SPONSOR MANUAL - HighlandCapital
SPONSOR MANUAL
for the
2004 Highland Capital Conference
September 27-29, 2004
Westin Riverwalk
San Antonio, Texas
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|TABLE OF CONTENTS |
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|ITEM |PAGE # |
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|PROGRAM OVERVIEW |2 |
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|IMPORTANT DATES |3 |
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|GENERAL CONFERENCE MEETING INFORMATION |3 – 4 |
| • Purpose of Meeting |
| • Attendee Profile |
| • Program |
| • Networking Opportunities |
| • Dine Around |
| • Displays |
| • Evaluations |
| • Emergency Information |
| • Accommodations |
| • Expenses |
| • Available Discounts |
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|DISPLAY INFORMATION |5 |
| • Items Provided |
| • Shipping Instructions |
| • Key Contacts |
| • Additional Services Available |
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|CONFERENCE BOOKLET (AD) REQUIREMENTS |6 |
| • Ad Specifications |
| • Additional Instructions |
| • Shipping |
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|SPONSOR REQUIREMENT FORM |7 |
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|ATTENDEE REGISTRATION FORM |8 |
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PROGRAM OVERVIEW
Monday, September 27
7:00 am – 11:00 am Sponsor Set-Up
11:00 am – 2:00 pm Registration
2:00 pm – 5:00 pm Welcome & General Sessions
5:00 pm – 5:50 pm Opening Speaker
6:00 pm – 9:00 pm Platinum Sponsor Opening Reception and Dinner
Tuesday, September 28
7:00 am – 7:45 am Breakfast with the Sponsors
7:50 am – 8:00 am General Sessions
9:00 am – 11:55 am Breakout Sessions
9:00 am – 11:00 am Spouse Activity
11:55 am – 1:30 pm Lunch
1:30 pm – 4:30 pm Breakout Sessions
6:30 pm - 9:30 pm Offsite Reception & Dinner
Wednesday, September 29th
7:30 am – 9:30 am Highland Capital Principals’ Breakfast (By Invitation Only)
7:30 am – 8:30 am Breakfast with the Sponsors
10:00 am – 11:00 am General Sessions
11:00 am – 12:00 noon Closing Session
12:00 pm – 1:30 pm Transfers to Golf Tournament w/ Boxed Lunches for Golfers
1:30 pm – 6:00 pm Golf Tournament
Sponsor Display Breakdown
7:30 pm – 9:30 pm Carrier Hosted Dine Around
Thursday, September 30th
8:00 pm – 10:00 pm Sponsor Breakdown (tentative)
|IMPORTANT DATES |
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|ITEM |DEADLINE |
|1. Attendee Registration |August 13, 2004 |
|2. Display Space Reservation |August 13, 2004 |
|3. Full Page, Color Ad Deadline (no extensions) |August 13, 2004 |
|4. Logo Deadline |ASAP |
|5. Earliest Arrival Date for Display Materials |3 days prior to your arrival |
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|CONFERENCE INFORMATION |
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|Purpose |
|This meeting serves as the annual sales meeting for Highland Capital Holding Corporation and is an opportunity for retail and brokerage offices to come |
|together and build synergy across the network and with key partner relationships like our sponsors. This business meeting is an opportunity for idea sharing|
|and to build the Highland Capital culture. |
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|Attendees |
|Attendance is expected to be over 150 attendees. Attendees include but are not limited to key sales leaders and principals from retail and brokerage |
|offices, key relationship managers and company representatives from Highland Capital’s HighLighted Carriers, as well as selected financial and service |
|providers. Historically, attendees have also included institutional clients and prospective acquisitions and sales leaders. |
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|Conference Program |
|A general overview of the conference program has been provided for your reference. Please note the times and sessions listed are tentative. We hope this |
|provides adequate information for our sponsors to plan their participation and availability. A final agenda will be distributed during the on-site |
|registration. |
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|Networking Opportunities |
|Meals, breaks, and evening events are the primary opportunities for networking. The meals and breaks are generally scheduled to be held in the sponsor |
|display area, if space permits. We encourage sponsors to make themselves available during these times and to join the attendees in the sessions. Any closed|
|sessions are noted on the agenda. Activity participation is also encouraged for the golf tournament and evening functions. |
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|Dine Around |
|Traditionally Highland Capital has offered a dine-around option to participants and the current year’s HighLighted carriers to assist in facilitating |
|networking opportunities. Coordinated by Highland Capital, participating carriers host a table of 8-12 attendees at an off-site restaurant. Highland |
|Capital, or its representative, coordinates all aspects of the evening including but not limited to: dine around assignments, restaurant selection, |
