SPONSORSHIP DELIVERABLES
Listed below are all of the available sponsorship deliverables for the Women in Agribusiness Summit in Nashville, 2023.
Please reference your contract which details the deliverables associated with your specific sponsorship.
Send all deliverable items to Jessica Carroll at jcarroll@highquestgroup.com.
Please direct any questions or concerns to Jessica and she will assist you with all your needs for the Summit.
NOTE: Your sponsorship does not include all items below. Only those specified in your sponsorship agreement.
Provide Sponsor Information
Each sponsoring organization needs to provide the following:
Company Logo: to be placed on the website, in the event mobile app, in promotional materials for the event, and on the event signage. Logos should be provided in vector file format (usually ending in .ai or .eps).
Company Bio: to be listed in the mobile app and on our website with a limit of 100 words and one URL link.
Social Media: provide handles along with any hashtags to be used in promotion and messaging.
WIA23 Summit Hashtags: #WIAS23 #IamWIA
Advance Attendee List
30 days prior to the event you will receive a link to a dynamic attendee report* that is updated each time it's clicked, and which will remain active until October 13, 2023. Please provide the contact information for the ONE company representative whom you would like to receive this attendee report.
*Compliant with GDPR and other privacy rules.
Push Notification
Push notifications within the app will go out to all attendees
-
Messages are limited to 140 characters and are due September 1, 2023.
-
You may select a preferred day and preferred time. Notifications cannot be sent during sponsored events and are subject to approval.
Conference Bag Insertions
One item to be inserted into the conference bag
-
Provide 900 copies/pieces of your insertion. All items must be approved and accepted on a first-come, first-served basis. Duplicate and unapproved items will not be placed into the conference bags. One insert only. Please do not use glue dots to attach any items.
-
Provide a description of the material by June 2, 2023.
-
*If possible, please help us in our move towards sustainability by choosing an insertion that is sustainably sourced or eco-friendly.
Shipping Instructions
-
All boxes shipped to the Renaissance Nashville Hotel will be charged a handling fee. Women in Agribusiness will cover the handling fees for four (4) boxes per contracted bag insertion with a combined weight of 100 lbs. Fees for additional boxes will be charged to the sponsoring company.
-
Please attach one yellow Group Shipping Label to each package (you can find the label here). Make sure to include your company name and the number of packages. All materials must be at the Renaissance no later than Friday, September 22nd. Boxes that arrived more than four days in advance of the conference may incur storage charges to be paid by the sponsoring company.
-
Forward tracking information to Jessica Carroll no later than Friday, September 22nd, 2023.
Advertisements
WIA Summit mobile app ads
-
Please forward all advertisements as soon as they are available and no later than August 1, 2023, to guarantee placement on the mobile app.
-
Mobile App Rotating Banner - 960x150px, PNG or JPEG, 300dpi
WIA Today and WIA Career Connector ads
-
Due 7 days before the chosen run month
-
All advertisements must be high-resolution PNG or JPEG (300dpi).
-
Sizes (WxH):
-
WIA Today Side Square Ad - 335x280px
-
WIA Today Top Rotating Banner - 980x85px
-
WIA Career Connector Ad - 250x250px
-
Tabletop Display
All tabletop displays will be located in the foyer outside the Grand Ballroom on the lobby level of Renaissance Nashville.
Table Info
-
You will be provided with: (1) 6’x3’ skirted table, (1) wastebasket, and (2) chairs
-
Set up time: Tuesday, September 26, 2023, 8:00 am - 12:00 pm
-
Tabletop displays will be accessible in the Grand Ballroom Foyer on Tuesday, Wednesday, and Thursday during conference sessions and scheduled breaks. Conference hours are subject to change. For the current agenda, please reference the conference website.
-
All displays must be broken down no later than 4:30 pm on Thursday, September 28, 2023.
Electricity
-
If you need electricity, please contact Jessica Carroll by August 1, 2023, to connect you with the hotel AV team. The hotel can provide rental AV items such as monitors, laptops, etc. You MUST order/pay for electricity in order to use any sort of hotel outlet.
Tabletop Shipping Instructions to Renaissance Nashville
-
Packages should arrive on/by EOD Monday, September 25, 2023. Boxes arriving more than four business days in advance of the conference will incur storage fees.
-
Please contact Jessica Carroll if you have any special needs (e.g., refrigeration requirements, after hours delivery requests, or changes).
-
You will need to collect your packages from the venue FedEx office. Please have your tracking info when picking up your packages. A handling fee will apply.
-
Larger and/or heavier items may be scheduled for delivery to the Grand Ballroom Foyer by contacting FedEx; a delivery fee will apply.
-
FedEx Office Contact:
FedEx Office Business Center
Renaissance Nashville
611 Commerce Street
Nashville, TN 37203
Phone: (615) 238-0262
Email: usa2777@fedex.com
Shipments from the Renaissance Nashville Hotel
FedEx Office offers pack and ship services and packaging supplies such as boxes, tape, etc. for purchase in the FedEx Office business center. Outbound handling fees will be applied to all packages and freight, regardless of carrier, in addition to shipping/transportation fees.
Download the FedEx Shipping Form that contains further details including package handling and storage fees.
Contact Information
-
Provide Jessica Carroll with an on-site contact including name and cellphone number.
Women in Agribusiness personnel will be onsite at the Renaissance Nashville Hotel beginning on Saturday, September 23, 2023. As the foyer is an open space, any valuables should be removed from the exhibit area at the end of each day. We ARE NOT responsible for lost or stolen items left in the exhibit area.
Table Tents
Printing and placement of table tents will be supplied by WIA.
Plenary Table Tent
-
The three-sided table tent will be placed in the middle of each table during the entire event. You will have one dedicated side for your company logo and a message. Messages are limited to 250 words and are due by August 1, 2023.
Session Table Tent
-
The two-sided table tent will be placed in the middle of surrounding tables during your sponsored break. Both sides of the table tent will be the same with your company logo and a message. Messages are limited to 150 words and are due by August 1, 2023.
Seat Drop
WIA will place item(s) at each seat before the arrival of attendees to the designated session.
-
Provide a description of the seat drop item for approval by June 2, 2022.
-
Quantity will depend on the item and location.
Shipping Instructions
-
Please use the provided yellow group shipping label here. Packages must arrive no later than Friday, September 22, 2023. If being delivered by hand, please contact Jessica Carroll to make arrangements for the correct delivery.
Product Placement
WIA will place item(s) in an agreed-upon location during the designated session.
-
Quantity will depend on item and location.
-
Examples of product placement
-
Signature cocktail or specialty food item (WIA organizes with the hotel)
-
Pop up banners at sponsored break (Provided by sponsoring company)
-
Table tent with logo and message (Designed and provided by WIA)
-
Swag item placed around sponsored session (Provided by sponsoring company)
-
-
Description of the product placement item for approval by June 2, 2022.
Shipping Instructions:
-
Please use the provided yellow group shipping label here. Packages must arrive no later than Friday, September 22, 2023. If being delivered by hand, please contact Jessica Carroll to make arrangements for the correct delivery.
Exclusive Branding
Quote boards feature a company logo and message.
-
Quote/messages are limited to 250 characters (not including a person’s name and title if you chose to make it a part of the quote).
-
Quote/messages are due August 1, 2023.
-
Examples of previous quote boards are below.
