exhibiting at the annual meeting

2016

AASLH and MMA Annual Meeting Exhibitor Prospectus / p. 2

“Having attended other [national] conferences, this conference was spectacular. The sessions were of a high quality, the exhibitors were varied and relevant.” – 2015 Attendee

AASLH provides leadership and support for those who

preserve and interpret state and local history in order to make the past more meaningful to all Americans. The attendees of our annual meeting are some of the most dynamic history practitioners in the nation, including professionals from museums, historical sites and houses, historical societies, large history centers, historians, universities, libraries, and archives. No other national conference offers direct access to such an engaged group of decision-makers at such competitive rates.

Who Attends the Annual Meeting?

Directors and CEOs, Historians, Educators, Administrators, Archivists, Librarians, Curators, Conservators, Preservationists, Interpreters, Consultants, Collection Managers, Professors, Graduate Students, & more. This year, the meeting will be held in conjunction with the Michigan Museums Association. With 450 engaged members, we are excited to expand this year’s Annual Meeting to include the movers and shakers of Michigan’s museum field.

AASLH Annual Meeting by the Numbers

AASLH has 5,400 members (3,800 institutions/ 1,600 individuals).

Our Annual Meeting is attended by 800-1000+ history professionals.

Our Exhibit Hall typically has 50-60 exhibitors.

The Spirit of Rebirth

AASLH’s members have been gathering annually to discuss ideas and innovations since 1940. In 2016, our 76th Annual Meeting will convene with MMA in Detroit on the shores of Lake Michigan. Our theme is The Spirit of Rebirth.

2016


ABOUT THE ANNUAL MEETING

The 2016 meeting will be held in the Cobo Center, one of the largest convention centers in the

nation. The Center’s top of the line facilities and staff will ensure a smooth set-up and take-down

process, and the ample space reserved in our Exhibit Hall leaves plenty of room for events that draw

attendees into the Exhibit Hall and encourage them to engage in that space (including a luncheon,

potential receptions, and coffee breaks for attendees and exhibitors to mingle and talk).

ABOUT THE ONLINE CONFERENCE

The Online Conference takes place on September 15-16 in coordination with the Annual Meeting. Six

hot topic sessions are broadcast live from the Annual Meeting. All presentations have been reworked

for a live audience. Participants can see slides, ask questions, and interact online with presenters and

the virtual audience in these live broadcasts. Institutions can include their entire staff with an

affordable group price (Starting at $75). In 2015, there were over 100 registrations, over half of which

were group registrations that can be used by entire organizations or regional groups. The estimated

reach of each Online Conference is over 300 individuals.

“Great job to the planning and host committees! The best national

conference I’ve ever attended.” – 2015 Attendee

IMPORTANT DATES

Annual Meeting: September 14-17

Exhibit Hall: September 15-16

Online Conference: September 15-16

STAFF CONTACT Hannah Hethmon AASLH Membership Marketing Coordinator 615-320-3203 [email protected]

mailto:[email protected]

2016


ADVERTISING

Advance Program

The Advance Program is a full-color guide to the Annual Meeting mailed to more than 8,000 individuals and organizations, including all AASLH and MMA members.

Onsite Program

The Onsite Program is a full-color guide distributed to all conference attendees at registration and carried throughout the entire four-day conference. The program highlights the entire conference and includes a final list of exhibitors with contact info and company descriptions. For a PDF of last year’s Advance or Onsite Program, email [email protected].

Advertise in both the Advance and Onsite Program for 20% off the combined price!

TOTE BAG INSERT Don’t miss an opportunity to place your company’s literature into every attendee’s tote bag. Up to a 1000 tote bags are distributed to attendees onsite.