|communication with attendees and carrier representatives, and any required transportation. Transportations costs are typically not billed back to the |
|carrier. (see sponsor requirement form) |
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|Displays |
|Platinum and Gold Level sponsors are given the option of a full or tabletop display, if space is available. Additional information about display |
|requirements is contained on page 5. Exhibiting at a Highland event is relatively different from most traditional “exhibits.” The atmosphere is much more |
|relaxed and the focus is on building relationships and not selling. Sponsor attendees should not feel restricted to the “booth” area but are encouraged to |
|stay “close by” during key times. |
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|Evaluations |
|Sponsor attendees will be asked to complete an evaluation form to measure the value of the meeting and networking opportunities. Honest feedback is desired.|
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|In Case of Emergency – Prior to Event |
|If you are unable to attend as the result of a last-minute emergency, please call Tina Atchenson at 205.263.9221 (cell 205.902.0420) or Frances Peterson at |
|205.263.9230 (cell 205.913.1671). |
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|Accommodations |
|By completing the registration form contained on page 8 or the on-line form, a room will be reserved for sponsor representatives in the Highland Capital |
|room block. Sponsors are invited to take advantage of our room rate discount which is available in our room block. If accommodation is not possible, due to|
|a late registration, etc., the registrant will be notified as soon as possible. |
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|Expenses |
|Sponsor representatives are responsible for all expenses related to hotel accommodations, travel, ground transportation, incidentals, meeting expenses due |
|to last minute changes, and dine-around charges if participating in that event. Sponsor attendees will receive the group rate at the resort, if applicable,|
|and attendees are welcome to take advantage of any travel discounts available for the Highland group. |
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|Available Discounts |
|Highland Capital has contracted special travel rates with Delta Airlines for the 2004 Conference. For Delta’s group reservations, call 800.241.6760 and |
|refer to meeting number 196305A to obtain your discount. |
|Highland Capital has contracted with Avis for discounted rates. To obtain rental car discounts, please call 800.831.8000 or online at and refer|
|to meeting number T843400. Brownell Travel (205.414.7147) can assist with any ground transportation needs. |
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|DISPLAY INFORMATION |
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|Items Provided |
|Highland Capital will provide a 6’ or 8’ skirted table. Any other needs should be noted on the SPONSOR REQUIREMENT FORM. |
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|Shipping Instructions |
|Items should be shipped to arrive 3 days prior to your arrival. Shipping Labels should be addressed as follows: |
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|Attn: Person From Your Company Who Will be Claiming the Package |
|The Westin Riverwalk |
|420 West Market Street |
|San Antonio, TX 78205 |
|HIGHLAND CAPITAL CONFERENCE – SEPT 27 – 29, 2004 |
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|General receiving hours will be: |
|8:00 am – 4:00 pm Monday – Friday |
|10:00 am – 2:00 pm Saturdays |
|Closed Sunday |
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|Shipping Charges |
|Because there is limited storage space in the hotel, boxes can be accepted no more than three (3) working days prior to the meeting. A storage fee of |
|$100.00 per day, per box will be applied to any materials shipped earlier than three (3) working days prior to the event. Boxes left on the premises for |
|longer than three (3) weeks after departure without shipping instructions will be discarded. |
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|A service charge will apply for boxes/materials shipped from the hotel. Service charges will be applied as follows: |
|1-5 lbs $3.00 / box |
|6 – 10 lbs $5.00 / box |
|11 – 30 lbs $10.00 / box |
|31+ lbs $15.00 / box |
|250 +lbs $drayage company expense |
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|Key Contacts |
|General Questions: Tina Atchenson, Highland Capital 205.263.9221 |
|Frances Peterson, Highland Capital 205.263.9230 |
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|Delivery Confirmation: Receiving Department, Westin 210-444-6038 |
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|Additional Services Available Through Hotel |
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|Outbound Shipping Process |
|A hotel shipping form, which will be provided on-site for outbound shipping, will need to be completed by your on-site representative. Someone from your |
