This Sponsorship FAQ Guide is your go-to resource for answering common questions. This guide is designed to provide you with all the information you need to secure and maximize your sponsorship and participation. Each section includes practical advice, helpful tips, and direct links to additional resources.
If you have a question that isn’t addressed in this guide, please don’t hesitate to reach out to Karynna Baresel, Sponsorship Manager, at sponsorship@airportscouncil.org.
General Sponsorship Information
What types of sponsorships does ACI-NA offer?
ACI-NA offers a variety of sponsorship opportunities for our conferences. You can view the specific opportunities available in the sponsorship prospectus on the individual ACI-NA Conferences page.
When will I receive the attendee list?
Attendee lists with email addresses are distributed to eligible sponsors in good standing five (5) and two (2) weeks prior to the conference start date.
Are there networking opportunities available for sponsors?
Yes, ACI-NA offers numerous networking opportunities for sponsors to connect with attendees, including networking receptions and meal functions. These events are listed in the conference agenda.
Is there a mobile app available for the conference?
Yes, a mobile app (Whova) is available for select conferences, including the Annual Conference and Exhibition, Airports@Work Conference, and Business of Airports Conference.
Do I receive a discount on sponsorship opportunities if I am an ACI-NA WBP/Associate?
Unfortunately, ACI-NA does not offer discounts on sponsorships, as pricing for ACI-NA WBP/Associate members is already factored into the sponsorship benefits.
What exclusive sponsorship opportunities does ACI-NA offer?
ACI-NA provides exclusive sponsorship options, such as lanyards, Wi-Fi, hotel key cards, drink tickets, and meal/event sponsorships like Networking Breakfasts, Lunches, Breaks, Grab-and-Go Snacks, and Receptions. Click here to view our sponsorship gallery of past sponsorship opportunities from previous ACI-NA conferences.
Who receives the sponsor confirmation letter?
The individual who submits the sponsorship application form is automatically designated as the sponsor contact and will receive the confirmation letter. If you wish to change the sponsor contact, please email sponsorship@airportscouncil.org. We recommend that the sponsor contact be the same person attending the conference to ensure streamlined communication.
Tabletop Displays and Setup
How can I help ensure attendees stop by my exhibit space/tabletop display?
Check out our Exhibiting Dos and Don’ts for helpful tips on attracting attendees to your display.
What is included with my tabletop display?
ACI-NA provides a 6-foot table, two chairs, and a tablecloth (white or black) for your display.
Can I bring a pop-up display or backwall to use behind my tabletop display?
Yes, pop-up displays or standard exhibit backwalls are allowed as long as they fit within your tabletop space and do not obstruct aisles or neighboring spaces.
What does a tabletop display look like?
Click here to see our Sponsorship Gallery of tabletop displays from past conferences.
Can I rent equipment for my display?
Yes, TV monitors and other equipment can be rented through the electrical services contact. Details are provided in your confirmation letter.
When can I set up and tear down my display?
Specific set-up and tear-down times are included in your confirmation letter.
What if I need to leave early?
If you need to leave early, please notify the ACI-NA team at the registration desk.
Does my tabletop need to be staffed all day?
No, but it is encouraged to staff your display during receptions, breaks, and meal functions to maximize visibility.
Can I select my exhibit space/tabletop display location in advance?
ACI-NA provides advanced floorplans only for the Airports@Work Conference and the ACI-NA PS&S/ACC Security Technology Conference, with space selections made on a first-come, first-served basis upon receipt of sponsorship payment. For other ACI-NA conferences, our team will randomly assign tables to sponsors, and a table tent will be placed on the assigned table.
What’s the difference between tabletop display and exhibit space?
Conference sponsorship with a tabletop display consists of a 6-foot table where sponsors can showcase their materials, products, or brand. It is typically located in a designated area within the conference space and provides space for a limited number of display items.
Conference sponsorship with an exhibit space offers a larger, customizable area (10×10) for more elaborate displays or booths. Only the Airports@Work Conference (outside of the ACI-NA Annual Conference & Exhibition) includes exhibit space, featuring a 10×10 pipe-and-drape booth, a skirted 6-foot table, and two chairs.
Services and Logistics
How do I order electrical services for my display?
Details for ordering electrical services (e.g., power) are included in your confirmation letter.
Do I need to order Wi-Fi for my display?
Complimentary Wi-Fi will be available for all attendees and sponsors unless otherwise noted in your confirmation letter. If you need a wired internet connection, it can be ordered separately through the electrical services provider.
Where can I find shipping information?
