National Sponsorship Prospectus: Sponsorship & Exhibition...

National Sponsorship Prospectus:

Sponsorship & Exhibition Opportunities for Rail~Volution 2016

in the San Francisco Bay Area

We envision America’s cities and regions transformed into livable places—healthy, economically vibrant, socially equitable and environmentally sustainable—where people have transportation choices.

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Dear Supporter,

For over 20 years, Rail~Volution has been on a mission to build more livable communities with transit. Like you, we are passionate about transit and livability because they truly make a place better – economically, socially and environmentally.

Each year at our Rail~Volution conference, we put together four days of energizing workshops, networking events and sessions that connect more than 1,400 professionals dedicated to the movement.

Rail~Volution is a 501(c) 3 nonprofit organization. Everything we do is possible because of the support of organizations like yours.

We’re already beginning to plan our Rail~Volution 2016 conference in San Francisco Bay Area (October 9 - 12, 2016). We need you to begin planning your participation, as well.

Our National Sponsorship Prospectus outlines specific ways you can put your dollars to work. By sponsoring or exhibiting at the Rail~Volution conference, you not only support our efforts, but you position your organization as a champion of equity, livability and transit on a national level. I’ve also attached information about local sponsorships in San Francisco that you can use to coordinate efforts with your offices in the Bay Area.

I’m excited about Rail~Volution 2016. I think that you will be, too, when you see what we have in store.

Help us transform America’s cities and regions into livable places where people have transportation choices. Commit to the Rail~Volution movement by reserving your sponsorship and exhibition opportunities soon.

If you have any questions or ideas, please feel free to call me at 612–486–5610.

Kind regards,

Dan BartholomayChief Executive [email protected]

www.railvolution.org | HYATT REGENCY SAN FRANCISCO | October 9-12, 20162

Support the movement to build livable communities with transit. Rail~Volution is the premier livability and transit conference in the country. It is the only national conference that brings together practitioners from diverse sectors like government, transit, real estate, business, finance, environment and advocacy. Rail~Volution reaches a broad audience of stakeholders who are driving development decisions in more than 300 communities.

Rail~Volution is also a 501(c) 3 nonprofit organization. It relies on

the support of partners, sponsors and exhibitors to present four days of energizing events.

By supporting the Rail~Volution conference you build on over 20 years of leadership in the livability movement, helping people learn together, challenge each other and expand their professional networks.

When polled, 95% of Rail~Volution attendees agreed that

their skills, capabilities and leadership grew as a result of the conference. Your support directly strengthens the livability movement for generations to come, one professional at a time.

Position your organization as a leader in the livability movement.This year Rail~Volution will bring together more than 1,400 citizen activists, developers, engineers, nonprofit and business leaders, planners, local elected officials, community and housing advocates, transit operators and government officials from around the country. They share your dedication to transit, livability and community improvement.

When you support Rail~Volution, you join a select group of exhibitors and sponsors. You position your organization as a champion of transit and livability. You gain access to engaged attendees, a wide-reaching online community and an influential network of other dedicated sponsors and partners: pioneers in technology; thought leaders in policy, planning and community engagement; leading-edge architectural firms; manufacturers of innovative equipment and more.

Showcase your organization’s contributions to livability and transportation. Put your product in front of decision-makers. Position your brand as an influencer on policy and an innovator of cutting-edge ideas.

Champion Livability at Rail~Volution

www.railvolution.org | HYATT REGENCY SAN FRANCISCO | October 9-12, 2016 3

Customize Your Rail~Volution Sponsorship Play an active role in Rail~Volution. Raise your brand’s profile in the livability community. Tailor your sponsorship to your organization’s goals. Increase your return on investment on every marketing dollar spent.

Rail~Volution offers a range of exposure levels and mechanisms. Choose from a menu of options: Sponsor an event that fits your organizational personality – from the energetic Pecha Kucha Slam to the annual Trade Show Reception to daily trade show lunches and refreshment breaks. Put your brand on conference collateral – badge holders, our mobile app and attendee bags. Or help bring a more diverse participant base to Rail~Volution by providing scholarships for attendees without conference budgets.

