ISA 2021 Terms and Conditions to Exhibit, Advertise and Sponsor

The global pandemic has changed many things about our personal and professional lives. At ISA, we have been working diligently since the cancellation of #ISA2020 in Honolulu to understand how these changes impact what we do professionally and in service to our members. ISA Headquarters’ staff have been researching the feasibility of a wide array of options for #ISA2021, ranging from an in-person to hybrid to an entirely virtual event.

While we all hoped to be able to meet in person, the health and safety of the ISA community is our top priority. We have determined that the ISA 2021 Convention will move to an entirely virtual platform. Given the ambiguity of global vaccination distribution, on-going travel restrictions, budget cuts and the potential on-site spacing constraints for in-person events, we saw little room for a different choice.

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Terms

By participating in ISA's exhibiting, sponsoring and advertising services, you are agreeing to having read and understood these terms and conditions. You also agree that you are able to represent your company or organization in agreeing to these terms.

Convention Terms and Conditions

Below are the terms and conditions for the International Studies Association (hereafter shown as “ISA”) Annual Convention. The Annual Convention will be held April 7th-10th, 2021 at the Rio All-Suites Hotel & Casino (hereafter shown as “Venue”) in Las Vegas, Nevada (hereafter shown as “Host City”).

Displays and Advertising Materials

Per Fire Marshall Regulations, all booth displays, including tables, chairs, and signage, must remain within the dimensions of the booth(s) and in a way that does not interfere with other Exhibitor displays. Distributing advertising materials outside of the Exhibitor’s rented space is not permitted. Aisles must not be obstructed at any time.

ISA reserves the right to restrict any activity which might be considered undesirable or does not conform to the Terms and Conditions.

Convention Photo Release Agreement

Photographs and videos are taken at ISA conferences by ISA's officers, staff, members, registrants, contractors, and affiliates for use by ISA and/or its affiliates. Your image and likeness (including your picture – photographic, digital and electronic forms) and videos containing you (including sound and image) may be used for marketing, publicity, promotions, member services, and training activities for ISA. By registering for this meeting, you agree to allow ISA and/or its affiliates to use the photographs/videos captured at public or official activities, as well as public events or locations, including but not limited to: events, panels, presentations, meetings, exhibits, lobbies, hallways, bars and restaurants—which may include you—in all media formats worldwide.

Canvassing

Advertising materials of any kind, including signage, from organizations other than those contracted with ISA for exhibition are strictly prohibited.

Payment Terms

All payments must be received in full within 30 days from the date of invoice but no later than December 1, 2020. Payments not received in full may result in forfeiture of any partial payment made and of booth and/or advertisement space. Payment for any Exhibitor applications received after December 1, 2020 will be due upon receipt of the invoice.

Checks should be made payable to the International Studies Association and must reference the assigned ISA invoice number in order to ensure that the payment is properly credited. Exhibition and advertising space are not confirmed until full payment is received.

Oral Modification Clause

Exhibitor and Advertiser Applications and Contracts may not be orally modified by any member of ISA or its agents. All contract modifications and exemptions must be in writing and authorized by the appropriate ISA representative.

Amendment to Contract Regulations

Any and all points not covered specifically are subject to the decision of ISA. ISA may, in its sole discretion, make reasonable changes, amendments, or additions to Terms and Conditions. Any such changes shall be binding on the Exhibitor equally with the other regulations contained herein.

Exhibiting at the Annual Convention

Eligibility to Exhibit

All display materials and their contents must be consistent with teaching and research in the international studies discipline, and the professional development of scholars, professionals, educators, and students in the field of international relations. The reassignment, sublet, or sharing of booth space is prohibited without written consent from ISA.

ISA reserves the right to refuse any application for exhibition or advertisement space, as well as curtail or cancel any exhibit or advertisement that, at the discretion of ISA, is inconsistent with the teaching, research, professional goals of the discipline and association, or that are in violation of ISA rules and regulations. This policy also applies to displays, product sales, giveaways (including novelties and souvenirs) and the behavior of Exhibitors or their employees. Politically or ideologically partisan exhibits are subject to the approval of ISA.

