Conference Sponsorship & Exhibit Opportunities September 30 - October 3, 2019 Hyatt Regency New Orleans, LA
SPONSORSHIP OPPORTUNITIES EMACS- will bring together top decision makers within the utility industry to network, share ideas, and discuss strategies and tactics for effective communication and operational plans. THE AGENDA The agenda will include two and a half days filled with information on customer experience, billing and payment, customer communications, customer service management and technologies, and more. Each day attendees will share information and learn more about the latest trends and best practices through general sessions, keynotes, research presentations, case studies, and panel discussions. The schedule will allow everyone enough time to walk away with more customer satisfaction know-how, contacts, leads, and a new outlook. SPONSORSHIP BENEFITS Captive Audience: All sessions and activities occur in or around the hotel over three days. Unlimited Networking: An unlimited opportunity to meet, speak and develop relationships with principle stakeholders. Great Exposure: Maximum visibility for your company and executive team among principle stakeholders and clients. Below are a few key sponsorship opportunities that are available to give your company premium visibility to key decision makers. If you don t see an opportunity that fits your needs, please feel free to contact Jennifer Chalk to customize a package that will best suit your company. For more information about these opportunities and many others that are available, please contact Jennifer Chalk. DIAMOND LEVEL PLATINUM LEVEL GOLD LEVEL SILVER LEVEL BRONZE LEVEL Main Event Reception Exhibit Hall Reception Welcome Reception Mobile App Charging Station Day 1 General Session Speaking Opportunity Day 2 General Session Speaking Opportunity Hotel Key Cards Wifi Tote Bags 45 minute Breakout Speaking Opportunity Lunch or Breakfast Any Day Lanyards Food Breaks Complimentary Beverages Hand Sanitizing Station
SPONSORSHIP OPPORTUNITIES SPONSORSHIP BENEFITS DIAMOND LEVEL Contact for Quote SOLD OUT PLATINUM LEVEL Contact for Quote SOLD OUT GOLD LEVEL $15,495 SILVER LEVEL $9,495 BRONZE LEVEL $6,995 Speaking Opportunity Day 1 30-minute General Session Day 2 30-minute General Session 30-minute Breakout Session Listing in all pre-conference promotional materials Logo in all email campaigns sent by the conference Signage at Registration Exclusive Exclusive Shared Shared Shared Logo and company description on the conference website with live link to Sponsor s website. 175 Words 175 Words 150 Words 100 Words 50 Words Logo and company description on Mobile App Recognition in all session PowerPoints Sponsor ribbons for all company representatives Number of Complimentary conference registrations 8 6 4 3 2 Right of first refusal to repeat sponsorship in the following year Inclusion in social media announcements Early receipt of conference attendee list with email contact information 2 weeks prior to the event Complimentary exhibit space Double 8 x 10 Recognition from the Main Tent Podium Wherever possible, logos and listings in materials will be more prominent or oversized President or CEO of sponsoring company may participate in a pre-recording calling the attendees to session (VOG) Opportunity for additional exposure through prize drawings for attendees and App
SPONSORSHIP COMMITMENT Thank you for your interest in sponsorship. We hope you ll join us at the EMACS Conference to be held in New Orleans, LA. Thank you for your commitment to sponsor the 22nd Annual EMACS Conference to be held in New Orleans, LA. It is our goal to make this sponsorship experience a beneficial and enjoyable one. To confirm your commitment, please review the sponsorship levels, benefits and costs attached to this form, choose your level of sponsorship, complete the below form and return it to us via email at: jchalk@chartwellinc.com. COMMITMENT This is to serve as our commitment to sponsor The 22nd Annual EMACS conference. SPONSORING COMPANY Please list our company in all materials as: Authorized by (name/title): EMACS Conference Staff should work with the following individual in regard to the 2019 Conference: (It is not necessary that this person attend the conference) Name: Title: SPONSORING COMPANY CONTACT Street Address: City: ST: Zip: Email Address: Phone: Please cc all emails to: SPONSORSHIP LEVEL Diamond Level: Contact for Quote Golf Level $15,495 Platinum Level: Contact for Quote Silver Level $9,495 Bronze Level $6,995 INVOICE Payment Terms: A 50% non-refundable deposit is due at time of application. The remaining balance is due no later than August 1st, 2019. After this date, show management has the authority to release for resale all booths and sponsorships for which full payment has not been received. Commitment after August 1st non refundable payment is due in full upon receipt of the invoice. No installation will be permitted unless payment in full has been received. Cancellation Policy: 50% non-refundable deposit. Full forfeiture after August 9th, 2019. For questions please contact the Manager of Events & Partner Services: Jennifer Chalk at 404-237-9009 ext.237 or jchalk@chartwellinc.com PAYMENT Payment for Sponsorship can be paid by check or credit card Sponsor will pay by: Check* Credit Card: MC VISA AMEX *Checks should be mailed to the address below and made out to Chartwell Inc. Name of Cardholder (as it appears on card): CREDIT CARD INFORMATION Account No: Exp: Date: Authorization Code: Signature: Address Associated with the credit card: Amount to be charged:
