OAKE National Conference

Transcription

1 The 42 nd Annual OAKE National Conference March 10-13, 2016 Westin Long Beach Hotel Long Beach, CA Information for Sponsors, Exhibitors and Advertisers

2 October 2015 Dear Sponsors, Exhibitors and Advertisers: Nancy Johnson National Conference Business Director Kevin Pearson Vice President Paul Baumann President Kurt Cereske Conference Program Co-Chair Kelly Callirgos Conference Program Co-Chair The Organization of American Kodály Educators (OAKE) cordially invites you to be an exhibitor at its national conference in Long Beach, California, March 10-13, Our theme is California Gold: Roots from the Past, Vision for the Future. We expect over 500 conference attendees, made up of music teachers, administrators, and higher education faculty; in addition to approximately 500 national conference choir students and their families. The event will be held at the Hilton Minneapolis, with exhibits located on the 3 rd floor Grand Ballroom and Prefunction space. This will provide high access as it is on the same floor as all of our breakout sessions. OAKE is a national music organization dedicated to professional excellence in teaching music as inspired by the Kodály Concept of Music Education. Our mission is to support music education of the highest quality, promote universal music literacy and lifelong music making, and preserve the musical heritage of the people of the United States of America through education, artistic performance, advocacy and research. Exhibitors and sponsors play an essential role in the success of the OAKE National Conferences. Conference exhibits provide teachers and administrators an opportunity to examine and purchase materials relating to the enhancement of music education. This includes choral and instrumental materials, children s literature with musical themes, musical instruments, audio and video recordings, computer software, musical giftware, music classroom supplies and so much more. Sponsors help support the many different events and components of our conference while providing an excellent opportunity to market their brand to our attendees. The enclosed reservation form lists fees, exhibit options, and membership fees. OAKE National Office Gary Shields Administrative Director Colleen Graves Administrative Coordinator National Blvd, Suite 590 Los Angeles, CA Phone: Fax oakeoffice@oake.org CA Sales and Use Tax Number Out-of-state exhibitors must register for a temporary seller s permit in the state of California. You may obtain your temporary seller s permit by visiting: We hope that you will consider exhibiting or being a sponsor at our conference. Your presence will make a significant contribution toward promoting quality musical education. Sincerely, Nancy Johnson National Conference Business Director Gary Shields Administrative Director

3 GENERAL CONFERENCE INFORMATION CONFERENCE HOTEL The Westin Long Beach Hotel is the Official Conference Hotel housing the exhibit hall, conference sessions, and meeting spaces. The Renaissance Long Beach Hotel will house rehearsals for the Youth and Chamber Choirs. In two of the top Long Beach hotels located at the waterfront center of California, experience the best of Southern California with close proximity to the beach and famous attractions such as the Aquarium of the Pacific, The Pike Shopping Center and Rainbow Harbor. OAKE has contracted blocks of sleeping rooms in both hotels for our conference attendees and choir families use. If these blocks are not filled, OAKE will sustain a substantial penalty (up to $200,000). This would ultimately impact the fiscal health of OAKE and likely result in higher registration fees for future years. Please plan to stay in the conference hotels. The deadline to book your reservation and receive the guaranteed conference rate is 5PM (EST) February 16, Please note however that OAKE s room block may sell out well before this date, so do not wait too late to book your room. If the hotel room block becomes filled and cannot accept further reservations, additional hotels and lodging options will be listed at Westin Long Beach Rates Reservations 333 East Ocean Blvd $199 Single/Double Long Beach, CA $224 Triple/$249 Quad (562) Renaissance Long Beach Rates Reservations 111 East Ocean Blvd $199 Single/Double Long Beach, CA $199 Triple/Quad (562) RESERVATIONS Online: Go to oake.org/conferences for the online reservation links for both conference hotels. By Phone: Be sure to mention OAKE to receive our contracted rates if reserving by phone. The deadline to book your reservation and receive the guaranteed conference rate is 5 PM (EST) FEBRUARY 12, IMPORTANT: OAKE s room block may fill and sell out well before this date; do not wait to book your room. If the hotel room block becomes filled and cannot accept further reservations, additional hotels and lodging options will be listed at oake.org/conferences. TRANSPORTATION AIRLINE INFORMATION Reservations and ticketing are available via delta.com/meeting Select Book Your Flight and this will bring you to the Book A Flight page Enter the meeting code NMM3S in the box provided Reservations may also be made by calling Delta Meeting reservations at M - F, 7 AM - 7 PM CDT* *Please note that there is a direct ticketing fee for booking through the reservation number above. AIRPORT SHUTTLE SERVICE Airport distance from the Westin Long Beach: Long Beach Airport - 7 miles, Los Angeles Airport (LA) - 22 miles Due to the large size of the Southern California metro area, only commercial shuttle services are available. The Westin Long Beach Hotel has a free shuttle service to local attractions in downtown Long Beach. Long Beach Passport Shuttle Service is free within the Downtown area. The shuttle runs from 5 AM through 11 PM daily.

