exhibitor, advertiser & sponsor prospectus · by tomson highway and the annual mary donaldson...

May 7-8, 2020, Doubletree by Hilton Hotel and Conference Centre, Regina SK

Exhibitor, Advertiser & Sponsor Prospectus

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Saskatchewan Library Association 10-2010 7th Ave. Regina, SK S4R 1C2P: (306) 780-9413 F: (306) 780-9477 E: [email protected] or [email protected] www.saskla.ca



Greetings,

On behalf of the Saskatchewan Library Association (SLA), I invite you to participate in the Saskatchewan Libraries Conference at the Doubletree by Hilton Hotel and Conference Centre Regina, 1975 Broad Street, Regina, SK S4P 1Y2.

The theme for the Saskatchewan Libraries Conference 2020 is Libraries: Building the Future, which reflects the significant contribution of libraries to the growth and development of Saskatchewan communities. Libraries are dynamic, advance innovation, promote lifelong learning, and support cultural and public engagement. Through their multiple roles and diverse programs, libraries support the educational, social, cultural, and economic development of our province.

We are hosting a pre-conference workshop at the University of Regina, Dr. John Archer Library on May 6. On May 7 and 8, the Saskatchewan Libraries Conference will be in full swing. Highlights include an opening keynote address by Tomson Highway and the annual Mary Donaldson Memorial Lecture. In addition to the featured speakers and conference sessions, we are hosting an Indigenous Forum, which will be highlighted in the conference program.

The annual Saskatchewan Libraries Conference draws together information professionals from throughout the province. This year, SLA has partnered with the Saskatchewan School Library Association and the Saskatchewan Library Trustees Association. Sessions that are of specific interest to school library workers and library trustees will be offered. Once again, the conference will offer exhibitors the opportunity to discuss their products and services with key people from a wide variety of organizations. SLA encourages you to register as soon as possible. Use the Agreement for Exhibitors, Sponsors and Advertisers at the end of this prospectus or the online form

https://saskla.wufoo.com/forms/2020-conference-exhibitors-sponsors-advertisers/.

The Exhibit Hall will be open on Thursday, May 7 for the entire day. Benefits for the exhibitors include:

• Complimentarymealpackageforthedayforoneexhibitor(BreakfastandLunch);

• OpportunitytoparticipateinLightningRoundsfollowingbreakfastonThursday,May7;

• ExhibitorSocialonThursday,May7withdelegatesintheExhibitHallaswellasprizedraws.

This prospectus also includes a section that provides details on Conference Sponsorship.

Advertising options are provided to enhance your participation in the conference. Included in this package is a combined Exhibitor, Advertising & Sponsor Application Form.

For ongoing conference updates, please visit the SLA website https://saskla.ca/programs/2020- conference or follow us on Twitter at @SKLibrary and #saskla2020, Instagram at @sasklibrary or Facebook at Saskatchewan Library Association.

We would like to take this opportunity to thank you for your participation in the Saskatchewan Libraries Conference 2020. We look forward to meeting with new exhibitors and sponsors, and renewing acquaintances with those who join us each year. We hope that the 2020 experience will be as valuable for you as it will be for us.

Sincerely,

DorotheaWarrenExecutiveDirector,SLA

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The Saskatchewan Library Association

The Saskatchewan Library Association (SLA) is a province-wide, volunteer, charitable organization, whose mandate is to further the development of library service.

The vision of SLA is to support Saskatchewan library workers and libraries in the pursuit of excellent library service for all. The Saskatchewan Libraries Conference will be attended by approximately 150 library workers and stakeholders. The annual conference provides a key professional development and networking opportunity for delegates who represent school, public, post-secondary, and special libraries from across the province and beyond.

The Venue

The Saskatchewan Libraries Conference 2020 will be held at the DoubleTree by Hilton Hotel and Conference Centre Regina, 1975 Broad Street, Regina, SK S4P 1Y2.

