SPONSOR & EXHIBITOR PROSPECTUS - OKLAHOMA ASSOCIATION OF OPTOMETRIC PHYSICIANS MARCH 12-14, 2020 NORMAN, OKLAHOMA | EMBASSY SUITES HOTEL & ...
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SPONSOR & EXHIBITOR PROSPECTUS
MARCH 12–14, 2020
NORMAN, OKLAHOMA | EMBASSY SUITES HOTEL & CONFERENCE CENTER
OKLAHOMA ASSOCIATION OF OPTOMETRIC PHYSICIANS
SPONSOR & EXHIBIT
vision summit
Join us for 2020 OAOP Vision Summit March 12–14 at the Embassy Suites Norman Hotel Conference
Center in Norman, Oklahoma. The investment your company makes in exhibiting and/or sponsoring
gives you exclusive access to optometric professionals from around the country and demonstrates your
support in advancing the optometric profession.
The members and staff of OAOP appreciate and recognize the valuable support exhibit companies
provide at our educational programs and we strive to make every effort to see your company receives
attention and many opportunities to meet with optometric physicians, paraoptometrics, and optometry
students in both exhibit and social settings.
Companies exhibiting AND sponsoring during the 2020 OAOP Vision Summit will be featured in the 2020
Vision Summit Virtual Tradeshow following the conference in an email to the entire OAOP membership.
exhibitor opportunities advertising
(limited to 80 booths)
Premium booths are in a centrally-located area Include a company advertisement in the OAOP
which will feature our Friday happy hour and Vision Summit Conference Program. The conference
Saturday mixer. Premium booths are available to program is the primary tool for all registered
partners and specialty sponsors. attendees to navigate their conference experience.
• Standard Booth 8’ x 10’ | $850 Ad Size Price
After February 10, 2020 | $950 Full page (7.5w x 10t) $ 750
• Double Booth 8’ x 20’ | $1600 Half page (7.5w x 4.875t) $ 500
After February 10, 2020 | $1800 Quarter page (3.625w x 3.625w) $ 250
• Each Additional Representative (max 2)| $50
Promotional Email to Attendees—$350
• Upgrade to an Exclusive Sponsor with Premium
Booth Included | $10,000+ Promote your booth, products, or other fun facts with an
email sent from OAOP to registered attendees.
Booth fee includes:
Up to Four (4) representatives, 6’ convention draped Artwork must be sent in a high-resolution PDF and JPG
table, two folding chairs, wastebasket, listing in format to heatherlyn@oaop.org by Monday, February
conference program with 35-word description, snacks 10, 2020.
and refreshments, overnight security on Friday, PDF
attendee list and Roaring 20’s Celebration on Friday
evening.
SPONSOR & EXHIBIT
sponsorship opportunities
Partnerships—$10,000–$25,000 Ruby Sponsor—$2,500 (Eight Available)
Annual partners receive maximum exposure to our members Special Sponsor Recognition (select one below) includes:
throughout the year. Choose from four levels of sponsorship, • Half page advertisement in conference program
Bronze, Silver, Gold and Platinum, ranging from $10,000-$25,000 • Logo on conference website
and benefit from a variety of marketing, advertising and • Company name on conference program & signage
speaking opportunities. Your name appears front and center • Recognized at Opening Session
at events and in marketing publications. • Priority booth placement (if registered)
CE Unplugged (One Available)
Contact Heatherlyn Burton, CAE for more information at
• Signage at bar prior to final CE session
405.524.1075.
and two representatives
Beverage Sponsor (Four Available)
Branding Symposium—$10,000–$15,000*
• Signage at the event, recognition on the schedule
(Six available)
for the break.
Deliver your message directly to Vision Summit attendees with
Congress Committee Lounge (One Available)
a 20-minute presentation. This premium time slot for branding
draws attendees and provides you a crowd of roughly 150 • Signage in the lounge where our speakers,
max. to learn about your newest innovations. The presenter committee volunteers, student monitors and
and up to two (2) representatives can attend the sponsored staff go to take a break, check emails, or grab a
presentation. Symposiums are scheduled unopposed to CE to beverage or snack during the long conference
maximize. Premium booth in exhibit hall is included. hours.
*A discount is available for a multi-2020 event agreement and Lanyard Sponsor (One Available)
to OAOP Partners. Contact Heatherlyn Burton, CAE for more • You provide the lanyards we’ll get them in the
information at 405.524.1075. hands of the 500+ attendees.
Wifi Sponsor (One Available)
Roaring 20’s Celebration Title Sponsor—$10,000 • You provide the link and we’ll get them to the
page.
