W-9 (PDF)
Sponsorship Information
Sponsorship for RSS:2018 is currently sold-out. If you would like to be contacted about future opportunities, please enter your information. Thank you for your interest.
Email registered
The Rochester Security Summit is a focal point for information security in New York and surrounding areas. In collaboration with our sponsor partners, the Summit attracts high quality speakers, provides opportunities for education and outreach, and serves a largely technical audience interested in security policies, products, and services. This year, the Summit will be in the Rochester Convention Center, and we expect over 500 attendees in this attractive, convenient, and larger venue.
The Summit has excellent representation across industries and job functions. In 2017, the profile of paid Summit attendees was as follows:
Attendee Profiles by Industry in 2017
- 15% – Business Services
- 10% – Consumer Products and Services
- 19% – Educational Institutions
- 16% – Financial Institutions and Services
- 9% – Government
- 13% – Health Care Services
- 12% – Technology Companies
- 6% – Energy, Law, Media, and Other Companies
Attendee Profiles by Job Function in 2017
- 14% – Executives, e.g., Director, VP, C – level, GM
- 10% – Computer Security Managers
- 36% – Computer Security Engineers and Analysts
- 11% – Software Managers
- 21% – Software Engineers and Analysts
- 4% – Business Development and Sales
- 4% – Other, or not provided
Most attendees in 2017 came from New York, but they also came from as far north as Toronto, as far west as Cleveland, as far east as Boston, and as far south as Washington, D.C.
Marketing benefits for the 2018 Summit are described below, and the same information in a stacked spreadsheet format is available to download here. A Convention Center floor plan with the Summit booth layout is available as a PDF download here.
Sponsorship exhibits have sold out in a few weeks in recent years. If you are interested, contact us promptly. If you have not already registered your email address and received sponsor updates from us, stay informed about further information and announcements by emailing sponsorship@rochestersecurity.org. We do not share or sell email addresses with anyone.
To help ensure the event stays sold out for attendees, as in recent past years, we ask sponsors to reach out to their customers to get the word out about the high value of the 2018 Rochester Security Summit on October 9 and 10.
We sincerely thank you for your interest in sponsoring this event and if you have any questions please feel free to reach out to your individual Sponsorship Committee member, or
sponsorship@rochestersecurity.org with any questions.
Marketing Benefits and Pricing
Sponsorship Opportunities The following Summit opportunities will provide a high level of exposure to all Summit attendees. All opportunities in lower sponsorship levels are included in the levels above, except for: 1.) booth space assignment, 2.) the size of advertisement in the Summit program, and 3.) number of included Summit passes. Benefits included with the Innovators apply only to that level, and do not transfer to any other.
A spreadsheet describing Summit opportunities is available to download here
Diamond – $9,000
Organizations interested in being the sole Diamond sponsor must request at invoicing and pay for a platinum sponsorship in order to be considered. Selection will be made by random drawing in the summer.
- One ‘8’x20′ space with two covered, 6’ tables. First pick for location. (See Exhibit Space, below.)
- Company name and logo on every badge.
- Opportunity (right of first refusal) to include company name and logo on every bag, at cost of $500. Additional charges may apply for colors beyond red, blue, and white.
- Opportunity (right of first refusal) to include company name alternating with RSS branding on every lanyard, at cost of $500.
- Extra mention at the keynote session.
- Company banner displayed during Keynote sessions. (sponsor must provide banner)
- Advertisement – full page featured in the official Summit program.
- Six complimentary summit passes. (Additional sponsor passes must be purchased at the standard price of $250, while supplies last.)
- All other benefits included in Platinum level sponsorship.
Platinum – $6,000
- 10′ wide exhibitor booth (see “Day of the Event” section below). Location to be assigned by sponsor level and payment date, based on preferences received from sponsor contacts.
- Solutions & Demo Track presentation slot (these are separate from the vendor-agnostic Speaker tracks that require application and approval)
- Advertisement – half page featured in the official Summit program
- Five complimentary summit passes. (Additional sponsor passes must be purchased at the standard price of $250, while supplies last.)
- All other benefits included in Gold level sponsorship.
