Sponsor, Advertiser & Exhibitor Opportunities

This is your opportunity to connect with influential geography professionals from academia, government, and the private sector, who use and purchase the products and services you sell. Promote your brand and increase your visibility during the meeting.

AAG recognizes multiple levels of support; all meeting advertising, sponsorships, receptions, and exhibit booths are sold individually but may be combined to achieve the listed supporter levels.

Platinum Supporter

Equal to or Greater than $15,000

• Six (6) full-conference registrations
• Platinum sponsor floor sticker in front of exhibit booth
• Logo on AAG 2024 website, social media and in Geograms
• Logo on onsite sponsor signage and entrance unit

Gold Supporter

Equal to or Greater than $10,000

• Four (4) full-conference registrations
• Gold sponsor floor sticker in front of exhibit booth
• Logo on AAG 2024 website, social media and in Geograms
• Logo on onsite sponsor signage and entrance unit

Silver Supporter

Equal to or Greater than $7,500

• Two (2) full-conference registrations
• Silver sponsor floor sticker in front of exhibit booth
• Logo on AAG 2024 website, social media and in Geograms
• Logo on onsite sponsor signage and entrance unit

Bronze Supporter

Equal to or Greater than $5,000

• One (1) full-conference registration

Sponsored Educational Content

Roundtable Luncheon (60 minutes)

$2,500 EACH / 4 Available

The Roundtable Luncheon offers attendees the perfect opportunity to learn in an interactive, networking-style environment. The luncheon is set with banquet round tables with 1 topic per table of 10 attendees. AAG and the sponsor will choose the topics for each table. The topics will be displayed on table stanchions so attendees can easily see their options and choose accordingly. The sponsor can then provide a moderator for each table, should they desire. Attendees can eat lunch while they share knowledge on an industry hot topic face to face. Attendance limited to 60 people. Sponsor is responsible for ordering and purchasing lunch for the session.

The sponsor can choose ONE of the following:

1. Have attendees stay at their table for 60 minutes to discuss 1 topic in-depth.
2. Have attendees switch tables at the 30-minute mark. Attendees can discuss 2 different topics for 30 minutes each.

Benefits include:

• Logo on conference website and mobile app
• One (1) 22” x 28” sign outside the session room
• Brief Introduction of your company to all attendees
• Table tent sign with your company logo on all tables
• Choice of discussion topics
• Choice to add moderators to each table

Sponsored Session or Workshop

$2,000 each / 10 available

By hosting your own 80-minute session, 60 minutes of content, plus 20 minutes of Q&A, you can reach attendees in an educational manner. As a session sponsor, you agree to provide the title, description, and presenter(s), and you can choose the date and time for the session.

Benefits include:

• Logo on conference website and mobile app
• One conference registration
• Assigned session room with standard AV (projector, screen, microphone) in the room (must bring laptop)
• Session listing with speakers listed on website and app 
• One (1) 22” x 28” sign outside the session room

“TED” Style Talk

$500 each / 4 available

Present a unique and refreshing educational session at the Annual Conference by hosting your own 10-minute TED-style talk. Four (4) TED-style talks will be scheduled during one (1) exclusive session at the conference. Attendees can enjoy a quick and fascinating educational session in this popular format.

Benefits include:

• Logo on conference website and mobile app
• One (1) 22” x 28” sign outside the session room
• Assigned session room with standard AV (projector, screen, microphone) in the room (must bring laptop)
• Session listing with speakers listed on website and app

Annual Meeting Events

Poster Session and Virtual Gallery

$10,000 Exclusive

One of the most popular events of the meeting. We will have a combination of physical posters and e-posters that will be available for viewing on the conference website and digital devices. Your company name will be branded in BOTH areas for the greatest visibility.

Benefits include:

• Logo on conference website and mobile app
• One (1) 22” x 28” sign at Poster Session
• Your logo displayed on the e-poster landing page
• Event listed on website and app 

Awards Celebration

$40,000 Exclusive or $10,000 as an event sponsor (4 available)

This celebration will bring together all AAG and specialty and affinity group awardees and will be open to all meeting attendees. You will have the opportunity to be front and center with geographers who have made significant, ground-breaking contributions to the discipline and have been recognized for excellence by their peers.

Benefits include:

• Logo on conference website and mobile app
• One (1) 22” x 28” sign at Award Celebration
• Opportunity to congratulate AAG’s award winners
• Event listed on website and app

Welcome Reception

$5,000 Each / 2 available

Be the exclusive sponsor of the Welcome Reception that will draw hundreds of attendees. Be front and center as attendees’ network and enjoy a beverage and light snack. Your company is sure to be remembered long after the party is over.

