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Jon Elvert
Louisiana Art & Science Museum
Irene W. Pennington Planetarium
1 October, 2011
Sponsorship & Exhibition Prospectus
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Invitation – Bridge to New Beginnings
Sponsorship and Exhibition Packet/IPS2012 The Irene W. Pennington Planetarium at the Louisiana Art & Science Museum (LASM) is honored to invite you to participate in the 21st International Planetarium Society Conference, IPS2012, to be held in Baton Rouge, Louisiana, USA 22 – 26 July, 2012. IPS2012 will showcase the latest advancements in astronomy, planetarium theater management and technology, while providing an ideal forum for the exchange of ideas on astronomy education and visitor experience. The IPS Council selected the Pennington Planetarium as the IPS2012 host site during their 2009 Council meeting in Toulouse, France. The Baton Rouge River Center convention facility, directly across the street from the planetarium, will be the primary site for all paper/workshop/panel sessions and for all exhibitors and vendors. The River Center has 17 classroom-size meeting rooms and 6,500m2 (70,000 sq. ft.) of exhibit space all equipped with high-speed fiber data network. The exhibit hall will include an area for setting up a “dome village”—vendor sponsored portable domes of various sizes clustered together. Adjacent to the exhibit hall is an 8,000 seat arena, available for that “out of the ordinary” demonstration. The River Center exhibition areas are equipped with 10.5 meter high ceilings suitable for various types of exhibits. A team of professional technicians are available to assist in any technical services that may be needed to facilitate setting up and dismantling of the exhibitions. The open floor plan layout offers an excellent opportunity for you to be creative in showcasing your products. The River Center also includes a VIP lounge, two VIP meeting rooms, a concession area and ample open spaces for impromptu gatherings. The River Center is equipped with wireless internet connections, digital A/V equipment, audio/video teleconferencing capabilities and multiple platform hardware and software computer resources. Near the convention center is the Shaw Center for the Performing Arts and the Old State Capitol, each of which offers a 200+ seat auditorium equipped with flat screen, audio-visual and Internet capabilities. A limited number of planetarium vendors will have access to our 172 seat theater under an 18.3m, 14o tilted dome. LASM also has a 200-seat, flat-screen auditorium fully equipped with audio-visual and Internet connections and an open atrium that can comfortably host 500+ people for a reception.
Vendors will have many opportunities to display and demonstrate their products to IPS members. The conference is expected to attract approximately 450 delegates from all areas of the planetarium community. The conference theme, Bridge to New Beginnings, will embrace our profession’s desire to bridge diversity among our domes, to reach over to potential venues by bringing in related industries worldwide, to bridge alliances between our domes and technologies and to provide a
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virtual bridge connecting non-attending members to online conference sessions. Our theme logo utilizes elements of the Mississippi River Bridge, the Mississippi River and the Irene W. Pennington Planetarium. Baton Rouge, located along the banks of the Mississippi River, is the capital city of Louisiana with a metropolitan population of 800,000. The city lies 100 km (60 miles) northwest of New Orleans and is the center of the state’s government and university system. The downtown center of Baton Rouge offers the convenience of hotels, convention center, planetarium, museums and entertainment all within easy walking distance from each other, creating a campus-like environment for our conference. In addition, Baton Rouge and New Orleans are well known worldwide for our hospitality, culture, entertainment and fabulous cuisine. Our city and people will offer a unique and friendly experience and we look forward to welcoming and working with you in the months ahead.
IPS conference sponsorship is essential and we hope you will consider supporting the many opportunities that will make this conference successful. The Vendor Exhibition has always been an integral part of IPS conferences and we aim to make your experience at IPS2012 one of the best ever. This packet contains the necessary information to allow you to successfully represent your product or service to a worldwide audience of planetarium directors, technical staff, producers, educators and more. Updates regarding the conference will be posted on the conference web site: www.ips2012.com
Please contact us should you have any questions; we are here to facilitate your participation in every way possible.
