Exhibiting Information

AAS 2021 Virtual Exhibits & Sponsor

AAS is excited to bring you the world-class Annual Conference –
virtually, and re-imagined! 

We are excited about the opportunities that come along with this new format. The virtual exhibit and sponsor packages listed below will allow your organization showcase your publications and programs, while connecting with the Asian studies community in meaningful and valuable ways. 

Ready to reserve? Go directly to the online store:
RESERVE NOW!

Important Deadlines:
February 1 – Last day to reserve booth to ensure company is listed in PDF Program
March 1 – Last day to reserve a virtual booth

Virtual Exhibit Package Rates

Standard Booth Packages – $650

This package includes:

  • Logo posted in virtual booth
  • Logo listed on Logo Wall (medium)
  • Company description (350 words)
  • Two (2) products listed in Product Showcase (available for upgrade to unlimited number of products)
  • Exhibitor Portal access with analytics/statistics
  • Two (2) full conference staff registrations
  • Opportunities to purchase additional add-ons*
Premium Booth Package $945

The exhibit booth package includes:

  • All standard Booth features

PLUS+

  • Logo and Banner in Booth
  • Logo wall listing (large)
  • Video Chats – Connect and hold live video chats with attendees visiting your booth.
  • Introduction Company Video (up to 3 min)
  • Company description (750 words)
  • Three (3) full conference staff registrations
  • Ten (10) products listed in Product Showcase (available for upgrade to unlimited number of products)
  • Exhibitor Giveaway Button
  • Opportunities to purchase additional add-ons*
Non-Profit/Association Package $350

The exhibit booth package includes:

  • Logo posted in virtual booth
  • Logo listed on Logo Wall (small)
  • One (1) full meeting virtual attendee registrations
  • Lead Retrieval opportunity

*The Association Non-Profit booth option is available for small, membership- based non-profit organizations (must have 501(c)3 status). Great affordable option for ACLS associations, societies or museums.

Click each booth type above to view included features. Additional features are available for each package by reserving virtual booth add-on features (listed below).

Click to view all features included


Become an Exhibiting Sponsor – Sponsor Packages

(includes a Virtual Exhibit Booth & Advertising)

Exhibiting Sponsor Packages

Consider reserving a Silver, Gold or Platinum Sponsorship Package to increase your visibility.
All packages include full and unlimited access to all virtual booth features.
Advertising and/or discounts for ad options.
All sponsor logos will post on the AAS website and the home page of the virtual platform.

Click to view all benefits includes

VIRTUAL BOOTH ADD-ONS – View List and Images
  • Video Chat Feature – $125
  • Product Showcase – $75-$150
  • Introduction Video – $100
  • Exhibitor Giveaway – $50
  • Scavenger Hunt – $100
View Images and descriptions of add-on features

Video Chat Feature

Host Live video chats with attendees through your booth. Set your own Schedule hours for video chat with the ability to share your screen.
Included Premium Booth Packages. Available as Add-On for Standard

Product Showcase

List your publications, and products within your booth listing. Upload the images, titles and links to your website for direct purchases.
Included in Standard and Premium Package. Upgrade to display unlimited number of items

Introduction Video

Upload a video (3 min max) and display on home page of your booth. Great for promoting recent publications of programs.
Premium Package. Available as Add-on item to Standard Package

Resources

Upload a video (3 min max) and display on home page of your booth. Great for promoting recent publications of programs.
Available in Non-Profit, Standard & Premium Package.

Exhibitor Giveaway

Drive traffic to your booth by offering a giveaway. Link to your own webpage, survey, or other page or url that describes your promotion and enters attendees into your giveaway. A giveway icon will be listed in the main exhibitor list to further show which company’s are offering giveaway. Proven source of increasing booth traffic.
Available in Premium Booth Package. Add -on to Standard.

Scavenger Hunt

Drive traffic to your booth by offering a giveaway. Link to your own webpage, survey, or other page or url that describes your promotion and enters attendees into your giveaway. A giveway icon will be listed in the main exhibitor list to further show which company’s are offering giveaway. Proven source of increasing booth traffic.
Add -on to Standard or Premium Booth package

Connect & Engage

These event opportunity listed below may be reserved within the sponsorship section of the store.

Exhibitor Demonstrations/ Education Sessions – $250

Exhibitor/sponsor can provide a 30 minutes promotional session linked to their company name and the participants can access the video in the exhibitor booth details. All session will be pre-recorded and uploaded to the virtual platform.

Sponsor Benefits:

• Sponsor creates video demo in provided platform– with logo/banner. Visible for a up to one-year post event on the conference website.

• Give sponsors brand awareness by showcasing their logo in email communications and online.

Meet the Author Session 60 Minutes $100/hour

Hold a Live Meet-the-Author event using the virtual platform chat feature. Events may run a maximum of 30 minutes and can be scheduled during breaks. Number of attendees at any one time may be set by exhibitors; recommendation is maximum of 20.

Sponsor Benefits:
• Sponsor creates video demo in provided platform– with logo/banner. Visible for a up to one-year post event on the conference website.
• Give sponsors brand awareness by showcasing their logo in email communications and online.

Frequently Asked Questions

Exhibitor AAS201 Frequently Asked Questions

Q: How long is the platform open/available?

A: The “live” event will be held from March 21-26, 2021, but the online platform will be available for an additional 30 days upon the completion of the event to allow attendees and exhibitors to view on-demand content or connect with other attendees at any point during that time.

Q: What can we put in our virtual booth?