Benefits include:

• Logo on conference website and mobile app
• One (1) 22” x 28” sign at Reception
• Cocktail napkins with company logo
• Push notification reminding attendees to attend the Welcome Reception
• Opportunity to welcome attendees
• Event listed on website and app 

Welcome Breakfast

$4,000 Each / 2 available

Rise and shine for this welcome breakfast sponsorship. Support attendees with the most important meal of the day.

Benefits include:

• Logo on conference website and mobile app
• One (1) 22” x 28” sign at Breakfast
• Placement of promotional materials on the tables (must be approved by AAG)
• Push notification reminding attendees to attend the Welcome Breakfast
• Opportunity to welcome attendees
• Event listed on website and app

Career Center

$7,500 Exclusive

As the sponsor of the AAG Jobs & Careers Center, your company can interact with top geographers who are seeking a new job opportunity. It is a central hub for students and job seekers to learn from professional geographers, network, and develop strategies for finding employment in geography-related occupations. The Jobs & Careers Center also offers panel sessions and workshops on careers and professional development, career mentoring sessions, career and educational resources, a job bank, and much more.

Benefits include:

• Logo on conference website and mobile app
• One (1) 22” x 28” sign at career center
• Complimentary recruiter’s booth at the career center
• Host one (1) one-hour presentation at the career center
• Event listed on website and app 
• Two (2) push notifications about career center

Social Media Station

$5,000 Exclusive

Attendees will enjoy getting together with colleagues for selfies and creating fun posts on their social media platforms from the annual meeting. Your logo on the step and repeat background will be seen on every post!

Benefits include:

• Logo on conference website and mobile app
• One (1) 22” x 28” sign at Social Media Station
• Your logo on the step and repeat background, along with the AAG logo 

Morning and Afternoon Refreshment Breaks

$2,000 PER BREAK / HAWAII CONVENTION CENTER

$1,500 PER BREAK / HILTON

(MULTIPLE of each are AVAILABLE)

Taking a break is essential during any conference. As a Refreshment Break sponsor, you will help attendees recharge and be ready for their next learning experience.

Benefits include:

• Logo on conference website and mobile app
• One (1) 22” x 28” sign at Refreshment Break
• Your logo on refreshment station signage during the break time
• Push notification alert prior to the break
• Event listed on website and app 

World Geography Bowl

$5,000 Exclusive or $2,500 as event sponsor / 3 available

Gain prominent visibility with the next generation of geographers! Don’t miss this exciting annual quiz bowl tournament during the annual meeting, featuring teams of graduate and undergraduate geography students representing each of the AAG’s regional divisions.

Benefits include:

• Logo on conference website and mobile app
• One (1) 22” x 28” sign at World Geography Bowl
• On-stage opportunity to welcome and award students
• Event listed on website and app
• Push notification alert prior to the Bowl

Brand Awareness

Lanyards

$15,000 Exclusive

Place your logo on all lanyards given to attendees, exhibitors, and staff members. Mobilize your company’s logo throughout the annual meeting.

Benefits include:

• Logo on conference website and mobile app
• Name and Logo on lanyard, along with the AAG logo

Hotel Room Keys

$2,000 Exclusive, plus production fees

Put your company’s custom-branded graphic, along with the AAG logo, in the hand of every meeting attendee! The key cards will be given out at check-in and used to access hotel rooms throughout their stay, a wonderful ongoing reminder of your company and products. The sponsor is responsible for any additional hotel and production costs of the key cards.

Benefits include:

• Logo on conference website and mobile app

Conference Volunteer T-Shirt

$3,000 exclusive

Conference Volunteers (approx 300) will promote your company and show their AAG pride when they wear the official annual meeting volunteer T-shirt during the annual meeting. This sponsorship drives traffic to your booth as volunteers will be instructed to come to your exhibit booth to pick up their T-shirt. Sponsor is responsible for the cost and production of the T-shirts.

Benefits include:

• Company name and logo on each T-shirt along with the AAG Logo

Hydration Stations

$3,500 Exclusive

Quench the thirst of attendees all day long. Water coolers will be available throughout the annual meeting spaces and in the exhibit hall. Combine this sponsorship with the reusable water bottles to help attendees stay hydrated!

Benefits include:

• Logo on conference website and mobile app
• One (1) sign with company logo at each hydration station

Hand Sanitizer Stations

$3,500 Exclusive

Help attendees stay safe when you sponsor hand sanitizer stations placed throughout the conference area and exhibit hall.

