Puert Ric Annual Cnference Infrmatin & Advertising

Transcription

1 Puert Ric th annual cnference f the Internatinal Cmmunicatin Assciatin Exhibiting & Advertising infrmatin packet May 2015 Caribe Hiltn Htel San Juan, Puert Ric

2 > Meet face-t-face with 2,500 cmmunicatin schlars! > Demnstrate yur prduct! > Highlight yur services! > Increase yur visibility and sales! > Enjy exclusivity amng a limited number f spnsrs, exhibitrs, and advertisers! The 65th Annual Cnference f the Internatinal Cmmunicatin Assciatin will be held at the Caribe Hiltn Htel, San Juan, PR, May Thrughut the five-day cnference, an estimated 2,500 schlars will attend ver 500 presentatins representing the latest advances in the field f cmmunicatin. T reserve yur exhibit, advertising r spnsr pprtunities, please cmplete and return the enclsed frms by Friday, 30 January Please nte that there are a limited number f exhibit and spnsrship pprtunities. Reservatins are n a first-cme, first-served basis and must be accmpanied by payment r letter f intent. When yu jin this exclusive grup f cmpanies meeting face-t-face with schlars and researchers in a relaxed and intimate learning atmsphere, yu will have the pprtunity t build psitive awareness and acceptance f yur prduct r service. Our exhibit area will include the main cnference registratin area and all fd and beverage breaks designed t bring in traffic. The exhibit area will be pen Thursday, Friday, Saturday, and Sunday, the mst heavily attended days f the cnference. By designating key exhibit area activities, we hpe t allw exhibitrs t plan their netwrking and t attend wrkshps in which they have an interest. In additin t ur exhibit area, yur rganizatin als has an pprtunity t spnsr special events and wrkshps and t purchase additinal advertising space in the cnventin prgram. The pprtunities t put yur rganizatin in frnt f ver 2,500 prfessinal attendees frm cuntries are varied and many. Make yur reservatins tday, as pprtunities are limited! Official deadline t reserve yur exhibit, spnsrship and advertising space is Friday, 30 January

3 Exhibitr Space Exhibit Dates: May 2015 Exhibitrs are asked t make their bth preferences knwn apprximately three mnths prir t the cnference. Exhibit bth lcatins are assigned based upn exhibitr s signed cntract date. Cnference spnsrs receive preferential placement. Jint exhibits are ffered t publishers/exhibitrs unable t send a representative t the cnference. Fr a $125 USD fee per title, ICA will exhibit n tables shared with ther jint exhibitrs. Interested publishers/exhibitrs shuld send a letter t ICA headquarters alng with the accmpanying applicatin frm requesting the jint exhibit ptin. The letter f applicatin shuld include a descriptin f the materials t be exhibited. It is the sle respnsibility f the exhibitr t send materials t the htel. ICA will NOT be liable fr any materials exhibited in this manner, nr will ICA return materials t the exhibitr. All materials are dnated t lcal universities. Advertising The fficial printed cnference prgram and ur new cnference mbile app are majr parts f each participant s registratin packet, and thse wh are unable t attend the meeting are able t access the prgram as well. In additin, many institutinal members place cpies f the printed prgram in their libraries fr students and faculty t peruse in learning what is being talked abut at schlarly meetings. Apprximately 1,200 cpies are printed annually. Additinally in 2014, the cnference mbile app was dwnladed by mre than half f the attendees and we anticipate mre will chse t access the prgram thrugh the app this year. Page Frmat: Clr pages must have 1/8 bleed. Images must be 300 dpi r higher. The final utput will be 175 line screen. Black and white pages must have ¼ bleed. Images must be 300 dpi r higher. The final utput will be 150 line screen. All matter must be ¼ frm final trim. Mbile App: Rtating banner display at the bttm f every page n the mbile app. All banner images shuld be sent in a PNG file, in pixels, and in bth the mbile & table banner size. Ad Size Ad Rate Specs Quarter Page $300 USD 3.5 (89mm) W x 4.5 (114mm) H Half Page $600 USD 7.25 (184mm) W x 4.5 (114mm) H Full Page $1000 USD 7.25 (184mm) W x 10 (254mm) H Duble Truck $2000 USD Inside Frnt Cver* $1500 USD 7.25 (184mm) W x 10 (254mm) H Inside Back Cver* $1500 USD 7.25 (184mm) W x 10 (254mm) H Outside Back Cver* $2000 USD 7.25 (184mm) W x 10 (254mm) H Plenary Sessin Tab* $2000 USD 7.25 (184mm) W x 10 (254mm) H Ad Size: Banner $600 USD (640x100 pixels) mbile (460x200 pixels) tablet **Inside Frnt, Inside Back and Outside Back Cvers & Plenary Page Tabs are 4-clr ads 3

