Special Notes, Terms, and Conditions

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BAG INSERTS

• All inserts must be submitted to TriStar for final approval by the American College of Rheumatology. A copy of the insert must be approved by the American College of Rheumatology regardless of prior approval for other promotional opportunities at the meeting.
• TriStar will notify you of approval. If changes are necessary, a copy of the corrected insert must be resubmitted, and TriStar will notify you of final approval.
• TriStar will supply a shipping label for the advertiser to complete and place on the outside of each box that is shipped.
• The advertiser is responsible for sending the correct number of pieces. TriStar will not be responsible for shortages due to an incorrect number of pieces being received.
• All shipments must be sent directly to the insertion facility. Do not ship bag inserts to TriStar. The advertiser will be responsible for costs incurred to ship to the insertion fulfillment house.
• Bag insert specifications: maximum dimensions are 8 ½” x 11”; maximum weight is four ounces.
• Price is based on an average-sized insert. Insertion fee is subject to change at publisher’s discretion or pending advertiser’s selection of collateral to be distributed.
• Fee is subject to change pending advertiser’s selection of collateral to be distributed. 
• Due to weight and bulk of magazines, newspapers, and other publications, distribution of these items will not be permitted in the bag.
• Company to supply all advertising material.
• A minimum of five inserts per bag must be reserved for distribution to be executed. 

HOTEL MARKETING

• All advertisements and featured products subject to approval by the American College of Rheumatology.
• Fee is subject to change pending advertiser’s selection of collateral.
• Company to supply all advertising material where noted. Quantities may vary due to hotel policies and staff availability.
• All shipments must be sent directly to hotels. TriStar will supply a shipping label for the advertiser to complete and place on the outside of each box that is shipped.
• Room drop specifications: maximum dimensions are 8 ½” x 11”; maximum weight is eight ounces.
• Guest check-in promotion specifications: maximum dimensions are 5” x 7”.
• Due to stringent hotel labor policies, TriStar is not liable for a hotel’s failure to deliver during guest check-in or to rooms in the designated room block. There will be no discounts or refunds given.

GENERAL NOTES

• All advertisements and featured products are subject to approval by the American College of Rheumatology.
• ACR reserves the right to update the rate card opportunities based on project developments.
• Circulation is based on projected attendance and hotel room blocks at the time of rate card creation. There will be no monetary adjustment should numbers decrease. Should hotel peak quantities surpass the quantity listed on the rate card, the overage will not be included in the final distribution.
• Distribution time and method may vary depending on participating hotel properties. 
• The advertiser is responsible for sending the correct number of pieces. TriStar will not be responsible for shortages due to an incorrect number of pieces being received.
• The advertiser and/or its agency (representative) assumes liability for all advertising content published by TriStar. The advertiser and or its agency (representative) grants TriStar the rights and license to use, reproduce, transmit and distribute all creative material supplied by or on behalf of the advertiser.
• Digital ad units are considered sponsorship advertising. The analytics presented are based on the prior year and may vary annually. There are no CPM guarantees provided due to the nature of target audience access. TriStar will not credit the advertiser based on data shortfalls from the analytics presented. 
• TriStar does not offer any guarantees regarding non-human traffic, which is consistent with industry standards for sponsorship advertising. Spam filtering to remove invalid clicks and impressions is executed via the Google Ad Manager platform; TriStar relies on Google to implement best practices and standards to reduce invalid traffic for quality reporting.
• TriStar does not offer viewability threshold guarantees. Viewability is dependent on device type and ad unit. When developing its advertising inventory, TriStar prioritized placements that provide the strongest ROI and visibility.  
• Email circulation includes both domestic and international recipients. For specific targeting opportunities, inquire with your TriStar Media Strategist.
• TriStar reserves the right to cancel any publication or service in the event of revenue shortfalls. TriStar will refund monies paid for participation in a canceled publication or service. TriStar is not obligated to replace the canceled publication or service with any other advertising vehicle.