4 CONFERENCE SPONSORSHIP INFORMATION OAKE looks forward to proudly displaying and sharing your support with over 1500 educators, students and their families attending our conference. With many sponsorship options to choose from, we are sure you will find something that works for you and your company. To the right are descriptions of sponsorship levels and benefits. SPONSORS LEVELS DIAMOND $10,000 PLATINUM $7,500 GOLD $5,000 SILVER $2,500 BRONZE $1,000 Sponsorship Options: President s Reception or Red Carpet Cocktail Social Opening Ceremonies or Hotel Internet Administrators Breakfast, Advisory Council Luncheon or Headliner Concert Exhibitor s Reception, Community Dance Reception Sponsor Conference Choir Water Bottles, pencils or other merchandise ideas Opportunity for a 5-minute address at a plenary session Acknowledgement as a sponsor for the year (March February) on the OAKE website with logo and hyperlink to your website Recognition on a preconference to OAKE members Multiple public acknowledgements and recognition at conference events (i.e. choir concert, opening ceremonies, president s reception, general assembly) Public acknowledgment at the conference Prominent signage display at the conference Signage displayed at sponsored event Complimentary exhibit tables (2) (2) (1) (1) Complimentary conference registrations Reserved seating at the National Conference Choir Concert Name & logo on the choir t-shirts Acknowledgement in print includes Logo within the conference program booklets and Kodály Envoy Acknowledgement on the Sponsor page of the OAKE website. (4) (3) (2) (1) prominent prominent It is a prerequisite that all sponsors have paid their Sustaining or Institutional membership dues before a booth number will be assigned.

5 SPONSORSHIP OPTIONS & EVENT DESCRIPTIONS Potential sponsors would choose from the following list of events. DIAMOND The President s Reception is a culminating social event following the National Conference Choir Concert held on Saturday evening of the conference. It is open to all conference registered attendees, session presenters, invited guests, and OAKE leadership. The Red Carpet Cocktail Social will provide attendees e a taste of Hollywood: glamorous red carpet, light hors d oeuvres, cash bar and selfie station with free photo keepsakes! Entertainment for the evening s festivities will be provided by local Long Beach band, Hedgehog Swing. PLATINUM The Opening Ceremonies officially kicks off the OAKE National Conference and will feature an opening concert, opening remarks from the President and other industry leaders, a banner parade featuring all OAKE chapters as well as a keynote address. The Administrators Breakfast is for invited fine arts administrators, campus principals, curriculum supervisors, district superintendents and OAKE officers. There will be an introductory session of the Kodály Approach following the breakfast and an opportunity to attend sessions throughout the day. GOLD Headliner concerts occur during the Opening Ceremonies and on Friday evening. The artists are nationally-renown performers selected by the National Program Team. The Advisory Council Luncheon is a planning session that involves the four national divisions and 40 national chapters and their respective presidents and treasurers. SILVER The Exhibitor s Reception coincides with the grand opening of our exhibit hall and is an opportunity for conference attendees to view the exhibit hall and visit each exhibitor. Community Dancing and refreshments follows the Opening Ceremonies and is open to all conference attendees and choir families. It is an opportunity to dance and socialize in the evening. BRONZE Water bottles, pencils (or other merchandise ideas) are given to our 550+ choir students.

