TIERED SPONSOR PACKAGES

1. PLATINUM SPONSOR – $3,000

• Recognized as Presenting Sponsor (e.g., “AESS 2025 Presented by [Your Company]”)
• Keynote Sponsor: Opportunity to introduce the keynote speaker (Day 1 General Session)
• Prime logo placement on website, event app, and signage
• Exhibitor table
• Social media mentions before, during, and after the event
• 3 complimentary conference passes
• Access to attendee contact list (opt-in participants only)

2. GOLD SPONSOR – $1,500

• Networking Reception Sponsor (branding at the welcome reception)
• Logo featured on website, event app, and signage
• Exhibitor table
• Banner ad in the digital event app
• Social media recognition
• 2 complimentary conference passes
• Access to attendee contact list (opt-in participants only)

3. SILVER SPONSOR – $1,000

• Lunch or Coffee Break Sponsor (branding at catering stations)
• Logo on website, event app, and signage
• Banner ad in the digital event app
• Social media recognition
• 1 complimentary pass
• Access to attendee contact list (opt-in participants only)

4. BRONZE SPONSOR – $500

• Logo on website and event app
• Flyer or business card at check-in
• Social media recognition
• Access to attendee contact list (opt-in participants only)

*Conference Registration includes admission to full event beginning with Monday morning and ending with Wednesday afternoon awards ceremony. Morning coffee and lunch provided daily. Receptions include small plates and drinks.

(Lead-retrieval is available for purchase for all sponsors/exhibitors).

EXHIBITING OPPORTUNITIES

Every effort will be made to ensure exhibitors receive prime exposure and direct marketing opportunities with attendees.

Efforts include but are not limited to:

• Exhibit area is centrally located near all session breakout rooms  and adjacent to registration area and keynote speaker room.
• Morning coffee/tea and any reception or social refreshments are located adjacent to the exhibit area.

For organizations looking to showcase products, services, or research without full sponsorship, we offer exhibitor-only packages at separate rates for businesses and non-profits.

Business Exhibitor Packages

• Standard Exhibitor – $800
  • 1 table, 2 chairs
  • Logo on website and event app
  • 1 complimentary conference pass
• Premium Exhibitor – $1,500
  • 2 tables, 4 chairs
  • Logo on website and event app
  • 2 complimentary conference passes

Non-Profit Exhibitor Packages

• Standard Non-Profit Exhibitor – $650
  • 1 table, 2 chairs
  • Logo on website and event app
  • 1 complimentary conference pass
• Premium Non-Profit Exhibitor – $1,000
  • 2 tables, 4 chairs
  • Logo on website and event app
  • 2 complimentary conference passes

Unstaffed, shared table

• Send your materials to be advertised – $300
  • Displayed prominently throughout the three-day event.
  • Setup picture emailed
  • Social media mentions

* Conference Registration includes admission to full event beginning with Monday morning and ending with Wednesday awards ceremony. Morning coffee and lunch options provided daily.

**Conference staff will set up and refresh table as needed. Return shipping upon request if exhibitor includes pre-paid label(s).

 ***Pre-shipment details will be provided after contracts are submitted.

Engagement Packages

These are ideal for sponsors who cannot attend or wish to be involved with specific aspects of the event. Would you like to increase your engagement by adding-on to your sponsorship package? Check out these opportunities! Purchase HERE.

• Session Promotion ($500): Advertise your organization during a specific panel session; opportunity to place materials in session and have your organizational logo displayed alongside the session title in our digital program. This links to your organizational page. We’ll give you a social media shout-out, too!
• Lanyard Sponsor ($1,000): Logo printed on attendee badges/lanyards
• Networking Evening Sponsor ($2,000): Recognized as a primary contributing sponsor, opportunity to address attendees and kick off the evening festivities. 1 complementary conference registration.
• Student Scholar Sponsor ($500): Support student attendance and be recognized in the event app.
• Splash screen ad in the digital event app ($1000, 1 available) Offers prime visibility when attendees open the app.

We wish to provide access and inclusion events at the 2025 conference. Help us realize this goal by removing roadblocks for attendees to participate. We aim to provide sustenance so attendees can focus on participating in the welcoming and collaborative sessions. Your organization will be recognized as a special sponsor and given the opportunity to address the audience during diversity sessions and/or pass out information.

Multiple opportunities available. Custom requests considered – send us an email: events@aessonline.org

Terms and Conditions

1. Code of Conduct: All sponsors, exhibitors and conference attendees and their guests are expected to adhere to the conference code of conduct. By completing an application to exhibit or be a sponsor, you acknowledge that you have reviewed and will abide by the code.
2. Payment & Cancellation Policy: Full payment is due to secure exhibit table. Sponsors are expected to pay invoice by June 1.
3. Shipping: Exhibitors may pre-ship materials, information on shipping window dates and address will be provided at a later date. Exhibitors are responsible for arranging any return-shipping. Conference staff will donate/recycle any materials left behind on or under tables after the conclusion of the event.
4. Skirting: Tablecloths will be provided. If exhibitors wish to bring banners other dressing, please note that tables are 6 feet.
5. Conference Participation: Complementary conference registration gives access to all sessions included in general admission on Monday-Wednesday. AESS welcome exhibitor and sponsor participation in and during sessions in the capacity of an attendee and encourages this type of face-to-face networking and collaboration for all of our guests. However, exhibitor may not distribute or leave behind merchandise, signs or printed materials in the meeting rooms without written prior approval of the Event Staff.
6. Digital Solicitation Guidelines: As part of your participation in AESS 2025, you will have access to the attendee mailing and email list, which contains contact information for those attendees who have not opted out to receive communications. Please remember that this list cannot be added to your internal database without obtaining permission from the user. Conference attendee lists are to be used only to promote AESS 2025 and/or to promote the exhibiting company’s presence and/or to promote the exhibitor products or services. Physical addresses can be used for multiple pre-conference mailings, and email addresses can be used for multiple communications prior to or during the events. However, only one email communication can be sent post conference for appropriate follow-up after the event, unless user opts-in to continue receiving correspondence from your organization.
7. Event App: Sponsors and exhibitors will have a robust profile listing on the event app. It is the responsibility of the sponsor or exhibitor to populate information and maintain this profile through the event. AESS is not responsible for the accuracy of sponsor/exhibitor information contained in the profile.
8. Registration: Sponsors and exhibitors will receive an invitation to register once contract payment has cleared and registration is open for the event. Registration includes conference-related refreshments and sessions beginning with Monday morning coffee and ending with Wednesday awards reception. Sponsors and exhibitors are welcome to attend all conference and networking sessions associated with the event. Field-trip participation and pre-conference workshops requiring a ticket are add-ons and not covered by sponsor complementary registration.

Who do I contact with questions?

Carolyn Anthon (AESS)

How do I manage my exhibitor listing?

Training Exhibitors for Your Virtual Event

How do I manage my sponsor listing?

Getting Started with Sponsors

Where can I pre-ship materials?

TBD

When can I set-up/tear-down?

Vendors may have access to set-up Monday morning as early as 6:30am local time. Tear-down can occur at the vendor’s leisure. We have events scheduled through 4pm CDT Wednesday and vendors are welcome to exhibit M-W.