4 Black-and-White and Clr Ads: If an advertisement is sent as an electrnic file (supplied n CD, Zip, r Jaz) they must be accmpanied with final hard cpy utput frm the final file(s) prvided n the disk. Shuld the advertiser have any changes t advertisement cpy prvided n disk, the submissin f a new disk is required. Acceptable electrnic frmats can be either Mac r PC, using Adbe PageMaker, QuarkXpress, Adbe InDesign, Adbe Illustratr r Macrmedia FreeHand (type cnverted t paths and file saved as EPS) r PDF. Artwrk must be saved as TIFF r EPS. All fnts and images must be included. Clr images must be CMYK. Images can nt be RGB r Index clr. The reslutin must be 300 dpi r greater. PDF files must be created using Press Optimized in Adbe Acrbat. Fnts and high reslutin images must be embedded in the PDF. Please be sure that the PDF des nt cntain any security passwrds. PDF deadline is 31 January 2015 Mbile App deadline is 15 April 2015 Spnsr a refreshment Exhibitrs/Advertisers may spnsr mrning r afternn refreshment breaks fr a $1,500 USD fee. These spnsrs are recgnized in the ICA Cnference Prgram, the Cnference Mbile App and in cnference signage. ICA staff makes all necessary arrangements fr the refreshments. Spnsrship pprtunities Spnsrship pprtunities prvide additinal avenues t prmte yur rganizatin t cnference attendees. Amng the pprtunities available t spnsr: special events, precnferences, featured speakers, cncurrent sessins, pster sessins, receptins and mre. Fr a cmprehensive list f spnsrship pprtunities and the crrespnding benefits, refer t the attached descriptins r call ICA s cnference department at r us at mhaley@icahdq.rg r cnference@icahdq.rg. wireless internet ICA prvides wireless internet access t all attendees May This vital service allws attendees t cmmunicate with their respective universities and pssible presenters during the cnference. This special spnsrship pprtunity will be widely nticed by all attendees and is available fr $15,000 USD. 4

5 additinal prmtinal pprtunities Attendee Registratin Packet: ICA is wrking tward mre sustainable/green meetings. Therefre cnference registratin packet stuffers are n lnger an ptin. Cnsider placing yur infrmatin in the printed prgram r n the cnference mbile app. Fr further infrmatin r assistance n either exhibiting at the ICA cnference r advertising in the ICA Official Cnference Prgram r Cnference Mbile App, please cntact: Michael Haley, Executive Directr, mhaley@icahdq.rg r Jennifer Le, Cnference Crdinatr, cnference@icahdq.rg INTERNATIONAL COMMUNICATION ASSOCIATION st Street, NW Washingtn, DC USA Phne: (202) ; FAX: (202) Jin ICA Sustainability Effrts Please nte: The Internatinal Cmmunicatin Assciatin is cmmitted t wrking tward sustainable/green meetings. Anything yu can cntribute t this effrt as an exhibitr is greatly appreciated. Please cnsider: Using recycled, recyclable and/r envirnmentally friendly materials; Using bidegradable r recycled packing materials; Using carbn ffset prgrams fr shipping and freight; Dnating left ver exhibit materials t lcal universities r charitable rganizatins; Using sustainable giveaways; Minimizing the use f cllateral materials Cnsider using interactive displays rather than traditinal bk/ jurnal displays We appreciate yur effrts t wrk with ICA n ur sustainable meeting gals. 5

