2024 Utah Language Access Conference - Sponsors and Exhibitors Prospectus

About the Utah Language Access Conference (June 28-29, 2024)

The Utah Language Access Conference is a joint effort from key stakeholders in language access and interpretation in the state of Utah, coming from varied organizations and industry backgrounds, including interpreters, trainers, Language Services managers, and translators. The Utah Translators and Interpreters Association (UTIA) is a non-profit organization composed of, and formed by, language professionals in the state of Utah. UTIA’s goal is to advance and elevate the quality and availability of language services in Utah and work for the development of our profession.

Our conference provides an educational and networking opportunity for interpreters and translators working in the medical, legal, and educational fields. Interpreters, translators, trainers, hospital administrators, compliance officers, language program coordinators, industry leaders, and healthcare/services providers from Utah and other states around the country are invited to gather for two days to share their knowledge and experience, enhance skills, learn about policy trends, and other emerging topics affecting language services in the healthcare, legal, and education fields. Our conference attracts both spoken language and ASL interpreters.

We emphasize the importance of trained and qualified translators and interpreters in all industries, including education, court and legal systems, community and healthcare. The Utah Language Access Conference supports the professional goals of interpreters and translators and embraces the opportunity to offer Continued Education Units (CEU) and Continued Education Hours (CEH). 

Why Participate as a Sponsor/Exhibitor?

The most recent Utah Language Access Conference in 2019 was a great success, with attendees from 8 different states (see comments from attendees at utianet.org). This year we hope to host a larger group of interpreters and translators. As one of the very few states in the nation with a State Certification program for both ASL and spoken language medical interpreters, industry leaders from around the country look to Utah for direction and inspiration, and you can share that spotlight by being part of this event. Linguists are eager to expand their careers and are looking for agencies, educators, and industry leaders who support their goals.

 The Utah Language Access Conference serves as a rich and engaging gathering place for interpreters, interpreting students, translators, patient advocates, and medical staff to support each other in their shared goal of improving communication skills, access to services, quality, and excellence in the industry.

Your sponsorship will allow you to reach the Utah interpreting and translating community, and help keep our conference affordable and accessible!

What do we offer?

  • Full-day exhibit hours with dedicated time in the program for attendees to focus solely on learning about your product/services.

  • Specific networking activities to drive traffic to your table.

  • Increasing your online presence by listing your company on the UTIA website and the Conference’s social media.

  • Access to advocates, decision-makers, or influencers for services and programs.

  • Among attendees will be managers and those in charge of departmental budgets or vendor contracts for their organizations, such as hospitals.

  • Many attendees will come from the state's largest healthcare systems and Integrated Delivery Networks.

  • Sponsors and Exhibitors are welcome to all member networking events to build relationships with all prospects and customers.

We do not want you to miss out on this event to include your organization’s products, programs, and services to buyers and influencers, or talent recruitment for your organization! Our Conference Committee is organizing several activities designed to ensure traffic throughout the exhibit area to ensure networking and introduction opportunities. To reserve your spot and level of sponsorship, complete the enclosed registration form. Contact the sponsorship committee at sponsors@utianet.org


If you have questions about crafting a unique, customized sponsorship package for your organization, reach out to the sponsorship committee at sponsors@utianet.org.

2024 PROMOTIONAL OPPORTUNITIES


Gold Sponsor     (3 available)                                $2,000

The Gold Sponsor has optimal presence and visibility at the Utah Language Access Conference. This sponsorship offers unique pre- and post-conference visibility. Your Sponsorship includes the following:

  • 3 conference registrations (a $255 value!).

  • One exhibit space with a table (a $500 value!) with prominent placement.

  • A one-year corporate membership to UTIA (a $250 value)

  • A one-time e-blast promotional message to registered attendees.

  • Distribution of two promotional items in the attendee welcome package.

  • Sponsor listed on all conference publicity.

  • The organization is mentioned at all Conference communications and prominent logo placements with acknowledgment in all promotional materials.

  • UTIA will acknowledge your organization on social media and post a promotional video you make (up to 5 minutes).

Silver Sponsor                                        $1,500

Silver Sponsors are those high-level sponsors who desire to have high visibility and a strong presence at the Conference. Your Sponsorship includes the following:

  • 2 conference registrations (a $170 value!).

  • One exhibit space with a table (a $500 value!) with prominent placement.

  • A one-year corporate membership to UTIA (a $250 value)

  • Distribution of one promotional item in the attendee welcome package.

  • Sponsor listed on all conference publicity.

  • The organization is mentioned at all Conference communications and prominent logo placements with acknowledgment in publications.

  • Social media acknowledgment.

Bronze Sponsor                                        $1,000

Bronze Sponsors are those sponsors who desire to have a participating presence and visibility at the Utah Language Access Conference. Your Sponsorship includes the following:

  • One full conference registration (an $85 value!).

  • One exhibit space with a table (a $500 value!).

  • Prominent signage with logo during coffee breaks, breakfast, and lunch.

  • Sponsor listed on all conference publicity.

  • The organization will be mentioned in all Conference communications and prominent logo placements in all publications.

  • Social media acknowledgment.

Conference Bag Sponsor                                    $1,000

Logo on bag


Exhibitor                                            $500    

   Exhibitors will each receive name recognition in the conference's online program and will be listed on the conference's social media webpage. Exhibitors receive one conference registration (an $85 value!). Each exhibit comes with a 6-foot table and one chair. Internet Wi-Fi is available in the exhibit hall at no additional charge. High attendee traffic to your table is guaranteed by our raffle entry form which must be signed by each exhibitor to be eligible to win prizes!

