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Guidelines for Sponsors

ABOUT THE CONFERENCE

The Digital Humanities 2016 Local Organising Committee invites sponsors and exhibitors to the international Digital Humanities Annual Conference, Kraków, Poland, 12 July to 15 July 2016.  The theme for this conference is Digital Identities: the Past and the Future. If the record number of submissions received this year can provide any guidance, we are in for a record turnout in the history of this conference series that has gathered the ever-growing DH community since 1989.

The Local Organising Committee appreciates the significant contributions made by exhibiting and supporting companies. This prospectus details a range of options which will give you the opportunity to promote your products and services to a large audience. We encourage your involvement in Digital Humanities 2016 and thank you for your consideration.

ABOUT ADHO

The Alliance of Digital Humanities Organizations (ADHO) is an umbrella organisation whose goals are to promote and support digital research and teaching across arts and humanities disciplines, drawing together leading researchers engaged in digital and computer-assisted research, teaching, creation, dissemination, and beyond, in all areas reflected by its diverse membership.

ADHO supports initiatives for publication, presentation, collaboration, and training; recognises and supports excellence in these endeavours; and acts as a community-based consultative and advisory force. In doing so, ADHO embraces and coordinates activity across its constituent organisations: the European Association for Digital Humanities (EADH, founded in 1978 as the Association for Literary and Linguistic Computing), the Association for Computers and the Humanities (ACH, founded in 1973), the Canadian Society for Digital Humanities / Société canadienne des humanités numériques (CSDH/SCHN, founded in 1986 as the Consortium for Computers in the Humanities / Consortium pour ordinateurs en sciences humaines), centerNet, the Australasian Association for Digital Humanities (aaDH), and the Japanese Association for Digital Humanites (JADH).

Sponsorship Opportunities

Supporting the conference through sponsorship and exhibiting can provide many key benefits. These include:

  • Exposure to a relevant Polish, Central-Eastern European, European and global audience before, during and after the conference;
  • Networking opportunities during the conference to meet with key decision-makers and practitioners;
  • An opportunity to present products and services;
  • Insight into upcoming priority and future directions for Digital Humanities; and
  • Building reputation and recognition for supporting Digital Humanities.

Contact Us

A variety of sponsorship opportunities are available at the 2016 Conference. We are happy to negotiate a package that will maximise the benefits to a potential sponsor and the conference.

To book or if you wish to discuss a package more suitable to your company’s needs, please contact the Local Organizers at sponsors@dh2016.org.

GOLD SPONSOR: 25,000 PLN

Gold sponsorship allows you to have a significant presence in the marketing of the conference and at the time of the conference by accruing a range of branding and advertising benefits. A key benefit of this investment is the opportunity to present at the conference.

Benefits to Sponsor

  • Acknowledgement as gold sponsor;
  • Logo on the conference website;
  • Link on the conference website;
  • Profile on the conference website’s sponsors page

At the conference

  • A 10-minute speaking slot in the opening session of the first day
  • One trade display for the duration of the main conference (Wed, Thurs, Fri);
  • An insert in the delegate pack (sponsor to provide)
  • Logo on graphic animation projected in plenary theatre
  • Logo and company description in the pocket programme
  • Colour advertisement in the pocket programme (sponsor to provide)
  • An email shot to the delegates

SILVER SPONSOR: 15,000 PLN

Benefits to Sponsor

  • Acknowledgement as silver sponsor;
  • Logo on the conference website;
  • Link on the conference website;
  • Profile on the conference website’s sponsors page;

At the conference

  • One trade display for the duration of the main conference (Wed, Thurs, Fri);
  • Two complimentary full registrations including the Drinks Reception;
  • Logo displayed in the pocket programme;
  • Logo displayed on the sponsors slide in the plenary hall;
  • Delegate list at the time of the Conference with delegate name, organisation and state; and
  • One insert in the delegate pack (sponsor to provide)

BRONZE SPONSOR: 10,000 PLN

Benefits to Sponsor

  • Acknowledgement as bronze sponsor;
  • Logo on the conference website;
  • Link on the conference website;
  • Profile on the conference website’s sponsors page;
  • Logo displayed in the pocket programme.

