Call for Exhibitors & Sponsors
The American Association of Sexuality Educators, Counselors and Therapists (AASECT) is holding its 44th Annual Conference at the Hyatt Regency, Austin, TX. The conference will attract participants from around the world in disciplines such as education, therapy, social work, psychology, sociology, nursing, medicine and more. The latest clinical techniques, research applications, and educational approaches in the field of sexual science will be highlighted. We look forward to celebrating our 44th Annual Conference with you!
Dear Potential Exhibitor/Sponsor
We would like to invite you to be an exhibitor at the 44th Annual Conference of the American Association of Sexuality Educators, Counselors and Therapists (AASECT). The event will be held June 6-10, 2012 at the Hyatt Regency, Austin, TX. This year's theme says it all: Synergy! Innovation. Sexuality. Tradition.
ABOUT OUR MEETING PARTICIPANTS
AASECT is a not-for-profit, interdisciplinary, professional organization that has a membership of approximately 2000 professionals. In addition to sexuality educators, sexuality counselors and sex therapists, AASECT members include physicians, nurses, social workers, psychologists, allied health professionals, clergy members, lawyers, sociologists, marriage and family counselors and therapists, family planning specialists and researchers, students in relevant professional disciplines and more. These individuals share an interest in promoting the understanding of human sexuality and healthy sexual behavior. The annual conference averages 500-600 conference attendees from various professional disciplines.
SPONSORSHIP
Sponsorships offer incredible visibility for you and your organization, company or brand at the conference. We offer a variety of sponsorship opportunities as well as the chance to exhibit at the conference. In addition to the exhibits, we are seeking sponsors for events such as the annual awards luncheon, continental breakfasts, the opening reception, coffee breaks, and continental breakfasts for pre-conferences/workshops. There are additional opportunities available, which include advertising in the conference program, tote bag inserts for all attendees, banner display, and your logo on the conference bags and/or nametag lanyards. Sponsors will be verbally recognized throughout the conference as well a listed in the final program. Please contact AASECT Executive Director, Dee Ann Walker conference@aasect.org if you are interested in sponsoring a portion of the conference or if you wish to build a specific sponsorship package to meets your needs.
EXHIBITS PROGRAM INFORMATION
For 2012, exhibition time has been extended to three full days!
Thursday, June 7 | 8:00 am - 7:30 pm
Friday, June 8 | 7:30 am - 4:00 pm
Saturday, June 9 | 7:30 am - 6:00 pm
EXHIBITS FACILITIES
Exhibits will be housed in a central, networking ballroom where participants enjoy coffee breaks, refreshments and continental breakfast while viewing exhibits. In addition, registration, the bookstore and poster presentations take place in the exhibits area. Wi-Fi will be available to our attendees and all exhibitors in the exhibit area, which should attract plenty of traffic. The options for exhibiting are described below. Please complete your application and return it today!
The deadline for receiving reservations and advertisements for the conference program is April 15, 2012.
We look forward to having you join us in Austin, TX in 2012!
View and print the sponsorship form (pdf).
STANDARD CONDITIONS FOR EXHIBITORS AND SPONSORS
The following points are understood and accepted as part of the contract between AASECT and those who engage exhibit space at the 44th Annual Conference to be held at the Hyatt Regency Austin.
PURPOSE
All exhibits shall be to serve the scientific and educational interests of the Sponsoring Organization: The American Association of Sexuality Educators, Counselors and Therapists (AASECT).
SPECIAL NOTICES
Sufficient light is provided for adequate general illumination of the exhibit areas. Electrical outlets are available for all exhibits. Other electrical requirements must be approved in advance of the conference by the AASECT Executive Director, and must be arranged for and at the expense of the exhibitor through the hotel, and installed in a manner satisfactory to AASECT, the Hyatt Regency and all applicable safety regulations. All draping or display materials of cloth must be flameproof and fire resistant in order to conform to local fire ordinances and in accordance with the regulations established by the National Association of Fire and Underwriters. No walls, partitions, decorations, or other obstructions may be erected which will interfere with the view of the other exhibits. Extra hanging decorations can be hung only according to hotel rules. The Exhibitor must request clearance from the AASECT Executive Director prior to hanging extra items. Any additional costs must be paid entirely by the Exhibitor.
EXHIBIT SCHEDULE
Exhibit hours are:
Thursday, June 7 | 8:00 am - 7:30 pm
Friday, June 8 | 7:30 am - 4:00 pm
Saturday, June 9 | 7:30 am - 6:00 pm
Set-up: The Exhibit Area will be ready for exhibitor set-up and installation on Wednesday, June 6, 2012 at 9:00 a.m. Set-up must be completed by Wednesday, June 6, 2012 at 5:00 p.m., as the exhibit hall will open at 8:00 a.m. on Thursday, June 7, 2012. Please contact Dee Ann Walker at conference@aasect.org with any special needs. AASECT is not responsible for storage fees incurred due to early shipment of materials or handling fees imposed by the hotel. Any display space not set up/occupied by Thursday, June 7, 2012 at 8:00 AM may be cancelled without refund. Once the doors are locked at 9:00 pm on Thursday and Friday nights, no one will be allowed to enter the exhibits area.
