Global Workforce Symposium - Boston, Massachusetts - Event Prospectus - Worldwide ERC
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Event Prospectus
Global Workforce
Symposium
Boston, Massachusetts
16-18 October 2019
Hynes Convention Center
Why The Global Workforce Symposium?
Worldwide ERC® invites you, the international mobility community, to gather in Boston,
Massachusetts for this year’s bigger, bolder Global Workforce Symposium.
Experience the new Worldwide ERC® as we bring industry builders, innovators, and disruptors
together to share distinct global perspectives and build mobility solutions for today and the
future. Network, benchmark, collaborate, and reconnect with industry peers and experts against
the backdrop of breathtaking views in one of the United States’ largest port cities.
1,875+
REGISTRANTS
50+
COUNTRIES
55%+
FIRST-TIME CORPORATE HR DECISION MAKERS
1
Sponsorship Opportunities
Worldwide ERC® sponsorships are designed to meet a range of investment levels, all of which
provide a high degree of return for your company, with significant visibility to an audience of
HR and workforce mobility professionals. We’re open to your ideas, and to developing a
package that is customized for you!
2
Premier Sponsorship
Bag Items with Your Logo
Book Light Toiletry Bag
Luggage Wrap/Tags Notebook
Sweet Dreams Agenda Playing Cards
Phone Wallet Stylus Pen
Privacy Wallet Phone Loop Holder
Lip Balm Mouse Pad
Charging Cables Passport Cover
RFID Blocker Lint Roller
Measuring Tape Reusable Straw/Pouch
Keychain Bottle Opener Mini Screwdriver
Jar Opener First Aid Travel Kit
Antibacterial Travel Wipes Mobile Phone Desk Stand
Hand Sanitizer Selfie Stick
3
Innovation Lab Kiosks
Kiosk Information Center Stage Presentations
• The Innovation Lab will contain turnkey Each Kiosk Sponsor receives one
kiosks rather than booth space. 30-minute presentation slot on the
• Worldwide ERC® will provide one kiosk Center Stage. This is your time to present
that will contain a back panel displaying any services or technology your
your company logo, an LCD monitor to company offers, business solutions,
connect your laptop to, a 6ft table for innovative problem solving…anything
your laptop and any materials, and 2 you think GWS attendees will benefit
stools. from. Note this is not meant to be a
• VGA, HDMI and Component/Composite “hard sell” of your company but rather a
cables will be provided for connecting presentation of how your company can
your laptop to the monitor. If your help attendees. Use this as your chance
• laptop requires a different type of to put your company on the map and
adapter, please plan to bring it with display what you have to offer! Since
you. there will be a lot of other activity going
• Display space may not extend beyond on in the Hangout around the Innovation
the table surface. You may place Lab, it is mandatory for presenters to use
• products and/or promotional the provided microphones. Attendees
• material on top of the table, but no will receive headsets for listening to
other display items are allowed on the the content.
floor beside, in front of, or behind the
table. No pop-up booths or standing Shipping Information
banners will be allowed. Since the Kiosks are turnkey solutions, we
• Exhibitors are to provide their own do not anticipate a need for shipments.
laptop to use for their demonstrations We recommend hand carrying any
and will be accountable for all their miscellaneous materials with you to
own equipment. Do not leave valuables the Conference, however if you need to
unattended. ship anything please note there will be
• Any materials on the table may a charge for material handling through
not obstruct the view of other Freeman. For shipping information,
demonstrators or the Innovation Lab please contact Worldwide ERC®.
floor. Demonstrators will be asked
to remove any display items not in ***Kiosks and speaking slots will be
compliance with these guidelines. assigned in the order contracts are
received.***
4Important Dates for Sponsors
Make sure these important dates are on your calendars! Required items are based on your
level of sponsorship. Please refer to the Sponsorship Benefits table in this prospectus (pg. 2) for
further details about what is included with your sponsorship. All forms should be returned to
SponsorshipandExhibits@WorldwideERC.org unless otherwise noted.
Due Date Item Due Additional Details
Contract with payment Please submit your Online Contract with
Right Away!