Benefits include:

• Logo on conference website and mobile app
• One (1) sign with company logo at each hand sanitizer station

Reusable Water Bottle

$2,500 exclusive

Keep attendees hydrated and headache-free. The reusable water bottles will have your logo on them.  Attendees will be instructed to visit your booth to pick-up their bottle. Sponsor is responsible for the cost and production of4,000 water bottles.

Benefits include:

• Logo on conference website and mobile app
• Logo on reusable water bottles – environmentally friendly!
• Water bottle redemption from your booth

NEW! Student Hub

$9,500 / EXCLUSIVE

Located in a highly visible area (TBD) and invites students to relax and recharge between sessions at the convention.

Benefits Include:

• One (1) sign with company logo at the entrance to the student hub (sign approx. size 3’ w x 6’ tall)
• Three (3) floor stickers 3’ x3’ each (approximate size of custom graphic 2’ tall x 3’ wide) with your company logo and AAG logo leading to the student hub
• Charging station with your company logo
• Casual set up with tables and chairs
• Sponsor can place promotional items around the student hub (items must be approved by AAG)

Onsite Signage

‘You are Here’ Locator Signage

$5,000 Exclusive

Your sponsorship of this important wayfinding tool will make it easier for attendees to get where they’re going during the annual meeting. You can also highlight the location of your booth on this sign. Your custom graphics are on the lower display panel – approx. 8’ wide x 3’ tall.

Exhibit Hall Floor Stickers

$2,000 / 3 available

Place your custom message in front of attendees as they navigate the exhibit hall area. These floor stickers will feature your custom graphic and the AAG Logo. This package includes three (3) floor stickers with an approximate size of 3’x3′. Your custom graphics will be approx. 3′ wide x 2′ tall.

Registration Floor Stickers

$2,500 Exclusive

Place your custom message in front of attendees as they approach the registration counter. These floor stickers will feature your custom graphic along with the AGG logo. This package includes three (3) floor stickers with an approximate size of 3’x3′. Your custom graphics will be approx. 3′ wide x 2′ tall.

Directional Signage

$1,500 each / 6 signs available

Directional signs are used throughout the venue to help attendees navigate the conference. Your custom graphics can take the entire side of one double-sided navigational. Each sign is approximately 3′ wide x 8′ tall.

Conference Venue Branding Opportunities

A limited number of opportunities for branding in prominent areas of annual meeting hotels are available.  

Elevator Wraps

TBD

Elevator wraps are a great way to grab attention and offer a variety of custom ways to engage your attendees. Elevators are located in the lobby and each package includes 3 elevator doors.

Escalator Wraps

TBD

High Traffic, High Impact. Escalators are standout locations for signage because they are in high traffic areas as attendees navigate around the meeting. This is a perfect location for showcasing your creative message, along with the AAG logo.

Column Wraps

TBD

As attendees navigate their way through the foyer area of the exhibit hall, column wraps are easily seen signage. Each column wrap has 4 top panel branding, with the AAG 2023 header and footer. 

Elevator Wraps

TBD

Elevator wraps are a great way to grab attention and offer a variety of custom ways to engage your attendees. Elevators are located in a prominent place.

Room Drops

$1,500 + hotel charges

Your sales collateral reaches each attendee directly in their hotel room. Item can be placed under the door or inside the room depending on the item. Choose the peak night for maximum visibility. All drops must be approved in advance by AAG. Your company is responsible for all printing and shipping costs associated with the drop. When payment is received along with a sample of the drop, you will be given the appropriate hotel contact information so you may arrange for the delivery directly with the hotel. A choice of one to four nights are available. Please specify date(s) in your agreement.

Annual Meeting Mobile App

Sponsoring the popular mobile app will give you prominent visibility as attendees use the app to navigate all annual Mmeeting happenings — the complete scientific program, exhibitor listings, networking events, education/informational sessions and more.

• Splash Page, $5,000 Exclusive — Branding the mobile app splash screen is a great option for visibility. Your custom graphic will be seen by all attendees on their mobile phone or tablet. The splash screen displays for a few seconds to every attendee when they open the app.
• Banner Ad and landing page, $1,500 each / 3 available — Display your custom advertising on a banner inside the mobile app located on the main dashboard. The banner ad can be linked to an external URL, or provide a mobile landing page graphic that can be seen directly within the app. Landing page can contain an external URL.
• Push Notifications, $500 each / 3 per day — Push notifications deliver value to your customers and prospects right on their meeting app home screens. With 100 characters, push notifications are a proven, proactive way to drive engagement and brand awareness. Use the AAG push notifications as an opportunity to get attendees to your booth, a special event or offer, or alert attendees to your company promotions and giveaways.

