sponsorship and advertising guide
Seattle 2013 April 24 - 27
29th Annual AACD Scientific Session
www.AACDconference.com
2013 ACCRUED SPONSORSHIP LEVELS AACD CONFERENCE • Wednesday, april 24 - Saturday, april 27 • seattle, wa
The American Academy of Cosmetic Dentistry (AACD) values the financial commitments made by our supporters. We greatly appreciate your continual support of the AACD throughout our fiscal year. In recognition of your efforts, we will combine both your educational and event support along with your advertising dollars to determine the Scientific Session sponsorship level. These sponsorship levels are based on the accrual of financial support from the previous year’s conference to the current year’s conference.
Platinum Sponsor – $80,000 (USD) • Full-page, 4-color display advertisement in the Journal of Cosmetic Dentistry* • Four complimentary tickets to the Celebration of Excellence gala • Sponsorship recognition on the AACD Web site • Signage promoting your sponsorships at the annual AACD Scientific Session • Sponsorship name in the program guide • Signage to display at your booth
Silver Sponsor – $10,000 - $49,999 (USD) • Quarter-page, 4-color display advertisement in the Journal of Cosmetic Dentistry* • Sponsorship recognition on the AACD Web site • Two complimentary tickets to the Celebration of Excellence gala • Signage promoting your sponsorships at the annual AACD Scientific Session • Sponsorship name in the program guide Bronze Sponsor – $2,500 - $9,999 (USD)
American Academy of Cosmetic Dentistry ® | www.aacd.com
Gold Sponsor – $50,000 - $79,999 (USD) • Half-page, 4-color display advertisement in the Journal of Cosmetic Dentistry* • Three complimentary tickets to the Celebration of Excellence gala • Sponsorship recognition on the AACD Web site • Signage promoting your sponsorships at the annual AACD Scientific Session • Sponsorship name in the program guide
• Sponsorship recognition on the AACD Web site • Signage promoting your sponsorships at the annual AACD Scientific Session • Sponsorship name in the program guide *Restrictions on advertisements in the Journal of Cosmetic Dentistry apply.
Educational Sponsorship Opportunities AACD is the world’s #1 source for continuing education among cosmetic dentistry professionals. Be part of the premier educational programming for cosmetic dentistry by sponsoring a corporate lecture and/or a corporate hands-on workshop. These educational presentations are described below.
Corporate Lecture $6,500: Thursday - Sold out, Friday - Sold out, Saturday - Morning
The corporate sponsored lectures are structured to familiarize attendees with particular techniques or materials in a three-hour lecture format. Lectures will be offered in morning and afternoon sessions on Thursday, Friday, and Saturday at the scientific session. Attendance for the lecture will depend on room capacity.
Corporate Hands-On Workshop $9,000: Full Day (2 Sessions) $6,000: Half Day (1 Session)
Hands-on workshops are designed to familiarize attendees with particular techniques and/or materials in a three-hour hands-on experience. These workshops are offered Thursday through Saturday at the scientific session and attendance is limited. Workshop set up is classroom style, a maximum of 50 participants, but final attendance numbers will depend on room capacity. Workshops must devote at least 75% of the class time to hands-on clinical applications and sponsors must provide a qualified instructor for every 25 participants.
Presentation & Contract Submission
The presenter(s) name, title, synopsis, and learning objectives must be submitted with each sponsorship contract. Presentation information must be submitted electronically. Per Board approved policy, the AACD Professional Education Committee (PEC) has final approval of the corporate presentations. Should a program or speaker be turned down by the PEC, the decision may be appealed to the Board of Directors. Presentations will be reviewed for program content and program compatibility prior to accepting the sponsorship contract. Submit your contract and presentation information to: Carol Schwickrath AACD Professional Education & Event Manager 402 West Wilson Street, Madison, WI 53703 Fax: 608.222.9540 | e-mail: carols@aacd.com
Social Event and Scientific Session Related Sponsorships Choose from this list of sponsorship opportunities—or combine two or more opportunities—to reach the level of recognition you want to achieve with the world’s premier cosmetic dental professionals. Please contact Jeff Roach via e-mail at jeffr@aacd.com or by phone at 608.237.8823 to discuss your sponsorship program.
Social Engagements Are you looking for ways to network with targeted key decision makers while enhancing customer loyalty, increase your awareness, and/or generate goodwill in the cosmetic dental profession? The following are a sampling of the opportunities available to do just that.
