Coming in 2015 OptoWest Regional Conferences MARKETING & SPONSORSHIP PLANNER
Two regional OptoWest meetings featuring innovative education presented in a one full-day format NEW FOR 2015 The California Optometric Association s OptoWest, the premier conference created by eye care professionals for eye care professionals, will be offered as two regional meetings, held in Northern California and Southern California, under a new one-day format at each location. OptoWest will continue to provide quality education for optometrists and their professional staff offering both OD and paraoptometric tracks at each meeting. The OD continuing education program will submitted to and accredited by COPE; the paraoptometic continuing education program will be submitted to ABO, NCLE and the AOA Commission of Paraoptometric Certification (CPC). 100 to 200 attendees are expected at each regional conference. The COA House of Delegates will meet February 21-22, 2015, in conjunction with OptoWest San Jose. Let COA help maximize your return on investment as an OptoWest 2015 sponsor. All sponsors will receive exposure at BOTH regional conferences. Gone are the days of simply popping up a booth and waiting for the sales to come to you. Working as a team, COA helps our partners achieve their goals for building traffic, leads, brand awareness and sales. For more than a century, COA has been dedicated to making optometry a stronger, better, and more visible profession. It has worked diligently on all fronts to ensure that those who have earned the title of doctor of optometry have the opportunity to practice their profession to the fullest extent possible. We appreciate your company s continued support! For more information, please contact: Jodi Haas Membership Development Manager California Optometric Association 2415 K Street Sacramento, CA 95816 Ph: 916.266.5038 Cell: 916.705.9673 Fax: 916.448.1423 jhaas@coavision.org
OptoWest 2015 Sponsorship, Exhibitor & Marketing Opportunities SUPPORTING SPONSOR - $750 (20 available) Acknowledgment on all pre-event advertising (printed and digital) to highlight your company s participation and support Acknowledgement on official conference website, www.optowest.com, with your company logo and link to your website Inclusion of your company-provided printed brochure, flyer or small promotional item in attendee registration bags to be distributed at both regional OptoWest conferences and at COA s House of Delegates meeting Add a full year of advertising in the product & services section of COA s California Optometry magazine for only $1,750! 5 PREMIER SPONSOR & EXHIBITOR - $5,000 (only 10 available) All of the benefits mentioned above, plus: Exhibit Table to promote your company s products & services at both regional conferences with inclusion in the passport program to drive traffic to your table Company logo on event signage Pre & post attendee lists with full contact information to promote your company s products and services and to thank attendees Acknowledgement in COA thank you advertising in California Optometry magazine following event PRESENTING SPONSOR - $15,000 (2 available may purchase both for exclusivity) All of the benefits mentioned above, plus: Thank You podium mentions to raise awareness of your support Introduction of a hot-topic class lecturer at each regional conference Exhibit table at COA s House of Delegates meeting Two (2) complimentary conference registrations at each event for ODs or staff Full-page, full-color ad in each 2015 issue of California Optometry magazine CONFERENCE SPONSOR Premier or Presenting Sponsors may support the following conference items for increased branding and recognition. All sponsorships will be highlighted at both regional meetings. Continental Breakfast Sponsor - $3000 Conference Bag Sponsor - $2,500 Break Sponsor (2 available) - $2,000 Name Badge Sponsor - $2,500 Lunch Sponsor - $5,000 Pen Sponsor - $1,500 E-BLAST ADVERTISING Targeted emails will promote upcoming COA conferences to over 8,000 doctors and staff. Size: 450 x 203 pixels 1x - $150 3x - $375 6x - $600
