Sponsorship & Exhibitor Prospectus AVAILABLE NOW!
About CAEP Conference CAEP is celebrating its 40th anniversary as the national voice of emergency medicine. We are a not for profit charity with over 2,500 members whose work focuses around four pillars: connecting, education, research, and advocacy. CAEP conference brings together emergency physicians, medical students, and allied health professionals to connect and learn about cutting-edge emergency medicine and innovative educational techniques. Why #CAEP18? Sponsoring CAEP 2018 will allow you to build stronger relationships with the EM community. It provides a unique networking and collaboration opportunity where you can promote your products and to gain brand recognition and credibility amongst emergency medicine providers. Delegate Profile CAEP 2017 delegates included physicians, residents, researcher associates, nurses, paramedics, physician assistants, medical students, and individuals who are a part of the emergency medicine community. 71% Physicians & Residents 98% Canadian 2% International 7% Individuals (including industry exhibitors) 16% Medical Students 3% Research Associates 2% Nurses, Paramedics & Physician Assistants 2
Table of Contents 2 CAEP Conference About 4 Platinum & Diamond Opportunities Benefits Upgrade Your Sponsorship 6 Gold, Silver & Bronze Opportunities Benefits Sponsor Conditions 10 Exhibit Hall Benefits Rates Dates Sponsor and Exhibitor Cancellation Policy Contact Us www.caepconference.ca Phone: 1-800-463-1158 Email: sponsorship@caep.ca 3
Sponsorship Opportunities Platinum & Diamond Platinum and Diamond Symposia are industry supported educational events held in conjunction with the CAEP conference and are presented unopposed to CAEP educational sessions. CAEP will accredit the Platinum and Diamond Symposium programs separate from the CAEP 2018 scientific program, which will allow for encore presentations throughout the year. Prices listed are in Canadian Dollars. Platinum Diamond $60,000 Luncheon Symposium EXCLUSIVE This exclusive luncheon takes place on Tuesday, May 29, 2018, 12:00-13:15. CAEP will provide a premiere room and meals for delegates, screen, projector, microphone, and a display table. Please see the table on the next page for a full list of benefits associated with this sponsorship. $40,000 Each Breakfast Symposium CAEP will provide a room and meals for delegates, screen, projector, microphone, and a display table. Allocation of symposia is based on date of payment received by CAEP. Available Dates and Times Sunday, May 27, 2018 07:00 08:15 Monday, May 28, 2018 07:00 08:15 Tuesday, May 29, 2018 07:00 08:15 Wednesday, May 30, 2018 07:00 08:15 Accredited Symposium Valid for One Year Rules and Regulations To ensure all of the requirements for planning an accredited program are understood and met, CAEP will schedule a teleconference with the sponsor to review the accreditation process. CAEP will assemble a steering committee, consisting of at least three target audience members, to plan the presentation around the sponsor s suggested program concept. The CAEP CPD Chair will be included as a member of the steering committee from the outset. The sponsor may also propose committee members for CAEP approval. Once the steering committee has agreed upon a draft program, it will be provided to the sponsor. At this stage, the sponsor may: Proceed with accreditation that is planned and implemented in accordance with CAEP policies; or Proceed independently and present a non-accredited symposium, by following the guidelines regarding scheduling and promotion. Notes CAEP accepts responsibility for the payment of honoraria, travel, lodging per CAEP conference speaker policy for faculty presenting at symposia. CAEP will pay for up to 3 approved faculty, based on CAEP conference speaker policy. All materials specific to this program, including promotional pieces and teaching resources, must be reviewed and approved by CAEP before distribution. No attendance incentives (i.e., free registration, transportation or accommodation) may be provided to physician. All symposium accreditation falls under the duties of CAEP. 4
Platinum & Diamond Sponsorship Benefits Premiere meeting room space (plenary size room) Standard meeting room space Platinum (Luncheon) $60,000 Diamond (Breakfast) $40,000 Meals for delegates, screen, projector, microphone, and a display table Live webinar broadcast to EM professionals not attending #CAEP18 Recording of symposium disseminated via CAEP channels following conference Two posters promoting the session at entrance to meeting room* Listing of symposia topics, speakers, dates, times and locations on www.caepconference.ca Invitation and sponsor message posted on www.caepconference.ca in a premiere location Corporate promotion piece posted on www.caepconference.ca Acknowledgment during the opening and closing ceremony List of consenting delegate names and locations provided Promotion in CAEP s e-communication platforms 2 1 Push notification (marketing message) through the