50th Annual Conference - Exhibitors & Sponsors - Art Libraries Society of North America

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Wednesday, April 6, 2022

8:00 AM (CDT)

to Friday, April 8, 2022 at 5:00 PM (CDT)

Hyatt Regency Chicago

151 East Wacker Drive Chicago, IL 60601 United States

Main Conference Page View Full Prospectus Here

Category: Annual Conference

Showcase with ARLIS/NA

This is a special year for ARLIS/NA and you don’t want to miss it! Our first in-person gathering since before the pandemic, this year’s conference will be filled with celebration and thanksgiving. That spirit, infused with the excitement about the society’s 50^th anniversary and our first return to Chicago in 30 years, should make this an event to remember. Your name, products, and services will be noticed by hundreds of in-person attendees, representing institutions large and small from countries around the world. Join the celebration as we welcome our membership back together, reunite with friends and colleagues, honor the milestone the society has achieved, and look ahead to the next 50 years.

Exhibit Opportunities Sponsorship Opportunities Advertisement Opportunities

All meeting sessions will take place at the Hyatt Regency Chicago. The Hyatt Regency Chicago is located in the heart of downtown, steps from the Chicago Riverwalk. It offers an energetic, urban retreat near Navy Pier, Hyatt Regency Chicago features the most hotel rooms and largest selection of meeting space in downtown Chicago. The gateway to the city’s top attractions, you can walk to Millennium Park, or shop on Magnificent Mile!

Hyatt Regency Chicago

151 East Wacker Drive Chicago, Illinois, USA, 60601 Hotel website

A block of rooms is being held at the hotel at the following rates per night:

$189.00 – Standard (single or double)

*Rates do not include applicable sales and local taxes or other hotel specific fees currently 17.4%.

To make your reservations, please click here.

If you need additional assistance, please contact us at 877-803-7534.

Complimentary Internet access is provided in guest rooms and public spaces. Group rate also gives complimentary access to the 24-hour fitness center.

Be sure to make your reservation by Monday, March 21, 2022 to secure these rates. These rates are available 3 days prior and 3 days after the conference dates, subject to availability.

Exhibit Opportunities

Exhibit Package - $1,000

1 6' draped table, 2 chairs, and a wastebasket
2 Conference Registration (does not include admission to the Welcome Party or Convocation Reception).
Linked logo on the conference website (begins upon receipt of payment and logo)
A listing in the conference program
25% off broadbast email to attendees
Opt-in attendee list sent 1 week prior to conference and final list 1 week after conclusion of conference.

Small Book Seller Exhibit Package - $350

1 draped cocktail round (5'x5' total space)
1 conference registration (does not include admission to the Welcome Party or Convocation).
Linked logo on the conference website (begins upon receipt of payment and logo)
A listing in the conference program
Opt-in attendee list sent 1 week prior to conference and final list 1 week after conclusion of conference.

Add On Opportunities

Additional Exhibit Tables

2nd table - $500 / 3rd table - $400 / all subsequent tables - $300

Additional tables do not include additional conference registrations.

Additional Exhibitor Personnel

Additional representatives can be added at $250 for each person beyond those included in the Exhibit Package described above.

Admission to Welcome Party and/or Convocation Reception (off-site)

Exhibitor personnel can attend the Welcome Party at the Chicago Cultural Center for $100 and/or the Convocation Reception at the Museum of Contemporary Art Chicago for $100. These items can be purchased separately. More details on registering for these events to be sent via email with the service kit.

Sponsorship Opportunities

Sponsorship Opportunities may be purchased a la carte or combined to achieve your desired Sponsorship Level (Benefactor, Silver, Gold, or Platinum).

Sponsorship Opportunities may be combined with your Exhibit Booth to achieve those same Sponsorship
Levels. View Educational Sponsorship Opportunities, Networking Sponsorship Opportunties, and Adversting Opportunities.

Benefit	Benefactor $1,500-$1,999	Silver $2,000-$4,499	Gold $4,500-$7,499	Platinum $7,500 or higher
Recognition on the conference website with your support level	O	O	O	O
Name displayed on sponsorship signage at the conference	O	O	O	O
Premier Location in Exhibit Hall (if applicable)				O
Verbal recognition at ceremonies during the conference			O	O
Pre-registration attendee list for attendees who opt in (distributed by March 29		O	O	O
Company logo in 1 marketing email blast to entire database to recognize your company as Platinum Sponsor				O
Company recognition in social media post prior to conference			O	O
Final attendee list of all attendees who opt in (provided electronically after the conference)	O	O	O	O
Number of additional complimentary conference registrations (includes admission to Welcome Party and Convocation)		1	2	3

Education Sponsorship Opportunities

Each Educational Opportunity provides the following inclusions:

Your company announced as sponsor at the beginning of the session/workshop/tour/event
Company logo on conference agenda next to selected session/workshop/tour/event
Logo can link to company homepage or exhibit booth.

