Exhibitor Prospectus ST. PETERSBURG, FLORIDA MARCH 16TH - 19TH 2018
Exhibitor Prospectus WHY EXHIBIT? The AANLCP Educational Conference is THE premier educational event for nurse life care planners around the world, drawing many each year. For AANLCP industry partners and related organizations, this event is an unparalleled opportunity to make and solidify relationships through person-toperson communications and marketing. Reserve your booth space today and REACH KEY BUYERS that hold purchasing power by exhibiting at the 2018 AANLCP educational conference. 2
REACH KEY BUYERS that hold purchasing power by exhibiting at the 2018 AANLCP educational conference. 3
294 members Exhibitor Prospectus AANLCP MEMBERSHIP STATISTICS 7% 20% 23% 20% 30% 7% 23% Years in Field 5 years or less Greater than 5 years Greater than 10 years Greater than 20 years Other 245 members Independent Practice 12% 9& 79% Independent Employee Both 4
CONFERENCE BOOTH - FEE & INCLUSIONS Basic Exhibitor Fee: $750 (Purchased before 12/1/17) $895 (Purchased after 12/1/17) Exhibit Fee includes: One exhibit table space in exhibit hall Two company representatives per table space purchased Meal functions and welcome reception within the Exhibit Hall. Additional badges can be purchased for $120 each Recognition in conference handbook and other marketing materials Scrolling logo on AANLCP website Complimentary post-conference contact/attendee mailing list ASSIGNMENT OF SPACE: Every effort will be made to accommodate requests made by Gold, Platinum, Keynote Sponsors and Diamond level partners only. Specific booth assignments will be determined by AANLCP conference staff for all basic exhibitors upon arrival. AANLCP reserves the right to make changes to the floor plan as needed. 5
PARTNERSHIP Partnering with the American Association of Nurse Life Care Planners brings value to your company and enables our organization to support and enrich our membership by providing exceptional educational programs and resources. 6
SIDE BY SIDE PARTNERSHIP COMPARISON We have been an AANLCP partner for a very long time. AANLCP gives us a platform to interact with a lot of people within the life care planning profession. We are thankful to have been in partnership with AANLCP and have never looked back. - Grateful Partner Digital $750 Gold $1,500 Platinum $2,500 Keynote Sponsor $3,000 Diamond $3,500 Hyper-linked static-logo on association homepage 4 4 4 4 4 Ad on AANLCP social media pages 4 4 4 4 4 Verbal recognition at Annual Conference Opening Session 4 4 4 4 Complimentary color ad in AANLCP Journal One ¼ page ad One ½ page ad One full page ad One full page ad Two full page ad Complimentary ad in conference handbook ¼ page ½ page Full page Full page Opportunity to present AANLCP educational webinar 4 4 Direct link on AANLCP social media 4 4 4 4 Complimentary contact/attendee mailing list Post only Pre and post Pre and post Pre and post Complimentary exhibit table top in prime location One One One One Meal functions and reception tickets for representative Two Two Two Two Ad and direct link on conference webpage 4 4 4 Complimentary conference registration with education credits One Two Two Invitation to submit educational article for AANLCP Journal 4 4 Free standing banner at registration area 4 4 Present at annual conference evening event 4 Recognition Signage at the evening event 4 Present at keynote session 4 7
OPTIMIZE YOUR EXPERIENCE ADVERTISE! Advertise in the Conference Booklet, on the AANLCP Conference website, onsite signage at the We-Ko-Pa Resort and Convention Center, and in the AANLCP peer-reviewed journal. Advertise in all four to receive discounts. Attach Your Brand to an Event as a Sponsor! Increase your marketplace visibility through Convention sponsorship. There are many on-site opportunities that you can sponsor exclusively or as a co-sponsor all designed to fit any budget (or allow us to work with you on a custom sponsorship). Turn to page 10 for details! Place a Flyer in the Attendee Registration Packet $300 First-Come, First-Served available to the first 5 exhibitors who submit their request. A limited amount of space is available in the Conference Registration Packets for exhibitors to include promotional flyers. Space is limited to product or service promotion and cannot be used to promote sessions that are part of the formal Conference Program. Conduct a Raffle Tell us the product you will be raffling by November 1, 2017, and we will list your company name, your booth number, the product to be raffled, and the time and day the winner will be announced, in the Conference Program free! 8
SUPPORT THE PREMIER CONFERENCE IN THE LIFE CARE PLANNING INDUSTRY! The AANLCP Annual Conference is a cutting edge, must-see event designed to connect you with top decision-makers in the life care planning industry. It is a powerful marketing and sales opportunity for your product or service. Sponsoring the AANLCP Annual Conference is the most effective way to show nurses and life care planners your support for the field. Sponsorships help exhibitors create awareness of their company s presence not only at the conference but in the industry. See page 10 and 11 for a complete list of sponsorship opportunities. 9
