2023 FDAC Annual Conference - Exibitor & Sponsor Prospectus

FDAC’S LARGEST GATHERING OF CALIFORNIA FIRE DISTRICT PROFESSIONALS!

When sponsoring at FDAC, you will be provided with many opportunities to build and develop quality relationships with your current clients and future prospects. This is one of the best ways to connect with Fire District officials throughout California. Taking advantage of FDAC’s Annual Conference Sponsorship opportunities will help you:

• Reach a large range of fire district officials

• Introduce new and advanced products and services

• Gain exposure to fire district decision-makers and key personnel.

HOW TO REGISTER

All sponsor and exhibitor registrations can be completed on the FDAC Sponsor & Exhibitor webpage.

REGISTER TODAY!

If you are a member of FDAC, log into your account to receive the member discount! All sponsor & exhibitor registrations must be completed online no later than Friday, February 10, 2023.

FDAC staff member Daniela Dejeu is available to answer any of your sponsorship questions; please contact staff@fdac.org.

SPONSOR & EXHIBITOR DEADLINES

• Logos & Company Descriptions are due - Friday, February 10, 2023

• Cancellation Deadline, no refunds after this date - Friday, February 17, 2023

• Complimentary Registrations must be completed - Friday, March 3, 2023

• Hotel Room Block Closes - Friday, March 3, 2023

• FDAC Report Ads are due - Friday, May 12, 2023

BENEFITS TO ALL SPONSORS & EXHIBITORS

All Sponsors and Exhibitors will receive the following items. Specific benefits based on level of support are listed in detail on pages 4-6 of this prospectus.

• Company logo displayed on FDAC Vendor Page until June 30, 2023

• Company Logo linked in the 2023 Spring Edition of the FDAC Report

• Discount on the 2023 – 2024 Annual Sponsorship Packages

• One (1) Standard Tabletop Exhibitor Booth

• Company name or logo displayed in the conference mobile app

• Pre and post attendee list

• Complimentary conference registrations

• Badge ribbons for all registered company representatives to showcase your level of sponsorship during the conference

EXHIBITOR HOURS

All times are subject to change.

Tuesday, March 14, 2023

• Exhibit Booth Set Up - 12:00 pm – 3:00 pm

• Welcome Wine and Food Pairing Reception - 4:30 pm – 6:00 pm

Wednesday, March 15, 2023

• Conference Exhibit Hall Hours - 8:00 am – 6:00 pm

• Sponsored Breakfast in the Exhibit Hall - 8:00 am – 8:45 am

• Sponsored Coffee Breakfast - 10:15 am – 10:35 am

• Sponsored Lunch in the Exhibit Hall - 12:00 pm – 1:00 pm

• Sponsored Dessert Break - 2:30 pm – 3:00 pm

• Networking Reception - 4:30 pm – 6:00 pm

Thursday, March 16, 2023

• Conference Exhibit Hall Hours- 8:00 am – 2:30 pm

• Sponsored Breakfast in the Exhibit Hall - 8:00 am – 8:45 am

• Sponsored Coffee Breakfast - 10:40 am – 11:00 am

• Sponsored Lunch & Prize Drawing - 12:30 pm – 1:30 pm

• Sponsored Dessert Break - 3:00 pm – 3:15 pm

• Exhibit Booth Tear Down - 3:15 pm – 4:45 pm

By agreeing to exhibit at the FDAC Annual Conference you are agreeing to man your booth during the Exhibit Hall hours indicated in this prospectus. Please do not break down your booth until after 3:15 pm on Thursday, March 16, 2023.

FLOOR PLAN

DIGITAL

FDAC Report, Spring 2023 Edition: Company Logo linked on the Sponsor & Exhibitor Thank You Page

MEMBER $4,250 NON-MEMBER $5,000 MEMBER $3,500 NON-MEMBER $4,250 MEMBER $2,250 NON-MEMBER $3,000 MEMBER $1,500 NON-MEMBER $2,250

30,

AVAILABLE SPONSORED ITEMS

WINE & FOOD PAIRING ADD ON - $1250

Tuesday Wine & Food Pairing Welcome Reception (several available)

Enjoy the evening sipping wine and greeting guests by hosting a wine and food pairing at your booth during the FDAC Welcome Reception. You will be provided with a curated wine and food pairing to serve attendees. This add on item is available to all sponsorship levels.

PLATINUM LEVEL

Fire Industry Words of Wisdom Sponsorship (IWOW) (2 available)

Provide attendees with an industry specific conference breakout session. Session content must be approved by the FDAC Education committee. The company agrees to comply with all speaker deadlines and other requirements. IWOW speakers are responsible for their own hotel and travel expenses.

Wednesday Reception Sponsor (1 available)

Signage and beverage napkins with your company logo will be provided at the event while you enjoy the evening and greet attendees. Attendees will be able to enjoy the evening with one (1) complimentary drink ticket with your logo printed on it. The event will also include signage for a company branded specialty cocktail.

