stand up paddle race & expo - round the rock · the round the rock sup race audience is stand...

Photo courtesy of Katie Kuja

STAND UP PADDLE RACE & EXPO SPONSORSHIP PACKAGE

A Letter From Our Race Organizers... It’s with great excitement that we announce the 6th Annual Round the Rock Stand Up Paddle (SUP) Race & EXPO, largest SUP competition and event in the Pacific Northwest, is returning to Seattle, Washington on September 7, 2014. SUP is the fastest growing watersport in the world, and the growth in the Pacific Northwest is explosive as new participants are eager to explore the amazing local waterways while enjoying incredible exercise.

This family oriented event has grown every year and we expect that trend to continue as thousands are expected to attend the event this year at Seward park which is the gem of all the magnificent Seattle Parks. Park attendance on a normal weekend (without an event) is in the thousands.

The Round the Rock SUP Race audience is stand up paddlers, water sport enthusiasts, individuals who are interested in the outdoors and boardsports, healthy and active living, and race enthusiasts. This event is a great chance to showcase products and services to these interested consumers as well as general park goers at one of the busiest Seattle parks.

Your participation at this successful event will give your product and company access to new audiences and unique marketing outlets. We’d like to invite you to participate as a sponsor where you will be able to display, demo and sell your products and/or services all day long. Live music, food, drinks, and prizes will also be featured for the public.

We will be following up with you in the next few weeks. If you have any questions or are ready to become a sponsor, please contact our Race Director, Alina Aaron, at 503.890.1645 or [email protected].

Sincerely,

Jeff Underwood & Dan Eberhardt

Photo courtesy of Andrew Dye

mailto:[email protected]

mailto:[email protected]

KEY FACTS ABOUT ROUND THE ROCK The first event was held back in 2009 and organized by a pair of local paddle

surfers, Jeff Underwood and Dan Eberhardt, wanting to create a challenging

race and raise funds and awareness for local causes.

The event is run every year by a group of unpaid volunteers. Help and support is

also provided by our generous sponsors and partners.

Past competitors have come from as far as Canada, Puerto Rico, New York,

Florida and Hawaii!

Round the Rock has raised thousands for local charities over the past few years.

The 2014 event is expected to attract in the region of 2,000 visitors and over 300 racers, thanks largely to the prize packages and the scenic but challenging

courses.

RACE COURSE OPTIONS

13-Mile Feature Race (Race features Elite athletes battling for thousands of dollars in prize money)

3.5 Mile Race

Co-Ed Team Relay Race

Photo courtesy of Rob Casey

Photo courtesy of Jeff Underwood

Photo courtesy of Rob Casey

Photo courtesy of Ziggy Robideaux

BENEFITS OF PARTNERING WITH US

Minimal Investment - Sponsoring allows you to reach specific target markets with a lower financial investment than a traditional

advertising.

Positive Association - Event sponsorship has one clear advantage over traditional advertising in as much as the consumer is actively choosing to watch or participate in the race and the sponsorship within them. Personal choice involves emotions which are automatically transferred to the partner sponsor of this event. The companies sponsoring this event will be perceived in a positive

way because the values of the sport is transferred onto the brand or product.

Access to Target Audience – the value is greater in as much as you are penetrating a much broader target specific group –

enhancing awareness of your brand or product.

Increased Brand Awareness - Sponsorship can be used as a platform to create a lot of other marketing activities. Each partnership can be defined into various sub-activities that will increase your brand awareness and will involve the target market

more directly.

Photo courtesy of John Goodman

SPONSORSHIP OPPORTUNITIES Application Due July 31, 2014

GOLD SPONSOR

$15,000 $10,000+ $5,000+ $1,000+ Minimum $15,000 Cash* Minimum $5,000 Cash* Minimum $2,500 Cash* Minimum $500 Cash*

Logo on race day t-shirt.

Logo with click-through featured on race Home & Sponsor Web

Page, web advertising & e-marketing.

Logo on printed advertising & materials.

(To Be Included Sponsorship Due April 30)



*In-kind merchandise balance. All sponsors receive a exhibitor booth space at the event EXPO. Canopies, tables or chairs will NOT be provided. Generators PROHIBITED. †Additional cost for signage is $100 per occurrence beyond the branded tent.

Products & promotions made available on-site

to athletes/spectators.

Verbal recognition on event day. Verbal recognition on event day.

Naming rights to 1st place award.

PLATINUM SPONSOR PRESENTING SPONSOR TITLE SPONSOR

Inclusion on Facebook & Twitter

Logo with click-through featured on race website

Sponsor Page.


Page, web advertising & e-marketing.


Page, web advertising and e-marketing.











Logo on race day t-shirt.

Verbal recognition on event day.