Leadership Institute - $2,500 - SOLD

(sole sponsorship)

Individuals serving in a leadership role within ARLIS/NA will be invited to attend this event.

Sessions - $500

(multiple available; session selection to be determined at a later date)

Opportunities to sponsor specific topic areas presented during the Annual Conference demonstrate your support of the field.

Convocation Speaker - $2,500 - SOLD

(sole sponsorship)

A keynote speaker to address all attendees. Topic and speaker TBD.

President introduction and acknowledgement of the company.

President provides an introduction of the speaker.

Thursday, April 7

400+ attendees

Tours - $550

(multiple sponsorships available, tour selection to be determined at a later date)

Opportunities to sponsor pre- and post-conference tours that enhance attendees’ knowledge of local artists, special collections, and architecture.

1 free registration to be on tour

Poster Session - $1,000

(shared sponsorship)

Over 30 participants showcase a wide range of professional and research projects in a creative and interactive environment. Colleagues learn directly from each other.

Your sponsorship will go towards refreshments during this interactive Session.

Video Session - $1,500

(3 sponsorships remaining)

4 sessions are selected to be recorded and made available in the online open access ARLIS/NA Learning Portal to provide an opportunity for attendees to participate in a wider selection of sessions and for those not able to attend. Your company logo will be displayed at the beginning of the recording.

Workshops - $750

(limited workshops available; selection to be determined at a later date)

While the number of workshops is limited, they can provide an ideal opportunity for sponsors to align their interest with specialized content to provide new skills and new ideas to the profession.

Plenary Speaker - $2,500 - SOLD

A keynote speaker to address all attendees. Topic and speaker TBD

Company provides introduction of the speaker. 400+ attendees

Networking, Receptions, and Breaks Sponsorship Opportunities

First-time & International Attendees Reception - $1,000

(shared sponsorship)

First-time conference attendees and international attendees are invited to mingle with members of the ARLIS/NA Executive Board and other leaders over wine and hors d’oeuvres.

Hyatt Regency Chicago - Library Room

Tuesday, April 5

100+ attendees

Exhibit Hall Breaks - $2,500

(sole sponsorship – 3 Still Available)

There are multiple refreshment breaks scheduled in the exhibit hall promoting interaction among exhibitors and attendees.

500+ attendees

Convocation Reception - $3,000

(shared sponsorship)

A reception to follow the Convocation speaker and award ceremony closes the Annual Conference.

Podium time to greet and thank guests.

Badges for 2 additional attendees for this reception only Contact us to discuss sole sponsorship options.

Museum of Contempory Art

Thursday, April 7

400+ attendees

Welcome Party - $3,000

(shared sponsorship)

Chicago Cultural Center

Tuesday, April 5

400+ attendees

Podium time to greet and thank guests

Badge for 1 additional attendee for this reception only

Advertisement Opportunities

Broadcast Email - $500

(exhibitors receive a 25% discount)

One broadcast email sent to conference attendees. This is an opportunity to reach attendees before or during the conference. You can use this opportunity to encourage attendees to visit your exhibit, present them with a promotion, or invite them to network with you. The content must be received by March 18, 2022. Exhibitors may select a date for the email to be sent. Emails and date selection should be sent to Emily Clifford at e.clifford@arlisna.org.

Social Media Post - $250

A social media post will be sent out via ARLIS/NA’s Facebook, Twitter and Instagram accounts. You can use this opportunity to encourage attendees to visit your exhibit, present them with a promotion, or invite them to network with you. The content must be received by March 18, 2022. Exhibitors may select a date for the email to be sent. Emails and date selection should be sent to Emily Clifford at e.clifford@arlisna.org.

Featured Vendor Talks - $250

(5 spaces available)

We are offering a chance for vendors and sponsors to give a 10-minute presentation to conference attendees (Date TBD). This is not intended to be a sales pitch but rather an informational presentation, and can be product demonstrations, question & answer format, or training opportunities.

We encourage to to focus on the aspects of your resources relevant to librarians in attendance rather than pricing. The session will be part of the conference schedule and is not to be confused with the program presentations [e .g . invited speakers or reviewed presentations].

These sessions will be timed by a moderator. We will schedule up to 5 presentations during a 60-minute time slot, with time for questions and answers at the end.

Ancillary Meeting - $500

(only available to 2022 exhibitors or sponsors; 20 attendees max)

Request a meeting room at the Hyatt Regency Chicago to host or meet with ARLIS/NA attendees.

Ancillary meeting rooms are available during conference dates (April 5th - 9th, 2022) only.

