Sponsor & Exhibitor Packet

2016 Winter Conference

Three Rivers Casino & Hotel - Florence, Oregon

February 9 – 12, 2016

W E L C O M E S P O N S O R S A N D E X H I B I T O R S !

OAGITM Member Organizations

Association of Oregon Counties Benton County City County Insurance Services City of Eugene City of Forest Grove City of Grants Pass City of Gresham City of Hillsboro City of Klamath Falls City of Lake Oswego City of Lebanon City of Lincoln City City of Newport City of Redmond City of Salem City of Sherwood City of Tualatin City of West Linn City of Wilsonville Clackamas County Clatsop County Clean Water Services Columbia County Coos County Crook County Deschutes County Douglas County Gilliam County Jackson County Josephine County Klamath County Lane County

Lane Council of Governments League of Oregon Cities Lincoln County Linn County Marion County Multnomah County Oregon DAS Purchasing Services Oregon Department of Consumer and Business Services Oregon Department of Forestry Oregon Department of Justice Oregon Department of Public Safety Standards and Training Oregon Department of Revenue Oregon Department of State Lands Oregon Department of Transportation Oregon Department of Energy Oregon Employment Department Oregon Health Authority Oregon Metro Oregon Public Utility Commission Oregon State Police Polk County SAIF Corporation Salem-Keizer Transit Secretary of State Tillamook County Tualatin Valley Fire & Rescue Umatilla County Union County Wasco County Washington County Yamhill County

The Oregon Association of Government Information Technology Management (OAGITM) invites you to participate in the sponsor and exhibitor opportunities available at our 2016 Winter Conference in Florence in February. Take advantage of the opportunity to interact with members, expand business relationships, and make key contacts. Choose from a variety of participation options to find the level that best fits your time, budget, and goals. Sponsorship preferences are given to vendors partnering with OAGITM members for their presentation. Exhibit booths are offered on a first come, first served basis and space is limited, so sign up early to lock in your spot!

OAGITM is a statewide association of State, County, Municipal, quasi-government and affiliated agency’s IT Managers, CIOs, and key IT personnel. These members are typically the IT decision makers for their respective organizations, as well as influencers of technology adoption and policy creation throughout the state.

Membership to OAGITM is by organization, rather than by individual, with no limit on the number of delegates from each member organization who may choose to participate. The OAGITM Community is currently comprised of 65 member organizations, and over 150 individuals, whose interests span a full spectrum of government IT sectors.

The mission of the Association is to improve management of the information systems and technologies that support services provided to citizens by creating opportunities for the establishment of collaborative relationships between and amongst Oregon governments at multiple levels. These collaborative relationships have helped member organizations increase efficiencies, reduce duplication, improve understanding, and enhance communications both within and between agencies.

OAGITM Conferences are held twice a year to share ideas and information; to seek and pursue collaborative technology planning and intergovernmental projects; to provide professional development opportunities for members; and to discuss common business needs including the impact of state and federal legislation facing government technology managers.

Under the OAGITM conference program, summer conferences are members-only events held specifically for networking and training opportunities. Winter conferences are an opportunity for members to learn about new technologies, make valuable vendor contacts, and get product and service questions answered.

In the past, the winter conferences have been our largest venue, with anywhere from 55-75 members in attendance. Winter 2015 was our first ever vendor conference with 13 Exhibit Booths and 17 vendor organizations participating. Vendors who attended the 2015 Winter Conference rated the event highly and several remarked that they found the conference size to be perfect combination of large enough to

What is OAGITM?

About the Conference…

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interact with a variety of organizations but small enough to have in-depth conversations and build relationships and with members.

Conference Structure Conferences begin with a social networking event on Tuesday evening. Wednesday and Thursday are all day conference sessions followed by a social hour and dinner. The exhibit hall is available Wednesday only for this year’s conference.

Sponsors and exhibitors are invited to participate in breaks, meals, and conference sessions from Tuesday evening through the Wednesday evening activities. Thursday sessions are open to sponsors only and the Thursday evening dinner/social hour is open only to the speaker sponsor. The speaker sponsor is also invited to stay for the Friday speaker session.

