Sponsors Resource Center.

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Video Marketing World Sponsor Guide

Dining Options / Delivery Options

Places to Dine: https://www.tripadvisor.com/Restaurants-g55930-Grapevine_Texas.html

Top Ten Delivery Places: https://www.tripadvisor.com/Restaurants-g55930-zfp19-Grapevine_Texas.html

There are 2-3 restaurants open at Gaylord during the office hours.

At night you have all of DFW to enjoy.  But Don’t forget – we would love to have a drink with you during our networking nights.

 

 

Deliver To: (Guest Name & Room Number)

Gaylord Texan Resort and Convention Center
1501 Gaylord Trail
Grapevine, TX 76051

HOTEL ROOMS

Please stay at the GAYLORD TEXAS. https://aws.passkey.com/go/VideoMarketingWorld

The Room RAtes are $179 /night. (plus fees)

And we have 30 more rooms to sell.

Contact Siotha@vidpow.com if you have last minute changes and the website doesn’t work for booking.

Where is the conference?

Gaylord Texan Resort and Convention Center
1501 Gaylord Trail
Grapevine, TX 76051
(for shipping purposes see FEDEX & Shipping label details)

Where do I ship items? (Shipping Guidelines, Fedex & GT)

SHIPPING AND RECEIVING INSTRUCTIONS
Meeting organizers and participants are encouraged to contact FedEx Office in advance of shipping their items to Gaylord Texan
Resort and Convention Center with any specific questions. If you have any special needs such as refrigeration requirements, after
hours delivery requests or changes to your meeting dates or rooms, please work directly with your Event Services Manager who will
communicate these needs to FedEx Office in advance of your event.
Note this is a Freeman Event Center, so crates & other larger shipments will be handled via your Freeman Contact.

Shipping Label Address & Information:

Hold For Guest: (Guest Name) (Guest Cell Number)
c/o FedEx Office at Gaylord Texan Resort and Convention Center
1501 Gaylord Trail
Grapevine, TX, 76051
(Event: Video Marketing World, Aug 29)
Box _____ of _____

Print your Fedex Guide Here: 5518_Shipping-Instructions – attachment

PSAV: Electrical, Presentation Services for Expo table (additional)

Presentation Services (PSAV) – Reserve 30 days before event

All Gaylord Hotels provide complete production and staging support through their audiovisual partner,
Presentation Services (PSAV). PSAV provides state-of-the-art video projection, sound, light and full technical
support to help you deliver your message. Additionally, rigging services from initial design to load-out. Our experienced production riggers use PSAV on-site inventory of hoists, truss, hardware and scissor lifts to manage your event.
Contact:
Simon Giles (Director of Sales)
(817) 778-3284 office
sgiles@PSAV.com

Can I hang a banner or additional signage?

Video Marketing world provides sponsors with a Table & up to two chairs. Signage is limited to the convention center rules & PSAV handles these for our sponsors. Please contact Siotha if you’re unsure if your signage goes through PSAV or is ok to bring the week of.  Otherwise:

Rigging / Banners

All rigging and banner hanging requests must go through PSAV and have a signed contract before labor
is scheduled. All Banner hanging locations must be approved in advance by the Event Services Manager or
Catering Manager. (see Convention Contact)

Load-in/out supervisor required at prevailing rates, with Freeman or PSAV. PSAV contact information is in the AV tab.

Where will my staff stay?

We have a limited time inventory of rooms for all participants and guests of Video Marketing world at the Gaylord Texan Hotel. Please reserve your rooms early to ensure your team has queen beds for multi-staff rooms.

Book Your Room Here!
Learn More

Tip: Roll-a-way bed available at $25.00 per night.

Local Restaurants can deliver to your room for meals throughout the day.

Local Grocery & Dining is located fairly closeby.

During the event, see our Green Room / Hospitality Lounge for any further assistance.

Daily parking is available for a fee see parking. As well as transportation offsite to the local town of Grapevine Texas. Due to the upcoming Football game sunday after the vent reservations for offsite dinners are highly suggested.