6 EHIBIT BOOTH INFORMATION Each basic exhibit space will include one draped 6 table, two side chairs and a waste basket. The OAKE office will be coordinating the exhibit area and will send out exhibitor packets to registered exhibit participants. It is a prerequisite that all exhibitors and sponsors have paid their Sustaining or Institutional membership dues before an exhibit space number will be assigned. Refunds will not be given for cancellations and OAKE reserves the right to resell any cancelled exhibit space. DEADLINE to reserve Exhibit space: January 1, 2016 Move-In Time Thursday, March 10 8:00-3:30 pm Move-Out Time Saturday, March 12 1:15-5:00 pm Exhibit Hours Thursday, March 10 4:00-6:00 pm Friday, March 11 9:00 am - 4:15 pm Saturday, March 12 9:00 am - 1:15 pm Exhibit Coordinator: OAKE National Office Gary Shields, Administrative Director oakeoffice@oake.org National Blvd, Suite 590 Los Angeles, CA (P) (F) All exhibitors will receive acknowledgement in the Kodály Envoy, the official quarterly journal of OAKE; acknowledgement in printed and digital conference materials; Complimentary access to the digital conference notebook; three exhibitor badges per booth; complimentary attendance at the featured concerts. Exhibit Hall Map Westin Long Beach Hotel

7 R E S E R V A T I O N F O R M - Deadline: January 1, 2016 SPONSOR Please indicate sponsorship level: Bronze $1,000 $ Indicate event /item you would like to sponsor: Silver* $2,500 $ Gold* $5,000 $ Platinum* $7,500 $ *Silver, Gold, Platinum & Diamond sponsors receive complimentary Diamond* $10,000 $ exhibit table(s). Complete Exhibitor Section below. **First-come, first-serve basis. We will contact you if the event you choose is no longer available. TOTAL $ Extension: EHIBITOR List your preferred booth table(s): (see floor plan) 1 st 2 nd 3 rd One table $150 $ Additional table(s) $100 $ *OAKE Sustaining Membership fee (firms, retailer, business) $125 $ *OAKE Institutional Membership fee (Schools, colleges, universities) $75 $ Extra Exhibit Badges (beyond three provided) $25 $ Booth Operator Names: TOTAL $ *It is a prerequisite for sponsors and exhibitors to join as a sustaining or institutional member for the conference year. OAKE strives to have a full exhibit hall for each conference. If you are receiving a complimentary table(s) as part of your corporate sponsorship and do not intend to use one or both of them, please indicate here: ADVERTISER National Conference Program Materials (PSN and QG) * Cover page (Color, Full page, 7 x 10) $300 $ Cover page (Color, Horizontal, Half page, 7 x 5) $180 $ Inside page (B&W, Full page, 7 x 10) $225 $ Inside page (B&W, Horizontal, Half page, 7 x 5) $160 $ *The Printed Session Notes (PSN) and QuickGuide (QG) will use the same advertisements purchased above. Each National Conference attendee is given a QuickGuide, while the Printed Session Notes may be purchased separately. These options replaced the physical Conference Binder in Cover pages are subject to availability. National Conference Choirs Program Cover page, (B&W, Full page 5 x 7) $300 $ Cover page, (B&W, Horizontal, Half page, 5 x 3.5) $180 $ Inside page (B&W, Full page, 5 x 7) $200 $ This program is given to 1,500+ attendees for the National Conference Choirs Concert at the conclusion of the National Conference. Deadline for advertisement reservations and artwork: January 1 TOTAL $ For more advertising options throughout the year, please visit

8 COMPANY INFORMATION: P A Y M E N T F O R M - Deadline: January 1, 2016 Contact Name: Title: Phone: Company Name: Please list company name exactly as you would like it to appear in official publicity. Street Address: City, State, ZIP: Combine your Sponsor, Exhibitor and Advertiser totals from the previous page to get your Grand Total. Payment Methods: (Note: New clients must pay in advance.) Invoice: Please have the OAKE National Office send me an invoice (Returning advertisers only.) Check enclosed: Make Payable to OAKE Credit Card: (Those submitting only advertisement reservations are allowed to pay by credit card. Exhibitors and Sponsors must indicate Invoice or Check above) Please indicate Card Type: Visa MasterCard Discover American Express Card Number Expiration Date Print Name on Card Total to Charge $ CVV Security Code Signature of Authorized Agent ADDITIONAL INSTRUCTIONS: FA: PAYMENT FORM and RESERVATION FORM to to oakeoffice@oake.org: (for Exhibitors and Sponsors only) o Web and print-ready official company logos (high resolution, 300 DPI preferred) as well as a vector or Adobe Illustrator file. Please contact your marketing department for these items if necessary. o Company Website URL and company description (about 100 words/600characters) o If exhibiting, provide a brief description of what will be at your booth. o SPONSORS (Optional): You may also send a jpeg banner image (600 by 110px) to be include in our digital conference GuideBook. If paying by check, mail payment to address below. Organization of American Kodály Educators National Blvd, Suite 590, Los Angeles, CA (P) (F) info@oake.org oake.org facebook.com/oakeorg