Sponsor Information
Sponsorship Levels
Thank you for your interest! All sponsorships for our 2024 conference have been sold out.
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 (sponsorship@accsva.org) 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!
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 sponsorship@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 sponsorship@accsva.org with their names and email addresses on or before February 25, 2023.
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 sponsorship@accsva.org
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. If you need more space for your display, chairs or tables, you will need to work directly with the ACCS-VA Sponsor Support Team well in advance to determine what is available. We try to be flexible, but space is very limited!
Hard wired Ethernet connections with dedicated bandwidth are available directly from the hotel at a cost of $150. If you would like a hard-wire connection, please contact the ACCS-VA Sponsor Support Team 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!
Setup
Tuesday, March 12, 2024
1:00 – 6:00 p.m. and/or
Wednesday, March 13, 2024
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 8, 2024 or Monday, March 11, 2024. 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 the sponsor support team to make arrangements by February 15, 2024. 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: Leah Crawford
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 3:00 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 sponsorship@accsva.org with their names and email addresses on or before February 15, 2024.