Sponsorship Agreement for the ShareConf 2016

Transcription

1 Sponsorship Agreement for the ShareConf 2016 (Please scan and to or fax to ) The following SPONSORSHIP AGREEMENT is made between HLMC Events GmbH and: Company: Department: Street: Postal Code / City: The conference will take place from 06 th to 09 th June 2016 at the NH Frankfurt Mörfelden Conference Center, the exhibition on 07 th and 08 th June The SPONSORSHIP AGREE- MENT includes the following services provided by HLMC GmbH: 1. The SPONSOR will be provided with an exhibition space measuring 2 metres deep and 3 metres wide in the conference area, equipped with 2 bistro-tables and 4 bar stools. Behind the chairs the SPONSOR may put up a Nomadic Display (max. 3 metres wide). The chairs and tables must be ordered via by 23 th May 2016 at the latest. Furthermore the exhibition space is equipped with 2 triple socket outlets and free WLAN access (no guarantee of performance/availability). 2. The SPONSOR has the option to submit one or more lectures. The independent Program Committee decides on the adoption of the lectures, advertising lectures will be refused. For submission of the lecture(s), the SPONSOR has to adhere to the deadline of the call for papers (19 th February 2016). Page 1 of 5 Sponsorship Agreement ShareConf 2016.docx November 2015

2 3. The SPONSOR may nominate a moderator for one conference track (depending on the sequence of the inquiries) if the moderator meets the technical (topic-related) requirements. The following information about the designated moderator has to be provided to the organiser via (shareconf@hlmc.de) by 11 th April 2016 at the latest: name, position description, short bio including a high definition and reproducible photo, address and mobile phone number. Photo and bio of the moderator are published in the conference brochure. 4. The SPONSOR will be mentioned by name in the conference twitter at least 5 times provided that the SPONSOR notifies the organiser his twitter account: (twitter account of Sponsor) A respective retweet of the SPONSOR would be desirable. 5. The SPONSOR will be featured on the partners page of the website. It is therefore essential to provide the organiser (shareconf@hlmc.de) with both a JPG file of the company logo and a company profile (max. 1,000 characters) directly after signing the contract. 6. The SPONSOR s logo will be presented on the agenda postings which are put up at the doors of the conference rooms. For this purpose the camera-ready logo in format EPS must be sent to the organiser by 23 rd May The SPONSOR s logo will be printed on the conference bag. For this purpose the camera-ready logo in format EPS must be sent to the organiser by 11 th April The SPONSOR s logo and company profile will be printed in the conference brochure if both, logo and profile, are supplied by 11 th April 2016 at the latest. 9. The SPONSOR gets a full-page advertising in the conference brochure. This advertising must be sent as PDF in camera-ready format via to the organiser (shareconf@hlmc.de). 10. The SPONSOR s logo will be printed on the front cover of the application leaflet and the conference brochure. For this purpose the camera-ready logo in format EPS with a resolution of at least 300dpi must be supplied by 19 th February 2016 at the latest. After this date no guarantee of inclusion can be given. Page 2 of 5 Sponsorship Agreement ShareConf 2016.docx November 2015

3 11. The SPONSOR may attach a flyer or brochure to the conference bag. This requires that 250 flyers or brochures are delivered by 05 th June 2016 to the conference hotel by 05 th June A corresponding package slip will be sent in time to the SPONSOR. 12. The SPONSORSHIP AGREEMENT includes the sponsorship of a coffee break (not exclusive). The snack stations will be labelled with the logo of the SPONSOR and the note sponsored by. 13. The GOLD SPONSOR has the option to introduce himself to all participants in a 1- minute speed presentation (elevator pitch) right after the opening keynote. Detailed information about the exact procedure will be given to the SPONSOR by 22 nd May The SPONSOR receives 4 conference tickets for his employees. These tickets allow access to all conference sessions on the conference days (07 th and 08 th June 2016) and to the evening event on 07 th June It is not possible to attend the workshops. The names of the participants must be submitted by 23 rd May 2016 via It also needs to be indicated on which day each participant will be present and if participation at the evening event is required. Additional employees may be registered at a reduced price of 290,00 per conference day through the link above. This link is exclusively valid for employees of the SPONSOR, not for customers or partners. 15. The SPONSOR receives 2 VIP tickets for his customers. These tickets allow access to all conference sessions, to the evening event and to the science track. It is not possible to attend the workshops. The customers names and the respective complete company name and address must be registered through the link above no later than 23 rd May All tickets not claimed by this date will expire. Alternatively, the SPONSOR may use the tickets for his own employees. 16. Immediately after expiry of the early bird deadline the SPONSOR will receive a Promocode with which his customers can still register with the early bird discount. Page 3 of 5 Sponsorship Agreement ShareConf 2016.docx November 2015

4 In order to ensure the successful presentation of the SPONSOR at the conference, the SPON- SOR is required to: 1. Meet the deadlines given in this SPONSORSHIP AGREEMENT and nominate a regular contact person for the ShareConf Promote the conference in appropriate places on his own website. In this respect, the SPONSOR will receive the event logo from HLMC Events GmbH directly after signing the contract. 3. Send a mail shot to customers and interested parties associated with SharePoint (number yet to be determined), to make them aware of the event. For this the SPONSOR receives the necessary number of application leaflets from HLMC Events GmbH. 4. Advertise the ShareConf 2016 at least once in his own newsletter (where available). 5. To issue a press release at least 2 weeks before the conference, in which the SPONSOR announces his support for the ShareConf Additional Services (Please mark your potential bookings with Yes or No ): Service Price in EUR booked Logos and Banners Logo on conference writing pad 500,00 O Yes O No Logo on name plates of participants 500,00 O Yes O No 1,000 characters company profile in application leaflet 500,00 O Yes O No 200,00 O Yes O No Logo in conference banner per month Ad Presence Text ad incl. link in one of three conference newsletters (max. 250 characters) 500,00 O Yes O No Presence in Conference Area Sponsorship of 1 lunch break 500,00 O Yes O No 500,00 O Yes O No Roll up in 1 conference room per Roll up Presence of Print Materials Laying out flyers at registration counter 500,00 O Yes O No Notices: 1. Date of the receipt of the Sponsorship / Exhibitor Agreement is relevant. The Exhibitor/Sponsor will be given notice, if services are no longer available. 2. All prices are excluding VAT. Page 4 of 5 Sponsorship Agreement ShareConf 2016.docx November 2015

5 The SPONSORSHIP AGREEMENT for the ShareConf 2016 amounts to 6.950,00 euros plus 19% VAT. Additional services booked will be added to this basic fee.the amount is due immediately after signing the contract. Should the event not take place, the SPONSOR will be reimbursed for this amount. There is no entitlement to reimbursement of further costs. The SPONSORSHIP AGREEMENT is herewith accepted as binding. _ (Place, Date) (Stamp and Signature) Contact person for the ShareConf 2016 from the SPONSOR is: Name: First name: Address: Phone: Mobile: Page 5 of 5 Sponsorship Agreement ShareConf 2016.docx November 2015