Sponsor Logistics
Sponsor Checklist
Thank you for sponsoring Global AgInvesting 2025. Please use the following as a guide to prepare for our event in New York.
1. Submit Your Logo
2. Register Your Organization’s Attendees
3. Book Accommodations for Attendees
4. Update Your Company’s App Profile
5. Submit Speaker Materials
6. Exhibitor Information
7. Hospitality Suite Information
8. Onsite Digital Advertisements
9. Invite Your Investor Network
10. Additional Promotional Opportunities
1. Submit Your Logo
Deadline: As soon as possible
Each sponsoring organization will be listed with a color logo on the website, in the event mobile app, in promotional materials for the event, and on event signage. Logos should be provided as a high-quality vector format (AI, EPS, PDF, and SVG) or a PNG file (6000px or greater). Please email your logo file to Ethan at eschwartz@globalaginvesting.com.
2. Register Your Organization’s Attendees
Deadline: As soon as possible
Please refer to the sponsorship information email to find the number of complimentary passes included in your sponsorship and the sponsor discount code necessary to access these passes. You will need to complete the online registration process for all members of your organization who will attend the event including your organization’s speaker(s) and any personnel who will work at your exhibit space or in your hospitality suite.
3. Book Accommodations for Attendees
Deadline: March 28th, 2025
Our new venue, The New York Hilton Midtown, offers stunning city views with numerous restaurants and bars for networking opportunities. By staying at the host hotel, you’ll enjoy the convenience of staying fully immersed in the GAI community throughout the event. Book your accommodations in our room block here. The block closes on March 28th, 2025.
4. Update Your Company’s App Profile
Deadline: Coming Soon
Our event app, Brella, will help sponsors connect with event attendees and set up meetings. To set up your company’s profile, look for an email from Brella titled “Global AgInvesting 2025 has added you as their partner” and click “Access Booth”. You’ll be able to add your logo, social media links, company description, and more. Contact us if you have questions about setting up your profile on the app.
5. Submit Your Speaker Materials
Deadline: As soon as possible
If your sponsorship includes stage time, please make sure that we receive a photo and brief biography (approx. 150 words in paragraph form) for your speaker(s) as soon as possible so that we can begin promoting them on the event website. Please email your photo and biography to Ethan at eschwartz@globalaginvesting.com.
6. Exhibitor Information
Please complete and return the Exhibitor Contact Form as soon as possible.
Click here to download the form.
If you do not plan to use your exhibit space, please let us know as soon as possible, or no later than 14 days prior to the start of the event: Monday, April 7 by emailing Ethan at eschwartz@globalaginvesting.com.
Logistics
Exhibit Location
Grand Ballroom Foyer
New York Hilton Midtown
1335 6th Ave
New York, NY 10019
As the Grand Ballroom Foyer is an open space, any valuables should be removed from the exhibit area at the end of each day. Global AgInvesting is not responsible for lost or stolen items.
Exhibit DIMENSIONS & EQUIPMENT
Each Exhibit space is 6 feet x 6 feet or 36 ft². Exhibitors are welcome to bring any freestanding display materials or promotional items that will fit within their allotted exhibit space. Due to the layout of the foyer space, it is important that the entire display remains within the 6-foot square. Please note that affixing anything to walls, doorways, etc. is strictly prohibited.
Included Items:
Each exhibit space will be furnished with one skirted table (6 feet wide x 30 inches deep) and two chairs. Wifi will be provided.
Additional Items Available for Rent:
Monitors, computers, and other equipment will be available to rent from the event’s audio-visual vendor, Encore. Access to electrical power may be arranged if requested in advance and fees may apply. To order audiovisual equipment or electric to your table access the Encore Event Now site using this link, then search for “GAI New York – Exhibitor” to find the ordering page.
Exhibit Hours
Exhibits will be accessible during conference sessions and all scheduled breaks. Please see the agenda posted on the event website for the most up-to-date agenda timings. Please note that conference hours are subject to change.
Set-Up: Monday, April 21, 2:00 PM – 5:00 PM
The Hilton Midtown is a Union facility as such there are strict guidelines when setting-up your display. Exhibitors are allowed to unpack and repack their own products (if in cartons, not crates). Exhibitors may “hand carry” or use nothing larger than a two-wheel baggage cart (rubber or plastic wheels only) to move their items. Exhibitors may move a “pop-up” display (equal or less than 10’ in length) capable of being carried by hand by one person.
