Sponsorship & Exhibit for Success

19th Annual Government Procurement Conference

www.gpc-texas.org

Friday, August 7, 2015

Arlington Convention Center

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19th Annual Government Procurement Conference

Exhibitor & Sponsorship Opportunities

August 7, 2015 Arlington Convention Center Arlington, Texas

CONFERENCE PROFILE This year’s location is the Arlington Convention Center situated in the heart of Dallas/Fort Worth’s Entertainment District. The conference center is nestled among Rangers Ballpark in Arlington, Cowboys Stadium, Six Flags Over Texas, Six Flags Hurricane Harbor and Arlington’s finest hotels and restaurants. For added convenience, the Arlington Convention Center is midway between Dallas and Fort Worth and is only 15 minutes south of the Dallas/Fort Worth International Airport.

The 2015 Government Procurement Conference includes concurrent workshops sessions dedicated to the advancement and understanding of working with local, state and federal government agencies and their prime contractors. The workshops include hot topics and best practices that help to promote and advance small businesses impact on the economy.

THE CONFERENCE For 19 years, the Government Procurement Conference continues to be North Texas’s leading conference on government procurement. Each year, the Conference connects speakers, procurement specialists, non-profit resource agencies, academia and small businesses from a variety of sectors for education, networking, and business development.

MAXIMIZE YOUR MARKETING EXPERIENCE by joining August 7, 2015.

Hosted by:

The University of Texas at Arlington

Cross Timbers Procurement Center

TMAC

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Attendee Profile Government Procurement Conference attendees are small business owners looking to do business with local, state and federal government and their prime contractors. Veteran-Owned and Service Disabled Veteran Owned Businesses and Historically Underutilized Business (HUB) owners offer a variety of products and services and attend the Conference to network and learn the requirements entailed with being a subcontractor.

2014 GPC Recap Total Attendees: 586

Exhibitors (Prime Contractors/Small Business/Government/Non Profits): 102 Workshops: Doing Business with the Federal Government, Federal Government Contracts Legal Update, Accelerating Profitable Growth through Government Contracting, Construction Scheduling, Making use of the Small Business Support Systems in the Metroplex, Practical Guide to Establishing a FAR Part 31 Compliant Accounting System, My Contract Changed-Now What?, Are you ready for Prime Time, Opening Doors with Federal Certifications, Supply Change Counterfeit Parts, Capture Management, Cyber Tips for Small Business, Government Contracting, Contracting Updates for Prime Contractors, Contract Financing, and Getting Paid for Construction Progress. Help Desks: Bid Matching, System of Award Management (SAM), Veteran Verification Assistance Program (VAP), Dynamic Small Business Search, Capability Statements and Military Packaging Requirements.

Conference Center Information Arlington Convention Center 1200 Ballpark Way Arlington, Texas 76011 817.459.5000; 817.459.5091 (fax) www.arlingtontx.gov

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2015 GPC Cost:

Attendance fee: $75.00. Include access to the exhibit hall and workshops complementary parking, breakfast, and lunch. Exhibitor booths: Small Business: $150.00: Breakfast, lunch and conference materials for one (2) attendees; 10’ x 10’ draped booth; 6’ skirted table; 2 chairs; Wastebasket; Company / agency signage and complementary parking.

Government/Non Profit: $150.00 Breakfast, lunch and conference materials for one (2) attendees; 10’ x 10’ draped booth; 6’ skirted table; 2 chairs; Wastebasket; Company / agency signage and complementary parking.

Prime Contractor: $500.00 Breakfast, lunch and conference materials for one (2) attendees; 10’ x 10’ draped booth; 6’ skirted table; 2 chairs; Wastebasket; Company / agency signage and complementary parking.

Virtual Prime Contractor: $475.00 Prime contractors unable to attend the GPC will have the opportunity to conduct capability briefings via video conferencing. Buyers and purchasing managers are able to see small business owners face to face and discuss their subcontracting needs.

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2015 Exhibitor Opportunities The 2015 Government Procurement Conference offers the opportunity to market your organization to over 600 expected attendees! Exhibitors are highlighted during dedicated Exhibit Hall times as well as during the Workshops and breaks.

