april 3-5, 2018 san antonio, texas - 4c conference · 4c health, safety, & environmental...

4C Marketplace, LLC 4cconference.com | [email protected]

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4C Health, Safety, & Environmental Conference

8th Annual Conference

April 3-5, 2018 San Antonio, Texas JW Marriott San Antonio Hill Country Resort & Spa Exhibitor & Sponsor Prospectus #4C2018 4cconference.com


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ABOUT THE CONFERENCE

The 4C Mission 4C’s mission is based on the core belief that involvement is key for compliance professionals. We believe when people come together to connect, they influence change that betters environmental practices of the entire community. The 4C mission is to provide an environment where compliance professionals come together to collaborate and connect with peers, and contribute to industry compliance, (that's where the 4Cs come from).

The 4C Conference The conference began in 2011 as the LDAR, BWON, Tanks, and Flares (LBTF) conference, and has witnessed steady growth since its inception. It has developed into a cornerstone networking event and educational opportunity for HSE industry members, subject matter experts, and vendors alike.

The huge amount of cutting-edge content the 4C Conference offers, and the opportunities it affords to vendors will ensure 4C’s continued success and growth as an industry renowned event.

The conference focuses on environmental regulatory, policy, health & safety issues, best practices, and technological advancements in the industry.

The training courses are designed to educate facility managers, technical personnel, and newly appointed HSE staff on existing and new health, safety, and environmental compliance strategies and best practices.

Presentation sessions are offered on more than 10 topic tracks and range from introductory content to advanced topics, applications, and case studies.

300+ decision makers, managers, and representatives from 90+ refinery and petrochemical plants and service providers attend, giving attendees the opportunity to connect with peers who share professional education goals, experience the same challenges and opportunities in the refining and petrochemical industries.

Through the 4C Marketplace, 4C HSE Conference creates a live space for Health, Safety and Environmental (HSE) professionals to connect face-to-face on a yearly basis. We hope you join your peers and industry experts April 3rd-5th in San Antonio, Texas as they share insights and best practices on the most significant environmental topics of the day.

We understand that you need return on investment for your sponsorship, exhibiting, and advertising dollars. Partnering with the 4C Conference gives you strategically focused access to an influential audience of industry members, decision makers, and policy shapers in the health, safety, and environmental compliance fields. This alliance offers many key opportunities, including high visibility, hospitality, and networking.

Benefits of Exhibiting & Sponsorship

• Unprecedented exposure to industry members and potential customers

• Opportunity to interact with key decision makers at the nation’s largest facilities

• Chance to hear from industry regulators on national and state-levels

• Access to industry renowned subject matter experts in a variety of technological and compliance areas

• Opportunity to see demonstrations of the newest technologies

• Access to all conference training courses and presentations

• Contact information for all conference attendees prior to conference

• Opportunities to demonstrate your value to customers in presentations or training courses at no additional cost

• Ability to increase awareness of participation by sponsoring a marketing item giveaway


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ABOUT THE CONFERENCE

Distribution of Attendees by

Industry Affiliation

4C Attendees are interested in the following

types of information:

• Presentations given by industry and subject matter experts

• Best practices in health, safety, and environmental compliance

• Cutting-edge technological demonstrations

• Innovative and implementable compliance policies

• Case studies demonstrating best practices, lessons learned, and pitfalls avoided

• Continuing education opportunities

What Industries Attend the 4C Conference?

Biofuels Chemicals Construction Consulting Contractors E&P, Oil and Gas Education Energy Engineering Food and Beverage Government Law Firms Manufacturing Media Nonprofit

Non-Profits Other Pipeline, Oil and Gas Pulp and Paper Refinery / Petrochemical Retail State Agency Stone Clay Glass & Concrete Products Technology Terminals Testing Laboratories University/College Unknown Utilities Industry Vendors

Industry End Users45%

Consultants, Engineers,

Vendors 49%

Government and Reglators

5%

Law Firms1%


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CONFERENCE SPONSORSHIPS

Maximize your return on investment! By optimizing your dollars through partnering with the 4C Conference, you ensure that your exhibit and company representatives will get the attention of the 4C attendees at the conference and throughout the year. Your company will be front and center with our influential community.

This partnership provides you with an exclusive opportunity to cultivate mutually beneficial relationships with HSE industry members in ways that are best suited to meet the individual needs of your business.

