Tapia 2019 Sponsor Logistics
We are looking forward to your participation in the Tapia 2019 Conference. We are planning for 1600 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 12 - Logos for Printed Program/Website Due
July 12 - Conference App Submission
July 12 - Advertisements and Logos for Printed Program Due
August 1 - Sponsor Conference Registration
August 5 - Sponsorship Payments Due
August 30 - Last Day for Registration Substitutions
September 2 - Payments Due for sponsors who sign on after August 5th
Registration (All Sponsors)
Please use your exhibitor passes and register your team for the conference by Monday, August 1st.
Hotel (All Sponsors)
We will update you when you can begin making your hotel reservations at the Marriott Marquis San Diego Marina.
Exhibit Booths & Shipping (All Sponsors)
We will notify you with dates and deadlines for exhibit booth information when it becomes available.
Invited Program Session(s)
Kim McLeod will contact sponsors directly on or before 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 19th and Reviewers for the Doctoral Consortium on Wednesday, September 18th. 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. You will be contacted by Poster and Doctoral Consortium Chairs if your volunteers are selected as judges.
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 Marriott 5-9 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 2019 Resume Database access for sponsors begins on the following days:
- Diamond Sponsor - June 3, 2019
- Platinum Sponsors - June 24, 2019
- Gold Sponsors - July 15, 2019
- Silver Sponsors - August 5, 2019
- Bronze Sponsors - August 26, 2019
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 18
7:30 pm – 9:30 pm
Thursday, Sept 19
11 am – 6 pm
Friday, Sept 20 (Exhibit hall open for interviewing, graduate application review and booth breakdown)
10:30 am – 5 pm
Graduate Application Review Clinic (Academic Sponsors)
The Graduate Application Review Clinic with academic sponsors will be on Friday September 20 during exhibit hall hours. Academic sponsors (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 or host drop ins 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 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.
Accessibility and Conference Attendees: Please review the Tapia FAQ on accessibility here. 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 make sure that if you invite attendees to your events that you ask them if they require accessibility 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 San Diego 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 2019. 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 register directly online.
Save the date for the VIP reception on Thursday, September 19 5:30 pm - 6:30 pm which will give you an opportunity to meet with conference leadership and network with each other.
Conference App (All Sponsors)
Tapia 2019 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 12th.
Logo for the Conference Printed Program and Website (All Sponsors)
All high resolution vector images (EPS or PNG) from Diamond, Platinum, Gold and Silver sponsors must be received by July 12th 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.
- Diamond Back of Conference Program
- Platinum 1 Page Ad
- Gold 1 Page Ad
- Silver ½ Page Ad
- Bronze ¼ Page Ad
Submit your Ad for the printed program here by July 12th.
For questions regarding your sponsorship engagement contact Kim McLeod