Sponsorships: MediaFest22

MediaFest22:
Fall National College Media Convention

Oct. 27-30, 2022
Grand Hyatt Washington

Sponsored by 
Associated Collegiate Press
College Media Association
Society of Professional Journalists

collegemediaconvention.org

The nation’s largest gathering of collegiate media students and advisers convenes this fall in Washington, D.C. — always one our most popular convention sites.

This convention brings together students, educators and professionals as the Society of Professional Journalists convention runs concurrently with our fall convention.

With dozens of learning sessions from experienced journalism professionals and advisers, the convention will give attendees that much-needed boost in October.

Both ACP and CMA will announce winners of their top awards, including ACP Pacemakers and Individual Awards and CMA Pinnacles and adviser awards.

ACP will also continue its 100th birthday celebration at this first in-person fall convention since the pandemic. It will celebrate the publications in the Pacemaker 100, the 100 top-winning publications in the award’s history.

Collegiate-convention attendees will take advantage of interactions with SPJ convention attendees — all in the heart of the nation’s capital.

Our DC conventions are always our biggest conventions, and we project up to 1,200 at this fall convention. Take advantage of the opportunity to reach thousands of collegiate media students and their advisers.

NEW THIS YEAR

Register online
as a sponsor

New for this event, sponsors and exhibitors register online.

If you cannot utilize online registration, you can download the sponsor contract.

COVID-19 protocols

Proof of vaccination will be required for convention participants, including attendees, sponsors and staff. In the fall, we’ll post details on how to submit your proof of vaccination.

Links
to sponsorship info
below

Gold sponsorships

Silver sponsorships

Bronze sponsorships

À la carte items

Specifications & deadlines
including shipping, power and internet access

Convention hotel info

Contract details

Grand Hyatt Washington

Hotel rooms at Grand Hyatt Washington are $229 per night flat room rate.

The ACP/CMA hotel room block is now open, and it closes Oct. 4, the same deadline for early-bird registration.

Use this link to book
your convention hotel rooms.

The Hyatt registration system books up to two rooms at a time.

Associated Collegiate Press

Through training and recognition programs, Associated Collegiate Press educates and recognizes collegiate journalists and media advisers across the United States and abroad in print, digital and broadcast media. Its conventions are the nation’s largest gatherings of student journalists, and its Pacemaker Awards are recognized as the top prizes in student journalism. 

Founded in 1921, ACP celebrates more than a century of service to student journalism with its partner organization, National Scholastic Press Association.

ACP contact
Laura Widmer
Associated Collegiate Press
info@studentpress.org
612-200-9254

College Media Association

The voice of collegiate media and its advisers, College Media Association serves student media pros, staffs and programs with education, research and resources. 

Founded in 1954 as the National Council of College Publications Advisers, CMA now has more than 600 members — the people who advise the nation’s collegiate media newspapers, yearbooks, magazines, broadcast and electronic media and their staffs — from coast to coast.

CMA contact
Marla Schrager
College Media Association
info@collegemedia.org
212-297-2195

Gold Sponsorship / $4,000

This category offers tremendous brand exposure, with prominent positioning throughout the conference.

Please review the specifications and deadlines below.

Option for Gold Sponsors

One option is available with this sponsorship package —

  • Attendee tote bags, with logo featured prominently on the bag design.
  • Keynote speaker sponsor, with acknowledgement during the presentation.
  • Sponsorship of ACP’s 100th birthday celebration, with appetizers, drinks and birthday cake. Limit 4.
  • Sponsorship of ACP’s Pacemaker 100 celebration.

Benefits for Gold Sponsors

Exhibit opportunities

  • One table and two chairs at the trade show.
  • Opportunity to add tables, at $500 each, no limit.

Promotional materials preceding the conference

  • Logo inclusion in the registration brochure sent to 3,000+ ACP and CMA members in August.
  • Logo inclusion in conference promotional emails from July to October.
  • Prominent recognition on the conference website as a Gold Sponsor, with company logo linked to your website.

Signage and visibility at the conference

  • Logo recognition as a Gold Sponsor on conference signage.
  • Two-page spread color advertisement and logo recognition in the printed conference program, distributed to all attendees.
  • Logo recognition, descriptive paragraph and direct link to your website on the sponsor page of the conference app.
  • Banner ad in the conference app.

Mailing list

  • Digital file of pre-registered attendee email addresses for your one-time promotion, either pre- or post-convention.

