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Sponsor marketing guidelines and deadlines

Summary of Deadlines

After producing this conference and the Digital Healthcare Conference for the last eight years, we have determined that the sponsors that have strictly adhered to the deadlines have had the most successful and productive experience as a sponsor. Thus we have just recently implemented this procedure of having the sponsor contact person sign off on a document stating that have received and understand the guidelines, deadlines and the consequences if they are missed.

• Sponsor description for website and program – as soon as possible
• Conference Speaker and Topic – March 30, 2012
• Strategic Briefing Speaker and Topic – March 30, 2012
• High resolution logo – as soon as possible
• Ad for print program – April 30, 2012
• Deadline for presentation slides – April 27, 2012
• Conference registrations – Friday, March 30, 2012
• Conference bag materials – Friday, May 15, 2012

Files can be uploaded here: https://wistechnology.com/client_upload.php

Conference registrations

Deadline for registrations (both internal and client) - March 30, 2012

In addition to the internal passes for your organization, we will extend complimentary registrations to IT professionals that you invite from your clients or potential clients. The number of passes is determined by your sponsorship level. Speakers/presenters from sponsor organization are included in the total number of sponsor passes.

Go to www.DHC2012.com to register both your internal passes and your clients – select the appropriate level and then enter the promotional code given to you in an e-mail. If your complimentary passes are not registered by March 30, 2012, the passes will be forfeited so that we may extend invitations on your behalf.

The registration deadlines are in place to ensure that we have a quality audience at the event. We strive to keep the ratio of the audience at no more than 33% vendor participation. We also feel that if you do not invite clients in a timely manner, there is the possibility as the event date approaches that the clients will not be available and those passes will go unused and affect our ratio. We reserve the right after the registration deadline to rescind your complimentary passes and issue them to other end user executives at our discretion. Internal passes must also be registered by the deadline. Sharing passes is not allowed. We understand that in some emergency cases, this may occur and ask that you notify us by February 17, 2012 if substitutions must be made.

• Platinum – 6 internal, 4 client, 40% discount on additional passes*
• Gold – 4 internal, 3 client, 35% discount on additional passes*
• Silver – 3 internal, 3 client, 30% discount on additional passes*
• Supporting – 2 internal, 25% discount on additional passes*

Additional passes: Each sponsor is allowed to purchase 2 internal passes and unlimited client/end-user executive passes. We try to keep a strict ratio of vendor/end-user attendees.

High Resolution Logo

Deadline - as soon as possible

Please send your logo as soon as you’ve signed your contract so that it may appear on any conference promotional materials as well as the DHC 2012 website. The logo is placed on the www.dhc.com website and any printed promotional material as soon as it is received, thus the earlier we receive it the more marketing you receive when attendees and other interested parties are visiting the website.

• Resolution: At least 300 dpi
• Color: CMYK (4 color process)
• Format: .eps or .tif (no .gif or .jpg will be accepted)


Sponsor Description

Deadline - as soon as possible

The sponsor description will appear on the sponsor page on the website and also in the conference program. The description should be limited to 100 words. As this is a sponsorship rather than an advertisement, the sponsor description must be neutral in tone and may not contain qualitative or comparative language. In addition, the description may not include price information or direct inducements to buy, sell, or use the sponsor’s products or services.


Conference Speaker and Topic (Platinum)

Deadline for speaker and topic: March 30, 2012 (Platinum)
Deadline for Presentation Slides: April 27, 2012

Company representative for speaking position must be a senior level executive and is subject to advisory board approval. Please provide one paragraph bio and headshot. Your presentation should not exceed 25 minutes to allow 25 minutes for CIO dialog. These are not to be used as sales presentations and slides (if used at all) will be limited to 10. The advisory board will vet your presentation and topic for relevancy and commercial messaging.


Strategic Briefing Speaker and Topic (Platinum, Gold, Silver)

Deadline for speaker and topic: March 30, 2012
Deadline for Presentation Slides: April 27, 2012

Company representative for speaking position must be a senior level executive and is subject to advisory board approval. Your presentation should not exceed 20 minutes to allow 20 minutes for CIO dialog. These are not to be used as sales presentations and slides (if used at all) will be limited to 5. The advisory board will vet your presentation and topic for relevancy and commercial messaging.


Full Page Color Ad for Conference Binder

Deadline: April 30, 2012

Platinum & Gold – 2 full page ads – can be a two page spread
Silver, Supporting – 1 full page ad

Specifications per page
• Final trim size of the program is 8.5 x 11. Program will be saddle-stitched.
• Maintain a .375" safe area from all 4 sides for text or content critical.
• Any elements (images, strokes, fills) that extend to the trim edge should bleed beyond this trim edge 0.125"
• Resolution: 300 dpi preferred; 200 dpi minimum
• Color: CMYK
• Format: PDF
• Fonts: convert to outlines when possible otherwise ensure they are embedded within the pdf.

When generating the pdf, review prior to submission. If the ad contains bleed elements on any of the 4 sides ensure that you generated the pdf to include trim marks and bleeds.

Files can be uploaded here: https://wistechnology.com/client_upload.php

Conference bag collateral

Deadline: May 15, 2012

Promotional insert of company literature placed inside each attendee’s conference bag – maximum 8.5×11 size and 6 pages. 200 bags will be compiled. Small items such as pens, flash drives or other small tchotcki can also be submitted. Send items to Deb Klein/DHC
Fluno Center
601 University Ave.,
Madison, WI 53715


Retractable sign

Deadline: Set-up May, 22 2012 before noon
Take down: Between 3:00 pm and 6:00 pm on May 23, 2012.

The retractable banner dimensions are no more than 35” wide and 80” high. The retractable banner will be placed in the atrium area where breaks and cocktail reception are held. Platinum sponsors also place a retractable banner in the front of the auditorium. See images of Fluno Center for placement of the retractable signs and examples.

Each sponsor is responsible for getting their sign to the Fluno Center, setting it up, taking it down and returning it.


For any questions, please contact Deb Klein or call her at (608) 438–1006.

2012 Sponsors

Platinum Sponsors

Silver Sponsors

Supporting Sponsors

Legal Sponsor

Technology Sponsor


Sponsorship information for 2012

Learn more about becoming a sponsor: contact Sales at sales@wistechnology.com or 608-438-1006.


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