Information for Exhibitors 2017

 

What is the Study Abroad Fair?

Sponsored by Berkeley Study Abroad, the Study Abroad Fair is UC Berkeley's showcase for study, work, intern, teach, and volunteer abroad opportunities. The Study Abroad Fair takes place on the Berkeley campus each September and attracts over 1,100 students and 60 exhibitors, making it one of the largest events of its kind on the West Coast.

Who Should Exhibit?

Organizations offering study, work, intern, teach, and volunteer abroad opportunities that wish to reach the UC Berkeley campus community.

How Will You Benefit?

The Study Abroad Fair is the premier opportunity for your organization to:

  • Reach more than 1,100 students interested in international opportunities
  • Highlight your organization in campus web, social media, and print outlets
  • Network with other exhibitors and professional colleagues

 

Date and Time Exhibitor Directory
Location Shipping Materials for the Fair
Registration and Payment Accommodations
Insurance Requirement Lunch
Assigned Exhibitor Space Wi-Fi Access
Contact

 

Date and Time

The 2017 Study Abroad Fair will take place Friday, September 29 from 11 a.m. to 4 p.m. Exhibitors should arrive no earlier than 9:30 a.m., and be set up by 10:45 a.m.

Location

The Study Abroad Fair will take place in Pauley Ballroom:

Pauley Ballroom, Martin Luther King, Jr. Student Union Building at UC Berkeley
2475 Bancroft Way (at Telegraph Avenue)
Berkeley, CA 94720
Campus Map

Registration and Payment

Exhibitors will register online for the Study Abroad Fair and pay online with a credit card. See the How to Register tab for details.

Insurance Requirement

Our office will purchase a blanket general liability insurance policy to cover all exhibitors, so you will not need to submit a certificate of liability insurance. However, University policy still requires non-UC organizations with offices in the United States to submit evidence of Workers Compensation insurance coverage. See the How to Register tab for details.

Assigned Exhibitor Space

We will assign exhibitor table space according to the order in which we receive payment and, if applicable, Workers Compensation insurance paperwork. This enables us to create a locator map for students and deliver materials shipped in advance to the appropriate tables.

Exhibitor Directory

The Study Abroad Fair provides a webpage that lets students search for participating exhibitors with links to each exhibitor's website. It is designed to help students to find organizations that offer their desired destination, academic field of study, and type of experience abroad.

Shipping Materials for the Fair

Exhibitors will have the option to ship materials in advance directly to an on-campus vendor. If you need to ship materials in advance, please don't send your boxes to the Berkeley Study Abroad office in Stephens Hall, as we have no space to store them. Instead, please send them to:

Moving & Event Services
Attn: Berkeley Study Abroad Fair
3200 Regatta Blvd. Suite E
Richmond, CA 94804
+1 510 643-8232

On each box, print your organization name clearly, along with Box X of Y (1 of 3, for example) to tell us how many you are sending in total.

Boxes must arrive between September 19-27. You are responsible for sending your boxes in a trackable manner so that you can check that all of them arrived. There is no charge for using this vendor, but please minimize the number of boxes you send. Keep in mind that leftover materials will be recycled as we have no space for hard copies of materials in our office.

Accommodations

The following accommodations offer discounts to Study Abroad Fair exhibitors. Book early while hotel rooms are still available.

Graduate Berkeley (formerly Hotel Durant)
A Berkeley landmark since 1928, this full service, green certified, contemporary boutique hotel is a soulful reflection of its history, academics, collegiate charm and quirky humor, just one block from campus. A virtual post card from its counter culture past, Graduate Berkeley resides in the historically renovated Hotel Durant, making it the storied place all around. Visitors to the Study Abroad Fair can enjoy a 15% off discount. To book this special discount click here: Graduate Berkeley Reservations

Berkeley Lab Guesthouse
High on the hill with stunning views, free shuttle to campus and downtown Berkeley Monday-Friday, every 12 minutes from 6:30 a.m. to 7:48 p.m., then every 45 minutes until the last one leaves downtown at 9:10 p.m. Hotel-style accommodations.  Singles, Doubles and Studio Suites Available.  Rates start at $150 per night; add $10 per additional person in the room.  Rates are tax-free and include free parking, weekday shuttle pass, Wi-Fi, coffee and tea.  Come stay at the top of Berkeley!  To book, please call (510) 495-8000 or email reservation@berkeleylabguesthouse.org.