Sincerely,
Jon Elvert, Director Irene W. Pennington Planetarium
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Who Will Attend The International Planetarium Society (IPS) is the largest organization of planetarium professionals in the world with a network of over 700 individuals and institutions involved in astronomy education and public outreach. Members come from 36 countries around the world and more than 20 regional and national planetarium associations are affiliated with IPS. Established in 1970, IPS encourages the sharing of ideas so that its members can serve their communities better. Its membership is diverse, covering the entire range of planetariums: from schools, colleges and universities to national museums; small or large; fixed or portable; presenter-driven or fully automated. Under the IPS umbrella, these members are brought together to share their passion for astronomy and their methods of communicating the wonders of the night sky to others. As an international association, IPS holds its Conference and Vendor Exhibition every two years. Recent conference host cities include Alexandria, Egypt; Chicago, USA; Melbourne, Australia; and Valencia, Spain. IPS2012 will bring together over 450 delegates, including planetarium directors, producers and administrators, technical personnel, professional and amateur astronomers, educators, artists, equipment suppliers and other interested parties. The Conference and Vendor Exhibition will provide a stimulating environment in which to showcase new technologies, discuss the latest trends in planetarium show production and programming and facilitate the exchange of ideas and views across all aspects of astronomy education and public outreach.
Bridge to New Beginnings
IPS2012
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Contact Information Conference Host Irene W. Pennington Planetarium Louisiana Art & Science Museum 100 River Road South Baton Rouge, Louisiana, USA 70802 Phone: +225.344.5272, Extension 141 Fax: +225.214.4029 E-mail: [email protected] URL: www.ips2012.com
http://www.facebook.com/ips2012 http://twitter.com/ips2012 Sponsorship Coordinator Jon Elvert, Director Phone: +225.344.5272, extension 141 Fax: +225.214.4029 E-mail: [email protected] Exhibition Coordinator Mike Smail, Producer Phone: +225.344.5272, extension 145 Fax: +225.214.4029 Email: [email protected] Planetarium Theater Coordinator David Kors, Technical Director Phone: +225.344.5272, extension 150 Fax: +225.214.4029 Email: [email protected] IPS2012 Conference Committees Local Organizing Committee Jon Elvert David Kors Mike Smail Sheree Westerhaus Chandra Weathers Jay Lamm Lisa Chumney
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Local Advisory Committee Greg Andrews Philipa Blair Greg Guzik, Ph.D. Jan Herrington David Hostetter William Katzman Robert Kooima Erin Ryan Carolyn Sumners, Ph.D. Jim Sweitzer, Ph.D. John Wefel, Ph.D. IPS Officers and Council President: Dave Weinrich Past President: Dr. Tom Mason President-Elect: Thomas Kraupe Executive Secretary: Lee Ann Hennig Treasurer and Membership Chairman: Shawn Laatsch Conference Dates Sunday, 22 July - Thursday, 26 July, 2012
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Conference Venue (primary)
Baton Rouge River Center Phone: +225.389.3030 275 River Road South Fax: +225.389.4954 Baton Rouge, Louisiana, USA 70802 http://www.brrivercenter.com The Baton Rouge River Center, conveniently located across the street from the Pennington Planetarium and a short walk from downtown hotels, is the primary conference venue for IPS 2012. It will be the site of all vendor booth exhibitions, the Dome Village, paper, poster and panel sessions and workshops. Conference Venue (secondary)
Louisiana Art & Science Museum Phone: +225.344.5272 Irene W. Pennington Planetarium Fax: +225.214.4029 100 River Road South http://lasm.org Baton Rouge, Louisiana, USA 70802 Opened in 2003, and renovated in 2011, the Irene W. Pennington Planetarium is an 18.3m dome, with a 14° tilt and seating for 172 housed inside the Louisiana Art & Science Museum. Scheduled dome presentations will take place in the planetarium. Copious shelf and cove space is available for installation of equipment. A small pit area in the center of the theater is also available for vendor use.