Welcome Reception: $20,000 – Attach your company’s name with the event that officially welcomes the attendees to the scientific session. This event is known to be memorable and unforgettable to everyone in attendance. The Welcome Reception is the largest networking opportunity we offer and attendance is expected to be between 2,000-2,500 participants. This sponsorship is limited to one sponsor and will entitle the sponsor to: • Sponsorship recognition in the program guide • Logo on event signage • Recognition incorporated into the event • Eight invitations to the event • Sponsorship recognition in pre-conference communications including social media, eblasts, and web site
American Academy of Cosmetic Dentistry ® | www.aacd.com
• Networking with the world’s leading cosmetic dental professionals
Editorial Reception: SOLD OUT Accredited Members Reception: SOLD OUT Accreditation Mentoring Reception: SOLD OUT APEX Student Scholarship: Call for Pricing
Invest in the future of cosmetic dentistry. Sponsor a student or students to attend the AACD 2013 meeting. Eligible undergraduate recipient will receive full tuition, round-trip airfare, and hotel at the annual scientific session. 100% of your contribution will go directly to the scholarship recipient.
Give Back a Smile Reception: $6,000 – Sponsor a great event that also gives back! The Give Back a Smile fundraiser event will be held on Thursday evening April 25. Event sponsorship includes 5 free tickets, special recognition on the AACD and GBAS web sites, program guide, and on site signage. Specific event details to follow.
Promotional Branding
Promote your company far beyond the scientific session by showcasing your company’s logo/name on the official attendee keepsakes that all attendees will receive upon registration and will likely take home with them to use for months or even years to come.
Conference Escalators: Grab attendee’s attention as
they move throughout the North Escalators of the convention center. Call for pricing, artwork requirements, and deadline. Pictured Below.
Exhibit Hall Social: $15,000 (1 Night) $25,000 (2 Nights) – Becoming the title sponsor of
one or both exhibit hall social receptions will provide your company with amazing recognition from attendees. Your sponsorship will be featured within the event and in many pre-conference communications.
Tote Bags: $15,000 – Highlight your brand on the official attendee tote bag. Continue to see your brand not only at the scientific session, but for years to come as attendees keep and reuse the AACD tote bag. Lanyards: $12,000 – This item is a necessity for all
attendees, so why not be associated with each one of them. Let our members know you support AACD! (Product Supplied Price = $8,000)
Meeting Mobile App: $10,000 – Promote your
Conference Staircase: Use this unique marketing opportunity to enhance your brand or tell a story. This high traffic area is located at the main entrance to the Washington State Convention Center. 14 available “faces” for graphics. Call for pricing, artwork requirements, and deadline. Pictured Below.
company to AACD 2013 attendees through their smart phones. Attendees will personalize their conference experiences by downloading the app and utilizing features such as an itinerary, event listing, course information, exhibitor listing, and facility and exhibit hall floor plans. This will be one of the most highly promoted branding opportunities of AACD 2013.
Hotel Room Keys: $6,500 – Take advantage of this
unique branding opportunity on the guest room keys for the host hotel Seattle Sheraton.
Room Drops: $3,500 – Your company will have the opportunity to have an item or brochure of your choice placed outside the door or on a door hanger of attendees’ rooms at the host hotel - Sheraton Seattle. Sponsor selects the desired date and time for the room drop and will provide all room drop materials. This is a great way to reach all of the attendees directly!
Signage The Washington State Convention Center offers high exposure signage opportunities which can make your brand stand out from the rest. Photos of specific signage areas are available upon request.
Interactive Digital Wall: $20,000 – Maximize your
exposure on this unique interactive digital wall which will be located outside the exhibit hall main entrance and near meeting registration.
South Lobby: Bring your exposure to great heights.
Four-side signage is available along the South Lobby escalators which will be used to travel to/from breakfast and the general sessions. Call for pricing, artwork requirements, and deadline. Not pictured.
Other Opportunities – We welcome unique ideas. Help AACD create innovative ways to showcase your company. Contact the AACD Executive Office today. * Please note all promotional items will be provided by AACD unless agreed to otherwise The AACD maintains first right of refusal to companies wishing to sponsor an event or scientific session materials for which a sponsor has already been established. Attending exhibiting companies will be given first priority for all Scientific Session sponsorship opportunities until March 1, 2013. After March 1, 2013, remaining sponsorship opportunities will become available to both exhibiting and non-exhibiting companies. The AACD Executive Committee has final approval on all sponsorships.
Program Guide Advertising • Limited Space Available • The Program Guide features seven tab pages, six facing pages (left hand page facing a tab page), one inside front cover, one inside back cover, one back cover, one bellyband, and one bookmark available for advertising. All ads are printed 4-color and the book is spiral bound.
