1. Be The Change Event 2017 General Sponsorship Call
Friday, March 24th, 2017
Dial-in number: (425)
Conference ID: 92026#

2. THANK YOU! Thank you for your involvement
Intro Total Event Resources team
Overall Event Manager:
Lauren Bettcher –
Sponsorship Manager:
Audrey Bitzer –
General Session:
Connie Riley–
The Exchange:
Molly Whatley–
(847)
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3. General event & sponsorship information

4. Be The Change Event (BTCE) – General Information
Event Venue: Hyatt Regency Orlando International Airport
9300 Jeff Fuqua Blvd, Orlando, FL 32827
Main Rooms: Continental Ballroom (General Session) and Regency Ballroom (The Exchange)
Registration: Wednesday, April 26, 2017: 4:00pm – 8:00pm and Thursday, April 27, 2017: 8:00 am – 9:00 am
Party in The Exchange: Wednesday, April 26, 2017 : 7:00 – 9:00 PM
Event Days: Wednesday, April 26 – Saturday, April 29, 2017
Onsite Contacts:
Sponsorship Leads:
Audrey Bitzer – (269) 377–4610
Executive Producer:
Connie Riley – (407) 491–5812
The Exchange Lead:
Molly Whatley – (630) 853–2012
Stage Manager:
Sue Cronin – (773) 350–0922
Sponsor Portal:
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5. Event Agenda Overview Day 0 – Wednesday, April 26
Registration: 4:00 PM – 8:00 PM
Party in the Exchange: 7:00 PM – 9:00 PM
Day 1 – Thursday, April 27
Registration: 8:00 AM – 9:00 AM
General Sessions:
9:00 AM– 10:30 AM
11:00 AM – 12:30 PM
2:00 PM – 3:30 PM
4:00 PM – 6:00 PM
7:30 PM – 9:00 PM
Day 2 – Friday, April 28
9:00 AM – 10:30 AM
Day 3 – Saturday, April 29
4:00 PM – 5:00 PM
*Event hours are preliminary and subject to change
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6. Key deadlines

7. Key Deadlines - All Sponsors
No later than 10 days after signature of sponsorship contract
Logo must be submitted in high-resolution jpeg to SEC
Submit to
April 20, 2017
Deadline to get Kate from SEC your shipment tracking numbers for ANY items being shipped to GES (booth, print, reg bag, etc.)
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8. Key Deadlines – Speaking Sponsors
For Speaker Sponsors:
No later than 10 days after signature of sponsorship contract
Title, Topic Description, Headshot and Bio due to SEC
Submit Speaker information:
March 26, 2017:
PowerPoint/Keynote, Introduction and Handouts, Order Forms, etc. due to SEC for approval
Submit to:
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9. Key Deadlines – Exhibiting Sponsors
For Exchange Sponsors:
April 1, 2017
GES can begin accepting shipments
Registration of Booth Staff
April 9, 2017
All Insurance Submissions are due. There are two options for insurance:
April 10, 2017
Deadline for discounted pricing on graphics
April 17, 2017
Deadline for regular pricing on graphics
April 20, 2017
Deadline for shipments to be received at GES warehouse
Please let Kate Strang at know if your collateral is a pre-set (set before the session takes place) or a drop (passed out during the session at a specific point in presentation) by Wednesday, April 19th.

10. Key Deadlines – Print Sponsors
For Sponsors who have any print items as a part of their sponsorship contract (registration bag, General Session pre-set, General Session drop, etc.):
April 19, 2017
Please let Kate Strang at know if your collateral is a pre-set (set before the session takes place) or a drop (passed out during the session at a specific point in presentation)
April 1, 2017
GES can begin accepting print shipments
April 20, 2017
Deadline for shipments to be received at GES warehouse