(One Available)
• Exclusive naming in event title Sapphire Sponsor—$1,000
• 5-Minute Welcome at Celebration • Quarter page advertisement in conference program
• Photo Booth includes company Logo on Printed Images Company name on website, program & signage
• Up to 8 representatives for Celebration • Recognized at Opening Session
• Full page advertisement in conference program • Priority booth placement (if registered)
• Logo on conference website, program & signage
• Recognized at Conference Opening Session Celebration Supporter—$1,000
• Includes premium booth in exhibit hall Table sponsorship and four (4) tickets to the Roaring 20’s
Celebration on Friday evening.
Diamond Sponsor—$5,000 (Seven Available)
Special Sponsor Recognition (select one below) includes:
• Full page advertisement in conference program
• Logo on conference website, program & signage
• Recognized at Opening Session
• Premium booth placement (based on availability, if
registered)
Annual Awards Banquet (One Available)
• 5-Minute Welcome at Awards Opening and up to
4 representatives to attend
Celebration Entertainment Sponsor (Two Available)
• Logo on casino tables and gaming chips for all
registered attendees
Exhibit Hall Happy Hour Sponsor (One available)
• Signage at the break and recognition on the
agenda
Exhibit Hall Morning Mixer Sponsor (One available)
• Signage at the break and recognition on the
agenda
Celebration Themed Drink Sponsor (One Available)
• Signature cocktail selected and named by
Sponsor, logo on cocktail napkins
YOU + Leaders Lounge (One Available)
• The lounge is a nice place for OAOP leadership
and Young ODs to and relax and network
with friends and colleagues while they grab a
beverage or snack between lectures.EXHIBITOR INFORMATION
sponsor and exhibit application conference rules
The OAOP will consider only the online applications that are complete • Vendors are not allowed to hold events coinciding with scheduled
and accompanied with payment. Applications and payments are due conference activities and all onsite events at the Embassy Suites
by the deadlines indicated. Norman must be approved by OAOP.
• Participating vendors are not allowed to contact attendees or
assignment of exhibit space members and state they are with the OAOP or calling on behalf
Assignment for the exhibit space floor plan will be made according to of the OAOP. Vendors must clearly state they are a participating
the date and payment the application is received. Priority assignments vendor of the OAOP conference.
will be given to OAOP Partners and Sponsors. The exhibitor space floor
plan is subject to change without notice. Therefore, all assignment of photo release
space and the right to reassign exhibit space is expressly reserved by
Photos and videos will be taken throughout the event and may
OAOP. Exhibit booth registration closes two weeks prior to conference
be posted on our website and newsletter (both now and the
or earlier if exhibit hall reaches maximum capacity. OAOP exhibit space
future) without payment to the company representative. Please let
floor plan and assignments will be determined by conference staff at a
Heatherlyn Burton know prior to the event if you do not wish to have
later date.
your picture made public.
The OAOP has the exclusive right to reject applications. All checks
will be cashed and monies deposited. Cashing one’s check is use of exhibit space
not an acceptance of the application and does not become a
binding agreement until approved by the OAOP Executive Congress • In the event the exhibitor fails to install its display within the time
Committee. A letter will be sent to the persons not selected to exhibit limit set for opening of the conference, or fails to comply with any
within 30 days and a refund will be promptly issued. provisions of this contract concerning the use of display space,
OAOP or its designated tradeshow company shall have the right
to take possession, remove exhibitor’s possessions from the space,
cancellation and reassign any part thereof.
Sponsorships cannot be cancelled, but a sponsor can forgo exhibit
• All demonstrations and distribution of circulars and promotion
space, advertisements, conference registration, or any other benefits
materials must be confined to the limits of the exhibitor’s booth.
outlined in the sponsorship package. Exhibit cancellations and refund
requests must be submitted in writing or emailed to our office no later • No exhibitor shall assign, sublet, or share the space assigned
than February 10, 2020 and a refund of 50% will be issued within 30 days. without the written consent of OAOP.
Refunds will not be approved for cancellations less than one month
prior to conference. • In the event the exhibitor engages in onsite sales transactions, the
exhibitor will be responsible for complying with all federal, state,
Submit all requests by email to Heatherlyn@oaop.org or by mail to and local laws that may pertain to such sales.
4850 N. Lincoln Blvd., Suite A Oklahoma City, OK 73105.
• Exhibitors must display goods manufactured or handled by them
in their regular course of business, unless otherwise approved by
registration
OAOP. All sales items must be in good taste.
All company representatives of paid vendors are required to register
• Exhibits that include the operation of musical equipment, radios,
with the Oklahoma Association of Optometric Physicians and provide
sound motion picture equipment, public address systems, or
a valid email address. Company representatives will receive badges at
any noisemaking machines must be operated so that the noise
the registration desk, and only those registered representatives will be
resulting therefrom will not annoy or disturb adjacent exhibitors or
permitted to enter the exhibit hall.
their patrons, and must be approved by OAOP.
oaop exhibitor services • Exhibitors are required to keep their exhibit space neat and orderly
at all times.
