, or rights of other parties including injury to floors, walls, decorations or equipment of the hotel or exhibit contractor. The exhibitor warrants that it carries insurance against any claim of negligence, personal injury, or intentional tort arising from its exhibits, including set up, removal, and operation, in an amount of at least $250,000. Indemnification The exhibitor agrees to hold harmless Worldwide ERC, Freeman, and their respective directors, officers, employees and contractors for any claim made against them arising from the exhibitor s action or inaction in fulfilling the duties under these Rules & Regulations. Venue & Jurisdiction The exhibitor agrees that any dispute arising (with the exception of payments due and owing for booth rental or miscellaneous rental fees) out of these Rules & Regulations will be settled by binding arbitration, with one arbitrator, under the then current commercial arbitration rules of the American Arbitration Association. Arbitration will take place in Arlington, Virginia and will be decided according the laws of the Commonwealth of Virginia. Arbitration will be final, and the arbitrator s decision may be entered into the records of any court of competent jurisdiction. 9