a n n u a l c o n f e r e n c e r e b u i l d s p o n s o ... · íëìó;8gn=s f o r m o r e i n f...

A N N U A L C O N F E R E N C E

S P O N S O R A N D E X H I B I T O RP R O S P E C T U S

20 1 8 NYSOTA

R e n e w

R e v i v e

R e b u i l d

T h e r e ' s n O T h i n g w e c a n ' t d o .

N E W Y O R K S T A T E O C C U P A T I O N A L T H E R A P Y A S S O C I A T I O N

20 1 8 NYSOTA

FOR MORE INFORMATION ABOUT

NYSOTA'S ANNUAL CONFERENCE,

PLEASE VISIT WWW.NYSOTA.ORG

U N O P P O S E D E X H I B I TH A L L T I M E

N E T W O R K I N GO P P O R T U N I T I E S

D E M O N S T R A T E N E WP R O D U C T S & S E R V I C E S

S P O N S O R & E X H I B I T O R P R O S P E C T U S

When: November 9 - 11, 2018

Where: HNA Palisades Premier Conference Center in Palisades, NY

2 0 1 8 N Y S O T A A N N U A L C O N F E R E N C E

J O I N T H E N Y S O T A S T A T E C O N F E R E N C E A S A NE X H I B I T O R , S P O N S O R O R A D V E R T I S E RThe New York State Occupational Therapy Association is honored that you would like to

participate in our 2018 Annual Conference and Exhibit Hall. This yearly event brings

together occupational therapy practitioners, students and faculty from across New York

State, as well as neighboring states, for a weekend of education, networking and

celebration.

The Exhibit Hall offers lots of opportunities for

networking with attendees away from their busy

workplaces. As an exhibitor, you will:

gain exposure to a highly targeted audience of

current occupational therapy practitioners and

students

meet and build rapport with key individuals and

new prospects face-to-face

receive meaningful feedback from attendees in

an intimate setting

The NYSOTA Annual Conference draws hundreds

of practitioners and students each year looking

for ways to enhance their practice and celebrate

their accomplishments. Your participation lets

them know you value occupational therapy and

helps to support the profession on a statewide

basis.

SPONSORSH IP

OVERV I EW

President's Reception - $4000

Student Poster Reception - $4000

Keynote Address - $3500

Conference Bags - $3500

Platinum Level

Saturday Lunch - $3000

Sunday Legislative Breakfast - $2500

Saturday Breakfast - $2000

Gold Level

Lanyard and Badge - $1500

Conference Pens - $1500

CE Session - $1000

Silver Level

Nourishment Hubs - $600

Share-A-Nourishment-Hub - $300

Raffle Item Sponsor - $250 or donate

an item to raffle off

Bronze Level

Exhibit Booth Space - $575

(Early Bird Rate until July 31, 2018)

On August 1, rates increase to $625.

Exhibit Booth Only

Conference Program Ad - various

Website Conference Pg Banner - $150

Conference Bag Stuffer - $100

Take One Table - $100

Virtual Exhibit Hall - $100

Advertising

Company logo on Thank You slide (at Keynote and Annual Meeting)

Recognition in Conference Program (must commit by September 15)

Recognition in NYSOTA newsletter

Recognition in Thank You post on Facebook

Company name on signage at event

Additional benefits specific to Sponsorship as listed (refer to

sponsorship descriptions on following pages)

One complimentary exhibit table

Company name included on vendor passport

Access to opening night reception and all coffee break services

Logo/weblink on NYSOTA homepage

Logo/weblink in e-blasts following conference

Ad in Conference Program

One stand-alone post on Facebook page

One stand-alone e-blast sent by NYSOTA to NYSOTA database

Recognition by NYSOTA president from the podium

Full Page

6

6 months12 months 9 months

4 2

1/2 Page 1/4 Page

Sponsorship Benefits At-A-Glance Platinum Silver BronzeGold

PLAT INUM LEVEL

OPPORTUN I T I ES

A L L P L A T I N U M L E V E LS P O N S O R S H I P S G E T T H EF O L L O W I N G B E N E F I T S :


Two tickets to President's Reception

Opportunity to greet attendees and distribute

materials as they enter President's Reception

Recognition by NYSOTA President from podium

at Reception

Logo on podium sign

P R E S I D E N T ' S R E C E P T I O N

$ 4 0 0 0 ( 1 o p p o r t u n i t y )

Logo and weblink on NYSOTA homepage for 12

months

Logo included in 6 e-blasts following conference

One full-page ad in Conference Program


One stand-alone e-blast by NYSOTA to NYSOTA

database (approximately 6000 email addresses)


