Logistics

Thank you for sponsoring, exhibiting and/or supporting the 5th annual Texas Cyber Summit, September 22nd-24th, 2022 at the Hyatt Regency, Austin Texas.

To receive the most benefit from your sponsorship or exhibit, please ensure you have completed the following items:

  • Registration:

    Register all of your booth staff as soon as possible using the code provided to you with the registration link above.

  • Guests: After you’ve registered your booth Staff, provide your Guests and Attendees with the special code provided, Your code will only allow you to register the number of GA tickets included in your sponsorship package.
  • All sponsors, exhibitors and guest attendees both paid and complimentary must register for the conference online prior to September 17, 2022. Please refer to the sponsorship levels page to see the number of complimentary registrations included in your chosen sponsorship level. Non-sponsoring organizations that selected to support via an option such as supporting breakfast or lunch, receive two complimentary GA passes. Additional GA passes may be purchased for $250

HOTEL DETAILS:

The Hyatt Regency Austin

208 Barton Springs Rd

Austin Tx 78704

Shipping:

If you plan to ship something, you will need to ship it to us or the hotel, however note the hotel does not have a shipping/logistics department so be careful. In order to ship to us, it will need to be coordinated and processed by our team and sent no early then September 5th and ensure its shipped to be received prior to September 12th. We need to know what is being shipped and when, no single item can not be larger then a 25lb box(s). Please coordinate with our shipping/logistics team and receive a special ID #   Shipping at Texas Cyber . com. You will need to schedule Pickup of materials at the end of the event, and make sure your items are proper “labeled” pre-paid by sponsor, and scheduled.

Larger items can be shipped by and/or to a drayage company coordinated with the hotel and Texas Cyber, ‘We’ must be made aware of all shipments.  Please note the Limited liability on shipments, we can not be responsible for your shipment at all, however we once receive and acknowledge receipt, we will manage onsite/transfer, Please make they are shipped to us and carefully coordinated.  email – shipping at Texas Cyber (dot) Com  Reminder – Do not ship to us unless you have been provided an #ID code  (we do not want to lose your package’s )

Texas Cyber Summit –B019
2201 Kinney Road
Suite B019
Austin, TX  78704

SWAG – If you plan to provide any items in the gift bags for attendees please ensure we receive those items no later then September 12th. Again protocol for shipping those items require you let us know and we assign you ID# code, please request one prior to shipping and mark your boxes properly, this ensures that we can attribute those items to you.

DISPLAYS: – If you plan to ship your booth setup materials, and they can be in boxes under 25lbs, please obtain your booth/shipping code # and notify us ahead of time you are shipping something to us (NOT THE HOTEL) so that we can watch for those items. We will deliver them at the hotel on September 21st after 5pm CST. For pickup, the sponsor will need to coordinate with FedEx/UPS for Pickup on the 26th, at the hotel – all items must be labeled properly for shipping/pickup.

MEDIA:

PRE-CON Video/Interviews: Some of the sponsorship packages include a pre-con streaming video interview, We record one interview and stream it once, twice or three times to take advantage of this capability, please reach out to [RED] at [TexasCyber] dot Com and schedule your date/time Prior to September 6th to ensure proper airing/scheduling. Deadline is Sept. 12th, 2022 at midnight.

CONFERENCE VIDEO: Some of the sponsorship packages include a 15 second video play during breaks, if you would like use this feature, you provide that to us ahead of time, no later then September 12th midnight.  email [RED] at [TexasCyber] dot [com]  Deadline is September 12th.

Media Center – Some of the sponsorships include the usage of the media center a certain number of times, you can obtain a slot by contacting [RED] at [TexasCyber] dot [Com] to reserve your time slots.

ADVERTISEMENTS – Full Page ratio is
1080 x 720 pixels / Half Page Advertisements 600 x 300  for an aspect ratio of 1:2 and should be provided to TCS before September 6th.

PRESS: We are expecting there will be a number of persons from the media, news, social , etc.  They are required to follow strict filming and photography guidelines, if you see them taking unauthorized photographs or video please remind them of the policy.

WE’RE HIRING PROGRAM:

If you are hiring people, interviewing, etc, we can provide you with a “We’re Hiring” Tri-Fold, which will let attendees know you are approachable and potentially interview, we expect to have a few spaces available that can be used for interviewing, ask your floor manager or contact RED at Texas Cyber.

During the 9/22 Social “Speak Easy” we will be allowing sponsors to wear tags that say “we’re Hiring” so attendees know they can speak with

Dress Code: Business Casual, Jeans, non war-torn clothing, fashionable causual wear. are acceptable

Booth and Space details:

A FLOOR MAP will be display here by September 1st to allow you to understand where you are located, (subject to change) Setup will be conducted on 9/21 at 5:00pm CST,  We will be setting up until about 11pm and a guard will be posted each evening. Alternatively you are welcome to setup on 9/22  at 7:30am your “Sponsor” badge will allow you to gain access to the floor space early.  If you have any issues when onsite there is a logistics person assigned to the sponsorship area/floor and they will be reachable via the number provided in the coordination email.