conference app 2 1 Full conference registration, including tickets to the welcome reception 6 4 NEW Invitation to President s Appreciation Reception 6 4 Exhibit booth with priority placement 2 1 Exhibit booth signage recognizing your sponsorship Use of CAEP s conference logo on promotional materials distributed at conference* NEW Discounts on additional exhibit space 50% 25% NEW Discounts on additional sponsorships 25% 15% NEW Advertisement* in CJEM Abstract Supplement publication Full page Half page Corporate recognition on/in: Conference app (if payment received by April 27, 2018) NEW Corporate Partner section on CAEP website (for one full year) Premiere Placement Preferred Placement Signage at the venue Program pocket guide CAEP s social media platforms 5 Posts 2 Posts * Content approved by CAEP Upgrade Your Sponsorship Want to reach an even bigger audience? CAEP will help turn your symposium presentation into two additional products that will be promoted to an even wider audience. We now offer CAEP Notes and CAEP Order Sets, two unique products that will reach more emergency physicians while also extending the lifespan of your program. Book Your Sponsorship Package Now Contact CAEP Janice MacIsaac, CPD Senior Manager Email: sponsorship@caep.ca Phone: 613-523-3343 x 20
Sponsorship Opportunities Gold, Silver & Bronze CAEP offers a number of opportunities to increase your brand recognition within the EM community. All opportunities are available on a first come basis. Prices listed are in Canadian Dollars. Gold Lunch Sponsor $10,000 EXCLUSIVE One Per Day CAEP has been known for providing enjoyable lunches for all delegates. This is your opportunity to showcase your brand at the conference. Signage and floor decals with your branding will direct delegates to food stations. Additional benefits are listed in the benefit table. Silver Silver $7,500 Go Green Hydration Station Sponsor EXCLUSIVE Join CAEP in being a leader in green initiatives. Sponsor the sustainable hydration stations replacing traditional plastic water bottles and pop cans. These stations will be present every day throughout the conference. Delegates will have the ability to refill their personal water bottles at your booth or at a location of your choice. Additional benefits are listed in the benefit table. $7,500 Hotel Key Card Sponsor Two Available This is an excellent way to welcome delegates to the conference, while raising brand awareness among your target audience. Each guest receives 2 key cards which are typically viewed 8-12 times per day. In addition, each set of key cards comes within an envelope where you can further showcase your brand. 6
Bronze Bronze Click here for CJEM rate card Canadian Journal of Emergency Medicine (CJEM) Abstract Supplement Advertising CJEM is Canada s only academic journal in emergency medicine and the official publication of the Canadian Association of Emergency Physicians. CJEM publishes articles of interest to emergency care providers in rural, urban or academic settings that reflect the growing interest in emergency medicine, both as a medical discipline and an expanding field for research. The abstract supplement will be released in May 2018 and will contain the research abstracts that will be presented at conference. Full Page Ads Available Half Page Ads Available Quarter Page Ads Available $2,500 Each $1,500 Each App Banner Ad Feature your company brand in rotating banner ads that appear frequently throughout the conference app. Bronze Exhibit Hall Banner Showcase your company logo and corporate message on full colour 20 X 5 banners that are hung above your booth in the exhibit hall. $2,500 Each Bronze Afternoon Yoga Session SPONSOR This naming opportunity will feature your company brand on yoga sessions taking place during the conference. Delegates will be invited to the <your company name> yoga session. Promotion of these sessions takes place leading up to and onsite at conference. Delegates who participate make a donation to the Emergency Medicine Advancement fund supporting CAEP research grants. $1,000 Each Bronze Floor Decal This promotional opportunity is an innovative way to direct delegates to your booth. You can display the content of your choice and provide the final artwork. Recommended content includes your corporate logo, product and booth number. Each decal is 3 x 3 and is placed at the ends of the exhibit hall aisles. Please see the table on the next page for a full list of benefits associated with this sponsorship. $2,500 Each Bronze Charging STATION SPONSOR Have your choice to strategically place these in high traffic areas or at your booth. These stations allow for multiple devices to charge at one time. Each will be branded to your specifications making your brand highly visible to delegates. 7
