APCA Cooperative Buying Procedures
APCA Cooperative buying is a program that gives the schools attending the conference the ability to merge their buying power, offering associates a block of engagement dates in a specified time period in exchange for a lower price and sharing of travel costs with other schools. Travel and lodging costs may often be agreed to onsite by filling out a cooperative buying form and detailing the arrangements in the coop travel rider section. Any cooperative riders attached to a commitment to block or onsite contract become part of the agreement and may not be changed without the consent of both parties. The time periods that schools can agree to set up a block are:
Isolated - A single date, usually not including travel and lodging. 2 of 3 days, 3 of 5 days, and 5 of 7 days ( x shows within a y day time period, travel and lodging are often shared evenly by the schools booking the attraction.) A typical cooperative pricing schedule in the conference program might be:
John Doe: Comedian Represented by ABC Agency:
Isolated *: $1,500
2 of 3**: $1,350
3 of 5**: $1,200
5 of 7**: $1,000
* (Plus travel & lodging)
**(Plus shared travel & lodging)
I. Types of Interest
Attraction Interest - (This option commits neither party to a binding contract, it only retains the option for the purchaser to purchase at the published APCA conference program price for up to 21 days after the conference) When an attraction interest is indicated on a submitted and signed cooperative buying form, the school has indicated that it is strongly interested in purchasing the attraction. If the interested school wishes to book an attraction at isolated convention price structures or join a block, the attractions representative must be notified within 21 calendar days. All requested additions to a formed block are subject to reasonable travel and time constraints as determined by the conference cooperative buying coordinator, with final approval resting with the APCA.
Commitment to Block - When a commitment to block form is turned in to the cooperative buying center in the exhibit hall, the school has expressed their interest to enter into a contract if a block of as many as two schools are interested in the act on the specific date/s they have requested. If the block forms within 21 calendar days, the schools agreeing to the block must contract at the block price listed for that number plus any travel and lodging, lights, sound, etc. listed for the attraction in the APCA convention program or agreed to by cooperative buying form rider.
Previously Contracted - Act is previously contracted by school. Though blocks may form around this date and those dates are subject to the listed pricing structures in the APCA program, the original contract will not be altered without agreement from both school and attraction representative involved. This form must be accompanied by copy of the contract acknowledged by both parties to be correct.
Request Contract - You have agreed to purchase this attraction on site at the convention and are bound to the terms of the contract signed by both parties. Both parties agree to honor all APCA cooperative buying process guidelines and procedures as set forth in the APCA convention program.
II. Notice of Cooperative Buying Options for APCA Conferences
Please be advised of these new cooperative purchasing options available at the National APCA Conference. These new discounts will be offered to APCA member schools in an ongoing effort to enhance buying interest at the conference on the part of smaller schools. In order to participate in the APCA Onsite or Full Time Enrollment Card discounts, you should indicate your intentions on the form. We will give you signs for your booth onsite indicating your Onsite or FTE participation.
On Site Purchasing Discounts
Participating associates will offer a 10% discount on any published price (isolated or block) to schools who book on site by using either a request contract or commitment to block form. This discount is in addition to any block discounts available. Associates offering this discount will have a cost cutters sign displayed in their booth. On site discount must apply to all members' acts showcasing on site at confernce. FTE Cards
To encourage smaller school programing the APCA has also begun the voluntary FTE (full time enrollment) discount card program. Based on the full time enrollment status of the campus, a school may receive between 3% to 7% off the listed price of a participating artist or other attraction. This discount is in addition to any other cooperative or onsite discounts, but the attraction must be booked on-site. The breakdown of the school population full time enrollment (FTE) discounts are : 9,900 - 5,000 FTE - DISCOUNT 3%; 5,000 - 3,000 FTE - DISCOUNT 5%; BELOW 3000 FTE DISCOUNT 7%
These programs are completely voluntary. A listing of all associates offering these discounts as well as which schools have applied and been accepted for the FTE discount will be published and distributed at the conference registration. Additionally, all associates participating in either or both programs will be given signs to place in their booths indicating their participation. Schools accepted to receive either discount will be given FTE cards to present to participating associates when filling out cooperative buying forms. FTE discount must apply to all member's acts showcasing at conference.
