2010 FPA DFW Financial Planning Symposium Sponsor Information & Exhibitor Service Kit

Transcription

1 Financial Planning Association 2010 FPA DFW Financial Planning Symposium Sponsor Information & Exhibitor Service Kit Hilton Lincoln Center 5410 LBJ Freeway Dallas, TX May 7, 2010 The FPA DFW Financial Planning Symposium will be held Friday, May 7, 2010 at the Hilton Lincoln Center Hotel in Dallas. Our goal is to target the financial planning professionals interested in learning the latest financial planning strategies, learn from experts, share with colleagues and build their knowledge. WHAT-WHERE-WHEN The 2010 FPA DFW Financial Planning Symposium will be held at the Hilton Lincoln Center Hotel, 5410 LBJ Freeway, Dallas, Texas on Friday, May 7th. The event hours are 7:00 a.m. to 4:40 p.m. SPONSORSHIP BENEFITS Sponsorship at the FPA DFW Financial Planning Symposium includes a draped table, electronic spreadsheet of attendees and reserved seats for two representatives at the luncheon with the opportunity to host your table and meet attendees one on one. In addition to exposure at the conference, your company will receive the following benefits as an exhibitor: o Listing in the FPA DFW chapter newsletter as a supporting sponsor (distributed to 1000) o Listing in the event program schedule o Promotion and logo placement on the FPA DFW website ( o Advertisement in conference material and signage o Complimentary conference material o Two complimentary conference registrations, including any CE sessions and credits o All meals and refreshments (continental breakfast, lunch and breaks) o Name recognition to over 2000 financial professionals in the DFW area o Post conference attendee mailing list BOOTH PLACEMENT By limiting the number of sponsors to 35, we hope to give you an excellent opportunity to develop many profitable relationships with FPA members and other financial professional attendees. To maximize your exposure to attendees, booths will be arranged surrounding the main foyer, directly outside of the meeting rooms. This arrangement will allow conversations to be held throughout the day during various breaks, as well as the opportunity for you to participate in the sessions. Booth placement will be given priority based on your sponsorship level (i.e. Platinum, Gold and Silver)

2 2010 FPA DFW Financial Planning Symposium Sponsor Information & Exhibitor Service Kit Financial Planning Association EXHIBITOR INDEMNIFICATION CLAUSE Exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of injury to persons or damage to exhibitor s displays, equipment, or other property brought upon the premises of the hotel and agrees to indemnify, defend and hold harmless the FPA, the Hilton, and it s owners, servants, agents, and employees against all claims or expenses for such losses, including reasonable attorney s fees, arising out of the use of the Hotel premises excluding any liability caused by the negligence of the Group or the Hotel or it s owner servants, agents, and employees. The sponsor understands that neither the FPA nor the Hilton maintains insurance covering the exhibitor s property or list revenue and it is the sole responsibility of the exhibitor to obtain such insurance. EXHIBITOR BOOTHS SET UP & TAKE DOWN All sponsors will have one 3 x 6 draped table, two chairs, a company identification sign, and general security. Sponsors may bring in displays as long as it fits inside their booth. We have asked that representatives be allowed to set up their booth on Thursday evening, May 6 th after 6:00 p.m. or early Friday morning. Set up must be completed by 7:00 am on Friday, May 7. You are expected to represent your booth during the entire conference. PACKAGES All incoming packages should be addressed to the Hilton Lincoln Center and will not be accepted earlier than 48 business hours prior to Friday, May 7 th. Please number all boxes. All outgoing packages must be packed and clearly labeled prior to shipping. The business center at the Hilton will be happy to handle your outgoing packages. All packages and shipments must have the following information Hilton Dallas Lincoln Center 5410 LBJ Freeway - Dallas, TX Attn: Add your company name here Hold for Financial Planning Association May 7,

3 Financial Planning Association 2010 FPA DFW Financial Planning Symposium Sponsor Information & Exhibitor Service Kit AUDIO/VISUAL and SPECIAL BOOTH NEEDS You may order items for your booth such as an electrical hookup, telephone, or audio-visual equipment by completing the proper order form (if you have not received this from FPA please send a request to execdir@fpadfw.org). Costs for these special needs are the responsibility of the exhibitor and must be paid for prior to the event. The order form and payment should be returned directly to the Hilton via fax at CANCELLATION/REFUND POLICY There are no refunds for cancellation. ATTIRE The dress code for the event is business/business casual. Please keep in mind that Texas during the spring can be very warm. However, we do advise that you bring a sweater to the conference since meeting rooms can be very cold at times. CONFERENCE EVALUATIONS Throughout the event, the Special Events Director, FPA DFW Executive Director, and committee members will stop by your booth. This provides you an excellent opportunity to give your opinions and input on next year s conference. We strive to make this event an excellent opportunity for you and for our members it is important that you take a few minutes to share your thoughts. If you have questions or need assistance please see someone at the registration table and we will gladly assist you. QUESTIONS Please contact Melisa Hall, Executive Director, at , address: execdir@fpadfw.org or Melissa Brennan, Special Events Director, at , address: mbrennan@vfaonline.com UP-TO-THE-MINUTE INFORMATION Please check our website at for up to the minute information - 3 -

