2 3 4 5 8 1 0 2 6 7 8 3 9 19 FEBRUARY 4 6, 2018 WYNDHAM HOTEL RIVERWALK SAN ANTONIO, TEXAS F or m ore i n f o r m a t io n v isit o u r w e bp a g e! 2 018 CONFEREN C E Sponsor/Exhibitor/Advertising 1 Prospectus
Sponsors Sponsorships are designed to help companies and organizations further engage, network, and connect with attendees during The Arc of Texas Inclusion Works! Conference. With a variety of sponsorship opportunities to choose from, The Arc of Texas offers you the perfect way to expand your presence during the conference. Whether you re seeking new business, just entering the field, or hoping to expand your partnerships with existing clients, we offer numerous ways to attain your marketing goals through sponsorship opportunities. $10,000 OVERALL CONFERENCE Company/organization materials at each table during both general sessions and luncheons and in conference bag for each conference participant Full page color ad in conference program Logo on conference signage Exhibitor table (with electricity and Ethernet) Logo on The Arc of Texas Facebook page Logo on The Arc of Texas website with link to sponsor website Logo in The Arc of Texas newsletter The Texas Talk for one year (15,000+ subscribers) Complimentary conference registration $5,000 KEYNOTE SPEAKER (TWO AVAILABLE) Up to 7 minutes of podium time at General Session Keynote 1/2 page color ad in conference program Logo on conference signage Exhibitor table (with electricity and Ethernet) Logo on The Arc of Texas Facebook page Logo on The Arc of Texas website with link to sponsor website Logo in The Arc of Texas newsletter The Texas Talk for one year (15,000+ subscribers) Complimentary conference registration Sponsors 3
Sponsors $5,000 WIFI (ONE AVAILABLE) $1,000 BREAKOUT ROOM Company name on Wifi Password 1/4 page color ad in conference program 1/2 page color ad/logo in conference Logo on conference signage program Logo on The Arc of Texas Facebook page Logo on conference signage Logo on The Arc of Texas website Exhibitor table (with electricity and Complimentary conference registration Ethernet) Logo on The Arc of Texas Facebook page Logo on The Arc of Texas website Complimentary conference registration $2,500 CONFERENCE BAGS Logo on side of conference bag given to each participant (one color logo) 1/3 page color ad/logo in conference program Logo on conference signage Exhibitor table (with electricity and Ethernet) Logo on The Arc of Texas Facebook page Logo on The Arc of Texas website Complimentary conference registration Contact us to find out how you can provide a scholarship for teachers to attend the conference! For questions, please contact Marcia Espinal at mespinal@thearcoftexas.org or 512-485-9731. 4 Sponsors
Sponsorship Form CONTACT NAME BUSINESS NAME MAILING ADDRESS CITY, STATE, ZIP CONTACT EMAIL CONTACT PHONE HOW WOULD YOU LIKE YOUR NAME TO APPEAR ON EVENT MATERIALS? (Please print name exactly as you would like it to appear.) SPONSORSHIP INFORMATION $10,000 Overall Conference $5,000 Keynote Speaker $5,000 Wifi $2,500 Conference Bags $1,500 Breakout Room Please email your sponsorship form and logo to Marcia Espinal at mespinal@thearcoftexas.org. All logos must be saved as an.eps or.pdf or.ai file. Deadline to be included in all materials is Friday, January 5, 2018. PAYMENT INFORMATION Check Enclosed Visa MasterCard Discover American Express CARD NUMBER Check No. Make checks payable to: The Arc of Texas EXPIRATION CVV2 BILLING ZIP CODE I authorize, as signature below represents, the above credit card to be charged $ for the indicated sponsorship. Cardholder Signature Date The Arc of Texas 8001 Centre Park Drive, Suite 100 Austin, Texas 78754 512 454-6694 1-800-252-9729 www.thearcoftexas.org Marcia Espinal mespinal@the arcoftexas. Sponsorsorg 512-485-9728 5
