Sponsorship Guide - Academy of Optometry · Academy 2017 Chicago Sponsorship Guide 3 sponsorship DeaDlines Item Date Contact Notes Company Logo March 31 [email protected]

Sponsorship Guide

October 11-14, 2017McCormick Place

Academy 2017 ChicagoSponsorship Guide 2

Table of ConTenTs

Sponsorship Deadlines 3General Information 4Sponsor Recognition 5Marketing Opportunities 6-8Events and Receptions 9Student and Resident Support 10Education Support 11Section and Special Interest Group (SIG)Support 12-13Floorplans and Banner information 14-22

Academy 2017 Chicago Sponsorship Guide 3

sponsorship DeaDlines

Item Date Contact NotesCompany Logo March 31 [email protected] hi-res .jpeg and .eps formatRegistration Website Ads May 1 [email protected] Format to be determinedMobile meeting application (Academy.17) Advertisements

August 4 [email protected]@tradeshowlogic.com

Product Information Breakfast Details August 4 [email protected]

[email protected] title, speaker name, description

SAMPLE Door Drop to Academy office for approval

August 28 [email protected]@tradeshowlogic.com Can be sent via email or fax

Hotel Keycard Artwork TBD [email protected]@tradeshowlogic.com

This is the estimated date, will follow up with sponsor on final date.

Sponsor Graphics September 1 Sponsor sends FTP information to [email protected]

25% upcharge after this date

Splash pages for Internet Cafe and Scan & Go

TBD [email protected] Format to be determined

Sponsor Graphics October 1 [email protected] 50% upcharge after this date

Complimentary Registration October 1 [email protected]

[email protected] determined by sponsorship level

Complimentary banquet tickets October 1 [email protected] eligibility determined by

sponsorship levelApproved door drops arrive at hotel October 2 Sponsor ships directly to

hotel


General informaTion

Lois Schoenbrun, CAE, FAAOExecutive Director2909 Fairgreen StreetOrlando, FL 32803Office: 321-319-4856Fax: 407-893-9890Email: [email protected]

Darryl BeattyManager, Corporate Relations2909 Fairgreen StreetOrlando, FL 32803Office: 321-319-4866Fax: 407-893-9890Email: [email protected]

Darryl BeattyManager, Corporate Relations2909 Fairgreen StreetOrlando, FL 32803Office: 321-319-4866Fax: 407-893-9890Email: [email protected]

Tina CarriereTradeshowLogic Email: [email protected]

Tina CarriereTradeshowLogic Email: [email protected]

General Information Questions Registration Packet Inserts SAMPLES

Banners and Signs

All graphics that reference the American Academy of Optometry or Academy 2017 Chicago must use the Academy’s designated logo. Do not create a new “look” for the meeting or the organization. Contact Darryl Beatty at [email protected] or 321-319-4866 for assistance, or artwork to be used for the logo.

All banners and signs will be taken down by Academy representatives on October 15th. If you wish for the sign or banner to be sent to you, TradeshowLogistics will do that for a fee following the meeting.

ONLY TradeshowLogistics or other representatives of the American Academy of Optometry may remove signs or banners. Companies or individuals removing banners or signs put the Academy, our meeting, and our attendees at significant risk. Therefore, any company doing so will forfeit all accumulated priority points, and may lose the ability to exhibit at future Academy meetings.

Payment

Payment is due within 30 days of returning the sponsorship agreement. Invoices will be sent to the point of contact every 30 days until payment is received at the Academy office.

When remitting payment to the Academy, please send a copy of the invoice or reference the invoice number.

If the payment is not received 60 days after the initial invoice, the company will forfeit their right of first refusal for the sponsorship for the following annual meeting.

Banners and Signage Specifications


sponsor reCoGniTion

VISIONARY$350,000 and above

• Two complimentary exhibit hall booths. Reduce the cost of your 2018 booth

• Banner ad on Scan and Go kiosks at registration• Ad on registration website• Ad on Academy.17 online meeting planner• Five full meeting registrations for company employees• One table at President’s Banquet (10 tickets)• Under-door flyer at headquarters hotel• Company logo on 8’x8’ carpet at entrance to exhibit hall• Company logo on signs and banners throughout the

convention center and printed materials• Recognition during the year in print and email newsletters

and annual report• Hyperlink on Academy website throughout the year• Recognition in pre-meeting communications to registered

