exhibitor & sponsor prospectus - crla · • opportunity to submit a proposal for a one-hour...

EXHIBITOR & SPONSOR

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SPONSOR & EXHIBITOR PROSPECTUS

CRLA 2015 | The Pinacles of Learning: The Power of Innovation | Portland, OR | November 5-8, 2015 Exhibitor & Sponsor Prospectus | www.CRLA.net

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WELCOME MESSAGE FOR SPONSORS & EXHIBITORS The College Reading & Learning Association (CRLA) will be holding its 48th Annual Conference – Pinnacles of Learning: The Power of Innovation on November 5-8, 2015, at the Doubletree by Hilton in Portland, OR, and we cordially invite you to participate in our 2015 conference as a sponsor or exhibitor.

CRLA is a professional organization, made up primarily of higher education professionals in the fields of reading, learning assistance, developmental education, tutoring, and mentoring from both the U.S. and Canada. Conference attendees include college instructors, counselors, advisors, learning assistance program directors, teacher education professors, orientation program directors, first-year staff, and adult literacy professionals. CRLA members work in universities, colleges, community colleges, and technical colleges.

As a sponsor, you can maximize your visibility among conference participants at a sponsored event such as the Welcome Reception, Exhibitors’ Reception, Exhibitors’ Breakfast, or Lunch with a Mentor. Other benefits of sponsorship include a full-page ad in the program book, priority for selecting booth space, the opportunity to provide items for registration bags, and an attendee list. Sponsorships are also available for the conference registration bags and lanyards which will display your logo.

The CRLA conference gives exhibitors the opportunity to meet attendees from throughout North America who are interested in learning about your products and services to maximize the effectiveness of their programs. The Exhibit Hall is scheduled to be open during the hours listed below. An Exhibitors’ Reception (Friday), Continental Breakfast (Saturday), and breaks will be held in the exhibit hall and are designed to maximize your ability to connect with our attendees.

CRLA also gives its sponsors and exhibitors the opportunity to submit a proposal for a one-hour presentation during the conference to demonstrate products and services. Submissions will be accepted from June 1 – August 3, 2015.

Friday, November 61:00 pm – 7:00 pm Exhibit Hall Open6:00 pm – 7:00 pm Exhibitors’ Opening Reception

Sarturday, November 77:00 am – 8:00 am Exhibitors’ Continental Breakfast7:00 am – 2:00 pm Exhibit Hall Open

CRLA has an increasing number of developmental mathematics instructors joining the organization, so we would like to encourage you to include math materials in your displays. In recent years, CRLA has also seen trends toward emerging technology, so we encourage any exhibits related to technology use in the classroom or learning center.

For additional details about Exhibitor and Sponsor opportunities, please review the full Exhibit and Sponsor Prospectus. Best regards, Melissa Thomas, JD Past President, CRLAExhibits Chair, 2015 CRLA Annual Conference [email protected]

Melissa Thomas, J.D.CRLA Exhibits Chair


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GOLD LEVEL PATRON $2,500 • Name recognition in program guide with a 50-word

statement of services (if sponsorship is confirmed by August 21, 2015) and signage at event

• Company name recognition at a sponsored event and at the Conference General Session on Saturday. (Available events: Welcome Reception, Exhibitors’ Reception, Exhibitors’ Breakfast or Lunch with a Mentor)

• Listing as a sponsor in the conference mobile app

• Double Entrance Booth in the Exhibit Hall

• 2 full page black and white ads (7”W x 10”H) in the printed program guide (Space reservation due by August 21, 2015; ad due September 1, 2015) see page 6 for details

• Up to three promotional materials can be included in the conference bag

• List of attendees

• One sponsored broadcast email to attendees sent by CRLA

• Free conference registration for two members of your staff with the option to purchase additional exhibitor conference badges

• Opportunity to submit a proposal for a one-hour presentation during the conference to demonstrate products and services. (Submissions will be accepted from June 1-August 3, 2015. All members of the exhibition team who present at the session must be registered for the conference.)

