SPONSORSHIP & EXHIBITION OPPORTUNITIES - Baltimore Marriott Waterfront Baltimore, Maryland - SCDM 2019 ...
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SPONSORSHIP & EXHIBITION
OPPORTUNITIES
Baltimore Marriott Waterfront
Baltimore, Maryland
TABLE OF CONTENTS
Welcome..………………………………………………...………………………………………………………3
The Society for Clinical Data Management……..………………..…………………………………………..4
SCDM Annual Conference in Figures...………………………………..…………………..………………....5
Sponsorship Packages…..………………………………..………………………………...………………….6
Individual Sponsorship Items………………………………..………………………………….…………….11
Advertising in Destination Baltimore…………………………………………………………………………13
Exhibition Packages………………………………………………..………………………………………….14
Exhibitor Add-Ons………………………………….…………………………………………………………..14
Exhibition Floorplan..…..…………………………………..…………………………………………………..15
Contract……………………………………………………………………………………………..…………..16
2
WELCOME
Thank you for your interest in the SCDM Annual Conference,
which will be held in Baltimore on September 29—October 2, 2019.
To help maximize your investment at the conference, we are offering
an extensive selection of sponsorship and advertising opportunities.
Over recent years, we have studied which channels and plans
offer the most effective exposure for sponsors. With this in mind,
we have compiled tailored sponsorship and advertising opportunities in
personalized packages. Nevertheless, you will have your own
marketing and sponsorship goals: we provide flexibility for you to
choose options that best fit your strategic aims.
The most successful conferences are ones that provide ample
opportunities for sponsors and participants to share their expertise.
Our aim is to host a successful conference for you;
allowing you to tell your story, promote your products and
widen your professional network.
These opportunities will allow you capture the attention of
Clinical Data Management professionals before,
during and after the Annual Conference.
We are looking forward to working with you.
YOUR CONTACT
Society for Clinical Data Management
Global Headquarters
Boulevard du Souverain, 280
B-1160 Brussels
Tel: +32 2 320 25 29
info@scdm.org
annualconference@scdm.org
3THE SOCIETY FOR CLINICAL DATA MANAGEMENT
OUR MISSION
The Society for Clinical Data Management is a non-profit, international organization of 2,400+ members worldwide
founded to advance the discipline of clinical data management.
SCDM is organized exclusively for educational and scientific purposes, which reflects in all of SCDM’s services,
including the Certified Clinical Data Manager (CCDM™) program, online education offerings and publications. En-
gaged in collaborations and partnerships with other professional organizations, The Society for Clinical Data Man-
agement creates a network of professionals driving the industry forward on multiple fronts: technological, regulatory,
procedural and personnel.
SCDM strives to become the world’s leading advocate for the discipline of Clinical Data Management.
CORE VALUES
Knowledge and Experience of our Members
The intellectual capital and collective experience of our members are our greatest assets. We rely on and
embrace the participation and contributions of our members and volunteers.
Scholarship
We encourage and promote rigor and discipline in the research of topics affecting our industry. Our positions,
publications and programs will be the result of scholarly investigation.
Quality and Continuous Improvement
We are committed to the development and enhancement of products, services and relationships of the
highest quality.
Open Communication
We encourage open communication and information sharing. We provide our members with insight to the
organization’s initiatives and activities.
Integrity
We exemplify and expect honesty and integrity.
4SCDM ANNUAL CONFERENCE IN FIGURES
Average based on past attendance
WHERE DO PEOPLE COME FROM?
More than 800 participants
From 5 different continents
From more than 27 different countries
US participants from more than 40 different states
WHO ARE THE PARTICIPANTS?
