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Coming in 2015… OptoWest Regional Conferences MARKETING & SPONSORSHIP PLANNER

OptoWest Regional Conferences MARKETING & SPONSORSHIP … 2015 Sponsorship Opportunities.pdf · Jodi Haas (OptoWest), 2415 K Street, Sacramento, CA 95816, email to [email protected],

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Page 1: OptoWest Regional Conferences MARKETING & SPONSORSHIP … 2015 Sponsorship Opportunities.pdf · Jodi Haas (OptoWest), 2415 K Street, Sacramento, CA 95816, email to jhaas@coavision.org,

Coming in 2015…

OptoWest Regional Conferences

MARKETING & SPONSORSHIP PLANNER

Page 2: OptoWest Regional Conferences MARKETING & SPONSORSHIP … 2015 Sponsorship Opportunities.pdf · Jodi Haas (OptoWest), 2415 K Street, Sacramento, CA 95816, email to jhaas@coavision.org,

Two regional OptoWest meetings featuring innovative education presented in a one full-day format

NEW FOR 2015 – The California Optometric Association’s OptoWest, the premier conference created by eye care professionals for eye care professionals, will be offered as two regional meetings, held in Northern California and Southern California, under a new one-day format at each location. OptoWest will continue to provide quality education for optometrists and their professional staff — offering both OD and paraoptometric tracks at each meeting. The OD continuing education program will submitted to and accredited by COPE; the paraoptometic continuing education program will be submitted to ABO, NCLE and the AOA Commission of Paraoptometric Certification (CPC). 100 to 200 attendees are expected at each regional conference. The COA House of Delegates will meet February 21-22, 2015, in conjunction with OptoWest San Jose. Let COA help maximize your return on investment as an OptoWest 2015 sponsor. All sponsors will receive exposure at BOTH regional conferences. Gone are the days of simply popping up a booth and waiting for the sales to come to you. Working as a team, COA helps our partners achieve their goals for building traffic, leads, brand awareness and sales. For more than a century, COA has been dedicated to making optometry a stronger, better, and more visible profession. It has worked diligently on all fronts to ensure that those who have earned the title of doctor of optometry have the opportunity to practice their profession to the fullest extent possible. We appreciate your company’s continued support! For more information , please contact: Jodi Haas | Membership Development Manager California Optometric Association 2415 K Street | Sacramento, CA 95816 Ph: 916.266.5038 | Cell: 916.705.9673 | Fax: 916.448.1423 | [email protected]

Page 3: OptoWest Regional Conferences MARKETING & SPONSORSHIP … 2015 Sponsorship Opportunities.pdf · Jodi Haas (OptoWest), 2415 K Street, Sacramento, CA 95816, email to jhaas@coavision.org,

OptoWest 2015 Sponsorship, Exhibitor & Marketing Opportunities

SUPPORTING SPONSOR - $750 (20 available) • Acknowledgment on all pre-event advertising (printed and digital) to highlight your

company’s participation and support • Acknowledgement on official conference website, www.optowest.com, with your company

logo and link to your website • Inclusion of your company-provided printed brochure, flyer or small promotional item in

attendee registration bags to be distributed at both regional OptoWest conferences and at COA’s House of Delegates meeting

Add a full year of advertising in the product & services section of COA’s California Optometry magazine for only $1,750!

PREMIER SPONSOR & EXHIBITOR - $5,000 (only 10 available)

All of the benefits mentioned above, plus: • Exhibit Table to promote your company’s products & services at both regional conferences

with inclusion in the passport program to drive traffic to your table • Company logo on event signage • Pre & post attendee lists with full contact information to promote your company’s products

and services and to thank attendees • Acknowledgement in COA ‘thank you’ advertising in California Optometry magazine

following event

PRESENTING SPONSOR - $15,000 (2 available – may purchase both for exclusivity) All of the benefits mentioned above, plus: • ‘Thank You’ podium mentions to raise awareness of your support • Introduction of a hot-topic class lecturer at each regional conference • Exhibit table at COA’s House of Delegates meeting • Two (2) complimentary conference registrations at each event for ODs or staff • Full-page, full-color ad in each 2015 issue of California Optometry magazine

CONFERENCE SPONSOR Premier or Presenting Sponsors may support the following conference items for increased branding and recognition. All sponsorships will be highlighted at both regional meetings. Continental Breakfast Sponsor - $3000 Conference Bag Sponsor - $2,500 Break Sponsor (2 available) - $2,000 Name Badge Sponsor - $2,500 Lunch Sponsor - $5,000 Pen Sponsor - $1,500

