Sponsor Guidelines and Deadlines

June 11-12, 2013 | Madison, WI

Sponsor Marketing Deadlines

  Sponsor Registration Info

  Speaker Info & Guidelines

High Resolution Logo - All Sponsors

Deadline - as soon as possible

Please send your logo as soon as you’ve signed your contract so that it may appear on any conference promotional materials as well as the Digital Healthcare Conference 2013 website. The logo is placed on the www.dhc2013.com website and any printed promotional material as soon as it is received, thus the earlier we receive it the more marketing you receive when attendees and other interested parties are visiting the website.

• Resolution: At least 300 dpi

• Color: CMYK (4 color process)

• Format: .eps or .tif (no .gif or .jpg will be accepted)

 

Sponsor Description - All Sponsors

Deadline - as soon as possible

The sponsor description will appear on the sponsor page on the website and also in the conference program. The description should be limited to 100 words. As this is a sponsorship rather than an advertisement, the sponsor description must be neutral in tone and may not contain qualitative or comparative language. In addition, the description may not include price information or direct inducements to buy, sell, or use the sponsor’s products or services.

 

Conference bag collateral - All Sponsors

Deadline: June 7, 2013

Promotional items and/or company literature placed inside each attendee’s conference bag – maximum 8.5×11 size and 6 pages. 200 bags will be compiled. Small items such as pens, flash drives or other small tchotcki. Ship directly to the Fluno Center, 601 University Avenue, Madison, WI, 53715 Attn: DHC 2013

 

Full Page Color Ad for Conference Binder - All Sponsors

Deadline: May 17, 2013

Platinum & Gold – 2 full page ads – can be a two page spread

Silver & Bronze  – 1 full page ad

Specifications per page

• Final trim size of the program is 8.5 x 11. Program will be saddle-stitched.

• Maintain a .375" safe area from all 4 sides for text or content critical.

• Any elements (images, strokes, fills) that extend to the trim edge should bleed beyond this trim edge 0.125"

• Resolution: 300 dpi preferred; 200 dpi minimum

• Color: CMYK

• Format: PDF

• Fonts: convert to outlines when possible otherwise ensure they are embedded within the pdf.

When generating the pdf, review prior to submission. If the ad contains bleed elements on any of the 4 sides ensure that you generated the pdf to include trim marks and bleeds.

 

Retractable sign - Platinum, Gold

Deadline: Set-up June 11, 2013 before 3 pm

Take down: Between 3:00 pm and 6:00 pm on March 7, 2012.

The retractable banner dimensions are no more than 35” wide and 80” high. The retractable banner will be placed in the atrium area where breaks and cocktail reception are held.  Each sponsor is responsible for getting their sign to the Fluno Center, setting it up, taking it down and returning it.

 

Time to invite your clients now!  Schedules fill up.  Don't delay!

 

Conference registrations - Due April 30, 2013

 

Deadline for registrations (both Sponsor Attendees & Customer Invites) - April 30, 2013

In addition to the internal passes for your organization, we will extend complimentary registrations to IT professionals that you invite from your clients or potential clients. The number of passes is determined by your sponsorship level. Speakers/presenters from sponsor organization are included in the total number of sponsor passes.

Go to https://wistechnology.com/register/DHC13/ to register both your internal passes and your clients – select the appropriate level and then enter the promotional code given to you in an e-mail. If your complimentary passes are not registered by April 30, 2013, the passes will be forfeited..

The registration deadlines are in place to ensure that we have a quality audience at the event. We strive to keep the ratio of the audience at no more than 33% vendor participation. We also feel that if you do not invite clients in a timely manner, there is the possibility as the event date approaches that the clients will not be available and those passes will go unused and affect our ratio. We reserve the right after the registration deadline to rescind your complimentary passes and issue them to other end user executives at our discretion. Internal passes must also be registered by the deadline. Your speaker(s) are included in your internal passes.  Sharing passes is not allowed. We understand that in some emergency cases, the need for substitutions may occur and ask that you notify us by May 31, 2013 if a substitution must be made.

Sharing passes is not allowed.

Platinum – 4 Sponsor Attendees (includes speaker), 3 Customer Invites, 20% discount on additional passes*

Gold – 3 Sponsor Attendees (includes speaker), 2 Customer Invites, 15% discount on additional passes*

Silver – 2 Sponsor Attendees, 1 Customer Invites, 10% discount on additional passes*

Bronze – 2 Sponsor Attendees, 5% discount on additional passes

Additional passes: Each sponsor is allowed to purchase 2 sponsor passes and unlimited client/end-user executive passes. We try to keep a strict ratio of vendor/end-user attendees. We reserve the right to limit the number of additional vendor passes available.

