Why sponsor the Annual Meeting?

Opportunities:

Brand Awareness & Thought Leadership

You have the expertise, you lead the game, you make a positive impact on the world – let people know.

Place your company under the industry spotlight at the EPCA Annual Meeting. Be recognised as an EPCA sponsor! EPCA sponsorship helps achieve your specified goals, so that you’re not just a part of the conversation, you are leading it.

Networking & Lead Generation

• Our delegates are leaders and experts in their industry segments and are looking for innovative ideas and inspirational solutions to major industry challenges.
• Make a lasting impression from the start. Gain direct understanding of industry reality and the latest industry developments and issues.
• Whether you want to attract future clients, recruit top talent, meet industry thought leaders or learn the very latest market trends, EPCA gives you the tools – wherever you are in the world.

Top 3 reasons to come on board as a sponsor!

• EPCA is Europe’s primary business network for the global petrochemical community. It brings together over 550 companies from over 45 countries, promoting sustainability throughout the entire value chain! 
• 95% of the 2019 participants and >85% of the 2021 virtual attendees said EPCA’s annual meeting is THE BEST WAY to understand petrochemicals and learn about INNOVATIVE SOLUTIONS!
• CONNECT AND ENGAGE with the most influential leaders in the petrochemical industry and play a leading role in mobilising the petrochemical communities to INSPIRE CHANGE!

Important! All sponsorships are available to EPCA member companies in good standing and sold on a first come first served basis!

PACKAGE OVERVIEW

Networking, Food & Beverage

The F&B sponsorship includes the food & beverages served and includes the ability to display collateral, provide napkins etc. during the activity for your company.

Official opening walking dinner 25^th September 2023  EUR 50,000

Includes the possibility for a 10min high-level non-promotional speaking slot.

Breakfast & Coffee breaks per day

The breakfast and coffee breaks are taking place in front of, next to EPCA’s main conference session room.

• Tuesday 26 September:
  Opening Session breakfast (07:00-08:00) and AM Coffee break (±09:30-10:00)             EUR 29,900
• Wednesday 27 September 2023: SOLD - no longer available
• Thursday 28 September 2023:
  Session breakfast (07:00-08:00) and AM Coffee break (±09:30-10:00)                          EUR 22,900

Closing day Lunch

Sponsored Closing Day (Thu, 28 Sept. 2023 ±12:30-14:00) standing lunch                         EUR 29,900

F&B sponsors are welcome to bring their own roll-up banners, brochures, and other marketing materials for the entire duration of their chosen F&B sponsorship.

❗ NOTE: Sponsors are responsible for setting up their materials within 30 minutes prior to the start of their sponsored activity and clearing their materials within 30 minutes from the end of the activity. Public areas (outside of your allocated space) such as the foyer etc. are not available for branding!

- List of suppliers
- Business Incubator Pods (BIP)
- Sponsored seminars or sessions
- LinkedIn Post
- Package Overview: EPCA57 Sponsorship 

The deadline for orders and content is 15 August 2023. 

Please ensure that all orders and the first session content incl. draft presentations are submitted by 15 August 2023. If a sponsor fails to meet this deadline, neither EPCA nor the suppliers can guarantee the provision of services.

Useful Contacts:

Venue:

Hilton Park Vienna

Cornelia Stifter |  E: cornelia.stifter@hilton.com | A: Hilton Vienna (C&E DESK) Am Stadtpark 1, AT-1030 Wien, Austria
Deliveries for EPCA will be accepted from 22 September 2023. The acceptance of goods is open from 07:00 AM - 15:30 PM
❗ Ensure to coordinate your material delivery and set-up/dismantling times accordingly and use the SHIPPING LABEL provided here.
Food & Beverage, please use the following form: Hilton Vienna F&B Form

Further information concerning the logistics at the Hilton Vienna Park are available on this Hilton Event Service Guide.

Suppliers:

You are free to bring in your own supplier in line with the venue (hotel) regulations.

Deliveries, Food & Beverage: Hilton Park Vienna

Cornelia Stifter |  E: cornelia.stifter@hilton.com 
A: Hilton Vienna (C&E DESK) Am Stadtpark 1, AT-1030 Wien, Austria

Deliveries for EPCA will be accepted from 22 September 2023. The acceptance of goods is open from 07:00 AM - 15:30 PM
❗ Ensure to coordinate your material delivery and set-up/dismantling times accordingly and use the SHIPPING LABEL provided here.

