exhibiting, advertising, and sponsorship...

Exhibiting, Advertising, andSponsorship Prospectus

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The 2014 Americans for the Arts Annual Convention will be held at the Omni Nashville Hotel, in Nashville, TN, from June 13–15. This event offers the unique opportunity to engage with more than 1,000 decision makers and stakeholders from across the country, including artists, patrons, board members, planners, foundation and corporate representatives, elected officials, activists, and more.

Choose from three exhibitor types, five onsite program advertisement placements, and various customize-able sponsorships. Each option provides unique levels of targeted visibility to our attendees, while remain-ing budget-friendly at the same time. There’s no better way to reach such a diverse and well-connected group than at the Annual Convention!

4 TABLE TOP EXHIBIT

7 PROGRAM ADVERTISING

8 SPONSORSHIPS

12 ARTSblog ADVERTISING

Join us for the 2014 Annual Convention!

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The Public Art and Placemaking Preconference is a special preconference designed to discuss cre-ation and implementation of public art and placemaking projects in America. A table top exhibt at this preconference offers a unique opportunity to engage with public art professionals in a concentrated set-ting. Exhibit tables will be located in close proximity to the preconference sessions and networking breaks, providing optimal exposure for public art manufacturers, fabricators, planners, and administrators.

Exhibiting at the Annual Convention gives you access to the largest audience of arts professionals in one location. Take advantage of face-to-face audience engagement and networking opportunities to make new business contacts, meet with existing clients, or introduce a new product. We enhance the exhibit-ing experience by placing the table top exhibits in CenterStage, the hub of conference, which is close to general sessions, topic sessions, coffee and food service, the Bookstore, and more!

Past Public Art Preconference exhibitors:Art MagazineDigital Ceramics TechnologiesJunoWorksMcKay Lodge Conservation Laboratory, Inc.The National Terrazzo and Mosaic Association, Inc.The Western States Arts Federation (WESTAF)

Past Main Convention exhibitors:Arts Extension Service, University of Mass. AmherstArts Incubator of the RockiesArtsReady / South ArtsBlackbaudCarnegie Mellon University, Master of Arts ManagementClaremont Graduate UniversityCultural Planning GroupGoucher College, Master of Arts in Arts AdministrationNational Center for AgingUniversity of Denver, University College

Attendees spend more than 5 hours of scheduled breaks in CenterStage!

Main Convention: $1,700Preconference: $1,700Main Convention and Preconference: $2,100

Table Top Exhibit benefits:• One 6-foot skirted table, two chairs, and electicity• One complimentary registration• Up to three discount registrations; $150/each (Pre- conference), $250/each (Main Convention)• 35-word description in the onsite program• 35-word description and logo online• Placement in a promotional e-blast to stakeholders• Final attendee list with names and postal addresses

Early-bird contract deadline: 3/31Final contract deadline: 4/21Description, logo, URL deadline: 4/21

TABLE TOP EXHIBIT

Book before the early-bird deadline, 3/31, to receive

a $100 discount!

Exhibitor Schedule-at-a-Glance*

Thursday, June 127:00-8:00 AM Preconference exhibit setup8:00 AM-2:30 PM Preconference exhibit hours

Friday, June 138:00-11:30 AM Preconference exhibit hours10:00 AM-11:30 PM Main Convention exhibit setup11:30 AM-2:00 PM Preconference exhibit move-out11:30 AM-6:30 PM Main Convention exhibit hours

Saturday, June 148:00 AM-6:00 PM Main Convention exhibit hours1:30-5:30 PM ARTventure Tours

Sunday, June 158:00-11:00 AM Main Convention exhibit hours11:00 AM-12:30 PM Main Convention exhibit move-out *Times subject to change.

Ask about additional exhibiting opportunities at the Emerging and Mid-Career Leaders Preconference and the Arts Education Preconference!

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2014 ANNUAL CONVENTIONTABLE TOP EXHIBIT CONTRACT

Complete this form and e-mail to [email protected]; fax to Exhibits at 202.371.0424; or, mail toAmericans for the Arts, Attn: Exhibits, 1000 Vermont Ave NW, 6th Floor, Washington, DC, 20005.

Early-bird contract deadline: Monday, March 31. Final contract deadline: Monday, April 21.(Please submit a 35-word company description and logo with this contract.)

