Caltopia 2016 Operations Guide

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Cal Rec Sports Marketing
T: 510 642-6873 | F: 510 642-0990
E: RecSportsMarketing@berkeley.edu
| Cal Rec Sports
| UC Berkeley Rec Sports Marketing
“Everything you wanted to know about the two greatest
days on planet earth, but were too afraid to ask.”
caltopia.berkeley.edu
Contact Us
2301 Bancroft Way
Berkeley, CA 94720-4420
T: 510 642-6873 | F: 510 642-0990
CALTOPIA 2016
OPERATIONS GUIDELOADING | NUTS & BOLTS | MAP & PARKING | INSURANCE | SURVEY | EVENT GUIDE | CAL STUDENTS
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TABLE OF CONTENTS
LOAD IN & LOAD OUT................................................... 3
NUTS & BOLTS............................................................. 4
EVENT MAP & PARKING............................................... 5
EXHIBITOR INSURANCE................................................. 6
EXHIBITOR SURVEY...................................................... 7
EVENT GUIDE............................................................... 8
CAL STUDENTS............................................................ 9
#CALTOPIA2016.......................................................... 14
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LOAD-IN&LOAD-OUTCHECKING IN AND OUT AT CALTOPIA HAS NEVER BEEN EASIER. JUST FOLLOW THE OUTLINE BELOW.
Check-In / Load-In Schedule Load-Out
Deliveries
Load-In / Set-Up Times
Upon arrival, our staff will greet you in the vehicle unloading area. If
you would like to continue setting up after unloading your vehicle, you
will need to relocate your vehicle and park elsewhere. Parking during
set up is not complimentary. During this time you will also be
instructed to “Check In” at our Info Booth . At Check In you will
receive your exhibitor packet including; booth assignments,
credentials, lunch tickets, parking assignments for Sunday and
Monday and more!
Your scheduled time will be determined based on your response to
the exhibitor survey (link found on page 7). Only after completing the
survey, will we be able to send a confirmation email of load in time,
location, and additional important information about your booth.
After the event, load-out must be completed by 5:00pm on
Monday, August 22nd.
* Upon check-in, please refer to the load-out instructions in your
exhibitor packet.
* Dollies and carts will not be provided. Please plan accordingly.
Please note, due to the number of exhibitors and sponsors, we do not
have the ability to accept or store materials prior to your load-in days.
Items that arrive prior to the load-in days will be turned away. If
shipping your materials, please have all deliveries scheduled
for no earlier than Friday, August 19th. The mailing address for
Caltopia 2016 deliveries is:
Cal Rec Sports Marketing - Caltopia 2016
Attn: (Your Company Name) Box (X) of (X)
2301 Bancroft Way
Berkeley, CA 94720-4420
Note: If you need to arrange an earlier arrival date and storage for your
materials prior to the event, please contact Tamera Garlock with
UC Moving and Events (tgarlock@berkeley.edu, 510-643-8232).
Friday 8/19 12:00pm - 5:00pm
Saturday 8/20 7:00am - 9:00pm
*Sunday 8/21 7:00am - 9:00am
* Note: There will be no loading dock area on Sunday 8/21.
* Also, all booths need to be set by 9:00am for Fire Marshall
walk through.
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NUTS&BOLTSSERVING FRESH FOOD? WORRIED ABOUT SECURITY? WHAT YOU NEED TO KNOW IS RIGHT HERE.
Setup Requirement Serving Food or Drink at
Your Booth?
Security Exhibitor & Sponsor
Social
1) Exhibitors must be loaded in and
set-up by 9:00am on Sunday,
August 21 or your booth will be
pulled*
2) Canopies are prohibited
indoors
3) Doors open to the public at
10am. If you cannot set up within
the times provided above, let us
know and we will accommodate
requests on a case-by-case basis
*Note: This is a Fire Marshall
enforced rule. NO EXCEPTIONS.
All exhibitors planning on serving
non-packaged food or drink items
at your booth will need to submit
a temporary food permit application.
This is required only if you are
doing open-package/container
sampling. It is not necessary to
complete this for pre-packaged
food items.
