Sponsor Details for the 2020 Conference

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 25, 2020. Any substitutions during the conference will be handled on-site.

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. Due to space and programmatic constraints your exhibit days + booth size are explicitly specified in your sponsor agreement. We’re happy to answer questions at any point. We’re happy to answer questions at any point.
• We will contact you individually with additional package shipping information that you will need to provide the Hyatt Regency in Austin, Texas.
• Materials MUST arrive to Hyatt Regency in Austin, Texas on Monday, February 24.
• 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”).
• Each sponsor will receive personalized box labels to ship your exhibit materials. These will be sent to you individually.
• Email the tracking number for the box of inserts to jh@peertopeerforum.com

EXHIBIT SET UP:

• • You will be provided with a 6′ table (black table cover is provided). ONE (1) pop-up banner is permitted beside your exhibit table. For specific requests, please email Daniel Henson at the Hyatt Regency or call him at (512) 480-2071.
  • 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 your exhibit at 6 am.  Any materials that you have shipped to the hotel will be waiting on the table when you arrive that morning. People will be touring the exhibit space starting at 7:45 (breakfast officially opens at 8, but people come early). On February 28 set up begins at 6:30 am and must be completed by 8:00 am.
  • 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 Hyatt.
  • Please note that the hotel will not provide overnight security for your materials, so please plan to remove anything that you are concerned might be taken until the following morning.

EXHIBIT BREAK DOWN & RETURN SHIPPING:

• • • You can begin to breakdown your booth at noon on February 28. Further instructions will be provided onsite.
    • Ballroom is blocked for breakdown until 3pm.
    • Have all boxes ready for shipment and taped with prepaid FedEx or UPS labels.
    • Bring tape – hotel will not provide it. Make sure boxes are taped or they will not ship them.
    • Team will come and collect all of the boxes at 3pm and bring them to the loading dock.
    • Shipment will be picked up by FedEx/UPS on Monday.

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  Shipping:

  All materials should arrive at the hotel on Monday, February 24

  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:

  Hyatt Regency Austin – Lara Hart/Jaime Griffon
  HOLD FOR ARRIVAL- P2P (2/26 – 2/28)
  ATTN: [Contact Name & Phone Number] & [Exhibitor Company Name]
  208 Barton Springs Road
  Austin, TX 78704

  Please also fill out the Peer-to-Peer Professional Forum box label for each box that you ship. Each sponsor will receive personalized box labels to ship your inserts and exhibit materials. These will be sent to you individually. 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.

  We will contact you individually with additional package shipping information that you will need to provide the Hyatt Regency in Austin, Texas.