87TH IPMA-HR EASTERN REGION TRAINING FORUM, 2015


To register as a sponsor, exhibitor and/or an advertiser, please read the Terms & Conditions and the Exhibitor/ Sponsor Agreement, and click on the link at the bottom of this page.

EXHIBITORS:
To increase traffic and visibility, the Exhibitor Area will be utilized for Continental Breakfasts and Attendee Breaks.  Forum attendees who visit every exhibitor will be eligible for additional door prizes.

Exhibitors are encouraged to provide promotional items for Forum Attendee “Welcome Bags”.  Promotional items will need to be shipped approximately 3-4 weeks in advance of the Forum.  Quantity and shipping guidance is available from the Exhibitor/Sponsor Chair (Mark Van Bruggen; mark.vanbruggen@csc.nj.gov).

ALL EXHIBITOR PACKAGES INCLUDE:

  • Exhibitor Table with Skirt
  • Exhibitor Name Badge(s)
  • All Food and Beverage offered in the Exhibition Hall
  • Listing on Forum Website Sponsor Directory (Logo and Link)
  • Roster of Forum Attendees w/ contact info (preliminary & final)
  • Exhibitor/Sponsor Acknowledgement at the Opening & Closing Sessions
  • On-Site Support from the Exhibitor/Sponsor Committee Members

PLATINUM Exhibitor Package - $3,900

  • Premium Exhibitor Location at Entrance or closest to Food & Beverage
  • $1,500 in Premium or Preferred Sponsorships (See Below)
  • Two Full Forum *Registrations (Including Meals and Social Events)
  • Prominent Display of your Company Logo in pre-event publicity; email blasts to membership; and Forum materials
  • Prominent Display of your Company Logo on the Forum Sponsor Banner (displayed throughout the Forum)
  • Full Page Color Advertisement in the Forum Program
  • Exclusive Speaker Opportunity Option – See “NEW FOR 2015!” Below

GOLD Exhibitor Package - $2,900

  • Preferred Exhibitor Location near Entrance or Food & Beverage
  • $1,000 in Premium or Preferred Sponsorships (See Below)
  • One Full Forum *Registration (Including Meals and Social Events)
  • Prominent Display of your Company Logo in pre-event publicity; email blasts to membership; and Forum materials
  • Prominent Display of your Company Logo on the Forum Sponsor Banner (displayed throughout the Forum)
  • Full Page Color Advertisement in the Forum Program
  • Exclusive Speaker Opportunity Option – See “NEW FOR 2015!” Below

NEW FOR 2015! Speaker Opportunity Option - $1,000
Available Exclusively to Gold and Platinum Exhibitors Only  

  • Limited - Only Two Slots Available at the 2015 Training Forum
  • Provide the Program Title; Description; and Speaker (with Bio and Photo)
  • 75-minute Concurrent Session on Topic of Choice

SILVER Exhibitor Package - $1,900

  • $500 Preferred Sponsorship Item (See Below)
  • Display of your company’s logo in pre-event publicity; email blasts to membership and Forum materials
  • Company Name and Logo printed on the Forum Sponsor Banner (displayed throughout the Forum)
  • One Full Forum *Registration (Including Meals and Social Events)
  • Half-Page Color Advertisement in the Forum Program

BRONZE Exhibitor Package - $900

  • One Full Forum *Registration (Excluding Meals and Social Events)
  • Half-Page Color Advertisement in the Forum Program

IMPORTANT NOTE: All Conference Attendees (including those registering as part of an Exhibitor Package) must individually register for the conference. Special instructions may apply.  Please contact the Exhibitor/Sponsor Chair (Mark Van Bruggen; mark.vanbruggen@csc.nj.gov).

PREMIUM Sponsorship Opportunities - $1,000

  • Forum Portfolio Bag w/ Logo (Portfolio Bags Provided to Every Forum Attendee)
  • Forum Name Badge Holder (Name Badges Worn by Every Forum Attendee)
  • Forum Program w/ Logo on Front Cover and Full Page Color Ad on Back Cover
  • President’s Welcome Reception (Signage and Recognition during event)
  • Network Hour Sponsorship (One of Two)
    • Monday PM; Network Reception – Ask About Upgrade Options
    • Tuesday PM; Host Chapter Reception
  • Exclusive Hospitality Suite Sponsorship (Sun., Mon. and Tue.)
  • Exclusive Continental Breakfasts (Mon., Tue. and Wed.)
  • Exclusive Forum AM/PM Breaks (Mon. and Tue.)
  • Plenary Speaker Sponsorship with Podium Time:
    • Monday AM Opening Plenary
    • Tuesday AM Plenary
    • Wednesday AM Closing Plenary
  • Speaker Gifts (Your Company Thanked at the End of Every Program Event)