EXHIBITOR COMMITMENT The EMACS Conference is pleased to invite you to Exhibit at the EMACS Conference to be held September 30 - October 3, 2019 in New Orleans, LA. It is our goal to make your exhibit experience both beneficial and enjoyable. FEE EB: $4,995 REG: $5,195. INCLUDED - Two complimentary registrations to attend the full Conference (a $6,000 value) - Logo and 50 word company description on the conference website and mobile app, with link to your company website - Special member rate for additional registrations ($1,500 value) - Pre-Conference attendee list two-weeks prior to conference without emails ADDITIONAL FEES Shipping fees and any additional on-site needs listed below. BOOTH SIZE 8 D x 10 W x 8 H. SETUP EXHIBIT TIME TEAR-DOWN TBD TBD Exhibitors must tear down their booth immediately following the Prize drawing but not before then. To Exhibit at the EMACS Conference please complete the form below and email to jchalk@chartwellinc.com Once this form has been completed, returned to the Conference office, and payment received, we will contact you with registration and shipping instructions. EXHIBITING COMPANY: (Please list exactly as the name should appear in all listings of Exhibitors) EXHIBITOR CONTACT PERSON for correspondence, shipping instructions, etc. Please check if this person is attending Contact Name: Title: Street Address: City: State: Zip: Email: Phone: Fax: CC Email: There are five sections labeled on the attached layout diagram, please prioritize your booth placement according to the sections listed. 1. 2. 3. Top three companies you prefer not to be near (if left blank we reserve the right to place you near any company): 1. 2. 3. EXHIBIT SPACE REQUIREMENTS: Exhibit space is 8 D x 10 W x 8 H Your booth must be contained within this space. For planning purposes, please check all that apply: We will bring a table top exhibit We will bring a stand alone exhibit
REGISTRATIONS Please complete this form and return to Chartwell via email to jchalk@chartwellinc.com. Registration for 2 attendees is included in your Exhibitor benefits. Number of complimentary registrations for sponsors varies, please see benefits page. This includes attendance to all the conference events. For additional registrations please contact Jennifer Chalk for more information jchalk@chartwellinc.com. PAYMENT INFORMATION A 50% non-refundable deposit is due at time of application for both exhibitors and sponsors. We accept the following credit cards. If paying by other means please contact Jennifer Chalk: jchalk@chartwellinc.com Credit Card: MC VISA AMEX Check (Make payable to Chartwell Inc. ) Account No: Exp: Date: Authorization Code: Billing address for Credit Card Payment: Name of Cardholder: Signature: Amount to be charged: SIGNATURE: The exhibitor commits to exhibiting at the EMACS Conference and agrees to abide by all terms, conditions, and regulations as set forth in the attached Rules and Regulations. Signed: Date:
EXHIBITOR TERMS & CONDITIONS The following information, terms and conditions are meant to make your exhibiting experience as smooth and beneficial to you as possible. Should you have any questions regarding the following, please contact Jennifer Chalk at 404-237-9009. 1. Exhibitor understands and agrees that the exhibit space will be assigned by the Conference staff about 2 months prior to the Conference. We make every effort to place exhibitors so that like-kind exhibitors are not next to each other and booth preferences are considered, but cannot guarantee preferred placement. Placement is made on a first come first served basis when both application and payment are made with preference given to Sponsors. 2. Exhibit space is 8 D x 10 W x 8 H. 3. Exhibitor s entire booth must stay contained within assigned exhibit space. No banners taller than 8 will be allowed to be displayed and no elements that exceed the 8 depth will be allowed. 4. Brede is the official service contractor for the EMACS Conference. All exhibitors (including local exhibitors) must use Brede. 5. Exhibitor will be solely responsible for arranging necessary services with Brede. Exhibitor is responsible for the payment of any fees due for services. 6. The exhibit fee for each booth space is $5,195. Payment terms: Due to space limitations a 50% nonrefundable deposit is due at time of application. The remaining balance is due no later than August 1st, 2019. After this date, show management has the authority to release for resale all booths and sponsorships for which full payment has not been received. Commitment after August 1st non refundable payment is due in full upon receipt of the invoice. We understand that the pre- and post-conference list is restricted for one pre-conference and one post-conference mailing (direct or email). No installation will be permitted unless payment in full has been received. Cancellation Policy: 50% non-refundable deposit. Full forfeiture after August 9th, 2019. 