Exhibit booths can be set up starting Tuesday evening and will be open until 5pm on Wednesday night. All exhibitors must have their booths taken down by 6pm on Wednesday evening.

The conference schedule is typically busy from 8am to 5pm, but members are given significant breaks throughout the day to ensure time to visit the exhibit booths and chat with attending vendors.

Presentations Session presentations are given by vendors whose sponsorship level includes a presentation slot. All presentation slots are to be educational in nature, not promotional. Marketing/promotion is restricted to the last 10 minutes of your presentation, unless you are a lunch or speaker sponsor with a specific marketing slot.

Vendors applying to be sponsors are highly encouraged to partner with a current OAGITM member and will be given preference for sponsorship openings. Our members report that these collaborative real-world implementation examples greatly add to the value of the presentations. All presentations must be submitted to OAGITM for approval 30 days prior to the conference. A schedule of conference sessions and presentation slots are included in Exhibit B at the end of the packet.

Marketing Lunch and keynote speaker sponsors are given additional time to provide brief marketing presentations to OAGITM members during the conference. The lunch sponsor may provide up to a 20 minute marketing presentation during lunch, while members enjoy their meal. Some sponsors have taken advantage of this time to highlight their products and services, while others have limited their input to introducing themselves and handing out marketing materials for later viewing. What these marketing slots look like is really up to the sponsor.

Keynote sponsors will be given the exclusive opportunity to attend the Thursday evening social and dinner, as well as the Friday, members only, speaker session. The keynote sponsor will have 10-15 minutes to introduce themselves and their organization, before the introduction of the speaker on Friday morning.

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OAGITM conference participants are interested in organizations whose products and services relate to a variety of IT operations and technology, as well as those that support IT Management, hiring, staffing, and retention. These product and service areas include but are not limited to:

• Security • Data storage and retention • Project Management • Servers & virtualization • Web & mobile technologies • Cloud computing & storage

• IT Policy & enforcement • Wireless systems • IT staffing services • Mobile device management • Application development • Technical Training

Sponsorship Opportunities Conference sponsorships provide the greatest value to attending vendors by packaging advertising, presentation, conference registrations, and exhibit space together at a lower cost than if they were purchased separately. Sponsorship opportunities are limited, however, so reserve early to ensure you receive your preferred selection. A sponsorship application can be found in Exhibit C of this document.

Below is a table of the various sponsorship levels available and the benefits included with each level.

Attendance Advertising Presentation Time

Sponsorship Levels

Exhibit Booth

Conference Registrations

Conference Program

Web / Conf. Signage

Educational Slot

Marketing Slot

Speaker - $3000 Y 4 Full page Web link &

banners 1

hour *Exclusive

Attendance

Lunch - $2000 Y 3 Half page Web link &

signage 1

hour 20

minutes

Breakfast - $1500 Y 2 Half page Web link &

signage 1

hour -NA-

Break - $1500 Y 1 Quarter page Web link &

cart card 1

hour -NA-

A la Carte Options Vendors who would like to participate, but are not able to do so as sponsors, have a variety of options from attending as an Exhibitor to submitting an ad for the conference program guide.

Exhibit Space Exhibit space is included with sponsorships, but can be purchased separately by non-sponsoring

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vendors. Vendors wishing to exhibit should fill out the application that is found in Exhibit C of this document.

Exhibitors will be provided the following:

Exhibitors will be provided a list of conference attendees’ names and organizations. Contact information will not be provided on this list.

A floor plan of the conference center is included in Exhibit A at the end of this packet. Conference presentations will be held in Salon D and exhibitors’ booths will be located in the adjacent combined Salons A-C.

