2 About Us
About Us 3
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 partnership opportunities to choose from, The We offer you the perfect way to broaden your presence to 600 parents, educators, administrators, and paraprofessionals and self-advocates 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. $15,000 TITLE SPONSOR (ONE AVAILABLE) Company/organization materials at each table during both general sessions and luncheons and in conference bag for every participant (copies provided by sponsor) Copy of pre-registration attendee list for conference (attendee name and district only) Two marketing emails sent to attendees prior to conference Full page color ad in program, and listing in program under appropriate sponsorship category Logo on conference signage Exhibitor table (with electricity and Wifi) Logo recognition on The Arc of Texas Website and Facebook page On Stage introduction and up to ten minutes of podium time at both Opening Keynote and Closing Keynote Verbal recognition at other Arc of Texas meetings Two mentions and complimentary advertisement in The Texas Talk newsletter (15,000+ subscribers) On stage recognition with plaque during closing ceremonies Sponsorship of fifteen educators and/or parents to attend the Inclusion Works! Conference $10,000 PARTNER SPONSOR Copy of pre-registration attendee list for conference (attendee name and district only) One marketing email sent to attendees prior to conference Full page color ad in program, and listing in program under appropriate sponsorship category Logo on conference signage Exhibitor table (with electricity and Wifi) Logo recognition on The Arc of Texas Website and Facebook page On Stage introduction and up to seven minutes of podium time Verbal recognition at other Arc of Texas meetings Mention and complimentary advertisement in The Texas Talk newsletter (15,000+ subscribers) On stage recognition with plaque during closing ceremonies Sponsorship of ten teachers and/or parents to attend the Inclusion Works! Conference! 4 Sponsors
Sponsors $7,500 CHAMPION SPONSOR (TWO AVAILABLE) Verbal recognition at Inclusion Works! Conference during Opening Keynote Company/organization materials in conference bag for every participant (copies provided by sponsor) Half page color ad in conference program, and listing in program under appropriate sponsorship category One marketing email sent to attendees prior to conference Logo on conference signage Exhibitor table (with electricity and Wifi) Logo recognition on The Arc of Texas Website and Facebook page Verbal recognition at other Arc of Texas meetings Mention and Logo recognition in one The Texas Talk newsletter (15,000+ subscribers) Sponsorship of seven educators and/or parents to attend the Inclusion Works! Conference $5,000 LEADERSHIP SPONSOR (ONE AVAILABLE) Verbal recognition at Inclusion Works! Conference Company/organization materials in conference bag for every participant (copies provided by sponsor) Half page color ad in conference program, and listing in program under appropriate sponsorship category One marketing email sent to attendees prior to conference Logo on conference signage Exhibitor table (with electricity and Wifi) Verbal recognition at other Arc of Texas meetings Logo on The Arc of Texas Website and Facebook page $2,500 SUPPORTING SPONSOR (ONE AVAILABLE) Verbal recognition at Inclusion Works! Conference One third page color ad in conference program, and listing in program under appropriate sponsorship category One marketing email sent to attendees prior to conference Logo on conference signage Exhibitor table (with electricity and Wifi) Logo on The Arc of Texas Website and Facebook page Sponsorships are on a first come, first-served basis. For questions, please contact Dori Yeater at dyeater@thearcoftexas.org or 512 485-9727. Sponsors 5
Sponsorship Form ORGANIZATION/ COMPANY NAME CONTACT 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 $15,000 Title Sponsor $10,000 Partner Sponsor $7,500 Champion Sponsor $5,000 Leadership Sponsor $2,500 Supporting Sponsor Please email your sponsorship form and logo to Dori Yeater at dyeater@thearcoftexas.org All logos must be saved as an.eps,.jpeg or Vecot file. Deadline to be included in all materials is Friday, December 7, 2018 Sponsor Signature Date 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 6 Sponsors The Arc of Texas 8001 Centre Park Drive, Suite 100 Austin, Texas 78754 512 454-6694 1-800-252-9729 www.thearcoftexas.org Dori Yeater dyeater@thearcoftexas.org 512-485-9727