Assignment of Space

ISA reserves the right to offer preferred booth placement to Exhibitors based on sponsor commitments and participation history. The remaining booth locations are assigned in the order that registrations are confirmed.  Registrations and booth assignments are not confirmed until payment is received.  All payments must be received by December 1, 2020.

Booth Package

The following is included in your booth rental fee

  • One (1) 8’x10’ booth with an 8’ high background drape and 3’ high side drapes
  • One (1) 6' skirted table and one wastebasket
  • One (1) 7”x 44” organization identification sign
  • Two (2) plastic side chairs.
  • Two (2) complimentary Exhibitor registrations.
  • One (1) complimentary full Convention registration
  • Organization listing in the Annual Convention Program.
  • 10% discount on ISA2021 advertising
  • Security service during official exhibit hall hours.

Furnishings/Electrical

The included 6’ skirted table can be upgraded to an 8’ table at no additional charge. The two plastic side chairs can be replaced with stools at 50% of the regular Exhibitor cost.

Additional furniture and electricity are not provided. Information regarding the purchase of additional furnishings and electric will be available in the Exhibitor Kit which will be sent by December 14, 2020.

Decorating Contractor

Global Experience Specialists (GES) is the exclusive official decorating company for this year’s Annual Convention and will manage decorating and freight handling. The GES Exhibitor Manual will be available by December 15, 2020. Exhibitors must contract with and pay GES directly for decorating company services.

Install and Tear Down

  • Tuesday, April 6 from 1:00pm to 6:00pm (Exhibitor Install)
  • Wednesday, April 7 from 9:00am to 12:00pm (Exhibitor Install)
  • Saturday, April 8 from 12:00pm – 3:00pm (Exhibitor Tear Down)

Persons under the age of 18 are prohibited from entering the Exhibit Hall during install and tear down.

Show Hours

  • Wednesday, April 7 from 1:00pm to 6:00pm
  • Thursday, April 8 from 9:00am to 6:00pm
  • Friday, April 9 from 9:00am to 6:00pm
  • Saturday, April 10 from 9:00am to 12:00pm

Early Departure

In order to minimize disturbances and hazards from early departures, Exhibitors are required to staff contracted space during all hours that the hall is open. Failure to do so may result in deferred booth assignments for future conventions.

Booth Equipment and Construction

Nails, screws, and other items that can cause permanent damage to hotel property are prohibited. Booth displays and equipment must be self-supporting and positioned to not obstruct visibility of surrounding displays.

Exhibitor Booth Personnel

Exhibitor booth personnel must comply with all rules and regulations of the Venue hotel, GES, and ISA as it relates to the event, including behavior, entry, shipping, security and equipment.

Exhibition booths must be staffed during all ISA Convention show hours. Exhibitor badges must be worn at all times for admission to the Exhibition Hall. Exhibit Booth Badges may be picked up at the Exhibitor Registration desk during published registration hours.

The fee for each 8’ x 10’ booth space includes two (2) complimentary Exhibitor registrations and one (1) complimentary full convention registration. Organizations may purchase additional Exhibitor registrations if needed. The cost for each additional Exhibitor registration is $175.00 (USD).

A list of booth personnel must be provided to ISA on or before January 31, 2021. Personnel names can be emailed to partnerships@isanet.org.

Please note: If an Exhibitor booth personnel is also a paper presenter; they must obtain a full convention registration. The (1) complimentary full convention registration can be used, however any additional full convention registrations must be purchased at the published convention registration rate.

Security

ISA is not responsible for any loss or theft of Exhibitor materials. Please do not store valuable items in the exhibit hall. ISA will provide security during Exhibitor install, tear down and during the hours when the exhibit hall is closed. ISA will provide badge checkers during show hours. ISA is not liable for harm or damage to Exhibitor property, employees or agents due to theft, fire, accident, or other causes.

Cancellations

Exhibit cancellations must be received by ISA in writing. Cancellation notifications received by December 1, 2020 will receive a refund of 50% of the total booth costs. Exhibit booth fees are forfeited for any cancellation notices received after December 1, 2020.

Fire Code and Safety Regulations

Exhibitors must comply with all fire, health, and safety regulations at the Venue. Flame-proof booth decorations are required. Excess exhibition materials must be properly stored with GES and shall not be placed under booth tables, in aisles, or behind drapery. The Exhibitor will be responsible for all fines associated with noncompliance with fire codes enforced by the host City.