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Hotel Accommodations A wide variety of hotel options are available for delegates at IPS 2012. The official conference hotel, the Hilton Baton Rouge Capitol Center and two alternate hotels, the Belle of Baton Rouge and the Hotel Indigo, offer up to 700 rooms and are located within a five minute walk of all conference venues. Each hotel also offers the modern amenities one would expect from a convention hotel. Please see the hotels’ websites for more information. Hilton Baton Rouge Capitol Center Phone: +225.344.5866 201 Lafayette Street Fax: +225.906.0595 Baton Rouge, Louisiana, USA 70801 http://bit.ly/hiltonbr Belle of Baton Rouge Casino & Hotel Phone: +225.242.2600 103 France Street Fax: +225.378.6171 Baton Rouge, Louisiana, USA 70802 http://belleofbatonrouge.com Hotel Indigo Baton Rouge Downtown Phone: +225.344.5866 200 Convention Street Fax: +225.343.1535 Baton Rouge, Louisiana, USA 70801 http://bit.ly/indigobr Traveling to Baton Rouge Over 225 international destinations are one stop or less from the airports of southeast Louisiana. Shortly after touchdown at the Baton Rouge Metropolitan Airport, a free shuttle will whisk you right to the door of your downtown hotel. Baton Rouge Metro (BTR) is served by American, Delta, Continental/United and US Airways. Star Alliance, SkyTeam and Oneworld member airlines service the airport, making inter-alliance international connections simple for delegates. Avis, Budget, Enterprise, Hertz and National offer car rentals at BTR for delegates that wish to explore south Louisiana at their own pace. Another option for delegates attending IPS2012 is to fly into Louis Armstrong New Orleans International Airport (MSY). Air Canada, AirTran, American, Continental/United, Delta, Frontier,
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JetBlue, Southwest, US Airways and WestJet offer direct service to MSY. The New Orleans airport is about an hour's drive from downtown Baton Rouge, and while it does offer more daily flights than BTR, a rental car or expensive shuttle will be necessary to reach the conference site. Advantage, Alamo, Avis, Budget, Dollar, Enterprise, Hertz, National and Thrifty offer car rentals at MSY. Please be aware that certain travelers from outside the USA are required to obtain a visa to travel to Baton Rouge. Travelers from certain countries that participate in the Visa Waiver Program can visit the USA under certain conditions without a visa. The "visitor" visa is a non-immigrant visa for persons desiring to enter the United States temporarily for business (B-1) and for pleasure or medical treatment (B-2). Detailed information on visas and the Visa Waiver Program can be found at: http://travel.state.gov/
IPS2012 Exhibition Hall Schedule Exhibition Installation Schedule (subject to change) Friday, 20 July 08:00-20:00 Saturday, 21 July 08:00-20:00 Sunday, 22 July 08:00-18:00 Exhibition Schedule (subject to change) Monday, 23 July 12:30-18:00 Tuesday, 24 July 08:00-18:00 Wednesday, 25 July 09:00-18:30 Thursday, 26 July 09:00-11:00 Exhibition Teardown Schedule Thursday, 26 July 11:00-18:00 Friday, 27 July 09:00-18:00 Vendor Exhibition Hall Specifications Booths are available in a variety of sizes, proportionate to sponsorship level. Booth spaces are a minimum of 3m (10 ft) wide and 3m (10 ft) deep, separated from each other with black drape and pipe. All booths come with one 1.8m (6 ft) skirted table, two folding chairs and an identification sign. The exhibition hall ceiling is 10.6m (35 ft). Electricity is provided at certain sponsorship levels; it may also be purchased through the River Center. Additional tables, chairs or other booth accessories may be furnished by the exhibitor, or may be rented through Gulf Coast Event Services/River Center. Order forms for these items will be provided upon request. The Exhibition Hall and Dome Village aisles will be carpeted, but it is up to the individual exhibitor to decide if they wish to purchase carpet for their booth or Dome Village space. Otherwise, all floors are concrete.
