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July 2730 | New Orleans, LA

Ernest N. Morial Convention Center

Sponsor
manual

Table of contents
1 Welcome letter
2 Booth selection
3 Packages and inclusions
5 Sponsor resources
6 Sponsor deliverables
7 Show floor
8 Booth graphics submission
9 Turnkey renders and

custom booth rules
10 Meeting room renders
12 Registration and housing
13 Speaking sessions
14 Exhibitor application and

sponsorship agreement
15 Contacts

Welcome to the Sage Summit


2015 sponsor manual
Dear Sage Summit 2015 sponsor,
On behalf of Sage, we welcome you and thank you for your participation in Sage Summit 2015!
This sponsor manual will serve as your portal for getting the latest news from the planning teams, as well
as serve as a guideline around any deliverables associated with your sponsorship package. In addition
to this sponsor manual, we host two sponsor support calls you may join to ask questions surrounding your
sponsorship.
While this manual should serve as your go-to for answers, your relations manager (contact listed below) is
your day-to-day contact for any questions you may have as well as to remind you of deliverables as they
come due. This hassle-free approach allows you to enjoy the ride without the stress!
In addition, we send out regular communications through sponsor newsletters. To be listed as a contact
for your company, please email SageSummitSponsors@gpj.com to be added to the distribution list.
Thank you again, and we look forward to helping making Sage Summit a success for your company!
Sincerely,
Sarah Brush
Sage Summit Sponsor Program Manager
E: Sarah.Brush@sage.com
T: 480-383-5330
Caroline Gutierrez
Partner Relations Manager
E: Caroline.Gutierrez@gpj.com
T: 650-226-0715
General sponsorship information
E: SageSummitSponsors@gpj.com
Registration assistance
E: SageSponsor@travelhq.com

Sage Summit 2015 sponsor manual

Booth selection
Booth selection will start in April. When it is your companys turn to select, your sponsorship partner
relations manager will be reaching out to you with instructions on how to log on and select your booth.
Please keep in mind that there is a 48-hour limit, so be on the lookout for your booth selection email and be
sure that you respond in a timely manner.
Companies are placed in a booth queue based on the time of contract. The floor plan and booth queue will be
sent to you in April before booth selection starts.

Commonly asked questions


How will I know when I can select my booth?
The person listed when you signed your sponsorship
contract will be contacted at time of booth selection.
You will need to follow the specific instructions on
the email to select your booth.
How will I know what booth I have been assigned?
When you are confirmed, you will receive a booth
confirmation email.
Why am I being asked to select my top three
choices?
We ask three sponsors to pick at any given time and
assign the top choices based on the booth queue in
the event that the same booth is picked by multiple
sponsors. Booths will be assigned according to the
booth queue.
If I want to pick a booth near or next to my customer/
partner, how do I do this?
Whoever falls before the other in the booth queue
will need to pass up his or her selection turn until it
is the turn of the later partner. We cannot reserve
booths or allow others later on the list to select
before it is their turn.
How do I know if my email is listed correctly as the
contact for my company?
If you have any questions about who the listed
contact for your company is, please email
SageSummitSponsors@gpj.com.

Sage Summit 2015 sponsor manual

Packages at a glance
SPONSORSHIP LEVELS

Diamond

Platinum

Gold

Silver

Bronze

Exhibitor

Price for Sage Summit 2014 renewal


sponsors

$200,000

$75,000

$40,000

$25,000

$15,000

$8,000

40x40

30x30

20x20

10x20

10x10

Kiosk

10

20

25

40

70

Booth size
Opportunities available

(Invite only)

(Invite only)

PREEVENT EXPOSURE
Inclusion as a year-long partner in the
Inspire Tour November 2015May 2016
Sage press release

X
Company
name,
URL,
description

Featured press release with Sage

Sponsor feature on Sage Advice

Media ads with sponsor mention

Logo and website included in Sage


Summit emails

All

Company
name,
URL

Company
name

All

General sponsor-level mention in Sage


Summit email with link to sponsor
page. Example: "Thank you to our Gold
sponsors"

All

Exclusive preconference email

Social media promotionone tweet per


month provided by sponsor

Social media promotiongeneral tweet


with link to Sage Summit website sponsor
page. Example: "Thank you to our Silver
sponsors"

Social media promotioncompany


commercial/video provided by
sponsor will be posted to Sage
Summit YouTube page and promoted
through Twitter.

Social media promotionTwitter


advertisement cosponsored
with Sage

Sponsor spotlight page

Logo,
website,
200-word
description

Logo,
website,
150-word
description

Logo,
website,
100-word
description

Logo,
website,
50-word
description

Logo,
website,
25-word
description

Logo,
website,
25-word
description

Access to Sage Summit promotional


kit (banner ads, logos, marketing
tools)

Comarketing kit customized to


sponsor level

Access to free pass earnings (refer


X number of attendees and receive
a free pass for your company or to
provide a customer)

Description and logo on website

Sage Summit 2015 sponsor manual

Packages at a glance
SPONSORSHIP LEVELS

Diamond
(Invite only)

Platinum
(Invite only)

Gold

Silver

Bronze

Exhibitor

TURNKEY BOOTH PRESENCE (ON-SITE)


Ability to customize booth (BYOB)

Option for customizable sponsorship


without booth based on sponsor's
promotional needs

Option to rig a hanging banner

10

Stool

Literature rack

Booth furniture

2 tables,
7 chairs,
2 waste
baskets

1 table,
3 chairs,
2 waste
baskets

1 table,
3 chairs,
2 waste
baskets

1 waste
basket

1 waste
basket

1 waste
basket

Standard carpet
(padding available at sponsor's cost)

Color company logo on white


booth header

Graphic panels

32" monitors

5-amp electrical drop

Wired basic Internet drop

Lead retrieval device

400 lbs.

400 lbs.

300 lbs.

200 lbs.

100 lbs.

100 lbs.

Materials handling, weight allotment


Nightly porter service, vacuum
service, and trash pick-up

ON-SITE PRESENCE
Full conference passes
Additional passes available to
purchase at lowest published group
conference rate
Booth carpet logo
Onsite meeting room
Logo in digital conference guide
Advertisement in digital conference
guide

30

14

10

2 dedicated
10x20

2 dedicated
10x20

1 dedicated
10x10

1 shared
10x10

Name and
website

Name and
website

2 full-page
ads

1 full-page
ad

1 half-page
ad

Company video on digital signage

Logo on entrance unit

Number of cosponsor signage

5
X

Exclusive sponsor signage

Keynote (other sessions taking place


in conjunction)

Learning opportunity to be defined by


Sage (round table, session, or other
format); stay tuned!

