View Full Exhibitor Brochure 2025 Brochure Register as an Exhibitor Eventbrite Registration Download Exhibitor Form 2025 Exhibitor Application 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 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 be secured during off-hours. The exhibit area will only be accessible beginning Wednesday, April 16, 2025, 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’ 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 & Reservations 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, 2025 (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 panelists. Provisions have been made for one-day registration to accommodate partial attendance during the conference. Please contact the conference staff ([email protected]) with questions. Contact Us 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. Receptions Should your press wish to schedule a special reception during the conference, please contact Jennifer Alanis ([email protected]). As in years’ past, the new book reception will be held in the exhibit area. It is up to each press if they would like to remain open during the new book reception. Exhibitor Timeline April 16, 2025 (Shipping) 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, 4/16/2025-4/19/2025, 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: The Westin Boston Seaport District 425 Summer Street Boston, Massachusetts, USA, 02210 Please do not have materials arrive earlier than April 16, 2025. 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 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 17 – 19, 2025 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 19, 2025 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 The AAAS welcomes sponsors for its 2025 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 email Jennifer Alanis at [email protected]. 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 Program Advertisements The 2025 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 and our social media pages Closing Dates January 30 (for insertion order and ad artwork) Rates Half Page: $275 Full Page: $330 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 ([email protected]) 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 two weeks before the annual meeting. All ads should be sent to [email protected] by Feb. 15, 2025. 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
