SPONSORSHIP PROSPECTUS OTM User Conference August 4-7, Philadelphia, PA otmsig.communities.oaug.org/us-conference
Philadelphia, Pennsylvania Please visit http://us.otmconference.com/ or contact the OTM SIG Conference Manager at Please visit http://us.otmconference.com/ or contact the OTM SIG Conference Manager at You re Invited Please visit http://us.otmconference.com/ or contact the OTM SIG Conference Manager at otmsig@meetingexpectations.com for additional information. sdafasdfasdfasdfasdfa It is our pleasure to invite you to sponsor the OTM User Conference, which will be held on August 4-7 in Philadelphia, PA. This conference is designed for people to learn and share knowledge, ideas and experiences about OTM software. OTM values and appreciates our conference sponsors. Your contributions help make this conference possible and keeps registration fees lower for attendees. Sponsorship opportunities are limited and contracts will only be accepted through July,, based on availability. Mark your calendar and plan to submit your contract by this date to ensure your participation in this important conference. We look forward to seeing you there! Geographic Audience 85% US Market 15% International Attendance 29% Others 1% Partners 58% Clients (others include Oracle and 1 Day Attendees) 2
Diamond Sponsorship Opportunity EXCLUSIVE SOLD OUT One Diamond Sponsor Company... $40,000 valued at $46,000 Standard 10x20 exhibit space - Central location (Determined by OTM Board) Five (5) full conference registrations to all sessions, meals, and evening events Opportunity to present on stage for 20 minutes during one of the general session segments Opportunity to provide marketing email content to be sent to registered attendees prior to conference (Email must be print ready and will be sent by conference management) First Right of Refusal for 2020 Tuesday Evening Event Opportunities Exclusive sponsor of Tuesday Evening Event (Location determined by OTM Board) Giveaway item provided for event to be handed out to all attendees (Giveaway selected by OTM Board) Raffle item provided for event (Raffle item selected by OTM Board) Mobile App Opportunities Mobile App Banner Ad (Ad must be provided print ready) Description of company in mobile app listing Mobile App Push Notification If a la carte opportunities are available 0 days prior to event, Diamond Sponsors may add options for additional fees. (All items including a printed logo must be selected 60 days out)
Exhibiting Sponsor Opportunities Platinum Level (Limit 8).... $10,500 valued at $1,500 Standard 10x10 exhibit space Tier 2 placement Opportunity to present on stage for 10 minutes during one of the general session segments Three () full conference registrations to all sessions, meals, and evening events One (1) full-page advertisement in the conference program guide Recognition as a Platinum Sponsor on conference marketing material, signage, and program guide Opportunity to provide giveaway item in the conference attendee bag Opportunity to place banner advertisement on conference website Mobile App Push Notification Mobile App Banner Ad Description of company in mobile app listing First Right of Refusal for 2020 Gold Level (Limit 6)....$6,000 valued at $8,500 Standard 6 tabletop exhibit Tier placement Opportunity to present on stage for ten minutes as part of the Gold Sponsor Speed Session Presentations segment Two (2) full conference registrations to all sessions, meals, and evening events One (1) half-page advertisement in the conference program guide Recognition as a Gold Sponsor on conference marketing material, signage, and program guide Mobile App Banner Ad First Right of Refusal for 2020 Silver Level (Limit 12)...$2,500 valued at $4,000 Standard cocktail/bistro table (0 ) - Tier 4 placement One (1) full conference registration to all sessions, meals, and evening events Standard for all Exhibitors Pre- and post-conference attendee list (To include name, company, title and phystical address only) 4
Exhibiting Sponsor Opportunities Grid SPONSOR LEVEL DIAMOND PLATINUM GOLD SILVER 5 2 1 10' x 20' 10' x 10' 6' Table Bistro Table 20 Minutes 10 Minutes 10 Minutes Full Page Full Page Half Page Banner Ad (Web and/or App) Bag Collateral Mobile App Co. Description Mobile App Push Exclusive Email Tuesday Evening Event Giveaway @ Tuesday Event Raffle Item @ Tuesday Event Branding @ Tuesday Event Conference Registrations Booth Presentation Time Branded Printed Marketing Program Guide Ad SPONSORSHIP 5 $40,000.00 $10,500.00 $6,000.00 $2,500.00