A: Depending on booth package purchased, the exhibitor and sponsor will upload assets as appropriate from the list below for the purpose of building their virtual booth:

  • Exhibitor Name, Description, Website URL, and Social Media
  • Exhibitor Booth Banner Image
  • Exhibitor Logo Image
  • Request Additional Information Feature
  • Provide Representative/Contact Information
  • Exhibitor PDF Links
  • Exhibitor Website Links
  • Exhibitor Video Upload
  • Exhibitor Products
  • Exhibitor Video Chat with Attendees
  • Exhibitor Giveaway Feature
  • Exhibitor Scavenger Hunt

Q: What information is provided in the virtual booth analytics?

A: The following information can be pulled from your own personal portal at any time during the event and exported into Excel:

  • Attendee impression tracking (name, title, organization, e-mail and phone number) and details regarding asset views, booth views and information request.
  • Request Information button data from attendees who contact the exhibitors and share their information and interests
  • A Like button to see which attendees liked your booth

Q: What is the estimated number of attendee registrants?

A: This is AAS’s first virtual event of this scale, so we are not able to predict attendance numbers for AAS2021 Virtual Conference. At the time of the cancellation of AAS2020, there were approximately 3,200 individual registered from around the world. Attendance at this virtual conference has been discounted from in-person rates, there are approximately 1900 individuals schedules to present on the program.  The Exhibit Hall is open to the public however, the video chats require registration.

Q: When did conference registration open?

A. Conference registration opened on December 9, 2020.

Q: What is the cost for an attendee to register?

A: AAS 2021 registration has been discounted 25-45% from in-person rates.  A new student non-member category has been added to the 2021 conference. 

Q: How many exhibitor registrations do we receive with our sponsorship package?

A: The number of registrations you receive with your sponsorship package depends on the package you purchase.

Q: When is the deadline for the companies to purchase a package?

A: Ideally by March 1, to allow adequate time to submit the required booth content and set up your booth space.

Q: When is the deadline to have all materials uploaded and submitted for the virtual booth?

A: March 15, 2020 (but we recommend as soon as possible)

Important Deadlines

February 1 – Print Advertising Order Deadline
February 1 – Deadline to Submit Print Ad (for PDF program)
February 1 – Deadline to submit company logo (for PDF Program)

March 1 – Deadline to reserve a virtual booth

March 5 – Deadline to upload Exhibitor Demonstration Video (if reserved)
March 5 – Deadline to submit Meet-the-Author Schedule

Virtual Exhibit Hours and Meeting Schedule

Conference Schedule

Monday 3/21 – Friday 3/26 8:30am – 6:00pm Eastern Standard Time

Exclusive Exhibit Hours

Monday – Friday 10:00am – 12:00pm & 1:30pm – 3:00pm Eastern Standard Time

Exhibitors taking advantage of the Video Chat feature are encouraged to set available hours during these exclusive hours. However, this is not required and exhibitors may set hours that best match their availability. Different booth representatives from one organization may set different hours.   During unscheduled video chat hours, attendees can view your virtual exhibit booth, schedule a meeting, request information, or leave messages in the text chat. 

Meeting Schedule

All sessions, events and other scheduled meetings within the AAS 2021 will be listed on Eastern Standard Time. We suggest when scheduling anything in your personal calendars that you make note of this. However due to the virtual format of the conference, exhibitors based outside of the U.S. are encouraged to set any virtual chat hours that also work best in their own time zones as well to best leverage attendees in similar time zone.

The conference will consist of a combination of live sessions and view-on demand content. The conference platform will be available for an additional 30 days for all conference attendees.

Exhibitor Demonstrations and Meet the Author Events

These events will be scheduled during the hours listed as Exclusive Exhibit Hours. If multiple hours of Meet the Author sessions are reserved, these may be schedule across multiple day.

Deadline to upload pre-recorded videos for Exhibitor Demonstrations and to provide the final schedule for Meet the Author events is March 5.

Building Your Virtual Space

The primary contact for the exhibiting company, will automatically receive a link to the Exhibitor Portal and the Exhibitor Kit once the reservation and order is paid in full. The log in credentials will arrive within 24-48 hours of each paid booth order.


Payment Terms and Cancellation Policy

Exhibit Criteria: The Association for Asian Studies (AAS) is a scholarly, non-political, non-profit professional association open to all persons and organizations interested in Asia and the study of AsiaExhibiting companies must meet the criteria of providing goods and services as requested by our members and attendees-in part; the AAS Exhibit Hall is open to Publishers, Publications, Academic and Study Abroad Programs, Foundations, Digital Databases or programming related to archives, teaching, pedagogy or education about Asia. The AAS reserves the right to deny a reservation should the exhibiting party not meet our core mission and values. 

Exhibit Booth Orders: All booth payments must be paid in full.  Payment may be submitted online via a credit card or via check, money order or wire transfer ($35 wire transfer fee). All orders must be paid within 30 days of the booth reservation.

On Advertising Orders: All advertising orders must be paid in full before advertisement placement.  Payment may be submitted online via a credit card or via check, money order or wire transfer (there is a $35 wire transfer fee). 

If an invoice is requested, payment is due within 30 days of receipt of invoice. Should cancellation of the conference occur and purchase not be delivered advertisers may purchase items of equal value or be refunded minus a 20% processing fee.

Booth Package, Booth Add-Ons and/or Advertisement Cancellation: Notification for cancellation must be made in writing. Cancellations made on or before January 31 will receive a 50% refund.  Cancellations submitted after February 1 will forfeit 100% of full payment.  Advertisements that have already inserted or running online may not be cancelled.

Conference Cancellation: Should cancellation of the conference occur exhibitors and advertisers may either defer their payment to the following year, purchase alternate products of equal value, or request a refund minus 20% processing fee.