Conference Sponsor Information: Letters and Forms

Transcription

1 DOCUMENTS AND FORMS: Conference Sponsors Information, Letters and Forms 1 Conference Sponsor Information: Letters and Forms The following pages contain sample letters and information forms that are sent by the conference and member services coordinator to each individual sponsor once the sponsorship is confirmed by the conference committee. Because the content of each letter and form is tailored to a different sponsorship level, care must be taken to ensure that the appropriate letter is sent to each sponsor firm or organization. The letters and information forms are labeled as follows: Conference Annual Sponsors, Information Letter: Sample p. 2 Conference Annual Sponsors, Information Form: Sample p. 3 Conference General Sponsors, Information Letter: Sample p. 4 Conference General Sponsors, Information Form: Sample p. 5 [Note: LGA also has Prime Event Sponsor Category; see Chapter 20, Sec , Prime Event Sponsors: Policy. However, no sponsor letter or form is included here for this category since, as of 2015, the LGA has had no Prime Event sponsors for several years.] Questions about the use of any of these letters or forms should be addressed to the LGA conference and member services coordinator.

2 DOCUMENTS AND FORMS: Conference sponsors Information, Letters and Forms 2 Conference Annual Sponsors, Information Letter: Sample Mr. Christopher D. Pomeroy, Esq. Aqualaw 6 South 5 th Street Richmond, Virginia Dear Mr. Pomeroy: I am writing in regard to your firm s sponsorship of the LGA 2015 Fall Conference being held at the Hotel Roanoke and Conference Center in Roanoke Oct Accompanying this letter is an information form giving the logistics for the reception and banquet, and requesting information that will be used to make the recognition arrangements and to register your representatives for attendance at the event. As you may know, Annual Sponsors receive five free spaces for the reception and banquet, as well as one complimentary full conference registration. Please complete the form and return it by Sept. 17. Payment information is listed on the enclosed invoice. In recognition of your sponsorship, your firm will be acknowledged as a conference sponsor in the conference program, with signage at the event, and by the LGA president at the Friday night banquet. Following the conference, sponsors will be listed in the Bill of Particulars. Annual sponsors may, at their option, have a display table on view for the entirety of the conference. Your generosity and support are sincerely appreciated. Sponsorships like yours enable LGA to keep its conferences affordable for the members. If you have any questions, please call me at 804/ or am7m@virginia.edu. Sincerely, Adele MacLean LGA Conference & Member Services Coordinator Enclosure

3 DOCUMENTS AND FORMS: Conference sponsors Information, Letters and Forms 3 Conference Annual Sponsors, Information Form: Sample Local Government Attorneys of Virginia, Inc. (LGA) Fall 2015 Conference Oct , Hotel Roanoke and Conference Center 110 Shenandoah Avenue NW, Roanoke VA (540) Annual Sponsor: Aqualaw Contact Name: Christopher D. Pomeroy Event Sponsored: Reception & Banquet Date: Friday, October 16 Time: 6:00 9:00 p.m. Location: Roanoke Ballroom C H Sponsorship Amount: $ As an Annual Sponsor, you receive five (5) free spaces at the Reception & Banquet and one free conference registration. Please list the names of the representatives who will attend the Reception & Banquet (for registration and for nametag). We cannot guarantee printed nametags for names received after Thursday, September 24. Name Please list the name of the representative who receives the free conference registration. Name Sponsor Displays LGA will provide at each conference a sponsor display space for the entirety of the conference. The space will include a six-foot skirted table, two chairs, and a waste receptacle. The space will be located in a prominent, heavily trafficked area, but not in a separate room unless necessary. LGA will designate each sponsor s display location on a first-come, first-served basis. Annual sponsors will receive prime display locations. Will you be setting a display? Yes No If so, on which day and at what time will you set up your display and take down your display? Set up Take down Comments: Complete and return form at your earliest convenience to: Adele MacLean am7m@virginia.edu Fax: (804) Phone (804) Thank you!

4 DOCUMENTS AND FORMS: Conference sponsors Information, Letters and Forms 4 Conference General Sponsors, Information Letter: Sample Mr. George J. A. Clemo, Esquire Woods Rogers PLC 10 S. Jefferson Street, Suite 1400 Roanoke, Virginia Dear Mr. Clemo: I am writing in regard to your firm s sponsorship of the LGA 2015 Fall Conference being held at the Hotel Roanoke and Conference Center in Roanoke Oct As a general sponsor you receive one free space at the social event of your choice for each $1000 contribution (rounded up to the nearest $1000). Accompanying this letter is an information form giving the logistics for the conference, and requesting information that will be used to make the recognition arrangements and to register your representatives for attendance at the event. Please complete the form and return it to me by Sept. 24. Payment information is listed on the enclosed invoice. In recognition of your sponsorship, your firm will be acknowledged as a conference sponsor in the conference program, with signage at the event, and by the LGA president at the Friday night banquet. Following the conference, sponsors will be listed in the Bill of Particulars. Your generosity and support are sincerely appreciated. Sponsorships like yours enable LGA to keep its conferences affordable for the members. If you have any questions, please call me at 804/ or am7m@virginia.edu. Sincerely, Adele MacLean LGA Conference & Member Services Coordinator

5 DOCUMENTS AND FORMS: Conference sponsors Information, Letters and Forms 5 Conference General Sponsors, Information Form: Sample Local Government Attorneys of Virginia, Inc. (LGA) Fall 2015 Conference Oct , Hotel Roanoke and Conference Center 110 Shenandoah Avenue NW, Roanoke VA (540) General Sponsor: Woods Rogers PLC Contact Name: George J.A. Clemo Event Sponsored: Banquet, Wine Date: Friday, October 16 Time: 6:00 9:00 p.m. Location: Roanoke Ballroom C H Sponsorship Amount: $ As a general sponsor you receive one free space at the social event of your choice (Opening Night Party, Reception & Banquet or Post-Banquet Party) based on the amount of your contribution, one per $1000). Please tell us who will represent your firm with these complimentary registrations and which social events they will attend. Name: Name: Any general sponsor who contributes at least $2,500 may, at their option, have a six-foot skirted display table from one hour before the event to one hour after the event. An event sponsor who wants a display table other than as outlined in these policies may pay to be a conference exhibitor. Contact Adele MacLean for details. Comments: Complete and return form to: Adele MacLean am7m@virginia.edu FAX: 804/ Phone: 804/ Thank you!