Article i. Purpose and Sensitivity
The purpose of the Association for the Promotion of Campus Activities is to enhance, promote, and reinforce the experience of students and professionals in the field of campus activities programming. To that end, we have formed that association to further the education of students working within this field of academic experience and facilitate the campus activities promotional process. We further state that APCA is an equal opportunity employer and that all members of APCA shall be expected to act in a nondiscriminatory manner with all persons involved in and all matters pertaining to this association. This includes but is not limited to discrimination as it pertains to sex, race, creed, sexual orientation, physical challenges, national origin, or any other socially insensitive behavior. Members are expected to adhere to these tenets in all APCA dealings.
Article ii. Membership
Membership applicants must submit a membership application form along with all membership fees. This form must be signed by an authorized representative of the university or organization seeking membership. APCA accepts no liability for any misrepresentation by any organization member or other persons wrongfully claiming to be representatives of applying organization. Membership in APCA allows participants to attend all APCA sponsored functions (with payment of appropriate fees), subscriptions to all APCA publications, access to all APCA services, and eligibility to serve on APCA committees and receive APCA appointments. Membership fees are non- refundable. Yearly membership fees are currently $199 and APCA membership begins on date of acceptance and ends on the next occurence of July 1st. Any adjustments to this schedule of membership terms must be made by the APCA executive director. APCA reserves the right to accept or refuse membership to any individual or organization based on APCA evaluation of the applicant. APCA also reserves the right to terminate any membership if it feels that the members continued association with APCA would be detrimental to the achievement of APCA goals and furthering of association principles. APCA executive director will have jurisdiction in all such membership matters. Applicant agrees to forever indemnify and hold APCA, APCA executive director & advisory committee, or any other APCA representatives harmless for rejection of application or termination of membership by executive director and from any other such claims and damages arising from any such termination or rejection of membership by APCA representatives. From time to time, the APCA will, in the normal course of the administration of APCA, make revisions and additions to APCA membership policies, grievance procedures, prices, exhibiting policies, showcase policies, or other policies in response to changing membership needs and input. Upon ratification by APCA executive director, final drafts of these policies will be binding upon all APCA members.
Article iii. Nominations, elections, & appointments
Executive advisory committee nominations may be made by APCA members only at any APCA conference by submission of nomination form to APCA executive director. Executive advisory committee elections shall take place at a designated national APCA conference by vote of APCA school members in the case of school committee representatives, and by business associates in the case of business associate member committee representatives. All executive advisory committee members are limited to two consecutive terms of one year each, with the exception of executive director, which shall be a position appointed by APCA. The executive advisory committee shall consist of twelve (12) members, 8 academic members, 4 business associate members, and the APCA executive director (non-voting). Any offices opened by retirement, resignation, creation of new positions or replacement by executive advisory committee vote will be appointed by the executive director until such time as elections according to APCA policies can be arranged. In case of a tie in any vote, executive director shall hold tie-breaking vote. APCA reserves the right to replace any executive advisory committee members by a two thirds majority vote of the committee.
Exhibit Hall Policies
Tables must be set up by 12:00pm on 1st day of conference and manned for all scheduled exhibit halls. Failure to set up or occupy table may result in table closure and resale of table with no refund to previous purchaser.
Booths WILL NOT be assigned under any circumstances without payment of booths fees. Applicant must be an APCA member in good standing to apply. Tables are 6', skirted and include 2 chairs, a wastebasket and an identification sign. Exhibit hall booths assigned on first fees received, first choice of booth basis. The applicant agrees to hold the APCA, its employees, volunteers, agents, and assigns harmless for the enforcement of any membership or ed session policies. Configuration of exhibit hall is subject to change w/o notice.
APCA Showcase Policies
Fee for showcase spot is due within 10 days of showcase notification. Failure to forward showcase fees may result in loss of showcase spot assigned to that booth and all corresponding guarantees of showcase for exhibitor. All delegates and showcasing artists must be registered guests at the official conference hotel. See travel & lodging area of registration for details.
I. Types of Showcases Available
Note: FOR ANY SHOWCASES IMMEDIATELY FOLLOWING A MEAL ADD $100 TO PRICE.
Mainstage: A Mainstage showcase features musicians, comedians and other artists may apply for this showcase. There is no price limitation on this category. Mainstage showcases are priced according to the conference you're attending (click here for pricing). All mainstages are 15 minutes long.
