Sponsor Information

 

Primary Logistics Contact:

For all logistics enquires please contact Georgina Clelland gclelland@aiim.org 

For all content/presentation enquires please contact Sasha Sicard ssicard@aiim.org 

Key Deadline Dates:

• February 14, 2025: Deadline for Topic Table selection (Silver Sponsors Only) - https://gzclelland.wufoo.com/forms/q1eop2lk0mka3ih/ 
• February 28, 2025: Deadline for Event App Profile submission (All Sponsors) - https://gzclelland.wufoo.com/forms/q181y7f10u5qwj7/ 
• March 6, 2025: Live Polling Details for Session Interactivity - https://gzclelland.wufoo.com/forms/q1xopy2819qopaq/ 
• March 21, 2025: PowerPoint deck submission deadline - Workshops and Sessions (Diamond and Gold Sponsors) - https://myaiim.app.box.com/f/7159708b36dd40ff8461d442d6d0d564 
• March 31, 2025: Sponsor setup (10:00 AM - 12:00 PM)
• April 1, 2025: Sponsor tabletop breakdown (after 6:00 PM)

Sponsor Space and Set Up Information

The sponsor spaces will all be integrated into our Hall of Solutions, this is also where all the keynotes and general sessions will take place, creating a real hub for the summit.

Diamond, Gold and Silver Sponsors; Provided to You:

• 1 x 6 foot table which will be angled to create a version of a division between sponsor spaces.
• 1 x Standad High Boy Table
• 2 x Chairs
• Complimentary Wifi (all event attendees will share this. Should you wish to run demos it is advised to obtain hardwired internet via our AV contact Encore)

Consulting Corner Sponsors: Provided to You:

• 1 x Standard High Boy Table
• 1 x Chair
• Complimentary Wifi (all event attendees will share this. Should you wish to run demos it is advised to obtain hardwired internet via our AV contact Encore)
  
  

Provided and sourced by your team:

• Pull Up Banner; (Maximum of 2 for Diamond, Gold and Silver Sponsors. Maximum of 1 for Consulting Corner Sponsors). Max Size per banner 33" x 81"
• Additional giveaways
• Table coverings
• Screen (see Sponsor Electric/AV Hire Items if requiring electric)
• Electric Requirements (see Sponsor Electric/AV Hire Items if requiring electric)

You can set your sponsor space up in the Hall of Solutions from 10am on Monday, March 31. All setup must be completed by 12.00pm on March 31, as opening keynote commences in the space Hall of Solutions at 1pm.  We will open doors for seats from 12.30pm.

Hall of Solutions Schedule 

Monday, March 31: 1:00 PM - 7:00 PM (set your sponsor space up in the Hall of Solutions from 10:00 am – 12:00 pm)

Tuesday, April 1: 8:00 AM - 6:00 PM (Breakdown after 6:00 PM)

Wednesday, April 2: No formal exhibit space (You’re welcome to attend sessions)

Sponsors are responsible for securing your own valuables during the event hours/ Please ensure you do not leave any valuable items (Laptops, bags etc) overnight in the Hall of Solutions.

The full summit agenda is available here - https://www.aiim.org/global-summit-2025-agenda

Sponsor Breakdown

Breaking down your space will happen after the Happy Hour closes on Tuesday April 1 at 6pm.  You are welcome to leave your pull-up banners in place and collect these at the end of the event on April 2, if you choose. 

All items being shipped back must be packed down and taken to Fedex by 6.30pm that day.

Receiving and Shipping is the responsibility of your team, please do not leave this to AIIM to manage.

Shipping and Receiving / Package Handling

The FedEx Business Center Office and Shipping Center is located in the Main Lobby of the Atrium Tower.

It is open is Monday through Friday from 7:30am to 6:30pm, Saturday from 8am-4pm, and Sunday from 12pm-4pm. 

Label packages to be sent to Hyatt Regency Atlanta for your event as follows:

(Guest Name)  (Guest Cell Number)  
c/o FedEx Office at Hyatt Regency Atlanta 
265 Peachtree Street N.E.
Atlanta, GA 30303 
(Convention / Conference / Group / Event Name) AI+IM Global Summit  
Arrival Date Box (X) of (X) 

Handling fees apply to all packages shipped in and out, in addition to the carrier’s assessed cost. These prices are subject to change. Please contact Fedex directly for these fees.

As these packages are going into Fedex please arrange arrival no sooner than Thursday March 28, 2025. AIIM cannot be held responsible for any fees Fedex impose.

Unlike previous years AIIM is not using a contractor to aid us with shipping and handling.