10’ x 10’ Premiere Exhibitor Space†

10’ x 10’ Exhibitor Space†

10’ x 10’ Premiere Exhibitor Space† 10’ x 10’ Premiere Exhibitor Space†

Company name listed before “Round the Rock SUP Race & EXPO”

& included in all media listings, electronic & print publications.


Company name listed after “Round the Rock SUP Race & EXPO

presented by” & included in all media listings, electronic &

print publications. (To Be Included Sponsorship Due April 30)

EXPO VENDOR OPPORTUNITIES Application Due August 22, 2014

EXHIBITOR SPACE FOOD VENDOR PRODUCT SAMPLES

$500+ Cash Only ($750 after 6/30)

$500+ $200+ In-Kind Only*

10% of Gross Sales MUST be Remitted to Seattle Parks & Recreation

10’ x 10’ Tent/Booth Space†

Logo with click-through featured on race website Sponsor Page.




Logo with click-through featured on race website Sponsor Page.

Products & promotions made available on-site to athletes/spectators.



Inclusion in Athlete Swag Bag** Inclusion in Athlete Swag Bag**

Industry and Locally-Related Prizes for Competitors & Public Raffle

In-Kind Contributions

MARKETING SUPPORT Print, Radio, TV

ads; Cross-promotions in-store, on the web & social media.

EQUIPMENT Motorized safety vessels,

generators, P.A. system, fencing, & tents.

VOLUNTEERS We need help with

registration, set-up, clean-up, parking management, beer servers & SUP board cadies.

PRIZE ITEMS Industry-& locally-relevant prize

items for competitors & public raffle.

SWAG BAG ITEMS Industry-related items

that we place in our competitors swag bag. This could include product samples, stickers, discount coupons, magazines or donations of the bags themselves.

Photo courtesy of Erin Underwood Photo courtesy of Rob Casey

†Additional cost for signage is $100 per occurrence beyond the branded tent. *In-kind merchandise balance. All sponsors receive a exhibitor booth space at the event EXPO. Canopies, tables or chairs will NOT be provided. Generators PROHIBITED.

**Small items could include: Samples of your product, stickers, discount coupons, magazines or the bags themselves make excellent swag bag in-kind contributions.

6th Annual Round the Rock SUP Race & EXPO SPONSOR APPLICATION & CONTRACT Deadline for Sponsors is July 31, 2014

Deadline for Exhibitors is August 22, 2014

5700 92nd Ave. SE, Mercer Island, WA 98040 | www.roundtherock.com | 503-890-1645 | Email: [email protected]

Company/Organization Name: _______________________________________________ Name: ________________________________________ Email Address: ________________________________________________ Website: __________________________________________________ Street Address: ________________________________________________ State: _______ ZIP: __________ Country: _______________________ Telephone: ________________________________ Cell: __________________________________ Fax: __________________________________ Descriptions of product(s) and/or services you intend to display, demo and/or sell at the Round the Rock EXPO: _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Agreement: I agree to comply with the rules and regulations on the back of this Sponsor Application and Contract. This completed form along with payment in full is considered binding on both the sponsor/exhibitor and the 2014 Round the Rock SUP Race & EXPO. All correspondences will be sent to the person shown above. Payment (check one): q Check (preferred method of payment – make checks payable to Round the Rock) q Credit Card or PayPal

(Credit card or PayPal payers will be invoiced by Round the Rock and payment completed by sponsor/exhibitor through PayPal for payer's security)

Authorized signature: ________________________________________________________ Date: ___________________

INSTRUCTIONS: • Choose from either sponsor package or a la carte menu. • Complete additional information included under each sponsorship selection. • Complete payment information. Full payment must be submitted with contract to secure sponsorship. • Sponsors at all levels are requested to submit a short description on products/services and activities for public announcements throughout

the event. Please email a high resolution .jpg copy of your company logo to [email protected]. • Camera-ready company or organization logos are to be submitted at time of application and payment.

Sponsorship Packages (See sponsorship brochure for exact entitlements and complete items 2 through 8). 1. 2. 3. 4.

qTitle Sponsor qPresenting Sponsor qPlatinum Sponsor qGold Sponsor

$15,000 (Minimum $15,000) Application deadline is July 31, 2014. $10,000+ (Minimum $5,000 cash; In-kind Balance) Application deadline is July 31, 2014. $5,000+ (Minimum $2,500 cash; In-kind Balance) Application deadline is July 31, 2014. $1,000+ (Minimum $500 cash; In-kind Balance) Application deadline is July 31, 2014.

A la Carte Sponsorship Menu (All Exhibitor booth spaces for 2014 are available on first come first served basis) 5.

qEXPO Booth Space (size: 10’ x 10’) Application deadline is August 22, 2014 qEXPO Booth Space (size: 10’ x 20’) Application deadline is August 22, 2014 qSingle Exhibitor qSharing Exhibitor – Sharing with whom: _________________

$500+ ($750 after 6/30) $550+ ($800 after 6/30)

6.

qProduct Sampling (Complete information below and signage information) What type of product/service? ________________________________________

$500+ In-kind merchandise for prizes/swag bags

7.

qSignage Number of Signs: _______ ($100/ occurrence beyond the first episode)

1st sign episode is included

(Branded tent counts as signage)

8. qMerchandise Donor & products in partial payment for sponsorship (Products must be received by August 7, 2014 – attach separate sheet if necessary)

Merchandise Description Retail Value _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________

Any amount (25% of retail value applicable to sponsorship fee)

Payment Summary A. Total Sponsorship Fees B. Sponsorship credit from merchandise donations (complete section 8) C. Total due to 2014 Round the Rock (Subtract Line B from Line A)

Make checks payable to Round the Rock

A)________________ B)________________ C)________________

CONTRACT FOR SPONSORSHIP The receipt by Round the Rock SUP Race & EXPO (RTR) of your signed contract accompanied by payment in full will constitute an application for sponsorship for RTR with rights to all entitlements befitting the level of sponsorship chosen. Entitlement & Sublease Sponsor shall not transfer, barter, sell, sublet or assign sponsorship entitlement (including but not limited to exhibit space during the event) in whole or in part without written notice to and approval from RTR. Cancellations of Agreement Sponsor shall have the right to cancel this Agreement at any time by written notice to RTR. In the event of such cancellation received up to 90 days prior to the event, RTR shall refund full sponsorship fees less a pro rata amount equivalent advertising dollars received from logo placement in printed publications. RTR shall refund 50% of sponsorship fees on cancellations received 90-60 days prior to the event less a pro rata amount of equivalent advertising dollars received from logo placement in printed publications. No refund shall be made on cancellations received within 60 days of the event. Under all circumstances, RTR reserves the right to resell sponsorship packages canceled by Sponsor. Cancellation or Postponement of Race In the event that the Race is postponed due to any occurrence not occasioned by the conduct of Round the Rock or Sponsor, whether such occurrence be an Act of Nature or the common enemy or the result of war, riot, civil commotion, sovereign conduct, or the act or conduct of any person or persons not party or privy to this Agreement, then the performance of the parties under this Agreement shall be excused from such period of time as is reasonably necessary after such occurrences result in cancellation of the event, the obligations of the parties under this agreement shall be automatically terminated and all payment made under this Contract shall be refunded to exhibitor, less a pro rata share of expenses actually incurred by RTR in connection with the event. Liability This Agreement shall not constitute or be considered an employer-employee relationship between RTR and Sponsor. Sponsor hereby agrees to and does indemnify, hold harmless and defend RTR from and against any and all liability, responsibility, loss, damage, cost, or expense of any kind whatsoever (including but not limited to cost, interest and attorney’s fees) which RTR may incur, suffer, be put to, pay or be required to pay, incident to or arising directly or indirectly from any intentional or negligent act or omission by Sponsor or any of its employees, servants, or agents. Sponsor further agrees that RTR, and their respective agents and employees shall not be responsible in any way from (i) damages, loss or destruction of any property of Sponsor or (ii) injury to Sponsor or its representatives, agency, employees, licensees or invitees. Code & Agreement – Sponsors Exhibiting at Event Site Sponsor Exhibitors hereby agree to be bound by the Sponsorship Rules and Regulations of RTR. Sponsor Exhibitors further agree to adhere to and be bound by (i) all applicable fire, utility, city codes and regulations; (ii) any rules or regulations of the City of Seattle Parks & Recreations Department: (iii) the term of the Contract between RTR and any other party relating to the event.

