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GHC 18Sponsor Expo Webinar
May 30, 2018
2©2018 AnitaB.org
Agenda• Team Introductions• Sponsor Expo Webinar Overview• Sponsor Expo Webinar Content Calendar• Overview of New Items
— Booth Packages— Silver Turnkey Kiosk — Technology Showcase
• Accessing Freeman Online• Sponsor Vendors• Deadlines
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GHC 18 Expo Team
AnitaB.org Team• Lilis Bumgardner: Senior Manager of Meetings and Events – Overall Expo Lead• Jane Wood: Expo Support• Valerie Cienega: Director, GHC Event Management
Expo Team• Cathy Burgess: Expo Production Lead• Teresa Adams: Sponsor Production Lead• Michelle Wall: Sponsor Logistics• Kerstin McInnis: Expo Logistics
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Sponsor Expo Webinar OverviewSponsor Expo Webinar• Hosted monthly meetings with updates and highlights for you.• Send housing and registration questions to [email protected]. • We recommend having a representative attend to support your participation.• We record each session for future reference. • Recordings and slides will be posted the week after the webinar on Freeman Online > Resources.
Questions• We will take time for Q & A at the end of today’s discussion.• Please use the question feature (chat icon) located on your webinar dashboard to ask questions.
Materials• Exhibitor Reference Guide is available on the Freeman Online portal and GHC Website.• FAQ – located on the Resources tile of the Freeman Online portal.• Exhibitor Service Manual (order forms) available at Freeman Online > Order Products & Services.
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Sponsor Expo Webinar Content Calendar*June 27 at 11 a.m. – 12 p.m. PT• Freeman Online Review: Importance of a Booth Captain, Site is sharable with staff• Booth Design and Activity Plan Submission/Approval• GHC Official Vendors• Exhibitor Appointed Contractors (EACs)• Upcoming Deadlines & Important Dates
July 25 at 11 a.m. – 12 p.m. PT• Accessible Storage• Marshalling Yard• Internet at Grace Hopper Celebration• Insurance Requirements• Security for Expo Halls• Shipping• Booth Extras• Upcoming Deadlines & Important Dates
* Topics subject to change. View confirmed topics prior to the webinar at Freeman Online > Resources
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Sponsor Expo Webinar Content Calendar*August 29 at 11 a.m. – 12 p.m. PT• Lead Retrieval• Onsite Accessible Storage• Marshalling Yard• Exhibitor Service Center• Sunday Move-in• Move-in Concessions• Know Before You Go• Leftover Items for Donation• Final Deadlines & Important Dates
* Topics subject to change. View confirmed topics prior to the webinar at Freeman Online > Resources
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Overview of New ItemsCareer Fair and Technology Showcase Booth PackagesBOOTH SPACE OF 100 SQ. FT. AND LARGER FOR INLINE OR PERIMETER BOOTH • 8’ high pipe-and-drape back wall (gray and plum) • 3’ high draped side rails (gray) • 7” x 44” Standard Booth ID Sign with organization name (text only)
Inline or Perimeter booth package does not include material handlings, electricity, or carpeting of the space. All booths must have carpeting or some other form of flooring in the Expo Halls. To order flooring, electricity, and other services for your exhibit space, please visit Freeman Online > Order Products & Services.
AnitaB.org provides two basic furnishing packages to choose from at a discounted rate. The furnishing packages are available on the Freeman Online portal > Order Products & Services > Booth Packages.
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Overview of New ItemsCareer Fair and Technology Showcase Booth PackagesBOOTH SPACE OF 400 SQ. FT. AND LARGER FOR ISLAND BOOTH
Island booth package does not include pipe and drape, furniture, material handling, electricity or carpeting of the space. All booths must have carpeting or some other form of flooring in the Expo Halls. To order furniture, flooring, electricity, and other services for your exhibit space, visit Freeman Online > Order Products & Services.
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Overview of New ItemsInterview Booth Packages10’x10’ • 8’ high pipe and drape (blue drape will be on all four sides of the booth)• (1) 7” x 44” Standard Booth ID Sign (text only)• (1) 6’ Skirted Table (white drape)• (4) Standard Side Chairs• (1) Wastebasket
Note: Interview booth and interview floor aisles will not have carpeting. You may order carpet for your interview booth through the Freeman Online Portal.
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Overview of New Items
Career Fair and Technology Showcase Basic Furnishing Packages(per 100 sq. ft.)