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 exhibitors have been very pleased with the interaction with attendees available during the conference. Here are just a few benefits for exhibitors: 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 SET UP SCHEDULE Sunday, February 10, 2019 3:00 5:00 pm: Exhibitor Set-Up Monday, February 11, 2019 6:00 7:30 am: Exhibitor Set-Up Exhibitors 7
EXHIBITOR HOTEL ROOMS A specially priced block of rooms at the rate of $135 is being held at the Embassy Suites by Hilton Denton Convention Center until Sunday, January 20, 2019 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 20, 2019, reservations will be accepted on a space and rate availability basis only. Reservations can be made online at the following link: https://secure3.hilton.com/en_us/es/reservation/book. htm?execution=e1s1or by calling 940-243-3799. EXHIBITOR SHIPPING All exhibit items must be shipped to the Embassy Suites by Hilton Denton Convention Center to the attention of yourself. Shipping and hotel handling fees may apply. Each exhibitor is responsible for receiving and collection of your shipments. Shipments must not arrive prior to Thursday, February 7, 2019. Organization or Company Name Inclusion Works! 2019 Embassy Suites by Hilton Denton Hotel and Convention Center 3100 Town Center Trail Denton, TX 76201 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 11, 2019. For questions please contact Marcia Espinal at mespinal@thearcoftexas.org or 512-485-9728 The Arc of Texas ATTN: 2019 INCLUSION WORKS 8001 Centre Park Drive, Suite 100 Austin, TX 78754 8 Exhibitors
Contract for Exhibit Space Commercial Exhibitor Fees One 6 foot table-top exhibit to display materials includes draped table, and two chairs $800 Nonprofit Exhibitor Fees One 6 foot table-top exhibit to display materials includes draped table, and two chairs $175 Additional 6 foot table $250 Additional 6 foot table $75 Electrical Connection $60/each Electrical Connection $60/each ORGANIZATION/ COMPANY NAME CONTACT NAME MAILING ADDRESS CITY, STATE, ZIP Email organization/company logo by Friday, December 7, 2018 to Dori Yeater at dyeater@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 Exhibitor Signature Date TERMS OF AGREEMENT The Arc of Texas agrees to provide a tabletop display to the above named organization for the 2019 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 Embassy Suites for the 2019 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 Embassy Suites 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 Embassy Suites and local and national governments. Exhibitors 9
Contract for Exhibit Space 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 Exhibitor Signature Date POLICIES & DEADLINES Logos must be received on or before Friday, December 7, 2018 to be included in the conference program. Email your logo to dyeater@thearcoftexas.org. Your vector logo must saved as an.eps or.jpeg file format. Signed contracts must be received on or before Friday, December 7th, 2018. Please email to dyeater@thearcoftexas.org One complimentary registration is included with each exhibit table. Register for the conference as an Exhibitor on or before Friday, December 7, 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, December 7, 2018. Payments received after the conference will incur a $25 late fee; All cancellations for exhibitor space must be submitted in writing to dyeater@thearcoftexas.org on or before Friday, December 7, 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 11, 2019. 10 Exhibitors
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 $650 Black & White $625 Size Requirements 8.5 x 8.5 HALF PAGE Color $450 Black & White $425 Size Requirements 8.5 x 4.25 ONE-THIRD PAGE Color $350 Black & White $325 Size Requirements 8.5 x 4.25 ONE-FOURTH PAGE Color $250 Black & White $225 Size Requirements 4.25 x 2.5 BUSINESS CARD SIZE Color $150 Black & White $125 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 Dori Yeater at dyeater@thearcoftexas.org or 512-485-9727. Advertising 11
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 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 $650 Color $450 Color $350 Color $250 Color $150 B&W $625 B&W $425 B&W $325 B&W $225 B&W $125 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, December 7, 2018 to be included in the conference program email your ad (saved in the required format) to Payments received after the conference will incur a $25 late fee. All ads must be received in the required format and size. dyeater@thearcoftexas.org Payments for ads must be received no later than Friday, December 7, 2018. 12 Advertising