Register to be an exhibitor! Exhibitor Registration 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 near one of the hotel’s major breakout rooms and central to all conference activities. The location will not be secured during off-hours. The exhibit area will only be accessible beginning Wednesday, March 24, 2027, from 1:00 p.m. to 5:00 p.m. and from 8:30 a.m. to 5:00 p.m. on Thursday, Friday, and 8:30-Noon on Saturday. The tables will be assigned upon your arrival. Each draped 6-foot 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 $485. For commercial exhibitors, the fee for each 6’ table is $505. The AAAS accepts checks, money orders, and credit card payments. Your payment should reach us by February 1, 2027, to hold your reservation. If you are certain you will attend and wish to be listed in the official program, you must confirm in writing by January 30, 2027 (including any exhibitor who will display books but not physically attend). You may make a payment using our online store this December. Registration Your exhibitor registration includes ONE conference registration for admittance to conference sessions or receptions. Any additional table representatives must be registered conference participants to gain admittance or participate as panelists. Provisions have been made for one-day registration to accommodate partial attendance during the conference. Please contact the Jennifer Alanis ([email protected]) with any questions. Internet Access WIFI will not be included in your exhibitor’s package. Exhibitors may purchase an internet package upon arrival or via link sent upon your exhibitor registration confirmation. Exhibitor Timeline March 25, 2027 Exhibitors can arrange shipment of materials/books to the hotel with the following note: “Hold for: (Name of exhibitor), Association for Asian American Studies Conference, 3/25/2027-3/27/2027, 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 exhibition room on Wednesday. Mailing address: Hyatt Regency Baltimore Inner Harbor 300 Light Street Baltimore, MD 21202 Please do not have materials arrive earlier than March 24, 2027 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. Exhibitors must check in at the registration desk to pick up their 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. Please do not rearrange the table assignments as some exhibitors have special needs for which prior arrangements were made. March 25-26, 2027 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 for any assistance with your display area. Coffee breaks/refreshment services will be scheduled throughout the conference to encourage participants to visit the exhibit area. On March 27, 2027, the Exhibit Hall will close at noon. March 25, 2027 Our opening reception will take place in the exhibit area on Thursday, March 25, 2027, at 6 pm. You are welcome to be open during that time to meet with attendees. If you would like to honor a new book during the reception, please complete this form by February 15, 2027. March 27, 2027 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; the Association is not responsible for any boxes left in the exhibit area for which no shipping arrangements have been made. Any items left at the hotel after ten days of the event’s conclusion will be discarded at the hotel’s discretion. Please make sure your filled-out shipping labels are printed upon departure. AAAS staff will drop off blank shipping labels if needed. Additional information will be emailed. Sponsorship Opportunities AAAS will is now accepting sponsors for our 2027 Annual Conference in Baltimore, Maryland! 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. Program Advertisements The 2027 conference program contains detailed information on sessions, workshops, and related events held during the conference. Advertisements will be circulated on our Guidebook APP and our social media pages. Digital Program Booklet Dimensions: 5 1/2” W x 8 ½” H Closing Dates January 30 (for insertion order and ad artwork) Rates Half Page $320 Full Page $390 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. 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 Conference Program is distributed electronically to all attendees approximately two weeks before the Annual Conference. All ads should be sent to [email protected] by Feb. 15, 2027 Program Booklet Dimensions 5 1/2” W x 8 ½” H Mechanical Specifications Full page Vertical 4.75”x 8” 1/2 page Vertical 4.75”x 4 Line Screen Black and white line screen: 100dpi Submit your sponsorship interest! Δ URLThis field is for validation purposes and should be left unchanged.Sponsorship Level(Required)Platinum ($10,000)Gold ($7,500)Silver ($5,000)Bronze ($2,500)Support ($1,000)Individual ($500)Organization Name(Required)Name(Required) First Last Email(Required) Enter Email Confirm Email Phone(Required)Would you like to host a reception? Yes No If you would like to host a reception, please provide the information requested below. We ask that no receptions be scheduled during the Opening Reception on Thursday, 6pm-7pm local time.Preferred Date of Reception MM slash DD slash YYYY Preferred Time of Reception Hours : Minutes AM PM AM/PM Budget of ReceptionPoint of Contact Name of ReceptionPoint of Contact Email of Reception