attendees• Most senior company executive in attendance to address

banquet attendees• Priority placement in future exhibit halls

PATRON$200,000 - $349,999

• Two complimentary exhibit hall booths. Reduce the cost of your 2018

• Banner ad on Scan and Go kiosks at registration• Ad on registration website• Ad on Academy.17 online meeting planner• Five full meeting registrations for company employees• One table at President’s Banquet (10 tickets)• Company logo on signs and banners throughout the

convention center and printed materials• Recognition during the year in newsletters and annual

report• Recognition in pre-meeting communications to registered

attendees• Priority placement in future exhibit hall

BENEFACTOR$100,000 - $199,999

• One complimentary exhibit hall booth. Reduce the cost of your 2018.

• Ad on Academy.17 online meeting planner• Company logo on signs and banners throughout the

convention center and printed materials• Hyperlink on Academy website during the year• Recognition in pre-meeting communications to registered

attendees

CONTRIBUTOR$50,000 - $99,999

• Ad on Academy.17 online meeting planner • Ad on registration website• Company logo on signs and banners throughout the

convention center and printed materials• Recognition in pre-meeting communications to registered

attendees• Recognition during the year in newsletters and annual

report

SUPPORTER$15,000 - $49,999

• Company logo on signs and banners throughout the convention center and printed materials

• Ad on registration website• Recognition in pre-meeting communications to registered


reportFRIEND

Up to $14,999• Company logo on signs and banners throughout the

convention center and printed materials• Recognition in pre-meeting communications to registered


report

All corporate sponsors are recognized throughout the year in print and email newsletters, and on the Academy website. At the annual meeting, the size, characteristics, and location of contributor names on signs, banners, and other recognition are proportional to the company’s levels of support.

The level of support is inclusive of exhibit revenue and contributions to the American Academy of Optometry Foundation.


markeTinG opporTuniTies

Registration Website Advertisement $2,50090% of Academy 2016 Anaheim attendees registered online! Your ad appears at the top of the registration website. Images rotate in random order, and the company provides image. Image can link to your website. Registration site is live April through October.

“Scan and Go” Kiosk Advertisement $2,500ALL attendees will pick up their materials on-site using “Scan and Go” registration kiosks. Place your company or product ad vividly on the screen. Images rotate in random order. An overhead banner expresses our appreciation to your company!

Academy.17 Advertisement $2,500Academy.17 is the Academy’s mobile event planning program. Attendees use this program for quick and easy reference to course schedules, outlines, and speaker bios, as well as exhibitor location and information about Anaheim. The banner advertisement is at the top of the page and is on a random rotation.

Academy.17 Splash Page $15,000This is the splash page for the meeting application Academy.17. The page is on screen for 15 seconds and can contain the copy of your choice.

Student EyeMail $5,000Excellent visibility with more than 3,300 student and resident members of the Academy. Several email issues sent in the months leading up to the annual meeting, highlighting education and student events.

EyeMail Monthly $17,500Superior visibility that includes logo and product description with a direct link to your website. Email newsletter distributed to more than 10,000 members each month.

“You are Here” Digital Unit $12,500Located in the front of the exhibit hall. Attendees will use this unit to locate booths in the exhibit hall. There were 178 companies in the exhibit hall for Academy 2016 Anaheim

Education Desk Video Wall $15,000This 3x3 video wall is located on the third level of the convention center directly across from the sky bridge and near the entrance of the exhibit hall. The sponsor will have the top 3 screens for video or static advertisements

Registration Area Video Wall $17,500This 3x5 video wall is located in the registration area, where all attendees pass to collect their materials. Sponsor will have the top 5 screens in the wall for video or static advertisements.

Charging Stations Half-Moon $10,000 oasis $20,000With the increased use of smart phones and other hand held devices, people will need a recharge every now and then. These stations are located in high traffic areas in the convention center. Specifications and locations are available upon request.

EyeMail Daily $10,000The EyeMail Daily is an email blast that occurs each day of the meeting. The email provides attendees with any room or schedule changes, and highlights certain events. The sponsor receives prominent logo placement and a banner ad on the left-hand vertical banner.

SOLDPENDING

PENDING

PENDING

SOLD PENDING


markeTinG opporTuniTies

Nursing Mothers Lounge $7,500 8’ high system panels for walls, located on the 3rd level of the convention center . Includes 8 panels with company images. Comfortable furniture and electrici-ty, refrigerator, and a draped table for sponsor mate-rials.