Additional promotion

  • Opportunity to submit one promotional item to be inserted in the attendee tote bag.

Conference registrations

  • Four complimentary full-conference registrations per table.
    (Additional full-conference registrations for sponsor staff available at $245 each.)

Additional brand exposure

Additional unlimited à la carte items. Additional fees apply.


Additional fees

Power at your booth and Wi-Fi in the exhibit hall are not included with sponsorships.

> Silver sponsorships
> Bronze sponsorships
> À la carte items
> Specifications & deadlines

Register online as a sponsor

New for this event, sponsors and exhibitors register online.

If you cannot utilize online registration, you can download the sponsor contract.

Specifications & deadlines
including shipping, power and internet access

Silver Sponsorship / $3,500

This category offers a high level of brand exposure, with prime positioning through the advance promotional campaign and on site at the conference.

Please review the specifications and deadlines below.

Options for Silver Sponsors

Pick one option with this sponsorship package —

  • Printing and delivery of the conference program, which can be provided in-kind. Limit 1. 
  • Printing the conference registration brochure/poster, which can be provided in-kind. Limit 1.
  • Reporters notebooks, given to attendees, with sponsor logo on the front cover. 
  • Friday adviser reception, 7:30-8:30 p.m., with refreshments and appetizers.

Benefits for Silver Sponsors

Exhibit opportunities

  • One table and two chairs at the trade show.
  • Opportunity to add tables, at $500 each, no limit.

Promotional materials preceding the conference

  • Logo inclusion in the registration brochure sent to 3,000+ ACP and CMA members in August.
  • Logo inclusion in conference promotional emails from July to October.
  • Prominent recognition on the conference website as a Silver Sponsor, with company logo linked to your website.

Signage and visibility at the conference

  • Logo recognition as a Silver Sponsor on conference signage.
  • Full-page spread color advertisement and logo recognition in the printed conference program, distributed to all attendees and speakers.
  • Logo recognition, descriptive paragraph and direct link to your website on the sponsor page of the conference app.
  • Banner ad in the conference app.

Additional promotion 

  • Opportunity to submit one promotional item to be inserted in the attendee tote bag.

Conference registrations

  • Four complimentary full-conference registrations per table.
    (Additional full-conference registrations for sponsor staff available at $245 each.)

Additional brand exposure

Additional unlimited à la carte items. Additional fees apply.


Additional fees

Power at your booth and Wi-Fi in the exhibit hall are not included with sponsorships.

> Silver sponsorships
> Bronze sponsorships
> À la carte items
> Specifications & deadlines

Register online as a sponsor

New for this event, sponsors and exhibitors register online.

If you cannot utilize online registration, you can download the sponsor contract.

Specifications & deadlines
including shipping, power and internet access

Bronze Sponsorship / $2,500

This category offers brand exposure throughout the advance promotional campaign and on site at the conference. 

Please review the specifications and deadlines below.

Option for Bronze Sponsors

Pick one option with this sponsorship package —

• Online registration, with company logo posted on the registration landing page and acknowledgement as a convention sponsor. Limit 1.

• Cup of Joe. Sponsorship of Friday and Saturday morning hospitality room for convention attendees, with refreshments. Sponsors may be present or leave materials, with signs acknowledging sponsor.

• Sponsorship of the CMA Film Festival, which honors student-submitted projects from across the nation. Limit 2. 

Benefits for Bronze Sponsors

Exhibit opportunities

  • One table and two chairs at the trade show.
  • Opportunity to add tables, at $500 each, no limit.

Promotional materials preceding the conference

  • Logo inclusion in the registration brochure sent to 3,000+ ACP and CMA members in August.
  • Logo inclusion in conference promotional emails from July to October.
  • Prominent recognition on the conference website as a Bronze Sponsor, with company logo linked to your website.

Signage and visibility at the conference

  • Logo recognition as a Bronze Sponsor on conference signage.
  • Half-page spread color advertisement and logo recognition in the printed conference program, distributed to all attendees and speakers.
  • Logo recognition, descriptive paragraph and direct link to your website on the sponsor page of the conference app.

Additional promotion

  • Opportunity to submit one promotional item to be inserted in the attendee tote bag.

Conference registrations

  • Four complimentary full-conference registrations per table.
    (Additional full-conference registrations for sponsor staff available at $245 each.)

Additional brand exposure

Additional unlimited à la carte items. Additional fees apply.


