Generic STEP CC logo.jpg


SPONSOR
INFORMATION SHEET

THIS DOCUMENT COVERS

  • Exhibition space
  • Exhibitor staffing / registration
  • Shipping information
  • Conference supplement advertisement submission specifications

SPONSORSHIP ENTITLEMENT/BENEFITS:  SPONSORSHIP PACKAGE
   

PROMOTIONAL MATERIALS:  Plan for approximately 325 delegates.

   

EXHIBITION SPACE

Each exhibitor will be provided with:

- 6' X 18” (approx. 1.8m x .45m) skirted table

- 2 chairs

- 1 branded table top sign that includes your sponsorship level as well as your logo.

Exhibitor Set-Up: May 6th, 12:00pm - 4:00pm

There is no pre-selection of table locations. We don’t know the location of the tables until we are on site and can place them in the exhibit area.  Please note that the exhibitor space with be both inside and outside this year.  There will be appropriate airflow (large A/C fans) and tented coverage directly outside of the doors from the inside exhibitor area.

WE WILL NOT BE ABLE TO ACCOMMODATE ANY BANNERS THIS YEAR

Due to space constraints, we are unable to accommodate any type of pop up banner this year.  You will be given a table top sign with your company logo and sponsor level.


You may wish to enhance your space with a branded table cloth, flowers.

You may display any promotional items or materials on your table, including those of subsidiary or parent companies.   Please note:  you may NOT serve food and/or beverage from your booths.  You may give out sample bottles of rum or chocolates, but no food or drink service.

You will not be able to attach a banner or any promotional material to a wall.

PLEASE NOTE - there will be no sponsor draw this year

EXHIBITOR STAFFING - REGISTRATION

Please note that this is a CLOSED  event and is restricted to people wearing a conference name tag.

Each sponsorship package comes with a complimentary Exhibitor Staffing Pass which includes:

  • Early morning coffee and refreshments each day
  • Lunches on Day 1 & 2
  • Hospitality events
  • Does not include access to the conference session or conference material

Staffing is up to the discretion of the sponsor and can be staffed by any registered attendee (delegate, speaker, exhibitor staff).  Talk to us if you plan to have more than one person staffing your table.

Everyone attending must REGISTER and wear a conference name tag.

REGISTRATION TYPES:

 

Exhibitor Pass (no conference)                                          

To register for your complimentary exhibitor's pass.

 

Exhibitor Pass  - $800                                    

To register for an additional exhibitor pass.

 

Exhibitor Upgrade Pass to full delegate pass - $1,200

To register for a delegate pass in lieu of your complimentary exhibitor pass.

 

Delegate Pass (sponsorship)                                            

To register for a pass that is part of your sponsorship package or was included on your invoice.

Sponsor - $1,200

To register for a discounted delegate pass. This must be part of your sponsorship package benefits.    

SHIPPING PROCEDURES:

IF YOU ARE SHIPPING MEETING MATERIALS OR GIFT AMENITIES TO THE HOTEL, PLEASE FOLLOW THESE BASIC INSTRUCTIONS TO HELP ENSURE TIMELY AND HASSLE FREE SHIPPING!  The Hilton Barbados has strongly recommended using FedEx if possible.

Ship all items to:

Hilton Barbados

Needham’s Point, St Michael

Bridgetown, Barbados

BB 11000

246-426-0200

Attention:  Marian Ralph

℅ Natalie Clarke, Event Manager

Name of shipper, your name and phone number

STEP Caribbean Conference, May 7-9, 2018

 

In several places on the box, write –

STEP Caribbean Conference and                         

(Use a black permanent marker and large bold print)

The instructions below were given to us directly from the Hilton:

SHIPPING INSTRUCTIONS

An itemized commercial invoice will be required showing the individual items with the unit and extended cost. Once this is received, we can advise if a Customs Broker will be required.

Please note that values of $0.01 and $1.00 are not accepted.

For items leaving the Island, after the event, please note that a Temporary Import License is required. Draft copy included on page #2. If this form is not completed and submitted for clearance of shipment, full duties and taxes may be charged.

 It is recommended that you choose a Courier with which your company has an account. This speeds up the process for clearing at Customs, as the courier will pay any duties for your company and apply the charge to your account. This allows packages to be cleared faster and released for delivery.

This also helps when shipping items back to your company as you are responsible for the packaging of the items for shipment and for the preparation of the airway bills. Please DO NOT forget to complete your Commercial Invoice for each shipment and itemized cost for each unit or item. Sender name should be the persons sending the shipment and NOT HILTON BARBADOS.

If your items will have to be cleared by a Customs Broker, we recommend Ron’s Customs Brokers, contact Mr. Ronnie Goodridge at 1 246 424 9791 cell# 1 246 231 2603 or via email at rons@caribsurf.com.

As storage is very limited at the Hilton Barbados, all packages should be shipped to arrive a maximum of ten (10) working days before your event (excluding Saturday, Sunday & Public Holidays).

If shipping an excess of five (5) boxes or packages, permission would have to be given in advance by your Hotel contact (Sales Manager or Group Services Manager) for special storage.

For further information please feel free to contact our Purchasing Manager Mr. Winston Ifill at 1 246 426 0200 ext: 5683 or via email at Winston.Ifill@hilton.com.

 

NUMBER ALL BOXES

i.e. “1 of  7”, “2 of 7”, “3 of 7”, etc.                                 

ADVERTS SUBMISSIONS FOR CONFERENCE SUPPLEMENT

Artwork specifications(pdf):  DOWNLOAD DOCUMENT 

It is important that your graphic designer is aware of the specifications as non-compliant artwork will not be accepted.

Summary of entitlements

Presenting/Sunday Welcome Reception/Cocktail Reception

2 page colour article/ad

Gold

1 page colour article/ad

Silver, Wi-Fi, Stationery, Supplement, Lunch, Lanyard, Speaker Gift, Tote Bag, Posted Presentations, Day Starter, Coffee Break

½  page colour article/ad

Download STEP 2015 delegate supplement (PDF)