Multifaceted HR OUT OF THE ORDINARY INTO THE EXTRAORDINARY EXHIBITOR PROSPECTUS PRESENTED BY COSHRM 2017 State Conference September 27 29, 2017 Keystone CO
Expect something Welcome to the COSHRM 2017 State Conference, where the ordinary becomes EXTRAORDINARY. Plan to join us and network with 500+ HR professionals from across the state of Colorado in Keystone on September 27-29, 2017. Sponsoring the COSHRM 2017 State Conference offers you a cost-effective opportunity to reach decision-making HR professionals from across the state in one location. These industry leaders are looking for the latest in technology and professional services available to support them in their careers. EXTRAORDINARY connections can be made with face to face interaction either at your booth, over a meal or during one of the special conference events. See you there! HR S BEST AND BRIGHTEST CEO/CHRO/President/Owner = 8% HR VP = 9% HR Director/Executive Director = 35% HR Manager = 23% HR Generalist/HR Specialist = 16% Other = 9% * Other includes: Benefits, Compensation, Compliance, Talent Acquisition, Employee Relations, HR Analyst, HR Consultant 2 2017 Colorado SHRM State Conference
Why Sponsor and Exhibit? 1. The COSHRM 2017 State Conference is the only statewide conference dedicated to the HR professional. 2. More than 500 of Colorado s best and brightest HR professionals attend the biennial conference. 3. The majority of our attendees are HR practitioners ranging from generalists to vice presidents. 4. The 2017 conference has expanded and enhanced opportunities for you to connect and network with HR professionals. This includes better exhibitor space, Thursday breakfast and lunch in the exhibit hall, giveaways and drawings in the exhibit hall, and an interactive game. Plan on continued interaction between exhibitor and attendee throughout the 2017 COSHRM State Conference! 5. There are numerous ways to gain exposure beyond booth space. Review the packages and additional marketing opportunities carefully to choose the program that fits your mission. 6. We ve got a great theme! Embrace the theme by designing your booth and materials around it. QUESTIONS? Call COSHRM at 303-438-7090 or visit www.coshrm.org. BEGIN EXECUTING YOUR PLAN TODAY! To reserve your space, please refer to the Checklist and Agreement [ pages 14-16 ], email info@coshrm.org or call 303-438-7090. Ideas to Enhance Your Success INCORPORATE THE THEME This year s theme is Multifaceted HR: Out of the ordinary, into the extraordinary. Get creative and incorporate our theme with your giveaways. If you need some help stirring those creative juices, we have a number of ideas we would look forward to sharing with you. COMMIT TODAY! Exhibitor and sponsorship opportunities are filled on a firstcome, first-served basis! Act today to join the movement from ordinary to EXTRAORDINARY. EXHIBITOR PROSPECTUS 3
SPONSOR & EXHIBITOR OPPORTUNITIES 1. Extraordinary Sponsor (One Exclusive Partner) Prior to 4/15/17 $15,000 After 4/15/17 $17,000 Title Sponsor Sold 3. Exceptional Sponsors Prior to 4/15/17 $7,000 After 4/15/17 $8,000 Conference Bag Sponsor SOLD Presentations on Flash Drive Sponsor Wednesday Exhibit Hall Grand Opening and Cocktail Reception Sponsor Giveaway Sponsor 5. Astonishing Sponsors Prior to 4/15/17 $2,500 After 4/15/17 $3,500 Charging Station Sponsor Wi-Fi Sponsor Conference Volunteer Apparel Sponsor Head Shot Lounge SOLD Wednesday Breakfast Sponsor Wednesday AM Break Sponsor Wednesday PM Break Sponsor Thursday Breakfast Sponsor Thursday AM Break Sponsor Thursday Lunch Sponsor Thursday PM Break Sponsor Friday Breakfast Sponsor Friday AM Break Sponsor 2. Remarkable Sponsors Prior to 4/15/17 $10,000 After 4/15/17 $12,000 Wednesday AM Keynote Sponsor Wednesday Lunch Keynote Sponsor Thursday Dinner and Entertainment Sponsor Attendee Lanyard Sponsor 4. Amazing Sponsors Prior to 4/15/17 $5,000 After 4/15/17 $6,000 Conference Track Sponsor: Psychology Conference Track Sponsor: Financial Conference Track Sponsor: Legal Conference Track Sponsor: Wellness Conference Track Sponsor: Workshops 6. Astounding Exhibitors Prior to 4/15/17 $1,500 After 4/15/17 $1,750 Exhibit Space NEW PROMOTIONAL OPPORTUNITY! Participate in the HR Extraordinary game via the conference app. As part of the attendee contest, the app game will drive conference attendees to your booth. Participate in the HR Extraordinary Game App for only $250 (free at Extraordinary, Remarkable and Exceptional Sponsorship levels)! 4 2017 Colorado SHRM State Conference