Additional fees

Power at your booth and Wi-Fi in the exhibit hall are not included with sponsorships.

> Gold sponsorships
> Silver sponsorships
> À la carte items
> Specifications & deadlines

Register online as a sponsor

New for this event, sponsors and exhibitors register online.

If you cannot utilize online registration, you can download the sponsor contract.

Specifications & deadlines
including shipping, power and internet access

Friend Sponsorship / $1,200

This category offers brand exposure throughout the advance promotional campaign and on-site at the conference. 

Please review the specifications and deadlines below.

Benefits for Bronze Sponsors

Exhibit opportunities

  • One table and two chairs at the trade show.
  • Opportunity to add tables, at $500 each, no limit.

Promotional materials preceding the conference

  • Logo inclusion in conference promotional emails from July to October.
  • Prominent recognition on the conference website as a Bronze Sponsor, with company logo linked to your website.

Signage and visibility at the conference

  • Logo recognition as a Friend Sponsor on conference signage.
  • Half-page spread color advertisement and logo recognition in the printed conference program, distributed to all attendees and speakers.
  • Logo recognition, descriptive paragraph and direct link to your website on the sponsor page of the conference app.

Conference registrations

  • Four complimentary full-conference registrations per table.
    (Additional full-conference registrations for sponsor staff available at $245 each.)

Additional brand exposure

Additional unlimited à la carte items. Additional fees apply.


Additional fees

Power at your booth and Wi-Fi in the exhibit hall are not included with sponsorships.

> Gold sponsorships
> Silver sponsorships
> À la carte items
> Specifications & deadlines

Register online as a sponsor

New for this event, sponsors and exhibitors register online.

If you cannot utilize online registration, you can download the sponsor contract.

Specifications & deadlines
including shipping, power and internet access

Support collegiate journalism and expand your reach with additional exposure.

Please review the specifications and deadlines below.

Trade show exhibit tables

Exhibit table / $1,000

One exhibit table and two chairs at the trade show. Opportunity to add tables at $500 each.

Nonprofit exhibit table / $700

One exhibit table and chair at the trade show. Must be a registered 501(c)(3) organization or a nonprofit college/university.

Conference-program advertising

Inside front cover / $1,800

Two-page spread / $1,800

Full page / $1,500

Half page / $800

Promotional items

Attendee tote bag insert / $1,000

Attendee email list / $600

Digital file of pre-registered attendee contact information (name, school and email address) 

Email blast, pre- or post-conference / $600

One promotional email sent on the sponsor’s behalf to all registered attendees.

Pre-convention emails will be scheduled after the early-bird registration deadline and before the start of the convention.

Post-convention emails will be scheduled up to two weeks after the conclusion of the convention.

Programming

Vendor session / $750

One 50-minute promotional session, including listing in the conference program and conference app as a sponsored session.

The contract deadline is
noon CT Monday, Oct. 3, 2022.

Download the sponsorship contract.

Logo and advertising deadlines are below. 

For sponsorship questions and information, contact
ACP’s Ashley Tilley,
ashley@studentpress.org,
612-200-9254.

For questions on submissions of ads and logos, contact
ACP’s Ron Johnson,
ron@studentpress.org.

Send files and information to the designated email addresses below.

File naming protocol

In all file names, please begin with your organization’s name/abbreviation, followed by the file’s content and the date in numerical form. For example — name.logo.091521.jpg

Send files and information to the designated email addresses below.


Deadline: Noon CT Wednesday, Oct. 5

first of two deadlines

Vendor session within conference programming

Submit session title, description, speaker/s and speaker title/s for the conference schedule.

Email to Ashley Tilley, ashley@studentpress.org. 

Logos

Logo as conference sponsor
Logo as registration sponsor
Logo as a sponsor on the mobile app

For broadest and earliest reach, send your logos as soon as you can.

Submit two files for these uses —
a low-resolution JPG and a high-resolution vector EPS.

Email to Ron Johnson, ron@studentpress.org. 

Program app banner ad

Recommended image dimensions:
700px by 210px (maximum 1000px by 1000px)

Sponsors and exhibitors will receive an email invite link into the mobile app to build your profile.

Program ads

Color ads in the printed conference program

Spread: 17 x 11 high-resolution PDF file.
Full page: 8.5 x 11 high-resolution PDF file.
Half page: 8.5 x 5.5 high-resolution PDF file.