Advertising Specs: Tab Pages (7):
• Trim measurement - 8.5” x 11” • Live area - 7.75” x 10” • Bleed measurement - 9.0” x 11.5” (¼” on all sides) • 4-color ad provided in electronic format* • Color logo in electronic format for tab area* Facing Pages (6):
• Trim measurement - 8.5” x 11” • Live area - 7.5” x 10” • Bleed measurement - 9.0” x 11.5” (¼” on all sides) • 4-color ad provided in electronic format*
Prices are as Follows: Tab Pages (7): (Table of Contents, Wednesday, Thursday, Friday, Saturday, Speakers, and Exhibitors).................... $2,500 (USD) Facing Pages (6): (Wednesday, Thursday, Friday, Saturday, Speakers, and Exhibitors).....................$2,300 (USD)
Inside Front Cover:........................... $4,300 (USD) Inside Back Cover:. .......................... $4,200 (USD) Back Cover:. ...................................... $4,500 (USD)
Covers (3):
• Trim measurement - 9” x 11” • Live area - 8” x 10” • Bleed measurement - 9.5” x 11.5” (¼” on all sides) • 4-color ad provided in electronic format* Bellyband (1) & Bookmark (1):
• Please contact us for further information Materials are due no later than Friday, March 1, 2013. Due to the special nature of the scientific session program guide, all advertisements must be prepaid. Payment is due by March 1, 2013. All invoices must be paid in order to exhibit at the 2013 scientific session. ••• Due to the limited number of advertisements available,
reservations are taken on a first-come, first-served basis.
Contact Information:
Jeff Roach jeffr@aacd.com 800.543.9220 Phone 608.237.8823 Direct Line 608.222.9540 Fax
* 10% discount for AACD Corporate Members
Acceptable electronic format (Mac & PC format):
Press Quality PDF created from native file (with bleed is required – embed all fonts)
Other less desirable formats include (Mac & PC format)*: • Photoshop CS4 (flattened TIF file, with bleed & crop marks) • InDesign CS4 (with bleed & crop marks) • Illustrator CS4 (text turned to outlines, with bleed & crop marks) • QuarkXpress (6.0) (Native Quark files will not be accepted. All Quark files must be sent as Press Quality PDF) * Placed on: CD-ROM only * When sending Press Quality PDF it is required to have bleed. If sending native files, do not send any unused files. Be sure to include all placed art along with printer & screen fonts, a color proof printed at 100%, and a print out of the disk directory. * A Placement Order Form listing publication and placement MUST be included with all ads.
AACD 2013 Sponsorship and Advertising Form Company & Contact Information Company Name:__________________________________________________________________________________________________________ Address:_________________________________________________________________________________________________________________ City:___________________________________________________ State:________________________ Zip:______________________________ Phone:_ ____________________________________________________________ Email:______________________________________________ Sponsor Contact Name:_ __________________________________________________________________________________________________
Sponsorships and Advertising (circle your choice)
American Academy of Cosmetic Dentistry ® | www.aacd.com
Educational sponsorships ( Sat) Promotional Branding Program Book Advertising Tab Pages........................................... $2,500 (USD) Tote Bags. ........................................ $15,000 (USD) Corporate Lecture......................... $6,500 (USD) Corporate Corporate Hands-On Workshop Meeting Mobile App.................. $10,000 (USD) Facing Pages.................................... $2,300 (USD) Full Day (2 Sessions)........................... $9,000 (USD) Lanyards.............................................$12,000 (USD) Inside Front Cover......................... $4,300 (USD) Half Day (1 Session)............................ $6,000 (USD) Product Supplied................... $8,000 (USD) Inside Back Cover......................... $4,200 (USD) *Contact AACD Professional Education for details Hotel Room Keys........................... $6,500 (USD) Back Cover......................................... $4,500 (USD) Social Engagements Hotel Room Drops........................ $3,500 (USD) Welcome Reception................................. $20,000 Signage Editorial Reception............................. SOLD OUT Interactive Digital Wall.............. $20,000 (USD) Accredited Members North Conference Reception......................................... SOLD OUT Escalators. ............................... Call for Pricing Accreditation Mentoring Main Entrance Staircase........ Call for Pricing Reception......................................... SOLD OUT South Lobby................................... Call for Pricing GBAS Reception............................ $6,000 (USD) Exhibit Hall Social Reception 1 night (Thurs. or Fri.) ....................$15,000 2 Nights (Thurs. & Fri.) ................. $25,000 Sponsorship Item/s TOTAL $_____________________________ All companies applying for sponsorship must complete and submit an application. The AACD will not process the application until full payment is received.