Company Name: __________________________________________________________________________Display Name (if different from above):_________________________________________________________Mailing Address: __________________________________________________________________________Phone: ____________________________________ Website: _____________________________________Contact Name: ________________________________ Title: _____________________________________Phone/Fax: __________________________________Email: ______________________________________

Select exhibitor type:___ Main Convention only (June 13-15): $1,700___ Preconference only (June 12-13): $1,700___ Main Convention and Preconference (June 12-15): $2,100Select a preconference (if applicable):___ Public Art and Placemaking Preconference___ Emerging and Mid-Career Leaders Preconference___ Arts Education Preconference

Check enclosed (#:___________)

Circle one: American Express MasterCard VisaCard number: _____________________________________Exp. date: ______________________________Name on card: ___________________________________________________________________________Billing address: ___________________________________________________________________________Signature: ________________________________________ Date: _________________________________

We hereby make application for a table top exhibit at the 2014 Americans for the Arts Annual Convention. We agree to abide by the terms and conditions set forth by Americans for the Arts on the following page.

________________________________________ ______________Signature Date

This application is an offer to rent a table top exhibit space. No contract is formed unless and until this application is signed by an authorized representative of Americans for the Arts.

________________________________________ ______________Signature - Americans for the Arts Date

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___ I qualify for the $100 early-bird discount.___ I qualify for a 10% discount on a program ad.

CONFLICTING MEETINGS & SOCIAL EVENTS: In the interest of the success of the Convention, Exhibitor shall not extend invitation, call meetings or encourage absence of attendees during confer-ence hours.

COMPLIANCE WITH THE LAW: Exhibitor shall comply with all ap-plicable governmental laws, regulations, and rules.

CANCELLATION: Cancellations received in writing by close of business on May 2, 2014 will receive a full refund less a $100 pro-cessing fee. No refunds will be issued for cancellations after May 2, 2014.

RIGHT TO REMOVE PROPERTY: Americans for the Arts reserves the right to remove from the hotel any and all property if Exhibitor violates any conditions of this agreement.

LIABILITY: Americans for the Arts makes no warranties, express or implied, and disclaims the same. Without limiting the foregoing, Americans for the Arts undertakes no duty to exercise care, nor does it assume any responsibility for the protection and safety of Exhibitor, its personnel, and its property used in connection to the exhibit, from injury or harm, including theft and damage or destruc-tion by fire. Exhibitor should remove small and easily removed ar-ticles during non-peak convention hours. No security of goods will be provided by Americans for the Arts. Notwithstanding any other provision in the application, including these terms and conditions, the maximum liability of Americans for the Arts to Exhibitor under any circumstances and with respect to any claim, whether arising in tort or contract, shall not exceed the amount paid by Exhibitor for the exhibit space. Under no circumstances shall Americans for the Arts be liable to Exhibitor for any indirect, special, consequential, or punitive damages.

INDEMNIFICATION: Exhibitor shall indemnify and hold harmless Americans for the Arts, and the convention space and their respec-tive directors, employees, members, and affiliates, for any dam-age, expense (including attorneys’ fees), fines, penalties, or loss incurred by, or imposed upon, any of the same and arising out of the negligent or other wrongful acts or omissions of Exhibitor, its principals, employees, or agents.

DISPUTE RESOLUTION: With respect to any dispute between the parties that cannot be resolved by them, the sole method of dispute resolution shall be arbitration under the auspices and pursuant to the rules of the American Arbitration Association, such arbitration to be filed and to take place in Washington, DC. District of Columbia law shall be applied without regard to conflicts of laws principles. Any award or decision may be submitted to a court of competent jurisdiction for enforcement.

ASSIGNMENT: The privileges granted to Exhibitor may not be as-signed, nor may the exhibit space be sublet, by Exhibitor without express written permission of Americans for the Arts.

TABLE TOP EXHIBITTERMS AND CONDITIONS

APPLICATION AND ELIGIBILITY: Application for table-top space must be made on the printed form provided by Americans for the Arts, contain the information requested, and be executed by an individual who has authority to act for the applicant (“Exhibitor”). Organizations that are producers or suppliers of equipment and other products or services whose proposed exhibit will support the business of arts management and the purposes of the Conven-tion, may apply for table top exhibit space. Americans for the Arts reserves the absolute right to reject any such application.

AGREEMENT TO CONDITIONS: Exhibitor agrees to abide by these conditions, it being understood and agreed that the sole con-trol of the display area rests with Americans for the Arts. Exhibitor also shall be subject to any applicable rules of the hosting hotel.

ASSIGNMENT OF SPACE: Classification of table top exhibit and assignment of space will be determined by Americans for the Arts based upon the character of the proposed display and individual requirements and preferences as to the location of Exhibitor. Once the space has been approved by Americans for the Arts no exhibit will be moved except by the mutual consent of the parties.

PAYMENT: Full payment must accompany this application. All ap-plications must be received by Americans for the Arts no later than April 21, 2014 for the Annual Convention.