6 Internatinal Cmmunicatin Assciatin 2015 Cnference Infrmatin & Regulatins The infrmatin prvided belw will help yu prepare fr yur exhibit at the 65th Annual Cnference f the INTERNATIONAL COMMUNICATION ASSOCIATION. The cnference will be held at the Caribe Hiltn Htel, San Juan, PR. Dates fr the meeting are May Please read the infrmatin belw carefully. We lk frward t having yu at ur cnference in San Juan. Lcatin f Exhibits Exhibits and Registratin will be tgether in the Grand Saln Ls Rsales f the Caribe Hiltn Htel t help increase traffic fr yur exhibit. Exhibit Hurs This year s meeting fllws a THURSDAY thrugh MONDAY pattern. Please bserve the schedule listed belw: Hurs Set-up/Teardwn Wednesday 20 May 4pm - 8pm SET-UP Thursday 21 May 8am - 6pm Friday 22 May 9am - 5pm Saturday 23 May 9am - 6pm Sunday 24 May 9am - 5pm Sunday 24 May 5pm - 7pm TEARDOWN Mnday 25 May N Exhibits REGISTRATION 9-1PM **POSTER SESSIONS will als be in the exhibit hall this year. With Friday and Sunday nn pster sessins and Saturday at 4:30pm, 75 mins lng.** Exhibit Equipment and Services Each space is 10 x 10 with and 8 backdrp and 3 side rails. Displays must nt be higher than 8 in the back and 3 n the side dividers alng the aisles. In additin t the use f the exhibit space fr 4 days (May 21-24, the price f the space includes an advertisement in the cnference prgram and cnference mbile app (rates vary accrding t the ad size), ne 6 draped table, tw side chairs, ne 7 x 44 tw-line ID sign, and tw cnference registratins. Please cntact the ICA headquarters if yu have additinal questins. ICA is cntracting with a drayage cmpany wh will cntact all exhibitrs prir t the cnference. Exhibit Setup Exhibits will be in the same rm as cnference registratin t bst traffic fr the trade shw. Exhibits must be set up n Wednesday, 20 May 2015, between 4 pm and 6 pm and dismantled n Sunday, 24 May 2015, after the exhibit hall clses at 5 pm. There is n teardwn n Mnday. Yur bth must be staffed during all fficial exhibit hurs. Yu may want t bring smething t cver yur exhibit materials during ff hurs. Lighting and Electrical Wrk All electrical wrk must be rdered thrugh the Caribe Hiltn Htel. All clth draping and/r display materials must be fire retardant. Character f Exhibits The Executive Directr f the Internatinal Cmmunicatin Assciatin, Inc., reserves the exclusive right t decline r prhibit any exhibit, part f an exhibit, persn, advertisement, suvenir r ther feature r actin deemed bjectinable and/r ptentially harmful t the high standards f the Annual Meeting f ICA. All public space in the exhibit area and thrughut the cnference center is under jint cntrl f the ICA Executive Directr and the Caribe Hiltn Htel and shall nt be used fr exhibit purpses withut expressed written cnsent. If the peratin f any equipment r apparatus prduces nises r vibratins f sufficient vlume, r drs fund t be annying t neighbring exhibitrs r guests, it will be necessary t discntinue such peratin. ICA endrses equal emplyment pprtunity practices and accepts, n a pririty basis, nly exhibit applicatins frm rganizatins that are nt discriminatry n the basis f race, clr, sex, religin, age, natinal rigin, veteran status, physical ability, marital status, mental disability, r sexual 6