11. Speaker sponsor information

12. General Session – Show Media
If you have a PPT/Keynote, Introduction or Handout it is due by midnight March 26th, 2017.
No changes accepted after this submission.
Once approved, our A/V team will have that file in our system ready for your presentation.
16:9 format
All files (i.e. videos) embedded into PPT (not linking to YouTube/other website)
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13. General Session – Rehearsal Details
No visitors or guests backstage, please.
We will provide water backstage. If you need something else, please let the stage manager know.
You will not have the opportunity for a full rehearsal in the general session room, so please prepare and rehearse prior to your arrival.
Upon your arrival backstage for soundcheck, we will:
Mic you up and run a quick sound check with you.
Give you a walk-through of the stage.
Provide you with the slide advancer (if you are using one)
After your soundcheck, please remain backstage until further direction is given by Sue, our stage manager, to release you
Sue will provide you with your “Report Backstage Time”, which will be approximately 15 minutes before you go onstage
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14. General Session – Show Details
Report backstage at the time communicated to you by Sue during soundcheck
Please be show-ready upon arrival (hair/makeup complete, in your presentation wardrobe, restroom visit complete, etc.)
No visitors or guests backstage, please.
We will provide water backstage. If you need something else, please let the stage manager know.
Upon your arrival backstage, we will:
Mic you up
Provide you with the slide advancer (if you are using one)
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15. General Session – Show Details
The stage manager will greet you backstage at your “Report Backstage Time”. She will send you out based on our director’s cue to do so.
Once onstage, you have a very specific amount of time to speak. We will have a countdown clock that you will be able to see so you are aware of your time.
Additional notes may be given to you by our stage manager once you arrive to acclimate you to our stage, lights and audio set-up.
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16. General Session - Speaker Schedule
Your sound check time, presentation arrival time, session time, and microphone preference will be confirmed closer to the event.
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17. Exchange BOOTH sponsor information

18. The Exchange Agenda Day 0 – Wednesday, April 26
IMPORTANT: 1:00 PM – 6:00 PM EST – Move-In
4:00 PM – 8:00 PM – Registration
7:00 PM – 9:00 PM – Party in the Exchange
Day 1 – Thursday, April 27
12:30 – 2:00PM EST – Lunch Break
6:00 - 7:30 PM EST – Dinner Break
9:00 – 10:30PM EST – Post-Event Networking
Day 2 – Friday, April 28
12:30 – 2:00 PM EST – Lunch Break
6:00 – 7:30 PM EST – Dinner Break
9:00 – 10:30 PM EST – Post-Event Networking
Day 3 – Saturday, April 29
IMPORTANT: 5:00PM – 9:00 PM Move Out
You CANNOT load out before 5:00 PM on Saturday, April 29
*Event hours are preliminary and subject to change
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19. The Exchange – Booth Inclusions
Included:
Booth Size: 8' x 10'
Backwall Drape: Black
Sidewall Drape: Black
Facility Carpeted: Yes
1 - 6' Black Skirted Table
2 - Plastic Contour Chairs
1 - Wastebasket
1 - Booth ID Sign
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20. The Exchange – GES / Shipping
Online Exhibitor Kit: Soon to follow this call
Graphics
Suggested for custom signage, large printing, booth branding, etc.
Can be sourced with GES’ help – they have a large graphics department and can help you come up with creative sign solutions
Shipping
Shipping charges will apply and are the responsibility of the sponsor
Booth materials must be labeled/addressed as such:
Global Experience Specialists
c/o Be The Change Event 2017
<<Exhibitor Name, Booth #>>
7945 Mandarin Drive
Orlando, FL 32819
Reg bag materials must be labeled “REG BAG MATERIALS” with same address information to GES (7945 Mandarin Drive, Orlando, FL)
If your contract allows for a Drop or Preset in the General Session room, all materials must be labeled “DROP OR PRESET” with the same address information to GES (7945 Mandarin Drive, Orlando, FL)

21. The Exchange – Additional Needs
Electrical, Internet, and AV needs
Information on electrical, internet, and AV needs will soon follow with Exhibitor Kits from GES.
Wifi will not be provided in event space; if you need internet, you will need to order this through you Exhibitor Kit
Lead Capture
Lead Capture will not be supported by a mobile app nor scanning device. Please connect personally to shake hands, exchange business cards, and use your own way of capturing leads that works best for your organization.
Registration of Booth Staff

22. IMPORTANT SHIPPING Information

23. Shipping Notes
If you have items for a registration bag, pre–set, drop, or anything SEPARATE from your booth, please ship it to GES separately (i.e. a completely separate box)
This allows our team to separate shipments and organize appropriately for the different needs we have.
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24. Shipping Instructions
When shipping, please label your boxes as the following:
Exhibitor Shipping:
Global Experience Specialists
c/o Be The Change Event 2017
<<Your Name>>
<<Exhibitor Name, Booth #>>
7945 Mandarin Drive
Orlando, FL 32819
Reg Bag Collateral Shipping:
Global Experience Specialists
c/o Be The Change Event 2017
<<Your Name >>
Reg Bag Materials
7945 Mandarin Drive
Orlando, FL 32819
Preset /Drop/ Offer Shipping:
Global Experience Specialists
c/o Be The Change Event 2017
<<Your Name>>
Preset / Drop / Offer
7945 Mandarin Drive
Orlando, FL 32819
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25. THANK YOU! See you in Orlando!
Please make sure to review your contract for additional rules and guidelines.
See you in Orlando!