ASAP payment
Cancellation before this date will be subject
to a $500 cancellation fee
Before Written cancellation
Failure to notify Worldwide ERC® of the
19 July 2019 notice
intent to cancel by this date will result in full
loss of the exhibit fee paid
9 August 2019 Company description 50-word company description
Three formats are required
• A high-resolution color logo in eps
or ai format
• A logo sized 150 pixels width x 100
9 August 2019 Company logo pixels height in jpg or png format
• A logo sized 300 pixels x 300 pixels
in jpg or png format (for rectangular
images, portrait view over landscape is
recommended)
Completed with information as it is to
9 August 2019 Event mobile app form
appear in the event mobile app
9 August 2019 Mobile App Ad As it is to appear in the event mobile app
Mailing list form for the A sample of your mailing must be submitted
28 August 2019 pre-Global Workforce to Worldwide ERC® for approval prior to the
Symposium attendee list receipt of your mailing list
5Exhibit in the Marketplace!
The Worldwide ERC® Marketplace is the showcase to feature your brand and products to
more than 1,000 mobility professionals, service partners and potential clients in the talent
management market. Engage face-to-face with your current customers, make new contacts,
lay the foundation for future business agreements, gather useful data about the industry,
and keep your competitive edge by ensuring that your company has a presence at this
unique and lively event.
What does the Marketplace space cost and what is included?
The initial Marketplace booth space fee for Worldwide ERC® members is $4,400 and includes:
• One 10’ x 10’ full booth space, draped to include 8’ high backdrops and 3’ high side rails
• One 7” x 44” booth identification sign
• Listing on the Worldwide ERC® website two months prior to the event
• Listing in the Marketplace directory in the event mobile app
• One complimentary full registration per exhibiting company. Includes access to all
sessions, social events and the Marketplace
• Opportunity to purchase a mailing list of pre-registered attendees. (Email addresses and
phone numbers not included)
• All exhibiting company attendees’ badges will indicate Marketplace participation
Double booth spaces (10’ x 20’) and island booths (20’ x 20’) are also available. Please see the
Marketplace Contract for pricing.
Frequently Asked Questions
How are booths assigned?
You play a significant part in the prioritization of your booth assignment! By sending in
your completed contract as soon as possible after you receive it with your payment, you
improve your booth selection order. (Please note: Sponsors receive the first tier of booth
assignments.)
How do I reserve exhibit space?
Please complete the online Marketplace Contract
Are furniture, electricity, carpeting, etc. included?
Please note that items such as furniture, electricity, carpeting, etc. are not included in the
exhibit space fee. Costs are determined by local and regional rates. Exhibitors will receive
a link after the booths are assigned. Orders will be placed directly through Freeman.
6Important Dates for Exhibitors
Please return forms to: SponsorshipandExhibits@WorldwideERC.org unless otherwise noted.
Due Date Item Due Additional Details
Contract with payment Please submit your Online Contract with
Right Away!
ASAP payment
Cancellation before this date will be subject
to a $500 cancellation fee
Before Written cancellation
Failure to notify Worldwide ERC® of the
19 July 2019 notice
intent to cancel by this date will result in full
loss of the exhibit fee paid
9 August 2019 Company description 50-word company description
Completed with information as it is to
9 August 2019 Event mobile app form
appear in the event mobile app
Research report/white
Please send if you wish to participate in the
9 August 2019 paper information
Research Promotion Program
(optional)
Please send if you wish to participate in the
9 August 2019 Prize giveaway (optional)
Prize Giveaway Promotion Program
Mailing list form for the
A sample of your mailing must be submitted
pre-Global Workforce
28 August 2019 to Worldwide ERC® for approval prior to the
Symposium attendee list
receipt of your mailing list
(optional)
Send this form with a copy of the
Notification of Intent to
6 September contractor’s General Liability Insurance
Use a Non-Official
2019 Certificate to Worldwide ERC® and Freeman
Contractor form
(only due if you are using an outside contractor)
All space requests are subject to availability
and final approval by Worldwide ERC® and
Hospitality Suite and the hotel
27 September
Function Space Functions, whether at the hotel or
2019
Request Forms off-property may not conflict in any way with
attendance at scheduled Worldwide ERC®
functions
Approval for food and beverages to
Food and beverage be served at booth or for any form of
20 September requests and approval entertainment (e.g. noise makers, live
2019 for costumed personnel models, musicians, etc.)
or to use entertainment Approved by Worldwide ERC® and arranged
through the hotel/convention center
7General Information
Exhibitors have an opportunity to maximize their investment by providing a research report or
white paper for pick-up by conference attendees, and/or by participating in a prize giveaway
during the Marketplace hours. If you’d like to incorporate these activities into your exhibit
experience, we’d like to help spread the word to attendees!