7 rientatin. Exhibits must be staffed at all times during exhibit hurs. Exhibits must NOT be disturbed, dismantled, r remved befre 5pm, Sunday, 24 May Material Shipping, Receiving, and Handling ICA will cntract with a drayage cmpany fr the handling f all exhibit material. Yur exhibit material must be sent by the drayage cmpany. We are als cntracting with a custms brker t facilitate yur shipments int Puert Ric. Even thugh Puert Ric is a US territry, shipping rules can be cmplicated. It is advisable t use the custms brker t insure the delivery f yur materials. Official Exhibit Service Cmpany Apprximately six weeks prir t the cnference, each exhibitr will receive an Exhibitr s Service Kit cntaining rder frms, rental csts f bth furniture, additinal draping, accessries, special wrk (such as carpentry, painting, additinal signs, electrical wrk, flral decrating, phtgraphy, etc.) and infrmatin cncerning shipment f exhibit materials. Exhibitrs must cntact ICA Cnference Management befre cntracting with any utside cntractrs. Deliveries - All packages sent t the htel shuld be sent prepaid. Packages sent C.O.D. will be refused by the htel, and the htel will make n ntificatins t the shipper. The Package Rm des nt assume r accept any respnsibility fr shipments ut f the htel. Persns wh ship parcels ut f the htel must have a methd f payment r ship C.O.D. Shipments shuld arrive at the Caribe Hiltn Htel at least three (3) wrking days, but nt mre than five (5), befre the first day f the event. Handling charges will apply. The Package Rm will nt accept deliveries f crates r exhibit materials, s these deliveries must be crdinated thrugh the exhibit cmpany. DO NOT SEND EXHIBIT MATERIALS TO ICA HEADQUARTERS. Shipment f Materials - All persnal materials shipped t the htel must be marked as fllws: 1) Cmplete Return Address 2) ADDRESS THE PACKAGE AS FOLLOWS: Caribe Hiltn Htel ICA 65th Annual Cnference Hld fr Arrival (Date) ATTN: (Guests Name/ Organizatin) 1 San Gernim San Juan, PR , FAX Security Htel security persnnel will be n duty during the day events. Each exhibit must be staffed at all annunced times by the exhibitr s persnnel. ICA will prvide minimal vernight security. The exhibit area will be lcked at night. It shall be agreed by the exhibitrs and any riggers, haulers, r ther cntractrs engaged fr the purpse f mving exhibits and equipment int and ut f the Hiltn, that the Hiltn shall be cmpensated fr any expense incurred in repairing damages r injuries t the physical prperty f the htel frm the handling r mvement f such exhibits and equipment n the premises. Nthing shall be psted, tacked n, nailed r screwed int, r therwise attached t clumns, walls, flrs r ther parts f the building r furniture. Any expenses incurred in prperly prtecting the building, equipment r furniture therein will be the respnsibility f the exhibitr. Liability & Insurance Neither the Internatinal Cmmunicatin Assciatin, the Caribe Hiltn Htel, nr any f their emplyees r representatives shall be liable fr any injury, lss, r damage t the exhibitr s persnnel r prperty r t visitrs attending the exhibitin. Additinally, neither the Internatinal Cmmunicatin Assciatin, Inc., nr the Caribe Hiltn Htel shall be held liable fr the effects f unfreseeable events that may deleteriusly affect the quality f the exhibitrs display r the number f peple attending the meeting. Neither ICA nr the Hiltn accepts any respnsibility fr an exhibitr s prducts. Liability insurance shall be at the exhibitr s wn expense. 7

