Annual Conference Exhibitor Information

On this page, you’ll find all the information you will need for your presence at our Annual Conference. If you still have questions after carefully reading each section, please contact Nicole Toombs.

Table of Contents

Contact Information

Nicole Toombs, SOMSA Vendor Chair: (402) 317-5657 or sponsors@somsa.org
Linden Mueller, SOMSA Executive Director: (417) 423-0924 or sponsors@somsa.org

Deadlines

  1. March 1: Program ad due to Linden; see Conference Program Ad Sizes below
  2. March 15: Complete the Sponsor Info Survey (link to online survey coming soon) to let SOMSA know important information about your attendance at the conference (name tags, electricity request, Sunday night RSVP, vendor drawing participation)

Important Documents

Please download the Sponsorship Prospectus (PDF) for information from the The Scottsdale Resort at McCormick Ranch on shipping material to venue and reference page 5.

PDF File Listing

  1. Sponsorship Prospectus: see page 5 for shipping material to venue info

Tentative Schedule

Sunday vendor set up is from 1-4 PM, vendor champagne reception from 5 to 6 PM, and welcome reception will follow from 6 to 8 PM
Monday sessions are 8 AM to 3 PM, with Western Dinner Experience leaving the hotel at 4:30 PM and returning at 10 pm
Tuesday sessions are 8 AM to 4 PM, with Tuesday night on your own
Wednesday sessions are 8 AM to 1 PM, with vendor drawing at around 11AM and tear down completed by 1 PM

**Vendor tear down will be at 11 AM on Wednesday, but you may also tear down after the PM break at 3 PM


Conference Program Due Date & Ad Sizes

Please email your ad for the conference program to linden@clubmanagementservices.com by March 1. Ads should be submitted in PDF format, 300 dpi, and 4C color profile. For any questions about ad properties, please call Linden Mueller (see Contact Information section).

Sponsor LevelAd SizeExact Ad Dimensions
Presenting SponsorFull Page*
full bleed
8.75″ wide x 11.25″ tall
Platinum SponsorFull Page
no bleed
7.125″ wide x 10.25″ tall
Gold SponsorHalf Page
Horizontal
7.125″ wide x 5″ tall
Silver SponsorQuarter Page
Vertical
3.4375″ wide x 5″ tall

*Dimensions include full bleed, but please consider document margins while designing: Inside (left): 1”; Outside (right), Top, and Bottom: 0.375”

Exhibit Booth Setup/Tear Down

Set-up will be Sunday, April 7, from 1:00-4:00 PM. We invite you to join us at the vendor champagne reception at 6:00 PM. There will be a networking reception from 5:00-7:00 PM. If you require late set-up, please notify Nicole Toombs as soon as possible. See Contact Information section above.

Table(s), chairs, and skirting are included. We recommend that you have an exhibit booth display. The display must fit within your assigned space and cannot block access to other sponsor tables, exits, or foot traffic. SOMSA, in conjunction with the hotel, will determine booth and table placement.

Tear down will be Wednesday, April 10, from 12 to 1:00 PM. If you require early tear down, please notify Nicole Toombs. See Contact Information section above.

Electricity, Audio, Visual

Sponsors are responsible for electricity, internet connectivity, extension cords, AV and other exhibit supplies and services. To make arrangements at sponsor expense, please contact the Event Manager at the Marriott. Please also let Nicole Toombs know your electricity requests so we can assign booth locations accordingly. Download the [Exhibitor Info file | waiting to receive from the venue] for the order form.

Mailing Exhibit Materials & Supplies

Advance ship conference materials to the hotel and retain your tracking number. Upon arrival, the front desk will help you with the arrangements for securing your materials. Address packages as follows:

SOMSA Conference @ Scottsdale Resort
ATTN: [On-Site Event Contact]
7700 E. McCormick Pkwy.
Scottsdale, AZ 85258

Vendor Drawing

We have scheduled time for vendors to announce winners of their drawings at the end of sessions on Wednesday. If you wish to participate, please let Nicole Toombs know by April 1. See Contact Information section above.

Elevator Pitch

On Monday, we’ve set aside time for all vendors to present a 60-second elevator pitch to our attendees. Please prepare a quick, succinct summary of your goods or services that will entice our attendees to visit your booth. We’ve got a tight agenda, so please prepare this in advance and plan on sticking to the 60-second time limit.

Meals

Each attending sponsor must have a meal plan, and at least one is included in your sponsorship level (visit Sponsorship Opportunities for included meals). For additional meal plans in excess of those included with the sponsorship level, please contact Linden in the SOMSA office. See Contact Information section above.

Other Expenses

Sponsors are responsible for any and all expenses incurred, including travel, lodging, transportation, meals, setup, clean up, etc. Booth spaces should be cleaned upon departure.