ICALEPCS · Corporate Give-Aways | 4 Available $1,000 • Placement of the sponsor’s give-away in...

Hosted by Brookhaven National Laboratory

ICALEPCS

7th-10th October, 2019Brooklyn, New York City USA

Marriott by the Brooklyn Bridge0

17th International Conference on Accelerator and Large Experimental Physics Control Systems

Sponsorship & Exhibition Prospectus

2019

https://icalepcs2019.bnl.gov/

2019

Page 1

TABLE OF CONTENTS

2 WELCOME MESSAGE

3 ABOUT ICALEPCS

5 DELEGATE PROFILE

5 THE VENUE

5 CONTACTS & ADDRESSES

6 OPPORTUNITIES FOR SPONSORSHIP

6 OVERVIEW

7 SPONSORSHIP LEVELS

8 ADVERTISING

9 TRADE EXHIBITION

10 FLOOR PLAN

11 ADDITIONAL INFORMATION

https://icalepcs2019.bnl.gov/Page 2

2019

WELCOME MESSAGE

Dear Colleagues and Friends,

The 2019 International Conference on Accelerator and Large Experimental Physics Control Systems (ICALEPCS) is the 17th in a biennial series of conferences inaugurated in 1987 by a number of control system specialists from accelerator laboratories around the world. Over this time the Conference has evolved, keeping pace with changes in technology, the development of better control systems, the demands from facility operations, as well as a growing marketplace supporting the mission of these laboratories. The community for this Conference series has also grown, now with over 600 participants representing over 200 research institutions worldwide. It is no longer just a conference for accelerator and experimental physics control systems. It is a forum enabling discussions and the interchange of ideas on technologies, engineering practices, management practices, project evolutions, safety system practices, cyber security, and cutting edge enabling research, for many kinds or research instruments from many different kinds of research institutions.

ICALEPCS 2019 will be held in Brooklyn, NY, USA on the 7th to 10th October, 2019 and is hosted by Brookhaven National Laboratory (BNL). BNL is a world class multipurpose research institution funded primarily by the U.S. Department of Energy’s Office of Science. Located in the center of Long Island, New York, BNL’s research spans questions in basic science to applied science – from the birth of the universe to solutions for sustainable energy technology. ICALEPCS 2019 is co-organized by two major accelerator facilities operated by BNL, the Relativistic Heavy Ion Collider (RHIC) and the National Synchrotron Light Source II (NSLS II).

On behalf of the Organizing Committee, we invite you to join our community as sponsors and exhibitors for this event.

ICALEPCS offers a unique opportunity for you to build your brand and increase sales and market share by networking with members of this amazing community. Come and meet some of the brightest and nerdiest group of innovators who just happen to be building the research instruments that are improving mankind’s understanding of the universe and working on new technology solutions that are improving our world.

For more information, visit https://icalepcs2019.bnl.gov/ We look forward to meeting you in Brooklyn, NYC!

Kevin Brown, Collider-Accelerator Department, BNL Conference Chair

Richard Farnsworth, NSLS II, BNL Conference Co-Chair


2019

ABOUT ICALEPCS

ICALEPCS facilitates fruitful collaborations among the world’s control system specialists from large scientific installations, such as particle accelerators, light sources, laser facilities, telescopes, tokamaks, etc. The series of ICALEPCS conferences started in 1987 in Villars-sur-Ollon (Switzerland), hosted by CERN. The conferences subsequently rotated between three major areas of the world: America (including North, Central and South America), Asia (including Oceania) and Europe (including Russia, the Near East and Africa). Over the years the conferences have seen a growing number of participants, institutions, and countries.

ICALEPCS is a biennial series of conferences that is intended to:

• Provide a forum for the interchange of ideas and information between control system specialists working on large experimental physics facilities around the world (accelerators, particle detectors, fusion reactors, telescopes, etc.);

• Create an archival literature of developments and progress in this rapidly changing discipline;

• Promote, where practical, standardization in both hardware and software;

• Promote collaboration between laboratories, institutes, and industry.