PREFERRED Sponsorship Opportunities - $500

  • Hospitality Suite (Evening of Choice)
  • Past-President’s Breakfast (Tuesday AM w/ Signage)
  • Continental Breakfast (Mon., Tue., or Wed.)
  • Forum AM Break (Mon. or Tue.)
  • Forum PM Break (Mon. or Tue.)
  • Full Page Color Ad in Forum Program
  • Additional Exhibitor Space – DOUBLE your presence/visibility!
  • Sponsored Website for Forum Materials
  • Forum Program CD/Thumb Drive (With Company Ad on the Drive)

(You provide the drives / We load ‘em with Forum Presentations)

CUSTOMIZE or BUNDLE!  Got another idea?  Want to go in a different direction?  Want to bundle options?  We can make it happen!  Contact the Exhibitor/Sponsor Chair; Mark Van Bruggen (mark.vanbruggen@csc.state.nj.us)

 

Exclusive Sponsor Opportunities:
Exclusive Sponsorship Opportunities are provided to give one company significant exposure and publicity at a significant Forum event.  These Sponsorship Opportunities are exclusive (one sponsor only) and available on a “First Come / First Serve” basis. 

Golf Tournament and Luncheon (Pre-Forum): $1,500
Your company becomes the first official sponsor of the Forum and host of the 2015 IPMA-HR Eastern Region Golf Tournament.  Reduced greens fees, prizes, and lunch will be provided to participants courtesy of your generous sponsorship.  This option is only available on Sunday morning of the Forum. 

Tuesday Evening Banquet: $3,000
The Tuesday Evening Banquet is the signature event AND the social highlight of the Forum!  Attendees will gather for an entertaining evening of fun, food and networking.  As the Exclusive Sponsor, the event will be branded with your company name and you will be invited to address and welcome attendees.

Corporate Demo Luncheon: $750 + Food Costs
Your company provides the on-site lunch to Forum attendees, and the hour is yours!  All food and beverage arrangements will be made through the Forum Host Committee to ensure Food and Beverage expenses are credited to the Forum Account.  This option is only available on Monday and Tuesday of the Forum. 

Chapter President’s Workshop: $1500
Lead by experienced faculty, this workshop provides opportunities for IPMA-HR chapter officers to discuss issues relevant to chapter leadership and vitality.  As the Exclusive Sponsor of this event, the workshop will be branded with your company name and your company will have right of “first refusal” for this exclusive sponsorship at next year’s Forum (2015).  You will be welcomed and invited to address the chapter leaders who attend the workshop.

PROGRAM ADVERTISEMENTS
President’s Club:                Full Page Color Ad (8.5” x 11”)                              = $500.00
Champion’s Club:               Half Page Color Ad (8.5” x 5.5”)                            = $300.00
Benefactor:                        Qtr. Page Color Ad                                               = $200.00
Friend:                               Business Card                                                     = $100.00

Ads should be provided in .pdf format.  For the Graphic Artists out there… please no bleed. 
Logos can be accepted as .jpeg, .eps or .png formats

SPONSORSHIP TERMS AND CONDITIONS
The following terms become binding upon acceptance of this agreement between the applicant, his/her employees and agents, and Eastern Region IPMA-HR, West Virginia Chapter IPMA-HR, and any additions and amendments thereto that may be established or put into effect by Eastern Region IPMA-HR, West Virginia Chapter IPMA-HR, in the interest of the Conference and shall be binding on exhibitors and sponsors equally with the terms of this agreement. The acceptance of this agreement is subject to the final approval of Eastern Region IPMA-HR and West Virginia Chapter IPMA-HR.

  • PAYMENTS AND CANCELLATIONS

Applications for space, sponsorship must be accompanied by the required payment per the instructions.
No cancellation shall be acknowledged unless received by Eastern Region IPMA-HR or the West Virginia Chapter IPMA-HR, in writing. The date upon which the notice of cancellation is received shall apply as the official date of cancellation. Upon receipt of the written cancellation, Eastern Region IPMA-HR or West Virginia Chapter IPMA-HR will acknowledge such receipt. Unless otherwise agreed by both parties in writing, the only terms applicable to cancellation are those under this paragraph.