INSURANCE: In all cases, if Exhibitor wishes to insure their goods, they must do so at their own expense. Americans for the Arts holds no responsibility for table top area security, nor for the value of any goods. Materials supplied by Exhibitor are displayed at own risk and liability.

BOOTHS: Each table will be six feet in length, skirted with two chairs, have access to electricity and Americans for the Arts will provide signage of company name. If any additional equipment is needed it is the responsibility of Exhibitor to contract for and ar-range payment for all related activities.

CARE OF SPACE: Exhibitor is responsible for maintaining and cleaning the area of the exhibit space, at Exhibitor’s expense.

PROTECTION OF EXHIBIT SPACE: Nothing shall be nailed, tacked, screwed or otherwise attached to any building structure. If any damage occurs it is the responsibility of Exhibitor to pay for damages.

DEFAULT OCCUPANCY: If space is not occupied by the desig-nated time, Americans for the Arts has the right to use the space as necessary and no refund will be granted to Exhibitor.

PERSONNEL: Booth personnel must confine their activities to their designated space. Booth personnel that are Convention attendees should make necessary arrangements to have their booth space covered when they deem necessary.

DISTRIBUTION OF PRINTED MATTER: Exhibitor shall not distrib-ute materials or souvenirs outside of their exhibit space.

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Past advertisers include:BlackbaudCultural Planning GroupDrexel University - Arts Administration ProgramFranz Mayer of MunichGeneral Glass InternationalGoucher College - Master of Arts in Arts AdministrationPittsburgh Filmmakers / Pittsburgh Center for the ArtsRoutledge Journals / Taylor and FrancisSouthern Methodist University - Meadows School of the ArtsSurale PhillipsUniversity of Oregon - School of Architecture and Allied Arts

The onsite program serves as a resource guide at the Annual Convention and as a reference for attend-ees and their organizations after the event. A print advertisement in the onsite program is a simple, ac-cessible solution for placing your company in the hand of more than 1000 attendees. Different size and placement options offer solutions to fit a variety visibility and budget requirements. All advertisement are in high quality, four color print. See the full ad specs in the contract on page 8-10.

PROGRAM ADVERTISEMENT

Half Page: $975Full Page: $1,550Inside Front Cover: $2,200Inside Back Cover: $2,200Back Cover: $2,400

Contract deadline: 3/17Artwork deadline: 4/4

Half Page7.75” x 4.75”

Full Page10.75” x 7.75”

Reserve a table top exhibit and receive a 10% discount

off a program ad!

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Sponsorship of the 2014 Annual Convention provides high-value, cost-effective ways to feature your company or organization, while supporting the educational, leader-driven work the conference does to advance the arts. Sponsorships are customizeable and can be uniquely designed to fit your organization’s visibility and budget requirements.

Available sponsorship items include, but are not limited to:Keynote sessions• ARTventure Tours• Networking events• Cyber Cafe• Signage• Lanyards• Badges• Bags• Promotional materials•

For more information, ask to view the comprehensive Sponsorship Menu. Please contact the Americans for the Arts Developement Team at [email protected], or call 202.371.2830.

SPONSORSHIP

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2014 ANNUAL CONVENTIONPROGRAM ADVERTISEMENT CONTRACT

Complete this form and e-mail to [email protected]; fax to Exhibits at 202.371.0424; or, mail toAmericans for the Arts, Attn: Exhibits, 1000 Vermont Ave NW, 6th Floor, Washington, DC, 20005.

Contract deadline: Monday, March 17. Artwork deadline: Friday, April 4.


___ Half Page: $975___ Full Page: $1,550___ Inside Front Cover: $2,200___ Inside Back Cover: $2,200___ Back Cover: $2,400

___ I am exhibiting at the Annual Convention and qualify for a 10% discount on my advertisement.



We hereby make application for an advertising space in the program guide for the 2014 Americans for the Arts Annual Convention. We agree to abide by the terms and conditions set forth by Americans for the Arts on the following pages.

________________________________________ ____________Signature Date

This application is an offer to buy an advertisement in the program guide. No contract is formed unless and until this application is signed by an authorized representative of Americans for the Arts.

________________________________________ ____________Signature - Americans for the Arts Date

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PROGRAM ADVERTISEMENTTERMS AND CONDITIONS

Americans for the Arts publications are created on behalf of and for the benefit of our membership and event attendees. Americans for the Arts therefore reserves the right to reject, omit, or cancel advertising it does not feel is in the best interest of our membership or organization goals.