Sage Summit 2015 sponsor manual

Packages at a glance
SPONSORSHIP LEVELS

Diamond
(Invite only)

Platinum
(Invite only)

Gold

Silver

Bronze

Exhibitor

ON-SITE PRESENCE CONT.


Interactive theater session (limited
availabilitybook early to guarantee a
spot)

Meet and greet with the talent

Logo inclusion at general session

Mention by executives at general session

Satellite space on show floor

Promotion in on-site mobile app


Digital promotion on the show floor to be
defined by Sage. Stay tuned!

Press list

List provided
four times:
4 weeks
prior to
event,
2 weeks
prior to
event,
1 week
prior to
event, and 3
days prior to
event

List provided
three times:
2 weeks
prior to
event,
1 week
prior, and 3
days
prior

List provided
twice:
1 week and
3 days
prior to event

List provided
once:
3 days prior
to event

POSTCONFERENCE PRESENCE
Logo and description in postevent email
Logo and description in
dedicated thank-you email

Sage Summit 2015 sponsor manual

Logo, URL,
and
25-word
description

Logo, URL

Sponsor resources
Sponsor support calls
In order to ensure that all sponsor questions are addressed and to allow an open forum to discuss
conference activities, conference management hosts two support calls annually for all sponsors. The calls
are topic specific and will be hosted in the months leading up to the event. The dates are provided below, as
well as call-in information. If for any reason you are unable to attend, notes will be sent out with instructions
on accessing a recording. Please note, these times are subject to change. Please look out for any updates
through sponsor newsletters.
Sponsor support call #1Tues., April 21, 2015:
9 a.m. PT|1 hour

Sponsor support call #2Wed., June 17, 2015:


9 a.m. PT|1 hour

Join WebEx meeting


Meeting number: 748 608 660

Join WebEx meeting


Meeting number: 744 326 253

Join by phone
+1-415-655-0003 U.S. TOLL
Access code: 748 608 660
Global call-in numbers

Join by phone
+1-415-655-0003 U.S. TOLL
Access code: 744 326 253
Global call-in numbers

Marketing and branding guidelines


Sage Summit will be a turnkey booth event for all sponsor levels, with the opportunity for Diamond and
Platinum sponsors to bring their own booth or customize, if they choose. The turnkey booth properties
were designed to showcase a streamlined, clean look while still offering plenty of individual branding
opportunities through graphic panels and sponsor signage. For further details on which graphic panels you
will provide artwork for, please review the booth renderings section of this informational packet.
Conference management will also allow sponsors to bring in extra signage as long as it fits within the booth
footprint, is floor-standing, or can be set upon the counter. Signage should not be hung from the booth
property, and no signage should encroach on neighboring booths. In addition, any additional signage to be
brought onsite must be submitted for brand approval prior to being onsite. If you have any signage that youd
like approved, please send a PDF of the proposed sign(s) to SageSummitSponsors@gpj.com for review and
approval. We ask that you submit the following information along with a PDF/jpeg or image of the actual
signage you intend to use no later than June 15, 2015:
Company name:
Type of signage (for example, pop-up banner, tabletop sign, and so on):
Approximate size:
Intent on location in booth footprint:

Comarketing toolkit
While you are promoting your presence at Sage Summit, you may want to utilize the Sage Summit logo,
sponsor badges, and an email template. A comarketing kit with tools for your use in marketing your presence
at the event can be found here:
Sponsor logos
Email template
We are running a promotion that allows the first 25 sponsors to participate in a comarketing activation
whereby you may earn free passes by driving attendance at Sage Summit.
For more details on how to participate, please email SageSummitSponsors@gpj.com.

Sage Summit 2015 sponsor manual

Sponsor deliverables
Sage AdviceSubmit early for the most visibility
(Diamond and Platinum)

Sage Adviceyour online destination for business trends, industry knowledge, insights, and advice you can
use in the real world.
Refer to page 24 for more information.

Conference guide adsJune 15

(Diamond: 2 full pages, Platinum: 1 full page, Gold: 1 half page)





Full color: RGB if possible


High-res jpg (150 PPI min) or .EPS file with copy outlined and links embedded
8.5 x 11 for full page, full bleed
8.5 x 5.5 for half page, with bleed

Exclusive emailJune 15
(Diamond)

Please send content and website URLs by June 15. This information will be included in a Sage Summit email
template.

Social mediafirst of each month


(Diamond, Platinum, Gold)

Please send a tweet for each month to be posted by the Sage Summit handle.

Social media promotioncompany commercial/video


(Diamond and Platinum)

Please send video to Sarah.Brush@sage.com anytime before Sage Summit, the earlier the better for
increased promotion.

Social media promotionTwitter advertising


(Diamond)

Sarah Brush will contact you with details.

Spotlight pagesubmit early for the most visibility


(Diamond and Platinum)

Please fill out the form and email to SageSummitSponsors@gpj.com.

Important dates
Graphics submission (p. 9)

5/20

Request to hang banner ( p. 10) 6/8


Custom booth (p. 17)

Sage Summit 2015 sponsor manual

6/8

Showcase
Show hours
Tuesday, July 28

9:30 a.m.7:00 p.m.

Wednesday, July 29

9:30 a.m.5:30 p.m.

Thursday, July 30

9:30 a.m.4:00 p.m.

Installation
Saturday, July 25

8:00 a.m.3:00 p.m.

Sunday, July 26

8:00 a.m.3:00 p.m.

Monday, July 27

8:00 a.m.3:00 p.m.

ALL TURNKEY EXHIBITS must be completed with all empty


boxes, crates, pallets, and so on cleared off the showcase
floor by 5 p.m. on Monday.
Hours are subject to change. If hours do change, you will be
notified by email.

Dismantle
Thursday, July 30
Friday, July 31

4:00 p.m.9:00 p.m.


8:00 a.m.12:00 p.m.

ALL CUSTOM BOOTH EXHIBITOR MATERIALS must be


packed and complete by 12 p.m.
Those with the appropriate sponsor badge may come in one
hour before the show opens and remain in the showcase 30
minutes after it closes. ONLY sponsor badges will be allowed
access to the showcase early/late.