 

Time to invite your clients now!  Schedules fill up.  Don't delay!

Client invitations (pdf flyers and html mailings to your clients) are available.

Speaker, Topic and Presentation Deadlines

 

These deadlines are in place to ensure that the advisory board has adequate time to vet the topic as well as schedule time for at least one conference call between the speaker and the board members to discuss the slides and dialog questions prior to the conference.

Please note that if these guidelines and deadlines listed below are not followed, your keynote or strategic briefing may be canceled.

Keynote Guidelines (Platinum)

All topics are vetted through the advisory board for interest levels, relevance, commercial message and appeal.

The Digital Healthcare advisory board works closely with Platinum sponsors to develop a session through which your organization can display its knowledge and expertise at an executive level. Not only do you have the opportunity to present in front of the DHC audience, but you also benefit from interaction with executive advisers who help you refine and target your message. These are not to be used as sales presentations and slides (if used at all) will be limited to 10.

Draft of session description and initial speaker selection - April 5, 2013

Initial Slides (limit 10) - April 19, 2013

Final Revisions of Topic  & Slides- May 10, 2013

 

• Your presentation should not exceed half the time allocated to allow for the last half to be a Q&A dialog.

• Keynotes will be 45 - 50 minutes

• Company representative for speaking position must be at least a Vice President and is subject to advisory board approval.

• Speakers are expected to remain at the event throughout the day; at minimum, they're expected to stay through the conversation break following their talk, so attendees can approach them and ask questions.

Slides (if used at all) will be limited to 10. The most well-received presentations had no slides at all.

• Speaker may also be an executive of one of your clients to help deliver a “case study” session.

• Please provide one paragraph bio and headshot when speaker is secured.

• Please note that if speaker is from sponsoring company, they are included in the internal registration passes. If you have a speaker from one of your clients and are presenting a “case study”, speaker is one of your client passes.

 

Strategic Briefings on June 11th – Pre-conference (Platinum & Gold)

All topics are vetted through the advisory board for interest levels, relevance, commercial message and appeal.

On June 11th meet with a group of senior-level attendees from end-user organizations (20 – 30 CIOs, VP of IT, CTO, IT Directors). This briefing will open up a two-way strategic dialog between you and key attendees and allow you to further demonstrate your expertise. Your presentation should not exceed half the time to allow for the last half to be CIO dialog. These are not to be used as sales presentations and slides (if used at all) will be limited to 5.  In the past, the most well-received presentations had no slides at all. The advisory board will vet your presentation and topic for relevancy and commercial messaging. Vendor/Sponsor attendance is limited during other company sessions due to seating availability.

Draft of session description and initial speaker selection - April 5, 2013

Initial Slides (limit 5) - April 19, 2013

Final Revisions of Topic  & Slides- May 10, 2013

 

• Company representative for speaking position must be a at least a vice president and is subject to advisory board approval.

Slides (if used at all) will be limited to 5. The most well-received presentations had no slides at all.

• Speaker may also be an executive of one of your clients to help deliver a “case study” session.

• Speakers are expected to remain at the event throughout the day; at minimum, they're expected to stay through the conversation break following their talk, so attendees can approach them and ask questions.

• Please provide one paragraph bio and headshot when speaker is secured.

• Please note that if speaker is from sponsoring company, they are included in the staff passes. If you have a speaker from one of your clients and are presenting a “case study”, speaker is one of your client passes.

 

Explanation of Deadline Dates

Draft of session description and initial speaker selection - April 5, 2013

We would like to request that the initial session description draft and speaker selection be received no later than March 22, 2013. This enables us to build an agenda with complimentary sessions and topics that do not overlap based on working conference theme of unlocking the value of innovative platforms. This will provide time for review, feedback from our conference chair and/or CIO advisory board members, time to schedule calls, if needed and final approval prior to that deadline.

 

Initial Slides - April 19, 2013

We would like to receive the initial draft of the presentations no later than Friday, April 19th, 2013 in order to allow sufficient time to schedule review calls with the conference chair and/or CIO advisory board members for their input and feedback and allow time for updates.

 

Final Revisions of Topic  & Slides - May 10, 2013

The final deadline for any revisions submitted to the CIO advisory board and approved session descriptions is April 5th.

 

 

 

Digital Healthcare Conference | June 11-12, 2013 |  Fluno Center for Executive Education | Madison, WI

The Digital Healthcare Conference is produced by WTN Media.  Contact us at info@wtnmedia.com.