48% 22%
22%
CDM Management/ Pharma
Leadership
CROs
Companies
12% 10%
15%
Top Industry Biotech
Vendors
Leaders Companies
TYPE OF COMPANY/ UNIVERSITY
5SPONSORSHIP OPPORTUNITIES
NOTE: Exhibiting is not required in order to participate as a sponsor
KNOWLEDGE PARTNER
Exclusive
Value: $27,000
Including all items:
Status as the Knowledge Partner
45-minute Product Demonstration (September 30 or October 1 - date and timing to be confirmed by SCDM)
Pre- & Post-Attendee Roster (incl. name, job title, company address and phone)
July 12, 2019
August 9, 2019
September 13, 2019
Post-Conference
BRANDING & ADVERTISING
1 x full page color advertisement in Destination Baltimore – Due by July 26, 2019
Publication date August 29, 2019
1 x full page advertisement in Data Basics – Winter 2019 Issue
1 x conference bag insert (limited to a double sided flyer 8 ½ x 11 inches)
1 x 2 min podcast to be posted on the SCDM AC website and SCDM social media channels
Corporate logo on main conference signage
Corporate logo in looping slides prior to all sessions
Verbal recognition in the opening plenary session
Recognition on Exhibitor Listing including company logo on the AC website & in the AC mobile app
Floor decal at Exhibit Hall entrance
EXHIBITION & REGISTRATION
2 x Exhibit Booths (10’x10’)
2 x lead retrieval licenses
3 x Exhibit Hall Access Only Passes – Registration due by July 26, 2019
3 x Full Conference Passes – Registrations due by July 26, 2019
Opportunity to register additional staff at the special SCDM Member Fee
Sponsor & Exhibitor Ribbon
UNIQUE TO THIS PACKAGE
Corporate logo on the conference bag
Logo on ‘Save the Date 2019’
Opening Keynote Speaker introduction on Monday, September 30
6TECHNOLOGY SPONSOR
EXCLUSIVE
Value: $23,500
Including all items:
Status as the Technology Sponsor
45-minute Product Demonstration (September 30 or October 1 - date and timing to be confirmed by SCDM)
Pre- & Post-Attendee Roster (incl. name, job title, company address and phone)
July 12, 2019
August 9, 2019
September 13, 2019
Post-Conference
BRANDING & ADVERTISING
1 x full page color advertisement in Destination Baltimore – Due by July 26, 2019
Publication date August 29, 2019
1 x full page advertisement in Data Basics – Winter 2019 Issue
1 x conference bag insert (limited to a double sided flyer, 8 ½ x 11 inches)
1 x pre & post push notification through the SCDM AC mobile app
Corporate logo on main conference signage
Corporate logo in looping slides prior to all sessions
Verbal recognition in the opening plenary session
Recognition on Exhibitor Listing including company logo on the AC website & in the AC mobile app
Floor decal at Exhibit Hall entrance
EXHIBITION & REGISTRATION
2 x Exhibit Booths (10’x10’)
2 x lead retrieval licenses
3 x Exhibit Hall Access Only Passes – Registration due by July 26, 2019
3 x Full Conference Passes – Registrations due by July 26, 2019
Opportunity to register additional staff at the special SCDM Member Fee
Sponsor & Exhibitor Ribbon
UNIQUE TO THIS PACKAGE
Exclusive branding as SCDM mobile app sponsor
Recognition as Mobile App Sponsor in all related marketing collateral
AC website
Destination Baltimore
Pocket guide
Onsite signage
Logo on Mobile App opening splash screen & home screen
7DIAMOND SPONSOR
5 OPPORTUNITIES
Value: $21,500
Including all items:
Status as the Diamond Sponsor
45-minute Product Demonstration (September 30 or October 1 - date and timing to be confirmed by SCDM)
Pre- & Post-Attendee Roster (incl. name, job title, company address and phone)
July 12, 2019
August 9, 2019
September 13, 2019
Post-Conference
BRANDING & ADVERTISING
1 x full page color advertisement in Destination Seattle-Bellevue – Due by July 26, 2019
Publication date August 29, 2019
1 x full page advertisement in Data Basics – Winter 2019 Issue
1 x conference bag insert (limited to a double sided flyer, 8 ½ x 11 inches)
1 x pre & post push notification through the SCDM AC mobile app
Corporate logo on main conference signage
Corporate logo in sponsor slides prior to all sessions
Verbal recognition in the opening plenary session
Recognition on Exhibitor Listing including company logo on the AC website & in the AC mobile app
EXHIBITION & REGISTRATION
2 x Exhibit Booths (10’x10’)
2 x lead retrieval licenses
3 x Exhibit Hall Access Only Passes – Registration due by July 26, 2019
2 x Full Conference Passes – Registrations due by July 26, 2019
Opportunity to register additional staff at the special SCDM Member Fee
Sponsor & Exhibitor Ribbon
A LA CARTE DIAMOND MENU
CHOICE OF ONE PER SPONSOR
Co-Sponsor of the Opening Reception taking place on Sunday, September 29 in the Exhibit Hall—official AC kick
-off (restricted to 2 sponsors)
Sponsor recognition in all related marketing collateral (AC website, Destination Baltimore, pocket guide, AC mobile app, on
site signage)
Participation in ribbon cutting ceremony as official AC kick-off
Opportunity to distribute promotional collateral via designated table during Reception
Opportunity for sponsor team to welcome and greet attendees
Co-Sponsor of the SCDM Networking Reception taking place at an offsite venue (TBC) on Tuesday, October 1
with 4 complimentary entrance tickets (restricted to 2 sponsors)
Sponsor recognition in all related marketing collateral (AC website, Destination Baltimore, pocket guide, AC mobile app, on
site signage)
Opportunity for sponsor team to welcome and greet attendees
Opportunity for sponsor representative to give a Welcome Speech
Opportunity to offer small gift to participants upon departure
Small favors in the conference bag (item to be produced by sponsors and subject to approval by SCDM)
Item can include pens, branded business card holders, etc.
