365 EduCon Chicago
2023 Sponsor Information
2023 Sponsor Information
October 30 - November 3, 2023
- Monday, October 30, 2023 (Optional Workshops)
- Tuesday, October 31, 2023 (Optional Workshops, Expo Setup)
- Wednesday, November 1, 2023 (Conference Day One, Expo Hall Open)
- Thursday, November 2, 2023 (Conference Day Two, Expo Hall Open)
- Friday, November 3, 2023 (Conference Day Three)
Location
McCormick Place - South
2301 S King Drive, Chicago, IL 60616
South Building - Rooms S101-S106
Conference Hotel
Hyatt McCormick Place
We have obtained a special rate for a limited number of rooms at the Hyatt Regency McCormick Place. The Hyatt McCormick Place connects directly to McCormick Place South.
Booth Staff Registration – Due by Friday, October 13, 2023
Sponsors are allotted a specific number of booth workers per day based on the level of your sponsorship:
- Diamond – 4
- Platinum – 2
- Gold – 2
- Exhibitor – 2
If you would like additional staff at your booth, you can purchase additional passes at $120 per person per day. You can register a max of 4 total booth staff (in addition to the complimentary booth staff passes that your sponsorship comes with), otherwise, a gold pass will need to be purchased for any additional booth staff members.
Sponsor Booth Staff Attending the Conference
Booth Staff passes are for access to the Expo Hall Only. If they wish to attend workshops and/or sessions they must pay and register to attend. They can use your sponsor promo code when registering. Please be sure to register through the conference registration web site as we will begin checking attendees in at each session room as they enter and those without credentials to attend will not be allowed.
Exhibitor Services Manual
We will share the exhibitor services manual from our exhibitor services company once received.
Link to 365 EduCon Website and Emails
All sponsors are requested to post a link on your company website to www.365educon.com/Chicago with a statement that you are a sponsor. Also, all sponsors are requested to email their customers regarding the conference. Please copy Sharon Toler ([email protected]) on any emails.
Sponsor Banners and Discount Code
Sponsor banners with 15% off discount code will be sent to all sponsors. If you need any additional templates etc., please email Ashley Wilhelm ([email protected]).
VIP Attendees
If your sponsorship qualifies for VIP passes, you will receive an email with special VIP codes to give to your customers. VIP passes are for customers only and are not intended for your employees.
Your free VIP customer passes are ONLY valid for the 3-day conference “gold” pass. VIPs can purchase the workshop day(s) separately through the event site.
Sponsors are allotted a specific number of VIP passes for their customers based on the level of your sponsorship:
- Diamond – 4
- Platinum – 2
- Gold – 1
Any additional attendees to the conference will have to purchase a conference pass using your promo code. Please email Ashley Wilhelm ([email protected]) if you have not received your promo code.
Electricity and Wi-Fi
Electricity will be provided to each sponsor; however, it will be limited to 5 amps. If additional power is required, we must be notified prior to the event and additional charges will apply. Sponsors are responsible for any power strips or extension cords they may need.
Attendee Passport Contest
Attendees will be visiting sponsor booths as they conduct the "passport contest" using the WHOVA event app.
Participating Sponsors/Exhibitors can access the Lead Retrieval feature through the home page of the app. By scanning the attendee badge QR code, sponsors will collect leads and attendees will collect stamps on their Passport for each corresponding company. Win Win!
Winners of the passport contest will be announced on Thursday during the afternoon break, and we will pull the winners from the master list of completed passports. Only attendees that have collected all stamps and completed their passport are eligible to win sponsor prizes.
Sponsor Prizes – Confirmation Due Friday, October 13, 2023
All sponsors must provide a prize for the sponsor prize giveaways. We recommend selecting a prize with a value of $50 or more. Prizes that we have seen in the past include items such as a gift card, Apple Watch, Amazon Alexa, etc. At the conference, we will go booth to booth to gather all of the prizes.
Setup & Tear Down Times
Sponsor Move-In: Tuesday, October 31, 2023 - 1:00 pm – 4:00 pm
Sponsor Hours:
Wednesday, November 1, 2023 - 11:00 am – 3:30 pm
Thursday, November 2, 2023 - 8:00 am - 4:30 pm
Sponsor Tear Down: Thursday, November 2, 2023 - 4:30 pm
(Please do not tear down until this time, as it will be very disruptive to the attendees)
At the Conference
Speakers and booth workers’ credentials will be at your booth the morning of the first conference day. Anyone without credentials once the event begins must visit the registration table or they will not be allowed access to the event.
