Event Information - 2016 Oklahoma Vape Jam

Event Information
August 11-14, 2016
Cox Convention Center
Oklahoma City
Website: http://okvapejam.com
Phone: (405) 703-6549
Email: [email protected]
Event Summary
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Vape Jam LLC Presents the second annual Oklahoma Vape Jam on August 11-14,
2016 at The Cox Convention Center in Oklahoma City
Vape Jam will be a 3-Day event featuring business and industry activities on Friday,
August 12th, and a concert expo and festival activities on Saturday, August 13th
through Sunday, August 14th.
Vape Jam will also feature a series of competitions between flavor vendors for the
Oklahoma Flavor Awards, and host the 2016 Vape Olympics semifinal and final
rounds.
Various sponsorship packages will be available for exhibitors, vendors, and product
manufacturers to receive valuable exposure from this event.
Event Purpose
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To create a world-class program for the benefit of the vape industry, consumers, and
the Oklahoma community at large.
To bring vape industry vendors from around the globe to Oklahoma City, one of the
largest markets for vapor products in the world.
To increase awareness and dispel misinformation about vapor products and promote
smoking cessation.
To provide businesses within the industry with valuable information that they can use
to improve their businesses and better serve their customers.
To give vape vendors an opportunity to gain exposure in their target market and give
consumers the opportunity to compare vendors’ products in one convenient place and
time
Event Features
Thursday, August 11th
Exhibitor Setup
Exhibitors will be permitted to access the exhibit hall from 8am –
8pm to begin setting up their exhibits
Friday, August 12th – B2B
Exhibitor Setup
Exhibitors will be permitted to access the exhibit hall from 8am –
10am to set-up their exhibits
Vapor Industry Conference (VIC) Vape Jam will feature an industry conference for
entrepreneurs and other professionals interested in topics relevant to the vaping industry. This
will include keynotes and break-out speakers of various topics of interest including: Academic
studies relating to the health implications of vapor products, Upcoming FDA Regulation, Best
manufacturing practices, product sourcing, accounting and technology in the vape industry and
more!
Business-2-Business Expo 160+ Vendors and exhibitors from all of the top brands in the
industry bring their newest product offerings to meet other entrepreneurs and bring these products
to stores across the country.
Industry Networking Banquet
Vendors, sponsors, and interested buyers are invited to
attend the 2016 Industry networking banquet on Friday, August 12th at the Cox Convention
Center
Saturday, August 13th & Sunday August 14th – General Admission
Vapor Expo 160+ Vendors and exhibitors representing the top brands in the industry bring their
newest product offerings to demo and sell to the public in the largest event of its kind in
Oklahoma.
Advocacy Raffle
Both Friday and Saturday, Vape Jam will feature continuous raffle
drawings. $1000’s worth of merchandise will be given away by drawings. Raffle tickets will be
sold and all proceeds of the raffles will be donated to the Oklahoma Vapor Advocacy League
(OVAL)
The Flavor Awards (TFA)
There will be nine competition categories. Each participating
vendor is permitted to enter one flavor in each category. The Categories include:
 Fruity Flavor
 Drink Flavor
 Best New Flavor
 Nutty Flavor
 Candy Flavor
 Best Vanilla or Custard
 Tobacco Flavor
 Minty Flavor
 Best Bakery Flavor
A tenth award will be presented to the flavor with the most votes overall.
Trophies will be presented to the winners of each category on the final day of the event.
The Vape Olympics The Vape Olympics is the first ever statewide vape tricks competition. It will feature
preliminary rounds to be held at participating vendor locations across the state, and will be open to all any
who wish to compete with a small entry fee. This competition will feature contestants who will attempt to
impress the judges and spectators with their ability to do vapor tricks. There will be four events that
contestants can compete in including:
 Cloud Competition –Regulated Mod Division
 Cloud Competition – Unregulated Mod Division
 Freestyle Vape Tricks Competition – Contestants compete to see who can perform the most
amazing vapor tricks.
 The Vape-Athlon – Multi-Stage competition where contestants must build a coil to contest
specifications and compete for the largest cloud
Qualifying rounds will be held at participating vape shops throughout
the state prior to the Vape Jam event. The entry fee for the qualifying
rounds of the Vape Olympics will be $20. All those who qualify will
receive free admission to 2015 Oklahoma Vape Jam.
The Semi-Finals will be held on Saturday, August 8th and Finals on
Sunday, August 9th.
Competition prizes, rules and guidelines will be set to ensure a fun filled competition and prizes will be
given to the top three contestants in each category.
Other Event Functions
Security
The Cox Convention Center will provide security for this event.
Hotel Lodging
Vape Jam llc. Will partner with the Renaissance Hotel in Oklahoma City to
provide discount rate to all attendees of Oklahoma Vape Jam. 85 rooms will be
rented by Vape Jam to provide for lodging for select sponsors, speakers, and
VIP Guests.