E-BLAST ADVERTISING Targeted emails will promote upcoming COA conferences to over 8,000 doctors and staff. Size: 450 x 203 pixels 1x - $150 3x - $375 6x - $600

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Page 4: OptoWest Regional Conferences MARKETING & SPONSORSHIP … 2015 Sponsorship Opportunities.pdf · Jodi Haas (OptoWest), 2415 K Street, Sacramento, CA 95816, email to jhaas@coavision.org,

SPONSORSHIP AGREEMENT California Optometric Association (COA) OptoWest North Regional Conference San Jose, CA - February 22, 2015 OptoWest South Regional Conference Anaheim, CA – May 3, 2015

OptoWest Contact Information (Please list the person that all advance and/or exhibitor information will be sent to. This will be the primary person that COA staff will work with.)

Company Name: Contact Name:

Mailing Address:

City: State: Zip:

Phone: Fax: E-mail: Web site:

Booth Manager: E-mail

Sponsorship & Fees Exclusive Presenting Sponsorship - $30,000 Premier Sponsor & Exhibitor - $5,000 Presenting Sponsorship - $15,000 Supporting Sponsor with Magazine Advertising - $2,500

Supporting Sponsor - $750 Premier Lunch Sponsor & Exhibitor - $10,000 Premier Breakfast Sponsor & Exhibitor - $8,000 Add e-blast advertising to expand your marketing efforts: Premier Break Sponsor & Exhibitor - $7,000 1-time ad - $150 Premier Conference Bag Sponsor & Exhibitor - $7,500 3-time ad - $375 Premier Name Badge Sponsor & Exhibitor - $7,500 6-time ad - $600 Premier Pen Sponsor & Exhibitor - $6,500

TOTAL: $_____________________

To reserve OptoWest 2015 sponsorships & exhibit space, a 50% deposit of the total fee is required. Payable by check, Visa, MC, Discover or AMEX, the non-refundable deposits must be received within 30 days of execution of this agreement or the sponsorship will be released. Full payment must be received at close of business Friday, October 31, 2014. If final payment is not received by the deadline date the sponsorship will be released. To reserve sponsorships (if available) after October 31, 2014, full payment must accompany this contract.

Sponsor agrees that if this contract is received and accepted by COA without a deposit, pending invoicing to sponsor, it shall be deemed valid and binding as though the deposit was made. Deposits are not transferable.

Are there any company conflicts that you would like the OptoWest Show Management to be aware of?

Conference Program & Website Company Information (if different from above)

Company Name: Contact Name:

Mailing Address:

City: State: Zip:

Phone: Fax: E-mail: Web site:

The above address and contact information will be included on the official conference website, www.optowest.com

IMPORTANT: YOU MUST SUBMIT THE FOLLOWING INFORMATION ELECTRONICALLY TO [email protected] Your company logo in any of the following high resolution (300 dpi or more) formats: EPS, TIF, JPG, PDF.

PAYMENT METHOD Payment for: □ Deposit Only □ Total Fee

Make check or money order payable to: California Optometric Association, Optowest Sponsor, 2415 K Street, Sacramento, CA 95816

Name on Card: Card #

Exp. Date: CCV# (VISA/MC/DIS - 3 digit # on back; AMEX - 4 digit # on front)

Signature:

The deposit is required to confirm sponsorship. Space can be held with the contract, but will not be confirmed without payment.

Return this signed contract with payment to: Jodi Haas (OptoWest), 2415 K Street, Sacramento, CA 95816, email to [email protected], or fax to (916)469-2896. This fax number is a secured fax number for contracts with payment information.

By signing below, sponsor agrees to the Terms and Conditions of this agreement and hereby purchases sponsorship described above at the 2015 OptoWest Regional Conferences. The person signing this document expressly represents and warrants to Show Management, that he/she is authorized by Exhibiting Company to bind it to the terms and conditions hereof.

Authorized Signature: Date:

Page 5: OptoWest Regional Conferences MARKETING & SPONSORSHIP … 2015 Sponsorship Opportunities.pdf · Jodi Haas (OptoWest), 2415 K Street, Sacramento, CA 95816, email to jhaas@coavision.org,

OPTOWEST 2015 - Terms and Conditions All sponsors of the OptoWest Regional Conferences are under the control and management of the California Optometric Association (“Show Managment”). These

terms and conditions are part of the contract between the exhibiting firm and Show Management and it is the responsibility of the exhibiting company to read these carefully

and adhere to them, as well as any provisions contained in the exhibitor service kit that will be forwarded after receipt of the deposit and contract.

