This information will help you, as a sponsor, prepare your team for the Sponsor activities at the upcoming STPCon Fall 2019 conference. All conference activities will take place at the Hyatt Regency Boston Harbor Hotel (September 23-26, 2019). If you have any questions, your primary contact is Rick Baucom.
|Rick Baucom – Sponsor Sales & Event Logistics
Email: firstname.lastname@example.org – +1.719.896.0478
|James Stinar – Speaker Logistics Coordinator
All conference activities will take place at the Hyatt Regency Boston Harbor Hotel, September 23-26, 2019. Please make sure to reserve your staff rooms by September 1st, we are expecting the property to sell out (Most Sponsor activities take place 9/25-9/26).
The Sponsor Showcase & Welcome Reception will take place on Wednesday, September 25th, 2019, from 5:00-7:00pm.
Sponsor Setup will begin after 1pm (9/25) in the Harborside Pavilion. Upon your arrival, please check in at the STPCon Registration desk located in the Regency Grand Foyer (2nd Floor). You will be responsible for contacting guest services to have your boxes moved to the Harborside Pavilion for setup (delivery charges will apply and charged to the staff room, please consider tipping the delivery staff). Each sponsor booth area will be marked with a logo on the 6-foot table. Power will be provided. If you wish to order a large monitor for demos, please do so with the hotel PSAV Order form.
The Sponsor Showcase & Welcome Reception will begin promptly at 5pm. Staff will be available prior for questions and will provide a quick orientation on the prize giveaway just before 5pm. Light Hors-d’oeuvres, beer, and wine will be served. Each of your staff will be provided with 2 drink tickets. Please allow the attendees to arrive before partaking of the food. Please remember to drink responsibly.
Prize Giveaway Traffic Driver: We strongly suggest that you participate in the EXPO Prize Giveaway. This is a great way for you to drive attendees to your booth. You will provide a ticket to visiting attendees, place the matching ticket in the provided bucket, and scan their QR Code for lead retrieval. Please make sure your staff has the prize on hand. Prizes at past STPCon’s have included; drones, Apple Watches, blue tooth speakers, Google Home, Echo or Alexa devices, AMEX gift cards and so on… Toward the end of the evening, Rick Baucom will come around to each participating sponsor, provide a moment for a 30-second elevator speech, and then do the drawing. The attendees must be present to win and there is only one prize per attendee.
Tear Down will begin after 7pm. Those sponsors that have purchased (sold out) the Thursday Hallway Tables should move their items to the hallway table area located on the second floor in the Grand Foyer. Tables will be marked with a sponsor logo. Only leave brochures and pop-up signs in this area overnight, it is not a secure area. Please Note: Space is limited in this area, it is recommended to only have one or two small pop-ups and giveaway items on your 6-foot table, power at each table will be provided. If you wish to have your PSAV rented monitors or items moved to the hallway table area, you must arrange that with PSAV. STP will not be responsible for arranging the movement of rented equipment. If you are not moving your items to the hallway table area (Grand Foyer – 2nd Floor) for Thursday, please have your staff pack up any booth materials and mark them with the necessary shipping slips (Fed-ex/UPS) in order to ship them where they need to go. VERY IMPORTANT: You MUST arrange for a pickup with FedEx or UPS – these shippers will not know the need to pick up packages on Thursday or Friday unless you have arranged for a pickup. The Hotel will not arrange this for you. STP staff will be around to answer questions and to ensure they are marked correctly, but STP is not responsible for your packages and/or booth materials getting to where they need to be for shipment.
As a sponsor, each vendor will receive a 10’x 8′ booth area. Each booth includes a 6′ draped table and 5 amp power drop and a shared wireless internet connection. Your booth will be clearly marked when you arrive for setup after 1pm on Wednesday, September 25th in the Harborside Pavillion.
If you need any extra equipment for your booth such as large monitors for demos, or wired internet, etc., you will need to order those items directly from PSAV by filling out the Hyatt Regency AudioVisual Exhibitor Services 2019 Order Form. Deadline for this form is Thursday, September 12th. Once your form is complete, please email it to: Lara Schechtman – Sales Manager, PSAV email@example.com Phone: 617.568.6065
When filling out this form, please include this information:
Sending your booth materials to the Hyatt Regency Boston Harbor Hotel:
Make sure to address your booth packages to your representative (as directed below) who will be on site and able to arrange the shipping & receiving department to deliver your boxes to the Harborside Pavillion. Also, be sure to include “STPCon” on the subject line, it will make it easier for the hotel to find all of the booth packages.
Make sure your booth packages arrive at the hotel no later than Monday or Tuesday (September 23rd or 24th). This is to ensure the packages are ready to be delivered to your staff by the shipping & receiving department on Wednesday for the Showcase. The hotel will charge storage/delivery fees on items that arrive at the hotel. This hotel also charges package handling fees for boxes delivered and picked up, this does not include gratuity. Your represenative will have these charges applied to his or her final room bill.
At the end of the Sponsor Showcase & Expo, if you are not moving your items to the hallway table area (GRand Foyer – 2nd Floor) for Thursday, please have your staff pack up any booth materials and mark them with the necessary shipping slips (Fed-ex/UPS) in order to ship them where they need to go. VERY IMPORTANT: You MUST arrange for a pickup with FedEx or UPS – these shippers will not know the need to pick up packages on Thursday or Friday unless you have arranged for a pickup. The Hotel will not arrange this for you. STP staff will be around to answer questions and to ensure they are marked correctly, but STP is not responsible for your packages and/or booth materials getting to where they need to be for shipment. If you plan on parcipating in the hallway table on Thursday, your staff may now move your items to this area (STP Staff will direct your team to this area once on-site).
