Dear Associate Members,
Thank you for your ongoing support of JALT.
We are looking forward to a mainly face-to-face conference in Nagano on July 8 – 10th, 2022. There are more than 200 presentations submitted, and we have an estimate of more than 350 participants at The University of Nagano (The prefectural university of Nagano, 長野県立大学).
We are happy to welcome Associate Members at the PanSIG 2022 conference. Please find attached the AM agreement with some detailed information about the site location at the end of the document (pictures and plans) as well. If there are any questions I am happy to help as the AM liaison for PanSIG 2022.
Sincerely,
Gabriela Schmidt
PanSIG2022 AM liaison
am@pansig.org
March 7th, 2022
PanSIG 2022 Associate Member (AM) Display Agreement
1. Preamble
1.1. The following Agreement between the PanSIG 2022 Committee,
hereinafter known as the “Committee”, and ____________________,
hereinafter known as the “AM,” details the services to be provided by the Committee, the rules and limitations, the roles and duties of each of the contracted parties, and the costs associated for the AM.
1.2. PanSIG 2022 will take place on July 9 (Saturday), and 10 (Sunday), 2022, at the University of Nagano Prefecture, Miwa Campus, Miwa 8-49-7,
Nagano City, Nagano Prefecture, 380-8525. PanSIG 2022 is planned as a face-to-face conference with some hybrid elements (see 5.3.4 below)
1.3. The parties enter into this agreement with a commitment to honor the following and to resolve any issues that may pertain as soon as possible.
1.4. In the case of any item of concern or interest that is not detailed within this document, discussion between the AM and a representative of the
Committee is necessary. The Committee reserves the right to accept or refuse any request.
2. Provisions to the AM
AM’s Minimum package: 1 table, 2 chairs, 2 passes, 1 unvetted presentation
JALT AM: Corporate having an associate member sponsorship agreement with JALT (https://hosted.jalt.org/associates/home)
Non-JALT AM: Corporate not having an associate member sponsorship agreement with JALT
Floor plan and space information (see below at the end of the document)
Basic display
JALT AM: 20,000 Yen
non-JALT AM: 30,000 Yen
Additional options:
Pick and choose
table
One table (60 cm x 180 cm, including two chairs) to display materials. Access to available electrical outlets that do not impede foot traffic. For details see the attached maps. – Priority selection of table location for
Additional table(s)
JALT AM: 2,000 Yen
Non-JALT AM: 3,000 Yen
Selection mode
JALT-AMs. Mode and time will be announced.
presentation
One 25-minute unvetted slot for a presenter of their choosing about a topic of their choice, to be listed in all conference materials as “Sponsored by AM”
Additional presentation(s)
JALT AM: 5,000 Yen /
Non-JALT AM: 6,000 Yen (By April 20th)
passes
Two passes to the event for
representatives (these can be used for one table representative and one presenter OR two table
representatives);
Additional passe(s)
JALT AM: 7,500 Yen /
Non-JALT AM: 9,500 Yen
handbook
Insert option: A full-page insert designed by the AM in the PanSIG digital handbook;
JALT AM: 2,500 Yen /
Non-JALT AM: 3,000 Yen Inside front cover, floor guide, or high traffic pages (schedule and plenaries)
JALT AM: additional 1,000 Yen Non-JALT AM: additional 1,200 Yen.
website
Advertisement on conference website
Details and price TBA
logo name
tag
Logo placement on participants’ name tags and/or conference signage;
Whole name card – one publisher (20,000 Yen cost for printing name cards) Price out name tags or 4,000 Yen (Split the whole PR space on the name card into 5 and share the slots with other AMs) for smaller sections (sharing the space with other AMs).
JALT AM According to the 2021 JALT
Associate Member Terms of
Agreement for Regional Conferences
and SIG events, here PanSIG 2022,
JALT AMs (Presenting, Displaying,
Supporting) have priority access,
Presenting AMs get a Participation Fee
Voucher of 20000 Yen.
Video clip
Video clip before the plenary (on a first-come first-served basis) depending per plenary on the length (per 30 ~ 60 seconds): 20000 Yen per video
Plenary speakers
Mehrasa Alizadeh
David Beglar
Ann Maeda
Yukio Tono
Internet
Internet guest connection (University)
Advertisement before the
presentation
This presentation is sponsored by xyz publication
Details and price on request
Banner posted at the
presentation, during the
presentation, in front – close to the speaker (size) (self-standing or poster)
Details and price on request
For Cancelation or moving Online see below 5. and 5.3.4.
The use of any equipment, including extra tables, or the repositioning of tables to a new area on the date(s) of the conference must be done only after receiving direct permission from the AM liaison, Gabriela Schmidt (am@pansig.org). Any violation of this can result in a fine or other action.
3. Shipping of materials and related issues
3.1. The AM is responsible for covering all costs associated with the shipping of items to and from the site.
3.2. A schedule of when materials may be shipped in or out will be provided in advance of the conference by the Committee. The AM must only ship items during these times and it is the AM’s sole responsibility to make arrangements with shipping companies in advance of the conference.
3.3. The Committee is not responsible for lost items. Should any lost item be found, the Committee will do its best to contact the AM, but it will be the relevant AM’s responsibility to make arrangements for the item’s return.