Your total sponsorship spend triggers even more return on your investment, with additional recognition based on your sponsorship level, from Livability Supporter all the way up to Platinum. You are directly rewarded for your commitment to livability: The more you invest, the more visibility and sponsor benefits you receive.

Work with us to craft a unique package to fit your sponsorship goals and budget. Make your choices, then book early to maximize your benefits.

Exhibiting at Rail~Volution: Reach the Decision-MakersShowcase your organization’s contributions to livability and transportation. Position your brand as an influencer on policy and an innovator of cutting-edge ideas. Reach 1400+ engaged attendees -- planners, developers, community activists, transit officials, consultants, elected officials, lenders, academics and health advocates -- the people who influence purchasing decisions.

Join a select group of consultancies, manufacturers and service providers who are champions of livability. Show where your organization fits into the movement and make connections with the people who can benefit from your products and services.

At Rail~Volution you can demonstrate new programs, display current services or products, and network with today’s livability movement stakeholders. Typically, our Trade Show is located in the same area as the conference sessions, to optimize your exhibitor experience and ensure maximum exposure to Rail~Volution attendees.

Consultant’s Corner: Share your StoryAs an exhibitor, you’ll have the opportunity to give a 20-minute presentation to a group of attendees in a quiet setting. Our Consultant’s Corner offers time away from the exhibition booth chatter, where you can position your organization as a solution provider and subject-matter expert through case studies and other lessons learned.

Sponsor or Exhibit: Take the Lead at Rail~VolutionBook your sponsorship and exhibition opportunities today and show your commitment to transforming cities and regions into livable places -- healthy, economically vibrant, socially equitable and environmentally sustainable -- where people have transportation choices. Your presence at Rail~Volution means visibility for your organization. You’ll connect with more than 1,400 attendees -- leaders who directly influence purchasing decisions.

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The more you spend, the greater your return on investment.

Examples:

$10,000 - your logo on our Rail~Volution mobile app + $2,500 - your logo on our Twitter-feed screens in the Trade Show + $2,500 - sponsor a scholarship for an advocate or activist

$15,000 total spend That brings your organization to the highest sponsorship level – Platinum – and its generous benefits.

or

$5,000 - sponsor Monday’s continental breakfastThat brings your spend to the Silver sponsorship level and all the benefits listed.

Tailor a Package to Increase Your Sponsorship Return on InvestmentThe more you spend, the greater your visibility at Rail~Volution. Every dollar you put towards sponsorship during the conference is applied to your level of recognition. Put together a sponsorship package that reflects your marketing, sales and community relations goals.



*Exhibitor spend does not count towards total sponsorship spend or levels.

Platinum Level

GoldLevel

SilverLevel

BronzeLevel

Livability Supporter

Level

$15,000+ total sponsorship spend• Half-page advertisement in Conference Program• Logo recognition on screen before and after presentations in plenary session• 1st tier logo recognition on sponsorship-dedicated banners and signage• 1st tier logo recognition in marketing collateral and program (printed and online)• Plus benefits below

$7,500 - $14,999 total sponsorship spend• 1/4-page advertisement in Conference Program• 2nd tier logo recognition on sponsorship-dedicated banners and signage• 2nd tier logo recognition in marketing collateral and program (printed and online)• Plus benefits below

$5,000 - $7,499 total sponsorship spend• 3rd tier logo recognition on sponsorship-dedicated banners and signage• Full description in ONLINE sponsorship listing: logo, 50-word description, contact information, website and links to LinkedIn, Twitter, Facebook• 3rd tier logo recognition in marketing collateral and program (printed and online)• Plus benefits below