Sponsor Electric/AV Hire Items

Please submit electric requirements via this link https://eventnow.encoreglobal.com/myevents/result/index/show_id/c7d06a89-10d8-ef11-8ee9-7c1e52165c9f/

The onsite Encore Team will manage these requests and any questions should communicated directly with Encore;

Jakevia Sullivant Customer Experience Coordinator 265 Peachtree St NE, Atlanta, GA 30303 jakevia.sullivant@encoreglobal.com

Sponsor Staff Registration

A code with the number of $0 passes has been sent to each sponsor. Please email Sasha (ssicard@aiim.org) if you do not have your sponsor code.

Additional registrations are available at the special sponsor rate of $995 – a $500 savings off the regular price. 
Discount Code: AI+IMSUMMITADDSPONSOR

Link to Register:  https://aiim-international.myshopify.com/cart/43155752452130:1 

Badge Collection

Sponsors can collect badges from 10am on Monday March 31 until 12pm Monday March 31.

No admittance to the Hall of Solutions for anyone unbadged after 12pm Monday March 31.

AV in Session Rooms

AIIM is responsible for the AV in all meeting rooms assigned for sessions on the agenda.

We will be ordering a screen, projector, audio and various mics for the room.

There will not be hardwired internet available.

Clickers will not be made available. Speakers can bring their own clicker and adapters.   

Sponsors should ensure their speaker/s have their laptop and all appropriate adapters available to present from.

Any videos required for the presentation should be embedded into the deck and available on the laptop.

PowerPoint Decks and Template

AI+IM slide templates:  https://myaiim.box.com/s/3mvlkr0bd42ddmzt04lv8ybt5tmue9ik 

Within the template, there are tips for slide design, tips for interactive sessions, and instructions on how to submit your deck.  

Slide Template:

• While using the template is optional, please use our event-branded cover slide
• Template document includes design tips and submission instructions  

Interactive Session Components:  

• We are emphasizing interactivity in the AI+IM Global Summit. When crafting your session, be sure to include ways to engage participants through conversation, action, creation, or visible reflection.
• You can utilize polling, structured discussions, and exercises. 
• For a 45-minute session, aim for 2-3 interactive segments which total about 15-20 minutes of interaction time.

PowerPoint Deck Submission  

Please save your session with the file name “YOUR LAST NAME_AIIM25” 

Upload your presentation in PPT and PDF by March 21, 2025 here: https://myaiim.app.box.com/f/7159708b36dd40ff8461d442d6d0d564 

Confirm your slide deck has been submitted by emailing Sasha Sicard at ssicard@aiim.org

Please Note: You will present from your own computer; submission is for AIIM approval and event app inclusion

The event app includes a complimentary built-in polling tool. To use the app, submit your polling questions here. 

• Polling Question Submission Deadline: Thursday, March 6th

For the app, keep your poll questions in multiple choice formatting. 

The AIIM team will provide you the live display link for your poll to include in your presentation deck by March 14.

Further details for your speaker can be found here: https://www.aiim.org/aiim-summit-speaker-information 

Session Curators

Sasha will connect you with your AIIM industry expert who will serve as a session curator. You will have a scheduled 45-minute call to review session content to support your presentation development.

1. During this call, your curator will provide guidance to help strengthen your presentation and discuss ways to make sure the session is interactive.
2. After you submit your PowerPoint (due March 21st), your curator will review it and provide any final suggestions to help maximize your session’s impact. 

Curator Calls will review:

• AI+IM Global Summit Alignment Content Development
• Product Neutrality
• Interactivity and Engagement 

Sponsor 90-minute Workshops (Diamond Level)

Workshop session submission: https://gzclelland.wufoo.com/forms/qj5vncq01tvnvv/

The workshop room will have audio-visual equipment (screen, projector, lectern) and sound equipment (microphones for the speaker(s)) available for your use.

Clickers will not be made available. Please plan on bringing your own laptop for the presentation. 

• Room format: Crescent Rounds
• Audience: We’re anticipating 30-50 attendees for each session. 

If you are interested in distributing materials, you will need to bring your own handouts or physical documentation. You may upload digital versions of your documents to the event app for them to access at the events.   

We would recommend printing any documents before arriving to the event or finding a local printer near the event.

Lunch will be served at 12pm and set up so attendees can move back into the workshop room. The keynote starts at 1pm, therefore attendees will likely start to drift in the direction of the Hall of Solutions from 12.30pm.

45-minute Breakout Sessions (Gold and Diamond Levels)

Breakout Session Submission: https://gzclelland.wufoo.com/forms/q1c3jvnx0fc7fop/

The breakout session room will have audio-visual equipment (screen, projector, lectern) and sound equipment (microphones for the speaker(s)) available for your use. Clickers will not be made available. Please plan on bringing your own laptop for the presentation.

• Room format: Crescent Rounds
• Audience: We’re anticipating 50-75 attendees for each session.

If you are interested in distributing materials, you will need to bring your own handouts or physical documentation. You may upload digital versions of your documents to the event app for them to access at the events.   

We would recommend printing any documents before arriving to the event or finding a local printer near the event.

