Sponsor Details for the 2020 Conference

We’re thrilled you’ll be joining us as a Sponsor for the 2020 Peer-to-Peer Professional Forum conference February 26 – 28 in Austin, Texas.

This page will serve as your “home base” for all of the logistics related to your conference sponsorship – including important instructions for our exhibit hall.

Please note that not all of the below information may be applicable to you (e.g. if you’re not shipping anything to the event). If you have any questions, please contact Joanne Hanrahan.


IMPORTANT DEADLINES:
    • Oct 1 – copy and logos due for Sponsor webpage and brochure
    • Jan 15 – deadline for early bird registration for your clients
    • Jan 15 – copy due for inclusion in “Meet the Sponsors” email
    • Jan 15 – deadline for exhibit schematic/plans
    • Jan 30 – deadline for sample brochure/flyer for attendee packet
    • Jan 30 – deadline for registration of colleagues that will be using free passes to be sure they are included in roster
    • Feb 4 – deadline for reduced room rates at the Hyatt Regency in Austin, Texas
    • Feb 11 – deadline for the Exhibitor Services Order Form to be emailed directly Lara Hart (lara.hart@hyatt.com) at the Hyatt Regency in Austin, Texas
    • Feb 24 – brochures & exhibit materials due to the Hyatt Regency in Austin, Texas on Monday, February 24

Using Sponsor Passes To Register Your Team

Registering Team Members for the Conference:
Please click here for the complimentary registration link, or distribute this registration link ONLY to your colleagues who will be using the free passes. Please note: if you do not currently have an account in our system, you will be asked to create an account as a new user, in order to access our complimentary registration form. We must receive these registrations by January 30 to ensure they are included in the conference roster. If you have questions about how many sponsor passes you are entitled to, please email Joanne Hanrahan.

Substitutions:
If you need to substitute a new attendee for someone on your team that has already been registered, please use this form. Substitutions can be made using this form up until February 25, 2020. Any substitutions during the conference will be handled on-site.


Conference Hotel

All conference activity will take place at the Hyatt Regency in Austin, Texas on 208 Barton Springs.

We have negotiated a special discount for conference attendees. The rate of $239/night + tax is available from 2/25 – 2/29. The room block sells out every year so please make your reservations early to ensure that you’re staying in the middle of all the action.

Click here to reserve a room at our special conference rate of $239 per night or call the hotel’s reservation line 512-477-1234 and mention the code G-B2PF. The special conference rate will expire on 2/4/20.


Registration Packet Inserts:

If your sponsorship agreement includes providing an insert into our registration packet, please:

  • Send a PDF of your insert by January 30 to jh@peertopeerforum.com
  • Print/ship 600 copies.
  • Materials MUST arrive to Hyatt Regency in Austin, Texas on Monday, February 24.
  • Ship materials using a carrier with tracking (FedEx, UPS, etc.) – or if using a courier or local delivery service, please ensure that you have tracking information for your package as well as get the name and phone number of the person at the hotel who receives your package.
  • Follow the directions below (“How to Label Your Packages”).
  • Each sponsor will receive personalized box labels to ship your inserts. These will be sent to you individually.
  • Email the tracking number for the box of inserts to jh@peertopeerforum.com
  • The Peer-to-Peer Professional Forum team will be assembling registration packets on February 24 and 25. Anything received after February 24 will not be able to be included in the registration packets.
Exhibit Table/Booth Materials:
  • Double-check your sponsor agreement, or reach out to us if you do not know the size (footprint) of your exhibition space. Due to space and programmatic constraints your exhibit days + booth size are explicitly specified in your sponsor agreement. We’re happy to answer questions at any point. We’re happy to answer questions at any point.
  • We will contact you individually with additional package shipping information that you will need to provide the Hyatt Regency in Austin, Texas.
  • Materials MUST arrive to Hyatt Regency in Austin, Texas on Monday, February 24.
  • Ship materials using a carrier with tracking (FedEx, UPS, etc.) – or if using a courier or local delivery service, please ensure that you have tracking information for your package as well as get the name and phone number of the person at the hotel who receives your package.
  • Follow the directions below (“How to Label Your Packages”).
  • Each sponsor will receive personalized box labels to ship your exhibit materials. These will be sent to you individually.
  • Email the tracking number for the box of inserts to jh@peertopeerforum.com

EXHIBIT SET UP:

    • We do not provide booth numbers but your exhibit table will have your organization’s name clearly marked on it.
    • You will be able to set up your space the morning(s) that you are exhibiting. Our Registration desk will open at 7:30 am on February 27th . On that day you can start setting up at 8:30 am and should plan to be up and running by 10:30 a.m. On February 28 set up begins at 6:30 am and must be completed by 8:00 am. Any materials that you have shipped to the hotel will be waiting on the table when you arrive that morning.
    • We will do our best to provide access to a plug near your exhibit area free of charge, but if you require additional electricity or A/V costs, please complete this PSAV form and email or fax it directly to the Hyatt.
    • Please note that the hotel will not provide overnight security for your materials, so please plan to remove anything that you are concerned might be taken until the following morning.

EXHIBIT BREAK DOWN:

    • You can begin to breakdown your booth at noon on February 28. Further instructions will be provided onsite.

RETURN SHIPPING:

  • For items that you would like to ship back to your office, the hotel will provide assistance and a centralized location.
  • Please plan to bring shipping labels to use – each outbound package must have a completed carrier airbill affixed to it.
  • ​All boxes must be packed & ready to ship by noon.

Shipping:

All materials should arrive at the hotel on Monday, February 24

How to Label Your Packages (IMPORTANT!):

Your shipping labels should be clearly and prominently marked as follows (including items sent by third-party printers/vendors), so that we can ensure you have what you need onsite:

Hyatt Regency Austin – Lara Hart/Jaime Griffon
HOLD FOR ARRIVAL- P2P (2/26 – 2/28)
ATTN: [Contact Name & Phone Number] & [Exhibitor Company Name]
208 Barton Springs Road
Austin, TX 78704

Please also fill out the Peer-to-Peer Professional Forum box label for each box that you ship. Each sponsor will receive personalized box labels to ship your inserts and exhibit materials. These will be sent to you individually. Tape this form in a visible position on your package. This label does not replace the shipping label required by FedEx, UPS, or any other carrier.

We will contact you individually with additional package shipping information that you will need to provide the Hyatt Regency in Austin, Texas.

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