Custom Virtual Events

Expectations and Service Level Agreements for Custom and/or Persistent Virtual Events

• Estimated program length 8-10 weeks depending on customer availability, scope and complexity.
• A dedicated POC (Production Manager) will engage customer within 24 hours of contract signature.
• The customer is required to provide onboarding team with full list of admins and sign off on deliverable completion dates.
• Customer accounts are generated 24-48 hours after customer kick-off call.
• Customer microsite (branding and email templates) is built and ready for review within 2 business days of receipt of imagery.
• Virtual event space will be accessible within 2 business days of receipt of venue selection.
• Any microsite or studio changes typically take 1-2 business days.
• Report and archive turn-around typically takes 1-2 business days after event conclusion.
• Weekly or bi weekly production meetings are required for all CVE and PVE accounts. Test & Train sessions must be scheduled within two weeks of live event. See "other items* for more information on Test & Train sessions and Content.

Webinars

Expectations and Service Level Agreements for Standalone Webinars and Webinars within Persistent Virtual Events

• Estimated program length 6-8 weeks depending on customer availability, scope and complexity.
• A dedicated POC (Production Manager) will engage customer within 24 hours of contract signature.
• Initial microsite builds typically take 3 business days. (This assumes we have received all the required information to do the build).
• Any microsite or studio changes typically take 1-2 business days.
• Report and archive turn-around typically takes 1-2 business days after event conclusion.
• Any special or rush requests, please contact your production manager for assistance.
• Test & Train sessions must be scheduled within two weeks of the live event.
• See "other items" for more information on test & Train sessions and content

Other Items (Custom Virtual Events & Webinars)

• Date/Time of Test & Train Session(s): This time will be used to conduct a tech check, discuss event flow and ensure all presenters are comfortable with the platform - advancing slides, Q&A, and private chat. Please anticipate at least 30 - 60 minutes for this session.
• This will be coordinated by the point of contact and typically takes place 1 week prior to live event.
• Content: If using slides, the final PPT slides will be needed 24-48 hours at the latest prior to the prerecord or live event/webinar - a draft version can be used for the test & train session.
• All video files will be needed 2 business days prior to the pre-record or live event/webinar.
• Material delivered to Labroots after the past 24-48 hours may not be available to full quality control review by Labroots. Any anomalies or unexpected playback issues should therefore be considered the responsibility of the client, holding Labroots not responsible.
• The duration for a Custom Virtual Event is up to 2 Live Consecutive Days, additional charges will apply to additional Live.
• An event is considered Live if it includes scheduled networking, live webcasts, live chat or live event.
• On-demand duration is limited to 12 months. After 12 months, webinars will be hosted on YouTube utilizing YouTube's API, showing on labroots.com, permanently.
• Event Spaces include: Lobby, Auditorium/Theater, Resource Center, Sponsor Space, Exhibit Hall (predetermined max # of booths), Help Desk, Networking Lounge, etc.
• The maximum number of concurrent webcasts or breakouts that can take place over the course of the Virtual Event in each theater is 5 (additional webcasts are subject to an upcharge).
• Standard reports include: All Chati Activity, Dashboard Reports, Registration Report (includes Registrants that Attended, Registrants that Did Not Attended) Q&A, Surveys, Campaign/Affiliate Data.

Virtual Event Series

Expectations and Service Level Agreements for Virtual Event Series

• Estimated program length 3-4 weeks depending on package.
• Introduction email from your production specialist within 24 hours of contract signature.
• Booth and speaker asset timeline sent to customer one month prior to the event (unless package purchased closer to the event date, the timeline will then change accordingly).
• Booths Build Deadlines:
  • Booth grid and material submission - 3 weeks prior to the event.
  • Time period to review your booth & submit updates - 2 weeks prior to the event.
  • Last day for virtual booth approval - 1 week prior to the event.
• Sponsored Speaker Deadlines:
  • Speaker Checklist Submission - 3 weeks prior to the event.
  • Last day for speaker pre-recording - 2 week prior to the event.
  • Last day for speaker MP4 file submission - 5 days prior to the event.

