Sponsor Deadlines, Forms, and Guidelines

Deadlines

August 1

Company logo
Company Contact

August 1

Complimentary attendee and booth rep information due to WorldatWork

You will receive an email requesting this information along with quantity of complimentary registrations you receive with your sponsorship, if applicable.

Vendor Forms Due to Westin Chicago Download Forms

If you require additional electricity, internet, or basic AV you must order these services directly with the hotel and return form, with payment directly to the hotel contact noted on attached form.

WorldatWork will provide complimentary WiFi in the public areas (including sponsor foyer), but additional hard lines may be purchased for increased speed and security.

August 1

Hotel cut-off date

August 17

Final date for packages to arrive at The Westin Chicago River North

Shipping Information

The hotel kindly requests to be informed of all shipments and when they are expected to arrive. This will ensure smooth delivery and handling onsite. Especially for shipments consisting of very large boxes or quantities, please contact the Westin Chicago River North directly to discuss the details of unloading/storing of your materials.

To guarantee smooth handling of your shipments at the Westin Chicago River North, please clearly label all your packages with the following information. All shipments must arrive at the hotel between August 15 – 17, 2018.

Please fill out the shipping and handling form and return it to Sarah Mitchell at at  Sarah.Mitchell@westin.com. The hotel will be reaching out to all exhibitors with a credit card authorization form. This form must be completed prior to shipping items to the hotel to expedite the process of receiving packages on site.

For TABLE TOP DISPLAY and Materials:

WorldatWork Sales Comp
Attn: [Your Name]
HOLD: EXHIBITOR [company name]
The Westin Chicago River North
320 North Dearborn Street
Chicago, Illinois 60654

You are responsible for packing, handling and arranging return shipments. Neither the hotel nor WorldatWork will be responsible for delivery, handling or shipment fees. There will be delivery/storage and handling fees applied with the following rates:

  • 0 -5 lbs. - $5 each
  • 6-20 lbs. - $10 each
  • 21 -50 lbs. - $20 each
  • Over 50 lbs - $25 each
  • Crates - $200 each
  • Pallets - $200 each
  • Outgoing Packages - $10
  • Outgoing Pallets - $50 each

Conference Pass Registration

For additional conference passes for staff and guests, please contact Becky.Setterberg@worldatwork.org

Hotel Deadline: August 1

Shipping Deadline: Must arrive at the hotel by August 17

Questions? Shana.Abrahams@worldatwork.org

Guidelines

Table Top Display
Your display area is a standard banquet table (6' x 30") with skirting and 1 chair. Chicago City/Fire Code is extremely strict and nothing more than a 6ft long table top display may be displayed in your table area. Pull up banners may be erected behind your table top, or in lieu of your provided table, but NOT exceeding the 6ft in length of the provided table. All materials must fit on top of your table! WorldatWork and the hotel will be extremely strict enforcing this rule onsite to abide by Chicago fire code. Most table top displays will be extremely close to another sponsor's table top. Any additional technical support will be at your expense.

Name Badges
Sponsors can pick up their name badges at the Check-In desk during set up hours on River Level 1: Monday, August 20

Cleaning
The Westin Chicago River North cleaning service will clean the general sponsor area each day. Sponsors must stall away any material that is not to be thrown out. It is prohibited to use any tape or adhesive materials on the pillars and walls of the hotel.

Security
While every precaution is taken, neither WorldatWork nor the Westin Chicago River North can accept any responsibility for the security of the sponsor tables and contents. Sponsors are fully responsible for the security of their own tables and equipment; any loss or damage that may befall the person or the property of the sponsor is his/her sole responsibility.

WorldatWork advises you to observe the following suggestions:

  • We recommend that you carry adequate insurance to cover your property.
  • Do not leave your valuable goods and materials, including all personal property, unguarded. If you wish to leave your valuables in the sponsor area, please contact the Westin Chicago River North in order to rent a secure storage facility.
  • Always keep your personal property locked away. Please do not leave handbags, briefcases, mobile phones, laptops, etc., at your stand unattended.

Insurance
Sponsors are required to make their own insurance arrangements. All property is the sole responsibility of the sponsor or the person to whom it belongs. A full and comprehensive insurance against risks such as loss, damage, injury to goods and persons and in particular theft is strongly recommended. The Westin Chicago River North does not take any responsibility in case anything is lost. Any person bringing items into the venue that may directly or indirectly cause injury to anyone or damage to the venue will be held responsible for that injury or damage.

Give-Aways, Materials, and other Promotional Activities
All demonstrations, interviews, distribution of literature and promotional give-aways will only be permitted at one's own table.

Photography
No photographer will be permitted to work in the venue without permission from WorldatWork prior to the conference. A professional photographer, contracted by WorldatWork, may be on site to document events. Photographs are the sole property of the WorldatWork. By registering for and attending the conference, delegates understand that they may be photographed and that WorldatWork may use the photographs for promotional purposes.

Recording Policy
Recording (both video and audio) of sponsored educational sessions and technology demonstration sessions is permitted. This recording is at the expense of the sponsor. The sponsor is required to notify and obtain approval from WorldatWork prior to recording. Sponsor must utilize WorldatWork approved AV vendor. All recording will be coordinated by and at the expense of the sponsor. Release statements from speakers and attendees may need to be obtained and is the responsibility of the sponsor to obtain. No recording (both video and audio) of the WorldatWork sessions or events including, but not limited to sessions selected via the CFP process, receptions, prize drawings and general sessions or in the Expo hall/public areas is permitted, unless the recording is for the use of an accredited news organization. Accredited members of the media must obtain pre-approval from the WorldatWork media team before recording (both video and audio) a sponsored educational session or a WorldatWork session or event. All recording will be coordinated by and at the expense of the news organization.