SCAPA 2018 Corporate Partner Prospectus / 1

South Carolina Academy of

Physician Assistants

2018Corporate PartnerProspectus

Annual Fall CME Conference

The ART of Healthcare

October 6-11, 2018

The Sonesta

Hilton Head, SC

TABLE OF CONTENTS

Letter of Invitation……………………………………………………………page 3

Conference Sponsorship Opportunities….…………..……page 4

Other Marketing Opportunities ………………………………….page 5

Corporate Support Agreement …………………………………….page 6

Conference Exhibit Registration Form…………………….….page 7

Conference Exhibit Details ……………………………………….…….page 8

Sonesta Exhibitor Guidelines…..………………………………….…page 9

Sonesta Exhibitor Order Form….……………………………………page 11

SCAPA W9 Form…provided on request by emailing


The South Carolina Academy of Physician Assistants (SCAPA) would like to invite you and your organization to join our Corporate Partner Program. The program is designed to increase the visibility of your company with our membership and especially with the individuals attending our 2018 Annual Fall CME Conference, held October 6-11, 2018 at the Sonesta in Hilton Head. In accordance with the SCAPA mission, the money raised through this program will be used to provide quality, cost effective, and accessible healthcare through the professional and clinical development of physician assistants.

The CME Conference Committee is planning over 45 hours of CME credits with a program that will interest primary care, specialty, and re-certifying PA’s. We are expecting at least 300 attendees for this year’s conference. Enclosed is an outline of our corporate support opportunities and the benefits to your company as well as a full list of marketing opportunities that are available to you throughout the year.

Physician assistants and pharmaceutical companies have always worked together toward common goals of improved patient care and professional education. Your corporate partnership will mean a great deal to SCAPA as it will provide financial support for educational projects for physician assistants and their patients. If your company has any questions or if there is additional paperwork that needs to be completed, please contact our Executive Director, Janet Jordan, in the SCAPA office. Thank you for your consideration. SCAPA is a 501c6 non-profit organization with tax ID #57-0645916.

Sincerely,

SCAPA CME Planning Committee Chairs

Temisha Budden, PA-C

803-351-3019,

Megan Walters, PA-C

843-822-0505,

CONFERENCE SPONSORSHIP OPPORTUNITIES

SCAPA 2018 Corporate Partner Prospectus / 1

PRODUCT THEATRE BREAKFAST SPONSOR ($5000) - This is a non-CME promotional educational activity presented at the conference during breakfast on Tuesday or Wednesday for up to 150 attendees. Host is responsible for all speaker arrangements and receives a complimentary exhibit. SCAPA will handle breakfast arrangements with Sonesta and cover cost of meal and standard AV. If your company makes arrangements for breakfast directly with Sonesta in lieu of paying the sponsor fee, the complimentary exhibit is not included and SCAPA must approve the meal. (Only 2 available)

PRODUCT THEATRE LUNCH SPONSOR ($5000) - This is a non-CME promotional educational activity presented at the conference during lunch on Tuesday or Wednesday for up to 60 attendees. Host is responsible for all speaker arrangements and receives a complimentary exhibit. SCAPA will handle lunch arrangements with Sonesta and cover cost of meal and standard AV. If your company makes arrangements for lunch directly with Sonesta in lieu of paying the sponsor fee, the complimentary exhibit is not included and SCAPA must approve the meal. (Only 6 available)

DINNER SYMPOSIUM ($1000) - Dinners are welcomed on Tuesday and Wednesday evenings during the SCAPA conference and are offered after the scientific sessions have concluded for the day. All aspects and costs of the event are the responsibility of the host; however, SCAPA will provide marketing for the event to conference attendees. (Unlimited)

WELCOME RECEPTION SPONSOR ($3000) - Kick off the conference at this opening night event of cocktails, hors d’oeuvres and networking. Connect with attendees and welcome them with your brand. SCAPA will handle arrangements with Sonesta and cover cost of meal. Host receives complimentary exhibit and 1 welcome reception ticket. (Only 1 available)

BEVERAGE STATION SPONSOR ($1,500) - Keep attendees refreshed and aware of your brand throughout the day as the sponsor of this 24-7 beverage service. (Only 5 available)

BREAK SPONSOR ($4,000) - Rejuvenate attendees during the conference and showcase your brand as the sponsor of a morning snack break. SCAPA will handle arrangements with Sonesta and cover cost of break. Host receives a complimentary exhibit. (Only 3 available)

COOKOUT BAR SPONSOR ($2,000) - Connect with conference attendees and showcase your brand as the bar sponsor for this event. Attendees will receive one (1) drink ticket branded with your logo. Host receives 1 cookout ticket. (Only 1 available)