Hospitality Suite
There will be a hospitality suite at the Renaissance hotel. This suite will be
accessible for all Vape Jam Sponsors staying at the hotel and will provide
complimentary Hors d'oeuvre and beverages all weekend long!
VIP After Party
Each night during the event (Thurs, 8/11, Fri, 8/12 and Sat, 8/13, Vape Jam will
host an after hours party from 10:00pm until 2:00am at a TBA location
Local Transportation
Vape Jam will partner with a local limo service to provide transportation
for select sponsors to/from the airport and use while they are in town.
Food and Beverage The Cox Convention Center will provide access to food and drink vendors
throughout the event. This includes alcoholic beverages and food vendors
Event Staffing
As much as possible, the event will rely on volunteer staffing. Where necessary,
The Vape Bar Inc. Will provide staffing services for this event, and will be
reimbursed for all costs regarding the staffing of this event by Vape Jam llc.
Risk Mitigation
Events of this nature are inherently risky. Identified risks for this event include: Injury liability, property
damage liability, and loss due to cancellation, weather, low turn-out, vendor non- payment, etc…
To mitigate the risk of loss to the event planners, venue and other stakeholders, Vape Jam llc will purchase
insurance in case of unforeseen problems. The policies that will be taken out for this event include:
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$1,000,000 Special Event Liability Insurance policy
$200,000 Event Cancellation/loss Insurance Policy
In addition to purchasing insurance for the event, other actions have been taken to mitigate the risk of loss to
the stakeholders. These actions include: employing The Cox Convention Center security, and employing
event safety monitors to ensure that potential threats will be identified and corrected during the event.
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Marketing Plan
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Social and Online Media
o Facebook Pages
▪ Event Page
▪ Vape Groups and Pages
▪ Participating vendor pages
o Twitter Page
o Event Website http://okvapejam.com
o Listings on various event pages
Grassroots
o Posters and handbills available at participating locations
o T-Shirts Printed and given away at select events
o Vape Olympic Preliminaries held at participating locations
o Ticket drops at participating locations
Local Radio
o OKC KATT 100.5 (Rock) – Cumulus Media
o OKC WILD 104.9 (Top 40)- Cumulus Media
o OKC WWLS 98.1 (Sports Talk) – Cumulus Media
o OKC JAKE 93.3 (Contemporary Country) – Tyler Media
o OKC KRXO 104.5 (Classic Rock) – Tyler Media
o OKC KRXO HD3 NOW 96.5 (Top 40) – Tyler Media
o OKC KJYO 102.7 (Top 40) – iHeart Media
o Tulsa KMOD 97.5 (Rock) – iHeart Media
o Tulsa (Top 40)
o Lawton (Rock)
o Lawton (Top 40)
Local Outdoor
o 20 Bus Stop Benches (OKC)
o 2 Billboards (OKC)
Television
o Cox
Mail Campaign (Vendors and Sponsors)
o Targeted Save the Date Postcard Mailer
Tele-Marketing Campaign (Vendors and Sponsors)
o Targeted Phone Calls to potential vendors and sponsors
Email Campaign
o Targeted emails to potential vendors, sponsors
o Email Campaign to potential Industry Buyers/ Conference Attendees
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Merchandising Plan
To commemorate the 2016 Vape Jam event, merchandise will be created to give away at the event and preliminary
rounds of The Vape Olympics. This plan includes the following items:
Item
Quantity
T-Shirts
Swag Bags
Nametag Holders
Logo Pens
Embroidered Ball Caps
Silicone Vape Rings
1000
2500
2500
3000
250
5000
Event Tickets
Event Tickets will be available online at the event website http://okvapejam.com.
General Admission tickets are free! Industry Buyer and Conference Tickets will be available for purchase
online at the Early Bird Rate until August 14th or for the regular price at the ticket desk on the day of the event
until the event reaches capacity.
Online/
Early Bird
At the Show/
Regular
General Admission........................... $0 .................................... $5
Industry/Buyer Expo Pass .............. $10 ................................ $15
Industry/Buyer Expo + Banquet ...... $60 ................................ $75
Industry All Access Pass.................. $100 ............................ $110
Vape Olympics Prelim Entry ........... $10 ......................................