Food & Beverage, please use the following form: Hilton Vienna F&B Form

Further information concerning the logistics at the Hilton Vienna Park are available on this Hilton Event Service Guide.

Note: no obligation from your side to order from below, just an additional service.

Business Incubator Pods: SEG live Vienna

T: +43 1 205 551 7052 | M: +43 650 802 8022 | E: vienna@seg.live
Example: SEG Gold Booth example - SEG Silver Booth example
Other furniture - shop: SEG Exhibitor Shop 2023 - Order Form: SEG Order Form 2023

Branded Merchandise: Creator Meeting Support

Check out the online ordering tool or contact Steffen Kalverboer | Tel: +31 10-2763113 | E: steffen@creatormeetingsupport.com mention EPCA57 Annual Meeting.

Audio-Visual Supplier and Coordinator: SEG live Vienna

T: +43 1 205 551 7052 | M: +43 650 802 8022 | E: vienna@seg.live

EPCA Staff:

Registration, meeting tables and hotel bookings:

EPCA team is happy to help!
Registration: Email meetings@epca.eu for any concern or query concerning your registration or phone +32 2 741 86 60
For booking meeting rooms/tables please contact hotels@epca.eu or phone +32 2 741 86 65

Logo placement, LinkedIn (Storychief), marketing:

Silke is your person! E: communications@epca.eu | T: +32 2 741 86 62

Membership and stakeholder engagement:

General membership questions members@epca.eu
General sponsorship questions sponsors@epca.eu 

Business Incubator Pods (BIP)

The Business Incubator Pod space is an area made available to our Gold (±12-15m²) and Silver (7.5-9m²) Sponsors, if wished.

Ground Level                                                                      Mezzanine Level       

You can furnish the Business Incubator Pod space as you see fit, in a way that is eye-catching, fun and promotes your company and cause.
EPCA provides the assigned floor space only (mark out by SEG live Vienna).

❗ TIMING:
Set-up Monday 25-Sep-2023 in the morning between 08:00 - 12:00.
Dismantling Thursday 28-Sep-2023 as of 17:00 and done by 20:00.

mock-up pictures (non contractual)

Bring in your own roll-up, stand equipment or contact SEG live Vienna T: +43 1 205 551 7052 | M: +43 650 802 8022 | E: vienna@seg.live deadline for orders with SEG live: 10 August 2023

For deliveries, storage etc. please liaise with Cornelia Stifter | A: Hilton Vienna (C&E DESK) Am Stadtpark 1, AT-1030 Wien, Austria |  E: cornelia.stifter@hilton.com
Deliveries for EPCA will be accepted from 22 September 2023. The acceptance of goods is open from 07:00 AM - 15:30 PM
Ensure to coordinate your material delivery and set-up/dismantling times accordingly and use the SHIPPING LABEL provided here.

Further information concerning the logistics at the Hilton Vienna Park are available on this Hilton Event Service Guide.

❗ NOTE: Public areas (outside of your allocated space) such as the foyer etc. are not available for branding.

Sponsored sessions and seminars

SPONSOR RESPONSIBILITIES:

• At the beginning of the session, the sponsor must remind participants about the importance of competition law compliance and take all reasonable precautions to ensure compliance during the session.
• Access to the sponsored seminar is for registered delegates (wearing the EPCA Annual Meeting badge) only.

TIMING & DEADLINES - 15 August 2023 DEADLINE:

• A draft presentation must be shared by the sponsor with EPCA for review by the competent lawyer.
• All presenters must be registered for the 57^th Annual Meeting
• AV Requirements: A dedicated team will be on hand throughout the event to assist you with any audio-visual requirements that you may have. If you have any special additional AV requirements over and above the provision stated below (e.g. use of different tools such as sli.do or other), please notify and order with the dedicated AV Team by 15^th of August 2023.

❗ NOTE: Public areas (outside of your allocated space) such as the foyer etc. are not available for branding.

Session allocation:
Sponsored sessions are fully organized and coordinated by the session host (sponsor) at the scheduled time and allow the company to take advantage of the presence of EPCA Annual Meeting participants.

GOLD Sponsor session: Up to 90 minutes are fully organized and coordinated by the session host (GOLD sponsor) at the scheduled day and time covering aspects of the day theme.
Silver Sponsor session: Up to 45 minutes are fully organized and coordinated by the session host (silver sponsor). Scheduling of session slots is based on the topic of the proposed session in line with the day theme, the receipt of sponsor payment and follows the principle of first come, first served.