Exhibitors Founded in 1950 by a group of parents of children with intellectual and developmental disabilities, The Arc of Texas has been instrumental in the creation of virtually every program, service, right, and benefit that is now available to more than half a million Texans with intellectual and developmental disabilities. Today, The Arc of Texas continues to advocate for including people with intellectual and developmental disabilities in all aspects of society. As an exhibitor, you will have the opportunity to showcase your company s products and services to a targeted population. Past exhibiting companies have been very satisfied with attendee contact available during the conference. Here are just a few benefits exhibiting offers: Interact face-to-face with influential decision makers Build visibility for your company in a competitive marketplace Expand your market reach Strengthen existing customer relationships Introduce new products and services Generate new sales leads CONTRACT ACCEPTANCE AND REVIEW For an exhibit contract to be accepted by The Arc of Texas, the products and services must relate to the activity content. The Arc of Texas reserves the right to accept or reject a potential exhibitor based on its assessment of whether the company/organization s products and/ or services are relevant to the conference. All exhibits will be reviewed by The Arc of Texas. EXHIBITOR SCHEDULE Sunday, February 4, 2018 3:00 5:00 pm: Exhibitor Set-Up Monday, February 5, 2018 8:00 9:00 am: Breakfast with Exhibitors 12:00 1:30 pm: Lunch and Visit with Exhibitors Tuesday, February 6, 2018 8:00 9:00 am: Coffee with Exhibitors 9:00 am 12:00 pm: Exhibitor Move-Out 6 Exhibitors
EXHIBITOR HOTEL ROOMS A specially priced block of rooms at the government per diem rate of $124 is being held at the Wyndham Hotel Riverwalk until Wednesday, January 3, 2018 or until the room block fills, whichever comes first. When making your reservation, be sure to ask for The Arc of Texas conference rate. After January 3, 2018, reservations will be accepted on a space and rate availability basis only. Reservations can be made online at the following link: https://aws.passkey.com/go/tat2018 or by calling 1-866- 764-8536. EXHIBITOR SHIPPING All exhibit items must be shipped to the Wyndham Hotel Riverwalk to the attention of yourself. Each exhibitor is responsible for receiving and collection of your shipments. Shipments must not arrive prior to Friday, February 2, 2018. Wyndham Hotel Riverwalk 111 E. Pecan Street San Antonio, Texas 78205 Attn: <<<Your Name>>> 2018 Inclusion Works! Conference (Nancy House) ATTENDEE BAG CONTRIBUTIONS All items to be contributed to the attendee bags must be shipped directly to The Arc of Texas and must arrive no later than Friday, January 12, 2018. For questions please contact Nancy House at nhouse@thearcoftexas.org or 512-746-6204. The Arc of Texas ATTN: 2018 INCLUSION WORKS 8001 Centre Park Drive, Suite 100 Austin, TX 78754 Exhibitors 7
ORGANIZATION/ COMPANY NAME CONTACT NAME Contract for Exhibit Space Commercial Exhibitor Fees Nonprofit Exhibitor Fees One 6 foot table-top exhibit to display materials includes draped table, and $500 One 6 foot table-top exhibit to display materials includes draped table, and $150 two chairs two chairs Additional 6 foot table $250 Additional 6 foot table $75 Electrical Connection $60/each Electrical Connection $60/each Ethernet Connection $20/each Eternet Connection $20/each MAILING ADDRESS CITY, STATE, ZIP Email an organization/company logo by Friday, January 5, 2018 to Nancy House at nhouse@thearcoftexas.org, to be included in the onsite conference program. CONTACT EMAIL CONTACT PHONE NUMBER OF TABLES ELECTRICITY ETHERNET Unless otherwise instructed, all information concerning exhibiting will be sent to the above named person. TERMS OF AGREEMENT The Arc of Texas agrees to provide a tabletop display to the above named organization for the 2018 Inclusion Works! Conference. The undersigned agrees to the terms outlined above. The exhibitor assumes the entire responsibility and liability for losses, costs, damages and claims arising out of injury to persons or damages to exhibitor s displays, equipment and other property brought upon the premises of the Wyndham Hotel Riverwalk for the 2018 Inclusion Works! Conference. The exhibitor understands that neither The Arc of Texas nor the hotel maintains insurance covering the exhibitor s property or lost revenue, and it is the sole responsibility of the exhibitor to obtain such insurance. The exhibitor shall be fully responsible to pay for any and all damages to property owned by the Wyndham Hotel Riverwalk, which results from any act of omission by exhibitor. The exhibitor agrees to abide by all rules, regulations, policies, ordinances and laws promulgated by The Arc of Texas, the Wyndham Hotel Riverwalk and local and national governments. 8 Exhibitors