Sponsor booths are integrated into the event flow to maximize traffic throughout the day and thus are always open to attendees throughout the event.
Please make sure that you have enough collateral available at your booth and plan on some heavy traffic!
Please make Sharon Toler ([email protected]) aware of any outside social events that you are hosting as we get requests from attendees, speakers, etc. very often.
Lead Retrieval on the Whova Event App
- Download the Whova mobile app and enter the event page. Please use the email you used when you registered for the event as a sponsor or booth attendee. Otherwise, the exhibitor tools will not be available to you.
- Tap Exhibitor Hub section and tap Collect Leads/Contacts. There are 2 ways to add leads:
- Input the information yourself by tapping Add Lead Manually
- Scan QR codes on attendee badges.
- You can export your lead list into a spreadsheet at any time by clicking on the Export button. You can send the file to your email or share it with your colleague by putting his/her email in the text box.
If you have any questions regarding lead scanning, please email Ashley Wilhelm ([email protected]).
Technical Session Submission (Diamond Sponsors) – Due September 1, 2023
Applicable sponsors can submit a 70-minute technical session. Please note that technical sessions MUST remain vendor-neutral. Technical sessions must be approved and the date and time of the session will be determined upon approval.
Solution Showcase Submission (Diamond and Platinum Sponsors) - Due September 1, 2023
Applicable sponsors can submit a 30-minute solution showcase that is meant to highlight their solution or product and we highly recommend a case study with an engaging title and description. Solution showcases must be approved and will take place on Thursday afternoon.
Booth Selection - September 25, 2023
Booth selection for platinum sponsors will begin the week of September 25, 2023. Sponsors will be contacted by Ashley Wilhelm ([email protected]) in the order of their sponsorship level and the date of sponsorship.
Social Media Bundles - Due by Friday, September 15, 2023
Sponsors will be sent information regarding the content that is needed for the social media bundle. For diamond and platinum sponsors, your sponsored newsletter information will be included in this distribution schedule as well. This is an added value of your sponsorship. The sole purpose of this is for us to promote your company via our social media channels. The content must feature webinars, technical blogs, white papers, eBooks, videos, etc.
News Feed Post in the 365 EduCon App (Diamond and Platinum Sponsors) – Due Friday, October 13, 2023
Applicable sponsors can provide us with content to post in the 'News Feed' module in the 365 EduCon event app. Please note that the news feed is separate from the activity feed. This is a great opportunity to gain more visibility within the app!
Please send me the following content:
- Title
- Description
Adding a Document to Your Sponsor Profile in the Event App (Diamond, Platinum and Gold Sponsors) - Due Friday, October 13, 2023
Applicable sponsors can add items to an attendee's virtual 'conference bag'. Applicable sponsors will have the opportunity to provide us with one document that they would like us to attach to their sponsor profile in the app. The type of content that you would like to promote is up to you. It could be a white paper, an eBook, a discount offer, etc.
Please note that the maximum file is 10 MB.
Important Information/Deadlines:
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Sponsor Hours |
Setup & Tear Down Times Sponsor Move-In: Tuesday, October 31, 2023 - 1:00 pm – 4:00 pm Sponsor Hours: Wednesday, November 1, 2023 - 11:00 am – 3:30 pm Thursday, November 2, 2023 - 8:00 am - 4:30 pm Sponsor Tear Down: Thursday, November 2, 2023 - 4:30 pm (Please do not tear down until this time, as it will be very disruptive to the attendees) |
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Friday, October 13, 2023 |
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Prize Confirmation for Giveaway |
Friday, October 13, 2023 |
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Add Document to Sponsor Profile |
Friday, October 13, 2023 |
| Social Media Bundle Due | Friday, September 15, 2023 |
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Technical Session Submission (Diamond Sponsors) |
Friday, September 1, 2023 |
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Solution Showcase Submission (Diamond and Platinum Sponsors) |
Friday, September 1, 2023 |
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Thursday, October 12, 2023 |
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Booth Selection |
The week of September 25, 2023 |
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News Feed Post |
Due Friday, October 13, 2023 |
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Download WHOVA App for Lead Retrieval |
Prior to arriving at the event |