Diamond Sponsor Deadlines


Click into each item to expand instructions and submit deliverables.

As a reminder, the Diamond Sponsorship includes lead retrieval for all your registrants.

August 30, 2024
  • Submit Your Conference Session Proposal
    Capture attendee mindshare by presenting your sustainability success story! Content is subject to approval.

     

August 30, 2024
  • Submit your Sponsored Reception (Optional)
    Host an evening reception for all attendees or select guests, and we will promote it and include it on the conference schedule. This opportunity is open to all Sponsors and Exhibitors. All logistics/expenses for the event are incurred by the Sponsor.

    To submit a sponsored reception:

    1. Sponsor/Exhibitor creates an attendee registration form for their sponsored reception:
      1. Sponsor/Exhibitor is responsible for setting any maximum RSVPs, approval methods, or cut off dates in their attendee registration form. AASHE will also include this information in the reception description.
    2. Sponsor/Exhibitor submits the Sponsored Reception Request Form below.
    3. AASHE reviews the request and notifies the Sponsor/Exhibitor of approval.
    4. AASHE will create the event in the conference platform, including a link to the attendee registration form created by the Sponsor/Exhibitor. The event will now be viewable in the conference schedule and Mobile App.
    5. Post-reception, Sponsor/Exhibitor must provide AASHE with a list of registered attendees and actual attendance count to help AASHE gauge the impact of these receptions.

     

October 6, 2024
  • Submit your Certificate of Insurance (COI)
    All sponsors and exhibitors must have a Certificate of Insurance (COI) with $1 million in coverage, naming AASHE and the Anaheim Marriott Hotel as additional insureds.

    AASHE address to include on the Certificate: AASHE (at Government Center), 1 Washington Mall #1295, Boston, MA 02108

October 6, 2024
  • Register Your Team
    Register your booth staff using your Sponsor Portal. You will find your Sponsor Portal link in your #AASHE24 Expo Space Confirmation & Onboarding email, sent to you from conference@aashe.org shortly after your payment was received.

    • Your exhibit space includes 15 full conference registrations. These registrations allow attendees to attend the keynotes, all educational sessions, and attendee meal functions.
    • If you need your Sponsor Portal details, reach out to conference@aashe.org.
    • All unused passes will be forfeit after October 6, 2024.

    In addition, all Sponsors may purchase up to three (3) additional passes at a special rate of $600 per pass.

October 6, 2024
  • Submit Content for Direct Pre-Conference Email to Attendees
    Sponsors must draft the email content; AASHE reserves the right to edit as needed.

    • Topics must be related to sustainability and the higher education community.
    • Emails can be up to 400 words in length. However, we have found that emails under 125 words see the highest conversion rates.
    • Preheaders should be no more than 7 words.
    • Subject lines should be no more than 65 characters.
    • Include at least one high res (300 dpi) PNG image, max-width 200 pixels if you want the text to wrap or 1200 pixels if you want the picture to span the width of the email..
    • Email FROM will read as “AASHE, on behalf of [COMPANY NAME]”
    • Tips for a Successful Email:
      • Provide original and appealing images
      • Consider an image-only email where the entire email would be clickable to one destination URL or create a video that can be featured within the email
      • Always include a call to action
      • Try to avoid overly technical terms without definitions
      • Avoid infomercials. We welcome emails on how your company solved a problem or notable sustainability projects that may benefit readers but emails on “how to use our product” (or similar) usually aren’t appropriate.

    Submission: Send email copy in Google or Word Document to marketing@aashe.org and CC conference@aashe.org

October 6, 2024
  • Update Company Information for Mobile App
    Review and, if necessary, update your company information using your Sponsor Portal. You will find your Sponsor Portal link in your #AASHE24 Expo Space Confirmation & Onboarding email, sent to you from conference@aashe.org shortly after your payment was received. This information will be visible in the #AASHE24 mobile app.  The information you submitted on your application has already been entered, but you can add any additional information, handouts, or a recorded video to help AASHE attendees know what your organization is all about.

October 11, 2024
  • Order Electricity & AV (Optional)
    Order electricity and audio visual equipment and services via Encore. Expo Hall WIFI is included.

     

October 20, 2024
  • Submit Hotel Shipment Form
    Download the FedEx forms here and send the completed forms back to the Anaheim Marriott to ensure your boxes will be waiting for you at your tabletop during exhibitor installation.

    • October 22, 2024 – First day packages can be received by the Anaheim Marriott
    • October 26, 2024 – Last day packages can be received the Anaheim Marriott for tabletop delivery

December 1, 2024
  • Submit Your Proposal for a Post-Conference Webinar
    Educate attendees on your sustainable product or service after they see it in person on the show floor. Webinar to be presented in the calendar year after the conference.

     


Expo Hall Key Dates

October 6, 2024
  • Payment deadline for all sponsors and exhibitors regardless of sign-up date. Your exhibit space will be forfeited if payment is not received on or before this date.
October 11, 2024
  • Deadline to order catering for your tabletop
  • Deadline to order electricity for your tabletop
October 22, 2024
  • First day packages can be received by the Anaheim Marriott
October 26, 2024
  • Last day packages can be received by the Anaheim Marriott for tabletop delivery
October 27, 2024
  • Exhibitor Installation, 12:00 p.m. – 3:30 p.m.
  • Expo Hall Opening & Reception, 5:30 p.m. – 7:00 p.m.
October 28, 2024
  • Expo Hall, 10:00 a.m. – 4:30 p.m.
  • Lunch & Learn with Exhibitors, 12:00 p.m. – 1:45 p.m.
  • Solutions Stage, 12:30 p.m. | 12:55 p.m. | 1:20 p.m.
  • Sponsored Receptions (Offsite), 6:00 p.m.
October 29, 2024
  • Expo Hall, 10:00 a.m. – 2:00 p.m.
  • Lunch & Learn with Exhibitors, 12:00 p.m. – 1:45 p.m.
  • Solutions Stage, 12:30 p.m. | 12:55 p.m. | 1:20 p.m.
  • Exhibitor Dismantle, 2:00 p.m. – 3:30 p.m.
December 31, 2024
  • All unused Sponsorship benefits expire.