8PLATINUM SPONSOR
3 OPPORTUNITIES
Value: $17,000
Including all items:
Status as Platinum Sponsor
Pre- & Post-Attendee Roster (incl. name, job title, company address and phone)
July 12, 2019
August 9, 2019
September 13, 2019
Post-Conference
BRANDING & ADVERTISING
1 x full page color advertisement in Destination Seattle-Bellevue – Due by July 26, 2019
Publication date August 29, 2019
Thank You Sponsors banner in Data Connections – November 2019 issue
1 x conference bag insert (limited to a double sided flyer, 8 ½ x 11 inches)
Corporate logo on main conference signage
Verbal Recognition in the opening plenary session
Recognition on Exhibitor Listing including company logo on the AC website & in the AC mobile app
EXHIBITION & REGISTRATION
1 x Exhibit Booth (10’x10’)
1 x lead retrieval license
2 x Exhibit Hall Access Only Passes – Registration due by July 26, 2019
2 x Full Conference Passes – Registrations due by July 26, 2019
Opportunity to register additional staff at the special SCDM Member Fee
Sponsor & Exhibitor Ribbon
A LA CARTE PLATINUM MENU
CHOICE OF ONE PER SPONSOR
Sponsorship of Monday, September 30 lunch
Sponsor recognition in all related marketing collateral (AC website, Destination Baltimore, pocket guide, AC mobile app, on
site signage)
Opportunity to distribute promotional collateral via designated table during lunch
Sponsor recognition on signage on catering stations
Sponsorship of Tuesday, October 1 lunch
Sponsor recognition in all related marketing collateral (AC website, Destination Baltimore, pocket guide, AC mobile app, on
site signage)
Opportunity to distribute promotional collateral via designated table during lunch
Sponsor recognition on signage on catering stations
Pocket Guide
Sponsor recognition in all related marketing collateral (AC website, Destination Baltimore, pocket guide, AC mobile app, on
site signage)
Sponsor logo on cover page
Ad in Pocket Guide
9GOLD SPONSOR
5 OPPORTUNITIES
Value: $12,500
Including all items:
Status as Gold Sponsor
Pre- & Post-Attendee Roster (incl. name, job title, company address and phone)
July 12, 2019
August 9, 2019
September 13, 2019
Post-Conference
BRANDING & ADVERTISING
1 x full page color advertisement in Destination Seattle-Bellevue – Due by July 26, 2019
Publication date August 29, 2019
Thank You Sponsors banner in Data Connections – November 2019 issue
1 x conference bag insert (limited to a double sided flyer, 8 ½ x 11 inches)
Corporate logo on main conference signage
Verbal Recognition in the opening plenary session
Recognition on Exhibitor Listing including company logo on the AC website & in the AC mobile app
EXHIBITION & REGISTRATION
1 x Exhibit Booth (10’x10’)
1 x lead retrieval license
2 x Exhibit Hall Access Only Passes – Registration due by July 26, 2019
1 x Full Conference Pass – Registrations due by July 26, 2019
Opportunity to register additional staff at the special SCDM Member Fee
Sponsor & Exhibitor Ribbon
A LA CARTE GOLD MENU
CHOICE OF ONE PER SPONSOR
Customized Hotel Key Cards (one-color logo imprint)
Sponsor recognition in all related marketing collateral (AC website, Destination Baltimore, pocket guide, AC mobile app, on
site signage)
Item to be produced by SCDM upon receipt of artwork from sponsor
Audio Response System
Co-Sponsor of Continental Breakfasts (Monday, Tuesday & Wednesday)
Sponsor recognition in all related marketing collateral (AC website, Destination Baltimore, pocket guide, AC mobile app, on
site signage)
Opportunity to distribute promotional collateral via designated table during all breakfasts
Sponsor recognition on signage on catering stations
Coffee Breaks – Day 1 (total of 2 breaks - AM & PM)
Sponsor recognition in all related marketing collateral (AC website, Destination Baltimore, pocket guide, AC mobile app, on
site signage)
Opportunity to distribute promotional collateral via designated table during the coffee breaks
Sponsor recognition on signage on catering stations
Coffee Breaks – Day 2 (total of 2 breaks - AM & PM)
