2016 OAH Annual Meeting - Organization of American Historians

ON LEADERSHIP
2016
Providence
RHODE ISLAND
2016 OAH Annual Meeting
SPONSORSHIP PROSPECTUS
R H O D E I S L A N D C O N V E N T I O N C E N T E R | A P R I L 7 –1 0
You’re Invited …
… To Exhibit at the Nation's Largest Gathering
of American Historians.
Eight Out of Ten Organizations Return Every Year to Exhibit!
THE OAH: Who? ` What? ` Why? `
Why You Should Invest!
Who are we?
The Organization of American
Historians (OAH) is the largest
professional society dedicated to the
teaching, study, and presentation of
American history.
What is the Annual Meeting?
Each spring, the OAH brings together
thousands of history practitioners
with publishers and research and
teaching resource providers for
its Annual Meeting—the largest
meeting of American historians in
the nation. The OAH Annual Meeting
provides more than 170 informative
sessions and presents nationally
renowned speakers on the most
recent scholarship and pedagogy.
Why Providence?
Conveniently located close to major
cities such as Boston, Philadelphia,
New York, and Washington, D.C.,
Providence is an easy train ride for
many OAH Annual Meeting attendees.
Instruct, recruit, and receive
immediate feedback from the
leading group of American
history scholars
Introduce your brand,
products, and services to
decision makers, educators,
graduate students, and more
Enhance your visibility and
image in the field
Booth interactions are
maximized with more than nine
hours of scheduled breaks
Extensive networking
opportunities available with
history luminaries, experts, peer
organizations, and companies
Increase visibility further
with a wide variety of
sponsorship opportunities
Who are the attendees?
The OAH Annual Meeting attracts a
unique blend of history professionals
at various stages of their careers.
These include professional scholars,
departmental and university
administrators, educators, public
historians, and graduate students.
Why you should participate!
Attendees are looking for a variety
of American history resources
and networking opportunities to
enhance their careers, teaching
skills, and interests. Exhibitors are
publishers, associations, archives,
and museums in the field, as well as
organizations offering technology
resources and teaching tools.
RHODE ISLAND CONVENTION CENTER | 3
Exhibit Charges & Services
Booth Space
10' x 10'
$1,300
10' x 10' Corner Booth
$1,375
20' x 20' Pavilion Booth
$3,800
THE FEE FOR EACH BOOTH INCLUDES:
• Four complimentary conference passes
(additional passes available for a fee)
• 6ft draped table, two chairs and wastebasket
• Draped 8’ backwall and 3' sidewalls
• Booth identification sign
• Listing on website and publications
Booth assignment is based on a first come, first served basis.
Panel Displays
A specially designed exhibit area for associations and
not-for-profit organizations
$200
THE FEE INCLUDES:
• Two complimentary conference passes
(additional passes available for a fee)
• 3' x 8' panel board—ideal to pin posters
• 4’ draped table, one chair, and wastebasket
• Panel identification sign
Exhibit Enhancements
WEBSITE
Upgrade Website Presence
$75
Add a 100x75 pixel logo and a 25-word description
with a direct link to your web page to the online
exhibitor list
INSERTS
Tote Bag Inserts
$500
Inserts are an easy and effective way to get your
organization’s name in the hands of all conference
attendees. Insert a brochure, postcard, catalog, CD,
DVD, or other promotional item.
COMBOS
Enhancement Package 1
INCLUDES:
• Tote bag insert
• Upgraded online exhibitor listing
• Attendee participant list
$700
Enhancement Package 2
INCLUDES:
• Upgraded online exhibitor listing
• Attendee participant list
$275
4 | 2016 OA H A N N UA L M E E T I N G | PR OV ID EN C E, R H O D E ISL A N D
Sponsorship Opportunities
Levels of Sponsorship
Amplify your message!