8 Jint Exhibits fr Publishers ICA will ffer a jint exhibit fr publishers unable t send a representative t the cnference. Fr a reduced fee, ICA will exhibit individual titles frm any ne publisher. Interested publishers/exhibitrs shuld send an applicatin t Jennifer Le at the ICA Headquarters requesting the jint exhibit ptin. It is the sle respnsibility f the exhibitr t send the materials t the cnference center. There may be charges fr any pickup, delivery, and/r strage f yur materials under this arrangement. ICA will NOT be liable fr any materials exhibited in this manner nr will ICA return such materials. Exhibitr assumes the entire respnsibility and liability fr lsses, damages and claims and agrees t indemnify, defend and hld harmless the INTERNATIONAL COMMUNICATION ASSOCIATION and THE CARIBE HILTON HOTEL and their respective emplyees and agents against any claims r expenses arising ut f the use f the exhibitin premises r the Exhibitr s activities. The Exhibitr understands that neither the INTERNATIONAL COMMUNICATION ASSOCIATION nr the CARIBE HILTON HOTEL maintain insurance cvering the Exhibitr s prperty, and it is the sle respnsibility f the Exhibitr t btain such insurance. Terms and Cnditins f Payment fr Exhibiting, Advertising and Spnsrships Full payment must accmpany this frm. All advertising cpy/artwrk t be included in the cnference prgram must be received n later than 30 January 2015 and fr the cnference mbile app n later than 15 April Cancellatin deadlines are as fllws: Full refund fr cancellatins received n r prir t 30 January N refund fr cancellatins received after 30 January Cntractual Agreement All matters and questins nt cvered by these regulatins are at the discretin f the ICA Cnference Cmmittee and/r Management and may be amended at any time. Any amendments t this dcument shall be equally binding upn publicatin n all parties affected by them, as are the riginal regulatins. In the event f a dispute between an Exhibitr and the Cnference Directr, it is agreed that the dispute may be referred t the Executive Directr f the Internatinal Cmmunicatin Assciatin fr binding arbitratin. Sleeping Rm Arrangements ICA has very favrable rm rates f $ USD plus tax. Fr rm reservatins, the preferred methd is nline. If yu wish, yu may call the Caribe Hiltn Htel reservatins desk (after 15 January 2015) and specify that yu are a part f the Internatinal Cmmunicatin Assciatin 65th Annual Cnference. Airfare There is n fficial airline fr this ICA Annual cnference. Attendees shuld make any reservatins thrugh the website f the airline f their chice. FUTURE ICA CONFERENCES Fukuka, JAPAN, 9-13 June 2016 San Dieg, Califrnia, USA, May 2017 Prague, CZECH REPUBLIC, May 2018 Washingtn D.C., USA, May 2019 Fr further infrmatin r assistance, please cntact: Michael L. Haley, Executive Directr, r Jennifer Le, Cnference Crdinatr INTERNATIONAL COMMUNICATION ASSOCIATION st Street, NW, Washingtn, DC Phne: FAX: cnference@icahdq.rg 8

9 ICA Cnference 2015 Spnsrship events Platinum Spnsrship $25,000 Select 8 f the events listed in the bx belw. Yu will becme the exclusive spnsr f five events. Right f first refusal f spnsrship fr the 2016 Annual Cnference Inclusin n the spnsr page f the Cnference Prgram and Mbile App as a Platinum Spnsr 8 x 10 (2.4m x 3m) space in the Cnference Exhibit Area Tw sets f Cnference attendee labels Tw full-page advertisements in the Cnference Prgram Three cmplete sets f ICA member labels Tw full-page ads in the nline ICA Newsletter Fur-mnth ad n ICA website hme page Push ntificatin n Mbile App Silver Spnsrship $10,000 Select 3 f the events listed in the bx belw. Yu will becme a nn-exclusive spnsr. Right f first refusal f spnsrship fr the 2016 Annual Cnference Inclusin n the spnsr page f the Cnference Prgram as a Silver Spnsr 8 x 10 (2.4m x 3m) space in the Cnference Exhibit Area One set f Cnference attendee labels One half-page advertisement in the Cnference Prgram Tw cmplete sets f ICA member labels One half-page ad in the nline ICA Newsletter Tw-mnth ad n ICA website hme page mbile app spnsrship $7,500 Select 8 f the events listed in the bx. Yu will becme the exclusive spnsr f five. Right f first refusal f spnsrship fr the 2016 Annual Cnference Inclusin n the spnsr page f the Cnference Prgram and Mbile App as a Mbile App Spnsr 8 x 10 (2.4m x 3m) space in the Cnference Exhibit Area One set f Cnference attendee labels One full-page advertisements in the Cnference Prgram One cmplete sets f ICA member labels One full-page ads in the nline ICA Newsletter Tw-mnth ad n ICA website hme page Push ntificatin n Mbile App Splash page and banner ad in Mbile App Gld Spnsrship $15,000 Select 5 f the events listed in the bx belw. Yu will becme a nn-exclusive spnsr. Right f first refusal f spnsrship fr the 2016 Annual Cnference Inclusin n the spnsr page f the Cnference Prgram and Mbile App as a Gld Spnsr 8 x 10 (2.4m x 3m) space in the Cnference Exhibit Area Tw sets f Cnference attendee labels One full-page advertisement in the Cnference Prgram Tw cmplete sets f ICA member labels One full-page ad in the nline ICA Newsletter Three-mnth ad n ICA website hme page Push ntificatin n Mbile App Brnze Spnsrship $5,000 Select 1 f the events listed in the bx belw. Yu will becme a nn-exclusive spnsr. Right f first refusal f spnsrship fr the 2016 Annual Cnference Inclusin n the spnsr page f the Cnference Prgram as a Brnze Spnsr 8 x 10 (2.4m x 3m) space in the Cnference Exhibit Area One set f Cnference attendee labels One quarter-page advertisement in the Cnference Prgram One cmplete set f ICA member labels One quarter-page ad in the nline ICA Newsletter Check the apprpriate number f bxes related t yur desired spnsrship level: Plenary Sessin Plenary Pster Sessin Wireless Internet Past Presidents Breakfast Fellws Breakfast Presidential Receptin Graduate Student Receptin Divisin/Interest Grup Receptin Opening Receptin Keynte Speaker Refreshment Breaks *** Imprtant ntes regarding spnsrship selectins fr the cnventin: nly the Platinum level has exclusive spnsrship rights t five f the eight selected events spnsrships are reserved n a first-cme, first-served basis (reservatin must be accmpanied by a check, r a signed reservatin frm and will be legally and financially binding) 9