Lecture: Showcase for speakers on various topics of interest to the campus market. Priced according to the conference you're attending (click here for pricing). Lecture showcases are 15 minutes long.
Novelty: Inflatables, virtual reality machines, large sports games, etc. fall in this category. These showcases are held during exhibit hall hours for one full day. Priced according to the conference you're attending (click here for pricing).
Roving Artist: Acts in this showcase category include magicians, jugglers, mimes, and other acts capable of performing in a "no frills" (ie- no lighting, sound or staging) envirionment. Typically, these acts are given a designated area to showcase in during ed session breaks, registration, entrances to meals, exhibit halls, etc. A roving artist may also perform a booth demo during all exhibit hall hours. Priced according to the conference you're attending (click here for pricing).
Emcee: Emcee generally does 15 minutes as an opening and time as required for setup in between each act. Price is same as as type of showcase emceed. Priced according to the conference you're attending (click here for pricing).
Comedy, Club, Coffehouse, Value: These showcases features musicians, comedians and other artists. Price limitation for club is $1500 plus travel. Price limitation for value is $1000 plus travel. There are no price limits on Coffeehouse or Comedy showcases. Coffeehouse, Value and Comedy showcases priced according to the conference you're attending click here for pricing. All are 15 minutes in length.
Booth Demo: May only be sketching artists, mentalists, slight of hand, or some other non musical entity that would not interfere with the operations of surrounding booths. If sound or traffic from a booth demo continuously effects the normal operation of the surrounding booths, it will be closed without a refund of any fees. Booth demos may be performed only during exhibit hall hours inside the booth of the act chosen for a booth demo. Priced according to the conference you're attending (click here for pricing).
II. Showcase options
All associates wishing to showcase acts, products or services must submit demonstrations of different showcase options for whom they request showcase spots. These demonstrations, be they video, streaming internet, DVD, tape, or physical samples of products, must be sent with showcase application or a link to the appropriate website must be included w/ your online submission. APCA will notify exhibitors within 10 days of receipt of booth applications/showcase options as to which showcase options are accepted. Which showcase option is selected will be determined by APCA. All showcase fees are non-refundable upon notification of showcase acceptance. APCA reserves the right to reject any showcase option. If any or all options are unacceptable to APCA, business associate will only be charged for accepted showcases and corresponding booth fees per showcase. Exhibit booth and/or showcase acceptance will be at the sole discretion of APCA, with due regard to APCA sensitivity statements and category availability. Only current APCA members or their submitted artists may be considered for showcase selection.
III. Resubmission of options
Associates denied a showcase shall have the option to resubmit different artist options within a 7 working day period, providing exhibit booth and/or showcase spots are still available. If no resubmission is filed or all resubmitted acts are denied, booths will be resold and assigned to other showcase exhibitors. All refunds will be forwarded to exhibitor within 30 days after a showcase denial.
IV. Showcase procedures
Specific showcase time slot requests honored in order of conference booth registration, first enrolled, first awarded. Sound check will be held on day of performance. Time to be announced by operations coordinator. Acts failing to appear for sound check forfeit right to sound check, and may, at operations coordinators discretion, be replaced by alternate and have fees forfeited. Any changes to stage plot submitted must be approved by showcase coordinator at sound check. Live showcases will be 15 minutes in length for all showcase spots. Acts going over time slots will have sound and lights cut off. Show call time is 30 minutes before performance. Any acts not present at this time will be replaced with an alternate act, all fees being forfeited. Agent representing act must be present with artist at show time and during showcase. Act may not leave the showcasing area until authorized by showcase coordinator or the end of showcase. Failure to adhere to this may result in loss of showcase. All controls of stage lighting and sound will be under APCA supervision. No acts or their representatives may run sound and/or lights without APCA authorization. Acts are responsible for setup and take down of any additional staging. Additional staging must be cleared by APCA in advance. All decisions of showcase coordinator in any of these matters are final. Firms showcasing acts warrant they have the right to represent act, have no legal barriers to acts representation, are authorized by act to represent them, are current APCA members, and are exhibiting conference attendees. Firm representing act must man their booth during all exhibit hall hours. If these requirements are not met, showcase may be forfeited. Showcasing artists will receive one day pass that does not include meals. Meal tickets for showcasing acts may be purchased for $25 each on the day of their showcase from the APCA registration desk. Artists not showcasing will require a day pass (see price list) to attend the conference, which includes one meal.