sponsorship exhibition manual 2019 - leap hr: healthcare · 2019-06-10 · leap hr: healthcare –...
TRANSCRIPT
SPONSORSHIP &
EXHIBITION MANUAL
2019
LEAP HR: Healthcare – Sponsorship & Exhibition Manual 2
Welcome to Hanson Wade’s LEAP HR: Healthcare conference.
Preparations are in full swing and our team are looking forward to welcoming you to Chicago in June.
This manual will help you to plan your attendance at this conference and contains essential information and guidelines.
Contents Dates...................................................................................................................................... 4
Venue .................................................................................................................................... 4
Accommodation .................................................................................................................... 4
Discounted Parking ................................................................................................................ 4
Passes .................................................................................................................................... 5
Registering Speakers .............................................................................................................. 5
Speaker Information & Guidance ........................................................................................ 6-7
Branding ................................................................................................................................ 7
Exhibition Stand ..................................................................................................................... 7
Furniture ............................................................................................................................. 7
AV & Rental ....................................................................................................................... 8
Wi-Fi ................................................................................................................................... 8
Power ................................................................................................................................. 8
Set Up & Breakdown ......................................................................................................... 8
Exhibition Hours ................................................................................................................. 9
Shipments .................................................................................................................... 9 - 10
Checklist .............................................................................................................................. 11
LEAP HR: Healthcare – Sponsorship & Exhibition Manual 3
THE LEAP TEAM
Sponsorship Operations Catherine Alderson Direct Line: 0044 203 854 0875 Email: [email protected] Commercial Director Tim Green Direct Line: 0044 203 141 8311 Email: [email protected] Commercial Director Tom Simmons Direct Line: 0044 203 854 1808 Email: [email protected] Community Director Jemma Boon Direct Line: 0044 203 854 1749 Email: [email protected]
If you are calling from the USA please use either of the below numbers.
West Coast: + 1 415 735 3289 East Coast: +1 617 455 4188
LEAP HR: Healthcare – Sponsorship & Exhibition Manual 4
Dates
Day 1 – Strategy Day: Monday, June 24th
Day 2 – Conference Day: Tuesday, June 25th
Day 3 – Conference Day: Wednesday, June 26th
Venue
This years conference is taking place at the Hyatt Regency McCormick Place Chicago.
Full Address: Hyatt Regency McCormick Place 2233 South Martin Luther King Dr. Chicago, Illinois, 60616, USA Hotel Website
For more information about the hotel, please use the following link:
Hotel Website
Accommodation
We have put together a HotelMap showing great live rates nearby to the Hyatt Regency McCormick Place. If you need to make a reservation for your stay in Chicago this June, please click here:
https://hotelmap.com/pro/MLMJD
Discounted Parking
Overnight Guests Day Guests
Hotel Garage Self Park $26.00 per night Lot A Self Park 0 – 16 hours $23.00
Hotel Garage Valet Park $36.00 per night Lot A Self Park 16 – 24 hours $36.00
LEAP HR: Healthcare – Sponsorship & Exhibition Manual 5
Passes
In your contract you will find details of how many passes you are entitled to.
Please send the below information to your Catherine to register your onsite team.
Name
Job Title
Email Address
Phone Number
Company Name * if different i.e. for client passes
Please refer to your agreement or reach out to a member of the LEAP team regarding additional passes for employees or
clients. Deadline for client passes is April, 30th.
Registering Speakers
If you have a speaking slot included in your package, can we kindly ask you to send the following details to a member of
the LEAP team (if we do not already have them):
Speaker Name
Speaker Job Title
Email Address
Phone Number
Speaker Headshot/Photo
Speaker Interesting/Fun Fact
LEAP HR: Healthcare – Sponsorship & Exhibition Manual 6
Speaker Information & Guidance LEAP Format
The agenda is made up of Discover, Debate and Action Sessions. As a speaker, the ‘discover’ session is your presentation, the ‘debate’ is the name we give to a joint Q&A which takes place after your session (no preparation needed), and the ‘action’ session is a roundtable discussion facilitated by the Chair which speakers aren’t actively involved in. Just a reminder that presentations are 20 mins long, so keep your message lean, mean and to the point, and remember your audience is a knowledgeable group of peers, equally committed to challenging traditional thinking. As you think about the message you want to convey, please feel free to be as provocative or controversial as you like – the only way something’s going to change after the conference is if we step outside our comfort zone.