10 Internatinal Cmmunicatin Assciatin 2015 Cnference May Caribe Hiltn Htel - San Juan, PR Payment Deadline: 30 January 2015 Firm/Organizatin Cntact Address City State/Cuntry Pstal Cde Phne Fax Name f persn (s) wh will staff the exhibit, limit f 4/bth: 1) Trade Shw Exhibit Space May ) Spnsrship Refreshment Breaks - $1500 USD each Exhibit space and Full-page prgram ad... $1,600 USD Exhibit space and Half-page prgram ad... $1,300 USD Exhibit space and Quarter-page prgram ad... $1,100 USD Exhibit space nly (n prgram ad)... $900 USD Thursday, 21 May Friday, 22 May Saturday, 23 May Sunday, 24 May AM AM AM AM PM PM PM PM 2) Jint Exhibit Space Jint exhibit space (nn-staffed)...$125 USD per title 3) Cnference Mbile App Banner Ad...$600 USD Banner App & Half-page prgram ad...$1,000 USD 4) Cnference Prgram Advertising Quarter-page Ad...$300 USD Half-page Ad...$600 USD Full-page Ad...$1,000 USD Duble Truck Ad...$2,000 USD Inside Frnt Cver*...$1,500 USD Inside Back Cver*...$1,500 USD Outside Back Cver*...$2.000 USD Plenary Sessin...$2,000 USD **Inside Frnt, Inside Back and Outside Back Cvers & Plenary Page Tabs are 4-clr ads 6) Spnsrship Packages Platinum... $25,000 USD Gld... $15,000 USD Silver...$10,000 USD Brnze...$5,000 USD ***Refer t the attached Spnsrship Benefits/Events Package fr a full listing f benefits. 7) Wireless Internet...$15,000 USD PAYMENT COMPUTATION (Paid by 30 January 2015) 1) Ttal Exhibit Space 2) Ttal Jint Exhibit 3) Ttal Mbile App 4)Ttal Prgram Advertising 5) Ttal Refreshment Breaks 6)Ttal Spnsrship Packages 7) Wireless Internet TOTAL AMOUNT DUE (USD) Authrizatin - Deadline: 30 January 2015 I have read and agree t abide by the ICA 2015 Cnference Regulatins utlined in this packet. Furthermre, I understand that the Cnference Cmmittee and/r management f ICA shall interpret all f said regulatins, and the parties heret shall be bund by such interpretatin. Signature Date Please bill my: Master Card Visa American Express OR Check enclsed made payable t ICA Name as it Appears n Card: Accunt Number Expiratin Date CVV Return t ICA, Attn: Exhibits, st Street NW, Washingtn, DC Fr mre infrmatin, call , fax r cnference@icahdq.rg 10