Should an exhibitor or sponsor be cancelled, the following shall apply:
If cancellation occurs on or before May 15, 2015, the amount paid, less a $100 administrative fee, shall be refunded by Eastern Region IPMA-HR or West Virginia Chapter IPMA-HR.  All refunds will be issued approximately four weeks after the close of the conference.  Any requests for refund after May 15, 2015 will be considered on a case-by-case basis and will be at the discretion of the Eastern Region IPMA-HR and the West Virginia Chapter IPMA-HR.

  • ADHERENCE TO EXPOSITION RULES

Upon acceptance of the agreement by Eastern Region IPMA-HR, West Virginia Chapter IPMA-HR, the exhibiting firm agrees to abide by the terms herein, and any revisions or amendments thereto made by Eastern Region IPMA-HR or West Virginia Chapter IPMA-HR. Exhibiting and Sponsoring firms not complying with said rules, having knowledge of them or not, shall be subject to the actions taken by the Eastern Region IPMA-HR.

  • SPACE ASSIGNMENT

General space will be assigned on a first-come, first-served basis, taking into consideration level of sponsorship and space requirements. Eastern Region IPMA-HR and West Virginia Chapter IPMA-HR, reserves the right to make the final space assignment or change the space assignment after the acceptance of the application should it be necessary in the best interest of the Conference. No exhibitor will assign, sublet, or share the whole or any part of the contracted space.

  • SHIPPING & STORAGE

Each exhibitor is responsible for shipping and transporting materials to and from hotel, and any applicable storage fees. If needed, a specific address for the shipment of such items can be arranged through the Conference Exhibitor/Sponsor Chair (Mark Van Bruggen; mark.vanbruggen@csc.state.nj.us; C: 609-424-6239). 

  • EXHIBIT HALL HOURS

Setup will be any time after 2:00 PM Sunday, June 21, 2014.  Exhibit Hall hours are from 7:30 – 4:00 PM on Monday, June 22, 2014 and 7:30 – 3:30 PM on Tuesday, June 23, 2014.  Exhibit Hall Breakdown is between 3:00 & 5:00 PM on Tuesday, June 23rd.

  •  EXHIBIT OPERATION AND ACTIVITIES

Exhibitors are held liable for compliance with the terms as set forth herein and in accordance with the Trump Plaza Hotel Casino policies. No activities will be permitted in any exhibit space that are contrary to law or the rules of the Conference or which will disturb exhibitors in the immediate area. All displays, equipment, booth furnishings, product demonstrations and marketing/ promotional activities, including surveys of any nature conducted by the exhibitor or a contracted survey firm, must be confined to the exhibitor area. Materials, equipment or activities which detract from the atmosphere of the Exposition or which disturb exhibitors are prohibited. Costumed personnel or mannequins must not be offensive or disruptive in their appearance or dress. Eastern Region IPMA-HR and/or West Virginia Chapter IPMA-HR shall have the right to prohibit any exhibit, which in their opinion is not suitable to the character or purpose of the Conference. No overflow into the aisles will be permitted as fire regulations indicate all aisles must be free for egress in the event of an emergency. Eastern Region IPMA-HR and West Virginia Chapter IPMA-HR, reserves the right to remove from the conference materials, advertising or literature, which they feel is not in keeping with the standards of the conference.

  • DISMANTLING AND REMOVAL OF EXHIBITS

Unless otherwise previously approved by the Eastern Region IPMA-HR and/or West Virginia Chapter IPMA-HR, the dismantling of displays begins no earlier than 2:30 p.m. on Tuesday, May 6, 2014. All displays must be dismantled and removed no later than 12:00 noon on Wednesday, May 7, 2014. Arrangements for the use of Exhibitor services, i.e., labor; shipment of exhibit materials from the conference site should be made well in advance of the conference’s closing. Materials left in the booth after the conference not packed/crated or covered by a bill of lading for shipment will be packed, shipped or stored at the discretion of the hotel and all expenses will be charged to the Exhibitor of record. The exhibit hall must be cleared of all exhibit materials by the end of dismantle period.