• Vendors choosing to participate as a Gold Level Sponsor will be given first right of refusal to continue any sponsorship for the following year’s annual conference. However, companies that sponsored an event last year have the option of their first choice for the same activity this year

SILVER LEVEL PATRON $1,850 • Name recognition in program guide with a 50-word

statement of services (if sponsorship is confirmed by August 21, 2015) and signage at event

• Company name recognition at a sponsored event and at the Conference General Session on Saturday. (Available events: Hospitality Room for one evening, Welcome Reception entertainment, or morning or afternoon coffee breaks)


• Single Entrance Booth in the Exhibit Hall

• 1 full page black and white ad (7”W x 10”H) in the printed program guide (Space reservation due by August 21, 2015 with ad due September 1, 2015) see page 6 for details

• Up to two promotional materials can be included in the conference bag



• Free conference registration for one member of your staff with the option to purchase additional exhibitor conference badges

SPONSOR INFORMATION

CRLA invites you to be a sponsor of the 48th CRLA Annual Conference. Sponsorship provides an outstanding opportunity for your company to increase its exposure among conference participants and show your commitment to CRLA! We want to put our members in touch with publishers and providers of useful services and products to help them meet the needs of their students. We will be maximizing your opportunities to connect with our attendees by having an Exhibitors’ Reception, Exhibitors’ Breakfast, and breaks in the Exhibit Hall.

• Increase your visibility among CRLA conference attendees• Create a distinction between your company and other vendors• Display your company’s commitment to CRLA• Demonstrate your importance to professionals in the industry


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SPONSOR INFORMATION CONTINUED

SILVER LEVEL PATRON $1,850 (con’t) • Opportunity to submit a proposal for a one-hour

presentation during the conference to demonstrate products and services. (Submissions will be accepted from June 1-August 3, 2015. All members of the exhibition team who present at the session must be registered for the conference.)

• Vendors choosing to participate as a Silver Level Sponsor will be given first right of refusal to continue any sponsorship for the following year’s annual conference. Companies that sponsored an event last year have the option of their first choice for the same activity this year

• • •

CONFERENCE REGISTRATION BAGS OR LANYARDS $1,500

• Your company name or logo on conference lanyards or registration bags. Registration bags will have the company logo on one side and the CRLA logo on the other

• Name recognition in program guide with a 50-word statement of services (if sponsorship is confirmed by August 21, 2015) and signage at event

• Company name recognition at the Conference General Session on Saturday



• Single Inside Booth in the Exhibit Hall

• A half-page black and white ad (7”W x 10”H) in the printed program guide (Space reservation due by August 21, 2015; ad due September 1, 2015) see page 6 for details

• A piece of promotional material can be included in the conference bag



• Opportunity to submit a proposal for a one-hour presentation during the conference to demonstrate products and services. (Submissions will be accepted from June 1-August 3, 2015. All members of the exhibition team who present at the session must be registered for the conference.)

• Vendors choosing to participate as a Conference Bag or Lanyard Sponsor will be given first right of refusal to continue any sponsorship for the following year’s annual conference


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EXHIBITOR INFORMATION

The CRLA Annual Conference is the perfect place to meet hundreds of higher education professionals in the fields of reading, learning assistance, developmental education, tutoring, and mentoring. Our conference attendees are looking for products and services that will help them serve their students, and we provide ample opportunities for you to network with them at the conference including an Exhibitors’ Reception, Exhibitors’ Breakfast and breaks in the Exhibit Hall.

EXHIBIT SCHEDULE(Tentative – to be confirmed in the Exhibitor Service Kit)

Friday, Nov. 6, 2015 Set-Up . . . . . . . . . . . . . . . . . . 10:00 AM – 12:00 PM

Exhibit Hall Open . . . . . . . . . . 1:00 PM – 7:00 PM

Welcome Reception . . . . . . . . 6:00 PM – 7:00 PM

Author Signings . . . . . . . . . . . . 6:00 PM – 7:00 PM

Exhibitor Prize Drawings . . . . . . . . . . . . . 6:45 PM

Saturday, Nov. 7, 2015 Exhibit Hall Open . . . . . . . . . . 7:00 AM – 2:00 PM

Exhibitors’ Continental Breakfast . . . . . . . . . . . . . . . . . . .7:00 AM – 8:00 AM

CRLA Business Meeting. . . . .8:30 AM – 9:30 AM

(Exhibitors are recognized during the meeting.)