NEW! “Know Before You Go” E-blast Banner Ad

$3,000 Exclusive

Display your company’s custom graphic banner (can be linked to an external URL) on the “Know Before You Go” Geogram e-blast sent to all AAG Annual Meeting registrants. This helpful how-to will include all of the necessary information to ensure all attendees have a successful meeting experience. With more than 6,500 attendees, your custom graphic banner will reach them all. Banner ad specs are 400 x 100 pixels (JPG or PNG files at 300 dpi)

Sponsored E-blast

$2,500 Each / 4 available

Promote your presence at the annual meeting with a pre-show e-blast or remind attendees about your products and services post-show. This opportunity is limited so you will want to jump on the chance! AAG will send the e-blast on your behalf to approx. 6,500 attendees. Eblast includes (1) one banner graphic and maximum 500 words with URL link, banner specs are approx. 750 pixels by 100 pixels. Note: All e-blasts must be approved by AAG. 

Geogram E-Blast Banner Ad

$850 FOR ONE / $700 EACH FOR THREE / $550 EACH FOR SIX

The Geogram is the e-blast used to communicate information to current and potential meeting attendees and is sent to 15,000 registrants, members and subscribers with 6,500 opens per blast. Geograms are sent once a week, with increased frequency as the conference gets closer, including daily during the annual meeting. Banner ad specs are 400 x 100 pixels (JPG or PNG files at 300 dpi)

Geogram E-Blast Article

$1,700 / Four available

The Geogram is the e-blast used to communicate information to current and potential meeting attendees and is sent to 15,000 registrants, members and subscribers with 6,500 opens per blast. The content limit is 150 words, plus a suggested title for the piece. You may provide a logo in JPG or PNG format. Please provide all URLs to link in text and specify one URL link for an action button at the end of the article. The deadline is 10 business days before expected send date. AAG reserves the right to amend copy for editorial or branding purposes with client approval.

Geography Awareness Week

$3,500 / 4 available

Be a part of AAG’s annual nationwide celebration in mid-November of the rich knowledge and practice of geography. Receive prominent recognition as AAG elevates geography on our social media platforms, with our audiences of students, teachers, faculty, GIS specialists, and other professional geographers.   

Benefits include:

• Your logo appears on the Geography Awareness Week web page
• Promotional materials will note your sponsorship
• Opportunity to welcome participants with a 2-minute recorded video

Branded Feature Article in AAG Newsletter

$2,500 each

Market your products and services directly to annual meeting attendees and AAG members in a featured AAG Newsletter article. Your article may include photos, testimonials, videos, or other multimedia approved by AAG. You’ll reach 10,000 readers within one issue of the AAG Newsletter, which is distributed 10 times a year.

AAG Webinars

$1,000/webinar

AAG’s virtual webinar series is underway throughout the year. Continue to reach geography students and faculty through AAG’s career development and leadership series, or AAG’s research methods training series.

Benefits include:

• Your logo appears on the webinar website, and with the session(s) that you sponsor
• Promotional information will note your sponsorship 

Website Banner Ads

$1,500/month

Receive prominent recognition with visitors to the AAG website who are seeking information about geography and are coming to the AAG website to learn more and get involved. AAG website has been averaging more than 56,000 to 96,000 visitors each month, depending on the time of year. Banner ad specs are 400 x 100 pixels (JPG or PNG files at 300 dpi).

Show Management

The exhibition is organized and managed by AAG. Any matters not covered in these Rules and Regulations are subject to the interpretation of the AAG Board of Directors and the AAG Executive Director or his or her designee, and all exhibitors must abide by their decisions. Exhibitors must comply with the hotel policies and procedures. Show Management shall have full power to interpret, amend, and enforce these rules and regulations, provided any amendments, when made, are brought to the notice of exhibitors. Each exhibitor, for himself and his employees, agrees to abide by the foregoing rules and regulations and by any amendments or additions thereto in conformance with the preceding sentence.

Assignment of Booth Space

Booths are assigned in order of applications received.