$2,000 - $4,999 total sponsorship spend• 4th tier logo recognition sponsorship – dedicated banners and signage• PRINTED Conference Program: logo, contact information and website• Company name listed in online sponsorship listing• E-mail blasted to all registrants announcing sponsors who made it possible o Company name listed with link• 4th tier organizational listing in marketing collateral and program (printed and online)

Sponsorship Packages

$1,000 - $1,999 total sponsorship spend• E-mail blasted to all registrants announcing sponsors who made it possible o Company name listed• 5th tier organizational listing in marketing collateral and program (printed and online)

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Pecha Kucha Slam $15,000Be the exclusive sponsor of this popular, energetic evening event! • Logo on entrance signage• Logo on table signage• Right to distribute premium/collateral as people exit the event• Organization listed in Conference Program: Pecha Kucha Slam sponsored by “Company Name”• Logo recognition on screen in plenary session on day of the event: “What’s next” listing for Pecha Kucha Slam• Logo recognition on screen at event before, between and after presentations

Trade Show Reception $15,000Be the exclusive sponsor of this popular networking event. • Logo on entrance signage• Logo table tents on attendee reception tables (sponsor provides)• Logo on buffet signage• Right to distribute premium/collateral as people exit• Organization listed in Conference Program: Trade Show Sponsored By “Company Name”• Logo recognition on screen in plenary session on day of the event announcing “What’s next” listing for Trade Show Reception

Registration Bags $15,000 Your logo on a tote bag that’s used again and again! • Logo on bags• Rail~Volution provides bags

Trade Show Lunch $10,500 (Monday or Tuesday)A deliciously visible sponsorship opportunity!• Logo on entrance signage• Logo table tents on attendee lunch tables (sponsor provides)• Logo on buffet signage Right to distribute premium/collateral as people exit the event• Organization listed in Conference Program: Today’s Lunch Compliments of “Company Name” • Logo recognition on screen in plenary session on day of the event announcing “What’s next” listing for lunch

Closing Plenary Lunch $10,500 Associate your brand with this special plated luncheon on Wednesday. • Logo on entrance signage• Logo table tents on attendee lunch tables (sponsor provides)• Right to distribute premium/collateral as people exit the event• Organization listed in Conference Program: Plenary Lunch Presented By “Company Name”• Logo recognition on screen prior to the plenary

Lanyards for Badges $10,000Imagine every attendee promoting your brand! • Logo on lanyards• Includes cost of lanyards

Mobile App $10,000Reach tech-savvy attendees!• Logo on app• Sponsor recognition on materials promoting the mobile app such as program advertising, e-mail promotion and signage• Logo recognition on screen in plenary session announcing mobile app

Wi-Fi for Meeting Rooms $7,000Help attendees connect! • Logo on password cards• Sponsor produces cards

Hotel Room Keys $5,000Put your brand in every attendee’s hand!• Logo on hotel room keys• Sponsor pays for card production

Rail~Volution Sponsorship Options Mix and match any of these sponsorship opportunities to fit your organization’s sponsorship goals and budget. Your total spend determines your level of sponsorship: Platinum, Gold, Silver, Bronze or Livability Supporter.


Continental Breakfast$5,000 Monday, Tuesday or WednesdayGreet attendees with breakfast!• Logo on entrance signage • Logo table tents on attendee breakfast tables (sponsor provides)• Signage at buffet• Right to distribute premium/collateral as people exit the event• Organization listed in program specifically for breakfast

Writing Pads $5,000Gain visibility with every note taken!• Logo on writing pads• Sponsor provides the writing pads

Conference Attendee Scholarships $5,000, $2,500 or $1,500Bring Rail~Volution to a more diverse audience. Sponsor attendance for a citizen activist, advocate or other person working on transportation and livability issues. • Logo included on sponsorship signage, in printed Conference Program and on website • Name recognition to scholarship recipient

Refreshment Breaks Monday or Tuesday $3,750Wednesday $2,000 Refresh attendees throughout the day!

