2018 DMEC Employer Compliance Conference Partner Sponsor Reminders Deadlines Exhibit Details/Booth Assignment Sponsor/Exhibitor Registration (due 3/28/2018) Hotel Reservation Information (Cut-off: 4/6/2018) Exhibit Shipments Set-up/Dismantle Event Times Company Description (due 3/16/2018) Certificate of Insurance (due 3/16/2018) Prize Giveaway (due 3/16/2018) Scavenger Hunt Question (3/16/2018) Virtual Tote Bag Item (due 3/16/2018) Meal Sponsors Collateral Piece (due 4/6/2018) Evening Event Email Release Contact Information Deadlines March 16 Company Details Due: Description/Logo/Contact Information Company Certificate of Insurance Due Signed Exhibitor Policies Form Due (you will receive notification if we don t have one on file) Wednesday Prize Giveaway Information Due (if participating) March 28 All Sponsor/Exhibitor Registrations are due (see below for instructions) April 6 Cut-off Date to make Hotel Reservations (see below for instructions) Breakfast/Lunch Sponsor Item Information due (if applicable) Exhibit Service Provider/Booth Assignment Exhibit Booth assignments have been made. Your booth number can be found on the Exhibit Hall map sent as an email attachment. Each booth will include (1) 10 x10 draped exhibit area, (1) 6 table, (2) chairs, (1) wastebasket. DMEC has contracted with SharpEXPO to provide additional exhibitor services. *YOUR EXHIBIT BOOTH CONTACT WILL RECEIVE SHARP EXPO S ELECTRONIC EXHIBIT KIT BY EMAIL. DMEC WILL ALERT ALL CONTACTS WHEN THE EMAILS HAVE BEEN SENT. Please reach out to SharpEXPO at support@sharpexpo.com if you need access to the exhibitor kit or with questions regarding shipping, orders, etc.
Sponsor/Exhibitor Registration Your organization receives the following registration as a Sponsor/Exhibitor of the 2018 DMEC Employer Compliance Conference. 2 Complimentary Full Conference Registrations The registrations above are complimentary, however, we do require that all attendees complete a registration form by March 28. Your registration type is Supplier Member/Nonmember, Individual/Group depending on your organization. Simply use promo code EXHIBITORCC18 in the Promotional Code box on PDF form or in Promotional Code box online (code must be in all capital letters). Registration Online: Click HERE to register online (*enter promo code EXHIBITORCC18, click apply discount and hit submit button) *All additional registrations from your organization should register under the Supplier Member/Nonmember Group Rate. Hotel Reservations Please ensure that your attendees secure their hotel reservations at the Omni Orlando Resort at ChampionsGate no later than April 6. We do anticipate that the hotel block will sell out and encourage you to make your reservations early. Omni Orlando Resort at ChampionsGate (click to make online reservations) 1500 Masters ChampionsGate, FL 33896 TEL: 407.390.6664 DMEC RATE: $199 per night plus taxes (complimentary internet included) CUT-OFF: APRIL 6, 2018 RESERVATIONS: 407.390.6664 To make your reservation by phone, contact the hotel and request a guest room within the DMEC room block. Exhibit Shipments Inbound Shipping: Sharp Expo will accept Advanced Shipments at the address below from March 25 April 25, 2018. Direct to hotel shipments will incur extra fees for storage of materials by the hotel. Please refer to the electronic exhibit kit provided by Sharp Expo for exact shipment charges and fee information. Advanced Warehouse Address: Exhibiting Company Name 2018 DMEC Compliance Conference ABF c/o Sharp 3732 Bryn Mawr Orlando, FL 32808
Direct to Show Site Shipping Address Only April 30th: Exhibiting Company Name 2018 DMEC Compliance Conference c/o Sharp 1500 Masters Blvd ChampionsGate, FL 33896 Outbound Shipping: All exhibitor items must be removed from the Exhibit Hall by 6pm on Wednesday, 5/2. Material Handling forms must be filled out and on file at the Sharp Exhibitor Services Desk regardless of shipping method. Sharp Expo will not release shipments to 3 rd party vendors without a handling form. If you are using a shipping vendor other thank Sharp Expo, please schedule your outbound shipping company arrive no later than 5pm. Any exhibitor items that have not been picked up by 6pm will be shipped by Sharp Expo with the contracted shipping company and additional costs will be the responsibility of the exhibiting company. Please refer to the Sharp Expo electronic exhibit kit for full shipping information and material handling fees. Set-up/Dismantle Location: Osceola DE Set-up Monday, April 30, 11:00 am-4:00 pm (MUST be completed and all trash removed by 4:00 pm) First event with sponsors is breakfast on Tuesday, May 1 at 7:00 am Dismantle Wednesday, May 2, between 3:00-6:00 pm Last event with sponsors is on Wednesday, May 2, from 2:00-3:00 pm (Break with Exhibitors) Event Times Tuesday, May 1 (open 7:00 am-5:15 pm) 7:00-8:00 am Breakfast with Exhibitors 10:00-10:30 am Coffee & Conversation Break 11:30 am-1:00 pm Lunch with Exhibitors 2:30-3:00 pm Break with Exhibitors Wednesday, May 2 (open 7:00 am-3:00 pm) 7:00-8:00 am Breakfast with Exhibitors 10:00-10:30 am Coffee & Conversation Break 11:30 am-1:00 pm Lunch with Exhibitors 2:00-3:00 pm Break with Exhibitors (Prize Giveaways) Company Description (due 3/16/2018) DMEC includes a directory of sponsor/exhibitors within its mobile app and onsite final program. This directory is also included on the conference website and provided electronically to registered attendees following the conference. Please complete the Exhibitor form below to provide your description and other applicable materials. *Partner Sponsors are limited to 100 words; all other sponsors/exhibitors limited to 50 words.