Research Reports/White Paper Promotion
Engaging your audience with solid research reports and white papers is an exceptional way to
attract interested and future clients and customers, and provide takeaways with your
information. (Note: your company will be responsible for preparing research and/or reports
and for making them available at your booth.) We will need the following information:
• The title of the research report or white paper that you will be distributing at your booth
• A brief (2-4 sentence) promotional description of the document
Prize Giveaway Promotion
To participate in this promotion, the prize name/description must be supplied. For example:
$100 Visa gift card; FitBit Blaze with blue band; etc. Note: your company will be responsible for all
aspects of your prize give away to include collecting names, providing the prize and giving the prize
to the winner. A prize drawing winner form will be provided to you onsite in the Marketplace (to be
returned to Worldwide ERC® so that your winner can be announced at the Thursday reception in the
Marketplace).
If you would like to participate in either of the above programs,
please email SponsorshipandExhibits@WorldwideERC.org by 9 August 2019.
Advertise in Mobility Magazine
Reach key mobility professionals and educate them about your company by advertising in the
event issue of Mobility, the flagship monthly publication of Worldwide ERC®. Event sponsors
and exhibitors receive discounted rates, and have guaranteed placement in one of the largest
issues of the year.
Benefits to advertising:
• Drive traffic to your booth (specify booth number, research or prize promotion in your ad)
• Create familiarity and affinity for your company (“I saw your ad in Mobility”)
• Reach the 8,000+ people in 65 countries
• Bonus distribution: All attendees will receive a copy with their event bag
Please ask us about special opportunities, including inserting your promotional materials
in Mobility Magazine and specific discounts that apply to sponsors and exhibitors.
Zack Buchanan Heather Macaluso
National Account Executive Account Executive
The YGS Group The YGS Group
Zack.Buchanan@theygsgroup.com Heather.Macaluso@theygsgroup.com
+1 (717) 430 2291 +1 (717) 430 2224
8Rules & Regulations
Worldwide ERC® reserves the right to reject requests to advertise, sponsor, or exhibit
in those cases which, in its sole and unfettered discretion, it determines not suitable or
appropriate. Approval or rejection does not imply any Worldwide ERC® opinion on the
value or professionalism of the services or products in question.
Admittance to the Marketplace
Exhibitors will pick up badges ON SITE. Badges are required during official move-in hours and
during official registration hours on each of the event days. Temporary workers and contractors
working in the exhibitor’s booth for installation or dismantle must wear a “working pass.”
Company identification is to be presented at the time badges are handed out. Official
Worldwide ERC® badges are required for admission of all attendees.
Booth Assignment and Sublease
Booth choices must be made within 24 hours of receiving the placement email. After that time,
Worldwide ERC® will move to the next company for placement. Worldwide ERC® will strive to
fulfill all space requests. Exhibit booth assignments will be made in the order that Worldwide
ERC® receives paid contracts. Please note that the full payment must be received before booth
space is confirmed. Worldwide ERC® reserves the right to reassign booth space that has been
confirmed in the event that the Marketplace does not sell out. Exhibitor shall not sublet booth
or any equipment provided by Worldwide ERC®; nor shall exhibitor assign this lease in whole
or in part.
Refund Policy
In the event an exhibitor is forced to cancel the contracted exhibit space, Worldwide ERC®
requires written notice prior to 19 July 2019, and cancellation will be subject to a $500
cancellation fee. Failure to notify Worldwide ERC® of the intent to cancel prior to 19 July 2019
will result in full loss of the exhibit fee paid. Should any space remain unoccupied one hour
before the exhibit hall opens, Worldwide ERC® reserves the right to rent such space to any
other applicant or eliminate such space.
Use of an Outside Contractor
Exhibitors must notify Worldwide ERC® no later than 6 September 2019 of their desire to use
an outside contractor by submitting the form in this package, along with a copy of the
contractor’s Certificate of Insurance. Worldwide ERC® reserves the right to deny such request
if, in its sole judgment, the proposed contractor cannot meet Worldwide ERC® standards as to
proficiency, ability, insurance or the like.
Marketplace Space Occupancy
Any Exhibitor that fails to occupy its assigned Marketplace space by the end of published set-up
hours, leaves its Marketplace space unattended during event hours, or begins dismantling of
Marketplace space prior to the close of the Event by Worldwide ERC®, may forfeit its right to the
Marketplace space and its eligibility to exhibit at future Worldwide ERC® events.