SPONSOR BENEFITS OVERVIEW TITLE SPONSOR $15,000 prior to 4/15/17 $17,000 after 4/15/17 Sold EXTRAORDINARY Exhibitor space and benefits as described; plus Your company name and logo receive prominent exposure in all conference marketing materials Recognition from podium during Keynote session Prominent full-page ads in conference program List of conference attendees 15 days in advance of conference Final confirmed attendee list provided post conference Logo to appear in all pre-conference advertising including email blasts to conference attendees and COSHRM chapter members KEYNOTE SPONSOR WEDNESDAY AM $10,000 prior to 4/15/17 $12,000 after 4/15/17 Ideas to Enhance Your Success HAVE A BOOTH DRAWING Have attendees fill out a form or leave a business card for a special prize that you award at your booth. REMARKABLE Exhibitor space and benefits as described; plus Opportunity for your company name and logo at all breakfast tables Recognition from podium during Keynote session Two minutes podium time to welcome attendees and thank speaker Half page ad in conference attendee program (Sign up now for best selection!) Final confirmed attendee list provided post conference Opportunity to offer door prize KEYNOTE SPONSOR WEDNESDAY LUNCH $10,000 prior to 4/15/17 $12,000 after 4/15/17 REMARKABLE Exhibitor space and benefits as described; plus Opportunity for company name and logo at all lunch tables Recognition from podium during Keynote session Two minutes podium time to welcome attendees and thank speaker Half page ad in conference attendee program (Sign up now for best selection!) Final confirmed attendee list provided post conference Opportunity to offer door prize EXHIBITOR PROSPECTUS 5
SPONSOR BENEFITS OVERVIEW DINNER & ENTERTAINMENT SPONSOR - THURSDAY $10,000 prior to 4/15/17 $12,000 after 4/15/17 Ideas to Enhance Your Success DONATE A DOOR PRIZE FOR CONFERENCE DRAWING Donate an item to be one of the prizes given away at the conference s Grand Drawing event. This drawing generates a lot of excitement, and is held at the closing General Session, reaching the maximum number of conference attendees. Your company is announced as having donated the prize. REMARKABLE Exhibitor space and benefits as described; plus Opportunity for your company name and logo at all reception tables Recognition from podium during event Half page ad in conference attendee program (Sign up now for best selection!) Final confirmed attendee list provided post conference Opportunity to offer door prize Inclusion in Game App content ATTENDEE LANYARD SPONSOR $10,000 prior to 4/15/17 $12,000 after 4/15/17 REMARKABLE Exhibitor space and benefits as described; plus Company Logo on lanyards provided to all attendees Recognition from podium during opening remarks Half page ad in conference attendee program (Sign up now for best selection!) CONFERENCE BAG SPONSOR $7,000 prior to 4/15/17 $8,000 after 4/15/17 Sold EXCEPTIONAL Exhibitor space and benefits as described; plus Company Logo on conference bags provided to all attendees Recognition from podium during opening remarks Final confirmed attendee list provided post conference 6 2017 Colorado SHRM State Conference
SPONSOR BENEFITS OVERVIEW PRESENTATIONS ON FLASH DRIVE SPONSOR $7,000 prior to 4/15/17 $8,000 after 4/15/17 EXCEPTIONAL Exhibitor space and benefits as described; plus Participants pick up flash drive of conference presentations (your logo included) at your booth Recognition from podium during opening remarks Final confirmed attendee list provided post conference EXHIBIT HALL GRAND OPENING & COCKTAIL RECEPTION SPONSOR - WEDNESDAY $7,000 prior to 4/15/17 $8,000 after 4/15/17 EXCEPTIONAL Exhibitor space and benefits as described; plus Recognition during Exhibit Hall opening Opportunity for company name and logo at all reception tables and bars Recognition from podium during opening remarks Final confirmed attendee list provided post conference GIVEAWAY SPONSOR $7,000 prior to 4/15/17 $8,000 after 4/15/17 EXCEPTIONAL Exhibitor space and benefits as described; plus Company name and logo on conference giveaway provided to all attendees Recognition from podium during opening remarks Final confirmed attendee list provided post conference EXHIBITOR PROSPECTUS 7
