Sponsorship & Exhibit
for Success 18th Annual
Government Procurement Conference www.gpc-texas.org
Wednesday, August 6, 2014
Arlington Convention Center
18th Annual Government Procurement Conference
Exhibitor & Sponsorship Opportunities August 6, 2014 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, AT&T
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.
Celebrating its 18th year, the Government Procurement Conference includes concurrent workshop
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
to help promote and advance small business’ impact on the economy.
THE CONFERENCE For 18 years, the Government Procurement Conference continues to be North Texas’ 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 us in Arlington in 2014
Hosted by:
The University of Texas at Arlington
Cross Timbers Procurement Center
TMAC
Exhibitor Target Exhibiting at the Government Procurement Conference is a great way to gain access to a variety of small
businesses looking to supply the products and services you are seeking.
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 Business (VOB) /
Service Disabled Veteran Owned Business (SDVOB) 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.
Attendee Breakdown
Conference Center Information Arlington Convention Center
1200 Ballpark Way
Arlington, Texas 76011
(817) 459-5000; (817) 459-5091 (fax)
www.arlingtontx.gov
25%
11%
11%
53%
Government Procurement Conference 2013 Attendance
Breakdown VOB / SD VOB
Government Agencies &Business Resources
Primes / LargeCompanies
Business Owners (HUB,WOSB, 8a, etc)
2014 Exhibitor Opportunities The Government Procurement Conference offers opportunities to market your organization to hundreds
of expected attendees. Exhibitors are highlighted during dedicated exhibit hall times, as well as during
the workshops and breaks.
Exhibitor Marketing Opportunities:
Exhibit Booth includes: • Continental breakfast, buffet luncheon and conference materials for two (2) attendees
• 10’ x 10’ draped booth
• 6’ skirted table
• 2 chairs
• Wastebasket
• Company / agency signage
• 18th Annual Government Procurement Conference exhibitor badge
Exhibitors have full privileges for conference participation.
Parking ($5) and services such as Internet, phone, electricity, freight delivery and booth accessories ARE
NOT included in the exhibitor or sponsor registration fees.
PLEASE NOTE: Arrangements for these additional services must be made through the Arlington
Convention Center (ACC) and / or contracted event decorator and NOT The University of Texas at
Arlington, Cross Timbers Procurement Center or TMAC. Forms are available at the Arlington Convention
Center website: http://www.arlingtontx.gov/acc/eventplanning.html.
Setup Tuesday, August 5, 2014 3:00 p.m. – 6:00 p.m. Wednesday, August 6, 2014 7:30 a.m. – 8:30 a.m.
Exhibit Day Wednesday, August 6, 2014 8:30 a.m. – 3:30 p.m.
Take Down Wednesday, August 6, 2014 3:30 p.m. – 7:30 p.m.
Additional Booth Representative Fees
The exhibitor’s fee includes registration for TWO ATTENDEES. Additional booth representative
registrations may be purchased at the regular general attendee price, based on fees at the time of
registration.
Exhibitor Benefits All exhibiting companies will receive the following benefits:
• Floor space in exhibit hall
• Listing as an exhibitor on the Government Procurement Conference website
• Admission to workshops, meals and conference events
Exhibit Information
Booth Size
Exhibit booths are 10’ deep by
10’ wide.
Tables are skirted and 6’ long
Contact
For more information
regarding exhibiting, please
contact:
Natalie Burden
(817) 272-0543
Furnishings
Exhibit booths include 10’x10’
exhibit space, pipe, drape,
signage, a 6’ skirted table, 2
chairs, and a wastebasket.
You may rent furnishing items
from the event decorator.
Additional services (Internet,
phone and electricity) are
available through the
Arlington Convention Center.
Exhibit Hours
Wednesday, August 6
8:30 a.m. – 3:30 p.m.
Exhibit Setup
Tuesday, August 5
3:00 p.m. – 6:00 p.m.
Wednesday, August 6
7:30 a.m. – 8:30 a.m.
Exhibit Take Down
Wednesday, August 6
3:30 p.m. – 7:30 p.m.
Exhibit Hall Floor Plan
Exact floor plan has not been finalized. Depending on number of exhibitors, this floor plan is
subject to change.
