Exhibitor Information


Conference Day Set-up Procedure:  This is a one-day annual conference that takes place on Wednesday, November 29, 2017 from 7:00 AM to 4:00 PM at the Boston Marriott Copley Place, 110 Huntington Avenue in Boston. There will be a President’s Reception held onsite later that evening from 4:30 - 6:00 PM that we encourage you to attend. You may set up your exhibit the morning of the event on November 29th starting at 5:00 AM (breakdown will be at 3:15 PM 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 AM sharp!  The Exhibitor Hall is located on the Fourth Floor of the Marriott Copley.  For directions or other hotel information, please visit the hotel website.  Also, please check in at the Conference Registration Desk in the morning for a name badge 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, November 26, 2017. 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 ("November 29, 2017"), and a reference to the hotel manager's name ("Shannon Kent").  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 however pipe and drape, signage, and special services by a high-tech production company or decorator will not be included. These services will need to be contracted by exhibitors at their own cost. Internet access will be available but limited. Please contact info@afpmass.org if you require internet service for the entire length of your visit so that we can plan accordingly.

Breakdown:  Exhibitors should plan to break down exhibits during the late afternoon session between 3:15 and 4:00 PM. All exhibits must be broken down no later than 4:05 PM on November 29th. 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 were given the choice of whether or not to exhibit, and if exhibiting, were asked about their placement preferences. Your table location at the venue will be determined by:  1) sponsorship level, 2) date of the signed sponsorship agreement, and 3) the preferences you indicated on your form. The 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 your table number will be issued no later than one week before the Conference to the administrator of record. Each table will be clearly marked with your table number and company logo.

Promotional Flyers (exclusive to premium sponsorships):  Chapter, Champion, and Patron sponsors are eligible to submit a promotional flyer to go in our conference registration packet. These are sized 8.5 x 11 inch. A good rule of thumb is to provide at least 500 flyers for the initial packet assembly. Shipment of promotional flyers must be sent to this Chapter office, NOT TO THE HOTEL, by Wednesday, November 1st.  Please send these to the following address: 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 the same label 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 on the November 1st deadline are 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.)  We will do our best to notify you if the shipment does not arrive.  

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 others are the responsibility of your organization and subject to regular conference rates ("member rates"). In 2015, AFP MA increased the amount of complimentary registrations allotted to sponsors to allow for a backup representative to be onsite. No additional complimentary registrations can be granted therefore. 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 $299.00 before tax. To secure an overnight room, please contact Maggie Whiting at 617-937-5689, ext. 6737. Please reference the "Association of Fundraising Professionals Annual Conference." The cutoff date for this rate is November 7th at close of business.

Logos/Company Descriptions:  Depending on your sponsorship level, AFP may promote your logo in marketing materials, printed materials, and the 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 inclusion in certain printed conference materials.

Newsletter:  AFP MA Chapter will publish your company description in a "Meet Our Sponsors" newsletter and, if eligible, in the a conference program and app. The length of your description is specified by your sponsorship level.  If eligible, please forward a company description to info@afpmass.org by October 1st to be included. These get distributed to every attendee and are a great opportunity to begin making connections before conference day.

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 Boston Marriott Copley Hotel 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.
 
 

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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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