OptoWest Regional Conferences MARKETING & SPONSORSHIP … 2015 Sponsorship Opportunities.pdf ·...
Transcript of OptoWest Regional Conferences MARKETING & SPONSORSHIP … 2015 Sponsorship Opportunities.pdf ·...
Coming in 2015…
OptoWest Regional Conferences
MARKETING & SPONSORSHIP PLANNER
Two regional OptoWest meetings featuring innovative education presented in a one full-day format
NEW FOR 2015 – The California Optometric Association’s OptoWest, the premier conference created by eye care professionals for eye care professionals, will be offered as two regional meetings, held in Northern California and Southern California, under a new one-day format at each location. OptoWest will continue to provide quality education for optometrists and their professional staff — offering both OD and paraoptometric tracks at each meeting. The OD continuing education program will submitted to and accredited by COPE; the paraoptometic continuing education program will be submitted to ABO, NCLE and the AOA Commission of Paraoptometric Certification (CPC). 100 to 200 attendees are expected at each regional conference. The COA House of Delegates will meet February 21-22, 2015, in conjunction with OptoWest San Jose. Let COA help maximize your return on investment as an OptoWest 2015 sponsor. All sponsors will receive exposure at BOTH regional conferences. Gone are the days of simply popping up a booth and waiting for the sales to come to you. Working as a team, COA helps our partners achieve their goals for building traffic, leads, brand awareness and sales. For more than a century, COA has been dedicated to making optometry a stronger, better, and more visible profession. It has worked diligently on all fronts to ensure that those who have earned the title of doctor of optometry have the opportunity to practice their profession to the fullest extent possible. We appreciate your company’s continued support! For more information , please contact: Jodi Haas | Membership Development Manager California Optometric Association 2415 K Street | Sacramento, CA 95816 Ph: 916.266.5038 | Cell: 916.705.9673 | Fax: 916.448.1423 | [email protected]
OptoWest 2015 Sponsorship, Exhibitor & Marketing Opportunities
SUPPORTING SPONSOR - $750 (20 available) • Acknowledgment on all pre-event advertising (printed and digital) to highlight your
company’s participation and support • Acknowledgement on official conference website, www.optowest.com, with your company
logo and link to your website • Inclusion of your company-provided printed brochure, flyer or small promotional item in
attendee registration bags to be distributed at both regional OptoWest conferences and at COA’s House of Delegates meeting
Add a full year of advertising in the product & services section of COA’s California Optometry magazine for only $1,750!
PREMIER SPONSOR & EXHIBITOR - $5,000 (only 10 available)
All of the benefits mentioned above, plus: • Exhibit Table to promote your company’s products & services at both regional conferences
with inclusion in the passport program to drive traffic to your table • Company logo on event signage • Pre & post attendee lists with full contact information to promote your company’s products
and services and to thank attendees • Acknowledgement in COA ‘thank you’ advertising in California Optometry magazine
following event
PRESENTING SPONSOR - $15,000 (2 available – may purchase both for exclusivity) All of the benefits mentioned above, plus: • ‘Thank You’ podium mentions to raise awareness of your support • Introduction of a hot-topic class lecturer at each regional conference • Exhibit table at COA’s House of Delegates meeting • Two (2) complimentary conference registrations at each event for ODs or staff • Full-page, full-color ad in each 2015 issue of California Optometry magazine
CONFERENCE SPONSOR Premier or Presenting Sponsors may support the following conference items for increased branding and recognition. All sponsorships will be highlighted at both regional meetings. Continental Breakfast Sponsor - $3000 Conference Bag Sponsor - $2,500 Break Sponsor (2 available) - $2,000 Name Badge Sponsor - $2,500 Lunch Sponsor - $5,000 Pen Sponsor - $1,500
E-BLAST ADVERTISING Targeted emails will promote upcoming COA conferences to over 8,000 doctors and staff. Size: 450 x 203 pixels 1x - $150 3x - $375 6x - $600
5
SPONSORSHIP AGREEMENT California Optometric Association (COA) OptoWest North Regional Conference San Jose, CA - February 22, 2015 OptoWest South Regional Conference Anaheim, CA – May 3, 2015
OptoWest Contact Information (Please list the person that all advance and/or exhibitor information will be sent to. This will be the primary person that COA staff will work with.)