- Additional Sponsorship Opportunities for Diamond and Platinum Sponsors
- Opportunity to secure a second contiguous 10’x8′ booth space for $2,000 (limited availability; See Exhibit Space, below)
- Company name and logo on wifi login page for all users for $1,000 per day. (limited to the first 2 sponsors that request and complete payment)
- Sponsor cocktail hour following Day 1 for $1,500 plus company pays services expenses, e.g., bartending, clean-up. (Available to first sponsor to request complete payment)
- Host the after-party! Be mentioned in the program or with sponsor-provided bag insert containing details for attendees to join the event’s “official” party after day 1 ends for $1,500. Sponsor is responsible for arranging all details of the party taking place at a separate venue and not the Rochester Riverside Convention Center.
Gold – $4,000
- 10′ wide exhibitor booth (see “Day of the Event” section below). Location to be assigned by sponsor level and payment date, based on preferences received from sponsor contacts.
- Opportunity to provide an insert for the conference bags given to all Summit attendees. See item restrictions in Bag Insert section below.
- An extra mention prior to the introduction of each speaker at a track of your choice.
- Advertisement – quarter page featured in the official Summit program
- Three complimentary summit passes. (Additional sponsor passes must be purchased at the standard price of $250, while supplies last.)
- All other benefits included in Silver level sponsorship.
Silver – $3,000
- 10′ wide exhibitor booth (see “Day of the Event” section below). Location to be assigned by sponsor level and payment date, based on preferences received from sponsor contacts.
- Standing 2’x6’ banner at the track of your choice for the 2 days of the Summit (sponsor must provide banner)
- Eligible to participate in the prize Giveaway to attendees
- Company name and logo placement on RSS web site, by level
- Company logo placement, by level, in the official Summit program
- Access to post-event attendee list of names, company, and email, if OK’d by attendee
- Provide prizes for raffle drawings and have company name announced with attendee winner.
- Opportunity to provide an insert for the conference bags given to all Summit attendees. See item restrictions in Bag Insert section below. (For Silver and Innovator levels, this opportunity costs $500.)
- Breakfast and lunch included for both days of the Summit
- Electrical power at each space and wifi, at no additional fee
- Two complimentary summit passes. (Additional sponsor passes must be purchased at the standard price of $250, while supplies last.)
Innovator – $1,000
The Innovator level is intended for small or start-up companies with new, innovative technology. Application for this level must include a description of the innovative technology, its value to customers, and the type of customers who benefit most. Provide the description in 500 words or less, please. Four selections will be made in 2018 to provide attendees with a diverse view of powerful, applicable technologies. The following Summit opportunities are available to Innovators in the Riverside Court at the semi-circular windows.
- An approximately 6’x8′ space with 1 rectangular, covered table and 1 chair
- Opportunity to provide an insert for the conference bags given to all Summit attendees. See item restrictions in Bag Insert section below. (For Silver and Innovator levels only, this opportunity costs $500.)
- Breakfast and lunch included for both days of the Summit
- Electrical power at each space and wifi, at no additional fee
- One complimentary Summit pass. (Additional sponsor passes must be purchased at the standard price of $250, while supplies last.)
Exhibit Space:
- Diamond: First choice of two adjoining exhibit spaces
- All other sponsors will be ranked by sponsorship level followed by payment date. Exhibit spaces will be assigned based on this ranking order. Sponsor’s prioritized preferences of exhibit spaces will be solicited by the Sponsorship Committee, however there is no guarantee on assigned space beyond what is described here.
- Platinum: option for up to three sponsors to purchase an additional exhibit space for $2000.
- A Convention Center floor plan with the Summit booth layout is available as a PDF download here.
Advertising: The following advertising is provided to sponsors. (Deadlines apply and exceptions based on level noted)
- Print Advertisement – Opportunity to provide a company profile featured in the official Summit Program
- Ads are in color, should have no bleed and no trim marks.
