2017 austin human resource management association annual ... · diamond – wireless / audio...

2017 Austin Human Resource Management Association Annual Conference

SPONSOR & EXHIBITOR PROSPECTUS

July 27-28 2017

Renaissance Austin Hotel 9271 Arboretum Blvd

Austin, Texas

2017 AHRMA Conference Prospectus


ABOUT THE CONFERENCE

The Austin Human Resource Management Association, (AHRMA) is the local chapter affiliate of the Society of Human Resource Management (SHRM). AHRMA invites you to be part of the 2017 Annual Conference, the premier educational and networking event for HR professionals in the Austin and Central Texas area. The annual AHRMA Conference hosts more than 300 attendees, speakers, sponsors, and exhibitors.

The 2017 AHRMA Conference will be a dynamic environment dedicated to making new business connections and showcasing the innovations in HR solutions and services.


Table of Contents

1. Sponsors & Exhibitors …………………………………….………...4 2. Sponsor & Exhibitor Booth Packages .……………….………….5 3. Program Ads ….………………………………………………….…………6 4. Renaissance Austin Hotel Accommodations………………….7 5. Conference Schedule……………………….………………….………..8 6. Sponsor Exhibitor Packages……….………………………….………9 7. Sponsor Exhibitor Registration &Agreement.……….……..13 8. Rules & Regulations – Signed Acknowledgment…………..14 9. Rules & Regulations Defined………………….…………….……..15


WHAT TYPES OF ORGANIZATIONS SPONSORS & EXHIBITS AT AHRMA

The 2017 AHRMA Conference Exhibit hall will be a dynamic environment dedicated to making new connections and getting business done. Participating companies represent a wide variety of HR solution and service providers, including, but not limited to:

COMPENSATION & BENEFITS HRM PROGRAMS & SERVICES Child Care, Elder Care, Dependent Care Business continuity & Recovery Financial Legal Services Food Service Management Consulting Health Care Cost Containment Organizational Planning & Development Insurance: Health, Life, Dental, Vision, etc. Outsourcing Pensions/Retirement Benefits Personnel Research, Survey Results Retirement/Pre-Retirement Planning Professional Boks, Magazines, Manuals Surveys Recognition Awards, Incentives Third Party Administrators Relocation Services Voluntary Benefits Travel, Airline, Hotel, etc. Wage & Salary Administration Workers’ Compensation

EMPLOYEE RELATIONS, LABOR RELATIONS PROFESSIONAL DEVELOPMENT Affirmative Action/EEO Assessment, Assessment Tools Arbitration, Mediation, Dispute Resolution Business Education, Accounting, Marketing, etc. Communications, Employee Newsletters Certification, Certificate Program Diversity Services Coaching, Mentoring Employee Engagement Distance Learning Labor Relations HR Professional Development Performance Management, Appraisals Leadership

GLOBAL HR

Management/Executive Development Seminars, Educational Programs

Cultural Awareness, Cultural Competence Training Materials & Methods Eligibility Verification (I-9), Immigration and Visas Universities, Colleges, etc. Global Assignment Management Global Employment Law TALENT MANAGEMENT Global Relocation Applicant Tracking Outsourcing Background Investigations

HEALTH, WELLNESS & SAFETY

Contingent Staffing, Employment Agencies Executive Search

Counseling, Employee Assistance Programs (EAPs) Outplacement Drug/Alcohol Treatment & Testing Pre-Employment & Employee Testing Emergency Response Recruitment Health Promotion, Recreation, Wellness Benefits Recruitment Advertising On-site Medical Care Personal Fitness & Health Programs TECHNOLOGY Risk Management External (Software as a Service – SaaS) Hosted Safety Applications Security HR Information Systems (HRIS Workplace Ergonomics Electronic Document Management


W HAT ’S NEW IN 2017

AHRMA strives to deliver a fresh, interesting, and rewarding experience each year. Here are some of the exciting new opportunities exhibitors and sponsors can look forward to in 2017.

➢ Premium Sponsors have access to all educational sessions allowing you the opportunity to learn along with your new clients, customers and colleagues.

➢ Reshaped floorplan to enhance traffic flow, visibility and to allow for more interaction with attendees.