Booth Promotion Morning and afternoon break refreshments will be located in the exhibit area to promote traffic to the booths. Exhibitors are encouraged to provide one or more raffle items (please keep individual raffle item values to $50 or less) for a booth “bingo” game. Attendees must visit the booths to receive a stamp on their bingo card. Members who have successfully filled out their card will be able to enter it into the raffle drawing. Winners will be drawn at 4:30pm, in the exhibit area, on Wednesday. One name will be drawn for each of the raffle items provided. A page in the Program Book will be reserved for the logos of Exhibitors. Logo information must be provided by the deadline listed under the “Guidelines and Important Dates” section found later in this packet.

Advertising The Conference Program will be printed 30 days prior to the conference. Advertising space is available in the program in color or b/w for full, half, or quarter page sizes. All advertising must be pre-approved and OAGITM reserves the right to refuse any and all advertising.

# of Included Conference

Registrations

Exhibit Booth Description

Exhibit Booth Only -

$500 1

Booth fee includes conference registration & meals for one exhibitor, recognition in the program book exhibitor’s section, one 4’x6’ table for you to display and/or demonstrate your company’s products, a chair, power strip for electricity, and conference facility wi-fi.

Additional Booth Reps. -

$250 1

Additional booth representative badges are available for $250 each (meals included). A limit of 4 representatives total per booth please.

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Program Ad Costs:

Full Page $750 Half Page $500 Quarter Page $250

(A sample program page can be supplied upon request.)

Tote bags: Vendors are invited to provide company or product information in the form of fliers, brochures, postcards, and small branded items such as pens, thumb drives, and novelty marketing pieces for addition into the conference tote bags. The total value of tote bag contributions must not exceed $10/bag per vendor.

Any vendor participating in a sponsorship or exhibit booth may include this material for free. Other vendors can include tote bag items for the fee listed below. Tote bag items must be pre-approved by OAGITM.

Tote bag items $150

Booth Hours & Days Exhibitors are welcome for the Wednesday of the conference. The booth area will be opened at 8am and closed at 5pm. Booth takedown should be complete by 6pm on Wednesday. Critical Deadlines

Description Deadline Date

Sponsors/Exhibitor Applications Due November 2, 2015

Notification of Selection November 13 , 2015

Selected Vendors Info Form, Ad, & Logos Due December 11, 2015

Sponsor Presentations Due for Review January 8, 2016

Hotel Reservation*/Conference Registration Deadline January 15, 2016 *Hotel rooms reserved on first-come, first-served basis – reserve early to ensure space

Guidelines and Important Dates…

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Meals & Etiquette OAGITM members greatly value the time they have to network with their peers. As such, vendors are asked to be respectful of member conversations during meals and breaks. Relationship building and information exchange is both valuable and encouraged. Aggressive sales pitches and disruptive behavior could lead to removal from the conference. Conference Registrations include the following meals:

o Wednesday (Breakfast, Lunch, Dinner) – Included for all Sponsors & Exhibitors o Thursday (Breakfast, Lunch) – Included for Sponsors only o Thursday Dinner/Friday Breakfast – Included for Keynote Sponsor only

Security OAGITM shall assume no liability for loss or damage to the property of exhibitors. Exhibitors should take precautions to ensure the safety and security of their equipment.

Exhibitors and/or their agents shall not injure or deface walls, floors, or accessories of the conference facility or the equipment of other exhibitors. If such damage is done, the exhibitor shall be liable for the property so damaged.

Combustible or explosive materials are prohibited in the conference facility.

Thank you for doing business with OAGITM!

For questions or additional information, please contact:

Holly Miller OAGITM 2nd Vice President 503-570-1514 miller@ci.wilsonville.or.us

Please return completed applications and signed agreements to OAGITM via e-mail at:

board@oagitm.org

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Exhibit A – Floor Plan

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Exhibit B – Presentation Slots

Wednesday Slot Description 8:30 - 8:45 Introduction by OAGITM President

8:45 - 9:45 Reserved for Wednesday Breakfast sponsor

9:45 – 10:15 Break – (members visit Exhibit Hall)

