Exhibit and Sponsorship Opportunities [PDF]

Exhibit and Sponsorship Opportunities

Exhibit and Sponsorship Opportunities I MAFP Destination CME 2018

Exhibit Opportunities May 2018 Dear Event Partner, The Minnesota Academy of Family Physicians (MAFP) is pleased to invite you to support our 2018 Destination CME conference, August 17-18, in Duluth, Minnesota. MAFP represents more than 3,200 family physicians, family medicine residents and medical students. We are the largest medical specialty organization in Minnesota and a state chapter of the American Academy of Family Physicians. We expect to welcome 100 family physicians, family medicine residents and medical students from across Minnesota to this event. • WHEN: August 17-18, 2018 • WHERE: The Inn on Lake Superior in Duluth, Minnesota • SPONSORSHIPS: Sponsorships are available at $250, $500 and $1,500. • EXHIBIT OPPORTUNITIES: Twelve booth locations are available in the Exhibit Hall, reserved on a first come, first served basis, Booths are expected to sell out. Includes 2.5 hours of dedicated exhibit time and 2 hours of dining and social activities with family physician attendees. Cost is $1,500.

Reach family physicians from across Minnesota, practicing in both rural and urban settings. Build exposure for your organization, and enhance your brand awareness.

Exhibitor Benefits The following benefits apply to ALL exhibitors: • Your logo and organization’s description will be listed on the conference webpage and in the conference brochure and program (print deadlines apply). • You will be invited to attend the conference’s educational sessions, plus the Friday night dinner with family physicians and their families. • You will receive complimentary lunch and refreshment breaks for one exhibitor, served in the Exhibit Hall. • You will receive a roster of family physician attendees (with name and city/town), distributed both one week before the conference and on the first day of the conference. • You will receive an exhibitor ribbon for each representative in attendance.

• MAFP TAX ID: 41-0804400 Register at mafp.org/DCME2018, OR mail or fax (952-542-0135) your completed application and payment by August 1, 2018. Make checks payable to: Minnesota Academy of Family Physicians 600 S Hwy 169, Suite 1680 St. Louis Park, MN 55426 Sincerely, Lisa Larson Meeting Planner [email protected] | 651-491-3747

Exhibit Booth ($1,500) Only 12 booths available. First come, first served! Booth includes six foot skirted table and two chairs. Two representatives are allowed per booth.


Sponsorship Opportunities

(beyond the booth)

Maximize your presence at the conference with a sponsorship. Demonstrate your organization’s support of family medicine in Minnesota.

Sponsorship Benefits

$250 Sponsorships

The following benefits apply to ALL sponsors:

Healthy Snack Breaks (unlimited)

• Your logo and organization’s description will be listed on the conference webpage, in the conference brochure and program, and in event signage (print deadlines apply). • You will receive a roster of family physician attendees (with name and city/town), distributed both one week before the conference and on the first day of the conference. • You will receive a sponsor ribbon for each representative in attendance.

Provide healthy snacks to family physician attendees during two morning breaks. Includes “Sponsored By” signage.

Career Opportunities Job Board (unlimited) Place your 8.5” x 11” job ad on the career board near the registration table where attendees check-in.

Nursing Mothers Room (unlimited) Provide a dedicated, private space for nursing mothers. Includes “Sponsored By” signage.

$500 Sponsorships Exclusive Friday Fun Night ($1,500) -- SOLD! Sponsor works with MAFP staff to provide two hours of organized family fun for physician attendees and their families on Friday evening, August 17. Up to four representatives from your organization will lead activities with MAFP staff. Friday Fun Night will include:

Conference Bags* (one available) -- SOLD! Design, print and deliver 100 branded conference bags, which will be given to family physicians at registration. Conference bags provide a great opportunity to invite attendees to your exhibit booth (separate purchase required). Bags may include one branded promotional item and one print material from the sponsoring organization. Artwork must be approved by MAFP prior to production.

Lanyards (one available) Design, print and deliver 100 branded lanyards with your logo and tagline. Lanyards will be worn by family physicians at the conference and beyond. Every family physician wears a name badge--what better way to highlight your organization than with your logo on a lanyard! Artwork must be approved by MAFP prior to production.