Exhibitor Marketing Opportunities:

Exhibitors have full privileges for conference participation.

Services such as Internet, Phone, Electricity, Freight Delivery, and Booth Accessories are not included in the exhibitor or sponsor registration fees. Arrangements for these additional services must be made through the Arlington Convention Center and/or contracted event decorator. Forms are available in this guide and online at http://gpc-texas.org.

Additional Booth Representative Fees The Exhibitor’s fee includes registration for TWO ATTENDEES unless otherwise specified. Additional booth representative registrations may be purchased at regular General Attendee price based on fees at time of registration.

Setup Thursday, August 6, 2015 3 p.m. – 6 p.m.

Exhibit Day Friday, August 7, 2015 9 a.m. – 4 p.m.

Take Down Friday, August 7, 2015 4 p.m. – 8 p.m.

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Exhibit Hall Floor Plan

Exact floor plan has not been finalized, depending on number of exhibitors this floor plan is subject to change.

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The companies listed below are 3rd Party Contributors who provide funding to Cross Timbers Procurement Center that is matched one for one with the U.S. Department of Defense.

tp://www.kvelaw.com/http://www.kvelaw.com/http://www.kve

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Sponsorship Opportunities Sponsorship provides economic value to organizations by its exposure and recognition to numerous decision makers and key stakeholders. It also helps to underwrite some of the meeting expenses in exchange. The various sponsorship levels receive the following items:

Presidential Level Sponsor: $15,000 - Ten (10) complimentary conference registrations - Exhibit Booth Package 2 (10’ x 10’ Exhibit Hall Booth Space) - Co-Sponsorship of Exhibit Listing/Conference Program (includes full page, 4 color ad with premium

placement) - ad dimensions must be 8.5"(W) x 11"(H) with ¼” bleed - Co-Sponsorship of the Exhibit Hall - Reserved seating at Conference lunch - Complimentary Parking

Gold Level Sponsor: $10,000 - Eight (8) complimentary conference registrations - Exhibit Booth Package 2 (10’ x 0’ Exhibit Hall Booth Space) - Co-Sponsorship of Exhibit Listing/Conference Program (includes full page, 4 color ad) - ad

dimensions must be 8.5"(W) x 11"(H) with ¼” bleed - Co-Sponsorship of Breakfast Break - Reserved seating at Conference lunch - Complementary Parking

Veteran Sponsor $7,000 - Six (6) complimentary conference registrations - Exhibit Booth Package 2 (10’ x 10’ Exhibit Hall Booth Space) - Recognition in Exhibit Listing/Conference Program (includes half page, 4 color ad) – ad dimensions

must be 8.5” (W) and 5.5” (H) with ¼” bleed - Co-Sponsorship of Workshop Area - Complementary Parking

Virtual Match Maker Sponsor: (i2i Technologies) $5,000 - Four (4) complimentary conference registrations - Exhibit Booth Package 2 (10’ x 10’ Exhibit Hall Booth Space) - Recognition in Exhibit Listing/Conference Program (includes quarter page, 4 color ad) – ad

dimensions must be 4.25” (W) and 5.5” (H) with ¼” bleed - Complementary Parking

General Co-Sponsor – Breakfast $2,500 - Exhibit Booth Package (10’ x 10’ Exhibit Hall Booth Space) - Recognition on Signage during the course of the appropriate break/appropriate time period - Acknowledgment in the Exhibit Listing/Conf. Program(logo) & during the course of the

Conference Proceedings - Conference admission for 3 attendees - Complementary Parking

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Resource Lounge Sponsor (Tarrant Regional Water District) $2,000 - Exhibit Booth Package (10’ x 10’ Exhibit Hall Booth Space) - Recognition on Signage in the Resource Lounge - Acknowledgment in the Exhibit Listing/Conf. Program(logo) & during the course of the

Conference Proceedings - Conference admission for 3 attendees - Complementary Parking

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Virtual Match Maker (VMM)