Facilitators and Cohorts – Sponsor Involvement (Diamond and Gold Levels)

Cohorts are small-group discussions of about 15 – 20 people that will meet throughout the summit. As a sponsor, you will identify one team member who will serve as a co-facilitator partnered up with an AIIM community industry expert to lead these networking and educational conversations. 

Cohorts will be comprised of attendees and developed based on similar characteristics (industry, job titles, etc.) to provide.

• Watch the Facilitator Orientation Meeting Recording
• Facilitation Guide

Please email your facilitators name and email address to ssicard@aiim.org.

Facilitators will be provided the names and industry of cohort members. Contact information (email or additional personal information) will not be provided ahead of time.

Cohort Meeting Agenda

Monday, March 31 | 2:00 – 2:30 PM Break / Meet Your Cohort
Take a short break to recharge and connect with your cohort. Use this time to share ideas, discuss key takeaways, and build relationships in a casual setting.

Wednesday, April 2 | 9.15 – 10:00 AM Breakout Groups
Cohort Conversation – Dive into dynamic small-group discussions with peers who share your challenges and interests. Cohort Conversations are a cornerstone of the AI+IM Global Summit, designed to foster collaboration and practical problem-solving. Guided by a facilitator, these sessions offer an interactive space to apply insights from the summit’s sessions, brainstorm solutions, and explore actionable strategies. Build deeper connections, share diverse perspectives, and leave with real-world takeaways to drive success in your organization.

Wednesday, April 2 |10:45 – 11:30 AM Breakout Groups
Cohort Conversation – Dive into dynamic small-group discussions with peers who share your challenges and interests. Cohort Conversations are a cornerstone of the AI+IM Global Summit, designed to foster collaboration and practical problem-solving. Guided by a facilitator, these sessions offer an interactive space to apply insights from the summit’s sessions, brainstorm solutions, and explore actionable strategies. Build deeper connections, share diverse perspectives, and leave with real-world takeaways to drive success in your organization.

Topic Tables (Silver Level)

Topic tables are a small-group “Ask Me Anything” focused on a guiding conversation topic. Topics will be selected prior the event and provided. Sponsors should provide one team member to be a leader in the topic table conversation.

These will be held in the Hall of Solutions during Tuesday Lunch. Tables will be assigned and signage will be placed on the table. We suggest you have your host ready at the table by 12.10pm so they can aid attendees. The tables will be set for 8 so please consider how many of your team you bring. Names of attendees will not be provided prior to the summit.

To select your Topic Table please use this form https://gzclelland.wufoo.com/forms/q1eop2lk0mka3ih/  

Deadline for Topic Table selection is February 14, 2025

Topic Table Meeting Time:
Tuesday, April 1 | 12:20pm – 12:50 PM Networking Lunch & Topic Tables
Join sponsor-led “how-to” discussions while enjoying lunch with peers. Each table focuses on key industry challenges like managing content sprawl and addressing missing metadata. Choose a table topic that matters to you and engage in focused problem-solving with fellow professionals.

Social Media Promo / Tiles    

Share your participation in in the AI+IM Global Summit with your network. Download social tiles here: https://myaiim.box.com/s/abkoi6bpgmju8dbuvm9lvj4fe1a38j1v

Event Mobile App / Badge Scanning

We will be using an event app, which will function as the source of all information for the event. This also includes Lead Scanning for sponsors, which is at no extra charge to sponsors.

All your staff who are registered to attend the event will be assigned the Lead Capture functionality into their profile and will use their own device to scan leads, there is a generic lead capture form that you can complete that also includes a notes field for any bespoke details you require as an organization. Unfortunately we are not able to amend the generic lead capture form.  

Within your Event Partner profile there is the ability to upload videos (max 10), images (Max 10), documents (Max 5). You can also list products with an image, create coupons and deals if you wish to use that functionality.

If you would like us to upload your basic entry prior to launch please complete these details in this form https://gzclelland.wufoo.com/forms/q181y7f10u5qwj7/

This will need to be completed by February 28, 2025. Updates can be made once the app is ready to launch mid-March and available in the app stores. Additional details about the lead scanning and the app launch will be available nearer the event dates. 

Event Registration Lists and Attendee Management

Thirty days (February 28) before the event, AIIM will provide an initial registration list (excluding contact information). All registered attendees will be added to the event app platform.

Through the event app's analytics dashboard, you'll be able to track attendee engagement with your sponsor listing. With attendee permission, you may scan participants at your sessions. We recommend framing this as a way to share educational follow-up materials. Consider inviting these attendees to visit your space in the Hall of Solutions after your session for more in-depth discussions.

Within three business days after the event, AIIM will provide a list of attendees who have opted in to receive sponsor educational materials. When following up with these contacts, please adhere to email marketing best practices, including a clearly visible unsubscribe option in all communications.