Sage Summit 2015 sponsor manual

Sponsor graphic submission


1.

Sponsors submit graphic assets/files to SageSummitSponsors@gpj.com


A. Graphic files should be labeled as follows:
Booth #, sponsor name, panel letter
Booth #, sponsor name, logo
B. Sponsorship team does a first-level review and submit to Sage branding.

2.

Sage branding
A. Approved graphics: Sage moves graphic file into production queue folder.
B. Graphics requiring edits/changes:
I.
Sage branding places graphics files needing edits/revision in sponsorship management folder.
II. Member of sponsorship management team contacts sponsor for revision.
III. Sponsor resubmits revised file, following step 1.
IV. Sage branding follows step 2 until approved for release into production queue.

3.

GES to create proof and submit to sponsor for approval


A. Sponsor approves
I.
If included graphics, GES to print
II. If optional graphics, GES to secure payment prior to print
B. Sponsor DOES NOT approve layout
I.
Follow steps 14 if new graphic is submitted until approved
Note: Surcharge fees are based on the final proof approval date.
C. If files are low res:
I.
Sponsor can approve graphic layout for print AS IS.
OR
II. Sponsor resubmits the same graphic as high-res file to GES.

Note: Surcharge fees are based on the final proof approval date.

All graphics are due to Sage by May 20, 2015, to allow time for branding review, revisions, and submittal to
GES by June 20, 2015, for start of the proof approval process. Graphics received or proofs approved after
July 15 are subject to rush fees in the amount of 15% of the graphic price and increased to 50% of graphic
price after July 22. There are also additional graphic opportunities within your turnkey package. These
opportunities and prices have been outlined in the renders attached.
To order additional graphics, you will need to do so through the exhibitor kit/manual directly with GES,
please contact:
Laura Himmel Dave McCary
E: LHimel@ges.com E: DMcCary@ges.com
T: 800-842-6309 option 1, ext. 5554

Sage Summit 2015 sponsor manual

REQUEST FOR APPROVAL TO HANG BANNER OVER EXHIBIT


Diamond and Platinum have the option to rig a hanging banner.
All banners must be approved by show management before installation.
Please email this form with a PDF proof of the banner by June 8, 2015:

General sponsorship information


E: SageSummitSponsors@gpj.com
T: 512-813-2445
The following criteria must be met for approval:
The banner must conform to the size specification as outlined above.
Banners will not be allowed above inline booths.
Labor to hang a banner is at the expense of the exhibitor. Please refer to the GES EXPOSITION SERVICES
tab in the "Exhibitor service manual." Complete the Hanging sign/truss order form": and submit booth forms
to GES.
Company name:
Contact:
Phone: Fax:
Email: Booth number:
Length: Width: Height:

Show management use only


Approved: Date:
Not approved: Date:

Sage Summit 2015 sponsor manual

10

Diamond package

BOOTH GRAPHICS INCLUSIONS


40x40 Booth, Perspective View 1
Sage Summit 2015

40x40 TURNKEY BOOTH STRUCTURE

SIZE

Graphic Panels A

56" x 29"

Graphic Panels B

40x40 Booth, Perspective View 2


Sage Summit 2015

1/23/15

P_booth_40x40_SageSummit15_b5.ai (cam1)

106"x14"

Copyright 2015 Global Experience Specialists, Inc. (GES) All Rights Reserved.

Graphic Panels C

59"x28"

Graphic Panels D (Optional)

57"x30"

Graphic Panels E (Optional)

59"x34"

1/23/15
P_booth_40x40_SageSummit15_b5 (camback)
Copyright 2015 Global Experience Specialists, Inc. (GES) All Rights Reserved.

Sage Summit 2015 sponsor manual

11

Platinum package

BOOTH GRAPHICS INCLUSIONS

30x30 Booth, Perspective View 1


Sage Summit 2015

30x30 Booth, Perspective View 2


Sage Summit 2015

30x30 TURNKEY BOOTH STRUCTURE

SIZE

Graphic Panels A

56" x 29"

Graphic Panels B

106"x14"

Graphic Panels C

59"x28"

Graphic Panels D (optional)

57"x30"

Graphic Panels E (optional)

59"x34"

P_booth_30x30_SageSum

Copyright 2015 Global Experience Specialists, Inc

1/23/15
P_booth_30x30_SageSummit15_b6 (camback)
Copyright 2014 Global Experience Specialists, Inc. (GES) All Rights Reserved.

Sage Summit 2015 sponsor manual

12

Gold package

BOOTH GRAPHICS INCLUSIONS

20x20 Booth, Perspective View 1


Sage Summit 2015

20x20 Booth, Perspective Back View


Sage Summit 2015

20x20 TURNKEY BOOTH STRUCTURE

1/23/15

P_booth_20x20_SageSummit15_b6 (cam1)
SIZE

Copyright 2015 Global Experience Specialists, Inc. (GES) All Rights Reserved.

Graphic Panels A

56" x 29"

Graphic Panels B

106"x14"

Graphic Panels C

59"x28"

Graphic Panels D (optional)

59"x47"

Graphic Panels E (optional)

59"x34"

1/23/15
P_booth_20x20_SageSummit15_b6 (back)
Copyright 2015 Global Experience Specialists, Inc. (GES) All Rights Reserved.

Sage Summit 2015 sponsor manual

13

Silver package

10x20 Booth, Perspective View


Sage Summit 2015

BOOTH GRAPHICS INCLUSIONS

1/23/15

10x20 TURNKEY BOOTH STRUCTURE

SIZE

Graphic Panels A

56" x 29"

Graphic Panels B

78"x15"

Graphic Panels C (optional)

66"x40"

P_booth_10x20_SageSummit15_b7.ai

Copyright 2015 Global Experience Specialists, Inc. (GES) All Rights Reserved.

Sage Summit 2015 sponsor manual

14

Bronze package

10x10 Booth, Perspective View


Sage Summit 2015

Sage Summit 2015 sponsor manual

BOOTH GRAPHICS INCLUSIONS


10x10 TURNKEY BOOTH STRUCTURE

1/23/15

P_booth_10x10_SageSummit15_b7.ai
SIZE

Copyright 2015 Global Experience Specialists, Inc. (GES) All Rights Reserved.

