Caltopia 2016 Operations Guide

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Connect Contact Us Cal Rec Sports MarketingT: 510 642-6873 | F: 510 642-0990 E: [email protected]

| Cal Rec Sports| UC Berkeley Rec Sports Marketing

“Everything you wanted to know about the two greatest days on planet earth, but were too afraid to ask.”

caltopia.berkeley.edu

Contact Us2301 Bancroft WayBerkeley, CA 94720-4420T: 510 642-6873 | F: 510 642-0990E: [email protected]

CALTOPIA 2016OPERATIONS GUIDELOADING | NUTS & BOLTS | MAP & PARKING | INSURANCE | SURVEY | EVENT GUIDE | CAL STUDENTS

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Connect| Cal Rec Sports| UC Berkeley Rec Sports Marketing

TABLE OF CONTENTSLOAD IN & LOAD OUT................................................... 3

NUTS & BOLTS............................................................. 4

EVENT MAP & PARKING............................................... 5

EXHIBITOR INSURANCE................................................. 6

EXHIBITOR SURVEY...................................................... 7

EVENT GUIDE............................................................... 8

CAL STUDENTS............................................................ 9

#CALTOPIA2016.......................................................... 14



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LOAD-IN&LOAD-OUTCHECKING IN AND OUT AT CALTOPIA HAS NEVER BEEN EASIER. JUST FOLLOW THE OUTLINE BELOW.

Check-In / Load-In Schedule Load-Out

Deliveries

Load-In / Set-Up Times

Upon arrival, our staff will greet you in the vehicle unloading area. If you would like to continue setting up after unloading your vehicle, you will need to relocate your vehicle and park elsewhere. Parking during set up is not complimentary. During this time you will also be instructed to “Check In” at our Info Booth . At Check In you will receive your exhibitor packet including; booth assignments, credentials, lunch tickets, parking assignments for Sunday and Monday and more!

Your scheduled time will be determined based on your response to the exhibitor survey (link found on page 7). Only after completing the survey, will we be able to send a confirmation email of load in time, location, and additional important information about your booth.

After the event, load-out must be completed by 5:00pm on Monday, August 22nd.

* Upon check-in, please refer to the load-out instructions in your exhibitor packet. * Dollies and carts will not be provided. Please plan accordingly.

Please note, due to the number of exhibitors and sponsors, we do not have the ability to accept or store materials prior to your load-in days. Items that arrive prior to the load-in days will be turned away. If shipping your materials, please have all deliveries scheduled for no earlier than Friday, August 19th. The mailing address for Caltopia 2016 deliveries is:

Cal Rec Sports Marketing - Caltopia 2016Attn: (Your Company Name) Box (X) of (X)2301 Bancroft WayBerkeley, CA 94720-4420

Note: If you need to arrange an earlier arrival date and storage for your materials prior to the event, please contact Tamera Garlock with UC Moving and Events ([email protected], 510-643-8232).

Friday 8/19 12:00pm - 5:00pm

Saturday 8/20 7:00am - 9:00pm

*Sunday 8/21 7:00am - 9:00am

* Note: There will be no loading dock area on Sunday 8/21.* Also, all booths need to be set by 9:00am for Fire Marshall walk through.

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NUTS&BOLTSSERVING FRESH FOOD? WORRIED ABOUT SECURITY? WHAT YOU NEED TO KNOW IS RIGHT HERE.

Setup Requirement Serving Food or Drink at Your Booth?

Security Exhibitor & Sponsor Social

1) Exhibitors must be loaded in and set-up by 9:00am on Sunday, August 21 or your booth will be pulled*

2) Canopies are prohibited indoors

3) Doors open to the public at 10am. If you cannot set up within the times provided above, let us know and we will accommodate requests on a case-by-case basis

*Note: This is a Fire Marshall enforced rule. NO EXCEPTIONS.

All exhibitors planning on serving non-packaged food or drink items at your booth will need to submit a temporary food permit application. This is required only if you are doing open-package/container sampling. It is not necessary to complete this for pre-packaged food items.

