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Sponsorship & Exhibitor Manual
International Symposium on Clinical Neuroscience May 24-26, 2019
Application Deadline: October 1, 2018 Marriott World Center Orlando, FL
Cancellation Policy: 50% refund till November 1, 2018
Table of Contents
Event Details ............................................................................................................................................ 2 Expo Hall Information ............................................................................................................................ 3-4 Advertisement & Bag Insert Deadlines ..................................................................................................... 5 Gamification Info & How to Play …………………………………………….………………………………….. 6 Sponsorship Opportunities ........................................................................................................................7 Exhibitor Guidelines & Expectations ……................................................................................................. 8 Exhibitor Layout …………......................................................................................................................... 9 Exhibitor Registration Form …..................................................................................................................10 Exhibitor Payment…….….........................................................................................................................11
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Event DetailsEvent Name: ISCN 2019
Description: ISCN 2019 was created as a scheduled gathering of the top minds in the discipline.The ISCN has become recognized throughout the world asa premier clinical, educational program that assists our scholar-professionals to serve humankind with applications that arecurrent, distinct and meaningful. The ISCN has been more than a dream started with the desire to serve humankind above self.
Date: May 24-26, 2019
Location: Marriott World Center Resort
8701 World Center Dr Orlando, FL 32821 P: (407) 239-4200
Hotel Link: Marriott Hotel Website
Sponsor & Exhibitor POC: Samantha Tonder [email protected] 321.868.6464 ex: 1011
Expected Attendees: 350 +
Dress Code: Business Attire
Security: Security will be present at this event; however, you are responsible for items at your booth. We strongly recommend that you take precautions to secure all personal belongings and corporate possessions.
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ISCN 2019 Expo Hall Check-In: When you arrive at the Marriott, please check-in at the main registration
desk and then proceed to the Exhibit area in the Crystal Ballroom. There will be a registration desk there to help you with any questions.
Move In: Move In: Thursday, May 23, 2019 Time : 6:00pm - 11:00pm Location: Crystal Ballroom Exhibitors are expected to arrive on site by Thursday, May 23, 2019 to set up.
At least one staff member should be at the table throughout the day - Exhibit tables should be fully staffed during the high traffic times.- Please have exhibitor badge on at all times during event.- Schedule TBA.
Move Out: Move Out: Sunday, May 26, 2019 Time: 3:00pm - 6:30pm
Shipping Information - Please schedule your shipment(s) to arrive 3–4 days prior to the eventstart date to avoid additional storage fees.-Please do not ship any items to the attention of the HospitalityManager or Catering & Conference Manager, unless the items are specificallyfor their use (i.e., hotel specifications, rooming lists,signed documents); this includes any room drops or deliveries to any otherarea of Orlando World Center Marriott.
-When you have shipped your packages, please forward a copy of yourtracking details and mobile number to [email protected] toreach you should we have any questions.
-Additional questions: Please review Fedex shipping form
Loading Dock: Please make arrangements with hotel
Electricity: Please see the form attached for Electricity. Please return forms to GES if you choose to utilize their discount on AV. Be sure to submit the following by the electrical discount deadline date:
● Complete valid Payment and Credit Card Authorization.● Order Electrical Outlets● Schedule Electrical Labor if distribution is required or for the hook
up of electrical apparatus.● Return complete Booth Layout Form. Prefer submission in PDF or
CAD form.● All of the items listed above must be received on/or before the
discount deadline date in order to receive the discount rates. If oneitem is incomplete or missing, the order is considered incompleteand the outlet rates will be placed at regular rates and the laborrates will be based on when a complete order is received. Commonexamples of incomplete orders are (but not limited to) unreadablefloor plans, bulk power, no main drop location, and power/floorplan revisions. If you have any questions or concerns, please contactus.
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Internet: Wireless internet will be provided to attendees only. Internet for your staff and booth needs should be ordered using the Electricity Form. All fees associated with booth internet will be the sole responsibility of the sponsor.
Audio Visual If you require A/V equipment for your booth, please reference the GES electricity form.
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Advertisements Description: All Exhibitors are entitled to an advertisement in the conference program
booklet. Most Exhibitors will list an advertisement with a special ISCN 2019 discount to attract attendees.
Sizes: Each Exhibitor is allotted one whole page on the ISCN Program Booklet.
Specifications: Full Page 8.5”w x 11”h PDF
Logo: Please send in your company logo with a transparent background. We will be putting exhibitor logos on the website, on our live-display, on our program books, ect..
