You can register your staff (including exhibitors, booth staff and any speakers) using the Cvent Portal. Each pass gives full access to the entire conference. You will receive an invitation to join the portal via email after you are confirmed as an exhibitor at FreedomFest. 

Additional passes can be purchased at the discounted rate of $350 each. Contact us at 855-850-3733 ext 203 or email [email protected] if you would like to add passes to your account. 

Exhibit Hall Schedule

Wednesday, July 21

10:00 am Registration and Load-In Begins
5:00 pm  Booth Set Up Must Be Complete
7:00 pm Welcome Reception and Grand Opening of the Exhibit Hall

Saturday, July 24

2:00 pm Load-out Begins
5:00 pm Booths Must Be Clear
6:00 pm Shipping Must Be Complete

Exhibit Hall Hours

Wednesday, July 21 7:00 pm – 8:30 pm
Thursday, July 22    7:30 am – 4:30 pm
Friday, July 23         7:30 am – 4:30 pm 
Saturday, July 24    7:30 am — 2:00 pm

Exhibit Booth Details

We have several types of exhibit spaces:

  1. Exhibit Tables (Bronze): 6ft tables with two chairs, wastebasket, black table skirt, and ID sign. Located around the perimeter of the space close to the entrance and bookstore areas
  2. Exhibit Booths (Silver, Gold): 8×10 booth spaces with 8′ black skirted table, 8′ high back and 3′ side black pipe-and-drape, two chairs, wastebasket, and ID sign.
  3. Premium Exhibit Booth (Platinum): 8×10 booth spaces with 8′ black skirted table, 8′ high back and 3′ side black pipe-and-drape, two chairs, wastebasket, and ID sign located at prime locations around the exhibit hall
  4. Premium Double Exhibit Booth (Diamond): 8×20 booth spaces with two 8′ black skirted tables, 8′ high back and 3′ side black pipe-and-drape, four chairs, wastebasket, and ID sign located at prime locations around the exhibit hall
  5. Media Row: 8×10 booth spaces with 6ft table, back and side pipe-and-drape, two chairs, wastebasket, and ID sign located at designated Media Row around the exhibit hall and in the main foyer. Some spaces may be shared.

Please note: Booths are assigned based on a variety of factors including sponsorship level, area of expertise, time of signing, and creating a general flow to the hall. Booth assignments will be finalized in mid-May.

Exhibit Hall Floor Plan

Rushmore Plaza Civic Center – Ground Level

Rushmore Plaza Civic Center – Upper Level

Exhibitors can order electrical, internet, AV and additional basic furnishings (6ft tables, chairs, rounds, high boys, etc) from the Rushmore Plaza Civic Center.

Contact Information:

Electrical, Internet, Furnishings
Tanya Gray
Event Services Manager
Rushmore Plaza Civic Center
Direct: 605-394-4115 Office
Fax: 605-394-4119 Fax
Email: [email protected]

 

Audio/Visual Orders
David Owen
Production Manager
Rushmore Plaza Civic Center
Cell: 605-381-0233
Direct: 605-718-7103 ext. 7140
Email: [email protected]

Price Lists and Order Forms

FF21 Vendor Order Form

Download

You will send your shipments directly to Rushmore Plaza/The Monument. Use the downloadable label below to properly identify your shipments to the Rushmore Plaza.

The convention space can receive your booth materials starting Monday, July 12 up to July 21. Whatever they receive, they will store and deliver directly to your booth before exhibitor load-in begins on Wednesday, July 21 at 10 am. Your items will be waiting for you at your booth. RPCC will also store any containers for the duration of the show, and will bring them back to your booth by 2 pm on Saturday, July 24 for exhibitor load-out.

There are no receiving charges for shipping to the convention center. You can use any shipping carrier you prefer (FedEx, UPS, USPS, DHL, etc). Please make sure the boxes and containers include the information above on the exterior of the shipped item so that RPCC can clearly identify you and your booth number.

Use this address, or print the form below:

Rushmore Plaza Civic Center
Freedomfest Vendor – Booth #___
444 Mt Rushmore Road N
Rapid City, SD 57701

Download

FreedomFest will arrange drop ship options at the convention center from UPS and FedEx on Saturday, July 24. 

