call for sponsors, exhibitors, and advertisers annual conference/call for sponsors... · feel free...

CALL FOR SPONSORS,

EXHIBITORS,

AND ADVERTISERS

Tennessee Association of Mental Health Organizations (TAMHO) | 2017 Annual Conference UNDERSTANDING THE IMPACT OF TRAUMA AND ADDICTION

2017 CALL FOR SPONSORS, EXHIBITORS, AND ADVERTISERS

1

Agenda at a Glance Subject to adjustments

Tuesday, December 12th

8:00 am – 5:00 pm

Registration | Networking |

Refreshments

8:00 am – 9:00 am

Exhibit Set-Up

9:00 am – 10:30 am

Opening General Session

10:30 am – 10:45 am

Networking | Exhibits

10:45 am – 12:15 pm

General Session

12:15 pm – 1:45 pm

Awards & Recognition

Luncheon

1:45 pm – 3:15 pm

General Session

3:15 pm – 3:30 pm


3:30 pm – 5:00 pm

General Session

Wednesday, December 13th

8:00 am – 12:00 Noon

Registration | Networking |

Refreshments

8:30 am – 10:00 am

General Session

10:00 am – 10:15 am


10:15 am – 11:45 am

General Session

10:15 am – 11:15 am

Exhibit Dismantling

12:00 am – 2:00 pm

TAMHO Board of Directors

Meeting

Display tables will be arranged in the exhibit hall which is convenient to sessions being conducted during the conference. Interactive activities as well as strategic placement of refreshment breaks are being planned to assure maximum traffic flow in the display areas.

CONFERENCE FACILITY

Franklin Marriott Cool Springs Hotel 700 Cool Springs Boulevard, Franklin, Tennessee 37067 | 615-261-6100

HOTEL INFORMATION

Visit http://www.marriott.com/hotels/travel/bnacs-franklin-marriott-cool-springs/ for hotel amenities and information.

PARKING

Convenient, complimentary parking is available for conference attendees.

AIRPORT

Nashville International Airport – BNA | This hotel does not provide shuttle service. Alternate transportation: Cool Springs Executive Services; estimated fee: $68.50 (one way) reservation required; Estimated taxi fare: $60.00 (one way) | Visit BNA airport website at www.flynashville.com.

DIRECTIONS

Take I-40 West from Nashville Int'l Airport to I-24 E, to I-440 West. Take I-65 South (to Huntsville). Follow approx. 17 miles. Take exit 68-A to Cool Springs Blvd. East. We are located on the left corner at the first stop light.

VISITORS GUIDE

Visit http://downtownfranklintn.com/listings/williamson-county-convention-visitors-bureau/ for an array of Franklin, Tennessee area attractions.

RESERVATIONS

A limited block of overnight accommodations is being held until November 13, 2017 at the Franklin Marriott Cool Springs Hotel for this TAMHO event at the rate of $151/night plus applicable taxes.

The preferred method for booking overnight accommodations is online via the TAMHO Reservation page by CLICKING HERE or typing the following URL address into your internet browser: http://www.marriott.com/meeting-event-hotels/group-corporate-

travel/groupCorp.mi?resLinkData=TAMHO%5EBNACS%60TAMTAMA%60151.00%60USD%60false%604%6012/11/17%601

2/13/17%6011/13/17&app=resvlink&stop_mobi=yes.

Guests may also call in reservations at 615-261-6100 being sure to identify yourself as a participant of the TAMHO or Tennessee Association of Mental Health Organizations conference.

Reservations must be booked by November 13, 2017. All reservations must be guaranteed with a major credit card—first night’s room rate plus tax. All guaranteed reservation cancellations must be made more than 72 hours prior to arrival. After this time, attendees will be charged for the first night of their reservation or forfeit their individual deposits.

EXHIBITOR UTILITY ORDER FORM & PACKAGE SHIPPING INFORMATION AND INSTRUCTIONS

The Exhibitor Utility Order Form and the Exhibitor Package Shipping Information and Instructions form are available on the conference website at www.tamho.org/tamho-annual-conference.

