Sponsorship Deadlines

This page is your one-stop shopping for all things sponsorship deliverables and due dates! We’ve included all the due dates for any collateral AHF will need from you, including ads, tote inserts, and more. Below are relevant points of contact for any questions or deliverables.


Booth Selection: 
Booth selection will take place in late March/Early April. A member of our staff will be in touch once a formal date has been announced. The selection order will be based on sponsorship level and payment date within each level. 

Click here to view full prospectus and a-la-carte opportunities. Review our media kit to find new ways to enhance your reach. 

Quick Links

Diamond Level Due Dates & Deliverables
Platinum Level Due Dates & Deliverables
Gold Level Due Dates & Deliverables
Silver Level Due Dates & Deliverables
Bronze Level Due Dates & Deliverables

Diamond Level

Below are the benefits you receive as a Platinum sponsor which have specific deadlines you need to note. For the full list of benefits you receive, please review your contract or the 2022 prospectus.

Please note: AHF staff will reach out 2-3 times prompting your staff to provide advertisements by our published deadlines. However, if we don’t hear back, or receive needed materials, you may miss out on critical benefits. Please be sure to bookmark the deadlines below. Unfortunately, AHF cannot extend missed advertisements into the next sponsorship year. If you need assistance, please reach out Leah Reily, Executive Director, at lreily@healthcarefoodservice.org.

DIAMOND Annual Benefit
DIAMOND Deadlines & Details
AHF Membership
  • Included: x5 Memberships
January – Provide names upon confirmed sponsorship to Mina Shin
Operator Membership Mailing List  
  • Included: x4 Copies with mailing and email addresses
You will receive one per quarter. Can use for x1 mailed or emailed piece of collateral:

  • Q1: April
  • Q2: July
  • Q3: October
  • Q4: January
Website Button Ad
  • Included: x1 Ad -rotates weekly
  • SPECS: 200X200 pixels
Provide advertisement immediately upon confirmed sponsorship to Sarah Bennett. Ad begins January 2022.
Ad in S.O. Connected Magazine
  • Included: x3 Full Page Ads
  • SPECS: 8.5″x11″ (add additional 0.125 for bleed)
2021 Issues and deadlines are as follows:

  • Spring Issue – Technology & Robotics (Ad Due Feb. 1)
  • Summer Issue – Culinary Elevation (Ad due May 1)
  • Fall Issue – Staffing & Labor (Ad Due Aug. 1)
  • Winter Issue – Embracing the Patient Experience (Ad Due Dec. 1)

2022 Issues and deadlines are as follows:

  • Spring Issue – Life as We’ve Known It (Ad Due Feb. 1)
    • An exploration of operators daily lives and how operations will move forward
  • Summer Issue – Expansion and Building (Ad due May 1)
  • Fall Issue – Menu Trends (Ad Due Aug. 1)
  • Winter Issue – Culture & Leadership (Ad Due Dec. 1)
Banner Ad in SO In the Know Monthly Newsletter
  • Included: x1 Banner Ad
  • SPECS: 550w x 180h Pixels (JPEG or PNG)
Select from one of the 12 months from January to December 2022. Ads are due by the 15th of each month.
AHF Webinar Branding/Sponsorship
  • Included: Logo on x1 webinar
Your logo will be shown (non-exclusive) as a sponsor of the webinar. AHF will include you in marketing emails and mention you at the beginning of the webinar as a sponsor. Select from the following webinar options. 2021 webinar topics are outlined below:

  • March – Foodservice Budgets – Doing More with Less
  • April – Leveraging Technology & Robotics
  • May – Sanitation 
  • July – Patient/Resident Food & Diet Trends
  • September – Staffing & Labor 
  • November – Embracing the Patient/Resident Experience

2022 webinar topics to be announced shortly.

Business Partner Directory Listing
  • Included: Listing + applicable categories + logo enhancement
Sponsorship payment & category selections must be received by March 31st to be listed in the Spring edition of the directory.

