15th Annual Government Procurement Conference Exhibitor & Sponsorship Opportunities August 10, 2011
Arlington Convention Center
CONFERENCE PROFILE This year’s location is the Arlington Convention Center situated in the heart of Dallas/Fort Worth’s Entertainment District. The conference center is nestled among Rangers Ballpark in Arlington, Cowboys Stadium, Six Flags Over Texas, Six Flags Hurricane Harbor and Arlington’s finest hotels and restaurants. For added convenience, the Arlington Convention Center is midway between Dallas and Fort Worth and is only 15 minutes south of the Dallas/Fort Worth International Airport. Celebrating 15 years, the 2011 Government Procurement Conference, includes workshops and concurrent sessions dedicated to the advancement and understanding of working with local, state and federal government agencies and their prime contractors. The workshops include hot topics and best practices that help to promote and advance small businesses impact on the economy.
THE CONFERENCE For 15 years, the Government Procurement Conference continues to be North Texas’s leading conference on government procurement. Each year, the Conference connects speakers, procurement specialists, non-profit resource agencies, academia and small businesses from a variety of sectors for education, networking and business development. MAXIMIZE YOUR MARKETING EXPERIENCE by joining us in Arlington in 2011!
Hosted by: The University of Texas at Arlington Cross Timbers Procurement Center Small Business Development Center for Enterprise Excellence TMAC
Exhibitor Target Exhibiting at the Government Procurement Conference is a great way to gain access to a variety of small businesses looking to supply the products and services you are seeking.
Attendee Profile Government Procurement Conference attendees are small business owners looking to do business with local, state and federal government and their prime contractors. Veteran-Owned and Service Disabled Veteran Owned Businesses and Historically Underutilized Business (HUB) owners offer a variety of products and services and attend the Conference to network and learn the requirements entailed with being a subcontractor.
Government Procurement Conference 2010 Attendance Breakdown VOB / SD VOB Government Agencies & Business Resources Primes / Large Companies Business Owners (HUB, WOSB, 8a, etc)
Conference Center Information Arlington Convention Center 1200 Ballpark Way Arlington, Texas 76011 817.459.5000; 817.459.5091 (fax) www.arlingtontx.gov
2011 Exhibitor Opportunities The 2011 Government Procurement Conference offers the opportunity to market your organization to over 1000 expected attendees! Exhibitors are highlighted during dedicated Exhibit Hall times as well as during the Workshops and breaks.
Exhibitor Marketing Opportunities: Setup
Tuesday, August 9, 2011 Wednesday, August 10, 2011
3 p.m. – 6 p.m. 7 a.m. – 8:30 a.m.
Wednesday, August 10, 2011
9 a.m. – 4 p.m.
Wednesday, August 10, 2011
4 p.m. – 8 p.m.
Exhibit Booth includes: Breakfast, lunch and conference materials for two (2) attendees 10’ x 10’ draped booth 6’ skirted table 2 chairs Wastebasket Company / agency signage Government Procurement Conference 2011 Exhibitor Badge to use in conference promotion Exhibitors have full privileges for conference participation. Parking and services such as Internet, Phone Electricity, Freight Delivery, and Booth Accessories are not included in the exhibitor or sponsor registration fees. Arrangements for these additional services must be made through the Arlington Convention Center and/or contracted event decorator. Forms are available in this guide and online at http://gpc-texas.org. Additional Booth Representative Fees The Exhibitor’s fee includes registration for TWO ATTENDEES. Additional booth representative registrations may be purchased at regular General Attendee price based on fees at time of registration.
Exhibitor Benefits All exhibiting companies will receive the following benefits:
Floor space in Exhibit Hall Listing as an Exhibitor in Conference Program Listing as an Exhibitor on the Government Procurement Conference website Admission to Workshops, meals and conference events
Exhibit Information Booth Size
Exhibit booths are 10’ deep by 10’ wide.
Exhibit booths include 10’x10’ exhibit space, pipe, drape, signage, a 6’ skirted table, 2 chairs, and a wastebasket. You may rent furnishing items from the event decorator. Additional services (Internet, Phone, Electricity) are available through the Arlington Convention Center.