7. Arrival and Set-up: the exhibitors may begin set up between Noon - 4pm on Monday, September 30. Dismantling the booth must not happen before 5:00 pm on Wednesday, October 2. Exhibitors will be required to remain with their booth until Brede has picked up returning freight. Neither the Conference nor Brede will be responsible for materials left unattended. If exhibitor is unable to set-up at designated time, the exhibitor is responsible for any additional storage and handling fees. 8. All commercial, exhibit activity must be confined to the prescribed exhibit area. Collateral materials, brochures, etc. cannot be placed on any tables outside of the exhibit area including but not limited to the conference registration desk. Exhibitor acknowledges the receipt of the attendee list (2) weeks prior to the event with no email addresses. 9. Exhibitor assumes all responsibility and hereby agrees to protect, indemnify and defend, and hold harmless The EMACS Conference or the Hyatt Regency New Orleans Hotel, or their respective employees and hold harmless the employees and agents against all claims, losses, damages to persons or property, governmental charges or fines and attorney s fees arising out of, or caused by the Exhibitor s installation, removal, maintenance, occupancy, or use of the exhibit area or a part thereof. 10. Exhibitors are required to maintain sufficient liability insurance that covers all potential problems during the exhibit. In addition, exhibitor acknowledges that the EMACS Conference and the Hyatt Regency New Orleans Hotel do not maintain insurance covering exhibitor s property and that it is the sole responsibility of the exhibitor to obtain insurance covering such losses. By executing this document, you are acknowledging that you have read and agree to all exhibitor terms and conditions Signature: Date:
SPONSOR TERMS & CONDITIONS The following information, terms and conditions are meant to make your sponsorship experience as smooth and beneficial to you as possible. Should you have any questions regarding the following, please contact Jennifer Chalk at 404-237-9009. 1. Sponsor understands that all benefits listed on the benefits page will be honored and that any additional services or items not listed on the benefits page will incur an additional fee. 2. Sponsor acknowledges the receipt of the attendee list (2) weeks prior to the event with email addresses. 3. Sponsors acknowledge that any private function held by the sponsor at EMACS will be the sole responsibility of the sponsor and may not compete with any EMACS events including but not limited to: receptions, The Main Event, and other food functions. 4. Diamond, Platinum, and Gold sponsors accept that their included speaking slot is 30-minutes in length. 4. Brede is the official service contractor for the EMACS Conference. All exhibitors (including local exhibitors) must use Brede. Gold, Silver, and Bronze sponsors acknowledge that a booth is not included with their sponsorship package and will be an additional fee. 5. Sponsor/Exhibitor will be solely responsible for arranging necessary services with Brede. Exhibitor is responsible for the payment of any fees due for services. 6. Payment Terms: A 50% non-refundable deposit is due at time of application. The remaining balance is due no later than August 1st, 2019. After this date, show management has the authority to release for resale all booths and sponsorships for which full payment has not been received. Commitment after August 1st non refundable payment is due in full upon receipt of the invoice. We understand that the pre- and post-conference list is restricted for one pre-conference and one post-conference mailing (direct or email). No installation will be permitted unless payment in full has been received. Cancellation Policy: 50% nonrefundable deposit. Full forfeiture after August 9th, 2019. 7. Arrival and Set-up: the exhibitors may begin set up between Noon - 4pm on Monday, September 30. Dismantling the booth must not happen before 5:00 pm on Wednesday, October 2. Exhibitors will be required to remain with their booth until Brede has picked up returning freight. Neither the Conference nor Brede will be responsible for materials left unattended. If exhibitor is unable to set-up at designated time, the exhibitor is responsible for any additional storage and handling fees. 8. All commercial, exhibit activity must be confined to the prescribed exhibit area. Collateral materials, brochures, etc. cannot be placed on any tables outside of the exhibit area including but not limited to the conference registration desk. 9. Sponsor/Exhibitor assumes all responsibility and hereby agrees to protect, indemnify and defend, and hold harmless The EMACS Conference or the Hyatt Regency New Orleans Hotel, or their respective employees and hold harmless the employees and agents against all claims, losses, damages to persons or property, governmental charges or fines and attorney s fees arising out of, or caused by the Exhibitor s installation, removal, maintenance, occupancy, or use of the exhibit area or a part thereof. 10. Sponsors/Exhibitors are required to maintain sufficient liability insurance that covers all potential problems during the exhibit. In addition, exhibitor acknowledges that the EMACS Conference and the Hyatt Regency New Orleans Hotel do not maintain insurance covering exhibitor s property and that it is the sole responsibility of the exhibitor to obtain insurance covering such losses. By executing this document, you are acknowledging that you have read and agree to all exhibitor terms and conditions Signature: Date: