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Sponsorships and events are an incredibly effective way to build customer relationships as well as the Xerox® brand. However, they can also be very expensive with no assurance of a positive ROI. To help optimize our spend, Global Experiential Marketing (GEM) is introducing a new process to maximize ROI across the company and ensure that we tell a consistent brand story.
What’s in it for you? As part of the process, we are providing new resources and sharing best practice to help you:
• Evaluate new event and sponsorship opportunities
• Utilize existing and paid-for assets
• Negotiate better contracts and pricing
• Tell a consistent Xerox brand story each and every time
The New Review Process: 3 Basic Steps Starting June 1, 2015, all LOB/IBGs will be required to submit regional events and sponsorship opportunities through a centralized review process administered by GEM—a process similar to the existing brand review. An online submission tool has been created to facilitate the process.
The process is broken down into three basic steps:
1. Register your activity through the new online tool: www.xerox.com/ESP
2. GEM Review: Submissions will be reviewed and processed within 2 business days.
3. Recommendation Review and ESP Number: You are emailed the approval ESP number along with value-added materials, including benchmarking and helpful tips.
Event Types Requiring ESP Registration:• Xerox Owned Events• Tradeshows• Conferences and Seminars• Sponsorships and Hospitality(See below for event qualification details)
Event and Sponsorship Process (ESP) Overview Brief
Important Note: ESP Registration TimingAll events and sponsorships should be registered once event activity is confirmed within your group but prior to contract negotiation and signature.
Questions?Please call or email the regional contact below:
USA Events: [email protected]
USA Sponsorship: [email protected]
Canada: [email protected]
DMO: [email protected]
Xerox Event Desk Hotline: 1-877-738-0286 or [email protected]
©2015 Xerox Corporation. All rights reserved. Xerox® and Xerox and Design® are trademarks of Xerox Corporation in the United States and/or other countries.
Xerox Event Desk Hotline: 1-877-738-0286 or [email protected]
Frequently Asked QuestionsHow much time does the ESP registration take to complete? The tool will take approximately 5–10 minutes per event.
Do I still need to go to brand review if you complete the ESP process? Yes. Any custom communications materials will need to follow the brand review process.
Where do I get event support and educational materials? On the SMART Centre portal under the Marketing tab. Visit smartcentre.xerox.com/portal. (SMART Centre portal can also be accessed directly via The Hub.)
What new materials might even a seasoned event expert appreciate? Budget benchmarking, event best practices and the new Global Event calendar. (Sort by country, type of event, etc.)
What about partner events? Events organized by our partners, agents, resellers and concessionaires are not required to be registered through ESP. However, major partner events organized by Xerox should be registered.
Who do I contact outside of ESP to discuss my event and sponsorship needs? In-Country Resources: USA: Theresa Cline (events), Lori Francis (sponsorships) Canada: Jim Bryant (events and sponsorships) XE: Jane Campbell (events and sponsorships) DMO: Tania Pluzes (events and sponsorships)
Do I need to register events and sponsorships already in your system with existing signed contracts? No. However, if you want your event to be added to the internal calendar or xerox.com/events, registration is required.
How do I get my event added to the xerox.com/events page? The tool will add it automatically to the xerox.com/events page if you answer “yes” when prompted.
Do I need an S3 account to access the online tool? Accessing the ESP tool through Brand Central requires an S3. Accessing the ESP tool directly at www.xerox.com/ESP does not require S3. A username and password set-up is required upon initial login.
Event and Sponsorship Qualification Details
Type of Events Examples When to Register
Xerox Owned Events simple@work, FocusForward, Xerox Forum, Real Business Live
All external events with 15 or more customers or prospects attending
Tradeshows drupa, Gulf Print, Print of the Americas, UITP, Parking World
All events in which exhibit space will be purchased
Conferences and Seminars
Gartner Symposium Barcelona, IPMA, PIA, Cisco Live, All Associations
All events in which one or more of these exists. Xerox has:
• Exhibit space
• A speaking role
• Required to sign a contract with organizers
Sponsorships and Hospitality
Entertainment and Sports (Cirque du Soleil, US Open)
All events in which Xerox is required to sign a contractual agreement or a Xerox logo appears
Registration should be done once activity is confirmed within group but prior to contract negotiation and signature.