Shipping details are included in your confirmation letter.
Is lead retrieval available for sponsors?
Lead retrieval is not available to sponsors. However, eligible sponsors will receive the attendee list, including email addresses.
How do I report an issue during the conference?
Please report any issues at the ACI-NA registration desk.
Conference Registrations
How can I submit my sponsor complimentary registration(s)?
If eligible, the online registration form will be included in your confirmation letter. Complete one form for each complimentary sponsor registration.
Is there a deadline to submit sponsor complimentary registrations?
Yes, the deadline is approximately four (4) weeks before the conference and is specified in your confirmation. Late submissions may result in the registrant not appearing in the pre-conference attendee list or mobile app.
Can your sponsor complimentary registrants attend educational sessions and networking events?
Yes, complimentary sponsor registrations include access to educational sessions, meal functions, and networking events, unless otherwise specified as invite-only or airports-only on the conference agenda.
If my registered complimentary sponsor registrant can’t attend, can I transfer registrants?
Yes, email sponsorship@airportscouncil.org to request a substitution. Substitutions for the same conference can be made at any time.
How do I register additional attendees for the conference?
Visit the ACI-NA Conferences page, select the conference, and follow the registration instructions.
Sponsorship Application & Payment
How can I secure my sponsorship?
Complete the online application on the specific ACI-NA Conferences page. Once approved, you will receive a confirmation email and invoice.
What logo formats should I upload with my sponsorship application?
During completing your application, you will be required to submit two versions of your company logo. Vector format (i.e., Adobe Illustrator .ai or.eps) and 2) Rasterized format (.png or. jpeg).
We strongly recommend submitting vector file formats (.eps, .ai,) to ensure the best quality for your logo. Submitting other formats may result in fuzzy or poor representation in our marketing collateral.
Does ACI-NA have Event Sponsorship Terms & Conditions?
Yes, ACI-NA has Event Sponsorship Terms & Conditions, which can be accessed online at ACI-NA Event Sponsorship Agreement Terms & Conditions. By submitting your sponsorship application, you acknowledge that you have read and agree to these terms.
What methods of payment does ACI-NA accept for sponsorship?
ACI-NA accepts payment via credit card, check, ACH, and wire transfer. Payment instructions are included on the invoice.
When will my sponsorship benefits start?
Benefits start once full payment is received. At that time, you will receive a confirmation letter, and your company logo will be posted on the conference page and used in marketing emails for the conference.
When does payment need to be received?
Payment must be received at least three (3) weeks prior to the conference to ensure your logo is included on signage and printed materials.
Can I request a PO number added to my invoice or a different address?
Yes, contact sponsorship@airportscouncil.org with your request, and we will accommodate it accordingly.
Can I split my sponsorship payment?
Yes, you can request to split your sponsorship invoice if the payment is coming from different departments or budgets. Contact sponsorship@airportscouncil.org with the details of how you would like the invoice split, and we will assist you with this process.
How can I request ACI-NA’s W-9?
Email sponsorship@airportscouncil.org.Please let us know if you need any additional documentation to process your sponsorship payment.
ACI-NA Branding and Resources
Where can I find additional marketing assets for specific conferences?
Contact communications@airportscouncil.org for conference-specific banners and materials.
Miscellaneous
Can I be included in a panel or speaking opportunity?
ACI-NA generally does not issue open calls for topics, speakers, or presentations. Our conferences are organized by one or more ACI-NA Committees, each guided by a Steering Group. These Steering Groups, composed of elected representatives from both Airports and WBP/Associate members, are responsible for selecting conference topics. ACI-NA sponsorship opportunities are separate from speaking roles unless explicitly stated in the sponsorship prospectus.
If you are interested in speaking on a specific subject, email meetings@airportscouncil.org with details about your proposed topic. Your submission will be considered when the Steering Group begins planning the agenda.
What customization options are available for sponsors?
ACI-NA offers a variety of customization options to help sponsors maximize visibility. For a personalized approach, please email sponsorship@airportscouncil.org to discuss additional customization ideas tailored to your goals.
Where can I find confirmed dates/locations for future ACI-NA conferences?
Visit the Future ACI-NA Conferences and Events page of our website. Once a conference is confirmed with its dates and location, it will be posted on this page.
How can I provide feedback about my sponsorship experience?
You will receive an evaluation survey after the conference, or you can email feedback to sponsorship@airportscouncil.org.
Who should I contact for sponsorship-related questions?
If you have any other questions, please reach out to Karynna Baresel at sponsorship@airportscouncil.org.