CALL FOR SPONSORS, EXHIBITORS, AND ADVERTISERS

http://www.marriott.com/hotels/travel/bnacs-franklin-marriott-cool-springs/

http://www.flynashville.com/

http://downtownfranklintn.com/listings/williamson-county-convention-visitors-bureau/

http://www.marriott.com/meeting-event-hotels/group-corporate-travel/groupCorp.mi?resLinkData=TAMHO%5EBNACS%60TAMTAMA%60151.00%60USD%60false%604%6012/11/17%6012/13/17%6011/13/17&app=resvlink&stop_mobi=yes




http://www.tamho.org/tamho-annual-conference

http://www.tamho.org/tamho-annual-conference



2

SPONSORSHIP CATEGORIES

TITANIUM SPONSOR ................................................................................................................................... $8,000

Titanium Sponsors receive …..

Your logo on signage placed on or near the General Session staging area.

Recognition as a co-sponsor of the TAMHO Awards and Recognition Ceremony and Luncheon

A complimentary full page advertisement in the TAMHO Final Conference Program prime advertising areas.

Four (4) complimentary comprehensive registrations for your organization representatives to access to all TAMHO educational and social functions – additional registrations discounted and available at the TAMHO member registration rate.

Recognition of your company / organization in all on-site print and electronic materials / signage

Complimentary listing on Exhibitor/Sponsor page.

PLATINUM SPONSOR ....... $5,000

Platinum Sponsors receive …..

Recognition as a co-sponsor of the TAMHO Awards and Recognition Ceremony and Luncheon

A complimentary full-page advertisement in the TAMHO Final Conference Program.

Four (4) complimentary comprehensive registrations for access to all TAMHO educational and social functions – additional registrations discounted and available at the TAMHO member registration rate.



GOLD SPONSOR ............... $3,000

Gold Sponsors receive …..

Recognition as a co-sponsor of floral embellishments and entertainment at social events throughout the conference

A complimentary ½ page advertisement in the TAMHO Final Program standard advertising areas.

Three (3) complimentary comprehensive registrations for access to all TAMHO educational and social functions – additional registrations discounted and available at the TAMHO member registration rate.



SILVER SPONSOR .............. $1,500

Silver Sponsors receive …..

Recognition as a co-sponsor of refreshment breaks throughout the conference

A complimentary ¼ page advertisement in the TAMHO Final Program standard advertising areas.

Two (2) complimentary comprehensive registrations for access to all TAMHO educational and social functions – additional registrations discounted and available at the TAMHO member registration rate.



BRONZE SPONSOR ........... $700

One 6’ draped display table with two chairs and a waste receptacle

A complimentary ¼ page advertisement in the TAMHO Final Program standard advertising areas.

One (1) complimentary comprehensive registration for access to all TAMHO educational and social functions – additional registrations discounted and available at the TAMHO member registration rate.



NON-PROFIT ORGANIZATION ................. $400

Non-Profit Organizations receive this discounted non-profit organization rate for all amenities listed in the Bronze Sponsor category.

TAMHO MEMBER ORGANIZATION ................. $350

TAMHO Member Organizations receive this discounted members-only rate for all amenities listed in the Bronze Sponsor category.



3

ADVERTISING & OUTREACH ONLY

Advertising – Preliminary and Final Conference Programs

Multi advertiser opportunity

Companies interested in reaching this target audience but can’t participate on-site at the conference may consider an ‘Advertising-Only’

opportunity.

This option provides placement of your camera-ready artwork in the Final Conference Program books.

Prime Placement Areas: Inside Front Cover | Inside Back Cover | Outside Back Cover | Inside Pages adjacent to Inside Front, | Back, and Outside Back Covers

Standard Placement Areas: Full Page | ½ Page (horizontal) | ¼ Page (vertical)

Complimentary advertising is provided as an amenity within all sponsor categories. Sponsor package advertising upgrades are available (ex:

upgrade ¼ page ad to ½ page ad for an additional $125 | upgrade ½ page ad to full page for an additional $450). Contact the TAMHO office to coordinate details.

Advertisement artwork received prior to the November 1, 2017 deadline will be included in the Final Conference Program publication distributed

at the conference.

