Dear Exhibitor: Thank you for joining us at the 2016 Joint Mathematics Meetings (JMM)! This is an exciting time to be a part of the mathematical sciences and their evolution! Mathematics is constantly growing and changing, reaching out to other areas of science, and helping to solve some of the major problems facing society. The Joint Mathematics Meetings lead the way in this movement by providing a vibrant forum for interacting with other mathematicians, sharing ideas and profiting from the knowledge and experience of the speakers, who range from talented students to internationally renowned scientists. The exhibits will be located inside Exhibit Hall 4A of the Washington State Convention Center. The information you need to plan for this event (e.g. booth registration, hotel reservation, etc.) is included in this packet. SPECIAL EXHIBITOR BENEFIT! Exhibitors may receive their registration materials before the meeting, saving them valuable time at the meeting. These materials include a meeting program (one per company) and badges (both set-up and meeting). All of your exhibiting staff is required to wear set-up badges during move-in and move-out and regular meeting badges when exhibits are open so it is advantageous to have this material for as many of your staff as possible before they arrive. Each company can opt to receive one packet of registration materials, which will include materials for ALL exhibiting staff, and one person must be designated as the primary person to receive this packet. Multiple mailings per company cannot be sent. Badges for registrations received after November 17, 2015 cannot be mailed and must be picked up at the meeting. Packets will be mailed out on December 11, 2015. Please indicate how you would like to receive your materials by checking the appropriate box on the enclosed registration form. MARKETING OPPORTUNITIES! Your success is our success! Included in this packet are several opportunities for you to gain valuable exposure and increase revenue: • Advertise in the meeting program! Enclosed are discounts on advertising. • Rent space for your own session! For a small fee, you can rent space for activities held outside of the exhibit hall. • Buy space in the JointMeetingNews! The newsletter is an inexpensive avenue to reach thousands of participants each day. • Include your promotional flyer in the registration packets! Your flyer will be put in the hands of over 6000 participants! Deadlines are fast approaching! If you have not done so already, please take advantage of these opportunities and savings. I look forward to seeing you in Seattle! As you experience the Joint Mathematics Meetings Exhibits, feel free to visit me in the exhibit hall to exchange thoughts and ideas on how this meeting can become even more productive for you in 2017 in Atlanta! Sincerely, Christine Davis Exhibits Coordinator
Transcript
Dear Exhibitor:
Thank you for joining us at the 2016 Joint Mathematics Meetings (JMM)! This is an exciting time to be a part of the mathematical sciences and their evolution! Mathematics is constantly growing and changing, reaching out to other areas of science, and helping to solve some of the major problems facing society. The Joint Mathematics Meetings lead the way in this movement by providing a vibrant forum for interacting with other mathematicians, sharing ideas and profiting from the knowledge and experience of the speakers, who range from talented students to internationally renowned scientists.
The exhibits will be located inside Exhibit Hall 4A of the Washington State Convention Center. The information you need to plan for this event (e.g. booth registration, hotel reservation, etc.) is included in this packet.
SPECIAL EXHIBITOR BENEFIT! Exhibitors may receive their registration materials before the meeting, saving them valuable time at the meeting. These materials include a meeting program (one per company) and badges (both set-up and meeting). All of your exhibiting staff is required to wear set-up badges during move-in and move-out and regular meeting badges when exhibits are open so it is advantageous to have this material for as many of your staff as possible before they arrive.
Each company can opt to receive one packet of registration materials, which will include materials for ALL exhibiting staff, and one person must be designated as the primary person to receive this packet. Multiple mailings per company cannot be sent. Badges for registrations received after November 17, 2015 cannot be mailed and must be picked up at the meeting. Packets will be mailed out on December 11, 2015.
Please indicate how you would like to receive your materials by checking the appropriate box on the enclosed registration form.
MARKETING OPPORTUNITIES! Your success is our success! Included in this packet are several opportunities for you to gain valuable exposure and increase revenue:
• Advertise in the meeting program! Enclosed are discounts on advertising. • Rent space for your own session! For a small fee, you can rent space for activities held outside of the
exhibit hall. • Buy space in the JointMeetingNews! The newsletter is an inexpensive avenue to reach thousands of
participants each day. • Include your promotional flyer in the registration packets! Your flyer will be put in the hands of over
6000 participants!
Deadlines are fast approaching! If you have not done so already, please take advantage of these opportunities and savings.
I look forward to seeing you in Seattle! As you experience the Joint Mathematics Meetings Exhibits, feel free to visit me in the exhibit hall to exchange thoughts and ideas on how this meeting can become even more productive for you in 2017 in Atlanta!
Sincerely, Christine Davis Exhibits Coordinator
Acknowledgment of registration(s) and any hotel reservations will be sent to the email address given above, unless you check this box. Send acknowledgment(s) by U. S. Mail
Mailing Badges: Setup badges for your booth will be mailed on 12/11. If you choose, exhibitor badges for registered booth staff can be included in this mailing. If the person listed above is not the principal contact to receive this package (only one per company), please indicate the name of the principal contact below. This person will be responsible for distributing the badges to booth staff. If additional information is not provided, setup badges will be mailed to the contact listed on your booth contract. Please return this form or email [email protected] by November 18, 2015 if you wish to have the exhibitor badges mailed to you. Otherwise your list of booth staff must be sent to [email protected] by December 22, 2015 in order for you to have their badges prepared ahead of time and sent to the meeting.
Please mail my exhibitor badges on 12/11. Please do not mail our badges. We will pick them up onsite.