Rates, Deposits and Refunds

Space will be rented at the rates listed on the application form. No application will be processed, or space assigned without a deposit in U.S. funds in the amount of 50% of the total cost or payment in full. Space must be fully paid for by December 21, 2023. If assigned space is not paid for by December 21, 2023, it may be reassigned at the discretion of Show Management. If an exhibitor cancels all or part of purchased booth space on or prior to December 21, 2023, AAG will retain 50% of total booth cost. Any exhibitor who cancels all or part of purchased booth space after December 21, 2023, will not receive a refund and AAG will retain as liquidated damages all monies paid. In the event of a default by the exhibitor, as set for in the previous sentence, the exhibitor shall forfeit as liquidated damages, the amount set forth above, regardless of whether or not the Show Management enters into a further lease for the space involved. In the event that acts of God, war, government regulation, disasters, fires, disease, strikes, terrorism or threats of terrorism, civil disorder, curtailment of transportation facilities preventing or unreasonably delaying at least 25% of the event attendees and guests from participating at the Event, or other similar cause, including emergency or nonemergency conditions, beyond the control of the parties making it inadvisable, illegal, impossible, or commercially impractical to hold the Event your full exhibit rental fees will be automatically transferred to the following year’s national conference Event.

All cancellations must be submitted in writing to the AAG Exhibits Manager via e-mail at: AAG@discoverSB.com

Installation and Dismantle of Exhibits

Show Management reserves the right to fix the time for the installation of a booth prior to the Show opening and for its removal after the conclusion of the show. Under no circumstances will the addition to or removal of any portion of an exhibit be permitted during show hours. All booths must remain intact until the close of the show. Installation and dismantle must occur only during the installation and dismantle times designated in the Exhibitor Services Manual. Any material not called for by said time and date will be shipped at the exhibitor’s expense, by a carrier selected by the official drayage contractor. No one under the age of 18 will be permitted on the exhibit floor during installation and dismantle hours.

Failure to Occupy Space

Space not occupied by the time designated in the Exhibitor Services Manual will be forfeited by exhibitors and their space may be resold, re-assigned or used by the exhibit management without refund.

Contractor Services

An official contractor will provide all services in the exhibit area. Complete information, instructions and schedule of prices regarding shipping, drayage, labor for installation and dismantling, electrical service, internet service, furniture, etc. will be included in the Exhibitor Services Manual to be forwarded from the official contractor. An exhibitors’ service counter will be maintained during applicable hours to facilitate services requested for additional needs of exhibitors. Under no circumstances will AAG or the hotel assume responsibilities for loss or damage of goods consigned to the official contractor. Advance shipments of exhibit materials must be made to the official contractor as specified in the Exhibitor Services Manual. Should any shipments not be made as specified in the manual, they will be removed by the official contractor and stored until the hall is ready to accept materials for the exhibition and all costs involved will be charged to the exhibiting company. Exhibitors are responsible for the information provided in the Exhibitor Services Manual.

Union Labor

Labor Rules and Regulations for Union Labor are made by local unions and may change at any time where union labor is required because of building or contractor requirements. It will be necessary for the exhibitor to comply with these regulations. Information regarding specific regulations that are applicable may be obtained from the official contractor. Displays, painters, carpenters, electricians, and other skilled labor can be arranged through the official contractor at established rates. Labor order forms will be included in the Exhibitor Services Manual.

Arrangement of Exhibits

Any portion of an exhibit that obstructs the view, interferes with the privileges of other exhibitors, extends beyond the designated booth space or for any reason becomes objectionable, must be immediately modified or removed by the exhibitor. The show management reserves the right to inspect the quality of the appearance of each booth prior to show opening. Where necessary, masking drape will be placed to cover unsightly wires, unfinished backwalls, etc. at the exhibitor’s expense.

Booth Design

Each exhibitor will be provided with an official Exhibitor Services Manual by early 2024. All booth space must be arranged and constructed in accordance with the guidelines, provisions, and limitations contained in the Exhibitor Services Manual. If locations or building columns, utilities, or other architectural components of the facility are considerations in the design of an exhibit, it is the responsibility of the exhibitor to inspect the facility and verify all dimensions and measurements. Show Management will provide the most accurate information possible regarding the facility but cannot ensure all floor plan dimensions and measurements. All exhibit displays and exhibitor demonstrations will be contained within the confines of the rented space only. Each exhibitor is responsible for keeping the aisles near its exhibit space free of congestions caused by demonstrations or other promotions. Sufficient space must be provided within the exhibit space for the comfort and safety of persons watching demonstrations and other promotional activities. Displays should not exceed 8’ in height in the rear 5’of their booth, nor exceed 4’ in height in the front 5’ of their booth. AAG does not permit end-cap booths, meaning 10’x20’ spaces exposed to aisle on three sides at either end of an aisle. Exhibiting companies are responsible for furnishing, carpeting and cleaning their booths. All exhibits must comply with the public accommodation provisions of the Americans with Disabilities Act of 1991 (ADA). Any exhibit with raised flooring must be ramped. If, in the sole opinion of Show Management, any exhibit fails to conform to the Exhibitor Services Manual guidelines or the provisions set forth herein, such exhibit will be prohibited from functioning at any time during the exhibition.