Note: Permit forms can be requested from [email protected]. Forms must be completed and returned to Cal Rec Sports Marketing no later than Friday, August 5th.

1) 24-hour security will be on-site beginning Friday, August 19th at 12pm and will continue through Monday, August 22nd at 4pm

2) After Day 1, outdoor exhibitors can pack up and move materials indoors, however security will be patrolling the outdoor area

While the Department of Recreational Sports will exercise precautions in safeguarding your property, the University assumes no responsibility for any property loss, theft, or weather damage.

Save the Date! The social event will be directly after Day 1 concludes and is walking distance from the event.

Date: Sunday, August 21stTime: 4:30pm - 7:30pmLocation: TBD

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EVENT MAP&PARKINGEVERYTHING YOU WANTED TO KNOW ABOUT PARKING, PLUS A NICE CONVENIENT MAP.

Load-In

Parking During the Event

Loading Area is in front of the Recreational Sports Facility.

You can find parking in the RSF garage or curb/metered parking on Bancroft Way.

Spaces for parking will be available on Bancroft Way in an underground garage beneath the Recreational Sports Facility and in lots near campus. You will be given parking passes and locations upon check in.

Note: Parking locations may change for each day. Please pay close attention to passes provided at check-in. Please be mindful of other exhibitors and attendees by limiting the number of cars, parking is limited.

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EXHIBITOR INSURANCEPLEASE COMPLETE A CERTIFICATE OF INSURANCE. THE FINAL DEADLINE IS FRIDAY, JULY 15TH.

Exhibitor - Certificate of Insurance Guidelines

Annual Partners

If you have not already submitted it, please forward us your Certificate of Insurance meeting the following guidelines no later than Friday, July 15th.

Organizations who do NOT complete this need to either pay a $40 fee and request to be placed on our policy or will not be permitted to attend.

Important Note: If you already have a policy, most companies will add this at no charge. If you are a campus department under UC Regents, you don’t need to submit the Certificate of Insurance.

1) The REGENTS OF THE UNIVERSITY OF CALIFORNIA must be listed as “additional insured”

2) General Liability Insurance with at least $1,000,000 worth of coverage

3) Individual or Company name must be listed on the policy as insured

4) The certificate must list the INSURER’S name and contact information

5) The policy start and end date must be valid and listed on the certificate

6) Auto Liability Insurance with at least $1,000,000 worth of coverage - if a representative will be driving on University property

7) Proof of WORKER’S COMPENSATION - if a company employee will be working on University property

8) COI Requirement not applicable to participating UC Berkeley campus departments

Note: The Certificate of Insurance is not required for current annual partners who have a fully executed agreement in place with Cal Recreational Sports.

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EXHIBITOR SURVEYTHIS SURVEY HELPS US COLLECT VITAL INFORMATION ABOUT YOUR BOOTH. AND YES, IT IS REQUIRED.

CALTOPIA 2016 EXHIBITOR SURVEYThe Exhibitor Survey collects vital event information specific to your booth including day of event contact numbers, number of staff attending, preferred load-in times, and ordering of additional furnishings and parking.

We cannot generate a confirmation packet until the survey has been completed.

CLICK HERE!

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EVENT GUIDETHE SUBMISSION DEADLINE FOR THE CALTOPIA 2016 ONLINE AND PRINT EVENT GUIDE IS JULY1ST!

Specs

Online Event Guide

Guidelines

1) Format: Full color, hi-resolution PDF/print ready with crop marks 2) Size: There must be a 1/8” bleed around all sides - total size: 4.25’ wide x 6.25” tall3) Submit to [email protected]

The online guide will be posted on the Caltopia website one week prior to the event and 5,000 hard copies will be distributed three days leading up to Caltopia 2016.

In addition, we will use the official Facebook and Twitter channels to cross promote the launch of the guide.