❗ Important information:
The seminar will be simultaneously broadcast live through EPCA's YouTube Channel, allowing virtual delegates to watch the session live.
The seminar will be recorded like all other AM sessions. Registered delegates will be able to watch the replay after the Annual Meeting.
The presentations given will be made available in PDF format on the event website.

Tuesday 26-Sep until Thursday 28-Sep-2023 | Room: EPCA Main Session Room (Hilton, Grand Park Hall 2&3)

non-contractual image

EPCA covers the room rental, set-up for 350 participants, stage, lectern, audio and sound (lectern mic, up to 6 additional microphones), projection on LED wall (presentations in 16:9 format). 

Material:

• Stage equipped with a LED wall (16:9 presentation format)
• Lectern with fixed microphone(s)
• Up to 6 headset and/or 4 handheld microphones
• Up to 6 chairs with a small table on stage

Each sponsor will be provided with a 30-minute pre-session time for set-up and testing. It is important to note that any set-up must be dismantled within 30 minutes after the allocated session time has ended.

Audio-Visual Supplier and Coordinator: SEG live Vienna

T: +43 1 205 551 7052 | M: +43 650 802 8022 | E: vienna@seg.live

Venue, Set-up and Food & Beverage: Hilton Park Vienna

Cornelia Stifter |  E: cornelia.stifter@hilton.com | A: Hilton Vienna (C&E DESK) Am Stadtpark 1, AT-1030 Wien, Austria
Deliveries for EPCA will be accepted from 22 September 2023. The acceptance of goods is open from 07:00 AM - 15:30 PM
❗ Ensure to coordinate your material delivery and set-up/dismantling times accordingly and use the SHIPPING LABEL provided here.
Food & Beverage, please use the following form: Hilton Vienna F&B Form

Further information concerning the logistics at the Hilton Vienna Park are available on this Hilton Event Service Guide.

Sponsorship Package Deliverables:

EPCA.eu Website

www.epca.eu (until the end of calendar year 2023)
For queries or changes contact Silke E: communications@epca.eu | T: +32 2 741 86 62

Logo placement on event page: epca57.eu

Available to sponsorship categories: ✅ Gold | ✅ Silver | ✅Bronze

Premium logo placement on EPCA homepage: epca.eu

Available to sponsorship categories: ✅ Gold | ❌ Silver | ❌Bronze

Event Website

For queries or changes contact Silke E: communications@epca.eu | T: +32 2 741 86 62

Placement in sponsor's roster

In line with the selected sponsorship category:

2022 example

Placement on the event landing page

Available to sponsorship categories: ✅ Gold | ✅ Silver | ❌Bronze

Prominent placement on event landing page

Available to sponsorship categories: ✅ Gold | ❌ Silver | ❌Bronze

Prominent placement on Program (day)

Available to sponsorship categories: ✅ Gold | ❌ Silver | ❌Bronze

Placement in programme

Available to sponsorship categories: ✅ Gold | ❌ Silver | ❌Bronze

SOCIAL MEDIA (June – November)

For queries or changes contact Silke E: communications@epca.eu| T: +32 2 741 86 62

LinkedIn posts

Available to sponsorship categories:
✅ Gold (six - 6) | ✅ Silver (three - 3) | ✅ Bronze (one - 1)

To be prepared by the sponsor in StoryChief.
The sponsor is responsible for inserting all details for the LinkedIn Post in line with EPCA's Dos and Don'ts https://epca.eu/dos-donts that you would like to propose for the #EPCA57. This will then be reviewed by EPCA's compliance team (external lawyer) and once approved, it will be published. You can share your publication week preference in the comments section. StoryChief is very intuitive, if you have any questions the chat function on the bottom right and/or StoryChief’s HelpCenter https://help.storychief.io/en/collections/340913-user-workspace-management / https://help.storychief.io/en/articles/4858952-guest-writers will guide you.

EMAILS (June – November)

For queries or changes contact Silke E: communications@epca.eu | T: +32 2 741 86 62

Logo positioning in EPCA Quarterly Newsletter

Available to sponsorship categories:
✅ Gold (prime position) | ✅ Silver (roster) | ✅ Bronze (roster)
- Q1 Newsletter (Wed, 29 Mar 2023 - no confirmed sponsor)
- Q2 Newsletter (Thu, 15 Jun 2023 - sponsors)
- Q3 Newsletter (Fri, 15 Sep 2023 - sponsors) 

Logo placement in AM event email campaigns

Available to sponsorship categories:
✅ Gold (prime position-header) | ✅ Silver (roster) | ✅ Bronze (roster)