Wednesday, August 10 9 a.m. – 4 p.m.
Tables are skirted and 6’ long
Contact For more information regarding exhibiting, please contact: Jennifer Wilson Jennifer.firstname.lastname@example.org 817.272.5909
Exhibit Move-In Tuesday, August 9 3 p.m. – 6 p.m. Wednesday, August 10 7 a.m. – 8:30 a.m. Exhibit Move-Out Wednesday, August 10 4 p.m. – 6 p.m.
Exhibit Hall Floor Plan
Exact floor plan has not been finalized, depending on number of exhibitors this floor plan is subject to change.
Sponsorship Opportunities Sponsorship provides economic value to organizations by its exposure and recognition to numerous decision makers and key stakeholders. It also helps to underwrite some of the meeting expenses in exchange. We have Presidential, Red, White and Blue sponsorship levels available. Presidential Level Sponsor $5,000 - Company logo recognition in main areas - Two (2) Exhibit Booth Packages (10’ x 20’ Exhibit Booth Space) - Choice of premium booth area in Exhibit Hall - Ten (10) complimentary conference registrations Red Level Sponsor $3,000 - Choice of premium booth area in Exhibit Hall - Two (2) Exhibit Booth Packages (10’ x 20’ Exhibit Booth Space) - Six (6) complimentary conference registrations White Level Sponsor $2,000 - Two (2) Exhibit Booth Packages (10’ x 20’ Exhibit Hall Booth Space) - Four (4) complimentary conference registrations Blue Level Sponsor $1,000 - Exhibit Booth Package (10’ x 10’ Exhibit Hall Booth Space) - Two (2) complimentary conference registrations
Sponsor Benefits Each Conference Sponsor will receive the following credit and attribution - Recognition as a Sponsor at your designated level of support with: o Sponsor booth recognition ribbon o Sponsor nametag recognition ribbon o Sponsor badge for web and print conference promotion - Marquee presentation at luncheon - Complimentary reserved lunch seating - Logo listing as a Sponsor in the conference program - Logo and link listing as a Sponsor on the Government Procurement Conference website
Exhibitor Marketing Kit Get the Most from your Exhibit What are your goals for participating the 15th Government Procurement Conference? Networking? New suppliers? New customers? Generate sales leads? All of the above? Business owners today are ‘crazy busy’ – they will plan the time they spend at this conference very carefully. They come prepared with itineraries of workshops to attend and exhibitors to see. How can you make their ‘short list’? PROMOTE YOUR COMPANY BEFORE THE CONFERENCE. An effective preevent promotion strategy provides you with increased exhibit traffic, higher level attendees and more informed and interested visitors. Your pre-event promotion can also raise your profile at the conference and help you stand out from the crowd. Take advantage of the marketing resources and tools UTA & Cross Timbers Procurement Center has developed to get the maximum benefit from your participation. We are your resource. Customize your strategy using multiple tactics: -
Social media Web advertising Public relations Email Print advertising Sponsorship opportunities Featured Exhibitor Profiles
Take some time to review the opportunities available – many are included with your exhibit participation and we have provided tools to help you craft the best marketing mix to bring successful event results for you.
Pre-show Planning Formulate a strategy. As with any effective marketing strategy – keep your target audience in mind and answer a few key questions: -
Who is your target vendor or customer? What is their job title? Industry? What are their challenges? How can you address those challenges? What can you deliver to these prospects at the Conference that will make their visit worthwhile? What will be unique at your exhibit that can’t be obtained through other means (web, brochures, etc)?
What information can you provide to help your target prospect’s decision? Technical specifications? Applications expertise? Instructional support? How will your event promotion strategy align with your organization’s marketing strategy and goals?
What do you have that’s NEW? What’s the compelling new need, benefit or service that you will be featuring at the Conference? Emphasize that in your pre-event marketing.
Set goals for your participation. Create SMART goals: Specific, Measurable, Attainable, Realistic and Timely. Goals should be straightforward and emphasize what you want to happen.
During the 15th Government Procurement Conference: At the end of the day, review all leads and set actions to ensure each lead is followed up as quickly and completely as possible. Assign someone at the office to help with information requests.