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We would like to encourage all exhibitors to think creatively about your Exhibition Hall space. Depending on the size of your purchased space, you may want to consider setting up computers for user training sessions, or so that multiple delegates can try your product at one time. Video walls, hardware demonstrations and more can easily be shown in your Exhibition Hall space. Please note: traditional domes are not permitted in the Exhibition Hall spaces. All domes must be set up in the Dome Village. Curved/parabolic projection screens smaller then 3m (10 ft), such as the Elumens Vision Stations, are acceptable in the Exhibition Hall. If you have further questions about what is, or is not allowed in Exhibition Hall booth spaces, please contact the Exhibition Hall Coordinator. Exhibitors may specify other exhibitors that they wish to be located near; such requests are up to the discretion of the Exhibition Hall coordinator. Exhibition Hall Overhead Diagram
Each numbered square represents a 3m2 (10 ft x 10 ft) booth space. The colored regions (blue, red, purple, dark green) represent the booth spaces available for exhibitor use. The light green area marks the aisles. Pink areas represent the loading dock and access point for shipping arrivals. If your booth materials are shipped in, either directly to the River Center on day of installation, or via Gulf Coast’s drayage service, Gulf Coast will unload your shipment and
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deliver it directly to your booth’s location. Drayage information and forms for rates are available upon request. In the center of the Exhibition Hall, an open common space is situated along a 6m (20 ft) wide boulevard that will lead into the adjacent Dome Village. An air-wall will separate the Exhibition Hall from the Dome Village, with aisle entrances as marked. Overhead lights can be dimmed, or used to highlight an area, but no area can be completely darkened.
Sample image of 3m2 booths arranged in the River Center Exhibition Hall.
Dome Village Specifications New to IPS2012 is the Dome Village, a 4,180m (45,000 sq ft) sub-section of the Exhibition Hall. In the Dome Village, 6m x 6m (20ft x 20ft) and 9m x 9m (30 ft x 30 ft) spaces are available for exhibitors to install domes with projection systems to demonstrate content. Dome Village spaces are included with certain Sponsorship Levels, and may also be available for a la carte purchase, depending upon availability. Electricity is provided at certain sponsorship levels; it may also be purchased through the River Center. Domes may be inflatable, negative pressure, or solid construction and, if necessary, may be anchored to the load-bearing ceiling (10.6m, 35 ft) in the Exhibition Hall. Exhibitors are responsible for providing their own domes, projection systems, audio systems, and any additional equipment necessary for their Dome Village space. Exhibitors are also responsible for providing paperwork certifying their domes as non-flammable and in compliance with safety requirements. IPS2012 conference staff will work to
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provide exhibitors their first choice of locations in the Dome Village, but reserves right to assign final Dome Village locations. Please note that the Exhibition Hall and Dome Village floor is concrete. All aisles will be carpeted, but it is up to the individual exhibitor to decide if they wish to purchase carpet for their booth or Dome Village space. Dome Village Overhead Sample Diagram
Like the Exhibition Hall diagram, green areas represent aisles and pink areas represent the loading dock and exhibition hall access points. The entire exhibit hall, delegate entrance and loading dock are on one floor. The white rings represent 6m2 (20 ft x 20 ft) and 9m2 (30 ft x 30 ft) domes. The 6m (20 ft) wide boulevard continues all the way through the Dome Village, providing a “Main Street” traversing the entire Exhibition Hall. Please note that this Dome Village diagram is an example. The Conference Host will make every effort to accommodate your location requests, but final positions and locations will not be determined until all requests have been received.
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Exhibition Hall & Dome Village Overhead Diagram
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The preceding page is an overhead view of the floor plan for both the Exhibition Hall and the Dome Village. Entrances and exits are marked, as are the pathways between the Exhibition Hall and Dome Village. White arrows indicate the expected traffic flow in the Exhibition Hall. As previously mentioned, the Dome Village layout is just an example, and will not be solidified until all sponsorship requests have been received. Vendor Exhibition and Dome Village Regulations Shipping expenses, customs, taxes and duties are handled by the exhibitor's own forwarding agent; the exhibitor is responsible for handling all these procedures and payment of these expenses. Advance exhibition materials must be delivered to Gulf Coast Event Services for drayage to the River Center between 5 and 16 July, 2012. Drayage information can be furnished upon request. Exhibition materials may also be delivered to the River Center on the days of Exhibition Installation, 20-22 July, 2012. Any materials shipped directly to the River Center prior to 20 July, 2012 will be refused and returned to sender. Gulf Coast Event Services/River Center will provide free, on-site storage for exhibition materials during the conference. Setting up of exhibits, booth interiors and Dome Village property must be completed by 18:00 on 22 July, 2012. Exhibitors are responsible for their booth's interior designs, setup, dismantling and all labor. If needed, laborers to assist with installation and/or teardown can be hired from Gulf Coast Event Services. Labor information can be furnished upon request. Exhibitors may deliver exhibit materials directly to the River Center on the days of Exhibition installation by way of company vehicle(s). The moving in of exhibitor’s equipment from company vehicles must be accomplished by means of pallet jacks, dollies and/or hand trucks. Exhibitors will not be allowed to operate forklifts or any other motorized vehicle (except auto or delivery truck) on site. Gulf Coast Event Services/River Center technicians will handle any work requiring the use of mechanized lifts, such as hanging banners or other material from the structural steel ceiling in the Exhibition Hall. Gulf Coast Event Services/River Center uses non-union labor for all conference functions.