SPONSORSHIP AGREEMENT California Optometric Association (COA) OptoWest North Regional Conference San Jose, CA - February 22, 2015 OptoWest South Regional Conference Anaheim, CA May 3, 2015 OptoWest Contact Information (Please list the person that all advance and/or exhibitor information will be sent to. This will be the primary person that COA staff will work with.) Company Name: Contact Name: Mailing Address: City: State: Zip: Phone: Fax: E-mail: Web site: Booth Manager: Sponsorship & Fees Exclusive Presenting Sponsorship - $30,000 Premier Sponsor & Exhibitor - $5,000 Presenting Sponsorship - $15,000 Supporting Sponsor with Magazine Advertising - $2,500 Supporting Sponsor - $750 Premier Lunch Sponsor & Exhibitor - $10,000 Premier Breakfast Sponsor & Exhibitor - $8,000 Add e-blast advertising to expand your marketing efforts: Premier Break Sponsor & Exhibitor - $7,000 1-time ad - $150 Premier Conference Bag Sponsor & Exhibitor - $7,500 3-time ad - $375 Premier Name Badge Sponsor & Exhibitor - $7,500 6-time ad - $600 Premier Pen Sponsor & Exhibitor - $6,500 TOTAL: $ To reserve OptoWest 2015 sponsorships & exhibit space, a 50% deposit of the total fee is required. Payable by check, Visa, MC, Discover or AMEX, the non-refundable deposits must be received within 30 days of execution of this agreement or the sponsorship will be released. Full payment must be received at close of business Friday, October 31, 2014. If final payment is not received by the deadline date the sponsorship will be released. To reserve sponsorships (if available) after October 31, 2014, full payment must accompany this contract. Sponsor agrees that if this contract is received and accepted by COA without a deposit, pending invoicing to sponsor, it shall be deemed valid and binding as though the deposit was made. Deposits are not transferable. E-mail Are there any company conflicts that you would like the OptoWest Show Management to be aware of? Conference Program & Website Company Information (if different from above) Company Name: Contact Name: Mailing Address: City: State: Zip: Phone: Fax: E-mail: Web site: The above address and contact information will be included on the official conference website, www.optowest.com IMPORTANT: YOU MUST SUBMIT THE FOLLOWING INFORMATION ELECTRONICALLY TO JHAAS@COAVISION.ORG Your company logo in any of the following high resolution (300 dpi or more) formats: EPS, TIF, JPG, PDF. PAYMENT METHOD Payment for: Deposit Only Total Fee Make check or money order payable to: California Optometric Association, Optowest Sponsor, 2415 K Street, Sacramento, CA 95816 Name on Card: Card # Exp. Date: CCV# (VISA/MC/DIS - 3 digit # on back; AMEX - 4 digit # on front) Signature: The deposit is required to confirm sponsorship. Space can be held with the contract, but will not be confirmed without payment. Return this signed contract with payment to: Jodi Haas (OptoWest), 2415 K Street, Sacramento, CA 95816, email to jhaas@coavision.org, or fax to (916)469-2896. This fax number is a secured fax number for contracts with payment information. By signing below, sponsor agrees to the Terms and Conditions of this agreement and hereby purchases sponsorship described above at the 2015 OptoWest Regional Conferences. The person signing this document expressly represents and warrants to Show Management, that he/she is authorized by Exhibiting Company to bind it to the terms and conditions hereof. Authorized Signature: Date:
OPTOWEST 2015 - Terms and Conditions All sponsors of the OptoWest Regional Conferences are under the control and management of the California Optometric Association ( Show Managment ). These terms and conditions are part of the contract between the exhibiting firm and Show Management and it is the responsibility of the exhibiting company to read these carefully and adhere to them, as well as any provisions contained in the exhibitor service kit that will be forwarded after receipt of the deposit and contract. THIS SPONSORSHIP AGREEMENT (the Agreement ) is by and between company named on the sponsor agreement ( Sponsor ), and California Optometric Association ( Organization ) a not-for-profit organization with its principal place of business located at 2415 K Street, Sacramento, CA 95816. WHEREAS, Organization is conducting events, OptoWest North and OptoWest South ( Events ), which provide cutting-edge continuing education to optometrists and paraoptometrists to help them launch their practice into the future. OptoWest North is scheduled for February 22, 2015 in San Jose, California and OptoWest South is scheduled for May 3, 2015, in Anaheim, California. WHEREAS, Sponsor desires to promote its products and services at the Events NOW, THEREFORE, in consideration of the promises and mutual covenants of the parties, it is agreed as follows: 1. SPONSORSHIP TERMS. (a) A 50% deposit shall be paid upon execution of this agreement by Sponsor and/or co-sponsor and the balance will be paid no later than October 31, 2014. (b) In return for the Sponsorship Fee, Sponsor shall receive the following benefits (collectively, the Sponsorship Benefits ) detailed in the Marketing & Sponsorship Planner 2. USE OF THE SPONSORSHIP FEE (a) The parties agree that the amount paid to Organization in connection with the