Hotel Shattuck Plaza
Situated in the city center, this eco-friendly hotel is close to campus and the Downtown Berkeley BART station. It offers a fine dining restaurant, bar/lounge and a fitness center. Book early by calling the hotel directly at 510-845-7300 and mentioning the rate code UCBSA or book online to receive a 15% discount.

DoubleTree by Hilton Hotel Berkeley Marina
Berkeley's own resort style hotel, located just off the Berkeley Marina overlooking the San Francisco Bay and the Golden Gate Bridge. Complimentary shuttle service within 3 miles of the hotel in Berkeley.  Easy access to the BART station and local restaurants and attractions. Reserve online to receive the University of California Rate.  Rooms are on a first come first serve basis and the hotel sells out, so book your room today! Travel safe, and we look forward to having you stay with us.

For additional accommodation options, visit http://visit.berkeley.edu/lodging-and-dining/

Lunch

Lunch will be provided. Maximum of two lunches per exhibiting organization.

Wi-Fi Access

All exhibitors will have the opportunity to connect with complimentary Wi-Fi access to the UC Berkeley wireless network. We cannot guarantee that your wireless modem will interact successfully, however, so please come prepared with alternative ways to present internet-based material.

Contact

For more information or questions about exhibiting at the Study Abroad Fair, contact Scott McElhinney or Michelle Ayazi at studyabroadfair@berkeley.edu.

 

Exhibitor Fees

$195 USD Early-Bird Registration (if payment received by May 26, 2017)
$295 USD Standard Registration (if payment received by June 9, 2017)
$395 USD Late Registration (if payment received by June 23, 2017)

If room is still available after June 23, we will consider requests on a case-by-case basis. Approved registrations will be charged $495 USD.

IMPORTANT: In order to receive the appropriate rate, you must submit the online registration form and payment by the deadline above. We prefer to receive evidence of Workers Compensation with your registration and payment, but will accept it as soon thereafter as possible.

Cancellation Policy

The registration fee will be refunded in full if we receive your written notification postmarked or emailed to studyabroadfair@berkeley.edu by June 23, 2017; no refunds thereafter regardless of reason, including for no-shows the day of the event.

Exhibitor Capacity

The Study Abroad Fair can accommodate 60 exhibitors. We will make table assignments according to the order in which we receive payment and, if applicable, Workers Compensation evidence.

 

UC Berkeley Organizations Organizations Located in the United States
Other UC Campuses Organizations Located Outside the United States

 

UC Berkeley Organizations

Step 1: Complete Online Registration Form

Step 2: Payment
Your table is free of charge.

Step 3: Workers Compensation Evidence
Not necessary.

 

Other UC Campuses

Step 1: Complete Online Registration Form

Step 2: Submit Payment by Credit Card
If completed by
May 26, 2017 = $195
June 9, 2017 = $295
June 23, 2017 = $395
Thereafter, if space available = $495

Step 3: Workers Compensation Evidence
Not necessary as you are covered by UC policies.

 

Organizations Located in the United States

Step 1: Complete Online Registration Form

Step 2: Submit Payment by Credit Card
If completed by
May 26, 2017 = $195
June 9, 2017 = $295
June 23, 2017 = $395
Thereafter, if space available = $495

Step 3: Submit evidence of Workers Compensation Coverage or brief explanation of why you are not submitting evidence of Workers Compensation coverage - as a PDF attachment to studyabroadfair@berkeley.edu or through the Online Registration Form

Exhibitors must submit evidence of Workers Compensation with the following information:

If you are a U.S. organization or have offices in the United States, you must provide evidence of Workers Compensation coverage in compliance with your state standards for your organization's exhibitors if they are employees. Please check that it will not expire until after September 29, 2017.