Booth Details & Security. Exhibit space includes convention draped 6’
table, two chairs, and waste basket. Complete details will be forwarded • All display material must be flameproof and subject to inspection
to each exhibitor following confirmation and assignment of booth by the fire department. No flammable fluids or substances may be
space. OAOP will provide overnight security Friday evening. No access used or shown in booths.
will be granted to the exhibit hall before Friday.
Exhibitor Kit & Power. The Vision Summit tradeshow company, factor110,
liability
will send you an exhibit service kit within 60 days of the conference. The exhibitor understands and agrees that OAOP, its officers, agents,
Power, drayage, and other details will be outlined in the exhibitor kit. or employees shall not in any manner be responsible for the loss or
Electricity order details will be emailed after agreement and payment damage to any of the goods, ware, chattels, or equipment exhibited
are received. The OAOP strongly recommends that all shipments of upon the exhibitor’s allotted space or placed thereon, or while in transit
equipment and supplies be arranged through factor110. They will to or from the building. The exhibit of the exhibitor and all of its personal
transport your shipment to the Conference, deliver to your booth, property situated upon the allotted space remains the sole risk of the
remove it at the conclusion of the Conference, and ship it back to the exhibitor.
company. All your representatives have to set up your booth and
dismantle it. The exhibitor shall be fully responsible to pay for any and all damages
to property owned by the hotel, its owners or managers that results from
any exhibitor. Exhibitor agrees to defend, indemnify, and hold harmless,
exhibit hours the hotel, its owners, managers, officers or directors, agents, employees,
Friday, March 13, 2020 from 3:10-4:45 p.m. and Saturday, March 14, subsidiaries, and affiliates from any damages or charges resulting in the
2020 from 10:00 a.m.-2:00 p.m. Early departures may affect your booth exhibitor’s use of the property. Exhibitor’s liability shall include all losses,
placement for future events. costs, damages, or expenses arising from or out of or by reason of any
accident or bodily injury or other occurrences to any person or persons,
venue including the exhibitor, its agents, employees, and business invites that
arise from or out of exhibitor’s occupancy and use of the exhibition
Embassy Suites Norman Hotel & Conference Center premises, the hotel, or any part thereof.
2501 Conference Drive
Norman, Oklahoma 73069 The exhibitor specifically agrees that it will exhibit in such a manner as
not to cause injury to the public, visitors, guests, employees, or any other
hotel accommodations persons on the premises or any property exhibited thereon. The exhibitor
agrees to indemnify and hold harmless OAOP, its officers, agents, and
The Embassy Suites Norman offers the following group rate of $134 by employees from any claim or claims of any nature whatsoever arising
Monday, February 10, 2020. Room reservations may be made at by by reason of any damage sustained by any person, or to any property,
calling 1.866.577.1273 or click here to make reservations. upon said premises.Presorted First Class Mail
U.S. Postage
PAID
Permit No. 607
Oklahoma City, OK
4850 N. Lincoln Blvd, Ste A | Oklahoma City, OK 73105
P 405.524.1075 | F 405.524.1077 | www.oaop.org
RESERVE YOUR SPACE AT THE
OAOP VISION SUMMIT
EXHIBIT HALL
MARCH 13–14, 2020
EMBASSY SUITES NORMAN
HOTEL & CONFERENCE CENTER
ACCOMMODATIONS
The Embassy Suites Norman Hotel & Conference Center is conveniently located close to the University of Oklahoma and just
south of Oklahoma City. A packed day of sightseeing or successful business meetings deserves a restful night’s sleep and
our 283 spacious two-room suites offer that. Featuring plush furnishings and facilities designed for your relaxation, each guest
suite also features a spacious work desk or dining area and a range of modern amenities, including two 32-inch televisions
and wireless internet access. Start your day with a complimentary cooked-to-order breakfast. In the evening, experience real
Oklahoma hospitality at the nightly Manager’s Reception* at our Norman hotel. Additional dining requirements are perfectly
prepared by our Embassy Suites restaurant, the North Park Grill. Guests will also find plenty of entertainment options and
recreational activities nearby such as Fred Jones Jr. Museum of Art, and Lake Thunderbird State Park.