➢ Booth Setup reconfigured in order to increase exhibitor and sponsor interaction to make new connections.

➢ Advance Social Media/Pre-Conference Publicity

SPONSOR and EXHIBIT BOOTH PACKAGES (Early Bird Pricing thru 04/18/2017)

Booth Type Price

PLATINUM $4500 Early Bird - $3800

DIAMOND $3000 Early Bird - $ 2,500

GOLD $2,350 Early Bird $1950

SILVER $1850 Early Bird $1500

BRONZE $1,300 Early Bird $ 1000

EXHIBIT BOOTH $900 Early Bird $750

EVERY EXHIBITOR WILL RECEIVE THE FOLLOWING BASIC PACKAGE: • NEW – Pre Conference Social Media Publicity • 10’ x 10’ booth • One 6-ft. skirted table, two chairs, one 7” x 44” company sign and one wastebasket • 8 ft. high draped back wall, 3-ft high draped side walls • Two exhibit hall registrations per Sponsor. Additional exhibit hall registrations available

at $75 each. (No substitutions of Exhibit hall badges) • Networking opportunities including lunch, networking night and beverage breaks.


• Complimentary admission to Keynote and the closing session • Complimentary lunch & beverage breaks for registered booth staff on Friday • Conference bag with conference materials (one per exhibiting company)

ADDITIONAL MARKETING OPTIONS – PROGRAM ADS

AHRMA Program Ads – Black and White – Artwork deadline 05/30/2017

¼ page ad $350 Early Bird $300 ½ page ad $450 Early Bird $400 Full-page ad $ 600 Early Bird $500

INSTRUCTIONS 1. Complete the enclosed Agreement 2. Carefully read the rules and regulations. Sign, date, and return the Acknowledgement for the

Rules and Regulations. 3. Have Exhibitor Agreement signed by authorized company representative 4. Return completed paperwork, along with full amount or a minimum of a 50% deposit to:

AHRMA Office AHRMA Office 7000 N. Mopac – Suite 200 Phone: 800-561-2096 Austin, TX 78731 Fax: 512-514-6001

[email protected]

An EXHIBITOR SERVICE KIT will be sent directly to you from FREEMAN GROUP approximately 4-6 weeks prior to the event. The kit contains information on services and drayage/freight handling charges. The earlier you sign up, the faster you will receive your service kit!

GENERAL CONFERENCE INQUIRIES CONFERENCE Barbara Morris-Blake VP Conference [email protected]

EXHIBIT HALL AHRMA Office Freeman Group Dena Culpepper – AHRMA Business Manager Stephanie Bomely 800-561-2096

Freeman [email protected] [email protected] C 415-272-6027 | FX 210-227-5682

mailto:[email protected]









The Austin Human Resource Management Association (AHRMA) is a 501 (c)(6) not-for-profit association of 800+ members who represent over 500 businesses throughout the Austin area. AHRMA’s mission is to promote professionals, effectiveness, and understanding in the field of HR by offering members a variety of professional development opportunities and a common forum for sharing ideas and experiences and by exchanging ideas and information current on Human Resource issues, causes, and concerns.

CONFERENCE LOCATION & HOTEL ACCOMMODATIONS: Both the 2017 AHRMA Conference and accommodations will be at the same location. A block of rooms has been reserved at a special conference rate. When making a reservation, CALL THE HOTEL and mention that you will be attending the AHRMA 2017 Conference in order to obtain the special conference rate. HOTEL RESERVATION DEADLINE IS JULY 16, 2017 (Contact AHRMA office for RATES AND CONFERENCE CODE)

Renaissance Austin Hotel

9271 Arboretum Blvd Austin, TX 78759

512-343-2626

CONFERENCE SCHEDULE (TOTAL OF 8.0 CE) THURSDAY – JULY 27TH (3.0 CE)

➢ 7:00 AM – 10:00 AM Freeman Decorating and Set Up ➢ 10:00 AM – NOON Exhibitor Registration and Move In