Other Contact Name: Address (if different from above)
Badge Information: Company Name (Please limit length to 35 characters.)
Hotels: Please see the reverse side for hotel rates and information. The MMSB will use your order of choice listed on the reverse of this form to assign your hotel if your first choice is sold out. For your security, the MMSB does not accept credit cards by postal mail, email and fax. If the MMSB receives this form by fax or postal mail, they will contact you at the phone number provided above. For questions, contact the MMSB at [email protected].
Special Request: Please indicate requests like nonsmoking, low floor, or a handicapped accessible room, where applicable. If you are a member of a hotel frequent-travel club and would like to receive appropriate credit for it, please include the hotel chain and card number under "Special Request".
List (if housing isn't required, list names for badges only)Name Hotel Room Type Arrival Departure Special Request Sharer (1st choice) (if any)
JMM Exhibitor Registration/Housing FormThe online registration/housing form is located at https://jointmathematicsmeetings.org/meetreg?meetnum=2181
Online registration: Please refer to the General Exhibitor Instructions in this mailing.
Contact Name
Mailing Address
Telephone Fax Booth number(s)
Email Address My company is a sponsor.
Join
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Please complete this form and return it to:Mathematics Meetings Service Bureau (MMSB), P. O. Box 6887, Providence, Rhode Island 02940-6887 Fax: 401-455-4004; Email: [email protected] Questions/Changes: email [email protected] or call: 401-455-4144 or 401-455-4137 or 1-800-321-4267 ext. 4144 or 4137.
DeadlinesEligible for Badge to be mailed November 18, 2015Final Advance Registration (Badge Only) December 22, 2015
Housing InformationPlease see the detailed housing page online at http://jointmathematicsmeetings.org/meetings/national/jmm2016/2181_hotel-page before making your choices. Rank hotels in order of preference below, and write in your requested room type and rate on the front of this form. If the rate or the hotel requested is no longer available, you will be assigned a room at the next available comparable rate. Please call the MMSB at 1-800-321-4267, ext. 4137 or 4144, or 401-455-4137 or 401-455-4144. for details on suite configurations, sizes, availability, etc. All reservations, including suite reservations, must be made through the MMSB to receive the JMM rates. All rates are subject to a room tax plus a Seattle Tourism Assessment Fee totalling15.6%.
Guarantee requirements: First night deposit by check or a credit card guarantee. For your security, the MMSB does not accept credit card numbers by fax or postal mail. If the MMSB receives this form by postal mail, email or fax, they will con-tact your at the phone number provided on the reverse of this form.
Order Hotel Single Double Doubleof choice 1 bed-2 people 2 beds- 2 people
Fairmont Olympic Hotel Seattle US$ 152 US$ 152 US$ 152
The Westin Seattle US$ 139 US$ 139 US$ 139
Renaissance Seattle Hotel US$ 139 US$ 139 US$ 139
The Paramount Hotel Seattle US$ 130 US$ 130 US$ 130
Hyatt Olive 8 Seattle US$ 125 US$ 125 US$ 125 The Inn at the Washington Athletic Club US$ 125 US$ 125 US$ 125
Crowne Plaza Seattle Downtown US$ 125 US$ 125 US$ 125
The Roosevelt Hotel US$ 120 US$ 120 US$ 120
1. Sheraton Seattle Hotel 6. Inn at the Washington Athletic Club2. Crowne Plaza Hotel Seattle 7. The Paramount Hotel Seattle 3. The Fairmont Olympic Hotel 8. Renaissance Seattle Hotel 4. Grand Hyatt Seattle 9. The Roosvelt Hotel5. Hyatt at Olive 8 10. The Westin Seattle
Ferry to Tillicum Village
Ferry to Bainbridge Island
Ferry to Bremerton
Ferry to Vashon Island
Seattle - West Seattle Water Taxi
Ferry to Victoria B.C.
Denny Way
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Thomas St.
Harrison St.
Republican St.
Mercer St.
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PIKE PLACE MARKET
PIONEER
SQUARE
CENTURYLINK FIELD
CENTURYLINK EVENT CENTER
SAFECO FIELD
SEATTLE CENTER
WASHINGTON STATE CONVENTION CENTER
DR. JOSE RIZAL PARK
WESTLAKE PARK
BILL & M
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PACIFIC SCIENCE CENTER
OLYMPIC
SCULPTURE
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DENNY PARK
CHIHULY GARDEN & GLASS
STEINBRUECK PARK
PIER 59 SEATTLE AQUARIUM
PIER 57SEATTLE GREAT WHEEL
PIER 55 ARGOSY CRUISES/TILLICUM VILLAGE
PIER 52 WA STATE
FERRIES
WATERFRONT PARK
PIERS 62 & 63
PIER 69 VICTORIA CLIPPER
PIER 67 BELL HARBOR
CONFERENCE CENTER
MYRTLE EDW
ARDS PARK
CHINATOWN/
INT’L DISTRICT
LAKE UNION PARK
MOHAI
MAJOR ATTRACTION
PARK
BUS/LIGHT RAIL TUNNEL STATION
S. LAKE UNION STREETCAR
BUS/LIGHT RAIL TUNNEL
SEATTLE CENTER MONORAIL
Pike Place Market to CenturyLink Event Center : 1 mi / 1.6 kmPike Place Market to Space Needle : 1 mi / 1.6 kmPike Place Market to Convention Center : ½ mi / 800 m
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CONVENTION HOTEL INFORMATION CENTER
2016 Joint Mathematics MeetingsJanuary 6-9, 2016
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For information about travel, car rental and parking, see http://jointmathematicsmeetings.org/meetings/national/jmm2016/2181_travel.
