We’re thrilled you’ll be joining us as a Sponsor for the 2019 Peer-to-Peer Professional Forum conference February 27 & 28 in New Orleans.
This page will serve as your “home base” for all of the logistics related to your conference sponsorship – including important instructions for our exhibit hall.
Please note that not all of the below information may be applicable to you (e.g. if you’re not shipping anything to the event). If you have any questions, please contact Joanne Hanrahan.
IMPORTANT DEADLINES:
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- Jan 15 – copy due for inclusion in “Meet the Sponsors” email
- Jan 15 – deadline for exhibit schematic/plans
- Jan 16 – deadline for early bird registration for your clients
- Jan 30 – deadline for registration of colleagues that will be using free passes to be sure they are included in roster
- Jan 30 – deadline for sample brochure/flyer for attendee packet
- Feb 5 – deadline for reduced room rates at the Hilton New Orleans Riverside
- Feb 25 – brochures & exhibit materials due to the Hilton New Orleans Riverside on Monday, February 25 (and no earlier than Friday, February 22)
Using Sponsor Passes To Register Your Team
Registering Team Members for the Conference:
Please click here for the complimentary registration link, or distribute this registration link ONLY to your colleagues who will be using the free passes. Please note: if you do not currently have an account in our system, you will be asked to create an account as a new user, in order to access our complimentary registration form. We must receive these registrations by January 30 to ensure they are included in the conference roster. If you have questions about how many sponsor passes you are entitled to, please email Joanne Hanrahan.
Substitutions:
If you need to substitute a new attendee for someone on your team that has already been registered, please use this form. Substitutions can be made using this form up until February 26, 2019. Any substitutions during the conference will be handled on-site.
Conference Hotel
All conference activity will take place at the Hilton New Orleans Riverside on Two Poydras Street.
As of Friday 2/8 there were a handful of rooms left in our room block at the rate of $228. Click here to try to scoop up one of those last rooms at the Hilton New Orleans Riverside on Two Poydras Street.
If you are not able to book a room that way, here are a few other possibilities:
1) Go to Hilton.com and try to book a room at the conference hotel, the Hilton Riverside. When we last checked they were showing rooms starting at $301 per night for February 26 and 27.
2) Make a reservation at a nearby hotel. When we recently researched this we found rooms available at these nearby hotels:
The Omni Riverfront Hotel – showing rates starting at $216
Hotel Website
701 Convention Center Boulevard
504-524-8200
Harrah’s Hotel New Orleans – showing rates starting at $199
Hotel Website
228 Poydras Street
(800) 427-7247
Renaissance Arts Warehouse District Hotel – showing rates starting at $219
Hotel Website
700 Tchoupitoulas Street
504 613 2330
Registration Packet Inserts:
If your sponsorship agreement includes providing an insert into our registration packet, please:
- Send a PDF of your insert by January 30 to jh@peertopeerforum.com
- Print/ship 575 copies
- Materials MUST arrive to Hilton New Orleans Riverside on Monday, February 25 (and no earlier than Friday, February 22)
- Ship materials using a carrier with tracking (FedEx, UPS, etc.) – or if using a courier or local delivery service, please ensure that you have tracking information for your package as well as get the name and phone number of the person at the hotel who receives your package
- Follow the directions below (“How to Label Your Packages”)
- Clearly label the box “ATTENDEE INSERTS” using the box label provided below
- Email the tracking number for the box of inserts to jh@peertopeerforum.com
- The Peer-to-Peer Professional Forum team will be assembling registration packets on February 25 and 26. Anything received after February 25 will not be able to be included in the registration packets.
Exhibit Table/Booth Materials:
- Double-check your sponsor agreement, or reach out to us if you do not know the size (footprint) of your exhibition space or whether you are exhibiting one or two days. Due to space and programmatic constraints your exhibit day(s) + booth size are explicitly specified in your sponsor agreement. We’re happy to answer questions at any point.
- Materials MUST arrive to Hilton New Orleans Riverside on Monday, February 25 (and no earlier than Friday, February 22)
- Ship materials using a carrier with tracking (FedEx, UPS, etc.) – or if using a courier or local delivery service, please ensure that you have tracking information for your package as well as get the name and phone number of the person at the hotel who receives your package
- Follow the directions below (“How to Label Your Packages”)
- Clearly label the box “EXHIBIT MATERIALS” using the box label provided below
- Email the tracking number for the box of inserts to jh@peertopeerforum.com
EXHIBIT SET UP:
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- We do not provide booth numbers but your exhibit table will have your organization’s name clearly marked on it.
- You will be able to set up your space the morning(s) that you are exhibiting. Our Registration desk will open at 7:30 am on February 27th . On that day you can start setting up at 8:30 am and should plan to be up and running by 10:30 a.m. On February 28 set up begins at 6:30 am and must be completed by 8:00 am. Any materials that you have shipped to the hotel will be waiting on the table when you arrive that morning.
- We will do our best to provide access to a plug near your exhibit area free of charge, but if you require additional electricity or A/V costs, please complete this PSAV form and email or fax it directly to the Hilton.
- If you will be exhibiting both days, please note that the hotel will not provide overnight security for your materials, so please plan to remove them until the following morning.
EXHIBIT BREAK DOWN:
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- You can begin to breakdown your booth at 4:00 p.m. on February 28. Further instructions will be provided onsite.
RETURN SHIPPING:
- For items that you would like to ship back to your office, the hotel will provide assistance and a centralized location.
- Please plan to bring shipping labels to use – each outbound package must have a completed carrier airbill affixed to it.
- All boxes must be packed & ready to ship by 4:30 pm
Shipping:
All materials should arrive at the hotel on Monday, February 25 (and no earlier than Friday, February 22)
How to Label Your Packages (IMPORTANT!):
Your shipping labels should be clearly and prominently marked as follows (including items sent by third-party printers/vendors), so that we can ensure you have what you need onsite.
- Peer-to-Peer Professional Forum Staff – c/o David Hessekiel
- YOUR Name, Company Name, Cell number (of someone who will be onsite)
- c/o FedEx Office at Hilton Riverside New Orleans
- 2 Poydras Street
- New Orleans, LA, 70130
- (Peer-to-Peer Professional Forum Conference: 2/27 & 2/28)
Please also fill out the Peer-to-Peer Professional Forum box label for each box that you ship. Tape this form in a visible position on your package. This label does not replace the shipping label required by FedEx, UPS, or any other carrier.
For additional package shipping instructions from the Hilton Riverside New Orleans’ FedEx office, please click here.