Company Name: Contact Name:
Mailing Address:
City: State: Zip:
Phone: Fax: E-mail: Web site:
Booth Manager: E-mail
Sponsorship & Fees Exclusive Presenting Sponsorship - $30,000 Premier Sponsor & Exhibitor - $5,000 Presenting Sponsorship - $15,000 Supporting Sponsor with Magazine Advertising - $2,500
Supporting Sponsor - $750 Premier Lunch Sponsor & Exhibitor - $10,000 Premier Breakfast Sponsor & Exhibitor - $8,000 Add e-blast advertising to expand your marketing efforts: Premier Break Sponsor & Exhibitor - $7,000 1-time ad - $150 Premier Conference Bag Sponsor & Exhibitor - $7,500 3-time ad - $375 Premier Name Badge Sponsor & Exhibitor - $7,500 6-time ad - $600 Premier Pen Sponsor & Exhibitor - $6,500
TOTAL: $_____________________
To reserve OptoWest 2015 sponsorships & exhibit space, a 50% deposit of the total fee is required. Payable by check, Visa, MC, Discover or AMEX, the non-refundable deposits must be received within 30 days of execution of this agreement or the sponsorship will be released. Full payment must be received at close of business Friday, October 31, 2014. If final payment is not received by the deadline date the sponsorship will be released. To reserve sponsorships (if available) after October 31, 2014, full payment must accompany this contract.
Sponsor agrees that if this contract is received and accepted by COA without a deposit, pending invoicing to sponsor, it shall be deemed valid and binding as though the deposit was made. Deposits are not transferable.
Are there any company conflicts that you would like the OptoWest Show Management to be aware of?
Conference Program & Website Company Information (if different from above)
Company Name: Contact Name:
Mailing Address:
City: State: Zip:
Phone: Fax: E-mail: Web site:
The above address and contact information will be included on the official conference website, www.optowest.com
IMPORTANT: YOU MUST SUBMIT THE FOLLOWING INFORMATION ELECTRONICALLY TO [email protected] Your company logo in any of the following high resolution (300 dpi or more) formats: EPS, TIF, JPG, PDF.
PAYMENT METHOD Payment for: □ Deposit Only □ Total Fee
Make check or money order payable to: California Optometric Association, Optowest Sponsor, 2415 K Street, Sacramento, CA 95816
Name on Card: Card #
Exp. Date: CCV# (VISA/MC/DIS - 3 digit # on back; AMEX - 4 digit # on front)
Signature:
The deposit is required to confirm sponsorship. Space can be held with the contract, but will not be confirmed without payment.
Return this signed contract with payment to: Jodi Haas (OptoWest), 2415 K Street, Sacramento, CA 95816, email to [email protected], or fax to (916)469-2896. This fax number is a secured fax number for contracts with payment information.
By signing below, sponsor agrees to the Terms and Conditions of this agreement and hereby purchases sponsorship described above at the 2015 OptoWest Regional Conferences. The person signing this document expressly represents and warrants to Show Management, that he/she is authorized by Exhibiting Company to bind it to the terms and conditions hereof.
Authorized Signature: Date:
OPTOWEST 2015 - Terms and Conditions All sponsors of the OptoWest Regional Conferences are under the control and management of the California Optometric Association (“Show Managment”). These
terms and conditions are part of the contract between the exhibiting firm and Show Management and it is the responsibility of the exhibiting company to read these carefully
and adhere to them, as well as any provisions contained in the exhibitor service kit that will be forwarded after receipt of the deposit and contract.
THIS SPONSORSHIP AGREEMENT (the “Agreement”) is by
and between company named on the sponsor
agreement (“Sponsor”), and California Optometric
Association (“Organization”) a not-for-profit
organization with its principal place of business located
at 2415 K Street, Sacramento, CA 95816.
WHEREAS, Organization is conducting events,
OptoWest North and OptoWest South (“Events”),
which provide cutting-edge continuing education to
optometrists and paraoptometrists to help them
launch their practice into the future. OptoWest North is
scheduled for February 22, 2015 in San Jose, California
and OptoWest South is scheduled for May 3, 2015, in
Anaheim, California.