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Exhibitor/Vendor Admission
10x10 Indoor booth space
Includes
 Curtained 10x10 Space in the expo hall
 One 7’ Table and two chairs
 2 Industry All Access Pass (all three days)
 One Free Entry in The Flavor Awards per category
 Mention and link-back on the event website and Facebook page
 Event Posters and hand bills will be provided to participating vendors for distribution
Costs
 $12/SF
10x20 Indoor booth space
Includes
 Curtained 20x20 Space in the expo hall
 Two 7’ Table and four chairs
 One Free Entry in The Flavor Awards per category
 Mention and link-back on the event website and Facebook page
 Event Posters and hand bills will be provided to participating vendors for distribution
Costs
 $10/SF
20x20 Indoor booth space
Includes
 Curtained 20x20 Space in the expo hall
 Two 7’ Table and four chairs
 One Free Entry in The Flavor Awards per category
 Mention and link-back on the event website and Facebook page
 Event Posters and hand bills will be provided to participating vendors for distribution
Costs
 $9/SF
Rental of the following items will be available for vendors at additional cost:
 Tables
 Chairs
 Internet Access
Vendor Entry Process: To enter the event, a vendor should complete the attached vendor application form
indicating any rental equipment needed and return the form with entry fee. Alternatively, The vendor
application form can be completed along with payment on the event website at http://okvapejam.com.
 All vendors who wish to sell products at the event are responsible for compliance with the Oklahoma
Tax commission and will be required to charge sales tax in accordance with Oklahoma law.
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Sponsorship Levels
Presenting
$30,000
Platinum
$10,000
Gold
$7,500
Silver
$5,000
Bronze
$2,500
Presenting Sponsor
Platinum Sponsor
Sponsorship Amount:.......................... $30,000+
Exhibit Booth Upgrade to: .................. 40’x60’ Booth
Bonus Advertising/Promotions:
In addition to the Show ads you select, you will
receive the following Bonus Ads FREE!
▪ Logo Placement on all Pre-Show Printed
marketing materials
Sponsorship Amount: .......................... $10,000
Exhibit Booth Upgrade to: .................. 20’x20’ Booth
Bonus Advertising/Promotions:
In addition to the Show ads you select, you will
receive the following Bonus Ads FREE!
▪ Logo Placement on all Pre-Show Printed
marketing materials
▪ PA Announcements throughout the event
▪ Radio and TV Spot recognition
▪ Sponsor recognition during live radio
remotes @ the event.
Perks & Amenities:
To show our appreciation for your support,
VapeJam will provide the following perks to
sponsors in this level.
▪ 6 Industry All-Access Passes
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6 Complimentary Hotel Rooms
6 VIP Hospitality Suite Passes
6 Complimentary VIP After-Party Tickets
Complimentary Limo Service for
transportation in-town (including airport pickup/drop-off)
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▪ PA Announcements throughout the event
▪ Sponsor recognition during live radio
remotes @ the event.
Perks & Amenities:
To show our appreciation for your support,
VapeJam will provide the following perks to
sponsors in this level.
▪ 4 Industry All-Access Passes
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4 Complimentary Hotel Rooms
4 VIP Hospitality Suite Passes
4 Complimentary VIP After-Party Tickets
Complimentary Limo Service for
transportation in-town (including airport pickup/drop-off)
Sponsorship Levels Ctd.
Gold Sponsor
Bronze Sponsor
Sponsorship Amount:.......................... $7,500
Exhibit Booth Upgrade to: .................. 10’x20’ Booth
Bonus Advertising/Promotions:
In addition to the Show ads you select, you will
receive the following Bonus Ads FREE!
▪ Logo Placement on all Pre-Show Printed
marketing materials
Sponsorship Amount: .......................... $2,500
Bonus Advertising/Promotions:
In addition to the Show ads you select, you will
receive the following Bonus Ads FREE!
▪ Logo Placement on all Pre-Show Printed
marketing materials
▪ PA Announcements throughout the event
▪ Sponsor listing on billboard in entry Lobby
▪ Sponsor recognition during live radio
▪ Sponsor listing on billboard in entry lobby
Perks & Amenities:
To show our appreciation for your support, Vape
Jam will provide the following perks to sponsors in
this level.
▪ 2 Industry All-Access Passes
remotes @ the event.
Perks & Amenities:
To show our appreciation for your support,
VapeJam will provide the following perks to
sponsors in this level.
▪ 3 Industry All-Access Passes
▪ 2 Complimentary Hotel Rooms
▪ 3 VIP Hospitality Suite Passes
▪ 3 Complimentary VIP After-Party Tickets
▪ 1 Complimentary Hotel Rooms
▪ 2 VIP Hospitality Suite Passes
▪ 2 Complimentary VIP After-Party Ticket
Silver Sponsor
Sponsorship Amount:.......................... $5,000
Bonus Advertising/Promotions:
In addition to the Show ads you select, you will
receive the following Bonus Ads FREE!
▪ Logo Placement on all Pre-Show Printed
marketing materials
▪ Sponsor listing on billboard in entry Lobby
Perks & Amenities:
To show our appreciation for your support,
VapeJam will provide the following perks to
sponsors in this level.
▪ 2 Industry All-Access Passes
▪ 2 Complimentary Hotel Rooms
▪ 2 VIP Hospitality Suite Passes
▪ 2 Complimentary VIP After-Party Tickets
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