1. What is the Virtual Match Maker (VMM)? The VMM is capability briefing between Small Business Subcontractors (SBS) and a Prime Contractor Buyer (PCB) via video conferencing. 2. When and where will the VMM event be held? The date is August 7, 2015 and will be held in the Arlington Convention Center during the Government Procurement Conference (GPC). Ten desktop computers will be stationed in a conference room. 3. What is the purpose of this event? Provide the opportunity for SBS to present their company capability directly to PCB’s who cannot attend the GPC. Provide the opportunity for PCB to talk with SBS from their office desk top. 4. How many appointments can the participants expect? On average, each prime contractor (company) will have 9-18 (15 minutes) appointments with small business subcontractors during a 6 hour period. Each prime contractor company should have three or more buyers to participate in the video conferences. Small business subcontractors can expect to video conference with 5 to 10 prime contractor buyers. The exact number of appointments will vary based on attendance and needed qualifications. The final number of appointments will be known after 7/9/2015. 5. What is the agenda for the Prime/Subcontractor Match Maker Event? The video conferences will start at 9:00AM – 11:00AM and 1:00PM to 3:00PM. Each conference will last 15 minutes or three per hour. 6. What is the format for the Prime/Subcontractor Match Maker meetings? Scheduled meetings are 15 minutes in length. Three meetings are scheduled per hour per company. Five Desktop PC”s will be used allowing for 10 prime contractors and up to 90 SBS to participate in the virtual match maker event. 7. How does the Prime/Subcontractor Match Maker process work? Participating SBS will complete a one page capability statement (see sample). Participating PCB will identify the type of small business subcontractor they want to video conference with. We will match the participants and schedule the meeting by 7/9/2015.

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Workshops

GPC Workshops and Help Desk Info

9:45 a.m. and 1:15 PM Small Business Workshops

1.) Doing Business with the Federal Government Mark Snyder – Speaker/Moderator

• Mission & Installation Contracting Command (Fort Hood, TX): Kimberli Gray, Small Business Specialist

• Sheppard Air Force Base: Mark Snyder, Sheppard AFB Contracting Officer

• Army & Air Force Exchange Service: Sandra Wicker, Supplier Diversity Manager

Description: Hear from federal government contracting officers and procurement specialists about what you need to know in order to do business with the federal government. Each of these three experts has a short presentation and will then be available to answer your questions. Questions should be general in nature and benefit the entire audience.

2.) Accelerating Profitable Growth through Government Contracting ????????? Jim Ratchford - Speaker

• TMAC: Jim Ratchford, Senior Business Development Manager

Description: Would you like to improve the profitability of your business, grow your business faster and have more fun doing it? If so, join us in this workshop with our speaker Jim Ratchford. Jim has worked with hundreds of businesses throughout much of the U.S. and Canada to help them achieve success--often far beyond what they thought was possible.This fast-paced program sends you back to work with a wealth of ideas that you can begin applying in your business immediately. Use these tips and tools to ramp up your government marketing efforts:

• The three keys to business success

• What you don't know can hurt you the most

• Understanding your greatest cost and your greatest asset

• Understanding the power of your numbers

• Unlocking the passion of your people

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• The big effect of small changes

• Introduction to the TMAC diagnostic Analysis and Action Plan

• Creating a culture of action

3.) My Contract Changed - Now What? ????????? Kathy Van Every - Speaker

• Law Offices of Kathy Van Every, PLLC: Kathy Van Every, Attorney

Description: If you have a contract with the federal government, you can count on it being changed. Many of the changes are processed formally through the "Changes" or other appropriate contract clause. Yet other changes occur when the government directs certain actions or fails to act. It is up to the contractor to recognize these types of "constructive" changes and work with the contracting officer to modify the contract. Failure to do so can be financially devastating and impede your ability to perform the effort on time.

This session discusses how changes occur in government contracts and what to do to preserve the integrity of the deal. You'll gain insight into the types of actions or inactions that create "constructive changes" and what to do. We will also explore the difference between a Request for Equitable Adjustment (REA) and filing a claim under the Contracts Disputes Act (CDA) and the strategic implications of each.

