Sponsorship Guidelines

To reserve your table and register your delegates, please visit our SCOE Sponsor Registration page.


When do we setup?

Setup begins at 7:00 am on Thursday, August 14 and continues until noon that same day. Sponsors who wish to do so may introduce themselves in front of the general assembly 8:30 am. Teardown begins at 6:00 pm on Friday, August 15. Sponsors are asked to be clear of the space no later than 4:00 pm on Saturday, August 16.  Setup and Teardown is not permitted while VendorLand is open. Sponsors are welcome to attend sessions and meet individually with attendees on all days of the event.

You may bring your display materials with you or ship your exhibit materials to arrive up to three days prior to the event. The venue provides storage and handling of your display materials for a fee. For more information, please contact event services at 1-800-898-4068.

What’s different at SCOE 2014?

  1. The venue has changed for this event. It will be held at the Hilton near the Seattle Airport. The address is SCOE 2014: YOUR COMPANY NAME, Hilton Seattle Airport and Conference Center, 17620 International Blvd, Seattle, WA 98188-4001, USA.
  2. We will not distribute tote bag dropins for this event for an additional fee. To participate, you must sign up and pay the bag drop fee online. Additionally, at least 300 copies of your printed material must be delivered to Attn: Rhonda Schneider, SCOE, 11410 NE 124th St, Ste #538, Kirkland, WA 98034-4305 USA between Wednesday, July 30 and Thursday, August 7. See exhibitor registration page to purchase.
  3. Exhibitors should make arrangements for ship-ahead storage and A/V services directly with the venue.
  4. VendorLand Hours
    • Wednesday, August 13: Closed to attendees
    • Thursday, August 14: Open to attendees from noon until 7:00 pm
    • Friday, August 15: Open to attendees from 7:00 am until 5:25 pm
    • Saturday, August 16: Closed to attendees

When is creative content due for the printed event guide?

The deadline for print content is Thursday, July 31.

All sponsors will be listed in the print guide. Please send the following to [email protected]:

  • Print-quality version of your logo to [email protected]
  • 100-word description of your organization

If you purchased an ad in the event guide, please use the following sizes as a guideline.

  • Cover ad: Full color
  • Interior ad: Black and white
  • Half-page: 7″ x 4″.
  • Full page: 7″ x 9.5″
  • Format: jpeg

What’s included in our exhibit?

  • 6′ table with drape and two chairs
  • Basic wireless Internet access
  • Basic electric outlet access if you provide your own extension cords

What additional services are available?

  • Premium quality Internet connection - required for video or audio streaming
  • High-power electric outlet connection
  • Video and computer equipment
  • Please contact PSAV directly at 1-206-431-3850 and/or use the provided order form to place your requests.

When do we select our exhibit locations?

Space permitting, you will select your spot on a first-come, first-served basis beginning at 7:00 am on the first day of the event.

Organizations with two or more tables will be allowed to make their selections first. If we expect that VendorLand will be extra-crowded, we will ask sponsors to select their table in advance.

Can we get an advance list of attendees?

Attendees who use our optional schedule management tools may elect to make themselves visible prior to the event. You can access this information by creating an individual login as an attendee.

Attendees are allowed to opt-out of sharing their contact information with the rest of the SCOE community during the event. Shortly after the event, you will receive a list of contact info for attendees who have granted us permission to share their information with sponsors.


Size: Standard exhibits consist of 6′ x 6′ of space.  Double exhibits are 12′ x 6′. Triples are 18′ x 6′. All exhibits have a 3′ margin between them. SCOE provides a 6′ table with white drape and two chairs. If your display does not require a table or chairs, please notify us to request removal.

Electricity: Exhibitors are obliged to bring their own extension cords and share access to electrical outlets with their nearest neighbors. If you will consume electricity, please bring long extension cords. A limited number of outlets are available for use. Running extension cords across walkways requires approval from SCOE and the venue management.

Wi-Fi Access: Wireless high-speed Internet service is available to sponsors and conference presenters. Please do not share your access code with anyone else. Streaming of video and audio using the Internet connection provided by the conference is specifically prohibited.

Special Accommodations: Please contact us at least two weeks prior to the event if you need assistance with setup or require special equipment such as audio/visual equipment or exhibitor displays. Also note that you will not be permitted to affix any items to the walls, ceiling, or floor of the venue.

Product Demo Presentation: Your organization will be assigned at least one 20-minute presentation spot for product demonstration and overt promotional activities at the event. Your presentation spots are assigned in no particular order and may be in close succession. You may request cancellation of either or both of your product demonstrations. Unfortunately, we may be unable to reschedule demonstrations cancelled by your request. Please begin and end your presentation promptly on schedule as another sponsor will follow close behind you. You may wish to invite attendees back to your exhibit for an extended discussion of your presentation content.