Graphic Panels A

56" x 29"

Graphic Panels B

78"x15"

Graphic Panels C (optional)

66"x40"

15

Exhibitor package

STORAGE
WITHIN

BOOTH GRAPHICS INCLUSIONS


Kiosk, Perspective View
Sage Summit 2015

Sage Summit 2015 sponsor manual

20x20 TURNKEY BOOTH STRUCTURE


Graphic Panels A

SIZE

1/23/15
P_kiosk_SageSummit15_b5.ai

56" x 29"

Copyright 2015 Global Experience Specialists, Inc. (GES) All Rights Reserved.

Graphic Panels B

41"x12"

Graphic Panels C (optional)

41"x16"

16

Custom booth rules


If you are a Diamond or Platinum sponsor and would like to customize your booth or bring your own booth,
please send a rendering of your booth property to Phil.Lindecker@gpj.com by June 8, 2015. Please note,
all custom booths must be reviewed by conference management. To ensure you are complying with the rules
below:
Diamond and Platinum
Max. booth height of 14'
Max. hanging banner height: Top of banner cannot exceed 20' from the ground; bottom of the banner no
lower than 16' from the ground
Max. hanging banner size of 4'
No lighting or projection
No two story
Only solid walls
FOR REFERENCE, THE TURNKEY BOOTHS HAVE THE FOLLOWING HEIGHTS:
The kiosk, 10'x10', and 10'x20' are 8' tall
The 20'x20', 30'x30', and 40'x40'the center tower is 12' tall, and the arms off the tower are 8' tall

Wi-Fi access
In order to maintain optimal performance of the Wi-Fi access provided by Sage on the Sage Summit show
floor, we strictly forbid the use of Hot Spots and wireless modems. You can order direct high-speed access
from the New Orleans Morial Convention Center for your private use; the forms for ordering this service are
in the Service Manual you have received.

Any and all food and beverages ordered in the Expo Hall must be first approved by Sage. Please send your
requests to SageSummitSponsors@gpj.com.

Diamond and Platinum Sponsors


BOOTH STRUCTURE
Not to exceed 14' in height
No two-story structures

Sage Summit 2015 sponsor manual

OVERHEAD SIGNAGE OVER TURNKEY BOOTH


STRUCTURE OR COMPANY-OWNED EXHIBIT

SOLID WALLS
No to exceed 30% of any wall
in the booth: <12' on 40' sides,
<9' on 30' sides, and <6' on
20' sides

4' max. height of overhead sign


20' max. height from floor to top of banner
16' minimum height from floor to bottom of banner
Fabric banners only
Rigging is limited to approved banner only
Not to exceed 70% of booth footprint: <28 feet
on 40' sides, < 21 feet on 30' sides, and <14 feet
on 20 sides

17

Meeting room renders


If you are a Gold, Platinum, or Diamond sponsor, you receive a dedicated meeting room (Diamond sponsors
receive two meeting rooms) in your sponsorship package. Silver sponsors receive access to a shared 10x10
meeting room. You can view a rendering of that meeting room and its inclusions, below.
Note: Silver shared meeting rooms should be left clean and tidy for the ensuing sponsors.
Diamond and Platinum 10x20
Gold and Silver (shared) 10x10
Meeting rooms are located within the main Showcase; therefore, anyone using the meeting rooms must be
appropriately badged. Meeting rooms can be accessed during Expo hours ONLY.
Dedicated meeting rooms do not come with electricity or Internet. You may place an order for these with
GES directly through its exhibitor kit at the back of this sponsor manual.

Sage Summit 2015 sponsor manual

18

Registration and badging


Each sponsorship package comes with a certain amount of allotted passes.
Diamond: 30
Platinum: 14
Gold: 10
Silver: 8
Bronze: 6
Exhibitor: 3
Please log onto the sponsor information portal at as a returning sponsor. From here you can view and track
usage of the free and/or purchased conference registration codes provided with your sponsorship. Please
share the registration code(s) with your staff attending Sage Summit.
Visit SageSummit.com to register for the conference; click the New to this event button on the registration
site. Enter the attendee email address, then select I am a Sage Summit sponsor, and enter a free and/or
purchased sponsorship code provided with your sponsorship.

Sage travel headquarters (registration and housing)


E: SageSponsor@travelhq.com
T: 800-621-6085
T: 636-827-4083
F: 636-827-2518

Housing
Please visit the hotel packages page for updated information on hotel locations.

Sage Summit 2015 sponsor manual

19

Sage Advice
Sage Adviceyour online destination for business trends, industry knowledge, insights, and advice you can
use in the real world.

Article content
Sage Advice is a thought leadership platformwe require content that is recognized by the audience
as innovative and inspiring, covering trends and topics that influence the target industry. Please ensure
content is desirable and relevant and considers timeliness, seasonality, geography, and a conversational
tone. Submitted content should average between 250-500 words in length.

Title
The title should engage the audience with a concise and pointed statement related to the subject matter of
the content. The title should not be longer than 4-6 words.

Abstract
The abstract should introduce or summarize your article in a manner that encourages the audience to read
on. The abstract should be approximately 50 words in length.

Annotations
While the abstract summarizes an articles key points, the annotation should provide context or perspective
to an article with the goal of triggering an emotional response. The annotation is your opportunity to offer
additional value and provide a next step or call to action (link).

Image specifications
Ensure correct attribution for all images.
Ensure images are free of copyright infringements.
Use high-resolution images in .jpeg or .png format.
Use 455 width x 313 height.

Tags and categories


Categorization and keyword tagging help us organize content within Sage Advice as well as help the
audience sort and filter content based on their interests. Please provide 4-5 keywords or phrases related to
your content.

Author and bio


If you wish to showcase the author of your article, please provide the name and title as well as a brief (25-50
word) bio.

Content submissions
Final article drafts should to be submitted at least one week prior to the requested publishing date. Articles
can to be submitted in word.doc format.

