 Good morning. Welcome to our webinar. My name is Rachel Friesen. I am the events manager here at the Drupal Association and this morning we're going to be talking about the benefits you receive as being a sponsor of DrupalCon Latin America. So if you're listening from your computer, we ask that you select the mic and speaker option as far as your audio goes and we request that you remain muted during the call. If you have any questions we're more than happy to listen and answer those. Please feel free to use the Q&A window in the go-to meeting setup. So these are some of the links that we're going to be going through and a few pieces of key information. We're going to walk through the event kit and show you where a lot of the information lies for your deliverables. I'll show you the sponsorship packages that you've signed up for and just kind of go through some of the travel information that you may need as you get ready to make your travel arrangements for coming to Bogota. So coming here to the DrupalCon Latin America website under sponsors and then sponsor event kit or you can go to the URL Latin America 2015.drupal.org slash sponsor slash event kit. This has a lot of the information for you once you've signed up to become a sponsor of DrupalCon Latin America. So clicking on this link right here for the event kit will take you to this document which has all of the information you need to know as a sponsor. So there's about 13 pages in here and it will just kind of walk you through the various deadline deliverables and it contains information that you need to know as you get ready to ship any items to Bogota and as you get ready to register your staff to set up your schedule what kind of hours we're running for the booth. So let's go ahead and just kind of cruise through here. So there's two webinars you're out on this first one for about your benefits. The next one coming up is how to maximize your sponsorship investment and so here's a table of contents. All of these are little bookmarks so if you want to click on those they can help you jump down further into the document and kind of get into more of the details if you're if you're just looking for something related to like the exhibit hall for example you could click on the exhibit hall and this will just kind of help you navigate through the document. So this first section is pretty important it includes all the important dates that you need to know as far as fulfilling your benefits. So you can kind of look through the different items and on the far right hand side there's the date and the deadline. We will generally prompt you for something if there's an emergent deadline and some of these things we've already achieved. So for instance one of the first things listed here is to send us your vector logo. We have the vector logo for almost everyone who signed up so far but if you don't for example I would obviously be prompting you for that. As you continue to go down through the document you'll notice there's things for example for the print ad and one thing that we want to point out is that not all benefits apply to all sponsors. So if you're curious if this is a benefit that you receive with your sponsorship the easiest way to look that up is to go look at essentially the contract that you signed when you signed up to be a sponsor. So back on the DrupalCon Latin America website there's the second or this first drop down sponsored DrupalCon that brings you to this page where you can download the prospectus. The prospectus is what you signed as your sponsorship agreement. So I have it pulled up here. This prospectus details a lot of the demographic information but then also with the core sponsorships it details what you get with your sponsorship. So how many for instance conference passes you get, what your setup is going to be, if you get a print ad, what size that is so this is a good reference for those of you who are core sponsors. So you can kind of use that table in tandem with this event kit document to find out what deadlines apply to you. If your web ad is included in your sponsorship you can email that to me essentially anywhere where it says to email and it has a hyperlink it will be to email it to me and you're welcome to send me any questions about anything as you kind of are working up your ads or other deliverable items. So you can kind of explore this on your own. One of the things I really want to point out is how important it is for this DrupalCon to send me your tracking numbers for any shift materials. I will be going down on site the week before the DrupalCon and that helps me make sure that your items were received and it'll help us troubleshoot if they haven't been received where they're at or locate them if they've been placed somewhere else on site. So essentially if you could just send me the name of the shipper so for instance like UPS or FedEx and whatever the tracking number is and then a brief description of what it is so like two boxes t-shirts for booth that way we can kind of help manage those packages on site and make sure that you get the right items to the right places. With this DrupalCon we are using our new jobs board jobs dot Drupal.org so in the past we've had DrupalCon job boards that are specific to the con and are very we're very simplistic it was basically just a little bit of text and not a lot of there weren't a lot of features or or or extra benefits to that job board it was basically you could just post a job. So one of the great things about this benefit is you have the ability to post to Drupal jobs. So the first week in Fed or excuse me the first week in January we will be emailing you a coupon code to use on Drupal jobs. So the way you use your coupon code on Drupal jobs is you just make sure that you're logged in to your Drupal dot org account and then you can go to the store and you can add a add single job credits you can add as many job credits as you need but the coupon codes that we give you work best with the single job credits they don't work with the five job post credit bundle. So we you can add as many single job credits as you need and then when you get down to the checkout you can merely apply the coupon code that we send you now we haven't set that up yet so I can't demonstrate that feature but essentially you would enter in the coupon code click add coupon and you would notice that your order total will zero out so you won't have a any amount to do. One thing this kind of jumps back to shipping but we do recommend that you have any of your items sent to the hotel have them received on site by February 5th that will help with us and as far as receiving the items goes and making sure that everything is received in time for the event. So the sections below this kind of first table with deadlines it really just goes into detail for individual items so for instance if you are able to contribute an item to the attendee tote bag which again this benefit doesn't apply to all sponsors this has details about you know how many pieces you should send what's an appropriate thing to send and we will be filling in the size of the tote bag once we have that we're in the middle sourcing that right now and should have it by the end of the month but that way you can kind of plan accordingly and then again I just want to really reiterate the importance of checking out the shipping instructions so the there is a shipping instructions section and I'll jump to that now there are specific shipping directions for your label based on what the item is so for the most part my guess is you'll be sending booth items