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Sponsor & Exhibitor Prospectus

NEAHP 2020 Annual Educational Conference

Sheraton Harborside Hotel Portsmouth, New Hampshire

March 16-18, 2020

Is your business trying to connect with fundraising professionals at

not-for-profit hospitals, visiting nurse associations, hospices,

long-term care organizations, community health centers,

and other affiliated healthcare providers?

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Meet prospective clients at

NEAHP’s 2020 Annual Educational Conference

The NEAHP Annual Educational Conference, presented each March by the New England Association for Healthcare Philanthropy, features more than 20 informative sessions and workshops, 10+ roundtables, and a variety of networking opportunities geared to senior fundraising executives, mid-career professionals, and newcomers. Presenters include seasoned executives and resource providers in the field who share advances in technology and business practices, generate new ideas, and point the way to new directions in healthcare philanthropy. Each year, for the convenience of our regional membership, the conference travels to a different New England state. The 2020 conference will be held March 16-18 at the Sheraton Harborside Hotel in the seaside city of Portsmouth, New Hampshire. New this year, the conference will run from Monday through Wednesday, which is a change from our previous Sunday through Tuesday schedule.

Market your business directly to potential clients The NEAHP Annual Educational Conference is an outstanding opportunity to:

• meet prospective clients;

• cultivate relationships with current customers;

• inform each attendee of the ways your company’s products and services can help them become more effective at raising funds to support their organization’s mission.

During the first two days of the 2019 conference in Newport, Rhode Island, 20 sponsors and exhibitors met with attendees during scheduled coffee and snack breaks, networked during meals and receptions, and many served as experts leading a variety of roundtable discussions.

Enhanced benefits for 2020: more time with attendees & an app to reach them before, during and after the conference! We are expanding the sponsor experience at the 2020 conference by adding a third day of scheduled interactions with attendees, while also creating an additional break time on Tuesday.

Also new this year is use of a conference app called Whova, which will help Sponsors and Exhibitors connect with and engage attendees. This mobile app will allow you to maximize your firm’s exposure before, during and after the conference. A few Whova benefits include:

• free banner ads and logos on the registration portal used by attendees;

• a profile of your firm that showcases your business and offers customized promotions;

• access to every registrant, helping you reach attendees who may not visit your booth;

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• sending announcements in real time that help drive traffic to your booth;

• targeted lead generation and retrieval.

As the conference draws near, you will receive instructions on how to log-in and create your company’s profile on Whova.

We are pleased to offer our 2020 Sponsor & Exhibitor Prospectus Please accept our invitation to serve as a Sponsor or Exhibitor at the upcoming conference. Enclosed is detailed information about participating in this event. Register soon to take full advantage of the pre-conference benefits offered at each sponsorship level. You may direct inquiries to: ▪ Richard P. Solomon, CFRE, Sponsorship Chair

[email protected] (781) 710-5477

▪ NEAHP Office

[email protected] (781) 205-9400

▪ Jeff LaValley, Conference Co-Chair [email protected] (774) 203-1303

▪ Natalee Martin, Conference Co-Chair [email protected] (860) 679-4534

If you are a returning Sponsor or Exhibitor, thank you so much for your continuing participation in NEAHP’s educational programs. If you are joining us for the first time this year, we appreciate your support and look forward to welcoming you to the NEAHP family!

mailto:[email protected]



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2020 Sponsorship Benefits Overview

*All benefits are subject to date of commitment and print deadlines

SIGNATURE $6,000

Limited to 1

GOLD $3,000

Limited to 4

SILVER $2,000

EXHIBITOR $850

SUPPORTER $300

Full use of Whova app before, during and after Conference: company name/logo on app; banner ad; company profile; customized promotions; lead generation; access to all attendees and custom announcements in real time

Company name listed on confirmation sent to registrants Company recognized as “SPONSOR LEVEL” in pre-conf. emails & newsletters

Pre-conference listing with company name/logo on website conference page

Attendance listing for one pre-conference mailing

Pre-conference listing with company name/logo on website conference page

Exhibit space (6 feet x 2.5 feet) premium premium

All-inclusive conference registration(s) (includes meals)

2 2 1

Conference meals only (meals for additional reps. are $100 pp)

1 1

Welcome letter to all attendees on company letterhead

Company name/logo on tote bag or premium item given to attendees

Opportunity to provide information or item in attendee registration package

Company name/logo on all event signs registration only registration only registration only

Name/logo projected in main conf. room & breakout session (when available)

Listed as sole sponsor of one breakout room throughout conference as available

Opportunity to lead Roundtable session as available as available

Introduce Keynote, Plenary or Philanthropist of the Year Award

right of first refusal

choice of remaining sessions

Badge recognition by “SPONSOR LEVEL” of your company reps

Company name/logo/link on NEAHP website (through Dec. 31, 2020)

home page & conf. page

conference page only




Acknowledgement by “SPONSOR LEVEL” in NEAHP e-newsletter (through Dec. 31, 2020)

