Shipping Materials to the Hotel: Download Shipping Instructions. Exhibitor materials may be shipped directly to the hotel. Shipments to the hotel should arrive no earlier than Sunday, November 25, 2018. There may be fees charged to you for each day that your packages are held by the hotel. Please mark package clearly with the name of the Conference ("Association of Fundraising Professionals Annual Conference"), date of the Conference ("November 28, 2018"), and a reference to the hotel manager's name ("Kayla Rybacki"). Please contact email@example.com if you have any questions about shipping.
Space & Utilities: Exhibitors will have access to a 3 x 6 foot table, carpeting, electrical outlet, and waste basket. This space is included in the sponsorship price. Pipe and drape, signage, and special high-tech production services will not be included. These services will need to be contracted by exhibitors at their own cost. Internet access will be available.
Breakdown: Exhibitors should plan to break down exhibits during the late afternoon session between 3:30 and 4:00 PM. All exhibits must be broken down no later than 4:00 PM on November 28th. Note: There are handling fees charged by the hotel if you choose to ship boxes or equipment either into or out of the hotel.
Table Placement: In the Sponsorship Agreement form, sponsors are given the choice of whether or not to exhibit, and if exhibiting, were asked about their placement preferences. Your table location at the venue will be determined by: 1) sponsorship level, 2) date of the signed sponsorship agreement, and 3) the preferences you indicated on your form. The placement for exhibitors of the same level will be determined on a first come, first-served basis. Final table placements will be determined the second week in November and your table number will be issued no later than one week before the Conference to the administrator of record. Each table will be clearly marked with your company's logo so the table number is not really needed.
Promotional Flyers (exclusive to premium sponsorships): Chapter, Champion, and Patron sponsors are eligible to submit a promotional flyer to be handed out with the conference brochure. We can include one sheet per sponsor sized 8.5 x 11 inch. A good rule of thumb is to provide at least 500 flyers. Shipment of promotional flyers must be sent to this Chapter office, NOT TO THE HOTEL, by Friday, November 9th. Please send these to the following address: Carrie Winchman, Chapter Manager, AFP MA Chapter, c/o Center for Association Management, 465 Waverley Oaks Road, Suite 421, Waltham, MA 02452. Be sure to include the "Suite 421" on all packages. When sending multiple packages, please use consistent labeling on all packages and specify box numbers -- such as Box 1 of 3, 2 of 3, 3 of 3, etc. Any shipment of promotional flyers that is erroneously sent to the hotel or that incurs a handling charge from the hotel, or that is mislabeled, separated, lost, or otherwise not received by the Chapter by the November 9 deadline is not the responsibility of AFP and may be excluded from AFP's distribution process. To avoid these issues please email us at firstname.lastname@example.org about any upcoming shipments and include the number of shipments we should expect (include tracking number, etc.) That way, AFP can notify you if the shipment does not arrive. Alternatively, you can bring them with you the day of the conference and drop them at the registration desk.
Conference Registration: AFP MA will take care of your employee's registrations -- up to the maximum number of complimentary registrations that you receive in your sponsorship package. All other registrations are the responsibility of the organization and subject to regular conference rates ("member rates"). AFP will prompt you to send the names of your registrants. Please provide those to the Chapter office (name, title, contact information, and email address) by October 1st to ensure your registrations are held for you in the event the conference sells out.
Overnight Room Reservations: Overnight rooms have been reserved at a discounted rate of $309.00 before tax until end of day on November 7th. To secure an overnight room, please click on this link:
Alternatively, you can call the dedicated Group Reservations Hotline at 877-901-2079. Please reference the room block for AFP Conference on November 28, 2018.
Logos/Company Descriptions: Depending on your sponsorship level, AFP may promote your logo in marketing materials, printed materials, and chapter and conference websites. Please email your logo in a high resolution JPG or EPS format to email@example.com upon the signing of your sponsor agreement. Note: To be included in the early conference print materials you'll want to have your logo to us by June 1. To be included in the conference day signage please have your logo to us by October 1. Sponsors who enroll after these dates may miss the print deadline for some conference materials.
Alternatively, you can enroll online.
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