SEND BOOTH/MATERIALS TO:
Hyatt Regency Boston Harbor
Attn Guest: RESPONSIBLE SPONSOR STAFF NAME / Arrival Date / STPCon
101 Harborside Drive
Boston, Massachusetts, United States, 02128
Guest Phone: RESPONSIBLE SPONSOR STAFF CELL PHONE
During the Sponsor Showcase, the attendees will participate in a booth traffic driver by collecting raffle tickets (provided by STP) from each participating sponsor to be included in the drawing for that sponsor’s prize giveaway at the end of the showcase.
Toward the end of the evening, Rick Baucom will come around to each participating sponsor, provide a moment for a 30-second elevator speech, and then do the drawing. The attendees must be present to win and there is only one prize per attendee.
Prizes often include drones, Apple Watches, blue tooth speakers, Google Home, Echo or Alexa devices, AMEX gift cards and more.
We strongly suggest that you participate in the EXPO Prize Giveaway. This is a great way for you to drive attendees to your booth. You will provide a ticket to visiting attendees, place the matching ticket in the provided bucket, and scan their QR Code for lead retrieval.
At STPCon we leave the lead retrieval to you. No need for rental equiptment. All conference badges will have QR Codes on the back that will contain attendee contact information so you can capture any leads that stop by your booth. You can use any QR/Barcode app on your smartphone to scan the QR Codes and store the information.
QR Reader for iPhone by TapMedia Ltd
QR Reader for Android by TapMedia Ltd
For those sponsors that purchased the Hallway Table add-on (SOLD OUT) to the sponsorship, they will also have a hallway table available all day on Thursday, September 26th, on the 2nd Level – Grand Foyer/Break area. The tables will be open from 8:00am to 5:00pm. The attendees will approach your table before and after breakfast and lunch and in between sessions on the beverage breaks (all breaks are located in this area). Setup of the Thursday tables will take place on Wednesday evening when your staff will move the booth items from the sponsor showcase (Harborside Pavilion) to the hallway table area (2nd Level – Grand Foyer) on evening of the September 25th, after 7pm. This area will not be secure, but signage should be OK to place Wednesday evening.
More instruction will be given on-site. Please let us know if you have any questions.
Please Note: The Thursday Hallway table was an add-on and had to have been purchased during the signing of the sponsorship contract. Hallway tables are sold out due to limited space available in the hotel. in the past some sponsors have decided not to participate.
Want to give the STPCon attendees something to take home to remember you? STPCon hands out conference folders to each attendee and speaker, which is a great way to make an impression on them. We invite you to promote your company with a flyer (8.5×11 or smaller) that explains your new product or service. Small brochures, flyers, postcoards and stickers are permissible.
If you plan on participating in the Sponsor Portfolio Insert, please be sure to notify Rick Baucom ahead of time that you will be sending something to be included in the portfolio.
Make sure to address any packages that contain insert materials to “Rick Baucom, STPCon” The packages need to arrive at the address below no later than Friday, September 13th in order for the materials to be included in the portfolios. Please send at least 200 pieces to ensure we have enough for all of the portfolios.
Rick Baucom – STPCon
2001 Altair Drive
Colorado Springs, CO 80905
Have your items printed at the Colorado Springs FedEx office, we will pick them up. Please let Rick Baucom know if you plan on using this method.
FedEx Office center located at:
Center-0419: 25 N Cascade Ave Ste 110
COLORADO SPRINGS, CO 80903 UNITED STATES
Phone: (719) 633-6683
Place your print order online: https://local.fedex.com/co/colorado-springs/office-0419/
As an STPCon Fall 2019 Sponsor, you will receive a complimentary Main Conference Pass(es) (non-transferable) for STPCon Package B (Wednesday, September 24th – Thursday, September 25th). Each sponsor, depending on level, receives the following number of registrations:
In addition, each sponsor will receive two complimentary Sponsor Showcase (booth) passes for your booth staff to work the Sponsor Showcase and the Thursday Hallway table – if the add-on was selected (Wednesday, September 24th: 5pm-7pm – Thursday, September 25th: 8am-5pm). Each of your booth representatives will need a conference badge to be allowed into the Sponsor Showcase area.
Please note: these registrations do not include pre-conference workshops. Your staff member can attend a pre-conference workshop day for a discounted rate of $300/day or $500 for both workshop days. Please email Rick Baucom if your staff intends to attend the workshops.
Hyatt Regency Boston Harbor Hotel
101 Harborside Drive,
Boston, Massachusetts, United States, 02128
+1.877.803.7534 (Reservations – Reference: Software Test Professionals Conference)
All conference activities will take place at the Hyatt Regency Boston Harbor Hotel, September 23rd – 26th, 2019. A special discounted rate of $259* per night has been reserved for conference participants. The discounted rate will be available until September 1st (5pm Eastern), 2019 or until rooms sell out.
Reserve your room today by calling +1.877.803.7534 (reference Software Test Professionals Conference) or following the link below. The hotel is expected to sell out, so reserve your room ASAP!
Have a client, colleague, customer, or friend interested in attending STPCon? Contact Rick Baucom for a special discount code for them to use when registering for the conference!
Below is the recap of the upcoming deadlines (in order) to ensure that you are ready for STPCon Fall 2019.