10:15 – 11:15 Open member/guest slot

11:15 – 12:15 Reserved for Wednesday Lunch sponsor

12:15 – 1:15 Lunch

1:15 – 2:15 Reserved for Wednesday Break Sponsor

2:15 – 3:00 Break – (members visit Exhibit Hall)

3:00 – 4:00 Open member/guest slot

4:00 – 4:30 Visit Booths followed by Booth Bingo Raffle in Exhibit Hall

Thursday Slot Description

8:30 – 9:30 OAGITM Business Meeting – members only

9:30 – 10:00 Break - (members visit Exhibit Hall)

10:00 – 11:00 Reserved for Thursday Breakfast sponsor

11:00 – 12:00 Reserved for Thursday Lunch sponsor

12:00 – 1:00 Lunch

1:00 – 2:00 Reserved for Thursday Break Sponsor

2:00 – 2:30 Break – (members visit Exhibit Hall)

2:30 – 3:30 Open member/guest slot

3:30 – 4:30 Reserved for Friday Keynote Sponsor

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Exhibit C - Sponsor & Exhibitor Application

Please return completed form to board@oagitm.org by 11/02/2015. Company Information:

Company Name: ___________________________ Address: ____________________________

URL: ____________________________________ City: _______________________________

State: ________ Zip Code: ___________

Principal Contact Information:

Name: __________________________________ Email: _________________________________

Title: ___________________________________ Phone: __________________________ -----This section for Sponsors Only-------------------------------------------------------------------------------------------------------------------

Attendance Advertising Presentation Time

Sponsorship Levels

Exhibit Booth

Conference Registrations

Conference Program

Web / Conf. Signage

Educational Slot

Marketing Slot

Speaker - $3000 Y 4 Full page Web link &

banners 1

hour *Exclusive

Attendance

Lunch - $2000 Y 3 Half page Web link &

signage 1

hour 20

minutes

Breakfast - $1500 Y 2 Half page Web link &

signage 1

hour -NA-

Break - $1500 Y 1 Quarter page Web link &

cart card 1

hour -NA-

*Speaker sponsors are given exclusive attendance at Thursday evening members only dinner & social hour as well as Friday attendance and speaker introduction.

Sponsorship Request: (Rank the following from 1 to 4 with 1 being first choice and 4 being last choice. Leave blank any you do not want considered. See chart below for benefits of each sponsorship level.) ____ Speaker Sponsorship ($3,000) ____ Lunch Sponsorship ($2,000)

____ Breakfast Sponsorship ($1500) ____ Break Sponsorship ($1500)

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Exhibit C - Sponsor & Exhibitor Application

Sponsor Presentation Description: (Please provide a brief summary description of your educational presentation topic for board consideration. All final presentations must be submitted for approval before the conference.)

(Vendors partnering with an OAGITM member for the educational presentation will be given preference in selection.) Member Partner: ______________________________

----- This section for Sponsors & Exhibitors--------------------------------------------------------------------------------------------------------

----- This section for Exhibitors Only-------------------------------------------------------------------------------------------------------------------

Exhibitor Request (fill in quantity desired): ____ Exhibit Booth (includes 1 attendee): $500 ____ Additional Attendees: $250/each Other Marketing Options:

Conference Program Ad: ____ Full-Page: $750 ____ Half-Page: $500 ____ Quarter-Page: $250

Exhibit Booth/Marketing Material Description: Please describe your exhibit (including materials to be displayed and any handouts). Seating, electrical service, a table, and facility Wi-Fi are provided.

