logoShaping Tomorrow's Built Environment Today

2024 ASHRAE Winter Conference
January 20-24, 2024

Frequently Asked Questions

When will registration open?

Registration will open in September of 2023. Learn more about Registration pricing and everything included. Early bird registration ends on November 26.  

When can I book my hotel room?

Hotel reservation links will be emailed to committee members and made available to registered attendees beginning in September of 2023. Learn more about hotel options and nightly rates.

What all is included with the virtual registration?

Learn more about in-person vs virtual registration packages and pricing.

Are Company Registration Packages available?

Company Packages are available for virtual participants only. Learn more about pricing options and to register. When registering, select the “Virtual Conference Only” registration type and then select the Company Package size you wish to purchase. You will then receive a confirmation email that will give you access to the company package portal where you will be prompted to enter the names and email addresses of your individual employees.

How do I request a meeting room for a committee or subcommittee meeting in Chicago?

The meeting request portal will open starting in late summer of 2023. All meetings that need a physical meeting room or included in the conference schedule should be requested through the portal. Learn more about committee meetings at the ASHRAE Winter Conference and the meeting request process.

How can my company sponsor the ASHRAE Winter Conference?

Contact Greg Martin at gmartin@ashrae.org or 678-539-1174.

Do I have to register if I am only attending committee meetings?

Yes, registration is required for everyone who will be in Chicago. If you plan to only attend committee meetings then you may register for free. Members of all committees will be sent an email either from the committee chair or Society with a registration code for the “Committee Meeting Only” registration type once registration opens this fall.  While attending Committee Meetings Only is free, a $25 donation is encourage to help support costs associated with the meetings.

Attendees registered as “Committee Meetings Only” will not have access to the Technical Program. Learn more about what the Technical Program has to offer and consider registering for the entire conference which includes access to all technical session recordings and the ability to earn PDHs for 1 year after the conference.

Still Need Help?

Contact us at meetings@ashrae.org.

Checklist for 2024 ASHRAE Winter Conference Sponsorship Deliverables

Thank you for sponsoring the 2024 ASHRAE Winter Conference. Our objective is to provide a valuable service to your company in reaching the most valuable audience of top leaders in the HVAC&R industry and build credibility as innovators in the industry. With your help, we wish to provide a valuable service to ASHRAE members and other industry professionals by providing the opportunity to learn and connect with both in-person and virtual experiences.  

Your main point of contact for your 2024 Winter Conference sponsorship is Ragan McHan. Please send Ragan the assets and information requested below. Ragan can also help you with any questions you may have related to your sponsorship.

Below is a check list of information and deadlines to help you receive full value from your sponsorship opportunity.

Base Sponsorship:

Dedicated Sponsor Page in ASHRAE 365 Conference App and Website

Provide all digital materials to ASHRAE for Dedicated Sponsor Page in conference app and website – any time before May 20

In addition to your logo, ASHRAE can accept a combination of up to 5 items for your page. Send all items such as your official logo to be used on the site, up to 150 words of promotional copy, links to videos, PDFs, or other information you wish to be displayed on your page. Please also send contact information (name, email address, physical address, and website) as you wish it to be displayed.

Send all information to Heather West at apps@ashrae.org. She will be your main contact for building your dedicated Sponsor Page in the ASHRAE conference app and website.

The sooner the materials are provided to ASHRAE by the sponsor, the longer the exposure on the website and app. Please allow 2 days upon submitting materials to construct your page in the app and website.

Complimentary Registration

Submit Registration Information for (1) Complimentary Attendee – any time before May 20

Full conference registrants will have access to all in-person sessions and events as well access to technical session recordings and downloadable conference papers. Please complete egistration form and submit to Tracy Keller at tkeller@ashrae.org by deadline noted above.

Logo Recognition

Submit a high resolution, vector image of your logo and URL for redirecting clicks – As Soon As Possible

Your logo and URL will be added to the following locations as soon as it is received.