  • Exhibitor (includes 1 conference registration)                

Promo Table                                            $150

Promo tables allow your organization to participate in our conference without the cost of sending a representative. Send us your print handouts and promotional items, we’ll place them on a table for you and refresh them throughout the event. Promo tables will be located in the exhibit hall, where attendees will have access to your information during the entire conference. NOTE: Representatives from your organization may not actively network at Promo Tables.                        

In-Kind Monetary Donation

Organizations that are unable to attend the conference are welcome to support this event through in-kind, tax-deductible donations. A portion of in-kind donations go towards our scholarship program, to provide free or discounted registrations for students, and/or scholarships towards interpreter training programs. The organization's name will be included in the conference's online program.

Raffle Prize Donation

UTIA will hold a raffle during the closing ceremony of the conference. Your donated gift adds value to promoting your company. Raffle items are an incentive to attend the conference, increasing the potential number of contacts for you. The organization name and raffle prize will be included in the conference online program and publicized via email and social media.

Sponsor/Exhibitor Selection and Contact Information

Please complete this application and return it electronically to sponsors@utianet.org

Questions? Contact sponsors@utianet.org. The deadline to appear in online and print publicity is Wednesday, May 14, 2024



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Organization (exactly as it is to be printed in all acknowledgements) *
Primary Contact Name: *
Contact Title:
Address:
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Website:
Description of your services/products:
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Additional Registrations - 2-day admission=$85 per person (optional)
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Attendee Badge Information. Provide the name, phone number and email address of the attendees that will take any registrations included in your package (if applicable):
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SPONSOR/EXHIBITOR TERMS OF AGREEMENT

The following rules and regulations have been designed for the benefit of all exhibitors and sponsors and, in conjunction with the application, constitute a formal agreement. The Utah Language Access Conference and UTIA request full cooperation in the observance of these terms. UTIA reserves the right to terminate exhibitor or sponsor privileges at any time for breach of these rules and regulations. Expulsion of an exhibitor under these rules shall not give rise to a claim for a refund of the fees paid by such exhibitor.



1. EXHIBIT SCHEDULE (tentative)

Set up and tear down schedule will be provided


2. FAILURE TO OCCUPY SPACE

Space not occupied by 9:30 a.m. on June 28th, 2024 will be forfeited by exhibitors, and their space may be reassigned or used by the conference management without refund.


3. RATES, DEPOSITS AND REFUNDS

Exhibit space will be rented and sponsorships sold at the rates per the application form. No application will be processed or space assigned without payment. Exhibits must be fully paid for by April 28, 2024.


If the assigned space is not paid for by this date, it may be reassigned at the discretion of conference management.


4. ARRANGEMENTS OF EXHIBITS

Any portion of an exhibit that obstructs the view, interferes with the privileges of other exhibitors, extends beyond the designated booth space, or for any reason becomes objectionable, must be modified or removed by the exhibitor. The conference management reserves the right to inspect each booth before the show opens.


5. EXHIBIT DESIGN

All exhibit space must be arranged and constructed per the provisions and limitations in the exhibitor application. If an exhibit fails to conform to the exhibitor application, it must be modified to comply or be removed.


6. SUBLEASING OF SPACE

Exhibitors may not assign, sublet, or apportion to others the whole or any part of the space allocated, and may not display goods or services other than those produced or regularly distributed by them.


7. CONDUCT

All exhibits will serve the interests of the Utah Language Access Conference attendees and will be operated in a way that will not detract from other exhibits or the meeting as a whole.


8. SWEEPSTAKES, CONTEST OR ANY PROMOTION

Information will be provided


9. FIRE, SAFETY AND HEALTH

The exhibitor assumes all responsibility for compliance with local, city, and state ordinances and regulations covering fire, safety, and health. All exhibit equipment and materials must be located within the assigned space. NO combustible material will be stored in or around the exhibit.


10. LIABILITY AND SECURITY

The Conference Committee and UTIA make no warranty, expressed or implied, that security measures will avert or prevent occurrences that may result in loss or damage. Each exhibitor must make provisions for the safeguarding of his or her goods, materials, equipment, and display at all times. The Conference Committee and UTIA will not be liable for loss or damage to the property of exhibitors or their representatives from theft, fire, accident, or other causes.


11. USE OF NAME & LOGO 

You may not use the UTIA or the Utah Language Access Conference logo in the advertising or administration of any promotion that you provide without the express written permission of the UTIA or the Utah Language Access Conference Committee.


12. CONTACT

For questions or more information, please contact the sponsorship committee at sponsors@utianet.org.


AGREEMENT SIGNATURE

Payment: Under the terms of this agreement, the exhibitor/sponsor agrees to pay 100% of the total fee with this application. Full payment must be received no later than April 28, 2024. 

Cancellation Policy: Any exhibitor, sponsor, or other participant who cancels exhibit space or sponsorship before April 28, 2024, shall receive a full refund, less a $100 administrative fee.

Any exhibitor/sponsor who cancels exhibit space or sponsorship between April 28, 2024, and May 28, 2024, will receive a 25% refund on any payments made. If cancellation in whole or part is made after May 28, 2024, the exhibitor/sponsor shall be liable to UTIA, as liquidated damages, for the entire unpaid balance of the total value of the exhibit or sponsorship canceled. 


Cancellation requests must be submitted to sponsors@utianet.org.


If this application and agreement have not been received, properly signed, and accompanied by payment in full by April 28, 2024, it may be declared null and void so that exhibit space or sponsor benefits may be reassigned.


Acceptance of this agreement by UTIA constitutes a contract. We understand this application becomes a binding contract when signed by us and accepted by UTIA. We have read and agreed to abide by all rules and regulations, as outlined in the application form and the exhibitor/sponsor terms of agreement.

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