WIDA 2016 National Conference

WIDA 2016 National Conference

Sponsor/ExhibitorProspectus

Let freedom ring for educators and administrators who support English language learners as the WIDA National Conference moves to Philadelphia, the city of brotherly love. We are preparing for an expected 1600 attendees who are ready to learn, network, and connect with your organization. We continue to hear loud and clear feedback from our attendees, “We want more exhibitors!”

To meet their call to action, we’ve added several features to enhance the range of sponsorship packages and options this year. For example, you may want to sponsor a phone charging station, photo booth, specific pages on the WIDA Conference website, or even marketing in the elevator!

We continue to offer successful features such as the Exhibitors’ Reception, limited breakfast and coffee service, and enhanced Wi-Fi in the exhibit area in order to draw attendees throughout the conference. And for the second year, we have the WIDA NationalConference mobile app. This offers an opportunity for additional promotion for sponsors while communicating with educators from the field,including administrators, ELL specialists, teachers, state representatives, and ELL experts.

Want more? Let us know how WIDA can best meet your sponsorship needs. We can customize your sponsorship to match your marketing objectives. Contact Scott Gomer or call608-265-4791.

BenefitsofSponsorship

As a WIDA 2016National Conference sponsor you gain a wide range of benefits:

• Valuable connections with decision-makers to build and enhance client relationships
• Recognition for your company: conference website, conference program, conference bag insert, conference mobile app, and on-site event signage
• New organizational marketing options for building brand awareness
• Newoptions for districts seeking to recruit educators with ELL/ESL experience
• Increased awareness within the academic community that supports language learners
• A showcase for your company’s commitment, products & services to a valuable target market of language learner practitioners and educators
• The opportunity to gather important feedback from leading administrators and educators in the field of academic language for English language learners
• New split payment option for sponsors

Sponsor/Exhibitor Schedule Overview

Wednesday, October 12

10:00 am—3:00 pmExhibit Hall Setup

5:00 pm—7:00 pmExhibit Hall Grand Opening

Thursday, October 13

7:30 am—5:30 pmExhibit Hall Open

6:00 pm—8:00 pmWelcome Reception

Friday, October 14

7:45 am—8:15 amSponsor Sessions

7:30 am—3:00 pmExhibit Hall Open

3:00 pm—7:00 pmExhibit Hall Tear-down

DiamondSponsorPackage--$25,000

•Exclusive sponsorship of WIDA 2016 National Conference Welcome Reception

(6:00pm—8:00 pm on Thursday, October 13,2016)

•Prominent display of your company logo and message of thanks during reception

•Exclusive “Step and Repeat” photo op background at reception

•Cocktail napkins used at reception branded with your company logo

•Exclusive use of dedicated reception lounge

•Opportunity to provide welcome gifts to conference attendees

•Opportunity to give away reception drink tickets

•Invitation for your participants and guests to attend the reception

•Prime Diamond Sponsor location in exhibit hall

•Two six—foot, skirted tables

•Four complimentary full conference registrations

•Six complimentary Exhibit Hall only registrations

•Prominent recognition as Diamond Sponsor: conference website, print ad on back cover of conference program, mobile app, on-site event signage

•Sponsor presentation session (7:45am—8:15 am on Friday, October 14, 2016)

•Exclusive use of private meeting space near Exhibit Hall

•Communicate with attendees (email message or mailing labels; 1 contact before/1 contact after conference)

•Mobile app banner and one “push” message during conference

•Recognition on (150 words) with your logo and link to your company’s website

•One conference bag insert of your choice

•Sponsor ribbons on your participants’ name badges

•Buffet lunch for your participants (Thursday and Friday, October 13—14, 2016)

Crystal Sponsor Package--$20,000

•Exclusive sponsorship of Continental Breakfasts and Conference Breaks

(7:30 am—8:15 am breakfast and 9:45 am—10:15 am/2:15 pm—2:45 pm breaks on Thursday and Friday, October 13—14, 2016)

•Prominent display ofyour company logo and message of thanks during breakfasts/breaks

