Thank you for sponsoring, exhibiting and supporting the 6th annual
‘Texas Cyber Summit’
September 28th-30th, 2023 at the J.W Marriott, Austin Texas.
To receive the most benefit from your sponsorship or exhibit, please ensure you have completed the following items:
Register all of your booth staff as soon as possible using the code provided to you with the registration link included in the email or here (texascyber.org/reg/)
Register your Guests: After you’ve registered your booth Staff, provide your Guests and Attendees with the special code provided, Your code will allow your guests to register the number of GA tickets included in your sponsorship package.
Use the “Sponsor Registration Process .PDF” document we sent you, this is a step by step guide to registering booth staff
All sponsors, exhibitors and guest attendees both paid and complimentary must register for the conference online prior to September 22, 2023. 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, Can receive two complimentary GA passes. Additional passes may be purchased for $199 everyone is required to register and agree to our ‘Zero Tolerance’ Code of Conduct.
The J.W. Marriott,
110 E. 2nd Street
Austin Tx 78704
J.W. Marriott – HOTEL ROOMS DISCOUNTED:
Hotel – Obtain our Special Discounted Room Block, consider staying at the hotel, normally a organizer receives a room commission, we have asked the hotel to wrap this discount into the room fees, so now you pay even less – HOTEL REG
Parking: https://TexasCyber.org/parking/ all parking details are located here: Parking
Shipping & Handling – FEDEX
If you need or plan to ship something to the J.W Marriott, the hotel has a FEDEX shipping/logistics department they will charge you for every package. When shipping packages to the HOTEL address to J.W. Marriott, I/CO “Texas Cyber Summit” and list your booth number – see the floor plan for your booth number – You will be responsible for all FEDEX package handling fee’s and charges. Although we did negotiate a discount, you will receive being part of Texas Cyber Summit.
At the End of the Show you will need to coordinate with FEDEX To Pickup any/all of your materials at the end of the event, Please make sure your items are proper “labeled” pre-paid by sponsor, and scheduled directly with Fed Ex. This coordination is your responsibility, make sure you handle it appropriately.
Connect with FedEx – J.W Marriott Office 5679 There in -Hotel Number 512.391.1816
Please note the Limited liability on shipments, we, nor the hotel can be responsible for your shipments. Please work with FedEx and make your items are labeled with the event name “Texas Cyber Summit” shipped and carefully coordinated.
NOTE: For smaller boxes 2’x2′ of swag, you can coordinate sending to us, however you must contact Neal [at] TexasCyber [dot] org to make sure he is aware of your shipment.
WARNING: Do Not ship anything to our warehouse prior to emailing Neal, and receiving a confirmation email from him – Make sure you Label your boxes with:
1. Texas Cyber Summit – B019
2. your booth space # –
We do not charge for this service, however we must be aware of shipments and our space is limited so we will cut-off once that happens, and again nothing larger then 2’x2′ please, if large please use FEDEX at the HOTEL.
Texas Cyber Summit –B019
2201 Kinney Road
Austin, TX 78704
📱512 888 9870
SWAG – Swag for the Gift Bag: If you plan to provide any items in the gift bags for attendees – Please ensure WE receive those items no later then September 25th. Again protocol for shipping those items require you let us know and we assign you Customer Booth 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, Please use FEDEX they have the facilities persons to manage these types of shipping. FEDEX at the hotel. You can coordinate with the FED EX and the hotel to deliver your items to hotel floorspace September 27st after 6pm CST. or coordinate you picking up your packages, the sponsor will need to coordinate with FedEx/UPS for Pickup on the 30th, at the hotel – all items must be labeled properly for shipping/pickup.
Connect with FedEx – J.W Marriott Office 5679
PRE-CON Video/Interviews: Some of the sponsorship packages include a 12-15min 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] org and schedule your date/time Prior to September 8th to ensure proper airing/scheduling. Deadline is Sept. 12th, 2023 at midnight.
LOGO INCLUSION DEADLINES: There are deadlines for all printed items. 1. To be included on the TSHIRTS Logos/Contract must be signed and paid by 9/1, the deadline to have your logo on the shirt is 9/9/2023 -2. The SIGNS and Badge deadline is 9/15/2023. All other printed and digital items the deadline is 9/15/2023 , if provided after this date there is no guarantee. We are not responsible if you miss the deadlines.