All sponsors will receive the following:

• Opportunity to use “4C 2018 Annual Conference Sponsor” logo on your marketing materials • Partnership logo designation on the 4C Conference website for one year • Acknowledgement on partner/sponsor signage at the Annual 4C Conference • Sponsorship recognition in meeting marketing materials, depending on publication schedule

Sponsorship offerings are detailed on the following page.


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Most

Popular

Sponsorship Options Elite $40,000

Platinum $20,000

Gold $12,000

Silver $10,000

Bronze $8,000

Premium branding and marketing consultation package ✓

Branding and marketing consultation package ✓

8’ x 10’ Exhibit Booth (2) (2) (1) (1) (1)

Conference attendees (Includes exhibitor staff and attendees)

Unlimited

Included Exhibitor Attendee Registration - (Includes access to all conference training classes and presentations)*

Unlimited (10) (8) (6) (4)

Create revenue targets from historical 4C attendees X - - - -

Execute targeted email campaigns to revenue targets X - - - -

Consultation on social media publishing platform and process

X - - - -

Networking evening event VIP passes - (To issue to Customers)

Unlimited (15) (10) (5) -

4C Networking Event Access X X X X X

Logo placement on the 4C web page X X X X X

On-site conference branding X X X X X

Strategic Social Media and Email campaigns X X X X X

Company information included in conference agenda X X X X X

Company information included in conference app X X X X X

Copy of registrant list prior to the event X X X X X

Copy of historical 4C attendees list prior to event X X X X X

Opportunity to reserve conference hotel room blocks at negotiated conference rates; rooms are available on a first-come, first-served basis

X X X X X

Opportunity to reserve 2019 booth space in advance X X X X X

4C Networking Event Sponsor X X

* Additional sponsor attendee passes can be purchased at a discounted rate of $500 per person


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EXHIBITION OPPORTUNITIES

Basic Exhibit Booth Option - $4,000

(1) 8’ x 10’ Exhibit Booth

(2) Included Exhibitor Attendee Registrations - (Includes access to all conference training classes and presentations)*

4C Networking Event Access

Logo placement on the 4C Conference website

On-site conference branding

Strategic Social Media and Email campaigns

Company information included in conference agenda

Company information included in conference app

Copy of registrant list prior to the event

Copy of historical 4C attendees list prior to event

Opportunity to reserve conference hotel room blocks at negotiated conference rates; rooms are available on a first-come, first-served basis

Opportunity to reserve 2019 booth space in advance

4C Networking Event Sponsor

* Additional exhibitor attendee passes can be purchased at a discounted rate of $500 per person


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EXHIBITION BOOTH SPACE

Exhibit booths are sold by 8’ x 10’ spaces for $4,000 each. All booths include the following:

• Electrical hook-up • Draped table • Two chairs • Wastebasket • Sign with company name

Exhibit Booth Diagram


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ITEM SPONSORSHIPS

Combine any of the item sponsorship options below with an exhibit booth or sponsorship program to maximize your exposure at the 2018 4C Conference and customize your experience.

Attendee Items

Badge Lanyards - $4,000 – SOLD Each attendee is required to wear a badge at all times for access to educational sessions, presentations, the exhibit hall, and networking events. The badge-holder/lanyard sponsor will have the opportunity to prominently feature their logo on all the lanyards. Benefits include: Logo on 1,000 lanyards for all 3 days of the conference

Hotel Wifi - $5,000 Hotel wifi connection instructions will be listed in the conference program as well as on the back of each attendee’s badge. The hotel wifi sponsor will have the opportunity to inform attendees that their company provided the conference wifi. Benefits include: Logo alongside the wifi connections instructions on the backs of 1,000 badges and in the conference program.

Hotel Keycard - $2,000 – SOLD All attendees staying at the hotel will receive a hotel keycard for access to their rooms. The hotel keycard sponsor will have the opportunity to place their logo on the hotel keycard. Benefits include: Logo on 1,000 hotel keycards for all 3 days of the conference

Coffee Sleeves - $3,500 – SOLD Coffee will be served to all attendees each day of the conference. The coffee sleeve sponsor will have the opportunity to place their logo on coffee sleeves that will be available to attendees. Benefits include: Logo on 1,500 coffee sleeves to be used during coffee breaks at the conference

Conference Tote Bag - $8,000 All conference attendees will receive a tote bag upon checking into the conference. The conference tote bag sponsor will have the opportunity to place their logo on the front and back of the tote bag. Benefits include: Logo on 1,000 tote bags

