Support, Advertising and Exhibit Opportunities 10th Celebrating IOA: 10 Years of Growth and Innovation April 19 22, 2015 Pre-conference Courses and Professional Development Courses April 17 19, 2015 Sheraton Atlanta Hotel Atlanta, Georgia USA Join the Conversation: Learn. Share. Grow.
2 The vision of the International Ombudsman Association (IOA) is to lead the global Organizational Ombudsman profession by setting the standard for excellence in practice and demonstrating the effectiveness of the Organizational Ombudsman role to organizational leaders, policy makers, related professions and associations, and the public. IOA s more than 700 members worldwide are Organizational Ombuds who work in or with corporations, universities, non-profit organizations, government entities and non-governmental organizations and benefit from IOA s full roster of professional training and educational programs as well as networking opportunities and publications. We support our members by: Setting standards of practice, regulatory platform and code of ethics for the Organizational Ombudsman profession; Assisting in the establishment of Organizational Ombudsman offices; Providing excellent professional development resources, research and information; Increasing awareness and understanding of Organizational Ombudsman value among key stakeholders and the general public; Creating strategic alliances or direct communications with other key organizations and professionals involved in dispute resolution, governance, ethics and risk mitigation. The Committee welcomes all levels of financial support and gratefully acknowledges those who donate their time, experience, and wisdom to benefit the profession and IOA, including our committee members, committee chairs, board of directors, conference presenters, conference participants and everyone who helps make the annual conference a success. We recognize that individual contributions appear in many different forms. Thank you for helping IOA reach its goals! The association is a tax-exempt organization under IRS Section 501(c)6.
3 We hope you will participate in the IOA as one of our valued supporters. By sponsoring the conference you not only show your support of IOA and the Organizational Ombudsman profession, but you raise your visibility and have direct access to hundreds of ombuds professionals. All conference sponsors, supporters, exhibitors and advertisers will: receive honorable mention during the Appreciation Luncheon have their logo displayed on the conference website be listed in the conference program receive a list of conference attendees receive additional benefits depending on sponsorship level as detailed below Support Opportunities General Support Opportunities General Support opportunities enable the IOA to ensure the highest quality for all attendees. All General Support Opportunities give exposure to the supporting organization, recognizing them as key supporters of the Ombudsman community. Platinum Supporters for $20,000 receive Three (3) complimentary registrations to the annual conference Complimentary full-page advertisement in conference program Recognition in pre-conference publicity, including organization logo, including organization logo Company logo added to sponsorship banner and displayed at the conference Recognition on the IOA website Gold Supporters for $15,000 receive Two (2) complimentary registrations to the annual conference Complimentary full-page advertisement in conference program Recognition in pre-conference publicity Recognition with signage at the conference Recognition on the IOA website Silver Supporters for $10,000 receive One (1) complimentary registration to the annual conference Complimentary half-page advertisement in conference program Recognition in pre-conference publicity Recognition with signage at the conference Recognition on the IOA website Bronze Supporters for $5,000 receive Recognition in pre-conference publicity Recognition with signage at the conference Recognition on the IOA website Brass Supporters for $3,000 receive Recognition in pre-conference publicity Recognition with signage at the conference Individual Supporters receive
4 Targeted Sponsorship Opportunities All targeted sponsorship opportunities support the individual items or events selected. These sponsorships help to offset the costs of holding an international conference, and are integral in creating a dynamic experience for all involved. Each opportunity is exclusive, so your company will be featured prominently. Welcome Reception Sponsor $10,000 package benefits include: One (1) complimentary registration to the annual conference Promotional table outside of the reception room Promotional signage in the reception room Verbal acknowledgement at the event Pecha Kucha** Reception Sponsor $6,000 package benefits include: Promotional table outside of the reception room Promotional signage in the