Sponsors

Exhibitor and Sponsorship Opportunities

Gain valuable exposure for you and your company with an excellent opportunity to network with CVB and Tourism Professionals from an eight state region! 

Download the 2024 Sponsor Packet and complete this form to secure your sponsorship.  Registration to open in March.
 

 

DIAMOND SPONSOR $5,000

Includes three (3) full conference registrations which includes access to all conference sessions, activities, and evening events

Choose ONE of the following:

  • Welcome Happy Hour sponsor – logo/recognition on signage at the happy hour and opportunity for 5-minute stage time to introduce yourself/company (SOLD – TEMPEST)
  • Conference Meal sponsor – logo/recognition on the tables during your sponsored meal and opportunity for 5-minute stage time to introduce yourself/company 
    • Tuesday morning breakfast
    • Tuesday afternoon lunch
    • Wednesday morning breakfast 

PLUS ONE of the following:

  • Reception Food/Beverage sponsor – logo/recognition on signage at the selected reception and recognition on stage during conference and reception
    • Meal Sponsor at Opening Reception at Mayowood Stone Barn on Monday 9/9 
    • Beverage Sponsor at Opening Reception at Mayowood Stone Barn on Monday 9/9 (SOLD – TEMPEST)
    • Food Sponsor at Experience Rochester Reception on Tuesday 9/10
    • Beverage Sponsor at  Experience Rochester Reception on Tuesday 9/10

GOLD SPONSOR $4,000

Includes two (2) full conference registrations which includes access to all conference sessions, activities, and evening events

Choose ONE of the following:

  • Conference Notebook sponsor – logo/recognition including your business contact information on the notebook provided to each participant
  • Pre-Conference Activity sponsor – logo/recognition on signage at the activity and opportunity to welcome guests
  • Morning Wellness sponsor – logo/recognition on signage at wellness activity and opportunity to welcome guests/participants
  • Break Refreshment sponsor – prominent logo placement on break table and option to work with event organizers on choosing food and beverage (4 available)

PLUS choose ONE of the following:

  • Opening Reception Transportation sponsor – logo/recognition on signage at the opening reception and 2-minute on stage time at the reception to introduce yourself/company
  • Reception Entertainment sponsor – logo/recognition on signage at the selected reception and 2-minute on stage time at the reception to introduce yourself/company
    • Opening Reception at Mayowood Stone Barn on Monday 9/9
    • Experience Rochester Reception on Tuesday 9/10
  • Experience Tour sponsor – logo/recognition on signage at the experience tours and opportunity to welcome guests on your chosen tour
    • Brewery Tour
    • Wellness Tour
    • Taste of Rochester Tour
    • Art and Culture Tour

SILVER SPONSOR $2,500

Includes one (1) full conference registration which includes access to all conference sessions, activities, and evening events

Choose ONE of the following:

  • General Session sponsor – opportunity for 2-minute stage time to introduce yourself/company during your sponsored session and introduce the keynote speaker (4 available)
  • Awards sponsor – opportunity or 2-minute stage time to introduce yourself/company prior to the award presentations during the conference and present the awards to the winners along with the conference organizers (1 available)
  • Lanyard sponsor – sponsor logo printed on conference badge lanyards (SOLD – Greenspring Media/Group Tour Magazine)
  • Conference App sponsor – sponsor logo displayed on the official conference app (1 available)

BRONZE SPONSOR $1,500

Includes one (1) full conference registration which includes access to all conference sessions, activities, and evening events

  • Breakout Session sponsor – opportunity for 2-minute stage time to introduce yourself/company during your sponsored session (12 available)

SCHOLARSHIP FUND $500

The scholarship is in honor of one of our UMCVB Founding Fathers, Cole Carley, for the purpose of helping to fund the costs for one person to attend the annual UMCVB Fall Conference.

The program consists of one free registration plus up to $500 in reimbursable travel expenses (to include mileage and/or airfare and lodging expenses only).