Take Advantage of High-Visibility Sponsorship and Branding Opportunities at the JMM! The American Mathematical Society (AMS) and Mathematical Association of America (MAA) invite you to take advantage of high-visibility sponsorship and branding opportunities for over 6000 mathematical professionals at the 2016 Joint Mathematics Meetings (JMM).
What can a JMM sponsorship do for you?
• Demonstrate your support of the mathematics community • Expand your brand awareness • Showcase your products and services • Retain and increase clients, customers or members • Get feedback from leading educators, researchers and students • Reinforce loyalty • Connect with key influencers, decision-makers, potential authors, and members • Enhance your sales, marketing campaigns, and objectives • Set you apart from your competitors
The JMM realizes every company, foundation or organization has different goals and financial resources. Therefore, we have created a variety of sponsorship packages designed to meet your marketing and financial goals and objectives. All sponsorships are exclusive unless otherwise indicated. Sponsorships are not limited to exhibitors at the meeting.
Platinum SponsorshipCost: $10,000 - Select one of the following:
• Wi-Fi Hotspots (2 Available) - As one of the 2 Wi-Fi Hotspot sponsors, you will be providing complimentary wireless internet access for meeting participants in one of two very high traffic areas: a) the networking center located in the Skybridge area, Level 4 of the cen-ter and b) the East Lobby on Level 6 of the center. Your logo and/or ad will also appear on the Wi-Fi splash page viewed when participants connect to the internet.• Mobile App (3 Available) - Put your company’s brand and message right in participants’ hands with a Mobile App sponsorship! Participants will have the ability to access the pro-gram, exhibitor listings, all general meeting information, a map of the exhibit hall floor plan, and much more using their smart phones and mobile devices. This sponsorship gives you the opportunity to showcase your products and services in the most technologically advanced way before, during, and after the meeting. This sponsorship includes your company name added to all promotions of the mobile app (including all email blasts), your sponsor banner that rotates throughout the app, your sponsor logo on on-site meeting signage promoting the mobile app, and 2 text alerts. • Audio Visual – Major Sessions - The Audio Visual sponsorship is a great opportunity to have your company logo shown at the beginning of each slide presentation shown during the General Sessions. When the slide presentation starts, your company logo will be displayed as the Audio Visual Sponsor, for thousands to see!
Become a SponsorSponsorship and Branding Opportunities
Networking Center/Wi-Fi Hotspot
Major Session Room
Mobile App
Email Center
SOLD: NETWORKING CENTER HOTSPOT
Platinum Sponsorship, continued
• Email Center - The Email Center will be located in a well-trafficked area, the registra-tion area, and is sure to provide your company with maximum exposure. Your company name, logo, and link can be added to all 20 computers in the center,• Relaxation Center - Located directly in the middle of the exhibit hall, this center is a proven generator of booth traffic and goodwill, packing more “WOW” power than any other exhibitor activity. Special benefit: collect leads! Participants must go to YOUR booth to receive a voucher or ticket to redeem at the Relaxation Center for their FREE, 10-minute neck and back massage. You may provide branded clothing, such as golf shirts, for the three (3) massage therapists to wear.
You Receive: • Preferred booth location (with receipt of contract and full payment by June 10) • One complimentary in-line exhibit booth (cost for additional booths at regular booth fees) • Company logo, link, and fifty-word description posted on the JMM website • One podcast interview promoting your products and services posted on the JMM Exhibits page • Complimentary ½-page black and white ad in the Program Booklet • One fifty-word description listed on the sponsor page in the Program Booklet • Preliminary and post meeting mailing list of participants • Company banner placed in sponsored area • Opportunity to place promotional materials on a table or magazine rack in sponsored area • Five additional free badges for booth personnel • First option for reservations at the headquarter hotel • Recognition on directional towers placed in high traffic areas at the meeting • Recognition on the Directory of Exhibitors placed inside exhibits • Inclusion in list of sponsors on JMM mobile app • Sponsor mention in Twitter, LinkedIn, and Facebook, with potential reach to over 30,000 viewers
Sponsorship does not include any costs related to graphics, shipping, and production. JMM logo or name must be included on all products, where possible. Banner, literature, graphics, and clothing (where applicable) to be provided by company; maximum banner size is 8’ X 4’; free-standing banner preferred; sponsoring company to be responsible for collecting banner at the end of the meeting and removing literature from applicable locations each day.
Gold SponsorshipCost: $5,000 - Select one of the following:
• Meeting Daily Newsletter - Broadcast your company by reaching every participant at the meeting every day! As the sole sponsor of the JMM Newsletter which is sent to every-one daily by email, your company name, logo, and link will be prominently displayed at the top!• Hand Sanitizer Stations - Clean up with a sponsorship presence that can't be missed! As the sole hand sanitizer station sponsor, your name and logo will be prominently placed on up to four (4) hand sanitizer units placed throughout the convention center. This is a great vehicle for recognition and repeat business.• Hotel Room Keys - Custom hotel room keys will be provided to all meeting participants who stay in the headquarter hotel with your company name and logo prominently dis-played; quantity 2000.
