|2013 Annual Meeting: More Information about Exhibiting and Advertising|
1. SPACE ASSIGNMENT
All applications for exhibit space at the American Folklore Society (referred to as AFS) 2013 Annual Meeting must be made on an official order form. Full payment must accompany the order form (printed and mailed, or completed in the online store). Space will be assigned as order forms accompanied by full payment are received. You will be notified of your space assignment after your order has been processed. AFS reserves the right to rearrange the floor plan if necessary. Exhibit and advertising reservation forms must be received by July 1, 2013.
2. EXHIBIT INSTALLATION AND DISMANTLING
Exhibitors will have access to set up their exhibits on Wednesday, October 16, from 4:00–8:00 pm. Exhibits will remain intact until exhibit closing at 1:00 pm on Saturday, October 19. Teardown will be from 1:00-3:00 pm that day.
All exhibits will be located in the Omni Hotel.
Exhibit room hours will be Thursday and Friday, October 17-18, from 9:00 am-1:00 pm and 2:00-6:00 pm; and Saturday, October 19, from 9:00 am-1:00 pm. We will lock the exhibit room between 1:00 and 2:00 pm on October 17-18 so that exhibitors can have lunch.
4. AMENITIES AND SUPPORTING ACTIVITIES
In order to increase traffic to the exhibit room, we will schedule the following other activities in the room: complimentary morning and afternoon beverage service each day for exhibitors and attendees, and table-top presentations by a number of AFS interest-group sections. Additionally, no sessions will be scheduled 3:45-6:00 pm Wednesday, Thursday or Friday, to allow meeting participants time for informal networking and visits to the exhibit room.
All exhibitors will receive a complimentary listing in the annual meeting program book.
All spaces will be limited to draped tables with two chairs per table.
6. MUSIC AND VIDEOS
You may show videos in the exhibit room, but the sound must not interfere with other exhibitors. You may not play music in the exhibit room.
7. HOTEL RESERVATIONS AND SHIPPING
AFS will send you hotel reservation information and shipping instructions in late summer.
Exhibitors assume the entire responsibility and liability for losses, damage and claims arriving out of injury or damage to exhibitor's displays, equipment, and other property brought upon the premises of the Omni Hotel, and shall indemnify and hold harmless the AFS, the Omni Hotel, their agents, subcontractors, servants, and employees from any and all such losses, damages, and claims.
The AFS and the Omni Hotel will make a reasonable effort to protect the exhibit area; however, it is the exhibitor’s responsibility to obtain insurance and to secure materials. The AFS and the Omni Hotel do not guarantee or protect exhibitors against loss or damage of any kind.
9. EXHIBIT TABLE RENTAL RATES
1 table = $250; 2 tables = $400; 3 tables = $550 (Includes a complimentary half page program book advertisement valued at $250.)To order, visit the online store.
10. PROGRAM BOOK ADVERTISING
Send your message to meeting attendees by reserving ad space in the AFS annual meeting program! All exhibitors will receive significant discounts (between 30% and 80% off) on the purchase of display advertising space, and exhibitors who rent three tables will receive a half page ad FREE!!
Cover 3, cover 4, and full page ad specs are 7.375” x 9.75”; half page specs are 7.375” x 4.375”.
Ad copy should be delivered as a PDF (with all fonts included) in the actual image size.
Please send all ad files to Jeff McArdle (firstname.lastname@example.org) at the University of Illinois Press before August 1, 2013.
Cover 3: $450 (for exhibitors)/ $650 (non-exhibitors); Cover 4: $650/$850; Full page: $350/ $550; Half page $250/ $450
To order, please visit the online store.