Sage Summit 2015 sponsor manual

20

Speaking sessions
Sponsor sessions
If you are a Diamond, Platinum, or Gold sponsor, you have some form of a speaking session included in your
sponsorship package. Below we've detailed the standard content inclusions by level:
SPONSOR LEVEL

SESSION TYPE

Diamond

(3) 45-minute theater presentations


(1) 60-minute sponsor perspective

Platinum

(3) 45-minute theater presentations

Gold

(2) 45-minute theater presentation

Sponsor session manager


If your sponsorship packages comes with a speaking session, youll be contacted by the session manager
with all details on your session sponsorships. Should you have any questions meanwhile, please contact the
session manager listed below:
Deb Kowalski
Sage Summit Content Manager
E: Deb.Kowalski@sage.com
T: 480-225-7546

Sage Summit 2015 sponsor manual

21

Sage Summit 2015 Exhibitor Application and Sponsorship Agreement


This Exhibitor Application and Sponsorship Agreement (Agreement) is made between the company submitting this
application (Exhibitor) and Sage Software, Inc. (Sage) for exhibit space and/or sponsorship at the Sage Summit 2015
Conference and Trade Show (Sage Summit 2015), scheduled for July 2730, 2015, in New Orleans, LA. This Agreement is
made for the benefit of Exhibitor, Sage, and the Sage Summit 2015 suppliers (collectively, Sage and the Sage Summit 2015
suppliers are referred to as Show Management). This Agreement becomes effective as of the date of its acceptance by
Sage and the receipt of the applicable fee from Exhibitor by Sage. The terms and conditions of this Agreement, including but
not limited to, the Exhibit Floor Plan, rates, the rules and regulations in the Exhibitor Services Manual, and any general exhibit
information provided to Exhibitor, may be updated and amended by Sage at its sole discretion and are binding on Exhibitor.
Sage and Show Management reserve the right to render all interpretations, amend and enforce these regulations, and
establish any and all further regulations not specifically covered below to assure the general success and well-being of Sage
Summit 2015. Each Exhibitor, for himself, his employees, and his contractors agrees to abide by these regulations and by any
amendments or additions hereafter made by Sage or Show Management.
Notwithstanding the acceptance by Sage of this Agreement nor any payment received from Exhibitor, Sage reserves
the right to: (a) deny entrance or reentrance to, or to remove, any Exhibitor(s), Exhibitor representative(s) or suppliers,
and Exhibitor invitees, from Sage Summit 2015; and (b) reject, remove, or prohibit any exhibit property, in whole or in
part, at Show Managements sole discretion if not in compliance with Sage Summit 2015 rules and regulations.
Eligibility: Sage, in its sole discretion, determines the eligibility of any company or product for exhibit. Sage reserves the right
to withdraw its acceptance of an application or deny participation of any individual or organization at any time if it determines
that a company or product is not eligible for exhibit or Exhibitor is in arrears for payments due for other Sage events. If
Exhibitor fails to comply with any of the terms of this Agreement, Sage may, among other things, refuse Exhibitor the right to
participate further in Sage Summit 2015 and may refuse to consider Exhibitor for participation in future exhibitions. Sage is
not responsible for any costs associated with the exhibit or travel costs if Exhibitor is uninvited to participate.
Application and payment: Applications must be received with a valid check or valid credit card information for payment in full
of all fees no later than thirty (30) days prior to the exhibit setup day as specified in the Exhibitor Services Manual.
Cancellation policy: Cancellations for exhibit space prior to May 28, 2015, will be refunded at 50% upon written
notification from Exhibitor. No refunds will be processed for exhibit space cancellations after this time. Sponsorship fees are
nonrefundable.
Cancellation by Sage: If Exhibitor fails to make a payment required by this Agreement in a timely manner, Sage may terminate
this Agreement (and Exhibitors participation in Sage Summit 2015) without further notice and obligation to refund monies
previously paid. Sage reserves the right to refuse Exhibitor permission to move in and set up exhibit if Exhibitor is in arrears of
any payment due to Sage.
Cancellation of the event: If Sage cancels Sage Summit 2015 due to circumstances beyond the reasonable control of Sage
(such as acts of God, acts of war, governmental emergency, labor strike, or unavailability of the exhibit facility), Sage shall
refund to each Exhibitor its exhibit space rental payment previously paid, minus a share of costs and expenses incurred by
Sage, in full satisfaction of all liabilities of Sage to Exhibitor. Sage reserves the right to cancel or relocate Sage Summit 2015
or change the dates on which it is held. If Sage relocates Sage Summit 2015 to another event facility within the same city
or changes the dates to dates that are not more than 30 days earlier or 30 days later than the dates on which Sage Summit
2015 originally was scheduled to be held, no refund will be due to Exhibitor, but Sage shall assign to Exhibitor, in lieu of the
original space, such other space as Sage deems appropriate and Exhibitor agrees to use such space under the terms of this
Agreement. If Sage elects to cancel Sage Summit 2015 other than for a reason previously described in this paragraph, Sage
shall refund to each Exhibitor its entire exhibit space rental payment previously paid, in full satisfaction of all liabilities of Sage
to Exhibitor. Exhibitor agrees that, except as expressly provided in this paragraph, it shall and hereby does waive any and all
claims for damages or compensation resulting from or relating to the cancellation, relocation, or rescheduling of Sage Summit
2015.
Exhibit hall hours: Exhibitors will not be allowed access to the exhibit hall during all nonshow hours unless specified by Sage.
The exhibit hall may be closed during specified times for event setup purposes.
Exhibit hall floor plan: The exhibit floor plan is subject to change.
Assignment of exhibit space: Exhibit space is assigned on a first come, first served basis when registering to exhibit. Sage
will attempt to honor all requests for exhibit space. Notwithstanding the above, Sage reserves the right to change location
assignments at any time as it may deem necessary for the best interests of Sage Summit 2015.