THE theme

The theme for the Saskatchewan Libraries Conference 2020 is Libraries: Building the Future. This theme reflects the significant contribution of libraries to the growth and development of Saskatchewan communities. Libraries are dynamic, advance innovation, promote lifelong learning, and support cultural and public engagement. Through their multiple roles and diverse programs, libraries support the educational, social, cultural, and economic development of our province.

Tentative Conference Schedule

Wednesday, May 6

9:00–5:00 Pre-conferenceworkshop

6:00–8:00 Exhibitset-upandConferenceregistration

Thursday, May 7

7:15 – 8:15 BreakfastandExhibitset-up

8:00–8:30 LightningRounds

8:00–4:00 SaskatchewanLibrariesConference

8:30–5:00 ExhibitHallisopen

4:00–5:00 ExhibitorSocial

5:00–6:00 Exhibittakedown

7:30–8:30 MaryDonaldsonMemorialLecture

8:30–10:00 President’sReception

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Tentative Conference Schedule - Cont'd

Friday, May 8

8:15–9:15 SLAAGM

9:15–10:15 SLTAAGM

9:15–3:15 SaskatchewanLibrariesConference

12:00–1:00 SLAAwardsLunch

Connecting with DelegatesPromoting your Business, Services and Products

Giveaways: In order to increase delegate interaction with the exhibitors, we suggest that any giveaway items, such as pens or samples, be distributed at the exhibit booths.

Door Prizes: Coffee breaks and door prizes are always a draw for delegates. Feel free to bring a door prize for draws. Conference committee members will be on hand to greet all of our exhibitors during the morning of Thursday, May 7 and door prizes can be collected at that time. Draws are typically held at the social on Thursday at 4:00 p.m.

Advertising: SLA is offering several options for advertising at the conference: i.e. providing print materials for conference bags or submitting an advertisement for the program. Additional exposure will also be provided by a digital display in the hotel during the conference, and listing on the conference website and in SLA’s monthly newsletter.

Conference Specials: Conference specials are a great way to increase traffic to your booth. Exhibitors are invited to promote their conference specials in the online and print program, free of charge. Please send your information to [email protected] before March 15, 2020 to take advantage of this opportunity.

Sponsorship Opportunities: Another way to reach our delegates is through sponsorship. For more information on the variety of opportunities available to increase your visibility at this year’s conference, please see the sponsorship information in this prospectus.

Lightning Rounds: On Thursday, May 7 SLA is offering all exhibitors the opportunity to participate in scheduled 5-minute presentations following breakfast. Presentations will be tightly timed and are assigned on a first come, first served basis. A projector will be on site; however, SLA requires you to send your presentation 1 week in advance. A maximum of 6 presentations lasting up to 5 minutes each are available.

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Exhibit Space Details

Wednesday, May 6

6:00–8:00 Exhibitset-upandConferenceregistration

Thursday, May 7

7:15 – 8:15 Exhibitset-up

8:00–8:30 LightningRounds

8:30–5:00 ExhibitHallisopen

4:00–5:00 DoorPrizeDraws

4:00–5:00 ExhibitorSocial

Shipping Exhibits

Arrangements for storing exhibits shipped to the DoubleTree by Hilton Hotel and Conference Centre Regina are made 48 hours in advance of the conference’s first full day. Clearly indicate the name and date of the conference as well as your contact name.

To:ShippingandReceiving(includeyournameandcompanyname)C/ODoubleTreebyHiltonHotelandConferenceCentreRegina1975BroadStreetRegina,SKS4P1Y2RE:SaskatchewanLibrariesConference–ReginaCapitalBBallRoom

Booths

Exhibit booths are 6ft skirted tables with two chairs. The Exhibit Hall will be located in the Capital B room. Breakfast and lunch will be served next door, in the Capital A room.

Booth Allocation

Booth numbers will be allocated to each exhibitor in advance of the Conference. Please indicate if you would prefer not to be located beside a particular vendor on the Agreement for Exhibitors, Sponsors and Advertisers form.

Electricity and Internet Connection

Complimentary electricity (where available) and wireless internet are provided to all exhibitors. We advise you to bring your own extension cords and power bars.