BREAK/BREAKFAST SPONSOR $850 (4 AVAILABLE - SELECT SATURDAY OR SUNDAY - BREAK OR BREAKFAST) Verbal recognition at the opening session Free standing banner at break area highlighting company name and logo (partner to supply) Prominent recognition of sponsorship in the Conference Brochure (commitment required by December 1) Hyper-linked static-logo on association homepage Recognition of sponsorship in promotional materials, and a complimentary quarter page ad in the conference handbook Inclusion of your organization s marketing materials in the Registration Packet THUMB DRIVE SPONSOR $1,000 Most conference attendees who receive promotional thumb drives keep them. Provide attendees with ready access to conference handouts and power points. Attendees will also appreciate having essential information such as coding/costing specific to your organization and/or industry. (sponsor to provide) Verbal recognition at the opening session Prominent recognition of sponsorship in the conference brochure (commitment required by December 1) Hyper-linked static-logo on association homepage Recognition of sponsorship in promotional materials, and a complimentary quarter page ad in the Conference handbook 10
ATTENDEE BAG SPONSOR $500 (2 AVAILABLE) LANYARD SPONSOR $500 CONFERENCE PADFOLIO SPONSOR $500 (2 AVAILABLE) ADVERTISING IN AANLCP JOURNAL $150 - $1,050 The gift that keeps on giving! Showcase your organization s name and logo on attendee bags. After conference enjoy continued recognition and free advertising as attendees take their high quality bags home. Prominent recognition of sponsorship in the Conference Brochure (commitment required by December 1) Hyper-linked static-logo on association homepage Recognition of sponsorship in promotional materials, and a complimentary quarter page ad in the Conference handbook ONLINE CONFERENCE AGENDA APP $1,500 Get in front of the competition! Sponsor the first thing attendees see at conferences - the agenda. Get noticed with your organization s name and logo prominently placed on the attendee lanyards. Prominent recognition of sponsorship in the Conference Brochure (commitment required by December 1) Hyper-linked static-logo on association homepage Recognition of sponsorship in promotional materials, and a complimentary quarter page ad in the Conference handbook WEB HEADER AD SPACE - ONLINE CONFERENCE AGENDA $1,000 (2 AVAILABLE) Includes hyperlinked company logo online! 11 Keep your organization name and logo on the minds of future customers by sponsoring the conference padfolio/portfolio. A critical tool for note taking both during and after conference. Prominent recognition of sponsorship in the Conference Brochure (commitment required by December 1) Hyper-linked static-logo on association homepage Recognition of sponsorship in promotional materials, and a complimentary quarter page ad in the Conference handbook MOBILE HEADER AD SPACE - ONLINE CONFERENCE AGENDA $500 (LIMIT 1) Includes hyperlinked company logo within the app! Reach members and nonmembers who access The Journal of Nurse Life Care Planning to stay current with industry trends and information. The Journal is published quarterly (spring, summer, winter, and fall). Current and past issues are housed on the website and available in electronic (PDF) format for member and nonmember access. PAINT NIGHT! - $600 Attendees will participate in a 2 hour acrylic on canvas painting class while they enjoy wine and snacks at our welcome reception! CONFERENCE SESSION SPONSOR - $250 Your logo will be visible on the app under the selected sponsored session
TERMS AND CONDITIONS APPLICATION AND ELIGIBILITY. Application for AANLCP (hereinafter, the Association ) Corporate Partnerships (hereinafter Partner(s) ) may be made online at www.aanlcp. org/conference, by returning the attached application or by calling the Corporate office at 801-274-1184 and, be executed by an individual who has authority to act for the applicant. CORPORATE PARTNERSHIP PRICING. AANLCP offers 4 partnership levels that include conference exhibiting and booth space. Diamond Partner ($3.500), Platinum Partner ($2.500) and Gold Partner ($1.500) and Silver Partner ($750/$895) which is exhibitor only. PAYMENT DATES. Full payment is required at time of application and is not available for pro rata. PARTNERSHIP PERIOD. The Association partnership term begins 12 month of subsequent 12 months. CANCELLATION OF EXHIBITS: It is mutually agreed that in the event of cancellation of the conference due to circumstances beyond AANLCP s control, including, but not limited to, Acts of God, war, terrorism, fire, strikes, civil disorder, curtailment of transportation, government regulations or causes which would prevent the conference s scheduled opening or continuance, then and thereupon this agreement will be terminated. AANLCP, at its sole and exclusive discretion, shall determine an equitable basis for the refund of such portion of the exhibit fees as is possible, after due consideration of expenditures and commitments already made. AANLCP will not be held liable for any expenses incurred by the exhibitor beyond the rental cost of the booth space. CANCELLATION OF PARTNERSHIP. In the event that the partner notifies AANLCP in writing of their intent to cancel the contract within 30 days after acceptance. All sums paid by the partner, less a handling charge of 50% of the net