THIS SPONSORSHIP AGREEMENT (the “Agreement”) is by

and between company named on the sponsor

agreement (“Sponsor”), and California Optometric

Association (“Organization”) a not-for-profit

organization with its principal place of business located

at 2415 K Street, Sacramento, CA 95816.

WHEREAS, Organization is conducting events,

OptoWest North and OptoWest South (“Events”),

which provide cutting-edge continuing education to

optometrists and paraoptometrists to help them

launch their practice into the future. OptoWest North is

scheduled for February 22, 2015 in San Jose, California

and OptoWest South is scheduled for May 3, 2015, in

Anaheim, California.

WHEREAS, Sponsor desires to promote its

products and services at the Events

NOW, THEREFORE, in consideration of the

promises and mutual covenants of the parties, it is

agreed as follows:

1. SPONSORSHIP TERMS.

(a) A 50% deposit shall be paid upon execution

of this agreement by Sponsor and/or co-sponsor and

the balance will be paid no later than October 31,

2014.

(b) In return for the Sponsorship Fee, Sponsor

shall receive the following benefits (collectively, the

“Sponsorship Benefits”) detailed in the Marketing &

Sponsorship Planner

2. USE OF THE SPONSORSHIP FEE

(a) The parties agree that the amount paid to

Organization in connection with the Events represent

fair market value for the promotional opportunities

provided to Sponsor.

(b) If Organization offers more than one type or

level of promotional opportunities to manufacturers or

marketers of pharmaceutical, medical device or over-

the-counter drug products, Organization represents

that it has disclosed all such offerings to Sponsor.

Organization shall specifically disclose to Sponsor if any

such manufacturer receives the same or similar

Sponsorship Benefits for a fee less than the Sponsorship

Fee.

(c) No amount paid under this Agreement is

intended to be, nor shall it be construed as, an offer or

payment made, whether directly or indirectly, to induce

the referral of patients; the prescription, purchase, lease

or order of any item or service; or, the recommending or

arranging for the purchase, lease or order of any item or

service.

(d) Organization represents and warrants that

proceeds from the Sponsorship Fee shall only be used to

offset legitimate costs of conducting the Events,

including venue rental, audio/visual expenses, and

similar overhead costs. Organization agrees that it shall

not use the Sponsorship Fee to provide food or beverage

to healthcare professionals without Sponsor’ separate

written consent.

(e) Organization agrees to keep records

regarding all payments made, and costs, expenditures

and expenses incurred, in connection with the Events,

and shall provide Sponsor with information regarding

these payments, costs, expenditures and expenses that

Sponsor determines it may be required to disclose under

state or federal regulations. Specifically, if Sponsor

consents to use of the Sponsorship Fee to provide food

or beverage to healthcare professionals, Organization

agrees to accurately track all recipients and to comply

with any restrictions imposed by Sponsor that may

prohibit the provision of food or beverage to residents of

certain states. All records and other information

described under this section shall be provided to Sponsor

no less than thirty (30) days after receipt of such request.

(f) To the extent Organization is owned by,

comprised of, or affiliated in any way with healthcare

providers (the “Affiliated HCPs”), Organization represents

and warrants that no proceeds from the Sponsorship Fee

shall be diverted or used, directly or indirectly, in a

manner that provides an economic benefit to such

persons. Organization specifically warrants that Affiliated

HCPs shall not receive cash or other items of value

derived in any way from the Sponsorship Fee.

Notwithstanding the foregoing, if Sponsor and

Organization agree to use the Sponsorship Fee to

provide meals at the Events, Affiliated HCPs may accept

such meals under the same terms and circumstances as

other Event attendees.

(g) The Sponsorship Fee is not intended as, and

shall not be construed as an unrestricted educational

grant. The parties agree that proceeds from the

Sponsorship Fee shall not be used in any way to support

continuing education (“CE”) activities. Specifically, the

Sponsorship Fee shall not be used to pay for honoraria,

travel or similar expenses for CE instructors, attendees or

others. If the Event includes any form of CE activities,

Organizer shall provide a separate and distinct venue for

Sponsor’ promotional activities, and shall implement

appropriate financial controls to ensure that the

proceeds from the Sponsorship Fee are appropriately

segregated from funds used to support CE activities.

(h) Sponsor may, from time to time, reassess its

calculation of fair market value for the Sponsorship

Benefits provided under this Agreement, consistent with

Sponsor policies and applicable state and federal

healthcare laws. In the event this Agreement must be

changed to comply with such policies or laws, Sponsor

shall promptly notify Organization and the parties shall

undertake reasonable efforts to amend this Agreement

accordingly.