Contract for Exhibit Space PRODUCT/SERVICE TO BE DISPLAYED LIMIT TO 25 WORDS (PRODUCT/SERVICE EXHIBIT TO BE APPROVED BY THE ARC OF TEXAS) EXHIBITORS HAVE THE OPPORTUNITY TO CONTRIBUTE ITEMS TO THE ATTENDEE CONFERENCE BAGS. 600 OF EACH ITEM ARE NEEDED. PLEASE CHECK BELOW IF YOU ARE ABLE TO MAKE A CONTRIBUTION. Emergency Kit Hand Sanitizer Lip Balm Key Chain Pen Post-It Note Pad Stress Ball Water Bottle Other: PREFERRED METHOD OF PAYMENT I have registered online and: paid online by Credit Card will pay by Check I understand this contract becomes binding when signed. No contracts will be processed without payment in full. Exhibitor Signature Date POLICIES & DEADLINES Logos must be received on or before Friday, January 5, 2018 to be included in the conference program. Email your logo to nhouse@thearcoftexas.org. Your vector logo must saved as an.eps or.pdf or.ai file format; Signed contracts must be received on or before Friday, January 12, 2018 - email to nhouse@thearcoftexas.org; One complimentary registration is included with each exhibit table. Register for the conference as an Exhibitor on or before Friday, January 12, 2018 you must register with the name of the person attending the conference. Additional personnel will need to register and pay as a professional attendee; If you did not pay by credit card online, send a copy of your signed contract and check to The Arc of Texas; 8001 Centre Park Drive, Suite 100; Austin, Texas 78754 on or before Friday, January 12, 2018; Payments received after the conference will incur a $25 late fee; All cancellations must be submitted in writing to nhouse@ thearcoftexas.org on or before Friday, January 12, 2018. Cancellations will incur a $25 processing fee. All items to be included in the attendee bags must be received at The Arc of Texas office no later than Friday, January 12, 2018. Exhibitors 9
Advertising Advertising in the onsite conference program is a great opportunity to help companies and organizations further engage, network, and connect with attendees during The Arc of Texas Inclusion Works! Conference. With a variety of advertising opportunities to choose from, The Arc of Texas offers you the perfect way to expand your presence during the conference. Whether you re seeking new business, just entering the field, or hoping to expand your partnerships with existing clients, we offer numerous ways to attain your marketing goals through advertising opportunities. FULL PAGE Color $500 Black & White $475 Size Requirements 8.5 x 11 HALF PAGE Color $400 Black & White $375 Size Requirements 8.5 x 5.5 ONE-THIRD PAGE Color $300 Black & White $275 Size Requirements 8.5 x 4.25 ONE-FOURTH PAGE Color $200 Black & White $175 Size Requirements 4.25 x 5.5 BUSINESS CARD SIZE Color $100 Black & White $75 Size Requirements 3.5 x 2 Files must be submitted as JPEG, PDF, TIFF, or EPS files with full color/grayscale and a minimum resolution of 300 dpi. Please include ¼ bleeds if possible. For questions, please contact Nancy House at nhouse@thearcoftexas.org or 512-746-6204. 10 Advertising
ORGANIZATION/ COMPANY NAME Contract for Advertising CONTACT NAME MAILING ADDRESS CITY, STATE, ZIP CONTACT EMAIL CONTACT PHONE Unless otherwise instructed, all information concerning exhibiting will be sent to the above named person. PLEASE CHECK WHICH TYPE OF AD YOU WOULD LIKE TO INCLUDE IN THE CONFERENCE PROGRAM AND FOLLOW THE POLICIES AND DEADLINES NOTED BELOW. FULL PAGE HALF PAGE ONE-THIRD PAGE ONE-FOURTH PAGE BUSINESS CARD SIZE Color $500 Color $400 Color $300 Color $200 Color $100 B&W $475 B&W $375 B&W $275 B&W $175 B&W $75 PREFERRED METHOD OF PAYMENT I have registered online and: paid online by Credit Card will pay by Check I understand this contract becomes binding when signed. No contracts will be processed without payment in full. If you registered online, an invoice will be sent to your email if unpaid or a receipt will be emailed to you if paid online. Advertiser Signature Date POLICIES AND DEADLINES Ads must be received on or before Friday, January 5, 2018 to be included in the conference program email your ad (saved in the required format) to nhouse@ Payments received after the conference will incur a $25 late fee. All ads must be received in the required format and size. thearcoftexas.org; Payments for ads must be received no later than Friday, January 12, 2018. Advertising 11