You Receive: • Preferred booth location (with receipt of contract and payment by June 10)
Hand Sanitizer Station
Relaxation Center in Exhibit Hall
Meetings Daily Newsletter
Hotel Room Key
SOLD:
RELAXATION
CENTER
• One complimentary flyer placed in the registration packets • Company logo, link, and thirty five-word description posted on the JMM website • One podcast interview promoting your products and services posted on the JMM Exhibits page • Preliminary and post meeting mailing list of participants • Company banner placed in sponsored area • Opportunity to place promotional materials on a table or magazine rack in sponsored area • Five additional free badges for booth personnel • Company name listed on sponsor page in the JMM Program Booklet • First option for reservations at the headquarter hotel • Recognition on directional towers placed in high traffic areas at the meeting • Recognition on the Directory of Exhibitors placed inside exhibits • Inclusion in the list of sponsors on the JMM mobile app • Sponsor mention in Twitter, LinkedIn, and Facebook, with potential reach to over 30,000 viewers
Sponsorship includes any hotel service fees for keys. Sponsorship does not include any costs related to graphics, shipping, and production. JMM logo or name must be included on all products, where possible. Banner and literature to be provided by company; maximum ban-ner size is 8’ X 4’; free-standing banner preferred; sponsoring company responsible for col-lecting banner at the end of the meeting and removing literature from applicable locations each day. Sponsoring company is solely responsible for providing any video equipment and securing it.
Silver SponsorshipCost: $3,500 - Select one of the following:
• Mathematical Art Exhibition - This is a unique opportunity to show your appreciation of those whose works demonstrate the beauty and elegance of mathematics expressed in a visual art form AND display your company name and logo at one of the most visible exhib-its in the exhibit hall.• Coffee Station - The one thing our participants have in common is that they love coffee! As a coffee station sponsor, cups and napkins with your company name and logo will be placed at the JMM Coffee Station which will be located in a high traffic area on the exhibit floor.• Graduate Students/First Timers Reception - This premier event welcomes all graduate students and newcomers to the meeting. It is also your opportunity to make a first impres-sion with over 2000 participants!• Meeting Tote Bags - This is a great opportunity to give JMM participants something they will continue to use long after the meeting. Each registered participant will receive an envi-ronmentally-friendly manufactured tote bag with your company name and logo on it.• Badge Lanyards - Participants will be wearing your company's name all week! The lan-yard sponsorship provides a highly-visible level of exposure during the entire meeting.• Aisle Signs - Your company name and logo will be visible to thousands in the exhibit hall!
You Receive: • Preferred booth location (with receipt of contract and payment by June 10) • Company logo, link, and thirty five-word description posted on the JMM website • One podcast interview promoting your products and services posted on the JMM Exhibits page • Preliminary and post meeting mailing list of participants • Opportunity to place promotional materials on a table or magazine rack in sponsored area • Five additional free badges for booth personnel • Company name listed on sponsor page in the JMM Program Booklet • First option for reservations at the headquarter hotel
Mathematical Art Exhibition
Coffee in the Exhibit Hall
Graduate Student/First Timers Reception
Meetings Tote bags
SOLD: TOTE BAGS
• Recognition on directional towers placed in high traffic areas at the meeting • Recognition on the Directory of Exhibitors placed inside exhibits • Inclusion in the list of sponsors on the JMM mobile app • Sponsor mention in Twitter, LinkedIn, and Facebook, with potential reach to over 30,000 viewers
Sponsorship does NOT include the cost of napkins, cups, bags, lanyards, or any graphics. Nor does it include any costs related to any graphics, shipping, and production. Banner and litera-ture to be provided by company; maximum banner size is 8’ X 4’; free-standing banner pre-ferred; sponsoring company responsible for collecting banner at the end of the meeting and removing literature from applicable locations each day. JMM logo or name must be included on all products, where possible.
Bronze SponsorshipCost: $2,000 - Select one of the following:
• Directional Footprints – This is an exclusive opportunity to direct JMM participants to your booth with these highly-visible footprints on the exhibit hall floor. The footprints will display your company name and/or logo. They will start at the front of the exhibit hall and lead all the way to your booth – an excellent way to maximize your booth traffic. Footprints must be purchased from Brede Exposition Services.• Note pads - Meeting participants appreciate having a place to take notes during sessions to bring back information they can rely on for post-meeting referencing. Sponsored pads will be distributed inside all meeting bags.• Pens – This is a great opportunity to maximize your company’s exposure! Meeting partici-pants will use these pens, with your company name and logo, during the meeting and beyond. Sponsored pens will be distributed inside all meeting bags.
You Receive: • Preferred booth location (with receipt of contract and payment by June 10) • Company logo, link, and twenty five-word description posted on the JMM website • One podcast interview promoting your products and services posted on the JMM Exhibits page • Company name listed on sponsor page in the JMM Program Booklet • First option for reservations at the headquarter hotel • Recognition on directional towers placed in high traffic areas at the meeting • Recognition on the Directory of Exhibitors placed inside exhibits • Inclusion in the list of sponsors on the JMM mobile app • Sponsor mention in Twitter, LinkedIn, and Facebook, with potential reach to over 30,000 viewers
Sponsorship does NOT include the cost of footprints, note pads, pens, or any graphics. Nor does it include any costs related to graphics, shipping, and production. JMM logo or name must be included on all products, where possible.
Patron SponsorCost: $500
Do you have a restrictive budget for sponsorships, but still want to show your support of the meeting? Let your company be represented as a Patron Sponsor! Company name will be listed as a “Patron Sponsor” on all signage at the meeting and in the meeting program.
Custom Sponsorship - $TBDCreate your own customized sponsorship opportunity! Work directly with our meetings staff to create a unique sponsorship opportunity that fits your marketing budget. Contact Christine Davis with your sponsorship ideas or suggestions at (401) 455-4137 or [email protected].