Wednesday Reception – Prize Drawing (1 available)

Annual Conference attendees will be provided with a raffle ticket with your company logo on it and will be entered into the prize drawing. Sponsor may provide up to two (2) separate prizes to be raffled off during the Wednesday night reception not to exceed a value of $500 each. The winners will be drawn and announced by your company representative during the reception. Your company will provide the FDAC approved prize(s).

GOLD LEVEL

You Have the Floor Sponsorship (3 available)

Prior to one of the specified general sessions, your company can choose to share a 45-second video advertisement or provide a company representative to speak directly to the audience for 3 minutes. Company representative will then introduce the general session speaker. Signage with your company logo will also be on display at the session.

Conference Tote Bag Sponsor (1 available)

Your logo will be printed on the reusable conference themed tote bags and provided to all the annual conference attendees. FDAC will purchase the branded tote bags and distribute them to attendees.

QR Code Scavenger Hunt (1 available)

Your logo is displayed on the QR Code Game located in the Official Conference Mobile App, Guidebook. Conference attendees must scan the appropriate QR Codes that are distributed across all exhibitors in the exhibit hall. Once enough QR Codes are scanned, attendees will discover the hidden phrase and will then be placed in a drawing to win a prize. Your company representative will announce the winner in the exhibit hall during the Wednesday lunch break where there will be signage with your logo. Prize value cannot exceed $500.

Wednesday or Thursday Lunch Sponsor (2 available)

Your company logo is displayed on signage and beverage napkins as the contributing sponsor during the lunch break. Your company representative will have the opportunity to introduce themselves to the attendees during the lunch break not to exceed five (5) minutes or provide a company flyer on the tables for attendees.

SILVER LEVEL

Official Conference Mobile App Sponsor (1 available)

Your logo will be displayed in the conference mobile app as well as on signage for downloading the App during the conference. The FDAC’s Annual Conference mobile app is where all sessions, exhibitors, sponsors, maps, and local attractions are listed.

Wednesday, Thursday, or Friday Breakfast Sponsor (3 available)

Your company logo is displayed on signage and beverage napkins as the contributing sponsor during the morning breakfast. Your company will have the opportunity to provide a company flyer on the tables for attendees.

Lanyards (1 available)

Your logo will be printed on the official conference lanyard and worn by all conference attendees. FDAC will purchase the branded lanyards and distribute them to the attendees.

BRONZE LEVEL

Wednesday or Thursday Coffee or Dessert Break Sponsor (4 available)

Your logo is displayed on signage as a contributing sponsor during one of the coffee or dessert breaks on Wednesday or Thursday.

Choose-Your-Own-Swag (4 available)

Your company provides an FDAC approved branded swag item of your choice, to be placed in the conference tote bag given to all conference attendees. Items included, but not limited to water bottles, notebooks, or portable chargers, etc

EXHIBITOR BOOTHS

Exhibitor Booths for the Annual Conference are included in all Sponsorship Levels but can be purchased on their own.

BOOTH FURNISHING

• One 6’ draped table

• Two chairs

• One wastebasket

The booths do not have electricity. Electricity is available for purchase for $75.00. Please prepurchase the electricity and FDAC staff will ensure that the hotel runs power to your booth.

ADDITIONAL REGISTRATION ITEMS:

• $200 Additional booth personnel conference registration

• $100 Ad designed by our in-house graphic designer

• $ 75 Booth electricity

LOGO AND AD REQUIREMENTS

LOGO SPECIFICATIONS

You must send your logo in both an eps/ai vector format and a high-res transparent png. If you do not have an eps version of your logo, please ensure what you send is a high resolution transparent png or pdf.  Logos pulled from websites are not suitable for printing. We will not use your logo from the previous year unless explicitly told to do so. If you cannot provide any of the aforementioned formats, we cannot guarantee the quality of your logo in any digital or printed materials. FDAC reserves the right not to use any logos if the quality is too poor to present at our event to the standard we require. All company logos in both eps and png format are due by Friday, February 10, 2023, and should be submitted via email at launch@smithmooreassoc.com.

APPROPRIATE LOGOS

Below are some examples of why FDAC asks for vector logos. If you cannot provide a high-resolution logo, FDAC cannot guarantee quality in printing.

You must send your logo in EPS vector format. If you do not have an EPS version of your logo, please ensure what you send is a high-resolution transparent PNG or PDF. Logos pulled from websites are not suitable for advertising.

Low-Res PNG JPEG EPS High-Res PNG

FDAC REPORT – MAY 2023 PUBLICATION

AD SPECIFICATIONS

Your Ad must be sized to the correct dimensions in a PDF format, 300dpi, and is dependent on your sponsorship level, as specified in page 4. Ads will be published in the FDAC Report in the Spring 2023.