Sponsor recognition in all related marketing collateral (AC website, Destination Baltimore, pocket guide, AC mobile app, on
site signage)
Opportunity to distribute promotional collateral via designated table during the coffee breaks
10SILVER SPONSOR
MULTIPLE OPPORTUNITIES
Value: $9,500
Including all items:
Status as Silver Sponsor
Pre- & Post-Attendee Roster (incl. name, job title, company address and phone)
July 12, 2019
August 9, 2019
September 13, 2019
Post-Conference
BRANDING & ADVERTISING
1 x full page color advertisement in Destination Seattle-Bellevue – Due by July 26, 2019
Publication date August 29, 2019
Thank You Sponsors banner in Data Connections – November 2019 issue
1 x conference bag insert (limited to a double sided flyer, 8 ½ x 11 inches)
Corporate logo on main conference signage
Verbal recognition in the opening plenary session
Recognition on Exhibitor Listing including company logo on the AC website & in the AC mobile app
EXHIBITION & REGISTRATION
1 x Exhibit Booth (10’x10’)
1 x lead retrieval license
2 x Exhibit Hall Access Only Passes – Registration due by July 26, 2019
1 x Full Conference Pass – Registrations due by July 26, 2019
Opportunity to register additional staff at the special SCDM Member Fee
Sponsor & Exhibitor Ribbon
11INDIVIDUAL SPONSORSHIP ITEMS
NOTE: Exhibiting is not required in order to participate as a sponsor.
RECHARGE ME!
LOCKABLE CHARGING STATIONS
Exclusive
Value: $7,550
A breakthrough strategy that connects with AC participants. Provide an invaluable customer service with
this exclusive branding opportunity. The charging station sponsorship provides participants an easy way
to charge their handheld devices, tablets and laptops at no cost. These kiosks are customizable
depending on the branding initiatives. Highly visible with locations in key areas of the AC venue (to be
agreed upon by sponsor and SCDM).
ENERGIZE ME!
NETWORKING LOUNGE AREA
2 opportunities
Value: $7,000
The lounge allows attendees to network in a relaxed setting and to deepen their business conversations.
This offers the perfect opportunity for your company to promote your latest solutions and innovations.
The lounges are highly flexible options. Contact us to brainstorm on options to ensure you will get the
most out of your lounge (additional charges may apply for added visibility).
CONNECT ME!
2 MIN PODCAST DISPLAYED ON THE SCDM AC WEBSITE AND SCDM SOCIAL MEDIA CHANNELS
3 opportunities
Value: $5,000
The greatest thing about podcasting is that it makes it so easy to get in touch with your desired audi-
ence. Grow your brand by posting your 2 minutes podcast building momentum for your AC attendance
on SCDM’s platforms and reach more than 10,000 potential clients.
PRODUCT SHOWCASE
Multiple opportunities
Value: $1,950
Interested in showcasing your product? Sign up for your 45-minute session in our 20×20 demo booths
located in the near proximity of the exhibit hall and invite your prospects! Complete with audio and
seating.
CONFERENCE LANYARDS
Exclusive
Value: $6,650
Benefit from prime visibility by placing your company logo on the conference lanyards provided to every
participant registered to the conference. The lanyards will be customized with the sponsor’s logo as well
as the SCDM 2019 Annual Conference logo. The production cost of the lanyards including 1 x one color
logo imprint is included in the package value.
NOTEPADS & PENS
Exclusive
Value: $4,650
Take advantage of placing your company logo on notepads and pens distributed to all full conference
participants. The production cost of the notepads & pens including 1 x full colour logo imprint is included
in the package value.
12GUEST ROOM AMENITY & ROOM DROP
3 opportunities (one each night)
Value: $2,250
Reach out to the conference participants on peak nights with personal favors highlighting your
company. Limited to 400 rooms and one item per room. Items to be provided by the sponsor (subject to
approval by SCDM).
PROMOTE ME!
WEB BANNER
3 opportunities
Value: $5,000
Advertise your company’s presence at the conference on the home page of our event website.
