Events, Annual Conference
Professional / Scholarly Publishing Division
Association of American Publishers, Inc.
February 3rd-5th, 2010
Renaissance Mayflower Hotel, Washington, DC
INFORMATION YOU WILL NEED FOR THE
AAP/PSP CONFERENCE –
LOCATION:
The AAP/PSP Annual Conference will be held from February 3rd-5th, 2010 at the Renaissance Mayflower Hotel, 1127 Connecticut Avenue, NW, Washington, DC 20036. Please note that exhibitor set-up will take place on Wednesday, February 3rd at noon – no exceptions.
EXHIBIT EQUIPMENT SUPPLIED:
Each exhibitor will be provided with 8’ high background drape
- 3’ high side divider drapes
- 1 – 6’ x 30” high table
- 2 – Side chairs
- 1 – Wastebasket
- 7” x 44” booth identification sign
** Please note that the actual booth space is about 3' deep with a 10' wide back wall. **
Freeman Decorating Company has been appointed the official decorating company and will provide you with the information you will need regarding shipping your materials, electricity, Internet connection, audio-visual and other materials or equipment you may need. The Service Kit will be available online in December.
EXHIBITOR SPACE LAYOUT:
This year we are changing the layout of the exhibit space. Exhibit booths will be placed around the perimeter of the Grand Ballroom, with refreshments and book awards displayed in the center, creating a more open central space. We are only inviting 18 companies to exhibit, thus placing more emphasis on the companies exhibiting.
EXHIBITOR PRESENTATIONS:
Each exhibitor will be given a 5-minute time slot to present to the conference attendees. Time slots will be allocated on a first come-first serve basis. The presentations will take place in the Grand Ballroom and the presenters will have access to PowerPoint. Please note that due to AAP’s antitrust policy no mention of competitive policies or practices, such as pricing, discounts, costs, contract terms, etc may be discussed. Please read AAP’s antitrust policy for full guidelines.
FREE - BROCHURE TABLE:
Exhibitors will be allowed to distribute one brochure or piece of marketing material at the “Brochure Table” free of charge. The size of each brochure must be no larger than 8 1/2 x 11”. The Brochure Table will be located in the center of the exhibit space in the Grand Ballroom and attendees will be encouraged to help themselves. Exhibitors are responsible for supplying the materials which must be placed on the Brochure Table by 4:00pm on Wednesday, February 3rd, 2010. Please do not ship the brochures to AAP.
PAID - EXHIBITOR MATERIALS IN ATTENDEE BAGS:
Attendees at the PSP 2010 Annual Conference will be given a tote bag full of materials about the conference. Exhibitors are invited to include a pamphlet or leaflet about their products or services which will be included with the meeting materials for a fee of $350.00. Exhibitor materials must be pre-approved by AAP/PSP in advance and a sample copy should be sent to spinto@publishers.org no later than January 4th. Upon approval 250 copies must be sent to the AAP NY offices no later than January 15th. Unused materials cannot be returned.
RAFFLE DRAWINGS:
Exhibitors are invited to offer a raffle from their booth, coordinated by PSP staff. To participate in this activity, each participating exhibitor must register in advance to donate an item worth $100 or more to be raffled during the Thursday, February 4th evening reception. Let us know what prize you will be offering, and we will help to advertise this for you with signage and inclusion in conference materials. Conference attendees will be instructedto provide a business card to eachexhibitor participating in the raffle, andthe participating exhibitors will draw their own winners in advance of the Thursday reception and provide the name of the winner and the prize to the PSP staff, who will announce the exhibitor, the prize and the winner at the reception.
COMPANY DETAILS FOR PSP WEBSITE:
AAP will put information about the exhibitors up on the PSP website (www.pspcentral.org) and would like to invite each exhibitor to include information about their company. If you would like to participate please email Sara Pinto (spinto@publishers.org) a one-paragraph summary of your company and its products and services. Please include contact information and a website address that we can link to.
MAILING LISTS:
Exhibitors will receive a copy of the Annual Conference attendee mailing list. This list will be distributed via email once in mid-January and once after the close of the conference. No email addresses will be provided.
LIMITED HOTEL SPACE AVAILABLE - REGISTER EARLY!!
The Renaissance Mayflower Hotel is holding a block of rooms at a special reduced rate of $240.00 per night if you reserve your accommodations BEFORE JANUARY 12, 2010. Be sure to ask for the “2010 PSP Annual Conference room block” when contacting the hotel directly at 1-800-hotels-1 or 202-776-9251. (Guest rooms are available for check-in after 3:00 pm. Check out is requested by 12:00 pm.)
Online registration is available and the group discount rate has already been applied: http://www.marriott.com/hotels/travel/wassh?groupCode=psppspa&app=resvlink&fromDate=1/31/10&toDate=2/7/10
AAP MEMBER REGISTRATION FEES:
Registration fees are based on your organizations membership status with AAP. Your membership must be current to receive the member registration rates. To see if your organization is a member of AAP please visit: http://www.pspcentral.org/rtMemberCo/memberCo_001.cfm or http://www.publishers.org/main/Membership/member_02.htm
CONFIRMATION:
Registration confirmation will be sent via email to all registrants within 10 working days. If you do not receive confirmation, please email Sara Pinto at spinto@publishers.org.
Exhibitor Advance Invitation
Exhibitor Hours
Exhibitor Presentation Schedule
Exhibitor Floor Plan
Exhibitor Contract
Exhibitor Registration Form
Exhibitor Attendee Form
Questions? Email: spinto@publishers.org