SPECIFICATIONS FOR SPONSORED ITEMS Passport to Prizes Water Coolers Coffee Breaks Random Acts of Kindness Special Interest Groups (SIGs) and Investigator Workshops (IWs) PASSPORT TO PRIZES Fill out the reservation form, click SUBMIT FORM, and you re all set. The Passport does not include logos. Only your booth number, table number, or pavilion letter are included on the Passport. During the Exhibit Hall set-up, an AES representative will stop by your booth with signage ( 8.5 X 11 ) that tells attendees that you are a Passport stop. You will also receive a special stamp or pen to be used in stamping the Passport. Only 20 passport slots are available. First come, first served. DEADLINE: When all slots are taken or October 31, 2018, whichever comes first. WATER COOLERS IN THE EXHIBIT HALL Water bottle covers. Inside the exhibit hall, you may provide, at your expense, a removable water bottle cover with your corporate or brand logo, booth number, and brief message. Outside the exhibit hall, you may provide a removable water bottle cover that says "Supported by [YOUR COMPANY NAME] with no logo. If you do not provide a cover, AES will provide a small sign on or beside your cooler to indicate your sponsorship. Please confirm that you are providing water bottle covers by contacting soliver@aesnet.org no later than November 9, 2018. 1
Water bottle cover design must be approved by AES in advance. Please send proposed art to soliver@aesnet.org and allow 3 business days for a response. Covers must be removable by convention center catering staff so they can be used again when empty bottles are changed with a fresh bottle. Covers must be made so the catering team can see the level of the water inside either clear/transparent, or with a drawstring so the water level can be checked. GES can produce your covers from your design. Alternatively, GES can provide both design and production services for your cover. Contact Anne Fitzgerald at afitzgerald@ges.com or 425.873.3103. If you produce your own covers, please contact Anne Fitzgerald to confirm that your choice of fabric is suitable for catering operations. Please ship your covers to the Advance Warehouse for arrival between October 26, 2018 and November 26, 2018. A shipping label can be found in the online exhibitor kit here: https://ordering.ges.com/053600460/welcome. Ship covers to: American Epilepsy Society c/o GES 5730 Powell Street New Orleans, LA 70123 Cups for your water cooler(s). Inside the exhibit hall, you may provide, at your expense, cups with your corporate or brand logo, booth number, and brief message to be placed on a tray beside your cooler(s). Outside the exhibit hall, you may provide cups with a message that says: "Supported by [YOUR COMPANY NAME] with no logo. If you do not provide cups, AES will provide plain cups next to your cooler. Please confirm that you are providing cups by contacting soliver@aesnet.org no later than November 9, 2018. Cup design must be approved by AES in advance. Please send proposed art to soliver@aesnet.org and allow 3 business days for a response. Cups must be made of compostable papers. Cups should be 8 ounces or less. Approximately 1000 cups per cooler are recommended. Convention Center catering staff will replenish your cups for your cooler(s) as needed. Please ship your cups to the Advance Warehouse for arrival between October 26, 2018 and November 26, 2018. A shipping label can be found in the online exhibitor kit here: https://ordering.ges.com/053600460/welcome. Ship covers to: American Epilepsy Society c/o GES 5730 Powell Street New Orleans, LA 70123 2
COFFEE BREAK IN THE EXHIBIT HALL Your break will be recognized by signage at the three Food and Beverage locations. You may design your own sign at your expense and upload your design for AES to print on foam core boards. Alternatively, AES can design the sign and print. If AES designs your sign, it will appear on the standard show signage template. You may also provide, at your expense, cups AES will deliver signs to the convention center and place them on easels in the appropriate place at the appropriate time to publicize your sponsorship of the coffee break. A few other specifications: Deadline for approved art to be uploaded for printing: Monday, 10/15/2018 Size: 22 x 28 Four color Corporate names and product brand names, logos, and a short message are acceptable Minimal copy: the sign may not be an advertisement expanded to the size of the sign. The sign must be clear that its purpose is to communicate that your company is the sponsor of the break. No use of the AES logo or name. If appropriate, AES2018 or AES 2018 Annual Meeting will be allowed. Appropriate may be discussed in advance by sharing your idea for your design while it is in development, and it is recommended that you do so. The design must be approved by AES. Send to soliver@aesnet.org and allow two business days for a response. Buffet-style refreshments attract traffic in the exhibit hall. Your coffee break sponsorship will put your company name and/or product logo right in the hands of meeting attendees when they pick up your cup and napkin--and your message will go with them as they carry their coffee around the exhibit hall. Your coffee break sponsorship will be recognized with signage at the three coffee break locations on the exhibit floor and in the thank you + disclosure signage provided by AES in two locations at the meeting. You have the option of providing, at your expense, customized napkins and/or cups and sleeves for the cups. Your customized napkins, cups, and sleeves may include some combination of your company name and logo, product name and logo, booth number, and a tag line. All messages and designs must be approved in advance by AES. Shipments of these items must be received at the AES warehouse address that will be provided between October 26, 2018 and November 26, 2018. All products must be made of compostable paper. The menu will be determined at the discretion of the AES exhibit floor managers and caterers. Items that are expected to be served include: energy bars, soda, water, regular coffee, decaf coffee, and tea. 3
Four exhibit hall coffee break sponsorships are available: Saturday afternoon Sunday morning Sunday afternoon Monday morning RANDOM ACTS OF KINDNESS AES will administer the Random Acts of Kindness program. You do not need to provide anything. Logos are not included in the Random Acts program. Attendees receiving a Random Act of Kindness will get an unexpected envelope with an unexpected surprise maybe at registration, maybe in a box lunch, maybe at the AES booth. Or maybe at the AES Wine Event or the AES Fellows Reception? All items will be selected by and provided by the American Epilepsy Society. Inside the envelope, along with the Random Act, your company will be noted as a Random Act sponsor. Your booth number will be included. Recipients will be encouraged to stop by your booth to say thanks. The card accompanying the Random Act will look something like this: 4
SPECIAL INTEREST GROUP (SIG) AND INVESTIGATOR WORKSHOP (IW) SPONSORSHIP AES will contact you to confirm which SIGs and IWs you wish to sponsor. If your sponsorship is received by September 28, 2018, it will be acknowledged in the print program book and in print signage at the AES Annual Meeting. After September 28 th, it may appear on the mobile app and AES website only. Your sponsorship will be noted in the print and/or digital program book and disclosed in the session this way: This [special interest group/investigator workshop] is supported in part by an educational grant from [your company s name.] No logos are included in disclosure statements. 5