The conference consists of a scientific program including keynote, invited and contributed talks and poster sessions covering the following areas:

• Experiment Control

• Functional Safety Systems for Machine Protection, Personnel Safety

• Software Technology Evolution

• User Interfaces, User Perspective and User eXperience (UX)

• Project Status Reports

• Control Systems Upgrades

• Control System Infrastructure

• Data Management


2019

• Device Control and Integrating Diverse Systems

• Feedback Control and Process Tuning

• Hardware Technology

• Timing and Synchronization

• Systems Engineering, Collaborations, Project Management

• Data Analytics

The conference is overseen by an International Advisory Committee (ISAC), chaired by Karen White (SNS, Oak Ridge National Laboratory, Tennessee). The ISAC consists of 39 members representing institutions from around the world: 8 from Asia/Oceania, 17 from Europe/Africa, and 14 from the America’s.

Why should you get involved as a sponsor?

• Our ICALEPCS 2019 sponsorship packages are a cost-effective opportunity to reach a large number of delegates within your immediate target market, as well as a remarkable group of professionals from several specialized disciplines, including influential political and media stakeholders.

• A presence at the conference is your organization’s opportunity to leverage unparalleled access to a wide potential client base, to inform them about your products and services and build long-term relationships.

• Sponsorship is a proven tactic for marketing your brand: it combines the reach of magazine advertising with the power of direct mail and the persuasion of face-to-face meeting.

• Conference participants are keen to improve their scientific knowledge. Aligning your company with this powerful educational experience demonstrates your commitment to assisting their development at a deeply personal level.

• Your company will benefit significantly from exposure to an interested, relevant and influential audience in an informal yet informative environment away from the competition of everyday distractions.

• The conference will assist you in achieving strategic goals by providing you with direct exposure to your target market.


2019

DELEGATE PROFILE

We anticipate that around 600 delegates from over 200 institutions, worldwide, will attend.

THE VENUE

ICALEPCS 2019 will be held in the New York Marriott at the Brooklyn Bridge Conference Center, located just across the river from Manhattan in Brooklyn Heights. This venue has over 47,000 square feet of recently renovated meeting space, including the expansive Grand Ballroom. The space is ideally suited for a meeting the size of ICALPECS, with space for oral presentations, industrial exhibition, and poster sessions. It is also in an ideal location for access to the rest of NYC, being near multiple subway stations and sitting right at the entrance to the Brooklyn Bridge.

Contacts & Addresses:

Kevin Brown Conference Chair [email protected] 1-631-344-4409

Richard Farnsworth Co-Chair [email protected] 1-631-344-3794

Anna Petway Conference Coordinator [email protected] 1-631-344-4776

Gretchen Cisco Exhibitor Coordinator [email protected] 1-631-344-4703

Nancye Wright Exhibitor Coordinator [email protected] 1-631-344-5132


2019

OPPORTUNITIES FOR SPONSORSHIP

Overview

Opportunities for trade participation at the conference exist through sponsorship, the trade exhibition, and advertising. The products are detailed on the following pages.

To confirm your active involvement, complete the order form on the last page and return via email or fax as soon as possible.

Those with specific booth and position preferences should discuss site availability and event preferences with the ICALEPCS exhibitions coordinators.

Companies that cannot attend can still reach delegates through sponsorships. A number of options are available. Recognition will be commensurate with level of sponsorship.

