Americas Mobility Conference Dallas/Fort Worth, Texas May 2018 Gaylord Texan Hotel

Transcription

1 Americas Mobility Conference Dallas/Fort Worth, Texas May 2018 Gaylord Texan Hotel 1. Read this, if your mobility market is in Canada, the U.S., or Latin America! If you service mobility clients anywhere in the Americas, then you ll want to have a presence at the Worldwide ERC Americas Mobility Conference 2018! 2. Say yes! to this remarkable event Our sponsors and exhibitors were exhilarated with the dialogue and business development they experienced at the Americas Mobility Conference Here are some of our record-breaking stats: 84 exhibitors! 41 sponsors! Over 1,000 attendees from 14 countries! 18% corporate/hr attendees! Give yourself a nice long runway to plan your most successful Americas Mobility Conference 2018 outcome! Act now to complete your sponsorship contract (pg. 6) or Marketplace contract (pg. 9)! 3. then it s all about creating a lasting impression. We know that marketing your company and creating awareness for your brand is a strategic process. We re invested in your event success, and we re poised to work with you to select or develop sponsorship options so that you can drive more traffic where you need it, introduce a new product, gather new prospects, set up demos, share research, manage giveaways and enjoy a spectacular outcome from the Americas Mobility Conference! 69% of people attend face-to-face events to shop for new products and services. Center for Exhibition Industry Research We re here to help you strategize and customize. We ve designed a wide range of possibilities and several investment levels of sponsorship opportunities for you to choose from, but they go quickly! In fact, our 2016 booth spaces sold out, and we ve already pre-sold some significant 2018 sponsorships and Marketplace exhibits. Plan your Conference participation and lock it down! Review the enclosed details and respond quickly for your best options Please note that important dates for sponsorship discounts are outlined in the prospectus Booth choice is based on the contract submission date the earlier the commitment, the better the selection options! 1

2 We work with you to create a package that meets your company s specific needs, and that complements your branding goals. If you wish to explore opportunities beyond those outlined within this prospectus, please contact Shab Shahbazi at SShahbazi@worldwideerc.org Worldwide ERC sponsorships are designed to meet a range of investment levels, all of which provide a high degree of return for your company, with significant visibility to an audience of HR and workforce mobility professionals at each event. We re open to your ideas, and to developing a package that enhances your branding goals, meets your company s business needs and aligns with your resources. Custom item with your logo Sponsorship Benefits Sponsorships Levels Company logo imprinted in black or white on event bags, distributed to all attendees. (Exclusively for Platinum sponsors) One large color ad on the event mobile app Premier Platinum Gold Silver $17,500 $13,750 $8,250 $3,950 One small color ad on the event mobile app Sponsorship noted on the Worldwide ERC website with hyperlink to company s home page (up to three months prior and one month after the event) Sponsor ribbon recognition on your company s attendee badges Listing with all sponsors in the event mobile app Recognition with company logo at the Opening General Session Listing in the event issue of Mobility magazine with all sponsors One complimentary full registration One complimentary list of pre-registered attendees. Suggestion: use list to create mailing labels for a one-time mailing. ( addresses and phone numbers not included) Gold Passport Exclusive Inclusion- A passport will be distributed to all attendees in order to get stamps from all of the Gold Sponsors at their booths. They will then be entered in a raffle, to win a prize provided by Worldwide ERC. 2

