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ASTR/TLA 2019 Annual Conference Policies
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ASTR/TLA 2019 Annual Conference - Theatre's Many Publics

Attendees | Sponsors | Exhibitors | Advertisers

Attendees

Photo/Video/Audio Consent & Release
We reserve the right to use any photograph/video taken at our events, without the expressed written permission of those included within the photograph/video. We may use the photograph/video in publications or other media material produced, used or contracted including but not limited to: brochures, invitations, books, newspapers, magazines, television, websites, etc. To ensure the privacy of individuals, images will not be identified using full names or personal identifying information without written approval from the photographed subject.

If you see any photos or profiles about yourself on the site that you would like removed, please contact our main office at info@astr.org or 1+ 651-288-3429.

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Sponsors

Logo Submission Instructions
Please submit a copy of your institution's logo to astr.org/logo-submission-form by Monday, October 7, 2019 to be included in onsite print materials. To guarantee high print quality, we are asking for a vector logo in EPS format.

Sponsorship Cancellation/Refund Policy
Cancellation of sponsorship must be submitted online at astr.org/refund-request-form by Wednesday, August 7, 2019 to receive a 50% refund. No refunds will be given after this date.

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Exhibitors

Exhibit Location
The exhibit area will held at the Renaissance Arlington Capital View Hotel, 2800 S. Potomac Ave., Arlington, VA 22202.

Application for Space
Full payment is required at registration. Check payments must be postmarked by Monday, October 7, 2019 and mailed to: ASTR, 1000 Westgate Dr, Ste 252, St. Paul, MN 55114. Exhibitors will not be accepted after this date.

Additional Reps
ASTR will request your company exhibit representatives’ names in October. A form will be sent to your main exhibit contact to submit your representative names. Each booth includes exhibitor registration for two representatives. You may purchase up to two more registrations per booth. Any additional people who plan to be at your company's booth must be included in your representative limit. This includes photographers, caricature artists, etc. The cost for additional representatives is $175 USD prior to the conference. No refunds will be provided for additional representative registrations. Representative registrations cover the Thursday opening reception and breaks in the exhibit area. The representative registration does not include participation in the awards luncheon, breakout sessions, or any other conference activities.

Exhibitor Booth Cancellation/Refund Policy
Cancellation of space, including space reduction, must be submitted online at astr.org/refund-request-form by Wednesday, August 7, 2019 to receive a 50% refund. No refunds will be given after this date.

Assignment of Space
ASTR will make assignment of booth space considering level of conference sponsorship and date registration was received. We will accommodate your requests as much as possible, but cannot guarantee that you will be assigned to any of the spaces requested or not be placed near a competitor. Exhibit space is available on a first-come, first-served basis.

ASTR Bingo Card Drawing
Attendees will receive a bingo card with a listing of all exhibitors and must obtain at least 90% of the exhibit booth signatures to be qualified for the drawing. Drawings will take place at the Award Luncheon Saturday, November 9, 2019. If you wish to contribute an item for the bingo card drawing, you must be present to give away the prize on Saturday afternoon. Please indicate your participation on the application form. Prizes may not exceed $100 in value. The $100 prize limit will be strictly enforced onsite. Prizes will be reviewed by ASTR staff prior to the giveaway. One prize drawing per company. The bingo drawing will take place on Saturday at approximately 2:30 pm.

Exhibitor Door Prize Drawing
Exhibitors have the option to give away a door prize at their booth. Door prize drawing items will not be listed in onsite materials. There will be a board in the exhibit hall on Saturday for you to post your door prize winners' names. Exhibitors are responsible for contacting the winners directly. ASTR is not responsible for any prizes that are won and not collected.

Click here to view all exhibiting policies.

Exhibiting Policies

Exhibitors must agree to adhere to all ASTR guidelines, policies, and procedures when submitting an application to exhibit. Any vendor not adhering to the policies below will be ineligible to exhibit at the next ASTR conference. All exhibitor applications are subject to review and approval by ASTR. Moreover, we reserve the right to deny exhibitor privileges to any applicant.

Early Departure Penalty: $250 USD
To enhance the experience of attendees in the exhibit hall, ASTR requires that all exhibit booths must remain fully set up and attended by a company representative until the specified tear-down time. To assist in enforcing this policy, ASTR has instituted an early departure fee of $250 USD that will be assessed to any company that begins to dismantle its booth or leaves its booth unattended before the official tear down time. Payment of this fee will be required before the company is allowed to register for booth space at the following annual conference and the company will be placed at the bottom of the list for booth assignments at the next annual conference. ASTR is dedicated to making our attendee and exhibitor experience enjoyable and educational at all times.

