Special Notes, Terms, and Conditions

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IMPORTANT INFORMATION

• Prepayment is required.
• TriStar Event Media is the exclusive partner through which 2025 ASH Annual Meeting exhibitors have the opportunity to book out-of-home advertising. Exhibitors who wish to advertise in the host city are required to use TriStar and may not purchase through any other supplier.
• Out-of-home marketing is subject to the terms and conditions set forth by ASH.
• Out-of-home inventory and advertising rates are subject to change and will be confirmed at the time of reservation. Opportunities may not be exclusive to one supporter.
• All out-of-home marketing is subject to ASH and vendor approval. In the event a creative is not approved, the advertiser will be given the opportunity to submit a new creative. There will be no refunds given for unapproved campaigns.

GENERAL NOTES

1. All advertisements are subject to advance approval by ASH. 
2. ASH reserves the right to update the rate card based on project developments.
3. Advertising purchases will not increase sponsorship level with ASH.
4. 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.
5. Insertion and purchase orders are subject to the terms and conditions included in the publisher’s rate card.

NON-EXHIBITOR ADVERTISING
Non-exhibiting companies may not participate in the advertising opportunities listed. 

FINANCIAL CONSIDERATIONS | TERMS AND CONDITIONS

1. Ad agreements are considered firm and non-cancelable upon receipt of any of the following: email confirmation, signed agreement, insertion or purchase order, creative materials, payment. 
2. Full payment is due upon space reservation and/or agreement signature for all out-of-home opportunities without exception. 
3. 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.
4. No agency commission or cash discounts permitted. Rate card prices are NET.
5. 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.
6. 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 fee of 3 percent added to the total purchase price. Wire transfers will be subject to a $40 processing fee. These fees cannot be waived.
7. Invoices that have not been paid within 45 days are deemed past due and may accrue a 3 percent late fee.
8. 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.
9. 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.
10. Advertiser/sponsor and/or agency will not be allowed to revise materials which are not received by TriStar’s published “materials due” deadline. 
11. Late fees will apply for ad creatives arriving after the specified materials due date.
12. The supporting advertiser understands the marketed fee is based on the costs provided by the vendor upon rate card creation. Pricing is subject to change for all 2025 ASH Annual Meeting out-of-home marketing tactics. The potential fee-change provisions are based on the out-of-home vendors reserving the right to alter their cost upon space commitment.
13. TriStar will not be held liable for any damage that occurs to tactics located in public spaces, including citywide advertising and airport advertising. TriStar will not provide refunds or discounts on such tactics.
14. Requested ad placements are not guaranteed unless the advertiser/sponsor or its agency purchases a “special position” at an additional cost.

View the 2025 guidelines here.

USE OF NAMES, LOGOS, AND/OR TRADEMARK
The use of any name, logo, or trademark of ASH is strictly prohibited without ASH’s advance written consent.

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FILE SUBMISSION SPECIFICATIONS

AD SPECIFICATIONS & SUBMISSION: 

DON’T FORGET TO SUBMIT! Late fees will be assessed for any ad material submitted after the specified due date. Contact your TriStar representative for ad specifications and submission instructions.

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

Unacceptable Programs

• Corel Draw
• Microsoft Publisher
• Microsoft Word and Microsoft PowerPoint

AD SPECIFICATION & MATERIAL SUBMISSION CONTACTS

ADVERTISING RESERVATIONS
Nan Blunk
Senior Media Strategist
[email protected]
913-491-4200, ext. 457
BOOK TIME WITH ME

OUT-OF-HOME ADVERTISING
Meagan Holloway
Project Manager
[email protected]
913.491.4200 ext. 225

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PAYMENT INFORMATION

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

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 percent added to the total purchase price. Wire transfers will be subject to a $40 processing fee. These fees cannot be waived.