National Leadership Conference

National
Leadership Conference
of the American Student Dental Association
Sponsor & Exhibitor Prospectus
Nov. 2-4, 2012
Holiday Inn Chicago Mart Plaza
Chicago, Ill.
American Student Dental Association
National
Leadership Conference
of the American Student Dental Association
Your Direct Path to the Next Generation of Leaders
Get in Front of the Future of Organized Dentistry
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Become an event sponsor
Rent a table top at the exhibit fair
Purchase a print ad in the meeting program
Host a breakout session
Advertise with a mobile app banner ad
Distribute information via a guest room delivery
WHY
ASDA
?
Who is ASDA?
The American Student Dental Association is a
national student-run organization that protects
and advances the rights, interests and welfare
of students pursuing careers in dentistry. It
introduces students to lifelong involvement
in organized dentistry and provides services,
information, education, representation and
advocacy.
Why Host a Leadership Conference?
In dental school, students receive in-depth training in general and specific areas of dentistry – including dental
ethics, treatment options and patient care. Upon graduation, they leave with the technical skills needed to be
good dentists. However, the “life skills” they need to be successful business owners, team leaders and people
managers may not always be developed.
The National Leadership Conference will provide leadership training to dental students across all years. Attendees
can create customized schedules based on their personal knowledge, experience and interests, in order to benefit
them as dental students and future practitioners, as well as leaders in organized dentistry.
What Draws Students to Attend?
Current and future leaders from across the country will come together to achieve the following goals:
• Attend seminars on people management, public speaking and presenting,
personal finance, practice negotiations, mentoring others and more
• Build leadership skills that will be beneficial throughout their dental careers
• Increase understanding of key issues in dentistry and dental education
• Build relationships with exhibitors to fulfill current and post-graduation needs
2
National
Leadership Conference
of the American Student Dental Association
Sponsorship Opportunities
Platinum Sponsor—$9,000
• Logo on registration bags, jump drives
or notebooks provided to attendees
• 5-minute podium time on Friday, Nov. 2
(time determined by ASDA)
• Early opportunity to reserve a
discounted breakout session
• Premium tabletop location (determined by ASDA)
• Full-page, 4-color ad in meeting program
(priority placement)
• Logo on meeting signage
• Sponsor designation on name badge holders
• Two representatives invited to lunch on Friday, Nov. 2
• Logo in ASDA News and meeting program
• Logo on National Leadership Conference
sponsor and exhibitor website page
• Preliminary registration list provided by Oct. 12
• Final attendee mailing list provided by Nov. 16
Gold Sponsor—$6,000
Silver Sponsor—$4,250
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Premium tabletop location (determined by ASDA)
Full-page, 4-color ad in meeting program
Logo on meeting signage
Sponsor designation on name badge holders
Two representatives invited to lunch on Friday, Nov. 2
Logo in ASDA News and meeting program
Logo on National Leadership Conference
sponsor and exhibitor website page
• Preliminary registration list provided by Oct. 12
• Final attendee mailing list provided by Nov. 16
Constituent and Component
Society Sponsor—$500 (minimum)
• Recognition on meeting signage
• Recognition in ASDA News and meeting program
• Recognition on National Leadership Conference
sponsor and exhibitor website page
• Final attendee mailing list provided by Nov. 16
• 5-minute podium time on Saturday, Nov. 3
(time determined by ASDA)
• Early opportunity to reserve a
discounted breakout session
• Premium tabletop location (determined by ASDA)
• Full-page, 4-color ad in meeting program
• Logo on meeting signage
• Sponsor designation on name badge holders
• Two representatives invited to lunch on Friday, Nov. 2
• Logo in ASDA News and meeting program
• Logo on National Leadership Conference
sponsor and exhibitor website page
• Preliminary registration list provided by Oct. 12
• Final attendee mailing list provided by Nov. 16
3
National
Leadership Conference
of the American Student Dental Association
Breakout Session Sponsorship & More
Breakout Session
During ASDA’s breakout sessions, your organization can connect with the newest leaders of organized dentistry
to share industry trends and expertise. The National Leadership Conference offers four one-hour sponsored
breakout sessions that run concurrently on Friday, Nov. 2. Session content must be educational (non-commercial).