Presentation Submission We request that you provide a final version of your slides by Monday, June 14, 2018
Presentation Format We recommend that presentations are provided in a Microsoft PowerPoint file in 16:9 ratio aspect. We do not have a standardized template or logo that we require you use for your slides, feel free to use a template provided by your company or make your own. If you wish to use alternative presentation software please let us know in advance.
Presentation Control Presentations will be pre-loaded to our AV desk at the back of the room and will be projected from here. There will not be a podium at the front of the room, however you will have access to a wireless clicker, with a laser, to control and advance your slides. There will be a comfort monitor displaying your slides in front of you.
Microphones You will have a ‘clip-on’ wireless microphone for your session. This should be arranged and wired up 10 minutes before your discover presentation and be kept on for the debate section.
Timing and Q&A All presentations will be 20 minutes. A countdown timer will be visible in front of the stage to keep you on track. If you significantly exceed the time reserved for your session, we will have to interrupt you. Q&A will be incorporated into the joint debate section after each of the action presentations.
Event App LEAP HR: Healthcare will have a mobile application for access to the agenda and other event information:
Interesting and Fun Fact At all of our LEAP events, we strive to create an environment that will encourage as much open and disruptive discussion
as possible. One of the ways we do this is by introducing our speakers with an interesting fact rather than their
professional bio. This fun fact will be what is used to introduce you, and will also be included within your speaker profile in
our event app. Please ensure you have sent your fact by Monday June 10th. Be as creative as you like!
LEAP HR: Healthcare – Sponsorship & Exhibition Manual 7
Sharing Presentations At the end of Conference Day 2 we provide attendees with presentation slides from the meeting. These are provided as a PDF only and are only available to download, with a password, upon the completion of an evaluation form. Please let us know when sending your presentation if you do not want these shared, otherwise they will be uploaded straight after the conference.
Speed Learning You may have agreed to speak within a speed learning session which does not involve presenting slides. The informal style of speed learning consists of the audience splitting into separate groups around different tables. As a host of a table you should outline your 5-minute case study as outlined below:
1. What was the challenge? 2. What did you do? 3. What was the result? 4. What’s next?
This will then lead to a 10-minute period of questioning from the group to find out more about the experience you’ve shared and discussion around the key themes you’ve raised. After 10 minutes, a bell will ring and the groups will rotate to begin the process again.
Branding Your company logo will be included on the onsite signage as well as within the event mobile app, as detailed in your contract. Please send your Event Manager your logo in EPS format as soon as possible. Please note that if your company is planning on rebranding or in the process of, please speak with your Event Manager to establish the print deadlines to ensure we have the correct logo at the event.
Exhibition Stand If you have an exhibition space as part of your contract, we recommend that you bring a pop up stand or pull up banners along with your marketing collateral. Please note, there is no shell scheme surrounding your booth so all stands must be self-supporting and there will not be any walls to attach posters to. Your booth must fit within the 3x2 metre / 8x10 ft. space allocated. The ceiling height in the exhibition room is 16ft. Please ensure your booth does not exceed this height. Please note that packaging material can only be stored at or behind the exhibition stand.
Furniture You will be provided with the following items:
1 x table (6ft x 30” covered in Black Linen)
2 x chairs
Power access
If you would like photo examples of previous events and exhibition stands please request these from your Event Manager.
LEAP HR: Healthcare – Sponsorship & Exhibition Manual 8
AV & Rental
Wi-Fi Complimentary Wi-Fi is provided in the exhibition and networking space. If you would like to arrange for a stronger hard
wired connection at your booth, please check the below AV rental section of the manual.
Power A standard power strip, connected to a wall power outlet will be provided at your booth. If you foresee requiring extra power, please let your Event Manager know in advance. If you require any additional AV equipment, please contact: Carrie Furay
Sales Manager
Encore Event Technologies
Hyatt Regency McCormick Place
PH 312-528-4030
C 312-735-0195
Exhibition Set Up & Breakdown
The exhibition will take place on Day 2 and 3 of the event only.