All booths must be set up by NOON on Thursday, 7.28.2017 ➢ NOON REGISTRATION / SPEAKER CHECK IN ➢ 1:00 PM - 2:00 PM KEYNOTE (1 hour) ➢ 2:00 PM – 2:30 PM BREAK (30 Min) ➢ 2:30 PM – 3:30 PM Session #2 (1 hour) ➢ 3:30 PM – 4:00 PM BREAK (30 Min) ➢ 4:00 PM – 5:00 PM Session #3 (1 hour) ➢ 5:00 PM – 7:30 PM AHRMA NETWORKING NIGHT

FRIDAY – JULY 28TH(5 CE)

➢ 7:00 AM – 8:30 AM Registration opens | Welcoming Remarks | Platinum Sponsor | SHRM Rep | Breakfast with Exhibitors

➢ 8:30 AM – 9:30 AM SESSIONS (1 hour) 3 concurrent sessions & 1 executive session ➢ 9:30 AM – 10:00 BREAK WITH EXHIBITORS (30 min) ➢ 10:15 AM – 11:15 AM SESSIONS (1 hour) 4 concurrent sessions ➢ 11:30 AM – 12:15 PM Lunch ➢ 12:15 PM – 1:15 PM KEYNOTE (1 hour) ➢ 1:30 PM – 2:30 PM SESSIONS (1 hour) 4 concurrent sessions ➢ 2:30 PM – 3:00 PM BREAK WITH EXHIBITORS (30 min) ➢ 3:15 PM – 4:15 PM SESSIONS (1 HOUR) 4 concurrent sessions ➢ 4:30 PM – 5:15 PM CLOSING REMARKS | DRAWINGS | GRAND PRIZE DRAWING

Registered sponsors & exhibitors are invited to join.


SPONSOR/EXHIBITOR PACKAGES PLATINUM LEVEL - $4,500 – 3 AVAILABLE Early Bird $3,800

➢ KEYNOTE SPONSOR – EXCLUSIVE Your company’s representative makes remarks from the podium to open the conference on Thursday afternoon and introduces the Keynote Speaker on Friday. Special recognition from VP Conference during lunch presentation.

➢ TOTE BAG SPONSOR – EXCLUSIVE Your company’s logo co-branded with AHRMA and SHRM logos on the Conference tote bags. Great advertising for your company as bags are handed out to all attendees. Special recognition from VP Conference during lunch presentation.

➢ NETWORKING NIGHT – EXCLUSIVE Your company will be prominently advertised in the Networking Night area. Special recognition from VP Conference during opening remarks Friday morning

INCLUDES: ➢ 10 x 10 booth in prime location ➢ Recognition in the AHRMA Newsletter before ➢ Pre and post attendees list ➢ ½ page ad in Conference program ➢ Social media mentions on Facebook, Twitter, and LinkedIn ➢ 2 full Conference registrations

DIAMOND LEVEL SPONSOR - $3,000 – 2 AVAILABLE Early Bird $2500

➢ AUDIO &WIRELESS SPONSOR – EXCLUSIVE Your company will be prominently advertised in the registration area. Special recognition from VP Conference during opening remarks Friday morning.

➢ PROGRAM BOOK SPONSOR – EXCLUSIVE Your company’s logo co-branded with AHRMA and SHRM logos on the program books. Great advertising for your company as books are handed out to all attendees. Special recognition from VP Conference during lunch presentation

INCLUDES: ➢ 10 x 10 booth in prime location ➢ Pre and post attendees list ➢ Special recognition from VP Conference during lunch presentation ➢ ½ page ad in Conference program ➢ Social media mentions on Facebook, Twitter, and LinkedIn ➢ 2 full Conference registrations


GOLD LEVEL SPONSOR - $2,350 – 3 AVAILABLE Early Bird $1,950 ➢ CONFERENCE GRAND PRIZE SPONSOR GUARANTEED $2000 DOOR PRIZE– EXCLUSIVE -

Your company’s promotional item or advertisement included in all attendee tote bags. ➢ CONFERENCE BADGE SPONSOR – EXCLUSIVE

Your company’s logo printed in high quality on all attendee badges ➢ CONFERENCE LANYARD SPONSOR – EXCLUSIVE

Your company’s logo printed in high quality on all attendee lanyards. INCLUDES:

➢ 10 x 10 booth in select location ➢ Pre and post attendees list ➢ Recognition by VP Conference ➢ ½ page ad in Conference program ➢ Social media mentions on Facebook, Twitter, and LinkedIn ➢ 2 full Conference registrations