• Dinner with podium recognition.

Pens and Notepads* (one available)

• Games and fun.

Design, print and deliver 100 branded high quality pens and notepads for attendee notetaking. This provides family physicians an introduction to your organization. Artwork must be approved by MAFP prior to production.

• S’mores.

*Pharmaceutical and medical device companies are excluded from these opportunities, per our CME guidelines.



Event Details Dates

Important Notes for Exhibitors

Parking & Deliveries

August 17-18, 2018

• Booth Registration: Booth reservations will be honored with a completed registration form and payment. Space can be reserved through mafp.org/DCME2018.

Parking at The Inn on Lake Superior is complimentary with your hotel reservation.

Location The Inn on Lake Superior 350 Canal Park Drive Duluth, MN 55802 218-726-1111 theinnonlakesuperior.com

• Subleasing Booth Space: No booth may be subleased without the consent of MAFP. • Location of Booth Space: MAFP retains the right to change exhibit locations for causes beyond the control of MAFP.

Lodging Reserve your room by July 25 to receive our discounted room rates. Call the hotel at 218-726-1111 or 888-668-4352 and reference Group ID 7548 and the Minnesota Academy of Family Physicians Summer Destination CME Conference.

• Booth Electricity: Please indicate any booth electrical needs at the time of registration. • Internet: WiFi is available in public areas of the resort and in the conference space.

Sleeping room rates are as follows: • Poolview: $173.99 - $193.99 • Cityview: $183.99 - $203.99 • Bridgeview: $193.99 - $213.99 • Standard Lakeside: $203.99 - $223.99 • Lakeside Suites: $213.99 - $233.99

Schedule Thursday, August 16, 2018 4:00 – 6:00 PM, Exhibitor move-in Friday, August 17, 2018 7:00 – 8:00 AM, Breakfast and Exhibit Hall open 9:45 – 10:00 AM, Break and Exhibit Hall open 6:00 – 8:00 PM, Friday night dinner and social activity Saturday, August 18, 2018 7:00 – 8:00 AM, Exhibit Hall open 9:45 – 10:00 AM, Exhibit Hall open 10:00 AM, Exhibitor move-out

Hotel Policies The exhibitor assumes the entire responsibility and liability for losses, damages and claims arising out of exhibitor’s activities on the hotel premises. Exhibitor will indemnify, defend and hold harmless the hotel, its owner and its management company as well as their respective agents, servants and employees from any such losses, damages and claims. Due to the layout of the hotel, storage space is not available for display materials. At the conclusion of the set-up operation, all related equipment, crates and trash must be removed from the premises no later than the last day of the exhibit show period.

Promotion of Your Organization Attendee registration will open May 16, 2018. That’s three months of event promotion, which includes e-mail No outside food and/or beverage service shall be marketing to 3,200+ members, a brochure mailer, social permitted. Only bite-sized (1 oz.) treats in original media promotion and your logo and organization packaging may be distributed at exhibit booths. description on the conference webpage.

Boxes shipped to The Inn on Lake Superior may arrive no sooner than August 9, which is five business days before exhibitor move-in on August 16. All packages MUST be labeled with the following: Your Company Name Minnesota Academy of Family Physicians Summer Destination CME, August 17-18 Box ___ of ___ The Inn on Lake Superior 350 Canal Park Dr Duluth, MN 55802

• Meals: Exhibitor registration includes the following meals for one person: breakfast (both days), morning snack break (both days) and dinner (Friday). Additional exhibitor meal packages are available for $25 per package--please order at the time of registration.

Cancellation

Exhibitor Regulations

Cancellations made after that date, when the booth cannot be resold, will be ineligible for a refund, and MAFP will retain 100% of the exhibitor’s contract obligation.

• Security: MAFP will not guarantee the security of unattended booths. • Exhibit Hall: All exhibits must be installed and ready by 7:00 AM daily. No exhibit may be removed prior to close at 10:00 AM on Saturday, August 18. Interference with normal traffic flow is not allowed. • Promotions: Offensive promotions by exhibit personnel will not be tolerated. • Orders/Sales: Orders may be taken, but exhibitors may not conduct sales transactions (exchange of money). • Disclaimers: MAFP reserves the right to deny booth space to any company whose products do not contribute directly to attendees’ medical practices. Exhibitors who fail to observe conditions of this contract or who, in the opinion of MAFP, conduct themselves unethically will be asked to leave without refund.