Exhibit Hall Closes . . . . . . . . . . . . . . . . . . . . 2:00 PM

Tear-Down and Move Out . . 2:00 PM – 5:00 PM

SINGLE INSIDE BOOTH $625

One (1) 8’ x 10’ booth

PREMIER INSIDE BOOTH $800 One (1) 8’ x 10’ booth in a high traffic area of the hall

DOUBLE INSIDE BOOTH $1,050 Two (2) side by side 8’ x 10’ booths that are not an end cap space

EXHIBIT BOOTHS • Recognition in the program guide with a 50-word

statement of services (if exhibit space is confirmed by August 21, 2015)

• Recognition at the Conference General Session of the CRLA Membership on Saturday

• Opportunity to submit a proposal for a one hour presentation during the conference to demonstrate products and services. (Submissions will be accepted from June 1-August 3, 2015. All members of the exhibition team who present at the session must be registered for the conference.)


• The Exhibitors’ Reception, Exhibitors’ Breakfast and coffee breaks will be held in the Exhibit Hall to maximize meeting time with attendees

• Autograph sessions by current CRLA authors of represented publishers during the Exhibitors’ Reception

• Listing as an exhibitor in the conference mobile app


• Exhibit booths are 8’ x 8’ and include: o 8’-high back wall and 3’ high divider rail (draping in show colors) o One (1) company sign o Skirted 8’ table o Two (2) chairs o Wastebasket

All booths will be assigned on a first-come, first-served basis following assignment of Gold, Silver, and Bag or Lanyard Sponsors. CRLA will make every attempt to assign booth space and accommodate the requested needs and compatibility of each exhibitor.


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EXHIBITOR SERVICE KITThe Exhibitor Service Kit for the CRLA Annual Conference will be e-mailed with booth assignments. The kit will contain information on the following items:

• Freight shipping and handling

• Labor regulations and rates

• Furniture, display, and other rental materials

• Ordering of electrical access or internet/phone lines

• Audio/visual and computer rentals

SHIPPING, STORAGE, AND MATERIALS HANDLINGNo advance freight or truck shipments will be accepted by the Doubletree by Hilton Portland. Due to physical limitations in dock and storage space on the premises, it is necessary to arrange for outside drayage and storage of exhibitor equipment and materials. This arrangement controls and simplifies movement of all shipments. An exposition company/decorator, pre-selected by CRLA, will receive and store all display and exhibit materials, deliver the items directly to each exhibitor’s booth, handle, and store the empty crates for the duration of the show, return them to the exhibit space, and load them onto out-going transportation at the conclusion of the event/designated exhibit days during the conference. The exposition company will store all materials received at its warehouse for a period to be outlined in the Exhibitor Service Kit. Complete instructions and rates will be included in the kit. The kit will also include information on shipping direct to the hotel for delivery during exhibit installation hours.

EXHIBITOR PRIZE DRAWINGS In order to increase the number of people visiting exhibitor booths, exhibitors may want to have a drawing for a prize of their choosing. We have found that bookstore gift cards are appreciated, as are flash drives and local items of interest.

Exhibitors are also encouraged to provide prizes for the drawing held during the Grand Opening of the Exhibit Hall. Exhibitors who provide prizes for the CRLA scholarship raffle are recognized.

CANCELLATION POLICYIf an exhibitor wishes to cancel or reduce exhibit space after assignment has been made, written notification must be sent to Melissa Thomas, CRLA Exhibits Chair, via e-mail ([email protected]). Please see the contract for space/application on page 8 for the deadlines by which cancellations must be received.

2014 EXHIBITORS AceReader by Stepware, Inc.

AskOnlineBedford/St. Martin’s

CengageEngineerica Systems, Inc.

H&H PublishingInnovative Educators

Link-Systems International, Inc.Maricopa County

North Carolina State UniversityPearson

Read Right SystemsReading Horizens

Redrock Software Corp.Texas State University

Townsend PressUniversity of Minnesota

UpswingWeaver Instructional Systems, Inc.


