Conference Advertising and Exhibits

AJS 41st Annual Conference
December 20-22, 2009 • Los Angeles
Hyatt Regency Century Plaza

I. General Information

Thank you for your interest in exhibiting and advertising at the 41st Annual Conference of the Association for Jewish Studies, to be held December 20-22, 2009 at the Hyatt Regency Century Plaza in Los Angeles, CA.  The Association for Jewish Studies is a learned society that supports Jewish studies research and teaching at higher educational institutions around the world.  Participation in the AJS Annual Meeting as an exhibitor, advertiser, or sponsor is an efficient and economical way to reach scholars and teachers actively engaged in the field of Jewish studies. The AJS expects 1000 attendees at the upcoming meeting; we have already received the largest number of proposal submissions to date for a west coast conference, and have secured exceptional rates and discounts at the Hyatt Regency Century Plaza. Conference attendees span the disciplines, from professors of religion, philosophy, and literature, to historians, Hebrew and Yiddish teachers, and sociologists. The AJS’s more than 1800 members—scholars, teachers, librarians, archivists, and graduate students—are affiliated primarily with colleges and universities across North America, Europe, and Israel, thus making the conference an ideal means of promoting books, journals, films, and other materials for classroom adoption and library purchase. Advertising in the conference program book is also an ideal way to promote fellowships, grants, and job opportunities.  The AJS’s tote bag sponsorship and insert program enables your company or organization to put material directly in the hands of AJS members.  In addition, the AJS offers several sponsorship opportunities – coffee breaks, receptions, internet cafes – that will promote your company or organization to leaders in the field of Jewish studies.

Exhibitors will have prime presentation space in the Century Plaza’s elegant Plaza Pavilion. Their names will be listed in the Conference Program Book, distributed to the AJS’s more than 1800 members, and in the fall issue of AJS Perspectives, the organization’s magazine. The exhibit space will be open throughout conference meeting times, offering ample opportunity to meet with authors to discuss current and future book projects and to speak with conference attendees about how your company’s materials may be best used for teaching and research. On Monday, December 21, the AJS will also hold a special new event, AJS CELEBRATES ITS AUTHORS, in the book exhibit hall.  This event will highlight books published in 2008 and 2009 by AJS members; conference attendees will enjoy a coffee reception as they meet book authors and learn more about their colleagues’ research. Held during a break from sessions, this event will also offer attendees a more relaxed opportunity to view exhibitors’ displays.

Program book advertisers will reach every AJS conference registrant and member – more than 1800 scholars and students in the field of Jewish studies. The program book includes details of conference sessions, maps of the hotel, and announcements about special AJS grants and events, making it a constant resource to AJS members not only at the annual meeting but throughout the year.  Special discounts will be offered to those who both exhibit and take out a full-page advertisement.

Tote bag sponsors will see their company’s/organization’s name featured prominently on the official AJS 41st Annual Conference Tote Bag, to be distributed to every attendee.  AJS members use these bags during and after the conference, ensuring high visibility for sponsors long after the annual meeting.  Your company/organization can also arrange for a tote bag insert to get your publication or program noticed immediately by conference participants.  Inserts may include announcements about recently published books; coupons for purchases at exhibit booths; and notices about new programs, fellowships, jobs, and research opportunities.

The deadline for receipt of advertising reservations and copy, exhibit space reservations, and tote bag sponsorships is August 12, 2009.  All reservations must be accompanied by full payment. Exhibit table location will be determined by the order in which complete reservations (including payment) are received. Below please find general information, the reservation form, and a list of advertisers and exhibitors from the 2008 Conference. Do not hesitate to contact the AJS at 917.606.8249 or ajs@ajs.cjh.org if you have any questions.
 
II. Advertising in Program Book

How to Reserve Advertising Space
Complete the Advertiser and Exhibitor Reservation Form and submit along with your advertisement and full payment by *August 12, 2009*. 

The Program Book Page Size is 6” by 9”.  Program Book ads should be submitted at size (full-page: 4½” by 7”; half-page: 4½” by 3½” ) in grayscale.pdf (Adobe Acrobat) format. Under options for the pdf’s resolution, the setting should be 300dpi for black and white images and 1200dpi for monochrome images. Imbed all fonts and subset fonts below 100%.Please e-mail the electronic copy of your ad as an attachment to ajs@ajs.cjh.org.  Contents of advertisements are subject to approval by the Association for Jewish Studies. 

Advertising Rates (same as 2008!)

 
III. Exhibiting at AJS Conference

Exhibit Hours (subject to modification)  

Set up/Breakdown  

Equipment included in rental fee        

• One draped 6’ x 30” table and two chairs.
• A carpeted exhibit hall.

This will be a tabletop exhibit (i.e., no pipe and drape).  Exhibitors should plan to bring their own signage; please inform the AJS if you will require an easel. 

Additional Additional Equipment/Internet Access: Electrical outlets, internet access, and telephone access can be arranged, for an additional fee, through the Hyatt Regency Century Plaza.  Information regarding these services will be available this summer.  Please contact the AJS office in the meanwhile if you have any questions.