|firm should be responsible for following type of information: |
|address for return shipment |
|preferred carrier (hotel can ship DHL/Airborne, UPS, and FedEx) |
|payment method (i.e., credit card or carrier account number) |
|shipment method (i.e., overnight priority, 2-day, ground) |
|account numbers for shipping (i.e., UPS account number, FedEx account number) |
|Packaged shipments and completed shipping forms will need to be placed in the designated holding room. Security will pick up packages from that location. |
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|CONFERENCE BOOKLET ADVERTISING INFORMATION |
|For platinum and gold level sponsors, you are invited to place an ad in our conference booklet. The information below is intended to answer any technical |
|questions. The content of the advertisement is at the discretion of the sponsor. Please be advised that all ads will be reviewed by the Highland Capital |
|compliance department as part of the meeting material package review. |
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|Specifications |
|Size: 8.5” x 11.5” |
|Color: 4-color process acceptable (no spot color) |
|Resolution: 300 dpi images |
|Format: hi-res pdf, hi-res jpg, hi-res eps or Quark files acceptable |
|Transmittal: CD or available for download from FTP site |
|In-House Date: August 13, 2004 |
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|Additional Instructions: PDF file should accompany all files as a reference file. |
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|Key Contacts: |
|Wilma Turner Highland Capital Holding Corp. wturner@ 205.263.9266 |
|Tina Atchenson Highland Capital Holding Corp. tatchenson@ 205.263.9221 |
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|Shipping Instructions: |
|Attn: Wilma Turner |
|Highland Capital Holding Corporation |
|3535 Grandview Parkway, Suite 600 |
|Birmingham, AL 35209 |
|205.263.9266 |
SPONSOR REQUIREMENT FORM
| | | | |For Planning Use Only |
| | | | |Assigned Space: | |
| | | | |Day: | |Time: | |
| | | | |Room: | |
| | | | | | | |
|Section I: General Information |
|Return By August 13, 2004 to Tina Atchenson 205.263.4410 (fax) email tatchenson@ | |
|Key Contact | | |Title: | |
|Sponsor Name: | |
|(as it should appear in promotions) | |
|Address: | |
|City: | |State: | |Zip Code: | |
|Phone: | |Fax: | |E-Mail: | |
|Emergency Name: | |Tel: | | |
| | | | | | | |
|Section II: PLANNING Information |
|For planning purposes, please indicate your participation plans: |
| |Yes, reserve a display space | | | |No, do not reserve display space | |
| |Yes, a full-page, ad will be provided | | | |No, a full page ad will not be provided | |
| |Yes, include us in the dine-around (open to | | | | | |
| |HighLighted Carriers only) | | | | | |
| | | | | | | |
|Section III: CONFERENCE ATTENDEES Information | | | |
|Attendee 1: | |Title: | | |
|Attendee 2: | |Title: | | |
|Attendee 3: | |Title: | | |
| | | | | | | |
|Section IV: Sponsor Company Information |
|Please provide a short company description to be used on in promotional materials and sponsor recognition. |
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|Section V: SPONsor Requirements |
| |Display Requirements | |Other | | | |
| | 6’ skirted table | | | | |
| | 8’ skirted table | | | | |
| | Electricity | | | | |
| | TV Monitor | | | | |
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SPONSOR ATTENDEE REGISTRATION FORM
Return By August 13, 2004 to Tina Atchenson via 205.263.4410 (fax) or email tatchenson@
|General Information |
|Name: | |Nickname: | |
|Spouse/Guest: | |Nickname: | |
|Firm/Company Name: | | | |
| | | | | |
|E-Mail Address: | |Phone No.: | |
|Mailing Address: | | | |
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|Hotel Accommodations | | | |
| | | | | |
|Arrival Date: | |Departure Date: | |
|Credit Card for Guarantee: | | |
|[pic] |King Size Bed |[pic] |Smoking | |
|[pic] |Two Double Beds |[pic] |Non-Smoking | |
|[pic] |Sharing a Room | | | |
|Please note roommates below or any additional requirements or needs for | |
|accommodations: | |
|Travel Arrangements |
|Arrival Information |Departure Information | |
| | |Date/Time | |Date/Time |
| | |Airline | |Airline |
| | |Flight Number | |Flight Number |
| | |Airport | |Airport |
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|ACTIVITIES (Please indicate the activities you will participate in at the conference) |
|You |Guest | | | | |
| | |Golf Tournament |Club Rental | L | R |
| | |(Wed. September 29) |(You) | | |
| | |Dine Around | Club Rental | L | R |
| | |(Wed. September 29) |(Guest) | | |
| | |Mission Tour | | | |
| | |(Tues., September 28) | | | |
| | |Cooking Class | | | |
| | |(Tues., September 28) | | | |
| | |Art Tour | | | |
| | |(Tues., September 28) | | | |
| | | | | | |
|Emergency Medical Information |
|Person to contact: | |Relationship: | |
|Emergency Phone Numbers: | | | |
|Health Insurance Company | |Policy Number | |
|Allergies (including food): | |
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