Sponsorship Opportunities and Benefits Sponsorship provides economic value to organizations by its exposure and recognition to numerous
decision makers and key stakeholders. Presidential, Red, White, Blue and other sponsorship levels
receive the following items:
Presidential Level Sponsor $15,000
- Exhibit booth package (20’ x 20’ exhibit hall booth space with choice of booth location)
- Ten (10) complimentary general attendee admissions
- Sponsorship of luncheon
- Recognition with logo / link on Government Procurement Conference website / marketing collateral
- Company logo recognition in exhibit hall
- One reserved table of ten (10) at conference luncheon
- Presidential level conference sponsor booth recognition ribbon
- Presidential level conference nametag recognition
- Marquee at luncheon
Red Level Sponsor $10,000
- Exhibit booth package (20’ x 20’ exhibit hall booth space with choice of booth location)
- Eight (8) complimentary general attendee admissions
- Sponsorship of continental breakfast
- Recognition with logo / link on Government Procurement Conference website / marketing collateral
- Company logo recognition in exhibit hall
- One reserved table of eight (8) at conference luncheon
- Red level conference sponsor booth recognition ribbon
- Red level conference nametag recognition
- Marquee at luncheon
White Level Sponsor $5,000
- Exhibit booth package (10’ x 10’ exhibit hall booth space with choice of booth location)
- Six (6) complimentary general attendee admissions
- Sponsorship of exhibit hall resource lounge
- Recognition with logo / link on Government Procurement Conference website / marketing collateral
- Company logo recognition in exhibit hall
- One reserved table of six (6) at conference luncheon
- White level conference sponsor booth recognition ribbon
- White level conference nametag recognition
- Marquee at luncheon
Blue Level Sponsor $3,500
- Exhibit booth package (10’ x 10’ exhibit hall booth space with premier location)
- Four (4) complimentary general attendee admissions
- Sponsorship of workshop area
- Recognition with logo / link on Government Procurement Conference website / marketing collateral
- Company logo recognition in exhibit hall
- One reserved table of four (4) at conference luncheon
- Blue level conference sponsor booth recognition ribbon
- Blue level conference nametag recognition
- Marquee at luncheon
Bag Sponsor $3,000
- Exhibit booth package (10’ x 10’ exhibit hall booth space)
- Three (3) complimentary general attendee admissions
- Company logo on bag
- Company recognition on Government Procurement Conference website
Nametag and Lanyard Sponsor $2,000
- Exhibit booth package (10’ x 10’ exhibit hall booth space)
- Three (3) complimentary general attendee admissions
- Company logo on lanyard
- Company recognition on Government Procurement Conference website
Additional Level Sponsors $750.00
- Exhibit booth package (10’ x 10’ exhibit hall booth space)
- Two (2) complimentary general attendee admissions
- Company recognition on Government Procurement Conference website
Exhibitor Marketing Kit Get the Most from your Exhibit
What are your goals for participating in the 18th Annual Government Procurement Conference?
- Networking?
- New suppliers?
- New customers?
- Generate sales leads?
- All of the above?
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 The University of Texas Arlington and Cross
Timbers Procurement Center have 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
- 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 audience decision? Technical
specifications? Applications expertise? Instructional support?
- How will your event promotion strategy align with your organization’s marketing strategy and
goals?
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 18th 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, 2014
Create your conference marketing strategy
Prepare your marketing timeline and identify your budget
Identify key companies or executives to target
Place the 18th Government Procurement Conference banner ad on
your company website
Post the 18th Government Procurement Conference to your website
calendar of events – offer a link to schedule appointments at the
conference
Tweet about the conference using the #gpcdfw hashtag
Become a fan of the Cross Timbers Procurement Center Facebook
page and RSVP as attending for the 18th 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, 2014
Develop a print ad for placement in industry publications with event
call-out
Tweet newsworthy event activities and information on your exhibit
#gpcdfw
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, 2014 Develop an electronic press kit
Schedule on-site meetings in advance
August 11, 2014 Contact leads after the event
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 18th 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.
Twitter is an instant message made available to the public. Use Twitter to post updates about your
company, new products and industry news. You can also connect and engage with customers
using Twitter. When tweeting about the 18th Annual Government Procurement Conference, be sure to
include the hashtag: #gpcdfw.
1 Source: SMM for Sales & Marketing Professionals, www.salesandmarketing.com
LinkedIn allows businesses to develop relationships with prospects, maintain relationships with
current customers and find service providers. Recommend and share details about the 18th
Annual Government Procurement Conference with your network and connect with registrants.
YouTube is an inexpensive way to use video to connect with customers. Exhibitors can use
YouTube during the event to capture interviews with customers, footage of your booth and the
event floor.
Facebook allows you to connect to your customers and prospects and let them know about your
company, products and news. Post updates, share photos, links and videos and connect with
attendees through the Facebook 18th Government Procurement Conference event page.
12 Tips about Social Media for Trade Shows
(http://www.skylinetradeshowtips.com/12-tips-about-social-media-for-trade-shows/)
Sponsorship Opportunities Custom sponsorships tailored to your corporate goals are available. For further details, contact Natalie
Burden at (817) 272-0543 or [email protected].
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 18th Government Procurement Conference.
There are many ways to reach out to the media:
- Send press releases to recommended media two to three months before the 18th 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.
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