Company name/logo on event signage

Company logo on Thank You slide (shown at

Keynote Address and Annual Meeting)

Recognition in Conference Program (must

commit by September 15)



Access to Student Poster Reception

Access to all coffee break service throughout the

weekend


Two tickets to Student Poster Reception

Opportunity to greet attendees at Reception

Recognition by NYSOTA President at Reception


Logo imprinted on conference bags (one color)

One piece of collateral material inserted into

each conference bag



materials at Keynote Address


at Keynote

Logo on podium sign

S T U D E N T P O S T E RR E C E P T I O N

$ 4 0 0 0 ( 1 o p p o r t u n i t y )

K E Y N O T E A D D R E S S

$ 3 5 0 0 ( 1 o p p o r t u n i t y )

C O N F E R E N C E B A G S

$ 3 5 0 0 ( 1 o p p o r t u n i t y )

Register online at:

nysota.org/event/2018-vendor-registration

Or fill out the Sponsorship & Exhibit Booth

Order Form and email, fax, or mail it in.

http://www.nysota.org/event/2018-vendor-registration

GOLD LEVEL

OPPORTUN I T I ES

A L L G O L D L E V E LS P O N S O R S H I P S G E T T H EF O L L O W I N G B E N E F I T S :


Two tickets to Legislative Breakfast


materials at breakfast


at breakfast

Logo on podium sign

S U N D A Y L E G I S L A T I V EB R E A K F A S T

$ 2 5 0 0 ( 1 o p p o r t u n i t y )


Two tickets to Saturday Breakfast


materials at breakfast

S A T U R D A Y B R E A K F A S T

$ 2 0 0 0 ( 1 o p p o r t u n i t y )


months


One 1/2-page ad in Conference Program












weekend


Two tickets to lunch


materials at lunch

S A T U R D A Y L U N C H

$ 3 0 0 0 ( 1 o p p o r t u n i t y )

Register online at:





S I LVER LEVEL

OPPORTUN I T I ES

A L L S I L V E R L E V E LS P O N S O R S H I P S G E T T H EF O L L O W I N G B E N E F I T S :


Logo imprinted on lanyards and badges (one

color)

L A N Y A R D S A N D B A D G E S

$ 1 5 0 0 ( 1 o p p o r t u n i t y )


months


One 1/4-page ad in Conference Program











weekend


Logo imprinted on pens (one color)


Logo on session signage

Opportunity to distribute materials on each seat

C O N F E R E N C E P E N S

$ 1 5 0 0 ( 1 o p p o r t u n i t y )

C E S E S S I O N S

$ 1 0 0 0 ( m u l t i p l e o p p o r t u n i t i e s )

Register online at:





BRONZE LEVEL

OPPORTUN I T I ES

A L L B R O N Z E L E V E LS P O N S O R S H I P S G E T T H EF O L L O W I N G B E N E F I T S :









weekend

Company name/logo on raffle item

R A F F L E I T E M S P O N S O R

$ 2 5 0 o r p r o v i d e y o u r o w n i t e m( m u l t i p l e o p p o r t u n i t i e s )

Company name/logo on Hub signage

N O U R I S H M E N T H U B

$ 6 0 0 ( m u l t i p l e o p p o r t u n i t i e s )

Company name/logo on Hub signage

S H A R E - A - N O U R I S H M E N T H U B

$ 3 0 0 ( m u l t i p l e o p p o r t u n i t i e s )

Register online at:





20 1 8 EXH IB I T

BOOTH RATES

We provide our exhibitors with an exceptional

opportunity to engage with New York occupational

therapy practitioners, students, faculty and others

passionate about the field.

E A R L Y B I R D R A T E( E a r l y b i r d r a t e e x p i r e s 7 / 3 1 / 1 8 )

Fri 11/9 4:00pm - 8:30pm

Sat 11/10 7:30am - 7:30pm

Sun 11/11 7:30am - 2:00pm

Exhibit Hours

Exhibit hours may vary slightly. Once the course

schedule has been announced, we will provide a

schedule of the unopposed vendor times.

T R A F F I C D R I V E R S :

R E G U L A R R A T E

$ 5 9 5

Unopposed time built into each day

Breaks are scheduled at the conclusion of

each session allowing participants time to

visit with vendors

E X H I B I T B O O T H I N C L U D E S :

One skirted table with two chairs

Two exhibitor badges (additional personnel will be

charged at $40 per person)

Access to Student Poster reception on Friday night

All coffee break services throughout the weekend





Recognition in Conference Program (must commit

by September 15)



U n o p p o s e d V e n d o r T i m e

V e n d o r P a s s p o r tAttendees' "passports" are stamped at

each exhibitor booth they visit. Completed

passports will be entered into a drawing to

win a prize.