If your Workers Compensation coverage expires before September 29, 2017, please send a copy of your current coverage with a note stating that you will renew your coverage. Once renewed, please send us a copy of the renewed coverage showing that it will be in effect on September 29, 2017.

Organizations sending agents, students, volunteers, or contractors not covered by a workers compensation policy should advise those persons to carry medical coverage while representing your organization at this event in order to address certain inherent risks that cannot be eliminated regardless of the care taken to avoid injuries. The specific risks vary from one activity to another, but the risks range from 1) minor injuries such as scratches, bruises, and sprains 2) major injuries such as eye injury or loss of sight, joint or back injuries, heart attacks, and concussions to 3) catastrophic injuries including paralysis and death. The Regents of the University of California do not extend coverage to, neither are responsible for, the personal injuries, accidents, illnesses or negligent acts, errors or omissions of those representatives.

 

Organizations Located Outside the United States

Step 1: Complete Online Registration Form

Step 2: Submit Payment by Credit Card
If completed by:
May 26, 2017 = $195
June 9, 2017 = $295
June 23, 2017 = $395
Thereafter, if space available = $495

Step 3: Submit evidence of Workers Compensation Coverage or brief explanation of why you are not submitting evidence of Workers Compensation coverage - as a PDF attachment to studyabroadfair@berkeley.edu or through the Online Registration Form

Review the information below to determine whether or not you are required to submit evidence of Workers Compensation coverage. Only exhibitors with offices in the United States must submit evidence of Workers Compensation coverage per the following information:

If your organization has an office in the United States, you must provide evidence of Workers Compensation coverage in compliance with your state standards for your organization's exhibitors if they are employees. Please check that it will not expire until after September 29, 2017.

If your Workers Compensation coverage expires before September 29, 2017, please send a copy of your current coverage with a note stating that you will renew your coverage. Once renewed, please send us a copy of the renewed coverage showing that it will be in effect on September 29, 2017.

Organizations sending agents, students, volunteers, or contractors not covered by a workers compensation policy should advise those persons to carry medical coverage while representing your organization at this event in order to address certain inherent risks that cannot be eliminated regardless of the care taken to avoid injuries. The specific risks vary from one activity to another, but the risks range from 1) minor injuries such as scratches, bruises, and sprains 2) major injuries such as eye injury or loss of sight, joint or back injuries, heart attacks, and concussions to 3) catastrophic injuries including paralysis and death. The Regents of the University of California do not extend coverage to, neither are responsible for, the personal injuries, accidents, illnesses or negligent acts, errors or omissions of those representatives.

 

Exhibitor Directory

Each registered exhibitor will be included in the online exhibitor directory as well as a hard copy directory distributed at the Study Abroad Fair.

Advertising

  • We are pleased to announce that The Daily Californian, UC Berkeley's independent student newspaper, will be printing a Study Abroad special issue in conjunction with the Berkeley Study Abroad Fair.
  • Through an arrangement with the Daily Cal, Study Abroad Fair exhibitors will have the opportunity to advertise in the special issue. This is one of the most effective ways to promote your programs to Berkeley students and distinguish your organization at the fair:
    • Your Daily Cal ad will appear in the special issue on Friday, September 29th disseminated to the Berkeley campus community (10,000 print circulation)
    • The special issue will also be distributed at Pauley Ballroom to more than 1,100 Study Abroad Fair attendees on Friday, September 29th
    • Daily Cal staff are available to assist with your ad placement and artwork
  • Space is limited — see the 2017 flyer with rates and other details. Contracts are due September 25 and artwork must be received by September 27. Online advertising is also available.
For questions or more information, contact James Dorn at jdorn@dailycal.org.

Social Media

As part of our social media campaign for the Study Abroad Fair, we will be profiling exhibitors on our Facebook page and Twitter account. Help promote your presence by posting to one of our social media feeds using the hashtag #ucbsaf2017:

Email Marketing

Do you send out email announcements and newsletters? Be sure to mention your presence at the Study Abroad Fair in any messages you send out. If you have an email list that includes UC Berkeley students, be sure to let them know that you'll be exhibiting at the fair.