To effectively maximize your participation in the event guide, we recommend the following:

1) Include your addresses to your website and Facebook and/or Twitter sites2) Less words. More photos. Promote your products, services and brand with engaging graphics 3) Specific calls to action or promotional offers that will engage Cal Students 4) Promotional offers need to be time sensitive and be perceived as significant value to the audience

Note: Full page event guide advertisements are provided to current annual and event partners, premium exhibitors and exhibitors who have purchased advertisements. Advertisements can be purchased at an additional cost.

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By the NumbersCal has over 38,000 of the best and brightest graduate and undergraduate students in the entire country.

Top RankedUC Berkeley has the prestigious reputation of being the #1 ranked public university in the entire world!

Bay Area ImpactThe university has generated over 13,000 non-campus jobs throughout the Bay Area.

Staff & FacultyUC Berkeley employs more than 24,000 staff, faculty and students.

UC BERKELEY

Sources: UC Berkeley Economic Impact Study, UCB Student Research Center’s Student Housing and Transportation Survey and Marketwire

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Housing in BerkeleyDid you know that over 80% of the student body live in off-campus housing?

Living at CalCal students spend an average of $10,000 on food, school supplies and personal expenses every year.

Economic PowerhouseCal students contribute more than $395 million into the Bay Area economy annually.

Local EconomyOver $282 million was spent in the city of Berkeley alone.

CAL STUDENTS

Sources: UC Berkeley Economic Impact Study, UCB Student Research Center’s Student Housing and Transportation Survey and Marketwire

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Be CreativeThe experience is in the marketing. We will help you create a brand experience at your booth that engages attendees.

Contests & SweepstakesHost creative sweepstakes and contests to collect emails from students and campus supporters.

Brand Your SpaceIt’s all about you. Offer cool and interesting promotional items to extend your brand beyond the booth.

Have Fun!The easiest way to engage students is to create a fun, enthusiastic and energy-packed experience. Bring the fun and they will come.

ENGAGEMENT

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Social MediaLeverage your social media platforms such as Facebook and Twitter to connect with students and join the conversation.

Build RelationshipsUtilize new media technology such as smart phones to build long-lasting brand relationships with Cal students beyond the event.

Careers & InternshipsPromote career opportunities and internships at your booth to hire the best and brightest students in the country.

CONNECT

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Prepare for Fun!Be prepared for 30,000+ smiling faces eager to touch, taste and experience all your products, programs and services.

Two Full DaysThe two greatest days on planet earth are an epic adventure. We provide lunch and on-site massages, you bring plenty of rest and a smile.

Stay HydratedBeverages and refreshments will be available throughout the day. Drink plenty of fluids to maintain maximum enthusiasm.

Wear Good ShoesBe prepared for twelve combined hours of action and excitement. Comfortable footwear will keep you happy and smiling.

EXPECTATIONS

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Step 1:Attendees take a selfie in front of yourbranded backdrop.

Step 2:Attendees post photos via their individualTwitter accounts and caption them with#Caltopia2016 and your Twitter handle (ie: @calrecsports).

Step 3:Attendees will automatically qualify to win one of your premium giveaways.

Step 4:You will receive a list of attendees that tagged your brand.

#Caltopia2016Engagement at Your Booth

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Located in the atrium area of the event. Staffed by the Cal Rec Sports staff.

Three (3) large LCD display monitors willdisplay all incoming social media traffic.

Premium giveaways distributed at theCustomer Service Center hourly.

Winners will be randomly selected from the tagged images.

Notifications of winners will be provided hourly through social media.

#Caltopia2016Social Media Hub

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July 22Submit Twitter handle (i.e. @calrecsports).

#Caltopia2016Important Project Dates

July 25Submit a list of up to twelve (12) premiumgiveaways including gift cards, products, services, etc. with descriptions and retail value.

August 1Start pre-promoting your involvement at the event using #Caltopia2016 on Twitter and Instagram.

August 21Bring branded backdrop that will be thebackground for all selfies.

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Caltopia 2016 Operations Guide

Education

Transcript of Caltopia 2016 Operations Guide