Sponsorships Summary:

Sponsorship Amount # available

Platinum $14,200 1

Gold $10,800 1

Silver $8,000 28 +

Standard Exhibitor $5,000

Extra Exhibitors $650

Non-Exhibiting Sponsor $1k or higher

Pens in Bag $1,000 2

Pads in Bag $1,000 2

Small give-aways $1,000 4

Tour $4,000

Reception $5,000

Signage: Large Logo $500

Signage: Banner $1,000

Signage: Projected $500

3 delegates, 1 exhibitor

2 delegates, 1 exhibitor

1 delegate, 1 exhibitor

1 exhibitor

Extra exhibitors only

Generosity is appreciated

Goodies that fit in bag

Screen projection splash

Ads: inside, front cover $2,000 1

Ads: color full page $1,200 4

Ads: color half page $800 8

Ads: inside, rear cover $1,800 2

Ads: rear cover $2,400 1

Web Ad w/ link to site $1,000

Company Logo on Web Included

Company Logo on Bag $4,000 4

Satchel Insert $1,200 4 Literature, 4 pages max.


2019

SPONSORSHIP LEVELS

Platinum Sponsorship | 3 Available $14,200 (26% Discount Value)

The benefits for the Platinum sponsorship include:

• Exclusive naming rights to one of the following:

• The conference Lanyards

• Exclusive position on delegate satchel

• Sponsorship of the Mobile App

• One (1) premium location exhibit booth with 33% discount on additional space

• Prominent position of logo on the conference signage

• Company logo and annotation featured daily at the conference

• Logo on the banner of the event

• Three (3) complimentary general attendee conference registrations (Meet and greet, coffee breaks, (1) banquet dinner, and conference materials)

• Rights to provide one (1) conference bag insert

• 1 full-page color advertisement in the conference guide booklet (inside covers)

• Logo on the conference website with link back to company website

Gold Sponsor | 4 Available $10,800 (24% Discount Value)

The benefits for the Gold sponsors include:

• Exclusive naming rights to one of the following:

• One of the two poster sessions sponsor – this high-profile function features prominently in all program announcements

• One of the Plenary Sessions

• One (1) premium location exhibit booth with 33% discount on additional space

• Prominent position of logo on the conference signage

• Company logo and annotation featured daily at the conference

• Logo on the banner of the event

• Two (2) complimentary general attendee conference registrations (Meet and greet, coffee breaks, (1) banquet dinner, and conference materials)

• Rights to provide one (1) conference bag insert

• 1 full-page color advertisement in the conference guide booklet



2019

SPONSORSHIP LEVELS

Silver Sponsor $8,000 (21% Discount Value)

The benefits for each of the Silver sponsors include:

• Recognition of your support in the opening and closing remarks

• One (1) Preferred Location Exhibit Booth in the Exhibit Area

• One (1) complimentary general attendee conference registrations (Meet and greet, coffee breaks, (1) banquet dinner, and conference materials)

• ½ page color advertisement in the conference guide booklet


Non-Exhibitor Sponsorships $1,000 Or Higher

• Level of exposure based on level of sponsorship (arrange with exhibits coordinator)

• Logo on Conf. Signage

• Logo on Conf. website with company link

Conference Pen Or Pad Sponsor | 2 Ea. Available $1000 Ea.

• Placement of the sponsor’s pen or pad in the satchel (Please note pens/pads to be supplied by sponsor)

• Logo placement and link to your own homepage on the conference web page

• Acknowledgment of your support and trade listing in the abstract book

Corporate Give-Aways | 4 Available $1,000

• Placement of the sponsor’s give-away in the satchel (Please note items are to be supplied by sponsor and must be small & light enough to fit in bag)

• Logo placement and link to your own homepage on the conference web page

• Acknowledgment of your support and trade listing in the abstract book

Site Tour Sponsor $4,000

There will be a tour of BNL on the final day of the conference. This is traditionally a very popular excursion and attracts a good proportion of interested delegates. The sponsorship includes the following:

• Acknowledgement at the start of the tour

• Option to place banners at BNL

• Option to have a trade table set up at BNL

• Opportunity to promote your company with the Tour announcements

Advertising

Advertising is provided in the conference guide book distributed to all delegates. Advertisements must be provided art ready, to size, in appropriate electronic format. The document is A4 size. All ads will be in color.