$ 6 4 5

( R e g u l a r r a t e b e g i n s 8 / 1 / 1 8 )

E x h i b i t s i n P r i m e L o c a t i o n

Exhibit booths will be placed at the heart

of key events at conference

Register online at:





ADVERT I S ING

OPPORTUN I T I ES

The NYSOTA Conference Program is regularly

referenced by all conference attendees. It includes

the program schedule and abstracts of the

educational sessions offered. See order form on

next page for size and price information.

C O N F E R E N C E P R O G R A M A D

s e e o r d e r f o r m o n n e x t p a g e f o rs i z e a n d p r i c e i n f o

Insertion of one self-contained promotional item or

piece of collateral material into the conference

bags. Other companies' materials will be present.

Supply 300 pieces by October 25, 2018

For shipping instructions and address, please email

Michelle Scanlon at [email protected]

C O N F E R E N C E B A G S T U F F E R

$ 1 0 0

300 copies of your company's literature

displayed on a prominent table for conference

participants to take. Other companies' materials

will be present.

Supply 300 pieces by October 25, 2018

For shipping instructions and address, please

email Michelle Scanlon at [email protected]

Increase your company's visibility and website

traffic by placing your logo and weblink on the

NYSOTA Conference Registration page. All logos

and links will remain on the website through at

least November 30, 2018. The sooner you

register, the more exposure your company will

get.

W E B S I T E C O N F E R E N C ER E G I S T R A T I O N P A G E A D$ 1 5 0

T A K E O N E T A B L E

$ 1 0 0

Artwork deadline is September 15, 2018

Images with fonts embedded are preferred

Ads must be non-bleed

Format: jpg, pdf files

Resolution: 300dpi at 100%

Instructions: Email artwork to [email protected]

Ensure that everyone leaves conference with a

reminder of your company. NYSOTA will distribute

your company's literature or small promotional item

to all attendees in their conference bag.

Max size: 185 pixels w x 95 pixels h

Format: jpg, png, gif files

Instruction: Email ad and weblink to

[email protected]

V I R T U A L E X H I B I T H A L L$ 1 0 0

Link to your company's website to promote

your products and services for one year.

Listing includes your logo, a description of

your company, contact information and a

link to your site. Listing will run from August

1, 2018 - July 31, 2019.

Register online at:


Or fill out the Advertising Order Form on the

next page and email, fax, or mail it in.


20 1 8 ADVERT I S ING

ORDER FORM

Company Name

Address

City/State/Zip

Phone

Email

Contact Name

Selection:

Fax

Advertising Payment Information

Black & White Ads

1/4 page ad (2.375" x 3.875") $75

1/2 page ad (5" x 3.875") $125

Full page ad (5" x 8") $250

Full Color Ads

1/4 page ad (2.375" x 3.875") $100

1/2 page ad (5" x 3.875") $150

Full page ad (5" x 8") $300

C O N F E R E N C E P R O G R A M A D

Item/Collateral for Conf Bag $100

C O N F E R E N C E B A G S T U F F E R

Material for literature table $100

T A K E O N E T A B L E

Banner ad through Nov 30 $150

W E B S I T E R E G I S T R A T I O N P A G E A D

Listing in our Virtual Exhibit $100

Hall for one year

V I R T U A L E X H I B I T H A L L

Total Due $

Form of Payment:

Card Number

Exp Date

Cardholder Name

Signature

Security Code

Date

Billing Zip Code

Register online at: nysota.org/event/2018-vendor-registration Mail, fax or email to: PO Box 533, Chester, NY 10918 fax: 845.570.9309 email: [email protected] Make check payable to: NYSOTA Need more information? Contact Michelle Scanlon: 845.414.3614 or email: [email protected]

Check enclosed, payable to NYSOTA

Credit Card MasterCardVisa Amex


20 1 8 SPONSORSH IP &

EXH IB I T BOOTH

REG I S TRAT ION FORM

Total Due $

Form of Payment:

Card Number

Cardholder Name

Signature

MasterCardVisa

Exp Date


Sec Code

Billing Zip Code

Amex

Register online at: nysota.org/event/2018-vendor-registration Make check payable to: NYSOTA Mail, email or fax to: PO Box 533, Chester, NY 10918 email: [email protected] fax: 845.570.9309 Need more information? Contact Michelle Scanlon: 845.414.3614 or email: [email protected]

Address

City/State/Zip

Contact Name

Email

Selection(s):