Payment and Receipts

Payment can be made by cheque, credit card (Visa or MasterCard), or online by PayPal. Please make cheques payable to the Saskatchewan Library Association. PayPal issues a payment receipt, but SLA will issue separate receipts upon request.

The SLA Office will send a receipt confirming your attendance at the 2020 Conference as soon as your payment has been processed. Please indicate to whom the confirmation should be sent and the corresponding email address.

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Inquiries

Please do not hesitate to contact the SLA office if you have any questions or concerns regarding your upcoming exhibit experience:

• DorotheaWarren,ExecutiveDirector:[email protected],phone306-780-9413;

• AnnePennylegion,ProgramCoordinator:[email protected],phone306-780-9409;

• MarinadosSantosCandeia,ExecutiveAssistant:[email protected],phone306-780-9413.

Liability

Exhibitors assume all risk of loss, bodily injury or property damage arising from participation in the Saskatchewan Libraries Conference. SLA and the DoubleTree by Hilton Hotel and Conference Centre Regina assume no liability for injury of any person, loss, or damage to property of exhibitors, their directors, officers, representatives, employees, members, volunteers, agents, invitees, or guests at any time.

Cancellations

Refunds for exhibitor fees minus a $50 administration fee will be given for cancellations made in writing prior to April 1, 2020. After this date, SLA will retain the total amount.

The Conference Planning Committee reserves the right to cancel space should payment not be received from the exhibitor when due, and SLA may lease such cancelled space to another exhibitor at its discretion.

Advertising Opportunities

Several advertising options are available. Advertising is included for sponsors at the Platinum, Gold, Silver, and Bronze Levels as noted in the benefits package.

Advertisements will be displayed in the program (incorporating conference information, at-a-glance, contests, and ads). Advertisements will also be displayed digitally during the conference, and on the website.

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Sponsorship Opportunities

The table below explains the levels of sponsorship and the benefits associated with each level. The Conference Chair and SLA office may consult with sponsors regarding sponsorship of major social events. Please contact the SLA office at [email protected] or 306-780-9413 for other options. Select a preferred opportunity or combination at which your sponsorship support will be acknowledged.

Sponsorship may be applied to a specific event or combination of events, in part or in whole on a first come basis for exclusive sponsorship. Please contact the SLA office if you have questions.

Benefits Major$5,000

plus

Platinum $4,000 - $4,999

Gold $3000 - $3,999

Silver $2000-$2999

Bronze $1000-

$199

Friend up to $999

Recognition as a major sponsor in the conference program

Announcement as a significant sponsor during the Welcome Address & Conference Closing

Free booth and speaking opportunity

Advertising in Conference Program (print-ready ad supplied by Advertiser).

Full page Full page Half page 1/4 page BusinessCard Size

Prominent signage at the conference and selected event

Free digital advertising at hotel

Recognition in SLA’s monthly newsletter to over 1000 readers

Company/organization logo and link on the conference site

Recognition as a supporter by sponsorship level in the conference program

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Agreement for Exhibitors, Sponsors and Advertisers

Please complete this form and return to the Saskatchewan Library Association. Payment must accompany agreement. We accept payments via cheque, credit card (MasterCard or Visa), or PayPal. Prices are in Canadian dollars and include GST where applicable. GST # 130873623RR0001

Company _______________________________________________________________________________________________

Business Address ______________________________________________________________________________________

City _______________________________Prov/State _______________________ PC/Zip___________________________

First & Last Name _________________________________________ Position ____________________________________

First & Last Name _________________________________________ Position ____________________________________

Telephone ________________________________ Email ________________________________________________________

Exhibitor Booths

Exhibit space availability is limited. Booths will be allocated on a first come, first serve basis, based on the date this signed contract is received by SLA. The Exhibit Hall will be located in the Capital B room of the hotel.