Food, Beverage & Guidelines per Gaylord Texan

All food and beverages are to be provided by the catering department of Gaylord Texan whilst in the convention center. Therefore Video Marketing World will be providing limited snacks and beverages to attendees. Vendors are not permitted to hand out food or beverages without prior authorization via Siotha VEst & the event center.

Sponsors are paying for speaker meals and VIP dinners.  You may request to sponsor our limited seating meals by contacting Siotha. Should you exclusively sponsor a meal, snack, or break, you will have the ability to choose the foods provided at the prevailing catering department rates.  If you would like a sponsorship opportunity or a meal plan, please contact Siotha for all access meal plan & or group dining options using our event rooms after hours.

Restaurants onsite include:

Starbucks, In-room dining, Sundry, and Convenience store. Over 5 fine dining restaurants, buffet breakfast & one night club.

Night Club information:

Guests staying at the hotel will have access to the Glass Cactus Night Club, open Thursday-Sunday nights (subject to change).  Entertain in style in our chic $16-million venue. If you would like to host a VIP event here, please contact Siotha directly for pricing and logistics.
You may host a meal at one of the in house restaurants (all meals at these restaurants recommend reservations). They upchage a group over 15 33% for service and gratuity.

For more detailed information & contacts regarding the dining at the Gaylord: Entertain in style in our chic $16-million venue.
**PS, A Speaker and VIP dinner is to be held at least 1 night of the event. Sponsors may attend however, they must RSVP by July 10th.

Transportation 101

If you’re not renting or driving a car to the convention here are the basics.

Uber & Taxi services are available in DFW.

Gaylord Preferred Transportation Provider contact:

Gaylord Texan Resort provides shared transportation to
DFW Airport every 30 minutes (at every hour and half hour)
between 5:00am – 2:00pm daily. The fee is $15 per person.
Please note this does not include transportation from
DFW Airport to the resort.
Contact: (817) 778-2400

Gaylord Texas Transport to Grapevine Town, Shopping & Dining.

There is a $5 shuttle between the resort and the town. Subject to operating hours and seasonal schedules.

WIFI, Streaming, Electrical

The Convention Center has every aspect of Electrical & Internet Connection Controlled at their Event Center & Separate from hotel rooms.

WIFI Basic Service will be provided by a Sponsor for all to use.

However, it is not suitable for streaming use. Please contact Siotha for IT options and the WIFI sponsorship Package.

Digital Advertising.

Fully customized networking, telecommunications, and digital advertising solutions are available.
Please contact your Event Services Manager, Siotha Vest for a complete price list.

Our Electrical & Network services are limited by design.

Gaylord Texan Resort provides  20 amp daisy chained room services for electrical. We will provide Charging stations for guests, and some electrical for booths. If your displays require electrical or you need to know how long of an extension cord to bring, please email Siotha regarding your booth needs. We have IT services available at $120/hr plus and Electrical rigging $90++ based on needs of our sponsors and speakers.

Telecom Services

Gaylord Texan Resort and Convention center has packages for sponsorship. Otherwise has standard hotel rates for guests.

If I'm not staying at the Hotel, Where do I park?

The convention center has Valet Parking & Convention Center Parking. (Rates Subject to change).

Parking rates

$22.00 + tax daily self, per day
$22.00 + tax overnight self, per day
$31.00 + tax daily valet, per day
$31.00 + tax overnight valet, per day
Daily guests are not eligible for in/out privileges

Our Platinum, or Gold Booth needs building. Freeman Services Contact

The convention center contracts with Freeman services for load in, out, and booth display building. Separate from Electric & AV.

Freeman

As one of the nation’s leading full-service event contractors, Freeman Decorating is the one source for all your
exposition and meeting service needs. Freeman Decorating specializes in exhibit programs, corporate events,
rental furnishings, floor plan design, drapes/carpet, group registration areas, staging/screen masking and
material handling.
Contact:
Kolet Bailey, Client Solutions Manager
kolet.bailey@freemanco.com
(817) 778-3287 office
(972) 890-6699 cell
www.freemanco.com

Optional Items for a great week, or Labor day weekend in Dallas!

