partner, sponsor & exhibitor prospectus 15 annual lmsa ... · the enclosed prospectus provides...

Partner, Sponsor & Exhibitor Prospectus 15th Annual LMSA National Conference

30th Annual LMSA Midwest Regional Conference

Table of Contents

Welcome Letter from Midwest Co-Directors 2 Partnership Tiers 6 About LMSA 3 Description of Partner Benefits 7 Tentative Conference Agenda 4 Additional Sponsorship Opportunities 9 Financing & Fundraising Principles 5 Registration Instructions & Deadlines 10

Latino Medical Student Association Midwest F ou n d ed to rep resen t, ed u ca te , a n d su p p ort stu d en ts for th e betterm en t of H isp a n ic h ea lth

924 East 57th Street, Suite 200, Chicago, IL 60637 1 (507) 339-5672 | [email protected]

www.lmsa.net/midwest

October 28, 2019

From: Latino Medical Student Association Midwest Co-Directors Board of Directors, 2019-20 [email protected]

To: Prospective Sponsors & Exhibitors LMSA National Conference 2020 March 6-8, 2010 Washington University in St. Louis

Dear Prospective Partner, Sponsor and/or Exhibitor,

On behalf of the Latino Medical Student Association (LMSA), we are honored to invite you to participate in the 15th Annual LMSA National Conference and 30th Annual LMSA Midwest Regional Conference, taking place March 6-8, 2019 at the Washington University School of Medicine in St. Louis, Missouri. LMSA is the largest student-focused 501(c)(3) nonprofit organization committed to diversifying the health professional workforce at all levels and improving health outcomes for Hispanic-identifying populations in the United States. As we pursue these goals, LMSA welcomes your new or renewed partnership and support.

The enclosed Prospectus provides more information on the mission and vision of LMSA, the purpose of our upcoming National Conference, and the many ways you and your organization can become involved. One such way includes the Conference Exhibitor Fair: an excellent opportunity for your institution to engage and recruit a diverse group of culturally and linguistically competent student leaders, all of whom are eager to improve the health of the growing Latina/o/x populations served by your programs.

We thank you for your help and support in making the LMSA National Conference a success for all those invested in bettering health care for underserved communities across the country. If you have any questions, comments, or concerns, please do not hesitate to reach out to us, or to our National Fundraising Chair, Luis Cartagenova, at [email protected]. We look forward to working with you and seeing you next March.

All the best,

Donald Rodriguez LMSA Midwest Co-Director, 2019-20

Gracia Vargas LMSA Midwest Co-Director, 2019-20

Julia Su LMSA National President, 2019-20

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Latino Medical Student Association 15th Annual National Conference

Unidos por Medicina y Más: A Multidisciplinary Approach to Latinx Health

About LMSA

The mission of the Latino Medical Student Association (LMSA) is to unite and empower medical students through service, mentorship, and education to advocate for the health of the broader Latino community. LMSA is a national 501(c)(3) not-for-profit organization run primarily by medical students and physician faculty members, working together towards a common vision: a state in which the fastest-growing ethnic population in the United States consistently receives excellent and culturally sensitive healthcare from a diverse and inclusive medical workforce. In this vein, the objectives of LMSA are the following:

• To unify all Latina/o medical students into one organization; • To provide a voice for underrepresented medical students;• To actively promote recruitment and retention of Latina/o trainees at all levels of medical education;• To educate medical students on health issues facing Latina/o populations;• To advocate for the rights of Latinos in health care; • To provide leadership opportunities for Latinos; and • To promote service to the Latina/o community nationally.

These goals are shared across each of LMSA’s five regions: Midwest, Northeast, Southeast, Southwest, and West. LMSA Midwest is a regional 501(c)(3) not-for-profit corporation founded to represent, educate, and support health professional students across the Midwestern United States for the betterment of Hispanic health. LMSA Midwest’s purview includes Illinois, Indiana, Iowa, Kansas, Michigan, Minnesota, Missouri, Nebraska, North Dakota, Ohio, South Dakota, and Wisconsin; as a result, LMSA Midwest oversees Local Chapters established by upwards of thirty-five (35) allopathic and osteopathic medical schools, representing over 400 medical students in these states alone. As a whole, LMSA National serves over 3,000 medical student members, 7,000 premedical student members, and 5,000 physicians and alumni across the country. These numbers continue to grow each year as continue to fight for increased representation at all levels of the medical profession.