Submitting files:

Confirmation:

Content changes:

Responsibility:

Color:

Cancellations:

Advertisement:

Placement:

Conditions:

Liability:

Payment:

Discounts:

Contract deadline: Monday, March 17, 2014. Artwork deadline: Friday, April 4, 2014. (See page 11 for advertisement specifications.)

Orders must be confirmed in writing by the deadline. Verbal or electronic mail orders with-out contracts will not be acceptable.

No typesetting or alterations will be done by the printer or Americans for the Arts.

It is not the responsibility of Americans for the Arts or the printer to edit, design, or alter any submitted advertising material. Advertisements must be re-submitted if advertisers wish to have advertisement altered in any manner.

Americans for the Arts cannot guarantee accurate color reproduction if an SWOP standard proof is not supplied.

No cancellations or changes in order will be accepted after the deadline. Cancellations must be received in writing prior to deadline. Any advertiser cancelling advertisements after the closing date must pay the full space charge.

The word “advertisement” will be placed with copy, which, in the publisher’s opinion, re-sembles editorial content.

Publisher reserves the right to determine advertisement placement.

No conditions, printed or otherwise, appearing on the space order, billing instructions, or copy instructions that conflict with the publisher’s state policy will be binding on the pub-lisher.

Advertisers and agencies assume liability for content of advertisement and assume re-sponsibility for any claims therefore made against the publisher.

Payment must be received by the deadline.

Agency discounts are not applicable.

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PROGRAM ADVERTISEMENTSPECS SHEET

PRINT SPECS:Images should have an effective resolution of 300 dpi. Images that are downloaded from a web-site or are 72 dpi images are unacceptable quality for printing. PSD, TIFF and EPS format files are preferable to JPG. All colors should be CMYK. No RGB, Lab or Index color. Tints and color type in four-color ads must be produced in a CMYK equivalent. Embed or outline fonts. The final trim size of the program is 8.5” x 11”. 1⁄2 page ads do not bleed. Include .125” bleeds on every side for all full page ads with bleed (8.75” x 11.25”).

Space Size Color

Half page without bleed 7.75” x 4.75”CMYK or CMYK

equivalent, no RGB, Lab or Index color

Full page without bleed 7.75” x 9.5”

Full page with bleedTrim size: 8.5” x 11”

Bleed size: 8.75” x 11.25”

SPACE RESERVATION DEADLINE:Monday, March 17, 2014

ARTWORK DEADLINE:Friday, April 4, 2014

WAYS TO SUBMIT ADVERTISEMENTS:1. Email to: [email protected]

2. FTP: For large files over 5 MB, upload to FTP site via web browser: http://box.net Login: publicupload Password: afta4you

3. Mail files on CD or DVD to: Americans for the Arts Attn: Exhibits 1000 Vermont Avenue, NW 6th Floor Washington, DC 20005

DIGITAL FORMATS ACCEPTED:

PDF-X1a (PREFERRED)The preferred digital ad format for advertising is high-resolution, press-optimized PDF-X1a with embedded fonts and images at 300 ppi. Advertisements must be fully PDF-X1a com-pliant, with Acrobat 4 (version 1.3) compat-ibility.

All placed images (photos, logos, etc) •should be converted to CMYK before creating PDF-X1a.All color images must separate as 4-color •CMYK. Convert all RGB, spot (Pantone) colors and lab colors in color palette before saving the file.Placed images and graphics must be a •minimum of 300 ppi at full size. Line art must have a minimum resolution of 600 ppi at full size.

ADOBE ILLUSTRATOR EPSAds may also be submitted in Adobe Illustra-tor AI or EPS format (version CS3 or earlier).

All fonts must be converted to outlines.•Any placed images or photographs must •be converted to CMYK and should be embedded into file (not linked). Photos must have a resolution of 300 ppi at full size; Line art must have a minimum resolution of 600 ppi at full size. Save file as CMYK EPS.

OTHER ACCEPTABLE FORMATSThough not ideal, high resolution PhotoShop TIFF or EPS (at 300 ppi at full size) may also be accepted as final art.

FORMATS NOT ACCEPTEDThe following formats will not be accepted: MS Word, MS Publisher, PowerPoint, Free-Hand, Corel Draw, JPEG, GIF, film separations. Native ad layouts (Quark XPress or InDesign) will not be accepted. Please use Acrobat Distiller to convert Quark or InDesign layouts to PDF-X1a format.

PROOFSAdvertisers may submit a color proof as refer-ence (color lasers accepted). Although not required, SWOP proofs provided by advertiser will be used by printer as a reference. Color advertisements not accompanied by SWOP proofs will be matched to pleasing color standards.

* NOTE: Advertiser assumes all responsibility for print quality or problems if above specifications are not met.