Golfing

Tip: Your $20 Resort fee includes – Exclusive use of Cowboy Golf Course Practice Facility for 2 to include unlimited range balls for use on the
driving range, chipping and putting facility.

However, you may contact the Cowboys Golf Club for more reservations and options for private needs.

Cowboys Golf Club

Dedicated to exceeding your expectations by providing a one-of-a-kind golf experience, it’s no wonder
Cowboys Golf Club has garnished some of the nation’s most prestigious awards. Conveniently located
adjacent to Gaylord Texan Resort and Convention Center, it is the world’s first and only NFL-themed golf
course. Cowboys Golf Club is as unique as the star from which it was born. Alongside its natural beauty, you
will find a club that offers the upscale amenities and resort level service you would expect from one of the
premier golf experiences in the nation

Contact:
Megan Calmes (Director of Tournament Sales)
(817) 722-2718 x direct
(817) 481-7277 x main
mcalmes@arcisgolf.com

What is included in the $20 Resort Fee?

During our event, the Gaylord has a Summer Seasonal set of local events already included with your stay.

$20 Resort Fee includes

• 2 bottles of water per day in guestrooms
• Access to the water park & luxury pools
• In-room enhanced wireless Internet access
• Local and domestic long distance telephone calls
• Exclusive use of Cowboy Golf Course Practice Facility for 2 to include unlimited range balls for use on the
driving range, chipping and putting facility
• 2 bicycle rentals available at the Concierge desk (waiver required)
• Admission for 2 to Glass Cactus Nightclub (ages 21 and up only, Friday – Saturday, excluding ticketed events)

SWAG, Sponsorship opportunities, and the fun items your team should sponsor.

GREEN ROOM SPONSORSHIP LIMITED

Green Room Sponsors allow us to morph a boring room into a relaxing space with meals for our VIP and speakers.

Sale Ends July 10

Max 4 Sponsors

Cost:

Buy In Sponsor: $5000
Exclusive Daily Sponsor: $20,000

Benefits include:
acknowledgement as sponsor of the name tags
being named as Sponsor on Sponsor TAGS in the logo on the name badges for sponsors
Recognition daily by sponsors
name and logo (including hyperlink) on the conference website
one complimentary conference registration a guest invitation to the Speaker and Sponsor Appreciation event (event to be confirmed).

WIFI SPONSOR (EXCLUSIVE)

WIFI NAME & LANDING PAGE will be sponsored by host.

Sale Ends July 10

Exclusive Sponsor Only, Daily TBD

Cost:

Buy in: $1,600
Exclusive Sponsor: $5,275

Exclusive Package & Bonus Hotel Room:

Exclusive Package & Bonus Hotel Room: being named as WiFi Sponsor & with branding & custom Naming
being listed as the sponsor on the WiFi login landing page with name and logo (including hyperlink)
Complimentary Hotel Room (While Supplies last!)
special ‘Sponsor’ name tag name and logo (including hyperlink) on the conference website
a guest invitation to the Speaker and Sponsor Appreciation event (event to be confirmed)
customizable password for each day of the conference (venue permitting).

FOOD SPONSORS (8 OPPORTUNITIES) $5,000++

All Costs are Estimated based on attendance, costs for sponsors are minimum $5k and
The sponsor must pay the remaining costs superseding the day’s consumption or event consumption estimate, negotiable

A) WEDNESDAY Reception & Check in, BAR: $6,000 (PASS-THROUGH COST)

B) THURSDAY  BREAKS, COFFEE & FOOD: $13,000 (PASS-THROUGH COST)

C) THURSDAY  LUNCH, F&B: $13,000 (PASS-THROUGH COST)

D) FRIDAY  BREAKS, COFFEE & FOOD: $13,000 (PASS-THROUGH COST)

E) FRIDAY  LUNCH, F&B: $13,000 (PASS-THROUGH COST)

F) SPEAKER & VIP LUNCH, F&B: $13,000 (PASS-THROUGH COST) THURS OR FRI

G) SPEAKER DINNER, F&B: $13,000 (PASS-THROUGH COST) THURS [SOLD OUT]

H) SPEAKER & VIP Breakfast & Unconvention Networking, F&B: $13,000 (PASS-THROUGH COST) THURS OR FRI

Sale Ends July 25

Max 1 Sponsor – either the provider or sponsored. Each Sold out event will be noted.