Also listed in printed copy placed into operator bags at Annual Conference

DIAMOND Conference Benefits
DIAMOND Deadlines & Details
Pre & Post Conference Attendee Lists
  • Included: Mail & Email Addresses
Send 1 piece of mailed or emailed collateral per list. Sent at least 2 weeks before and after the conference as an excel file.
Booth Selection
  • Included: 10×10 Booth (and any additional purchased)
Selection will take place in late March early April. Selection is done by sponsorship level & date of payment.

  • AHF will provide shipping labels for product mailings and instructions for storage.
  • AHF will work to provide prep space for product, a signup sheet will be distributed.
Event Sponsorship Selection
  • Included: Sponsorship of x1 main event + 2-3 minutes podium time
Can select from the following events. Selection will take place during booth selection, please have your preferences ready for that discussion. First come first serve based on booth selection order.

  • Opening Keynote – Wednesday Morning (Exclusive)
  • Morning Keynote – Thursday Morning (Exclusive)
  • Closing Keynote – Thursday Afternoon (Exclusive)
  • Other major General Sessions – (Exclusive)
  • Celebrate AHF – (Non-exclusive)
Product Placement Selection OR BP Directory Ad
  • Included: x3 Product Placements or Full Pg. BP Directory Ad
Product placements will be into the main meals during the conference. AHF will outline meals and allow selection during booth selection. The final deadline for notification to AHF is April 30th.

  • AHF must have the selected meals, as well as the products to be placed and (if applicable) recipes for transfer to the hotel. 
  • Products must be mailed to the hotel within AHF’s provided timeline. Timeline will be provided during booth selection. AHF will provide shipping labels.
Tote Bag Insert
  • Included: x1 item inserted into operator registration bags
You can place 1 item into operator registration bags. Inserts can be at your discretion. Examples: Promotional items, clothing, product sample, advertisement, gift with company branding, etc.

  • Inserts should be identified and shipped to the hotel no later than July 15th. AHF must approve prior to shipping.
Lead Scanning License(s)
  • Included: x2 Free Licenses
We will distribute instructions and access to your scanning app at least 2 weeks before the event.
Conference Mobile App Recognition
  • Included: x1 push notification sent during conference
Notifications can include up to 140 characters. The text is at your discretion. Push notifications are sent as a notification directly to the mobile phones of attendees urging them to take an action. Must notify AHF of text to push by July 20th
Logo Branding Opportunities
  • Included: Conference website, all signage, culinary competition signage, mobile app, window or floor cling, wherever a product is placed
AHF will utilize your logo and provided a hyperlink in all applicable locations based on your sponsorship level.

  • Must provide a high-resolution logo in .JPEG .PNG AND .EPS format upon sponsorship sign-up. Website listings will begin January 2020.
Conference Registration
  • Included: x5 Full Registration passes
Registration will open in early February to all attendees, including business partners.

  • Sponsors will receive one-time use coupon codes to redeem their complimentary passes. Additional passes can then be purchased at your discretion.
  • NEW: Registration will be streamlined through the main registration portal this year, not the booth portal as it was last year. Each of your staff can individually manage their registrations.

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Platinum Level

Below are the benefits you receive as a Platinum sponsor as well as any associated deadlines you need to be aware of.

Please note: AHF staff will reach out 2-3 times prompting your staff to provide advertisements by our published deadlines. However, if we don’t hear back, or receive needed materials, you may miss out on critical benefits. Please be sure to bookmark the deadlines below. Unfortunately, AHF cannot extend missed advertisements into the next sponsorship year. If you need assistance, please reach out Leah Reily, Executive Director, at lreily@healthcarefoodservice.org.