Note: Permit forms can be requested
from recsportsmarketing@berkeley.
edu. Forms must be completed and
returned to Cal Rec Sports Marketing
no later than Friday, August 5th.
1) 24-hour security will be on-site
beginning Friday, August 19th
at 12pm and will continue through
Monday, August 22nd at 4pm
2) After Day 1, outdoor exhibitors
can pack up and move materials
indoors, however security will be
patrolling the outdoor area
While the Department of
Recreational Sports will exercise
precautions in safeguarding your
property, the University assumes no
responsibility for any property loss,
theft, or weather damage.
Save the Date! The social event will
be directly after Day 1 concludes
and is walking distance from the
event.
Date: Sunday, August 21st
Time: 4:30pm - 7:30pm
Location: TBD
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EVENT MAP&PARKINGEVERYTHING YOU WANTED TO KNOW ABOUT PARKING, PLUS A NICE CONVENIENT MAP.
Load-In
Parking During the Event
Loading Area is in front of the Recreational Sports Facility.
You can find parking in the RSF garage or curb/metered parking on
Bancroft Way.
Spaces for parking will be available on Bancroft Way in an underground
garage beneath the Recreational Sports Facility and in lots near campus.
You will be given parking passes and locations upon check in.
Note: Parking locations may change for each day. Please pay close
attention to passes provided at check-in. Please be mindful of other exhibitors
and attendees by limiting the number of cars, parking is limited.
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EXHIBITOR INSURANCEPLEASE COMPLETE A CERTIFICATE OF INSURANCE. THE FINAL DEADLINE IS FRIDAY, JULY 15TH.
Exhibitor - Certificate of Insurance Guidelines
Annual Partners
If you have not already submitted it, please forward us your
Certificate of Insurance meeting the following guidelines no later
than Friday, July 15th.
Organizations who do NOT complete this need to either pay a $40
fee and request to be placed on our policy or will not be permitted
to attend.
Important Note: If you already have a policy, most companies will add this
at no charge. If you are a campus department under UC Regents, you don’t
need to submit the Certificate of Insurance.
1) The REGENTS OF THE UNIVERSITY OF CALIFORNIA must
be listed as “additional insured”
2) General Liability Insurance with at least $1,000,000 worth of
coverage
3) Individual or Company name must be listed on the policy as
insured
4) The certificate must list the INSURER’S name and contact
information
5) The policy start and end date must be valid and listed on the
certificate
6) Auto Liability Insurance with at least $1,000,000 worth of
coverage - if a representative will be driving on University property
7) Proof of WORKER’S COMPENSATION - if a company
employee will be working on University property
8) COI Requirement not applicable to participating UC Berkeley
campus departments
Note: The Certificate of Insurance is not required for current annual
partners who have a fully executed agreement in place with Cal
Recreational Sports.
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EXHIBITOR SURVEYTHIS SURVEY HELPS US COLLECT VITAL INFORMATION ABOUT YOUR BOOTH. AND YES, IT IS REQUIRED.
CALTOPIA 2016 EXHIBITOR SURVEY
The Exhibitor Survey collects vital event information specific to your booth including
day of event contact numbers, number of staff attending, preferred load-in times,
and ordering of additional furnishings and parking.
We cannot generate a confirmation packet until the survey has been completed.
CLICK HERE!
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EVENT GUIDETHE SUBMISSION DEADLINE FOR THE CALTOPIA 2016 ONLINE AND PRINT EVENT GUIDE IS JULY1ST!
Specs
Online Event Guide
Guidelines
1) Format: Full color, hi-resolution PDF/print ready with crop marks
2) Size: There must be a 1/8” bleed around all sides - total size: 4.25’ wide x 6.25” tall
3) Submit to recsportsmarketing@berkeley.edu
The online guide will be posted on the Caltopia website one week prior to the event and
5,000 hard copies will be distributed three days leading up to Caltopia 2016.
In addition, we will use the official Facebook and Twitter channels to cross promote the
launch of the guide.