Certificate of Insurance (due 3/16/2018) Your required 2018 COI (Certificate of Insurance) with DMEC listed as additional insured is due by March 16. COIs may be faxed to 877-789-3632 or emailed to kgillham@dmec.org IMPORTANT: The following should be placed in the description section of your COI naming DMEC as additional insured on your policy. DMEC, its employees, volunteers, and officers as additional insured over conference dates of April 30-May 3 in conjunction with participation as an exhibitor during the 2018 DMEC Compliance Conference at the Omni Orlando Resort at ChampionsGate, ChampionsGate, FL. Prize Giveaway (due 3/16/2018) If you are participating in the exhibitor prize drawing taking place on Wednesday during the 2:00 pm break, please make certain that one person has been identified in advance to handle your drawing from the stage. All participants should be in the designated exhibit hall area prior to 2:00 pm Wednesday afternoon. Please provide giveaway info to DMEC using the online form provided. DON T FORGET to bring something to collect business cards for your drawing! Scavenger Hunt Exhibitor Question (due 3/16/2018) DMEC will have a new Scavenger Hunt feature on our mobile app this year. All exhibitors are asked to submit a question that you would like our attendees to be able to answer on our scavenger hunt. Attendees answering the question correctly will receive points toward qualifying for our grand prize giveaway on the last day of the conference. Please submit your question on the online exhibitor form linked below. Virtual Tote Bag Insert (due 3/16/2018) All participating Partner Sponsors have the option of providing a PDF collateral piece that will be placed in the virtual tote bag on our mobile app for conference attendees. This is an optional, rather than required, benefit of your conference sponsorship. We recommend a flyer or a coupon to visit your booth for a giveaway item. To participate, please use the Exhibitor Form to upload your document. Meal Sponsors Collateral Piece (due 4/6/2018) Meal Sponsors have the option of placing an item on the meal tables. Katie Gillham (kgillham@dmec.org) will reach out for more information. Evening Events Optional Evening Event(s) Planned sponsor events must not conflict with DMEC scheduled events Client events may be held on Tuesday, May 1, after 5:30 pm or Wednesday, May 2, after 6:45 pm Please send Katie Gillham (kgillham@dmec.org) the details of your event. DMEC and hotel staff may be asked specific questions about your event and this information is helpful. If you will have a shuttle/bus for your event, you must notify the hotel in advance. Please reach out for appropriate contact information.
Email Release As a Partner Sponsor, you have the opportunity to receive the list of email addresses of opted-in attendees for the sole purpose of inviting them to an event that you host during the conference. DMEC will not release the email list without first having received the details of your event and a signed Email Release Form. Please note the DMEC Policies Regarding Use of List: The sole purpose of this listing is to provide a one touch outreach to attendees for the singular purpose of inviting the attendee to an evening event during the Compliance Conference. The email should NOT include session or booth information. This email list may not be freely disseminated among your staff, stored post-conference on computers, and may not be used to promote your presentation, booth, attempt to schedule meetings, or other presence/activity at the conference. The email list is intended as a one-time touch. That is, if the person receiving the email does not respond to your initial invitation or declines the invitation; do not continue follow up contact by email. If they do respond affirmatively, it is reasonable that you might keep in touch regarding food preferences and last-minute reminders. Do not send out invitations by cc carbon copy; do not allow invitees to see the email address of others on the invitation list. Abide by all CAN-SPAM regulations including, but not limited to, use of your company s physical return address and opt out mechanism. Contact Information If you would like to plan an event at the Omni Orlando Resort or provide the Omni with shuttle/bus info, contact: Ali Nelson ali.nelson@omnihotels.com Questions regarding your company s participation as a sponsor and exhibitor, including related benefits, should be directed to: Katie Gillham DMEC Sr. Events Coordinator kgillham@dmec.org or 800.789.3632, ext 119 Thank you for your company s participation. We look forward to another successful conference and greatly appreciate your support! JoAnne Spitale Director of Conferences and Events DMEC Disability Management Employer Coalition 800.789.3632, ext. 106 jspitale@dmec.org dmec.org