4 2010 FPA DFW Financial Planning Symposium BOOTH CONFIRMATION FORM Financial Planning Association Company Name: Phone: Attending Exhibitor Representatives: (Limit 2) Clearly write their names and addresses: Name Additionally, you may also the above names to along with the way you would like your company name to read on all conference material Checklist: Exhibitor space will include one table, two chairs, and draping. Exhibitors may bring in displays as long as it will fit inside their booth. Exhibits must be set up by registration opening (May 7 by 7:00 am). As a FPA DFW Corporate Partner the cost for this event is included in the price of your annual sponsorship dues and there is no balance due to exhibit at this event. We do ask that you return this form no later by April 15 th so that we can make sure your representatives are added to the guest list. One-page advertisement/promotional sheet for insertion in attendee notebook. See page 8 for details. Your company name will be printed as shown above unless indicated differently on the following page: Additional FPA DFW Partnership Opportunities: Tote Bag Sponsorship $1,000 Event Folder/Binder Sponsorship $500 Scholarship Sponsorship (Limited to 3) $600 Additional company representative $160 each Contact Melisa Hall at execdir@fpadfw.org for details or to sign up for one of the above sponsorship opportunities

5 Financial Planning Association Lodging Participants and exhibitors are responsible for making their own lodging arrangements. All reservations, changes and cancellations can be made by contacting the Hilton Lincoln Center directly at ; identify yourself as a Financial Planning Association DFW participant. The nightly conference room rate for FPA DFW Symposium 2010 is $149/single or double, plus parking and applicable taxes (currently 15%). A credit card will be requested at the time of the reservation, however, your credit card will not be charged until the date of arrival. Check-in is after 3:00 p.m. and check-out is noon. You will receive a confirmation from the hotel after making your reservation. We recommend that you arrange for your hotel accommodations as soon as possible. The deadline for making hotel reservations is April 15, Rooms are not guaranteed to be available after FPA's room block has been filled

6 2010 FPA DFW Financial Planning Symposium FREQUENTLY ASKED QUESTIONS Financial Planning Association Q: What is FPA? A: Financial Planning Association; the largest, strongest, and most respected financial planning industry organization in the world with approximately 27,000 members over 800 in the DFW chapter. Q: Who else is exhibiting at the 2010 FPA DFW Symposium? A: We plan to have approximately 35 exhibitors participating including our Corporate Partners. Q: How many attendees are expected? A: Between 250 and 300 attendees are expected. Our goal is to focus on the entire financial planning community which includes financial planners, insurance professionals, investment advisors, CPA s & attorneys. Q: Can I bring extra representatives? How many should I bring? A: Attendance by two representatives is included as part of your exhibit fee. Due to the large number of attendees, is it recommended that you have two individuals at the booth throughout the day. Extra representatives are permitted for an additional $160 each. Q: Do I have to stay for the whole conference? A: Yes. A representative must be at your exhibit space during all posted exhibit hours. Take down is allowed after 3:40 pm on Friday, May 7. Q: Can I attend the sessions and meals? A: Yes, an agenda will be provided. To acquire a better understanding of current trends in the financial planning profession, we encourage you to participate in as many sessions as you wish. Q: When can I set up and tear down? A: Set up time is tentatively scheduled for Thursday evening after 6:00 p.m. or Friday morning before 7:00 a.m. The conference ends at 4:40 pm on Friday, May 7. You may not tear down before 3:40 pm on Friday. Q: Where can I ship my booth and conference handouts? A: All incoming packages should be addressed to Hilton Lincoln Center and will not be accepted earlier than 48 business hours prior to Friday, May 7. Please number all boxes. All outgoing packages must be packed and clearly labeled prior to shipping. The business center at the Hilton will be happy to handle your outgoing packages

7 2010 FPA DFW Financial Planning Symposium FREQUENTLY ASKED QUESTIONS CONTINUED: Financial Planning Association Q: How can I decorate my exhibit space? What can I do or not do? A: Your exhibit space is limited only to your imagination. Please keep liability issues in mind when deciding on your decorations. Storage of literature and catalogs must be under or on the provided table. Table cloths with company logos are permitted. No items may exceed into the aisles. Q: How much literature should I bring? A: Bring enough materials for approximately attendees. Q: When are exhibitor hours? A: Friday, May 7, :00 a.m. 4:40 p.m. Q: What is the dress code? A: Business/business casual. Q: What is the FPA refund policy? A: There are no refunds for cancellation. This tradeshow is included in your Corporate Partnership dues and is pre-paid Q: Who do I contact if I have additional questions? A: Contact Melisa Hall, FPA DFW Executive Director execdir@fpadfw.org - 7 -

8 Financial Planning Association Advertise As a reminder, please send us your one page advertisement that you would like placed in each attendee's notebook no later than April 15th. You will need to provide 300 copies (standard 8 x 11 paper) Black & white OR color (your choice) Single or double sided (your choice) Paper can be matte, glossy and/or colored Graphics and/or verbiage on ad (your choice). All advertisements must reach us by April 15th or we will not be able to use them due to the fact that we are using a third party to assemble the binders/folders and this is the deadline they have given us. No exceptions can be made on the deadline. These will need to be shipped to our physical address as follows: Melisa Hall c/o FPA DFW Mountain Creek Trl. Frisco, TX Deadline: April