At the conference

  • One trade display for the duration of the main conference (Wed, Thurs, Fri);
  • One complimentary full registration including the Drinks Reception;
  • Logo in the pocket programme;
  • Logo displayed on the sponsors slide in the plenary hall; and
  • Delegate list at the time of the Conference with delegate name, organisation and state.

CONFERENCE DINNER: 8,000 PLN

The Conference Dinner is always the highlight of the Conference. Sponsoring the dinner is a fantastic opportunity to promote your brand in a fun and relaxed environment. The Dinner sponsorship also includes a chance to address Conference delegates.

Benefits to Sponsor

  • Acknowledgement as the Conference Dinner sponsor;
  • Five minute welcome to delegates at the Conference Dinner;
  • Prominent signage during the dinner (sponsor to provide);
  • One full conference registration including Drinks Reception and Conference Dinner;
  • Optional reserved seating;
  • Logo displayed in the pocket programme;
  • Logo displayed on the conference website;
  • Logo displayed on each dinner menu;
  • One insert in the delegate pack.
  • Logo displayed on the sponsors slide in the plenary hall; and
  • Delegate list at the time of the Conference with delegate name, organisation and state.

KEYNOTE SPEAKER SPONSOR
(Two Available)

International Speaker 5,000 PLN | National Speaker 4,000 PLN

Please check the website for speaker details. One international and one national keynote speakers have been invited to present at the DH2015 conference. This is a prestigious branding opportunity to be associated with a leader in the field.

Benefits to Sponsor

  • Acknowledgement as speaker sponsor;
  • Signage in the room during the session;
  • One complimentary full registration including Drinks Reception;
  • Logo displayed on a slide during the session;
  • Logo displayed on the conference website next to the speaker’s biography and session;
  • Logo on the conference website;
  • Link on the conference website; and
  • Logo displayed on the sponsors slide in the plenary hall.

DELEGATE PACK: 3,000 PLN

Participants will receive the conference materials, including the pocket programme, in a satchel printed with your logo. Each delegate is guaranteed to see your logo every day during the Conference. You also have the opportunity to include one insert in each satchel.

Benefits to Sponsor

  • Logo displayed in the pocket programme;
  • Logo on the conference website;
  • Link on the conference website;
  • Profile on the conference website’s sponsors page;
  • One satchel insert;
  • Logo displayed on the sponsors slide in the plenary hall; and
  • Delegate list at the time of the Conference with delegate name, organisation and state.

POCKET PROGRAMME: 2,000 PLN

Your logo and promotional copy (50 words) will be printed in a prominent place on the Pocket Programme that will be given to all attendees. The Pocket Programme will include a summary of the programme, trade and general information. The Pocket Programme is the guide to the Conference for all attendees, so your profile will be seen continuously throughout the Conference.

Benefits to Sponsor

  • Logo displayed prominently in the Pocket Programme;
  • 50-word company profile on the inside cover of the Pocket Programme;
  • Logo displayed on the sponsors slide in the plenary hall;
  • Logo on the conference website;
  • Link on the conference website; and
  • Delegate list at the time of the Conference with delegate name, organisation and state.

DAILY CATERING: 2,000 PLN
(Three Available)

Morning Coffee, Lunch & Afternoon Coffee

Benefits to Sponsor

  • Naming rights for the lunch break for one day;
  • Signs with your logo displayed on the lunch buffets;
  • Two pop-up banners in the lunch area;
  • Logo displayed in pocket programme beside lunch session;
  • Logo displayed on the conference website;
  • Link on the conference website; and
  • Logo displayed on the sponsors slide in the plenary hall.

BOOTH DISPLAY: 2,000 PLN

Booths are inclusive of the Partner, Gold, Silver and Bronze packages.  They will be located in the catering area or the ground floor hall for the duration of the main conference (Wednesday – Friday).