To effectively maximize your participation in the event guide, we recommend the following:
1) Include your addresses to your website and Facebook and/or Twitter sites
2) Less words. More photos. Promote your products, services and brand with engaging
graphics
3) Specific calls to action or promotional offers that will engage Cal Students
4) Promotional offers need to be time sensitive and be perceived as significant value to the
audience
Note: Full page event guide advertisements are provided to current annual and event partners,
premium exhibitors and exhibitors who have purchased advertisements. Advertisements can be
purchased at an additional cost.
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By the Numbers
Cal has over 38,000 of the best and
brightest graduate and undergraduate
students in the entire country.
Top Ranked
UC Berkeley has the prestigious reputation
of being the #1 ranked public university in
the entire world!
Bay Area Impact
The university has generated over 13,000
non-campus jobs throughout the Bay Area.
Staff & Faculty
UC Berkeley employs more than 24,000
staff, faculty and students.
UC BERKELEY
Sources: UC Berkeley Economic Impact Study, UCB Student Research
Center’s Student Housing and Transportation Survey and Marketwire
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Housing in Berkeley
Did you know that over 80% of the student
body live in off-campus housing?
Living at Cal
Cal students spend an average of $10,000
on food, school supplies and personal
expenses every year.
Economic Powerhouse
Cal students contribute more than $395
million into the Bay Area economy annually.
Local Economy
Over $282 million was spent in the city
of Berkeley alone.
CAL STUDENTS
Sources: UC Berkeley Economic Impact Study, UCB Student Research
Center’s Student Housing and Transportation Survey and Marketwire
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Be Creative
The experience is in the marketing. We will
help you create a brand experience at your
booth that engages attendees.
Contests & Sweepstakes
Host creative sweepstakes and contests to
collect emails from students and campus
supporters.
Brand Your Space
It’s all about you. Offer cool and interesting
promotional items to extend your brand
beyond the booth.
Have Fun!
The easiest way to engage students is to
create a fun, enthusiastic and energy-packed
experience. Bring the fun and they will come.
ENGAGEMENT
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Social Media
Leverage your social media platforms
such as Facebook and Twitter to connect
with students and join the conversation.
Build Relationships
Utilize new media technology such as
smart phones to build long-lasting brand
relationships with Cal students beyond
the event.
Careers & Internships
Promote career opportunities and
internships at your booth to hire the best
and brightest students in the country.
CONNECT
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Prepare for Fun!
Be prepared for 30,000+ smiling faces
eager to touch, taste and experience all
your products, programs and services.
Two Full Days
The two greatest days on planet earth are
an epic adventure. We provide lunch and
on-site massages, you bring plenty of rest
and a smile.
Stay Hydrated
Beverages and refreshments will be
available throughout the day. Drink plenty
of fluids to maintain maximum enthusiasm.
Wear Good Shoes
Be prepared for twelve combined hours of
action and excitement. Comfortable
footwear will keep you happy and smiling.
EXPECTATIONS
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Step 1:
Attendees take a selfie in front of your
branded backdrop.
Step 2:
Attendees post photos via their individual
Twitter accounts and caption them with
#Caltopia2016 and your Twitter handle
(ie: @calrecsports).
Step 3:
Attendees will automatically qualify to win
one of your premium giveaways.
Step 4:
You will receive a list of attendees that
tagged your brand.
#Caltopia2016
Engagement at Your Booth
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Located in the atrium area of the event.
Staffed by the Cal Rec Sports staff.
Three (3) large LCD display monitors will
display all incoming social media traffic.
Premium giveaways distributed at the
Customer Service Center hourly.
Winners will be randomly selected from the
tagged images.
Notifications of winners will be provided
hourly through social media.
#Caltopia2016
Social Media Hub
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July 22
Submit Twitter handle (i.e. @calrecsports).
#Caltopia2016
Important Project Dates
July 25
Submit a list of up to twelve (12) premium
giveaways including gift cards, products,
services, etc. with descriptions and
retail value.
August 1
Start pre-promoting your involvement at the
event using #Caltopia2016 on Twitter and
Instagram.
August 21
Bring branded backdrop that will be the
background for all selfies.
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Caltopia 2016 Operations Guide

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Caltopia 2016 Operations Guide