Thank you for your sponsorship of the Agile2012 Conference at the Gaylord Texan Hotel & Conference Center in Dallas, Texas! Our conference planning partner, Elastic Communications & Events, will be managing the Agile2012 Conference on behalf of Agile Alliance again this year. Elastic is responsible for the communication, management and fulfilment of your sponsorship benefits and will coordinate the logistics of your sponsor activities in Dallas.
This webpage will serve as the “home base” for any information you may need during the planning process of the Agile2012 Conference.
Should you have any questions, please contact our Sponsor Coordinator:
Jessica Ambrose
Agile Sponsor Coordinator
Elastic Communications & Events Inc. | 2309 Kenbarb Road, Mississauga, ON L5B 2E9
T: 905.281.0555 ext. 112 | benefitsagile@elasticevents.com
Please also be sure to add benefitsagile@elasticevents.com to your email allowed list in order to successfully receive all email communications.
Hotel Accommodation
The conference is taking place August 13th – 17th, 2012 at the Gaylord Texan in Dallas, Texas.
Gaylord Texan Hotel & Convention Center
1501 Gaylord Trail
Grapevine, Texas 76051
A negotiated rate [$179US/night] is being offered to all participants of the Agile2012 Conference. We encourage all to book your hotel rooms before July 16th to take advantage of this great rate. After the cutoff date, room rates are subject to availability.
To Book Your Accommodation at the Gaylord Texan - Click Here
Thank you, looking forward to seeing you in August in Dalls, Texas, Yee Haw!!
Deadline Schedule
Task |
Owner |
Deadline |
|
Deadline to upload (2) logos [1-colour and full color] |
Sponsors |
June 15th |
|
Deadline to upload advertisement |
Sponsors |
July 16th |
|
Freeman will accept crate, boxed or skidded materials beginning |
Sponsors |
July 16th |
|
Preliminary Booth Assignments Sent Out |
Elastic |
July 16th |
|
Deadline to send item description for bag insert to Elastic |
Sponsors |
July 16th |
|
Deadline to Register for Agile2012 |
Sponsors |
July 16th |
| Deadline to book hotel @ Gaylord Texan [at negotiated rate] | Sponsors | July 16th |
|
Freeman Early Order Discount Deadline |
Sponsors |
July 23rd |
|
Warehouse Shipping Deadline [without late charges] |
Sponsors |
August 8th |
|
Late Shipping Charges – Please inquire with Freeman directly [extra charges will apply] |
Sponsors |
August 8rd – 10th |
|
No Ship Day – Will not accept any materials at Warehouse or Show Site [This is Freeman setup day at Gaylord Texan] If you ship to the hotel, extreme receiving charges may be apply. |
Sponsors |
August 10th – 12th |
|
Freeman will accept materials at Show Site [Gaylord Texan] |
Sponsors |
August 13th |
|
Bag Collation |
Volunteers |
August 12th |
|
Exhibitor Setup |
Sponsors |
August 12th - 1:00 – 4:00pm & August 13th - 8:00am - 12:00pm |
|
Exhibit Schedule |
Sponsors |
See Below |
|
Exhibitor Teardown |
Sponsors |
August 16th – 2:00 – 7:00pm |
Exhibit Schedule
Move-In
Scheduled exhibitor move-in will take place on Sunday, August 12th from 1:00 – 4:00pm and Monday, August 13th from 8:00am - 12:00pm.
Scheduled Booth Hours
Monday, August 13 – 12:30 - 3:30pm & 7:00 – 10:00pm [Ice Breaker]
Tuesday, August 14 - No Booth Hours
Wednesday, Augst 15 – 12:30 - 3:30pm & 6:30 – 8:30pm [Sponsor Reception]
Thursday, August 16 – 10:00am – 2:00pm
Tear Down/Move-Out
Scheduled exhibitor move-out will take place on Thursday, August 16th from 2:00 - 7:00pm.
Exhibit Location & Layout
Exhibit Decorator – Freeman
Freeman is our exhibit décor partner for Agile2012 and will be handling all exhibit booth details, equipment and supplies as well as shipping, freight and material handling. Their online system, Freeman OnLine® will allow you to customize your booth for the Agile2012 Conference.
An email will be sent directly from Freeman to get your started on Exhibit Decor elements of the show.
Download Exhibitor Quick Facts - CLICK HERE
Location
The Sponsor Exhibit space is located in the Grapevine Ballroom A,B,C & D located on the Texas Ballroom level of the Gaylord Texan. To download general Gaylord Texan Hotel Floor Plans – CLICK HERE
Floor Plan
Download the Agile2012 Exhibitor Floor Plan and Booth# Legend to find out where your booth will be located. Reminder: We do NOT post booth numbers onsite but rather full company names. Please do not post your booth numbers on marketing communication, your advertisement, etc.