Conference Tumbler - $7,000 All conference attendees will receive a branded tumbler cup in their tote bag when checking into the conference. The tumbler sponsor will have the opportunity to place their logo on the conference tumbler. Benefits include: Logo on 1,000 tumbler cups

Conference Agenda - $5,000 Upon checking into the conference all attendees will receive an agenda detailing the conference schedule and all programming. The agenda sponsor will receive a full-page ad in the conference agenda promoting their company’s products and service lines. Benefits include: Full page ad in the conference agenda

Conference Notepads - $4,000 All conference attendees will receive a branded engineer’s notepad for use while taking notes during training courses or presentations. The notepad sponsor will have the opportunity to place their company logo and contact information on the notepad. Benefits include: Logo on 1,000 engineering notepads

Attendee Bag Item - $1,000 All conference attendees will receive a tote bag upon checking into the conference. Participants in this sponsorship opportunity will be able to place a branded item in each attendee’s conference bag.


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Meal & Programming Sponsorships

Audio-Visual Sponsor - $5,000 Between presentations and training courses at the conference a title slide will be displayed on all presentation screens. The audio-visual sponsor will have the opportunity to place their logo on the slide alongside the Elite and Platinum sponsors. Benefits include: Logo on the title slide during all presentations and training courses at the conference.

Breakfast Sponsor- $5,000 each (1 available) – SOLD Breakfast will be served to attendees on the opening day of the conference. As a sponsor, your logo will be displayed in the breakfast area. Benefits include: • Recognized as a sponsor of a daily breakfast in the

conference agenda • Logo displayed in breakfast area during the designated

day

Lunch Sponsor - $5,000 each (3 available) Lunch will be served to attendees each day of the conference. As a sponsor, your logo will be displayed in the lunch area. Benefits include: • Recognized as a sponsor of a daily lunch in the

conference agenda • Logo displayed in lunch area during the designated day

Afternoon Break Sponsor - $3,000 each (3 available) Afternoon snacks will be served to attendees each day of the conference. As a sponsor, your logo will be displayed in the break area. Benefits include: • Recognized as a sponsor of a daily break in the

conference agenda • Logo displayed in break area during the designated day

Dinner Sponsor - $5,000 each (3 available) Dinner on Tuesday, April 3rd will be served in one of 3 on-site restaurants. As a sponsor your company will be associated with one of the three dining destinations. Benefits include: • Recognized as a sponsor of a dinner at one of the on-site

restaurants. • Logo displayed in lunch area during the designated day

Sponsorship Policy In instances where more than one party has requested the same sponsorship item or activity prior to the March 16, 2018 deadline, 4C will make every effort to accommodate all sponsors to the best of its ability.


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PROMOTIONAL OPPORTUNITIES

Vendor Promotional eBlast Reach your potential customers AND maximize your presence before arriving in San Antonio! 4C’s goal is to assist you, our exhibitor, to increase your exposure by targeting key prospects with pre-show marketing in the weeks leading up to the conference. This eBlast message will serve as a resource for attendees to learn more about your company and conference. This promotional opportunity is FREE for all 2018 exhibitors. To participate in this program please provide a brief company profile and/or 2018 special bargains (50 words or less) with your agreement and 4C will include your message in our special vendor eBlast message to be sent prior to the Annual Conference!

Media Distribution Maximize your marketing effort by inserting a flyer in each attendee registration packet for a fee of $1,000 for exhibitors. Giveaway pieces cannot be larger than 8½” x 11” and no more than 1 page. Printing on front and back is permitted. 4C reserves the right to refuse inappropriate materials. Inserts must be pre-approved. Include a copy with your booth application. Upon approval, we will notify you with the shipping address, quantity needed and receiving deadline.

Agenda Advertising 4C offers advertising in the registration book and onsite program guide to heighten your reach and provide optimal visibility among meeting attendees. As the primary tool for attendees to navigate the educational, networking and exhibitor offerings of the conference, the registration book and onsite program guide are referred to by attendees months prior to the meeting as a resource, as well as multiple times daily throughout the event. Onsite Program Guide Advertising – Reach approximately 1,000 Annual Conference attendees in the onsite guide that attendees keep close at all times. $1,500 - Half Page, 4 Color $750 - Quarter Page, 4 Color

In-App Advertising 4C offers attendees a downloadable app that contains the conference schedule, descriptions of programming, presenter/trainer information and much more. Advertising insertions within the app are available, and vary in cost based on their location. If you’re interested in purchasing a spot within the app, get in touch with an exhibitor coordinator at [email protected].


