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I look forward to welcoming you to the ARLIS/NA conference being held in New York City in April 2004.  ARLIS/NA last met in New York City in 1990.  Much has happened in our profession in the intervening 14 years but what has not changed is the importance of the exhibitors to the vitality and character of our annual conference.

We anticipate that New York City will attract the largest and most concentrated gathering ever of North American art librarians and visual resource curators as well as a sizable representation of colleagues from abroad.  The Exhibit Hall, in the Grand Ballroom of the recently renovated Roosevelt Hotel in midtown Manhattan , will offer an invaluable opportunity for you to meet and talk with these decision-makers. The Ballroom is on the same level as the registration and hospitality desks. The conference planners have reserved four blocks of time when program sessions do not conflict with the Exhibits. An opening reception will be held on Saturday April 17 from noon-1:30 p.m. and on subsequent days three coffee breaks are scheduled in the Exhibit Hall  with no other activities scheduled against them.

I hope you will join us in New York City next April and take advantage of this opportunity.  The goods and services you provide are integral to our profession and ARLIS/NA is committed to providing you with the best possible environment in which to showcase them.

If you have questions or concerns about the Exhibits please contact Susan Rawlyk or me.   We are eager to welcome you to New York City and to ARLIS/NA's 32nd annual conference.

Janis Ekdahl (jekdahl@nyc.rr.com), Exhibits Coordinator

Exhibitor Registration Forms

Exhibit Specifications
The Exhibit Hall will open for installation at 7 a.m. on Saturday, April 17.  The Hall will open to conference attendees at noon and close at 5pm . On Sunday April 18 the Exhibit Hall will be open from 9:00 a.m. to 5:00 p.m. and on Monday, April 19 from 9:00 a.m.-12:30 p.m. Exhibit breakdown will occur from 12:30 p.m. until 5:00 p.m.   There are two options for exhibit space: tabletop and display booth exhibits.

The per table cost for a tabletop exhibit is $700 for ARLIS/NA members and $850 for non-members.  The tabletop display includes a 3’ by 6’ draped table, two chairs and a wastebasket.  The fee also includes two conference registrations, a company identification sign, a listing in the exhibitor directory in the final conference program, access to a central posting boards to advertise special products or service demonstrations, and 24-hour security from installation through the exhibit break down.

The cost for a display booth exhibit is $850 for ARLIS/NA members and $1,000 for non-members.  This includes space to accommodate up to an 8’(w) by 10’(h) by 2’(d) display booth or backdrop, and a 3’ by 6’ table, two chairs, and a wastebasket.  You will also receive two conference registrations, a company identification sign, a listing in the exhibitor directory in the final conference program, access to a central posting boards to advertise special products or service demonstrations, and 24-hour security from installation through the exhibit break down.

Please note, there will be an additional fee of $125 for each company representative over and above the two registrations that are included in the exhibitor space rental fee.

Exhibitors who wish to participate in ticketed events, workshops, or special tours must register in advance and pay any related fees for these events.  A registration form for these events is enclosed and should be completed by all company representatives.

Electrical Outlet and Telephone Line Requirements
Electrical outlets and telephone or data lines may be requested from the Roosevelt Hotel.  Appropriate forms will be included in the Exhibitors’ Service Kit, which will be mailed with your space confirmation letter.  It is the vendor’s responsibility to make these arrangements directly with the conference hotel.  Vendors must provide their own electrical and computer equipment, including hook-up cables and modems.  Equipment may be rented through the hotel A/V company.  Appropriate forms will also be included in the Exhibitors’ Service Kit.  This equipment will not be available through ARLIS/NA.

Security
Security will be provided on a 24-hour basis beginning with installation at 7:00 a.m. on Saturday, April 17   and will continue through the close of the Exhibits and exhibit breakdown at 5:00 p.m. on Monday, April 19.

Application Deadline
Applications are considered on a first come, first served basis. Space is extremely limited. It is highly recommended that requests be submitted prior to January 1, 2004 .  Reservations must be received prior to February 15, 2004 in order to be included in the final conference program.

Confirmation & Shipping Information
An Exhibitor’s  Service Kit will be forwarded to exhibitors once space has been allocated and payment has been received. Included within this Kit will be details on shipping, literature with rates for all labor, hotel services, electrical connections, and miscellaneous information on audio-visual specifications and rentals.   Questions regarding your confirmation or space allocation should be directed to Susan Rawlyk, or tel: 403-288-9394.
If you have not received your confirmation before March 1, 2004 , please contact Susan.

Cancellation Policy
No refunds for cancellation will be given after February 15, 2004 .  Only written requests for cancellation will be considered prior to this date.

Installation and Removal of Exhibits

Questions or comments regarding exhibits should be directed to:
ARLIS/NA Conference
c/o Susan Rawlyk
52 Silverbrook Drive
Calgary , Alberta T3B 3H3
CANADA
T: 403-288-9394 / F: 403-288-8382
E: Susan Rawlyk (srawlyk@shaw.ca)  

Janis Ekdahl, Exhibits Coordinator
T: 212-799-8053
E: Janis Ekdahl (jekdahl@nyc.rr.com)

Sponsorship Information
For any event you sponsor, your company’s name and logo will be prominently displayed to ensure a lasting impression on event attendees.