•Cocktail napkins used at breakfasts/breaks branded with your company logo

•Prime Crystal Sponsor location in exhibit hall

•Two six—foot, skirted tables

•Two complimentary full conference registrations

•Six complimentary Exhibit Hall only registrations

•Prominent recognition as Crystal Sponsor: conference website, print ad on center section of conference program, mobile app, on-site event signage

•Sponsor presentation session (7:45am—8:15 am Friday, October 14, 2016)

•Shared use of private meeting space near Exhibit Hall

•Communicate with attendees (email message or mailing labels; 1 contact before/1 contact after conference)

•Mobile app banner and one “push” message during conference

•Recognition on website (150 words) with your logo and link to your company’s website

•One conference bag insert of your choice

•Sponsor ribbons on your participants’ name badges

•Buffet lunch for your participants (Thursday and Friday, October 13—14, 2016)

•Invitation for your participants to attend the WIDA Conference Welcome Reception (6:00pm—8:00 pm Thursday, October 13,2016)

Platinum Sponsor Package--$15,000

•Exclusive sponsorship of Attendee Lounge and Charging Stations

•Prominent display of company logo on Attendee Lounge in Exhibit Hall

•Prominent display of company logo on Charging Stations near Breakout Sessions

•Prime Platinum Sponsor location in exhibit hall

•Two six—foot, skirted tables

•Six complimentary Exhibit Hall only registrations

•Prominent recognition as Platinum Sponsor: conference website, print ad on center section of conference program, mobile app, on-site event signage

•Sponsor presentation session (7:45am—8:15 am Friday, October 14, 2016)

•Shared use of private meeting space near Exhibit Hall

•Communicate with attendees (email message or mailing labels; 1 contact before/1 contact after conference)

•Mobile app banner and one “push” message during conference

•Recognition on website (100 words) with your logo and link to your company’s website

•One conference bag insert of your choice

•Sponsor ribbons on your participants’ name badges

•Buffet lunch for your participants (Thursday and Friday, October 13—14, 2016)

•Invitation for your participants to attend the WIDA Conference Welcome Reception (6:00pm—8:00 pm Thursday, October 13,2016)

Gold Sponsor Package--$10,000

•Exclusive sponsorship of Conference Bags or Conference Name Badges or Conference Photo Booth

•Gold Sponsor location in exhibit hall

•Two six—foot, skirted tables

•Four complimentary Exhibit Hall only registrations

•Prominent recognition as Gold Sponsor: conference website, full-page print ad in conference program, on-site event signage

•Sponsor presentation session (7:45am—8:15 am Friday, October 14, 2016)

•Shared use of private meeting space near Exhibit Hall

•Communicate with attendees (email message or mailing labels; 1 contact before/1 contact after conference)

•One mobile app “push” message during conference

•Recognition on website (100 words) with your logo and link to your company’s website

•One conference bag insert of your choice

•Sponsor ribbons on your participants’ name badges

•Buffet lunch for your participants (Thursday and Friday, October 13—14, 2016)

•Invitation for your participants to attend the WIDA Conference Welcome Reception (6:00pm—8:00 pm Thursday, October 13,2016)

Silver Sponsor Package--$5,000

•Exclusive sponsorship of Pre-Conference “Unconference” Event or Mini Schedule in Name Badge Holder or Notepad & Pen in Conference Bags

•Silver Sponsor location in exhibit hall

•One six—foot, skirted table

•Two complimentary Exhibit Hall only registrations

•Recognition as Silver Sponsor: conference website, half-page print ad in conference program, on-site event signage

•Shared use of private meeting space near Exhibit Hall

•Communicate with attendees (mailing labels; 1 contact either before or

after conference)

•One mobile app “push” message during conference

•Recognition on website (55 words) with your logo and link to your company’s website

•One conference bag insert of your choice

•Sponsor ribbons on your participants’ name badges

•Buffet lunch for your participants (Thursday and Friday, October 13—14, 2016)

•Invitation for your participants to attend the WIDA Conference Welcome Reception (6:00pm—8:00 pm Thursday, October 13,2016)