You can contribute to the scholarship fund in two ways:

  • Donate $500 to UMCVB for the scholarship fund
  • Provide a silent auction item to be auctioned off at the Fall Conference

 

 

THANK YOU FOR YOUR SPONSORSHIP AND SUPPORT!

A detailed confirmation will be sent after your form is received and the conference coordinator is able to complete your registration in the system.


UMCVB Sponsorship/Exhibitor Agreement Terms and Conditions

Agreement to Conditions – Each sponsor/exhibitor agrees to abide by these conditions, it being understood and agreed that the sole control of the exhibit area rests with the conference coordinators.

Payment – The full fee (non-refundable) must accompany each reservation form for sponsorship/exhibit space.  No refunds for cancellations will be accepted.

Liability – The conference coordinators undertake no duty to exercise care, nor assume responsibility for the protection and safety of the sponsor/exhibitor, his officials, agents or employees, or the protection of the property of the sponsor/exhibitor or his representatives, or of the property used in conjunction with the sponsorship/exhibit, from theft or damage or destruction by fire, accident or other cause.  Any protection exercised, in fact, by the conference coordinators shall be deemed purely gratuitous on its part and shall in no way be construed to involve it in liability by the exhibitor.

The sponsor/exhibitor agrees to indemnify and hold the conference coordinators harmless from all such claims and from all claims or liability of any nature whatsoever arising from the activities of the sponsorship/exhibitor or any of his representatives or from the property of the sponsor/exhibitor.

The conference coordinators shall not be liable for the fulfillment of this agreement as to delivery of space, if non delivery is due to any one of the following causes: destruction of or damage to the building or the sponsor/exhibit area by fire or act of God; acts of a public enemy; strikes; the authority of the law; or any cause beyond their control.

The conference coordinators will, however, in the event they are not able to hold a sponsor/exhibit for any of the above-named causes, reimburse sponsors/exhibitors pro-rata on any rental fee paid, less any and all legitimate expenses incurred by the conference coordinators for advertising, administration, etc.

Insurance – In all cases, sponsors/exhibitors wishing to insure their goods must do so at their own expense.

Exhibit Description – Exhibitor booths will be located in the general session room. Booths consist of a 6-foot table and 2 chairs, electricity & internet access. Please bring a table cloth and any promotional displays that will fit in a 10×10 space. 

The conference agenda has the following times built in with a longer networking break and time to visit the exhibitor booths:  

  • Monday 9/9 3:30-4:00 pm
  • Tuesday 9/10 9:30 am-10:00 am
  • Tuesday 9/10 1:15 pm-1:45 pm
  • Wednesday 9/11 10:15 am-10:45 am
  • Sponsors are also encouraged to join the attendees and network during the breakfasts and lunch meals and attend receptions and off-site events during the conference

Installation and Dismantling

  • Set-Up: Monday 9/9 9:00 am-2:00 pm (booth must be set up no later than 3pm unless previous arrangements are made with the conference organizers
  • Tear-Down: Wednesday 9/11 11:00 am-12:30 pm (booth must remain set up until the closing keynote unless previous arrangements are made with the conference organizers)

Default Occupancy – Any sponsor/exhibitor failing to occupy contracted space is not relieved of the obligations of paying for such space at the full rental price. The conference coordinators shall have the right to use such space as they see fit to eliminate blank space in the exhibit area, provided such booth space is not occupied by 5:00pm on Monday, September 9, 2024.

Personnel – All sponsors/exhibitors participating in the exhibit area of the conference are expected to use special care wherever they deem it necessary to hire temporary help to assist in their sponsorship/exhibit or hospitality activities, so that personnel so selected by them will be of a caliber in keeping with the high standards of the sponsorship/exhibition and the conference.

This agreement may be rescinded at any time without cause at the discretion of the conference coordinators upon repayment of any fees advanced, less any expenses, which may have been incurred.