Platinum and gold sponsors have the first opportunity to reserve a breakout session (through July 1, 2012) for a
flat rate of $3,500. After July 1, silver sponsors and exhibitors can reserve a breakout session for $4,500. Deadline
to reserve a breakout is Aug. 1. Audiovisual equipment will be provided for these sessions, but sponsors must
supply their own laptop. Note: non-exhibitors cannot reserve a breakout session. Breakout sessions cannot be
shared by multiple organizations.
All breakout session sponsors will receive:
• LCD projector, screen and podium with microphone in the meeting room
• Logo in ASDA News and meeting program
• Logo on National Leadership Conference sponsor and exhibitor website page
Important Note About Logos
All sponsors must send hi-res logos (.jpg or .eps) and 50-word session description to ASDA for inclusion in the
meeting program, website and signage by Aug. 31. Further instructions to follow.
Other Advertising Opportunities
Mobile App Banner Ad – $2,000 (three spaces available)
ASDA will promote a National Leadership Conference mobile application for attendees’ smart phones. Purchase
a banner ad that rotates on the home page of the application. When clicked, the banner ad opens to a full-screen
landing page of your design. Advertiser is responsible for art design. For a nominal additional fee of $150, you
can have your ad and landing page created by the mobile app developers. Deadline to send mobile banner and
landing page artwork is Oct. 1.
Guest Room Delivery – $2,000 per night (two spaces available per night)
Deliver your message direct to each student’s door with a customized flier! This is a novel way to engage students.
Each room will have as many fliers delivered as guests staying in the room. Advertiser supplies flier and chooses
night of distribution. Deadline to reserve is Aug. 31.
For further information on any of these opportunities, please contact:
Barton Lewin, sales and marketing manager
312-440-7602
Barton@ASDAnet.org
4
National
Leadership Conference
of the American Student Dental Association
Exhibit Fair & Meeting Program Advertising
Exhibit Fair
ASDA has reserved space to accommodate up to 53 participating
companies and organizations. Earn a $100 discount if reserved
and paid by Aug. 1.
Friday, Nov. 2, 2012
5 p.m.- 7 p.m.
Setup begins at 2:30 p.m.
Exhibitors receive the following benefits:
• Complimentary attendance at the Exhibit Fair
for two people from your organization
• One skirted 6-foot table with two chairs
• Recognition in the meeting program
• Recognition on National Leadership Conference
sponsor and exhibitor website page
• Preliminary registration list provided by Oct. 12
• Final attendee mailing list provided by Nov. 16
All exhibitors must send their company contact information and 50-word description to ASDA for inclusion in the
meeting program by Aug. 31. Further instructions to follow.
Interactive Exhibitor Listing
All exhibitors receive a free listing within the National Leadership Conference mobile app. Upload your company
logo and as many .pdf brochures as you’d like. Students can access these documents by clicking on your
exhibitor profile. Deadline to upload PDFs is Oct. 1.
Meeting Program Advertising
Maximize your exposure at the National Leadership Conference with an advertisement in the meeting program. Fulland half-page, color or black and white ads available. Advertisements must be a high resolution (300 dpi) TIF or JPG
file, or press-quality Adobe.pdf file. All artwork and art inquiries should be sent to Communications Editor Kim Schneider
at Kim@ASDAnet.org. Deadline to reserve ad space is Aug. 1. Advertising artwork is due by Aug. 31.
Dimensions of the ads are as follows: Full-page trim: 6 x 9 in. Half-page trim: 5 x 4 in. (no bleed)
Bleed: .125 in.
Live .25 in.
5
National
Leadership Conference
of the American Student Dental Association
Terms and Conditions
1. ASDA reserves the right to exercise its sole discretion in the acceptance or refusal of applications. Applications will be reviewed in order of receipt and, insofar
as possible, sponsorship opportunities will be assigned on a first-come, first-served basis. In the event of a conflict regarding exhibit space or an opportunity or
other imperative conditions, ASDA shall have the right to assign space, or opportunities to the applicant or rearrange the floor plan and/or relocate any exhibit at
any time before or during the National Leadership Conference.