• Signage entering break area• Logo on table tents for attendee break tables

Conference Pens $2,500Every note taken reminds them of your brand!• Logo on pens• Sponsor provides pens

Trade Show Twitter-Feed $2,500Visibility at this oft-watched feature!• Logo on signage on/near screens• Rail~Volution provides screens

Registration Bag Inserts $1,500Keep your message and brand at attendees’ fingertips!• Sponsor may provide a promotional item with their logo in the registration bags

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Take it to the Next LevelYour total sponsorship spend determines your sponsorship level. The higher your level, the more return on your investment!


Benefits Visibility Platinum Gold Silver Bronze Livability Supporter

Total Sponsorship

Spend

$15,000 + $7,500 - $14,999

$5,000 - $7,499

$2,000 - $4,999 $1,000 -$1,999

Ad in printed Conference

Program

1/2 page 1/4 page

On screen before and after presentations in plenary session

Logo x

Sponsorship-dedicated

banners/signage

Logo 1st tier 2nd tier 3rd tier 4th tier

PRINTED Conference

Program

Logo x x x x Company name listedContact information

x x x x

Website x x x x

ONLINE sponsorship

listing

50-word description

x x x

Logo 1st tier 2nd tier 3rd tier 4th tier Company name listedContact information

x x x x

Website URL

x x x x

LinkedIn x x x xTwitter x x x xFacebook x x x x

E-mail blasted to all registrants: The Sponsors Who Made it

Possible

Company Name

x x x x x

Link x x x x

Help Bring More Voices to Rail~VolutionConference Attendee Scholarships ($1,500, $2,500, $5,000+)Since Rail~Volution began, we’ve offered scholarships to enable individuals and organizations with limited resources a more affordable way to attend. You can sponsor a scholarship to help bring citizen activists, citizen advocates and other people working on transportation and livability issues to this year’s conference. Every scholarship you award counts toward your total sponsorship spend. This is a great way to increase visibility, as well as bring more voices to the Rail~Volution table. See the sponsorship menu for details on amounts and branding opportunities.

Your Sponsorship Ideas? At Rail~Volution, we believe in working with you to put together a sponsorship plan that meets your unique marketing, sales and community relations goals. Don’t see what you want here? Talk to us about customizing your sponsorship even more. We want to hear your ideas!

Sponsorship Recognition

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Standard Exhibitor BenefitsBook a single or double booth to demonstrate programs, display current services or products, and network with today’s livability stakeholders.

Each single booth registration features: • 10-foot by 10-foot booth• Back and side rail drapes• Organization identification sign (7 inches x 44 inches)• One 6-foot draped table• Two chairs• One wastebasket Plus, each exhibitor receives: • One full conference registration• One exhibitor-only staff registration• Organization listing in the Rail~Volution Resource Guide with 50-word description and contact information• Scheduled presentation in our Consultant’s Corner

To further customize your booth, additional services and equipment (i.e., electricity, telephone service, extra furniture) can be purchased directly from the official exhibit hall decorator.

Exhibitor RatesEarly Bird Exhibitor Rate (By July 1st) - $3,750Single Booth Rate(After July 2nd) - $4,000

Rail~Volution Exhibitor Details to Position Your OrganizationEvery year, the Rail~Volution Trade Show brings together a select group of livability champions. Whether you’re a consultancy, manufacturer or service provider, you’ll be face-to-face with the decision-makers in the livability community.

Optimize your exhibitor experience by booking early! Booth space is decided based on date of application.



Sunday Noon – 6:00 pm Exhibitors Move In

Monday

7:00 am – 8:00 am Continental Breakfast 9:30 am – 10:00 am Refreshment Break 11:30 am – 12:30 pm Box Lunch Pickup and Break 3:30 pm – 4:00 pm Refreshment Break 5:00 pm – 6:30 pm Trade Show Reception

Tuesday

7:00 am – 8:00 am Continental Breakfast9:30 am – 10:00 am Refreshment Break 11:30 am – 12:30 pm Box Lunch Pickup and Break 3:30 pm – 4:00 pm Refreshment Break7:00 pm – 9:00 pm Exhibitors Move Out

*Trade Show schedule subject to change.