Nature of Exhibit

Phone

President's Reception $4000

Student Poster Reception $4000

Keynote Address $3500

Conference Bags $3500

P L A T I N U M L E V E L S P O N S O R S H I P S

Exhibit Booth $595/$645

E X H I B I T B O O T H O N L Y

President's Reception $40pp

# of tickets $

T I C K E T S T O P R E S I D E N T ' S R E C E P T I O N

Saturday Lunch $3000

Sunday Legisl. Breakfast $2500

Saturday Breakfast $2000

G O L D L E V E L S P O N S O R S H I P S

Lanyards and Badges $1500

Conference Pens $1500

CE Sessions $1000

S I L V E R L E V E L S P O N S O R S H I P S

Nourishment Hub $600

Share-A-Nourishment-Hub $300

Raffle Item Sponsor $250

Donate a Raffle Item

B R O N Z E L E V E L S P O N S O R S H I P S

Sponsorship & Exhibit Booth Payment Information

Refund & Cancellation Policy

Move-In & Move-Out ScheduleBooth Move-In: Friday, November 9, 2018 11:00am - 3:00pm; Saturday, November 10, 2018 7:00am - 9:00am Booth Move-Out: Sunday, November 11, 2018 2:00pm - 4:00pm

All cancellations must be made in writing to NYSOTA (no exceptions). In the unfortunate event that an exhibitor must cancel,NYSOTA will provide a refund of 50% of the exhibit fee if the cancellation occurs before August 15, 2018. No refunds will be madefor cancellations made on or after August 15, 2018 regardless of when registration occurred.

Company Name


Date

http://www/nysota.org/event/2018-vendor-registration

20 1 8 TERMS &

COND I T IONS

These terms and conditions are understood to be a part of the exhibitor's agreement.

Exhibit Regulations:

T E R M S & C O N D I T I O N S

Exhibit space will include a skirted table with two chairs. Booth location will be determined based on sponsorship level. Forspecial requests, additional or custom electrical needs, contact NYSOTA. Additional fees may be charged. Exhibitors areresponsible for bringing the necessary extension cords required to operate electrical devices. All electrical devices must conform to the fire regulations of the HNA Palisades Premier Conference Center and are subjectto additional charges/fees. Displays must not project beyond the allotted space, and should not obstruct the view of, or interfere with traffic to, otherexhibits. If you exceed the allotted space, you will be charged for an additional table.Exhibits and/or signs may not be affixed to walls or doors in a way that may cause defacement. Any damage from failure toobserve this guideline will be borne by the exhibitor.No part of any exhibit or related sign may be pasted, taped, nailed, tacked, stapled or otherwise attached to the walls, doors,floors, etc.Distribution of gummed stickers or labels is strictly prohibited.Demonstrations, interviews and distribution of materials must be done at the exhibitor's table, unless other arrangementsare made in advance and must avoid infringement on the privileges of other exhibitors. Noise levels from exhibit items ordemonstrations must be kept at moderate levels which would not be objectionable to other exhibitors.The character of the exhibits is subject to the approval of the conference committee. The right is reserved to refuse exhibitdisplays or materials.Exhibit booths may not be set up any earlier than 11:00 AM Friday, November 9, 2018.All exhibit material must be completely removed from the exhibit area by 4:00 PM on Sunday, November 11, 2018.If you require additional arrangements due to a disability, please notify the NYSOTA office prior to September 1, 2018.

Agreement Payment NYSOTA will guarantee exhibit space and/or sponsorship as soon as payment is received. Payment can be made by Visa,MasterCard, AMEX, check or money order payable to NYSOTA. Space will not be assigned without payment in full. Exhibitorswill not be permitted to set up until exhibit fees and any other delinquent payments to NYSOTA are paid in full.

Refund and Cancellation Policy In the unfortunate event that an exhibitor must cancel, NYSOTA will provide a refund of 50% of the exhibit fee if thecancellation occurs before August 15, 2018. No refunds will be made for cancellations made on or after August 15th regardlessof when registration occurred.