Exhibit Hall Table Top Clings $2,000 per setThe clings come in a set of 5, with 5 sets available. They are attached to 36” tables in the exhibit hall, and are heavily used during exhibit hall hours.

Exhibit Hall Floor Clings $1,500 per setAre available in sets of 5, with 6 sets available. Each floor cling is 3’x3’, and is near of your assigned booth space.

Exhibit Hall Aisle Sign Extension Signs $10,000These signs are located in the in the exhibit hall at the bottom of the numbered aisle signs. They are highly visible and will place you on every row in the exhibit hall.

Lanyards $25,000Attendees will be wearing your sponsor name or product name throughout the entire meeting. Distributed to every meeting attendee. If you prefer to provide the lanyards in-kind, please work with Academy staff to assure that they will work with our badges.

Product Information Breakfast $15,000No CE can be given, as the goal of this opportunity is product information. Each room is set for 150 and there are three available Wednesday - Friday, and two on Saturday at the Palmer House Hotel. The event is held from 6:30AM to 7:30AM. A/V and continental breakfast are included in price.

Hotel Key Cards $20,000Every Academy attendee checking into the 7 contracted hotels will receive your key card – and see your advertising each time they enter their hotel room!

Under Door Flyers $750 per itemRegistrants will be staying in 7 hotels in Chicago. Put your advertising in the hands of meeting attendees. Use it to draw people to your exhibit booth or corporate program. The Academy must approve material to be distributed. Company prints all materials and pays distribution fees to the hotels.

*THE ACADEMY DOES NOT ALLOW IN-ROOM DELIVERY OF ANY KIND

SOLD

SOLD

PENDING

SOLD


markeTinG

Print Newsletter $15,000The print newsletter is mailed to our membership semi-annually. The sponsor recieves a full-page color ad in both issues distributed to over 10,000 members.

Bus SponsorshipsThis year the Academy will incorporate bussing as the primary method to move attendees from their hotel to McCormick Place. The following opportunities will be available toward the end of March.

• Bus Wraps with head rest graphics• City Banners along bus routes• Video (if available)

Palmer House Opportunites

The following opportunities are available at the Palmer House, the Academy headquarters hotel.Information and pricing is available upon request.

• Door Clings -PENDING• Escalators - SOLD• Bar coasters and napkins - PENDING

Program Preview $50,000The principal marketing piece for the AAO annual meeting is distributed widely and accessible electronically on the web. Distributed to over 30,000 ODs. Sponsor has exceedingly visible recognition on the front cover and throughout the mailer.

SOLD

SOLD


evenTs anD reCepTions

International Reception $20,000This is a huge hit with our colleagues from outside the US! More than 900 attendees at Academy 2016 Anaheim were from outside the US. The number grows every year. This is a Friday evening reception to express our appreciation to attendees who travel far for the best optometric education. As event sponsor, you will have great visibility and microphone time, and the perfect opportunity to chat and build business. Partial Sponsorship of this event is available.

Exhibit Hall Welcome Reception $15,000This unopposed event will take advantage of the excitement of the first day of the meeting! Food stations are located throughout the exhibit hall with signs at each station recognizing your company. Significant attendance – more than 2,000 people!

Celebration Luncheon $20,000AAOF’s time to thank its sponsors and donors, congratulate its award and scholarship winners and raise funds. AAOF’s standard benefits plus recognition during the Luncheon with 250 attendees. Invitations include your company logo.

President’s Circle Reception $12,500 This event is hosted event at an offsite location with special entertainment. Attendees mingle with current and potential donors to the AAOF. Sponsors are verbally recognized and signage is provided.

In order for your logo to appear in the program preview as a sponsor of Academy events, the commitment must be recieved in writing no later than March 10, 2017.

PENDINGSOLD


sTuDenT anD resiDenT supporTStudent Networking Lunch $50,000Extremely popular event! Schools, the VA and other potential employers set up information tables. 950 students attended this event in 2016! The cost of the lunch is included in the sponsorship.

Student Travel Fellowships $750 eachMore than 1,500 optometry students attended this event during Academy 2016 Anaheim. The awards will be given out during the Student Awards Ceremony.

Student Welcome Reception $30,000This is the kickoff event for students attending Academy 2017 Chicago. 1,593 students attended Academy 2016 Anaheim. Sponsorship cost includes the food and beverage.

