Sponsor Information
Sponsorship Levels
Sponsorship for the 2025 conference has sold out. Please contact hope.adams@accsva.org for waitlist details.
Call for Proposals
Upon sponsorship confirmation, proposal link and instructions will be emailed to you.
Our conference is made possible by our vast array of very generous and wonderful sponsors. We maintain a generous exhibit space, which is open from 8 a.m. to 4 p.m. on Wednesday and 8 a.m. to 3 p.m. on Thursday of the conference. Plus, we have an onsite sponsor support team to help out with any issues that may arise. As the premier higher ed IT conference on the east coast, you'll be able to showcase your goods and services to more than 450 Virginia college and university IT personnel. Don't miss out! Looking for sponsorship opportunities or have questions? Please email hope.adams@accsva.org
Sponsorship Levels
Sponsorship for the 2025 conference has sold out. Please contact hope.adams@accsva.org for waitlist details.
Frequently asked questions
We can do better than that, click here and start the video for a stroll through 2018’s exhibit room!
The sooner the better. Opportunities for sponsorships are narrowing daily, with many slots already filled. Because our sponsors think we’re one of the best higher education conferences on the East Coast, we rapidly fill up our spaces and always recommend you register as soon as possible in order to reserve your spot. Contact hope.adams@accsva.org to register.
If you did not provide the names of your complimentary onsite reps (number based on sponsorship level) at the time of your registration as a sponsoring company/exhibitor, please email hope.adams@accsva.org with their names and email addresses.
No! Regular conference attendance is limited to employees of Virginia institutions of Higher Education and corporate sponsors.
Simply provide your company logo in a graphic format (such as .png or .jpg) and send via e-mail to hope.adams@accsva.org. Logos are displayed on our website upon receipt of payment and/or signed sponsorship agreement.
Logistics Questions
The ACCS-VA sponsorship area is primarily made up of tabletop displays. These areas are roughly 7′ wide, by about 5′ deep and include one 6′ table, two chairs, a power strip, and free Wi-Fi access. Wifi is shared with all sponsors and attendees. If reliable bandwidth is required, we suggest a hardwired internet connection, or use of your own hotspot type internet.
Hard-wired Ethernet connections with dedicated bandwidth are available directly from the hotel at a cost. If you would like a hard-wire connection, please contact hope.adams@accsva.org first. We’ll pass you along to the hotel staff, but we like to make a note of the request first so we can confirm everything gets installed to the right locations!
1Setup
Tuesday, March 11, 2025
1:00 – 6:00 p.m. and/or
Wednesday, March 12, 2025
7:00 – 8:00 a.m.
Go to the Portsmouth Ballroom. For heavy items utilize the loading deck on Water Street; otherwise use the front entrance and hotel staff will assist you.
Ship INCOMING packages to arrive on Friday, March 7, 2025 or Monday, March 10, 2025. Due to limited space boxes that arrive earlier will not be accepted.
Each exhibitor will receive complimentary handling/storage of a “normal” size/amount of boxes, display cases, etc. as part of their sponsorship. If you believe you will have an abnormal amount of extra items shipped, or abnormally large/heavy items shipped, please contact hope.adams@accsva.org and sue.picard@accsva.org to make arrangements by February 14, 2025. The Hotel does not assume responsibility for handling or setup of such items unless special arrangements have been made.
Please address incoming boxes as follows (and remember to include your company name on the label):
ACCS-VA Tables – _________________ { Insert Company Name }
The Renaissance Portsmouth Hotel
425 Water Street
Portsmouth, VA 23704
Attention: Krystyn King
While every effort is made to secure items. ACCS and the Hotel does not assume responsibility for handling or setup of items shipped or received. We recommend that you do not ship high value items to and from the hotel unless they will arrive when you can physically receive them yourself.
Breakdown can start on Thursday after 3:30 p.m.
All outgoing boxes must be packed, sealed and labeled by Exhibitor.
Each exhibitor (sponsor) must provide own ‘send out’ label – UPS/FedEx Account Number or Labels.
Shipping charges can be put on a credit card, or on the sponsor’s UPS or FedEx account (you must provide your own UPS/FedEx account number or labels).
The hotel will call the 3 major companies (FedEx, FedExpress, and UPS) to do a full pick up. NO sponsor needs to call in their package if their label is properly placed. FedEx, FedExpress, and UPS are called with the total number of packages designated for them…this way they have the proper truck, loading cart, etc.
If you did not provide the names of your complimentary onsite reps (number based on sponsorship level) at the time of your registration as a sponsoring company/exhibitor, please email hope.adams@accsva.org with their names and email addresses on or before February 4, 2024. Please contact Hope if you need to purchase additional registrations.