Electronic copy of conf. attendee list 4X max use 1X max use 1X max use 1x max use 1x max use

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SIGNATURE Level Sponsorship 2020 (Limited to 1 sponsor)

For an investment of $6,000, you will receive the following benefits: Pre-Conference Benefits

• Company name/logo on Whova conference app

• Full use of Whova app before, during and after conference, with benefits including banner ad; company profile; customized promotions; lead generation; access to all attendees and custom announcements in real time

• Company name listed on confirmation information sent to registered attendees

• Company name/logo listed as SIGNATURE SPONSOR for pre-conference e-mails and newsletters

• SIGNATURE SPONSOR listing with company name/logo/link on the NEAHP website conference page

• Attendance listing for one pre-conference mailing

Day-of-Conference Benefits

• Premium location exhibit space (6 ft. x 2.5 ft.)

• TWO all-inclusive conference registrations (includes meals); meals for additional company representatives are $100 per person

• Welcome letter on company letterhead included in attendee welcome folders

• Company name/logo on tote bag or premium item given to attendees

• Opportunity to provide company promotional materials or item for insertion in attendee registration bag/package

• Name/logo included on all signage: registration, resource hall, special event and breakout sessions

• Name/logo projected on screen between all sessions in main hall and breakout session (when available)

• Company is listed as the sole sponsor of one breakout room throughout the conference

• Opportunity to lead Roundtable session

• Right of first refusal to introduce Keynote speaker, Plenary speaker(s) or Philanthropist of the Year Award

• Sponsorship recognition on badges of all company attendees

Post-Conference Benefits

• Company name/logo/link on NEAHP website home page and conference page (through December 31, 2020)

• Acknowledgement as Signature Sponsor in NEAHP’s Focus e-newsletter (through December 31, 2020)

• Electronic copy of conference attendee list with FOUR-TIME maximum use

Companies that wish to serve as a Signature Sponsor must complete a sponsorship agreement and return it to NEAHP.

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GOLD Level Sponsorship 2020 (Limited to 4 sponsors)

For an investment of $3,000, you will receive the following benefits: Pre-Conference Benefits



• Company name listing on confirmation information sent to registered attendees

• Company name/logo listed as GOLD SPONSOR for pre-conference e-mails and newsletters

• GOLD SPONSOR listing (alphabetically) with company name/logo/link on the NEAHP website conference page



• Premium location exhibit space (6 ft. x 2.5 ft.)

• TWO all-inclusive conference registrations (includes meals); meals for additional company representatives are $100 per person

• Company name/logo on tote bag or premium item given to attendees


• Name/logo included on all signage: registration, resource hall, special event and breakout sessions

• Name/logo projected on screen between all sessions in main hall and breakout session (when available)

• Company is listed as the sole sponsor of one breakout room throughout the conference; available on first-come, first-served basis

• Opportunity to lead Roundtable session

• Opportunity (after Signature Sponsor has made its selection) to introduce Keynote speaker, Plenary speaker(s) or Philanthropist of the Year Award



• Company name/logo/link on NEAHP website conference page (through December 31, 2020)

• Acknowledgement as Gold Sponsor in NEAHP’s Focus e-newsletter (through December 31, 2020)

• Electronic copy of conference attendee list with ONE-TIME maximum use

Companies that wish to serve as a Gold Sponsor must complete a sponsorship agreement and return it to NEAHP.

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SILVER Level Sponsorship 2020 For an investment of $2,000, you will receive the following benefits: Pre-Conference Benefits




• Company name/logo listed as SILVER SPONSOR for pre-conference e-mails and newsletters

• SILVER SPONSOR listing (alphabetically) with company name/logo/link on the NEAHP website conference page



• Exhibit space (6 ft. x 2.5 ft.)

• ONE all-inclusive conference registration (includes meals) and ONE additional guest for regular conference meals only; meals for additional company representatives are $100 per person


• Name/logo included on registration signage

• Name/logo projected on screen between all sessions in main hall and breakout session (as available)

• Opportunity to lead Roundtable session (as available)




• Acknowledgement as Silver Sponsor in NEAHP’s Focus e-newsletter (through December 31, 2020)


Companies that wish to serve as a Silver Sponsor must complete a sponsorship agreement and return it to NEAHP.

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Conference EXHIBITOR 2020 For an investment of $850, you will receive the following benefits: Pre-Conference Benefits




• EXHIBITOR listing (alphabetically) with company name/logo/link on the NEAHP website conference page


• Exhibit space (6 ft. x 2.5 ft.)

• All regular meals included for ONE company representative; meals for additional company representatives are $100 per person; conference registration is not included



• Opportunity to lead Roundtable session (as available)

• Exhibitor recognition on badges of all company attendees



• Acknowledgement as Exhibitor in NEAHP’s Focus e-newsletter (through December 31, 2020)


Companies that wish to serve as an Exhibitor must complete a sponsorship agreement and return it to NEAHP.

