1 AMS/SMT Joint Annual Meeting San Antonio 2018 American Musicological Society 20 Cooper Square, Floor 2 New York, NY tel toll-free tel./fax LOCATION: Grand Hyatt San Antonio, 600 E. Market St., San Antonio, TX DATES: Thursday to Sunday, 1 4 November 2018 About the meeting The American Musicological Society, with 3,000 members, and the Society for Music Theory, with 1,200 members, brings together academics, graduate students, and other professionals specializing in musicology and music theory in higher education. This meeting constitutes the largest single gathering of individuals in the field of music and the humanities in the world this year. It will be the eighty-fourth annual meeting of the AMS and the forty-first annual meeting of the SMT. It will provide an opportunity for attendees to network, share knowledge, and explore new directions in music research and practice. Over 500 presentations are scheduled, along with many performances, small meetings, receptions, and other events. By participating in this year s meeting, you will reach a large specialized audience of customers for your products and services. Registrants are expected to number over 1,800 of the leading specialists in the U.S., Canada, and other countries, including heads of research institutes, academic deans and department chairs, private consultants, and graduate students. Exhibit Area Facilities. The exhibits for this meeting will be held in the Grand Hyatt San Antonio s Lone Star Ballroom. The exhibit hall is conveniently located next to the conference registration area. Conference meeting rooms surround the exhibit hall, located on the second floor, with additional conference meeting rooms located on the third and fourth floors. An area with refreshments, tables, and chairs for informal socializing is planned for the exhibit hall to encourage attendees to spend time with exhibitors. Complimentary refreshment breaks will be provided in the exhibit hall. This year 8' x 10' booths are available. All booths include one six-foot draped table, two side chairs, a wastebasket, and one identification sign with name and booth number. Exhibitors may rent as many booths as they wish; discounts are given for multiple booth orders. Determination of booth assignments will be finalized by 13 July. The AMS and SMT are committed to fair distribution of booths for all exhibitors and will assign locations in as equitable manner as possible, in consultation with those who submit reservations.
2 AMS/SMT San Antonio 2018 page 2 Services. The exhibit area will be managed by Global Experience Specialists (GES). They will maintain an office on site throughout move-in and move-out. An exhibitor s kit containing order forms and prices for rental furniture, special signs, internet, telephone, electrical hook-ups, etc., will be sent to you at least eight weeks prior to the meeting. Although neither the AMS, SMT, GES, nor the Grand Hyatt San Antonio may be held responsible for loss or damages, we will make every effort to ensure security. We will provide security guard service during all hours that the exhibits are closed. Exhibitors are urged to make sure their booths are staffed during all exhibit hours. Staffing Assistance is available if you need help staffing your booth (full-time or just for breaks). Write to us at and we ll arrange to meet your needs. A Directory of Exhibitors with booth locations will be provided on a large board outside the exhibit hall and included in the meeting Program and Abstracts book, which is distributed to all registrants. In order to have your listing appear in the book, your reservation must be received by 15 August, Opening Reception in Exhibit Hall. New for 2018! The Opening Reception will be held in the Exhibit Hall on Thursday evening from 6:30 to 8:00pm. Schedule. The exhibit hall will be open for four days. Please note the extended hours on Thursday evening for the Opening Reception. Exhibit Setup: Thursday, 1 November 8:00 AM 12:00 PM Exhibit Hours: Thursday, 1 November 1:00 PM 8:00 PM Friday, 2 November 8:30 AM 6:00 PM Saturday, 3 November 8:30 AM 6:00 PM Sunday, 4 November 8:30 AM 12:15 PM Exhibit Tear-down: Sunday, 4 November 12:15 PM 4:00 PM Reservations and Deadlines. Payment of the exhibit fee must accompany reservations; booth assignments cannot be made until both the reservation and payment have been received. Use the enclosed reservation form or online reservation form available at < Booth assignments will be finalized by 13 July; reservations received after that date will be assigned a booth number upon receipt. Prior to 3 August, 2018, booth cancellations will be refunded (a $20 handling charge will be assessed). No refunds can be made after 3 August, Space assignments are on a first-come, first-served basis; all assignments are final. Affiliated exhibitors may request adjoining booths, but booth assignment will be based on receipt of the later reservation if received at different times. The earlier your reservation is received, the more favorable your booth assignment will be. Name badges for exhibitor representatives will be provided. Two complimentary registration packets will be provided for all exhibitors, upon request.