Cost: $375

Reservation Deadline: August 15, 2016 Size: 8.5 x 11 inches or smaller

Size Dimensions Advance Program

Onsite Program

¼ page 3 1/5 x 4 3/4 in. $400 $200

½ page 7 1/2 x 4 7/8 in. $600 $400

Full page

7 1/2 x 9 3/4 in. $800 $600

Advance Program Deadline:

Reservation Deadline- April 1, 2016

Art Deadline- April 10, 2016

Onsite Program Deadline:

Reservation Deadline- July 15, 2016

Art Deadline- August 1, 2016 Artwork:

TIFF or PDF format

300 dpi or higher

Four-Color

2016


EXHIBITING AT THE ANNUAL MEETING

Showcase your products and expertise in

the Exhibit Hall. Exhibiting allows you to

meet potential clients and speak one-on-

one in a fun, informal environment. Food

and beverage functions are held in the exhibit

hall to encourage attendees to visit your

booth. The functions include a morning and

afternoon coffee break on Thursday and

Friday and an attendee luncheon on Friday.

AASLH/ MMA Exhibit Booth Package includes:

8 x 10 booth space with company sign, 6 ft. skirted table, backdrop, side rail dividers, two chairs, and a wastebasket

Two (2) complimentary full-conference registrations for booth staff

Pre- and post-attendee mailing list

Company name and description in the Onsite Program

A floor plan for the Exhibit Hall will be released closer to the meeting. It will be available online once exhibitor registration is open. If you would like to receive notifications about the Exhibit Hall, please email [email protected].

AASLH/ MMA Booth Assignment is first come, first served.

The easiest way to reserve the space you want is to register online at on.aaslh.org/AASLHmarketing2016. If you are unable to register online, contact AASLH for assistance.

Exhibitor Fee

Early Bird Rate: $725 before May 15, 2016

Standard Rate: $825 after May 15, 2016

Early Dismantle Fee: $200

Additional Exhibitors: $75 per person

Installation Wednesday, September 14 2-6 pm

Thursday, September 15 6:30-8 am

Exhibit Hall Hours Thursday, September 15

9 am – Exhibit Hall Opens 5 pm – Exhibit Hall Closes

Friday, September 16 9 am – Exhibit Hall Opens 4 pm – Exhibit Hall Closes

Dismantle Friday, September 16 4 -6 pm


2016


EXHIBITING AT THE ONLINE CONFERENCE Don’t forget about AASLH’s virtual attendees! Broadcast in

conjunction with the Annual Meeting, the Online

Conference is a live two-day event that reaches over 300

additional attendees over the internet.

Logo and link to your organization on the Online Conference website with 50-word company description

Logo listed in the exhibitors list during the Online Conference in the virtual community

One (1) complimentary Online Conference Pass

Cost: $200

Reservation Deadline: August 31, 2016

Logo/Text Submission Deadline: September 8, 2016

INCREASE BRAND AWARENESS WITH A HISTORY NEWS AD History News magazine is the official publication of AASLH. Written by and for history professionals, each issue of the quarterly magazine provides industry articles, columns, Technical Leaflets, and the most authoritative discussions of current issues facing history organizations. Advertising in History News before and after the Annual Meeting will reinforce the impressions you make in person and in the Advance and Onsite Programs.

History News Advertising Rates

Cover Spaces 1x Rate* 2x Rate* 4x Rate*

1/4 Page, Outside Back Cover (vertical) $645 $625 $585

1/2 Page, Outside Back Cover (horizontal) $720 $695 $650

Full Page, Inside Front Cover $1,100 $1,000 $930

Full Page, Inside Back Cover $1,100 $1,000 $930

1/3 Page $495 $475 $435

1/2 Page $570 $545 $500

2/3 Page (vertical) $650 $620 $570

Full Page $770 $735 $680

*Take 15% off the list price of History News advertising when you add it to your Annual Meeting/ Online Conference marketing package.

2016


Sponsor an Event for Increased Brand Exposure

*Please note that sponsor packages have been adjusted since last year. For a complete list of the benefits included in each sponsorship level, please see the chart on pages 9-10.

Premier Sponsor (1) Cost: $7,500 As a Premier Sponsor of the Annual Meeting, you get all the benefits of the Platinum Sponsor and the Online Conference Sponsor (an $8K value). In addition, as the sole sponsor at this level, your logo and name will be featured above and more prominently than all other sponsors for maximum brand exposure.

