Information for Sponsors & Exhibitors

 

Conference Day Set-up Procedure:  This is a one-day annual conference that takes place on Wednesday, December 4, 2019 from 7:00 a.m. to 4:00 p.m. at the Marriott Boston Copley Place, 110 Huntington Avenue in Boston. There will be a President’s Reception held onsite later that evening from 4:30 - 5:30 p.m. that we encourage you to attend. You may set up your exhibit the morning of the event on Dec. 4 starting at 5:00 a.m. (breakdown will be at 3:30 p.m. after the last break). Coffee and food stations will be placed centrally in the Exhibitor Hall throughout the day as a way to attract visitors so please plan on being set up and ready for visitors at 7:30 a.m. sharp!  The Exhibitor Hall is located on the Fourth Floor of the Marriott Copley.  For directions and other hotel information, please visit the hotel website.  Also, please check in at AFP's registration desk on the fourth floor upon arrival to pick up a name badge, printed program, and floor map.


Shipping Materials to the Hotel:  Download Shipping Instructions. Exhibitor materials may be shipped directly to the hotel. Shipments to the hotel should arrive no earlier than Sunday, Dec. 1, 2019. There may be fees charged to you for each day that your packages are held by the hotel. Please mark package clearly with the name of the Conference ("Association of Fundraising Professionals Annual Conference"), date of the Conference ("Dec. 4, 2019"), and a reference to the hotel manager's name ("Kayla Rybacki").  Please contact info@afpmass.org if you have any questions about shipping.

Space & Utilities:  Exhibitors will have access to a 3 x 6 foot table, carpeting, electrical outlet, and waste basket. This space is included in the sponsorship price. Pipe and drape, signage, and special high-tech production services will not be included. These services will need to be contracted by exhibitors at their own cost. Internet access will be available.

Breakdown:  Exhibitors should plan to break down exhibits during the late afternoon session between 3:30 and 4:00 p.m. All exhibits must be broken down no later than 4:00 p.m. on Dec. 4th. Note: There are handling fees charged by the hotel if you choose to ship boxes or equipment either into or out of the hotel.

Table Placement:  In the Sponsorship Agreement form, sponsors are given the choice of whether or not they wish to exhibit, and if exhibiting, are asked about placement preferences. Your table location at the venue will be determined by: 1) level of sponsorship; 2) date of signed sponsorship agreement; and 3) preferences indicated on the form. Placement for exhibitors of the same level will be determined on a first come, first-served basis. Final table placements will be determined the second week in November and table numbers will be issued no later than one week before the Conference to the administrator of record. Each table will be clearly marked with your company's logo so the table number is not really needed.

Promotional Flyers (exclusive to premium sponsorships):  For those eligible to submit a promotional flyer, these should be sized at 8.5 x 11 inches. A good rule of thumb is to provide 500 flyers. Shipment of promotional flyers must be sent to this Chapter office, NOT TO THE HOTEL, by Friday, November 29th.  Please mail to: Carrie Winchman, Chapter Manager, AFP MA Chapter, c/o Center for Association Management, 465 Waverley Oaks Road, Suite 421, Waltham, MA 02452. Be sure to include the "Suite 421" on all packages. When sending multiple packages, please use consistent labeling on all packages and specify box numbers -- such as Box 1 of 3, 2 of 3, 3 of 3, etc. Any shipment of promotional flyers that is erroneously sent to the hotel or that incurs a handling charge from the hotel, or that is mislabeled, separated, lost, or otherwise not received by the Chapter by the November 9 deadline is not the responsibility of AFP and may be excluded from AFP's distribution process. To avoid these issues please email us at info@afpmass.org about any upcoming shipments and include the number of shipments we should expect (include tracking number, etc.)  That way, AFP can notify you if the shipment does not arrive. Alternatively, you can bring them with you the day of the conference and drop them at the registration desk.

Conference Registration:  AFP MA will take care of your employee's registrations -- up to the maximum number of complimentary registrations that you receive in your sponsorship package. All other registrations are the responsibility of the organization and subject to regular conference rates ("member rates"). AFP will prompt you to send the names of your registrants. Please provide those to the Chapter office (name, title, contact information, and email address) by October 1st to ensure your registrations are held for you in the event the conference sells out.

Overnight Room Reservations:  Overnight rooms have been reserved at a discounted rate of $xx before tax until end of day on xx. To secure an overnight room, please click on this link: 

Coming soon

Alternatively, you can call the dedicated Group Reservations Hotline at 877-901-2079. Please reference the room block for AFP Conference on December 4, 2019.

Logos/Company Descriptions:  Depending on your sponsorship level, AFP may promote your logo in marketing materials, printed materials, and chapter and conference websites.  Please email your logo in a high resolution JPG or EPS format to info@afpmass.org upon the signing of your sponsor agreement.  Note: To be included in the early conference print materials you'll want to have your logo to us by June 1. To be included in the conference day signage please have your logo to us by October 1. Sponsors who enroll after these dates may miss the print deadline for some conference materials.

Newsletter:  AFP MA Chapter will publish your company description in a "Meet Our Sponsors" ad and in the printed program that is distributed before the conference. For some levels, we may contact you about including a written message about your product or service. This a great opportunity to begin making connections with attendees before conference day. You also have the opportunity to use an opt-in email list either pre or post conference.

Special Requirements: Any special requirements of the exhibitors such as special electrical, internet, or AV services can be ordered directly from the hotel. AFP will supply internet service. For any other services please contact Marriott Boston Copley Hotel's PSAV contact, and reference the "Association of Fundraising Professionals Annual Conference."

If you have any additional questions or concerns, please don't hesitate to contact the AFP MA Chapter office at 781-894-3140 or by email info@afpmass.org.
 
 

Becoming a Chapter Sponsor

Increase your credibility, recognition and relationships among 600 AFP Massachusetts Chapter members and thousands of associated professionals representing leading not-for-profit organizations throughout greater Boston and beyond. Our professional advancement programs draw decision-makers from every facet of the greater Boston area’s extensive philanthropic community including chief development officers, senior administrators, board members, and volunteers.
 
 
Sponsorship of AFP Massachusetts Chapter is a twelve-month engagement, beginning and ending on the anniversary of your initial enrollment, and includes visibility at all chapter programs plus year-long exposure in marketing materials, email communications to over 5,000 contacts weekly, and on the chapter website. There is no other organization or annual conference that can reach the market we reach.


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