Information and Records Management Society Sponsorship Pack · 1 Information and Records Management Society We are delighted to invite you to participate in the 16th Information Records

1

Information and Records Management Society

www.irmsconference.org.uk

We are delighted to invite you to participate in the 16th Information Records

Management Society Conference, which will be held from Sunday 19th

to Tuesday

21st

May 2013, in Brighton.

The Information and Records Management Society (IRMS) reflects the workings of all members

and partners of the Society. Now celebrating its 30th

year, we boast well over 1,000 members

from across the globe.

Our Theme for the 2013 conference is Big Data, Open Data: the challenges for the Information

and Records Management Professional. The way in which data is stored and managed is evolving

at a faster rate than ever before. This hot topic will look specifically at how the data we store and

use in information and records management is changing, what we can expect in the future and the

risks and ramifications that this presents to the work we carry out every day. We are looking for

sponsors and exhibitors who will enhance this message to our key audience – a mix of private and

public sector practising records and information managers. Also well represented in the IRMS

membership are the supplier community: Consultants, EDRM/ECM vendors and integrators,

record storage specialists, disaster recovery and business continuity specialists, training and

education providers and publishers.

In a return to the ever popular sunny South East coast of England – The IRMS Conference 2013 will

take place on the Brighton seafront, at the Brighton Hilton Metropole – Sunday 19th to Tuesday

21st

May 2013.

As well as being an ideal venue to host the IRMS conference you can walk down the original 1890’s

marble staircase of Hilton Brighton Metropole, and out into the chic boutique-lined streets of

central Brighton, into the historic area of Brighton Lanes, the sea front and along the pier.

Brighton is an ideal venue in May, away from the hubbub of London, yet under one hour from the

capital, and 30 minutes from Gatwick Airport, and we know from past experience that delegates

are delighted “to be beside the seaside”.

Sponsorship Pack

2



Why should you get involved?

The IRMS Conference 2013 will incorporate themes not only directly associated with Information

and Records Management, but with IT, Data in the Cloud, Compliance and Policy and more, to

allow a greater understanding of all influencing topics.

If your organisation is in any way involved in the provision of services to help other organisations

manage, store and retrieve their information then this is the conference for you.

Attracting attendees from the UK and around the world, delegates come to the IRMS Conference

to collaborate, learn, inspire and to keep abreast of the latest innovations and products in the

supplier market.

In particular IRMS conference attendees are interested in meeting:

• Vendors and re-sellers of EDRM and ECM systems.

• Integrators and other service providers to support EDRM and ECM system

Implementations, looking at Data in the Cloud.

• Suppliers of services in the field of MOSS 2010/SharePoint.

• Suppliers of software and services in the fields of enterprise search, and social and

collaborative software.

• Consultancy companies in the field of record, information and knowledge management.

• Records storage and archiving companies.

• Business continuity and disaster recovery specialists and services.

• Training and education providers.

• Publishers in the fields of records, information and knowledge management.

A 3-day conference that targets records and information managers and buyers from both the public and private sector organisations.

Supporting us allows you to become recognised as a key ‘supporter’ or ‘sponsor’ of the UK’s

leading conference on information records management.

Benefit from an extensive PR and marketing plan promoting the conference. The

campaigns are key to any participation as they will raise awareness of your company and products

in the months running up to the event as well as during and after.

Benefits of supporting the IRMS conference

3



Network in both formal and informal environments and build contacts with all of the key

players in the field of information and records management.

Keep up to date with the debates, interests and needs of the information and record

management community – your audience.

Opportunity to identify future trends, techniques and developments in the

information and records management industry.

Get your brand and staff recognised post event – with photos of your exhibition space

featuring in the Information and Records Management Bulletin.

IRMS Conference, May 2012, Metropole Hotel, Brighton

4



The highlights of our Sponsorship Packages are listed below, all key

sponsorship packages include a basic exhibition package.

Business Lounge Sponsorship £6,500 + VAT

The Business Lounge is key area within the conference. Delegates will be welcomed to use this

area to catch up on work, meet with other conference attendees, network and speak to the

Sponsoring organisation and IRMS Committee.