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The River Center provides 24 hour security throughout the conference and 08:00 to 20:00 access to the Exhibition Hall for exhibitors during the conference. Teardown must be completed by 18:00 on 28 July, 2012. For questions regarding the IPS 2012 Exhibition Hall and Dome Village, please contact: Mike Smail Irene W. Pennington Planetarium Phone: +225.344.5272, extension 145 100 River Road South Fax: +225.214.4029 Baton Rouge, Louisiana, USA 70802 Email: [email protected]
Vendor Planetarium Dome Demonstration Sessions All planetarium dome sessions will take place in the Louisiana Art & Science Museum's Pennington Planetarium. The Pennington Planetarium is an 18.3m (60 ft), 160° dome, with a 14° tilt and 172 uni-directional seats. Selected exhibitors may use the planetarium's fulldome display system, or may choose to bring their own projection system, upon their own responsibility. The IPS2012 conference staff will provide adequate power, space and audio capabilities for exhibitors' projection systems, on a first-come, first-served basis, but all equipment installation, setup and teardown is the exhibitors' own responsibility. Exhibitor must contact Planetarium Theater Coordinator to schedule times for installation, run through, special requests and teardown of equipment. The Conference Host will determine the schedule of planetarium demonstrations and will schedule them so that all delegates can attend. We will do everything possible to give the vendor their choice of presentation space, but we reserve the right to determine what theater a presentation takes place in. Theater time for conference attendees will be scheduled after the opening reception on Sunday night and the evening sessions on Monday and Wednesday. We will also be hosting DomeFest 2012 on Friday, 27 July 2012. Exhibitors may wish to leave their equipment installed through this date to participate in the festival. Exhibitors participating in a planetarium dome demonstration session should contact the Planetarium Demonstration Coordinator to make all necessary arrangements, including delivery of equipment.
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Flat-screen Demonstration Sessions Flat-screen demonstration sessions will take place in the LASM Auditorium, the Manship Theatre or Old State Capitol Theater, which are across the street from the planetarium. The screens at these venues range in size from 2m x 3m to 5m x 7m. These theaters offer a variety of 2D media playback options including: standard-definition, high-definition and blu-ray. The Manship Theatre also contains a 200 m2 stage. The Conference Host will determine the schedule and location of flat-screen demonstrations, and will schedule them so that all delegates can attend. Exhibitors participating in a flat-screen demonstration session should contact the Planetarium Demonstration Coordinator to make all necessary arrangements. Planetarium Dome and Flat-screen Demonstration Schedule Sunday, 22 July 20:00-23:00 Monday, 23 July 17:00-19:00 20:30-23:00 Wednesday, 25 July 17:00-19:00 20:30-23:00 For questions regarding IPS2012 Planetarium Dome and Flat-screen demonstrations, please contact Demonstration Coordinator: David Kors Irene W. Pennington Planetarium Phone: +225.344.5272, extension 150 100 River Road South Fax: +225.214.4029 Baton Rouge, Louisiana, USA 70802 Email: [email protected]
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Sponsorship Opportunities Cosmic Sponsorship Level: $25,000 and above (four available)
• Exclusive naming rights to one of the following: o Conference Banquet o Keynote Address o Opening Reception o Conference Awards/Luncheon and Speaker
and o Company Logo Displayed on Conference Satchel (along with IPS and IPS2012
logos) • One 6m x 9m - 54 m2 (20' x 30' - 600 ft2) contiguous space in the vendor exhibition area
and selection of exhibition space location. • One 110 Volt, 0-500 Watt Outlet for your Vendor Exhibition Space • One 256Kbps wired Internet connection in either your Exhibition space or your Dome
Village space, unlimited wireless Internet access in the Conference Center. • One space in the Dome Village, up to 9m x 9m (30' x 30'). See Vendor Exhibition section