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GENERAL INFORMATION

Purpose of Exhibits The purpose of the exhibits, an integral part of the 4C’s educational activities, is to complement the professional presentation and training sessions by enabling registrants to see, hear, examine, question, and evaluate the latest developments in equipment, supplies and services which are recommended for use in the health, safety, and environmental fields.

Eligibility The 4C Marketplace reserves the right to determine the eligibility of any company, product and promotion, or part thereof, that in their opinion is not in keeping with the character and purpose of the show. Exhibits that detract from the character of the show; including persons, conduct or printed matter may be evicted by 4C. In the event of an eviction 4C is not liable for refunds.

Exhibitor Setup and Breakdown

Exhibitor Setup Monday, April 2, 2018 3:00pm – 10:00pm

Exhibitor Breakdown Wednesday, April 4, 2018 2:00pm – 6:00pm

Exhibit space is defined as one booth, 10’ wide by 8’ deep, with an 8’ high back curtain and 3’ high side curtains. Standard equipment includes one skirted table, two folding chairs, a wastebasket and one identification sign. No walls, partitions, decorations, or any other obstructions may be erected that in any way interfere with the view of any other exhibit.

Exhibit Dates & Times

Tuesday, April 3, 2018 7:30am – 6:00pm

Wednesday, April 4, 2018 7:30am – 2:00pm

Hotel Information Effortless sophistication and authentic Texas friendliness await you at the award-winning JW Marriott San Antonio Hill Country Resort & Spa. JW Marriot San Antonio has firmly established itself as a premier destination for memorable events in the heart of Texas Hill Country, with a 36-hole TPC San Antonio golf course, an adult-only infinity pool, Lantana Spa, 9-acre water park with a lazy river, seven restaurants, and 288,000 square feet of versatile meeting and event space. Make yourself at home in your expansive room or suite, which features pillow-top bedding, a marble bathroom, and a private balcony. Sample true Texas BBQ, perfectly aged steaks, and authentic Mexican cuisine at one of our resort restaurants, or host a private event with exceptional catering. Stay connected, courtesy of high-speed wireless Internet available throughout the resort. For unforgettable weekend getaways, productive meetings, or fun family vacations, our Hill Country resort will not only exceed your expectations but redefine them altogether.

To make your reservations, visit the conference registration portal here: https://aws.passkey.com/event/49466630/owner/1464965/home, or call 210-276-2500 and book under the group code “4C2018”. In order to ensure that you receive the conference rate of $209, please make your reservation before March 30, 2018.


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RULES AND REGULATIONS

Application for Exhibit Space Please review the entire prospectus prior to applying for space. 4C regulations and guidelines included here are important to the success of the show. Applications for space must be made on the enclosed Application & Agreement. Please return the completed and signed application with a check in the amount of the exhibit package desired. The deadline for receipt of the Exhibitor Application & Agreement for space is December 1, 2017. Applications received after that date will be assigned to the available booth space once assignments from applications received prior to December 1, 2017 have been made. 4C reserves the right to decline any application, or prohibit an exhibit based on the criteria established for the meeting. Confirmation of booth assignment will be sent to the contact by February 1, 2018. 4C reserves the right to rearrange the floor plan and relocate any exhibit upon consultation with said exhibitor. Spaces cannot be assigned, sublet, or otherwise disposed of without consent of 4C.

Registration of Company Representatives Exhibit area attendance is restricted to qualified exhibitors and those covered under the 4C Registration procedures. Exhibitor representatives must be in the space rented on the exhibit floor and are not admitted for the purpose of viewing other exhibits, except by invitation of other exhibitors. Badges are to be worn at all times. Anyone in the working area of a booth who is not wearing an identifying badge may be asked for identification by security personnel. Exhibitor badges may be made out only in the name of the company shown on the application for exhibit space. False certification of individuals as exhibitors’ representatives, misuse of exhibitors’ badges, or any other method or device used to assist unauthorized personnel to gain admission to the exhibit floor will be cause for expelling the violator from the exhibit area, banning further entrance to the exhibit floor, or removing the exhibit from the floor without obligation on the part of 4C whatsoever.

Conference Registration Badges A pre-registration form will be sent to each exhibiting company after forms and payments are received. In order to receive an authorized name badge for the conference, the registration form must be returned. A badge will be waiting in the registration area at the JW Marriot San Antonio beginning on Monday, April 2, 2018. Each person attending the exhibition will be required to register and wear a badge. The transfer of a badge will bar all involved from participating in this and future meetings. Additional badges are available for purchase at a cost of $500 per person. Included and additional exhibitor attendee badges include access to all conference programming.