Platinum Sponsor (5) $5,000 Platinum Sponsors of the Annual Meeting get comprehensive brand exposure through all four days of the conference with large color graphics of your logo and name on all event signs, the AASLH website, and both full-color print programs in addition to the Exhibit Booth Package and other valuable marketing benefits.

Gold Sponsor $3,000 As a Gold Sponsor, you can choose from three of the most popular events at and related to the Annual Meeting. The Keynote and Plenary Address are typically the two most heavily attended events at the Annual Meeting. AASLH’s Keynote and Plenary speakers are national renowned and have recently included such popular leaders in the field as Garrison Keillor, Wendell Berry, Natasha Trethewey, and Carolyn McKinstry. See the chart on pages 9-10 for a full list of Gold Sponsor benefits.

Keynote Sponsor (1)

Plenary Address Sponsor (1)

Online Conference Sponsor (No limit)

2016


Silver Sponsor $2,000 Silver Sponsors can choose four different ways to promote themselves at the Annual Meeting. Your name and logo will be featured with a link on the AASLH and MMA Annual Meeting website page as well as on all event signage and in the printed programs. All sponsors at this level get the post-meeting attendee mailing list, and an Exhibit Booth Package is included for all packages except Evening Event Sponsors.

Name Badge Sponsor (1): Your name and logo on the name badge lanyards. Name badges are required for all Annual Meeting sessions and activities.

Attendee Luncheon Sponsor (1): This lunch is a favorite among attendees, who gather in the Exhibit Hall to eat, catch up with friends and colleagues, and visit vendors.

CEO Forum Sponsor (1): This ticketed event is a must-attend forum for organization CEOs, Executive Directors, and Presidents. Reach decision makers directly with this sponsorship, which includes a ticket to the event.

Evening Event Sponsor (2: Wed and Thur): This is the perfect opportunity to make sure attendees associate your brand with our dynamic evening events.

Bronze Sponsor $1,500

Bronze Sponsor (no limit): Bronze level sponsors get an Exhibitor Booth Package and name recognition on event signage and in print programs. This is a great way for exhibitors to reach potential clients and increase brand recognition before, during, and after the Annual Meeting.

Networking Sponsor $500 As a Networking Sponsor, you get increased brand exposure while attendees are relaxed and enjoying themselves. Choose from 3 sponsorship options. Contact Hannah Hethmon ([email protected]) for more info on the specific tours and luncheons that are available this year.

Luncheon Sponsors (usually 4-6 available): Luncheons are scheduled during the conference,

typically on Thursday, for AASLH Affinity Communities and other specific groups.

Tour Sponsors (usually around 10 available): AASLH is known for fantastic tours. Sponsor a tour and associate your name with a fun and educational excursion in our host city.

Coffee Break Sponsors (4): Sponsor a coffee/ tea/ light refreshments break in the Exhibit Hall. These occur at strategic times in the morning and afternoon on Thursday and Friday.

Custom Sponsorship Package

Have a specific marketing need? Need extra benefits or to change benefits? Contact Hannah Hethmon ([email protected]), and we will work with you to meeting your marketing needs.



2016


FULL LIST OF SPONSOR BENEFITS

Premier, Platinium, and Gold Benefits Premiere Platinum Gold:

Keynote Gold:

Plenary Online

Conference*

All the benefits of an Online Conference Sponsorship

Logo, Name, and Link on AM promo eblasts (20k)

n/a

Logo, Name, and Link on AASLH website

n/a

Name and Logo on AM Signage

Recognition @ Meeting of the Membership

Full-page ad in both print programs

n/a

Half-page ad in both print programs

n/a

Full-page color ad in History News (Winter 2016 Issue)

n/a

Half-page color ad in History News (Winter 2016 Issue)

n/a

2 Complementary AM Registrations

n/a

Exhibit Booth Package (see page 5)

n/a

Tote Bag insert (see page 4)

n/a

Pre- and Post-Conference Attendee Mailing List

n/a

Recognition on sponsored event signage and in opening remarks of the event

n/a n/a n/a

*Benefits specific to the Online Conference Sponsorship: Name, logo, link, and 100-word profile on the Online Conference page on the AASLH website