Residents Day Reception $35,000This reception is held immediately after Resident paper presentations. Poster presentations may be held during or adjacent to the reception, as the sponsor prefers.

Resident Travel Fellowships $750 eachHighly valued support for residents in your specialty area. Excellent exposure with your target audience for your generous support of these individuals, who are the future of the profession. Receive recognition in printed Awards Program distributed to all attendees. Your company will be acknowledged at the Awards Ceremony, in the Academy’s newsletter, and at the schools/colleges of optometry.

Resident/ Practitioner Match Event $25,000This event brings practitioners and residency trained OD’s together in a professional setting to exchange information and take the next step in their careers. Cost includes projector to show sponsor logo, Academy logo, and event information as well as a cash bar. Cost will change if sponsor prefers an open bar.

Ezell Fellowship $11,100 each $277,500 to endow

The AAOF’s flagship program, the William C. Ezell Fellowship program, has been in existence since 1949. Young researchers granted Ezell Fellowships are the future of optometric education and research! Provide a top post-graduate student an $8,000 unrestricted award, a travel fellowship to the Academy meeting, and a travel fellowship to ARVO. AAOF’s standard benefits significant recognition at the Celebration Luncheon, and a press release distributed to over 200 related media sources.

PENDING

PENDINGPENDING


General eDuCaTion supporT

seCTion anD speCial inTeresT Group symposia

Education SupportAcademy education is the best in eye and vision care. Provide an unrestricted educational grant for continuing education, and the Academy will make the attendees and members aware of your strong support. Highly visible signage will be placed in the convention center thanking education sponsors for their support.

Plenary Session $75,000

This is the signature kick-off event of the meeting. The session is unopposed and features extraordinary speakers. Previous speakers have included Malcolm Gladwell, and Drs. Jerry and Carol Shields. This year’s topic is “The Brain and the Eye”.

Academy Sections and Special Interest Groups (SIGs) design special symposia to be presented during the annual meeting. Sections often create joint programming in order to maximize both value to the attendee and attendance, and some Sections and SIGs have evening presentations. The sponsorship cost for each session is $20,000.

Section or SIG TopicRetina SIG Posterior Segment, Inflamatory Diseases, and Malignancies

Anterior Segment Section New Perspectives in Dry Eye: Neuropathic Corneal Pain

Glaucoma Section MIGS: Emerging Technologies in Glaucoma Surgery

Academic Medical Center Optometrists SIG Annual Academic Medical Optometrist Symposium

Public Health and Environmental Vision Section

The Politics, Challenges, Innovations, and Opportunities of Healthcare Reform

Vision in Aging SIG & Nutrition, Disease Prevention and Wellness SIG

Aging and Nutrition in Modern Eye Care

Optometric Education Section Assessment Techniques In and Out of the Clinic

Neuro-Ophthalmic Disorders SIG The Lawrence Gray Symposium: Neuro-Ophthalmic Top 10 Lists

Comprehensive Eye Care Section Nutritional Influences on Eye Health

Binocular Vision, Perception, and Pediatric Optometry Section & Low Vision Section

Cortical/Cerebral Vision Impairment (CVI): An Overview of the Range of Clinical Presentation, Research Findings, Attributes of CVI and Challenges to Habilitate and Educate this Burgeoning Population.


seCTions anD speCial inTeresT Group supporT

Major SponsorCost: $20,000

• Written appreciation in Academy publications.

• Recognition in the digital section newsletters.

• Microphone recognition at the beginning of Section or SIG events.

• Material distribution at Section or SIG events.

• Signage thanking the sponsor at all Section or SIG events.

SponsorCost: $10,000


• Recognition in the digital section newsletters.

• Verbal recognition at section events from the Section or SIG Chair.


Co-SponsorCost: $2,500



SupporterCost: $5,000

• Verbal recognition at section events from the Section or SIG Chair.

• Written appreciation in Academy publications


Academy Sections and SIGs can be sponsored as individual entities. The four

sponsor levels are Major Sponsor, Sponsor, Supporter, and Co-Sponsor. A description of each level is below along with the cost,

and a more detailed list per Section or SIG is available upon request.


seCTions anD speCial inTeresT Group informaTion

Academy Sections and Special Interest Groups provide a forum for member discussions, professional enhancement and recognition. In addition, these groups provide the Academy with important contributions from various fields of study or practice.