Each Booth site includes:

  • Booth structure measuring 2-metres wide x 1-metre deep;
  • One full registration including the Drinks Reception;
  • Undressed trestle table & two chairs;
  • Power outlet;
  • Lights;
  • Listing displayed in the pocket programme;
  • Logo and 50 word company profile displayed on the conference website;
  • Acknowledgement on the conference website; and
  • Link on the conference website.

Exhibitors Information

Please contact the Local Organizers at sponsors@dh2016.org, for important details, including:

  • Bump-in / Bump-out times;
  • Delivery labels;
  • Registration of exhibitors;
  • Contact details for additional equipment/furniture; and
  • Details of display builder.

Exhibition Builder

[TBA]

ALLOCATION OF SPONSORSHIP PACKAGES AND TRADE DISPLAY SITES

Sponsorship packages and display sites will be allocated by the Local Organising Committee. The Committee will allocate site positions after taking into account each organisation’s sponsorship, the date of confirmation of participation, preferences, proximity to competitors and any other relevant matters. The Committee reserves the right to alter the floor plan. All prices include VAT.

MARKETING INFORMATION

  • All benefits will be delivered subject to the sponsor providing the required information by any dates advised on the website;
  • Sponsor to supply PowerPoint slide in 16:9;
  • Sponsor profiles are 200 words maximum;
  • Trade profiles are 50 words maximum;
  • Pull up banners can be up to 2m tall and 85 cm wide;
  • We suggest you include a contact name (if applicable), phone, website and email address in your profile;
  • PDF advertisements are to be supplied as a single A4 page of 1MB maximum and will be displayed as supplied;
  • Delegate pack inserts are A4/A5 one piece flyer unless discussed with the Local Organizer. Inclusive for sponsors only where noted on package details;
  • Logos should be sent in high resolution JPEG or PNG format; and
  • Any promotional items for distribution to be supplied by the sponsor. 

GENERAL TERMS AND CONDITIONS

  • All costs are inclusive of VAT and are in Polish zloty (PLN); the exchange rate (as of 11.02.2016) is 1 EUR = 4.42 PLN and 1 USD = 3,89. The Conference bank’s exchange rate of the day of payment will be applied.
  • A tax receipt will be sent on receipt of a booking form. 50% of the total is required on booking to secure the selected package. Full payment is required by 30 April 2016;
  • Each company representative attending the Conference must pre-register;
  • The delegate list will be supplied in hard copy only at the time of the Conference (name, organisation and state);
  • Acknowledgement of sponsorship will not be confirmed and advertised on the website until full payment is received; and
  • Choice of trade display position is dependent on availability at the time of booking.
  • Sponsor packages are awarded on a first come, first served basis.

CONFERENCE CANCELLATION OR POSTPONEMENT

The members of the Local Organising Committee and Sekcja Organizacji Imprez do not accept any liability for losses incurred in the event of the conference being cancelled or postponed due to an unforeseen event or any other event that renders performance of this conference inadvisable, illegal, impracticable or impossible. An unforeseen event shall include but shall not be limited to: an Act of God; infectious disease outbreak, industrial disruptions, service provider failures, governmental restrictions and/or regulations; war or apparent act of war; terrorism or apparent act of terrorism; disaster; civil disorder, disturbance, and/or riots; curtailment, suspension, and/or restriction on transportation; or any other emergency. In the event that the conference is cancelled no refunds will be issued. All available funds, after cancellation expenses, will be credited towards a future conference held by the hosting organisation.

SPONSORSHIP AND/OR EXHIBITION CANCELLATION POLICY

A cancellation fee of 30% will be applicable to any sponsorship package or trade booking cancelled up to one month prior to the Conference. No refunds will be given after this date.

DISCLAIMER

The Local Organising Committee reserves the right to amend or add any sponsorship package and accept any sponsorship offer, listed or unlisted, at any time and without notice.