Sage Summit 2015 sponsor manual

Booth guidelines: All 10 x 10 booths must be in-line. 10 x 10 exhibit booth property may be no more than 8 feet in height.
Other signage cannot exceed 8 feet in height. Hanging signs are NOT permitted. 20 x 20 island exhibit booth property may
be no more than 16 feet in total height. Any Exhibitor exceeding these limits will be required to adjust or remove its exhibit
property/signs to conform to height regulations, at the exhibitors expense. Exhibitor may not hang signs or banners from the
walls. Signs can be hung within the Exhibitors physical booth space if they do not exceed the designated height limitation
of 16 from the ground to the top of the banner/sign. Exhibits, and hanging signs, if applicable, shall be arranged so as not
to obstruct the general view, nor hide the exhibits of, others. Exhibitor must maintain a line of sight to the exhibits next to
its booth. Regardless of the number of linear booths utilized, for example, 10 x 20, 10 x 30, 10 x 40, and so on, display
materials should be arranged in such a manner so as not to obstruct sight lines of neighboring exhibitors. The maximum
height of 8 feet is allowed only in the rear half of the booth space, with a 4-foot height restriction imposed on all materials in
the remaining space forward to the aisle. Note: When three or more linear booths are used in combination as a single exhibit
space, the 4-foot height limitation is applied only to that portion of exhibit space which is within 10 feet of an adjoining booth.
No island booths are allowed except those specifically predesignated and contracted as island booths. Drape is not allowed
to be removed or changed to a different color or height. Exhibit space and booths shall not be shared by multiple exhibitors or
companies.
Contractor services: In the interest of making available the best qualified craftsmen in numbers sufficient to handle all of the
services necessary for the operation of Sage Summit 2015, Sage has contracted on an exclusive basis official contractors
to provide certain services. Service companies other than the official contractors will not be allowed to perform any of
these exclusive services. Nonexclusive service may be performed by exhibitor-appointed contractors (EAC) within certain
guidelines. A complete listing of exclusive services and EAC guidelines will be provided in the exhibitor services manual.
Exhibit labor: All work involved in the erection, touch-up painting, dismantling, and repair of all exhibits, when this work is
done by persons other than full-time company personnel of Exhibitor, will fall under union jurisdiction. This work is to include
wall coverings, floor coverings, pipe and drape, painting, hanging of signs and/or decorative materials from the ceiling,
placement of all signs, and the erection of platforms used for exhibit purposes. This does not apply to the unpacking or
placement of merchandise. Any full-time company personnel involved should be prepared to produce some type of company
identification when engaged in these activities.
Freight handling: All work involved in the loading and unloading of all trucks, trailers, and common and contract carriers, as
well as the handling of empty crates and the operation of material handling equipment, is under union jurisdiction. The union
also has the jurisdiction of the unloading, uncrating, unskidding, leveling, painting, and assembly of machinery and equipment,
as well as the reverse process. Full-time employees of Exhibitor may hand carry material provided they do not use material
handling equipment. When Exhibitors do choose to hand carry material, they may not be permitted access to the loading
dock/freight door areas. Show Management will not be responsible for any material it does not handle. All Exhibitors are
expected to comply with any union requirements in effect and as outlined in the Exhibitor Services Manual.
Gratuities: Show Management work rules prohibit the solicitation or acceptance of tips in cash, product, or gifts in kind by
any employee (union or nonunion). Show Management employees are paid appropriate wages denoting professional status;
therefore, tipping of any kind is not allowed.
Always Honest hotline: Show Management requires the highest standards of integrity from all employees. Please call the
confidential Always Honest hotline at 866-225-8230 to report fraudulent or unethical behavior.
Taxes and licenses: Exhibitor shall be responsible for obtaining all licenses, permits, and approvals required under local
and/or state laws applicable to its participation in Sage Summit 2015. Exhibitor shall be responsible for obtaining all tax
identification numbers and paying all taxes, license fees, and other charges that shall become due under any government
authority in connection with its participation in Sage Summit 2015.
Use of space: Exhibitor may not assign, sublet, or share any space allotted to it without the prior written consent of
Sage. Exhibitor agrees to exhibit only products listed on its application and approved by Sage, and such products shall be
manufactured or distributed by the Exhibitor in its regular course of business. Exhibitor shall display such products and
services in a manner which is intended to describe and depict the advantages of using such products or services. In the event
Exhibitor fails to install or promote its products in its assigned exhibit space, or fails to pay any Sage Summit 2015 fees due
to Sage, or make good on fees in arrears for other Sage events, at the time specified, Sage and Show Management shall have
the right to take possession of said space and reassign same, in whole or in part, to any other party or parties on any terms
and conditions.
Operation of exhibits: Show Management reserves the right to restrict the operation of, or evict completely, any exhibit
which, in its sole opinion, detracts from the general character of the exhibition as a whole. This includes, but is not limited
to, an exhibit which, because of noise, flashing lights, method of operation, or display of unsuitable material, is determined
by Show Management to be objectionable to the successful conduct of the exhibition as a whole. Use of so called barkers
or pitchmen is strictly prohibited. All promotional activities must be confined to the limits of the exhibit space. Sufficient
space must be provided within the exhibit space for the comfort and safety of persons watching promotional activities. Each
Exhibitor is responsible for keeping the aisles near its exhibit space free of congestion caused by demonstrations or other
promotions.
Alcoholic beverages: Exhibitors may not serve alcoholic beverages in the exhibit hall except with the written permission of
Show Management.

