BE A SPONSOR OR EXHIBITOR

Sponsorship Packet is available in PDF fas a download HERE.

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2017 Sponsor/Exhibitor Commitment Form

Company: _____________________________________________________________________

Contact Name: _________________________________________________________________

Contact Name: __________________________________________________________________

Address: _______________________________________________________________________

City: ____________________ State: ______ Zip: ___________

Phone: _________________

Email: __________________________________

Website: ______________________________

Terms & Conditions: This Agreement shall become effective on the date signed below and will remain in effect until all responsibilities set out are fulfilled. The parties acknowledge that they will use their best good faith efforts to negotiate and resolve subsequent issues that may arise from this Agreement as a result of unforeseen occurrences and that may alter the conditions of this agreement.

Cancellation/Refund Policy: A non-refundable deposit, as indicated at each sponsorship or exhibitor level, is required to confirm space for the conference. Written cancellation must be received to qualify for a refund as follows: cancellations received in writing on or before January 31, 2017, 50% refund of monies (less non-refundable deposit) will be issued. All monies are non-refundable after February 15, 2017.

Terms of Payment: A 50% deposit is due by January 1, 2017 unless otherwise specified. The balance of the sponsorship or exhibitor fee is due by February 15, 2017. Once your full sponsorship or exhibitor fee is received, your participation will be confirmed and booth selection can be made as well as your logo posted on the conference website. Note payment options and payable details at the end of this document.

We, the Above Signed Company, having read and agreed to the Terms and Conditions, hereby offer to contract for a sponsorship and/or exhibitor space and services for the 2017 Virginia SHRM State Conference scheduled for March 12-15, 2017 at the Williamsburg Lodge in Williamsburg VA. Notification of change of company contact information must be emailed to vashrmsponsor@gmail.com.

Company Contact Signature_______________________________________________________

Title___________________________________________________________

Date__________________

Date Accepted by VA SHRM____________________________

Booth Assigned____________________

SPONSORSHIP LEVEL OVERVIEW BELOW:

reservedTITANIUM SPONSORSHIP (1) – $20,000 Annual Partnership with VASHRM included at this level. VASHRM website recognition for 1 year plus sponsor booth, registration for 2 people, sponsor recognition in program, 5 minutes speaking opportunity at VASHRM Leadership Conference.

– First choice of sole sponsorship of one of the following: Golf Tournament, Opening Reception, Entertainment 1 night, Mobile Conference App, or other scheduled conference event
– Option to provide conference bags with logo or other attendee item
– Premier exhibit space up to triple-sized booth or otherwise agreed upon size
– Premier full-page ad in the conference program and/or promotion on the Mobile App
– Logo, link and ad on the conference website homepage, sponsor page and sponsored event page
– (5) Five minutes of microphone time at a Keynote presentation or sponsored event
– (6) Six conference meals/entertainment tickets for company representatives
– *(2) Complimentary on-site Williamsburg Lodge guest rooms during conference dates
– *(4) Four reservations held on-site for Williamsburg Lodge guest rooms, at your cost
– Complimentary use of private meeting room for one (1) evening to host your own event
– (1) One evening delivery of your promotional item to attendee’s Williamsburg Lodge guest room during the conference (first preference of delivery night  – Sunday, Monday or Tuesday evening)

                     The Joy of a PLATINUM SPONSORSHIP (1) – $15,000
                     (50% deposit due by 01/01/17) 

Second choice of sole sponsorship of one of the following: Golf Tournament, Opening Reception, Entertainment 1 night, Mobile App, or other scheduled conference event
– Prime exhibit space in a double-size booth
– Prime full-page ad location in the conference program and/or promotion on the conference app
– Your company logo & link on the conference website sponsor page and sponsored event page
– Five minutes of microphone time at a Keynote presentation or at sponsored event
– (4) Four conference meals/entertainment tickets for company representatives
– *(1) Complimentary on-site Williamsburg Lodge guest room during conference dates
– *(2) Two reservations held on-site for Williamsburg Lodge guest rooms, at your cost
– Complimentary use of private meeting room for one (1) evening to host your own event
– (1) One evening delivery of your promotional item to attendee’s Williamsburg Lodge guest room during the conference (2nd preference of delivery night – Sunday, Monday or Tuesday evening)
– Attendee List two weeks prior to conference date (will not include those who have opted out)
*NOTE* The Conference Committee will collect your rooming information and make your Williamsburg Lodge reservation for you. You will be responsible for payment of all room incidental charges as agreed. Please do not contact the Williamsburg Lodge directly to reserve.