Gold, Silver & Bronze Sponsorship Benefits Gold $10,000 Silver $7,500 Bronze $1,000-$5,000 Placement of sponsor message on www.caepconference.ca and in the Corporate Partners section of the CAEP website for one year Acknowledgment during the opening and closing ceremony List of consenting delegate names and locations provided Promotion in CAEP s e-communication platforms 1 Full conference registration, including tickets to the welcome reception 3 2 NEW Invitation to President s Appreciation Reception 3 2 Exhibit booth with priority placement 50% off 25% off Exhibit booth signage recognizing your sponsorship NEW Discount on additional sponsorship 25% off 15% off NEW Advertisement* in CJEM abstract supplement publication 1/4 page Corporate recognition on/in: Conference app (if payment received by April 27, 2018) Signage at the venue Program pocket guide CAEP s social media platforms 1 Post 1 Post * Content approved by CAEP 8
The CAEP 2018 Conference and Exhibit Hall will draw an estimated 900+ Delegates including emergency physicians, residents, nurses, paramedics, medical students & other allied health professionals. Sponsor Conditions If sponsors purchase more than one item they will be recognized at the level of their cumulative contribution. Sponsorship benefits commence upon receipt by CAEP of signed agreement and payment. It is the sponsor s responsibility to ensure all sponsor-related activities adhere to the Rx&D or MEDEC guidelines, where applicable. CAEP does not permit sponsoring and exhibiting companies to host educational events (apart from CAEP-accredited symposia) in the Calgary area between May 20 and June 10, 2018 (inclusive). 9
Exhibit Hall Exhibitor Benefits NEW Recognition as a Bronze Sponsor Registration for two booth personnel* per booth purchase, including lunch, refreshments, and tickets to the welcome reception NEW Invitation to the CAEP President s Appreciation Reception for your booth personnel One 10 x 10 booth space (8 high back wall stepping down to 3 high sidewalls), skirted table, and chairs One 750-watt electrical outlet per booth (120 volt, 7.5 amps ) Overnight security in the exhibit area NEW Description of your products and services in the corporate partner section on the CAEP website (for one year), conference website and conference app Exhibit Hall Rates Outstanding balances and new applications received after April 30, 2018 must be paid in full before booth allocation can be confirmed. $4,000 Until February 28, 2018 $4,500 after February 28, 2018 Prices listed are in Canadian Dollars. Not-for-profit organizations receive 50% off this rate (limited spots available). Exhibitors registered and paid by February 28, 2018 will be included in the advance exhibitor listing on the website. Additional booth personnel may register for a fee of $300.00 per person to a maximum of two additional individuals per booth. A $25.00 administration fee will be applicable to any booth personnel name changes received after May 1, 2018. Exhibit Hall Dates* Move-in/Setup Show Dates Tear Down Sat, May 26, 2018 Sun, May 27, 2018 Mon, May 28, 2018 Tues, May 29, 2018 *Dates and times are subject to change Tues, May 29, 2018 Scheduled programming will include refreshment breaks and lunch on the exhibit floor. A booth representative must always be present during exhibit hours. 10
Eligibility CAEP, in its sole discretion, will determine the eligibility of any applicant to participate in the Exhibit Hall at the CAEP 2018 conference and the suitability for display of each product or service that such participant intends to display at the Exhibit Hall. CAEP s decision will be final and binding on the participant as the case may be. Applications that are denied by CAEP will have their fees refunded in full. CAEP does not permit Exhibit Hall participants to host educational events (apart from CAEP-approved symposia) in the Calgary area between May 20 and June 10, 2018 (inclusive). Information Package for Exhibit Hall Participants Once the application and payments are received and space allocation is confirmed, an exhibitor s kit will be sent to the identified contact by March 31, 2018. This package will include the rules and regulations governing the exhibit, equipment and service order forms, as well as information regarding material handling and shipping. Exhibitors will be responsible for any costs that may be incurred as a result of their requirements. A company description, category of products/ services offered, sales representative contact information and the names of booth personnel will be requested at this time. Sponsor and Exhibitor Cancellation Policy Notice of cancellation must be submitted in writing to sponsorship@caep.ca. Cancellations received by January 6, 2018 will be subject to an administrative fee equal to 10% of the fee. Cancellations received between January 7 and March 31, 2018 will receive a refund of 50% of the fee. Cancellations after March 31, 2018 will not be refunded. 11
Book Your Sponsorship Package Now Contact CAEP for questions or more information: Janice MacIsaac, CPD Senior Manager Email: sponsorship@caep.ca Phone: 613-523-3343 x 20 Canadian Association of Emergency Physicians 180 Elgin St, Suite # 808 Ottawa ON K2P 2K3 Canada Tel: (613) 523-3343 Toll-Free: 1-800-463-1158