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Direct sales: Retail sales are permitted only within the booth area. Exhibitors are responsible for collection of any and all
taxes required by the state, county, and city governments.
Contests, drawings, and lotteries: All unusual promotional activities must be approved in writing by Show Management no
later than 60 days prior to the opening of Sage Summit 2015.
Literature distribution: All demonstrations or other activities must be confined to the limits of the Exhibitors booth.
Distribution of circulars may be made only within the space assigned to Exhibitor distributing such materials. No advertising
circulars, catalogs, folders, or devices shall be distributed by Exhibitors in the aisles, meeting rooms, registration areas,
lounges, or grounds of the host facility. Trade publishers are prohibited from soliciting advertising during Sage Summit 2015.
Trade publications may be distributed from their booth, but automatic distribution is prohibited.
Copyright licensing: Exhibitor is solely responsible for obtaining any required licenses, permits, and so on to broadcast,
perform, or display any copyrighted materials including but not limited to music, video, and software. Exhibitor shall indemnify
and hold harmless Sage, Show Management, and facility against cost, expense, or liability which may be incident to, arise out
of, or be caused by Exhibitors failure to obtain requisite license.
Sound: Radios, microphones, or any other item that produces sound are not allowed unless approved in advance by Sage or
Show Management. If approved by Sage or Show Management, sound should not exceed 85 decibels. Sage reserves the right
to notify the exhibitor that their sound level must be lowered or removed.
Booth representative: Each Exhibitor must name one person to be his representative in connection with installation,
operation, and removal of the companys exhibit. Such representative shall be authorized to enter into such service contracts
as may be necessary and for which the Exhibitor shall be responsible. At least one representative must be present in
Exhibitors booth during all show hours, and Exhibitor shall assume responsibility for such representative(s) being responsible
for keeping the exhibit neat, manned, and orderly at all times. Booth representatives, including models or demonstrators,
must be properly registered and wear badges and be properly and modestly clothed. Excessively revealing attire is prohibited.
Irregular activities: All giveaway items with the exception of plastic bags, pens, pencils, luggage tags, pocket calendars,
and the Exhibitors product must be submitted for approval to Show Management three (3) weeks prior to the opening of
the exhibition. Noisemakers of any kind will not be permitted. Exhibitors distributing approved stickons may not place the
stickons on the attendees badges.
Exhibitor activities: No demonstrations, meetings, displays, or literature distribution are allowed, nor may product exhibits,
displays, or hired models be used outside of the assigned exhibit space unless Exhibitor has purchased a sponsorship
that allows it to conduct such activities outside of its assigned booth and the activities are approved by Sage or Show
Management. Exhibitors planning hospitality suites or outside activities of any kind whatsoever, either prior to, during, or
subsequent to Sage Summit 2015, must provide Sage with a written schedule of such activities. Exhibitor expressly agrees
that such activities will not conflict with Show hours or any official event scheduled by Sage. Failure to comply with this
requirement may result in cancellation and removal of Exhibitors exhibit without refund or liability to Sage.
Exhibit safety: Exhibitor accepts full responsibility for: (a) any personal injury or property damage that may result directly or
indirectly from the collapse of its exhibit or any portion thereof; and (b) any other claim, loss, liability, or damage suffered as a
result of Exhibitors construction or maintenance of an exhibit or equipment.
Solicitation of customers: An Exhibitor (i) shall only solicit customers and prospects for sales of products and services
listed in its Application and approved by Sage, and (ii) except as expressly approved by Sage pursuant to the foregoing, shall
not solicit customers and prospects for sales of products and services that are competitive with products and services
offered by Sage. Notwithstanding the foregoing, Exhibitors who are Sage business partners shall not solicit customers or
prospects that belong or are assigned to other Sage business partners for sales of Sage products and Sage services. If Sage
determines at its sole discretion that an Exhibitor is in breach of this provision, Sage reserves the right to: (a) revoke, retrieve,
and retain such Exhibitors conference badge; (b) deny entrance or reentrance to, or to remove, any such Exhibitor, Exhibitor
representative(s) or suppliers, and Exhibitor invitees, from Sage Summit 2015; and (c) reject, remove, or prohibit any exhibit
property from the event, without refund or other remuneration or compensation due to Exhibitor.
Nonendorsement: The exposition of products and services at Sage Summit 2015 does not constitute an endorsement by
Sage of any product or service exhibited. Exhibitor is not permitted to represent in any manner that Sage has endorsed its
goods or services unless it has a separate agreement with Sage allowing such representation.
Competing products: Exhibiting at Sage Summit 2015 does not guarantee the exclusion of competitors from speaking,
exhibiting, or advertising at Sage Summit 2015.
Sponsorship terms and conditions: Executed agreements for Sage Summit 2015 sponsorship opportunities are binding and
nonrefundable. In the event that Sage elects to cancel Sage Summit 2015, Sage will refund only payments made directly to
Sage less any costs and expenses incurred by Sage and will not be held responsible for other costs or expenditures incurred
by the Exhibitor/Sponsor. Sage will not refund payments or assume additional costs and liability that result from acts of God.
Any external events (to include dinners, parties, outings, tournaments, and the like) held in conjunction with Sage Summit
2015 by Exhibitor/Sponsor must be approved by Sage. Failure to notify Sage of such events at least sixty (60) days prior to
the event date may cause forfeiture of the event. Sage reserves the right to cancel such events prior to the event date and
Exhibitor/Sponsor will be responsible for all penalty costs associated with cancellation. All items distributed at sponsored
events must be arranged for and approved of in advance by Sage. Exhibitor/Sponsors may not make arrangements to
distribute items directly through the hotel. All distributed items will be arranged by the Sage and Show Management and will
be subject to all applicable fees and charges. If Exhibitor/Sponsor has chosen a sponsorship package that requires materials

