Sponsor and Exhibitor Opportunities · payment to Association of Local Public Health Agencies, 2 Carlton Street, Suite 1306, Toronto ON M5B 1J; we regret we are unable to accept payment

2018 alPHa Annual Conference Sponsor/Exhibit Information 1

2018 alPHa Annual Conference - June 10, 11 & 12 Novotel Toronto Centre Hotel

45 The Esplanade, Downtown Toronto, Ontario

Sponsor and Exhibitor Opportunities

Our association’s 2018 annual conference will be held from June 10 to 12 at the Novotel Toronto Centre in the heart of downtown Toronto. alPHa is very pleased to provide sponsors and exhibitors the opportunity to support our event and organization. Enclosed is a package for your consideration; we hope you find it to be of interest to you and your colleagues. The Association of Local Public Health Agencies (alPHa) is a non-profit organization that provides leadership to Ontario’s boards of health and public health units. alPHa’s organizational members are Ontario’s 36 public health units, who are represented by Medical Officers of Health, Board of Health members, and senior program managers in public health nursing, inspection, dentistry, business administration, epidemiology, health promotion, and nutrition. The Association works with governments and other health organizations, to advocate for a strong and effective public health system in the province, as well as public health policies, programs and services that benefit all Ontarians. These public health decision-makers attend alPHa’s conferences and want to stay on top of trends that keep them at the forefront of opportunities for their organizations. As a conference sponsor, you will reach leaders and decision makers in the Ontario Public Health Sector.

Suite 1306, 2 Carlton Street, http://www.alphaweb.org Toronto, Ontario M5B 1J3 416-595-0006

http://www.alphaweb.org/




Event Information

Date: Sunday, June 10 to Tuesday, June 12, 2018 Location: Novotel Toronto Centre 45 The Esplanade, Toronto, Ontario Attendee Profile: Over 100 senior public health decision-makers and professionals at the municipal level

from across Ontario:

• Medical Officers of Health

• Board of Health Members

• Departmental Directors and Managers

Conference Format:

• Two-and-half days of plenary presentations/discussion, breakout/networking sessions, and social events:

Sunday 5 – 7 PM Early Registration and Welcome Reception

Monday 7 – 8 AM Registration

8 – 10 AM AGM & Resolutions Session (closed)

Morning Plenary Presentations

Afternoon Breakout Sessions

6 – 9 PM Reception & Awards Dinner

Tuesday Morning Section Business Meetings (closed)

1 PM Conference Ends

Why Sponsor or Exhibit with alPHa?

1. Gain visibility at a provincial gathering of the decision-makers in Ontario's 36 Health Units (representing over 7,000 employees).

2. Grow your market share in the health sector. 3. Network with clients and potential clients. 4. Promote your organization in a prime marketplace that includes educational presentations and a lively

atmosphere. 5. Demonstrate and highlight new products and services. 6. Create and project a memorable image. 7. Meet influencers face-to-face. 8. Obtain product and service feedback.

Read on to learn more about the four levels of conference sponsorship to help increase your exposure with public health units

http://www.novotel.com/en/hotel-0931-novotel-toronto-centre/index.shtml




Sponsor Opportunities Sponsorship Levels

Sponsor Benefits Platinum

$5,000 and up

Gold $3,500 - $4,999

Silver $2,000 - $3,499

Bronze $1,000 – $1,999

Recognition at conference opening and closing 1

Opportunity to put promotional material on the delegates’ tables

Complimentary full conference registration

(two people)

(one person)

Display promotional material on registration table

Recognition of sponsor in an e-blast to all alPHa members

Link on alPHa website to your website for one year

Corporate logo on sponsor sign at conference with recognition of the level of sponsorship 2

Complimentary exhibit space (based on availability on a first-come, first-served basis)3

1 Recognition in opening and closing ceremony as well as incorporation of logo into projected conference graphics. 2 Logo size and placement dependent on sponsorship level. 3 Platinum Sponsors provided with premium exhibit location.


Special Events Sponsorship If you wish to sponsor the following special event(s) and make public health leaders take note of your organization, please indicate this on the Commitment Form.

Welcome Reception A relaxed mix and mingle for attendees to kick off the conference the night before the formal activities begin.

Sunday, June 10 Opportunity to display company sign and/or address delegates for up to 2 minutes.

$1,000

Lunch Monday, June 11

Opportunity to display company name/logo on screen during lunch hour.

