Thank you for your sponsoring Dykema’s 8th Annual Definitive Conference for Dental Service Organizations, to be held in person on July 28-30, 2021 at the beautiful Gaylord Rockies Resort in Denver, Colorado! We are excited to partner with you to help make this event a success. Below are some commonly asked questions from our sponsors. If you need further information, please contact Séverine Stephenson at SStephenson@Dykema.com or 214-462-6474.
Please have your team book their discounted room reservations with the Gaylord Rockies Resort as soon as possible, as the block historically sells out. Room rate is $272.00 + 15.25% tax. The last day to make your reservations under the room block is July 26, 2021.
Reserve your room by clicking CLICKING HERE.
SPONSOR/TABLE EXHIBITORS PAYMENTS & CANCELLATIONS POLICY:
- For all table exhibitor sponsorships, payment is due in full within 30 days of invoice receipt in order to guarantee your exhibitor space.
- For all other event sponsorships, a 25% non-refundable deposit is due within 30 days of invoice receipt in order to guarantee your sponsorship.
- Cancellation requests received prior to May 24, 2021 are entitled to a refund minus the 25% non-refundable deposit. Any cancellation requests received on or after May 24, 2021 will not be entitled to a refund and will be rolled over to a future Dykema DSO event.
- In the event Dykema has to cancel the 2021 conference due to unforeseen Covid-related circumstances, sponsorship payments will be rolled over to the rescheduled event. If a refund is requested, 75% will be refunded less administration fees.
- All cancellation requests must be made in writing. Voicemail and other verbal requests for cancellations are not valid. Cancellation requests can be emailed to firstname.lastname@example.org or mail to: Dykema DSO Group, Attn: Séverine Stephenson, 1717 Main Street, Suite 4200, Dallas, TX 75201.
SPONSOR LOGO AND URL
Please provide a high-resolution logo and URL of the sponsoring company so we can add you to our sponsors page. Logos are requested by May 24, 2021 or at the time of commitment. Logo specifications are as follows:
- Logos that fit horizontally in a proportionate 3×2 space is recommended.
- Logos should be in .eps, .pdf or high resolution .jpg format.
- Please logo and desired URL to email@example.com.
Sponsors are invited to submit a 30-second promotional video, which will be posted on the website 4-6 weeks before the event. Videos are requested by May 24, 2021 or at the time of commitment. All submitted videos must adhere to the specifications below.
- File: MP4 (.mp4)
- Video Format: H.264/AVC – VP6
- Audio Format: AAC – MP3
- Frame Size: 4:3 aspect ratio (960×720 or 800×600)
- Bitrate: 1 Mbps/1000Kbps (add both the audio and video channels to get the total bitrate)
- Frame Rate: 30 fps (frames per second)
- Video must not exceed :30 seconds in length.
- Please submit your video, logo and desired URL to firstname.lastname@example.org.
SPONSOR EXHIBIT SET-UP, TEAR DOWN and MANAGEMENT AGREEMENT:
- EXHIBITOR TABLE SPONSORS: A single 6-foot draped table with two chairs will be provided for select sponsors per the sponsorship level commitment. If a display is over 8 feet wide, two tables must be purchased. If a display encroaches into a neighboring exhibitor area, you will be asked to remove it.
- EXHIBITOR SET-UP must take place on July 28, 2021 any time prior to 4:00pm MT, otherwise your space may be subject to forfeit.
- TEAR DOWN is at 2:00pm on July 30, 2021 and will not be allowed before that time.
- Additional equipment (power strips/wired internet connection) may be ordered in advance by exhibitors directly from the hotel. Dykema will not be responsible or liable for damage by accident or otherwise to exhibits in connection with the transfer, installation, maintenance, removal, or displays. Click here to order these services with the hotel.
- All sponsors agree not to extend invitations, call meetings, or otherwise encourage absence of attendees from the conference or exhibit area during official hours of the program. One representative must man the exhibitor table at all times during regular conference hours.
- Sponsors are responsible for shipping and storage of exhibit materials and all costs involved, including expenses for return shipments upon completion of the conference.
The below information is provided by FedEx Office within the resort, all pricing is subject to change. All shipping questions should be handled directly with FedEx Office (303-390-9121) or by clicking here.
In-bound Shipping Instructions:
Use the correct addressing option from the methods listed below to eliminate any package routing delays. All packages received by FedEx Office require a release signature before being released from the custody of FedEx Office. Release signatures are captured at the time of package pickup from the FedEx Office Business Center or during delivery of package(s) to the recipient. In-bound receiving and applicable delivery fees will be applied to all packages. Fees applied are in addition to standard shipping rates.
For guest name field below, only use the individual who will be onsite to sign for the package(s). Please do not address your packages to a hotel employee or Show Manager as this could cause the package to be delayed. Packages (excluding pallets/crates) will be available for pick-up at the FedEx Office Business Center. Delivery of packages can be scheduled after arriving at the hotel by calling the FedEx Office.
To expedite handling of your package, please ensure package(s) are delivered to the hotel between one and five days prior to the event.
Out-bound Shipping Instructions:
To expedite the process of out-bound shipments, please affix a completed carrier airbill to each package. Boxes and FedEx shipping supplies are available through the onsite FedEx Office Business Center. Pickup of out-bound packages by all non-standard (other than FedEx or UPS) couriers must be coordinated with the onsite FedEx Office location. Out-bound Handling Fees will be applied to each package. Fees applied are in addition to standard shipping rates.
Fees applied are in addition to standard shipping rates. All handling fees can be applied to a guest room/master account or billed to a credit card.
* For inbound/outbound pallets or crates, the receiving and delivery charges are consolidated into a single fee of $0.75/lb. ($150.00 minimum), which is applied to each pallet/crate handled. A labor fee of $70.00 per hour will apply for breaking down pallets, building pallets, or excessive package handling/ moving due to a customer’s request. The labor fee can be charged in 15 minute increments.
** No handling fees will be charged for outbound packages weighing0-1 pound that are brought to the FedEx Office Business center by a quest.
Package Storage Fees:
A one-time package storage fee will apply to each package received and stored for more that five (5) calendar days. Items measuring over 6.5 feet in size are considered oversize and will be assessed an additional oversize fee if stored for more than five (5) calendar days.
Still have general sponsorship questions that were not addressed on this page? Please contact Séverine Stephenson at 214-462-6474 or email her at SStephenson@Dykema.com.