WHEREAS, Sponsor desires to promote its
products and services at the Events
NOW, THEREFORE, in consideration of the
promises and mutual covenants of the parties, it is
agreed as follows:
1. SPONSORSHIP TERMS.
(a) A 50% deposit shall be paid upon execution
of this agreement by Sponsor and/or co-sponsor and
the balance will be paid no later than October 31,
2014.
(b) In return for the Sponsorship Fee, Sponsor
shall receive the following benefits (collectively, the
“Sponsorship Benefits”) detailed in the Marketing &
Sponsorship Planner
2. USE OF THE SPONSORSHIP FEE
(a) The parties agree that the amount paid to
Organization in connection with the Events represent
fair market value for the promotional opportunities
provided to Sponsor.
(b) If Organization offers more than one type or
level of promotional opportunities to manufacturers or
marketers of pharmaceutical, medical device or over-
the-counter drug products, Organization represents
that it has disclosed all such offerings to Sponsor.
Organization shall specifically disclose to Sponsor if any
such manufacturer receives the same or similar
Sponsorship Benefits for a fee less than the Sponsorship
Fee.
(c) No amount paid under this Agreement is
intended to be, nor shall it be construed as, an offer or
payment made, whether directly or indirectly, to induce
the referral of patients; the prescription, purchase, lease
or order of any item or service; or, the recommending or
arranging for the purchase, lease or order of any item or
service.
(d) Organization represents and warrants that
proceeds from the Sponsorship Fee shall only be used to
offset legitimate costs of conducting the Events,
including venue rental, audio/visual expenses, and
similar overhead costs. Organization agrees that it shall
not use the Sponsorship Fee to provide food or beverage
to healthcare professionals without Sponsor’ separate
written consent.
(e) Organization agrees to keep records
regarding all payments made, and costs, expenditures
and expenses incurred, in connection with the Events,
and shall provide Sponsor with information regarding
these payments, costs, expenditures and expenses that
Sponsor determines it may be required to disclose under
state or federal regulations. Specifically, if Sponsor
consents to use of the Sponsorship Fee to provide food
or beverage to healthcare professionals, Organization
agrees to accurately track all recipients and to comply
with any restrictions imposed by Sponsor that may
prohibit the provision of food or beverage to residents of
certain states. All records and other information
described under this section shall be provided to Sponsor
no less than thirty (30) days after receipt of such request.
(f) To the extent Organization is owned by,
comprised of, or affiliated in any way with healthcare
providers (the “Affiliated HCPs”), Organization represents
and warrants that no proceeds from the Sponsorship Fee
shall be diverted or used, directly or indirectly, in a
manner that provides an economic benefit to such
persons. Organization specifically warrants that Affiliated
HCPs shall not receive cash or other items of value
derived in any way from the Sponsorship Fee.
Notwithstanding the foregoing, if Sponsor and
Organization agree to use the Sponsorship Fee to
provide meals at the Events, Affiliated HCPs may accept
such meals under the same terms and circumstances as
other Event attendees.
(g) The Sponsorship Fee is not intended as, and
shall not be construed as an unrestricted educational
grant. The parties agree that proceeds from the
Sponsorship Fee shall not be used in any way to support
continuing education (“CE”) activities. Specifically, the
Sponsorship Fee shall not be used to pay for honoraria,
travel or similar expenses for CE instructors, attendees or
others. If the Event includes any form of CE activities,
Organizer shall provide a separate and distinct venue for
Sponsor’ promotional activities, and shall implement
appropriate financial controls to ensure that the
proceeds from the Sponsorship Fee are appropriately
segregated from funds used to support CE activities.
(h) Sponsor may, from time to time, reassess its
calculation of fair market value for the Sponsorship
Benefits provided under this Agreement, consistent with
Sponsor policies and applicable state and federal
healthcare laws. In the event this Agreement must be
changed to comply with such policies or laws, Sponsor
shall promptly notify Organization and the parties shall
undertake reasonable efforts to amend this Agreement
accordingly.
3. CERTIFICATIONS AND DISCLOSURES
(a) Organization certifies that all payments and
other activities undertaken in connection with the
Events shall be undertaken in a manner that complies
with all applicable Sponsor policies and applicable
state and federal law including, without limitation, the
Federal Food, Drug, and Cosmetic Act (21 U.S.C. § 301
et. seq.) and the Federal Anti-Kickback Statute (42
U.S.C. § 1320a-7b).
