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OPHTHALMOLOGICAL SOCIETY OF THE WEST INDIES 28 th ANNUAL CONFERENCE SPONSORSHIP AND EXHIBIT PROSPECTUS Georgetown, Guyana THE GUYANA MARRIOTT HOTEL GEORGETOWN July 5 - 8, 2017
OPHTHALMOLOGICAL SOCIETY OF THE WEST INDIES
28th ANNUAL CONFERENCE
SPONSORSHIP AND EXHIBIT
PROSPECTUS
Georgetown, Guyana
THE GUYANA MARRIOTT HOTEL GEORGETOWN
July 5 - 8, 2017
Ophthalmological Society of the West Indies
INFORMATION
Message from the Local Organizing Committee
Key Information
Exhibit & Sponsorship Opportunities
Other Sponsorship & Advertising Opportunities
Exhibit & Sponsorship Policies
28th Annual Conference | 5 –8 July, 2017
Dear Industry Partners:
The Ophthalmological Society of the West Indies (OSWI) will be hosting its 28th Annual Conference, from July 5—8, 2017, at The Guyana Marriott Hotel Georgetown. The 28th Annual OSWI Conference will continue to recognize the Society’s aims to improve
the knowledge of its members, and circulate information on eye care to its members, members of the medical profession, and the public. This year’s Scientific Programme will include oral and poster presentations by ophthalmologists from the Caribbean, North America, and Europe. We expect to attract attendees from North America, Canada, Latin America, and the Caribbean. Your support is vital in making this Conference a success. This Exhibit and Sponsorship Prospectus outlines the various opportunities available for your company to participate and promote your organization internationally and locally. Benefits associated with the various levels of sponsorship include the opportunity to host a booth at the Conference; having the company logo included on the Conference bags, the website banner, flyers, and in video promotions; title sponsorship of events such as a breakfast or lunch presentation, the offsite networking event, the opening reception or closing reception; and to provide industry-sponsored tokens for the presenters and research winners.
We look forward to your participation at the 2017 OSWI Conference, and urge you to contact the OSWI
Conference Secretariat to indicate how you wish to participate.
Yours sincerely,
Dr. Nigel Barker
President
MESSAGE FROM THE ORGANIZING COMMITTEE CHAIR
Ophthalmological Society of the West Indies
The mission of the Ophthalmological Society of the West Indies (OSWI) is to prevent and eradicate blindness in the region by fostering lifelong ophthalmic education and research with the use of cutting edge technology and cultural exchange amongst ophthalmologists in the Caribbean. OSWI plays a pivotal role in vision health for all Caribbean citizens by improving eye care standards through the work of its Board of Directors, Committees, and Partners, as well as working alongside national and international ophthalmological and eye care organizations. OSWI aims to:
1) Promote and improve the ethics and practice of Ophthalmology in the West Indies 2) Circulate information on eye care to its members and members of the medical profession and the public 3) Arrange medical meetings, discussions, etc. to improve the knowledge of its members 4) Act as an umbrella organization for Ophthalmological Societies in the region 5) Collaborate with Governmental and Non-governmental organizations working to improve Ophthalmologic care in the region 6) Develop ties with extra regional Ophthalmologic Societies and Associations in the furtherance of its cause and to their mutual benefit
KEY INFORMATION
28th Annual Conference | 5 –8 July, 2017
CONFERENCE PROFILE
The 28th Annual OSWI Conference will recognize the Society’s aims to improve the knowledge of its members, and circulate information on eye care to its members, members of the medical profession, and the public. KEY DATES AND DEADLINES
Conference Dates Wednesday July 5 - Saturday July 8, 2017
Exhibit Dates Wednesday July 5 - Saturday July 8, 2017
Submission of Sponsorship/ Exhibit Contract Friday March 31, 2017
Submission of Advertising Artwork Friday May 12, 2017
Submission of Exhibit Staff Registration Summary Form Friday June 16, 2017
Delivery of Conference bag inserts Friday June 30, 2017
Delivery of Stand-alone signage (Platinum & Gold Partners) Tuesday July 4, 2017
Exhibit booth Load-in Tuesday July 4, 2017
Exhibit booth Load-out Saturday July 8, 2017
VENUE
The 2017 OSWI Conference will be held at The Guyana Marriott Hotel Georgetown, where accommodation will also be provided. Exhibitors are encouraged to book within the official OSWI room block at the Guyana Marriott to take advantage of the group rate, and to support OSWI in meeting our commitment to our hotel partner. Bookings within the room block will open February 1, 2017.