$1,000

Awards Dinner A highlight, this dinner celebrates outstanding achievements in public health with speeches from award recipients.

Monday, June 11 Opportunity to display company sign and/or address delegates for up to 5 minutes.

$2,500

Fitness Break Monday, June 11 Opportunity to lead a 5-minute physical activity during a half hour break and/or display company name/logo on screen during a half hour break.

$500

Sponsorship and Exhibit Policies • All sponsorship and exhibit opportunities are available on a first-come, first-served basis.

• Sponsorship, exhibit, and advertising opportunities are subject to qualification and approval by alPHa.

• Payment must accompany signed commitment form.

• All cheques should be made payable to the Association of Local Public Health Agencies. Mail to: 2 Carlton Street, Suite 1306, Toronto ON M5B 1J3.

• Cancellation must be received in writing.

• Cancellations received by 4:30 PM, May 11, 2018 are subject to a 25% cancellation fee.

• No refunds of payment will be made for cancellations received after May 11, 2018.




Not-for-Profit Exhibitor Opportunities

Exhibit space is available during the 2018 alPHa Annual Conference at a special rate for our not-for-profit partners. An appendix with further exhibit information appears near the end of this document. Fee*: Non-profit/government rate: $600

* rate shown apply whether exhibiting for whole or part of the conference. Exhibitor opportunities are subject to qualification and approval by alPHa.

Exhibitors are encouraged to: 1. Include premiums and incentives for delegates at their booth. 2. Provide a door prize for which they will receive recognition during a prize draw for conference delegates.


EXCLUSIVE PARTNERSHIP OPPORTUNITY FOR 2018

Co-sponsor the alPHa Fitness Challenge* - $15,000 One day each year, alPHa challenges Ontario’s public health units to get as many of their 7,000 employees as possible active for 30 minutes across the province. In the past 10 years, the completion has grown fierce and, well, a little wacky, as more than one health unit usually achieves 100 percent participation. The final winner is selected based on qualitative elements such as variety, number of activities, and overall spirit. The winner is recognized at the alPHa annual conference, and representatives are invited to lead conference delegates in an activity break. In 2018, the Fitness Challenge is scheduled to take place on Thursday, May 10. As co-sponsor of the alPHa Fitness Challenge, you will be sending a strong, positive message to our members and the communities they serve that you support healthy communities and people, and understand that good health for everyone is an important societal goal. As alPHa’s partner in the Fitness Challenge, you will be recognized as the co-sponsor for the May 10, 2018 event in all communications from alPHa. You will have all the benefits of a Platinum Sponsor associated with the conference, as well as be part of the award presentation to the winner. You can stop there, or we can discuss further opportunities to enhance your exposure to the 7,000 health unit employees across the province.

For more information, please contact: Loretta Ryan at (416) 595-0006 ext 22, [email protected]

* alPHa reserves the right to select a partner for the Fitness Challenge based on compatible organizational values, goals and objectives.

mailto:[email protected]


COMMITMENT FORM – page 1

Please complete the form and email it to Susan Lee at [email protected]

Company/Organization: ________________________________________________________________

Contact Name: ________________________________________________________________________

Title: ________________________________________________________________________________

E-mail: ______________________________________________________________________________

Telephone: _____________________________Ext. _______

Address: _____________________________________________________________________________

Sponsorship Opportunities All sponsorship opportunities are available on a first-come, first-served basis, however, alPHa reserves the right to select a partner for the Fitness Challenge based on compatible organizational values, goals and objectives. Payment must accompany signed contract. All cheques should be made payable and mailed to the Association of Local Public Health Agencies, 2 Carlton Street, Suite 1306, Toronto ON M5B 1J3. We regret we are unable to accept credit card payments. Cancellation must be received in writing. Cancellations received by 4:30 PM, May 11, 2018 are subject to a 25% cancellation fee. No refunds of payment will be made for cancellations received after May 11, 2018. 2018 Fitness Challenge Co-sponsor $15,000

Platinum Sponsor $5,000 and up

Gold Sponsor $3,500 – $4,999

Silver Sponsor $2,000 – $3,499

Bronze Sponsor $1,000 - $1,999

Special Event:

Welcoming Reception (June 10) $1,000

Lunch (June 11) $1,000

Awards Dinner (June 11) $2,50

Fitness Break (June 11) $500

Sponsorship Contribution = $_____________ Not-for-Profit Exhibitor Opportunity Fee below applies whether exhibiting for the whole or only part of the conference. Exhibit locations will be assigned on a first-come, first served basis once payment is received; location will be at the discretion of alPHa. Please send payment to Association of Local Public Health Agencies, 2 Carlton Street, Suite 1306, Toronto ON M5B 1J; we regret we are unable to accept payment by credit card. Cancellations to exhibit space must be in writing, and will be accepted up to and including May 11, 2018, in which case all monies paid by the Exhibitor will be refunded, less an administration fee of $75 per exhibit space. Cancellations received after May 11, 2018 and no-shows will be required to forfeit the full exhibit fee.