Subleasing of Space

Exhibitors may not assign, sublet or apportion to others the whole or any part of the space allocated, and may not display goods or services other than those manufactured or regularly distributed by them.

Exhibitor Conduct and Relevance

All exhibits will be to serve the interest of the AAG members and must be pertinent to the attendees’ professional interests. AAG reserves the right to restrict exhibit sales to potential exhibitors it deems inappropriate or unprofessional. Exhibits will be operated in a way that will not detract from other exhibits, the exhibition, or the meeting as a while. The exhibit management reserves the right to request the immediate withdrawal of any exhibit that AAG believes to be injurious to the purpose of AAG. Management reserves the right to refuse to admit and eject from the exhibit building any objectionable or undesirable person or persons. The use of sideshow tactics or other undignified methods considered by AAG to be objectionable are expressly prohibited in the exhibition area and in any meeting room.

Exhibitor’s Personnel

All exhibitors must wear official AAG name badges and ribbons for exhibit hall admission. Exhibitors who need to work during non-show hours must obtain specific permission from AAG for entrance into the exhibit hall. Exhibitors are prohibited from sharing badges with anyone that is not officially registered for the conference. Violating this condition may result in loss of admittance for the person(s) sharing the badge. Each exhibit must be fully operational and staffed during the open exhibit hours as defined in the Exhibitor Services Manual by exhibitor personnel. Booths should be manned by company specialists who are qualified to discuss details of their company’s products or services. Distribution of advertising material and souvenirs must be confined to the exhibitor’s booth. Canvassing or distribution of advertising material or souvenirs in the exhibit hall by representatives of non-exhibiting firms is strictly forbidden.

AAG Conduct Policy

Exhibiting companies and booth personnel agree to review and adhere to all policies set forth in the AAG Conduct Policy.

Selling of Merchandise

Sales of merchandise on the show floor is allowed. However, it will be the responsibility of the Exhibitor to ensure they follow the applicable sales tax regulations for Honolulu, Hawaii. Details will be provided in the Exhibitor Service Manual.

Sound Devices, Light, and other Presentation Devices

Public address, sound-producing or amplification devices that project sound must be kept at a conversation level and must not interfere with other exhibitors (70 decibels maximum at all times). Any form of attention-getting devices or presentations must be terminated when crowds obstruct aisles or infringe upon another exhibitor’s display. AAG reserves the right to restrict the use of glaring lights or objectionable lighting effects. Music, whether vocal or instrumental, is prohibited. Equipment for demonstrations must not, in the judgment of AAG, pose a radiation hazard. In addition, if the equipment has energy beans that might be potentially hazardous, such energy beams must be deactivated or made non- operative before installation.

Handout Materials

Promotional giveaways and exhibit prize raffles will be permitted. All materials and prizes must have prior approval by AAG. All hand-out materials are expected to be of a professional nature. AAG reserves the right to disallow any material that they believe to be inappropriate. No helium balloons or adhesive-backed decals are to be used or given away.

Solicitation of Exhibitors

No persons will be permitted in the exhibit hall for the purpose of soliciting advertising or other exhibit space without the express written permission of the AAG.

Fire, Safety and Health

The exhibitor assumes all responsibility for compliance with local, city and state ordinances and regulations covering fire, safety and health. All exhibit equipment and materials must be located within the booth. Only fireproof materials may be used in displays and the exhibit must take all necessary fire precautions. No combustible material will be stored in or around exhibit booths.

Storage

The exhibitor should make arrangements with the contracted decorator for storage of packing boxes and crates during the exhibition. AAG assumes no responsibility for damage or loss of packing boxes or crates.

Food and Beverage

Exhibitor distribution of food and beverages for consumption in the building is prohibited, except with written permission from Show Management. All requests must be submitted in writing.