Ophthalmological Society of the West Indies
SCHEDULE AT A GLANCE
28th Annual Conference | 5 –8 July, 2017
PLATINUM PARTNER - US$15,000 Platinum Level Partners will receive:
Double exhibit space (20’ x 20’)
Exhibit Registration for six (6) staff members
Four (4) complimentary tickets to the President’s Dinner
Half-page advertisement in all OSWI newsletters for twelve (12) months
Centre-page spread advertisement in the OSWI West Indian Medical Journal Supplement OR the Conference Magazine
Company’s Logo on Partnership page in the OSWI West Indian Medical Journal Supplement OR the Conference Magazine
Company’s Logo projected during the Conference breaks; Opportunity to show a short video or commercial in the breaks
Company’s Logo printed on the “OSWI 2017 Partners” banner
Placement of stand-alone signage in Conference pre-function and common areas
Two (2) stand-alone signs (not exceeding 6’ x 2’) in main meeting room
Complimentary space on OSWI Conference website for one year (wide skyscraper advertisement, 160px X 660px)
Full-page editorial slot on the OSWI website (content to be approved by the OSWI Executive)
Acknowledgement of support in the “Platinum Partners” Recognition area on the OSWI Conference website
Acknowledgement of Platinum Level support in the Conference Magazine with Company’s Logo
Oral acknowledgement of support to be made during the President’s Dinner
Opportunity to host a fifteen-minute Lunch slot for a themed presentation
Opportunity to have one representative attend any pre- and post-Conference press briefings
Opportunity to place promotional material inside the media kit (One (1) 8.5” x 11” sheet)
Opportunity to place promotional material inside the Conference bags (Maximum three (3) 8.5” x 11” sheets)
Four (4) exclusive email blasts to OSWI Members and 2017 Conference registered attendees (Sent through the OSWI Conference Secretariat) to promote Partner’s presence at the Conference
Opportunity to provide official branded conference bags, pens, notepads and lanyards
Acknowledgement of Platinum Level support in Conference public relations and social media activity
GOLD PARTNER - US$12,000 Gold Level Partners will receive:
One exhibit space (10’ x 10’)
Exhibit Registration for five (5) staff members
Three (3) complimentary tickets to the President’s Dinner
Half-page advertisement in all OSWI newsletters for six (6) months
Full-page inside front cover advertisement in the OSWI West Indian Medical Journal Supplement OR the Conference
Magazine
Company’s Logo on the Partnership page in the OSWI West Indian Medical Journal Supplement OR the Conference
Magazine
Company’s Logo projected during the Conference breaks; Opportunity to show a short video or commercial in the breaks
Company’s Logo printed on the “OSWI 2017 Partners ” banner
Placement of stand-alone signage in pre-function and Conference common areas
One (1) stand-alone sign (not exceeding 6’ x 2’) in main meeting room
Complimentary space on OSWI Conference website for one year (large rectangle advertisement, 336px X 280px)
Three-quarter page editorial slot on the OSWI website (content to be approved by the OSWI Executive)
Acknowledgement of support in the “Gold Partners” Recognition area on the OSWI Conference website
Acknowledgement of Gold Level support in the Conference Magazine with Company’s Logo
Oral acknowledgement of support to be made during the President’s Dinner
Opportunity to host a ten-minute Breakfast slot for a themed presentation
EXHIBIT AND SPONSORSHIP OPPORTUNITIES
Ophthalmological Society of the West Indies
Two (2) exclusive email blasts to OSWI Members and 2017 Conference registered attendees (Sent through the OSWI Conference Secretariat) to promote Partner’s presence at the Conference