  • promotional emails
  • conference website
  • ASHRAE home page
  • conference app
  • virtual conference platform
  • onsite signage

Homepage Recognition

Submit a 300x250 banner that rotates on the ASHRAE home page– As Soon As Possible

Recognition on the ashrae.org home page which has 125,000 unique visits average per month. Send 300x250 banner to vjohnson@ashrae.org and abrafford@ashrae.org.

Rotating Banner in ASHRAE 365

Submit a 300x50 banner to rotate in the ASHRAE 365 app– As Soon As Possible

Send 300x50 banner to apps@ashrae.org.

Attendee Lists and Metrics

  1. ASHRAE will send Opt-In Attendance Lists – by July 15
    A list of all opted-in attendees’ mailing address included in your sponsor thank you packet from 2023-2024 ASHRAE President, Ginger Scoggins
  2. ASHRAE will send Dedicated Sponsor Page Analytics – by July 15
    Includes pageviews of your dedicated sponsor page from the date of creation through the end date of the conference and number of PDF downloads where available.

Livestream Sponsor Add-On

  1. Submit logo– ASAP

Logo will be added to conference app for livestreamed sessions. 

   2. ASHRAE will send Opt-In Attendance Lists – by July 15

A list of opted-in virtual attendees who joined the livestreamed session will be sent to you following the conference.

Keynote Sponsor Add-On

  1. Submit logo – ASAP

Logo will be used for onsite signage, printed program and other conference materials.

   2. Opportunity to provide branded merchandise on the chairs – 

If you wish to provide branded merchandise on the chairs of the plenary session, please plan for 1,000 attendees and reach out to your ASHRAE staff contact for shipping instructions to be shipped to arrive at ASHRAE HQ by the deadline provided.  

   3. Tabletop for branded literature, giveaways and company representatives for meet and greet –  

ASHRAE staff will contact you with information related to where the tabletop will be located as well as recommended timing for company representatives.

   4. Reserved premier seating for sponsors –  

ASHRAE staff will contact you to make sure the appropriate number of seats are saved for your company’s representatives, seated next to ASHRAE leadership at the front of the plenary session. The Opening Plenary Session will take place at 3:15 p.m. ET at the JW Marriott on Saturday, June 22, 2024.

Welcome Party Sponsor Add-On

  1. Submit logo – ASAP

Logo will be used for onsite signage, branded napkins, and event tickets

   2. Tabletop for branded literature, giveaways and company representatives for meet and greet – Week of June 17

ASHRAE staff will contact you with information related to where the tabletop will be located as well as recommended timing for company representatives.

   3. Specialty Drink – Week of May 1

Sponsor has the option to create a specialty drink to be promoted and served at the Welcome Party bar. ASHRAE staff will contact you to coordinate ingredients and name of the drink.

   4. Submit Names for (3) Complimentary Tickets – by May 20

Please send the following information to Tracy Keller by December 18.

First and Last Name

Company

Address

Email

1)

 

 

 

2)

 

 

 

3)

 

 

 

President’s Luncheon Sponsor Add-On

  1. Submit logo – ASAP

Logo will be used for onsite signage, event tickets and printed program.

   2. Tabletop for branded literature, giveaways and company representatives for meet and greet – 

ASHRAE staff will contact you with information related to where the tabletop will be located as well as recommended timing for company representatives.

   3. Reserved premier seating for sponsors – 

ASHRAE staff will contact you to make sure the appropriate number of seats are saved for your company’s representatives, seated next to ASHRAE leadership at the front of the President’s Luncheon. The President’s Luncheon will take place at 12:00 p.m. ET at the JW Marriott Marquis on Monday, June 24.

   4. Submit Names for (3) Complimentary Tickets – 

Please send the following information to Tracy Keller. 

First and Last Name

Company

Address

Email

1)

 

 

 

2)

 

 

 

3)

 

 

 

Women in ASHRAE Sponsor Add-On

  1. Submit logo – ASAP

Logo will be used for onsite signage, event tickets and branded napkins.