Events represent fair market value for the promotional opportunities provided to Sponsor. (b) If Organization offers more than one type or level of promotional opportunities to manufacturers or marketers of pharmaceutical, medical device or overthe-counter drug products, Organization represents that it has disclosed all such offerings to Sponsor. Organization shall specifically disclose to Sponsor if any such manufacturer receives the same or similar Sponsorship Benefits for a fee less than the Sponsorship Fee. (c) No amount paid under this Agreement is intended to be, nor shall it be construed as, an offer or payment made, whether directly or indirectly, to induce the referral of patients; the prescription, purchase, lease or order of any item or service; or, the recommending or arranging for the purchase, lease or order of any item or service. (d) Organization represents and warrants that proceeds from the Sponsorship Fee shall only be used to offset legitimate costs of conducting the Events, including venue rental, audio/visual expenses, and similar overhead costs. Organization agrees that it shall not use the Sponsorship Fee to provide food or beverage to healthcare professionals without Sponsor separate written consent. (e) Organization agrees to keep records regarding all payments made, and costs, expenditures and expenses incurred, in connection with the Events, and shall provide Sponsor with information regarding these payments, costs, expenditures and expenses that Sponsor determines it may be required to disclose under state or federal regulations. Specifically, if Sponsor consents to use of the Sponsorship Fee to provide food or beverage to healthcare professionals, Organization agrees to accurately track all recipients and to comply with any restrictions imposed by Sponsor that may prohibit the provision of food or beverage to residents of certain states. All records and other information described under this section shall be provided to Sponsor no less than thirty (30) days after receipt of such request. (f) To the extent Organization is owned by, comprised of, or affiliated in any way with healthcare providers (the Affiliated HCPs ), Organization represents and warrants that no proceeds from the Sponsorship Fee shall be diverted or used, directly or indirectly, in a manner that provides an economic benefit to such persons. Organization specifically warrants that Affiliated HCPs shall not receive cash or other items of value derived in any way from the Sponsorship Fee. Notwithstanding the foregoing, if Sponsor and Organization agree to use the Sponsorship Fee to provide meals at the Events, Affiliated HCPs may accept such meals under the same terms and circumstances as other Event attendees. (g) The Sponsorship Fee is not intended as, and shall not be construed as an unrestricted educational grant. The parties agree that proceeds from the Sponsorship Fee shall not be used in any way to support continuing education ( CE ) activities. Specifically, the Sponsorship Fee shall not be used to pay for honoraria, travel or similar expenses for CE instructors, attendees or others. If the Event includes any form of CE activities, Organizer shall provide a separate and distinct venue for Sponsor promotional activities, and shall implement appropriate financial controls to ensure that the proceeds from the Sponsorship Fee are appropriately segregated from funds used to support CE activities. (h) Sponsor may, from time to time, reassess its calculation of fair market value for the Sponsorship Benefits provided under this Agreement, consistent with Sponsor policies and applicable state and federal healthcare laws. In the event this Agreement must be changed to comply with such policies or laws, Sponsor shall promptly notify Organization and the parties shall undertake reasonable efforts to amend this Agreement accordingly. 3. CERTIFICATIONS AND DISCLOSURES (a) Organization certifies that all payments and other activities undertaken in connection with the Events shall be undertaken in a manner that complies with all applicable Sponsor policies and applicable state and federal law including, without limitation, the Federal Food, Drug, and Cosmetic Act (21 U.S.C. 301 et. seq.) and the Federal Anti-Kickback Statute (42 U.S.C. 1320a-7b). (b) Sponsor will have the right in its discretion (a) to display and disclose, as may be required under state or federal law or as is otherwise desired by Sponsor, information relating to this Agreement, any and all payments, reimbursement for expenses, or other transfer of value made in other than dollar form relating to this Agreement, or any other information relating to this Agreement and (b) to display such information on Sponsor s websites. (c) To the best of Organization s knowledge, Organization certifies that no employees, officers, directors, or other persons affiliated with Organization are currently excluded, debarred, suspended, or otherwise ineligible to participate in Federal health care programs. 