Based on your organization’s total investment you qualify for the following sponsorship benefits:
CLIO
STEAMBOAT
RAINTREE
$15,000 +
$10,000 +
$5,000 +
• Six FREE conference passes
• Four FREE conference passes
• Four FREE conference passes
• Eight FREE exhibit hall passes
• Six FREE exhibit hall passes
• Four FREE exhibit hall passes
• Table space for promotional
material in the registration area
• Attendee mailing list (pre and
post conference)
• 100 x 75 pixel logo on website
with 25-word description
• OAH Awards Program recognition
• 100 x 75 pixel logo on website
with 50-word description
• One promotional item in attendee
tote bags
• Attendee mailing list (pre and
post-conference)
• 150x100 pixel logo on website
with 100-word description
• Logo in onsite program
• One promotional item in the
attendee tote bag
• Logo on front page of conference
website
• Logo and 25-word description in
onsite program
• One promotional item in the
attendee tote bags
Become a Co-Sponsor
Sponsor $300.00 or more to
select opportunities listed
and receive recognition in
the printed programs and on
conference signage
(Not available for all functions)
RHODE ISLAND CONVENTION CENTER | 5
Building Brand Awareness
Sponsorships
NEW `` OPPORTUNITIES TO BE SEEN!
The
`` “PUB” HUB
FREE for exhibitors/attendees
Publishers take part in speed networking, connecting
you with potential authors in a private "office."
INCLUDES: • 15 minute introductions • a comfortable,
private, furnished space that may be used as a booth
extension for the duration of the meeting
Sign up with hselby@oah.org
`` Name the Plenary Hall!
$2,000
In 2016, the plenary sessions will take place in the
exhibit hall. Let us designate the hall with your name in
the print program and with banners at the entrances.
`` The Library Lounge
$500
New in 2016 is an "unconference" occurring in our new
Chat Room and Bar in the Library Lounge. Attendees
will come together to discuss, debate, and socialize
over topics that are important to them, before
browsing the discounts at the end of the exhibit day.
TECHNOLOGY
Mobile App
RECEIVE: Your logo on every app page, in OAH
promotional material, and on site graphics
REFRESHMENTS
Recharge Café
$3,800
RECEIVE: • Logo throughout café • Sponsor message
on tabletop signage • Recognition in promotional
material and on site graphics • Logo and sponsor
listing in conference resource guide
Co-sponsorship available
`` Added Value Option:
Recharge Café & Wireless Internet
$11,000
Afternoon Pick-me-up: Free Coffee
$2,000
RECEIVE: Advertising in meeting promotional materials
• Signage in exhibit hall • Tabletop signs in the seating
area • The option to staff break time to greet attendees
IN HAND
Tote Bags
Hotel Key Card Sponsorship
Lanyard Sponsorship
Tote Bag Inserts
$10,000
$5,000
$2,800
$500
$5,000
Research & Teaching Tool Stream
$500
Develop and present an instructional session—during
regular session hours—demonstrating technological
advancements useful for research and in the classroom.
(Frequently requested by past-meeting attendees)
Must be ordered by September 01, 2015
Wireless Internet
$9,000
RECEIVE: • Signage throughout the conference
• Recognition in promotional material and on site
meeting graphics • A network name reflecting your
company • A home page designated by you
Co-sponsorship available
NETWORKING
Receive recognition in OAH Meeting publications, on
the website, and on meeting signs. In the event room,
table-top signs display sponsorship and you may place
promotional fliers or handouts throughout.
Opening Night Reception
$10,000
OAH Presidential Reception
$7,500
OAH Distinguished Members Reception
$5,000
International Attendees Reception
$2,700
Pre-collegiate Teachers Function
$2,700
Community College Historians Breakfast
$3,000
Graduate Student Reception
$3,000
New Member/Graduate Student Breakfast
$3,000
Community College Historians Workshop
$5,000
6 | 2016 OA H A N N UA L M E E T I N G | PR OV ID EN C E, R H O D E ISL A N D
Advertising Opportunities
Program Ads
PRINT: The OAH Annual Meeting Program is the most
sought-after print promotional tool offered by OAH, with
nearly half of its pages devoted to advertising. Showcase
your latest American history titles, products, and services
to all of OAH’s membership.