2. Subletting of space or opportunities by the applicant, sharing or other use of the space not specifically authorized by ASDA is prohibited.
3. Applicants shall abide by and observe all laws, rules, and regulations of the hotels. Applicants shall observe and abide by additional regulations made by ASDA
for the efficient or safe operation of the National Leadership Conference.
4. Applicant assumes any and all liabilities and/or obligations resulting from its display at the National Leadership Conference caused by, among other things,
faulty or improper displays or exhibits, and/or applicant’s failure to abide by any law, rule or regulations and/or such regulations made by ASDA for the efficient or
safe operation of the National Leadership Conference. ASDA shall be entitled to close a display at any time for failure by an applicant or any of its officers, agents,
employees or other representatives to perform, meet or observe any term or condition set forth in this Contract, and such applicant shall not be entitled to a
refund of any part of any fee.
5. An applicant who is unable to participate at the National Leadership Conference, or cancel any exhibit, sponsorship, or advertising opportunity previously
contracted for, shall receive a refund less a fifty dollar ($50) processing fee, based upon the cancellation deadlines stated below. All cancellations must be
received in writing by 5 p.m. Central time on Sept. 28. An applicant who cancels may request, in writing, that any monies on account with ASDA, less any
administration fees, be transferred to another event produced by ASDA. ASDA reserves the right to transfer such monies at its sole discretion and solely to an
ASDA-produced event scheduled to be held within one year of the cancellation. The applicant shall not be entitled to a refund of any part of any fee should the
applicant for any reason be unable to exhibit, sponsor or advertise at the National Leadership Conference, or cancel any opportunity previously contracted for.
No one will be allowed to set-up without advance payment. No exceptions.
6. In the event that because of war, fire, strike, terrorist act, government regulation, public catastrophe, act of God or the public enemy or other cause for any
reason whatsoever, the National Leadership Conference or any part thereof is prevented from being held, is canceled by ASDA or the exhibiting, sponsorship,
or advertising opportunity applied for herein becomes unavailable, ASDA shall determine and refund the applicant his proportionate share of the balance of the
aggregate exhibit fees received which remains after deducting expenses incurred by ASDA and reasonable compensation to ASDA, but in no case shall the
amount of refund to the applicant exceed the amount of the fee paid.
7. Neither ASDA, nor its officers, directors, agents, employees or other representatives, nor the Holiday Inn Chicago Mart Plaza, nor any of any of their officers,
directors, agents, employees or other representatives, shall be held accountable or liable for, and the same are hereby released from accountability or liability
for any damage, loss, harm or injury to the person or any property of the applicant or any of its officers, directors, agents, employees, or other representatives,
resulting from theft, fire, water, accident, or any other cause, and neither ASDA nor the hotels will obtain insurance against any such damage, loss, harm or injury.
8. Applicant agrees to indemnify, defend and protect ASDA and the Holiday Inn Chicago Mart Plaza against, and hold and save ASDA and the Hotel harmless
from, any and all claims, demands, suits, liability, damages, loss, costs, attorney fees and expense of whatever kind or nature (collectively “Claims”) which might
arise out of (i) any action or failure to act of the applicant or any of its officers, agents, employees, or other representatives; (ii) damage or loss to property, or
injury to the person or any property of the applicant, any of its officers, agents, employees or other representatives, or any third party; and (iii) all Claims relating
to or arising from patent, trademark or copyright infringement. In addition to the duty of Applicant to indemnify, ASDA shall also have the right to terminate this
Agreement if a Claim arises during or prior to the National Leadership Conference. Applicant represents and warrants that it will not exhibit, sell or otherwise
promote any product or service that could give rise to a Claim relating to or arising from patent, trademark or copyright infringement against it or ASDA.
9. Packages cannot be accepted more than three (3) days prior to any function. All packages must be labeled as follows:
ASDA NATIONAL LEADERSHIP CONFERENCE
FRIDAY, NOV. 2
C/O THE HOLIDAY INN CHICAGO MART PLAZA
350 N. Orleans
Chicago, IL 60654
HOLD FOR ARRIVAL: (YOUR NAME AND DATE OF ARRIVAL AT THE HOTEL).