Out-bound Shipping Contact Information:

UPS
1430 Haines Ave Unit 108, Rapid City SD 57701
Phone: 605-343-2211
Email: [email protected]
Website

Details for UPS:

  • Exhibitors will need to provide their own packing supplies. Specialty packing would be taken to the store for completion.
  • Exhibitors will need to provide their own printed shipping labels.
  • The UPS Tariff/Terms and Conditions of Service is available here: https://www.ups.com/assets/resources/media/en_US/terms_service_us.pdf
  • The summary is that UPS parcel services limit weight and size to 150lbs/165 inches length and girth.
  • UPS Freight services offering higher maximums are available upon request but will need to be arranged in advance.

FedEx
540 Deadwood Ave, Rapid City, SD 57702
Phone: (800) 758-0455
Website

  • Exhibitors will need to provide their own packing supplies. 
  • Exhibitors will need to provide their own printed shipping labels.
  • Packages under 150 pounds will be shipped via ground/express. 
  • Packages over 150 pounds will be shipped on LTL freight shipping network.

The FreedomFest Forum blog is promoted to all our attendees online, via email and in social media posts. All exhibitors are eligible to submit editorial articles on their area of expertise to the FreedomFest Forum.

Guidelines:

  • article of 700 – 1,200 words on your area of expertise (preferably matched with the subject of your session at FreedomFest)
  • articles can be original or reprinted from another publication (assuming you have reprinting rights)
  • 2-3 images are required, but they need to be free of copyright infringement (1000px width, minimum 72pt-300pt resolution, jpg, png or gif) Images need to be under 1MB.
  • Submit images as separate files.
  • We strongly encourage you to mention your session title or booth at FreedomFest, if applicable
  • Submit your blog post as a Word document with images as attachments (jpg, png, gif).  (Unfortunately, we’re unable to create a forum post from a webpage or PDF.)

You will be listed as the author of your article on the FreedomFest Forum.Your article will be highlighted on all FreedomFest social media platforms and emailed out to our entire list.

Booking and Submission:

Please select the date you would like your article published on the following link.

www.visibook.com/freedomfest

Please note that only Thursday are reserved for Forum Posts (select the 12:00 AM time on the day of your choice to proceed. Your Forum post article is due no later than the Monday before your selected Thursday date.)

Send your article and images to FreedomFest at [email protected].

Gold, Platinum and Diamond sponsors have 50-minute breakout sessions to use for their own programming. AV is provided and rooms range in size from 100-250 people. We make the best possible effort to schedule your session at the best possible time, and without conflicts in terms of competing topics.

Platinum and Diamond sponsors are also scheduled for main stage general session panels and interviews, ranging from 5-30 mins depending on the size of the panel. We work to schedule these for best possible impact and time to follow up in the exhibit hall.

Breakout Session and Room Set Up Information

If you have a breakout sessions with your sponsorship, review the following details:

  • Breakout sessions are 50 minutes long; we recommend leaving 5-10 mins at the end for audience Q&A
  • Rooms are set up in theater or classroom style, with capacities ranging from 75 to 200. The Fine Arts Theater has a larger capacity for general session; you can expect 250+ attendance during breakout sessions timeslots if you are scheduled in that room for your breakout session.
  • Rooms are set with standard AV: Screen, projector with HDMI connectors and mics for the main podium, panel table and audience. Bring your own laptop and any adaptors you need for your laptop.
  • With the exception of some financial sessions, all breakout sessions are audio-recorded (video-recorded in the Fine Arts Theater) so sessions can be sold after the conference. This improves the exposure for your breakout session.
  • We recommend making sure you and all audience members speak clearly into the mic.

If you need additional AV, or wish to make arrangements to do your own video or audio recording, contact:

David Owen, Production Manager
Rushmore Plaza Civic Center
Email: [email protected]
Cell: 605-381-0233
Direct: 605-718-7103 ext. 7140

General Session Appearances

For general session panel or stand-alone speeches on the main stage, please have speakers arrive in the backstage area, accessible on either side of the stage, AT LEAST 30 MINS ahead of the scheduled panel or speech start. There is a green room backstage. THIS MAY SEEM EXCESSIVE BUT THE CREW NEEDS TIME TO PROPERLY MIC EACH SPEAKER AND THE STAGE MANAGER NEEDS TIME TO BE SURE EVERYONE IS PRESENT FOR A TIMELY AND PROFESSIONAL RUNNING OF THE CONFERENCE.