SPECIAL REQUESTS
The above high-visibility sponsorships are cost-effective, powerful solutions for increasing your presence and
standing out from the crowd. With a wide variety of opportunities available for any budget, we are confident we
can help you reach your goals. If the above sponsorship items do not meet your current marketing aims please do
contact us at annualconference@scdm.org to discuss your needs and we will do our utmost to work on a tailor-
made package that would fit your objectives.
IMPORTANT NOTE:
The lanyards, conference tote bags, notepads & pens, reusable water bottles
are based on a maximum production of 600 units. Should the participant number
exceed 600 participants, the additional item production cost will be
added to the package value.
ADVERTISING IN THE DESTINATION BALTIMORE
The ‘Destination Baltimore’ online document will be distributed to the entire SCDM database to share important &
detailed information about the scientific and educational program, information about the exhibiting industry leaders
as well as practical information on the conference and social program. The document will also be made available
on the official SCDM 2019 AC website.
SPECIFICATIONS FOR DELIVERABLES
.
LOGOS
All corporate company logos must be vector logos (in .EPS or .AI formats) to guarantee good quality.
ADVERTISEMENTS IN DESTINATION BALTIMORE*
SCDM cannot be held responsible by the printed outcome of any logos or ads if they do not comply with these
specifications. All deliverables must be received by SCDM by July 26, 2019.
Full page advertisements Half Page advertisements
Size: Size
US Letter (8.5 x 11 in – 215,9 x 279,4 mm) 5.5 x 8.5 in (139.7 x 215.9 mm)
0.25 in (5mm) bleed and crop marks 0.25 in (5mm) bleed and crop marks
Format: .EPS or High Resolution PDF/JPG Format: .EPS or High Resolution PDF/JPG
13EXHIBIT PACKAGE
The Exhibition, held from September 29—October 2, 2019 is an integral part of the SCDM 2019 Annual
Conference with the intention to provide a selection of top industry leaders, in one place for conference participants
to learn more about industry trends and to provide excellent networking opportunities.
Do not miss out!
ALL 10’X10’ EXHIBIT SPACES INCLUDE:
2 x Exhibit Hall Access Only Passes
(Exhibit Hall & Opening Reception access only) Recognition on Exhibitor Listing on the AC website &
Pre- & Post-attendee roster in the AC mobile app
(Name, job title, company, address, phone) 1 x 6’ draped table
July 12, 2019 2 x side chairs
August 9, 2019 1 x wastebasket
September 13, 2019 Exhibitor ribbon
Post-Conference 1 lead retrieval license
STARTUP ALLEY
Every company founder knows that investors, customers and media exposure form the life blood of every early-
stage startup. There is no better way to place your startup in front of these three essential groups than to exhibit
in Startup Alley at SCDM 2019 Annual Conference. Whether you are a startup with an innovative solution for the
CDM industry or a young company that would like to network with key industry representatives do not mist this
chance!
Strategically located at the entrance of the exhibit hall, our Startup Alley exhibitors receive a full complement of
benefits to ensure maximum exposure.
ALL STARTUP EXHIBIT SPACES INCLUDE:
Pre- & Post-attendee roster 1 x Exhibit Hall Access Only Passes
(Name, job title, company, address, phone) (Exhibit Hall & Opening Reception access only)
July 12, 2019 Recognition on Exhibitor Listing on the AC website &
August 9, 2019 in the AC mobile app
September 13, 2019 1 x 6’ draped table
Post-Conference 2 x side chairs
Startup Ribbon
FEE STARTUP APPLICATION
RESERVATION TYPE
10’x10’ STARTUP CRITERIA
On-show reservation at SCDM 2018 AC $3,800 $2,000 Spin-off, privately held company
started less than 3 years ago or with
Early reservation
$4,200 $2,400 less than 15 employees
(Sept 27, 2018 - Mar 25, 2019)
Annual sales does not exceed $2M
Regular reservation A registered non-profit organisation
$4,400 $2,600
(Mar 26, 2019 - Sept 29, 2019)
NOTE: A 10% discount applies on the second 10’x10’ exhibit space.
14EXHIBITOR ADD-ONS
(Exhibiting is required in order to benefit from the below add-ons)
UPGRADED WEB LISTING - $275
Benefit from additional visibility by adding your company logo and link to your website on the SCDM 2019
Annual Conference website.
UPGRADED LISTING IN MOBILE APP - $225
Take advantage of upgrading your company listing in the AC mobile app, available to all registered
conference participants and overall CDM community, by adding your company logo.