All boxes must be marked FOR “INSIDE DELIVERY.” Any boxes/cartons will be charged at $4 per box or $25 per 100lbs by the hotel. Any packages or boxes
that need to be shipped out of the Hotel after the Exhibit Fair are the sole responsibility of the Exhibitor and the neither the Holiday Inn Chicago Mart Plaza nor
ASDA assume any liability for any such shipments. Any items left for shipping after the Exhibit Fair ends will be held for no longer than two weeks at which time
the Holiday Inn Chicago Mart Plaza will dispose of any such items. The Holiday Inn Chicago Mart Plaza will not assume or accept any responsibility for damage
or loss of any merchandise or articles left in the hotel prior to, during or following your function.
6
National
Leadership Conference
of the American Student Dental Association
Sponsor, Exhibitor & Advertising Contract
Please complete and return this application. Sponsorship recognition items are assigned on a first-come, first-served basis.
Applications will not be processed without payment.
Contact Information
Contact person___________________________________________________ Title__________________________________________
Company name_________________________________________________________________________________________________
Company address_______________________________________________________________________________________________
City______________________________________________ State_________________________________ Zip code________________
Phone__________________________________________ E-mail_________________________________________________________
Sponsorship
£ Platinum Sponsor: $9,000
£ Gold Sponsor: $6,000
£ Silver Sponsor: $4,250
£ Constituent & Component Society Sponsor: $500 (minimum)
One-hour Breakout Session
£ Platinum & Gold Sponsors: $3,500 (priority through July 1, 2012)
£ Silver Sponsors & Exhibitors: $4,500 (available after July 1, 2012 upon availability)
Exhibits
£ One table top: $1,300 (deduct $100 if you apply by July 1, 2012)
Meeting Program & Other Advertising
£ Full-page, 4-color ad: $1,100
£ Half-page, 4-color ad: $650
£ Mobile banner app ad: $2,000
£ Full-page, black & white ad: $600
£ Half-page, black & white ad: $350
£ Guest room delivery: $2,000
Payment Information
Total amount due ____________________________
Payment type
¨ Check
¨ Visa
¨ MasterCard
Name on card (print)_____________________________________________
Visa or MC #_ __________________________________________________ _
Fax, e-mail or send this contract to:
Barton Lewin, sales and marketing manager
American Student Dental Association
211 E. Chicago Ave., Suite 700
Chicago, IL 60611
Phone: 312-440-7602 Fax: 312-440-2820
Barton@ASDAnet.org
Expiration date_ ________________________________________________
Signature_ _____________________________________________________________________________________________________
ASDA reserves the right to reject any applications based on conflicts with ASDA policies or other reasons determined by ASDA
as necessary to preserve the nature of the show or protect the best interests of ASDA.
For ASDA use only:
Date received_________________
Payment received_________________
Booth(s) assigned______________
Sponsorship(s)____________________
American Student Dental Association
Year-round Marketing Exposure
There are a variety of print and electronic advertising opportunities for organizations to communicate with ASDA’s
18,000 dental student members. Approximately 87 percent of all U.S. dental students are ASDA members!
PRINT ADVERTISING
Periodicals
• ASDA News, a tabloid-sized newsletter printed 10 times a year
• Mouth, a quarterly journal printed four times a year
Student Handbooks
• Getting into Dental School: ASDA’s Guide for Predental Students, printed biennially
• Getting Through Dental School: ASDA’s Guide for Dental Students, printed biennially
ELECTRONIC ADVERTISING
• Word of Mouth, a monthly e-newsletter which incorporates banner ads
• Corporate e-blasts to ASDA membership
• Banner ads on ASDA’s award-winning website, www.ASDAnet.org
MAILING LISTS
Organizations and companies are also welcome to rent the member mailing list, which includes names and street
addresses of dental students across the United States.
For further information on any of these opportunities, please contact:
Barton Lewin, sales and marketing manager
American Student Dental Association
312-440-7602
Barton@ASDAnet.org
www.ASDAnet.org
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