Purpose of the Conference

Now in its 15th year, the annual LMSA National Conference aims to bring premedical undergraduate and high-school students, medical students, residents, and practicing physicians together in order to discuss how to best meet the needs of the underserved communities we encounter. The Conference serves as a forum for many key topics in Hispanic healthcare, from chronic disease and medical Spanish to immigration reform and healthcare policy. Moreover, the Conference consistently exposes attendees to workshops and panels covering hands-on clinical skills, student leadership training, and strategies for success in the medical school and residency application processes. Through this year’s Conference theme, “Unidos por Medicina y Más (United in Medicine and More): A Multidisciplinary Approach to Latinx Health,” we hope attendees will gain exposure to a wide range of pertinent issues facing the Latinx community, as well as to a variety of perspectives and professions dedicated to tackling those issues. In terms of expected attendance, we anticipate having 325 student attendees: 250 medical students, 50 undergraduates, and 25 high school students.

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Tentative Conference AgendaALL TIMES SUBJECT TO CHANGE – please refer to https://lmsa.me/2020NC for all updates *denotes event eligible for sponsorship

Friday, March 6, 2020 Start Time End Time Description Intended Audience 9:00am 10:00am Check-In for LMSA Chapter Advisor Training Chapter Advisors, Faculty, Staff 10:00am 5:30pm LMSA Chapter Advisor Training Chapter Advisors, Faculty, Staff 9:00am 10:00am Student Check-In & Breakfast* Medical & Professional Students (M)

Premedical Students (P) 10:00am 12:00pm Community Service Event M, P 12:00pm 1:00pm Student Lunch* M, P 1:00pm 1:30pm Opening Remarks M, P 1:30pm 2:20pm First Plenary Session M, P 2:30pm 4:30pm Attendee TED-Talk-Style Presentations M, P 2:30pm 3:20pm Friday Breakout Sessions Round 1 M, P 3:45pm 4:35pm Friday Breakout Sessions Round 2 M, P 4:45pm 5:35pm Second Plenary Session M, P 5:35pm 6:00pm Announcements & Break ALL 6:00pm 7:30pm Poster Session ALL 7:30pm 9:30pm Networking Dinner* ALL

Saturday, March 7, 2020 Start Time End Time Description Intended Audience 7:00am 8:00am Check-In & Breakfast* ALL 8:00am 8:20am Saturday Introductions ALL 8:20am 9:10am Third Plenary Session ALL 9:20am 10:10am Saturday Breakout Sessions Round 1 ALL 10:30am 11:20am Saturday Breakout Sessions Round 2 ALL 11:20am 11:45am Group Photo ALL 11:45am 2:45pm Exhibitor Fair* M, P 12:30pm 2:00pm Lunch* ALL 3:00pm 3:50pm Saturday Breakout Sessions Round 3 ALL 4:00pm 4:45pm Fourth Plenary Session ALL 4:45pm 5:00pm Closing Remarks ALL 5:00pm 7:00pm LMSA National Executive Committee Elections^ M 7:30pm 9:30pm Gala & Closing Celebration* ALL (21+)

^LMSA Midwest Executive Board Elections to take place on Sunday, March 8, 2020

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Financing & Fundraising Principles

LMSA is a highly successful and nationally recognized organization thanks to steadily increasing numbers of members, partners and other volunteers who have generously provided their time, expertise, and support to further LMSA’s goals. The priority of LMSA is, thus, to continue cultivating fruitful relationships with local and national organizations sympathetic to the healthcare needs of underserved communities, particularly the rapidly growing Hispanic population. We strongly believe that the vitality of our organization depends on our partnerships with both community leaders and national entities who understand the importance of our mission and share common values.