3 AMS/SMT San Antonio 2018 page 3 Release Agreement. The 2018 San Antonio Release Agreement is available on the Exhibit Hall Map. By reserving an exhibit space, the exhibitor affirms the terms of the Release Agreement. Sponsorship opportunities A variety of opportunities are available; please see the enclosed information sheet. Advertising The Program and Abstracts of the AMS/SMT Joint Annual Meeting is distributed to all convention registrants and lists timetables, social activities, abstracts of presentations, concerts, and other essential information for persons attending the conference. It has been our experience that this book is retained by attendees as a permanent resource; in addition, requests for copies are received throughout the year. Advertising in the Program and Abstracts provides an opportunity to reach musicologists and music theorists around the world. This year s Program and Abstracts provides an excellent opportunity for both publishers and suppliers to advertise their services and products. Please see the attached information sheet for detailed specifications. Design assistance is available upon request. Deadline (ad reservations and exhibit booth reservations for inclusion in program book): 15 August, 2018 See the enclosed form for full details. NB: All exhibit and advertising orders include the listing of business names and addresses, telephone, fax, , and web URL in the published Directory of Exhibitors in the Program and Abstracts and at the AMS web site. Promotional materials In response to many requests from members, the AMS will not be providing conference packet insert service as in the past. Instead, we plan to provide tables where promotional materials can be placed, viewed, and taken by those interested. See the attached form for full details. Common Table As in previous years, The Scholar s Choice will be handling the combined book exhibit. If you would like to display individual titles, please contact Mary Lynn Howe at The Scholar s Choice. She may be reached at (585) x111 or at You may also print a conference reservation form at their Web site, www. scholarschoice.com. Application Instructions Online forms and payment options available at If you prefer, you may use the paper forms in this packet to reserve: Exhibit Booths Advertising Conference Display Materials Sponsorship opportunities
4 AMS/SMT San Antonio 2018 page 4 Please fill out the appropriate sections and send your completed application and payment to: The American Musicological Society Attn: AMS/SMT 2018 San Antonio 20 Cooper Square, Floor 2 New York, NY Fax: , (attachments): After the receipt of paid application for exhibit space, exhibitors will be sent: Preliminary schedule of events (available in July) Exhibitor Service Kit from GES, with shipping instructions, information on additional furnishings, electrical/ telephone/internet services, etc. Deadlines: Exhibit booth applications: 15 August, 2018 or until filled Program Booklet advertising: 15 August, 2018 All applications for exhibit space must be accompanied by payment. Checks should be made payable to: AMS San Antonio If paying by credit card (Visa / Master Card / Amex / Discover) please send cardholder name, card billing address, account number, expiration date, and card identification verification number. Please do not include credit card information in documents which are ed. For the latest meeting information, please visit the web site:
5 American Musicological Society / Society for Music Theory Joint Annual Meeting, November 1 4, 2018, San Antonio Exhibit, Advertisement, & Display Information Exhibitors Exhibitors may request booth space with reference to the enclosed exhibit map. Payment of the exhibit fee must accompany reservations. Booth space will be assigned on a first-come, first-served basis. Final booth assignments will be sent by 13 July and may be different than your selection. Every effort will be made to honor your preferences. An updated map of available booths, online forms, and payment options are available at Cancellation policy: prior to 3 August, 2018, full refund less $20 administrative fee. Cancellation refunds cannot be offered after 3 August, Conference Display Materials Reserve a place for your promotional materials to be prominently displayed at the information table. AMS staff will monitor the table to ensure orderly display throughout the meeting and replenish as necessary. Please provide copies. Max page size: 81/2"x11", max pages per piece: 24. Shipping information and additional details available at: sanantonio/exhibits/display.php Advertisers Print ads are available in the Program & Abstracts Book. Program & Abstracts Book Ads: Full-page ad print area 41/2"w x 71/2"h Half-page ad print area 41/2"w x 31/2"h Black and white only. Reservations due 10 August Ad artwork due 15 August Please note: a purchase order is required to reserve your advertisement. Acceptable File Formats: PDFs (fonts embedded) that meet PDF/X-1a specifications are preferred. EPS/PS files with fonts embedded are accepable. High-resolution TIF and JPG images are acceptable. MS-Word.doc files may be acceptable if widely available typefaces are used. Minimum resolution recommended for images: 300 dpi. Files that do not meet these requirements are subject to an additional technical services handling charge. If in doubt, phone or prior to submission. If you d like us to design your advertisement, please contact us. Our rates are reasonable. Files under 25 mb should be sent as attachments to an . For larger files, please contact the AMS. Advertising invoices will be sent after the Meeting, along with two tear-sheets, and are payable upon receipt. AMS FEIN: Meeting info:
6 American Musicological Society / Society for Music Theory Joint Annual Meeting, November 1 4, 2018, San Antonio Exhibit, Advertisement, & Display Reservation Form Exhibit and Advertisement Combo Packages: Standard Package: Includes one 8 x10 Standard Booth and one full-page ad in the Program & Abstracts Book. Premium Package: Includes one 8 x10 Premium Booth and one full-page ad in the Program & Abstracts Book. Please refer to the exhibit map for Standard/Premium booth locations. Payment of exhibit fee must accompany reservations. PACKAGES: Exhibit & Ad Combo Qty. Standard Package (15% $705 $ Exhibit booth preferred Premium Package (15% $775 $ locations: A LA CARTE: Exhibit booths: 1 booth for $440; 2 for $790; 3 for $ x10 Standard Booth $ 8 x10 Premium Booth $ add $80 additional per booth A LA CARTE: Display Materials: Display piece (81/2"x11" $60 $ Total Due Now $ Please include a Purchase Order with your advertisement reservation. A LA CARTE: Advertisement*: Qty. Program & Abstracts Book Full-page ad(s) $ 1 page for $390; 2 pages for $660; 3 or more for $305 per page 1 st Choice 2 nd Choice 3 rd Choice 4 th Choice 5 th Choice Program & Abstracts Book Half-page $230 $ *First-time advertisers recieve a 15% discount off their advertising order! Advertisement Total $ (to be billed after event) For all communications prior to the meeting: Contact name Contact Program Listing Information: We must receive this by 15 August, 2018 in order to include your organization s listing in the Program and Abstracts book. Organization name: Address/City/State/Postal Code: Phone: Fax: Website: Purchase Order Number: Purchase Order required for advertisement reservation. Please submit along with this form. Payment Information: Payment is required to reserve ONLY Exhibit/Display space. Advertisements will be billed following the event. Checks should be made payable to: AMS San Antonio Please return this form to: The American Musicological Society If paying by credit card (Visa / Master Card / Amex / Discover) please provide: Attn: San Antonio 2018 Card number 20 Cooper Square, Floor 2 Exp. date CVV Name on card New York, NY fax Card billing address Online Reservation Forms available at AMS FEIN: Meeting info:
7 AMS/SMT San Antonio 2018 Exhibit Area Map Grand Hyatt San Antonio / Lone Star Ballroom Conference Registration Area Main Entrance Setup: Thr. 8a to 12p Teardown: Sun. 12:15p to 4p Hours: Thr. 1p to 8p* Fri/Sat 8:30a to 6p Sun 8:30a to 12:15p *note extended hours for Opening Reception coffee breaks in the lounge morning and afternoon daily All booths are 8 x10 **Premium Booth + $ ** 402** 406** 408** 401** 403** 407** 409** Entrance ** 412** Lounge Seating / Coffee Break Area AMS/SMT San Antonio 2018 Release Agreement not to scale The Exhibitor shall be fully responsible to pay for any and all damages to property owned by the San Antonio Grand Hyatt, its owners, or managers, which results from any act or omission of the Exhibitor. The Exhibitor agrees to defend, indemnify and hold harmless, the San Antonio Grand Hyatt and Global Experience Specialists, Inc., its owners, managers, officers or directors, agents, employees, subsidiaries and affiliates, from any damages or charges resulting from Exhibitor s use of the property. The Exhibitor s liability shall include all losses, costs, damages, or expenses arising from or out of or by reason of any accident or bodily injury or other occurrences to any person or persons, including the Exhibitor, its agents, employees, and business invitees which arise from or out of the Exhibitor s occupancy and use of the exhibition premises, the San Antonio Grand Hyatt, or any part thereof. The Exhibitor acknowledges that neither the San Antonio Grand Hyatt, its owners, its managers, nor Global Experience Specialists, Inc., nor the American Musicological Society, nor the Society for Music Theory maintain insurance covering exhibitor s property and that it is the sole responsibility of the exhibitor to obtain business interruption and property damage insurance insuring any losses by the Exhibitor. By reserving an exhibit space, the exhibitor affirms the above terms.
8 American Musicological Society / Society for Music Theory Joint Annual Meeting, November 1 4, 2018, San Antonio Opportunities for Sponsorship The American Musicological Society invites you to consider support of this year s national meeting by sponsoring one or more of the following activities. To make your sponsorship reservation, please check the appropriate box, circle the desired level, and complete the remainder of the form. Sponsor* Welcome Reception $3,000 Tote Bags $1,000 Coffee Break $600 *Entitles the sponsor to special event signage, attendee mailing list (if received by 3 September, 2018), and booth priority (if received by 29 June, 2018). Or, if you prefer to suggest a sponsorship option or level, please specify your own opportunity below: Other: $ Company name Address City State Zip Attn: Telephone Fax Please check: Please bill us Payment enclosed (check payable to AMS San Antonio 2018) Credit card (please circle): Visa MasterCard Amex Discover Name on Card: Card billing address: Card no.: Exp. date: CVV: Return form to: The American Musicological Society, 20 Cooper Square, Floor 2, New York, NY 10003, fax ; AMS FEIN: Meeting info:
9 American Musicological Society / Society for Music Theory Joint Annual Meeting, November 1 4, 2018, San Antonio Hotel Accommodation Information Grand Hyatt San Antonio 600 E. Market Street, San Antonio, Texas Reservations: (888) (Ask for AMS/SMT group) or online reservations available at Additional information may be found at: We have reserved a block of rooms at this hotel. The exhibit hall and all meetings and receptions will take place at this facility. The special conference rates are $195 plus tax per night for single occupancy or $219 plus tax for double occupancy. Guestrooms include complimentary wireless internet access. Exhibitors are responsible for their own hotel reservations. For the latest meeting information: