Tapia 2018 Sponsor Logistics
We are looking forward to your participation in the Tapia 2018 Conference. We are planning for 1400 attendees at Tapia this year. Please carefully review the sponsor logistics and documents that you need to submit to successfully participate in the conference.
Important Deadlines (All Sponsors)
July 13 - Logos for Printed Program/Website Due
July 13 - Conference App Submission
July 13 - Advertisements and Logos for Printed Program Due
July 13 - Conference App Submission
July 27 - Deadline to Submit Invited Panelists/Presenters Information for Printed Program [UPDATED]
August 1 - Sponsor Registration and Hotel Booking
August 1 - Sponsorship Payments Due
August 24 - Last Day for Registration Substitutions
August 29 - Last Day for Exhibit Orders at Discounted Rate for Freeman
Registration (All Sponsors)
Please use your exhibitor passes and register your team for the conference by Monday, August 1st.
Hotel (All Sponsors)
Please book your hotel rooms by Tuesday, August 1st. While we do not anticipate the need for an overflow hotel we suggest that you book your rooms early to insure that you are housed in the conference hotel. The Tapia Conference room rate is $205+ tax per night for standard double and king rooms.
Information about booking hotel accommodations at the Hyatt Regency Orlando is available here.
Exhibit Booths & Shipping (All Sponsors)
Our designated Exhibit Contractor for Tapia 2018 is Freeman. Please carefully review the exhibitor kit for details regarding shipping, exhibit orders, electrical orders, etc. Discount pricing with Freeman is available till August 29th.
Sponsors are responsible for all drayage and incoming/outgoing shipping costs. Although Wifi will be available in the exhibit area, we highly encourage sponsors to order individual connections to ensure that you will have uninterrupted service during exhibit hall hours.
You may download all order forms, shipping labels and/or place orders online. Interview booth assignments and Exhibit hall map will be posted on or before August 10th. You may use your organization name in lieu of booth number if you are ordering from Freeman before August 10th.
Exhibit Booth Size:
Platinum & Gold Industry Sponsors
10’ x10’ Booth
All other sponsors (including Academic & Non-profit)
Invited Program Session(s)
Kim McLeod will contact sponsors directly on July 11th with invitations to participate in invited program sessions.
Student Poster Session Competition Judges & Doctoral Consortium Reviewers
Conference sponsors are invited to volunteer as judges for the Student Poster Competition on Thursday, September 20th and Reviewers for the Doctoral Consortium on Wednesday, September 19th. You may sign up for these volunteer opportunities when you register for the conference. Poster Chairs and the Doctoral Consortium Chairs will follow up with you in August regarding your assignments and roles. Volunteers should be individuals who are familiar with technical research and technical topics.
Networking Lunches (All Sponsors)
We encourage sponsors to use the networking lunch on Friday as an informal opportunity to connect with conference attendees. We suggest that you have participants meet you in Orlando Ballroom Foyer prior to finding a lunch table. We also encourage you to use our conference app to let attendees know at which table you are sitting (they will be numbered) during lunch.
Resume Database (All Sponsors)
The 2018 Resume Database access for sponsors begins on the following days:
- Platinum Sponsors - June 4, 2018
- Gold Sponsors - July 2, 2018
- Silver Sponsors - July 30, 2018
- Bronze Sponsors - August 24, 2018
You will be sent your login information via email.
Scholarships (Industry Sponsors)
For those of you who have scholarship recipients their names and contact information will be sent to you by August 10. If you have not yet received your scholarship recipients that means we are still finalizing the selections. We will send you their information as soon as they have registered for the conference.
On-site Interviewing (All sponsors)
If you are planning on interviewing during the conference, please schedule your interviews with student conference participants during the following Exhibit Hall hours:
Wednesday, Sept 19
7:30 pm – 9:30 pm
Thursday, Sept 20
11 am – 6 pm
Friday, Sept 21 (Exhibit hall open for interviewing, graduate application review and booth breakdown only)
10:30 am – 5 pm
Graduate Application Review Clinic (Academic Sponsors)
This year at Tapia 2018 we are introducing a Graduate Application Review Clinic with academic sponsors on Friday September 21 during exhibit hall hours. Academicsponsors (faculty and staff from a university) can hold 1-on-1 meetings with students in their exhibit booth on (1) discussing the university’s recruitment information or/and (2) conducting graduate application clinics. For the graduate application clinics, a student is encouraged to bring in their resume draft and optionally but desirably their personal statement draft to gather improvement feedback from academic sponsors. We suggest that you keep a signup sheet for 1-on-1 meeting sessions that the students can sign up for when they visit your booth on Wednesday/Thursday. We recommended your 1-on-1 sessions to be 15 mins each but academic sponsors can decide on the time duration dependent on the needs and demands from both parties.
Engagement with Conference Attendees (All sponsors)
To ensure a rewarding experience at the conference for attendees and sponsors Conference Leadership asks that you respect the following guidelines during the conference:
Please refrain from scheduling activities during conference sessions including Wednesday’s Scholarship Orientation and Career Fair, Thursday and Friday morning plenary sessions and the conference banquet on Friday evening. We suggest that you plan activities for conference participants on Thursday evening (6 pm – 11 pm). If you would like to reserve meeting space at the hotel check in with me prior to contacting the hotel. The hotel will reach out to me to for approval so I am happy help give you guidance on when to schedule events and to save you a step by making introductions to hotel staff on your behalf. Keep in mind if you plan events that some of our attendees may have accessibility needs such as access to accessible transportation, CART writers, interpreters, etc.. Please ask them if they require services. The conference provides interpreters for attendees during conference sessions only. We do not provide services for events outside of the Tapia conference schedule. We are happy to share information about accessibility resources should you require it. Information about accessible transportation in Orlando is available on the Tapia website here.
Please let us know of any Thursday night activities you are planning by filling out this Sponsor Activity Form by August 15 so that we can answer any attendee questions during the conference.
Conference Schedule (All sponsors)
We have an exciting and jammed packed schedule planned for Tapia 2018. Please check the conference schedule every few weeks for new content.
Please remember that your registration passes (except Exhibitor Only Passes) also include access to the entire conference! We hope you will take advantage your full registration and meet attendees throughout the conference. If you need additional registrations you can either register directly online or contact me for group registrations.
Save the date for the VIP reception on Friday, September 21 at 5 pm - 6 pm which will give you an opportunity to meet with conference leadership and network with each other.
Conference App (All Sponsors)
Tapia 2018 is pleased to offer a conference app again this year for our attendees. Each Sponsor receives a page in the app. Please have this form completed by the person who will be managing your page. The app only allows for a single coordinator per sponsor.
Please complete this form by July 13th.
Logo for the Conference Printed Program and Website (All Sponsors)
All high resolution vector images (EPS or PNG) from Platinum, Gold and Silver sponsors must be received by July 13th to be included in the printed program.
Ad for Tapia Printed Program (All Sponsors)
Please review the Tapia Ad Guidelines to develop your advertisement for the Tapia printed program.
- Platinum 2 Page Ad
- Gold 1 Page Ad
- Silver ½ Page Ad
- Bronze ¼ Page Ad
Submit your Ad for the printed program here by July 13th.
For questions regarding your sponsorship engagement contact Kim McLeod