   2. Tabletop for branded literature, giveaways and company representatives for meet and greet – Week of June 17

ASHRAE staff will contact you with information related to where the tabletop will be located as well as recommended timing for company representatives.

   3. Submit Names for (3) Complimentary Tickets – May 20

Please send the following information to Tracy Keller by May 20.  Tickets may be picked up from Registration located at the JW Marriott, as early as Friday, June 21.

First and Last Name

Company

Address

Email

1)

 

 

 

2)

 

 

 

3)

 

 

 

 

Members’ Night Out Sponsor Add-On

  1. Submit logo – ASAP

Logo will be used for onsite signage, event tickets and branded napkins.

   2. Tabletop for branded literature, giveaways and company representatives for meet and greet – 

ASHRAE staff will contact you with information related to where the tabletop will be located as well as recommended timing for company representatives.

   3. Submit Names for (3) Complimentary Tickets – 

Please send the following information to Tracy Keller by December 18.

First and Last Name

Company

Address

Email

1)

 

 

 

2)

 

 

 

3)

 

 

 

 

   4. Opportunity to provide raffle prizes – 

Confirm with ASHRAE the prize or prizes you wish to raffle off during the event (i.e., item name, description, value, etc.). ASHRAE staff will work with you on a promotion strategy for the raffle and will provide you with details on how to announce the winner.

Sponsor Tech Talk Add-On

  1. Select Time Slot for 30-Minute In-Person Talk (slots are first come, first served) – ASAP

   2. Provide title and description of talk including name, title, company, email address bio and headshot for speaker– ASAP 

   3. ASHRAE will send Opt-In Attendance Lists – by July 15

The list will include attendees scanned into the session upon arrival and opted-in virtual registrants who attended the Tech Talk virtually.

Coffee Break Sponsor Add-On

  1. Submit logo – ASAP

Logo will be used for onsite signage, event tickets and branded napkins.

   2. Select Day of Coffee Break – 

• Sunday, June 23
• Monday, June 24
• Tuesday, June 25
• Wednesday, June 26

ASHRAE staff will help you determine the best time for the coffee break conjunction with the scheduled Technical Sessions for the day selected.

   3. Tabletop for branded literature, giveaways and company representatives for meet and greet – 

ASHRAE staff will contact you with information related to where the tabletop will be located as well as recommended timing for company representatives.

   4. VIRTUAL UPGRADE ONLY: Submit Message to Attendee to be distributed with Gift Card – 

Included in the sponsorship, ASHRAE will provide (100) $5 Starbucks gift cards to virtual conference attendees through an e-delivery site. Sponsor has the ability to customize the message sent to the 100 virtual attendees who receive the virtual coffee break.

Example: Hi {{ recipient_name }}, Thank you for attending the 2023 ASHRAE Winter Conference. Here is a cup of coffee from COMPANY NAME. We hope you enjoy today’s sessions!

   5. VIRTUAL UPGRADE ONLY: Submit Content for Pop Up Message (if wanted) – 

The delivery vendor provides the option to add an additional pop up message for the attendee to read before redeeming e-gift card.

• Header:
• Message:

   6. VIRTUAL UPGRADE ONLY: Submit URL for Video (if wanted) – 

The delivery vendor provides the option for you to have the redeemer watch a video before redeeming the e-gift card. Please submit a URL from your youtube, vimeo or wisitia. We suggest this video be no more than 15 seconds long.

   7. VIRTUAL UPGRADE ONLY: Submit URL for attendee redirect after e-gift card is redeemed – 

Livestream Sponsor Add-On 

  1. Submit logo– ASAP

Logo will be added to conference app for livestreamed sessions. 

2. ASHRAE will send Opt-In Attendance Lists – by July 15

A list of opted-in virtual attendees who joined the livestreamed session will be sent to you following the conference.

Swag Sponsor

  1. Submit logo – ASAP

Logo will be used for onsite signage and other conference materials.

   2. Opportunity to provide branded giveaway to in-person attendees at Registration – by May 20

If you wish to provide branded giveways to in-person attendees, please plan for 1,500 attendees and reach out to your ASHRAE staff contact for shipping instructions to be shipped to arrive at ASHRAE HQ by May 22.