for more information on the Dome Village. • One 110 Volt, 0-500 Watt Outlet for your Dome Village Space • One 30 minute Plenary Planetarium Demonstration Block (seen by all attendees) in the
Pennington Planetarium. • Five (5) full delegate registrations. Additional registrations may be purchased at a
discounted rate (25% off the $400 registration fee). • Five (5) tickets to the conference banquet • Full page color advertisement in the Conference Program. Sponsor will provide print-
ready artwork; Conference Host will select placement. • Two (2) letter size (8.5"x11" or A4) conference satchel inserts (to be provided by
sponsor). • Acknowledgement at the Opening Ceremony. • Entitlement to use the IPS2012 logo for marketing and promotional purposes. • Full list of Conference delegates (subject to privacy policy). • Organization's logo prominently displayed on the following
o Front cover of the Conference Program o Conference website (with link to sponsor's website) o As part of a screen saver displayed before and after all applicable sessions o Two large panels in the main entrance of the Conference Center o Panels listing in-booth workshop and dome demonstration times
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Super Galactic Sponsorship Level: $15,000 to $24,999 (twelve available)
• Exclusive naming rights to one of the following: o Panel Session with Keynote Guest Speaker (one available) o Conference Lunch Speaker (one available) o Conference Breakfast Session (four available)
One hot buffet (Monday) Three cold buffet (Tuesday–Thursday)
o Conference Lunch Session (four available) Two buffet outside Vendor Hall, one poolside buffet at Hilton, one box
lunch o Conference Dinner Session (two available)
One buffet at Shaw Center for the Performing Arts, one buffet at Old State Capitol
• One 6m x 6m - 36m2 (20' x 20' - 400 ft2) contiguous space in the vendor exhibition area. • One space in the Dome Village, up to 9m x 9m (30' x 30'). See Vendor Exhibition section
for more information on the Dome Village. • One 256Kbps wired Internet connection in either your Exhibition space or your Dome
Village space, unlimited wireless Internet access in the Conference Center. • One 20 minute Plenary Planetarium Demonstration Block (seen by all attendees) in the
Pennington Planetarium, OR one 30 minute Flat-screen Demonstration Block (seen by all attendees) in the LASM Auditorium, Manship Theatre or Old State Capitol Theater. Conference Host will determine the schedule and location of theater demonstrations.
• Four (4) full delegate registrations. Additional registrations may be purchased at a discounted rate (25% off the $400 registration fee).
• Four (4) tickets to conference banquet • Half (1/2) page color advertisement in the Conference Program. Sponsor will provide
print-ready artwork; Conference Host will select placement. • One (1) letter size (8.5"x11" or A4) conference satchel insert (to be provided by sponsor). • Acknowledgement at the Opening Ceremony. • Entitlement to use the IPS2012 logo for marketing and promotional purposes. • Full list of Conference delegates (subject to privacy policy). • Organization's logo prominently displayed on the following
o Front cover of the Conference Program o Conference website (with link to sponsor's website) o As part of a screen saver displayed before and after all applicable sessions o Two large panels in the main entrance of the Conference Center
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Galactic Sponsorship Level: $10,000 to $14,999 (fifteen available)
• One 3m x 6m - 18m2 (10' x 20' - 200 ft2) contiguous space in the vendor exhibition area. • One space in the Dome Village, up to 6m x 6m (20' x 20'). See Vendor Exhibition section
for more information on the Dome Village. • One 256Kbps wired Internet connection in either your Exhibition space or your Dome
Village space, unlimited wireless Internet access in the Conference Center. • One 15 minute Flat-screen Demonstration Block (seen by all attendees) in the LASM
Auditorium, Manship Theatre or Old State Capitol Theater. These are flat-screen theaters, and the Conference Host will determine the schedule and location of theater demonstrations.