Exhibiting Sponsor shall not, nor shall Exhibiting Sponsors permit others to do anything to the booth space or do anything to the Site which would cause a difference in conditions from those previously approved by the insurance carriers of RTR, or the owners or managers of said Site, which will in anyway increase premiums payable by any of the said parties any such increases resulting from violation of this section. Space Assignment Sponsors Exhibiting at Event Site RTR shall use its best efforts to locate the booth space in one of the locations designation by Sponsor on the waterfront side hereof. Notwithstanding the above, RTR reserves the right to change location assignment at any time, as it may in its sole discretion deem necessary. Handling and Storage – Sponsors Exhibiting at Event Site RTR Shall not accept or store display materials, and Sponsor Exhibitors shall make its own arrangements for shipping, delivery, receipt and storage of such materials and crates. Exclusion – Sponsors Exhibiting at Event Site RTR shall have the right to exclude or to require modification of any display or demonstration, which, in its sole discretion, it considers unsuitable to, or not in keeping with, the character of the event. RTR shall have the right to prohibit the use of amplifying equipment or music, which, in its sole discretion, it considers objectionable. RTR shall have the right to demand modification of the appearance of dress of persons or mannequins used in connection with displays or demonstrations. Security – Sponsors Exhibiting at Event Site RTR shall provide guard service the afternoon and night hours prior to the event and will exercise reasonable care for the protection of the Sponsor Exhibitors’ materials and displays. Beyond this, RTR or any officer or staff member thereof will not be responsible for the safety of the property or the Sponsor Exhibitor, his agents, or employees, from theft, damage from fire, accident, Act of Nature, or any other cause. Sponsor Exhibitor is required to provide all insurance and/or policy riders to cover all booth space contents. Failure to Occupy Booth Space – Sponsors Exhibiting at Event Site Any space not occupied by 9:00 am Sunday, September 7, 2014 shall be deemed forfeited by Sponsor and no refund shall be paid. RTR may reassign such space, at its discretion, without any obligation to absent Sponsor. Local and State Tax Sponsors Exhibiting at Event Site Sponsor Exhibitor is solely responsible for all state sales taxes from the sale of merchandise during the event. Sponsor Exhibitor agrees to submit a completed and signed Seattle Parks and Recreation Report of Gross Receipts and 10% of total gross sales to Round the Rock by the end of the event day. A detailed information sheet containing applicable state sales taxes and city office addresses and Report of Gross Receipts will be available.

City of Seattle Parks All exhibitors must abide by the following Seattle Park & Recreation rules, regulations & laws. Specific park rules & laws posted at event site. For more information go to https://www.seattle.gov/parks/.

• Exhibitors can only set up tents to display goods/services. Tent backdrops are prohibited as they hinder and prevent event viewing for beach spectators and exhibitors.

• All canopies must utilize flame retardant fabric that meets requirements NFPA 701 (vinyl) or CPAI 84 (polyester).

• If you are planning to offer massage, physical therapy or acupressure at your booth – a state certificate must be displayed (per Washington State regulations).

• All exhibitors and sponsors may not lay product, boards, etc. outside of your reserved area. We must maintain room on the turf/grass for competitors’ boards, spectator traffic and emergency vehicle traffic. We want to allow people the ability to walk through the vendor areas and view all products/services.

• No illegal substance or alcohol is allowed in Seattle Parks. Offenders will be cited by the City of Seattle law enforcement personnel and asked to leave the event site.

• Exhibitors can display flags and they must be attached to the tents or free standing. The use of stakes/in-ground anchors is PROHIBITED at the event site. (Additional fee of $100 per episode will be assessed by Seattle Parks & Recreations Department per branded flag episode).

• Parking in Seward Park is limited and available on a first-come, first-served basis. Vehicles including trailers and RVs MUST be parked legally in designated parking stalls and are PROHIBITED from parking in designated fire lanes. Vehicles that violate the parking regulations are subject to citations for parking illegally including towing and impoundment.

• Vehicles are PROHIBITED from driving on turf/grass to load/unload.

• Overnight parking is PROHIBITED in Seward Park. • The City of Seattle’s leash law is in effect. Leashed dogs

are allowed in most areas of the parks, but are not allowed in any children’s play areas, on the beach, and you must pick up after them.

• No sales of food or alcohol beverages allowed unless per-authorized by Round the Rock.

• There is no access to electricity at the event site and the use of generators is PROHIBITED.

• ALL exhibitors and sponsors are responsible for trash and waste they produce and in their area. If Round the Rock is billed by the Seattle Park & Recreation for cleanup of exhibitor/sponsor’s area/merchandise, exhibitor/sponsor will be responsible for that expense.

• ALL exhibitors and sponsors must complete strike and load-out of their area by 6pm on Sunday, September 7.

Boothmanship All exhibitor booths must remain intact throughout the Round the Rock SUP Race & EXPO designated exhibition hours. We require that all manufactures of SUP boards and paddles have skilled personnel available for water demons. The exhibitor will maintain a responsible individual(s) in the leased space at all times during the exhibition hours. Exhibitor will cause all such employees, agents, visitors, guest of the exhibitor to be familiar with all rules and regulations of the Round the Rock SUP Race & EXPO. Move-In Instructions Exhibitors are encourages to set-up Saturday, September 6, 2014 between 4:00 pm and 8:00 pm and Sunday, September 7, 2014 between 6:00 am and 8:30 am. ALL EXHIBITS MUST BE READY BY 9:00 AM SUNDAY, SEPTEMBER 7, 2014 FOR THE START OF ROUND THE ROCK SUP RACE & EXPO EVENT. Again, Security will be on site overnight on Saturday, September 6. Move-Out Instructions Exhibits may not be dismantled before 4:00 pm Sunday, September 7, 2014 and must be removed from the exhibition area immediately after the event ends. Complete load-out must be made no later than 6:00 pm.

stand up paddle race & expo - round the rock · the round the rock sup race audience is stand...

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