SPECIAL NOTES & CONSIDERATIONS

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HOTEL MARKETING

1. Due to stringent hotel labor policies, TriStar is not held liable for a hotel’s failure to deliver to rooms in the designated hotel room block. There will be no discounts or refunds given.
2. All advertisements and featured products are subject to approval by the American Diabetes Association.
3. Fee is subject to change pending advertiser’s selection of collateral.
4. Company to supply all advertising material where noted. Quantities may vary due to hotel policies and staff availability.
5. Advertisers are allowed one piece per opportunity.
6. 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. 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.
7. Premium Room Drop specifications: maximum dimensions are 8 ½” x 11”; maximum weight is 8 ounces.
8. Guest Check-In Promotion specifications: maximum dimensions are 5” x 7”.
9. The production of hotel key cards is subject to supplier limitations and each hotel’s specific key system. As such, TriStar is not liable for variances in the finished product.

GENERAL NOTES

1. All advertisements are subject to advance approval by the American Diabetes Association.. 
2. ADA reserves the right to update the rate card based on project developments.
3. Advertising purchases will not increase sponsorship level with ADA.
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.
6. TriStar shall provide metric reporting in accordance with its standard for best practices. Any metric requests made outside of the standard reporting period may be subject to service fees. For information regarding reporting timelines and expectations, direct inquiries to the assigned TriStar Media Strategist. TriStar reserves the right to modify its standard reporting practices, including the scope and frequency of metric reporting. All metric data reports shared by TriStar shall be treated as confidential information.
7. Digital ad units are considered sponsorship advertising. The analytics presented are based on the prior year and may vary annually. With the exception of retargeting campaigns, 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.
8. 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.
9. Likewise, 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.
10. Email circulation includes both domestic and international recipients. For specific targeting opportunities, inquire with your TriStar Media Strategist.
11. Insertion and purchase orders are subject to all terms and conditions included in the publisher’s rate card.
12. Companies selecting retargeting services must comply with all applicable laws, regulations and policies established by the contracted ad exchanges. Creatives will be reviewed for compliance of these requirements. Ads that include sensitive content may be manually reviewed before they can serve. Ad exchanges reserve the right to reject or block submitted content at any time. Some exchanges allow pharmaceutical manufacturers to advertise in select countries only. TriStar recognizes the policies established to maintain a safe and positive experience for users.
13. Circulation is based on projected attendance at the time of rate card creation. Should quantities surpass the quantity listed on the rate card, the overage will not be included in the final distribution.

NON-EXHIBITOR/EXHIBITOR ADVERTISING: 

1. Non-exhibiting companies may participate in the corporate support and advertising opportunities for a 25 percent premium fee.

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 the 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. 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. Circulation is based on the projected attendance at the time of rate card creation. There will be no monetary adjustments should attendance numbers decrease. 
14. Advertiser/sponsor and/or agency will not be allowed ro revise materials which are not received by TriStar’s published “materials due” deadline. 
15. Late fees will apply for ad creatives arriving after the specified materials due date.
16. 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.
17. 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 ADA’s 85th Scientific Sessions hotel and out-of-home marketing tactics. The potential fee-change provisions are based on the hotel properties and out-of-home vendors reserving the right to alter their cost upon space commitment.
18. Full payment is due upon space reservation and/or agreement signature for all out-of-home opportunities, hotel tactics, and retargeting services, without exception. 
19. 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.
20. Requested ad placements are not guaranteed unless the advertiser/sponsor or its agency purchases a “special position” at an additional cost.

File Submission Specifications

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ADVERTISING GUIDELINES:

View the ADA Advertising and Promotional Guidelines

AD SPECIFICATIONS & SUBMISSION: 

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. 

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. Advertiser will not link any non-PII that is collected to any PII that it may have from any other source. Advertiser 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.

AD SPECIFICATION & MATERIAL SUBMISSION CONTACTS: 

PRINT / HOTEL / OUT-OF-HOME ADVERTISING
Kendra Gadwood
Project Manager
[email protected]
913.491.4200 ext. 221

DIGITAL ADVERTISING
Steve Smyth
Digital Ad Operations Manager
[email protected] 
913.491.4200, ext. 453

PAYMENT INFORMATION

TriStar 
T: 913-491-4200
TriStarEventMedia.com

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