4. TERM; TERMINATION This Agreement shall commence on the Effective Date and will extend through May 15, 2015, unless terminated by either party pursuant to the terms of this Agreement (the Term ). (a) Unless Organization violates paragraph b) of this section upon execution of this Agreement by Sponsor, if Sponsor terminates this Agreement on or before September 26, 2014, 50% of the balance owed is due and payable to Organization, if Sponsor terminates agreement on or after September 27, 2014, 100% is due and payable to Organization. (b) In the event of a party s breach, this Agreement may be terminated by the non-breaching party by giving fifteen (15) days written notice, unless the breaching party corrects such breach within said fifteen (15) day period. This Agreement may be terminated immediately upon: (1) the bankruptcy, liquidation or state of insolvency of either party; or (2) failure by Organization to comply with the terms of Sections 2 or 3 of this Agreement. 5. NOTICES 1) Notices shall be given to Sponsor via certified mail, return receipt requested or via overnight delivery addressed to the respective party set forth below, with an additional copy being sent to Sponsor contact address, or such other address as Sponsor may notify the Organization of, in accordance with this paragraph; and shall be deemed received seventy-two (72) hours after deposit in the U.S. mail or twenty-four (24) hours after deposit with a recognized overnight delivery service. 2) Notices shall be given to Organization via certified mail, return receipt requested or via overnight delivery addressed to the respective party set forth below at 2914 K Street, Sacramento, CA 95816, or such other address as Organization may notify Sponsor of, in accordance with this paragraph; and shall be deemed received seventy-two (72) hours after deposit in the U.S. mail or twenty-four (24) hours after deposit with a recognized overnight delivery service. 6. MISCELLANEOUS (a) This Agreement does not involve the counseling or promotion of a business arrangement or other activity that violates any State or Federal law. The parties will comply with all relevant federal and state statutes and regulations. (b) Nothing in this Agreement shall in any way be construed to constitute Organization as the agent, employee or representative of Sponsor. Organization shall not have the power to bind Sponsor or its Affiliates in any capacity unless specifically authorized to do so by Sponsor in writing. (c) This Agreement does not constitute any right or license granted by Sponsor to Organization to use Sponsor's trademarks or service marks in any way except as expressly approved by Sponsor. (d) This Agreement does not constitute any right or license granted by Organization to Sponsor to use Organization s name, logos, trademarks or service marks in any way except as expressly approved in writing by Organization. (e) This Agreement shall be construed in accordance with the laws of the state of California excluding any conflicts or choice of law rule or principle that might otherwise refer construction of this Agreement to the substantive law of another jurisdiction. (f) This Agreement constitutes the entire agreement between the parties, supersedes and replaces any prior agreement entered into between Organization and Sponsor related to the subject matter hereof, and all such prior agreements are hereby terminated and are of no further force or effect. Modification, amendments, or supplements to this Agreement shall be in writing and signed by each party. This Agreement is personal to the parties hereto, and neither this Agreement, nor any right, obligation, interest, or duty may be assigned, transferred or otherwise dealt with, without the express written consent of the other. Notwithstanding the above, Sponsor may freely assign all or part of this Agreement to any Affiliate. (g) No waiver by either party hereto at any time of any breach or of compliance with any condition or provision of this Agreement shall be deemed a waiver of similar or dissimilar provisions or conditions at any prior or subsequent time. (h) The validity and/or invalidity of any provision or portion of a provision of this Agreement will not affect any other provision or portion thereof of this Agreement, which shall remain in full force and effect.