3.4. The AM is welcome to arrive after 8 a.m. on Saturday July 9 to set up their area before the event opens (Friday evening may be possible too)
To add the detailed address for delivery
University of Nagano Prefecture
Miwa Campus, Miwa 8-49-7,
Nagano City, Nagano Prefecture, 380-8525
Prof. Jean-Pierre Richard, Tel 026-217-2241
3.5. The AM will remove all garbage and waste after the event and dispose of said garbage by July 10th, 2022 6pm.
4. Area organization and regulations
4.1. The layout of the AM’s area is at the discretion of the AM, based on the provisions and limitations outlined in Section 2 of this Agreement.
4.2. Signage may be displayed, but the AM must provide their own stands.
4.3. Tape may not be affixed to walls or to the floor without prior permission from the Committee.
4.4. The AM’s display must not extend beyond their area.
4.5. Microphones, speakers, and live musical performances are not allowed unless the AM has received prior permission from the Committee.
4.6. Electrical outlets are only available in a limited capacity. No AM is allowed to use any electrical outlets other than those assigned to the sponsors. Thus, no cords may be run across the venue to other undesignated outlets.
4.7. The AM’s representatives are not allowed to use areas other than their space for any activities.
4.8. The subletting of an AM’s space is prohibited as is promotion of materials or activities of an organization other than the AMs, without prior approval of the Committee.
4.9. Should the AM’s area be changed or modified by the Committee, the AM will be notified as soon as possible.
4.10. The AM is entitled to assign two representatives per table area rented. 4.10.1. Each representative will receive a staff badge.
4.10.2. At least one representative must be in their area at all operational hours of the conference.
4.10.3. Presenters for unvetted presentations that are registered as AM Representatives are subject to the same restrictions and will receive the same benefits as any other AM designated representatives.
4.10.4. Representatives of the AM can join any presentations. However any type of unprofessional behavior at the presentations could result in the immediate revocation of any rights to participate in the event. Unprofessional behavior includes, but is not limited to, being disruptive towards participants or other AMs; engaging in behavior that can be construed as violating the JALT Code of Conduct, whether inside or out of the area; or damaging of equipment or the venue.
4.11. Refer to 4.10.4. for potential repercussions for posting offensive displays and misconduct at the conference site.
4.12. Any costs related to damage to the site caused by the AM in the set-up, during the display, or the removal of the AM’s display area will be borne by the AM.
5. Costs
5.1. For the above provisions and services, the following charges will apply for JALT AMs and non-JALT AMs:
5.1.1. The basic AM display rate for two days is 20,000 yen for JALT AMs, and 30,000 Yen for non-JALT AMs.
5.1.2. There will be additional options on a pick and choose basis for both days. For details see above 2. Provisions to the AM
5.2. The funds should be transferred to the PanSIG 2022 Treasurer within 30 days of the issue date on the invoice, unless otherwise agreed upon in advance.
5.2.1. Any bank transfer fees will be the responsibility of the AM.
5.2.3. Failure by the AM to pay the full amount by the required date will result in a forfeit of all provisions and benefits without a
refund.
5.3. Cancellation of participation
5.3.1. In the case of a necessary refund, the bank transfer fees for the refund will be deducted from the amount being refunded.
5.3.2. Details on the amounts to be refunded are to be determined by the Committee’s Treasurer.
5.3.3. Cancellation requests must be sent no later than June 10th,
2022 by email to confchair@pansig.org and am@pansig.org.
It is not the Committee’s responsibility if an email is not
received and therefore the AM is responsible for following up
on any queries with the Committee.
5.3.4. In the case of a natural disaster or other uncontrollable
occurrence, (such as Covid-19 related issues), the Committee
may change or cancel the event and contract at its discretion. In
such circumstances, notification will be given with as much
advance notice as reasonably possible and the possibility of a
partial refund to the AM will be at the discretion of the
Committee.
5.4. Other associated costs
5.4.1. All fees associated with the AMs unvetted presenter, including speaking fees and participation fees at the event, are to be
settled by the AM and the presenter at their discretion. The
Committee will not cover or waive any of the fees.
5.4.2. Any other costs not described above are not the responsibility
of the Committee.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be duly executed as of the date signed below.
The Committee
REPRESENTATIVE:
TITLE:
SIGNATURE AND DATE:
The AM
COMPANY/ORGANIZATION:
REPRESENTATIVE:
SIGNATURE AND DATE:
Floor Plan of The University of Nagano (長野県立大学) https://www.u-nagano.ac.jp/en/
Q: “How much space would be available for AMs?”
The Learning Hall (I previously had identified it as the Learning Hub), is the room that is two floors high. I am suggesting we use it for SIGs, Posters, and or maybe AMs. This room is 242 m². It is the room with the dotted yellow circle in the attached photo (below).
The second room, the Show Room (I previously had identified it as the Exhibition Room), is immediately in front of the entrance. (The Learning Hall is to the left of the Show Room. I am suggesting we use this primarily for AMs, and as a coffee lounge. It is just a little bit smaller than the Learning Hall, 220 m². It is the room with the dotted red circle in the attached photo (below).
Tables are 180x60cm.
At least 8 tables can be placed in the room. There are 5 outlets on walls (with 2 outlets per); there are 7 outlets in the floor.
To see the rooms with Google Map:
https://goo.gl/maps/HJDZgcLgTZowFfYh7
Sitemap and detailed pictures on the next pages
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