LMSA National and LMSA Midwest are 501(c)(3) not-for-profit organizations driven primarily by medical student and physician faculty leaders. LMSA hosts programming throughout the academic year to provide trainees from backgrounds historically underrepresented in medicine (URM) with the knowledge and resources they need to excel as part of the medical workforce. The Conference provides an invaluable revenue stream for LMSA to continue developing programming yearlong. As such, contributions from partner organizations and other outside sources are indispensable to ensure progress towards LMSA’s mission, vision, and objectives. We at LMSA thank you for your generosity and investment.

Donations, Partnerships, Sponsorships & Exhibitor Packages

LMSA welcomes donations of any amount and offer the following incentives for all those interested in seeing our organization thrive. In particular, we highly encourage donations to cover attendance costs for individual students or groups of attendees. Donations of $500 (suggested) will be collected via the online registration platform (https://lmsa.me/2020NC), and anyone is welcome to contribute. Moreover, our new partnership tiers allow for the continued excellence and success of all LMSA programming held throughout the year. For additional donation, partnership and sponsorship opportunities, please contact Luis Cartegenova, LMSA National Fundraising Chair, at [email protected].

Exhibitor Fair & Dedicated “LMSA Events” Mobile Application (App)

The goal of the Conference Exhibitor Fair is to expose attendees to the breadth of opportunities available to them as they progress through the medical profession. Moreover, the fair provides an ideal forum for organization representatives to engage trainees who share a passion for health equity. For these reasons, we believe participation in the fair is particularly valuable for organizations who seek to recruit and foster a more diverse and talented generation of physicians. This year, LMSA will be offering multiple exhibitor packages, each with additional benefits for your organization to reach more attendees. Details on these packages can be found in the following sections of this Prospectus. All exhibitors receive a six-foot table for advertising at the fair, as well as recognition of their contribution in both the conference program and mobile application, described below.

As in years past, all attendees will have access to our dedicated mobile Conference app titled “LMSA Events” and designed in collaboration with Socio Labs Inc. Socio is an Indianapolis-based software design team with experience serving organizations such as Hyundai USA, TEDx, and the National Institutes of Health (NIH). Our mobile app represents a powerful tool your organization can leverage to maximize impact. Exhibitors can sign up to have branded push notifications, advertisements, logos, and other features, thereby increasing their reach and visibility to all attendees. For more information, please see below or contact Jesús Acevedo Cintrón, LMSA National Conference Coordinator, at [email protected].

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Partnership Tiers Benefit Table (details on Page 7) Tier

Gold $6000

($1000 savings!)

Silver $2500

($500 savings!)

Bronze $1500

($300 savings!)

Exhibitor Only $1000

Exhibitor Fair Exhibitor Table (6’) ✓ ✓ ✓ ✓ Complimentary Exhibitor Registration(s) 2 1 0 0

LMSA Events App Listing in Conference App ✓ ✓ ✓ ✓ Exhibitor Table Details & Location ✓ ✓ ✓ ✓ Push Notifications (during Exhibitor Fair) 3 1 0 0 Scrolling Banner Advertisement ✓ ✓ x x Dedicated Exhibitor Icon ✓ x x x

Conference Program Recognition in Conference Program ✓ ✓ ✓ ✓ Program Advertisement (pages) 2 full pages 1 full page 1 half page x

Conference Gala Complimentary Gala Tickets (2) ✓ ✓ ✓ x Recognition during Gala ✓ ✓ ✓ x Opportunity to Address Attendees at Gala ✓ x x x

LMSA Websites National Website – Conference Page Mention ✓ ✓ ✓ x Midwest Website – Sponsor Page Mention ✓ ✓ ✓ x National Website – Conference Page Logo ✓ ✓ x x Midwest Website – Sponsor Page Logo ✓ ✓ x x National Website – Home Page Logo ✓ x x x Midwest Website – Home Banner Logo ✓ x x x