Official Sponsors Will Receive:

• Listing on the conference website with a hot link to your company’s website
• Listing in Conference Program
• Signage at sponsored event
• Sponsor designation on name badge
• Special recognition at annual membership meeting
• Inclusion on Honor Roll to be displayed throughout the Conference
• Follow-up Mention in the ARLIS/NA newsletter, Update

General Conference
Your undesignated gift of up to $500 will help defray general conference costs and encourage attendance.  Your generosity will be acknowledged prominently in the conference program and on the conference website.  

Exhibits Opening Reception
A high profile, festive event guaranteed to have a large turnout, the Exhibits Opening reception is a premium destination for all conference participants and a great showcase for a sponsoring exhibitor.  Sponsor the reception for $5,000 and you will have the opportunity to make opening remarks or highlight a new product or service. You will also receive prominent signage and announcements of your patronage.

Exhibit Hall Coffee & Tea Breaks
Coffee service will be offered in the Exhibit Hall as scheduled breaks between conference sessions, and your name and logo will be prominently displayed during the break you sponsor. A $1,000 donation (per break) will give you yet another opportunity to commune with attendees.  

Convocation & Reception
This centerpiece conference event guarantees a large audience.  This year’s convocation will be held in the Teatro Heckscher in El Museo del Barrio. The reception at El Museo del Barrio will feature Latin rhythms, food and drinks and no doubt dancing! A special exhibition will present outstanding works from the Museum of Modern Art ’s core collection of Modernists works by Latin American artists. On permanent view will be Taino: Ancient Voyagers of the Caribbean dedicated to the important culture that flourished from 1200-1500 AD, on several Caribbean islands.  Three co-sponsorships of $10,000 each will ensure high exposure to nearly all conference attendees. 

Conference Sessions & Workshops
Individual conference sessions and workshops are available for sponsorship at a level of $500. Sponsors are indicated in the program and are thanked at the beginning of the session or workshop.  For a comprehensive listing, please consult the conference website (www.arlisna.org/nyc04/index.htm).

Tours
You may also sponsor one of our many popular tours, for a donation of $750 Tour sponsors are indicated in the program and are thanked at the beginning of the tour.  For a comprehensive listing, please consult the conference website (www.arlisna.org/nyc04/index.htm).

For additional sponsorship information contact:

Advertising Information
Program Advertising Insertion Order

Full and Half-page advertisements will be accepted for the 2004 Conference Program Book. Ads will be seen by each of the expected 600 conference registrants. Insertion orders and advertising materials must be received no later than January 15, 2004 .

*Maximum printed area of ad not including bleed. Full bleed is available for all ads.
ARLIS/NA Business affiliates receive the member price.  Prices in U.S. dollars.

Submission Guidelines for Electronic Advertisements

Layout Applications:
1. Quark Xpress 4.1 or lower (with support files.Macintosh fonts only)
2. InDesign 1.0 (not preferred. With support files.Macintosh fonts only)
3. PageMaker 6.5 or lower (not preferred.With support files. Macintosh fonts only)
4. Microsoft Word (text ads only)

Graphics Applications:
1. Adobe Illustrator 10 or lower
2. Adobe Photoshop 7 or lower
3. Corel Draw (not preferred)

File Types and Save Options:
TIFF (.tif )or JPEG (.jpg)
Size:100%
Resolution:300 dpi (med.–low compression setting)
Leave sufficient bleeds with crop marks/registration

EPS (.eps)(Adobe Illustrator files: save to version 6.0)
Embed all images @100%, 300 dpi
Outline all fonts
Leave sufficient bleeds with crop marks/registration

PDF (.pdf)
Print resolution images with no less that med.–high quality compression
Outline all fonts
Leave sufficient bleeds with crop marks/registration

Logos:
Please send all logo files in the following formats:
EPS files:Fonts should be outlined or supplied (Macintosh fonts only)
TIF files:Image must be 300 dpi and at least 3 inches wide

Please do not send these file types as they will not print properly:
GIF files:these files are for web page use only.
JPEG files:if taken off the web, jpegs are also not suitable for print.
BMP files:these are low quality files.

Additional charges may be incurred if supplied files do not conform to these specifications!   Payment and copy/artwork must accompany insertion order. Make checks payable to ARLIS/NA and send with order form to:

ARLIS/NA Conference
c/o Susan Rawlyk
52 Silverbrook Dr.NW
Calgary , Alberta T3B 3H3
CANADA

Ads can be shipped via mail,e-mail or FTP to:
ion communications
301, 1000 –9th Avenue S.W.
Calgary , Alberta T2P 2Y6
Canada
P: 403-205-6605
F: 403-201-3701
E: michael@ion3.com  

Exhibitor Registration Forms