Aisle Signs
Directional Footprints
Badge Lanyards
Notepads and Pens
SOLD: NOTE PADS
Joint Mathematics Meetings January 6-9, 2016 Seattle, WA Sponsorship Application
m YES, we want to increase my company’s exposure and branding at the JMM and agree to sponsor the following activity(ies):
Type of Sponsorship: Exhibitor $___________ Non-exhibitor $___________ Co-sponsor $___________
• I understand that my payment is based on my intended exhibitor status. Should that status change, there may be an increase of decrease in my payment for sponsorship. I will be invoiced for any additional amount needed or refunded for any amount not needed.
Total Amount of Sponsorship: ___________
Payment Type: m Check m Credit Card m Other ___________________
Full payment is required with this application. Make checks payable to the AMS. Foreign checks must be drawn on a U.S. Bank and payable in U.S. funds. All major credit cards also accepted (by phone only). To payby credit card, please call Christine Davis at 401-455-4137 or 800-321-4267 x 4137. For your security, we do not accept credit card numbers by postal mail, email or fax. For questions, contact the MMSB at [email protected] ALL check payments, please keep a copy of this for your records and send the original to the: Mathematics Meetings Service Bureau (MMSB), PO Box 6887, Providence, RI 02940-6887.
Deadlines and Cancellations• September 8, 2015 – A 40% cancellation charge (plus cost of any items ordered per your request) will be applied for any sponsorship cancelled by this date and before October 27, 2015.• October 13, 2015 – Sponsorships signed in time to be listed in the program booklet• October 20, 2015 – A 60% cancellation charge (plus the cost of any items ordered per your request) will be applied for any sponsorship cancelled after this date• October 27, 2015– No refunds for cancellations after this date• November 17, 2015 – lanyards, pens, and note pads received in the AMS office
QuestionsSpaces are limited. All sponsorships are granted on a first-come, first-serve basis. For more information on sponsorships, contact the Exhibits Coordinator, Christine Davis, at 1-800-321-4267, Ext. 4137 (U.S. and Canada), 401-455-4137 (worldwide) or by email to [email protected].
Marketing Opportunities
Get the Word Out About Your Special Public Event or a Raffle! Get it listed in the Joint Mathematics Meetings Program for FREE!! Are you planning any raffles or public events that are open to the public such as a reception or a book signing? Simply give us the information by October 20, 2015 and we will list it in the JMM Program! It’s that easy! Take advantage of this added FREE benefit for exhibiting at the Joint Mathematics Meetings! Information received after October 20, 2015 CANNOT be included in the program BUT WILL be listed on the web and included in the registration packets. Put Your Promotional Pieces in the Hands of Participants! Put your literature directly in the hands of participants before the meetings! Registration packets are mailed in December via first-class mail to participants who registered in advance. They include the meeting program, badges, and other important information about the meeting. These packets are also distributed at the meetings. For a small fee, information about your company can be included! Deadlines for flyers: Contract due to MMSB by November 3, 2015; materials due to MMSB by November 17, 2015. Get Maximum Exposure Before, During, and After the Meeting! Increase sales and traffic at your booth by sending a personal invitation. Placing an ad in the Joint Mathematics Meetings program book is an excellent way to invite participants to learn about your company and products. The program reaches a highly targeted audience of over 6000 scientific and mathematical professionals. It includes all of the information pertaining to sessions, presenters, and activities. Ads start at ¼ page for only US$684! Please contact the MMSB for specific details. Deadline for contract is October 13, 2015. Advertise 5 Days in a Row for Less than US$200! Place an ad in JointMeetingNews, the meeting’s daily newsletter. It is circulated electronically to each participant daily and includes important program updates and last-minute announcements. Submit a maximum of two ads per issue in advance for only US$55 per ad per day or a SPECIAL DISCOUNT of US$199 per ad for four (4) or more days.
Details on these opportunities can be found at http://jointmathematicsmeetings.org/2016_JMM_Invitation_to_Exhibit.pdf.
For any other questions, please contact the MMSB at (800) 321-4261, ext. 4137
Advance Registration and Housing Paper Form An Exhibitor Registration/Housing (ERH) Form is included in this package, which can be completed and returned to the Mathematics Meetings Service Bureau (MMSB) by: P.O. Box 6887, Providence, RI 02940-6887, (scanned) by email to [email protected], or by fax to 401-455-4004. Individuals can either use the ERH or the regular online meeting registration form (see link below). Note that any exhibitor who plans to attend sessions should register for the meeting as well as an exhibitor.
How to Register and Reserve a Hotel Room Online Booth personnel can register and reserve hotel rooms using the online registration form on the Joint Mathematics Meetings (JMM) website, jointmathematicsmeetings.org. For your convenience, the direct link to the form is www.jointmathematicsmeetings.org/meetreg?meetnum=2181. (See option to reserve a hotel room directly below.)
Group Registrations The online form is generally set up for individuals to register, either by using an AMS account or a Guest account. However, you can register a group of people by using the Guest account option (only). If an email address is associated with an AMS account, it cannot be used for a Guest account. (Note that if any of your booth staff has an AMS account, it may be better for them to do their own registrations.) There are two options to register a group online:
Option 1 1. Register each person individually using his or her email address. 2. Print the page when you get to the check-out screen because the email confirmations will be sent
directly to each person. (Note that the MMSB will email you a copy of the group’s acknowledgments, if you request it.) This method will ensure that all of your booth staff will receive a copy of JointMeetingsNews during the meeting.