reception room Verbal acknowledgement at the event Attendee Lunches $3,000 Promotional signage at one of the attendee lunches. ** A Pecha Kucha is high-energy presentation format designed to share many innovative ideas in a short amount of time. There will be a series of 15-20 presentations with approximately 20 slides per presentation, 20 seconds per slide or 6 minutes and 40 seconds per presentation. Printed Program Sponsor $2,500 package benefits include: Organization s name and logo displayed on inside cover Printed programs will be distributed to all registrants on site Promotional Tote Bag Sponsor $2,000 package benefits include: Company logo and IOA logo printed on the front of tote Totes will be distributed to registrants ID Badge Sponsor $2,000 package benefits include: Company logo and IOA logo printed on ID badges Badges will be distributed to registrants Refreshment Breaks: $1,500 (Limit 6) package benefits include: Promotional signage at the break of your choice Pen Sponsor $1,500 Company logo printed on pens, which are provided to all attendees Contact IOA to customize a support opportunity that fits your marketing goals. 10th
5 Exhibit Opportunities Exhibit Fees IOA invites vendors to exhibit at the. Exhibitors are expected to promote products and services appropriate to the practice of Organizational Ombudsmen. IOA reserves the right to limit the number of exhibitors; placement is at the discretion of IOA and IOA reserves the right to refuse any exhibitor for any reason. The exhibitor agrees to hold IOA harmless from any and all claims or suits. IOA assumes no liability, including but not limited to, compensatory or consequential damages, or any errors or omissions in any printed material. The exhibitor rate is $500 per tabletop. This includes: One 6 draped table and a chair. One Exhibitor Pass, which includes breakfast, coffee breaks and lunch for the day(s) exhibiting. This does not include access to educational sessions. Additional exhibitor passes may be purchased for $50 per person per day. An attendee roster that includes mailing address (please note the attendee roster may be available prior to the conference upon request if exhibitor is paid in full). This exhibit fee does not include Internet, audio visual or electrical equipment and/or services, which the exhibitor may order separately through the hotel. Exhibit Hours Sunday, April 19 Noon 8:00 p.m. Monday, April 20 7:30 a.m. 5:00 p.m. Tuesday, April 21 7:30 a.m. 5:00 p.m. Wednesday, April 22 7:30 a.m. 3:30 p.m. Although exhibit hours are listed for the entire time the conference is in session, exhibitors may choose when to staff their exhibit. Suggested times are during breakfast, breaks, lunch, and at day s end. Please note that during educational sessions, most attendees will be attending sessions and may not be visiting exhibits. 10th
6 Program Advertising Opportunities The IOA 10th in Atlanta will highlight the association s 10 years of growth and innovation. The conference is a three-day educational gathering (plus two days of pre-conference courses) that draws more than 300 attendees Organizational Ombuds from academic, corporate, and institutional settings around the world. Advertise in the Program to heighten awareness of your products and services among all attendees, professionals in the Ombuds field. Reach representatives from a variety of multinational organizations universities and colleges, corporations, NGOs, government institutions, consultants as well as students in the field. The program is distributed to every attendee and speakers and contains all the details attendees need to move about the conference quickly. It is often kept long after the conference is over. Deadline Advertising contract due by: Tuesday, January 27, 2015 Advertising artwork due by: Monday, March 2, 2015 Ad Size Full page ad live area: 7.5 wide x 10 high; no bleeds Full page ad with bleed: 8.5 x 11 plus a 1/8 bleed Cost: $500.00 Half-page ad live area: 7.5 wide x 4.75 high; no bleeds Cost: $250.00 Quarter-page ad live area: 3.625 wide x 4.75 high; no bleeds Cost: $125.00 Orientation: Portrait Digital File Requirements Platforms and Programs: Black and white print-ready PDF. Images should be at least 300 dpi. Copy and Contract Regulations The advertiser agrees to indemnify the publisher against any and all claims or suits arising out of the publication of this advertising. All copy is the responsibility of the advertiser. Advertising placement is subject to the editor s discretion. Ads are non-commissionable to agencies and payment is the ultimate responsibility of the advertiser. IOA assumes no liability, including but not limited to, indirect, special or consequential damages, or for any errors or omissions in connection with any ad. IOA reserves the right to reject any ad. Note: IOA has the right to refuse any proposed advertisement unsuitable for publication. 10th