Bronze Sponsor Package--$2,500

•Bronze Sponsor location in exhibit hall

•One six—foot, skirted table

•Two complimentary Exhibit Hall only registrations

•Recognition as Bronze Sponsor: conference website, quarter-page print ad in conference program, on-site event signage

•Shared use of private meeting space near Exhibit Hall

•Communicate with attendees (mailing labels; 1 contact either before or after conference)

•Recognition on website (30 words) with your logo and link to your company’s website

•One conference bag insert of your choice

•Sponsor ribbons on your participants’ name badges

•Buffet lunch for your participants (Thursday and Friday, October 13—14, 2016)

•Invitation for your participants to attend the WIDA Conference Welcome Reception (6:00pm—8:00 pm Thursday, October 13, 2016)

Exhibitor Package--$1,250 ($1,000 Government Entities)

•Exhibitor location in exhibit hall

•One six—foot, skirted table

•Two complimentary Exhibit Hall only registrations

•Recognition as Exhibitor: conference website, on-site event signage

•Buffet lunch for your participants (Thursday and Friday, October 13—14, 2016)

•Invitation for your participants to attend the WIDA Conference Welcome Reception (6:00pm—8:00 pm Thursday, October 13, 2016)

School District RecruitingPackage--$750

[Available for verified school districts only]

•School District Recruiting location in Recruiting Zone

•One six—foot, skirted table in Recruiting Zone

•Two complimentary Exhibit Hall only registrations

•Recognition as School District Recruiter: conference website, on-site event signage

•Buffet lunch for your participants (Thursday and Friday, October 13—14, 2016)

•Invitation for your participants to attend the WIDA Conference Welcome Reception (6:00pm—8:00 pm Thursday, October 13, 2016)

Additional Sponsorship Opportunities

The following a la carte options are available for all Sponsor/Exhibitor levels:

Option Description / Price
Additional six—foot, skirted table in Exhibit Hall / $750
Exclusive meeting space (limited availability; per day) / $500
Additional full conference registration (limited availability) / $450
Additional Exhibit Hall only registration / $350
Sponsor presentation session
(7:45am—8:15 am Friday, October 14, 2016) / $250
Conference mobile app banner ad / $250
Conference mobile app push notification (limited to 1/day) / $100
Sponsor logo and link on WIDA Conference website
-Home page, Registration page, Hotel & Travel page, Schedule & Sessions page / Contact Us
Hotel branding options: elevator, escalator, etc. / Contact Us
Special Sessions (up to 300 attendees) for book authors/signings or other approved sessions
Includes 2-minute opening remarks and seat drop materials / Contact Us

Sponsor/ExhibitorApplication

CompanyName:______

ContactPerson & Title:

Address/City/State/ZIP:

Phone & Email:______

Company Website URL:______

SPONSOR/EXHIBITOROPPORTUNITY / Price / Sub-Total
Diamond sponsor / $25,000
Crystal Sponsor / $20,000
Platinum Sponsor / $15,000
Gold sponsor / $10,000
Silversponsor / $5,000
Bronzesponsor / $2,500
Exhibitor (reduced rate of $1,000 for government entities) / $1,250
School District Recruiter (school districts only) / $750
Additional Sponsorship Options:
Comments:
TOTAL

Hold Harmless Clause

"The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of exhibitor's activities on the Hotel premises and will Indemnify, defend, and hold harmless the Hotel, its owner, and its management company, as well as their respective agents, servants, and employees from any and all such losses, damages, and claims."

TermsConditions

•WIDAreservestherighttorejectaSponsor/Exhibitorapplicationatanytime.

•Sponsor/Exhibitor applicationswillbeprocessed instrictorderofreceipt.

•Sponsors agree to abide by the terms of sponsorship including the Hold Harmless Clause above.

•Sponsor/ExhibitorrequestswillbeconfirmedbyWIDAinwritingalongwithaninvoice.

•Sponsor/Exhibitor payment is due as follows: 50% on receipt and 50% by Aug 31, 2016.

•Sponsors/Exhibitors are required to register staff members through the WIDA conference website.