Meeting times are 90 minutes in duration.

Cost of audio-visual and food and beverage are your responsibility. Meeting planner to provide introductions for food and beverage and audio visual services.

Marketing the event is your responsibility. We will provide you with an opt-in attendee list two weeks prior to conference.

You will have the ability to place your meeting/event in Sched, the society’s platform for session registration and attendance.

Meeting space will be assigned based on availability.

Additional Exhibit Information

Exhibit Information

Exhibitor Service Kit

Approximately two months prior to the start of the
conference, exhibitors will receive a service kit that will
contain information on:

Important dates and deadlines
Freight shipping and handling
Labor regulations and rates
Furniture display and other decorating rentals
Electrical hook-up
A/V, Wi-Fi and computer rental

Deadlines

Exhibit registrations are considered on a first-come, first-served basis . Logos will be posted on the conference website upon receipt of payment and logo file . Please provide logo as .JPG or .PNG file . The final exhibit registration deadline is March 4, 2022.

Conference Registrations

Online registration must be completed. The contract form confirms your sponsorship and/or exhibit commitment. An email will be sent with additional instructions on how to obtain any complimentary registrations that may be included with your commitment or exhibitor package .

Payment and Cancellations

Full payment is required for reservations . Cancellations, in writing, made prior to March 4, 2022 will receive a refund, less a $150 processing fee . No refunds will be processed on cancellations received on or after March 4, 2022.

Location Assignments

Assignments will be made in the order they are received and paid in full. Every effort will be made to
separate exhibitors from competitors, when requested. Exhibitors who have submitted their form and payment prior to March 4, 2022 will be advised of their table assignment in advance of the conference. The final assignment of exhibit space is at the discretion of the conference planners .

Exhibitor Code of Conduct

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Floor Plan

A floor plan of the exhibit hall will be distributed to all confirmed exhibitors when the plan becomes available (2 weeks prior to conference) and is subject to change.)

Security

The exhibit hall will be closed and attended by a security guard during the evening hours.

Loss or Damage

When the exhibit area is open to meeting attendees, ARLIS/NA, the exhibit space contractor, and the meeting venue shall not be held responsible for any loss or damage to exhibitor property.

Attire

Attire of exhibit personnel should be consistent with the business casual atmosphere of the conference.

Distribution of Marketing Materials

Canvassing or distribution of advertising material outside of an exhibitor’s booth is prohibited. Should an exhibitor like to distribute materials, please see the Conference Advertising section for available opportunities.

ARLIS/NA Right of Refusal

In order to support our valued exhibitors and the significant investment they have made to participate as a partner of the Association and this conference, ARLIS/ NA reserves the right and absolute discretion to not assign exhibit space to an individual or company for any reason.

Workshops, Tours, and Other Ticketed Events

Exhibitors who wish to participate in ticketed events, workshops, or special tours must register in advance and pay any related fees for these events . Please visit the Conference website (https://www.arlisna.org/events/2022-50th-annual-conference) for more information and to register for these events . Please see following pages for Sponsorship opportunities that include complimentary access to these events.

Labor Regulations and Related Charges

Exhibitors are required to conform to all local labor regulations in the installation/dismantlement of their booth fixtures and moving of booth materials . More information on the specific labor regulations and charges will be included in the Exhibitor Service Kit, if applicable .

Badge Pick-up

Badges will be distributed to exhibit personnel at the conference Registration Desk . Representatives must pick up their badges . Badges are nontransferable and must be worn at all times .

Exhibitor Responsibility Clause

To the fullest extent permitted by law, the person/ legal entity described as “Exhibitor” in the exhibitor contract hereby assumes full responsibility and agrees to indemnify, defend and hold harmless The Hyatt Regency Chicago (“Hotel”), Hotel’s owner The Hyatt Regency Chicago (“Owner”), and each of their respective owners, managers, subsidiaries, affiliates, employees and agents (collectively, “Hotel Parties”), as well as Art Libraries Society of North America (ARLIS/NA)(“Group”), from and against any and all claims or expenses arising out of Exhibitor’s use of the Hotel’s exhibition premises . Exhibitor agrees to obtain and maintain during the use of the exhibition premises, Comprehensive General Liability Insurance, including contractual liability covering the Exhibitor’s indemnity obligations in this clause. Such insurance shall be in the amount of not less than $1,000,000 combined single limit for personal injury and property damage. The Hotel Parties and Group shall be named as additional insureds on such policy, and Exhibitor shall supply theHotel with a Certificate of Insurance at least 30 days prior to the use of the exhibition premises. The Exhibitor understands that neither the Group nor the Hotel Parties maintain insurance covering the Exhibitor’s property and it is the sole responsibility of the Exhibitor to obtain such insurance.