Non-Profit/Government Rate: $600

Exhibit Fee Total = $ _____________

TOTAL Sponsorship/Exhibit Amount Contribution = $ ____________ Note: Organizations will be contacted regarding their sponsorship/exhibit upon receipt of this application form.

mailto:[email protected]?subject=2018%20alPHa%20Conference%20Sponsorship/Exhibit


Sponsorship and exhibit opportunities are subject to qualification and approval by alPHa.

EXHIBITOR INFORMATION FORM – page 1 Please fill out one form per exhibit

Organization: _________________________________ Exhibit Contact Name: ___________________________

Address: ___________________________________________________________________________________

Phone: __________________________________ Email: ____________________________________________

Please describe the type / size of exhibit (e.g. table top, free standing ; if free standing, include approx. square

footage): ___________________________________________________________________________________

Please check ( ) as appropriate: 1. Electrical power required? Yes 2. Anticipated amount of setup time required: ______________________ 3. Date of set up: Sunday, June 10 (3:00 PM onward) OR

Monday, June 11 (6:30 AM onward) 4. Dates of exhibit: Monday, June 12 Tuesday, June 13 5. Shipping: Yes, we will be pre-shipping packages. Number of packages/boxes: ____ 6. Special request for additional services or equipment e.g. Internet, AV or computer. Please specify your

needs. We will inform you of the cost once we receive a quote from the service provider.

_________________________________________________________________________________

_________________________________________________________________________________

7. Bringing our own equipment, details:

_________________________________________________________________________________

_________________________________________________________________________________

8. We require name badges for the following exhibit/display staff (please print name and title):

1.

NAME: TITLE:

2.

NAME: TITLE:


continued on next page

EXHIBITOR INFORMATION FORM – page 2

9. Please indicate special dietary needs or food allergies (including if severe allergy):

________________________________________________________________________________________ 10. Please note the exhibit fee you have paid to reserve exhibit space includes the cost for meals for only ONE

exhibit staff person. Additional meals are $80 per person per day, and includes breakfast, lunch, and breaks. If you require additional meals for exhibit staff, please indicate below (price includes grats, taxes).

Additional meals required for ______ person(s) x $80.00 each X ____ days = Total of $ ___________

Please send payment to Association of Local Public Health Agencies, 2 Carlton Street, Suite 1306, Toronto ON M5B 1J. We regret we are unable to accept payment by credit card.

Please e-mail to Susan Lee at [email protected] by MAY 18, 2018. Thank you.



APPENDIX – Exhibit Information

Location: Foyer, Champagne Ballroom, 2nd Floor

Novotel Toronto Centre Hotel 45 The Esplanade, Toronto, Ontario

Local tel: 416-367-8900, Toll-Free: 1-866-437-8703 E-mail: [email protected]

Parking: For overnight guests, self-parking in the hotel’s underground garage is available at $25

per car per day (plus taxes). Overnight guests wishing to park must provide a license plate number to the Front Desk; payment will be made at check-out. For self-parking day guests, there are two payment options: A. If paying through the hotel, the cost for same-day parking is $17.25 (plus taxes). Please provide the hotel Front Desk with the license plate number. B. If paying at the meter, daily maximum rate is $12. Tickets must be purchased at the machine. There is no valet parking at the hotel. (Note: Above prices subject to change.)

Registration: Upon arrival at the conference, please pick up your name badge at the Conference

Registration Desk (Champagne Ballroom) on second floor. Exhibit Hours: Monday, June 11, 2018 7:00 AM to 4:30 PM Tuesday, June 12, 2018 7:30 AM to 1:00 PM Set-Up Times: Sunday, June 10, 2018 3:00 PM – 5:00 PM OR

Monday, June 11, 2018 6:30 AM onward Tear Down Times: After 4:30 PM on Monday or after 1:00 PM on Tuesday; all displays must be removed by

2:00 PM on Tuesday.