Method of Payment: Check No.:____________ Amount: $_________________________ Credit Card No.:_____________________________________________ Exp Date: ________________ Card Security Code:____________ Name as it Appears on Credit Card:_ ________________________________________________________________________________________ Cardholder Signature:______________________________________________________________________________________________________ I/We have read and will abide by the conditions set forth on this contract, which the undersigned applicant agrees is part of this contract for sponsorship. ______________________________________________________________________ Date: _____________________ Authorized Signature/Title
Return to: Jeff Roach 402 West Wilson Street, Madison, WI 53703 Fax: 608.222.9540 | E-mail: jeffr@aacd.com
Advertising Policy & SUBMISSION REQUIREMENTS Advertisers and their agencies assume any liability for the content of their advertisements in all AACD publications and the AACD Website, including any claims arising there from. The AACD reserves the right to reject any advertisement considered unsuitable according to AACD policy. The current editor of the Journal of Cosmetic Dentistry cannot be utilized in any advertisement for product endorsement. Officers of the Academy, members of the Board of Directors, and members of the American Board of Cosmetic Dentistry may endorse products, but may not include their Academy position in the endorsement. All elected or appointed officials of the Academy who utilize their titles in their speaking, writing, or advertisements must include a disclaimer that states: “The AACD does not endorse any products or commercial techniques. The opinions I express here are my own and should in no way be interpreted to imply that they necessarily represent those of the AACD.” In addition, the AACD does not rent the use of our mailing list or publish ads for competing dental meetings in the Journal of Cosmetic Dentistry, the Academy Connection, through the AACD eUpdate, or on the AACD Website. An example of a “competing meeting” is one taking place within 30 days of the start or finish of the annual AACD scientific session or regional meeting.
American Academy of Cosmetic Dentistry ® | www.aacd.com
Payment Terms and Cancellation Policy
Invoices must be paid within 30 days of the date of billing. If an invoice is past 30 days, payment needs to accompany the new artwork for the next ad. If a second advertisement is scheduled with the original invoice outstanding, the advertising will only be allowed to run if payment for the new advertisement and for the outstanding invoice accompanies the artwork for the new ad. Cover advertisements cannot be canceled. No cancellations will be accepted after the artwork deadline has passed. Cancellations submitted fewer than two weeks prior to the artwork deadline will be charged a $250 (USD) administrative fee. Any advertiser canceling a contract after it has begun will be charged a short rate in addition to the $250 (USD) administrative fee. The short rate is dependent upon the total number of advertisements that have run. All invoices that become past due will be assessed a 5% late fee for each month the invoice remains overdue. All accounts must remain current in order to exhibit at the annual AACD scientific session or regional meeting.
Production Charges
The AACD only accepts digital artwork as outlined in the advertising specifications guidelines. Any variations made to artwork submitted may result in additional charges.
Ad Submission Requirements
Please use the following specifications for Macintosh and PC Platforms when creating ads for the Journal of Cosmetic Dentistry, Annual AACD Scientific Session Preliminary Guide and Program Guide, Regional Meeting Program Book, Academy Connection, AACD eUpdate and AACD Website. Preferred Software for Ad Submissions • Press quality PDF, with all fonts fully embedded, show crop marks and bleed • Adobe Illustrator ® Photoshop® InDesign® CS4 • QuarkXPress™ (Native Quark files will NOT be accepted, as Adobe InDesign is used for layout of our publications. All Quark files must be sent as press quality PDF showing crop marks and bleed.)
Fonts • Postscript fonts only; no True Type or Multimaster fonts • Include all printer and screen fonts • No applied styles for bold or italic • Change fonts to outlines in Illustrator ®, InDesign, and all applicable programs. • Flatten all Photoshop® files Proofs for Print • Color proofs must be provided • The AACD is not liable for any variations of an ad if a proof is not provided Saving Files for Print • Include all high-resolution support files • Ad size is correct; CMYK files only; 300 dpi for all art • Save as TIF, EPS or AI (JPG or LZW not accepted) • Disk directory must be included • Indicate the issue date and publication name Printing Specifications • Direct to plate; Four-color • Perfect binding (JCD) • Spiral bound (Scientific Session Program Guide) • Saddle Stitched (Academy Connection, Scientific Session Preliminary Guide, Regional Meeting Program Guide) Website Requirements • Ad size is correct; RGB files; 72 dpi for all art • Save as JPG, GIF or PNG • Contact AACD for size and file specifications Contact • Director of Strategic Partnerships, Jeff Roach jeffr@aacd.com, advertising@aacd.com, or 800.543.9220 • Art Director, Lynnette Rogers and Graphic Designer, Elizabeth Kiracofe graphics@aacd.com or 800.543.9220