10th Exhibit, Support & Advertising Contract April 19 22, 2015 Pre-conference Courses and Professional Development Courses April 17 19, 2015 Sheraton Atlanta Hotel Atlanta, Georgia USA Celebrating IOA: 10 Years of Growth and Innovation Company Name Contact Name/Title Street Address City State/Province ZIP Code/Postal Code Country Work Phone Work Fax Email Address General Support Opportunities Platinum Supporter - $20,000 Gold Supporter - $15,000 Silver Supporter - $10,000 Bronze Supporter - $5,000 Brass Supporter - $3,000 Individual Supporter - $ Organization Website Targeted Sponsorship Opportunities Welcome Reception Sponsor - $10,000 Pecha Kucha Reception Sponsor - $6,000 Attendee Lunches - $3,000 Printed Program Sponsor - $2,500 Promotional Tote Bag Sponsor - $2,000 ID Badge Sponsor - $2,000 Pen Sponsor - $1,500 Refreshment Break Sponsor - $1,500 Exhibit Table $500 Advertising Full Page - $500 Half Page - $250 Quarter Page - $125 Total Payment $ USD Payment Check Please make checks payable to the International Ombudsman Association, in U.S. funds. Taxpayer ID number: 54-1785444 Check Number Amount Credit Card VISA MasterCard American Express Discover Credit Card Number Expiration Date Amount to be Charged Authorized Signature Date Print Name Billing Address (if different than above) Mail, email or fax a copy of this contract with payment to: IOA Attn: Chris Viglione 111 Deer Lake Road, Suite 100 Deerfield, IL 60015 Phone: +1-847-509-7991 Fax: +1-847-480-9282 Email: cviglione@ombudsassociation.org
8 Exhibit/Support/Sponsorship Rules and Regulations 1. ACCEPTABILITY OF EXHIBITS: All exhibits shall serve the interests of the members of IOA and shall be operated in a way that will not detract from other exhibits or from the Exhibition. Exhibit Management determines the acceptability of persons, things, conduct, and/or printed matter and reserves the right to require the immediate withdrawal of any exhibit, which is believed to be injurious to the purpose of the Association. In the event of such restriction or eviction, IOA is not liable for any refund of exhibit fees, or any other exhibit-related expense. 2. APPLICATION FOR SPACE: Application for space shall be made in writing on the official application form. 3. ASSIGNMENT OF SPACE: Exhibit space, sponsorships and support packages are assigned on a first-come, first-served basis. IOA will attempt to honor all requests for exhibit space/sponsorships/support packages. Not withstanding the above, IOA reserves the right to change location assignments at any time, as it may in its sole discrimination deem necessary. 4. PAYMENT: Full payment for exhibit, sponsorship and support packages is required with the completed contract. 5. CANCELLATION: IOA must be notified in writing in the event of tabletop and/or support cancellation or space reduction. If cancellation of exhibit tabletop occurs prior to Feb. 25, 2015, the exhibitor/supporter/ sponsor will be refunded 50% of the payment received. After Feb. 25, no refunds will be made. 6. FAILURE TO OCCUPY SPACE: The exhibitor will forfeit space not occupied by the close of the exhibit installation period and this space may be resold, reassigned or used by Exhibit Management. Exhibit Management reserves the right to assign labor to set up any display that is not in the process of being erected by the given deadline. The exhibitor will be billed for all charges incurred. 7. EXHIBIT FEE INCLUDES: One 6 draped table and one chair One complimentary Exhibitor pass, which includes breakfast, coffee breaks and lunch for the days exhibiting. One attendee roster that includes mailing address. 8. CANCELLATION OF MEETING AND EXHIBITION: If IOA should be prevented from holding the Exhibition by reason of any cause beyond its control (such as, but not limited to, damage to buildings, riots, labor disputes, acts of government or acts of God) or if it cannot permit the exhibitor to occupy the space due to causes beyond its control, then IOA has the right to cancel the Exhibition with no further liability to the exhibitor other than a refund of space rental less a proportionate share of Exhibition expenses. 9. RESTRICTIONS ON USE OF SPACE: No exhibitor shall sublet, assign, or share any part of the space allocated without the written consent of IOA. Solicitations or demonstrations by exhibitors must be confined within the bounds of their assigned space. Aisle space shall not be used for exhibit purposes, display signs, solicitation or distribution of promotional material. Exhibits, signs and displays are also prohibited in any of the public areas or elsewhere on the premises of the meeting facilities or in the guest rooms or hallways of the hotel. Operation of sound devices is allowed if the exhibitor complies with Exhibit Management s discretion on volume. Any firm or organization not assigned exhibit space will be prohibited from soliciting business at the Exhibition.