Option 2 Register each person using just your email address and the Guest account option (only). Note that with the exception of your email address, all contact information (especially the badge information) should refer to the registrant. In this case, the confirmation email will be sent to you (only).
Important to Know: The only required information on the first page of the form is the badge affiliation, name and registration category. So for example, if you do not want to attend any banquets, you may skip that section. Once you click “Submit Registration,” you can fill out the contact information. Since there is no charge for exhibitor registration, just click “Process the Order” when you get to the last screen. You may then proceed to reserve a room for the registrant.
Badges Receive Badges before the Meeting JMM Exhibitor badges cannot be mailed to individuals, but they can be mailed to a group. If you would like to receive all of the badges for your booth staff before the meeting, they can be mailed to you along with your setup badges on December 11. Just fill out the enclosed ERH form with the names of your registered staff and the contact person that should receive the packet. (Note that each packet will include a meeting program; one per company.) As an option, you can send the information by email to [email protected], subject line “Mail my JMM Exhibitor badges”. The MMSB must receive this information (by either method) by November 17 to facilitate this. Otherwise, you may pick up your badges at the meeting.
Receive Badges at the Meeting A badge will be made for every exhibitor that registers. If you did not opt to have badges sent to your group before the meeting, your badge(s) can be picked up at the meeting. If you would like to guarantee that a badge is pre-made for your staff, email your final list to [email protected] by December 22. Note that exhibitors CAN register at the meeting and receive a badge.
A special exhibitor table will be set up in front of exhibits in Exhibit Hall 4A. for exhibitors who registered in advance and did not opt to receive their badges before the meeting. This table will be available on Tuesday and Wednesday, January 5 and 6, from 9:00 a.m. – 4:30 p.m. All NEW exhibitor registrations must be made at the Exhibits Section of the JMM registration desk which will be located on the fourth floor of the Washington State Convention Center.
How to Reserve a Room Before Registering Special rates have been negotiated exclusively for this meeting at the following hotels: Sheraton Seattle Hotel, Grand Hyatt Seattle, The Fairmont Olympic Hotel, The Westin Seattle, Renaissance Seattle Hotel, The Paramount Hotel Seattle, Hyatt Olive 8 Seattle, Inn at the Washington Athletic Club, Crowne Plaza Seattle Downtown, and the Roosevelt Hotel Seattle. See enclosed details on these hotels.
Exhibitors are encouraged to register first for a badge before reserving a hotel room. However, they may reserve a room first and register later. To receive the JMM rates, they must reserve a room a room through the following link: https://resweb.passkey.com/Resweb.do?mode=welcome_gi_new&groupID=51833368 The link above will not be active after December 14. If you have not determined all of your booth staff, it is strongly advised that you reserve rooms under a list of tentative names. These names must be replaced with real names, dates, and other necessary information before December 14 to continue holding these reservations. The hotels will not be able to accept reservations directly until after December 17 and at that time, rooms and rates will be based on availability. Any rooms reserved directly with the hotels before December 14 are subject to rates that are higher than the JMM rates.
Please note the “Caution” flyer about housing pirates included in this packet
Deadlines To have badges mailed before the meeting: November 17 To reserve a hotel room through MMSB: December 14 To register for a badge (only) before the meeting: December 22
Booth Personnel Each company will be provided with a maximum of six (6) badges per booth, free of charge. Any additional staff will be charged a fee of US$25 per person.
Decorator The decorator for the 2016 Joint Mathematics Meetings (JMM) is: Brede Exposition Services 2501 East Magnolia Street Phoenix, AZ 85034 602-275-5900 602-275-0584 (fax)
Shipping, Moving, and Storage Each exhibiting company is responsible for shipping and paying for its exhibit materials to and from Seattle, WA. Each exhibiting company is also responsible for all of its storage and labor costs. (See information on these items in the service kit that will be sent from the decorator.) All shipments must be prepaid. Packages, crates, and boxes should arrive no earlier than December 4 and no later than December 28. Materials received after January 4 will be assessed a late charge. All shipments must be addressed as follows:
2016 Joint Mathematics Meetings Exhibits Exhibiting Company Name Booth #/or Joint Books Exhibit Brede Exposition Services C/o YRC Freight 12855 48th Avenue South Tukwila, WA 98168
Materials cannot be sent to Providence. The American Mathematical Society (AMS) will not be responsible for shipping them to Seattle, WA. If sent, they will not be accepted and will be returned to the sender. If last-minute shipments cannot be avoided and must be sent after January 4, the decorator can ONLY accept them at the Washington State Convention Center on January 5 from 8:00 a.m. to 4:30 p.m.
Internet Information To provide an affordable way for all exhibitors to receive FREE Wi-Fi access in the exhibit hall, all exhibiting companies are asked to pay a small one-time service fee of US$175. This fee is calculated to cover a wireless network just for exhibitors for the duration of the meeting and will have the capacity to provide basic access to the internet. It will be capped at 1.5 Mbps per user.
The JMM will monitor the health of this wireless network for exhibitors, but while every practical effort will be made to provide stable reliable network services, there is no explicit service level agreement for any network provided through Smart City for the JMM, including wireless networks, nor are there any remedies available in the event that network services are lost. Exhibitors acknowledge the ramifications of using the devices listed in the attached document entitled “Wi-Fi Interference Devices” and shall not hold the JMM responsible for any decreased or lost wireless network performance in the exhibit hall due to the use of said devices.