SILVER LEVEL SPONSOR - $1,850 – 3 AVAILABLE Early Bird $1,500

➢ CONFERENCE REFRESHMENT SPONSOR Company advertising prominently displayed throughout all refreshment breaks

➢ CONFERENCE REFRESHMENT SPONSOR Company advertising prominently displayed throughout all refreshment breaks

➢ CONFERENCE BREAKFAST SPONSOR Company advertising prominently displayed throughout the breakfast area

INCLUDES: ➢ 10 x 10 booth in select location ➢ Pre and post conference attendees list ➢ Recognition by VP Conference ➢ ½ page ad in Conference program ➢ Social Media mentions on Facebook, Twitter, and LinkedIn ➢ 2 full Conference registrations

BRONZE SPONSOR - $1,300 – 7 AVAILABLE Early Bird $1000

➢ SESSION ROOM SPONSORS – Company name prominently displayed on Room Signs INCLUDES:

➢ 10 X 10 booth in select location ➢ Recognition in the AHRMA newsletter ➢ Pre and post attendee list ➢ ¼ page ad in Conference program ➢ Social Media mentions on Facebook, Twitter, and LinkedIn ➢ 2 full Conference registrations

EXHIBITOR BOOTH - $900 – 18 AVAILABLE Early Bird $750 INCLUDES:

➢ 10 X 10 booth in select location ➢ 1 company identification sign ➢ Listing in Conference program ➢ 2 full conference registrations


2017 SPONSOR/EXHIBITOR REGISTRATION &AGREEMENT

Early bird sponsor/exhibitor registration pricing good thru April 18, 2017. This Agreement becomes valid only when signed and accompanied by a minimum 50% deposit of the total cost of the sponsor/exhibitor level of participation to AHRMA. Remaining balance is due and payable no later than May 30, 2017. Application made after May 15, 2017 must be accompanied by the total amount due. Final day for booth application and balance of payment is June 10, 2017. See attached rules and regulations regarding cancellations and refunds.

SPONSOR/EXHIBITOR LEVEL OF PARTICIPATION

$4,500 Early Bird $3,800 Platinum – Keynote Platinum – Tote Bag Platinum – Networking Night

$3,000 Early Bird $2,500 Diamond – Wireless / audio Diamond – Program Book

$2,350 Early Bird $1,950 Gold – Grand Prize Gold – Conference Badge Gold – Conference Lanyard

$1,850 Early Bird $1,500 Silver – Conference Refreshment Silver – Conference Refreshment Silver – Conference Breakfast

$1,300 Early Bird $1,000 Bronze – Session Room Sponsor

$900 Early Bird $750 Exhibit Booth only


*After May 30, 2017 full amount is due

To pay be credit card, use the form on the next page

PROGRAM AD IN BLACK & WHITE

1/4 Page Ad $350 EB 300

1/2 Page Ad $450 EB $400

Full Page Ad $600 EB $500

Total Due: $

Logo / layout due on or before 5/30/2017

TOTAL DUE:

Ad

$

50% Deposit $( ) BALANCE DUE 6.10.2017 $

ADDITIONAL SPONSOR/EXHIBITOR ATTENDEES (more than allocated 2 per booth)

$75 per additional exhibit hall pass/Networking Night


CREDIT CARD AUTHORIZATION (Initial where appropriate) I authorize AHRMA to charge the entire amount to the credit card listed below. I authorize AHRMA to charge the remaining balance to the credit card listed below. I authorize AHRMA to charge the deposit now and the balance due on 6/1/2017 to the credit

card listed below.

PAYMENT INFORMATION: Return the completed and signed Sponsor/Exhibitor Agreement with payment by June 1, 2017. Checks are to be made payable to AHRMA.

Payment amount $ VISA MASTERCARD AMERICAN EXPRESS Credit Card #_ Security Code _ Expiration Date_ Company Name_ Name on Card Billing Address City/State/Zip Phone Number email Main Contact Phone

Signature Date

On behalf of the above-named company, I acknowledge that I have read and agree to the terms of the Sponsor/Exhibitor Agreement on the AHRMA website; that my company will comply with all conference rules and regulations; that my company will provide AHRMA a copy of proof of insurance; and that I will ensure our representative(s) occupying the booth will comply with all applicable terms.