Requirements: Please submit your final ad to Samantha Tonder at [email protected]
Deadline for Delivery: January 31, 2019
Conference Bag Inserts Description: Gold and Platinum level sponsors are entitled to submit collateral to be included in
the conference bags given to attendees. Other sponsor levels and exhibitors may participate at a discounted additional fee. Please note the instructions and deadlines below:
• Contact Samantha Tonder at [email protected] to confirm yourcompany will participate no later than February 24, 2019. Please include adescription and photo of what you would like to include for distribution.
• Plan to produce 400 units (1 item per bag) and arrange for shipping to thewarehouse address below to arrive no later than May 1, 2019.
• Please note, due to the volume and method of collating the submissions, we willnot be able to accept late shipments. Any shipments received after deadline will bereturned at your cost.
Examples of Collateral: Pens, notepads, T-Shirts, one-pager fact sheets, etc.
Assembly of Items: The ISCN 2019 Events Team is not responsible for assembling items. Please ship all items complete, collated, and ready for packing.
Quantities: Please send 400 items
Delivery Address: 8910 Astronaut Blvd. Ste. 102 Cape Canaveral, FL, 32940
Deadline for Delivery:
May 1, 2019 - This deadline will be strictly enforced Collateral received after this time cannot be accepted.
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Gamification Info & How to Play
Description: Gamification is a tool we use at ISCN to get the attendee's involved with the Exhibitors. Each exhibitor submits 5 or 6 games, we split the games up over the three day conference. Attendee’s will come to your booth to complete a task, it can be to join your mailing list or to listen to you tell them about your product/company. Once they have completed a task you will enter a 4 digit code in an app, they will gain points and compete with other attendees to be in the top winners to win a prize.
Game Examples: Here are just a few games from an Exhibitor at ISCN 2017/2018: Day 1: Take a right eye test (This can be any kind of interactive activity at your booth) Like Right Eye on FaceBook Day 2: Join The Right Eye Email List Purchase a Right Eye System Day 3: Take a picture of you taking a right eye test and post on FaceBook, tag righteye
You can make the games anything your company would like to promote. We can give you game ideas if you are unsure what to choose.
Incentive for Attendees to Play:
Last year each exhibitor donated a prize, to promote the gamification: A few of the 2017/2018 prizes:
● LZ50 Laser from Avant Wellness Systems ($18,000 Value)● Human Performance ( $9,995 Value)● One Week Free Treatment at Plasticity Brain Centers ($7,500 Value)● LZ30-Z laser with a stand ($5,900 value)● 4 Course Certification Courses from Revolution in Motion ($3,980)● Rapid Release Technology Device (1,500 Value)● Daily Essential Nutrients ($129.95)● $150 Amazon gift card● $300.00 Whole Foods Gift Card● Infrared Sauna ($250 Value)● Google Home ($129 Value)● Bose Headphones ( $149 - 349 Value)
Last Year’s Analytics: ISCN 2018 had 540 devices logged in to Gamification, every single attendee played the game because the prizes are all such great quality. Even if you do not donate a prize, you should participate in the Games. This game will attract all of the attendees to you!
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Sponsorship Opportunities Benefits for being a Sponsor: -Advertised on Gamification board
-Advertising advancements in the ISCN booklet-Option to include approved SWAG in the ISCN welcome bag-Drapes, Tables, Chairs and Trash Cans added to each booth
$15,000 Diamond Level Sponsorship:
**SOLD** $10,000 Platinum Level Sponsorship:
$8,000 Gold Level Sponsorship:
$6,000 Wifi Sponsorship:
$5,000 Silver Level Sponsorship:
1 out of 2 available: Lunch Sponsorship (Price to be Determined by Hotel)
*Final numbers with be confirmed to the hotel 3 weeksbefore the conference.
- -Prime booth location in the Exhibitor Hall 30x10, 3 8ft tables- Sponsored Lunch: 30 minute presentation to attendees- Booth at the path of excellence meeting on Friday evening- Sponsor Banner on App, Website & Live-Display- Your Full Page Ad will be the first ad in the ISCN Program Booklet, given to each attendee- Prioritized in Gamification (Drive lots of traffic to your booth)- Sponsorship Banner in front of main lecture hall- 2 Award Dinner and Reception Tickets
- Sponsor for the Cocktail Hour on Friday with Signage- 20 x 10, 3 8ft tables- Sponsor Banner on App, Website & Live-Display- Your Full Page Ad will be the first ad in the ISCN Program Booklet, given to each attendee- Prioritized in Gamification (Drive lots of traffic to your booth)- Sponsorship Banner in front of main lecture hall- 2 Award Dinner and Reception Tickets- Social Media Boost at ISCN for your Company- Premium location in the Exhibitor Hall
- 10 x 10 booth with 2 chairs in premium location- Sponsorship Banner on App, Website & Live-Display- Ad included in Program Booklet- Prioritized in Gamification
- 10 x 10 booth with 2 chairs in premium location- Have your company's name be the wifi password- Have the Wifi password be at your booth (Traffic to your booth)- Recognition of your company’s sponsorship- Your ad recognized as the Wifi Sponsor in the Program Booklet.