• Promotional email 26/04/2023 - 57th Annual Meeting of EPCA - Registration will open on 15 May 2023
• Promotional email 15/05/2023 - 57th Annual Meeting of EPCA - Registration OPEN
• Promotional email 22/05/2023 - 57th Annual Meeting of EPCA - One week left to enjoy the Early Bird rate
• Promotional email 29/05/2023 - 57th Annual Meeting of EPCA - Last day to save! Early bird bird rate ends today! 
• Promotional email 07/06/2023 - 57th Annual Meeting of EPCA - Registration open!
• Promotional email 04/09/2023 - Secure Your Spot: EPCA's 57th Annual Meeting Program Revealed! Register Today!
• Promotional email 05/10/2023 - Thank You for Your Participation in #EPCA57 - Collaboration for Impact!

One (1) E-mail to all registered attendees between June and November excl. period 15-30 September 2023

Available to sponsorship categories: ✅ Gold | ❌ Silver | ❌ Bronze

❗ DEADLINE: Content to be provided by the sponsor four (4) weeks before the desired mailing date (between June and November excl. period 15-30 September 2023), to be sent by the sponsor for approval.

GOLD Sponsor can propose one (1) emailing. Please insert all details for the email you would like to propose in StoryChief. This will then be reviewed by EPCA's compliance team (external lawyer) and EPCA. Once approved, it will be published accordingly to availability. You can share your publication week preference in the comments section of StoryChief.

EVENT MATERIAL (June – November)

Placement in sponsor's roster

In line with the selected sponsorship category:

example 2022

Use of the official EPCA AM seal

- Social Media Card / Banner - I’m attending
- Social Media Card / Banner - Plain
- Small signature banners

EVENT SHOUTOUT

Recognition during Business Sessions (on roster slide)
In line with the selected sponsorship category:

Dedicated day (opening)

Available to sponsorship categories: ✅ Gold | ❌ Silver | ❌Bronze

❗ 15 August 2023 DEADLINE: Content to be provided by the sponsor to EPCA for approval.

COMPLEMENTARY ACCESS

Complimentary in-person tickets (non-transferable)
✅ Gold (six - 6) | ✅ Silver (four - 4) | ✅ Bronze (two - 2)

REGISTRATION PROCESS

Please register for the event by following this step-by-step guide: How to Register

Additional terms and conditions governing the sponsorship

As outlined on and referred hereto:

1. Sponsorship Package Policy:  EPCA57_AM_Sponsorship_2023_Packages.pdf
2. Guidelines regarding competition law: https://epca.eu/dos-donts
3. Deadlines: https://www.epca57.eu/sponsors#section-deadlines 