- Diamond Level: Full page (4.8” W x 7.2” H) submitted in EPS format
- Platinum Level: Half page (4.8” W x 3.2” H) submitted in EPS format
- Gold Level: Quarter page (2.125” W x 3.2” H) submitted in EPS format
- Silver Level: Not offered
- Innovator Level: Not offered
- Attendee Program – Logo placement in the official Summit Program tiered by sponsorship level
- Web Site – Highlighted acknowledgement of your company’s sponsorship level on the official RSS website
- Access to post-event Attendee List1
1 Attendee contact information for those who opt-in during RSS:2018 registration will be included; Attendees have the option of not having name, email address, company, and other contact information included.
Bag Inserts
Each attendee and speaker will receive a bag upon check in at the event, with a limited number of bags available to sponsors. The bags will contain the official Summit program, the official Summit schedule and other freebies provided by RSS. Gold level and above sponsors have the opportunity to also supply inserts and items for the bag.
Guidelines for providing document inserts and items for the bags:
- At least 650 bags will be filled and distributed. Please send at least that number of material copies for conference bags. Any materials designated for your booth should be packaged separately.
- Documents, including brochures or pamphlets, should be limited to 5 pages unless cleared with the RSS Sponsorship Committee. All papers should be stapled together in the way you want them provided to attendees. RSS will not assemble in a particular order or staple separate papers.
- Non-paper items, including trinkets, key chains, etc. should be small or thin enough that they allow the bags to lay flat on their side. For instance, mugs would be too large and bulky to allow the bags to lay flat. We do not have the capacity to move and store bulky items in bags, as it would greatly increase the size necessary to store bags during registration.
- All items must be delivered to the Rochester Convention Center using a yellow shipping label that will provided by the RSS Sponsorship Committee and specifically denotes the items are for Bag Inserts, by the time specified in the Important Deadlines section above. If the item is not marked as a Bag Insert using the yellow label, or is not received by the deadline then the item may not be included in the bags.
Extra Promotional Messaging Opportunities
- Seat Drop at Track of Choice – Have one page of printed material placed on each seat of a track of your choice prior to two back-to-back speakers for $1500. With informed selection of the track and speakers, this is highly targeted marketing. The RSS Sponsorship team can provide information about speakers to assist your selection process.
- Sponsor a coffee break – Give all the attendees a special treat of coffee or soda and a small snack. A placard will be placed at each station denoting your sponsorship of this particular treat. Limited to 3 slots per day at $500 for each slot.
- Sponsor lunch – Placards with your company name and logo will be placed around the Convention Center directing attendees to your sponsored lunch. A placard will be placed at each lunch table denoting your sponsorship. You may provide a banner to be placed in the Grand Ball Room at lunch. Limited to 2 days at $1000 for each day’s lunch.
- Bag Insert – If your sponsorship level doesn’t provide the ability to include an item in all the bags given to attendees during registration, then add it on! Cost is $500.
Important Dates
Deadline dates are summarized above to assist you in planning your Summit preparations. Note that each higher level includes all due dates in the levels above it.
- All Sponsors
- Aug 17 – Company name and logo received for the official Summit Program and for the Summit website.
- Sept 26 – Last day to register for sponsor tickets that come with your Sponsor Level. These tickets are ordered via Eventbrite.
- Sept 26 – The order form contract and payment for logistics services is due to Great Lakes Events to qualify for advanced pricing terms.
- Sept. 26 – Booth materials received at Great Lakes Events, properly labelled and separated from Conference Bag inserts, in order to avoid a late fee surcharge.
- Oct. 5 – Last day for booth materials to arrive at Great Lakes Events. Receipts after this date will be refused!
- Oct. 10 – By 6:00 PM, Booth materials must be repacked, labelled, and set at the Convention Center shipping dock. Sponsor’s carrier has to be there at that time for return pick up of booth materials.
- Silver and higher
- Sept 26 – Indication of the track in which you want your standing 2’x6’ corporate banner displayed.
- Sept. 26 – Indication whether your company will participate in the prize Giveaway, and if so, which option you choose. See the Giveaway section.
- All due dates listed above.
- Gold and higher
- Aug 17 – Print advertising materials received for the Summit Program. See ad specifications for details.
- Sept 26 – Indication of the track in which the sponsor wants to be mentioned. See the Summit Opportunities section for details.
- Sept 26 – Inserts for Conference Bags received at Great Lakes Events, properly labelled and separated from booth materials.