Size
Type
Fee
Full Page
4-color
$1,350
Full Page
B&W
$1,150
Half Page
4-Color
$850
Half Page
B&W
$650
Inside Front &
inside Back Covers
4-Color
$1,900
Back Cover
4-Color
$2,100
Circulation: approximately 10,000
Publication Date: December 2015
All orders must be placed by October 1, 2015
Artwork due: October 31, 2015
Ad Specifications:
• Display Ad sizes (width x height):
Full page, 7.00" x 9.00";
Half page, 7.00" x 4.375";
Cover (full-bleed, .125") 8.375" x 10.875"
• Trim Size: 8.375" x 10.875"
• File Format: Uncompressed, press-ready, Adobe PDF files
• 4-Color: Files, including linked images, must be created
using a CMYK-color profile.
• Black-and-white: Files must be created using grayscale
profiles, including linked images.
• Resolution: Artwork files must be at least 300dpi,
including linked images
• Graphics assistance: Layout & production: $60/hour
Web Site Ads
DIGITAL: Submit a banner ad during the months
leading up to the OAH Annual Meeting. More than
27,000 visitors will access the Annual Meeting website
between January and April 2016. Direct traffic to the URL
of your choice and remind them to visit your booth at
the 2016 Annual Meeting.
$600 for a 100 x 300 pixel ad
Ad Specifications:
• Artwork size (width x height): 300 x 100 pixels,
40 kb file size
• Ads appear in the right-hand column of the page
• Each ad will rotate through three designated positions
• Your ad will stay on the website until April 30, 2016
• Option for a five-second animation with one-loop
maximum
Restrictions and disclaimer: Information is subject to change. The OAH reserves the right to refuse any request for
advertising and display that is not consistent with the goals and purposes of the organization.
RHODE ISLAND CONVENTION CENTER | 7
Exhibitor Information
EXHIBITOR MOVE-IN
Wednesday, April 6
3:00 pm – 7:00 pm
Thursday, April 7
“PUB” HUB
8:00 am – 2:00 pm
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EXHIBIT HALL HOURS
Thursday, April 7
3:00 pm – 8:30 pm
OPENING NIGHT RECEPTION
6:30 pm – 8:30 pm
Friday, April 8
9:00 am – 6:00 pm
Saturday, April 9
8:00 am – 5:00 pm
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EXHIBITOR MOVE-OUT
Saturday, April 9
5:00 pm – 7:30 pm
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ENTRANCE
Reserve Your Space and Sponsorships Today!
SEND YOUR RESERVATION FORM TO:
Hajni Selby, B.Sc, M.A., Director of Meetings
Organization of American Historians
112 N. Bryan Ave., Bloomington, IN, 47408
Fax: 812 855 0696 | Phone: 812 855 9853
email:hselby@oah.org
2016
ON LEADERSHIP
2016 OAH Annual Meeting
Providence, Rhode Island
ALL EXHIBITS AND EXHIBITORS ARE SUBJECT TO THE FOLLOWING REGULATIONS:
1. When determining convention sites, the OAH will consider the availability of
an acceptable area for exhibitors as a factor in deciding whether or not a particular
facility meets the needs of the OAH and exhibitors. The OAH provides and pays
for security for the general exhibit area, but not for individual booths. The OAH
assigns booth space, schedules exhibit setup and dismantling, and sets hours of
operation during the Annual Meeting. The OAH reserves the right to make changes
in hours or booth assignments.
2. Exhibit Criteria: Exhibiting firms are limited to those that provide services,
products, or publications that relate directly to history. The OAH reserves the right
to cause any exhibitor to remove an exhibit or any part of an exhibit that, in the sole
judgment of the Executive Director, is misleading or deceptive, in poor taste, or not
in keeping with the spirit or purpose of the OAH Annual Meeting.
3. Assignment of Space: Applications must include a completed contract and either
a deposit payment ($650/booth) or proof of payment request. Applications received
after that time will be assigned booth space on a first-come, first-served basis.
Booth space will be assigned at the discretion of the OAH. The OAH will make
a good-faith effort to assign requested spaces, however, if none of the requested
spaces is available, a space comparable in location and size will be assigned.
4. Contract for Space: Exhibitor must pay the OAH the sum of $1,300 per 10' X
10' booth. A 50% deposit ($650 per booth) is due with the signed application.