                     The Joy of a GOLD SPONSORSHIP (5) – $10,000
                     (50% deposit due by 01/01/17) 

– Third choice of sole sponsorship of one of the following: Golf Tournament, Opening Reception, Entertainment 1 night, Mobile Conference App, or other scheduled conference event
– (1) One standard booth in the Exhibit hall
– Full-page advertisement in the conference program and/or promotion on the conference app
– Your company logo and link on the conference website sponsor page
– (2) Two minutes of microphone time at a Keynote session or at sponsored event
– (3) Three conference meals/entertainment tickets for company representatives
– Complimentary use of private meeting room for one (1) evening to host your own event
– *(1) One reservation held for on-site Williamsburg Lodge guest room, at your cost (2/1/17 Deadline)
– Attendee List two weeks prior to conference date (will not include those who have opted out)
*NOTE* The Conference Committee will collect your rooming information and make your Williamsburg Lodge reservation for you. You will be responsible for payment of all room incidental charges as agreed. Please do not contact the Williamsburg Lodge directly to reserve.

                     The Joy of a SILVER SPONSORSHIP (5) – $6,000
                     (50% deposit due by 01/01/17) 

– (1) One standard booth in the Exhibit hall
– One-half page advertisement in the conference program and/or promotion on the conference app
– Company logo and link on the conference website sponsor page
– Recognition from the podium during general session
– (2) Two conference meals/entertainment tickets for company representatives
– *(1) One reservation held for on-site Williamsburg Lodge guest room, at your cost (2/1/17 Deadline)
– Attendee List two weeks prior to conference date (will not include those who have opted out)
*NOTE* The Conference Committee will collect your rooming information and make your Williamsburg Lodge reservation for you. You will be responsible for payment of all room incidental charges as agreed. Please do not contact the Williamsburg Lodge directly to reserve.

                     The Joy of a BRONZE SPONSORSHIP (13) – $4,000
                     (50% deposit due by 01/01/17) 

– (1) One standard booth in the Exhibit hall
– Quarter-page advertisement in the conference program and/or promotion on the conference app
– Your company logo and link on the conference website sponsor page
– Recognition from the podium during general session
– (2) Two conference meals/entertainment tickets for company representatives
– *(1) One Reservation held for on-site Williamsburg Lodge guest room, at your cost (2/1/17 Deadline)
– Attendee List two weeks prior to conference date (will not include those who have opted out)
*NOTE* The Conference Committee will collect your rooming information and make your Williamsburg Lodge reservation for you. You will be responsible for payment of all room incidental charges as agreed. Please do not contact the Williamsburg Lodge directly to reserve.

                     The Joy of a PEWTER SPONSORSHIP (7) – $2,000
                     (Due to specifics of this option, payment is due in full by 01/30/17) 

– Opportunity for your logo to be on conference attendee promotional items; Badges, Notebooks, etc. or listed as a Food & Beverage sponsor for greater visibility
– Your company logo and link on the conference website sponsor page
– Attendee List two weeks prior to conference date (will not include those that have opted out)

                     The Joy of being an EXHIBITOR – $1,600
                     (50% deposit due by 01/01/17) 

– (1) One standard booth in the Exhibit hall
– Company listing on the conference website
– (2) Two conference meals/entertainment tickets for company representatives
– Attendee List two weeks prior to conference date (will not include those that have opted out)
*NOTE *The number of Exhibitors packages may be limited

Please Review Guidelines:
✔ Sponsorships and exhibitors are offered on a first come, first serve basis upon payment in full.
✔ Once full payment has been received, your sponsorship/exhibit space will be confirmed and booth selection can be made. You will receive a confirmation package with additional information regarding conference logistics.
✔ A print quality logo in an EPS format, company description and other items to promote your sponsorship will be required. Additionally, you will need to provide information for the directory with your company’s description (50 word max) of the business/service/product provided as well as contact information and/or the company website.
✔ If you require electricity, internet access or any other special items for your booth you will be provided the order form once your payment has been received in full.
✔ Additional Meal/Entertainment tickets may be purchased at the conference.

SPECIAL NOTE: For sponsors and exhibitors needing additional rooms, we encourage you to explore lodging options around the area as posted on the Conference website. Starting February 1, 2017, Williamsburg Lodge rooms will be open to Sponsors & Exhibitors, as available, on a first come first serve basis, by contacting the Conference Arrangements Committee.

Balance of Sponsorship or Exhibitor fee is due by February 15, 2017

 Return Completed to: vashrmsponsor@gmail.com

PAYMENT Options:
– Sponsorships should be paid by check
– Exhibitors may register and pay online through the website www.virginiashrmstateconference.com

Make Check Payable to: 
VA SHRM State Council

Send payment to:
Virginia State SHRM
Attn: Brenda Madden, Treasurer
10985 Live Oak Court, Midlothian, VA 23113
804-338-9145
treasurer@shrmva.org