COOKOUT MEAL SPONSOR ($8,000) - Connect with conference attendees and showcase your brand as the food sponsor for this event. Attendees will enjoy an evening of fun, food, and entertainment as they mingle with their colleagues. SCAPA will handle arrangements with Sonesta and cover cost of meal. Host receives complimentary exhibit and 2 cookout tickets. (Only 1 available)

ENTERTAINMENT SPONSOR ($1500) - Connect with conference attendees and showcase your brand as the entertainment sponsor for Monday night’s cookout. Host receives 1 cookout ticket. (Only 1 available)

SCALEDOWN SPONSOR ($1000) – Help conference attendees unwind after a long day of classes and showcase your brand as the sponsor of a SCaledown activity. (Only 2 available)

WI-FI SPONSOR ($1000) - WI-FI is provided throughout the conference center to access the Mobile Event app. Sponsor name will be prominently displayed through the WI-FI connection. (Only 1 available)

TOTE BAG SPONSOR ($1000) – Sponsor logo will be displayed along with the SCAPA logo on tote bag distributed to attendees. Must be contracted by August 1. (Only 1 available)

SCAPA 2018Corporate Partner Prospectus / 1

OTHER MARKETING OPPORTUNITIES

CONFERENCE EXHIBITOR - $1500

  1. Exhibit space
  2. Conference registration for 1 representative per day; additional representatives are $150 each (includes Monday box lunch)
  3. One (1) ticket for the Welcome Reception on Sunday night; additional tickets are $25 each
  4. One (1) box lunch ticket for Monday
  5. One (1) ticket for the Cookout on Monday night; additional tickets are $75 each
  6. Mailing list of conference attendees who allow their information to be shared

CONFERENCE PROGRAM ADVERTISEMENT

The conference program is distributed to all conference attendees. Contact SCAPA for ad specifications. Ad must be submitted by Sept 1 and approved by the CME Committee.

  • ¼ Page = $125
  • ½ Page = $250
  • Full Page = $500

NEWSLETTER ADVERTISEMENT

Our award winning electronic newsletter is published quarterly, emailed to SCAPA members, and posted to the SCAPA website. Contact SCAPA for ad specifications. Ad must first be approved by the Communications Committee.

  • ¼ Page = $125
  • ½ Page = $250
  • Full Page = $500

WEBSITE ADVERTISING

Our website attracts physician assistants, employers and students on a daily basis. Your ad will be placed in the rotating banner at the bottom of our homepage with a link to your website. Contact SCAPA for ad specifications. Ad must first be approved by the Communications Committee.

  • 1 month = $500
  • 3 months = $1000
  • 6 months = $1500
  • 1 year = $2500

EMAIL BLAST - $75
SCAPA can send an email blast for you to over 1800 PAs and PA Students. This is a great way to promote your educational dinner presentations. Content must first be approved by the Communications Committee.

CORPORATE SUPPORT AGREEMENT

Complete and return agreement with payment to SCAPA:

Mail: SCAPA, PO Box 2054, Lexington SC 29071Email:

Courier: Janet Jordan, 5 Tattlers Court, Irmo SC 29063Fax: 803-356-6826

Direct questions to Janet Jordan: 803-356-6809,

Company Name
Primary Contact Name
Company Address
City, State, Zip
Primary Contact Phone
Primary Contact Email

Please select your level of support. Mark all that apply.

SCAPA 2018Corporate Partner Prospectus / 1

 Exhibit - $1,500(complete exhibit registration form)

 Product Theatre Lunch Sponsor - $5000*

 Product Theatre Breakfast Sponsor - $5000*

 Welcome Reception Sponsor-$3,000*

 Cookout Meal Sponsor - $8,000*

 Cookout Bar Sponsor - $2,000

 Beverage Station Sponsor - $1,500

 Break Sponsor - $4,000*

 Scaledown Sponsor - $1,000

 Entertainment Sponsor - $1,500

 Dinner Symposium Sponsor - $1,000

 Wi-Fi Sponsor - $1,000

 Tote Bag Sponsor - $1,000

 Conference Program ¼ Page Ad - $125

 Conference Program ½ Page Ad - $250

 Conference Program Full Page Ad - $500

 Newsletter ¼ Page Ad - $125

 Newsletter ½ Page Ad - $250

 Newsletter Full Page Ad - $500

 Website Ad for 1 month - $500

 Website Ad for 3 months - $1000

 Website Ad for 6 months - $1500

 Website Ad for 12 months - $2500

 Email Blast - $75

SCAPA 2018Corporate Partner Prospectus / 1

*These sponsorshipsinclude an exhibit. Please also complete the exhibitor registration form on the next page.