Digital Media

Expectations and Service Level Agreements for Digital Advertising products

• Scientific Product Listings:
  • Introduction email from your point of contact following contract signature with instructions on submitting company and product information.
  • Company page will be created and made live on the site within 24-48 hours of receiving required information.
  • Products will be uploaded and sent to the customer for approval within 2-4 weeks after receiving required information.
  • After products are live, customers will receive a 1x/month social media post (either created by the customer or Labroots team depending on customer preference).
• Third-Party Emails:
  • Introduction email from your point of contact following contract signature with instructions for scheduling deployments and submitting content/ audience choices.
  • Email content and audience preferences are due no later than 1 week prior to the scheduled deployment date via our 2 forms:
    • Email Materials Submission form
    • Audience Selection form
  • Performance report to be provided following each email deployment
• Banner Advertising:
  • Introduction email from your point of contact following contract signature with instructions for scheduling and submitting content
  • Materials (Banners & URL) are due no later than 1 week prior to desired deployment date via our Website Banner Ad Form
  • Performance report to be provided following deployment
• Newsletter Advertising:
  • Introduction email from your point of contact following contract signature with instructions for scheduling and submitting content
  • Materials (468×60 banner & URL) are due no later than 1 week prior to desired deployment date via our Newsletter Banner Form
  • Performance report to be provided following deployment
• Social Media Campaign:
  • Introduction email from your point of contact following contract signature with instructions for scheduling and submitting content
  • Social content (copy & imagery due no later than 1 week prior to scheduled posting date via our Client Social Media form
  • Performance report to be provided following deployment
• eBooks custom and sponsored:
  • Introduction email from your point of contact following contract signature with instructions on the next steps.
  • A kickoff call will be scheduled as soon as possible before starting any custom content project.
  • Your contact will discuss a target deadline with you and build a timeline of deliverables around that date.
  • Clients should provide all branding guidelines and product-specific imagery/assets.
  • Estimated content creation and review timeline 8-10 weeks for Custom eBooks and 6-8 weeks for Sponsored eBooks (dependent on client responsiveness.
  • Once live, content is shared according to standard promotional practice as seen in the Labroots Media Kit.
  • If gated, please see the standard reporting practices for Gated Sponsored Content below.
• Sponsored Content Campaigns:
  • Introduction email from your point of contact following contract signature with instructions on submitting company and product information.
  • All materials should be submitted at least two weeks prior to the desired publication date.
  • Content Proof will be created and shared with the primary contact within 24-48 hours of receiving the required information.
  • Once approved, content can go live on the date requested.
  • Once live, content is shared according to standard promotional practice as seen in the Labroots Media Kit.
  • A report is sent to the primary contact about 30 days after the content goes live.
• Gated Sponsored Content:
  • Introduction email from your point of contact following contract signature with instructions on submitting company and product information.
  • All materials should be submitted at least two weeks prior to the desired publication date.
  • Content Proof will be created and shared with the primary contact within 24.48 hours of receiving the required information.
  • Once approved, content can go live on the date requested.
  • Once live, content is shared according to standard promotional practice as seen in the Labroots Media Kit.
  • The standard campaign length is 6 weeks.
  • Once the content is live, the standard marketing campaign is 6-weeks, with non-cumulative lead reports sent at 2-week intervals.
  • Once the promotional period is complete, the client can use an automatic reporting feature free of cost for additional lead generation over time.
• Rich Media Content Campaigns:
  • Introduction email from your point of contact following contract signature with instructions on submitting company and product information.
  • A kickoff call will be scheduled as soon as possible before starting any custom content project.
  • Your contact will discuss a target deadline with you and build a timeline of deliverables around that date.
  • Clients should provide all branding guidelines and product-specific imagery/assets.
  • Once live, content is shared according to standard promotional practice as seen in the Labroots Media Kit.
  • If gated, please see the standard reporting practices for Gated Sponsored Content above.
• Podcasts with Labroots:
  • Introduction email from your point of contact following contract signature with instructions on submitting company and product information.

Creative Services

Expectations and Service Level Agreements for Design Support across Virtual Events, Webinars, and Digital Campaigns

Creative Services provides design and branding support for Labroots and Chat client programs, ensuring visual consistency and a high standard of quality across all virtual and digital experiences.

Scope of Services

• Custom virtual events: Landing and registration pages, event space theming, booth visuals, UI/UX elements, 3D and 2D renderings, banners, and iconography.
• Webinars: Interface and landing page design, overlays, slide decks, webinar banners, thumbnails, graphics, and promotional materials, MP4 edits
• Virtual Event Series: Booth visuals, signage, sponsor integration, MP4 intro/outros, lower thirds, and brand consistency across multiple events in the series.
• Digital Media: All design and layout work for eBooks, articles, infographics, digital ads, product imagery, advertising banners, newsletters, content campaigns, videos, animations, and podcast branding.

Submission Requirements

Before design work begins, clients must provide the following:

• Completed, product specific intake form(s) outlining scope of work.
• Final, client approved copy or text content.
• Approved brand guidelines and logo files.
• Image assets or direction if custom imagery is required.
• Use cases, dependencies, and platform/destination specifications.

Turnaround Times

Deliverable Type	Standard Turnaround	Rush Option*
Minor asset edits (text/image swap)	1–2 business days	Same day
Webinar graphics package	3–5 business days	2 business days
Custom virtual event initial design (iterative thereafter, varies by event)	7–10 business days	5 business days
eBook or multi-page layout	10–15 business days	Varies
Videos and animations	10–15 business days	Varies

*Rush requests must be approved by the Production Manager and Creative Services Director and may require timeline or resource adjustments.

Revisions and Approvals

• Includes up to three (3) rounds of revisions per asset.
• Additional revisions or significant scope changes may extend timelines or incur additional charges.
• Approvals must be received within two (2) business days to maintain project schedule alignment.

Collaboration and Handoff

• Final creative deliverables will be provided to the assigned Production Manager or uploaded directly to the event platform.
• Creative Services may participate in kickoff and/or milestone meetings when custom design work is included in the project scope.
• Creative Services may lead kickoff and/or milestone meetings when custom design work is unique to our offerings to provide a scope of work and quotation.
• All assets are provided in both source and export formats (e.g., PSD, AI, INDD, JPG, PNG, PDF).

Hourly Rate Charges

• We will charge for services provided that are not included in any quotation, under the IO, or terms of clause.
• We will review and may increase our standard hourly rate on an annual basis.
• There will be a minimum charge of 1 hour.

Variations

• The value of work included in a quotation, that is not undertaken due to subsequent agreement with the client, will be valued and deducted from the final project sum.
• Work that is in addition to that detailed in a quotation, will be valued and added to the final project sum.
• We do not accept liability where delays in reaching a deadline are caused by the customer. For example: in the supplying of essential content and/or sign off for work to continue.

Copyright

• The source of all imagery remains the intellectual property of Labroots/Chati and may not be copied and used by any other party without our consent.
• All customer logo images, images unique to the customer, i.e. of their premises, work force and their business, plus all written copy, belong to the customer and are covered under their copyright. We will not reuse customer written content or images without the express permission of the customer.