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Sponsor marketing guidelines and deadlines

Summary of Deadlines

After producing this conference and Fusion for the last seven 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
• High resolution logo (.eps format) – as soon as possible
• Ad for print program – Friday, February 1, 2013
• Conference registrations – Friday, January 18, 2013
• Conference bag materials – Friday, February 22, 2013

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

Speaker, Topic and Presentation Deadlines

Draft of session description and initial speaker selection - Nov. 30, 2012
We would like to request that the initial session description draft and speaker selection be received no later than Friday, Nov. 30th. This enables us to build an agenda with complimentary sessions and topics that do not overlap based on working conference theme of unlocking the value of innovative platforms. This will provide time for review, feedback from our conference chair and/or CIO advisory board members, time to schedule calls, if needed and final approval prior to that deadline.

Final Revisions of Topic - Dec. 14, 2012
The final deadline for any revisions submitted to the CIO advisory board and approved session descriptions is December 14th.

Initial Slides - Jan. 7, 2013
We would like to receive the initial draft of the presentations no later than Monday, January 7, 2013 in order to allow sufficient time to schedule review calls with the conference chair and/or CIO advisory board members for their input and feedback and allow time for updates.

Final Deadline - Feb. 1, 2013
The final deadline for completed and approved presentations is Feb. 1, 2013.


Conference registrations

Deadline for registrations (both internal and client) - Jan 18, 2013

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.fusion2013.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 January 18, 2013, 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, the need for substitutions may occur and ask that you notify us by February 17, 2013 if a substitution must be made.

• Platinum – 4 internal, 3 client, 40% discount on additional passes*
• Gold – 3 internal, 2 client, 35% discount on additional passes*
• Silver & Bronze – 2 internal, 1 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. We reserve the right to limit the number of additional vendor passes available.

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 Fusion 2013 website. The logo is placed on the www.fusion2013.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)

Initial Deadline for speaker and topic: November 30, 2012 (Platinum)
Final Deadline for speaker and topic: December 14, 2012
Initial Deadline for presentation slides: January 7, 2013
Final Deadline for presentation slides: Feb 01, 2013

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)

Initial Deadline for speaker and topic: November 30, 2012
Final Deadline for speaker and topic: December 14, 2012
Initial Deadline for presentation slides: January 7, 2013
Final Deadline for presentation slides: Feb 01, 2013

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: February 1, 2013

Platinum & Gold – 2 full page ads – can be a two page spread
Silver, Bronze, 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.


Conference bag collateral

Deadline: February 22, 2013

Promotional items and/or company literature placed inside each attendee’s conference bag – maximum 8.5×11 size and 6 pages. 250 bags will be compiled. Small items such as pens, flash drives or other small tchotcki. Ship directly to the Fluno Center, 601 University Avenue, Madison, WI, 53715 Attn: Fusion 2013


Retractable sign

Deadline: Set-up March 6, 2012 at 3 pm
Take down: Between 3:00 pm and 6:00 pm on March 7, 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. 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.

Fusion 2013
Sponsor Profiles

Platinum Sponsors





Gold Sponsors





Silver Sponsor


Bronze Sponsor


Supporting Sponsors


Technology Sponsor




Sponsorship information for 2013

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

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