How to Reserve Exhibit Space
Complete the Advertiser and Exhibitor Reservation Form and submit along with full payment by *August 12, 2009*.  Exhibit table location will be determined by the order in which complete reservations, including payment, are received.  Before submitting an exhibits registration form, all new exhibitors are required to send information to the AJS (ajs@ajs.cjh.org) about their company/organization and the material they plan to exhibit.

Prices
The rental fee for each 6’ x 30” table and two chairs is $430.00.  The exhibit fee includes one gratis conference attendance registration (this allows access to conference sessions).  Exhibitors may rent any number of tables.  Discounts are available to exhibitors who rent more than two tables (50% discount off the third table rental).  Only companies/organizations exhibiting individually are eligible for this promotion. Discounts are also available to exhibitors who take out full-page advertisements in the Conference Program Book.  For details, see section III, "Advertising in the Conference Program Book."  Please also see "Shipping" below for information on shipping material to the hotel.

Reduced Fee for Additional Exhibitor Conference Registration     
The AJS extends a reduced fee of $50.00 per additional exhibitor (above the one gratis registration) who wishes to attend conference sessions, to a maximum of three exhibitors.  Please register additional exhibitors for conference session attendance in the “Other” space in the exhibitor registration form.

Shipping
Book exhibit material storage and set-up will be handled by the Hyatt Regency Century Plaza.  This should result in lower overall costs for the exhibitor.  The Hyatt charges $5.00/box (each way, receiving in and shipment out) and $150.00/palate (each way, receiving in and shipment out).   The hotel must receive the Hotel Drayage Form by December 7, 2009; the hotel cannot accept materials earlier than December 11, 2009.  Materials should be shipped to the Hyatt Regency Century Plaza and labeled as follows:

Association for Jewish Studies Annual Conference
            Guests Name & Company Name/ Arrival date
            c/o Kim Aragon
            Hyatt Regency Century Plaza
            2025 Avenue of the Stars
            Los Angeles, CA  90067

The exhibitor must make arrangements with the Century Plaza’s package room to have its materials brought to the Exhibit Hall on Saturday, December 19 or Sunday morning, December 20. Further details and contact information for the package room will be provided in the fall.
 
Exhibitor Accommodations    
The AJS is pleased to announce that the Hyatt Regency Century Plaza, located at 2025 Avenue of the Stars, Los Angeles, CA, 90067, has extended the AJS conference the following exceptional package:

• an extraordinary rate of $119.00 per room, single and double occupancy, not including taxes, with a limited number of rooms for students at $109.00.
• a 50% discount off the fourth night of accommodations
• a 15% discount off all hotel food outlets (excluding alcohol)
• a 15% discount off spa services at the Equinox Spa, located on the hotel property
• a special $10 day passes to the Equinox Gym, located on the hotel property
• guestroom internet service for $4.99/day

These rates are guaranteed through November 16, 2009.  See the AJS Travel Blog for up-to-date information about reduced airfares to Los Angeles and other travel tips.  Reservations can be made by calling the Hyatt reservations line (1-800-233-1234) or through the Hyatt reservations website.  Please ask for the Association for Jewish Studies rate.

IV. Tote Bag Sponsorship and Inserts

Conference Tote Bag Sponsorship     
Imprint your company’s, organization’s, or institution’s name on the official AJS 41st Annual Conference Tote Bag, to be distributed to every attendee.  AJS members use these bags during and after the conference, ensuring high visibility for sponsors long after the annual meeting. The tote bag sponsorship fee is $200.00.            

Conference Tote Bag Advertising Inserts        
Put an announcement about your company’s new publication, your organization’s new program, or your exhibit booth’s special offerings in the official AJS 41st Annual Conference Tote Bag.   This is an ideal way to directly market to students, scholars, and teachers of Jewish studies. The production of inserts is the advertiser’s responsibility. Inserts must be shipped to the conference hotel, and received no later than Thursday, December 17.  Further details will be provided in the fall. Contents of inserts are subject to approval by the Association for Jewish Studies.  The tote bag insert fee is $400; additional fees may apply if shipping more than five boxes of material.

V. Other Sponsorship Opportunities

The AJS conference offers several sponsorship opportunities, such as coffee breaks, receptions, and internet cafes, to promote your company or organization to AJS members. Please contact the AJS office at 917.606.8249 or ajs@ajs.cjh.org to discuss sponsorship options and pricing.

VI. Deadlines

Advertisement reservations, copy, and payment due
* August 12, 2009*

Exhibit space reservations and payment due                                           
* August 12, 2009*

Tote Bag Sponsorship and insert reservation and payment due                 
* August 12, 2009*

VII. Reservation Form

Click here for the reservation form.

VIII. Pricing Summary and Payment           

Advertising (same rates as 2008!)

Exhibiting (same rates as 2008!)

Tote bags

Full payment by check or credit card is required with reservation.  Credit card payments can be made online through the AJS’s secure server by clicking here (please include AJS invoice number with payment).  Checks should be mailed to the AJS office at:  Association for Jewish Studies, 15 W. 16th Street, New York, NY 10011. 

VIII. 2008 Exhibitors and Advertisers

Click here for list of 2008 conference exhibitors.
Click here for list of 2008 conference advertisers.
Click here for PDF of 2008 Program Book.

IX. Contact Us

Please feel free to contact the Association for Jewish Studies office at 917.606.8249 or ajs@ajs.cjh.org with any questions regarding advertising or exhibiting.