EXHIBITOR INFORMATION
One of the Association’s most visible and exciting activities is its annual conference. In Chicago, Illinois at the Hyatt Regency McCormick Place Hotel, April 16-20, 2008, the AAAS annual meeting will attract Asian Americanists from all disciplines and different regions of the country. The annual meeting will highlight current scholarly research and developments within the field and bring together experts and professionals with an interest in the field. Make plans to join us in the Windy City and be part of the 2008 Annual Meeting!
Booth & Display Area Information
We have chosen an exhibit area in the Chicago Hyatt McCormick Hotel that is centrally located to all conference activities and can be secured during off-hours. The exhibit room will only be accessible beginning Wednesday, April 16, 2008 from 1:00 p.m. to 5:00 p.m., and during the hours of 8:30 a.m. to 5:00 p.m. on Thursday, Friday, and Saturday. The assignment of tables will be available upon your arrival. Each draped 6’ table will have two chairs and a wastebasket. Tables will be placed around the perimeter of the room or adjacent to food service areas to provide high foot traffic.
Payment & Reservations
The fee for each 6’ table is $250. The AAAS accepts checks, money orders and credit card payments. Your payment should reach us by 15 January 2008 to hold your reservation. If you are certain you will be attending and wish to be listed in the official program, you need to confirm in writing by 1 January 2008 (this includes any exhibitor who will be displaying books but not physically attending). If you cannot attend the conference but wish to exhibit and sell your books for the duration of the conference, you may do so directly through The Scholar’s Choice. Please contact ssh13@cornell.edu for more information on this option. Please be aware that AAAS cannot be responsible for unattended table materials.
Your registration as an exhibitor does NOT admit you to the conference sessions or receptions. You must be a registered conference participant to gain admittance or participate as a panelist. Provisions have been made for one-day registration to accommodate partial attendance during the conference. If you are presenting a paper or serving as chair or discussant, you must also be a member of the Association.
Please contact Stephanie Hsu (ssh13@cornell.edu) or Vladimir Micic (vm54@cornell.edu) with questions on price or booth arrangements.
EXHIBITOR TIMELINE
13 April 2008 - Exhibitor can arrange shipment of materials/books to: Hyatt Regency McCormick Hotel, 2233 S. Martin Luther King Dr. Chicago, IL 60616. Mark or note: “Hold for: (Name of exhibitor)/Jose Arauz, CSM, Association for Asian American Studies Conference – 4/16/2008, Number of Boxes (# of #).” Please note that the hotel does not have an exceptional amount of storage space, and can only hold materials for three (3) days prior to the conference. Materials can be transported to and stored in the exhibitor room on Wednesday, 16 April 2008. Again, please do not have materials shipped earlier than 13 April 2008.
16 or 17 April 2008 - Exhibitor must check in at the registration desk to pick up nametag and table assignment. Set up is from 1:00 p.m. to 5:00 p.m. on Wednesday and after 8:30 am on Thursday. Do not rearrange the table assignments - some exhibitors have special needs for which prior arrangements were made.
17-19 April 2008 – Exhibit area is open from 8:30 a.m. to 5:00 p.m. Be aware that the Association cannot be responsible for any unattended table or possible loss of goods/books. If you have a problem and need assistance with your display area, please visit the registration desk. Coffee breaks/refreshment services will be scheduled throughout the conference to encourage participants to visit the exhibit area.
20 April 2008 – Exhibitor must break down exhibit table(s). The exhibit room officially closes at 10:00 a.m. We ask that you pack your books/materials by this time. Again, the Association is not responsible for any boxes left in the exhibit area for which no shipping arrangements have been made. The Hotel has stated that any materials that remain at the hotel after 10 days of event’s conclusion will be discarded at the hotel’s discretion.
PROGRAM ADVERTISEMENTS
Program Booklet dimensions: 5 1/2” W x 8 1/2” H
The 2008 conference program booklet contains detailed information on sessions, workshops, and related events held during the conference. All individual and institutional members plus non-member invitees and participants receive a copy. Circulation approx. 600 for 2008 annual meeting (Chicago, Illinois).
Publication Schedule
The Annual Meeting Program is distributed to all attendees at the 2008 annual meeting (held on April 16-20, 2008).
Closing Dates:
January 1 (for insertion orders and ad artwork)
Rates:
Half page $100
Full page $200
Mechanical Specifications:
Full page vertical
(W x H) 4.75” x 8”
1/2 page vertical
(W x H) 4.75” x 4”
Line Screen:
Black and white line screen: 100 lpi
Image Resolution:
Support/linked grayscale images can be no less than 300dpi (900dpi for line art).
Artwork:
Uncompressed press-ready Adobe PDF files-created in Acrobat Distiller, with all fonts and high-res images embedded-are preferred. Art may be sent by email attachment to the Secretariat if the file does not exceed 10 MB. Zip discs or CDs formatted for PC or Macintosh, camera-ready art/veloxes are also acceptable.
Additional Charges:
Ad preparation costs will be billed at a minimum of $25 per change. This includes design, typesetting, and alterations.
Please send all materials to:
AAAS Secretariat, 420 Rockefeller Hall, Ithaca, NY 14853
Email: ssh13@cornell.edu
SPONSORSHIP OPPORTUNITIES
The AAAS welcomes sponsors for its 2008 Annual Meeting. Many opportunities exist for publishers to highlight new releases or for universities to showcase departments in the form of coffee breaks or receptions. For additional information, please contact 607-255-3320.
Past sponsorships include:
• Coffee break/book signing in the exhibit room
• Evening reception to highlight the expansion of an Asian American Studies
Program
• Joint sponsorship for the closing night Awards Reception