- 10 x 10 booth with 2 chairs in premium location- Sponsorship Banner on App, Website & Live-Display- Ad included in Program Booklet- Prioritized in Gamification (Direct a lot of traffic to your booth)
- 10 x 10 booth with 2 chairs in premium location- A 40 minute sponsorship presentation will be scheduled over the lunch hour.- An email to all ISCN attendees thanking you for your lunch and promoting your product.- Exclusivity only two sponsors will be accepted to host the conference lunches.
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Exhibitor Guidelines / Expectations Extra Benefits for being an Exhibitor: -Drapes, Tables, Chairs and Trash Cans added to each booth
Attendee Email List: Exhibitors may collect names and email address from attendees at the event who are interested in their specific offerings and who willingly disclose their information. The best way to get everyone’s contact information is through the Gamification. We will not give out attendee information
Photography / Video / Social Media.. ect: Photographs, video or live social posts or reporting may take place during the event. Exhibitor agrees that their staff and organization may be featured in this content.
Exhibitor Online Listing: ISCN will list each participation exhibitors organization name and contact information on the ISCN website, Carrick Institute Website or printed materials. ISCN may also make this information available online before, during or after the event.
Exhibitor Expectations: Promote the event to your list announcing your exhibitorship or sponsorship at ISCN 2019.
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Exhibitor Layout
Exhibitor Layout: Please send in your first and second choice of exhibitor area when sending your Exhibitor Application back. Booth location will be assigned in the order that the sponsor or vendor registrations, including payment, are received. Please view the chart above and review the layout to determine your first and second choice of location based on booth size. Purple locations have been booked. Gold are sponsorship locations.
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Exhibitor Registration Form ____________________________________________________________________________________ Organization
____________________________________________________________________________________ Address
____________________________________________________________________________________ City/ State/ Zip Code
____________________________________________________________________________________ Main Contact Name
_____________________________________________________________________________________ Contact Phone
____________________________________________________________________________________ Contact Email
Preferred booth location (ISCN will make every effort to meet exhibitors’ placement requests. However, we cannot guarantee exhibitors locations). Please see the exhibitor layout on page 9. *Booth locations can not be reserved until the exhibitor booth invoice is paid in full. Purple locations are taken. Gold locations are sponsorship locations.
Choice # 1________________________ Choice # 2________________________
Social Media: What are your organization's social media accounts?
Twitter: ____________________________ Facebook: __________________________ Instagram:_____________________________
Booth Badges:
__________________________________________________________________________________________________________________________
__________________________________________________________________________________________________________________________
Please send in and check off once you have done so the following ISCN Requirements:
❏ Please Attach a discount page for ISCN attendees. Full Page (Bleed) 8.5”w x 11”h plus crops and bleeds. See page 4 of packet for description and see page 15 for example image.
❏ An Image of your Company Logo with a transparent background.
❏ 5 or 6 games you would like to use for gamification.
❏ AV Media Form - Please send to [email protected]
❏ Standard Operation Procedure Form (SOP) - Please return to [email protected]
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Exhibitor Payment Booth Rates Please select your Booth:
8X10, 6ft Table = ❏ $1,700
10X10,8ft Table = ❏ $2,190
20X10, 2 8ft Table = ❏ $4,230
30X10, 3 8ft Table = ❏ $6,270
Sponsorship Opportunities Please see Sponsorship descriptions on page 6&7. Please select your Sponsorship Package Below:
Diamond Level Sponsorship
Platinum Level Sponsorship
❏ $15, 000
❏ $10,000
Gold Level Sponsorship ❏ $8,000
Wifi Sponsor ❏ $6,000
Silver Level Sponsorship ❏ $5,000
Lunch Sponsor for One Lunch ❏ Price TBA by Hotel
Total Amount Enclosed Payment in full is to be included with this registration.
Payment: VISA MasterCard AMEX Discover
______________________________________________________________________________________________________________________ Company Name
______________________________________________________________________________________________________________________ Card Number Exp. Date CVV
______________________________________________________________________________________________________________________ Billing Address
_______________________________________________________________________________________________________________________ Print Card Holder's Name
______________________________________________________________________________________________________________________ Print Card Holder's Signature
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