so this is the instructions here that you want to follow for your booth items so you want to put your name so for instance it could be the Drupal Association if I were the sponsor table and then your table number so your table number will be assigned when we go through the process of booth selection if you're sending something for catering so for instance if you're like a lunch sponsor and you're sending branded napkins to send here's the information for that and the tote bag items are separate and they should be sent to my attention at the hotel those items I just want to call out that the tote bag items need to be sent separately from your booth items because we do stuff those tote bags in advance of the show so they do need to be pulled out separately so that we can have access to them so let's just take another look at this document see if there's anything else that needs to be pointed out this program guide information is like something else that we're sourcing right now and so I will have art specifications by the end of the month hopefully within a couple weeks and so this document that you're linking to from that web page we act edit edit it live and when we have new information like that I will send out email to the appropriate sponsor so that you have that as soon as it's available so again for these individual module sponsorships for instance with lunch there's details as far as like how many items you should send for each day what kind of items information about shipping and just more details that make sure that you have all the information you need but again if there's anything where you have questions feel free to email me or call me so this section is applicable to pretty much everyone it's what to do on site for Drupalcon Latin America so the location is the royal park metro tell it's the the conference is in the same hotel as where the as the official hotel for guests to sleep in so these are the hours for the event the actual conference is Tuesday and Wednesday and on Thursday there will be sprints so we are in the process of launching registration on the website so once that registration has opened I will email you a coupon code for you to get your free conference passes if that's included in your sponsorship so the way that you would do that is you'd simply go through the process of registration and there's a portion where it asks for a coupon code and that will zero out any expense that has come in as far as adding a ticket to your cart if you need additional coupon codes beyond what is included as far as a free coupon code or free ticket with your red coupe excuse me as far as a free ticket with your sponsorship let me know and I can give you something to give you the discounted early bird rate for additional tickets if it's past the end of the early bird purchasing time so we recommend feel free to contact with put yourself in contact with your account manager or the da staff we will be around there will be about a half a dozen of us on site and it's a great time to connect with us and and get to meet you face to face so the information about the exhibit hall it's a if you've sponsored any of the other triple cons it'll be a little bit smaller scale than some of those it's we will essentially be providing a table and chairs and that's kind of dependent on what your sponsorship level is there's essentially room around the table and chairs where you could put up auto up banners or thing graphics like that but there isn't kind of the formal booth shell scheme that you would see at like triple con europe or in one of the north american triple cons so if you're planning on something other than kind of that type of setup please let me know and we can talk about that and see if that's something that we can accommodate I want to make sure that you don't get on site and have any either surprises or or not have the space to to do what you were planning on doing so it's best to kind of get ahead of that now and again here's our exhibit hall hours essentially the exhibit hall is open Tuesday and Wednesday and the setup time is Tuesday morning from 8 a.m to 10 a.m that will allow you time to set up before the keynote breaks so essentially no one outside of the sponsors was really allowed in the exhibit hall until after the keynote session and then we will be having a coffee break in there so that'll kind of drive people into the area so the exhibit hall then tears down Wednesday evening after the after the closing session so then there is a link here to the exhibit hall floor plan over the next couple weeks I'll be working with you to select a booth you can kind of see on the floor plan the designations for platinum's golds and then silvers so for platinum's you get two tables and two chairs excuse me two tables and four chairs um golds you get one table and two chairs and then silvers you're sharing a table so it's half of the table essentially and one chair and with those sponsorships you get shared wi-fi service with the conference and electrical service and if you need to order any other additional exhibitor services such as AV or catering you can contact Ingrid at the hotel and here is her email address in the effect kit again so then the final section is just about shipping information so again just make sure that you're really paying attention to the shipping deadlines and any shipping and handling costs is incurred upon your company and the one thing that we were really clearly instructed by the our friends on site is essentially that if you're shipping anything to the event you must prepay all customs and taxes on shipments or they will be sent back they won't won't essentially make it through customs and into the country so just be diligent about working with your shipping provider to make sure that any of those expenses are handled or or accommodated in advance of sending the items because the last thing we want is for you to come on site and not have what you're expecting to find so that pretty much wraps up the event kit the one other thing I wanted to kind of highlight is booking hotel rooms so the Metro Hotel Royal Park is our official hotel and if you want to reserve for instance a room within the block you can use the Drupalcon promo code when you're checking out you just need to make sure that the dates are within our kind of room date block so February 4th through the 14th so if you go to their website you can simply select the dates that you want enter your promo code Drupalcon and hit submit and they do have a version of their website in Spanish so that you can use it in another language and then here you can see the different room rates so the Drupal is the negotiated conference deal and you can obviously add days or or adjust that as you see fit so that that's the the best way if you're just booking a couple rooms here and there additionally we do have a contact Natalia I believe who if you want to book a block of rooms she is their primary point of contact for that so you're welcome to reach out with her reach out to her regarding larger group rates and again my name is Rachel Friesen I'm the events manager here at the Drupal Association so I'm going to be your primary point of contact if you have any questions or anything that you're trying to track down feel free to let me know this is my contact information it's Rachel at association.drupal.org and you can always reach me on Skype for a call or a chat or anything of that nature let me look and see if we had any questions come up okay I'm not seeing anything so I'm going to go ahead and wrap it up thank you so much for attending