Booth Numbers
Booth numbers have been sent out along with your Individual Sponsorship Email from benefitsagile@elasticevents.com. Booth numbers are used for exhibit decorator [Freeman] and shipping purposes only and are not published to attendees.
Exhibit Booth
Booth Size & Package
- Title 10’ x 20’
- Platinum 10’ x 15’
- Gold 10’ x 15’
- Silver 10’ x 10’
Basic booth package includes:
- 8' high backwall & 3' high side drape
- (1) 7” x 44” one line ID sign (B & W text only) - Note: Booth numbers will not be displayed onsite.
- (1) 6’ x 30” skirted table
- (2) side chairs
- (1) wastebasket
Bag Inserts & Company Literature
IMPORTANT: The Agile2012 Conference bag will be a laptop sleeve instead of the traditional reusable conference bag. Size information can be found below.
GET CREATIVE! What better way to get your company and message out to the Agile2012 Conference attendees, put something unique they will remember in the bag!
Quantity
The suggested quantity for the number of inserts to include in your shipment is 1750 pieces.
- Title (2) Bag Inserts
- Platinum (2) Bag Inserts
- Gold (1) Bag Insert
- Silver (1) Bag Insert
Type & Size
The Agile2012 Conference will be producing a laptop sleeve instead of a traditional conference bag.
We will be producing (3) different laptop sleeve sizes -
- 11.5" x 8"
- 12.6" x 9.65"
- 15" x 11.2"
We expect an 8.5" x 11" piece of paper will fit in the bag but would like sponsors to be aware. A bag insert may be printed material or SWAG.
In order to ensure all bag inserts are included in the bag, we require all sponsors to send us a description of the item you are including in the bag by July 16th.
Shipping
As mentioned above, Freeman will be managing all shipping, material handling and transportation.
VERY IMPORTANT:
All bag insert/company literature to go into the conference bag must be –
- Clearly marked FOR AGILE BAG using the shipping label - CLICK HERE
- Shipped separately than your booth materials [not on the same skid]
- Note: Conference Bags will be collated at the same time on Sunday, August 12th. We will not be responsible for items which are not shipped properly. See above & Freeman email for shipping details and deadlines.
Registration
Information & Deadlines
Registration codes have been sent out along with your Individual Sponsorship email from benefitsagile@elasticevents.com.
SPECIAL SPONSOR OFFER - Take Advantage of Special Sponsor offer - A discounted price of only $1400 each! Please contact registration@agilealliance.org for more details.
Note: All registrations give full access to the Agile2012 Conference. There are no booth only passes.
Advertisement in Conference Guide
See below for information regarding size and file type requirements.
The DEADLINE to upload your advertisement is July 16th
Size
- Title Full Page - 8.5” x 11” (trim), 8.75” x 11.25” (bleed)
- Platinum Full Page - 8.5” x 11” (trim), 8.75” x 11.25” (bleed)
- Gold 1/2 Page - 8.5” x 5.5”, (trim), 8.75” x 5.625” (bleed)
- Silver 1/4 Page - 4.125” x 5” (no bleed)
File Type
Must be press-ready Photoshop, Illustrator or Adobe Acrobat files (at 300dpi). Please include all linked or embedded images. All type must be outlined. Ads are produced in full colour.
Upload Instructions
A customized drop box link and upload instructions have been sent along with your Individual Sponsorship from benefitsagile@elasticevents.com.
Logo Placement
Logos will be used for sponsor recognition in the Conference Guide, T-shirt and marketing materials onsite.
The DEADLINE to upload your logos is June 15th
File Type
- We require both a FULL COLOR version and a ONE-COLOR version of your company logo.
- Please name your files using the following naming convention. “CompanyNameOneColor” & “CompanyNameFullColor”
- Logos must be saved in Adobe Illustrator CS or newer (saved as .eps or ai formats) or Photoshop files (min. 300 dpi saved as .eps)
Upload Instructions
A customized drop box link and upload instructions have been sent along with your Individual Sponsorship from benefitsagile@elasticevents.com.
Lead Retrieval
Download the Lead Retrieval Form to order your Lead Retrieval System. Exhibitors will also be contacted by our Lead Retrieval partner supplier ExpoBadge.
Email Message
Details: Title, Platinum, Gold & Silver Sponsors are entitled to one email message sent to Agile2012 attendees on your behalf. See below for guidelines regarding the email –
- Must be in html and/or plain text format
- Must include your company name and physical mailing address in the text of the email
- Must be 512KB or less
- Please test in all intended recipient formats. We will not run test emails.
- Deadline: Your email must be sent to Phil Brock via email at operations@agilealliance.org within 30 days before the conference or within 30 days after the end of the Agile2012 Conference.
Please note: We will do our best to send email out on requested date but it is not guaranteed.
Daily News to Attendees and members of the Press
Sponsors at the Silver level and higher are welcome to submit releases to be included in the "Show Daily" which is distributed to all attendees and members of the press.
Submit your news for the Agile2012 Show Daily.