9 Exhibit/Support/Sponsorship Rules and Regulations 10. CONSTRUCTION OF EXHIBITS: Exhibits shall be constructed and arranged so that they do not obstruct the general view of any other exhibit. 11. CARE OF EXHIBITS: Nothing shall be posted on, nailed, screwed, or otherwise attached to columns, walls, floors or other parts of the building or furniture. Distribution of promotional gummed stickers or labels is strictly prohibited. Any property destroyed or damaged by an exhibitor must be replaced or restored to its original condition by the exhibitor or at the exhibitor s expense. 12. CONFLICTING EVENTS: The exhibitors attending the IOA will be required, as a condition of their participation, not to sponsor conflicting events. Conflicting events are educational or social events that are scheduled during the same time frame encompassed by the IOA. 13. FIRE REGULATIONS: All fabrics and other materials used for decorative purposes must be flameproof. Each exhibitor must have a certificate showing that display material has been treated by a fireproofing compound approved by the appropriate city agency. All packing and decorating material must not be packed in paper, straw or excelsior. Any merchandise packed in flammable material cannot be brought into the show. All electrical equipment must be U.L. approved and must be wired in accordance with the rules of the local Board of Fire Underwriters. All empty cartons and/or crates must be removed from the exhibit area. Local fire department regulations relating to exhibits and supplied to each exhibitor will be strictly enforced and are part of the exhibit contract. 14. SECURITY: Peripheral security guard service is provided by Exhibit Management. However, it is the responsibility of each exhibitor to protect display material from loss or damage. Please be certain that all small display and personal items are secure before leaving the display-even temporarily. 15. UNIONS AND CONTRACTORS: Exhibitors agree to abide by the Rules and Regulations concerning local unions having agreements with the Exposition facility or with authorized service contractors employed by Exhibit Management. Only the official contractors designated by Exhibit Management will be permitted in exhibit areas unless authorized by Exhibit Managers. 16. COMPLIANCE: The exhibitor agrees to abide by and comply with the Rules and Regulations including any amendments that Exhibit Management may make from time to time. Exhibitor further assumes all responsibility for compliance with all pertinent laws, ordinances, regulations and codes of duty authorized by local, state and federal governing bodies concerning fire, safety, and health as well as the rules and regulations of the operators of and/or owners of the property where the Exhibition is held. 17. INSURANCE: The exhibitor assumes all responsibility for any and all loss, theft or damage to exhibitor s displays, equipment and other property while on the Sheraton Atlanta Hotel premises, and hereby waives any claim or demand it may have against the International Ombudsman Association (IOA), the Sherwood Group and the Sheraton Atlanta or its affiliates arising from such loss, theft or damage. In addition, the exhibitor agrees to defend (if requested), indemnify and hold harmless the International Ombudsman Association, The Sherwood Group and the Sheraton Atlanta and their respective parent(s), subsidiary(ies), employee(s) and other related or affiliated companies from and against any liabilities, obligations, claims, damages, suits, costs and expenses, including, without limitation, attorney s fees and costs, arising from or in connection with the exhibitor s occupancy and use the exhibition premises or any part thereof or any negligent act, error or omission of the exhibitor or its employees, subcontractors or agents.