Iagreetothesesponsorshiptermsandconditions:

(DateSignature)

(PrintedName andPosition)

Pleasereturnthisapplicationto Scott Gomer r call 608.265.4791

Exhibit Hall Diagram

*Room configuration subject to change to meet fire inspector,hotel, or WIDA requirements

Philadelphia Marriott Package Shipping Instructions

*Sponsors/Exhibitorsare responsible for all shipping costs and coordination with the hotel’s FedEx Business Center.

PREPARING YOUR SHIPMENT

FedEx Office is committed to providing you with an outstanding experience during your stay. All guest and event packages being shipped to the hotel must follow the address label standards (illustrated below) to prevent package routing delays. Please schedule your shipment(s) to arrive 3–4 days prior to the event start date to avoid additional storage fees. Use the name of the recipient who will be on-site to receive and sign for the package(s). Please do not ship any items to the attention of the Hospitality Manager or Catering & Conference Manager, unless the items are specifically for their use (i.e., hotel specifications, rooming lists, signed documents); this includes any room drops or deliveries to any other area of Philadelphia Marriott.

Shipments are held for a limited number of days. If a package has not been picked up and no contact information is provided, the package will be returned to the sender, who will be responsible for all additional shipping fees. For more information on package retention, the Return to Sender process, or to schedule package deliveries, please contact the FedEx Office Business Center at 215.923.9024. Package deliveries should only be scheduled after the recipient has checked into the hotel.

PACKAGE LABELING STANDARDS AND FEDEX OFFICE CONTACT

SHIPPING AND RECEIVINGINSTRUCTIONS

Meeting organizers and participants are encouraged to contact FedEx Office in advance of shipping their items to Philadelphia Marriott with any specific questions. If you have any special needs such as refrigeration requirements, after hours delivery requests or changes to your meeting dates or rooms, please work directly with your Event Services Manager who will communicate these needs to FedEx Office in advance of your event.

PACKAGE DELIVERY WITHIN THE HOTEL

In most cases, FedEx Office will complete delivery or pickup of packages within the conference and meeting rooms, lobby area and guest suites of Philadelphia Marriott, but please check with the business center for specific delivery limitations that may exist. In cases where a drayage company or decorator is used, FedEx Office team members will release any drayage directly to the decorator if they are onsite when the shipments arrive. If any drayage or parcels require overnight storage, FedEx Office will request handling fees be collected from the decorator. If you are using a drayage company or decorator for exhibitor packages, these packages must be shipped directly to the drayage company or decorator specified address. Please note that FedEx Office team members cannot lend out any moving equipment to a guest, which includes pallet jacks, dollies, and flatbed carts.

PACKAGE DELIVERY TO GUEST SUITES

In most cases, FedEx Office will complete delivery or pickup of packages to guest suites at Philadelphia Marriott, but please check with the business center for specific delivery limitations that may exist. FedEx Office is not authorized to leave packages in guest suites that are not occupied. A guest with authorization to sign for the delivery and approve any charges for handling and delivery fees must be present in the suite.

UPON YOUR ARRIVAL

Packages will be available for pickup inside the FedEx Office business center (receiving fee will apply). Pallets, crates, display cases and other heavier items may be scheduled for delivery by contacting our staff at the number located on the previous page (delivery fee will apply). Package deliveries should only be scheduled after the recipient has checked into the hotel. In order to maintain the proper chain of custody, FedEx Office requires the package recipient’s signature before a package can be released from FedEx Office. Release signatures are captured at the time of package pickup or package delivery to the recipient.

UPON YOUR DEPARTURE

All outbound packages must have a completed carrier airbill affixed to each package. Packaging supplies (boxes, tapes, and etc.) are available for purchase within the FedEx Office business center. FedEx Office offers pack and ship services in the business center; while packaging supplies are also available for purchase. FedEx Express® shipping boxes and airbill forms are available and complimentary. Outbound packages to be picked up by a third party courier should be coordinated in advance with a FedEx

Office team member. Outbound handling fees will be applied to packages picked up by a FedEx Office Team Member throughout the property, regardless of carrier, in addition to shipping/transportation fees. Packages brought to the FedEx Office Business Center will not be subject to outbound handling fees.

PACKAGE HANDLING AND STORAGE FEES