Any balance is due February 15, 2016. Contracts received on or after January 1,
2016, must be accompanied by full payment. The OAH will provide a 10' draped
back wall and 3' side drape, one 6' skirted table, two chairs, and a wastebasket as
a package in each booth. The OAH will provide aisle carpet. The exhibit hall is
not carpeted.
5. Cancellation: Notification of cancellation must be made in writing. Cancellations
received after January 1, 2016, obligate the exhibitor to full payment of the rental
and forfeiture of all monies paid. Any space not occupied by Thursday, April 7, at
1:00 pm, will be forfeited by the contracting exhibitor and such space may be resold,
reassigned, or reused by the OAH without refund of rental fee.
6. Booth Sharing: Reassignment or subletting of any or all of the booth space by
the exhibitor is prohibited. No exhibitor shall share the space allotted without
the written consent of the OAH. Each company that shares a booth must sign a
contract. In the event that an exhibitor that is sharing a booth withdraws from the
exhibition, the other exhibitor with whom that company was sharing is responsible
for the full balance of the booth fee.
7. Exhibit Setup and Dismantle: In setting up or removing the booth, exhibitors
must abide by the following schedule:
SETUP OF EXHIBITS: Wednesday, April 6, 8:00 am to 6:00 pm
EXHIBIT HALL HOURS: Thursday, April 7, 1:00 pm to 8:00 pm; Friday, April 8,
8:00 am to 5:00 pm; Saturday, April 9, 8:00 am to 5:00 pm
DISMANTLING OF EXHIBITS: Saturday, April 9 – 5:00 pm to 7:30 pm
Exhibitors shall be liable to the owner of the exhibit area and other exhibitors for
any property damage incurred during setup and dismantling of the exhibit. All
exhibits are to be set up by 1:00 pm Thursday, April 7. Exhibits must remain intact
until the official dismantling period. Exhibitors who dismantle their exhibit prior
to 5:00 pm Saturday, April 9 will be fined $500 and will not be allowed to exhibit
at future OAH Annual Meetings until the early-dismantle fee is paid. All exhibits
must be removed by 7:30 pm Saturday, April 9.
8. Special Regulations: The exhibiting company will be responsible for construction
of its booth and payment of costs associated with construction of its booth within
the area assigned it by the OAH. No music shall be played in the exhibit area. No
helium balloons may be used in the exhibit area. The exhibitor will maintain a neat,
attractive display conforming to the provisions herein established by the OAH.
Exhibit booth staff shall exercise due care to avoid anything that will make the
exhibition area unattractive or unsafe, and exhibitors shall cooperate with each
other in keeping the display area safe. Such action by each exhibitor shall include,
but may not be limited to, having attractive and safe displays, keeping the display
in good order, and keeping exhibit areas and any public areas immediately adjacent
to their respective display areas free from all debris, water, paper, and any other
objects that might cause personal injury or property damage. All fire hose cabinets
and fire extinguishers must be visible and kept clear and readily accessible during
setup, show days, and dismantle. Each exhibitor shall report to the OAH Director
of Meetings when it is believed that the OAH or an exhibitor(s) have not performed
or are improperly performing any obligations as herein set out.
9. Unions: If applicable, Exhibitor agrees to use union labor as required in
accordance with jurisdiction as established in the host city.
10. Termination of Meeting: Should the premises on which the OAH Annual
Meeting is to be held becomes, in the sole judgment of the OAH, unfit for
occupancy, or should the meeting be materially interfered with by reason of
action of the elements, strike, picketing, boycott, embargo, injunction, war, riot,
emergency declared by a government agency, or any other act beyond the control
of the OAH, this Exhibit Contract may be terminated. The OAH will not incur
any liability for damages sustained by the exhibitor as a result of such termination.
The OAH will return to the exhibitor a pro rata portion of the rental fees that the
exhibitor has paid based on the percentage of exhibit hours completed prior to
cancellation, and thereupon both parties shall be released from further obligation
or liability one to the other.