Artwork must be submitted by the published deadlines in an electronic PDF, PNG, JPG, or GIF format. Artwork may be submitted for publication in

full color or grayscale.

Name Badge Reverse Side Advertisement

Single sponsor opportunity

At various points during the Conference, everyone sees the back of their name badge – as they are placing them on or removing them from their

lapel and, we’ve all seen it happen, the name badge flips around as we move about the conference exposing the back side of the badge to all who

come in contact with attendees. What a great opportunity to have your organization logo and web address displayed for all to view on the back of

every participant name badge. The fee for this exclusive opportunity is in addition to the Sponsor fees noted above. This is an exclusive opportunity

and available on a first-come, first-served basis. Vendor will be provided a 3”x4” space for advertisement of their organization and will be required

to provide artwork in an electronic file format such as a PDF, JPG, GIF, or PNG file.

REGISTRATION PACKET INSERT ............... $700

Multi-sponsor opportunity

Gain even greater visibility by including a promotional flyer or brochure in the conference registration packet provided

to all attendees. This option provides for one 8½ x 11 or smaller single page flyer or brochure to be placed in each

packet.



4

ADVERTISING SPECIFICATIONS

Advertisement Location Artwork Width

left to right

Artwork Height

top to bottom Fee

Conference Final Program Book Advertisement Outside Back Cover

(Full Page) 7.75” 10.50“ $1,500

Inside Front Cover (Full Page)

7.75” 10.50“ $1,000

Inside Back Cover (Full Page)

7.75” 10.50“ $900

Last 2 Inside Pages Immediately Prior to the Inside Back Cover

(Full Page) 7.75” 10.50“ $800

Full Page 7.75” 10.50“ $700

Included in Titanium & Platinum Sponsorship Package

½ Page (horizontal) 7.75” 5.25“ $250 Included in Gold Sponsorship Package

¼ Page (vertical) 3.875” 5.25“ $125

Included in Silver & Bronze Sponsorship Packages

Name Badge Reverse Side Advertisement

Reverse Side Advertisement on Registrant Name Badges

4.00“ 3.00“ $750

Artwork should be provided in an electronic file format such as a PDF, JPG, GIF, or a PNG and

may be submitted as full color or grayscale. Submission deadline is November 1, 2017.



5

AN ONLINE REGISTRATION FORM IS AVAILABLE

FOR PROVIDING SPONSORSHIP, EXHIBITING AND

ADVERTISING COMMITMENTS

Feel free to submit your sponsorship, exhibiting or advertisement commitment using the paper form included in this packet, but, for your convenience, we have

developed an online submission option.

To submit your commitment form electronically, visit

http://www.123contactform.com/form-2984173/Sponsorship-Request-Form

to access the online form.

D E A D L I N E S

COMMITMENTS: November 1, 2017

ARTWORK SUBMISSION: November 1, 2017

CORPORATE LOGO SUBMISSION: November 1, 2017

PACKET INSERTS: November 1, 2017

HOTEL RESERVATIONS: November 13, 2017

ATTENDEE REGISTRATION: November 13, 2017

http://www.123contactform.com/form-2984173/Sponsorship-Request-Form



6

Sponsorship, Advertising, and Exhibiting Guidelines PRE-REGISTRATION IS REQUIRED TO GUARANTEE SPONSORSHIP CONSIDERATIONS AND EXHIBIT SPACE ASSIGNMENT. ACCESS TO THE VARIOUS

EVENTS/ACTIVITIES RELATED TO THE TAMHO 2017 ANNUAL CONFERENCE REQUIRE EITHER SPONSOR OR PARTICIPANT REGISTRATION.

On-site table-top display space is limited. Assignment will be given on a “first come – first served” basis.

Application for booth space must be

made on the official printed Registration

Form provided by TAMHO and must be

accompanied by a check for the-

appropriate amount. The completed

application should indicate the specific

request of the applicant.

TAMHO reserves the right to decline

space to any applicant if in its judgment

a proposed display would not enhance

the event or carry out the intent as

viewed by the Association. The

completed application for space and the

formal notice of assignment constitutes

a contract for the right to use the space

allotted. In the event of fire, strikes or

other natural uncontrollable

circumstances at the hotel, this contract

will not be binding.