(b) Sponsor will have the right in its discretion (a)
to display and disclose, as may be required under
state or federal law or as is otherwise desired by
Sponsor, information relating to this Agreement, any
and all payments, reimbursement for expenses, or
other transfer of value made in other than dollar form
relating to this Agreement, or any other information
relating to this Agreement and (b) to display such
information on Sponsor’s websites.
(c) To the best of Organization’s knowledge,
Organization certifies that no employees, officers,
directors, or other persons affiliated with Organization are
currently excluded, debarred, suspended, or otherwise
ineligible to participate in Federal health care programs.
4. TERM; TERMINATION
This Agreement shall commence on the Effective Date
and will extend through May 15, 2015, unless
terminated by either party pursuant to the terms of this
Agreement (the “Term”).
(a) Unless Organization violates paragraph b) of
this section upon execution of this Agreement by
Sponsor, if Sponsor terminates this Agreement on or
before September 26, 2014, 50% of the balance owed
is due and payable to Organization, if Sponsor
terminates agreement on or after September 27, 2014,
100% is due and payable to Organization.
(b) In the event of a party’s breach, this
Agreement may be terminated by the non-breaching
party by giving fifteen (15) days written notice, unless
the breaching party corrects such breach within said
fifteen (15) day period. This Agreement may be
terminated immediately upon: (1) the bankruptcy,
liquidation or state of insolvency of either party; or (2)
failure by Organization to comply with the terms of
Sections 2 or 3 of this Agreement.
5. NOTICES
1) Notices shall be given to Sponsor via certified
mail, return receipt requested or via overnight delivery
addressed to the respective party set forth below, with
an additional copy being sent to Sponsor contact
address, or such other address as Sponsor may notify the
Organization of, in accordance with this paragraph; and
shall be deemed received seventy-two (72) hours after
deposit in the U.S. mail or twenty-four (24) hours after
deposit with a recognized overnight delivery service.
2) Notices shall be given to Organization via certified
mail, return receipt requested or via overnight delivery
addressed to the respective party set forth below at 2914 K
Street, Sacramento, CA 95816, or such other address as
Organization may notify Sponsor of, in accordance with this
paragraph; and shall be deemed received seventy-two (72)
hours after deposit in the U.S. mail or twenty-four (24) hours
after deposit with a recognized overnight delivery service.
6. MISCELLANEOUS
(a) This Agreement does not involve the counseling or
promotion of a business arrangement or other activity that
violates any State or Federal law. The parties will comply
with all relevant federal and state statutes and
regulations.
(b) Nothing in this Agreement shall in any way be
construed to constitute Organization as the agent,
employee or representative of Sponsor. Organization shall
not have the power to bind Sponsor or its Affiliates in any
capacity unless specifically authorized to do so by
Sponsor in writing.
(c) This Agreement does not constitute any right or
license granted by Sponsor to Organization to use
Sponsor's trademarks or service marks in any way except
as expressly approved by Sponsor.
(d) This Agreement does not constitute any right or
license granted by Organization to Sponsor to use
Organization’s name, logos, trademarks or service marks
in any way except as expressly approved in writing by
Organization.
(e) This Agreement shall be construed in
accordance with the laws of the state of California
excluding any conflicts or choice of law rule or principle
that might otherwise refer construction of this Agreement
to the substantive law of another jurisdiction.
(f) This Agreement constitutes the entire
agreement between the parties, supersedes and replaces
any prior agreement entered into between Organization
and Sponsor related to the subject matter hereof, and all
such prior agreements are hereby terminated and are of
no further force or effect. Modification, amendments, or
supplements to this Agreement shall be in writing and
signed by each party. This Agreement is personal to the
parties hereto, and neither this Agreement, nor any right,
obligation, interest, or duty may be assigned, transferred
or otherwise dealt with, without the express written
consent of the other. Notwithstanding the above, Sponsor
may freely assign all or part of this Agreement to any
Affiliate.
(g) No waiver by either party hereto at any time of
any breach or of compliance with any condition or
provision of this Agreement shall be deemed a waiver of
similar or dissimilar provisions or conditions at any prior or
subsequent time.
(h) The validity and/or invalidity of any provision or
portion of a provision of this Agreement will not affect any
other provision or portion thereof of this Agreement, which
shall remain in full force and effect.