Sponsor and Exhibitor Instructions

Thank you for your support of the Beneficial Fire Summit. We are really excited to have you join us in San Diego and to start sharing information about your organization, agency, or company with our attendees. Below are instructions and information, organized by sponsorship level. Please email office@fireecology.net for questions.

Benefits for Exhibitors and All Sponsors

• Registration: From the registration page, click Register Now, and then enter your email address. On the page with the registration ticket types, select the waived registration fee option.
  • The number of waived registrations are based on sponsorship level:
    • Exhibitor and Copper Sponsor: 1 waived registration
    • Bronze Sponsor: 2 waived registrations
    • Silver Sponsor: 3 waived registrations
    • Gold Sponsor: 4 waived registrations
    • Platinum Sponsor: 5 waived registrations
  • You may have additional fees for add-on options (workshops, field trips). You can register for those activities here.  
• Program booklet: The program will be available to attendees in both digital (PDF) and print format. The due date for being included in the program is November 13. Ad size is based on sponsorship level:
  • Exhibitor: Logo and website URL
  • Bronze and Silver: ¼ page, 3.75”w x 4.75”h, submitted as TIF/PNG/JPG file
  • Gold: ½ page, 7.5”w x 4.75”h, submitted as TIF/PNG/JPG file
  • Platinum: full page, 7.5”w x 10”h, submitted as TIF/PNG/JPG file
• Plenary screensaver: This is a slide to promote your organization and will be included in the plenary screensaver. If you do not send a slide, we’ll include your logo and website for your slide. Please send in PowerPoint format or a PDF by November 13.
• Exhibit booth: Each exhibitor will have a 8’X10’ booth in the exhibit hall. Booths include a 6’ skirted table, pipe and drape background with black draping, two chairs, a wastebasket, and identification sign.
  • The Exhibit Hall will be open from 8am – 5pm on December 8, 9, and 10. We encourage you to staff your booth during the breakfast poster sessions, breaks, and receptions. 
  • Set up, take down, and booth staffing are the responsibility of the exhibitor.
    • Exhibitor Move In: You can set up anytime after 3pm on Monday, December 7
    • Exhibitor Move Out: All materials should be removed by 9pm on Thursday, December 10
  • If you need power or internet beyond basic wifi, please email office@fireecology.net. Both are available for purchase through the venue AV team. 
  • All inbound and outbound shipments for exhibit booths will be handled through Reflex Event Services. Additional furniture and items can also be ordered through Reflex. Click here for the Exhibitor Kit with shipping information and order form. 

Additional Benefits for Bronze Sponsors and Higher

• Marketing item: We will provide an estimate of attendees as we get closer to event, along with shipping or drop off instructions. Items for conference tote bags need to be delivered by December 4 or brought directly to registration on Sunday, December 6.

Additional Benefits for Silver Sponsor and Higher

• Newsletter article: You can contribute a short article to be featured in our monthly newsletter (about 250 words, plus an image would be great). We can share the article anytime leading up to the conference, so the due date is flexible here.

Additional Benefits for Gold Sponsor and Higher

• Banner/ad on Summit website and AFE website homepage: Sponsors can share an advertisement or banner on the Beneficial Fire Summit website and AFE website for a 1-week period in the month leading up to the event. Please email to Annie by November 3.  

Additional Benefits for Platinum Sponsor and Higher

• Logo included on attendee tote bag and in mobile app