FINANCIAL CONSIDERATIONS

• Ad agreements are considered firm and non-cancelable upon receipt of any of the following: email confirmation, signed agreement, payment. 
• Insertion and purchase orders are subject to all terms and conditions included in the publisher’s rate card.
• Circulation for each tactic is based on unique, targeted audiences and forecasts. There will be no monetary adjustments should the audience decrease.
• The advertiser and/or agency (representative), if third party is used, shall be jointly and severally liable for all monies due and payable to TriStar Event Media, LLC.
• No agency commission or cash discounts permitted. Rate card prices are NET.
• Full payment is due upon space reservation and/or agreement signature for all out-of-home opportunities and hotel tactics, without exception.
• When applicable, full payment is due from the responsible party no later than 30 days after receiving tear sheets or proof of advertisement.
• Additional fees may be incurred for non-compliance with the shipping instructions or failure to fully complete the shipping label provided.
• A minimum $650 late fee will be charged for materials received after the specified due date.
• Digital ads requiring reformatting/manipulation by TriStar on the advertiser’s behalf will incur a minimum fee of $500, with final cost to be determined by the scope of work.
• Featured Industry Event Listings requiring updates to content or creatives will be subject to additional fees based on scope of work.
• TriStar will be diligent in providing the highest quality products and services. TriStar will not provide any refunds or discounts on advertisements due to issues beyond the publisher’s control.
• All invoices are payable in USD and may be paid via check, ACH, credit card or wire transfer. Payments made by credit card will have an additional 3% added to the total purchase price. Wire transfers will be subject to a $40 processing fee. These fees cannot be waived.
• Invoices that have not been paid within 45 days are deemed past due and may accrue a 3% late fee.
• TriStar reserves the right to contact the agency/representative’s client and association for all outstanding balances if the agency’s account is delinquent. However, no action on the part of TriStar shall relieve the agency of its liability for outstanding amounts due.
• TriStar reserves the right to prohibit future advertising if an account is past due 90 days. Advertisers/sponsors with delinquent accounts will lose their right of first refusal and their right to be waitlisted for opportunities of interest.
• TriStar reserves the right to cancel any publication or service in the event of revenue shortfalls. TriStar shall refund monies paid for participation in the publications or service. TriStar is not obligated to offer or replace the canceled publication or service.

NON-EXHIBITOR ADVERTISING POLICY
Non-exhibitors can participate in the rate card opportunities for a 25% premium to the listed fee.

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File Submission Specifications

ACCEPTABLE FILE FORMATS

• Adobe InDesign
• Fonts: Packaged, outlined or embedded
• Image dpi and ppi are ad buy specific
• Adobe Illustrator (fonts outlined) and Adobe Photoshop (flattened image)
• Press/print ready PDF (PDF/X compliant)
• All colors must be CMYK for print, RGB for digital

COLOR PROOFS

• Please send a color proof or PDF for checking color and content on print publications. Without a color proof, the publisher cannot be held responsible for the outcome of the color.

SUBMITTING FILES
Contact your TriStar representative for login information and upload instructions.

Deviation from these guidelines may require additional time and costs, and/or sacrifice reproduction predictability. Publisher cannot be held responsible for problems on press caused by improperly distilled PDF files.

THIRD-PARTY AD TAGS

CHANGING OF CREATIVES
Creative changes during the campaign period are not allowed without permission and approval from TriStar and the Association. Non-compliance will result in ads being removed. There will be no financial reimbursement for the campaign period not fulfilled. Approved creative changes may be subject to a change-out fee. 

PERSONALLY IDENTIFIABLE INFORMATION (PII) COLLECTION
No advertising shall include any pixels, tags, or any other type of information collection software code (i.e. any such pixel, tag, code or device commonly referred to as a “Pixel”), nor place any beacons, cookies, or other information collection devices on the browsers of users. Specifically, advertisers may not use such pixels to collect any PII with respect to any user of the site referenced in this rate card. Advertisers will not link any non-PII that is collected to any PII that it may have from any other source. Advertisers will not update any existing profile or create any profile in its database based on any data collected from sites affiliated with the Association, College or Society referenced in this rate card, or any information derived from the information in the referring URL.

INTERNAL REDIRECT TAGS
Google Ad Manager compatible internal redirect tags are required when submitting third-party ad tags. This applies to website ads only.

LATE FEES
Don’t forget to submit! Late fees apply for missed material deadlines.

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Ready to Advertise?

FOR RESERVATIONS, CONTACT:
Hilary Bair
Senior Media Strategist
[email protected]
BOOK TIME WITH ME

VIEW ADVERTISING & PROMOTIONAL GUIDELINES HERE

DON’T SEE WHAT YOU ARE LOOKING FOR? 
We welcome innovative ideas that add value to the meeting and attendee experience while achieving your organization’s visibility and awareness goals. Contact Hilary Bair, Senior Media Strategist, to discuss your custom solution!

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FOR MATERIAL SUBMISSION QUESTIONS, CONTACT:

Meghan Kraft
Director of Project Management
[email protected]
913-491-4200 ext. 498

FOR CORPORATE SUPPORT MATERIAL RELATED QUESTIONS, CONTACT:

Kat Dennis
Sr. Specialist, Strategic Relations, Sales and Marketing
[email protected]

SEND ADVERTISING PAYMENTS TO
Accounts Payable
TriStar Event Media, LLC
7285 W. 132nd Street, Suite 300
Overland Park, KS 66213
913-491-4200

PAYMENT OPTIONS
Payments may be made via check, ACH, wire transfer, or credit card. Payments made by credit card will have an additional fee of 3% added to the total purchase price. Wire transfers will be subject to a $40 processing fee. These fees cannot be waived.