A-la-carte Sponsorship Items Keynote Speaker Sponsor (Limit 1)...$10,000 Recognition as the Keynote Speaker Sponsor on conference marketing material, signage, and program guide Exclusive Welcome Reception Opportunity (Limit 1)... $25,000 or Welcome Reception Sponsor (Limit )...$10,000 The Welcome Reception on Sunday will take place in the exhibit space and invite attendees and exhibitors to register, network and kick-off the conference. This sponsorship is available for up to three Partners to share Recognition as a Welcome Reception Sponsor on conference marketing material, signage, and program guide Break Sponsor (Limit 2)...$8,000 Daily breaks provide attendees with snacks, refreshments, coffee and tea between sessions and during dedicated exhibit time Sponsorship of Monday or Tuesday breaks are available and customization can be accommodated (limited to Loews menus) Recognition as the Break Sponsor on conference marketing material, signage, and program guide Branded Conference Attendee Bags...$5,000 Company logo on conference bag next to OTM SIG conference logo Opportunity to provide one (1) sheet of collateral and a giveaway for the conference bag Branded Pad & Pen (exclusive)...$4,000 Company logo on pad and pen next to OTM SIG conference logo Conference Mobile App (exclusive)...$,000 Sponsor recognition on conference pre-event app marketing communications, website, and within program guide Company logo on app splash page (landing page) and top page banner advertisement One (1) daily push notification to all conference app users sponsors 6
A-la-carte Sponsorship Items Branded Water Bottle (exclusive).................................. $,000 Company logo on water bottle next to OTM SIG conference logo Branded Badge Lanyards (exclusive)............................... $1,500 Company logo on lanyard next to OTM SIG conference logo Registration Confirmation Email (exclusive)............................... $1,000 Banner advertisement and link to company URL within the body of all attendee registration confirmation emails Know-Before-You-Go Email Sponsor (exclusive).................... $1,000 Banner advertisement and link to company URL within the body of Know-Before-You-Go email notification Item in Conference Bag............................................ $450 One (1) 8.5 x 11 print collateral or one (1) promotional item preapproved by OTM conference management Are you looking for other opportunities? We are happy to customize a sponsorship opportunity that fits the needs and goals of your organization. Please reach out to Marci Nessing at otmsig@meetingexpectations.com to discuss! Ready to secure your OTM User Conference Sponsorship? Please visit otmsig.communities.oaug.org/sponsors All terms and conditions will be provided here during the registration process. 7
Rules & Regulations 1. AGREEMENT Please complete the agreement, noting your company name, address, contact person, telephone and fax numbers. Booths are assigned based on a first-come, first-served basis with priority positioning going to Diamond, Platinum, Gold, Silver. OTM SIG will forward a notice confirming the booth numbers assigned with the logistics letter in June. 2. CANCELLATION Companies may not cancel exhibit or sponsorships after acceptance. Any refund exception will be made at the discretion of the OTM SIG. If for any reason beyond OTM SIG s control, OTM SIG User Conference must be canceled, shortened, delayed or otherwise altered or otherwise changed, Sponsor understands and agrees that all losses and damages which it may suffer as a consequence thereof are its responsibility and not that of OTM SIG or its event management company, or their respective directors, officers, employees or agents. Sponsor understands that it may lose all monies it has paid to OTM SIG for space in the exhibition, as well as other costs and expenses it has incurred, including travel to the show, setup, lodging, freight, employee wages, etc. Sponsor, as a condition of being permitted by OTM SIG to be a Sponsor in the OTM SIG Annual Conference & OTM SIG User Conference, agrees to indemnify and hold harmless OTM SIG, and their respective directors, officers, employees or agents, from any and all loss, which Sponsor may suffer as a result of show cancellation, duration, delay or other alterations or changes caused in whole or in part by any reason outside OTM SIG s control.. ASSIGNMENT OF SPACE OTM SIG will provide a deadline for sponsors to select their booth space. Priority will be given based on the date a signed contract was received. The Diamond space is predetermined by the OTM SIG Board. 4. SET-UP AND DISMANTLE Set-up and dismantle hours specified in the sponsor contract are subject to change, in which case all Sponsors will be notified in writing. If an exhibit is not set up 0 minutes prior to the opening of the event, OTM SIG reserves the right to decline setup until after the Welcome Reception. Exhibits are to be kept intact until the closing of the Exhibit floor. No part of an exhibit shall be removed during the Exhibit floor without special permission from OTM SIG. Any Exhibitor that begins dismantling its display before the close of the show will lose priority status in future OTM SIG User Conferences and may altogether lose the privilege of Sponsorship. 5. SUBLETTING OF EXHIBITS AND PROHIBITED USES Sponsors are prohibited from assigning or subletting a booth or any part of the space allotted to them. Nor shall they exhibit or permit to be exhibited in their space any merchandise or advertising materials which are not a part of their regular products, or which are not compatible with the character of OTM SIG, without a written request and approval from OTM SIG. OTM SIG reserves the right to terminate any portion of the exhibit that is not in accordance with these rules without prior approval. 