Liability and Security

AAG makes no warranty expressed or implied, that security measures will avert or prevent occurrences with may result in loss or damage. Each exhibitor must make provisions for the safeguarding of his or her goods, materials, equipment and display at all times. AAG will not be liable for loss or damage to the property of exhibitors of their representatives or employees from theft, fire, accident, or other causes. AAG will not be liable for injury to exhibitors or their employees or for damage to property in their custody, owned or controlled by them, which claims for damages, injury, etc., may be incident to or arise from, or be in any way connected with their use or occupation of display space, and exhibitors will indemnify and hold harmless against such claim. Exhibitor shall be fully responsible to pay for any and all damages to property owned by the hotel its owners or managers which results from any act or omission of Exhibitor. Exhibitor agrees to defend, indemnify and hold harmless the the hotel, its owners, managers, officers or directors, agents, employees, subsidiaries and affiliates from any damages or charges resulting from or arising from or out of the Exhibitor’s use of the property. Exhibitor’s liability shall include all losses, costs, damages or expenses arising from or out of or by reason of any accident or bodily injury or other occurrences to any person or persons, including the Exhibitor, its agents, employees, and business invitees which arise from or out of Exhibitor’s occupancy and/ or use of the exhibition premises, the hotel any part thereof. The Exhibitor understands that the hotel does not maintain insurance covering the Exhibitor’s property and that it is the sole responsibility of the Exhibitor to obtain such insurance. The exhibitor assumes all liability for any damage to the facility’s floor, walls, lighting fixtures, etc. as a result of exhibitor negligence. The exhibitor will abide by and observe all laws, rules, regulations and ordinances of any governmental authority and of the contracted facility. The exhibitor will pay and save AAG, its Board, members, staff, and representatives, the city and the hotel harmless from any and all damages, loss or liability of any kind whatsoever resulting from injuries to persons or property occurring within the hotel or property adjacent thereto occasioned by an act, neglect or wrongdoing of the exhibitor or any of its officers, agents, representatives, guests or employees, invitees or other persons permitted by the exhibitor upon the premises, and the exhibitor will at its own cost and expense defend and protect AAG, the city and the hotel against any and all such claims or demands. Each exhibitor shall be responsible for securing and maintaining the following insurance coverage at the exhibitor’s expense: Workman’s compensation insurance coverage for exhibitor’s employees which shall be in compliance with the venue state laws, Commercial general liability insurance with policy limits of $1,000,000 for combined single limited coverage to include: comprehensive form, premises/operations, contractual, broad form property damage and products/completed operations, providing for terms of coverage to be effective from on or before April 16, 2024, through and including April 20, 2024, which shall include exhibitor’s move in and move out. Such insurance shall cover any and all damage or injury to any and all persons arising out of such person’s attendance at the exhibitor’s exhibit during the term of the AAG annual meeting; Other Insurance: Each exhibitor acknowledges that it is responsible for obtaining any additional insurance coverage solely at its own expense, in such amounts as it deems appropriate to comply with its obligations hereunder and for its own protection. 

Trademarks

AAG will be held harmless for any trademark, trade name, copyright or patent infringement on any printed materials belonging to or distributed by any exhibitor. Use of the hotel logo, design, trademark, trade name, patent, copyrighted work or symbol must be approved in writing by the hotel marketing department.

Photographing of Exhibits

Each exhibitor has control over the space it has rented and may prevent those considered its competitors from gaining access to or photographing its exhibit. The taking of pictures, other than by the official photographer, is expressly prohibited during setup, dismantling and non-exhibit hours, and cameras will not be allowed on the exhibit floor during these times. Only the exhibitor may grant permission to have its exhibit photographed, or an audio presentation taped, during exhibit hours. No exhibitor shall deny any reasonable request for permission to photograph the exhibit from outside the perimeter of the booth.

List Publications

The list of AAG exhibitors, in whole or in part, shall not be published other than in AAG official publications.

Convention Center Use

All AAG public function space in the hotel is controlled by AAG. No function space will be released to exhibiting firms or to other commercial firms for social or other functions without the permission of Show Management. Good taste and conformity to the purposes of the meeting must prevail. Showing of equipment or product presentations to registered members or guests of AAG by exhibiting firms other than on the exhibit floor during the stated hours (see Rule 1) is expressly prohibited. Exhibitors may not use the convention center(s) to distribute literature, gifts, etc. to attendees. [EXHIBITOR] hereby assumes entire responsibility and hereby agrees to protect, defend, indemnify and save the Convention Center, its owners, 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’s fees arising out of or caused by its installation, removal, maintenance, occupancy or use of the exhibition premises or 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 $2,000,000 Combined Single Limit for personal injury and property damage. The hotel, its owners, its operator, shall be included in such policies as additional named insures. In addition, [EXHIBITOR] acknowledges that neither the hotel, its owners, 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].

Violations

Violation of any of these Rules and Regulations by the exhibitor of his or her employees or agents shall at the option of AAG forfeit the exhibitor’s right to occupy space and such exhibitor shall forfeit to AAG all monies paid or due. Upon evidence of violation, AAG may take possession of the space occupied by the exhibitor and may remove all persons and goods at the exhibitor’s risk. The exhibitor shall pay all expenses and damages that AAG may incur thereby.

Severability

All agreements and covenants contained herein are severable, and in the event any of them shall be held to be invalid by any competent court, this agreement shall be interpreted as if such invalid agreements or covenants were not contained herein.