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from Exhibitor/Sponsors company, Sage will contact Exhibitor/Sponsor with the due date. If Exhibitor/Sponsor does not
submit the required materials within the time given, Sage reserves the right to substitute sponsorship with a similar item.
Exhibits and public policy: Each Exhibitor is charged with knowledge of all state, county, and city laws, ordinances, and
regulations pertaining to health, fire prevention, and public safety, while participating in this exhibition. Compliance with such
laws is mandatory for all Exhibitors, and the sole responsibility is that of Exhibitor. No part of the building shall be defaced in
any manner, nor shall signs or other articles be posted, nailed, taped, or otherwise affixed to any pillars, doors, walls, or other
parts of the building. Any and all damages, losses, expenses, and/or costs resulting from failure to observe this notice shall
be payable by Exhibitor. Exhibitor must, at his expense, maintain and keep in good order his exhibit and the space for which
he has contracted. Exhibitors must comply with city and state fire regulations. All booth decorations including carpeting must
be flameproofed, and all hangings must clear the floor. All exits, hallways, aisles, and fire control apparati must remain clear
and unobstructed at all times. Use of butane or bottled gas is not permitted. Use of propane and helium balloons is prohibited.
Electrical equipment and wiring must conform to National Electrical Code Safety Rules. If inspection indicates any Exhibitor
has neglected to comply with these regulations, or otherwise incurs fire hazard, the right is reserved to cancel all or such part
of his exhibit as may be irregular, and effect the removal of same at Exhibitors expense. If unusual equipment or machinery
is to be installed, or if appliances that might come under fire codes are to be used, Exhibitor should communicate with Show
Management for information concerning facilities or regulations.
Set up and dismantle: It is Exhibitors responsibility to set up and dismantle its booth and property. Exhibitor should properly
label all of its exhibit properties for shipping from and to its facilities. If Exhibitor has not properly packed any of its exhibit or
property for shipping at the time designated, such items will be stored, and Exhibitor will be invoiced for handling and storage
of such items. Neither Sage nor Show Management will be responsible for any exhibit materials or equipment on the exhibit
floor. Please note that exact exhibit setup and dismantle hours will be enforced. Refer to the setup and dismantle hours in the
exhibitor services manual.
Storage of packing crates and boxes: Unattended freight in any display space as of one hour prior to exhibition opening will
be removed and stored at Exhibitors sole risk and expense. Exhibitors will not be permitted to store packing crates and boxes
in their booths during the exhibit period; but these, when properly marked, will be stored and returned to the booth by service
contractors. It is Exhibitors responsibility to mark and identify his crates and boxes. Crates and boxes not properly marked
or identified may be destroyed. Show Management assumes no responsibility for the contents of crates or boxes improperly
labeled as empty. Because of the lack of storage facilities, it may be necessary to store empty crates, boxes, and exhibit
material outside the building. Every effort will be made to protect the crates from the elements, but none of Sage, Show
Management, or its service contractors will assume any responsibility for damage to them. The removal and return of large
crates that cannot be handled by hand trucks will be charged for at prevailing rates. Crates, boxes, or other exhibit materials
unclaimed by Exhibitor after Sage Summit 2015 will be removed at Exhibitors expense. Exhibitors will be billed by the Show
Management for removal time and materials at prevailing rates. None of Sage, Show Management, or the exhibit facility shall
assume any liability whatsoever for loss or damage.
Trademark usage: Exhibitor is subject to the Sage branding guidelines. These guidelines will be strictly enforced.
Taping policy: Sage strictly prohibits any video or audio taping of any portion of Sage Summit 2015 without prior written
approval.
Liability: Exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, defend, and save Sage, Show
Management, the owner of the host facilities, and their respective employees and agents harmless against all claims,
losses, and damages to persons or property, governmental charges or fines and attorneys' fees arising out of or caused by
Exhibitor's installation, removal, maintenance, occupancy, or use of exhibition premises or any part thereof, excluding any
such liability caused solely by the gross negligence of the owner of the host facilities, its employees and agents. In addition,
Exhibitor acknowledges that Sage, Show Management, and the owner of the host facilities do not maintain insurance covering
Exhibitor's property, and it is the sole responsibility of Exhibitor to obtain business interruption and property damage
insurance covering such losses by Exhibitor. Neither party shall be liable to the other for any special, indirect, incidental,
consequential, punitive, or exemplary damages or loss, nor any lost profit, savings, or business opportunity. With respect
to this Agreement in general, the liability of Sage and its personnel shall not exceed the total amount of fees actually paid to
Sage under this Agreement. A claim for the return of fees shall be the exclusive remedy for any damages. The limitation of
liability set forth in this paragraph is intended to apply to the full extent allowed by law, regardless of the grounds or nature of
any claim asserted and shall survive termination of this Agreement.
Neither party shall be liable for failure to perform its obligations under this Agreement as a result of strikes, riots, acts of
God, force majeure, or any other cause beyond its control, including without limitation any act of war, terrorism, or other
military authority. Exhibitor agrees to abide by existing agreements and regulations covering the use of services and/or labor
in the Sage Summit 2015 facility. No warranty of any kind is made by Sage or Show Management with regard to Exhibitors
assigned space or use thereof. No rights of Sage or Show Management shall be deemed waived except as and unless
specifically stated in a writing signed by an authorized officer of Sage or Show Management.
Liability insurance: Exhibitor shall obtain at its own expense adequate insurance, including but not limited to, comprehensive
general liability insurance including so called broad form endorsement. Such insurance shall name Sage Software, Inc., its
officers, directors, and employees as an Additional Insured. Certificates of Insurance shall be made available to Sage and
Show Management upon request.

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IV

Security: Exhibitor is solely and fully responsible for its own exhibit material and shall insure its exhibit and equipment
against loss or damage from any cause whatsoever. Exhibitor understands and agrees that all Exhibitor properties are to
remain in Exhibitors care, custody, and control in transit to and from and within the confines of the exhibit hall. Exhibitor
agrees to waive its rights of subrogation against Sage and Show Management and their vendors, officers, directors, and
employees. Sage will provide security during published setup and dismantling hours, Show hours, and all hours that the
Show is closed during Show days. However, each Exhibitor will be responsible for its exhibit at all times and may hire its own
security during nonshow hours at its own expense. Sage, Show Management, and the official convention service contractor
shall not be liable for any loss, damage, or displacement of any Exhibitors property due to any cause.
Americans with Disabilities Act: Exhibitors acknowledge their responsibilities under the Americans with Disabilities Act
(hereinafter Act) to make their booths accessible to handicapped persons. Exhibitor shall also indemnify and hold harmless
Sage, Show Management, and the facility against cost, expense, liability, or damage that may be incident to, arise out of, or be
caused by Exhibitors failure to comply with the Act.
Governing law and venue: This Agreement shall be governed by the laws of the State of California without reference to its
conflict of law principles. Venue for all claims, actions, or disputes arising out of Exhibitors use of the assigned space at Sage
Summit 2015 shall be brought in a court located in California.
Resolution of disputes: In the event of a dispute or disagreement between Exhibitor, Sage, and/or Show Management,
all interpretations by Sage of the rules governing Sage Summit 2015 and all action or decisions concerning the dispute or
disagreement intended to resolve the dispute or disagreement, shall be binding on the Exhibitor.
Amendment and agreement to the rules: Any matters not specifically covered by the preceding rules or other Sage Summit
2015 material provided to Exhibitor shall be subject solely to Sage and Show Managements interpretation and decision.
Compliance: It is each Exhibitors responsibility to read and comply with all rules and regulations stated in the Exhibitor
Services Manual. Each Exhibitor will be fully responsible for all rules stated in the manual and this Agreement.
IN WITNESS WHEREOF, the parties have caused this Exhibitor Application and Sponsorship Agreement to be executed by
their respective duly qualified officers as of the day and year first set forth below.

Sage Summit 2015 sponsor manual

Contacts
We want to ensure you have a successful planning cycle and event this year!
If you have any questions at all, please contact us.

Sarah Brush
Sage Summit Sponsor Program Manager
E: Sarah.Brush@sage.com
T: 480-383-5330
Caroline Gutierrez
Partner Relations Manager
E: Caroline.Gutierrez@gpj.com
T: 650-226-0715
General sponsorship information
E: SageSummitSponsors@gpj.com
Registration assistance
E: SageSponsor@travelhq.com

Thank you

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Irvine, CA 92618-2301
866-996-7243
SageSummit.com

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2015 Sage Software, Inc. All rights reserved. Sage, the Sage logos, and the Sage product and service names mentioned
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property of their respective owners. 4/15