Sponsorship Program Appendix

Appendix 1: General Sponsorship Guidelines

The ACC-NYC Board of Directors have developed the below Sponsorship Guidelines in an effort to create consistency and to provide rules and procedures in connection with a successful Sponsorship Program.

Part I: General Guidelines

  1. ACC-NYC selects a diverse group of Sponsors for its events to offer a variety of information, services, products and expertise to its members.
  2. ACC-NYC works collaboratively with its Sponsors (and expects its Sponsors to follow the below general processes):

o    Sponsors may list preferences for Program dates. However, Program dates are awarded on a first-come, first served basis and are finalized by the Chapter’s Executive Director. Once selected for a Sponsorship, a Sponsor may not hold more than two (2) Program dates at any given time. Program dates will be held for a period of two (2) weeks at which time if the Sponsor has not selected or confirmed such dates, they will be released to other Sponsors.
o    ACC-NYC works collaboratively with its Sponsors. All CLE topics will be reviewed and approved by an ACC-NYC Board volunteer or the Programming Committee for subject, content and expertise demonstrated to ensure it is relevant and of interest to our members.
o    Each CLE must include in-house counsel as a panelist, moderator or speaker for a substantial portion of the CLE. Exceptions will be made only in highly unusual circumstances and must be pre-approved by the Programming Committee. In the event the Sponsor wishes to engage a paid or out-of-state speaker for a Program, all speaker fees and/or speaker-related expenses are the responsibility of the Sponsor. If, after a CLE is scheduled, a speaker or in-house participant is unable to participate, Sponsor is responsible for substituting another qualified individual with similar experience and skill.
o    All event topics, themes, and details should be made available to ACC-NYC as soon as reasonably practical, but in no event less than thirty (30) days prior to the Program date so that the event can be advertised to the membership and to enable the Chapter to obtain CLE certification. The Chapter does not guarantee a minimum level of attendance at any program. The longer an event is promoted to our membership with event details, the more likely the event attendance will meet your reasonable expectations.
o    Sponsors must submit written materials and/or PowerPoint presentations for all CLE programs at least three (3) weeks prior to the Program date for review and approval by and ACC-NYC Board volunteer, the Practice Group Chair and/or Co-Chair, and the Programming Committee. All written material must include the Chapter’s logo anywhere the firm logo is used (in as prominent a manner) and must be submitted for approval by the ACC-NYC Executive Director.
o    Sponsors must make written materials available at the CLE. Materials will later be posted on the ACC-NYC website for download by members. Sponsors may not require attendee contact information in order for materials to be provided.
o    All venue and food costs are paid by the Sponsor (with the exception of Core Programs). Subject to ACC-NYC agreement, Sponsors may choose to host CLE programs at their offices, provided that they possess adequate space, room set-up, catering, audio/visual technology support and other requirements. However, ACC-NYC recommends that Sponsors investigate the use of outside venues for certain events. Past Sponsorship seasons have proven that unique and creative venues attract member attendance.
o    ACC-NYC will handle the promotion, CLE certification application and attendance certificates (if applicable and as set forth below in Part II), invitation, registration, and check-in for all events, except as otherwise noted in this Sponsorship Program, or agreed with the Sponsor.
o    Sponsors are welcome to invite in-house clients who are not members of ACC-NYC to ACC-NYC Programs hosted by the Sponsor. The Sponsor may forward the Chapter invitation directly to clients. All RSVPs for Sponsor guests should be sent directly to the Chapter (either from the individual or the Sponsor). Sponsor guests may pay the non-member fee by registering online, or ACC-NYC can invoice the firm for the cost of attendance.
o    Sponsors will be provided with an attendance list for their sponsored events (name, title and company name only). Please note that we are unable to provide specific member contact information.
o    ACC-NYC will consider co-sponsorship or partnering opportunities with other associations, organizations or groups, subject to ninety (90) days prior written notice to and the express written approval of the ACC-NYC Board and Programming Committee.
o    Sponsorship fees and admission fees are used by the Chapter to subsidize the cost of a broad variety of Chapter programs throughout the programming year. All Chapter financial activity is subject to and part of an annual accounting audit process. Our Chapter is a non-profit § 501(c)(6) trade association and all Sponsor fees paid through this Sponsorship Program are allocated to program and Chapter expenses as well as to fund our chapter treasury reserves.
o    Sponsor benefits are only valid during the Sponsorship Program year and are non-transferable. If a Sponsor does not take advantage of an available Sponsor benefit, the Sponsor forfeits such benefit.
o    ACC-NYC reserves the right to cancel, change or modify all aspects of Programming, including topic, venue, time, etc. or for reasons related to weather or other exigent circumstances. Additionally, based on the popularity of some events, the Chapter reserves the right to limit attendance (close registration) or, alternatively, to give the Sponsor the option to cover the increased costs of the additional attendance.

Part II: Continuing Legal Education (CLE) and Program Content Guidelines

  1. ACC-NYC is an approved CLE provider for the State of New York and will handle the processing of all CLE applications as part of the organizing the Sponsors CLE program. The Sponsor must comply with the State of New York CLE guidelines, available at: https://www.nycourts.gov/attorneys/cle/regulationsandguidelines.pdf.
  2. CLE programs shall be free to Chapter members (unless specifically noted); all other attendees must be in-house counsel and will be charged an admission fee for all Chapter CLE programming (unless a specific membership promotion grants them free admission or as otherwise specified as part of a Sponsorship Package).
  3. Occasionally, CLE topics may have already been planned by the Chapter or committed to other Sponsors; therefore, a specific topic may not be available for presentation by the Sponsor.   Preference for certain topics may be reserved for Practice Groups that have a subject matter expertise and have been previously selected for a CLE by Spotlight Practice Group Sponsors.
  4. All CLE topics will be reviewed for the subject, content, expertise, and relevance to in-house counsel. The Chapter will favorably consider a sponsor’s proposed panel or speaker, topics, and methods of presentation that demonstrate not only substantive qualifications, but also the sponsor’s commitment to diversity and the inclusion of in-house clients/speakers on any panel and presentation.
  5. ACC-NYC recommends the following Program Content restrictions:
    a.   Create an engaging and unique title and description for your event to attract more attendees!
    b.   Provide event details 6-8 weeks prior to the Program date (title, description, speakers, location, time, etc.) to allow for maximum promotion to our members.
    c.   Don’t try and cover too much ground – carefully choose learning points, topics, theories, and practical tips and tricks to demonstrate your expertise to our members taking into consideration the audience (in-house counsel).
    d.   Sponsors are strongly encouraged to provide forms, agreements, checklists, and other practical guidance and resources in connection with their CLE program. By submitting a Sponsorship Application, a Sponsor agrees to this sharing, use and distribution requirement. Our members find programs that offer sample forms, concise action plans, and practical guidance the most valuable.
    e.   Avoid too much PowerPoint – the PPT should be a tool to aid and supplement your CLE not the foundation. An effective one hour CLE should have no more than 20 PPT slides. The font on those slides should be at least 24. Experts suggest no more than 6 bullet points per slide and no more than 6 words per bullet. The Chapter also encourages alternate visual media formats. And, “interactive” programs are well received.
    f.   Sponsors are expected to prepare and provide all attendees with useful, informative, and practical written educational materials on the topic (which should at a minimum include a legible handout of any presentation slides). While some written materials are required at CLE programs, the ACC-NYC is committed to ‘going green’ and also welcomes materials made available of thumb drives or other removable, electronic media. All final versions of presentations should be submitted to the Assistant Executive Director (Roz Essex-Cope, AEDNYC@accglobal.com) for inclusion on our website.
  6. ACC-NYC reserves the right to not accept program content, speakers or presenters at its sole discretion.