3 Premier Custom Sponsorships For the Premier Custom Sponsorship item with your logo, items with an asterisk (*) will be included in the event bag. Select from: Available! *First Aid 22 Piece Travel Kit your company logo printed on a first aid kit in a red travel bag which contains: 15 adhesive bandages, 1 antiseptic towelette, 1 moist towelette, 1 soap wipe, and 4 alcohol prep pads. Available! *Rally Rain Poncho Ball your company logo imprinted on a one-size-fits-all hooded poncho (35x47inch.) for unexpected downpours. Conveniently compact container hooks onto a keychain, fits into a small pocket. Available! *Odon 9-LED Flashlight your company logo printed on flashlight and will be distributed in the conference bag for all attendees Available! *Wire Selfie Stick your company logo will be printed on the PVC coated handle. Adjustable phone holder fits all smartphones and just press the button located on the handle to take a perfect selfie, does not require a battery or use of an app. Available!*Silicone Phone Wallet Adheres to back of your Phone with Strong Adhesive. Perfect for Carrying Identification, Room Keys, Cash or Credit Cards with your company logo Available! *Mobility Magazine Bellyband Valuable advertising space with your sponsorship of the bellyband wrapped around the event issue of Mobility, distributed to all attendees. Available! *BRIGHTtravels RFID Passport Wallet with Lanyard this travel wallet can hold a passport, credit / ID cards, travel document, pen, and cellphone. Inner RFID pocket for credit cards. Lanyard has a breakaway function, along with your company logo Available! Coffee Cart Gourmet coffee selection and coffee cart with sponsor s logo on signage, cup holders and napkins. Available! *Revello Passport Cover will reflect your company logo and is designed to hold a US passport or Canadian passport and is perfect for those who travel internationally or domestic. Includes a pen loop. (Pen not included). Available! *Penta 6 in 1 Screwdriver Flashlight Your company logo to appear on a convenient size foldable screwdriver tool for torx star head, flat and Philips styles and 4 white LED flashlight with on/off power switch on the back. Available! *Privacy Camera Blockers in Case This clear case packs 3 pcs of camera blockers to protect your security and privacy from your mobile devices and your company logo will be imprinted Available! *Mini-Maps your company logo printed on a customized mini-map of Dallas showing attendees what to see while at the Americas Mobility Conference. Standalone Sponsorships (No additional benefits included) Available!*Sweet Dreams Agenda Your company logo printed on the schedule of events will be the last impression attendees have before going to sleep. Refreshment Break $8,750 2 available! Premier placement of company logo exclusively on signage for sponsored refreshment breaks for all attendees. Standing Light Boxes $7,500 2 available! These 8-foot-high, 10-inch-deep, and 40-inch-wide light boxes will be available on the Worldwide ERC registration level. Maximum two available. Do you have a great idea for another sponsorship? Please contact Shab Shahbazi at SShahbazi@worldwideerc.org. She d love to talk! 3

4 Important Dates for Sponsors Make sure these important dates are on your calendars! Required items are based on your level of sponsorship. Please refer to the Sponsorship Benefits table in this prospectus (pg. 2) for further details about what is included with your sponsorship. All forms should be returned to unless otherwise noted. Due Date Item Due Additional Details Right away! Contract with payment ASAP Please submit your contract online with payment: Online Form 15 March 2018 Written cancellation notice Cancellation before this date will be subject to a $500 cancellation fee. Failure to notify Worldwide ERC of the intent to cancel by this date will result in full loss of the exhibit fee paid. 15 March 2018 Company description 50-word company description 15 March 2018 Company logo All formats are required Website: a logo sized 150 pixels width x 100 pixels height in jpg or gif format; Event mobile app: a logo sized 300 pixels width x 300 pixels height in jpg or gif format; AND Print items: a high resolution logo at least 300 dpi in either ai or eps format 15 March 2018 Event mobile app form Completed with information as it is to appear in the event mobile app 15 March 2018 Mailing list form for the pre- Americas Mobility Conference attendee list A sample of your mailing must be submitted to Worldwide ERC for approval prior to the receipt of your mailing list. 15 March 2018 Registration forms All employees from sponsor companies must fill out registration forms which follow the general deadlines for all attendees 15 March 2018 Notification of Intent to Use a Non-Official Contractor form Send this form with a copy of the contractor s General Liability Insurance Certificate to Worldwide ERC and Freeman (only due if you are using an outside contractor). 4