Ads with page bleeds require 3 picas of external space off the page. Otherwise, we will fit the ad to the page’s internal margins.

Email to Ron Johnson, ron@studentpress.org.

Sponsor-specific email blast

Because we work on different email platforms, upload the email’s individual components —
high-resolution image/s, text and links.

If email content is pre-packaged, include a link to the coding as well.

In the text file, include the preferred time and date within the parameters —

Pre-convention emails will be scheduled after the early-bird registration deadline and before the start of the convention.

Post-convention emails will be scheduled up to two weeks after the conclusion of the convention.

Emails will not be sent outside these times.

Email to Ron Johnson, ron@studentpress.org.


Deadline for hotel arrival: Monday, Oct. 24

second of two deadlines

Bag inserts

One promotional item to be inserted in the attendee tote bag.

Ship the bag inserts to —

Ship the bag inserts to —
Laura Widmer / ACP
c/o FedEx Office at Grand Hyatt Washington 
1000 H St. NW
Washington, DC, 20001
Box ____ of ____

Bag inserts will go to Laura Widmer’s attention. Please have inserts arrive on Oct. 24, no later than Oct. 25.

Email contact is Ashley Tilley, ashley@studentpress.org. 

Grand Hyatt Washington

Exhibitor shipping & receiving information

When shipping materials to the hotel, please include the following information on all packages to insure proper delivery and storage —

Grand Hyatt Washington
1000 H St. NW
Washington, D.C. 20001 United States

  

ATTN:
(Guest name and your organization name)  

(Your arrival date and your booth number)  

ACP/CMA Fall National College Media Conference
Event Planning Manager

Box _________ of _________  

We recommend that you have a packing slip both inside and outside of each  package. In addition, please send all packages prepaid and make sure to record  and bring the air bill or tracking numbers of all packages shipped to the hotel. 

Please do not ship any packages more than three days prior to your arrival.  

Delivery charges for boxes shipped to/from the hotel are outlined on this PDF.

Guests will be responsible for the packing and return shipping of all packages. Before leaving the hotel, make sure proper instructions have been given to Guest Services regarding any items to be shipped out of the hotel.  

Exhibit space & setup

Constitution Ballroom
and the Constitution Foyer

Setup
Thursday: 8-10 a.m.

Exhibits open
Thursday: 11 a.m.-4:30 p.m.
Friday: 8 a.m.-4:30 p.m.
Saturday: 8 a.m.-3:30 p.m.

Hotel event pricing & forms

Grand Hyatt Washington Price Guide
Information on electrical & technology
FedEx shipping & receiving
Internet

Electrical order form

Encore exhibitor equipment services
monitors & audio

Contract details

This is an agreement between Associated Collegiate Press, College Media Association and the exhibitor for the designated convention. 

Payment in full is required to reserve sponsorships, exhibit or ad space. Payments are nonrefundable.

Register online.

Download the sponsorship contract.

Reminders

Meet the deadlines for submission of logos and advertising to take full advantage of convention exposure.

Booth displays must adhere to the specifications within in the exhibitor information kit.

Giveaways may not include lanyards or notebooks.

Exhibitors may not sponsor educational programs, receptions or social functions during convention hours or during an ACP/CMA function.

1. To register for the convention, complete the contract. Send it to ACP along with your payment. Prepayment is required to hold your sponsorship. Unless otherwise arranged, fees for all sponsorships should be paid to ACP.

2. Exhibit space is assigned according to sponsorship level and the date a contract is received by ACP. Exhibitors at equal sponsorship levels will alternate exhibit space preference with other equal level sponsors. Sponsors can have the same sponsorship as the previous convention, but if another company is interested in that sponsorship, it cannot be held for more than two consecutive conventions. ACP/CMA reserve the right to make and/or change booth locations at any time as they deem necessary. 

3. Location of exhibit space is determined at the discretion of ACP/CMA, the decorating company and the hotel. Exhibits must be available for viewing by convention delegates at the official start time of the exhibit hall. 

4. Booths must comply with the ACP/CMA booth display guidelines and the exhibit hall rules and regulations as outlined in the exhibitor information kit. ACP/CMA shall have the full discretion and authority in the placing, arrangement and appearance of all items to be displayed within the exhibit hall by exhibitors, and reserves the right to make allowances to booth construction guidelines. 

5. ACP has contracted with a trade show service to provide material handling and drayage services to exhibitors. Exhibitor information kits with more information will be sent after contracts have been received in the ACP office. Additional costs to exhibit may be incurred. 