PROMOTIONAL GIVEAWAY CONTEST - $50
Generate traffic at your booth by nominating your company for this contest. The right trade show givea-
ways can help generate leads and support integrated marketing messages that will prompt participants
to tie that message back to your company long after the AC has ended. Attendees will be prompted to
visit your booth and vote for their preferred/ the most innovative promotional item. The winning company
will get the chance to promote their company in a 2 minutes podcast displayed on the SCDM marketing
channels.
To enter the contest please do submit a picture of your give-away by email to annualconference@scdm.org latest by September 3,
2018.
JOB POSTING IN MOBILE APP - $500
Increase your visibility and highlight your job openings by posting them in the mobile app. Available to all
registered conference participants and overall SCDM community, your job posting will reach over 2,000
individuals consistently throughout the year (app is available in the stores beyond the conference).
LEAD RETRIEVAL - $400 (1ST LICENSE) | $200 (2ND LICENSE)
Secure your lead retrieval unit so you can capture attendee information in real time as they visit your
booth.
EXHIBIT HALL SCHEDULE
(Subject to change)
DID YOU KNOW THAT?
DAY & DATE OPENING HOURS
SCDM 2018 Annual Conference Website
Sunday, Sept 29, 2019 06:00 PM to 08:00 PM 22,000 Total Visits
6,400 Monthly Visits (August)
Monday, Sept 30, 2019 10:30 AM to 06:00 PM 50,736 Total Page Views
SCDM 2017 Mobile App
Tuesday, Oct 1, 2019 10:00 AM to 03:30 PM
831 downloads
475 daily users
15EXHIBITION FLOORPLAN (subject to change)
DATES
September 29 - October 2, 2019
LOCATION
Baltimore Marriott Waterfront
Harborside Ballroom
NOTE: A 24-hour security service will be provided during installation and dismantlement of the exhibit, as well as after-hours
security for the duration of the exhibit.
16CONTRACTUAL AGREEMENT
Baltimore Marriott Waterfront
17EXHIBIT & SPONSORSHIP CONTRACT
1. YOUR INFORMATION
First Name………………………………………………… Last Name ………………………………………………………….
Occupation………..…………………………………………………………………………………………………………………...
Email: ………...………………………………………………………………………………………………………………………..
Land Line………………………………………………….. Mobile ………………………………………………………………
Company………………………………………………………………………………………………………………………………
Adress………………………………………………………………………………………………………………………………….
City…………………………………………………………… State…….. ………………………………………………………….
Postal Code…………………………………………………. Country.... ………………………………………………………….
Web Address……..…………………………………………………………………………………………………………………..
Additional Contact Name:…………………………………. Email: ……………………………………………………………….
2. EXHIBIT RESERVATION
Booth Location First Preference…………………….…………..… Second Preference………………………..…………….
Special Request…..…………………………………………………………………………………………………………………
FEE
RESERVATION TYPE
10’x10’ STARTUP
On-show reservation at SCDM 2018 AC $3,800 $2,000
Early reservation
$4,200 $2,400
(Sept 27, 2018 - Mar 25, 2019)
Regular reservation
$4,400 $2,600 TOTAL BOOTH COST $:...…………
(Mar 26, 2019 - Sept 29, 2019)
PRODUCT & SERVICE (please check all that apply):
Authorized Education eSource Software Solutions for Clinical
Trials
Biostatistics
Functional sourcing (FSP)
Clinical Data Management Staffing & Consulting
Interactive Response Technologies
Clinical Research Organization (CRO)
Medical Writing/Publishing
Clinical Services and Software for Clinical Trials
Non-profit organization
Clinical Trial Management & Support
Professional Recruitment Services
Data management
Regulatory, Clinical, Processing Consulting
Drug development
Scientific communications
Education, Research
Standards development organization
Electronic Data Capture (EDC)
Other (please specify): ……………………..