Dismantling: Exhibitors may begin dismantling displays at 6:00 p.m., Saturday, June 9, 2012. Exhibits may not be dismantled or removed before that time. Exhibits must be dismantled by 8:00 p.m. It is the responsibility of the exhibitor to arrange for return shipment of exhibit material. Please bring your pre-printed shipping labels with you to the conference.
AUDIO-VISUAL AND OTHER EQUIPMENT
Exhibitors desiring to rent audio-visual equipment or other accessories should contact the AASECT office when they reserve space for the conference. Information will be provided on audio-visual equipment services and fees. Exhibitors will be responsible for payment and arrangement of such equipment.
LIABILITY AND INSURANCE
AASECT, will not be responsible for any loss, injury, or damage, including that by fire and theft, which may occur to exhibitors or to their agents, or employees, or to their property, or wares, arising from any cause whatsoever - prior, during or subsequent to the period of this exhibit. Each exhibitor understands that he or she releases AASECT, from and agrees to indemnify each against any and all claims for any such loss, injury, or damage.
Exhibitors wishing to insure their exhibit materials, goods and/or wares on exhibit against theft, damage by fire, accident, or loss of any kind, must do so at their own expense. The exhibit area will be locked during non-exhibit hours. The furnishing of such service is in no case to be understood or interpreted by exhibitors as a guarantee against loss, theft or damage of any kind.
HOLD HARMLESS CLAUSE
The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of injury or damage to the exhibitor's displays, equipment, and other property brought upon the premises of the Hotel and shall indemnify and hold harmless AASECT and its agents and employees from any and all such losses, damages, and claims.
SHIPPING INSTRUCTIONS
Please ship EXHIBITS to the hotel no later than Tuesday, June 5, 2012:
Attn: AASECT Conference Exhibit
Hyatt Regency Austin
208 Barton Springs Road
Austin, TX 78704
Please ship ADDITIONAL SPONSORSHIP ITEMS (tote bag inserts, banners, lanyards, etc.) to arrive at the hotel no later than Friday, June 1, 2012:
Attn: AASECT Conference
(Indicate Tote Bag Insert, Banner, etc.)
Hyatt Regency Austin
208 Barton Springs Road
Austin, TX 78704
Please note that AASECT is not responsible for storage or handling fees imposed by the Hyatt Regency Austin.
FOOD AND BEVERAGE
Any food or beverage dispensed at the booths must be supplied and prepared by the Hyatt Regency Austin or with permission from the Hyatt Regency Austin.
View and print the sponsorship form (pdf).
2012 Annual Conference Exhibits
Double Exhibit - $2,500
- 2 skirted tables in the Exhibit Hall - with 4 chairs, electricity & wi-fi.
- Exhibitor Contact Information Listed in the Final Conference Program
- 1/2 page ad in the final conference program
- Mailing List of Conference Participants
- 2 Registrations to the AASECT Conference (All Exhibitors MUST be Conference Registrants)
Single Exhibit - $1,500
- 1 skirted table in the Exhibit Hall - with 2 chairs, electricity & wi-fi.
- Exhibitor Contact Information Listed in Final Program
- Mailing List of Conference Participants
- 1 Registration to the AASECT Conference (All Exhibitors MUST be Conference Registrants)
Non-Profit Exhibit - $750 (must be a 501(c)3 organization)
- 1 Skirted Table in the Exhibit Hall - with 2 chairs, electricity & wif-fi.
- Exhibitor Contact Information Listed in the Sponsors Program
- 1 Registration to the AASECT Conference (All Exhibitors MUST be Conference Registrants)
Wi-Fi will be available in the exhibit hall. The exhibit hall is carpeted.
NOTE: Returning exhibitors from 2011 may take a 15% discount if paid by May 1, 2012.
Sponsorship Opportunities
1. Advertising
*Tote Bag Insert One 8 1/2 x 11 item - $450
* Advertisement on the BACK PAGE of the Conference Program (please send jpeg or pdf image to conference@aasect.org)
| Ad Type | Final Program |
|---|---|
| Exhibitor | $1,500 (7.5 x 10) |
| Non-Exhibitor | $2,500 (7.5 x 10) |
*Conference Program Advertisement Rates (please send jpeg or pdf image to conference@aasect.org)
| Ad Type | Final Program |
|---|---|
| Full Page Ad (7.5 x 10) | $1,000 |
| 1/2 Page Ad (7.5 x 4.25) | $600 |
| 1/3 Page Ad (2.25 x 9.75 or 4.75 x 4.25) | $400 |
*Banner Displayed in Hotel
Exhibitor Supplies the Banner - $500
2. Events
| Event | Cost |
|---|---|
| Mid-morning or Afternoon Break in Exhibit Hall | $3,000 |
| Continental Breakfast | $6,000 |
| Saturday Luncheon | $10,000 |
| Friday Luncheon | $10,000 |
| Opening Reception | $16,000 |
3. Other
| Item | Cost |
|---|---|
| Tote Bag w/ company logo | $2,800 |
| Nametag Lanyards | $2,000 |
*Artwork for advertisements must be received in jpeg or pdf format by AASECT by April 15, 2012 for the Final Program. AASECT reserves the right to suggest advertisement changes.
To create an individual sponsorship package to meet your company or organization's needs, please contact Executive Director, Dee Ann Walker at conference@aasect.org or phone 202-449-1099.