Shipping and Freight Handling NYSOTA has no provisions or space for receiving shipments. Exhibit material can be shipped to the HNA Palisades as below.Note, neither the HNA Palisades nor NYSOTA will be responsible for improperly labeled or unmarked packages. All shipmentsshould be PREPAID. COLLECT shipments will not be accepted. TO: Name of Company/Representative ADDRESS: HNA Palisades, 334 Route 9W, Palisades, NY 10964 ATTN: Conference Planner for NYSOTA Meeting (November 9 - 11, 2018)

Booth Personnel Exhibiting company is entitled to two (2) complimentary exhibitor badges. Each exhibitor representative will be allowedentrance to the exhibit area (no admittance to meeting sessions will be allowed without payment of the regularly publishedregistration fees, unless other arrangements are made in advance). Badges must be worn at all times for admission to theconference areas and are nontransferable. Additional personnel will be charged at $40 per person. Exhibit space must bestaffed during all NYSOTA Exhibit hours. Exhibitors assume all responsibility for their booth personnel. Exhibitors mustdesignate one individual who is the key contact for their exhibit space/agreement. This individual will be the primary contactbetween the exhibitor and NYSOTA. Names of all exhibitor representatives must be provided to NYSOTA prior to September 1.

20 1 8 TERMS &

COND I T IONS

Amendment to Agreement and Terms and Conditions Any and all points not covered specifically herein are subject to the decision of NYSOTA. NYSOTA may, in its sole discretion,make reasonable changes, amendments or additions to agreements and terms and conditions. Any such changes shall be equallybinding on the exhibitor.

Liability and Insurance & Labor/Safety/Fire Exhibitors will comply with all applicable statutes, ordinances, rules and requirements relating to health, fire, safety and use ofthe premises. Combustible materials or explosives are not permitted in or around the exhibit areas/hall. Display and packingmaterials must be flame-retardant, with certificate on hand. Booth decorations must be flameproof and all hangings must clearthe floor. Electrical wiring must conform with all federal, state and municipal government requirements and with NationalElectrical Code safety rules. If inspection indicates that an exhibitor has not complied with these regulations, or otherwiseincurs fire hazards, the right is reserved to cancel, at exhibitor's expense, all or such part of the exhibit as may be irregular.These terms and conditions are understood to be a part of the exhibitor's agreement. Exhibitors must supply a certificate ofinsurance covering workers' compensation and general comprehensive liability in the amount of $1,000,000 naming NYSOTAas a certificate holder. Non-compliance with supplying the certificate of insurance may be grounds for denial of entrance to theexhibit hall. The exhibitors assume all risks, responsibilities and liabilities associated with, resulting from, or arising inconnection with, exhibitors' participation in or presence at the event, including without limitation losses, thefts, injuries, ordamages to persons or properties of any kind (including that of exhibitors). Exhibitors agree to forever indemnify, defend, andhold harmless the HNA Palisades and NYSOTA, and each of the respective agents, servants, staff, representatives, employees,officers, directors, owners, members, attorneys, insurers, subsidiaries, partners, affiliates, and assigns, from and against anyactions, claims, demands, injuries, liens, losses, thefts, or damages of omissions. Exhibitors must adequately insure theirmaterials, goods, wares and exhibits against loss or injury of any kind and must do so at their own expense. NYSOTA and theHNA Palisades are not responsible, and do not accept any responsibility for any loss, theft, injury or damage, however causedand of any kind, to any property of any exhibitor or any persons. Exhibitors are solely responsible for their own actions duringthe Exhibit Hall activities (including move-in and dismantling). NYSOTA is not responsible for any direct, or indirect lost profits,incidental, special, general, consequential, or punitive damages, and in no event shall an exhibitor's actual damages exceed theamount paid by it to NYSOTA under this agreement. Exhibitor shall promptly pay for any and all damages for which it isresponsible under this agreement.

Disclaimer NYSOTA makes no representation, guarantees, opinions or promises, expressed or implied, regarding the number of people whowill attend the event, the amount of revenue exhibitor may expect to generate from the event, or any other matters regardingthe event.

Use of Copyrighted material Exhibitors shall not play, or permit the playing performance, or distribution of any copyrighted or other such protectedintellectual property at the event, unless it has obtained all necessary rights, permissions, and/or licenses, and paid all requiredroyalties, fees, or other payments.

Compliance with Laws & Conduct Exhibitors shall at all times comply with all applicable federal, state and local laws, including all rules and regulations of thefacility. Exhibitors shall at all times conduct themselves in accordance with normal standards of decorum and taste, andNYSOTA reserves the right to close the booth or terminate this agreement, for any exhibitor's failure to abide by this provision.

Non-Assignment This agreement, or any part thereof, may not be assigned or transferred.

Governing Laws and Arbitration This agreement and any dispute arising hereunder shall be governed by the laws of the State of New York. The parties heretoexpressly waive all rights to civil litigation, trial, and juries, and further agree that arbitration, under the rules of the AmericanArbitration Association, or other such comparable organization which the parties may mutually agree upon, in Albany, NewYork, or other such location as the parties may mutually agree upon, shall be the sole means, venue, and forum for theresolution of any such disputes.

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