Special Interest Groups Members

Academic Medical Center Optometrists 306Neuro-Ophthalmic Disorders in Optometry 643Nutrition, Disease Prevention and Wellness 569Retina 583Vision in Aging 530

Sections MembersAnterior Segment 935Binocular Vision, Perception, and Pediatric Optometry 967Comprehensive Eye Care 1,977Cornea, Contact Lenses, and Refractive Technologies 1,980Glaucoma 930Low Vision 751Optometric Education 933Public Health & Environmental Vision 594Vision Science 543


mCCormiCk plaCe - hall e - main reGisTraTion

Item Graphic Code(s) Dimensions (w” x h”) CostTruss Banners TB-16 thru TB-23 120” x 120” $5,000 per bannerColumn Wrap CW-9 multiple dimensions $2,500Column Wrap CW-10 multiple dimensions $2,500Convention Center Door Clings

DC 17-24 and DC 25-32 12” x 12” $1,500 per set

Restroom Mirror Clings MC 32-36 12” x 12” $1,500


mCCormiCk plaCe - hall e - main reGisTraTion

Item Graphic Code(s) Dimensions (w” x h”) CostTruss Banners TB-5, 7, 8, 9, 10 120” x 120” $10,000 per bannerColumn Wrap CW-3 thru CW-8 multiple dimensions $2,500 per wrapRegistration Area Video Wall Program at a Glance $17,500Convention Center Door Clings DC 1-8 and DC 9-16 12” x 12” $1,500 per setRestroom Mirror Clings MC 1-6 12” x 12” $1,500


mCCormiCk plaCe - hall e - eDuCaTion rooms

Item Graphic Code(s) Dimentions (w” x h”) CostTruss Banners TB-24 thru TB-27 120” x 120” $5,000 each

Restroom Mirror Clings MC 27-31, MC 23-26, MC 19-22

12” x 12” $1,500 per set of 4


mCCormiCk plaCe - hall e - eDuCaTion rooms

Item Graphic Code(s) Dimensions (w” x h”) CostTruss Banners TB-12 and TB-13 120” x 120” $5,000 eachSponsor Lounge CSU-1 with AD-1 thru AD-3

CSU-2 with AD-4 thru AD-6 $15,000

Restroom Mirror Clings MC 6-10, MC 11-14, MC 15-18 12” x 12” $1,500 per set of 4


mCCormiCk plaCe - hall D - exhibiT hall


mCCormiCk plaCe - hall D - exhibiT hall

mCCormiCk plaCe skybriDGe To souTh builDinG

Item Graphic Code(s) Dimensions (w” x h”) CostMeterboard AD-8 thru AD-10 and AD16-18 $1,500 eachBanner S1110 324” x 36” $20,000Banner S1101 384” x 74” $20,000

Banner S1108 144” x 36” $7,500Banner S1107 240” x 36” $5,000Banner S1111 240” x 240” $30,000Banner S1112 240” x 240” $30,000

Banner S1106 240” x 36” $7,500Banner S1105 144” x 36” $7,500Banner S1104 240” x 36” $7,500Banner S1115 240” x 36” $7,500Banner S1116 144” x 36” $7,500Banner S1117 240” x 36” $7,500Sponsor Lounge 2 and 3 Lounge 2 with AD-12 &13

Lounge 3 with AD-14 & 15 $15,000 per lounge

Item Graphic Code Dimensions (w” x h”) CostBanner S312B thru S312I 180” x 60” $12,500 each

Lake

side

Cen

ter South Building


mCCormiCk plaCe lakesiDe level 4

Item Graphic Code Dimensions (w” x h”) CostMeterboard AD-18 thru AD-21 $2,500 each


mCCormiCk plaCe souTh builDinG level 4

Item Graphic Code Dimensions (w” x h”) CostWindow Cling 401 A-B 104.5” x 41” $7,500Window Cling 402 A-B 79” x 41” & 143.5” x 41” $7,500Window Cling 403 A-B 104.5” x 41” $7,500Window Cling 404 A-B 104.5” x 41” $7,500Window Cling 405 A-B 104.5” x 41” $7,500


fuTure meeTinGs

Academy 2018 San AntonioNovember 7 - 10, 2018

Academy 2019 OrlandoOctober 23 - 26, 2019

Academy 2020 NashvilleOctober 7 - 10, 2020

Documents

Sponsorship Guide - Academy of Optometry · Academy 2017 Chicago Sponsorship Guide 3 sponsorship DeaDlines Item Date Contact Notes Company Logo March 31 [email protected]