PLATINUM Annual Benefits
PLATINUM Deadlines & Details
AHF Membership
  • Included: x4 Memberships
January – Provide names upon confirmed sponsorship to Mina Shin
Operator Membership Mailing List
  • Included: x3 Copies with mailing and email addresses
Choose three quarters below within which to receive lists. Can use for x1 mailed or emailed piece of collateral:

  • Q1: April
  • Q2: July
  • Q3: October
  • Q4: January
Website Button Ad
  • Included: x1 Ad -rotates weekly
  • SPECS: 200X200 pixels
Provide advertisement immediately upon confirmed sponsorship to Sarah Bennett. Ad begins January 2022.
Ad in S.O. Connected Magazine
  • Included: x2 Full Page Ads
  • SPECS: 8.5″x11″ (add additional 0.125 for bleed)
Select two of the following issues per sponsorship year. AHF has limitations on how many ads we can place per issue. Select as soon as possible:

2021 Issues and deadlines are as follows:

  • Spring Issue – Technology & Robotics (Ad Due Feb. 1)
  • Summer Issue – Culinary Elevation (Ad due May 1)
  • Fall Issue – Staffing & Labor (Ad Due Aug. 1)
  • Winter Issue – Embracing the Patient Experience (Ad Due Dec. 1)

2022 Issues and deadlines are as follows:

  • Spring Issue – Life as We’ve Known It (Ad Due Feb. 1)
    • An exploration of operators daily lives and how operations will move forward
  • Summer Issue – Expansion and Building (Ad due May 1)
  • Fall Issue – Menu Trends (Ad Due Aug. 1)
  • Winter Issue – Culture & Leadership (Ad Due Dec. 1)
Banner Ad in SO In the Know Monthly Newsletter
  • Included: x1 Banner Ad
  • SPECS: 550w x 180h Pixels (JPEG or PNG)
Select from one of the 12 months from January to December 2022. Ads are due by the 15th of each month.
AHF Webinar Branding/Sponsorship
  • Included: Logo on x1 webinar
Your logo will be shown (non-exclusive) as a sponsor of the webinar. AHF will include you in marketing emails and mention you at the beginning of the webinar as a sponsor. Select from the following webinar options. 2021 webinar topics are outlined below:

  • March – Foodservice Budgets – Doing More with Less
  • April – Leveraging Technology & Robotics
  • May – Sanitation 
  • July – Patient/Resident Food & Diet Trends
  • September – Staffing & Labor 
  • November – Embracing the Patient/Resident Experience

2022 webinar topics to be announced shortly.

Business Partner Directory Listing
  • Included: Listing + applicable categories
Sponsorship payment & category selections must be received by March 31st to be listed in the Spring edition of the directory.

Also listed in printed copy placed into operator bags at Annual Conference

PLATINUM Conference Benefits
PLATINUM Deadlines & Details
Pre & Post Conference Attendee Lists
  • Included: Mail & Email Addresses
Send 1 piece of mailed or emailed collateral per list. Sent at least 2 weeks before and after the conference as an excel file.
Booth Selection
  • Included: 10×10 Booth (and any additional purchased)
Selection will take place in late March early April. Selection is done by sponsorship level & date of payment.

  • AHF will provide shipping labels for product mailings and instructions for storage.
  • AHF will work to provide prep space for product, a signup sheet will be distributed.
Event Introduction or Expanded BP Directory Ad
  • Included: 1-2 minute introduction of concurrent or pre-conference session OR expanded BP Directory Ad.
Sponsor will select one individual to introduce a concurrent session or pre-conference session. First come first serve basis, selected during booth selection. AHF needs to know who will perform the introduction by July 15th.

  • If you wish you can expand into a BP Directory ad instead (or expand your existing ad space in the directory) in place of this benefit.
Product Placement Selection OR BP Directory Ad
  • Included: x2 Product Placements or Half-Page BP Directory Ad
Product placements will be into the main meals during the conference. AHF will outline meals and allow selection during booth selection. The final deadline for notification to AHF is April 30th. 

  • AHF must have the selected meals, as well as the products to be placed and (if applicable) recipes for transfer to the hotel.
  • Products must be mailed to the hotel within AHF’s provided timeline. Timeline will be provided during booth selection. AHF will provide shipping labels.
Tote Bag Insert
  • Included: x1 item inserted into operator registration bags
You can place 1 item into operator registration bags. Inserts can be at your discretion. Examples: Promotional items, clothing, product sample, advertisement, gift with company branding, etc.