Signature Date


TOTAL DUE: Sponsor/Exhibitor Fee $ Extra Booth Personnel (over 2) x $ 75.00 = Total $ *50% Deposit $( )

BALANCE DUE $

*After May 30, 2017 full amount is due

RULES & REGULATIONS – SIGNED ACKNOWLEDGEMENT

By signing below, acknowledgement is made that the Rules and Regulations for the Annual AHRMA Conference have been read and will be adhered to.

Signature Date

Printed Name Title

Name of Company/Business

MAIL FORM/PAYMENT TO: AHRMA 7000 N. Mopac – Suite 200 Austin, TX 78731

AHRMA TAX ID #61-1535764


2017AHRMA ANNUAL CONFERENCE

1. A minimum of fifty percent (50%) of total amount due must accompany the application. Applications will not be processed, booths will not be assigned, ads will not be placed, etc. without required payment.

2. EXHIBIT SPACE | SPONSORSHIP | PROGRAM AD | ADDITIONAL SPONSOR/EXHIBITOR

ATTENDEES CANCELLATION POLICY – All exhibit booth space cancellations must be submitted in writing and received by AHRMA on or before May 30th, 2017 for a full refund less a $600 administration fee. Program Ad and Additional Sponsor/Exhibitor Attendees will be refunded less a 50% administration fee. Any cancellations received after May 30th, 2017 will not be refunded. Please note that all cancellations must be submitted in writing separately from the exhibit booth space cancellation. Cancellations may be submitted in writing to AHRMA by any of the following means:

AHRMA Fax: 512-514-6001 AHRMA Email: [email protected] AHRMA Mail: 7000 N. Mopac – Suite 200

Austin, TX 78731

3. Termination of Meeting at Exposition. Should the premises in which AHRMA’s Annual Conference is to be held become, in the sole judgment of the Association, unfit for occupancy, or should the meeting and trade exposition be materially interfered with by reason of action of the elements, strike picketing, boycott, embargo, injunction, war, riot, emergency declared by a governmental agency, or any other act beyond the control of AHRMA, the contract for exhibit space may be terminated. AHRMA will not incur liability for damages sustained by exhibitor as a result of such termination. In the event of such termination, the exhibitors expressly waive such liability and release the Association of and from all claims for damages and agrees that the Association shall have no obligation except to refund to exhibitors pro-rated shares of the aggregate amounts received by the Association as rental for exhibit spaces for said exhibits after deduction being hereby specially agreed to by the exhibitor.



4. If an exhibitor does not follow the rules and regulations set by AHRMA, then this contract may be terminated. In the event of a default by the exhibitor, as set forth in the previous sentence, the exhibitor shall forfeit as liquidated damages the amount paid by the exhibitor for exhibit space, rental, regardless of whether or not AHRMA enters into a further lease of the space involved.

5. Space assignments will be made by AHRMA. Premium Sponsors will be allocated first choice by

sponsorship level. Exhibitors will be assigned to ensure variation within the Exhibit hall. AHRMA reserves the right to make the final determination of all space assignments in the best interests of the exposition. * Early Bird purchasers will be allowed to choose their booth locations**.

6. Exhibitors are prohibited from subletting any part of their assigned exhibit space. No exhibitor

shall assign, sublet, or share the space allotted with another business or firm. No booth sharing will be permitted.

7. The General Rule of the Exhibit hall is: Be a good neighbor. No exhibit will be permitted that

interferes with the use of other exhibits or impedes access to them or impedes the free use of the aisle. Booth personnel, including demonstrators, receptionists, and models are required to confine their activities within the exhibitor’s booth space. Apart from the specific display space for which an exhibiting company has under contract with AHRMA, no part of the exhibit hall and its grounds may be used by any organization other than AHRMA for display purposes of any kind or nature. Representatives should be attired to maintain the professional and businesslike climate of the convention.