In the event of a cancellation, written notice must be received two months before the event (or by June 23) to receive a full refund, minus a $100 per booth administrative fee.


Registration Online registration at mafp.org/DCME2018 is preferred. To fill out this form, please print and mail/fax with your payment.

Organization Information ALL FIELDS REQUIRED! Please provide information exactly as it should be reproduced in our promotional and on-site materials.

Payment Information Payment for 2018 Destination CME exhibits and sponsorships is due in full by August 1, 2018. The MAFP’s federal tax ID number is 41 0804400. Pay online at mafp.org/DCME2018. PREFERRED PAYMENT METHOD!

ORGANIZATION NAME (for listing)

ORGANIZATION DESCRIPTION Write for a physician audience. If exhibiting, explain why participants should visit your exhibit. Max. 50 words.

ORGANIZATION LOGO Provide your logo as a vectored art file (SVG, EPS or AI), suitable for enlargement to any size. If you are unsure about what type or size of file to provide, consult with your corporate marketing department or agency. Submit logos to [email protected]. (Please note: We cannot guarantee quality displays of logos on signs and other printed materials unless we are provided with a vectored art file.) TWEET Submit a 280-character tweet that MAFP will use to promote your organization. Hint: Highlight a new product or hot topic. MAFP must approve tweet.

WEBSITE URL (for direct link from listing)

Pay be check. Mail completed form with payment to: Minnesota Academy of Family Physicians 600 S. Highway 169, Suite 1680 St. Louis Park, MN 55426

Exhibit Preferences ALL FIELDS REQUIRED, if exhibiting! We will do our best to accommodate your preferences, but may not be able to honor all choices. WILL YOUR BOOTH REQUIRE ELECTRICITY?

☐ Yes ☐ No EXHIBITORS I WANT TO BE NEAR

EXHIBITORS I PREFER NOT TO BE CLOSE TO

SPECIAL CONSIDERATIONS

Contact Information ALL FIELDS REQUIRED! CONTACT NAME

EMAIL ADDRESS

CELL PHONE NUMBER

Cancellation Reserve Your Sponsorship and/or Exhibit Space AT LEAST ONE SELECTION REQUIRED!

☐ $1,500 Exhibit Booth (quantity ___) ☐ $1,500 Family Fun Night Sponsor

In the event of a cancellation, written notice must be received two months before the event (or by June 23, 2018) to receive a full refund, minus a $100 per booth administrative fee.

(FAMILY FUN NIGHT SOLD!)

☐ $500 Conference Bag Sponsor (CONFERENCE BAGS SOLD!) ☐ $500 Lanyard Sponsor ☐ $500 Pens & Notepad Sponsor ☐ $250 Healthy Snack Break Sponsor ☐ $250 Career Board Sponsor ☐ $250 Nursing Mothers Room Sponsor ☐ $25 Additional Meal Package* for Friday (quantity___) ☐ $25 Additional Meal Package* for Saturday (quantity___) Total Amount Due:_________ *Complimentary lunch and refreshment breaks are included in the exhibitor fee for one representative per booth per day. Only order meals for additional booth representatives each day.

Cancellations made after that date, when the booth cannot be resold, will be ineligible for a refund, and MAFP will retain 100% of the exhibitor’s contract obligation.

Signature CONTACT’S SIGNATURE ___________________________________________________________________________________ DATE _____________________________________


About MAFP The Minnesota Academy of Family Physicians (MAFP) is a state chapter of the American Academy of Family Physicians. MAFP promotes the specialty of family medicine across Minnesota and supports family physicians as they provide high quality, comprehensive and continuous medical care for patients of ALL ages. The Academy offers continuing medical education opportunities throughout the year, supports advocacy of family medicine in Minnesota and promotes the specialty of family medicine to Minnesota medical students. We are the largest medical specialty organization in Minnesota, representing more than 3,200 family physicians, family medicine residents and medical students. Learn more at mafp.org.

600 S. Highway 169, Suite 1680 St. Louis Park, MN 55426 mafp.org