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Exhibit C - Sponsor & Exhibitor Application

Terms and Conditions EXHIBIT/SPONSORSHIP RIGHT OF REFUSAL:

The Oregon Association of Government IT Management (OAGITM), reserves the right to refuse admittance to and/or require removal of any exhibit, advertisement, item, or individual who, at the sole discretion of the OAGITM board member or members, is deemed unsuitable or inappropriate in any way. In the event that OAGITM shall determine that the conduct or content of any exhibitor, sponsor, or agent of an exhibitor or sponsor, is not in keeping with the character of OAGITM’s exhibitor policy, OAGITM may, at any time, without notice, terminate the agreement for space entered into with said exhibitor or sponsor and remove the exhibitor or sponsor, its employees, agents, servants and all of the property of the exhibitor or sponsor from the exhibit space and from the Conference. No exhibitor or sponsor shall have any right or claim against OAGITM on account of any action so taken. The determination of the board member or members as to the suitability of any exhibitor or sponsor, proposed exhibit or sponsorship, or the conduct of any person within the Conference shall, in each instance, be final. If admittance is refused or if exhibitor or sponsor is removed, exhibitor or sponsor will remain liable for the cancellation penalty per the OAGITM Sponsorship Policy.

LIMITATION OF LIABILITY:

Exhibitor/Sponsor agrees to protect, save, and hold OAGITM harmless from any damage or charges imposed for violation of any law or ordinance, whether occasioned by the negligence of the exhibitor/sponsor or those holding under the exhibitor/sponsor, as well as to strictly comply with the applicable terms and conditions contained in the agreement between the facility and OAGITM regarding the exhibit/event premises. Further, the exhibitor/sponsor at all times shall protect, indemnify, save, and hold harmless OAGITM against and from any and all loss, cost, damage, liability or expense arising out of or by reason of any accident or other occurrence to anything or anyone, including the exhibitor/sponsor, its agents, employees, event attendees and business invitees which arises out of or by reason of said exhibitor’s/sponsor’s occupancy and use of the exhibition/event premises or a part thereof.

In addition, exhibitor/sponsor acknowledges that neither OAGITM nor any of the exhibit/event facilities maintain insurance covering exhibitor’s/sponsor’s property and that it is the sole responsibility of exhibitor/sponsor to obtain business interruption and property damage insurance covering such losses by exhibitor/sponsor.

TERMINATION OF EXHIBIT/SPONSORSHIP:

If the Conference venue is destroyed or damaged, or the Conference fails to take place as scheduled due to declaration of war, an act of God, or an emergency declared by any government agency or for any other reason, this contract may be terminated by OAGITM. In the event of such termination, the exhibitor/sponsor waives any and all damages and claims for damages and agrees that the sole liability of OAGITM shall be to return to each exhibitor/sponsor the exhibitor’s/sponsor’s fee.

CONTRACT FOR SPACE AND CANCELLATION PENALTIES:

This agreement is binding upon signature. Exhibit/event space reservations will not be considered confirmed until the total amount due has been paid. Exhibitors/sponsors whose reservations are not paid in full by the published Sponsor & Exhibitor Registration Deadline may lose their reservation. Exhibitors/sponsors wishing to cancel or withdraw from the 13

Exhibit C - Sponsor & Exhibitor Application

show must do so in writing, via registered mail or via e-mail. E-mail submissions are not considered accepted or considered valid until personally acknowledged via e-mail by a member of the OAGITM Board. Cancellations made on or before the Sponsor & Exhibitor Registration Deadline will not incur a cancellation fee. Cancellations made after the registration deadline will be liable for the full fee. Exhibitors and sponsors are not allowed to reduce their contracted participation levels more than 30 days after their application has been received and approved. RESTRICTIONS:

Promotional activities such as surveys and giveaways are permitted only in your designated area. All exhibitors/sponsors must be properly attired and conduct themselves in a professional manner. The use of strobe lights, microphones or other amplification equipment is prohibited.

I have read and agree to abide by the Terms and Conditions for Exhibiting/Sponsoring OAGITM Winter Conference 2016. I understand that OAGITM reserves the right to modify these Terms and Conditions due to changes in the Rules and Regulations enforced by the venue. All sponsors and exhibitors will be notified of changes in Terms and Conditions. By signing this application, I understand that I and all employees and agents of my company participating in OAGITM Winter 2016 Conference will adhere to the rules and regulations set forth.

Signature Date

Print Name

Print Title PLEASE RETURN THE COMPLETED OAGITM SPONSOR AND EXHIBITOR APPLICATION TO: board@oagitm.org

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