WiFi will be available throughout the conference, and laptops and printing facilities will be

provided within the business lounge along with the phone charging station. There will also be

plasma within this area showing News 24, and meeting hub areas and contemporary furniture

with the daily newspapers and industry magazines. There will also be a tea and coffee station,

available throughout the conference.

The sponsor logo will feature on the charging station, laptop home pages and meeting hub

areas, there will also be a 4m x 2m shell scheme branded stand within this area, where the

Sponsor will host the area and showcase products/services from this area.

Conference App Sponsorship £6,000 + VAT

Following of the success of the launch of the IRMS conference app at the 2012 event, we have

an opportunity for an organisation to be branded and acknowledged throughout the

conference as the official app sponsor for 2013.

The app will be available for conference delegates to download a few weeks prior to the

conference and will be accessible to all types of smart phone.

The event app will provide the following functionality, and will have a positive impact on the

delegate experience:

• Mobile Event Guide – schedules, maps, reference info

• Crowdsourcing – mobile surveys, questions, polls and live feedback

• Push Messages – send text alerts, information and promotional messages directly to app users

at any time

• Networking – attendee profiles, secure messaging and appointments

• News and Social Media – deliver news and stakeholder communications through news feeds,

social networks, Flickr photos and You Tube video channels

• Product Information – directory to showcase products, services or partner solutions

• Personalised Agendas – push out specific itineraries to delegates to ensure they are always

where they need to be

• Analytics – access full reporting and analysis of user behaviour

The sponsors banner will appear on the app home page and weblike, with the sponsors

brochure being available through the app to all app users. There will also be an opportunity

for the Sponsor to send direct messages to app users during the conference.

Sponsorship Opportunities

5



Parallel Presentation Speaker Session Sponsorship £4,500 + VAT

Your organisation has the opportunity, the brand, name and subject to approval from the

Conference Organising Committee, design of the content of the session, supplying your own

speakers who will be promoted. Projection, screen and PA system will be provided to help

your delivery. Your session will be highlighted on conference app and your will have the

opportunity to feature your session on the newsletter prior to the event.

New Members Social Sponsorship £3,500 + VAT

There will be a new members social event taking place on the Sunday of the Conference from

3pm – 5.30pm. This fringe event will be an opportunity for new members to network and

meet and greet the IRMS Executive Committee. There will be a key note speaker and wine

tasting with canapes in a relaxed atmosphere being the ideal introduction to the IRMS

Conference. The Sponsor will be the official host and a representative from your organisation

will welcome the new members and introduce the key note speaker. The sponsor will be free

to brand the event with pop up banners, literature, promotional items and giveaways.

Gift Sponsor £3,500 + VAT

Every delegate attending the 2013 conference will be given a gift to take away and serve as

a useful reminder of the Brighton event. This is a unique opportunity to get your branding

on the delegate gift and have a say in what the gift is.

(Negotiation on package cost is available if you are providing the gift).

Conference Bag Sponsor £3,500 + VAT

Conference bag sponsorship offers immediate visual recognition for your company. The

conference bag design will be seen by every delegate and by hundreds of others for

months and sometimes years to come. It will be one of the first chances that you get to

make an impression on the delegates, speakers and attendees at the conference.

Conference Event Guide Sponsor £3,000 + VAT

The conference handbook is included in every delegate pack. This indispensable conference

guide is an A4 full colour booklet. It is used by all delegates to provide a daily reference

guide. By sponsoring the conference handbook your company logo and link will be visible

during and following the conference.

Badge Sponsorship £3,000 + VAT

Every person attending the conference will be issued with a name badge, this includes all

delegates, speakers, sponsors, exhibitors and IRMS Exec. The Sponsors Logo will be displayed

alongside the IRMS Logo on the badge and branded on the lanyard.