6. PAYMENT AND LATE FEES A 50% deposit is due at time of contract signature. Payment can be made using a credit card or company check. Signed contract and deposit must be received within 0 days (1 month) of the contract being sent via email. The remaning balance is due 14 days (2 weeks) prior to the setup date outlined on the contract. If payment is not received by this deadline, OTM SIG reserves the right to charge a 2% late fee for every 7 days (1 week) payment is delayed. If payments are not made by the deadline, the OTM SIG Board reserves the right to move to the next interested party. 7. FOOD & BEVERAGE The service of any food or beverage by a Sponsor must be in custom packaging and approved by the hotel at least 0 days prior to the conference. Service of alcoholic beverages by Sponsors in any part of the exhibit area is strictly prohibited. 8. USE OF SPACE GENERAL All marketing activities of each Sponsor must be confined to the Sponsor s allotted booth space. Demonstrations in booths must be designed to take place and keep the audience within the existing booth space to allow the free flow of traffic in the aisles. Sponsors expressly agree not to hold any activity that, in the sole opinion of OTM SIG, creates a material adverse effect on attendance during the conference. If clarification is needed on a specific activity, please submit it to OTM SIG for approval. 9. SPECIAL EFFECTS Audio-visual and other sound and attentiongetting devices and effects will be permitted only in those locations and in such intensity as, in the opinion of OTM SIG, do not interfere with the activities of neighboring Sponsors. Operational equipment demonstrated may not create noise levels objectionable to neighboring Sponsors. 10. HOTEL SUITES AND MEETING ROOMS OTM SIG reserves the right to control all suites and meeting rooms in the hotel which is providing housing for OTM SIG. No entertainment, meetings, tours, special events, hospitality suite functions, or other private functions will be permitted during OTM SIG User Conference activities unless approved by OTM SIG. Companies who are not in accordance with the stated rules may lose their privilege of exhibiting at this and future conferences. 11. EXHIBIT CONSTRUCTION AND LAYOUT OTM SIG reserves the right to control the layout of the exhibit hall. Detailed regulations governing the construction, height, and layout of exhibits will be included in your Exhibit Services Manual. These rules and regulations are to be considered an addendum to this document and are subject to the full power and enforcement as set forth herein. If you require immediate access to these rules and regulations, please contact OTM SIG HQ for a copy. Each Sponsor will be held accountable for abiding by these rules and regulations governing stand construction and height limitations. OTM SIG reserves the right to control the layout of the exhibit hall. Sponsors will be bound by the booth construction rules included in the Exhibit Services Manual. 12. LIABILITY The Sponsor assumes all responsibility for any and all loss, theft, or damage to Sponsor s display, equipment, and other property while on the hotel premises, and hereby waives any claim or demand it may have against the hotel or its affiliates arising from such loss, theft, or damage. In addition, the Sponsor agrees to indemnify, defend, and hold harmless OTM SIG and the hotel against any liabilities, obligations, claims, damages, suits, costs, and expenses, including, without limitation, attorneys fees and costs, arising out of or in connection with the Sponsor s occupancy and use of the exhibition premises or any part thereof or any negligent act, error, or omission of the Sponsor or its employees or agents. 1. INSURANCE Each Sponsor shall carry and maintain all liability insurance. Participating Sponsors assume the entire responsibility and liability for losses, damages, and claims arising out of injury or damage to Sponsor s displays, equipment, and other property brought upon the premises of the hotel and shall indemnify and hold harmless OTM SIG, the management 8
Rules & Regulations firm, agents, and employees from any and all damages, claims, and/or destruction including theft or mysterious disappearance to any and all equipment owned by, leased to, or utilized by Sponsors. 14. PROMOTIONS, CONTESTS, PRINTED MATERIAL, ETC. All giveaway items apart from pens, pencils, luggage tags, pocket calendars, and similar items must be submitted for approval to OTM SIG prior to the conference. Sideshow tactics, or other methods, including marketing material, considered by OTM SIG to be objectionable, are expressly prohibited at the OTM SIG Annual Conference & OTM SIG User Conference. Prizes, awards, drawings, raffles, lotteries, or contests may be permitted in accordance with applicable state laws. Requests for approval of such activities must be submitted in writing to OTM SIG three weeks prior to the opening of the exhibition. Distribution of promotional material to OTM SIG conference attendees hotel sleeping rooms, public areas, or in technical sessions is strictly prohibited without the prior approval from OTM SIG. Use of OTM SIG hotel and conference-related facility communication systems to promote vendors or their products is also prohibited. 