Tear Down: Thursday, April 24, 5:30 PM – 7:30 PM
Your exhibit space must be completely dismantled by 7:30 PM, including preparing all outbound shipments for pick-up.
Security
At the end of each conference day, you will be able to leave your exhibit space set up overnight. Any valuable items should be removed overnight as the Ballroom Foyer is an open space at the venue and will not be secured.
Global AgInvesting is not responsible for any items left unattended.
SHipping
Inbound Shipments
When you ship items for your exhibit to the venue, please attach a group shipping label to EACH box in your shipment. Download the group shipping label here. Please note that boxes arriving prior to Thursday, April 17th may incur storage charges.
After shipping your items, please complete the Shipment Tracking Form and email it to kristin.mirabal@etcnetwork.com no later than Thursday, April 17th. Without receipt of your completed tracking form, we are unable to confirm arrival of your shipment at the venue, or, if necessary, locate missing shipments.
SHIPPING FEES
Fees associated with the receipt of your boxes are the responsibility of the exhibitor. You may prepay for your boxes with a minimum of $200, the unused portion will be refunded to you. The benefits of prepaying
will ensure that your boxes are delivered to your table in the exhibit area and will not require you to go to the package room upon your arrival. The prepay for your boxes access the site here.
Outbound Shipments
Outgoing packages in ‘pick up ready’ condition may be left with the Hilton staff for shipping. Prepaid labels (FedEx, UPS, etc.), or credit cards may be used for payment.
Please bring any labels and supplies you may need.
7. Private Meeting Space Information
Hospitality Suite Location and Setup : A private meeting room set up with a boardroom table for 10 will be reserved for your organization’s exclusive use during the event. All hospitality suites will be easily accessible from the main conference space. Our operations team will provide you with your suite assignment. You are welcome to personalize the inside of your room with freestanding signs, pop-up banners, table tents, etc. Please do not affix anything to walls, doorways, etc.
Signage: Global AgInvesting will provide a sign outside your meeting room displaying your firm’s name. Additionally, there will be clear directional signage to assist attendees as they navigate from the main conference session room and networking break area to your meeting room. No additional signage or branding is permitted outside of your meeting room.
Availability: Your meeting room will be available for your use during the conference hours listed on the event’s agenda.
Food and Beverage: Soft drinks and water will be provided. If you would like to add other food and beverage items for your suite, our operations team will provide information and instructions with your room assignment details no less than 3 weeks prior to the event.
Electricity, Wired Internet, and Additional Items Available for Rent: Monitors, computers, and other equipment will be available to rent from the events’ audio-visual vender. Access to electrical power may be arranged if requested in advance and fees may apply. If you require electrical power, or if you would like to rent equipment, please reach out to kristin.mirabal@etcnetwork.com.
Overnight and Security: Meeting rooms may remain set up overnight, but complete security cannot be guaranteed. Any valuable items should be removed at the end of each day. Global AgInvesting is not responsible for any items left unattended.
No later than 3 weeks prior to the event, we will provide you with additional information including your room assignment, a venue map, options for adding food & beverage items, and instructions for picking up keys. If you have specific questions in the meantime that are not covered here, please reach out to kristin.mirabal@etcnetwork.com.
8. Onsite Digital Advertisement
Deadline: April 7th, 2025
Sponsors who receive this benefit will have the opportunity to design a digital advertisement promoting their firm. Your ad will be included in our slide rotation where presentations are shown during sessions during scheduled breaks. Please submit your ad, sized 1920×1080 pixels in JPEG or PNG format, to Ethan at eschwartz@globalaginvesting.com.
9. Invite Your Investor Network
We would be honored to provide you with the opportunity to invite qualified investors (pension funds, superannuation funds, sovereign wealth funds, endowments, foundations, insurance, etc.) to attend as complimentary guests of your firm. If you would like to encourage your investor community to participate in Global AgInvesting events, please email scohen@globalaginvesting.com to request additional information and instructions.
10. Additional Promotional Opportunities
We are looking forward to your organization’s participation in this upcoming Global AgInvesting event! These are some optional opportunities available to you for promoting your organization’s role.
Invitation Email: If you would like to send an email to your network inviting them to attend the event, we are able to provide any descriptive text, images, or templates that would be helpful.
Social Media: Connect with Global AgInvesting on LinkedIn, Facebook, and X. If you post on social media about your involvement in the event, please tag us and include the hashtag #GAI25.
Marketing Templates: We have prepared several templates on Canva for you to use to share your involvement in the event. Find the templates here.