  • Inserts should be identified and shipped to the hotel no later than July 15th. AHF must approve prior to shipping.
Lead Scanning License(s)
  • Included: x1 Free License
We will distribute instructions and access to your scanning app at least 2 weeks before the event.
Conference Mobile App Recognition
  • Included: x1 Rotating Banner Ad
  • SPECS: 640×150 pixels AND 522×150 pixels
Banner ads are promotional advertisements that cycle across the top of AHF’s Conference Mobile App every three to fifteen seconds. AHF must receive your ad by July 17th

  • Specs provided are for phones and one for tablets, please provide your ad in both sizings.
Logo Branding Opportunities
  • Included: Conference website, main area signage, mobile app, window or floor cling, wherever a product is placed
AHF will utilize your logo and provided a hyperlink in all applicable locations based on your sponsorship level.

  • Must provide a high-resolution logo in .JPEG .PNG AND .EPS format upon sponsorship sign-up. Website listings will begin January 2020.
Conference Registration
  • Included: x4 Full Registration passes
Registration will open in early February to all attendees, including business partners.

  • Sponsors will receive one-time use coupon codes to redeem their complimentary passes. Additional passes can then be purchased at your discretion.
  • NEW: Registration will be streamlined through the main registration portal this year, not the booth portal as it was last year. Each of your staff can individually manage their registrations.

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Gold Level

Below are the benefits you receive as a Gold sponsor as well as any associated deadlines you need to be aware of.

Please note: AHF staff will reach out 2-3 times prompting your staff to provide advertisements by our published deadlines. However, if we don’t hear back, or receive needed materials, you may miss out on critical benefits. Please be sure to bookmark the deadlines below. Unfortunately, AHF cannot extend missed advertisements into the next sponsorship year. If you need assistance, please reach out Leah Reily, Executive Director, at lreily@healthcarefoodservice.org.

GOLD Annual Benefits
GOLD Deadlines & Details
AHF Membership
  • Included: x3 Memberships
January – Provide names upon confirmed sponsorship to Mina Shin
Operator Membership Mailing List  
  • Included: x2 Copies with mailing and email addresses
Choose two quarters below within which to receive lists. Can use for x1 mailed or emailed piece of collateral:

  • Q1: April
  • Q2: July
  • Q3: October
  • Q4: January
Ad in S.O. Connected Magazine
  • Included: x1 Full Page Ad
  • SPECS: 8.5″x11″ (add additional 0.125 for bleed)
Select one of the following issues per sponsorship year. AHF has limitations on how many ads we can place per issue. Select as soon as possible:

2021 Issues and deadlines are as follows:

  • Spring Issue – Technology & Robotics (Ad Due Feb. 1)
  • Summer Issue – Culinary Elevation (Ad due May 1)
  • Fall Issue – Staffing & Labor (Ad Due Aug. 1)
  • Winter Issue – Embracing the Patient Experience (Ad Due Dec. 1)

2022 Issues and deadlines are as follows:

  • Spring Issue – Life as We’ve Known It (Ad Due Feb. 1)
    • An exploration of operators daily lives and how operations will move forward
  • Summer Issue – Expansion and Building (Ad due May 1)
  • Fall Issue – Menu Trends (Ad Due Aug. 1)
  • Winter Issue – Culture & Leadership (Ad Due Dec. 1)
Banner Ad in SO In the Know Monthly Newsletter
  • Included: x1 Banner Ad
  • SPECS: 550w x 180h Pixels (JPEG or PNG)
Select from one of the 12 months from January to December 2022. Ads are due by the 15th of each month.
Business Partner Directory Listing
  • Included: Listing + applicable categories
Sponsorship payment & category selections must be received by March 31st to be listed in the Spring edition of the directory.