Don’t hope… don’t wing it… PLAN Based on your goals and budget, put together a plan that incorporates a mix of media, vehicles and formats. Time your messages periodically and far enough out from the event that you gain maximum impact through repeated messaging. Target Date
Create your conference marketing strategy Prepare your marketing timeline & identify your budget Identify key companies or executives to target th
June 15, 2011
Place the 15 Government Procurement Conference banner ad on your company Website th Post the 15 Government Procurement Conference to your Website calendar of events – offer a link to schedule appointments at the conference Tweet about the conference using the #dfwgpc hashtag Become a fan of the Cross Timbers Procurement Center Facebook th page and RSVP as Attending for the 15 Government Procurement Conference to connect with attendees before the conference. Recommend the Government Procurement Conference to your network on LinkedIn Create news releases on what you’ll feature at the Conference and send to industry media Choose Sponsorship Opportunities
June 30, 2011
July 15, 2011
Develop a print ad for placement in industry publications with event call-out Tweet newsworthy event activities and information on your exhibit #dfwgpc Re-tweet Conference information from the Cross Timbers Procurement Center Twitter Page Send reminder emails with newsworthy information about your event participation to your customers and prospects Develop an electronic press kit
Schedule onsite meetings in advance
August 11, 2011
Contact leads after the event
Post-Show Plan When you return from the conference, take time to schedule a meeting with your team to review the event. Start by looking at your goals for the 15th Government Procurement Conference. Which ones did you achieve? Which fell short? Ask each person who worked the event what worked? What didn’t? Leads and Lessons Learned A recent study found that on average, an astonishing 94% of leads are not being followed up by internal sales organizations1: Re-qualify leads by phone – A quick post-show phone conversation will ensure your: o o o
“A” leads are still eager to do business “B” leads have a future interest in doing business “C” leads are less interested prospects
Match interest to expense Send requested information and a personalized cover letter to the A and B lists. Send a generic “thanks for stopping by our booth” letter to your C leads.
Included Promotion with your Booth Online Listing As an exhibitor, updating your online directory listing is extremely important to the success of your event!
Banner Ads & Logo Place the 15th Government Procurement Conference banner ad and logo on your website to announce your presence at the conference. The banner ad and logo link directly to the conference website. Get Banner Ads & Event Logo
Source: SMM for Sales & Marketing Professionals, www.salesandmarketing.com
Social Media Drive attendees to your booth by using social media. Include your social media information in your email correspondence, website and other marketing communications. Twitter is an instant message made available to the public. Use Twitter to post updates about your company, new products and industry news. You can also connect and engage with customers using Twitter. When tweeting about the 15th Annual Government Procurement Conference be sure to include the hashtag: #gpcdfw. LinkedIn allows businesses to develop relationships with prospects, maintain relationships with current customers and find service providers. Recommend and share details about the 15th Annual Government Procurement Conference with your network and connect with registrants on LinkedIn Events. YouTube is an inexpensive way to use video to connect with customers. Exhibitors can use YouTube during the event to capture interviews with customers, footage of your booth and the event floor. Facebook allows you to connect to your customers and prospects and let them know about your company, products and news. Post updates, share photos, links and videos and connect with attendees through the Facebook 15th Government Procurement Conference event page.
Sponsorship Opportunities Custom sponsorships tailored to your corporate goals are available. Contact Gary Harlin, Cross Timbers Procurement Center Director at 817.272.5978 or email@example.com for further details.
Public Relations The power of the press is frequently overlooked by exhibitors. Trade reporters are looking for things to write about that will be of interest to their readers but only about 10% of exhibitors reach out to the media. Make sure they know about your company and your products and services with press materials before, during and after the 15th Government Procurement Conference. There are many ways to reach out to the media: -
Send press releases to Recommended Media 2 â€“ 3 months before 15th Government Procurement Conference. Schedule one-on-one interviews with key trade media with your top executive. Schedule a Press Conference during the show. Provide digital press kit to the Government Procurement Conference Media Center.
Leveraging marketing opportuntiies for exhibitors and sponsors at the Government Procurement Conference 2011.