CONFERENCE VIDEO: Some of the sponsorship packages include a 15 second video play during breaks on screens through-out the event, as well as on our TCS TV. Channel in the Hotel, if you would like use this feature, Make sure you provide us the video no later then September 18th midnight. email [RED] at [TexasCyber] [org] Deadline is September 18th. Did we mention that deadline for us to receive this video file is September 18th, 2023.
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] [org] to reserve your time slots. Media Center, Media Desk, and usage of our Media Step and Repeat.
ADVERTISEMENTS – if we decided to do a printed program, a 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 10th.
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 alert our Cyber Rangers and remind those members of the Press of the TCS policy. (Ask permission before shooting)
The Texas Cyber Summit is on the 3rd floor of the J.W Marriott Hotel at 110 E. 2nd St. Austin Tx. Sponsors and VIP can check in at the TCS Reg booth after 7pm on 9/27
Once on the third floor you will find vendor/sponsor check-in next to the 2nd to 3rd floor Escalator. Please ensure you have a I.D. to check-in Once checked in, you will be provided with your badges and parking pass.
A final FLOOR MAP will be display HERE by September 2nd to allow you to understand where you are located, (subject to change) Setup will be conducted on 9/27 at 6:30pm CST, We will be setting up until about 11pm and a guard will be posted each evening. Alternatively you are welcome to setup on 9/28 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. All layouts and floor plans including the stage are subject to change.
Badges and Parking: Sponsors will be provided with one (1) 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 Conference badge. Registration will be open on 9/27 at 7:00pm and at 7:30am on 9/28 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.
TO PRIZES: To be included in the passport to prizes (ie: obtain
the opt-in leads Just from Passport to Prizes) you are required to provide at
least one prize, under $100. Notice that the more prizes you provide the more
likely we are to pick up a lot of attendees that may have Opt-Outs. 1. Provide
us one of your business cards for each of the prizes and write the prize name
on it. 2. We announce the winners on the main stage and on social media
multiple times per day, 3. We provide the winner your card and instructions to pick
up the prize at your booth, this gives you additional face-time with that
attendee. Attendees will visit your booth and request to have their card stamped, we provide the stamps you work to turn that attendee into a lead.
MOVE-IN & MOVE-OUT:
Exhibitor move-in: Wednesday from 6:30 pm – 11 pm and Thursday from 7:30am until 9:00am *
Exhibit hours: Thursday & Friday September 28/29; 9:00 am – 5:30 pm & Saturday September 30; 9:00 am – 3:00 pm
Exhibitor move-out: Saturday, September 30th; anytime after 3:00pm CST but be finished by – 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 “Sponsoring” 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, and might reflect poorly on your company. We realize Saturday is a light day, usually around 75% traffic flow 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.
- 7:30am – Registration, Breakfast and Sponsors Setup
- 8:30am – Welcome and Kickoff
- 9:00am – Keynote Speaker, Special Guests
- 10:00am – All Villages, Workshops, Briefings, Contests and Challenges Open.
- 12:00-12:45 – Lunch for all (on your own) briefing and workshop spaces are inactive.
- 1:00pm – Panel discussions, Fireside Chats and Special Guest speakers
- 3:00pm – Attendee Snack Time in the main foyer
- 6:00pm – Most items Close and Social Events Starts 6:30 (The Texas Cyber Speak Easy etc) You can staff your booth during the 9/28 Social Event. * Optional, you will likely pickup extra leads if you do.(If you do not staff your booth during the Speak Easy, we ask that you put all of your swag – away, under your table).
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 or Markey’s Events at your own expense. They have Monitors, Stands, Back Drops and much more;
For electronics from Markey’s please submit your orders via JWMA_Exhibits
For backdrops, stands, furniture contract with Freeman – Freeman
Booth Space: What is included? ->
- Each booth includes one table, the table you receive will depend on your sponsorship level.
- Each larger booth space can also receive a table for their space or use and setup their own backdrop/kiosk/Setup
- Each Booth includes Texas Cyber Summit provided Wireless
- Each booth includes basic 110v Electrical access.
- Each booth receives 2 chairs, the hotel charges for extra chairs
- Trash/Waste Can
- You can place a 6′ popup sign, as long as it doesn’t exceed your allocated space or interfere with traffic flow or block other sponsors view – Please be considerate.
- Copper – 5 or 6′ table, 6′ x2 space, 2 Chairs, Waste Can and Internet.