Also listed in printed copy placed into operator bags at Annual Conference

GOLD Conference Benefits
GOLD Deadlines & Details
Pre & Post Conference Attendee Lists
  • Included: Mail & Email Addresses
Send 1 piece of mailed or emailed collateral per list. Sent at least 2 weeks before and after the conference as an excel file.
Booth Selection
  • Included: 10×10 Booth (and any additional purchased)
Sponsor will select one individual to introduce a concurrent session or pre-conference session. First come first serve basis, selected during booth selection. AHF needs to know who will perform the introduction by July 15th.

  • If you wish you can expand into a BP Directory ad instead (or expand your existing ad space in the directory) in place of this benefit.
Product Placement Selection OR BP Directory Ad
  • Included: x1 Product Placements or Quarter Page BP Directory Ad
Product placements will be into the main meals during the conference. AHF will outline meals and allow selection during booth selection. The final deadline for notification to AHF is April 30th. 

  • AHF must have the selected meals, as well as the products to be placed and (if applicable) recipes for transfer to the hotel.
  • Products must be mailed to the hotel within AHF’s provided timeline. Timeline will be provided during booth selection. AHF will provide shipping labels.
Lead Scanning License(s)
  • Included: x1 Free License
We will distribute instructions and access to your scanning app at least 2 weeks before the event.
Logo Branding Opportunities
  • Included: Conference website, main area signage, mobile app, wherever a product is placed
AHF will utilize your logo and provided a hyperlink in all applicable locations based on your sponsorship level.

  • Must provide a high-resolution logo in .JPEG .PNG AND .EPS format upon sponsorship sign-up. Website listings will begin January 2020.
Conference Registration
  • Included: x3 Full Registration passes
Registration will open in early February to all attendees, including business partners.

  • Sponsors will receive one-time use coupon codes to redeem their complimentary passes. Additional passes can then be purchased at your discretion.
  • NEW: Registration will be streamlined through the main registration portal this year, not the booth portal as it was last year. Each of your staff can individually manage their registrations.

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Silver Level

Below are the benefits you receive as a Silver sponsor as well as any associated deadlines you need to be aware of.

Please note: AHF staff will reach out 2-3 times prompting your staff to provide advertisements by our published deadlines. However, if we don’t hear back, or receive needed materials, you may miss out on critical benefits. Please be sure to bookmark the deadlines below. Unfortunately, AHF cannot extend missed advertisements into the next sponsorship year. If you need assistance, please reach out Leah Reily, Executive Director, at lreily@healthcarefoodservice.org.

SILVER Annual Benefits
SILVER Deadlines & Details
AHF Membership
  • Included: x2 Memberships
January – Provide names upon confirmed sponsorship to Mina Shin
Operator Membership Mailing List  
  • Included: x2 Copies with mailing and email addresses
Choose two quarters below within which to receive lists. Can use for x1 mailed or emailed piece of collateral:

  • Q1: April
  • Q2: July
  • Q3: October
  • Q4: January
Ad in S.O. Connected Magazine
  • Included: x1 Half Page Ad
  • SPECS: Vertical 3.5″x10″ OR Horizontal 7.5″x4.75″ (no bleeds)
Select one of the following issues per sponsorship year. AHF has limitations on how many ads we can place per issue. Select as soon as possible:

2021 Issues and deadlines are as follows:

  • Spring Issue – Technology & Robotics (Ad Due Feb. 1)
  • Summer Issue – Culinary Elevation (Ad due May 1)
  • Fall Issue – Staffing & Labor (Ad Due Aug. 1)
  • Winter Issue – Embracing the Patient Experience (Ad Due Dec. 1)

2022 Issues and deadlines are as follows:

  • Spring Issue – Life as We’ve Known It (Ad Due Feb. 1)
    • An exploration of operators daily lives and how operations will move forward
  • Summer Issue – Expansion and Building (Ad due May 1)
  • Fall Issue – Menu Trends (Ad Due Aug. 1)
  • Winter Issue – Culture & Leadership (Ad Due Dec. 1)
Business Partner Directory Listing
  • Included: Listing + applicable categories
Sponsorship payment & category selections must be received by March 31st to be listed in the Spring edition of the directory.