The wireless network provided in the exhibit hall is a best effort network. If any exhibitor is planning to run any demonstrations in their booth that require high availability network access, they are advised to order a wired network connection through the “Priority Exhibitor Services” portal at the Washington State Convention Center (WSCC) website. http://www.wscc.com/audience/exhibitors/priority-exhibitor-services
Tax Information Any exhibitor that sells a product or merchandise to the general public or large private groups will be responsible for collecting the required Washington State Retail Sales Tax. Any exhibitor that already has a State Sales Tax License is required to display this license in its booth at all times during the meeting. For more information, please visit http://dor.wa.gov/content/FindTaxesAndRates/SalesAndUseTaxRates/ Lighting Lighting by use of lanterns and candles is prohibited.
Catering All catering needs for exhibit space MUST be ordered through the Washington State Convention Center. If outside catering vendors are used, penalty fees will be charged by the Washington State Convention Center. For all catering needs, please contact Rae Cirricione, CMP, Senior Exhibitor Services Manager, (206) 694-5015 ext. 103 or by email at [email protected].
Balloons and Decorations Balloons are allowed in the Washington State Convention Center for decorative purposes, and must be removed from the building at the end of the meeting. If a helium balloon gets loose, there is a retrieval fee per balloon. Helium balloons may not be distributed to attendees as give-a-ways or purchased items. Storage of helium tanks on premises must be reviewed by the Washington State Convention Center staff in advance. No pins, tacks, nails, staples, screws, bolts, etc. or adhesives of any kind are permitted on any wall, door, floor, air wall, column, or any other furniture of the facility. The use of confetti cannons, smoke machines, and pyrotechnics are also prohibited in the Washington State Convention Center.
Americans with Disabilities Act Exhibitors shall at all times comply with the provisions of the American with Disabilities Act, including but not limited to, the wheelchair access provisions thereof.
Outside Contractors A. Exhibitors may use approved outside contractors to perform all work desired at their booth space. The
AMS and the MAA assume no liability for any work performed by such contractors, and exhibitors shall look solely to damage resulting from work performed by such contractors.
B. All outside installation and dismantling contractors or individuals hired directly by exhibitors to erect and dismantle exhibits shall provide the Exhibits Coordinator and the Official Contractor with a valid Certificate of Insurance at least 45 days prior to the opening of the JMM Exhibits so permission may be given for said contractor(s) to operate.
C. All approved contractors must receive special ‘outside’ badges from Brede Exposition Services prior to the opening of the JMM Exhibits and must wear them at all times while in the exhibit hall.
All approved contractors must receive special outside badges from the Exhibits Coordinator prior to the opening of the JMM Exhibits.
Limitation of Liability Each exhibitor must make provision for the safe guarding of his goods, materials, equipment and display at all times, and wherever the same may be located within, on, or about the Washington State Convention Center premises. The American Mathematical Society, Mathematical Association of America, Brede Exposition Services, and the Washington State Convention Center will not be responsible for property damage or loss by, or for, any cause, and exhibitor hereby waives any right to claim liability against them for the same. The exhibitor assumes full responsibility for property damage, personal injury, or death to any party by reason of exhibitor’s participation in the exhibits or in meeting activities, and exhibitor agrees to defend, indemnify, and hold the American Mathematical Society, Mathematical Association of America, Brede Exposition Services, and the Washington State Convention Center, its officers, staff, and subcontractors, harmless from all liability which might occur from any act of God or any cause whatsoever arising out of
Contact Information Exhibits Coordinator Christine Davis, American Mathematical Society, 201 Charles Street, Providence, RI 02904-2294, 800-321-4267 x4137, 401-455-4004 fax, or [email protected] Mathematics Meetings Service Bureau PO Box 6887, Providence, RI 02940-6887, 800-321-4267 x4144 or x4137, 401-455-4004 fax, or [email protected] Official Decorator Brede Exposition Services, 2501 East Magnolia Street, Phoenix, AZ 85034-6918, 602-275-5900, 602-275-5959 fax
exhibitor’s participation in the JMM Exhibits or in meeting activities. The American Mathematical Society, Mathematical Association of America, Brede Exposition Services, and the Washington State Convention Center, its officers, staff, and subcontractors will not be liable for injuries to any person or for damages to property owned or controlled by exhibitor, which claims for damages or injuries may be incident to, arise from, or be in any way connected with exhibitor’s occupation of display space, and the exhibitor agrees to defend, indemnify and hold the American Mathematical Society, Mathematical Association of America, Brede Exposition Services, and the Washington State Convention Center, its officers, staff, and subcontractors harmless against all such claims.
The exhibitor expressly understands and agrees that the foregoing limitation of liability clauses apply not only during the exhibit hours, but also at all other hours of the day for the period extending from the commencement of installations until the final removal of all the exhibitor’s property and personnel from Exhibit Hall 4A and to any latent contingent damage, injuries, or liability arising or discovered at a later date as the results of or arising out of exhibitor’s participation in the JMM Exhibits.
The American Mathematical Society, Mathematical Association of America, Brede Exposition Services, and the Washington State Center will not be responsible to any degree whatsoever for any ill effects caused any person or group of persons in attendance prior to, during, and after the close of the JMM Exhibits for any samples taken, or by other means given them by the exhibitor representative.
Compliance with the Law The exhibitor shall not engage in any display, publication, performance, or other activity that is in conflict with any federal, state, or local law, regulations, rule or ordinance, nor shall the exhibitor, or its representatives or employees, engage in any lewd display, publication, or performance.
Insurance Each exhibitor is required to be covered by Public Liability Insurance, naming the American Mathematical Society and the Mathematical Association of America as co-insured in the amount of not less than US$300,000 for injury to each person, not less than US$1,000,000 for each accident and not less than US$1,000,000 property damage for each accident, to protect against possible claims arising out of the operation of its booth.