SPONSOR BENEFITS OVERVIEW CONFERENCE TRACKS SPONSOR Psychology $5,000 prior to 4/15/17 $6,000 after 4/15/17 AMAZING Exhibitor space and benefits as described; plus Company name signage on all speaker sessions relating to that track CONFERENCE TRACKS SPONSOR Financial $5,000 prior to 4/15/17 $6,000 after 4/15/17 AMAZING Exhibitor space and benefits as described; plus Company name signage on all speaker sessions relating to that track CONFERENCE TRACKS SPONSOR Legal $5,000 prior to 4/15/17 $6,000 after 4/15/17 AMAZING Exhibitor space and benefits as described; plus Company name signage on all speaker sessions relating to that track CONFERENCE TRACKS SPONSOR Wellness $5,000 prior to 4/15/17 $6,000 after 4/15/17 AMAZING Exhibitor space and benefits as described; plus Company name signage on all speaker sessions relating to that track 8 2017 Colorado SHRM State Conference
SPONSOR BENEFITS OVERVIEW CONFERENCE TRACKS SPONSOR Workshops $5,000 prior to 4/15/17 $6,000 after 4/15/17 AMAZING Exhibitor space and benefits as described; plus Company name signage on all speaker sessions relating to that track CHARGING STATION SPONSOR Signage with company name and logo at charging station for phones, tablets and laptops WI-FI SPONSOR Signage with company name and logo displayed throughout facility recognizing company as Wi-Fi sponsor CONFERENCE APPAREL SPONSOR Ideas to Enhance Your Success PLAN SPECIAL DEMONSTRATIONS OR GAMES AT YOUR BOOTH Do you have a product that begs to be shared? Think of demonstrating your product or service at your booth. Or, you could offer some type of game designed around your product or service that draws a crowd. Company logo (one color) on apparel worn by Conference Committee Volunteers EXHIBITOR PROSPECTUS 9
SPONSOR BENEFITS OVERVIEW HEAD SHOT LOUNGE SPONSOR Signage with company name and logo displayed at facility recognizing company as Head Shot Lounge sponsor Sold New Sponsorship Opportunity HEAD SHOT LOUNGE Attendees needing a professional photo for a company website or for the ever important LinkedIn profile will be sure to take advantage of the Head Shot Lounge. Make-up artists and photographers will be on-site to help attendees get the best possible head shot. WEDNESDAY BREAKFAST SPONSOR WEDNESDAY AM BREAK SPONSOR WEDNESDAY PM BREAK SPONSOR THURSDAY BREAKFAST SPONSOR 10 2017 Colorado SHRM State Conference
SPONSOR BENEFITS OVERVIEW THURSDAY AM BREAK SPONSOR THURSDAY LUNCH SPONSOR THURSDAY PM BREAK SPONSOR FRIDAY BREAKFAST SPONSOR FRIDAY AM BREAK SPONSOR Ideas to Enhance Your Success HAND OUT PROMOTIONAL MATERIALS Who doesn t love something for free? The advantage of promotional material is customizing it to get your company s name out there. A new trend is to put your marketing materials on a USB drive and give it away. It saves trees and it s also a nice giveaway that can be reused! EXHIBITOR PROSPECTUS 11
DESCRIPTION OF BENEFITS Extraordinary $15,000* Remarkable $10,000* Exceptional $7,000* Amazing $5,000* Astonishing $2,500* Astounding $1,500* Name in all marketing materials Expanded exhibit space to include two 6 draped tables and 8 x 20 exhibit space, sign with company name and four chairs Exhibit space to include one 6 draped table and 8 x 10 exhibit space, sign with company name and two chairs Electronic list of attendees 15 days prior to conference Electronic list of attendees after the conference Inclusion in HR Extraordinary App Game $250 $250 $250 Exhibit Registrations to the Conference* 4 4 4 3 3 2 Additional Per Person Exhibit Registrations to the Conference Priority exhibit space selection based on sponsorship level Complimentary Wi-Fi access within the Exhibit Hall Print advertisement in the conference program** 2 full page ads half page logo only upgrade to 1/2 page ad for $250 logo only upgrade to 1/2 page ad for $250 for logo; $250 for 1/4 page ad for logo; $250 for 1/4 page ad Logo included in all pre-conference email blasts to attendee prospects and registered attendees Company logo and link displayed on conference website *Tickets to Thursday evening party and dinner included in exhibitor registrations. Tickets must be purchased for exhibit personnel only (not attendees). **Print advertising specs: Full page 7.5 w x 8 h. Half page 6.5 w x 4 h. Quarter page 3.25 w x 4 h. All ads are full color, no bleed. Please submit high resolution PDFs to info@coshrm.org. Deadline August 1, 2017. Contracts executed after August 1, 2017 will not include an advertisement in the conference program. 12 2017 Colorado SHRM State Conference