Please select the applicable booth fee:

EarlyBird RegularRate

Numberofbooths:________(Feesareperbooth)

Corporate

NotforProfitwithsales

NotforProfit(displayonly)

$800.00

$400.00

$250.00

Corporate

NotforProfitwithsales

NotforProfit(displayonly)

$1000.00

$475.00

$325.00

LightningRounds: A limited number of 5-minute Lightning Rounds are available during the Thursday Breakfast on May 7, 2020. Wireless Internet and equipment will be available at no additional cost. Exhibitors may provide a PowerPoint in advance if required. For more information, see page 4 of the prospectus. Please select if you would like to purchase a lightning round:

LightningRound$25.00

Will you require electricity at your booth? YesNo

Prizes:Would you like to contribute a prize(s) for the exhibit hall draw on Thursday, May 7 at 4:00PM?

YesNo

If yes, please indicate item(s): ______________________________________________________________________

Meals: A complimentary breakfast and lunch will be available to one exhibitor per agreement. For catering purposes, please indicate which meals will be attended.

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Thursday, May 7

BreakfastLunch DietaryRestrictions:__________________

Additional Meal Packages for $65.00:Amount__________ Totaladditionalfee:__________

Please indicate the total of Booth Fees, Lightning Rounds and additional meal packages:

Booth$__________+LightningRound$__________+AdditionalMeals__________

SUB-TOTAL EXHIBITOR FEES ENCLOSED: $______________

Sponsorship for SLA Events and Acknowledgement

Sponsorship may be applied to a specific event or combination of events on a first come, first serve basis for exclusive sponsorship. Please indicate your choices for the acknowledgement of sponsorship from the opportunities listed below. You may choose to sponsor but not have your sponsorship attached to a specific opportunity. Please contact the SLA office if you have any questions.

Please select below:

ConcurrentSLAConferenceSessions $500each

Amount:___________

NutritionBreak(Thursday,May7) $1200

NutritionBreak(Friday,May8) $1200

Pre-ConferenceWorkshop(Wednesday,May6) $3000

President’sReception(Thursday,May7) $2500

Breakfast(Thursday,May7) $3000

Lunch(Thursday,May7) $3000

Breakfast(Friday,May8) $3000

AwardsLunch(Friday,May8) $3000

MaryDonaldsonLecture(Thursday,May7) $5000

KeynoteSpeaker(Thursday,May7) $5000

Other

Amount:___________

Describe:______________________________________________________________

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Shared Sponsorship:

PrintingConferenceMaterial $2000

In-KindSponsorships Variousamounts

Amount:___________

Describe:________________________________________________________________________________________________________

SUB-TOTALSPONSORSHIPS:$______________

Advertising Opportunities

Advertisers must supply their own camera-ready, no bleed ad as a .jpg, .png, .ai or .eps file, with a minimum resolution of 300 dpi. Please send ads to [email protected] by March 10, 2020.

Rates are as follows:

Fullpage$200 Halfpage$150 Quarterpage$100 Businesscard$50

SUB-TOTALADVERTISINGFEES:$______________

Fees

SUB-TOTALEXHIBITORFEESENCLOSED:$______________

SUB-TOTALADVERTISINGFEESENCLOSED:$______________

SUB-TOTALSPONSORSHIPFEESENCLOSED:$______________

TOTALOFEXHIBITOR,ADVERTISING,ANDSPONSORSHIPFEESENCLOSED:$______________

Make cheques payable to:

SaskatchewanLibraryAssociation10-20107thAvenueRegina,SKS4R1C2Phone:306-780-9413Email:[email protected]

OR pay by credit card: □ Visa □ MasterCard

Number: ___________________________________________________ Expiry Date: _________________________

Name on the card: ________________________________________________________________________________

__________________________________________________ ________________________________ Signature Date

AGREEMENT: We agree to abide by the Terms and Conditions for Exhibit Space set out on the official Saskatchewan Libraries Conference Prospectus. This agreement is null and void unless signed.

Doyouneedareceipt? Yes No

Email receipt to: __________________________________________

exhibitor, advertiser & sponsor prospectus · by tomson highway and the annual mary donaldson...

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