• One morning or afternoon break during the conference. • Three (3) full delegate registrations. Additional registrations may be purchased at a
discounted rate (25% off the $400 registration fee). • Half (1/2) page color advertisement in the Conference Program. Sponsor will provide
print-ready artwork; Conference Host will select placement. • One (1) letter size (8.5"x11" or A4) conference satchel insert (to be provided by
sponsor). • Entitlement to use the IPS2012 logo for marketing and promotional purposes. • Full list of Conference delegates (subject to privacy policy).
Stellar Sponsorship Level: $5,000 to $9,999
• One 3m x 3m - 9m2 (10' x 10' - 100 ft2) space in the vendor exhibition area. • Unlimited wireless Internet access in the Conference Center. • One 15 minute Flat-screen Demonstration Block (seen by all attendees) in the LASM
Auditorium, Manship Theatre or Old State Capitol Theater. These are flat-screen theaters, and the Conference Host will determine the schedule and location of theater demonstrations.
• Two (2) full delegate registrations. Additional registrations may be purchased at a discounted rate (25% off the $400 registration fee).
• Quarter (1/4) page color advertisement in the Conference Program. Sponsor will provide print-ready artwork; Conference Host will select placement.
• Entitlement to use the IPS2012 logo for marketing and promotional purposes. • Full list of Conference delegates (subject to privacy policy).
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Planetary Sponsorship Level: $2,500 to $4,999
• One 3m x 3m - 9m2 (10' x 10' - 100 ft2) space in the vendor exhibition area. OR
• One 15 minute Flat-screen Demonstration Block (seen by all attendees) in the LASM Auditorium, Manship Theatre or Old State Capitol Theater. These are flat-screen theaters, and the Conference Host will determine the schedule and location of theater demonstrations.
• Unlimited wireless Internet access in the Conference Center. • One (1) full delegate registration. Additional registrations may be purchased at a
discounted rate (25% off the $400 registration fee). • Quarter (1/4) page color advertisement in the Conference Program. Sponsor will provide
print-ready artwork; Conference Host will select placement. • Entitlement to use the IPS2012 logo for marketing and promotional purposes. • Full list of Conference delegates (subject to privacy policy).
Exhibiting Sponsorship: $1,500 to $2,499
• One 3m x 3m - 9m2 (10' x 10' - 100 ft2) space in the vendor exhibition area. • Unlimited wireless Internet access in the Conference Center. • One (1) full delegate registration. Additional registrations may be purchased at a
discounted rate (25% off the $400 registration fee). • Full list of Conference delegates (subject to privacy policy).
Supporting Sponsorships: $500 and above
Prices vary by item. Specific prices to be negotiated with Conference Host. Sponsors may choose from one or more of the following:
• Distribution of sponsor's materials (catalogs, CDs, brochures, flyers) at a shared table in the vendor exhibition area manned by a conference volunteer. Area will include a banner/large sign with the sponsor's name or logo under the heading "Our Supporting Sponsors".
• Digital advertising throughout the conference venues. Examples include logo/mentions on monitors/screens at hotels and River Center. More details can be provided upon request.
• Conference satchel insert (to be provided by sponsor). Inserts may take the form of a brochure, CD, flash drive or other item promoting your product or service. Items should be no larger or thicker than two sheets of 8.5x11 or A4 card stock paper, or one cd. All inserts must be approved by the Conference Host, and be delivered to the Pennington Planetarium prior to 6 July, 2012.
• Selection of vendor booth location in the Exhibition Hall.
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• Quarter (1/4) page color advertisement in the Conference Program. Sponsor will provide print-ready artwork; Conference Host will select placement.