Termination of Meeting and Exhibit

In the event that the Convention location is deemed unsuitable for occupancy, or should the Convention and Exhibition be interfered with due to strike, picketing, boycott, embargo, injunction, war, riot, pandemic or other communicable disease, emergency declared by a government agency, or any other act beyond the control of ISA, the Application and Contract may be terminated. ISA will not incur any liability for damages sustained by the Exhibitor as a result of such termination. In the event of such termination, the Exhibitor expressly waives such liability and releases ISA of and from all claims for damages and agrees that ISA shall have no obligations except to refund to the Exhibitors a prorated share of the aggregate amount received by ISA (as rental for exhibit space for said Exhibit), after deducting all costs and expenses incurred by ISA in conjunction with such Exhibit, including a reasonable reserve for claims.

Responsibility Clause

Exhibitor assumes responsibility and agrees to indemnify and defend ISA and the Venue and their respective employees and agents against any claims or expenses arising out of the use of the exhibition premises.

The Exhibitor understands that neither ISA nor the Venue maintains insurance covering the Exhibitor’s property and it is the sole responsibility of the Exhibitor to obtain such insurance.

Indemnification and Waiver

The Exhibitor assumes the entire responsibility and agrees to indemnify and defend the International Studies Association, the Venue, and their respective employees and agents against any claims or expenses for loss, injury or damage arising out of the use of the exhibition premises. The Exhibitor understands that neither the International Studies Association nor the Venue maintain insurance covering the Exhibitor’s property and it is the sole responsibility of the Exhibitor to obtain such insurance. If ISA shall be held liable for any event which might result from a particular Exhibitor’s action or failure to act, such Exhibitor shall reimburse and hold harmless ISA against any liability resulting there from. ISA will provide security services during the official hours of installation, dismantle and exhibition. Furnishing such service is not to be interpreted by Exhibitors as guaranteeing them against loss or theft of any kind.

Advertising in the Printed Program

The deadline for printed advertisements in our Annual Convention Program is December 1, 2020. Print ads must be received in the following format:

  • Full Page 7.5 x 10 inches (half page vertical 3.5 x 10 or horizontal 7.5 x 4.75)
  • PDF ONLY - Set as X1A (press quality if not available)
  • Electronic Media (TRUE black and white only)
  • No bleed
  • High resolution, 300 dpi or higher preferred

Advertisers are subject to the payment terms posted on ISA’s website. In order to be included in printed materials, payments for advertising must be received no later than December 1, 2020.

A cancellation fee of 25% will be assessed for cancellations of reserved advertising space received by December 1, 2020. After December 1, 2020, advertisement fees are non-refundable.

Sponsorship at the Annual Convention

A full list of sponsor benefits can be found on ISA’s website. All sponsors will receive recognition in the Annual Printed Program. Any Sponsor benefits apply only to sponsors that commit before December 1, 2020. Sponsors are subject to the payment terms posted on ISA’s website. In order to receive recognition in printed materials, payments for sponsorship must be received no later than December 1, 2020.

Receptions & Meeting Room Space at the Annual Convention

All requests for Exhibitor/Affiliate sponsored functions, both public and private, must be arranged through the ISA Convention Planning Team, events@isanet.org

Exhibitor/Affiliate sponsored functions requiring space controlled by the Association according to its contract with the venue will be placed at the sole discretion of the ISA Convention Planning Team. ISA official program functions have priority over functions sponsored by other groups, including Exhibitors. Schedule changes and room reassignments are at the sole discretion of ISA, though every effort will be made to limit changes to within 2 months of the function.

Venue personnel are not authorized to assign function space (meeting or reception) during the ISA Convention. ISA will assist with catering suggestions, place food and beverage orders, and follow-up to make sure everything arrives as planned. ISA will coordinate direct billing arrangements between the Exhibitor/Affiliate and the venue.

Questions?

If you have any questions on these terms and conditions, or need some any other assistance, please feel free to contact our Exhibits and Sponsorship Manager, Tara Guilleaume, who can help with anything you need.

Contact Tara

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