SPONSOR & EXHIBITOR AGREEMENT Please check sponsorship desired and any add-ons. 1. Extraordinary Sponsor (One Exclusive Partner) Prior to 4/15/17 $15,000 After 4/15/17 $17,000 Exclusive Title Sponsor Add on: Additional per person exhibit registration 3. Exceptional Sponsors Prior to 4/15/17 $7,000 After 4/15/17 $8,000 Conference Bag Sponsor SOLD Presentations on Flash Drive Sponsor Wednesday Exhibit Hall Grand Opening and Cocktail Reception Sponsor Giveaway Sponsor Add on: Electronic list of attendees after conference Add on: Inclusion in HR Extraordinary Game App $250 Add on: Additional per person exhibit registration Add on: Half page ad in conference program $250 5. Astonishing Sponsors Prior to 4/15/17 $2,500 After 4/15/17 $3,500 Sold Charging Station Sponsor Wi-Fi Sponsor Conference Volunteer Apparel Sponsor Head Shot Lounge SOLD Wednesday Breakfast Sponsor Wednesday AM Break Sponsor Wednesday PM Break Sponsor Thursday Breakfast Sponsor Thursday AM Break Sponsor Thursday Lunch Sponsor Thursday PM Break Sponsor Friday Breakfast Sponsor Friday AM Break Sponsor Add on: Electronic list of attendees after conference Add on: Inclusion in HR Extraordinary Game App $250 Add on: Additional per person exhibit registration Add on: Logo in conference program Add on: Quarter page ad in conference program $250 2. Remarkable Sponsors Prior to 4/15/17 $10,000 After 4/15/17 $12,000 Wednesday AM Keynote Sponsor Wednesday Lunch Keynote Sponsor Thursday Dinner and Entertainment Sponsor Attendee Lanyard Sponsor Add on: Additional per person exhibit registration 4. Amazing Sponsors Prior to 4/15/17 $5,000 After 4/15/17 $6,000 Conference Track Sponsor: Psychology Conference Track Sponsor: Financial Conference Track Sponsor: Legal Conference Track Sponsor: Wellness Conference Track Sponsor: Workshops Add on: Electronic list of attendees after conference Add on: Inclusion in HR Extraordinary Game App $250 Add on: Additional per person exhibit registration Add on: Half page ad in conference program $250 6. Astounding Exhibitors Prior to 4/15/17 $1,500 After 4/15/17 $1,750 Exhibit Space Add on: Electronic list of attendees after conference Add on: Inclusion in HR Extraordinary Game App $250 Add on: Additional per person exhibit registration Add on: Logo in conference program Add on: Quarter page ad in conference program $250 TOTAL $ from items checked: EXHIBITOR PROSPECTUS 13
SPONSOR & EXHIBITOR AGREEMENT SPONSOR CONTACT INFORMATION Business Name Address Phone Email Contact Name City, State, Zip Fax Website PAYMENT Total from previous page: Check # (payable to COSHRM) Visa MC AMEX Discover Card # Expiration Date Security Code Billing Address Name on Card Signature Invoice me. I understand payment is due within 30 days of completing this sponsor/exhibitor agreement. I understand payment is required to secure exhibit space. ACCEPTANCE AND SIGNATURES I certify that I have read and agree to comply with the COSHRM Conference Checklist. This completed form represents a binding agreement between the undersigned and COSHRM. Signature Print Name Title Date Please submit signed COSHRM 2017 Conference Agreement and initialed checklist with payment to: COSHRM 10900 W. 120th Avenue, Unit B7 Broomfield, CO 80021 Phone: 303-438-7090 Fax: 303-243-5075 Email: info@coshrm.org 14 2017 Colorado SHRM State Conference
SPONSOR & EXHIBITOR CHECKLIST Carefully review and initial the following checklist, which contains important deadline information for deliverables and guidelines. CONFIRM YOUR RESERVATION initial Initial and submit Conference Agreement, checklist and logo (electronically) by email or mail with payment to: Colorado SHRM 10900 W. 120th Avenue. Unit B7 Broomfield, CO 80021 Phone: 303-438-7090 Email: info@coshrm.org INITIAL AND INCLUDE A COPY OF THIS SPONSOR/ EXHIBITOR CHECKLIST FORM WITH YOUR SUBMISSION All applications are first-come, first-served and must be accompanied by full payment. Extraordinary, Remarkable and Exceptional sponsors will have an opportunity to select exhibitor space first-come, first-served and with full payment. All other exhibitors will be awarded