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Conference SUPPORTER 2020 For an investment of $300, you will receive the following benefits: Pre-Conference Benefits







• Conference attendance, meals and exhibition space are not included in the Supporter level; attendance at the conference requires registration as an individual



• Acknowledgement as a Supporter in NEAHP’s Focus e-newsletter (through December 31, 2020)


Companies that wish to be listed as a Supporter must complete a sponsorship agreement and return it to NEAHP.

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2020 Sponsorship Logistics Making it official Your participation as a Sponsor or Exhibitor in the NEAHP 2020 Annual Educational Conference cannot be acknowledged without receipt of your signed application form and payment. Please send your application form to the NEAHP office at:

NEAHP 465 Waverley Oaks Road, Suite 421 Waltham, MA 02452 [email protected]

(781) 205-9400

Getting the credit you deserve Please send your logo (jpg or gif file format) and advertising materials to the NEAHP office for inclusion in conference marketing, on event signage/placards, and on the NEAHP website.

Cancellation policy for Sponsors & Exhibitors Cancellations must be made in writing to the NEAHP office, with refunds made according to the following schedule:

Full refund: cancel on or before December 29, 2019, to receive a full refund for any amounts paid.

Partial refund: cancellations received from December 30, 2019, through February 23, 2020, will receive up to a 75% refund of the amount paid and firms will be responsible to pay 25% of the sponsorship amount originally due.

No refunds: cancellations received on February 24, 2020, or later will not be eligible for refunds; the full amount will be due and payable.

Booth setup Your booth should be set up in the hotel ballroom on Monday, March 16, 2020, between 3:00 p.m. and 5:00 p.m. All firms will be assigned a specific booth location.

Exhibit times Monday, March 16, 2020

• 8:00 p.m. to end of reception, during the NEAHP Café: Coffee & Dessert with Sponsors

Tuesday, March 17, 2020

• 10:15 a.m. to 10:45 a.m., during the Coffee Break with Exhibitors

• 12:00 p.m. to 12:30 p.m., during the Coffee Break with Exhibitors (new this year!)

• 3:15 p.m. to 3:45 p.m., during the Snack Break with Exhibitors

Wednesday, March 18, 2020

• 10:00 a.m. to 10:30 a.m., during the Coffee Break with Exhibitors (new this year!), paired with hotel checkout


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Electricity Electricity for your exhibit space is available by request, which must be received at the NEAHP office by Friday, February 7, 2020.

Attendee registration/tote bags Sponsors and Exhibitors may submit In-kind promotional items and materials for inclusion in the conference tote bags. Sample items include:

• Company brochures

• Attendee lanyards

• Raffle prizes

• Conference gifts

• Pads of paper & pens

• Volunteer recognition gifts Organizations donating these products should notify Conference Co-Chairs Natalee Martin ([email protected]) or Jeff LaValley ([email protected]) by February 28, 2020, and ship the items according to the SHIPPING AND RECEIVING instructions below.

Resource providers who donate goods and/or services will be listed as In-Kind Donors on conference signage and on the NEAHP web site.

Shipping & receiving Packages being sent to the conference must be addressed as follows:

Sheraton Harborside Hotel NEAHP – March 16-18, 2020 250 Market Street Portsmouth, NH 03801

Packages should be shipped to arrive at the hotel from Thursday, March 12, 2020, through Saturday, March 14, 2020. Please mark each package in multiple spots with “NEAHP Conference” to assist hotel staff in storing and delivering it properly.

Questions Please direct questions to the NEAHP office at [email protected] or (781) 205-9400.

Sponsorship questions may also be directed to Sponsorship Chair Richard P. Solomon, CFRE, at [email protected] or (781) 710-5477. Conference questions may also be directed to Conference Co-Chairs Natalee Martin at [email protected], or Jeff LaValley at [email protected].







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NEAHP Policies

Bartering The NEAHP Annual Educational Conference depends on the generous support of sponsors and volunteers. With their support, NEAHP is able to provide a world-class professional development opportunity for healthcare development professionals for an affordable registration fee. Our Sponsors and Exhibitors provide the essential support that makes it possible for us to make the conference accessible to NEAHP members representing organizations of all sizes and often with significant budgetary constraints. Our volunteers, who give their time, talent and treasure to the conference, are vital to our success. NEAHP does not enter into “bartering” agreements with conference sponsors. While conference sponsors are encouraged to submit proposals for services that NEAHP requires, and the Association gives preference to providers that are NEAHP members, goods and services are not accepted in exchange for conference sponsorships.

Resource provider guidelines Resource providers who are sponsoring or exhibiting must have paid the fee associated with their selected levels of sponsorship. If a resource provider is asked to speak, he/she will not be compensated or reimbursed for his/her presentation. Resource providers may host private receptions during the conference at their discretion, provided that such events do not conflict with education sessions or planned conference events. If a reception is held on the conference site, the room reservation will be made between the resource provider and hotel. The hotel is to notify and seek approval from the conference chairs for such a reception. The resource provider pays the hotel directly for expenses associated with the event.

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