Sponsor guidelines and deadlines
Summary of Deadlines
After producing this conference and Fusion for the last five years, we have determined that the sponsors that have strictly adhered to the deadlines have had the most successful and productive experience as a sponsor. Thus we have just recently implemented this procedure of having the sponsor contact person sign off on a document stating that have received and understand the guidelines, deadlines and the consequences if they are missed.
• Leaderboard ad for DHC website – as soon as possible
• High resolution logo – as soon as possible but no later than April 4th
• Ad for print program – Friday, April 4th
• Conference registrations – Friday, April 4th
• Conference bag materials – Friday, April 25th
Conference registrations
Deadline for registrations (both internal and client) - April 4, 2008In addition to the internal passes for your organization, we will extend complimentary registrations to IT professional that you invite from your clients or potential clients. The number of passes is determined by your sponsorship level. Go to www.dhc2008.com 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 4, 2008, 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. Substituting names and sharing passes is not allowed. We understand that in some emergency cases, this may occur and ask that you notify us by April 20, 2008.
• Platinum – 4 internal, 3 client, 40% discount on additional passes*
• Gold – 3 internal, 2 client, 35% discount on additional passes*
• Keynote – 2 internal, 1 client, 30% discount on additional passes*
• Break – 2 internal, 25% discount on additional passes*
High Resolution Logo
Deadline - as soon as possiblePlease 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 DHC website. The logo is placed on the www.dhc2008.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)
Leaderboard Banner
Deadline - as soon as possibleBanner ad will be rotating in with other sponsors on dhc2008.com. The banner ad is placed on the www.dhc2008.com website 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.
• Dimensions: 728×90 pixels
• Format: .jpg or .gif or .swf
• Size file: less than 30K
Full Page Color Ad for Conference Binder
Deadline: April 4, 2008Platinum – 2 full page ads – can be a two page spread
Gold, Keynote, Break – 1 full page ad
• 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.
Conference by collateral
Deadline: April 25, 2008Promotional insert of company literature placed inside each attendee’s conference bag – maximum 8.5×11 size and 6 pages. 250 bags will be compiled. Small items such as pens, flash drives or other small tchotcki can also be submitted. Address to send items to will be e-mailed to sponsors or contact Deb Klein.
Retractable sign
Deadline: Set-up May 7, 2008 at 3 pm Take down: Between 3:00 pm and 6:00 pm on May 8, 2008The 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. Platinum sponsors also place a retractable banner in the front of the auditorium. See images of Fluno Center for placement of the retractable signs and examples.
Each sponsor is responsible for getting their sign to the Fluno Center, setting it up, taking it down and returning it.
For any questions, please contact Deb Klein.
WI Department of Health
and Family Services
Sponsors receive exclusive networking opportunities, branding, signage, face-to-face interaction with senior healthcare executives and more.