All display materials must be removed from the exhibit areas. You are responsible for return shipping arrangements of your displays/materials and for the appropriate return shipping labels. Any materials left behind will be discarded 5 business days after your departure.

Exhibit Provision: One draped 6’ table and two chairs will be provided free of charge for each exhibit.

Wireless Internet is free. There is limited availability of electrical power (charges will apply). The Exhibitor is responsible for any additional cost associated with their technical requirements such as audio-visual or wired Internet access; however, alPHa will help to arrange any special requests.

Continued…




Food & Beverage: Breakfast, breaks and lunch are provided each day for one (1) exhibitor personnel.

Additional meals can be purchased for $80 per person per day. Payment: Exhibit locations will be assigned on a first-come, first served basis once payment is

received; location will be at the discretion of alPHa. Please make cheques payable to Association of Local Public Health Agencies and mail to 2 Carlton Street, Suite 1306, Toronto ON M5B 1J3. We regret we are unable to accept payment by credit card.

Cancellations: Cancellations to exhibit space must be in writing, and will be accepted up to and

including May 11, 2018, in which case all monies paid by the Exhibitor will be refunded, less an administration fee of $75 per exhibit space. Cancellations received after May 11, 2018, and no-shows will be required to forfeit the full exhibit fee.

Security: The exhibit area will not have a security guard during conference, evening and overnight

hours. We recommend that all electronic materials be removed at night. Leaving electronic equipment on-site will be done at your own risk. alPHa is not responsible for any lost or damaged items.

Liability: Liability of the Association of Local Public Health Agencies (alPHa) is limited to provision

of exhibit space. alPHa will not be responsible for any loss or damage to property, accident or injury to exhibitors, employees, the public, or damage to hotel property as a result of the exhibit.

Shipping Ahead of Time / Receiving:

Due to limited storage space, the hotel is unable to store display materials or show merchandise. Should guests require delivery of crates, boxes or display materials, it must first be coordinated with the hotel’s Catering and Events Coordinator. Delivery of materials will not be accepted more than 48 hours prior to the start of the event. Handling charges may be incurred based upon size, weight, and storage of conference materials. Deliveries from outside Canada must have a Customs Broker in order to ensure proper clearance over the border. The hotel is not responsible for clearing shipments held at the border and reserves the right to refuse any shipments that arrive with duties and taxes outstanding. Please advise Nafees Komaravolu, Catering and Events Coordinator, Novotel Toronto Centre, ([email protected]) that shipments are scheduled to arrive. The following information must be clearly marked on each box:



Attention: Catering Coodinator Box #____ of #____

Novotel Toronto Centre Hotel

45 The Esplanade Toronto Ontario M5E 1W2

Tel: (416) 367-8900

Hold for (Event Name): 2018 alPHa Annual Conference Event Contact Name: ______________________________________ Date of Event: ____________________________________________ Event Function Room: ______________________________________ Sender’s Name: ____________________________________________ Company Name of Sender: __________________________________ Address: _________________________________________________ Telephone of Sender: _______________________________________

Shipping After Conference:

All exhibitors are responsible for organizing all return shipments from the Convention Centre, including the way bills and scheduling a pick up for their boxes. Please advise the Convention Centre’s banquet captains of any boxes that need to be stored for pick up.

IMPORTANT: Material must be removed from the hotel on the last day of the event. Neither alPHa nor the Convention Centre will be responsible for damage or loss of any items left on the premises prior to, during or following an event. Daily cartage and storage fees will apply.

Green Initiatives: As an exhibitor, please help the conference go green by:

• limiting printed materials for distribution; e-mail information to attendees after the conference;

• take back or give extra promotional items to charities rather than tossing them into the garbage

• use the recycling bins throughout the venue

• use minimal packaging Need Help? Contact: Susan Lee Association of Local Public Health Agencies Tel: 416-595-0006 ext 25 Fax: 416- 595-0030 E-mail: [email protected]


13



Additional Information Hotel Information: Novotel Toronto Centre Hotel

45 The Esplanade, Toronto, Ontario Local tel: 416-367-8900, Toll-Free: 1-866-437-8703

E-mail: [email protected]

Hotel Accommodations: TBA

Thank you for your interest in the 2018 alPHa Annual Conference!



Documents

Sponsor and Exhibitor Opportunities · payment to Association of Local Public Health Agencies, 2 Carlton Street, Suite 1306, Toronto ON M5B 1J; we regret we are unable to accept payment