Special Notes, Terms, and Conditions

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GENERAL NOTES: 

1. All advertisements are subject to advance approval by ACG. 
2. ACG reserves the right to update the rate card based on project developments.
3. Advertising purchases will not increase sponsorship level with ACG.
4. 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.
5. 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.

NON-EXHIBITOR/EXHIBITOR ADVERTISING: 

1. Companies must be an official exhibitor of ACG’s Annual Scientific Meeting & Postgraduate Course in order to participate in the corporate support and/or advertising opportunities. 

FINANCIAL CONSIDERATIONS: 

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. 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.
3. No agency commission or cash discounts permitted. Rate card prices are NET.
4. Full payment is due from the responsible party no later than 30 days after receiving tear sheets or proof of advertisement, when applicable.
5. Additional fees may be incurred for non-compliance with the shipping instructions or failure to fully complete shipping label provided. TriStar is not liable for distribution failures should the advertiser incorrectly fill out or choose not to use the supplied shipping label. For questions related to material receipt, contact TriStar. 
6. A minimum $650 late fee will be charged for materials received after the specified due date. Print assets received after the extended material deadline may result in late installation and/or additional rush fees. Digital assets received after the extended material deadline may not be included in all scheduled traffic drivers. Inclusion is contingent on the types of creatives, complexity of setup, association approval, etc. 
7. 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.
8. All invoices are payable in USD and may be paid via check, ACH, credit card or wire transfer. TriStar will charge an additional 3 percent to the total purchase price for credit card payments. Wire transfers will be subject to a $40 processing fee. TriStar cannot waive these fees.
9. Invoices that have not been paid within 45 days are deemed past due and may accrue a 3 percent late fee.
10. 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.
11. 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.
12. 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 publication or service. TriStar is not obligated to offer or replace the canceled publication or service. 
13. Advertiser/sponsor and/or agency will not be allowed to revise materials which are not received by TriStar’s published “materials due” deadline. 
14. Late fees will apply for ad creatives arriving after the specified materials due date.
15. 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 ACG 2025 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.
16. Full payment is due upon space reservation and/or agreement signature for all out-of-home opportunities without exception. 
17. 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.

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ADVERTISING GUIDELINES & FILE SUBMISSION SPECIFICATIONS 

ADVERTISING GUIDELINES:

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.

FILE FORMATS AND SPECIFICATIONS: 

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

UNACCEPTABLE PROGRAMS:

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

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. 

AD SPECIFICATION & MATERIAL SUBMISSION CONTACTS: 

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

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.