AD DIMENSIONS

Platinum Level – Full Page Ad: 8.5” W x 11” H – full dimensions

Gold Level - Half Page Ad: (Vertical Only) 4.25” W x 11” H – full dimensions

All Ads are due by Friday, May 12, 2023 in PDF format, 300dpi. Please submit all ads via email to launch@smithmooreassoc.com with the following subject line: FDAC 2023 Report – YOUR COMPANY NAME – YOUR SPONSOR LEVEL.

NEED DESIGN HELP? Do you need help designing your ad? FDAC is happy to assist in designing a simple ad that will showcase your company professionally using your company logo. Please contact staff@fdac.org for more information.

SPONSOR & EXHIBITOR CONFIRMATION EMAIL

Within 72 hours of your sponsorship and/or booth registration, you will receive a confirmation email with all the necessary information and submission links for all sponsorship materials.

EFFECTIVE ADVERTISING

Engaging and successful ads are simple, succinct, and vibrant. Paragraphs and details are for your website, while ads are where you catch the eye and make them want to learn more. Minimal text and vibrant professional images show confidence in your message and product. Less is always more.

RULES AND REGULATIONS

BECOMING A 2023 CONFERENCE SPONSOR & EXHIBITOR:

All sponsor and exhibitor registrations must be completed on the FDAC website at www.fdac.org. By completing the online registration, the company agrees to the rules and regulations contained in this brochure. Online payments may be made by check or credit card. If paying by check, payment must be received within 14 days of the online registration or your sponsorship and/or booth assignment is subject to cancellation. Your sponsorship and/or booth is not confirmed until you have received an email confirmation from staff within 72 hours of your registration completion. If you have any questions, please contact FDAC staff at staff@fdac.org. Exhibitors may purchase multiple booths, however; booths may not be shared with another company.

COMPLIMENTARY REGISTRATIONS:

The Sponsorships and/or Exhibit Booth fees include an allocated number of complimentary registrations for the designated company. You must register your complimentary registrants online using a unique promo code that will be sent in your confirmation email. Additional company representatives may be registered at any time at the discounted rate of $200 on the event registration page.

All company representatives working in the exhibit hall must be registered for the conference. All company representatives must check in at the registration area upon arrival at the conference for their entrance badge and conference information. Please register all people at your booth so that a badge can be made in advance. Admission shall be by badge and is transferable within the company. The rights of a company representative shall not be assignable to any other firm or person outside the designated company.

EXHIBITING SPACE ASSIGNED:

Space assignment priority is given according to sponsorship level and is then made available on a first-come, first-served basis. FDAC will make every effort to place exhibitors in the areas of their choice, and once a space is paid for, confirm that space to the exhibitor. However, FDAC does reserve the right to place, move or relocate any exhibitor in case of necessity for the total benefit and operation of the show.

INSURANCE AND LIABILITY:

Exhibitor agrees to protect, save, and keep FDAC and all contracted hotel(s) forever harmless from any damages or charges imposed for violation of any law or ordinance occasioned by negligence of the exhibitor, as well as to comply strictly with the applicable terms and conditions contained in the agreement between the contracted hotel(s) and FDAC regarding exhibition premises. Further, exhibitors shall at all times protect, indemnify, save, defend and hold harmless FDAC and contracted hotel(s) against and from any and all loss, costs (including attorney fees), damages, liability, or expense arising from or out of or by reason of any accident or bodily injury or any other occurrence to anyone, including the exhibitor, its agents, employees and business invitees, which arises from or out of or by reason of said exhibitor’s occupancy and use of the exhibition premises or part thereof. Additionally, FDAC shall not be held responsible for any loss, damage, or delay due to strikes, lockouts, Acts of God, governmental restrictions, enemy action, civil commotion, unavoidable casualty, or other causes similar or dissimilar, beyond the control of FDAC.

EXHIBITOR’S PROPERTY:

FDAC (and its event host facilities) cannot assume responsibility for the safety of the property of the Exhibitor, its officers, agents or employees from theft, damage by fire, accident, or other causes, but will use all reasonable care to protect them against such loss. In all cases, occupants wishing to insure their property must do so at their own expense. It is especially recommended that all occupants have representatives in attendance at all times when the exhibits are open and when exhibits are being set up or dismantled, to protect against loss. FDAC (and its host conference facilities) cannot be responsible for any item left unattended or left in the Exhibit Hall during the times the exhibits are closed.

AMENDMENT TO RULES:

These rules, regulations and conditions have been drawn up for the purpose and intention of providing a well-balanced, well-regulated, attractive, and successful exposition. Any and all matters or questions, not specifically covered by the preceding rules and regulations shall be subject solely to the decision of FDAC management. In an effort to provide the greatest good to the greatest number, FDAC management shall have full power to so interpret the rules and regulations or make such rulings as may appear to be for the best interest of the entire exposition and all amendments of the foregoing rules shall bind the exhibitors.

QUESTIONS?

If you have questions regarding the registration process, please contact FDAC staff at (916) 231-2941 or email staff@fdac.org. Visit www.fdac.org to register today!