6. Exhibit booth fees cover minimal pipe and drape, one skirted table with two chairs, two copies of the convention program, name badges and convention registration fees for up to four exhibitors from your company (per 10’ x 10’ space). Name badges are contingent upon ACP receiving a list of names of attending exhibitors. Only official name badges from ACP/CMA are allowed to be used. Additional delegates from your organization should register for the convention. 

7. All arrangements for Internet and electrical power must be made directly with third party providers, whose contact information will be provided to you. Materials to order these services will be included in the exhibitor information packet. 

8. ACP/CMA assume no responsibility for expenses incurred for exhibitor material shipping or handling, electrical, telephone, equipment or other utility hookups and usage.

9. If there will be any third-party deliveries outside the designated trade show service, you must notify ACP and the trade show service 60 days prior to the convention start date.

10. Due to limited storage, the hotel cannot accept any drayage, packages or exhibits for an exhibit/production company. Should an exhibitor send packages, the shipment will be refused. Please make arrangements for drayage through Viper Tradeshow Services. Additional charges may apply. 

11. Each exhibit space should be used to display materials for only the organization who signed the contract; it is not acceptable to let other groups “show from” or “share” your booth space. If you would like to be located near a partner supplier, please let us know before we assign the booth numbers, and we will do our best to accommodate all such requests.

12. ACP/CMA will take reasonable precautions, including the hiring of security guards, to ensure the area provided for exhibits is secured during non-exhibiting hours. However, ACP/CMA assume no liability for damage, loss or theft of any property owned by the exhibitor or its agents. By authorizing this contract with a signature, the exhibitor hereby agrees to indemnify and hold harmless ACP/CMA, its officers, directors, employees and agents for any and all claims arising out of such damage.

13. Exhibitors and giveaways must be distributed from, and confined to, the exhibit booth space. Exhibitors cannot occupy the aisles or, block adjacent booths or distribute materials outside of their booth. Each exhibitor has the right to conduct business at their booth without interference from others. Noise and smells must be kept to a minimum. No exhibitor may sell anything at their booth nor distribute materials which are potentially harmful to the delegates or the facility (i.e., flying disks, stickers, gum). Please contact ACP if you plan on sampling any food products. Because of restrictions from BMI and ASCAP, the playing of music as part of your exhibit is prohibited.

14.  To receive sponsorship benefits, exhibitors must meet the submission deadlines for advertising and exhibiting. To be included in the convention registration booklet or the convention program, advertising art must be received at ACP by the deadline listed on the contract. 

15. All convention program center spreads and the back cover are benefits of sponsoring the printing of the convention program. Late submissions cannot be accepted and sponsorship commitments cannot be altered or refunded once the contract is signed and submitted to ACP.

16. No exhibitor shall sponsor an educational program during the convention without 30 days advance notification to ACP/CMA officials. No exhibitor shall be host for a reception, hospitality suite or social function during the hours of an official ACP/CMA function at which advisers are present. Exhibitors must notify ACP/CMA officials no later than 21 days before the convention if a reception or program is to be held when there is no official ACP/CMA convention program. ACP/CMA support the right of exhibitors to sponsor private, invitation-only events.

17. ACP/CMA encourage exhibitors reserving rooms in the official convention hotel(s). When reserving accommodations for yourself or other members of your exhibiting party, please do not overbook with the intention of releasing rooms. Only reserve the number of rooms that your delegation will need. 

18. Unless otherwise designated, movie screening sponsorships are reserved for studios and other film companies. In addition to the sponsorship fees, the studio provides a video of a soon-to-be released film and makes the arrangements with a local theater to buy out the property for a private screening for convention delegates. Should transportation be required to move the delegates from the convention hotel to the screening, that cost would also be the responsibility of the studio.

19. No exhibitor or sponsor shall contract with the hotel or convention center for any signage, promotional material, event, display or communication without the specific written permission of both ACP and CMA. Exhibitors and sponsors must limit their promotion to the exhibit hall during trade show hours and to those sponsored events for which they contracted.

20. Organizations providing an adviser bag insert must provide type of insert, number of packages and tracking numbers to ACP staff at least two weeks before the convention. All items must be flat, or a small, promotional trinket.

21. ACP reserves the right to disallow any giveaways that conflict with convention sanctioned sponsorships. Giveaways may not include lanyards or reporter notebooks.