exhibit space based in the discretion of the COSHRM State Conference Committee. Reservation for table space will NOT be accepted over the telephone. COSHRM accepts checks, MasterCard, Visa, American Express and Discover cards. In the event an Exhibitor finds it necessary to cancel participation in the COSHRM 2017 State Conference, notice of cancellation for a FULL refund must be received no later than July 1, 2017; 50% refund by August 1, 2017. Any cancellations received after that date will receive no refund. Cancellations must be sent in writing. Postmarks or email time-stamp will be determine level of refund. initial SUBMIT YOUR LOGO initial All logos must be submitted electronically at the time of reservation confirmation. Submit logos as either.eps or.ai files. SUBMIT YOUR AD initial Advertising in the HR Conference Program is included with some Sponsorships and Exhibitor Packages and can be purchased with others. Please submit your ad at the time of reservation confirmation (recommended) and no later than August 1, 2017. Ad specifications are as follows: Full page 7.5 w x 8 h, ½ page 6.5 w x 4 h, ¼ page 3.25 w x 4 h all ads are full color. Submit ads electronically as high resolution pdfs. COSHRM reserves the right to prohibit any display, exhibit, or any part of a proposed exhibit which is judged not suitable or not in accordance with the acceptable professional ethics of COSHRM, or for any other reason. Contracts executed after August 1, 2017 will not include an advertisement in the conference program. EXHIBITOR PROSPECTUS 15
SPONSOR & EXHIBITOR CHECKLIST SECURE OTHER APPROVALS, EQUIPMENT AND ELECTRICITY IF NECESSARY initial Once contracted, you will receive follow-up detailed instructions regarding special booth requests (approvals), additional equipment requests (electrical needs, additional tables, chairs, etc.). SPECIAL DONATION initial Exhibitors who wish to donate an item for inclusion in the Conference Bags must receive approval and ensure delivery of the items to COSHRM by 5:00 PM on Friday, September 22, 2017. Send package to: Keystone Conference Center, Attention: COSHRM State Conference, 0633 Tennis Club Road, Dillon, CO 80435 SET UP AND DISMANTLE YOUR EXHIBIT initial Subject to facility availability, installation of exhibits will be from 12:00-2:00 PM on Wednesday, September 27, 2017. All exhibits must be ready for inspection by COSHRM staff at 3:30 PM, Wednesday, September 27, 2017. Exhibit hours are 4:30 6:30 PM (Cocktail Reception) Wednesday, September 27 and 6:30 AM 3:30 PM Thursday, September 28, 2017. No exhibits may be dismantled before 3:30 PM on Thursday, September 28, 2017. Set-up, conference times and closing/dismantling times are subject to change. Scheduling changes will be published on the 2017 COSHRM State Conference website at coshrmstateconference.org. Exhibitors shall arrange their exhibits so that they do not obstruct other exhibits and must adhere to the space guidelines outlined in the Sponsor/Exhibitor Prospectus. Aisles must be kept clear. All material used for decoration, i.e., paper, cardboard, cloth, etc., shall be flame retardant. Fire exits and safety equipment must be left accessible and in full view at all times. Public address, sound producing, or amplifying devices projecting sound (i.e., music, singing, etc.) beyond the Exhibitor s space is prohibited. Exhibitors who wish to dispense refreshments (i.e., bite-sized snacks) from their table MUST receive permission from COSHRM. No liquor may be served from the exhibit table. It is mutually agreed that neither COSHRM nor the Keystone Resort shall not be liable to an Exhibitor for: any damage to or for the loss or destruction of an exhibit, damage to the property of an Exhibitor, or injuries to his/her person resulting from any cause. All claims for any such loss, damage, or injury are expressly waived by the Exhibitor. COSHRM, show facility, any officer, director or staff member will not be responsible for the safety of the property or the Exhibitor from any cause. COSHRM reserves the right to change the locations for the exhibition and will not be responsible for delays, damage, loss or other unfavorable conditions caused by circumstances beyond its control. All applications are first-come, first-served and MUST be accompanied by full payment. 16 2017 Colorado SHRM State Conference