REMITTANCE Check (made payable to SCAPA)  Credit Card

Card Number
Exp Date / Security Code / Amount Due
Name on Card
Billing Address
Email Address for Receipt

I am an authorized representative of the Company with the authority to sign and deliver this agreement and understand that submitting a completed form obligates me/my company to the costs as outlined unless it is resold.

Signature: Date:

EXHIBIT REGISTRATION FORM

All companies planning to exhibit must complete and return this form to SCAPA: by mail toPO Box 2054, Lexington, SC 29071; by courier to 5 Tattlers Ct, Irmo, SC 29063; , by fax to 803-356-6826; or by email to . Questions can be directed to Janet Jordan at 803-356-6809 or .

Company Name
Primary Contact Name
Company Address
City, State, Zip
Primary Contact Phone / Email

Exhibit fee includes registration for one representative per day, one ticket to the Welcome Reception on Sunday, one box lunch on Monday, and one cookout ticket for Monday night. Additional representatives are $150 each and includes Sunday welcome reception and Monday box lunch.Monday cookout tickets are $75.

List your company representatives below and indicate which days and events each will attend.

NAME / EMAIL ADDRESS / PHONE NUMBER / Sunday
WELCOME / Monday
LUNCH / Monday
COOKOUT / DAYS
 Yes
No /  Yes
No /  Yes
No / Sun
Mon
Tues
Wed
 Yes
No /  Yes
No /  Yes
No / Sun
Mon
Tues
Wed
 Yes
No /  Yes
No /  Yes
No / Sun
Mon
Tues
Wed
 Yes
No /  Yes
No /  Yes
No / Sun
Mon
Tues
Wed

EXHIBIT REQUIREMENTS Exhibit comes with one table (skirted and draped) and an electrical outlet if needed. Wifi is provided throughout the conference center.

Will you need electricity:  Yes  No / Other AV needs should be arranged directly with hotel.
This is a table top show. If your display will not fit on the table provided (6’x 30”), use this space to describe your exhibit or any other special needs or requests.
Booth should not be located next to these companies

CONFERENCE EXHIBIT DETAILS

LOCATION / WHAT IS PROVIDED
Sonesta
130 Shipyard Drive
Hilton Head Island, SC 29928 / We provide a skirted and draped 6’ x 30” table for a table top display and one chair for each exhibit
SCHEDULE
Exhibitors are welcomed to display on Monday, Tuesday, and Wednesday. The Welcome Reception will be held in the exhibit area on Sunday night, and dedicated exhibit hall hours are scheduled on Monday. This is when your booth should be staffed. Staffing on Tuesday and Wednesday is optional and at your own discretion. A full conference schedule can be found on the CME Conference page of the SCAPA website at A suggested exhibitor schedule is provided below.
Sunday, October 7 / 2:30-6:30pm / Exhibit set-up
7:00-8:00pm / Welcome Reception
Monday, October 8 / 7:15-8:00am / Breakfast with Exhibitors
9:45-10:15a / Refreshment Break with Exhibitors
12:15-1:30pm / Lunch with Exhibitors
7:00-9:00pm / Cookout
Tuesday, October 9 / 7:15-8:15am – Breakfast / If you want to staff your booth on Tuesday, these are the best times to do so.
10:15-10:30am – Break
12:30-1:30pm – Lunch
3:30-3:45pm – Break
Wednesday, October 10 / 7:15-8:15am – Breakfast / If you want to staff your booth on Wednesday, these are the best times to do so.
10:15-10:30am – Break
12:30-1:30pm – Lunch
1:30-5:30pm / Exhibit dismantle. All materials must be removed by 5:30pm.
HOTEL INFORMATION AND FORMS
Shipping / Exhibitors should review the hotel’s guidelines on pages 9 and 10, and complete the Sonesta Exhibitor Order Formon page 11 if you need to ship materials.
Lodging / Sonesta, 130 Shipyard Drive, Hilton Head Island SC 29928
The SCAPA room rate is $169 for single/double occupancy + 10% state and local tax + $2 daily destination fee. There is an additional $20 per person charge for each additional person in the room, and the Resort Facilities Fee is $20 per room, per day including tax. Reservations should be made by September 9, 2018.
Reservations Link:
Audio Visual / Exhibitors needing AV (other than wifi) should contract directly with the Sonesta.
SCAPA CONTACT / HOTEL CONTACT
Janet Jordan, CAE
Office: 803-356-6809
Cell: 803-360-0578
/ Nick Gonzales
843-341-1835

SONESTA EXHIBITOR GUIDELINES

To ensure a successful exhibit show, the following guidelines have been established.