Badges and Parking: Sponsors will be provided with one parking pass to utilize during the conference (3 days) in and out. please ensure you pick your pass up at the registration desk when you pick up your badge. Registration will be open on 9/21 at 6:00pm and at 7:30am on 9/22 please only send one person from your booth to pick up your badges and Parking pass. Parking is only inside the parking garage of the hotel, not the surface parking lots.

MOVE-IN & MOVE-OUT:

Exhibitor move-in:  Wednesday from 5:00 pm – 11 pm and Thursday from 7:30am until 9:00am *
Exhibit hours: Thursday & Friday September 22/23; 8:00 am – 5:30 pm & Saturday September 24; 8:00 am – 4:00 pm
Exhibitor move-out: Saturday, September 24th; 4:00 pm – 6:00 pm

STAFFING:  Staffing your booth is your responsibility, we are providing the avenue for you to promote you’re company, product, services and capabilities, we do this through all of the items listed on the sponsorship page. If your staff is unavailable to manage your booth at certain times that is understandable, however note that it would be a disappointment to attendees. We realize Saturday is a light day, usually around 50% traffic compared to work-days, Our Saturday agenda is geared towards those that work during the week and would like to obtain training/contacts/socialization in the field on their day off, these might be individuals looking for a career change, students, single or working parents, or those in the field looking to make a move/jump – please make every attempt to staff your booth, as we make every effort to direct attendees to you.

Daily Schedule:

7:30am – Registration, Breakfast and Sponsors Open

8:00am – Welcome and Kickoff

9:00am – Keynote Speaker

10:00am – Special Guest Speaker

11:00am – All Villages, Workshops, Briefings, Contests and Challenges Open.

6:00pm – Close and Social Events Starts (Movie, Mixer, etc)

 
 

Out of Scope: If you would like something for your booth that is not included in the booth package we are providing, you may inquire with Freeman Events at your own expense. They have Monitors, Stands, Back Drops and much more;

  • 6320 E. Stassney Lane
    Suite 375
    Austin, TX 78744
    (512) 827-3200
 
Booth Space: What is included? -> Each booth includes one table, the table you receive will depend on your sponsorship level. For example Bronze sponsors receive a 4.5′ round high top table, two chairs and will be located in Sector E. Depending on the sponsorship level such as Silver, you may have one 6.0′ six foot table, we include a trash can, two chairs, power and internet. You can place a 6′ popup sign, as long as it doesn’t exceed your alotted space or interfere with traffic flow or block other sponsors.
 
  • Bronze – 4.5′ round table, 5′ space, 2 Chairs, Waste Can, Power and Internet
  • Silver – 6′ table, 6′ Space, 2 chairs, Waste can, Power and Internet.
  • Gold – 6′ table, 7′ Space, 2 chairs, waste can, Power and Internet.
  • Diamond – 6′ table, 8′ space, 2 chairs, waste can, Power and Internet.
  • Platinum – 6′ table, 8′ space 4 chairs, waste can, Power and internet.
 

Meals and Socials: We will be hosting breakfast in the morning in the main exhibitor area, from 7:45am – 8:30am each day. You will have lunch on your own, and we expect to host Coffee & Tea break after 2pm.

 

Social Events:

  • The Thursday Social “Speak Easy” September 22nd starts at 6:30pm until 8:00pm -Open to all guests, a ticket is required but is a nominal fee ($5)
  • The Private VIP/Speaker Social is September 23rd from 6:30pm and is only open to speakers and VIP invited guests, sponsors are not included.
  • The Movie Social will be September 22nd & 23rd Starting at 6:45pm, each movie is about two hours, everyone is invited.
 
9/21 NOTES: – Texas Cyber receives various rooms and spaces at the hotel at different times through out (Weds) 9/21 – Our primary focus will be ensuring our infrastructure is setup first. As mentioned in the sponsor offering section, all vendors/sponsors/community can setup after 6pm Central time on 9/21.
 
9/21 QM: Sponsors will be able to obtain their items (shipped to us) at the QM Store (Logistics) you will be able to pickup your items after 6pm and setup your booth anytime after 6pm
 
Lead Collection: We selected “Eventzilla” for ticketing, schedule, portal, lead services this year, and we are disappointed that they do not have it functioning yet, so the good news is that, as we listed in the sponsor offerings we are collecting and providing vendors with information that we collect, and you are also welcome to offer items for lead collection (raffles, etc) 
 
If you would like to sponsor one of these events please let us know, sponsorship gives you a brief 10 min prior to the event.
 
Questions: Please note, If you should have any questions or concerns, please email our logistics support staff at “logistics” at Texas Cyber (dot) Com