183. SPONSORSHIP RESERVATION - À LA CARTE
Unique to this package:
KNOWLEDGE PARTNER Exclusivity
Value: $27,000 Corporate logo on the conference bag
Logo on Save the Date 2019 item
Unique to this package:
TECHNOLOGY SPONSOR Exclusivity
Value: $23,500 Exclusive branding as AC Mobile App Sponsor
Choice of one per sponsor:
DIAMOND SPONSOR Co-Sponsor of the Opening Reception
Value: $21,500 Co-Sponsor of the SCDM Networking Reception
Small favors in the conference bag
Choice of one per sponsor:
PLATINIUM SPONSOR
Sponsorship of Monday AC lunch
Value: $17,000
Sponsorship of Tuesday AC lunch
Pocket guide
Choice of one per sponsor:
Customized Hotel Key Cards (one-color logo imprint)
GOLD SPONSOR
Audio Response System
Value: $12,500
Co-Sponsor of Continental Breakfasts
Coffee Breaks – Day 1 (total of 2 breaks - AM & PM)
Coffee Breaks – Day 2 (total of 2 breaks - AM & PM)
SILVER SPONSOR
Value: $9,500
RECHARGE ME Lockable charging stations Value: $7,550
ENERGIZE ME Networking lounge area Value: $7,000
CONNECT ME Podcast Value: $5,000
PRODUCT SHOWCASE Value: $1,950
CONFERENCE LANYARDS Value: $6,650
NOTEPADS & PENS Value: $4,650
GUEST ROOM AMENITY & ROOM DROP
Day 1 – Sunday Day 2 – Monday Day 3 – Tuesday Value: $2,250
(Circle the day of your choice)
PROMOTE ME Web banner Value: $5,000
TOTAL SPONSORSHIP $:...…………………………
194. ADD-ONS
Upgraded web listing (link to website & logo) $275
Upgraded Listing in AC mobile app $225
Promotional Giveaway Contest $50
Job posting in AC mobile app $500
Lead retrieval—1st license $400
Lead retrieval—2nd license $200
*Please email logo in in .EPS or .AI format to annualconference@scdm.org
TOTAL ADD-ONS $:...…………………………
SPECIFICATIONS FOR ALL DELIVERABLES
COMPANY DESCRIPTION
Please email your completed order form and company information form for use in the SCDM 2019 mobile app
(maximum 50 words) to annualconference@scdm.org by July 26, 2019.
IMPORTANT NOTE: Handwritten descriptions will not be accepted.
LOGOS
All logos must be vector logos (in .EPS or .AI formats) to guarantee good quality once printed.
ADVERTISEMENTS IN DESTINATION BALTIMORE
SCDM cannot be held responsible by the printed outcome of any logos or ads if they do not comply with these
specifications. All deliverables must be received by SCDM by July 26, 2019. Artwork must be emailed to
annualconference@scdm.org
Full page advertisements Format: .EPS or High Resolution PDF/JPG
Half Page advertisements
Size: Size
US Letter (8.5 x 11 in – 215,9 x 279,4 mm) 5.5 x 8.5 in (139.7 x 215.9 mm)
0.25 in (5mm) bleed and crop marks 0.25 in (5mm) bleed and crop marks
20PAYMENT
TOTAL SPONSORSHIP $:...……………………….
TOTAL BOOTH COST $:...…………………………
TOTAL ADD-ONS $:...………………………………
GRAND TOTAL $:..……………………………
In making this application, we the undersigned agree to abide by all governing regulations set forth in the invitation to
exhibit. The signatory of this contract must have the authority to bind the undersigned company with regard to this
contract.
………………………………………………………………………………………………………………………………………..
Print Name/Title Authorized Signature Date
Make checks payable to Society for Clinical Data Management and return application to:
7918 Jones Branch Drive, Suite 300, McLean, VA 22102.
Fax: 703-503-3266 | E-mail: annualconference@scdm.org
PAYMENT BY CREDIT CARD
AMEX
MC
VISA
Card Number ………………………………………………………………………………………………………………………
Cardholder Name …………………………………………………………………………………………………………………
Expiry Date ……………………………CVV……………………………… Zip Code ………………………..………………..
Signature ………………………………………………………………………………………………………………………….
I agree that this application shall be deemed as valid and binding. Payment is due in full to reserve sponsorship
packages, booth space, add-on items and in order to benefit from any of the included services. SCDM has final
rights to move any reserved booth and will notify the exhibitor in writing no later than August 29, 2019.
I agree to all exhibiting and sponsorship deadlines and regulations.
For further information, please contact us at annualconference@scdm.org
21EXHIBITOR RULES & REGULATIONS
By applying for exhibit space, exhibitors agree to abide by the following regulations:
Each exhibitor is responsible for compliance with the Americans with Disabilities Act (ADA) within its booth and
assigned space.
Attire of exhibit personnel should be consistent with the business casual atmosphere of the Annual Conference.
Only SCDM-sponsored decals, pins, lanyards and ribbons may be affixed to participant or exhibitor badge
holders during the Annual Conference and on show site.
Demonstrations by exhibitors may not interfere with normal traffic flow nor infringe on neighbouring exhibits.
Demonstrations will not be permitted outside of the exhibitor’s assigned booth space. Any demonstrations must
be pre-approved by SCDM. Canvassing or distribution of advertising material by an exhibitor will not be permitted
outside of the exhibitor’s booth space.