All sponsor representatives must

register upon arrival at the TAMHO

Registration Desk and must wear their

event identification badge at all times.

Representatives from non-exhibiting

and non-registering firms are not

allowed entry to any part of this

conference, or any TAMHO event, nor

are they allowed distribution of

literature or posting of signage in or

around the event facility. However,

firms that are prospective sponsors that

have never participated in a TAMHO

event may attend to preview the event

after payment of a non-member

comprehensive registration fee per

person (maximum of two registrants).

All display activities must be confined to

the limits of the display table. No

exhibitor shall assign, sublet, or share

the whole or any part of the space

allotted without the knowledge or

written consent of TAMHO. The display

area must be kept clear and should be

arranged so that representatives can be

within the area of the designated

display space.

Each display space is furnished with one

skirted table, and two chairs.

Set-up should be completed between

8:00 am and 9:00 am on December 12th.

The sponsor expressly agrees not to

dismantle their display or do any

packing before 10:00am on December

13th without the direct consent of

TAMHO. All displays must be removed

from the facility no later than 1:00pm

on December 13th. Each sponsor is

solely responsible for placing their

display in its designated location and

removing it and all materials from the

premises. TAMHO or the Franklin

Marriott Cool Springs Hotel reserves the

right to remove all effects remaining

afterwards and to store them at the

sponsor's expense.

Space not occupied or set up by

11:00am on December 12th may be

reassigned for other purposes as

TAMHO sees fit unless agreed upon

otherwise between sponsor and TAMHO

in advance of conference. Any sponsor

failing to occupy the space assigned

remains responsible for the payment of

such sponsorship category at the

designated price.

TAMHO reserves the right to substitute

comparable display space for

unforeseen circumstances.

It is expressly understood that TAMHO

will not pay for special equipment,

services or facilities requested or

arranged for by a sponsor.

Arrangements must be made by sponsor

directly with the Franklin Marriott Cool

Springs Hotel and/or a designated

service provider.

Security will not be provided for this

event. The sponsor understands and

agrees that TAMHO, their officers,

agents or employees, and the Franklin

Marriott Cool Springs Hotel shall not in

any manner be responsible for the loss

or damage to any goods, wares,

chattels, or equipment exhibited within

the sponsor’s designated space or

placed thereon, or while in transit to or

from the building. The exhibit of the

sponsor and all of its personal property

situated upon the allotted space

remains thereon at the sole risk of the

sponsor.

Sponsors shall exercise maximum care

in the prevention of fire and to avoid

loss of valuable properties that are part

of their display. Sponsor’s display must

conform to state and city fire prevention

codes. Display fabrics must be

flameproof.

Sponsors occupying a display space shall

carry their own insurance at their

expense for purposes of liability

coverage on their personnel and

property during the period of their

attendance at this TAMHO event and do

agree to indemnify and hold forever

harmless TAMHO and the Franklin

Marriott Cool Springs Hotel and all their

officers, directors, employees, and

agents from and against any actions,

losses, costs, damages, claims and

expenses (including attorney's fees)

arising from any damage, loss, or theft

of property or bodily injury of exhibitor,

his agents, representatives, employees,

and business invitees by reason of the

sponsors occupancy or use of the event



7

facility.

Sponsors must obtain their own

applicable licensing if they intend to use

copyrighted audio or visual material

within their display area as required by

Tennessee law. TAMHO reserves the

right to request the silencing of any

audio or visual media used within any

display area that would not enhance the

event or carry out the intent as viewed

by the Association.

The sponsorship category fee is due

when the contract is submitted and

should be made payable to:

TENNESSEE ASSOCIATION OF MENTAL

HEALTH ORGANIZATIONS (TAMHO)

ADDRESS 42 Rutledge Street |

Nashville, Tennessee 37210-

2043

PHONE 615-244-2220

TOLL FREE IN TN 800-568-2642

FAX 615-254-8331

A signed contract and fee(s) must be

received to assign display space. There

will be a $100 service charge for

cancellations made prior to close of

business November 1, 2017. Notice of

cancellation must be made in writing

only. No refunds will be provided after

close of business November 1, 2017.