3. CERTIFICATIONS AND DISCLOSURES

(a) Organization certifies that all payments and

other activities undertaken in connection with the

Events shall be undertaken in a manner that complies

with all applicable Sponsor policies and applicable

state and federal law including, without limitation, the

Federal Food, Drug, and Cosmetic Act (21 U.S.C. § 301

et. seq.) and the Federal Anti-Kickback Statute (42

U.S.C. § 1320a-7b).

(b) Sponsor will have the right in its discretion (a)

to display and disclose, as may be required under

state or federal law or as is otherwise desired by

Sponsor, information relating to this Agreement, any

and all payments, reimbursement for expenses, or

other transfer of value made in other than dollar form

relating to this Agreement, or any other information

relating to this Agreement and (b) to display such

information on Sponsor’s websites.

(c) To the best of Organization’s knowledge,

Organization certifies that no employees, officers,

directors, or other persons affiliated with Organization are

currently excluded, debarred, suspended, or otherwise

ineligible to participate in Federal health care programs.

4. TERM; TERMINATION

This Agreement shall commence on the Effective Date

and will extend through May 15, 2015, unless

terminated by either party pursuant to the terms of this

Agreement (the “Term”).

(a) Unless Organization violates paragraph b) of

this section upon execution of this Agreement by

Sponsor, if Sponsor terminates this Agreement on or

before September 26, 2014, 50% of the balance owed

is due and payable to Organization, if Sponsor

terminates agreement on or after September 27, 2014,

100% is due and payable to Organization.

(b) In the event of a party’s breach, this

Agreement may be terminated by the non-breaching

party by giving fifteen (15) days written notice, unless

the breaching party corrects such breach within said

fifteen (15) day period. This Agreement may be

terminated immediately upon: (1) the bankruptcy,

liquidation or state of insolvency of either party; or (2)

failure by Organization to comply with the terms of

Sections 2 or 3 of this Agreement.

5. NOTICES

1) Notices shall be given to Sponsor via certified

mail, return receipt requested or via overnight delivery

addressed to the respective party set forth below, with

an additional copy being sent to Sponsor contact

address, or such other address as Sponsor may notify the

Organization of, in accordance with this paragraph; and

shall be deemed received seventy-two (72) hours after

deposit in the U.S. mail or twenty-four (24) hours after

deposit with a recognized overnight delivery service.

2) Notices shall be given to Organization via certified

mail, return receipt requested or via overnight delivery

addressed to the respective party set forth below at 2914 K

Street, Sacramento, CA 95816, or such other address as

Organization may notify Sponsor of, in accordance with this

paragraph; and shall be deemed received seventy-two (72)

hours after deposit in the U.S. mail or twenty-four (24) hours

after deposit with a recognized overnight delivery service.

6. MISCELLANEOUS

(a) This Agreement does not involve the counseling or

promotion of a business arrangement or other activity that

violates any State or Federal law. The parties will comply

with all relevant federal and state statutes and

regulations.

(b) Nothing in this Agreement shall in any way be

construed to constitute Organization as the agent,

employee or representative of Sponsor. Organization shall

not have the power to bind Sponsor or its Affiliates in any

capacity unless specifically authorized to do so by

Sponsor in writing.

(c) This Agreement does not constitute any right or

license granted by Sponsor to Organization to use

Sponsor's trademarks or service marks in any way except

as expressly approved by Sponsor.

(d) This Agreement does not constitute any right or

license granted by Organization to Sponsor to use

Organization’s name, logos, trademarks or service marks

in any way except as expressly approved in writing by

Organization.

(e) This Agreement shall be construed in

accordance with the laws of the state of California

excluding any conflicts or choice of law rule or principle

that might otherwise refer construction of this Agreement

to the substantive law of another jurisdiction.

(f) This Agreement constitutes the entire

agreement between the parties, supersedes and replaces

any prior agreement entered into between Organization

and Sponsor related to the subject matter hereof, and all

such prior agreements are hereby terminated and are of

no further force or effect. Modification, amendments, or

supplements to this Agreement shall be in writing and

signed by each party. This Agreement is personal to the

parties hereto, and neither this Agreement, nor any right,

obligation, interest, or duty may be assigned, transferred

or otherwise dealt with, without the express written

consent of the other. Notwithstanding the above, Sponsor

may freely assign all or part of this Agreement to any

Affiliate.

(g) No waiver by either party hereto at any time of

any breach or of compliance with any condition or

provision of this Agreement shall be deemed a waiver of

similar or dissimilar provisions or conditions at any prior or

subsequent time.

(h) The validity and/or invalidity of any provision or

portion of a provision of this Agreement will not affect any

other provision or portion thereof of this Agreement, which

shall remain in full force and effect.