Other Opportunity to Have Promotional Material(s) distributed during check-in

✓ ✓ x x

Logo in Conference Emails, Ads & Correspondence

✓ x x x

Logo in 12 Monthly Email Newsletters ✓ x x x

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Description of Partner Benefits

Benefit Description Exhibitor Fair Exhibitor Table (6’) 2 Exhibitor registrations; 6-foot table & 2 chairs in Exhibition Hall

More favorable positions given to Gold Partners Complimentary Exhibitor Registration(s) Invitation for representative(s) from your organization to join the

Exhibitor Fair (in addition to the 2 included with each Table)

LMSA Events App Listing in Conference App Recognition of level of support within LMSA Events app Exhibitor Table Details & Location Information regarding Table number and location for each

Exhibitor Push Notifications Timed announcements sent to all users, enticing attendees to stop

by your Exhibitor Table Scrolling Banner Advertisement Logo and text placed within scrolling banner, visible when

participants open the Conference app (rotates through all ads) Dedicated Exhibitor Icon Logo placed in Conference app event page (fixed position, no

rotating) Can be used to link to additional exhibitor-provided content (e.g. more information, points of contact, or exhibitor websites)

Conference Program Recognition in Conference Program Organization name listed in Partners, Sponsors & Exhibitors

Section Program Advertisement (pages) Space in printed Conference booklet for advertising purposes

2-page spread: approximately 7 in. H x 9 in. W Full-page: approximately 7 in. H x 4 in. W Half-page: approximately 3 in. H x 4 in. W

Conference Gala Complimentary Gala Tickets (2) Invitation for representative(s) from your organization to join for

the Saturday night Gala & Closing Celebration Recognition during Gala Verbal acknowledgement of partnership during Gala programming Opportunity to Address Attendees at Gala Ten-minute slot during Gala to address attendees and promote

your organization

Descriptions continued on Page 8

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Description of Partner Benefits (continued)

Benefit Description LMSA Websites National Website – Conference Page Mention Listing of your organization’s name and level of support on the

Conference event page: https://lmsa.me/2020NC Midwest Website – Sponsor Page Mention Listing of your organization’s name and level of support on the

LMSA Midwest webpage acknowledging sponsors: http://lmsa.net/midwest/our-sponsors

National Website – Conference Page Logo Your organization’s logo on the Conference event page, https://lmsa.me/2020NC

Midwest Website – Sponsor Page Logo Your organization’s logo on the LMSA Midwest webpage acknowledging sponsors: http://lmsa.net/midwest/our-sponsors

National Website – Home Page Logo Your organization’s logo on the LMSA National website home page: lmsa.net (rotating image, can be hyperlinked)

Midwest Website – Home Banner Logo Your organization’s logo on the LMSA Midwest website home page: lmsa.net (part of slider, rotating, links to MW sponsor page)

Other Opportunity to Contribute Promotional Material(s) to be distributed during check-in

Invitation to submit promotional flyers, gear, and/or other branded items to place in bags given to attendees at time of check-in

Logo in Conference Emails, Ads & Correspondence Your organization’s logo included in any Conference-related communications sent to attendees, sponsors, and exhibitors prior to the Conference date

Logo in 12 Monthly Email Newsletters Your organization’s logo included in general newsletters distributed to LMSA members through the calendar year (not limited to Conference-related communications)

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Additional Sponsorship Opportunities From Page 6

Friday Networking Dinner (new!): $2500 (plus the cost of food) Sponsors from non-academic institutions have an opportunity for unprecedented access to all attendees by hosting 1 of 2 networking forums to be held on Friday, March 6, 2020. During the Friday networking session, no other Conference programming is scheduled, allowing sponsors to connect with at least 100 attendees more directly and showcase opportunities in a more intimate environment. Sponsors would be responsible for providing food and non-alcoholic beverages, to be covered in addition to the sponsorship fee, listed above. If interested, please contact [email protected]. Other Conference Meals: Varies Sponsors can gain increased recognition and visibility by contributing to the cost of food for one or more Conference meals. Prior to each sponsored meal, the Conference organizers will announce the contributions made by sponsors for that meal, in addition to encouraging attendees to attend those sponsors’ tables during the Conference Exhibitor Fair. Attendees receive at least five meals during the Conference, giving your organization at least five opportunities for sponsorship and exposure. Please contact [email protected] for more information.