Terms of Payment Payment for the total amount must be made within 30 days of the receipt of the 4C invoice. All exhibitors’ application fees must be in U.S. currency. Checks are to be made payable to 4C. Visa, MasterCard, American Express, and Discover payments are also accepted.

Cancellation of Exhibit Space Cancellations received before February 1, 2018 are subject to a refund, less a $150 administrative fee. Cancellations received after February 1, 2018 are subject to a cancellation penalty equal to 100% of the total cost of the space cancelled, unless the spaces are all sold out. The cancellation notice must be received in writing by February 1, 2018 to receive a refund.


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Assignment of Exhibit Space When two or more top-level partners ask for the same booth location, assignments will be based on the outcome of a lottery system for premium booth spaces. 4C reserves the right to assign space, reassign booths and/ or redesign the exhibit area as may be necessary for any reason bearing on the best interests of the meeting, regardless of when your contract and payment are received. 4C reserves the right to refuse or restrict space for any reason.

Exhibitor Events Exhibitors are prohibited from holding any events during official 4C program hours. 4C reserves the right to control suite reservations and meeting space at the hotel. No exhibitor will be allowed access to a hotel suite to circumvent the 4C exhibits. Requests for use of function space at the facility must be made in writing to 4C. Upon receipt of a request for function space, 4C will notify you if space is available and if any space rental fees are required. It is the responsibility of the exhibitor to finalize arrangements with the hotel.

Subletting of Space No exhibitor shall assign, sublet, or apportion the whole or any portion of space allotted, nor shall the exhibitor be permitted to exhibit therein any goods other than those manufactured or distributed by the company in the regular course of business. Violation of this rule shall be cause for eviction from the show without refund. Displays or demonstration by exhibitors may not be held in any area other than the designated exhibit space.

Liability The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of exhibitor’s activities on the Hotel premises and will indemnify, defend and hold harmless the National Academy of Neuropsychology, the Hotel, its owner, and its management company, as well as their respective agents, servants, and employees from any and all such losses, damages and claims.

Solicitation by Non-Exhibitor Personnel Firms and representatives of firms not assigned exhibit space are prohibited from soliciting business during the Annual Conference. Exhibit hall passes for individuals not affiliated with an exhibiting company are available at a cost of $200 per person.

Care of Building Exhibitors will be held responsible for any damage done to the building by them, their agents or employees. Building walls, woodwork or floor must not be defaced or altered. Tacking, taping or nailing of signs, banners, etc. to any walls or woodwork is prohibited.

Relocation of Exhibits 4C reserves the right to alter the location of exhibitors, or of spaces shown on the official floor plan if deemed advisable in the best interest of the exposition. 4C shall have the further right to prohibit, bar, prevent and remove any exhibit, or proposed exhibit, or any part or portion thereof, which in 4C’s judgment is unsuitable or inappropriate for the exhibitors or purposes of the 4C Conference. Such right shall extend, but shall not be limited to all equipment, material, displays, installations and other items of things constituting part of, or used, or distributed in connection with any such exhibit.

Interpretation and Enforcement These regulations become a part of the contract between the exhibitor and 4C. 4C has full power of interpretation and enforcement of these rules and its decision is final. All matters in question not covered by these rules are subject to the decision of 4C and all decisions so made shall be binding on all parties. Those who fail to observe these conditions, in this contract or, in the opinion of 4C, conduct themselves unethically, may be dismissed from the exhibition without refund or other appeal.


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Violations and Penalties Upon evidence of substantial violation, 4C may take possession of the space occupied by the exhibitor and remove all persons and goods. The exhibitor shall forfeit to 4C all monies paid or due, and pay all expenses and damages that 4C may incur through the enforcement of this rule.

Sales During Show Exhibitors selling merchandise on-site at the Conference must have the applicable tax licenses for the state of Texas and the city of San Antonio. Otherwise, orders may be placed for delivery shipped from exhibitor’s regular place of business. 4C reserves the right to place additional restrictions on the sale and filling of orders as it may deem necessary. Violation of these rules will result in ejection from the convention area.

For Additional Information Should you require additional information please feel free to contact: Nick Jourdan Exhibitor Coordinator 4C Marketplace, LLC 771 E. Southlake Blvd. Suite 212 Southlake, TX 76092 (210) 241-4895 (Cell) [email protected]

april 3-5, 2018 san antonio, texas - 4c conference · 4c health, safety, & environmental...

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