Deadlines
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Last updated August 21, 2009*
List of Deadlines
Below is a listing of the items you need to submit before DEMO as well as their due dates. Please use the suggested method for submitting these items. When submitting items via email, use clear subject headings. We have also provided a calendar view of deadlines. We have also provided a calendar view of deadlines.
Note: Each item includes an Outlook Calendar reminder (
).
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- Item:
- Designate the main logistics & PR contacts
- Due date:
- Immediate
- Details:
- Logistics contact – This only needs to be done if not already included on your demonstrator contract – Designate one person who will handle all pre-show logistics for your company. All conference information will be directed to this person. Email to:Jackie
DiPerna.
PR contact – Please designate a PR contact if that will be a different person and email to: Jackie DiPerna, Porter Novelli will work closely with your PR contact before and during the show. This is important to ensure you are taking advantage of all benefits being offered as well as being aware of all DEMO PR/press policies. - top
- Item:
- Media wish list
- Due date:
- Wednesday, August 12
- Details:
- E-mail your media "wish list" to Porter Novelli. with "(Insert Company Name) Media Wish List" as the subject line. Your list should include up to five names of key reporters or publications you would like to see at DEMO.
Please see Media policies for more information - top
- Item:
- Company and product profile
- Due date:
- Friday, August 14
- Details:
- Submit your company and product profile
form, which will be included on the DEMO web site.
Program guide content may be edited for length and consistency.
Please follow the specific instructions provided on the form.
Your product description is an important piece of collateral you have onsite. Reporters, investors, business development executives - in short, all DEMO attendees study each demonstrators product descriptions carefully and many make decisions about who to visit in the Pavilion based on that 75-word paragraph. Make sure your product description is concise, factual (as opposed to overly hyped), free of company or niche industry buzzwords, and clearly articulates the end-user benefits of your technology. - top
- Item:
- On-stage script
- Due date:
- Monday, August 17
- Details:
- E-mail your
on-stage
demonstration script to DEMO Stage Production Team. Please see Pre-Show
Requirements for more information. - top
- Item:
- On-stage presenter audiovisual form
- Due date:
- Monday, August 17
- Details:
- Submit your on-stage presenter audiovisual form. Please see Pre-Show Requirements for more information.
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- Item:
- Company Logo
- Due date:
- Friday, August 21
- Details:
- If a logo url was not supplied on the company profile form, e-mail your company logo to Jackie DiPerna with "(Insert Your Company Name) Logo" as the subject line. Logos are displayed in online and slide formats. The files are due in advance to allow time for quality verification.
- Logo specifications:
- • Provide a vector graphic submitted as an Illustrator or Freehand EPS with fonts converted to curves (outlines), in CMYK format.
• It is extremely helpful if you include the name of the company in the filename (for example: mycompanylogo.gif). - top
- Item:
- Shipping Information
- Due date:
- August 21 to September 17
- Details:
- Please see the Freeman Company section for information on shipping to and from the conference. The hotel will not allow show site shipments. All inbound shipments sent to the Freeman warehouse will be delivered to your demonstrator station in the Pavilion for Monday, September 21 set up starting at 1:00 pm. This will be the first time you will have access to your shipment/s.
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- Item:
- Stage AV Technical Conference Calls with DEMO Production Company
- Due date:
- Week of August 24
- Details:
- You will have a conference call to discuss your technical plans for your on stage demo with our production company. Karyn Williams, DEMO Conference Program & Speaker Manager, will assign you a call-in time for this call and your time will be e-mailed to you a week before the call will take place. You must call in at your assigned time. All of your technical questions regarding your on stage demonstration will be answered at this time.
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- Item:
- Pavilion Station Equipment Form
- Due date:
- Monday, August 24
- Details:
- Complete the Pavilion Station Equipment Form. This pertains to the Pavilion (exhibit hall) area only. On this form you will need to list all materials you will have at your demonstrator station. This should include any items you are bringing yourself as well as any that you are ordering through our preferred vendors or a vendor of your choice. Please include any special needs/requests as well. However, submitting this form does not place the order for you, you will need to do that separately and in addition to filling out this form. All equipment and materials used at your station need to be approved before the show. (Do not include requests here for your stage demonstration in the Grande Ballroom; that will be handled separately with Karyn Williams). Please see Pavilion overview for more information.
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- Item:
- Staff registration*
- Due date:
- Friday, August 28
- Details:
- DEMO registration details are posted in the Registration section of this manual. Your unique registration code will be emailed to you. Each demonstrator receives 3 complimentary passes. After the 3 complimentary passes have been used, additional staff can be registered via the Demonstrator discounted pass at $995 each (reduced from standard pass rate of $2995).
Hotel accomodations are separate and can be reserved at anytime. - top
- Item:
- Hotel Reservations
- Due date:
- Friday, August 28
- Details:
- Hotel discounted rate cut off date to reserve rooms at the Sheraton San Diego Hotel & Marina. You can make your reservations by calling the Sheraton San Diego at 877-734-2726 or you can also make them online. Please reference the DEMOfall 2009 Conference to receive the discounted group rate of $195 plus tax per night. The August 28 deadline can only guarantee you will receive the discounted room rate, this does not guarantee rooms will still be available. The hotel can sell out at anytime; we recommend making hotel reservations as early as possible.
- Please keep in mind that your hotel reservation is separate from your conference registration. The rate included in your demonstrator contract and agreement does not include travel arrangements; this is an additional expense.