Exhibit Materials and Activity

  • Exhibitors/sponsors must not sponsor/hold any events during conference hours or the hours of any official ASTR functions from Thursday, November 7 through Sunday, November 10, 2019.
  • Only one company per exhibit space will be permitted.
  • All exhibit set-up and materials must stay within the given footprint layout set by ASTR.
  • All aisles must be kept clear of displays.
  • Attaching/hanging marketing materials from the ceiling in the exhibit hall is not allowed.
  • Inventory must be discreetly stored within an exhibitor's booth space.
  • Exhibitors are allowed to sponsor prize drawings within their exhibit space. Any limitations on registering for or accepting the prize must be prominently displayed in the exhibit space.
  • Exhibiting companies who wish to provide food/beverage for attendees must order directly through the conference hotel.
  • Lead retrieval systems will not be used at the ASTR Annual Conference.
  • Interactive displays (photo booths, money machines, etc.) must be approved by the ASTR office prior to the conference.
  • ASTR reserves the right to prevent any exhibitor from displaying beyond the bounds of the exhibitor's rented exhibit space: noisy electrical devices (e.g. loud appliances, machines, games), smells/scents that are offensive or commonly cause allergic or physical reactions (e.g. industrial smells, chemical smells, nail polish, cleaners), displays, fire hazards (e.g. open flames, highly flammable fumes), costumed mascots, live animals or anything which may prove objectionable will not be permitted.
  • The rights and privileges of an exhibitor shall not be infringed upon by any other exhibitors.

Promotion of Sponsorship or Exhibit
Use of the ASTR logo in any promotions of the conference is subject to approval by ASTR. Using the logo without permission can result in a forfeiture of your exhibit booth and/or sponsorship. Please submit any proposed ads that use the ASTR logo to Laurie Krueger at LaurieK@astr.org for approval.

Security
The exhibit hall will be a foyer space. During non-exhibit hours, exhibitors can store valuables in a space which will be locked and accessible by ASTR staff only during non-exhibit hours. However, please keep in mind that ASTR and the Renaissance Arlington Capital View Hotel do not guarantee to protect the exhibitors against any loss or damage of any kind.

Insurance and Disclaimer
Exhibitor hereby assumes entire responsibility and hereby agrees to protect, defend, indemnify and save the hotel, its owners, and its operator, and each of their respective parents, subsidiaries, affiliates, employees, officers, directors, and agents harmless against all claims, losses or damages to persons or property, governmental charges or fines and attorney fees arising out of or caused by its installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof, excluding any such liability caused by the sole gross negligence of the hotel and its employees and agents. Exhibitor shall obtain and keep in force during the term of the installation and use of the exhibit premises, policies of Comprehensive General Liability Insurance and Contractual Liability Insurance, insuring and specifically referring to the contractual liability set forth in this exhibit agreement, in an amount not less than $2 million combined single limit for personal injury and property damage. The hotel, its owners, and its operator shall be included in such policies as additional named insureds. In addition, exhibitor acknowledges that neither the hotel, its owners, nor its operator maintain insurance covering exhibitor's property and that it is the sole responsibility of exhibitor to obtain business interruption and property damage insurance insuring any losses by exhibitor.

Photo/Video/Audio Consent & Release
We reserve the right to use any photograph/video taken at our events, without the expressed written permission of those included within the photograph/video. We may use the photograph/video in publications or other media material produced, used or contracted including but not limited to: brochures, invitations, books, newspapers, magazines, television, websites, etc. To ensure the privacy of individuals, images will not be identified using full names or personal identifying information without written approval from the photographed subject.

If you see any photos or profiles about yourself on the site that you would like removed, please contact our main office at info@astr.org or 1+ 651-288-3429.

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Advertisers

Application of Advertisement
Full payment is required at registration. Check payments must be postmarked by Tuesday, September 3, 2019 and mailed to: ASTR, 1000 Westgate Dr, Ste 252, St. Paul, MN 55114. Ads will not be accepted after this date.

Submission Instructions
Please send ads to Mei Li Brown at MeiLiB@astr.org by Tuesday, September 3, 2019. To guarantee high print quality, files must be 300 dpi or greater and in PDF format without bleeds.

Ad Cancellation/Refund Policy
Cancellation of advertisement must be submitted in online at astr.org/refund-request-form by Wednesday, August 7, 2019 to receive a 50% refund. No refunds will be given after this date.

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