Inside front cover $2,000 1 available

Inside rear cover $1,800 2 available

Full page $1,200 8 available

Half page $800 8 available

Back cover of book $2,400 1 available


2019

SPONSORSHIP LEVELS

Web Advertisements $1,000 Per Spot

Highly visible advertising is available on a sponsor acknowledgement panel that remains visible on every page of the conference website. This position can be hyperlinked to your own preferred web destination. The panel size is 140x140 pixels. The rotation period is 2 seconds/ad. The position is available from the date of signing and provision of art work until one month after the conference.

Satchel Insert $1,200

A single insert will be placed in each delegate satchel. A single insert is defined as a single item to maximum dimension 210x300mm and can be a number of sheets if they are already collated and held together by a staple or folder. Each item should be no heavier than 150g and limited to 4 pages.

Other Sponsorship Options

You may wish to explore other options for maximizing your involvement at ICALEPCS 2019. This may include the following:

• Coffee cart sponsorship – real espresso coffee is always a hit with delegates and allows you to interact directly with them as well as supply your own branded cups, stirrers etc.

• Phone recharger station – allows delegates to recharge their devices safely, securely and quickly and gives the sponsor key branding options.

Trade Exhibition

Exhibition Booth $5,000

As an Exhibitor you will receive the following benefits:

• Standard Exhibit booth

• One complimentary general attendee registration (Meet and greet, coffee breaks, (1) banquet dinner, and conference materials)

• ($650 for additional exhibitors, excludes meet and greet, banquet ticket and full access to conference)

• Fascia signage

• Lighting

• Access to power

• Wireless Internet

Notes:

• There will be daily morning and afternoon teas provided, as well as drinks at the welcome function scheduled for Sunday 6th October.

A trade exhibition will be held during the Conference from Monday, October 7 to Thursday, October 10 (dismantling before 3 pm on Thursday, October 10). The floor plan is designed to maximize the exhibitor’s exposure to conference attendees. Coffee breaks will be held in the exhibition area. Posters will also be located near the exhibition booths.

The standard booth size is 8’ x 10’ and fully equipped with the items listed above. Additional items, as well as shipping and set-up information, can be obtained by contacting Freeman Online (https://www.freeman.com/contact).

Exhibition Hall is located on the second floor of the Marriott at the Brooklyn Bridge. The floor plan is available on the following page. Registration and additional information will be posted on the conference website (https://icalepcs2019.bnl.gov/). You may also contact the Exhibitor Coordinators, Nancye Wright and Gretchen Cisco, [email protected].


2019

ICALEPCS OCTOBER 7-10, 2019

NEW YORK MARRIOTT AT THE BROOKLYN BRIDGE - GRAND BALLROOM - BROOKLYN, NY

10'-1 O"

113

1 1 1

109 CONFERENCE

107

105

103

101 6'-2"

BALLROOM FOYER

PROMENADE

F B

10'-6"8'-6"

7' 7' 7'

12'-6" I

75 DOUBLE-SIDED POSTER BOARDS

7' 7' 7' 7'

-9'-

10'-6" I

F B

F B

6'-6" 6'-6" 6'-6"

-

8' I '

209

207

205

203

308

306

304

302

8'

7'-4" I

319

317

7' 315

311

309

307

8' 305

303

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REVISIO

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Date:3/27/2018

By: JUSTINE L. JENSEN, N

ERDC

BOOTH COUNT

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Dimension Siu Qty Sqft Rented Available 8'x1C, 80 25 2,000 0 25

Talals: 25 2,000 25

BLDG. LEGEND:

DRAWING INFO

Passport Line Item Number:

#4578499 Facility: NEW YORK MARRIOTT AT THE BROOKLYN BRIDGE Hall/ Level: GRAND BALLROOM City&State: BROOKLYN, NY Scale: 1/16" = 1'-0" Job#: TBD AE: JANINE MUTSCHLER Prod. AE: PRODUCING EXEC Started: 3/27/2018 Started By: JUSTINE L. JENSEN, NERDC Prod. Branch: FREEMAN NY

FREEMAN Dlsclalmer - Every effort has been made to ensure the accuracy of all information contained on this floor plan. However, no warranties, either expressed of implied, are made with respect to this floor plan. If the location of building columns, utilities or other architectural components of the facility is a consideration in the construction or usage of an exhibit, it is the sole responsibility of the exhibitor to physically inspect the facility to verify all dimension and locations. C Copyright 2007, Freeman Co. AH rights reS8fV8d.