6



Award Sponsor £2,500 + VAT

This exciting opportunity will give you increased profile and serve as a great PR opportunity

for your company. As part of the conference gala dinner there will be an awards ceremony

to recognise the efforts of key people in the industry. As the award sponsor, you are

associated with the top award of the evening, with special mention, branding opportunities

and you will be part of the prize presentation with photo-call opportunities.

Premium Exhibition Stand £1,895 + VAT

All inclusive shell scheme stand 4m x 2m, also includes 2 tickets to the Welcome Reception and

Conference Dinner, Half page advert and delegate bag insert.

All Inclusive Exhibition Stand £1,495 + VAT

3m x 2m shell scheme stand, including name board, 500w power socket, strip light, table, table

cloth and 2 chairs.

Advertising Opportunities

Conference Handbook Advertising Full Page £250 + VAT Half Page £150 + VAT

The conference handbook will be distributed in every delegate pack. You have the opportunity

to advertise in the A4 handbook displaying your message to all delegates who pass through

the doors. Space is available in half and full page full colour. All artwork is to be supplied by

your organisation.

Conference Bag Inserts £200 + VAT

Inserts will be placed in the conference bags, which are distributed to every delegate. Your

insert can be up to A4 size and a maximum of 5 bound printed sheets. Inserts are very popular

for this conference and numbers are limited. Please book early to avoid disappointment.

Digital Adverts £200 + VAT

Plasma screens will be located around the conference with rolling advert opportunities.

Advertising and Insert Packages

Combining both a handbook advert, digital advert and conference pack inserts with a great

saving. Available with both a half page or a full page advert depending on the level of exposure

you want to achieve.

Full Page Advert, Digital Advert & Insert (£200 saving) £450 + VAT

Half Page Advert, Digital Advert & Insert (£175 saving) £375 + VAT

If you would like to sponsor the conference but none of the listed packages meet your requirements,

we can provide tailor-made packages to suit. Please contact Deborah Puxty-Ward on 01892 820936 or

[email protected]

7



Name of Organisation:

Contact name:

Job Title:

Address:

Post Code: Tel: Fax:

Email: Website URL (for weblink):

I wish to book the following Sponsorship Opportunity/Exhibition Stand (please tick where appropriate)

Business Lounge Sponsorship £6,500 + VAT Conference App Sponsorship £6,000 + VAT

Speaker Session Sponsorship £4,500 + VAT New Members Social Sponsorship £3,500 + VAT

Gift Sponsorship £3,500 + VAT Conference Bag Sponsorship £3,500 + VAT

Badge Sponsorship £3,000 + VAT Conference Event Guide Sponsorship£3,000 + VAT

Award Sponsorship £2,500 + VAT Conference Bag Inserts £200 + VAT

Premium Exhibition Stand £1,895 + VAT All Inclusive Exhibition Stand £1,495 + VAT

Sunday Evening Social Ticket £40 + VAT Special Package 10 Places £350 + VAT

Monday Evening Gala Dinner £75 + VAT Special Package 10 Places £625 + VAT

Exhibition stand space preference: 1. 2. 3.

Conference Handbook Advertising:

Full Page £250 + VAT Half Page £150 + VAT Digital Adverts (Plasma Screens) £200 + VAT

Advertising & Insert Packages:

Full Page Advert, Digital Advert & Insert (£200 saving) £450 + VAT

Half Page Advert, Digital Advert & Insert (£175 saving) £375 + VAT

Invoice Address (if different from above):

Post Code:

Purchase Order Number (optional):

By signing below I understand and agree to the terms and conditions of exhibiting at /sponsoring the IRMS 2013

Conference. Terms and conditions can be found at www.revolution-events.com/terms.html

Signature: Name: Job Title:

You will be invoiced by Revolution Events. Confirm your Package by completing and returning this form:

Email: [email protected]

Fax: +44 (0)1892 820931

Post: IRMS Conference

c/o Revolution Events Hawkwell Barn, Hawkwell Business Centre, Maidstone Road (A228), Pembury, Kent, TN2 4AG, UK

Booking Form

Documents

Information and Records Management Society Sponsorship Pack · 1 Information and Records Management Society We are delighted to invite you to participate in the 16th Information Records