Tuesday, June 25th
Wednesday, June 26th
Set Up Times Monday, June 24th 1pm – 5pm All exhibits must be setup by 6pm on Monday June 24th ready for when the doors open at 7.30am on Tuesday June 25th. If you foresee any difficulty in meeting this deadline, please let your Event Manager know in advance.
Breakdown Times Wednesday, June 26th 2pm onwards All exhibits must be broken down and packed up by 5pm on Wednesday June 26th. We respectfully ask that you do not breakdown before the last networking break (lunch) taking place between 12.45 – 13.45.
LEAP HR: Healthcare – Sponsorship & Exhibition Manual 9
Exhibition Timings The exhibition can be accessed by attendees throughout the two conference days. Attendees are encouraged to join all the
presentations and sessions and therefore the key exhibition timings are as follows:
June, 25th 2019 June, 26th 2019
Registration and Breakfast 7.45am – 8.30am 7.00am – 7.30am
Morning Break 10.30am – 11.15am
Speed Networking Session 9.15am – 9.35am
10.50am – 11.30am
Lunch 12.35pm – 1.45pm 12.45pm – 1.45pm
Afternoon Break 3.05pm – 3.45pm
Evening 5.30pm – 6.30pm
Networking Drinks Reception
*Please note that these timings are subject to change.
Shipments The earliest delivery date to the venue will be Friday June 21st. Please send packages to the following address:
ALL PACKAGES MUST CONTAIN A LABEL WITH THE FOLLOWING INFORMATION:
Hyatt Regency McCormick Place - Chicago 2233 South Martin Luther King Drive
Chicago, Illinois 60616 Insert Onsite Contact Name
Insert Company Name LEAP HR: Healthcare 2019, HANSON WADE
24 – 26 June 2019 Jackson Park Room
FAO: Kayla Seeger, Event Planning Manager
*Include Return address on the package
LEAP HR: Healthcare – Sponsorship & Exhibition Manual 10
Incoming Packages Costs:
Hotel Guests Non Hotel Guests
Letters/Envelopes – All carriers Complimentary $5 per piece
Packages/Boxes/Crates/Containers- Weight Pricing Structure:
1 – 5 Pounds $7.50 per piece $15 per piece
6 – 20 Pounds $13.50 per piece $27 per piece
21 – 50 Pounds $24.50 per piece $50 per piece
51 & Up $60 per piece $120 per piece
Pallet and/or SKID $250 per piece Subject to show floor pricing
Outgoing Packages:
There will be a $5.00 per piece charge for all outgoing packages. The pricing above includes handling and storage of outgoing packages, which are ready for shipment.
All charges above must be covered by yourself or company. I will reach out to provide you with a form which you must complete and send back to me. If you fail to complete this form your packages will not be released.
Pick Up/Return Policy: Please provide your onsite team with the return labels for pick up/return shipments. We recommend you send all packages via UPS/FEDEX. Please provide your onsite team with the return labels to label all boxes. The hotel then has daily pickup’s from UPS/FEDEX to ship any packages out.
If you are sending packages via other couriers, you will have to arrange your own pickup/return. The package room has an attendant available from 7am – 5pm daily. Please ensure packages are picked up within this time frame. Again, please provide your team with labels.
Loading Dock Information:
If you require to use the loading dock please see the attached information here – Loading Dock Information
Please also let me know the date & time you expect to use the Loading Dock so the event manager at the hotel can
guarantee you access.
LEAP HR: Healthcare – Sponsorship & Exhibition Manual 11
Checklist
Send company logo in EPS format by Friday May 4th
If applicable, send speaker details (Name, Photo, Fun Fact and Session Title)
Book accommodation for onsite team by Monday June 3rd
Send Exhibitor Order Form by Wednesday June 12th
Send copy of speaker presentation by Monday June 14th
Send onsite staff pass information by Tuesday April 30th
We look forward to working with you and welcoming you to the conference.
The LEAP Team