- Silver – 6′ table, 6′ Space, 2 chairs, Waste can, Power and Internet.
- Palladium – 6′ table, 7’x 4 space, 3 chairs, waste can, Power and Internet.
- Gold – 6′ table, 7’x5 Space, 2 chairs, waste can, Power and Internet.
- Platinum – 6′ table, 8’x6 space 4 chairs, waste can, Power and internet.
- Titanium- XL-Space, 8×10 includes tables, chairs, waste can, Power and Internet.
- Recruiting Table – Saturday Only 4″ or 4.5″ table
Meals and Socials: We will be hosting breakfast in the morning in the main exhibitor area, from 8:00am – 9:00am each day. You will have lunch on your own unless lunch is sponsored, we expect to host Coffee & Tea break after 2pm.
LUNCH: We may provide lunch if we receive enough sponsors to support the expense, consider helping us, this helps keeps attendees at the conference, which in-turn helps keep attendees visiting sponsors. Consider Sponsoring lunch or teaming up with other sponsors to host lunch !
Social Happenings and Events:
The Thursday Social “Speak Easy” September 28th starts at 6:30pm until 8:00pm -Open to all TCS guests 21yr or older, a ticket is required but is a nominal fee ($5)
We MAY host a Private VIP/Speaker Social is September 29th from 6:30pm and is only open to Speakers and invited VIP guests, sponsors are not included.
The Social bar scene’s are September 28rd & 29th Starting at 4:30pm is on the second floor, each day with drinks on your own, unless a sponsor provides.
9/27 NOTES: – Texas Cyber receives various rooms and spaces at the hotel at different times through out (Weds) 9/27 – Our primary focus will be ensuring our infrastructure is setup first, then the various conference rooms. As mentioned in the sponsor offering section, all vendors/sponsors/community can setup after 6:30pm Central time on 9/27. Please be patient with us, You maybe asked to wait your turn, If you require assistance prior to that, we will do what we can based on “Best Effort” with everything else going on.
9/27 QM: RM311– Sponsors will be able to obtain their items (shipped to us) at the QM Quarter Master (Neal) also known as Logistics, you will be able to pickup your items after 6:30pm and setup your booth anytime after 6:30pm on 9/27 or at 7:30am on 9/28 Thursday.
–> Lead Collection: READ THIS CAREFULLY -> We selected “Eventzilla” for ticketing, scheduling, sponsor promotion, lead services that are listed in the sponsor offerings, We are collecting and providing vendors with information that: 1. An attendee opts in 2. An attendee participates in activities that are defaulted to Opt-In and attendee has not purposely opted-out 3. You as a Sponsor collects a lead that visits your booth, via “in-person” lead collection – Lead Collection is done via “asking” attendee to bring up their attendee QR code on their phone, then you the sponsor will scan the attendee QR code, which will link that attendee to the sponsors portal, you will be able to take notes for later follow-up with the attendee. The good news is, all attendees will be using the application to check-in at briefings, workshops and events, they will also use the app to stay engaged through-out the event, they will select briefings and workshops they want to attend. We expect attendees will use the app through-out the three days. This enforces our commitment to the privacy of everyone involved and attending the conference, and gives you lead collection opportunities.
- Lead Collection Setup/Operations page – https://texascyber.org/leadcollection/
All Registered attendees that opt’ed in will be included in your portal, as will all attendees of the contests, passport to prizes, and social events.
- If you would like to sponsor, Breakfast, Lunch, Happy hour or anyone of our Food/Beverage events please let us know, sponsorship gives you visibility!
- 9/30 is another Day like any Conference Day, with Deeply Technical Briefings and Workshops, Challenges, Villages and More – However we have a Career Fair “Overlay”
- On Saturday September 30th, Military, College and University Students will gain access to the conference all day, they only need provide a valid/active student I.D. these are your future influencer’s and customers.
- Giveways are changing in the market place, many companies are announcing a giving to charity, Giving $1.00 per scan to their favorite charity, or even TCS Non-Profit
- Dress Code: Business Casual, Smart Casual, Jeans, non worn-torn clothing, fashionable causal wear is acceptable
Questions: Please note, If you should have any questions or concerns, please email our logistics support staff at “Neal” at Texas Cyber (dot) org
- Check out this Digital Virtual Walk-Through of Hotel at this link – JW Marriott Austin — Self Walk (weselfwalk.com)