8. In fairness to all exhibitors, AHRMA exhibit construction guides must be observed. Booth

backgrounds are 8 feet high; side rails are approximately 33” high. The back half of the sidewalls of the booth may extend to the height of the back wall. The front half of the sidewall must contain at least 50% open area to permit side viewing through the booth. If motion pictures, other than A/V or loud speakers are used, the exhibitor agrees to comply with the union requirements of the operation of the equipment. Sound presentation, slides, or movies will be permitted if tuned to conversational level and if not objectionable to neighboring exhibitors. AHRMA reserves the right to restrict the use of glaring lights or objectionable light effects. The exterior of any display cabinet or structure visible from an adjacent exhibitor’s booth must be finished or suitably decorated at the expense of the exhibitor erecting or installing such a display and must not include corporate or product identity that would detract from the adjacent display.

9. To insure the safety of all participants, fire regulations must be observed. Fire regulations

require that all display materials be flameproof. Electrical signs and equipment must be wired to meet the specification of the local Fire Underwriters Inspection Bureau. Each exhibitor is charged with knowledge of all laws, ordinances, and regulations pertaining to health, fire prevention, and public safety while participating in this exposition. Compliance with such laws is


mandatory for all exhibitors and the sole responsibility is that of the exhibitor. Compliance with such laws is mandatory for all exhibitors and the sole responsibility is that of the exhibitor.

10. Cost of repairing any damages to the exhibit hall will be billed to the responsible exhibitor.

Nothing can be posted or tacked, nailed, screwed, or otherwise attached to the columns, walls, floors, ceiling, furniture, or other properties of the Exhibit hall, Break Out Rooms, or venue.

11. Service personnel will not be allowed on the exhibit floor without work orders and official

service badges. Exhibitors using companies from the AHRMA’s Official Contractors List must advise them to check with the Exhibitor Service Center upon their arrival. Copies of all job orders must be presented at that time for management’s files to qualify their company’s participation. Upon verification, official service badges allowing access to the exhibit area during servicer hours only will be used.

12. All exhibits must be fully operational by noon of the first day of conference. If erection of any

exhibit has not started by 11:00 AM on the first day of conference, the Association shall order the exhibit to be erected and the exhibitor shall be responsible for payment of expenses incurred. Exhibitors, who do not claim their booths by 1:00 PM on the first day of conference, forfeit all rights to the exhibit space. All monies paid shall be retained by AHRMA and the booth space reverses back to AHRMA for use or resale at AHRMA’s discretion.

13. Exhibitors are advised to provide locked storage facilities within their own display area for

excess merchandise and personal items.

14. The dismantling of displays begins on the last day of conference at 3:15 pm. Move out must be completed by 6:00 pm. At that time, all exhibit displays or materials left in booths without instructions will be packed and stored at the discretion of AHRMA. Any and all charges will be applied to the exhibitor.

15. No equipment can be removed from the exhibit hall during the conference without written

permission from AHRMA.

16. Exhibitor’s displays will NOT be dismantled or packed in preparation of removal prior to the official closing time on the last day of conference at 3:15 pm.

17. AHRMA reserves the right to make changes to these rules. Any matters not specifically covered

herein are subject to decision by AHRMA. AHRMA reserves the right to make such changes, amendments, and additions to these rules as considered advisable for the proper conduct of the exhibit with the provision that all exhibitors will be advised of such changes.

18. Exhibitors are advised to carry floater insurance to cover exhibit materials against damage and

loss and public liability insurance against injury to the personal property of others. AHRMA will


have no liability for any loss or damage sustained by an exhibitor during exhibit hours or at any time, whatever the cause. Exhibitors are solely responsible for securing items in their booth. All property of the exhibitor is understood to remain under his/her custody and control, in transit to and from the confines of the hall, subject to the Rules and Regulations of the Exposition.

19. Hold Harmless Clause. The exhibitor assumes the entire responsibility and liability for losses,

damages, and claims arising out of injury or damage to exhibitor’s displays, equipment, and other property brought upon the premises of the hotel center and shall indemnify and hold harmless the venue, agents, and employees from any and all such losses, damages, and claims.

20. Exhibitor agrees to pay when all royalties, license fees, or other charges accruing or becoming

due to any firm, persons, or corporation by reasons of any music – either live or recorded or other entertainment of any kind or nature, played, staged, or produced by the Exhibitor.


2017 austin human resource management association annual ... · diamond – wireless / audio...

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