In 2012 there were 330 full conference registrants. Of those, about 70 attendees declared affiliation with the Education Abroad Knowledge Community.
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1 NAFSA: Association of International Educators Region I Conference; Spokane, WA Conference dates: October 15-18, 2013 Exhibiting dates: Wednesday Oct 16 Friday Oct 18, 2013 FREQUENTLY ASKED QUESTIONS ABOUT SPONSORING Contents: General Conference Information Exhibiting Advertising Event Sponsorships Meeting Room Sponsorships Conference Bags, Lanyards, Promotional Items Silent Auction Donations Price List GENERAL CONFERENCE INFORMATION 1) How many attendees usually come to the Region I Conference? In 2012 there were 330 full conference registrants. Of those, about 70 attendees declared affiliation with the Education Abroad Knowledge Community. 2) Whom should I contact with questions? Please contact Sandra Spadoni, NAFSA Region I Development Representative, (sspadoni@uw.edu, ) 3) What are the sponsorship funds supporting? NAFSA Region I has an all-volunteer leadership team. Profits from sponsorship go directly to supporting the conference activities. Any revenue earned is used to support regional activities such as travel grants, Advocacy Day grants and Trainer Corps support, all of which are professional development opportunities. EXHIBITING 1) How many exhibit tables are available, and how are they assigned? There are going to be approximately 50 tables available at the 2013 conference. Half of these will be in the exhibit hall, where all of the food-related events will take place (beverage breaks, luncheon, gala) and the other half will be in the hallway leading to the exhibit hall. 2) How are tables assigned? Location of tables will be assigned based on two priorities. The first priority is the amount of sponsorship being provided. That is, in
2 addition to sponsoring a table, there are many events and ways for sponsors to support the conference, such as the gala, luncheon, beverage breaks, advertising, etc. The second priority is based on the date of registration, with preference given to the organizations that register earliest. 3) Is Wi-Fi provided? Yes, Wi-Fi is provided by the hotel free of charge for both participants and exhibitors. 4) What is the set up for the exhibit tables? Exhibit tables are 6 rectangular tables. 5) Are electrical outlets provided? Outlets can be provided at an additional cost of $25. You must sign up for the electrical outlet availability at the time of registration. 6) What are the planned set-up and breakdown times for exhibitors? Exhibition Hall Hours: Set-up: Wednesday, October 16, 10 am 1 pm Exhibition Hall opens: Wednesday, October 16, 1 pm Exhibition Hall closes: Friday, October 18, 10:30 am Break down: Friday, October 18, 10:30 am 12:00 pm Exhibit hall is in the corridor and ballroom at the conference site where all conference meals, breaks, and on-site events will be housed. The hours of the Exhibit Hall are therefore the hours of the conference sessions. 7) What should we do if all exhibit tables are already reserved? There are other sponsorship opportunities available, including sponsoring an event (such as a reception or beverage break) or a meeting room, where your organization will have the chance to have a table to put out materials. Representatives who are not able to get an exhibit table can still register as general attendees and be present at their sponsored events. ADVERTISING 1) What is the deadline for advertisements? September 1, 2013 is the deadline for submission of advertisements for the conference brochure. 2) Where should my advertisement information be sent? Please send your ad copy by to both Sandra Spadoni (sspadoni@uw.edu) and Lindsey Pierce (piercel@seattleu.edu ). 2
3 3) What is the format and size? Advertisements should be print-ready (check the resolution for your ad size) and sent as.jpg files. Interior ads will be in black and white, though you can send ads in color and they will be printed black and white. The cover ads will be in color. Sizes should be as follows: full-page ad :7 1/2 x 10 half-page ad: 7 1/2 x 5 quarter-page ad : 3 1/4 x 5 one-eighth-page ad: 3 1/4 x 2 ½ EVENT SPONSORSHIPS 1) Where are the events held? Conference events will all be held in the exhibitor hall. Pre-conference workshop events will be held in a smaller space (the Exhibit Hall will not be open yet). 2) What are the details for each event? Conference Gala/Auction ($1300) 1 available The sponsor for the Conference Gala/Auction will have signage at the event, designation as the sponsor in the conference program schedule, will be verbally acknowledged at the event before the winners for the auction are announced, and will have the chance to personally address the attendees for up to five minutes at that time. The sponsor will also have the opportunity to put materials at a table at the event. Conference Networking Luncheon ($1200) - 1 available The sponsor for the Conference Luncheon will have signage at the event, designation as the sponsor in the conference program schedule, will be verbally acknowledged at the event, and will have the chance to personally address the attendees for up to five minutes at that time. The sponsor will also have the opportunity to put materials at a table at the event. Conference Opening Reception ($950) 1 available The sponsor for the Conference Opening Reception will have signage at the event, designation as the sponsor in the conference program schedule, will be verbally acknowledged at the event, and will have the chance to personally address the attendees for up to five minutes at that time. The sponsor will also have the opportunity to put materials at a table at the event. Conference Breakfast Coffee ($500) 2 available (Thursday or Friday) The sponsor for a breakfast coffee will have signage at the table and designation as the sponsor in the conference program schedule. The sponsor will also have the opportunity to put materials at a table at the event and can stand by materials to answer questions. Conference Beverage Break ($300) 4 available (1 Wednesday, 2 Thursday, 1 Friday) The sponsor for the beverage break will have signage at the beverage break and designation as the sponsor in the conference program schedule. The sponsor will also have the opportunity to put 3