Online PriceDiscounted Rate
ends 9/12
Fax, Email, Phone Discount Rate
ends 9/12
Standard Rate9/13-9/28
Basic Furnishings Package 1CarpetingDraped Table (plum)ChairsWastebasket
$355.50 $391 $430
Basic Furnishings Package 2Draped Table (plum)ChairWastebasket
$223.50 $245 $270
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Overview of New Items
Silver Turnkey Kiosks:• Each kiosk includes: installation & dismantle of kiosk, classic tuxedo carpet, small back counter
with storage, header that will display company name and booth #, (1) Limerick stool and wastebasket.
• Turnkey kiosk package does NOT include electricity.
• To order electricity for your exhibit space, refer to Freeman Online > Order Products & Services > Electricity.
• Silver Sponsors have the opportunity to provide customized graphic for back panel at no additional cost.
• Submit artwork by August 22, Freeman Online > Exhibitor Information.
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Overview of New ItemsTechnology Showcase:• For Corporate and Government (Diamond, Platinum and Gold) Sponsors who have purchased
Technology Showcase booths, the Technology Showcase will be in separate and adjacent halls to the Career Fair and Interview Booths, Level One of GRB.
• This showcase is a new area where sponsors can highlight their products; it is not to be used for recruiting purposes.— Sponsors may purchase Technology Showcase Booths up to the size of their Career Fair Booth.— Items displayed must be manufactured by the sponsoring organization.— Technology Showcase participants have an option to present one 15-minute demonstration in the Expo
Theater.• You must submit Technology Showcase booth design, booth activity plans, and product
description. All designs must including measurements/dimensions of all fixtures, elements, and signage. See drawing requirements and submission form on Freeman Online > Exhibitor Information.
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Expo Portal Freeman Online Review
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Expo Portal Freeman Online Review
Home Page:To browse this site, you need not log in. You can share this link with anyone on your team that is assisting with the Expo.
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Expo Portal Freeman Online Review
Login:If this is your first time using Freeman Online, please click on the “Create an Account" button to register. If you already have a Freeman Online account, you will use the login information for that account.
FOL
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Freeman Online Demo
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Shipping vs.
Material Handling
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Create a Material Handling Agreement:Outbound Shipping FormFreeman Online (Material Handling) Freeman On-Site Service Desk
Turn in at the Freeman Service Desk at the close of the show
Material Handling Agreements
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Sponsor VendorsWho does this include?• Sponsor Vendors are outside vendors hired by sponsor organizations, not listed
as an Official GHC Expo Vendor.• Vendors who need to be in your booth during public hours (photographer,
manicurist, photo booth staff, t-shirt vendor staff, etc.).• Early access to Expo Hall and during public hours.• Sponsors are required to register their vendors as Booth Staff – Each vendor
member must have their own registration.• Deadline to purchase additional registrations is June 22 or until sold out.• To purchase additional booth staff registrations email:
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Deadlines – Next 30 daysDate: Deliverable: Contact:
May 29 – July 23 Gold Sponsors Booth Selection Email invitations sent prior to wave selection
June 4 – July 23 Silver Sponsors Booth Selection Email invitations sent prior to wave selection
June 22 Deadline for additional booth staff registrations (unless sold out) Send request emails to your Business Development Executive or [email protected].
June 22 Register your staff (Corporate, Government, Academic, and Nonprofit Sponsors) or forego their use
Emails were sent with instructions on submitting registrations
June 22 Event Sponsorship Sales Close or when sold out Send request emails to your Business Development Executive or [email protected].
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Supporting Documentation
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Location
George R. Brown Convention Center (GRB)1001 Avendia de las Americas, Houston, TX 77010
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Expo Hall HoursPublic Hours – Career Fair, Interview Hall*, Technology Showcase Wednesday, 9/26 11:30 a.m. – 5:30 p.m.Thursday, 9/27 9 a.m. – 5:30 p.m.Friday, 9/28 9 a.m. – 2 p.m.
*We recommend you schedule your first interviews so they begin each day 30 minutes after the Interview Hall opens. Sponsors should allow enough time for interviewees to pass the badge security at the entrance and to find their interview location.
Early Access Hours – Career Fair, Interview Hall, Technology Showcase Wednesday, 9/26 8 a.m. – 11:30 a.m.Thursday, 9/27 7 a.m. – 9 a.m.Friday, 9/28 7 a.m. – 9 a.m.