- All due dates listed above.
- Diamond and Platinum
- June 26 – Inform RSS Sponsorship of interest in Diamond level. Receipt of Platinum payment is needed to be considered for Diamond.
- Aug 17 – Presentation abstract and speaker bio due in order to be included in the Summit Program and Schedule.
- Sept. 26 – Banners received in shipment to Great Lakes Events and labelled where to display, e.g., Solutions & Demo room, Grand Ballroom Keynote.
- All due dates listed above.
Rochester Convention Center Limits
The Convention Center has several limits that apply to all users of their space. These are not negotiable and are not set by the Summit.
- Nothing can attach to walls, doors, windows, columns, or the ceiling. Cylindrical column guards for attachments are available at extra cost.
- No smoking is permitted anywhere in the building.
- After the close of each day’s event, the building is locked down and no one, with no exceptions, can enter via any door. The entire building is under 24×7 video surveillance.
Day of the Event
Tell me about the booth…
Most booths are 10’ x 10’. Some booth spaces are 10’ wide by 8’ deep because of fire code requirements for passageways. However, with thoughtful placement of your table and other displays, some of your staff could stand in front of the table in the passageway to greet and mix with attendees.
The booth area includes a provided black linen covered table (6’ x 36”) and two chairs. Additional chairs can be requested. Wireless Internet access will be available everywhere. Booths include power hookups. Booth back curtains and low dividers are provided. You may have the low dividers removed during setup for a more open feel. Staff will be available to remove low dividers during early morning set-up on the first day.
Booth Setup
Setup can begin at 7am on October 9th, 2018
Booth Storage Overnight
Since the summit spans 2 days, sponsors are welcome to store their booth materials in one of the storage rooms overnight. Space is limited so booth backs will need to be broken down if you wish to store them overnight. The Rochester Convention Center closes and locks the entire building at the end of the day’s events. No one, with no exceptions, is allowed into the building after lock down. The building has video surveillance everywhere and a night watchman makes periodic rounds. The Convention Center has not had incidents in the past. It is up to each sponsor to determine if they need to store special materials in the storage room overnight. RSS is not responsible for any lost or stolen items.
Booth Breakdown
Booths should be operational and staffed until 5:00 PM on October 10th, 2018. Breakdown and move out can start at 5:00 PM.
Shipping
Pre-Event
Arrangements are being made at our new venue, and will be posted when final. Probably, all booth materials should be shipped to Great Lakes Events in Rochester, who will stage them into the Convention Center. Address and dates will be posted when final. Initial discussions indicate booth shipments must arrive at Great Lakes Events in Rochester by September 26 to avoid a late fee. Booth shipments will not be accepted if they arrive after October 5. These dates are preliminary and intended only to help start your planning for conference logistics. Conference bag inserts must be shipped separately from booth materials. Details will be provided when final.
Post-Event
Arrangements are being made at our new venue, and will be posted when final. Initial indications are that sponsor materials that are to be shipped out must be at the Convention Center shipping dock by 6:00 PM on October 10 for your carrier’s pick up. Returned shipments that arrive late to the shipping dock will be handled by Great Lakes Events at an extra charge. If you plan to use UPS or FedEx, bring your own shipping labels for UPS and FedEx.
Prize Giveaways
During the second day’s lunch and at the conclusion of the Summit, the RSS staff will give away door prizes using tickets given to attendees for registering, as well as earned throughout the event for submitting completed surveys.
Sponsors have the opportunity to give their own prizes during this time. The time must be arranged with the RSS Sponsorship Committee. See the deadline in the Important Deadlines section above. The sponsor has a choice of 3 different methods to give away prizes:
- RSS staff will pick the winner using the RSS tickets given to attendees.
- RSS staff will pick the winner from a fish bowl of business cards supplied by the sponsor.
- Sponsor will pick a winner on their own and give the name to RSS staff to announce. The sponsor can either give the prize to RSS to give away, hand the prize to the winner themselves or the RSS staff can alert the winner the prize will be sent to them from the sponsor.
The sponsor can choose from three different times to give away prizes:
- Day one Lunch
- Day two Lunch
- Day two end of day door prize Giveaway