Also listed in printed copy placed into operator bags at Annual Conference

SILVER Conference Benefits
SILVER Deadlines & Details
Pre & Post Conference Attendee Lists
  • Included: Mail & Email Addresses
Send 1 piece of mailed or emailed collateral per list. Sent at least 2 weeks before and after the conference as an excel file.
Booth Selection
  • Included: 10×10 Booth (and any additional purchased)
Sponsor will select one individual to introduce a concurrent session or pre-conference session. First come first serve basis, selected during booth selection. AHF needs to know who will perform the introduction by July 15th.

  • If you wish you can expand into a BP Directory ad instead (or expand your existing ad space in the directory) in place of this benefit.
Lead Scanning License(s)
  • Included: x1 Free License
We will distribute instructions and access to your scanning app at least 2 weeks before the event.
Logo Branding Opportunities
  • Included: Conference website, main area signage, mobile app, wherever a product is placed
AHF will utilize your logo and provided a hyperlink in all applicable locations based on your sponsorship level.

Must provide a high-resolution logo in .JPEG .PNG AND .EPS format upon sponsorship sign-up. Website listings will begin January 2020.

Conference Registration
  • Included: x2 Full Registration passes
Registration will open in early February to all attendees, including business partners.

  • Sponsors will receive one-time use coupon codes to redeem their complimentary passes. Additional passes can then be purchased at your discretion.
  • NEW: Registration will be streamlined through the main registration portal this year, not the booth portal as it was last year. Each of your staff can individually manage their registrations.

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Bronze Level

Below are the benefits you receive as a Bronze sponsor as well as any associated deadlines you need to be aware of.

Please note: AHF staff will reach 2-3 out times prompting your staff to provide advertisements by our published deadlines. However, if we don’t hear back, or receive needed materials, you may miss out on critical benefits. Please be sure to bookmark the deadlines below. Unfortunately, AHF cannot extend missed advertisements into the next sponsorship year. If you need assistance, please reach out Leah Reily, Executive Director, at lreily@healthcarefoodservice.org.

BRONZE Annual Benefits
BRONZE Deadlines & Details
AHF Membership
  • Included: x1 Memberships
January – Provide names upon confirmed sponsorship to Mina Shin
Operator Membership Mailing List
  • Included: x1 Copy with mailing and email addresses
Choose one of the quarters below within which to receive lists. Can use for x1 mailed or emailed piece of collateral:

  • Q1: April
  • Q2: July
  • Q3: October
  • Q4: January

 

BRONZE Conference Benefits
BRONZE Deadlines & Details
Pre & Post Conference Attendee Lists
  • Included: Mail & Email Addresses
Send 1 piece of mailed or emailed collateral per list. Sent at least 2 weeks before and after the conference as an excel file.
Booth Selection
  • Included: 10×10 Booth (and any additional purchased)
Sponsor will select one individual to introduce a concurrent session or pre-conference session. First come first serve basis, selected during booth selection. AHF needs to know who will perform the introduction by July 15th.

  • If you wish you can expand into a BP Directory ad instead (or expand your existing ad space in the directory) in place of this benefit.
Lead Scanning License(s)
  • Included: x1 Free License
We will distribute instructions and access to your scanning app at least 2 weeks before the event.
Conference Registration
  • Included: x1 Full Registration pass and 1 Exhibit Hall only pass.
Registration will open in early February to all attendees, including business partners. Exhibit hall only passes provide access to man the booth. You can upgrade to full registration passes to access receptions, sessions, meals, and more. 

  • Sponsors will receive one-time use coupon codes to redeem their complimentary passes. Additional passes can then be purchased at your discretion.
  • NEW: Registration will be streamlined through the main registration portal this year, not the booth portal as it was last year. Each of your staff can individually manage their registrations.

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