Logo and 100-word profile at the top of the Sponsor Page in the Online Conference Community site (online classroom)

Verbal recognition before and after every webcast

One-time use of Online Conference email list (message must be approved by AASLH) 10 Complementary Online Conference registrations to use or give away to clients

Logo and link on the permanent webpage where recorded webinar can be downloaded

2016


FULL LIST OF SPONSOR BENEFITS (cont.)

Silver Benefits Name Badge

Attendee Luncheon

CEO Forum

Evening Event

Name and/or logo on name badge lanyard

Logo, name, and link on AASLH website

Name recognition on AM Signage

Name recognition in print programs

Recognition at the Meeting of the Membership


2 complementary AM registrations

Tote bag insert (see page 4)

4 free tickets to sponsored event n/a n/a

1 free ticket to sponsored event n/a n/a

Pre- and Post-Conference Attendee Mailing List

Bronze and Networking Benefits Bronze Networking

Name recognition and link on AASLH website

Name recognition on AM Signage

Name recognition in print programs

Recognition at the Meeting of the Membership


Quarter-page ad in Onsite Program

1 complimentary AM registration

1 free ticket to sponsored event n/a

2016


Reserve your AASLH/ MMA Exhibit Booth online at on.aaslh.org/AASLHmarketing2016 If you are unable to register online, you can fill out the form and fax or mail it in. Please note, if using this method your first choice for booth can not be guaranteed. AASLH will make every attempt to assign you your first choice, but it may be necessary to assign you your alternate selections. If you have any questions about advertising, exhibiting, or sponsorships, contact Hannah Hethmon by phone (615-320-3203) or email ([email protected]).

2016 AASLH/ MMA Annual Conference Exhibitor, Advertiser, and Sponsor Form CONTACT

Company Name

Your Name

Signature (by signing you agree to the exhibitor terms, conditions, and cancellation policy)

Address

City State Zip

Email

Phone

ITEM PRICE

Booth Request

Booth Location: 1st

2nd

3rd

4th

5th

$

Do not place me next to:

Fee Before May 15 $725

After May 15 $825

Quantity:

Advertising Request

Onsite Program 1/4 Page $200

1/2 Page $400

Full Page $600

$

Advance Program $400 $600 $800

Tote Bag Insert

Insert Fee $375 $

Online Conference Exhibitor

Fee $200 $

Sponsorship Request

Name of Sponsorship: $

Total

10% Member Discount (Print Ads Only)

Grand Total

PAYMENT METHOD

Make Checks payable to: AASLH Fax Credit Card payments to 615-327-9013

Attn: 2016 Annual Meeting AASLH 1717 Church St. Nashville, TN 37203

Card #:

Security Code: Exp Date:

Signature


2016


Exhibitor Terms and Conditions 1. CHARACTER OF THE EXHIBIT. AASLH reserves the right to determine the eligibility of any company and the right to restrict, prohibit, or evict any exhibitor or product which, in the opinion of Show Management, detracts from the character of the exposition or for any violation of the following Terms & Conditions. In the event of such restriction or eviction, AASLH is not liable for refunding exhibit fees or any other cost incurred by the exhibitor. Violations of the Terms & Conditions may also result in loss of exhibitor priority. 2. TERMS OF PAYMENT. All applications for exhibit space must be paid by exhibit dates. 3. FAILURE TO MAKE PAYMENT AND CANCELLATION. For failure to make full payments, AASLH reserves the right to charge the amount due on your credit card and resell your exhibit space without a notice or refund after July 1, 2016. Requests for Cancellation and Refunds must be in writing. Cancellations are subject to a $100 per booth administrative fee if received before July 1, 2016. Cancellations received after will result in AASLH retaining the full amount paid for booth space rented. No requests for refunds will be granted after July 1, 2016. 4. SUBLEASING/SHARING of Exhibit Space is not allowed. All signs, displays, and products in a booth must be related to the exhibitor’s company. 5. EXHIBIT SPACE ASSIGNMENTS are made on the basis of priority, availability, and need, with all assignments made in the best interest of the exposition. Show Management reserves the right to alter an exhibitor’s assigned space if it is deemed necessary in the best interest of the exposition. Before exercising its discretion, Show Management will consult with the exhibitor. 6. DISPLAYS AND EXHIBITS in Public View are required to be appropriately finished on all sides and surfaces. If such surfaces remain unfinished at the start of the exposition, Show Management may authorize the official contractor to effect the necessary finishing and the exhibitor will be required to pay all costs involved. 7. DAMAGE TO PROPERTY caused by an exhibitor will be paid for by that exhibitor. Do not paint, tape, nail, screw, drill, or tack anything to the walls, columns, floor, or ceiling of the building, adjoining displays or the official contractor’s display material. 8. FIRE DEPARTMENT REGULATIONS must be observed. Display and packing material must be flame-retardant. Electrical equipment must be UL approved and must be wired by a licensed electrician. 9. INSURANCE. All Exhibitors, their contractors, and suppliers are required to carry liability and property insurance. Exhibitors must operate and maintain their exhibit so that no injury will result to any person or property. Hazardous and nuisance-causing giveaways are prohibited. No helium balloons may be given away. All

exhibitors are strongly urged to obtain full-coverage temporary insurance for their merchandise and displays while in transit and while at the exposition. 10. EACH EXHIBITOR shall indemnify and hold harmless AASLH and the exposition location for all liability in any act or omission related to Exhibitor’s exhibit or any act or omission of exhibitor or any of its employees or agents; including accident or injury to invitees, guests, exhibitor, their agents, and employees and including loss or damage to personal property. 11. THE EXHIBITOR ASSUMES the entire responsibility and liability for losses, damages, and claims arising out of exhibitor’s activities on the Convention Center Premises and will indemnify, defend and hold harmless the Convention Center, its agents, servants, and employees from any and all such losses, damages and claims. 12. COMPLIANCE WITH LAWS. Exhibitor shall not cause any violation of Federal, State, County, or City Laws, or the rules of the exposition location. 13. LABOR AND CONTRACTORS. Exhibitors that plan to use outside contractors must notify Show Management in writing 60 days prior to the exposition. Outside contractors are required to supply verification of liability insurance coverage. All labor must have local union clearance. 14. COMPETITIVE meetings, sessions, or events which conflict with the conference are prohibited and holding such events may prevent your organization from exhibiting in the future. 15. INSTALLATION, SHOW, AND DISMANTLING hours and dates shall be those specified by AASLH. Packing of exhibits prior to the close of the exposition is specifically prohibited. Any Exhibitor dismantling prior to close of exposition will be liable for the Early Dismantle Fee and signing this form indicates you agree to pay the Early Dismantle Fee. Exhibitor shall be liable for all storage and handling charges for failure to remove exhibits by specified time and date. Exhibitors are required to have minimum of one person present at booth during Exhibition Hall Hours. 16. AMENDMENTS TO RULES AND REGULATIONS. Show Management, at its discretion, may make reasonable changes, amendments, or additions to these Terms and Conditions. Any changes, amendments, or additions shall be binding on the exhibitor. The ruling of Show Management shall be final in all instances with regard to use of any exhibit space. 17. NOT ASSIGNABLE BY EXHIBITOR. This Agreement may not be assigned by the Exhibitor absent the written consent of the AASLH. 18. FREIGHT HANDLING. An exhibitor may “hand carry” material provided they do not use material-handling equipment to assist them. When exhibitors choose to “hand carry” material, they may not be permitted access to the loading dock/freight door areas. Wheeled devices such as luggage carriers are not considered “hand carry.”

exhibiting at the annual meeting

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