Provide visuals or presentations (jpg, pptx, mp4) to the sound board at the back of the house in the Fine Arts Theater at least 30 mins or more before the start of your session.

Additional information will be sent directly to speakers. Moderated panels will be coordinated in a direct email to all panelists in early June.

DUE TO DELAY IN BOOTH ASSIGNMENTS, THE PROGRAM AD DEADLINE CAN BE EXTENDED TO JUNE 7 – OR SEND IN WITH THE BOOTH SPACE OPEN AND OUR DESIGNER WILL ADD IT IN.

Attendees use the printed program throughout the conference. Promote your booth, session, product, organization and more in an ad in the printed program. Available in 1/4, 1/2 and full page sizes. Premium placement gives highest visibility and has limited spots available.

Platinum sponsorships include a 1/4 page ad. Diamond sponsorships include a 1/2 page ad.

Ads due to [email protected] by June 1 (can be extended to June 7 if needed).

Pricing:

1/4 Page – $295
(3.85″ x 5.35″)

1/2 Page – $495
(8″ x 5.35″)

Full Page – $995
(Trim size: 9″ x 12″ Live Area: 8.25″ x 10.25″ Bleed .125″)

Full Page with Premium Placement – $1995

Specifications:

  • PDF or jpeg formats accepted.
  • Include/embed all artwork and fonts
  • Max density (total coverage area) is 300%
  • Image resolution is 300dpi, Line illustration is 2400 dpi.
  • CMYK or grayscale only. Convert any spot colors to CMYK.
  • Do not use characters such as (“()&^%$#@!{}[]|’:; in file names

Stand out even more with a program bag product or other printed insert. Diamond and Platinum sponsorships include a program insert. Program bag inserts can be added to a sponsorship for $795. Email us at [email protected] if you wish to add this to your sponsorship package.

Small products, merchandise, publications or promotional items are welcome. Sponsor is responsible for printing/manufacturing and shipping/delivery by deadline.

Quantities will be confirmed by early June but sponsors should anticipate sending approximately 2500 items. Shipments can arrive between June 21 and July 7. Shipments arriving after July 7 may not be included in the program bag.

Ship to:

FreedomFest Program Bag
c/o Rushmore Plaza Civic Center
ATTN: [YOUR COMPANY/ORG NAME]
444 N Mt Rushmore Rd
Rapid City, SD 57701
Box __ of __

Special Discounts!

Order your printed materials from one of our preferred vendors and receive a discount on your printing charges.

4imprint.com

Use code B1230 for 10% off your order. Order online at https://www.4imprint.com or contact Jennifer Stratton at  to place your orders.

Diamond and Platinum exhibitors have general session digital ads that appear on the main stage screens throughout the conference days. Other exhibitors can purchase a general session digital ad for  $795.

Logos or simple visual ads with minimal text work best.

Specs:

  • 16×9 ratio
  • 1920×1080 resolution (or better)
  • JPG or PDF format, vector files also are accepted

Submit to [email protected] between June 1 and July 1.

Platinum sponsors will be highlighted in at least one major email blast in the months leading up to the conference.

Diamond sponsors will be able to send a dedicated email blast with their own content to our attendee list either before or after the conference.

A limited number of additional email mentions ($395) and dedicated email blasts ($1995) are available for purchase.

Specs for Dedicated Email Blasts:

  • content copy (700 – 1,200 words) 
  • 2-3 images free of copyright infringement (1000px width, minimum 72pt-300pt resolution, jpg, png or gif) Images need to be under 1MB.
  • Submit images as separate files.
  • We strongly encourage you to mention your session title or booth at FreedomFest, if applicable
  • Submit your email content as a Word document with images as attachments (jpg, png, gif).  (Unfortunately, we’re unable to create a forum post from a webpage or PDF.)