Cost:

Buy in sponsor: $5000 deposit + remainder after options are chosen for the event-sponsoring
Exclusive Sponsor Sponsor Both Attendee & VIP and Deposit $10,000, the food will be consolidated for better costs.

Benefits include:
being named as a FOOD Sponsor providing Food and Beverage for intended sponsorship.
name and logo (including hyperlink) on the conference website.
1 Table for expo, if not already a sponsor.
2 Event Tickets Comped.
one complimentary conference registration a guest invitation to the Speaker and Sponsor Appreciation event (event to be confirmed).

Swag Bags: Limited to 3 Sponsors!

Logo will be printed with a group of sponsors for Attendees, inserts not included. Swag bags will have at least: 1 Food Item, 2 Water Bottles or Refillable Water Bottle, and literature.

Sale Ends July 10

Min 3 Sponsors to Have custom logo printing

Cost:

Buy in: $1,500
Exclusive Sponsor: $5,500
Exclusive Providing Sponsor: $500

Benefits include: being named as a Swag Sponsor being involved in selecting merchandise to be branded with your name and logo (varying options)
name and logo (including hyperlink) on the conference website
one complimentary conference registration a guest invitation to the Speaker and Sponsor Appreciation event (event to be confirmed).

Texas Chocolates! Please help us provide the most fun Chocolates of the event in our Swag.

These sure to please Texas Chocolate molded candies will include your message to our attendees. We would like at least 2 per attendee bag.  And are only charging at cost. (Costs Split if more than one sponsor). $3 per chocolate small, $5 large

Sale Ends July 10

Max 3 Sponsors

Cost:

Buy in: $1500
Exclusive Sponsor: $3000
Exclusive Providing Sponsor: $at cost

Benefits include:
being named as a Swag Sponsor providing fun TEXAS themed chocolates
name and logo (including hyperlink) on the conference website
one complimentary conference registration a guest invitation to the Speaker and Sponsor Appreciation event (event to be confirmed).

Water Bottles... It's Hot in Texas Ya'll

Provide Water Bottle (Refillable) or Branded single use 2 bottles per attendee, must arrive by Aug 15th.  OR

Pay for water bottle at Cost $5000 est. 17 oz. Insulated Stainless Steel Bottle in Silver

Sale Ends July 10

Max 1 Sponsor – either the provider or sponsored.

Cost:

Buy in providing bottles sponsor: $500
Exclusive Sponsor custom made water bottles by VMW: $5500

Benefits include:
being named as a Swag Sponsor providing extra hydration for guests
name and logo (including hyperlink) on the conference website
one complimentary conference registration a guest invitation to the Speaker and Sponsor Appreciation event (event to be confirmed).

How do I cancel my sponsorship?

Sponsors are unable to cancel contracts. Payment is due in full prior to deadline of the sponsored item, table or event. Sponsors pulling out at the last minute will cause damages to the event that are tripled by pulling out. Please don’t pull out. There is no refund.

Where's my email Blast?

Vidpow retains all rights to user data collected. Sponsorships including exclusive email offers and online video links are timed based on the event. You will receive notice prior to sending the email so that you may include trackback links.

How secure is the admin area?

Hospitality Room is open to Sponsors, Speakers and select VIPs.  On Vidpow Attendant will regulate admission and storage of items in the room. As well hospitality beverages and snacks.  Hotel Staff will open room 6am to 11PM.  Additional security must be requested 30 days in advance of event.

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