Acknowledgement of Gold Level support in Conference public relations and social media activity
SILVER PARTNER - US$8,000 Silver Level Partners will receive:
One exhibit space (10’ x 10’)
Exhibit Registration for four (4) staff members
Two (2) complimentary tickets to the President’s Dinner
One advertisement strip (2” x 10”) in all OSWI newsletters for 12 months
Half-page advertisement in the OSWI West Indian Medical Journal Supplement OR the Conference Magazine
Company’s Logo on the Partnership page in the OSWI West Indian Medical Journal Supplement OR the Conference
Magazine
Company’s Logo projected during the Conference breaks; Opportunity to show a short video or commercial in the breaks
Company’s Logo printed on the “OSWI 2017 Partners ” banner
Complimentary space on OSWI Conference website for one year (small square advertisement, 200px X 200px)
Half-page editorial slot on the OSWI website (content to be approved by the OSWI Executive)
Acknowledgement of support in the “Silver Partners” Recognition area on the OSWI Conference website
Acknowledgement of Silver Level support in the Conference Magazine with Company’s Logo
Oral acknowledgement of support to be made during the President’s Dinner
Opportunity to host a five-minute Breakfast slot for a themed presentation
Two (2) exclusive email blasts to OSWI Members and 2017 Conference registered attendees (Sent through the OSWI Conference Secretariat) to promote Partner’s presence at the Conference
BRONZE PARTNER - US$5,000 Bronze Level Partners will receive:
One exhibit space (10’ x 10’)
Exhibit Registration for three (3) staff members
One (1) complimentary ticket to the President’s Dinner
Half-page advertisement in the OSWI West Indian Medical Journal Supplement OR the Conference Magazine
Company’s Logo on the Partnership page in the OSWI West Indian Medical Journal Supplement OR the Conference
Magazine
Company’s Logo projected during the Conference breaks
Company’s Logo printed on the “OSWI 2017 Partners” banner
Complimentary space on OSWI Conference website for one year (small square advertisement, 200px X 200px)
Quarter-page editorial slot on the OSWI website (content to be approved by the OSWI Executive)
Acknowledgement of support in the “Bronze Partners” Recognition area on the OSWI Conference website
Acknowledgement of Bronze Level support in the Conference Magazine with Company’s Logo
Oral acknowledgement of support to be made during the President’s Dinner
One (1) exclusive email blast to OSWI Members and 2017 Conference registered attendees (Sent through the OSWI
Conference Secretariat) to promote Partner’s presence at the Conference
EXHIBIT AND SPONSORSHIP OPPORTUNITIES
28th Annual Conference | 5 –8 July, 2017
GIFT PARTNER (NO BOOTH) - US$2,500 Gift Partners will receive:
Acknowledgement of support in the Conference Magazine
Acknowledgement of support in the “Gift Partners” Recognition area on the OSWI Conference website
Oral acknowledgement of support to be made during the President’s Dinner
OTHER SPONSORSHIP AND ADVERTISING OPPORTUNITIES
CONFERENCE BAG INSERTS - US$3,000*
All OSWI Conference participants will receive an official Conference Bag on-site. Partners who select this option have the
opportunity to connect with all attendees by placing literature inside the Conference bag (Three (3) 8.5” x 11” sheets). In
order to ensure maximum value, this opportunity will be extended to a maximum of three (3) sponsoring companies.
Inserts are to be received on-site by Friday June 30, 2017.
ADVERTISEMENT IN THE CONFERENCE MAGAZINE
Please complete the relevant section of the OSWI 2017 Conference Sponsorship Contract should you wish to have an
advertisement printed in the 2017 OSWI Conference Magazine. Each Conference attendee will receive a copy of the
Conference Magazine.