Choose Your Maildate:

Use the dates provided on our calendar to select your preferred date for your dedicated email blast. We limit the number of emails per week to protect the effectiveness of the list.

www.visibook.com/freedomfest

Submit Your Content:

Submit your content  at least one week before your selected mail date to [email protected]

One of the most effective ways to maximize your FreedomFest exhibiting experience is to be able to follow up with the people who stop by your booth or attend your session through the Cvent LeadCapture system.

Using their handheld device or your own phone/tablet with the app, you can quickly scan any attendee’s badge and obtain important contact information (such as email, phone, city/state/zip, full name) when they stop by your booth.

We recommend you sign up for your LeadCapture license(s) now. Just go to the Cvent Exhibitor Portal and select the “Buy Licenses” option from the homepage.


There will be a dedicated Cvent LeadCapture technician onsite as well, to help you with any logistical issues.

Once you return home, you’ll be able to download all the leads you captured during your conversations at FreedomFest and follow up with attendees from the conference.

Deadlines:

JUNE 22
Early Bird Pricing on License with Scanning Devices ($299.00/each)

JULY 6
Standard Pricing on License with Scanning Devices ($349.00/each)

JULY 21
Last Minute Pricing on License with Scanning Devices ($399.00/each)

If you are going to use your own device with the app, there’s no deadline with a related discount. To order your Lead Capture License or Device ($249/first license, $149/additional), please go to the Cvent Exhibitor Portal.

Make a stronger connection with donors, members, supporters, investors and clients via a hospitality event. Plan a hosted luncheon, breakfast, reception or suite before, during or after the conference day.

In Rapid City we have a wide range of venue options. As conference planners, we have visited and worked out initial details with the following venues and caterers.

Rushmore Plaza Conference Center
Various entertaining spaces
Onsite Catering

Holiday Inn – Rushmore Plaza
Black Hills Ballroom
Dakota Ballrooms
Atrium 
Board Room
Onsite Catering

Dahl Arts Center
Art Galleries
Mural Cyclorama Room
Events Center
Catering through Hotel Alex Johnson
Wine/Beer through the Dahl Arts Center

Hay Camp Brewery
Event Space (stage)
The Commons
Catering through Hotel Alex Johnson
Crafted Beer through Hay Camp Brewery

The Rushmore Hotel
Enigma Room
Washington Room
Onsite Catering

Hotel Alex Johnson
Yesterday’s Ballroom
Lincoln Room
Jefferson Room
Onsite Catering

The Journey Museum
Event Space
Board Room
Museum Galleries
Catering through Hotel Alex Johnson
Wine/Beer through The Journey

Murphy’s Pub
Outdoor Space with Bar and Private Dining Space
Speakeasy
Onsite Catering

More options available. Contact us at [email protected] or call 855-850-3733 ext 203 to discuss the best options for your hospitality event.

*For Diamond sponsors only. Each Diamond will be able to select an exclusive and highly impactful premium branding benefit on a first-come, first-serve basis.

Choice Options:

    • App Branding – your logo exclusively appears on the FreedomFest app
    • Registration Kiosk Branding – your logo exclusively appears on the splash page of all registration kiosks
    • Website Footer Branding – your logo exclusively appears on the footer of the FreedomFest website until the end of the 2021 conference
    • Program Guide Cover – your logo exclusively appears on the front cover of the FF21 Program guide
    • Exterior Banner Branding – your logo exclusively appears on the banners hung on the exterior of the civic center (pending)
    • Concourse Signage Branding – your logo exclusively appears on all FF21 signage in the hallways

Custom Add-ons
and Enhancements

Sponsorship Expansions:

Bringing more folks? Additional exhibitor passes for booth staff and speakers can be purchased at a discounted rate.

Want more space in the exhibit hall? You can add an adjacent additional booth or have a second booth elsewhere in the hall.

Breakout sessions are limited, but if you want to expand your programming, it may be possible to purchase an additional 50-min session. Roundtables and conversation circles may also be available.

Print Promotions:

Attendees use the printed program throughout the conference. Promote your booth, session, product, organization and more in an ad in the printed program. Available in 1/4, 1/2 and full page sizes. Premium placement gives highest visibility and has limited spots available.