5 The Worldwide ERC Marketplace is the showcase to feature your brand and products to more than 1,000 mobility professionals, service partners and potential clients in the talent management market. Engage face-to-face with your current customers, make new contacts, lay the foundation for future business agreements, gather useful data about the industry, and keep your competitive edge by ensuring that your company has a presence at this unique and lively event. Worldwide ERC has planned social events in the Marketplace, including the Opening Reception, and refreshment breaks to attract attendees during Marketplace hours. Dedicated Marketplace hours do not conflict with other event sessions and are specifically designed to maximize the time and visibility of exhibitors, and promote quality networking opportunities with attendees! What does the Marketplace space cost and what is included? The initial Marketplace booth space fee for Worldwide ERC members is $3,800 and includes: One 10 x 10 full booth space, draped to include an 8 high backdrop and 3 high side rails One 7 x 44 booth identification sign Listing on the Worldwide ERC website two months prior and one month after the event Listing in the Marketplace directory in the event mobile app One complimentary full registration per exhibiting company. Includes access to all sessions, social events and the Marketplace Opportunity to purchase a mailing list of pre-registered attendees. ( addresses and phone numbers not included) All exhibiting company attendees badges will indicate Marketplace participation Double booth spaces (10 x 20 ) and island booths (20 x 20 ) are also available. Please see the Marketplace contract for pricing. A few quick notes about the space: Exhibit in the Marketplace! How are booths assigned? You play a significant part in the prioritization of your booth assignment! By sending in your completed contract as soon as possible after you receive it with your payment, you improve your booth selection order. (Please note: Preferred sponsorships receive the first tier of booth assignments.) How do I reserve exhibit space? Please complete the Marketplace Contract and submit it to Shab Shahbazi at SShahbazi@worldwideerc.org Are furniture, electricity, carpeting, etc. included? 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. Exhibitors will receive a link after the booths are assigned. Orders will be placed directly through Freeman. Please note that the Marketplace space at the Gaylord Texan is not carpeted and exhibitors will be required to carpet their booth space. 5

6 Please return forms to: unless otherwise noted. Due Date Item Due Additional Details Right away! Contract with payment ASAP Please submit your contract online with payment: Online Form ASAP: Space reserved based on availability Hospitality Suite and Function Space Request Forms All space requests are subject to availability and final approval by Worldwide ERC and the hotel. Functions, whether at the hotel or off-property may not conflict in any way with attendance at scheduled Worldwide ERC functions. 15 March 2018 Written cancellation notice Cancellation before this date will be subject to a $500 cancellation fee. Failure to notify Worldwide ERC of the intent to cancel by this date will result in full loss of the exhibit fee paid. 15 March 2018 Company description 50-word company description 15 March 2018 Event mobile app form Completed with contact information as it is to appear in the event mobile app. Only one contact listed per company. 15 March 2018 Food and beverage requests and approval for costumed personnel or to use entertainment 15 March 2018 Research report/white paper information (optional) Approval for food and beverages to be served at booth or for any form of entertainment (e.g. noise makers, live models, musicians, etc.) Approved by Worldwide ERC and arranged through the hotel/convention center. Please send if you wish to participate in the Research Promotion Program. 15 March 2018 Prize giveaway (optional) Please send if you wish to participate in the Prize Giveaway Promotion Program. 15 March 2018 Mailing list form for the pre- Americas Mobility Conference attendee list (optional) A sample of your mailing must be submitted to Worldwide ERC for approval prior to the receipt of your mailing list. 15 March 2018 Registration forms Designated exhibitor, Marketplace only and complimentary sponsor attendees Regular attendee registration forms follow the deadlines and prices for all attendees 15 April 2018 Notification of Intent to Use a Non-Official Contractor form 6 weeks before the event Important Dates for Exhibitors URL for the Freeman online Exhibitor Services site Send this form with a copy of the contractor s General Liability Insurance Certificate to Worldwide ERC and Freeman (only due if you are using an outside contractor) Worldwide ERC will send the link to the primary contact on the Marketplace contract 6