Sponsor, exhibiting and advertising

contracts received on or before October

5, 2017 will be recognized in the

appropriate printed materials including

the Preliminary Program. After

November 1, 2017, sponsors cannot be

guaranteed inclusion in printed

materials.

A limited block of overnight

accommodations is being held until

November 13, 2017 at the Franklin

Marriott Cool Springs Hotel for this

TAMHO event at the rate of $151/night

plus applicable taxes.

The preferred method for booking

overnight accommodations is online via

the TAMHO Reservation page by

CLICKING HERE or typing the following

URL address into your internet browser:

http://www.marriott.com/meeting-

event-hotels/group-corporate-

travel/groupCorp.mi?resLinkData=TAM

HO%5EBNACS%60TAMTAMA%60151.00

%60USD%60false%604%6012/11/17%6

012/13/17%6011/13/17&app=resvlink&

stop_mobi=yes.

Guests may also call in reservations at

615-261-6100 being sure to identify

yourself as a participant of the TAMHO

or Tennessee Association of Mental

Health Organizations conference.

Reservations must be booked by

November 13, 2017. All reservations

must be guaranteed with a major credit

card—first night’s room rate plus tax.

All guaranteed reservation cancellations

must be made more than 72 hours prior

to arrival. After this time, attendees will

be charged for the first night of their

reservation or forfeit their individual

deposits.

Violations of any of these regulations by

a sponsoring firm or its representatives

shall be subject to the opinion of the

TAMHO Executive Committee and could

result in the forfeiture of display space,

related sponsorship category

considerations, and loss of moneys paid.

Matters arising not specifically

addressed herein shall be resolved at

the discretion of TAMHO and/or the

Franklin Marriott Cool Springs Hotel.

Display tables will be arranged in the

meeting space foyer which is

convenient to sessions being

conducted during the conference.

Interactive activities as well as

strategic placement of refreshment

breaks are being planned to assure

maximum traffic flow in the display

areas.

Charges for related expenses such as

electricity, phone or internet hook-

ups, and overnight accommodations

will be the responsibility of the

exhibitor and should be arranged

directly through the hotel. Visit

http://www.tamho.org/tamho-

annual-conference to access vendor

order forms and pricing details.

All displays, exhibits, decorations,

signs, etc. must conform to local fire

ordinance rules. No items may be

placed on walls or ceilings. Any nails,

push pins, tape, etc. used on walls will

result in a fine from the hotel.

REMINDER: Display tables may be

assembled on December 12th between

8:00am and 9:00 am (Central) and

must be removed no later than 1:00

pm (Central) on December 13th.

We acknowledge receipt of the TAMHO Annual Conference sponsorship, advertising, and exhibiting rules and guidelines and agree to adhere to all rules and guidelines. I attest that I am an authorized representative of this sponsoring, advertising, and/or exhibiting organization.

___________________________________

Signature ________________________________ Printed Name ________________________________ Organization ________________________________ Date









http://www.tamho.org/2017-tamho-annual-conference

http://www.tamho.org/2017-tamho-annual-conference



8

REGISTRATION FORM Call for Sponsors, Advertisers, and Exhibitors

TAMHO 2017 Annual Conference | December 12-13, 2017 | Franklin Marriott Cool Springs Hotel | Franklin, TN

PRE-REGISTRATION IS REQUIRED TO GUARANTEE SPONSORSHIP CONSIDERATIONS AND EXHIBIT SPACE ASSIGNMENT. ACCESS TO THE VARIOUS EVENTS/ACTIVITIES RELATED TO THE TAMHO 2017 ANNUAL CONFERENCE REQUIRE EITHER SPONSOR AND REPRESENTATIVE/PARTICIPANT REGISTRATION.