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Photo courtesy of Travel Portland

ADDITIONAL PROMOTIONAL OPPORTUNITIES

CONFERENCE BAG INSERTS $200Two pieces of promotional materials (estimated 600 quantity each) per insertion order can be included in conference bags. Materials need to arrive no later than October 14, 2015 to Marie Maguire-Cook, Ed.M., (Attention: CRLA Materials), Academic Skills, Rogue Community College, 117 S Bartlett, Medford Oregon, 97501. If you have questions about submitting materials, please contact Cindy Lemek at CRLA headquarters at [email protected].

PRINTED PROGRAM ADS $200 - $350Reach our attendees with an ad in the conference program. Ads are black and white, and all artwork should be high-resolution. The artwork must be emailed to Jill Tucker at [email protected] no later than September 4, 2015. Full page ad (7”x 10”): $350, Half page ad (7”x 4.5”): $200

Camera-ready artwork is required. Submit press-resolution pdf files. Camera-ready is defined as a completed ad that requires no additional work to be done before publication. CRLA cannot be held responsible for print errors or diminished quality of low-resolution files. If you do not comply with deadlines or file format requirements, CRLA cannot guarantee inclusion into conference materials. If you have any questions regarding artwork, please contact Jill Tucker at [email protected].


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NOTE: This is not your conference registration. You will be sent a link to register once you have paid in full.

Company Name ____________________________________________________ Date ________________

Contact Name ______________________________________________ Title ________________________________________

Address ____________________________________________________________________________________________________

City ____________________________________ State _______ Zip ___________

Email ___________________________________________________ Phone _______________________________________The following is exact for All Conference PrintingCompany Name ________________________________________________________________________________________________

Address ____________________________________________________________________________________________________

City ____________________________________ State _______ Zip ___________

Company URL ______________________________________________ Phone _______________________________________

Contact Name (will be listed in program guide) __________________________ Title ________________________________________Company Description - Please limit your company description to 50 words or fewer (CRLA reserves the right to edit).

__________________________________________________________________________________________________________

____________________________________________________________________________________________________________________________

____________________________________________________________________________________________________________________________

Vendor Drawings: q Yes q No q Unsure

Sponsorship Opportunities Gold Silver Reg. Bag or Lanyard Individual Exhibitors TotalSponsorship Level q $2,500 q $1,850 q $1,500 N/ACorporate Patron Exhibit Placement Included Included N/A N/APremier Exhibit Placement N/A N/A N/A q $800 each $Inside Exhibit Placement N/A N/A Included q $625 each $1st Choice of event to sponsor (see pg. 3): N/A N/A2nd Choice of event to sponsor (see pg. 3): N/A N/ABag Inserts 3 pieces allowed 2 pieces allowed 1 allowed q $200/pc. $Full Page Program Guide Ad 2 ads allowed 1 ad allowed N/A q $350 each $

Half Page Program Guide Ad 1 ad allowed q $200 each $ Additional Name Badge(s): q $100 each $ Attendee List q $200 each $

Total of Above $

CRLA EXHIBITOR/SPONSORSHIP CONTRACT

PAYMENT OPTIONSq Check enclosed (payable to CRLA)q Visa q Mastercard q Discover q American Express

Card Number ______________________________________________

Expiration Date ______________

Signature _________________________________________________

Name on Card ______________________________________________

Billing Address _____________________________________________

E-mail ____________________________________________________

PAYMENT Send completed form with check payment or credit card details to: CRLA, Attn: Jill Tucker, 7044 S. 13th St., Oak Creek, WI 53154; fax: 414-768-8001We understand that all space must be paid for in full by August 21, 2015. If the assigned space is not paid in full by this date, it may be reassigned to another exhibitor at the discretion of CRLA.Signature _________________________________________

Print Name _________________________________________

Date __________________________________________________

Cancellation Policy Cancel your booth before September 4, 2015 and receive 75% refund; between September 5-October 23, 2015 and receive 50% refund; and no refund will be issued if you cancel your booth after October 23, 2015. Cancel your program guide ad before September 4, 2015 and receive 50% refund. After September 5, 2015 no refund will be issued. Cancel your bag insertion order before July 24, 2015 and receive 75% refund; between July 25-September 4, 2015 and receive 50% refund; and after September 5, 2015 no refund will be issued.

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