*Opportunities are limited to maximize potential benefits for Partners and as such, applications are prioritized based on submission date. **Based on availability
SPONSORSHIP AND ADVERTISING OPPORTUNITIES
Location Size Cost (US$)
Half page (inside) Landscape view 8½” x 5½” $400
Full page (inside) 8½” x 11” $700
Inside cover (front or back)** 8½” x 11” $1,000
Back cover (outside)** 8½” x 11” $1,200
Ophthalmological Society of the West Indies
SPONSORSHIP CONTRACT All Partners should complete the Sponsorship/ Exhibit Contract and submit it to the OSWI Conference Secretariat with payment by Friday March 31, 2017. Signing the Sponsorship/Exhibit Contract represents agreement that all policies, costs and benefits outlined in this Prospectus constitute an integral and binding part of the Sponsorship/Exhibit Contract. It is the responsibility of the sponsoring company to ensure that all individuals staffing its booth are aware of the rules and regulations governing their participation in the OSWI 2017 Conference.
ADVERTISING ARTWORK
High-resolution print-ready advertising artwork in JPEG format should be submitted by Friday May 12, 2017. To ensure the best possible representation of your brand, please contact the OSWI Conference Secretariat if you have any questions about advertising format, orientation or resolution.
The dimensions of the full-page advertisement are 8½” x 11” in portrait orientation The dimensions of the half-page advertisement are 8½” x 5½” in landscape orientation
SIGNAGE Placement of signage in the Exhibit area is only allowed within a Partner’s designated exhibit space. There may be restrictions placed on the methods used to hang banners, and the Conference Venue may charge a fee for hanging these. Platinum Partners must deliver their stand-alone signs for placement in the Conference Meeting Room to the OSWI Conference Secretariat, on-site at the Venue by 12noon on Tuesday July 4, 2017.
REGISTRATION
Participating companies must complete an Exhibit Staff Registration Summary Form indicating the person(s) who will be utilizing the registration passes entitled to the sponsoring company. This form should be signed by an authorized representative of the sponsoring company and submitted by Friday June 16, 2017. Registration Badges will only be issued to exhibiting company representatives named on the Exhibit Staff Registration Summary Form. Exhibiting companies will be asked to pay registration fees for additional staff members (maximum of 2 additional registrations), beyond those allocated to their level of sponsorship.
EXHIBIT AND SPONSORSHIP POLICIES
28th Annual Conference | 5 –8 July, 2017 Exhibitor Registration includes access to the Exhibit Area, Conference Scientific Sessions, and Coffee Breaks. Complimentary Conference Function tickets are available to Platinum, Gold, Silver, and Bronze Partners. Additional function tickets will be available for purchase at the OSWI Conference Secretariat. Sharing of single staff registrations among multiple staff members will not be allowed. If a participating company wishes to have more staff attend than those covered by the selected Partnership level, the additional staff members must be registered at the applicable Conference Registration Rate for Industry Representatives. Exhibit registration is designed to optimize the ratio of industry representatives to medical professionals and allow for quality interactions between attendees and industry. As such a maximum of two (2) additional registrations will be allowed.
OFFICIAL SATELLITE EVENTS
Official Satellite Events will be included in the Official Conference Programme, however access to these events will be at the discretion of the sponsoring Company. Official Satellite Events will be accommodated based on the availability of function space at times designated by OSWI. Official Satellite Events will not be allowed during times designated for any official Conference Activity, unless the express written consent of OSWI is given.
CANCELLATION POLICY Exhibit Fees are non-refundable. In the event of cancellation the organizers are not liable for any airfare, hotel, shipping or other costs incurred by exhibiting companies. Exhibiting companies are encouraged to take out event cancellation insurance which would cover them in the unlikely event that the meeting is cancelled or disrupted.
OPHTHALMOLOGICAL SOCIETY OF THE WEST INDIES
CONFERENCE SECRETARIAT Unit 20, Seymour Park | 2 Seymour Avenue |Kingston 10
Jamaica W.I. Tel: (876) 978-2276 | Fax: (876) 927-4199