HOTEL RESERVATIONS
405.364.8040
Deadline February 10
Room Rate $134PARTNER
OPPORTUNITIES 2020
Partnership Levels Platinum Partner Gold Partner Silver Partner Bronze Partner
$20,000 Cash $15,000 Cash $12,000 Cash $8,000 Cash
$5,000 In-kind $5,000 In-kind $3,000 In-kind $2,000 In-kind
Year-Round Year-Round Year-Round Year-Round
Description of Benefits
Meeting with an Officer X X X X
Advertisement in Bi-Annual OAOP Newsletter 2 Half page ads 2 Half page ads 2 Quarter page ads 2 Quarter page ads
Access to OAOP Membership Business Addresses,
X X X X
Phone & Fax numbers
Opportunity to Offer up to One (1) Hour CME at an OAOP
3 x year 2 x year 1 x year n/a
District Meeting
Article About Partner in Member Weekly e-Newsletter 2 x year 1 x year n/a n/a
5 Minute Welcome at one Annual Conference (Date &
1 x year 1 x year n/a n/a
Time selected by Executive Congress Committee)
Recognition in Weekly Member e-Newsletter Logo & Link Logo Logo Name
Logo & Link on Partner Page & Logo & Link on Partner Page &
Recognition on OAOP website (www.OAOP.org) Logo Logo
Footer Footer
Recognition on Conference Sponsor Page Logo & Link Logo & Link Logo Logo
Recognition on All Conference Emails Logo & Link Logo & Link Logo Logo
Complimentary Booth at OAOP Vision Summit with 8 x 20 Exhibit booth, 6' draped table, 8'x10' exhibit booth, 6' draped table, 8'x10' exhibit booth, 6' draped table, 8'x10' exhibit booth, 6' draped table,
Priority Placement and four chairs and two chairs and two chairs and two chairs
Complimentary Booth at OAOP Fall Conference with Standard Exhibit booth, 6' draped Standard Exhibit booth, 6' draped Standard Exhibit booth, 6' draped
Priority Placement
Priority Placement table, and two chairs table, and two chairs table, and two chairs
Representative Badges for Exhibit Hall 4 VS/4 Fall 4 VS/4 Fall 4 VS/4 Fall 4 VS/4 Fall
CME/CE Conference Speaker Opportunity - Hour(s) 2 2 1 1
Complimentary OD Conference Registrations - OAOP
1 VS/1 Fall 1 VS/1 Fall n/a n/a
Members Only
Conference Signage Largest Logo Larger Logo Logo Logo
Conference Program Logo Logo Logo Logo
Conference Rolling Slides during Breaks Logo Logo Logo Logo
Recognition at Conference Opening Session X X X X
Advertisement in Conference Program(s) Full page Full page Full page 1/2 page
Branding Symposium Discounted Rate from $15,000 -
$10,000 $10,000 $10,000 $10,000
(Limited Availability)
In-Kind Donation (Lanyards, Conference Bags, Staff
1st Priority 2nd Priority 3rd Priority 4th Priority
Shirts, Projectors, Pens, Water Bottles, etc)EXHIBITOR & SPONSOR AGREEMENT
Complete this form in full and mail a copy
of this page along with full payment to: Additional questions and sponsorship inquiries:
Oklahoma Association of Optometric Physicians Heatherlyn Burton
4850 N. Lincoln Blvd., Suite A P 405.524.1075
Oklahoma City, OK 73105 E Heatherlyn@oaop.org
F 405.524.1077
contact information
Company Name
Key Contact Name Title
Address
City State Zipcode
Phone E-mail Address
Email marketing materials for program to heatherlyn@oaop.org. Deadline is February 10, 2020.
Company or Product Description in 35 words or less, Website, Twitter Handle, Facebook URL, and/or LinkedIn URL
sponsorship partners exhibit booth
q Branding Symposium @ $10,000– q Platinum Partners @ $25,000 Standard Booth 8’ x 10’
15,000 q Gold Partners @ $20,000 q By February 10 @ $850
q Roaring 20’s Celebration Title Sponsor q Silver Partners @ $15,000 q After February 10 @ $950
@ $10,000 q Bronze Partners @ $10,000 (based on availability)
q Diamond Sponsor @ $5,000
Please specify: ________________________ advertising Double Booth 8’ x 20’
q Ruby Sponsor @ $2,500 q Full Ad @ $750 q By February 10 @ $1,600
Please specify: ________________________ q Half Ad @ $500 q After February 10 @ $1,800
q Sapphire Sponsor @ $1,000 q Quarter Ad @ $250 (based on availability)
q Celebration Supporter @ $1,000 q Promotional Email @ $350 ___ Additional Representatives @ $50
(limited availability)
Vision Summit Representatives (representative name & email)
1. 2.
3. 4.
payment
Total Amount of Sponsorship & Exhibits $
q Check (enclosed) Credit Card: q Visa q MasterCard q Discover
Card Number ___________________________________________________ Exp. _____/_____ CVC _______________
Address
City State Zipcode
Name as it appears on card Signature
This application for exhibit space, when executed by Oklahoma Association of Optometric Physicians, and full payment
together constitute a contract between parties. In applying for exhibit space, we agree to abide by the rules and regulations.
Please copy this form and return the original to the address shown above. Keep a copy for your files. Detailed information in
regards to exhibiting, table top location, and show special opportunities will be sent at a later time.
Signed: Date:You can also read
