Explore the 2023 Exhibitor Brochure Download PDF Why Become a Sponsor or Exhibitor Choosing to be a Sponsor or Exhibitor is not only a wonderful way to show your support of the association’s dedication to promoting the highest professional standards of excellence in teaching and research, it is also a worthwhile opportunity to gain access to AAAS members and non-members who may benefit from what you have to offer. Exhibitor Information Learn more about becoming an AAAS annual conference exhibitor. Booth & Display Area Information This year’s exhibit area will be located in one of the hotel’s major breakout rooms and central to all conference activities. The room will be secured during off-hours. The exhibit area will only be accessible beginning Wednesday, April 5, 2023 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 8:30-Noon on 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 room’s perimeter or adjacent to food service areas to provide high foot traffic. Payment For book exhibitors/nonprofit exhibitors, the fee for each 6’ table is $400. For commercial exhibitors, the fee for each 6’ table is $450. The AAAS accepts checks, money orders, and credit card payments. Your payment should reach us by February 1, 2023, 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 January 30, 2023 (this includes any exhibitor who will be displaying books but not physically attending). You may make a payment using our online store this December. Registration Your registration as an exhibitor includes ONE conference registration for admittance to the conference sessions or receptions. Any additional table representatives must be registered conference participants to gain admittance or participate as a panelist. Provisions have been made for one-day registration to accommodate partial attendance during the conference. Please contact conference staff ([email protected] ) with questions. WiFi WIFI will not be included in your exhibitor’s package. Exhibitors may purchase WIFI at an individual cost with the hotel upon arrival to the exhibit hall. Exhibitor Timeline April 05, 2023 Exhibitor can arrange shipment of materials/books to the hotel with the following note: Mark or note: “Hold for: (Name of exhibitor), Association for Asian American Studies Conference, 4/5/2023-4/10/2023, 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 before the conference. Materials can be transported to and stored in the exhibitor room on Wednesday. Mailing address: Westin Long Beach Hotel- 333 E. Ocean Blvd., Long Beach, CA, 90802 Again, please do not have materials arrive earlier than April 5, 2023. A charge of $25 per box per day will be assessed for arriving earlier. There is a ten-box maximum per exhibitor ($25 per extra box). You will be contacted with detailed shipping instructions before the conference. Exhibitor must check-in at the registration desk to pick up your name tag(s) 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. April 6-8, 2023 The exhibit area is open from 8:30 a.m. to 5:00 p.m. Be aware that the Association cannot be responsible for any possible loss of goods/books. Please visit the registration desk if you have a problem and need assistance with your display area. Coffee breaks/refreshment services will be scheduled throughout the conference to encourage participants to visit the exhibit area. April 8, 2023 The exhibitor must break down the exhibit. The exhibit room officially closes at 12:00 p.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 ten days of the event’s conclusion will be discarded at the hotel’s discretion. Please make sure to have your filled-out shipping labels printed. AAAS staff will drop off blank shipping labels should you require them. Sponsorship Opportunities AAAS will begin accepting sponsors for its 2023 Annual Meeting in August 2022. Many opportunities exist for publishers to highlight new releases or for universities to showcase departments in the form of coffee breaks or receptions. Past sponsorships included; coffee break and book signing in the exhibit room, evening reception to highlight the expansion of an Asian American Studies program and joint sponsorship for the closing night Awards Reception For additional information, please email Jennifer Alanis. Program Advertisements The 2023 conference program contains detailed information on sessions, workshops, and related events held during the conference. To go green, hardcopy programs will only be printed in limited quantities. Advertisements will be circulated on our Guidebook APP as well as on our social media pages. Closing Dates January 30 (for insertion order and ad artwork) Rates Half Page $275 Full Page $350 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. CDs formatted for PC or Macintosh, camera-ready art/veloxes are also acceptable. Additional charges for ad preparation costs will be billed at a minimum of $25 per change. This includes design, typesetting, and alterations. Publication Schedule The Annual Meeting Program is distributed electronically to all attendees at the 2023 two weeks prior to the annual meeting. All ads should be sent to [email protected] by Feb. 15, 2023. Program Booklet Dimensions 5 1/2” W x 8 ½” H Mechanical Specifications Full page Vertical 4.75”x8” 1/2 page Vertical 4.75”x4 Line Screen Black and white line screen: 100dpi
