Special Notes, Terms, and Conditions

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INSERTS

1. All inserts must be submitted to TriStar for advance approval by SABCS. A copy of the insert must  be approved by SABCS regardless of prior approval for other promotional opportunities at the meeting.
2. 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.
3. TriStar will supply a shipping label for the advertiser to complete and place on the outside of each box that is shipped.
4. All shipments must be sent directly to the insertion facility. 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. Do not ship inserts to the TriStar office. The advertiser will be responsible for costs incurred to ship to the insertion fulfillment house.
6. Bag insert specifications: maximum dimensions are 7” x 10”; maximum paper stock is 100#.
7. Price 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.
8. Due to the weight and bulk of magazines, newspapers, and other publications, these items will not be permitted. 
9. Supporter to supply all printed advertising materials.

Hotel Marketing

1. All advertisements and featured products are subject to approval by the SABCS.
2. Fee is subject to change pending advertiser’s selection of collateral.
3. Company to supply all advertising material where noted. Quantities may vary due to hotel policies and staff availability.
4. 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.
5. Room drop specifications: maximum dimensions are 8 ½” x 11”; maximum weight is eight ounces.
6. Due to stringent hotel labor policies, TriStar is not liable for a hotel’s failure to deliver during to rooms in the designated room block. There will be no discounts or refunds given.

GENERAL NOTES

1. All advertisements are subject to advance approval by SABCS.
2. Stationary advertising, such as billboards and airport signage, requires advance review and approval by SABCS. It must be company and/or product specific and not include mention of SABCS or the name, dates, or venue of the SABCS meeting. Exhibitor booth numbers may be included. The use of any name, logo, or trademark of SABCS is strictly prohibited without SABCS’s advance written consent.
3. SABCS reserves the right to update the rate card based on project developments.
4. Advertising purchases made through TriStar may count towards SABCS priority points and can increase the supporters sponsorship level with SABCS.
5. 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.
6. The advertiser and/or its agency (representative) assumes liability for all advertising content published by TriStar Event Media. The advertiser and/or its agency (representative) grants TriStar Event Media the rights and license to use, reproduce, transmit and distribute all creative material supplied by or on behalf of the advertiser.
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 Event Media 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 Event Media 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. 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 be served. 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.
12. Circulation is based on projected attendance at the time of rate card creation. Should projections surpass the quantity listed on the rate card, the overage will not be included in the final distribution.

NON-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, purchase order, or 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 Event Media.
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.
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. 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.
8. 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.
9. 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.
10. Invoices that have not been paid within 45 days are deemed past due and may accrue a 3 percent late fee.
11. 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. 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 prohibit future advertising if an account is past due 90 days.
13. 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.
14. Circulation is based on the projected attendance at the time of rate card creation. There will be no monetary adjustments should attendance numbers decrease. 
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 SABCS 2025 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.
16. Full payment is due upon space reservation and/or agreement signature for all convention center sponsorships, out-of-home opportunities, hotel tactics, and retargeting services, without exception.
17. Featured Industry Event Listings requiring updates to content or creatives will be subject to additional fees based on scope of work.

FILE SUBMISSION SPECIFICATIONS

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ADVERTISING GUIDELINES:

Select SABCS advertising guidelines are provided below. For the most up-to-date terms and conditions related to marketing outside of the Exhibit Hall, refer to the 2025 SABCS Exhibitor Prospectus, beginning on page 18.

• The name of the SABCS may be mentioned one (1) time only in each communication for identification purposes and should be referred to as “2025 San Antonio Breast Cancer Symposium®” or “2025 SABCS”.
• Use of SABCS logos are prohibited.
• The SABCS name may not be part of a title or heading, be prominently featured or listed first in print materials, or used in a way that suggests or implies the endorsement or sponsorship of SABCS in any way.
• SABCS trademarks, including the mark “SABCS,” may not be used in web URLs, links, web page titles, Google Ads, or similar online functionality.
• Advertisers cannot link to the SABCS 2025 registration page(s) in their ads or their webpages. 
• The following disclaimer should be used in any advertising promoting a Product Theater:
  • This Exhibitor Product Theater is a promotional activity and is not approved for continuing education credit. The content of this Exhibitor Product Theater and opinions expressed by presenters are those of the sponsor or presenter and are not of the San Antonio Breast Cancer Symposium (SABCS).
• The following disclaimer should be used in any advertising promoting an Satellite Educational Symposium:
  • This symposium is sponsored by <<SPONSOR NAME HERE>> and supported by a grant from <<SPONSOR NAME HERE>>. This is not an official program of the San Antonio Breast Cancer Symposium.

AD SPECIFICATIONS:

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 login information and upload instructions.

ACCEPTABLE FILE FORMATS: 

• Adobe InDesign 
• Fonts: Packaged, outlined or embedded
• Images 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

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

CYNDY GALATE
Sr. Project Manager
[email protected] 
913-491-4200, ext. 455

DIGITAL ADVERTISING

BECCA PRICE
Digital Ad Operations Manager
[email protected] 
913.491.4200, ext. 219

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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.