Sponsor Service Manual

Sponsor Deadlines, Forms, and Guidelines | Sponsor Schedule | Sponsor Floorplan | Contacts

Sponsor Deadlines, Forms and Guidelines

ASAP
Make your hotel reservations, if necessary. http://www.starwoodmeeting.com/Book/WorldatWork12

Sponsors are responsible for making their own hotel reservations by following provided housing link or calling the hotel directly and asking for the ‘WorldatWork Sales Compensation’ rate. The group rate will be honored until the contracted block of rooms has been sold out or until the cut-off dates expires (August 10), whichever occurs first.

June 1

Company Contact
Company Description
Confirmed sponsors of program guide ads

Submit information using the following link: http://www.worldatwork.org/waw/forms/program_guide_sc.html

July 6

Complimentary attendee information
You will receive an email requesting this information along with quantity of complimentary registrations you receive with your sponsorship.

Company handout information
Each sponsor may provide 1 company handout that WorldatWork will include in each attendee bag, but you must provide details such as title by July 6 and responsible for own printing and shipping costs.

Please provide 350 copies and no larger than 8 ½’’ x 11’’.

Handouts must be shipped directly to the hotel using the below shipping address and arrive on or before Monday, August 27. Handouts not received at the hotel by Monday, August 27 or labeled correctly, will not be included in the delegate bags.

Submit information using the following link: http://www.worldatwork.org/waw/forms/program_guide_sc.html

The REQUIRED shipping address for your handout is below for your convenience.

August 3

Vendor Forms Due
If you require electricity, internet, or basic AV you must order these services directly with the hotel and return form, with payment directly to the hotel contact noted on attached form.

The hotel kindly requests to be informed of all shipments and when they are expected to arrive. This will ensure smooth delivery and handling onsite. Especially for shipments consisting of very large boxes or quantities, please contact the Westin Chicago River North directly to discuss the details of unloading / storing of your materials. See shipping information and hotel contact on attached form.

Download Exhibitor Order From
Download Sponsor Credit Card Authorization Form

Shipping Information

To guarantee smooth handling of your shipments at the Westin Chicago River North, please clearly label all your packages with the following information. All shipments must arrive at the hotel between August 22-28, 2012. Bag inserts MUST arrive on or before Monday, August 27. Handouts not received by the hotel by Monday, August 27 or labeled correctly, will not be included in the delegate bags.

FOR COMPANY HANDOUTS / BAG INSERTS:

WorldatWork Sales Comp
Attn: Courtney Campbell
HOLD: EXHIBITOR [company name]
The Westin Chicago River North
320 North Dearborn Street
Chicago, Illinois 60654

FOR TABLE TOP DISPLAY and Materials:

WorldatWork Sales Comp
Attn: [Your Name]
HOLD: EXHIBITOR [company name]
The Westin Chicago River North
320 North Dearborn Street
Chicago, Illinois 60654

You are responsible for packing, handling and arranging return shipments. Neither the hotel nor WorldatWork will be responsible for delivery, handling or shipment fees.

Please do NOT ship more than 5 business day prior to start date.

There will be delivery/storage and handling fees applied with the following rates:

0 – 5 lbs - $5.00 each
6 – 20 lbs - $10.00 each
21 – 50 lbs - $15.00 each
Over 50 lbs - $25.00 each
Crates - $100.00 each
Outgoing Packages - $5.00 each
All prices subject to change without notice. Applicable taxes will apply.

If sending more than 2 boxes, mark each box 1 of X, 2 of X, 3 of X…..

Guidelines

Table Top Display
Your display area is a standard banquet table (6’ x 30’’) with shirting and 1 chair. Chicago City/Fire Code is extremely strict and nothing more than a 6ft long table top display may be displayed in your table area. Pull up banners may be erected behind your table top, or in lieu of your provided table, but NOT exceeding the 6ft in length of the provided table. All materials must fit on top of your table! WorldatWork and the hotel will be extremely strict enforcing this rule onsite to abide by Chicago fire code. Most table top displays will be extremely close to another sponsor’s table top. Any additional technical support will be at your expense.

Name Badges
Sponsors can pick up their name badges at the registration desk during set up hours on River Level 1.
Wednesday, August 29th Registration/Set up Hours: 12:00pm – 6:00pm.

Cleaning
The Westin Chicago River North cleaning service will clean the general sponsor area each day. Sponsors must stall away any material that is not to be thrown out. It is prohibited to use any tape or adhesive materials on the pillars and walls of the hotel.

Security
While every precaution is taken, neither WorldatWork nor the Westin Chicago River North can accept any responsibility for the security of the sponsor tables and contents. Sponsors are fully responsible for the security of their own tables and equipment; any loss or damage that may befall the person or the property of the sponsor is his/her sole responsibility.

WorldatWork advises you to observe the following suggestions:

We recommend that you carry adequate insurance to cover your property.
Do not leave your valuable goods and materials, including all personal property, unguarded. If you wish to leave your valuables in the sponsor area, please contact the Westin Chicago River North in order to rent a secure storage facility.
Always keep your personal property locked away. Please do not leave handbags, briefcases, mobile phones, laptops, etc., at your stand unattended.

Insurance
Sponsors are required to make their own insurance arrangements. All property is the sole responsibility of the sponsor or the person to whom it belongs. A full and comprehensive insurance against risks such as loss, damage, injury to goods and persons and in particular theft is strongly recommended. The Westin Chicago River North does not take any responsibility in case anything is lost. Any person bringing items into the venue that may directly or indirectly cause injury to anyone or damage to the venue will be held responsible for that injury or damage.

Give-Aways, Materials, and other Promotional Activities
All demonstrations, interviews, distribution of literature and promotional give-aways will only be permitted at one’s own table.

Photography
No photographer will be permitted to work in the venue without permission from WorldatWork prior to the conference. A professional photographer, contracted by WorldatWork, may be on site to document events. Photographs are the sole property of the WorldatWork. By registering for and attending the conference, delegates understand that they may be photographed and that WorldatWork may use the photographs for promotional purposes.

Sponsor Schedule

Subject to Change
All events located on River Level 1 and 2

Sponsor notes:
Green events are in designated sponsor area with HIGH TRAFFIC– reps at their tables
Blue events will have light traffic in sponsor area – reps should be near their table

Wednesday, August 29

Sponsor Check-in & Table Set Up	12:00pm - 6:00pm
Pre-event Sessions	2:00pm - 5:00pm
Welcome Reception sponsored by Varicent Software Incorporation	6:00pm - 7:30pm

Thursday, August 30

Registration Open	8:00am - 6:00pm
Opening General Session with Breakfast Aponsored by ZS Associates	8:45am - 10:00am
Break	10:00am - 10:30am
Sessions (4)	10:30am - 11:30am
Lunch Sponsored by Towers Watson	11:30am - 12:15pm
Tech Shootout Moderated by OpenSymmetry Sponsored by Callidus, Xactly and Varicent	12:15pm - 1:00pm
Sessions (4)	1:15pm - 2:15pm
Break	2:15pm - 2:45pm
Sessions (4)	2:45pm - 3:45pm
Break	3:45pm - 4:15pm
Sessions (4)	4:15pm - 5:15pm
Evening Reception Sponsored by Aon Hewitt	5:15pm - 7:00pm

Friday, August 31

Breakfast Buffet Sponsored by Iconixx	8:00am - 9:00am
Sessions (4)	9:00am - 10:00am
Break	10:00am - 10:30am
Sessions (4)	10:30am - 11:30am
Sponsor Tear Down	12:00pm - 1:00pm

Sponsor Contact Information

For information regarding your sponsorship please contact WorldatWork:

Audrey Johnson
Visibility Manager
14040 N. Northsight Boulevard Scottsdale, AZ 85260 USA
Tel: 480-304-6846, Fax: 480-483- 8352
Toll Free: 877-951-9191, Cell Phone: 623-202-4223
E-mail: Audrey.Johnson@worldatwork.org

Tracy Hawxhurst
Service Partner
Tel: 480-304-6737
tracy.hawxhurst@worldatwork.org

For logistical and onsite information please contact WorldatWork:

Courtney Campbell
Senior Event Manager
Tel: 480-304-6856
Onsite cell phone: 602-373-3306
E-mail: Courtney.campbell@worldatwork.org