Promotional items (In kind contribution) Organizations will reach all delegates directly by providing useful, interesting or amusing promotional items such as pens, mouse pads, laser pointers, etc. Providing promotional items for distribution is a sure way to get your company or organizations name to all delegates. Except for items distributed directly by a sponsor in the exhibit hall, the Conference Host will choose the time and manner of distribution. All promotional items must be approved by the Conference Host, and be delivered to the Pennington Planetarium prior to 6 July, 2012. IPS Delegate Sponsorship If you are interested in helping to sponsor IPS members who otherwise would not be able to attend IPS2012, please contact the Sponsorship Coordinator. This sponsorship assists delegates with registration and lodging expenses only. Other Sponsorship Opportunities If these sponsorship opportunities do not meet your requirements, but you would like to support this Conference, please do not hesitate to contact the Sponsorship Coordinator to discuss alternative possibilities. Exhibitors that exceed the base financial levels of each Sponsorship Tier will merit additional considerations. To discuss alternative possibilities for sponsorships, contact: Jon Elvert Phone: +225.344.5272, extension 141 Email: [email protected]
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Sponsorship and Exhibition Terms and Conditions
Sponsorship and Exhibition applications must be received via the Sponsorship and Exhibition Application Form at the bottom of this document, along with payment of 50% of the total cost.
Sponsorship and Exhibition will be assigned on a first-come first-served basis (as soon as we receive the completed form with payment).
Confirmation of Sponsorship and Exhibition will not be held or granted until the 50% deposit is received.
Full payment must be received by Conference Host no later than 20 April, 2012.
If full payment is not received by 20 April, 2012, the Conference Host has the right to review the Sponsorship and Exhibition commitment and may, at their discretion, cancel the package.
The Conference Host reserves the right, at their total discretion, to decline any application; in this instance, the deposit will be refunded.
Cancellation Policy
In exceptional circumstances, the Conference Host will consider the cancellation of their Contract with Sponsors and Exhibitors, but only if the following conditions are met:
• The Sponsor or Exhibitor must submit a written and signed request for cancellation.
• The Sponsor or Exhibitor must give reasons for their cancellation request; the Conference Host has the right to accept or decline the reasons for the cancellation request.
• Upon accepting the cancellation request, the Conference Host will apply the following refund policy:
o Cancellation requests received before 31 December, 2011; the Conference Host will retain 25% of the total contract amount.
o Cancellation requests received before 29 February, 2012; the Conference Host will retain 50% of the total contract amount.
o Cancellation requests received before 20 April, 2012; the Conference Host will retain 100% of the total contract amount.
Cancellation requests will not be considered if the Conference Host deems that Sponsorship or Exhibition entitlements have already been provided prior to the submission of the cancellation request.
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Methods of Payment
All payments must be made in US Dollars. Please send payments by post, or other tracked shipping service to:
Jon Elvert LASM/Pennington Planetarium 100 River Road South Baton Rouge, Louisiana 70802 USA
Bank Drafts and Checks
Please make all bank drafts or checks payable to:
Louisiana Art & Science Museum Inc. 2012 IPS Conference
Wire Service & Electronic Funds Transfer
Please contact Jon Elvert for details about these payment methods.
Phone: +225.344.5272, extension 141 Email: [email protected] Sponsorship and Exhibition Applications
To discuss these or other sponsorship opportunities or to arrange sponsorship, please return the enclosed Sponsorship and Exhibitor Application Form (the following two pages) to: Jon Elvert Irene W. Pennington Planetarium Phone: +225.344.5272, extension 141 100 River Road South Fax: +225.214.4029 Baton Rouge, Louisiana, USA 70802 Email: [email protected]
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International Planetarium Society Conference 2012
22 –26 July, 2012 – Baton Rouge, USA Sponsorship and Exhibition Application Form
Contact Name:
Position:
Organization:
Postal Address:
Telephone:
Fax:
Email:
Sponsorship Details Sponsorship Level Fees Number of Sponsorships
Cosmic $25,000 and above
Super Galactic $15,000-24,999
Galactic $10,000-14,999
Stellar $5,000-9,999
Planetary $2,500-4,999
Exhibiting $1,500-2,499
Supporting Varies Please describe:
Promotional/In-Kind N/A
Please describe:
Total Sponsorship Amount: $
25
I/We are authorized to sign documents on behalf of the organization and I/we acknowledge that I/we have inspected the rules and regulations governing the sponsorship and will comply with them in full. Organization: _____________________________________ Name: ____________________________________________ Signature: _________________________________________ Date: _____________________________________________ Please include 50% payment with your application. Upon receipt of your deposit, the Conference Host will return to you a written agreement acknowledging your sponsorship and detailing your sponsorship benefits.