9Rules & Regulations (Continued)
Displays
Linear (in-line) booths over eight (8) feet in height and perimeter (backs to an outside wall)
booths over twelve (12) feet in height and more than five (5) feet in depth are prohibited. For
island booths, the entire cubic content of the space may be used up to a maximum height of
sixteen (16) feet. Any signage or items exceeding these heights will be removed at exhibitors’
expense. The Marketplace in Boston is not carpeted and all exhibitors are required to have floor
coverings in their booth. Carpeting and furniture are not included in the Marketplace fee. If a
booth is not carpeted by the end of setup, Freeman will be instructed to carpet the booth and
bill the exhibitor. Displays and exhibits in public view are required to be appropriately finished
on all sides and surfaces. If surfaces are unfinished, Worldwide ERC® may authorize Freeman
to complete necessary finishing and the exhibitor will be responsible for all costs. No
interference with the light or view of other exhibitors will be permitted. Show management will
set reasonable limits on sound system levels throughout the event. Exhibitors may be required
to discontinue usage of sound systems or music that exceeds acceptable levels as noted by
show management. Exhibitors are responsible to adhere to local regulations involving fire,
safety and business issues as required by permit or statute.
Promotional Activities and Materials
Exhibitors and sponsors may not schedule private functions or events which conflict with
officially scheduled Worldwide ERC® events. Promotional activities are limited to the confines
of space assigned by Worldwide ERC® and these may not obstruct the aisles, general areas or
spaces assigned to others. Exhibitors may distribute promotional materials at their Marketplace
booth only. Materials are not to be left at any other areas of the Marketplace (i.e. bars,
cocktail tables, food stations, etc.). If company materials are left anywhere outside of the
company booth, they will be discarded.
Requests for approval for costumed booth personnel or to use entertainment of any kind must
be submitted in writing to SponsorshipandExhibits@WorldwideERC.org.
Prize Drawing Announcements
At the Thursday reception in the Marketplace, Worldwide ERC® will announce all booth prize
drawings in the Marketplace prior to the closing of the reception that day. Forms for prize
drawings will be distributed to each booth. All prizes are to be picked up at the appropriate
exhibitor booths.
Food and Beverage
Food and beverage may be dispensed from exhibitor’s booth within these guidelines: exhibitors
must submit a request for approval to Worldwide ERC® by 20 September 2019. Exhibitors must
provide all attendees the opportunity to sample. Any food and beverage distributed by
exhibitors must be arranged through the hotel/convention center after obtaining
Worldwide ERC® approval.
10Rules & Regulations (Continued)
Shipping, Labor, Furniture Rental, and Other Services
Any materials received by Freeman are subject to Material Handling Charges and are the
responsibility of the Exhibitor. This also applies to items not ordered through the Official
Show Vendors. Freeman, the official show contractor and decorator, will supply the exhibitor
with an online Exhibitor Services site that will include order forms for drayage, furniture rental,
installation and dismantling labor, among other services. Worldwide ERC® will email this URL to
the primary contact listed on the company’s Marketplace Contract. Shipments will not be
accepted by the hotel/convention center. All booth materials must be shipped to Freeman at
the below address:
Worldwide ERC® Global Workforce Symposium 2019
Exhibiting Company Name and Booth Number
25 Doherty Ave
Avon, MA 02322
Phone: 1-508-894-5100
Email: FreemanBostonES@freemanco.com
16 September 2019: First date shipments will be accepted
24 September 2019: Deadline for shipment discount
Security Tips for Exhibitors
Show management will provide 24-hour guard service for the perimeter of the show and access
to the Marketplace. Exhibitors and approved installation/dismantling team will only be allowed
on the show floor during official installation and dismantling hours with appropriate badge
required. Loss or damage to exhibitor property remains the sole responsibility of the exhibitor
at all times. Worldwide ERC® recommends that exhibitors carry the appropriate insurance
coverage and store excess supplies and merchandise with Freeman or in a facility outside the
hall. During teardown, stay with your Marketplace space until your empty cartons are delivered
and your goods are packed, sealed, and properly labeled. Any shipments not being handled by
Freeman are the sole responsibility of the exhibitor.
Responsibility for Loss or Damage
The exhibitor assumes all responsibility for damage caused by the exhibit or the exhibiting
company to the person, property, or rights of other parties including injury to floors, walls,
decorations or equipment of the hotel or exhibit contractor. The exhibitor warrants that it
carries insurance against any claim of negligence, personal injury, or intentional tort arising
from its exhibits, including setup, removal, and operation, in an amount of at least $250,000.
Indemnification
The exhibitor agrees to hold harmless Worldwide ERC®, Freeman, and their respective directors,
officers, employees and contractors for any claim made against them arising from the exhibitor’s
action or inaction in fulfilling the duties under these Rules & Regulations.
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