1. Trademark, logos, texts, sounds, images, videos and other material provided by the Sponsor to EPCA must be in a quality sufficient to be used for the purpose intended in the exact format communicated by EPCA upon the signing of this agreement and to the address indicated by EPCA. Images and video may be subject to additional technical requirements, as will be communicated by EPCA as well.  
2. EPCA is granted a limited authorization to use the Sponsor’s trademark, logo and image, thought marketing, marketing material, and other elements provided by the Sponsor to EPCA, for the performance of EPCA’s obligations in relation with the sponsorship.
3. The Sponsor guarantees that any material and content provided to EPCA (such as, but not limited to, logos, images, content of posts, downloads, promotional videos, content of tailored promotion, etc.) is accurate, correct and complete and that the publication of such material and content does not infringe third party’s rights, such as for instance the reputation of third parties or their intellectual property rights. Among other things, the Sponsor will clear all IP-rights necessary for the use of the content contemplated in the agreement, including but not limited to all copyright and neighboring rights, and hereby grants a free, non-exclusive and worldwide license to EPCA on all content provided by the Sponsor, for the duration of copyright and for use on EPCA’s communication channels such as website, in emails and in all social media, as well on all printed mediums and at EPCA’s events; the Sponsor will ensure that the authors of the content provided to EPCA have waived their right to be indicated as authors and do not oppose to editing of their content by EPCA, insofar as legally permitted and to the extent necessary.
   The Sponsor will equally collect and provide all authorizations needed to use personal data processed in such material, insofar as necessary.
   The Sponsor holds EPCA harmless against any recourse of third party claiming that the use of material or content provided by the Sponsor infringes third party’s rights. EPCA can refuse to publish any material and can delete at any time material already published, if it can be reasonably considered that some material may infringe third party rights, is not relevant (anymore), may be detrimental to EPCA or infringes any other provision of the present terms and conditions. EPCA can also elect to delete any material after the end of the agreement but is not under an obligation to do so.
   Content provided by the Sponsor will always be clearly and prominently labelled as content provided by external sources and will be accompanied by a disclaimer indicating that (i) the contribution expresses only the views of the author, (ii) does not represent the views of EPCA or its members and (iii) EPCA bears no responsibility for the content of the published article nor for the content of external websites linked to from EPCA's website or other media channels.
4. Unless agreed otherwise in writing with EPCA, EPCA grants no exclusivity to the Sponsor: other Sponsors may be mentioned as sponsors as well;
5. Compliance with competition law is one of EPCA's core values. Compliance must be ensured at all times during the duration of the sponsorship agreement, including any one-to-one meetings or events in which the sponsor may participate in the context of the Annual Meeting. In all its communications and activities under the present agreement, the sponsor must refrain from addressing sensitive market information (unless it is legitimately in the public domain) and topics such as quantitative market analysis and projections, in particular where this includes forward-looking data and projections on prices, costs, production capacity, demand, margins, promotion of a company, etc. Topics that can be addressed are general topics of interest to the industry on climate change, emission reduction targets, CO2 emissions reduction, CCS and other decarbonizing technologies, circular economy, etc., global events and their socio-economic impact (e.g. Covid-19), regulatory and legislative developments and government initiatives, Diversity and Inclusion, Leadership programmes, promotion of STEM to the younger generations, Digitisation as an enabler of greater sustainability, etc.
   Also, the content and information provided by the Sponsor should focus only on facts and events in the public domain and report on historic and aggregated data. In compliance with the EPCA guidelines regarding competition law, content may not reveal individual company positions, strategies or future market conduct. It should be informative and provide added value for EPCA members.
   If the Sponsor participates to a panel or is involved in the organisation of an event and is requested to make a presentation, the topic will have to be submitted to EPCA for consideration and approval in advance with a presentation of the topic, the main initiative and how the Sponsor wants to present this.
   The Sponsor will always abide to all rules regarding competition law and also follow EPCA guidelines regarding competition law as outlined on https://epca.eu/dos-donts (and as may be amended from time to time by EPCA).
6. Sponsorship is not refundable, even in case some of the benefits foreseen cannot be granted to the Sponsor (including if the Annual Meeting is cancelled or is postponed, or the format of the Annual Meeting, its duration or its content are changed), provided (i) the reasons for which the benefits cannot be granted are outside of the reasonable control of EPCA or (ii) the granting of the benefit would require more than reasonable commercial efforts on the side of EPCA.
7. EPCA’s obligations under the present agreement are all obligations of reasonable efforts only. Among others, EPCA will undertake commercially acceptable efforts to detect, prevent and remedy problems:
   - in the performance of this agreement;
   - in the organization and the conduct of the Annual Meeting.
   EPCA can however never be held liable for technical issues (such as problems of downtime of website, the event app or other communication channels, problems of display of images on screen, connection issues, computer viruses, interventions of third parties, etc.) and for possible problems of image rendering on screen or on printed media. Also, EPCA can never be held liable for the content of the speeches and opinions expressed by third parties, including the speakers at the Annual Meeting.
   The liability of EPCA in relation to this agreement is in any case limited to the amount paid by the Sponsor under this agreement.

8. EPCA is entitled to terminate the agreement without judicial intervention in case the Sponsor’s reputation and good standing would be under discussion and EPCA has reasonable reasons to believe that the use of the Sponsor’s trademark or logo, image or other elements could affect EPCA’s own reputation or the attractivity of EPCA’s in general and of its events. In such case, the amount to be paid by the Sponsor for the sponsorship will still be due.
9. Any party can terminate the agreement if the other party seriously breaches one of its obligations under this agreement, provided that breach is not remedied within a period of fourteen (14) days after date of sending of a registered letter to the party in breach (accompanied by an email to the address indicated in the heading of this agreement - or to johann.lenhart@epca.eu if the letter is addressed to EPCA), which contains a description of the breach and a reference to this provision. If the breach cannot be remedied, the agreement can be terminated immediately with a registered letter (accompanied by an email to the address indicated in the heading of this agreement - or to johann.lenhart@epca.eu if the letter is addressed to EPCA), without notice and without judicial intervention.  Any breach of the obligations of the Sponsor under provisions 3 or 5 of the agreement will be considered as a serious breach. The parties expressly agree that in case of a termination on the basis of this provision 9, no termination compensation whatsoever shall be due to the party in breach of its obligations.