4 materials at a small separate table at the event next to the food, and can stand by materials to answer questions. Newcomer Reception ($300) 1 available The Newcomer Reception will be an event bringing together newcomers to NAFSA with seasoned members. The sponsor for the Newcomer Reception will have signage at the reception, designation as the sponsor in the conference program schedule. The sponsor will also have the opportunity to put materials at a small separate table at the event next to the food, and can stand by materials to answer questions. Pre-Conference Workshop Luncheon ($500) 1 available (Tuesday) The Pre-Conference Workshop Luncheon will be held for all those attending or presenting at preconference workshops. The sponsor for Pre-Conference Workshop Luncheon will have signage at the luncheon and designation as the sponsor in the conference program schedule. The sponsor will also have the opportunity to put their materials at a small separate table at the event next to the food, and can stand by their materials to answer questions. SPONSORING MEETING ROOMS 1) What are the benefits of sponsoring a meeting room? Sponsoring a meeting room gives further support to the Region for activities such as travel grants and training. In return, sponsors will be acknowledged with their name and logo on the schedule sign outside the room, and will have a 3 table in the back of the room where their signs and materials can be placed. 2) How many meeting room sponsorships are available? During the conference, there are 6 primary breakout rooms and all rooms are available for sponsorship. Priority for the larger rooms will be given to organizations which sponsor the conference at higher amounts for other activities (i.e. sponsors for events such as the Gala or Luncheon, beverage breaks, advertising etc.) and to those organizations who register participants early. SPONSORING BAGS, LANYARDS, OTHER PROMOTIONAL ITEMS 1) How can my organization sponsor the conference bags for all attendees? A sponsoring organization can provide bags with their company logo, and all attendees will be given this bag with conference materials at check-in. A brochure for the company can also be included in the bag. Bags must be provided (the cost of the bag is not included in the sponsorship price), and the cost for this sponsorship opportunity is $1,000. 2) How can my organization sponsor the lanyards for conference attendee nametags? A sponsoring organization can provide lanyards with their company logo, and all attendees will have their nametag in this lanyard. It is required that attendees wear their nametags at all conference events, so the lanyards will be on display throughout the conference. Lanyards must be provided (the cost of the 4
5 lanyards is not included in the sponsorship price), and the cost for this sponsorship opportunity is $1,000. 3) Can I provide freebies or brochures to include in conference bags? Yes, your organization can provide a brochure and/or a freebie promotional item that can fit into the conference bag. Our regional volunteers will stuff these in the conference bags, which will be handed to every attendee at check-in. Brochures and/or promotional items must be provided (the cost is not included in the sponsorship price), and the cost for this sponsorship opportunity is $500. SILENT AUCTION 1) What is the Silent Auction? The Silent Auction will be held during the Gala event on Thursday evening. 100% of profits go to the Region to support travel grants for regional conference attendance. A majority of the conference participants attend the auction every year. The Gala will take place in the exhibit hall. 2) What kinds of items can my organization provide to the Silent Auction? Your organization can donate many different kinds of items. Popular items would include gift baskets, gift certificates, even ipads! 3) What recognition will my organization receive for the donation? Your organization s name will be listed as the donor on the bid sheet, and at the end of the auction your organization will be acknowledged as the donor when the winners are announced. Winners will only be announced for items with value over $150. 4) Can our organization contribute a Silent Auction item even if we do not have someone attending? If you are attending the conference, you can just bring your item(s) with you. However, if you are not attending the conference (or can t bring the items in person) you can ship them in advance to: Suguru Fujiwara (Mr.) International Transfer Credit and Articulation Specialist Office of the Registrar 875 Perimeter Drive MS 4260 Moscow, ID Phone: ) Who can I ask for further information about the Silent Auction? For more information on the Silent Auction, please contact Machelle Allman, Auction Chair (allmama@uw.edu). 5
6 PRICE LIST Sponsorship activity Cost Exhibitor (includes 1 conference registration) Early bird registration (by September 1, 2013) $550 Late registration $650 Electrical outlet at exhibit table $25 Additional representatives (per person) Early bird registration (by September 1, 2013) $200 Late registration $300 Advertisements full-page ad, back cover (finished size 7 1/2 x 10) $400 full-page ad, inside front cover (finished size 7 1/2 x 10) $375 full-page ad, inside back cover (finished size 7 1/2 x 10) $325 full-page ad (finished size 7 1/2 x 10) $275 half-page ad (finished size 7 1/2 x 5) $200 quarter-page ad (finished size 3 1/4 x 5) $125 one-eighth-page ad (finished size 3 1/4 x 2 1/2) $100 Event Sponsorship Opportunities Conference Gala/Auction $1,300 Conference Networking Luncheon $1,200 Conference Opening Reception $950 Conference Breakfast Coffee $500 Conference Beverage Break $300 Newcomer Reception $300 Pre-Conference Workshop Luncheon $500 Pre-Conference Workshop Beverage Break $150 Other Sponsorship Opportunities Sponsoring a meeting room $450 Providing conference bags for attendees (must provide bags) $1,000 Sponsor lanyards for nametags (must provide lanyards) $1,000 Providing flyers or "swag" to include in conference bags (must provide items) $500 Silent Auction Event Items Opportunity to provide item(s) for the Thursday Silent Auction $0 6
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