11. Security: Exhibitors are solely responsible for their own exhibit materials and
should insure exhibits against loss or damage from theft, accident, vandalism,
fire, or other causes. All property of an exhibitor is understood to remain in his/
her care, custody, and control in transit to/from and within the confines of the
exhibit area.
12. Nonflammable Materials: All decorations, drapes, signs, banners, plastic
displays, combustibles, etc. must be flame-retardant. Table coverings with overhang
greater than 6" must also be flame-retardant. The use of oilcloth, tar paper, sisal
paper, nylon, Orlon, and certain synthetic materials that cannot be made flame
resistant is strictly prohibited. Empty cardboard boxes intended for repackaging
must be removed from the event floor. Booth storage of literature/brochures is
limited to full boxes that can be easily stored under skirted tables in the booth.
13. Liability: The exhibitor assumes the entire responsibility for losses, damages, and
claims arising out of injury or damage to exhibitor’s employees and agents and to
exhibitor’s displays, equipment, and other property brought on the premises of the
Rhode Island Convention Center and shall indemnify and hold harmless the Rhode
Island Convention Center, its parent agents, affiliates, directors, officers, servants,
and employees from any and all such losses, damages, and claims. The exhibitor
understands that neither the OAH nor the Rhode Island Convention Center
maintain insurance covering the exhibitor’s employees, agents, property, and it is
the sole responsibility of the exhibitor to obtain such insurance.
ON LEADERSHIP
2016 OAH Annual Meeting
Providence, Rhode Island
2016 RESERVATION FORM
E-mail this completed form to john@TheDonicaGroup.com
CONTACT INFORMATION
Company name:
Parent company name (if applicable):
Name:
Title:
Street:
City:
State:
Email:
Phone:
Zip Code:
Billing address if different from above:
City:
State:
EXHIBIT SPACE
Zip code:
EXHIBIT SPACE PREFERENCES WILL BE MADE AVAILABLE IN MAY
10 x 10 booth
$1,300
Please rank up to six locations using the exhibit hall map on pg. X
Pavilion (20 x 20)
$3,800
1.
2.
3.
Corner booth premium
$75
4.
5.
6.
Panel Display (6 x 5)
$200
Please do not place booth adjacent to these competing companies:
BOOTH ENHANCEMENTS
NETWORKING SPONSORSHIPS
BOOTH SHARING: (All companies sharing a booth must sign a contract)
Upgraded Web site Presence
$75
Opening Reception
$10,000
Tote Bag Insert
$500
OAH Presidential Reception
$7,500
Enhancement Combo #1
$700
Distinguished Members Recption
$5,000
Enhancement Combo #2
$275
Pre-Collegiate Teachers Recption $2,700
Company name
SPONSORSHIP OPPORTUNITIES
International Attendees Recption
$2,700
Web site
Name the Plenary Hall
$2,000
Community College Breakfast
$3,000
FREE
Graduate Students Reception
$3,000
Mobile App
$5,000
New Members Breakfast
$3,000
Wireless Internet
$9,000
Community College Workshop
$5,000
Café & Internet Combo
$11,000
ADVERTISING OPPORTUNITIES
Recharge Café
$3,800
Print Program - full page, 4 color
$1,350
Roundtable Conversation Coffee
$500
Print Program - full page, b/w
$1,150
Afternoon Pick-me-up
$2,000
Print Program - half page, 4 color
$850
Research & Teaching Stream
$500
Print Program - half page, b/w
$650
Tote Bags
$10,000
Print Program -Covers II & III, 4 color $1,900
Hotel Key Sponsorship
$5,000
Print Program - Cover IV, 4 color
$2,100
Lanyard Sponsorship
$2,800
Web site banner
$600
The “Pub” Hub
(available to publishers only)
Company name:
Company name for program & web listing
DEPOSIT & FEE SUMMARY
Booth Size:
$
Corner premium
$
(not available for panel Displays)
SPONSORSHIPS & OPPORTUNITIES
$
$
$
$
$
Co-sponsor - indicate which session you would like to
co -sponsor
$
TOTAL
$
For your convenience we can invoice you at a later date to match with your fiscal year.
Please indicate your preferred date:
Disclaimer: You will be notified immediately if an item you have selected is no longer available.