Sponsor Deadlines and Shipping Instructions

I) Company Logo (due ASAP): Sponsor logo displayed on WSAA web site, attendee program, signage, banners, and mini pocket agenda.

– Required formats: eps, jpeg, and png
– E-mail to: seazell@gmail.com

II) Attendee Program Print Ad (due before 7/1/18): Program includes exhibit hall floor plan, conference schedule, shuttle schedule, and sponsor provided ads.

– Required formats: eps, jpeg and png
– Format: Portrait Layout (5.5″ W X 8.5″ H)
– 300 dpi CMYK, convert fonts to outlines
– If ad IS NOT full-bleed, the live area should be 5″x8″
– If ad IS full-bleed, live area should be 5.75″x8.75″ with “safe” area for copy being 5″x8″
– E-mail to: seazell@gmail.com

III) TV Display Ad (due before 7/1/18): Displayed on TV’s in the foyer & exhibit hall.

– Required format: Horizontal Layout
– 16×9 Aspect ratio, at least 1024 x 768 pixels
– E-mail to: seazell@gmail.com, and paul@321smilesd.com

IV) Media Table (arrive no later than Monday, 9/10/18): Ship up to 500 marketing pieces to display on the Media Table located near the registration desk in the foyer. No larger than 8.5”x11”. Label and ship to:

ATTN: Gareth Williams CSM Hyatt/Nancy Clifton Meeting Planner WSAA
Media Table, BOX: 1 of _

Hyatt Regency Scottsdale Resort & Spa at Gainey Ranch
7500 E Doubletree Ranch Road
Scottsdale, AZ 85258

V) Video – Platinum, Gold, and Silver sponsors ONLY (due 7/1/18): Up to 2 minutes, plays on a loop with sponsor ads on TV screens in exhibit hall:

– Format: MPG or AVI video file formats
– E-mail to: seazell@gmail.com, and paul@321smilesd.com


Exhibitor Table Top Display Shipping Instructions: Ship your table top display to arrive Friday, 9/07/18. Displays must not exceed the surface area of the 6’x30” exhibitor table (No floor displays allowed). Exhibitor set-up is Wed, 11-4:30 pm, tear-down is Thur, 7:30 pm.

All boxes and materials shipped to the hotel for the Conference will need to be delivered three (3), working days prior to the meeting dates, September 7, 2018. Due to the limitations on storage, please notify us of any large shipments of oversized items so that the appropriate arrangements may be made. Additionally, all boxes, materials, and equipment shipped to the Hyatt Regency Scottsdale will require the following information:

Exhibitor Company/Contact Name
BOX: 1 of _
Hyatt Regency Scottsdale Resort & Spa at Gainey Ranch
7500 E Doubletree Ranch Road
Scottsdale, AZ 85258

The Hyatt Regency Scottsdale will not accept packages or shipments arriving C.O.D. Any shipments not prepaid will be refused by the hotel and no notification will be made by the hotel to the shipper. Additionally, neither WSAA nor the hotel assumes responsibility for any loss or damage to packages, boxes, or shipments received prior to, or following, your event unless arrangements have been made. It will be most helpful if you have copies of your tracking number(s) and the name of your shipper. Neither the hotel nor WSAA accepts any responsibility for a lost package(s) if you cannot provide us with a tracking number and shipper.


All packages that are to be shipped out following the conference are to have a completed, prepaid shipping label attached. Neither the hotel nor WSAA accepts any responsibility for boxes, table top displays etc. that are not correctly labeled nor prepaid. We suggest that you have a preprinted label for each item that you intend on shipping. If you have any questions regarding this please contact Nancy Clifton, nbclifton@msn.com or (970) 978-5625.