Additional Sponsorship: If you purchased an ad in the event guide, please send us your creatives in both full-color and black-and-white. If you purchased a totebag, notebook, or lanyard sponsorship, please email us your logo. Be sure that you receive a response from us indicating that we have received it.

Tote Bag Dropins: We encourage you to share information about your organization by purchasing ad space in the Event Guide. Tote bag dropins are also available for a free.


Deliverables Due Two Weeks Prior to the Event

Description and Logo: Please review the information found on the SCOE sponsors page. If you would like to change it, send us a description of your company up to 100 words and a print-quality version of your logo for the event guide.

Print Ad: If you purchased an ad, please send a print quality jpeg version of your ad for the event guide.

Educational Articles: If you have educational content available, we invite you to share it in the form of a 200 - 800 word article for the printed event guide. White-paper style content is acceptable. Advertising and testimonial content will not be included in the guide.

Presentation Notes: If you will deliver a presentation or product demo, please use the SCOE Thought Leadership signup page to send us a 1 - 3 page summary of your message (Powerpoint speaker’s notes, detailed summary, outline, etc.) two weeks prior to the event so that we can ensure that everyone receives your message. Be sure to include the title of your presentation, the presenter’s name and brief bio, as well as the summary of your presentation. It might also be helpful for you to include contact information near the end, so that individuals can follow up with you after the event.

Presentation Note Requirements: If your organization will be delivering one of the 75-minute educational presentations, we require that you provide printable notes in .doc, .docx, .ppt, .pptx, or .pdf format. Printable notes are recommended but not required for your 20-minute product demo presentations. Providing printable notes will help attendees decide if your presentation is right for them and let them follow up with you in case they miss your presentation. If you do not wish to provide speaker’s notes, simply state your preference in your response.



Timing: Setup begins at 7:00 am on the first official day of the event and continues until noon that same day. Sponsors who wish to do so may introduce themselves in front of the general assembly at 8:30 that morning. Teardown begins at 1:00 pm on the final day of the event. Sponsors are asked to be clear of the space no later than 4:00 pm. Setup and Teardown is not permitted while VendorLand is open.

Shipping Your Exhibit: We encourage you to ship your exhibit materials to arrive between one to three days prior to the event. The address is SCOE2014: YOUR COMPANY NAME, Hilton Seattle Airport and Conference Center, 17620 International Blvd, Seattle, WA 98188-4001, USA. The venue will provide storage of your display materials for up to three days prior to the event for a fee. However, neither they nor SCOE can accept responsibility for loss or damage of your ship-ahead materials.



Delegates: Please register your delegates here: http://scoe.biz/advertise/. Additional seats are available for purchase at the prevailing rate. Sponsor delegates may participate in nearly all sessions including lunch, but we ask that they yield their seats to attendees in standing-room-only sessions. You may speak to attendees, distribute materials, and promote your product throughout the event, but please do not interrupt educational sessions with promotional activities.

Attendance: Exhibiting sponsors should plan to be present for all four days of the event. On the evening of the early check-in day, you will probably want to network with attendees and verify that all of your materials and other resources have arrived. Setup begins the following morning. We encourage you to complete your setup quickly if you are interested in participating in the special sessions for sponsors.

Hours: VendorLand will be open throughout the event. Generally, 8:00 am to 5:00 pm each day. On  the first day, VendorLand will be closed to attendees until noon to allow time for setup. VendorLand may open early if all exhibits are setup early. We will offer hosted networking from 5:30 pm to 7:00 pm on the first day. On the last day, VendorLand will be closed early to allow time for tear down. Please ensure that your exhibit is staffed by at least one person throughout the entire time VendorLand is open, except for lunch and hosted networking hours. On the final day of the event, sponsors may wish to invite their favorite attendees to lunch and/or hold office hours to train attendees on product usage.

Encore Presentation:  We expect that your presentation will be very popular at the event, and that your assigned conference room might not have enough space to hold everyone who would want to participate. We would like to make a print copy of the presentation notes available to all attendees. In some rare cases, we will make additional space available for you to deliver the presentation or meet with attendees separately. This allocation is based on extremely high demand from attendees.

Active promotion of a specific product or service is prohibited during education sessions except as described in the section on the purchase of additional sponsorships. Sponsor delegates may, of course, freely promote your organization during your product-demo session, at your display table, during hosted networking sessions, and during casual interactions with attendees. Promotional activity must not be ambiguous. Sponsor delegates must disclose their name, their organization, and identify themselves as a sponsor when actively promoting products or services. Simply wearing your event sponsor name badge in a visible location above the waist is sufficient for this purpose. This guideline is strongly enforced. If you notice any attendee engaging in promotional activity that is competitive to your interests, please report it to the event organizers.

Accommodations: We recommend that you stay at the Hilton Seattle Airport and Conference Center. If you have special dietary needs (Kosher, Halal, Vegan, Gluten-Free), please indicate your needs on the sponsor delegate registration page.