  1. The following address is to be used when sending packages to the Resort for conference/trade show usage:

Sonesta Resort Hilton Head Island

130 Shipyard Drive

Hilton Head Island, SC 29928

HOLD FOR: Recipients Name and Company Name (under which the booth is booked) /

Conference Name & Date(s)

Box(s) _____ of _____ (multiple boxes MUST be numbered)

ATTN: Name of Catering/Conference Services Manager

  1. Handling/storage fees will be assessed for all parcels sent directly to the Resort. If applicable, please complete and return the attached payment form directly to the Catering/Conference Services Department.
  1. Please ship items to arrive no earlier than (7) days prior to the event. Please note that for shipments scheduled to arrive on the day of event, standard daily delivery times are typically between 1:00 PM and 4:00 PM based on carrier and there is no guarantee of early delivery.
  1. Resort will deliver shipped items directly to the exhibiting area. If your item cannot be located, please contact resort staff and have tracking information available.
  1. Due to the limited amount of storage space and receiving capabilities, the Resort is unable to accept any shipments that exceed 100 pounds. Arrangements for shipping exhibit materials that exceed this limit should be made through the following:

Blue Chip Expo

118-B Mathews Drive

Hilton Head Island, SC 29926

Phone – 843-681-4545

Fax – 843-689-5959

Scott Lee, Manager

NOTE: Payment for any such arrangements are payable directly to Blue Chip Expo and are the responsibility of the individual

  1. The Resort reserves the right to refuse any boxes which may be labeled unclearly and inaccurately, appear damaged or tampered with, or are in excess of our limited storage/weight guidelines.
  1. For return shipping, please secure your packages in the exhibiting area and resort staff will pick them up. You must provide shipping labels with appropriate account numbers for item being shipped. Blank shipping labels can be provided for select carriers. Please contact resort staff for assistance.

Should you wish to pay the Resort directly for postage/shipping costs, a $5.00 per item surcharge is applicable.

  1. In keeping with Resort policy, no food or beverage may be served in the exhibit area unless it is provided by the Resort. This includes complimentary snacks and beverages. Please contact the Catering/Conference Services Manager to arrange the purchase of these items.
  1. Security is not provided. Resort is not responsible for the loss or damage of any exhibitor materials or equipment left unattended in public areas or in meeting rooms.
  1. In order to preserve the integrity of the Resort and to comply with local fire codes, all signage, displays or decorations and their set-up are subject to approval by the Resort and applicable fees will be assessed. No pins, tape or nails may be used to affix any items to the walls or fixtures of the facility. All signage must be professionally printed at the group’s expense. Signage must comply with these regulations or they will not be permitted.
  1. For vendors that will personally be delivering large display items and equipment to the Resort, the driving directions and additional load-in guidelines are as follows:

Driving Directions to Loading Dock Area

  • Exit I-95 in South Carolina - Exit 8 (Highway 278).
  • Head East on Highway 278 (towards Hilton Head Island). From this point it is approximately18 miles to the Wilton Graves Bridge and Hilton Head Island.
  • Once on the Island (& after the second traffic light) get into the left lane and take the **CROSS ISLAND PARKWAY** ($1.25 toll). The Parkway ends at a traffic light and turns into Palmetto Bay Road. This is about a mile from the Sea Pines Circle.
  • As you approach the Circle get into the left lane. Exit the circle onto Pope Avenue (2nd exit).
  • Follow Pope Avenue until it dead ends at the next traffic circle. Stay in the left lane and exit the circle on to North Forest Beach Road (3rd exit). Continue on North Forest Beach Road until it dead ends. The loading dock of the Sonesta Resort will be on your left.

Additional Guidelines

  • Upon arrival, with the Resort staff will direct you to your designated set-up area
  • All unloading MUST be done from this area / Unloading from front of resort is prohibited
  • Parking is allowed at the rear of the hotel with approval
  • Designated guest parking areas are located in the front of the hotel
  • The height of the loading dock is 30” and there is no ramp or hydraulic lift
  • Maximum width of load-in corridors is 5’
  • Maximum clearance through any doorway or corridor is 6.5’
  • Resort does not provide hand trucks, pallet jacks or dollies
  • All persons must be properly attired and presentable when in public area.

SONESTA EXHIBITOR ORDER FORM

  • This form is for services and/or equipment available only by the Sonesta Resort
  • Complete and return form and fax or scan/email back to:

Hotel Contact Info: / Name: Nick Gonzales
Phone: 843-842-2400, ext. 7735
Fax: 843-842-9975
Email:
  • Payment must be received along with request. On-site payments not accepted
  • Requests must be received (10) days prior to scheduled event – After this date additional fees will apply

On-Site Contact:
Booth / Company Name:
Conference Event Name:
Contact Phone:
Contact Email:

Credit card information – Payment for requested items will be posted at time of receipt: