2017 AHEAD Conference: Exhibit Hall, Marketing, & Sponsorship Information

AHEAD 2017 Conference logo

Welcome to AHEAD 2017

AHEAD Celebrates Our 40th Annual Conference in 2017! We want you to be a part of it.

Since 1977 AHEAD has been providing invaluable resources to professionals who work in disability services in higher education and beyond. AHEAD’s Annual Conference draws an average of 1200 attendees who seek to gain knowledge about disability services in higher education. Accessible technology, improving accommodations, postsecondary transition tools, universal design, and legal updates are just a few of the topics our attendees pursue.

In 2017, we’re celebrating a milestone: AHEAD’s 40th Annual Conference! You’re invited to join us July 17-22 in Orlando, Florida, to mark this special occasion! AHEAD provides multiple outlets for you to connect with attendees. This year we have some fun new marketing opportunities available, and we invite you to be creative! Put your company or organization in the spotlight. From sponsoring to exhibiting to presenting, you can leave a lasting impression on this important audience.

Feel free to contact me with any questions you may have.

AHEAD is excited for you to join us in Orlando!

Sincerely,

Jane Ayres Johnston, AHEAD Manager of Member Services
jane@ahead.org / 704-947-7779 ext. 3301

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Exhibitor Information

Exhibit Hall Schedule of Events

The 2017 Exhibit Hall will be in the Hilton Orlando Ballrooms III-IV. In addition to the schedule below, exhibitors are welcome and encouraged to stay for, and participate in, the entirety of the 2017 Conference that will begin with Preconference Institutes on Monday, July 17 (additional registration required) and end on Saturday, July 22.

Wednesday, July 19  
6:00 am - Noon Decorator Move In
Noon - 4:30 pm Exhibitor Registration and Move In
5:00 - 5:30 pm VIP Guided Tour
5:30 - 7:30 pm Exhibit Hall Grand Opening and President’s Reception
   
Thursday, July 20  
9:00 am - 4:00 pm Exhibit Hall Open (Activities in the Exhibit Hall include: Poster Sessions, Breakfast, Grab-and-Go Lunch, and Refreshments)
   
Friday, July 21  
9:00 - 11:30 am Exhibit Hall Poster Sessions and Extended Refreshment Break
11:30 am - 12:30 pm Exhibitor Breakdown
12:30 pm Decorator Breakdown
6:30 - 9:00 pm Awards Dinner (Exhibitors Welcome)

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Hotel Information

Hotel rate: $189 per night

Please do not book until announced on www.ahead.orgin March 2017

Hilton Orlando Hotel
6001 Destination Parkway
Orlando, FL 32819
407-313-8427

Exhibit Hall Map

The 2017 Exhibit Hall will be in the Hilton Orlando Ballrooms III-IV. Shaded booths are reserved for those interested in sponsoring (121, 111, 210, 220, 211, 221, 310, 320, 311, 321, 410, 420, 413, 415, 417, 419). While every effort has been made to ensure this drawing is accurate; this floorplan representation is subject to alteration and the Orlando Fire Marshall approval and should be referred to for general illustrative purposes only.

AHEAD 2017 Conference Exhibit Hall Map

Download Exhibit Hall Map
Exhibitor Application and Contract

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2017 Conference Sponsorship Details

Become a sponsor at the AHEAD Conference and get exclusive access to attendees! Act now to get the sponsorship level best suited for your organization, and use this unique opportunity to reach over 1100 - 1200 new customers. If you have another sponsorship idea, contact Jane Johnston, Manager of Member Services at 704-947-7779 or jane@ahead.org. Most sponsorships include (a) booth space and preferred location in exhibit hall, (b) advertising space in conference program book, and (c) literature distribution in attendees’ registration materials. All sponsorships include printed sponsor logo on all signs, literature, materials, ads related to the applicable event, and participation in the Online Exhibit Hall.

Overall Conference Sponsorship $10,000 (up to three available) or $25,000 for Exclusive Sponsorship

  • Your logo and/or company name prominently displayed on the conference website and in the conference program book
  • Two Exhibit Hall booths
  • Up to four complimentary conference registrations
  • Up to three pamphlets/brochures included in all conference bags
  • Full-page ad in program book and pre-conference marketing
  • Pre- and post-conference mailing list databases of members and attendees
  • Partner membership to AHEAD for 2017
  • Marketing in the Online Exhibit Hall and conference app

Professional Headshot Lounge Sponsorship $5500 (one available or two at $3000 each)

  • Every Attendee who visits your booth gets a coupon for a professional business headshot
  • Your logo and/or company name prominently displayed on the conference website and in the conference program book
  • One Exhibit Hall booth
  • One complimentary conference registration
  • Full-page ad in the conference program book and pre-conference marketing
  • One pamphlet or brochure included in all conference bags
  • Marketing in the Online Exhibit Hall and conference app

First-Time Attendee Breakfast Sponsorship $3500 (one available)

  • Named sponsorship of the breakfast, including prominent display of your company name/logo and a silent, captioned slideshow running throughout breakfast
  • Your logo and/or company name prominently displayed on the conference website and in the conference program book
  • One Exhibit Hall booth
  • One complimentary conference registration
  • One pamphlet or brochure included in all conference bags
  • Full-page ad in the conference program book and pre-conference marketing
  • Marketing in the Online Exhibit Hall and conference app

Coffee Break Sponsorship $3500 (two available)

  • Named sponsorship of your designated break, including prominent display of your company name/logo
  • Your logo and/or company name prominently displayed on the conference website and in the conference program book
  • One Exhibit Hall booth
  • One complimentary conference registration
  • One pamphlet or brochure included in all conference bags
  • One half-page ad in the conference program book and pre-conference marketing
  • Marketing in the Online Exhibit Hall and conference app

Bag Sponsorship $2500 (two available)

  • Your company name/logo printed on 1,200 conference bags and distributed to all attendees
  • Your logo and/or company name prominently displayed on the conference website and in the conference program book
  • One Exhibit Hall booth
  • One complimentary conference registration
  • One half page ad in the conference program book and pre-conference marketing
  • Marketing in the Online Exhibit Hall and conference app

Gold-Level Sponsorship $3000

  • One-hour Product Introduction presentation
  • Your logo and/or company name prominently displayed on the conference website and in the conference program book
  • One Exhibit Hall booth
  • One complimentary conference registration
  • One pamphlet or brochure included in all conference bags
  • One full-page ad in the conference program book and pre-conference marketing
  • Pre- and post-conference mailing list of members and attendees
  • Marketing in the Online Exhibit Hall and conference app

Silver-Level Sponsorship (Gift Card Give Away Game) $2500

  • Five $25 Visa gift cards to recognize members for visiting your booth. Gift cards will be randomly given out at designated times during Exhibit Hall high contact hours. Your participation in this promotion to draw foot traffic into your booth will be highlighted in marketing materials and the conference program book, website, and app.
  • Your logo and/or company name prominently displayed on the conference website and in the conference program book
  • One Exhibit Hall booth
  • One complimentary conference registration
  • One half-page ad the conference program book and pre-conference marketing
  • One pamphlet or brochure included in all conference bags
  • Marketing in the Online Exhibit Hall and conference app

Bronze-Level Sponsorship $1500

  • Your logo and/or company name prominently displayed on the conference website and in the conference program book
  • One Exhibit Hall booth
  • One complimentary conference registration
  • One pamphlet or brochure included in all conference bags
  • Marketing in the Online Exhibit Hall and conference app

Charging Table Sponsorship $1500 (eight available)

  • Named sponsorship of a charging table with prominent display of your company name/logo
  • Your logo and/or company name prominently displayed on the conference website and in the conference program book
  • One Exhibit Hall booth
  • One complimentary conference registration
  • One half page ad the conference program book and pre-conference marketing
  • Marketing in the Online Exhibit Hall and conference app

Sponsorship Application

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Program Advertising and Marketing

Advertise in the On-site AHEAD Conference Program

The Conference Program contains information pertaining to sessions, presenters, and activities. All conference attendees, speakers, and primary exhibitor representatives receive a copy at registration. An invaluable tool, the Conference Program is referred to many times during and after the event.

Format for Conference Program: 5.5” x 8.5”, Full Color
Art must be in JPEG or PDF format at 300 dpi resolution or higher.

Advertising Specifications

Full Page (5” x 8”) $750
Half Page (5” x 4”) $450

Deadline for submitting an advertising order is May 29, 2017.
Artwork for advertising must be submitted by June 12, 2017.

Advance and Follow-up Marketing: Keys to Success

Exhibitors and advertisers may purchase an AHEAD member mailing list at a significantly reduced price of $350 (a $600 value). This benefit is your ticket to successful pre-show marketing, and will be sent to you in early May 2017.Partner members receive a complimentary mailing list once AHEAD has processed your membership application

All exhibitors and advertisers are also entitled to order a conference attendee mailing list for a cost of $200, which will be delivered in August 2017. Both lists may be purchased for a reduced cost of $400.

Download Program Advertising and Marketing Application

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Literature Distribution Details

You can have your literature prepackaged with every conference attendee’s registration materials. This is an effective and inexpensive way to capture the attention of over 1300 AHEAD Conference attendees, prompting them to seek out your booth in the exhibit hall. Placing your literature in the registration packet is also a great option for those of you who are unable to attend the conference.

Distribution Costs

QUANTITY NON-MEMBER COST MEMBER COST
One brochure/pamphlet $350 $280
Two brochures/pamphlets $450 $360
Three brochures/pamphlets $550 $440
Additional per piece over three $100 $100

Your company is responsible for providing the brochures/pamphlets. Please plan to provide at least 1300 copies.

Download Literature Distribution Application

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