4.) Opening Doors with Federal Certifications - SBA

Nancy Alvarez, Supervisor Business Opportunity Specialist (U.S. Small Business Administration, DFW District Office)

This presentation gives you an overview of the various federal certifications that will assist you in growing your company. The federal certification limits the pool of contractors bidding on projects to only those who have a certain certification. Come to this class and learn about the various certifications to determine which will assist you in growing your company. The eligibility criteria for Service-Disabled Veteran Owned Small Business certification, HUBZone certification, 8(a) Business Development Program certification, small business certification, Woman Owned Small Business Certification, and the Economically Disadvantaged Woman Owned Small Business will be discussed. How many of the certifications are you eligible to have?

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5.) Supply Chain Counterfeit Parts ????????? Brandon Phoenix and Mike White - Speakers

• TMAC: Brandon Phoenix, Advisor • TMAC: Mike White, Advisor

Description: Are you aware that counterfeit parts impact domestic and international governments, businesses, and consumers alike? The financial impact is estimated to be in the hundreds of billions of dollars and affects industries such as aerospace, manufacturing, construction, energy, and medical. Staying informed about the detection and avoidance of counterfeit parts is vital to our warfighter's safety and economic vitality of the industries supporting them. Protect your business; learn the detection and compliance rules.

6.) Capture Management: Jamie TooGood – Speaker

Description: Capture Management is identifying a bid opportunity BEFORE the Request for Proposal is released. This gives the company ample time to properly prepare to write the proposal and consequently gives the contractor a better proposal and a better chance to win. The capture team is established early which allows the business folks and the technical folks to be identified and actually start the process of preparing the proposal. Come hear this Capture Management Executive discuss this program that will assist you in winning proposals and consequently increasing your profitably.

7.) Government Contracting 101 Chuck Waldrop - Speaker

• North Texas Small Business Development Center Network: Chuck Waldrop, Director, Center for Government Contracting

Description: This workshop is an overview of government contracting at the federal, state and local level. Our instructor addresses the intimidation factor, confusion and complexity and demonstrates how to succeed in government contracting. Begin building your business base and receive professional help in the process.

8.) SBA Update for Prime Contractors (Note: For small or large businesses) Sophia Chou – Commercial Market Representative

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Robert C. Taylor – Area Director, Government Contracting Area 5 Stephanie Lewis – CMR & Size Specialist

• Small Business Administration: Sophia Chou, Commercial Market Representative - Moderator

Description: New legislation and regulations; compliance reviews; NAICS codes and size standards; self-certification procedures; and other current issues.

Help Desks (Located in the Main Hall)

1.) Bid Matching: Roger Flores (Public Wii Fii) 2.) SAM: Donna Watts (Public Wii Fii) 3.) Veteran Verification: Skip Masters (Never replied 4.) Dynamic Small Business Search: Paul Stone (Public Wii Fii)

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Speakers

1. Keynote (invited): Maria Contreras-Sweet, Administrator United States Small Business Administration

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Exhibitor Marketing Kit Get the Most from your Exhibit

Business owners today are ‘crazy busy’ – they will plan the time they spend at this conference very carefully. They come prepared with itineraries of workshops to attend and exhibitors to see. How can you make their ‘short list’? PROMOTE YOUR COMPANY BEFORE THE CONFERENCE. An effective pre-event promotion strategy provides you with increased exhibit traffic, higher level attendees and more informed and interested visitors. Your pre-event promotion can also raise your profile at the conference and help you stand out from the crowd.

Take advantage of the marketing resources and tools UTA & Cross Timbers Procurement Center has developed to get the maximum benefit from your participation. We are your resource.

Customize your strategy using multiple tactics:

- Social media - Web advertising - Public relations - Email - Print advertising - Sponsorship opportunities - Featured Exhibitor Profiles

Take some time to review the opportunities available – many are included with your exhibit participation and we have provided tools to help you craft the best marketing mix to bring successful event results for you.