Consultant’s Corner Features Exhibitors’ StoriesAs a valued exhibitor at Rail~Volution, you’ll have the opportunity to sit down with a group of attendees and give a 20-minute presentation away from your booth. Our Consultant’s Corner, offered exclusively to Rail~Volution exhibitors, allows you to position your organization as a solution provider and subject-matter expert through case studies and other lessons. Consultant’s Corner times are determined prior to the conference. Invite your valued clients and prospects to your presentation!

Trade Show Schedule

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DeadlinesJuly 1, 2016 (Earlybird rate is $3,750) - Deadline for early bird discount for exhibitors only. August 29, 2016 (Regular rate is $4,000)- Sponsorship and exhibitor payment deadline. All payments must be received by this date. Exhibitor payments must be accompanied by a 50-word eligibility description. (See below.) Exhibition space/sponsorship is not final until payment is received. No exhibitor reservation forms or sponsorship requests will be accepted after this date.

PaymentsFull payment must accompany the exhibit reservation form and sponsorship requests. Reservations will not be processed or reviewed by Rail~Volution unless the full payment is received. Checks or credit cards (Visa, MasterCard, American Express) will be accepted for payment. Purchase orders are not accepted. We encourage early payment to ensure availability of your preferred sponsorship options and booth location.

CancellationsIf an exhibitor or sponsor withdraws, the following reimbursement schedule applies:• Up to July 1, 2016 – Fees refunded, minus $250 processing fee• July 2 – September 1, 2016 – 50% reimbursed• After September 1, 2016– Nonrefundable. No reimbursement. Fees will be refunded in full if Rail~Volution does not select the exhibitor. (See below.)

Exhibitor EligibilityThe Rail~Volution Trade Show brings the latest ideas and products to our conference attendees. All exhibitors are carefully vetted to ensure they share our dedication to the livability movement. Being selected to participate in the Rail~Volution Trade Show positions your organization as a champion of equity, livability and transit on a national level.

All potential exhibitors must submit a one-paragraph description (maximum 50 words) with their exhibit request. Each request is individually considered. The exhibit request must be received by August 29, 2016. The descriptive narrative of the organization must be sent by e-mail to [email protected]. Fees will be refunded in full if Rail~Volution does not select the exhibitor.

Sponsor/Exhibitor Rates and Dates for Rail~Volution 2016 We look forward to seeing you in San Francisco from October 9 - 12, 2016. Below you’ll find the details for booking sponsorship and exhibition opportunities. If you have any questions, please contact us at the telephone numbers listed. You can also find updated information, as well as photographs of past conferences, at www.railvolution.org.


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We’re Here to HelpWe want you to have a positive experience at Rail~Volution. If you have ideas or questions about your sponsorship or exhibition opportunities, please contact us.

Dan BartholomayChief Executive [email protected] 612.486.5610 (office)612.419.3305 (mobile)

Official Exhibit/Sponsorship ManagerRail~Volution’s official exhibit manager is Events by Design (EBD). EBD is your point of contact to provide you with contracts, invoices, deliverables, exhibitor kits and logistical information.

Vinnu P. KudvaEvents by Design (EBD)[email protected] (telephone)703.485.3427 (fax)

Local Sponsorship and Exhibitor OpportunitiesThe Local Host Committee in San Francisco offers sponsorship and exhibition opportunities, as well. If your organization is focused on the Bay Area market, or you have a local office that would like to explore regional exposure, please contact Dan Bartholomay or Vinnu P. Kudva. Local sponsorship and exhibition opportunities include event sponsorships, mobile workshops, self-guided tour maps, local advertising and more. Around 40% of the conference attendees are typically from the local market.


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