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Sponsorship & Exhibit for Success 18th Annual

Government Procurement Conference www.gpc-texas.org

Wednesday, August 6, 2014

Arlington Convention Center


18th Annual Government Procurement Conference Exhibitor & Sponsorship Opportunities

August 6, 2014 Arlington Convention Center

Arlington, Texas

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, AT&T 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 its 18th year, the Government Procurement Conference includes concurrent workshop 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 to help promote and advance small business’ impact on the economy.

THE CONFERENCE For 18 years, the Government Procurement Conference continues to be North Texas’ 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 2014 Hosted by: The University of Texas at Arlington Cross Timbers Procurement Center 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 Business (VOB) / Service Disabled Veteran Owned Business (SDVOB) 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.

Attendee Breakdown

Government Procurement Conference 2013 Attendance Breakdown VOB / SD VOB 25% 53%

11% 11%

Conference Center Information Arlington Convention Center 1200 Ballpark Way Arlington, Texas 76011 (817) 459-5000; (817) 459-5091 (fax) www.arlingtontx.gov

Government Agencies & Business Resources Primes / Large Companies Business Owners (HUB, WOSB, 8a, etc)


2014 Exhibitor Opportunities The Government Procurement Conference offers opportunities to market your organization to hundreds of expected attendees. Exhibitors are highlighted during dedicated exhibit hall times, as well as during the workshops and breaks.

Exhibitor Marketing Opportunities: Setup

Tuesday, August 5, 2014 Wednesday, August 6, 2014

3:00 p.m. – 6:00 p.m. 7:30 a.m. – 8:30 a.m.

Take Down

Wednesday, August 6, 2014

3:30 p.m. – 7:30 p.m.

Exhibit Day

Wednesday, August 6, 2014

8:30 a.m. – 3:30 p.m.

Exhibit Booth includes: • Continental breakfast, buffet luncheon and conference materials for two (2) attendees •

10’ x 10’ draped booth

6’ skirted table

2 chairs

Wastebasket

Company / agency signage

18th Annual Government Procurement Conference exhibitor badge

Exhibitors have full privileges for conference participation. Parking ($5) and services such as Internet, phone, electricity, freight delivery and booth accessories ARE NOT included in the exhibitor or sponsor registration fees. PLEASE NOTE: Arrangements for these additional services must be made through the Arlington Convention Center (ACC) and / or contracted event decorator and NOT The University of Texas at Arlington, Cross Timbers Procurement Center or TMAC. Forms are available at the Arlington Convention Center website: http://www.arlingtontx.gov/acc/eventplanning.html.


Additional Booth Representative Fees The exhibitor’s fee includes registration for TWO ATTENDEES. Additional booth representative registrations may be purchased at the regular general attendee price, based on fees at the time of registration.

Exhibitor Benefits All exhibiting companies will receive the following benefits: •

Floor space in exhibit hall

Listing as an exhibitor on the Government Procurement Conference website

Admission to workshops, meals and conference events

Exhibit Information Booth Size

Furnishings

Exhibit Hours

Exhibit booths are 10’ deep by

Exhibit booths include 10’x10’

Wednesday, August 6

10’ wide.

exhibit space, pipe, drape,

8:30 a.m. – 3:30 p.m.

signage, a 6’ skirted table, 2 Tables are skirted and 6’ long

chairs, and a wastebasket.

Contact

You may rent furnishing items

For more information

from the event decorator.

regarding exhibiting, please contact:

Additional services (Internet,

Natalie Burden

phone and electricity) are

nburden@uta.edu

available through the

(817) 272-0543

Arlington Convention Center.

Exhibit Setup Tuesday, August 5 3:00 p.m. – 6:00 p.m. Wednesday, August 6 7:30 a.m. – 8:30 a.m. Exhibit Take Down Wednesday, August 6 3:30 p.m. – 7:30 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 and Benefits Sponsorship provides economic value to organizations by its exposure and recognition to numerous decision makers and key stakeholders. Presidential, Red, White, Blue and other sponsorship levels receive the following items: Presidential Level Sponsor

$15,000

-

Exhibit booth package (20’ x 20’ exhibit hall booth space with choice of booth location)

-

Ten (10) complimentary general attendee admissions

-

Sponsorship of luncheon

-

Recognition with logo / link on Government Procurement Conference website / marketing collateral