The AAG Annual Meeting provides a dynamic forum for industry leaders to showcase the most recent trends in geographic ideas and technologies. As an exhibitor you will have opportunities to:

• Conduct focus groups and market research
• Host training sessions or workshops—at your booth or in a classroom setting—to teach attendees how to better use your products or software
• Lead groups on a field trip in the area to demonstrate your tools
• Sponsor meeting events, activities, or services
• Support student initiatives and competitions such as the annual World Geography Bowl
• Target your advertising to a highly specialized audience

Standard Booth Price

• $2,850 per linear 10’ x 10’ space, add $150 for a corner booth.

Island Booth Prices:

• $12,000 per 20′ x 20′ island space
• $18,300 per 20’ x 30’ island space

Non-profit Booth Price

• $1,425 per linear 10’ x 10’ space, add $150 for a corner booth.

* AAG approved 501c (3) organizations only. University Press Publishers are not approved for this space. NON- PROFIT BOOTHS INCLUDE 2 TWO EXHIBIT-ONLY PASSES, and no full conference registrations..

• 10’x10′ booth space with 3′ side rails and 8′ back drape
• 7″x 44″ identification sign
• Conference web page presence: company name and URL link to company website displayed in exhibitor list on conference web page
• Mobile app listing: company name, URL link to company website, and other information displayed in exhibitor list accessed from dashboard
• Two full complimentary meeting registrations per 10’x10′ booth (Booth personnel presenting papers do not qualify for complimentary registration)
  • NON-PROFIT BOOTHS INCLUDE 2 EXHIBIT-ONLY PASSES, and no full conference registrations.
• Online Exhibitor Resource Center
  • Company name and description
  • Company logo and website link

Furniture (tables and chairs, etc.), lighting, electrical, and internet are not included and must be purchased separately by the exhibitor. Although the ballroom is carpeted, additional booth carpeting is optional and must be purchased.

Step 1: View the floorplan

Step 2: Choose an available booth. If you want to combine booths, please contact the Exhibits Sales Manager

Step 3: Rent the booth online

Any exhibitor who cancels all or part of a purchased booth on or prior to December 21, 2023, will forfeit and pay to AAG, as liquidated damages, a sum of money equal to 50% of the full price of said exhibitor’s exhibit space. Any exhibitor who cancels all or part of purchased booth space after December 21, 2023, will not receive a refund and AAG will retain as liquidated damages all monies paid. In the event of a default by the exhibitor, as set forth in the previous sentence, the exhibitor shall forfeit as liquidated damages, the amount set forth above, regardless of whether Show Management enters into a lease for the space involved. Cancellation requests must be submitted, in writing, to the Exhibits Manager. Any company that cancels all or part of a Sponsorship opportunity will not receive a refund and AAG will retain as liquidated damages all monies paid.

Hours:

(Subject to change)

• April 17-18: 8:30 a.m.-4:30 p.m.
• April 19: 8:30 a.m.-12:30 p.m.

AAAS Science & Technology
AGI / Earth Magazine
American Geosciences Institute
American Meteorological Society
Applied Field Data Systems
ARC Science Simulations
Arizona State University
Ashgate Publishing
Avenza Systems
Berghahn Books
Blue Marble Geographics
Boston University
Bureau of Land Management
China Data Institute
Clark Labs
Cornell University Press
Duke University Press
East View Geospatial
Eastern Michigan University
Edward Elgar Publishing
Elsevier
Esri
Expedia Group
Forrest T Jones
Gamma Theta Upsilon
George Mason University
GIS Certification Institute
Guilford Press
Haymarket Books
Hexagon Geospatial
Indiana State University
International Geographical Union
MacMillan Learning
MapStory
McGraw-Hill Higher Education
MDPI
MIT Press
National Geospatial -Intelligence Agency
National Oceanic and Atmospheric Administration
NCI-Division of Cancer Control
Oxford University Press
Pearson
Pix4D
Routledge
Rowman & Littlefield Publishers
SAGE Publications
Scientists and Environment
Springer Nature
Temple University
Texas State University
United States Senate
Univer Consortium for Geographic Info Sci
University of California Press
University of California – Davis
University of Chicago Press
University of Denver
University of Georgia Press
University of Maryland
University of Minnesota Press
University of Nebraska Press
University of Redlands
University of Toronto Press
US Census Bureau
US Geological Survey
US Geospatial Intelligence
Wiley
William & Mary
Woodrow Wilson International
WWHGD Working Group

Contact our Exhibit and Sponsorships Manager at AAG@discoversb.com