Individual Promotional Options

Exhibitor Fair: $1000/Table Individual Exhibitor Tables may be purchased by medical schools, residency programs, nonprofit organizations, and corporate entities at the Exhibitor Rate above. Each Table purchase comes with the following:

• One (1) six-foot Exhibitor Table, along with two (2) chairs;• Registration for two (2) Exhibitors, along with lunch for both representatives; • Listing of Exhibitor name and table information in Conference program and mobile app; and • Access to discounts for additional Exhibitor Tables (20% off)

Tables may be purchased online at our Conference event page (https://lmsa.me/2020NC). During registration, your organization may request additional Exhibitor registrations. These will be billed to your organization through a separate invoice. Exhibitor registrations exceeding the quantity included in your organization’s Tier of Support will be $100 each (subject to early bird discounts and late registration fees). Deadlines for Exhibitor registration are listed on Page 10. For more information, please contact [email protected].

Dedicated Conference Mobile App, LMSA Events: Each year, our LMSA Events mobile app is one of the most utilized and praised features of the Conference. The app sends notifications to all Conference participants, includes sponsor/exhibitor information, and is the best source for live conference information. Your institution is invited to enhance its visibility by using the app’s advertising functions (see Page 7 for more details). For more information, including graphics specifications, please contact [email protected].

App Feature Price Push Notifications $100 each Scrolling Banner Advertisement $300 Dedicated Exhibitor Icon $500

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Individual Promotional Options (continued)

Program Advertisement Spaces: Varies Exhibitors and other contributors are invited to submit advertisements for our printed and digital Conference program. Both forms of the program will be distributed to all attendees during the Conference. Additionally, the digital program will be made available online prior to the Conference start date. The Conference program this year will be designed as a small booklet (not to exceed 8.5 in. H x 5.5 in. W). Advertisement spaces and prices are as follows:

Advertisement Format Approximate Size Price 2-page spread 7 in. H x 9 in. W $1500 Full-page 7 in. H x 4 in. W $1000 Half-page 3 in. H x 4 in. W $600

Advertisements must be submitted in high-resolution PDF or JPEG format to Luis Cartegenova, LMSA National Fundraising Chair, at [email protected], no later than January 31, 2020. Complete terms & conditions, as well as further specifications regarding advertisement size and content can be found at https://lmsa.me/2020NC. Please reach out to [email protected] with any questions, comments, or concerns.

Registration Instructions & Deadlines

To register as a Partner or Exhibitor for the LMSA National Conference 2020, please visit our Conference event page at https://lmsa.me/2020NC. To reach the enrollment form, please select Registration > Exhibitors. This form contains the complete Terms & Conditions, which Partners and Exhibitors must accept in order to proceed with registration. LMSA reserves the right to deny, refuse, or return payment from any Partner, Sponsor, or Exhibitor at any time. Please note that the only way to ensure your place in the Exhibitor Fair is to complete online registration. For help with this process, please do not hesitate to reach out to [email protected].

Payment via credit/debit card will be collected online at time of registration. If online payment is not possible, please enter “CHECK” in the Promotional Code field during online checkout. Next, please send an email to [email protected] with the following information for an invoice to be generated:

• Organization name and physical mailing address;• Contact person name, email address, and phone number; • List of desired products, partnership tier, or sponsorship opportunities; • Names of your organization’s representatives for the Exhibitor Fair (and Gala, if applicable); and • Desired form of payment (check or money order only).

Please make all checks/money orders payable to Latino Medical Student Association Midwest, and mail to: 924 East 57th street, Suite 200, Chicago, IL 60637. Deadlines for registration are as follows:

Early Bird (15% Discount): October 28 to December 31, 2019 Regular: January 1 to January 31, 2020 Late (15 % Late Fee): February 1 to February 21, 2020 (note: no program advertisements will be accepted past 1/31/2020)

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