ALL REGISTRATIONS RECEIVED AFTER November 1, 2017 CANNOT BE GUARANTEED ACCESS TO ALL CONFERENCE EVENTS AND WILL BE ACCEPTED ON A

“SPACE AVAILABLE” BASIS. | On-site table-top display space is limited. Assignment will be given on a “first come – first served” basis. Please indicate () your preferred sponsorship level and any additional marketing or advertising opportunities, not included in your selected sponsorship

category, for the TAMHO 2017 Annual Conference. Please be sure to adhere to the published deadlines to assure timely processing and preparation so that your organization is given all courtesies and recognitions due.

SPONSORSHIP CATEGORIES

Titanium Sponsor ....................... $8,000

Platinum Sponsor ....................... $5,000

Gold Sponsor .............................. $3,000

Silver Sponsor ............................. $1,500

Bronze Sponsor ............................. $700

Non-Profit Organization ................ $400

TAMHO Member Organization ..... $350

ADDITIONAL MARKETING AND OUTREACH

OPPORTUNITIES

These fees are in addition to sponsorship packages.

Registration Packet Insert ............. $750

Upgrade from ¼ pg to full pg ad ...... $575

Upgrade from ¼ pg to ½ pg ad ........ $125

Upgrade from ½ pg to full pg ad ..... $450

ADVERTISING ONLY OPPORTUNITIES

Full Page ........................................ $700

½ Page (horizontal) ....................... $250

¼ Page (vertical) ............................ $125

Name Badge Reverse Side Ad ....... $750

Tennessee Association of Mental Health Organizations 42 Rutledge Street | Nashville, Tennessee 37210

615.244.2220 | 800-568-2642 toll-free in TN Fax 615.254.8331

TAMHO FEDERAL TAX PAYER IDENTIFICATION #62-1046901

TOTAL FEES DUE TAMHO $ ___________

Will you be using the exhibit display table space included in your sponsorship?

Yes, thank you, we plan to use the exhibit display table included as an amenity in our sponsorship package.

Thank you but we will not be able to be on-site for the TAMHO Annual Conference and will not be using the exhibit display table included as an amenity in our sponsorship package.

Will you be using the advertising option included in your sponsorship?

Yes, thank you, we plan to use the advertising option included as an amenity in our sponsorship package and will provide artwork according to guidelines provided.

Thank you but we do not plan to use the advertising option included as an amenity in our sponsorship package.

PRIMARY CONTACT PERSON FOR COORDINATION OF SPONSORING AGENCY PARTICIPATION IN THE TAMHO ANNUAL CONFERENCE Name: ________________________________________________________________________________________________________________ Title: _________________________________________________________________________________________________________________ Telephone (office, desk, landline): ___________________________________________ Preferred or More Rapid Mode of Communication:

Cellular Telphone: ________________________________________________________ ___ Office Telephone

Email: __________________________________________________________________ ___ Cellular Telephone

Fax: ____________________________________________________________________ ___ Email

SPONSORING AGENCY – name and address to be used for marketing purposes Agency Name: ___________________________________________________________ Address: ________________________________________________________________ City, State, ZipCode: ______________________________________________________ Telephone: ______________________________________________________________ Email: __________________________________________________________________________

Fax: ____________________________________________________________________________

Please forward an electronic version (JPG, PNG, EPS, etc.) of your company logo for inclusion in conference materials and on signage for the conference no later than November 1, 2017 for the Final Program.

We acknowledge receipt of the TAMHO Annual Conference sponsorship, advertising, and exhibiting rules and guidelines and agree to adhere to all rules and guidelines. I attest that I am an authorized representative of this sponsoring, advertising, and/or exhibiting organization.

___________________________________________________________________________

Signature _____________________________________________________________ Printed Name & Title _____________________________________________________________ Organization _____________________________________________________________ Date

_______________________________________________________________ Signature TERESA FUQUA, Director of Member Services _________________________________________ Printed Name & Title Tennessee Association of Mental Health Organizations (TAMHO) ___________________ Organization

_________________________________________________________ , 2017

Date

Name of organization as it should appear on printed

signage and materials:

_______________________________________________

_______________________________________________

URL / Internet Address:

_______________________________________________

_______________________________________________



9



10

call for sponsors, exhibitors, and advertisers annual conference/call for sponsors... · feel free...

Documents