  • SAFETY

The exhibiting firm agrees that the first priority of all personnel in the booth shall be the safety of those attending the booth, during, before or after the conference’s open hours. Fire regulations require all display material used for decoration to be flameproof. Any or all electrical equipment used in conjunction with the display’s installation, operation and dismantling shall be in good operable condition and able to pass the inspection of the local Fire Underwriters Inspection Bureau. Materials stored in the booth area shall not block access to the exhibit or necessary areas of maintenance or cover electrical wires or outlets.

  • SECURITY/LIABILITIES/INSURANCE

As an exhibiting firm, the exhibitor, our agents, employees, contractors, representatives or guests assume and agree to indemnify, protect, save and hold harmless the Eastern Region IPMA-HR, West Virginia Chapter IPMA-HR, and the hotel, its agents, employees, contractors or representatives from and against any and all losses, damages, injuries, claims, demands and expenses, including legal expenses of whatsoever kind and nature, arising due to our participation in the Conference during the installation period, conference hours, closed hours and dismantle period.

Eastern Region IPMA-HR and West Virginia Chapter IPMA-HR, its agents and employees will not be liable for failure to hold the Conference as scheduled. Payments for exhibit space will be returned in that event, less any actual expenses incurred in connection with the Conference that will be deducted, if the Conference is relocated, delayed or canceled prior to the opening date because of fire or any act of God, or the public enemy, or strike or epidemic or any law or public authority or any reason which makes it impossible or impractical to hold the Conference.

Neither will the Eastern Region IPMA-HR, West Virginia Chapter IPMA-HR, or the hotel, the official service contractors, their members, nor the representatives and or employees thereof be responsible for injury, loss, or damage that may occur to the exhibitor, or to the exhibitor’s employees or property, from any cause whatsoever prior, during or subsequent to the period covered by this application/agreement. Exhibitors agree to maintain such insurance that will fully protect, indemnify and hold harmless the Eastern Region IPMA-HR, West Virginia Chapter IPMA-HR and the hotel from any and all claims of any nature whatsoever, including attorney’s fees, which may arise due to the actions or negligence of the exhibiting firm or their employees or members, contractors or representatives, including claims under the Worker’s Compensation Act, and for personal injury, including death, which may arise in connection with the installation, operation or dismantling of the exhibitor’s display.

Damage to the facility housing the Conference, caused or done by the exhibitor, shall be replaced or repaired by the exhibitor. Additionally, the exhibitor agrees to protect, save and old harmless the Eastern Region IPMA-HR, West Virginia Chapter IPMA-HR and the hotel of and from all loss, liability, and/or damage whatsoever caused to the facility housing the Conference, or any part thereof, directly or indirectly.

Damage to inadequately packed property is the exhibitor’s own responsibility.

Exhibitors are advised to add on to their existing insurance a portal-to-portal rider protecting them against the loss/damage to their materials by fire, theft, accident, etc.

  • AMENDMENTS TO REGULATIONS

Any and all matters and questions not specifically covered by the articles in this agreement shall be subject to the decision of the Eastern Region IPMA-HR and West Virginia Chapter IPMA-HR.

  • TRAVEL AND ACCOMMODATIONS

Sponsors and Exhibitors are expected to arrange for their own travel and Hotel Accommodations.  The 2015 IPMA-HR Eastern Region Training Forum will be held at the beautiful Lakeview Resort & Spa in Morgantown, WV.  For the conference rate, please mention the “IPMA-HR Eastern Region”.

  • SHIPPING TO THE CONFERENCE HOTEL

Shipped items may be received as early as one week prior to the event.  Please address to: IPMA-HR Eastern Region Training Forum; c/o Janet Hertig; 1 Lakeview Drive; Morgantown, WV 26508.

  • REGISTRATION

To register as a sponsor, exhibitor and/or an advertiser please fully complete the online Exhibitor/Sponsor registration form. 

Individuals registering as part of an Exhibitor Package must complete the online Individual registration form.  Please contact the Exhibitor/Sponsor Chair (Mark Van Bruggen; mark.vanbruggen@csc.nj.gov) for specific instructions. 

  • PAYMENT

Exhibitor/Sponsor payments should be made payable to: “IPMA ER Conference”.  Please mail payments to: IPMA ER Conference; Attn: Ralph Glover, Treasurer; PO Box 5447; Charleston, WV 25361-5447

Please click here to register as an Exhibitor/Sponsor.