Theft and fire insurance floater policies are highly recommended. Small or easily portable articles of value should be properly secured or removed after exhibit hours. JMM insurance policies do not include fire and theft coverage for individual exhibit booths.
Rules For your convenience, we have enclosed a copy of the rules that were included in the “Invitation to Exhibit” that was emailed in May 2015, and which is part of your signed contract. Particularly make note of information on sound, use of display space, security, and exhibitor activities.
GRAND OPENING CELEBRATION Attention Exhibitors!!
Join in the Grand Opening Celebration for the 2016 Joint Mathematics Meetings Exhibits!
Increase Traffic!!
This is a great time to attract more participants to your
booths with refreshments and giveaways!
The Grand Opening will begin at 12:15 p.m. on Wednesday, January 6, 2016 with a brief ribbon cutting ceremony at the entrance to exhibits. Participants will receive a flyer in their registration packets that list the treats and giveaways that
they can find in your booths!
Sign Up NOW! Call us today at (800) 321-4261, ext. 4137 or email us at [email protected] to let us
know if you plan to participate or have any questions.
Warning: Exhibitor Hotel Scam! In the past, Joint Mathematics Meetings (JMM) Exhibitors have been contacted by an outside marketing company to reserve a hotel room, usually at one of the headquarters hotels, at a cheaper rate than the meeting rate. Exhibitors were asked for their credit card information via a credit card authorization form. Exhibitors who provided this information have lost money because their credit cards were charged and they never received the hotel rooms they were promised. This company never had a block of rooms at any of the JMM hotels.
THIS IS A SCAM AND AN ATTEMPT TO EXTORT MONEY FROM YOU! DO NOT GIVE YOUR CREDIT CARD INFORMATION TO ANY COMPANY THAT SAYS THEY ARE REPRESENTING THE AMERICAN MATHEMATICAL SOCIETY OR THE MATHEMATICAL ASSOCIATION OF AMERICA AND OFFERING YOU A BETTER HOTEL RATE. IF YOU ARE CONTACTED BY THIS TYPE OF COMPANY, TELL THEM YOU ARE NOT INTERESTED AND CONTACT THE MATHEMATICS MEETINGS SERVICE BUREAU (MMSB) IMMEDIATELY AT [email protected].
This practice is called “Room Pirating” and unfortunately has become a regular and disturbing phenomenon among many meetings and conferences over the past three years. The “room pirates” first find out about an upcoming meeting, usually from the host organization's website, from which they pull a list of exhibitors, if they can. (Last year they pulled a list from a past meeting site.) Once they have key information, they reserve a small room block, if they can, during the same dates at the same hotel. (In the case of the JMM, they were not able to reserve any rooms.)
Then they call the exhibitors and pretend to be agents of the host organization. The pirates will sometimes say sleeping rooms are selling out and the exhibitor needs to provide a credit card number so that a reservation can be made. Or if the exhibitor says he already has a reservation, the pirate may say that a better room rate has become available and the reservation can be changed if the exhibitor supplies a credit card number. The goal is to have exhibitors unwittingly book within the pirates' room block.
IMPORTANT! IN ALL OCCURRENCES OVER THE PAST YEARS, THESE ROOM BLOCKS DID NOT EXIST. THE ONLY WAY TO RESERVE OR CANCEL A ROOM FOR THE JMM IS THROUGH THE MMSB.
We appreciate the loyalty of our long-time exhibitors who alerted us about this scam in a timely manner.
Wi-Fi Interference DevicesWi-Fi 802.11 is an unlicensed wireless spectrum operating on frequencies not controlled by the FCC.Thousands of devices can and do use these frequencies without any thought or knowledge of how it affects other Wi-Fi devices, such as the Wi-Fi network installed in this facility.
Licensed cellular frequencies used by such companies as AT&T, Verizon, T-Mobile, and Sprint are licensed by the FCC, and each cellular provider spends billions of dollars on these specific frequencies as alicensed service to ensure no other devices operate on the same frequencies. It is virtually impossibleto provide a high-quality wireless product offering with no control of unlicensed Wi-Fi products broughtinto the facility by exhibitors and attendees.
This is one of the key reasons why Smart City cannot guarantee Wi-Fi service and why it is sodifficult to manage expected performance similar to what people use at home, the airport, andother public spaces (such as Starbucks and McDonald’s).
Below, you will find many devices that operate on unlicensed Wi-Fi frequencies oftenfound on the exhibit floor, which cause interference with standard operations ofthe facility’s Wi-Fi network.
• Rouge Access Points of all kinds• iPads / Tablets• Smart Phones: Enhanced with Bluetooth / Mi-Fi / Wi-Fi
*Mi-Fi is a technology used by smart phones to pull licensed cellular frequency and rebroadcast it as unlicensed Wi-Fi
• Laptops• Personal Computers• Smart Televisions / Apple TV
Well-known interference devices(These devices are commonly found on the exhibit floor)
• Bluetooth devices (any)• Microwave ovens• Security cameras• Baby monitors• Remote car starters• Wireless speakers• Zigbee networks• Video senders• Wireless keyboards
• Wireless mice• Remote controls (garage doors,
universal remotes, security systems)• Medical devices• Cordless phones (2.4 GHz and 5.8 GHz)• Walkie talkies• Some sewing machines• Most newer appliances• Wireless printers
Everyday devices that also cause interference(These devices are found on the exhibit floor less frequently, depending on the event)
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