contract price, will be refunded. No refund will be made for any sponsorship cancellation. Should the exhibitor be unable to occupy and use the contracted exhibit space, the exhibitor must promptly notify the AANLCP National Headquarters in writing. All sums paid by the exhibitor, less a handling charge of 40% of the net contract price, will be refunded. No refunds or cancellations will be made after Dec 1, 2017. After Dec 1, 2017, the exhibiting company will remain liable for the full cost of the original exhibit space. ASSIGNMENT OF BOOTH SPACE. The association reserves the right to determine booth space assignments. Booth space requests will be accepted from Diamond and Platinum partners only. BOOTH, FURNISHINGS, EQUIPMENT AND SERVICE. Each booth will be furnished a 6 skirted table top. Exhibit material and/or equipment must not project so as to obstruct the view of adjacent booths. CONDUCT OF PARTNERS WHILE EXHIBITING. The advertisement or display of goods or services other than those manufactured, distributed or sold by the partner in the regular course of business is prohibited. Canvassing or distributing of advertising outside the partner s own booth area will not be permitted. There is no restriction on selling on the exhibit floor. However, partners are responsible to the IRS for the collection and submission of the applicable state and local taxes for sales which occur on the exhibit floor. Helium balloons are not allowed in the exhibit facility. EXHIBIT REGULATIONS. Exhibit information, exhibitor badge registration and tentative dates and hours for exhibit set-up and tear down will be sent 2 months prior to the conference. All exhibits must be in place two hours prior to opening sessions. Exhibits must be staffed and operational at all times during exhibit hours. Exhibits must remain intact and staffed until official closing time. All participants affiliated with exhibits must be registered. Name badges will be issued to all registered booth representatives. No other personnel are allowed to enter the exhibit hall without a name badge or approval from AANLCP. HOSPITALITY AND ENTERTAINMENT. Hospitality suites or events sponsored by the partners must not be scheduled to conflict with the Association s program hours, activity hours, or exhibit hours. GENERAL CONFERENCE REGISTRATION. Partners who desire to attend any sessions and/or other activities, must register through regular channels and pay associated fees. Partners manning the booths during the conference may sit in on the general program sessions as room allows. INSURING EXHIBITS. Partners are encouraged to insure their exhibits, merchandise, and display materials against theft, fire, etc. at their own expense. Neither the exhibit facility, nor the Association will be responsible for loss or damage to any property in storage, in transit to or from the exhibit facility, or while in the exhibit facility. All property will be deemed to remain under the partner s custody and control in storage, in transit to and from, or within the confines of the exhibit hall, even though it may at times be under the temporary control of the Association. LIABILITY FOR DAMAGES OR LOSS OF PROPERTY. The partner shall protect, indemnify and hold harmless the Association and the exhibiting facility for any and all liability, loss, damage, or expense by reason of any injury or injuries sustained by any persons or property or loss of property or income that might be derived therefrom occurring in or about the exposition premises or entrances thereto or exits therefrom, including that caused by or resulting from the negligence of the Association. SHIPPING INSTRUCTIONS. Information on shipping methods will be sent to each partner by the Association. A receiving fee may be charged by the exhibit facility and will be the responsibility of each individual partner. MISCELLANEOUS. The partner expressly agrees to be bound by all the terms, conditions, and specifications herein listed and by the rules and regulations established by the Association, from time to time thereafter modified; and, expressly agree that this contract and such rules and regulations contain the entire agreement between the parties hereto and supersede any prior agreement, written or oral. This contract shall be interpreted under the law of the United States and the State of Utah. JOURNAL ADVERTISING. All advertising should be submitted electronically and may include photos, art, and text. The submission should be in high-resolution PDF or JPEG (300 dpi). PDF format is preferred. The Association has the right to reject any advertising deemed to be in poor taste, libelous, or otherwise unacceptable. JOURNAL ARTICLES. Articles expected to keep readers informed of current trends and changes in Nurse Life Care Planning by discussing issues relevant to ethics, standards of practice, research methodologies, certification and resources applicable to the life care planning industry. SOCIAL MEDIA ADVERTISING. Social media advertising includes the publishing of mentions, re-posts, hashtags/trends of the partner firm among social media channels selected at the discretion of the Association. Post content and language is created and managed by the Association and will not include any derogatory, defamatory, or inappropriate content. 12