7 General Information Exhibitors have an opportunity to maximize their investment by providing a research report or white paper for pick-up by conference attendees, and/or by participating in a prize giveaway during the Marketplace hours. If you d like to incorporate these activities into your exhibit experience, we d like to help spread the word to attendees! We will include the requested information below along with your company name and booth number in advance promotional messages to our membership. Research Reports/White Paper Promotion Engaging your audience with solid research reports and white papers is an exceptional way to attract interested and future clients and customers and provide takeaways with your information. (Note: your company will be responsible for preparing research and/or reports and for making them available at your booth.) We will need the following information: The title of the research report or white paper that you will be distributing at your booth A brief (2-4 sentence) promotional description of the document Prize Giveaway Promotion To participate in this promotion, the prize name/description must be supplied. For example: $100 Visa gift card OR FitBit Blaze with blue band. (Note: your company will be responsible for all aspects of your prize giveaway to include collecting names, providing the prize and giving the prize to the winner. A prize drawing winner form will be provided to your booth onsite in the Marketplace to be returned to Worldwide ERC to announce your winner at the Thursday reception in the Marketplace. If you would like to participate in either of the above programs, please send an to: SShahbazi@worldwideerc.org by 15 March 2018 Advertise in Mobility Magazine Reach key mobility professionals and educate them about your company by advertising in the event issue of Mobility, the flagship monthly publication of Worldwide ERC. Event sponsors and exhibitors receive discounted rates, and have guaranteed placement in one of the largest issues of the year. Benefits to advertising: Drive traffic to your booth (specify booth number, research or prize promotion in your ad) Create familiarity and affinity for your company ( I saw your ad in Mobility ) Reach the 8,000+ people in 65 countries Bonus distribution: All attendees will receive a copy with their event bag Please ask us about special opportunities, including inserting your promotional materials in Mobility and specific discounts that apply to sponsors and exhibitors. Zack Buchanan Heather Macaluso National Sales Manager Account Executive The YGS Group The YGS Group zack.buchanan@theygsgroup.com Heather.Macaluso@theygsgroup.com P: P:

8 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 Marketplace 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 Booth choices must be made within 3 hours of receiving the placement . After that time, Worldwide ERC will move to the next company for placement. No exceptions will be made. 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. 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 Marketplace 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 15 March 2018 and cancellation will be subject to a $500 cancellation fee. Failure to notify Worldwide ERC of the intent to cancel prior to 15 March 2018 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 the contract if, in its opinion, the previous conditions are not observed or if payment in full is not received at the time the Marketplace space contract is submitted. If, for causes beyond the control of Worldwide ERC, the association 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 15 April 2018 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. 8

9 Marketplace Space Occupancy Any Exhibitor that fails to occupy its assigned Marketplace space by the end of published set-up hours, leaves its Marketplace space unattended during event hours, or begins dismantling of Marketplace space prior to the close of the Event by Worldwide ERC, may forfeit its right to the Marketplace 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. This particular Marketplace does not have carpet included and all exhibitors are required to have carpet/floor covering in their booth. Carpeting and furniture are not included in the Marketplace 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 the 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 and Materials Exhibitors and 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 Marketplace booth only. Materials are not to be left at any other areas of the Marketplace (i.e. bars, cocktail tables, food stations, etc.). If company materials are left anywhere outside of the company booth, they will be discarded. Requests for approval for costumed booth personnel or to use entertainment of any kind must be submitted in writing to SponsorshipandExhibits@WorldwideERC.org and received by Worldwide ERC by 15 March Prize Drawing Announcements At the Thursday reception in the Marketplace, Worldwide ERC will announce all booth prize drawings in the Marketplace prior to the closing of the reception that day. Forms for prize drawings will be distributed to each booth. All prizes are to be picked up at the appropriate exhibitor booths. Food and Beverage Food and beverage may be dispensed from exhibitor s booth within these guidelines: exhibitors must submit a request for approval to Worldwide ERC by 15 March Exhibitors must provide all attendees the opportunity to sample. Any food and beverage distributed by exhibitors must be arranged through the hotel/convention center after obtaining Worldwide ERC approval. 9

10 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, among other services. Worldwide ERC will this URL to the primary contact listed on the company s Marketplace Contract. Shipments will not be accepted by the hotel/convention center. All booth materials must be shipped to Freeman at the below address: Worldwide ERC Americas Mobility Conference 2018 Exhibiting Company Name and Booth Number C/O FREEMAN 5130 Cash Road, Dallas, T Phone: FreemanDallasES@freemanco.com 16 April 2018: First date shipments will be accepted at the warehouse 27 April 2018: Discount deadline for ordering products and services Security Tips for Exhibitors Show management will provide 24-hour guard service for the perimeter of the show and access to the Marketplace. 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. Worldwide ERC recommends 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 Marketplace space until your empty cartons are delivered and your goods are packed, sealed, and properly labeled. Shipments not 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 setup, 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 and 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. 10