Part III: Marketing and Publicity

  1. ACC-NYC will actively advertise and seek publicity for all Chapter events, at its expense, and share such marketing material with the Sponsor. If the Sponsor creates its own promotional materials (i.e. to send to Sponsor clients and to post on Sponsor’s website), any such promotional materials must be submitted to the Executive Director for approval prior to distribution.
  2. The Sponsor’s name and logo will appear along with the Chapter name and logo in promotional material and advertisements for the program(s) that it is being sponsored (of the same size and appearance). Sponsors should email their logo to the Executive Director for review and approval, within thirty (30) days of acceptance by the Chapter of the sponsorship (.jpg or .eps format is preferred). Note that certain size limitations apply. The size of sponsor logos is limited to 120 pixels width by 240 pixels height. The acceptable file types are gif, png, or jpeg. There is no required resolution, but 300 dpi is preferred.
  3. The ACC-NYC Executive Director will coordinate all mailings to its members. You will not be given the list of Chapter members to send out your own mailing to our group. This is a strict requirement placed upon the Chapter by the Association of Corporate Counsel Headquarters.
  4. Sponsors may obtain event attendee contact information by having a fish bowl style business card drawing for a door prize or upon in-person individual request at the event. If engaged in discussions with event attendee(s).

Part IV: Rules of Conduct

  1. All Chapter programs and events follow ACC and ACC-NYC Chapter Rules of Conduct, which strictly prohibit the following activities:
    a.   The targeting of any individual member(s) for solicitation of services and/or products.
    b.   Attendance of firm or company marketing personnel at events for the express purpose of solicitation of members. Marketing personnel may be present to operate the sponsor display/exhibit table. 
  2. Sponsorship of ACC-NYC Chapter events by outside counsel and vendors is not intended to and will not result in a member’s organization (or its in-house attorney) being obligated to purchase the services or products of any Sponsor.
  3. Attendance at ACC-NYC events is limited to ACC-NYC members and their guests, Sponsors and their guests, speakers and panelists on Sponsor programs (whether or not a member of ACC-NYC) and prospective ACC-NYC members.
  4. The Chapter reserves the right to refuse any Sponsor, as well as the right to restrict or remove any presentation or exhibit that, in the opinion of the Chapter, detracts from the general character or content of the program. This reservation applies to displays, printed matter, promotional materials, noise, inappropriate personal conduct, and method of operation. In the event of such restrictions, the Chapter will not be liable for any refunds or other program expenses.
  5. Failure to comply with this Appendix may lead to the following:
    a.   Warning to the Sponsor (verbal and/or written);
    b.   Removal of Sponsor from an event; and/or
    c.   Termination of the Sponsorship and forfeiture or all Sponsorship Fees paid to ACC-NYC.

Part V: Disclaimers

IN NO EVENT WILL THE NEW YORK CITY CHAPTER OF THE ASSOCIATION OF CORPORATE COUNSEL, THE ASSOCIATION OF CORPORATE COUNSEL, OR THEIR AFFILIATES OR THEIR DIRECTORS, OFFICERS, EMPLOYEES OR REPRESENTATIVES BE LIABLE FOR ANY LOSS OR DAMAGE, WHETHER DIRECT, CONSEQUENTIAL, INDIRECT, SPECIAL OR OTHERWISE, ARISING OUT OF OR RELATING TO THIS AGREEMENT OR ITS SUBJECT MATTER, INCLUDING, WITHOUT LIMITATION, LOST PROFITS, LOST INVESTMENT, BUSINESS INTERRUPTION, OR GOODWILL, EVEN IF EXPRESSLY ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.  THIS AGREEMENT IS GOVERNED BY NEW YORK LAW WITHOUT REGARD TO ITS CHOICE OF LAW RULES.  THIS AGREEMENT CONSTITUTES THE ENTIRE AGREEMENT BETWEEN THE PARTIES AND MAY NOT BE AMENDED EXCEPT THROUGH AN EXPRESS WRITTEN AGREEMENT SIGNED BY BOTH OF THE PARTIES.

YOUR REGISTRATION AND ATTENDANCE AT ACC-NYC EVENTS INDICATE YOUR CONSENT TO BE FILMED AND/OR PHOTOGRAPHED AND TO THE USE OF YOUR IMAGE, SPONSOR LOGO, AND VENUE/LOCATION WITHOUT PAYMENT OF ANY KIND, FOR USE IN PROGRAM(S) AND FOR OTHER PROMOTIONAL/EDITORIAL ACTIVITIES OF THE ASSOCIATION OF CORPORATE COUNSEL - NEW YORK CITY CHAPTER (ACC-NYC) FOR FUTURE USE ON OUR WEBSITE AND IN ANY AND ALL MEDIA, NOW KNOWN OR HEREAFTER CREATED.