Pre-show Planning

Formulate a strategy. As with any effective marketing strategy – keep your target audience in mind and answer a few key questions:

- Who is your target vendor or customer? What is their job title? Industry? - What are their challenges? How can you address those challenges? - What can you deliver to these prospects at the Conference that will make their visit worthwhile? - What will be unique at your exhibit that can’t be obtained through other means (web,

brochures, etc)? - What information can you provide to help your target prospect’s decision? Technical

specifications? Applications expertise? Instructional support? - How will your event promotion strategy align with your organization’s marketing strategy and

goals?

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What do you have that’s NEW? What’s the compelling new need, benefit or service that you will be featuring at the Conference? Emphasize that in your pre-event marketing.

Set goals for your participation. Create SMART goals: Specific, Measurable, Attainable, Realistic and Timely. Goals should be straightforward and emphasize what you want to happen.

During the 19th Government Procurement Conference: At the end of the day, review all leads and set actions to ensure each lead is followed up as quickly and completely as possible. Assign someone at the office to help with information requests.

Don’t hope… don’t wing it… PLAN Based on your goals and budget, put together a plan that incorporates a mix of media, vehicles and formats. Time your messages periodically and far enough out from the event that you gain maximum impact through repeated messaging.

Target Date Action Date Done

June 15, 2015

Create your conference marketing strategy Prepare your marketing timeline & identify your budget Identify key companies or executives to target Place the 19th Government Procurement Conference banner ad on your company Website

Post the 19th Government Procurement Conference to your Website calendar of events – offer a link to schedule appointments at the conference

Tweet about the conference using the #dfwgpc hashtag Become a fan of the Cross Timbers Procurement Center Facebook page and RSVP as Attending for the 19th Government Procurement Conference to connect with attendees before the conference.

Recommend the Government Procurement Conference to your network on LinkedIn

Create news releases on what you’ll feature at the Conference and send to industry media

Choose Sponsorship Opportunities

June 30, 2015

Develop a print ad for placement in industry publications with event call-out Tweet newsworthy event activities and information on your exhibit #dfwgpc Re-tweet Conference information from the Cross Timbers Procurement Center Twitter Page

Send reminder emails with newsworthy information about your event participation to your customers and prospects

July 15, 2015 Develop an electronic press kit Schedule onsite meetings in advance

August 11, 2015 Contact leads after the event

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Post-Show Plan

When you return from the conference, take time to schedule a meeting with your team to review the event.

Start by looking at your goals for the 19th Government Procurement Conference. Which ones did you achieve? Which fell short? Ask each person who worked the event what worked? What didn’t?

Leads and Lessons learned A recent study found that on average, an astonishing 94% of leads are not being followed up by internal sales organizations1:

Re-qualify leads by phone – A quick post-show phone conversation will ensure your:

o “A” leads are still eager to do business o “B” leads have a future interest in doing business o “C” leads are less interested prospects

Match interest to expense Send requested information and a personalized cover letter to the A and B lists. Send a generic “thanks for stopping by our booth” letter to your C leads.

Included Promotion with your Booth

Online Listing As an exhibitor, updating your online directory listing is extremely important to the success of your event!

Social Media Drive attendees to your booth by using social media. Include your social media information in your email correspondence, website and other marketing communications.

LinkedIn allows businesses to develop relationships with prospects, maintain relationships with current customers and find service providers. Recommend and share details about the 19th

Annual Government Procurement Conference with your network and connect with registrants.

1 Source: SMM for Sales & Marketing Professionals, www.salesandmarketing.com

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12 Tips about Social Media for Trade Shows (http://www.skylinetradeshowtips.com/12-tips-about-social-media-for-trade-shows/)

Public Relations The power of the press is frequently overlooked by exhibitors. Trade reporters are looking for things to write about that will be of interest to their readers but only about 10% of exhibitors reach out to the media. Make sure they know about your company and your products and services with press materials before, during and after the 19th Government Procurement Conference.

There are many ways to reach out to the media:

- Send press releases to Recommended Media 2 – 3 months before 19th Government Procurement Conference.

- Schedule one-on-one interviews with key trade media with your top executive. - Schedule a Press Conference during the show. - Provide digital press kit to the Government Procurement Conference Media Center.