AHEAD & pepnet2: 2016 Conference: Exhibit Hall, Marketing, & Sponsorship Information

AHEAD & pepnet2 2016 Conference Logo

Welcome to AHEAD & pepnet2 2016

Dear Colleague,

The Board of Directors and the 2016 Conference Planning Committee are excited to offer you an outstanding opportunity to reach AHEAD and pepnet 2 members through our Annual Conference, July 11 - 16, 2016 in Indianapolis, IN. This packet outlines marketing opportunities available to your organization in conjunction with the 2016 Conference.

All of the opportunities outlined in this packet are designed to reduce your costs while maximizing your outreach. AHEAD often negotiates customized sponsorship packages with organizations to fully meet their needs. Please let me know if I can do anything to further meet your expectations for this conference.

The AHEAD 2015 Conference attracted over 1200 attendees from across North America, and ten other countries. Our Annual Conference continues to grow every year, and I feel confident that you’ll find the 2016 Conference a great place to meet and introduce your organization to a vibrant group of disability professionals in higher education.

I hope you will join us in Indianapolis for another outstanding Annual Conference. Should you have any questions regarding marketing opportunities with AHEAD, please contact me directly at 704-947-7779 or jane@ahead.org.

Can’t wait for you to join us this year!


Jane Ayres Johnston
Member Services Coordinator

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Exhibitor Information

Exhibit Hall Schedule of Events

The 2016 Exhibit Hall will be located in Griffin Hall in the JW Marriott. In addition to the schedule below, exhibitors are welcome and encouraged to stay for, and participate in, the entirety of the 2016 Conference that will begin with Preconference Institutes on Monday, July 11 (additional registration required) and end on Saturday, July 16.

Wednesday July 13, 2016  
6:00 am - Noon Decorator Move In
Noon - 4:00 pm Exhibitor Registration and Move In
5:15 pm - 7:15 pm Exhibit Hall Grand Opening and President’s Reception
Thursday July 14, 2016  
9:00 am - 4:00 pm Exhibit Hall Open (Activities in the Exhibit Hall include: Poster Sessions, Breakfast, Grab-and-Go Lunch, and Refreshments)
Friday July 15, 2016  
9:30 - 10:30 am Exhibit Hall Poster Sessions and Breakfast
10:30 - Noon Exhibitor Breakdown
Noon - 2:00 pm Optional Exhibitor Attendance at AHEADs Banquet (by invitation)
2:00 pm - 5:00 pm Decorator Move Out

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Hotel Information

For rates, please visit individual hotel links on www.ahead.orgMarch 14, 2016

JW Marriott Indianapolis
10 S. West St.
Indianapolis, IN 46204

Exhibit Hall Map

The Exhibit Hall is carpeted, but exhibitors can order specific colors if desired. While every effort has been made to ensure this drawing is accurate; this floorplan representation is subject to alteration and the Indianapolis Fire Marshall approval and should be referred to for general illustrative purposes only.

Download Exhibit Hall Map
Exhibitor Application and Contract

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2016 Conference Sponsorship Details

Headline your company by becoming a sponsor at the AHEAD & pepnet2 Conference, and get exclusive access to attendees. Act now to get the sponsorship level best suited for your organization, and use this unique opportunity to reach over 1100 - 1200 new customers. If you have another sponsorship idea, contact Jane Johnston, Member Services Coordinator at 704-947-7779 or jane@ahead.org. Most sponsorships include (a) booth space and preferred location in exhibit hall, (b) advertising space in conference program book, and (c) literature distribution in attendees' registration materials. All sponsorships include printed sponsor logo on all signs, literature, materials, and ads related to the applicable event, and participation in the Virtual Exhibit Hall.

Overall Conference - $10,000 (up to three available) or $25,000 for exclusive sponsorship

  • Two booths
  • Full Page Ad
  • Up to three pamphlets/brochures for packet inclusion
  • Pre- and post-conference mailing list databases of members and attendees
  • Partner Membership in AHEAD for 2016
  • Up to four complimentary conference registrations
  • Virtual Exhibit Hall

Lunch Banquet - $7,500 (up to two available) or $12,500 for exclusive sponsorship

  • Two booths
  • Full Page Ad
  • Up to two pamphlets/brochures for packet inclusion
  • Pre- and post-conference mailing list databases of members and attendees
  • Two complimentary conference registrations
  • Virtual Exhibit Hall

President's Reception - $6,000 (up to two available) or $10,000 for exclusive sponsorship

  • One booth
  • Full page ad
  • One pamphlet/brochure for packet inclusion
  • Pre- and post-conference mailing list databases of members and attendees
  • Virtual Exhibit Hall

Breakfast Events - $5,000 (up to three available)

  • One booth
  • ½ Page Ad
  • One Pamphlet/brochure for packet inclusion
  • Virtual Exhibit Hall

Coffee Breaks - $2,000 (up to ten available) or $3,500 for exclusive sponsorship

  • One booth
  • ½ Page Ad
  • One pamphlet/brochure for packet inclusion
  • Virtual Exhibit Hall

Lanyard Sponsor - $2,000

  • One booth
  • One pamphlet/brochure for packet inclusion
  • Virtual Exhibit Hall

Sponsorship Application

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Advertising Information

Advertise in the On-site AHEAD Conference Program

The Conference Program contains all of the information pertaining to sessions, presenters, and activities. All conference attendees, speakers, and primary exhibitor representatives receive a copy at registration. An invaluable tool, the Conference Program is referred to many times during and after the event.

Format for Conference Program: 8” x 10 ¾” black and white, off-set press.
Art must be in PDF or JPEG format at 300 dpi resolution or higher.
Half and Quarter Page ads must be horizontal.

Advertising Specifications

Full Page $750 7” x 9 ¾
Half Page $450 7” x 4 ¾
Quarter Page $250 3 ½ “ x 4 ½

Deadline for submitting an advertising order is May 29, 2016.
Artwork for advertising must be submitted by June 12, 2016.

Advance and Follow-up Marketing: Keys to Success

Exhibitors and advertisers may purchase an AHEAD member mailing list at a significantly reduced price of $350 (a $600 value). This benefit is your ticket to successful pre-show marketing, and will be sent to you in early May 2016. Partner members receive a complimentary mailing list once AHEAD has processed your membership application.

All exhibitors and advertisers are also entitled to order a conference attendee mailing list for a cost of $200, which will be delivered in August 2016. Both lists may be purchased for a reduced cost of $400.

Program Advertising and Marketing Application

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Literature Distribution Information

You can have your literature prepackaged with every conference attendee’s registration materials. This is an effective and inexpensive way to capture the attention of over 1300 AHEAD & pepnet2 Conference attendees, prompting them to seek out your booth in the exhibit hall. Placing your literature in the registration packet is also a great option for those of you who are unable to attend the conference.

Distribution Costs

One brochure/pamphlet $350 $280
Two brochures/pamphlets $450 $360
Three brochures/pamphlets $550 $440
Additional per piece over three $100 $100

Your company is responsible for providing the brochures/pamphlets.Please plan to provide at least 1300 copies.

Literature Distribution Application

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