* Only Booth Staff, Individual Academic, and All-Access registrations will be allowed into the Expo Hall during Early Access Hours.
Please note: This information is also contained in the Exhibitor Reference Guide
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Expo Hall Move-In and Move-Out HoursExhibitor Move-in HoursSunday, 9/23 By appointment only, starting at 12 p.m.*Monday, 9/24 8 a.m. – 5 p.m.Tuesday, 9/25 8 a.m. – 5 p.m.Wednesday, 9/26 8 a.m. – 9:30 a.m. (final touches only)**
9:30 a.m. – 11:30 a.m. (final cleaning)
* To arrange for an appointment, contact Freeman at [email protected] or (713) 770- 6750.** You must complete your booth set-up by 9:30 a.m., Wednesday 9/26. We will perform final aisle cleaning at 9:30 a.m. and the Expo Halls will open promptly at 11:30 a.m.
Exhibitor Move-out HoursFriday, 9/28 2 p.m. – 10 p.m.• You must not dismantle or pack before the Expo Hall closes at 2 p.m. on Friday.• Freeman will return cartons/crates after removal of the aisle carpet. Please anticipate receiving your crate(s) between two and four
hours of close. Please check with Freeman at the Exhibitor Service Center at the back of Hall E. You must remove all exhibit materials from the Expo Halls by 10 p.m.
Please note: This information is also contained in the Exhibitor Reference Guide
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• Booth selection is via an electronic process.
• Sponsors will receive an invitation for selecting the Career Fair, Technology Showcase, and Interview Booths based on the following criteria:I. Level: Diamond will select first, then Platinum and so on.II. Date of Agreement: Sponsors within each level of sponsorship will select, based on the order of the date of
agreement to participate. If more than one company shares the same date for the agreement, the sequence will be based on the sales order.
• You will select your top location choices based on the booth size you have registered for. For example, if you registered for four (4) 10’ x 10’ booths, you can select a 20’ x 20’ booth space or any available configurations that adds up to 400 sq. ft.
• If you want a larger booth, you must register for that size of booth before your assigned selection timeframe.
• Sponsors must finalize and pay in full for the total booth size before they are allowed to set up during move-in days.
• Your requested booth location may be subject to minor modifications in order to ensure that the expo hall floor space is efficiently utilized and in accordance with fire marshal regulations.
Note: Interview and Technology Showcase Booths are available only to specific sponsorship levels. Please check your sponsorship details before you get started on the selection process.
Booth Selection Process
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POST-SUBMISSION CHANGES• If you decide to change your booth size and/or location, you will restart the booth selection process in the next wave.
Booth spaces are subject to availability and cannot be reserved. Changes are subject to availability.
All booth selections must be completed no later than July 17, 2018, 5 p.m. PT.
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GOLD SPONSORS:Wave 1 Booth Selection: May 29 through May 30
Wave 1 Booth Confirmation emailed by June 1
Wave 2 Booth Selection: June 4 through June 5
Wave 2 Booth Confirmation emailed by June 11
Wave 3 Booth Selection: June 11 through June 12
Wave 3 Booth Confirmation emailed by June 18
Wave 4 Booth Selection: June 18 through June 19
Wave 4 Booth Confirmation emailed by June 25
Wave 5 Booth Selection: June 25 through June 26
Wave 5 Booth Confirmation emailed by July 2
Wave 6 Booth Selection: July 9 through July 10
Wave 6 Booth Confirmation emailed by July 16
Wave 7 Booth Selection: July 16 through July 17
Wave 7 Booth Confirmation emailed by July 23
Booth Selection Timeline
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SILVER SPONSORS:Wave 1 Booth Selection: June 4 through June 5
Wave 1 Booth Confirmation emailed by June 11
Wave 2 Booth Selection: June 11 through June 12
Wave 2 Booth Confirmation emailed by June 18
Wave 3 Booth Selection: June 18 through June 19
Wave 3 Booth Confirmation emailed by June 25
Wave 4 Booth Selection: June 25 through June 26
Wave 4 Booth Confirmation emailed by July 2
Wave 5 Booth Selection: July 9 through July 10
Wave 5 Booth Confirmation emailed by July 16
Wave 6 Booth Selection: July 16 through July 17
Wave 6 Booth Confirmation emailed by July 23
Booth Selection Timeline