   3. Schedule Meet and Greet with ASHRAE Staff – by May 20

ASHRAE staff will contact you with information related to where the tabletop will be located as well as recommended timing for company representatives to be included in the conference schedule and promotional materials.

   4. VIRTUAL UPGRADE ONLY: Select Gift Card parameters – 

  • Type of Gift Card
  • Amount (some cards may have minimum amounts)
  • Recipients (i.e. all registered virtual attendees, ASHRAE members only, first 500 people, etc)

   5. VIRTUAL UPGRADE ONLY: Submit Message to Attendee to be distributed with Gift Card –  

Example: Hi {{ recipient_name }}, Thank you for attending the 2023 ASHRAE Winter Conference. Enjoy this gift card to XX compliments of COMPANY NAME. Enjoy the conference!

   6. VIRTUAL UPGRADE ONLY: Submit Content for Pop Up Message (if wanted) –  

The delivery vendor provides the option to add an additional pop up message for the attendee to read before redeeming e-gift card.

• Header:
• Message:

   7. VIRTUAL UPGRADE ONLY: Submit URL for Video (if wanted) –  

The delivery vendor provides the option for you to have the redeemer watch a video before redeeming the e-gift card. Please submit a URL from your youtube, vimeo or wisitia. We suggest this video be no more than 15 seconds long.

   8. VIRTUAL UPGRADE ONLY: Submit URL for attendee redirect after e-gift card is redeemed –  

   9. VIRTUAL UPGRADE ONLY: Purchase Gift Cards –  

Please speak with your ASHRAE staff liaisons to pay for gift cards in advance of the e-gift card distribution. You pay for how many gift cards you want to send.

Wi-Fi Sponsor Add-On

  1. Submit logo – ASAP

Logo will be used for Wi-Fi login splash page and other conference materials.

Know Before You Go Email Sponsor Add-On

  1. Submit Banner Ad for Know Before You Go Email –  

Dimensions for the skyscraper ad are 160 pixels wide by 90 pixels high. JPG, GIF and PNG are accepted formats. Please also send the URL it should link to. The Know Before You Go email will be sent to all conference registrants the week before the conference. Please send all materials and correspondence to Joslyn Ratcliff at jratcliff@ashrae.org.

   2. ASHRAE will Provide Email Metrics – No later than July 15

ASHRAE will provide number of emails sent, number of emails opened, clickthroughs within the email and number of clicks on your banner ad.

Dedicated Post-Conference Email Sent to All Opted-In Registrants Sponsor Add-On

  1. Please contact Joslyn Ratcliff at jratcliff@ashrae.org to coordinate the contents and timing of this sponsorship add-on purchase.  Your email will be scheduled first come, first serve basis within 4 weeks of the conference and there is a limit of one message per week. – by May 20 

   2. Submit content for email to Joslyn Ratcliff – A proof will be sent for approval 2 business days after content is received.

   3. ASHRAE will provide email metrics on number of emails sent, number of emails opened   – 7 days after dedicated email is sent

Daily Prize Sponsor Add-On

  1. Select Day of Prize –  

• Sunday, June 23
• Monday, June 24
• Tuesday, June 25
• Wednesday, June 26

   2. Submit information about the Prize for Promotion –  

Submit name of item, value, and message for ASHRAE to include in conference promotional materials. This information will be used for drafting remarks for the plenary session to promote the raffle item.

On-Demand Session Sponsor Add-On

No additional deliverables are required. As long as sponsoring company’s logo and URL have been submitted, that is all ASHRAE needs for this sponsorship.

Member Lounge Sponsor Add-On

  1. Submit logo – ASAP

Logo will be used for onsite signage and other conference materials.

   2. Schedule Meet and Greet Time Slot –  

ASHRAE staff will contact you with information related to where in the Members Lounge the tabletop will be located as well as recommended timing for company representatives to be included in the conference schedule and promotional materials.

Close