Canvassing or marketing of any products or services in any part of the exhibit hall or meeting rooms by anyone
representing a non-exhibiting firm is strictly prohibited.
SCDM must be notified of an exhibitor’s intent to distribute food or beverage items in the exhibit hall. All such
items must be approved by SCDM and ordered directly from the Annual Conference hotel, the Marriott
Waterfront. Exhibitors are not permitted to bring in outside food or beverages.
Subletting of exhibit space is not permitted. Sharing of exhibit space is not permitted unless it is within divisions of
the same company. Any space sharing must be pre-approved by SCDM.
SCDM reserves the right to reject any exhibit application submitted; to reject, prohibit, restrict or otherwise require
modification of any exhibit for any reason; and to evict or bar any exhibitor whose conduct or materials are
objectionable to SCDM for any reason.
Exhibitors will not affix, nail or otherwise attach anything to the walls, doors, floors or columns of the exhibit hall
except where a nail strip is provided or by the permission of SCDM and the Marriott Waterfront.
All illuminated displays and other equipment requiring electrical current must conform to local electrical codes. All
extension cords must be 3-wire grounded and U.L. approved. More information on the specific requirements for
electrical equipment will be included in the exhibitor service kit which will be provided closer to the actual show.
Exhibitors are required to conform to all local labor regulations in the installation and dismantlement of their booth
and exhibit fixtures. More information on the specific labor regulations in effect will be included in the exhibitor
service kit.
SCDM must be notified of any on property or offsite events scheduled by exhibitors or sponsors. Scheduling of
offsite events that compete with SCDM scheduled events in prohibited.
PAYMENT
All payments must be made in U.S. dollars (USD). To ensure proper credit, please send a copy of your invoice with
your payment. For questions about your invoice, please contact us at info@scdm.org.
Credit card payments, money orders and direct wire transfers in USD (and EURO) are accepted. If sending payment
by wire transfer, please use the following bank/wire transfer details;.
Bank/Wire Transfer Payable to:
Bank Account Holders Name: Society for Clinical Data Management
Bank Account Holders Address: Boulevard du Souverain 280, B- 1160 Brussels, Belgium
ING Belgium
IBAN Code: BE78310177451886
BIC: BBRUBEBB100
IMORTANT NOTE: Please clearly indicate your invoice reference or description and company name for any
processed payment. This is applicable for all means of payment, wire/bank transfer, credit card or check.
22SPONSOR & EXHIBITOR CONTRACT INFORMATION
EXHIBIT, SPONSORSHIP & ADD-ONS PAYMENT
Payment is due in full to reserve booth space and to secure sponsorship packages and to benefit from any
advantages in return. Payment is due with the duly completed application and signed contract. If full payment is not
received latest by August 29, 2019, SCDM reserves the right to release booth space and/ or sponsorship
opportunities.
ADDITIONAL ATTENDEES
Limited complimentary registration and booth only passes are included in Knowledge Partner, Technology, Diamond,
Platinum, Gold and Silver sponsorships, as well as with a booth only package.
ASSIGNMENT OF EXHIBIT SPACE
Exhibitors select their space via an online exhibition floorplan. SCDM reserves the right to move any exhibitor to
another booth location if necessary and will inform exhibitors accordingly.
HOLD HARMLESS CLAUSE
The exhibitor assumes the entire responsibility and liability for losses, damages and claims arising out of injury or
damage to the exhibitor’s displays, equipment and other property brought upon the premises of the exhibit facility and
shall indemnify and hold harmless the Society for Clinical Data Management, the Marriott Waterfront, the exhibit hall
service contractor HERITAGE and each of their employees and agents from any and all such losses, damages and
claims. In addition, the exhibitor acknowledges that it is the sole responsibility of the exhibitor to obtain business
interruption and property damage insurance covering such losses by the exhibitor.
CANCELLATION POLICY
Written notification must be sent to the SCDM administrative office if an exhibitor, sponsor or advertiser wishes to
cancel or reduce exhibit space, sponsorship package, or add-ons, after assignment has been made. Please note that
when you cancel your sponsorship and/ or exhibit booth, all of the benefits included in the package are forfeited. The
following cancellation fees apply:
DATE OF CANCELLATION APPLICABLE PERCENTAGE OF TOTAL
Contract signature – December 1, 2018 25% of total amount due
December 2, 2018 – May 10, 2019 50% of total amount due
May 11, 2019 – Conference start No Refunds
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