Half Page

Full Page, without

bleed

Full Page, with bleed

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The Americans for the Arts blog offers an easy way to reach a diverse arts and nonprofit audience, includ-ing administrators, managers, educators, business leaders, students, advocates, and more. The blog averages more than 20,000 impressions per month. Once a month, ARTSblog hosts “blog salons”--week long, topic specific discussions series featuring around 20 contributors--which sees more than 7,500 im-pressions in a one week span. All ads run on a monthly basis.

ARTSblog ADVERTISEMENT

Sidebar Advertisement: $250/month- 300 px x 250 px- Limited availability (3 per month)

Banner Advertisement: $500/month- 725 px x 90 px- Limited availability (1 per month)

Blog Salon Sponsorship: $1,000/month- Banner and top Sidebar Advertisement- Sponsor language in blog salon promotions

2014 Blog Salon Schedule*:February 17-21........Local Arts Agencies September 1-5...............Public ArtMarch 10-14............Arts Education September 15-19...........Arts EducationApril 14-18...............Emerging Leaders/Arts Leadership October 6-10..................Arts MarketingMay 12-16...............Animating Democracy October 20-24................Development & Private SectorJuly 14-18................Private Sector November 17-21............Animating Democracy *Dates and topics subject to change.

Banner Advertisement

SidebarAdvertisement

See what’s happening on ARTSblog:

blog.artsusa.org! Reserve a table top exhibit or program ad and receive a 10% off an ARTSblog ad!

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ARTSblog ADVERTISEMENT CONTRACTComplete this form and e-mail to [email protected]; fax to Exhibits at 202.371.0424; or, mail toAmericans for the Arts, Attn: Exhibits, 1000 Vermont Ave NW, 6th Floor, Washington, DC, 20005.

Contract deadline: _____________. Artwork deadline: _____________.


___ Sidebar Advertisement: $250/month___ Banner Advertisement: $500/month___ Blog Salon Sponsorship (Banner and Sidebar): $1,000/month

___ January ___ April ___ July ___ October___ February ___ May ___ August ___ November___ March ___ June ___ September ___ December

___ I reserved an Annual Convention exhibit and/or program ad and qualify for 10% off my ARTSblog ad.



We hereby make application for an advertising space in the program guide for the 2014 Americans for the Arts Annual Convention. We agree to abide by the terms and conditions set forth by Americans for the Arts on the following pages.

________________________________________ ____________Signature Date

This application is an offer to buy an advertisement in the program guide. No contract is formed unless and until this application is signed by an authorized representative of Americans for the Arts.

________________________________________ ____________Signature - Americans for the Arts Date

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ARTSblog ADVERTISEMENTTERMS AND CONDITIONS

Americans for the Arts publications are created on behalf of and for the benefit of our membership and event attendees. Americans for the Arts therefore reserves the right to reject, omit, or cancel advertising it does not feel is in the best interest of our membership or organization goals.

Submitting files:

Confirmation:

Content changes:

Responsibility:

Color:

Cancellations:

Advertisement:

Placement:

Conditions:

Liability:

Payment:

Discounts:

Contract deadline: ________________. Artwork deadline: ________________. Must provide (1) website for hotlink, and (2) file(s) sized to the correct dimensions, in one of the following formats: JPEG, PNG, GIF (animated files permitted).

Orders must be confirmed in writing by the deadline. Verbal or electronic mail orders with-out contracts will not be acceptable.

No typesetting or alterations will be done by the printer or Americans for the Arts.

It is not the responsibility of Americans for the Arts or the printer to edit, design, or alter any submitted advertising material. Advertisements must be re-submitted if advertisers wish to have advertisement altered in any manner.

Americans for the Arts cannot guarantee accurate color reproduction if an SWOP stan-dard proof is not supplied.

No cancellations or changes in order will be accepted after the deadline. Cancellations must be received in writing prior to deadline. Any advertiser cancelling advertisements after the closing date must pay the full space charge.

The word “advertisement” will be placed with copy, which, in the publisher’s opinion, re-sembles editorial content.

Publisher reserves the right to determine advertisement placement.

No conditions, printed or otherwise, appearing on the space order, billing instructions, or copy instructions that conflict with the publisher’s state policy will be binding on the pub-lisher.

Advertisers and agencies assume liability for content of advertisement and assume re-sponsibility for any claims therefore made against the publisher.

Payment must be received by the deadline.

Agency discounts are not applicable.

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Americans for the Arts1000 Vermont Avenue, NW 6th Floor

Washington, DC 20005Telephone: 202.371.2830

Fax: [email protected]

www.AmericansForTheArts.org

exhibiting, advertising, and sponsorship...

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