15. USE OF OTM SIG NAME Participation by a Sponsor in OTM SIG User Conference does not entitle the Sponsor to use the OTM SIG name other than with reference to the Sponsor s participation as a Sponsor in OTM SIG User Conference without permission from OTM SIG. Participation in OTM SIG does not imply endorsement or approval by OTM SIG of any product, service, or participant, and none shall be claimed by any participant. 16. SECURITY Although OTM SIG will provide security service for the overnight hours during the length of the conference, neither OTM SIG nor the management firm will accept the responsibility for Sponsor s valuables, tools, or personal items. It is suggested that small carry-type items of value be secured each evening. 17. CLEANING OTM SIG will arrange daily cleaning of the aisle carpets and common areas. Sponsors are responsible for maintaining the cleanliness of their respective exhibit space. 18. PRESS OTM SIG reserves the right to control all media access and press activity during OTM SIG Annual Conference & OTM SIG User Conference. 19. MUSIC LICENSING Vendors are responsible for individual ASCAP/BMI music licensing fees or similar statues as may apply outside the United States if applicable to the function. Music played and/or performed, whether recorded or live, will not be covered under OTM SIG s ASCAP/BMI music licensing agreement. 20. NAME BADGES In an attempt to better secure your Exhibit floor investments, all representatives from an exhibiting company must wear a Sponsor s name badge to gain entrance to, and while on the Exhibit floor. Name badges must be authorized in writing by the designated company contact person. All badges included in any sponsorship package or booth purchase may only be used by an employee of the sponsor or exhibiting company. 21. NAME BADGES (INTERVIEWS/ APPLICANTS) All attendees must have a name badge to enter the Exhibit floor. This includes all applicants participating in interviews. 22. ON-SITE NAME BADGES If additional badges are required on site, an onsite registration form must be completed at the registration desk by the exhibiting company s contact noted on the agreement. There will be a charge for each additional Sponsor full conference badge and Exhibit floor Only badges beyond the allotm SIGent. 2. CANONS OF CONDUCT All representatives of exhibiting companies or representatives of firms contracted by exhibiting companies must abide by the OTM SIG Canons of Conduct contained herein. 24. AMERICANS WITH DISABILITY ACT Sponsors shall be responsible for making their exhibits accessible to persons with disabilities, as required by the Americans with Disabilities Act and shall hold OTM SIG harmless from any consequences of failing to do so. 25. ENFORCEMENT The Sponsor acknowledges that its failure to comply with the Rules & Regulations set forth herein will cause harm to OTM SIG. The Sponsor agrees that, if OTM SIG determines that a material violation has occurred, the Sponsor will lose the privilege of exhibiting at this and future OTM SIG conferences. In addition, OTM SIG reserves the right to immediately remove all exhibit materials if a violation occurs during the conference without issuing a refund. 26. GENERAL All matters and questions not covered by the regulations are subject to the decision of OTM SIG. These regulations may be amended at any time by OTM SIG and all amendments that may be so made shall be equally binding on all parties affected by them, as are the original regulations. In the event of any amendment or additions to these regulations, written notice will be given by OTM SIG to such Sponsors as may be affected by them. CANONS OF CONDUCT In order that OTM SIG may better achieve its purposes, the following Canons of Conduct are adopted and shall govern the conduct of all OTM SIG members, member representatives, and attendees. All such members, member representatives, and attendees in connection with all OTM SIG matters and activities: A. Must conduct themselves and their activities in a professional manner marked by integrity and spirit of fair play. B. Must refrain from engaging in any activity which would violate proprietary rights of their employers, OTM SIG, or any other OTM SIG member organization (including their representatives). C. Must abide by the bylaws and policies of OTM SIG. D. Must properly register and display appropriate credentials at OTM SIG activities. E. Must not engage in sales activities, including direct or indirect solicitation, or conduct any other activity contrary to purpose or policies of OTM SIG at a OTM SIG-sponsored activity without the express consent of the OTM SIG Leadership. F. Must not distribute any materials or post displays of any kind at OTM SIG activities without prior approval of an officer of OTM SIG. 9