Confldentlal and Proprietary - the Information contained herein is the proprietary information of Freeman and by accessing the infonnation, the recipient agrees to keep the Information confidential and not disclose it to any third party without the prior consent of Freeman. Recipient also agrees to only use the Information for Its intemal evaluation purposes and for no other purpose, without the prior consent of Freeman.


2019

ADDITIONAL INFORMATION

Sponsor and Exhibitor Registration

ICALEPCS 2019 is an integrated event and all staff in attendance at your booth must be registered for the Conference. Where complimentary registrations are included in the sponsorship and/or exhibition package, you will still be required to complete a registration form with the details of the attending delegate. If additional exhibitor personnel are required, they can be registered as an “Extra Exhibitor”, with a registration fee of $650. This type of registration does not include tickets to the reception or banquet. Extra exhibitors can also register as a “General Delegate” at the delegate registration fee of $950 and have the full conference access, including the reception and banquet. Further details will be provided upon confirmation of booth booking.

Sponsor and Exhibitor Accommodations

Sponsors and exhibitors will be able to book accommodations at the Marriott at the Brooklyn Bridge where competitive room rates have been negotiated. Further details can be found on the website: https://icalepcs2019.bnl.gov/

Confirmation of Participation

To fully confirm your sponsorship package and/or exhibition space, payment in full is required upon booking or within 14 days of receipt of your invoice. Your booking will only be fully processed and secured upon receipt of payment at the Conference office. All payments must be received in order to guarantee your booth location and/or sponsorship selection.

Cancellation Policy

All cancellations must be received in writing to the Organizers Office. If you cancel a sponsorship or exhibition booth(s), unless that particular area of sponsorship or exhibition space is resold, the Organizer reserves the right to retain monies received. If the space or sponsorship item is fully resold a full refund will be made post Conference. Any booth or sponsorship package cancelled after March 2, 2019 will incur 100% forfeit. If the balance of payment is not received by the due date, the allocated sponsorship or exhibition booth/s will be cancelled. Full terms and conditions are available on the website at https://icalepcs2019.bnl.gov/.

Contact

Additional items, as well as shipping and set-up information, can be obtained by contacting Freeman Online (https://www.freeman.com/contact).

If you have any inquires regarding exhibition or potential sponsorship opportunities, please contact:

Nancye Wright Gretchen Cisco [email protected]


2019

Information for Exhibitors and Sponsors

Exhibiting and sponsoring at ICALEPCS 2019 presents an opportunity for your organization to gain widespread exposure to delegates (expect 600 delegates representing over 200 institutions). As a Sponsor or Exhibitor, your team will have the opportunity to network with these valuable contacts, providing opportunities to:

• increase your brand’s strength and image in the marketplace

• gain differentiation from your competitors

• target your message and marketing

• exposure

• increase your company’s customer base & potentially tap into new markets

Key Dates for Exhibitors and Sponsors

December 1, 2018 - Pre-registration open for exhibitors

April 1, 2019 - Registration opens

June 12, 2019 – Deadline for final balance payment

Exhibition Application

Please keep in mind that exhibition space is subject to availability, so early application is highly recommended.

Sponsorship Application

ICALEPCS 2019 offers a broad range of customizable opportunities that can be matched to your individual budget, interests and requirements.

Sponsorship Levels Platinum, Gold, and Silver are available and include further benefits for sponsoring companies. A limited number of these sponsorships are available, so apply early.

For application, please preregister here.

ICALEPCS · Corporate Give-Aways | 4 Available $1,000 • Placement of the sponsor’s give-away in...

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