-

Company logo recognition in exhibit hall

-

One reserved table of ten (10) at conference luncheon

-

Presidential level conference sponsor booth recognition ribbon

-

Presidential level conference nametag recognition

-

Marquee at luncheon


Red Level Sponsor

$10,000

-

Exhibit booth package (20’ x 20’ exhibit hall booth space with choice of booth location)

-

Eight (8) complimentary general attendee admissions

-

Sponsorship of continental breakfast

-

Recognition with logo / link on Government Procurement Conference website / marketing collateral

-

Company logo recognition in exhibit hall

-

One reserved table of eight (8) at conference luncheon

-

Red level conference sponsor booth recognition ribbon

-

Red level conference nametag recognition

-

Marquee at luncheon

White Level Sponsor

$5,000

-

Exhibit booth package (10’ x 10’ exhibit hall booth space with choice of booth location)

-

Six (6) complimentary general attendee admissions

-

Sponsorship of exhibit hall resource lounge

-

Recognition with logo / link on Government Procurement Conference website / marketing collateral

-

Company logo recognition in exhibit hall

-

One reserved table of six (6) at conference luncheon

-

White level conference sponsor booth recognition ribbon

-

White level conference nametag recognition

-

Marquee at luncheon

Blue Level Sponsor

$3,500

-

Exhibit booth package (10’ x 10’ exhibit hall booth space with premier location)

-

Four (4) complimentary general attendee admissions

-

Sponsorship of workshop area

-

Recognition with logo / link on Government Procurement Conference website / marketing collateral

-

Company logo recognition in exhibit hall

-

One reserved table of four (4) at conference luncheon

-

Blue level conference sponsor booth recognition ribbon

-

Blue level conference nametag recognition

-

Marquee at luncheon


Bag Sponsor

$3,000

-

Exhibit booth package (10’ x 10’ exhibit hall booth space)

-

Three (3) complimentary general attendee admissions

-

Company logo on bag

-

Company recognition on Government Procurement Conference website

Nametag and Lanyard Sponsor

$2,000

-

Exhibit booth package (10’ x 10’ exhibit hall booth space)

-

Three (3) complimentary general attendee admissions

-

Company logo on lanyard

-

Company recognition on Government Procurement Conference website

Additional Level Sponsors

$750.00

-

Exhibit booth package (10’ x 10’ exhibit hall booth space)

-

Two (2) complimentary general attendee admissions

-

Company recognition on Government Procurement Conference website


Exhibitor Marketing Kit Get the Most from your Exhibit What are your goals for participating in the 18th Annual 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 The University of Texas Arlington and Cross Timbers Procurement Center have 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 audience 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 18th 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

Action

Date Done

Create your conference marketing strategy Prepare your marketing timeline and identify your budget Identify key companies or executives to target th

Place the 18 Government Procurement Conference banner ad on your company website th

Post the 18 Government Procurement Conference to your website calendar of events – offer a link to schedule appointments at the conference

June 15, 2014

Tweet about the conference using the #gpcdfw hashtag Become a fan of the Cross Timbers Procurement Center Facebook page and RSVP as attending for the 18th 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 Develop a print ad for placement in industry publications with event call-out Tweet newsworthy event activities and information on your exhibit

June 30, 2014

#gpcdfw 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

July 15, 2014 August 11, 2014

Develop an electronic press kit Schedule on-site meetings in advance 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 18th 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 organizations 1: Re-qualify leads by phone – A quick post-show phone conversation will ensure your: o

“A” leads are still eager to do business

o

“B” leads have a future interest in doing business

o

“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!

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 18th Annual Government Procurement Conference, be sure to include the hashtag: #gpcdfw.

1

Source: SMM for Sales & Marketing Professionals, www.salesandmarketing.com


LinkedIn allows businesses to develop relationships with prospects, maintain relationships with current customers and find service providers. Recommend and share details about the 18th Annual Government Procurement Conference with your network and connect with registrants. 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 18th Government Procurement Conference event page.

12 Tips about Social Media for Trade Shows (http://www.skylinetradeshowtips.com/12-tips-about-social-media-for-trade-shows/)

Sponsorship Opportunities Custom sponsorships tailored to your corporate goals are available. For further details, contact Natalie Burden at (817) 272-0543 or nburden@uta.edu.

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 18th Government Procurement Conference. There are many ways to reach out to the media: -

Send press releases to recommended media two to three months before the 18th Government Procurement Conference.

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Schedule one-on-one interviews with key-trade media with your top executive.

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Schedule a press conference during the show.

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Provide digital press kit to the Government Procurement Conference media center.


18th Annual Government Procurement Conference