Attendees use the printed program throughout the conference. Promote your booth, session, product, organization and more in an ad in the printed program. Available in 1/4, 1/2 and full page sizes. Premium placement gives highest visibility and has limited spots available.

Attendees use the printed program throughout the conference. Promote your booth, session, product, organization and more in an ad in the printed program. Available in 1/4, 1/2 and full page sizes. Premium placement gives highest visibility and has limited spots available.

Attendees use the printed program throughout the conference. Promote your booth, session, product, organization and more in an ad in the printed program. Available in 1/4, 1/2 and full page sizes. Premium placement gives highest visibility and has limited spots available.

Stand out even more with a program bag product or other printed insert. Small products, merchandise, publications or promotional items are welcome. Sponsor is responsible for printing/manufacturing and shipping/delivery by deadline.

Have your publication or fliers placed at designated, strategic times on the seating in the general session room.

Your logo will appear on the column branding that greets all attendees as they enter the meeting space at the nexus of the two main hallways.

Your logo will appear on the printed badge that all attendees must wear through the conference.

Your logo will appear on the printed lanyard that all attendees wear with their badges through the conference.

Your logo will appear on the program bag that all attendees receive upon check-in. These bags are very popular and used throughout the conference and beyond.

Your logo and branding will appear on the outer shell of all the registration kiosks used by attendees at the self-registration and full-registration counters throughout the conference.

Sponsor one of the official FreedomFest buses that attendees will use several times a day to get from their hotel to the conference venues. Your logo will be on exterior bus signs, on all shuttle stop signage, in the program and transportation webpage, and anywhere else the bus system is mentioned. Plus, you can create content to play continuously on the screens inside the bus.

hospitality options:

*starting cost (additional catering or venue rental fees may apply) $495*

Inform or entertain by engaging with potential investors, clients, donors, supporters or attendees in a hospitality hosted event – breakfast, lunch, dinner, reception and hospitality suite options. We will work with you to find the perfect venue for your event in the charming downtown area. Options include a wide range of venues, including hotel ballrooms, museums sites, art galleries, brewery, pubs, private dining rooms and more. Venue cost, catering and AV set up may vary, and we will work with you to plan an event according to your budget.

Water stations in the exhibit hall will be branded with your logo and  literature.

The charging station in the attendee lounge in the exhibit hall will be branded with your logo and literature.

The entire attendee lounge in the exhibit hall will be branded with your logo and literature.

Make sure your sponsorship leaves that final lasting impression with a table sponsorship of the Celebratory Farewell Reception & Banquet. Always an amazing celebration to conclude FreedomFest, a table sponsorship entitles the sponsor to:

  • 8 banquet tickets
  • a reserved VIP table at the front of the banquet
  • recognition of sponsorship in all marketing and branding
  • recognition from the stage
  • listing in the commemorative dinner program  

Limited number of sponsorships available.

Signage and recognition from the main stage, program, app and website with your logo and literature during the day’s coffee breaks.

Signage and recognition from the main stage, program, app and website with your logo and literature during the day’s attendee breakfast in the exhibit hall.



Digital Promotions:

Connect directly with FreedomFest attendees by email with your content and on a date of your choosing (first come, first served). You may choose a post-event date to follow up with a special offer or invitation.

Your sponsorship will be highlighted in a major email blast to the FreedomFest attendee list in the weeks leading up to FreedomFest.

Your sponsorship will be highlighted in a social media post to all FreedomFest platforms in the weeks leading up to FreedomFest.

Your sponsorship will be highlighted on the FreedomFest website (Sponsor page, Program page, and/or Agenda page) ongoing leading up to the conference.

Your ad will appear on the app throughout the conference.

You can purchase additional Forum post opportunities. Forum posts are shared on the FreedomFest website, social media and in email blasts.

Your logo/ad will appear on the main stage screen throughout the conference (both general session and breakout sessions timeframes).

Schedule alerts about your upcoming sessions or to visit your booth during the conference via text.

Your booth will be highlighted in the app exhibit hall map throughout the conference.

contact us

Contact Valerie Durham, Executive Director, or Hayley Aragona, Conference Coordinator, at [email protected] or call 855-850-3733 ext 203 to discuss your sponsorship at FreedomFest.