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- Item:
- Station Numbers
- Due date:
- Week of August 31
- Details:
- Your station number assignment for your demonstrator station in the Pavilion will be distributed the week of August 31. An e-mail will be sent to your main contact with your assigned number. Please use it going forward on all DEMO related materials. Station numbers/locations are final and cannot be changed once assigned.
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- Item:
- DEMO PR Conference Call
- Due date:
- September 2 at 10:00 am
*Central Time - Details:
- Porter Novelli will lead a group conference call, open to all demonstrators, to discuss the PR rules and regulations for DEMO. On the call, Porter Novelli will outline best practices and some tips for media success at DEMO. Please email demo@porternovelli.com to sign up for the call.
- top
- Item:
- Computer/equipment rental form
- Due date:
- Friday, September 4
- Details:
-
Submit the
Computer/equipment rental form to SmartSource Computer & AV Rentals for additional onsite computer and equipment needs. This is separate and needs to be done in addition to submitting the Pavilion Station Form. SmartSource Computer & AV Rentals is the preferred vendor of DEMOfall. Please see SmartSource Computer & AV Rentals for more information. Subject to availability, any order received after 5:00 pm on September 4 or on the Show Floor will be subject to a 20% late fee. - top
- Item:
- Product giveaways
- Due date:
- Tuesday, September 8
- Details:
- E-mail Jackie DiPerna your product giveaway plans for approval with "DEMOfall Product Giveaway for Review" as your subject title. All product giveaways must be approved before the conference. Please note that the product giveaways are distributed from your demonstrator station in the Pavilion. Please see Product giveaways for more information.
- top
- Item:
- Designate onsite contact person & send contact information
- Due date:
- Wednesday, September 9
- Details:
- Please e-mail Jackie DiPerna the name and cell phone number of who your main onsite contact person will be during the DEMOfall Conference. This is important to have for any updates, questions, and/or emergencies that may arise at the conference.
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- Item:
- Product Press Release
- Due date:
- Friday, September 11
- Details:
- E-mail a Word version of your press release (complete with ideal Chris Shipley quote) to Caroline Traylor at Porter Novelli with "[insert company name] DEMO Press Release for Review" as your subject title. This press release can be distributed during DEMOfall, anytime on or after September 22, 2009 at 7:00 am EST. Please keep in mind that there is a minimum turn around time for release and quote approval of one business day. Please see Media
Policies for more information.
View exemplary press releases from the past DEMO conference:
Shipwire.com
Yodio - top
- Item:
- Non-technical Practice Rooms
- Due date:
- Week of September 14
- Details:
- Sign up for your 30-minute slot in one of our two onsite non-technical practice rooms at the Sheraton San Diego Hotel & Marina. Sign up information will be e-mailed during the week of September 14 to your main contact to sign up for a slot. You can find more details in our Helpful Tools section.
These rooms are non-technical, therefore there will be no technical equipment. Basic internet access will be available, however, this will not be the same access you will have on stage in the Grande Ballroom or at your station in the Pavilion. It will be basic service to enable you to access the web. Because the rooms are only available in half hour slots, we ask that you proceed with practicing your presentation verbally if you experience issues accessing the internet. Our internet access vendor will not be staffing these rooms. - top
- Item:
- Pre-show media alert
- Due date:
- Friday, September 18
- Details:
- Porter Novelli will issue a pre-show media alert announcing all demonstrating companies. The media alert goes out over PR Newswire to the national technology media circuit. Porter Novelli also sends it to each registered reporter for DEMO. The alert will be posted on the DEMO Web site. This is the first time DEMO will announce the demonstrator company names.
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- Item:
- Mandatory Demonstrator Meeting
- Due date:
- Monday, September 21
- Details:
- Mandatory onsite demonstrator meeting in the Grande Ballroom at the Sheraton San Diego Hotel & Marina at 12:00 pm. You will meet the DEMO team, including Chris Shipley, and information in regards to the press list will be distributed during the meeting. Please see Demonstrator Meeting for more information.
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- Item:
- Demonstrator Pavilion open for set up
- Due date:
- Monday, September 21
- Details:
- Following the demonstrator meeting, the Pavilion (Tented Pavilion) will be open for set up from 1:00 pm to 5:00 pm. All demonstrator stations must be set up and equipment tested no later than 5:00 pm.
- top
- Item:
- CEO & Dealmakers Dinner
- Due date:
- Monday, September 21
- Details:
- The DEMO Team would like to invite one representative from each demonstrating company (CEO, Founder or President) to join us for the CEO & Dealmakers Dinner on Monday evening from 7:00 pm - 9:00 pm. This exclusive networking event is designed to introduce and engage the founders and leaders of our demonstrating class with the investment community in attendance.
- You can rsvp for the dinner when registering for the conference online. When filling out the online registration form, it will ask if you would like to attend this dinner, click yes for only the person designated to attend.
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- Item:
- Product Press Release Announcement
- Due date:
- Tuesday, September 22
- Details:
- You may announce your product/technology being launched at DEMOfall at 7:00 am EST.
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Deadline Quick Links
· Overview
· List View
· Calendar View
· Company Profile Form
· Stage AV Request Form
· Stage Demonstration Script
· Pavilion Equipment Form
Additional Information:
Jackie DiPerna
Demonstrator Manager
Phone: 619-501-6378
Email: jdiperna@nww.com
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