|2012 Annual Meeting: Exhibitor and Advertising Information|
1. SPACE ASSIGNMENT
All applications for exhibit space at the American Folklore Society (referred to as AFS) 2012 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, 2012.
2. EXHIBIT INSTALLATION AND DISMANTLING
Exhibitors will have access to set up their exhibits on Wednesday, October 24, from 2:00–7:00 pm. Exhibits will remain intact until exhibit closing at 1:00 pm on Saturday, October 27. Teardown will be from 1:00-3:00 pm that day.
All exhibits will be located in the Hotel Monteleone.
Exhibit room hours will be Thursday and Friday, October 25-26, from 9:00 am-1:00 pm and 2:00-6:00 pm; and Saturday, October 27, from 9:00 am-1:00 pm. We will lock the exhibit room between 1:00 and 2:00 pm on October 25-26 so that exhibitors can have lunch.
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. All exhibitors will also 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 Hotel Monteleone, and shall indemnify and hold harmless the AFS, the Hotel Monteleone, their agents, subcontractors, servants, and employees from any and all such losses, damages, and claims.
The AFS and the Hotel Monteleone 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 Hotel Monteleone 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 can be accepted in the following forms: camera-ready art, 300-dpi TIFF file, or a PDF (with all fonts included) in actual image size.
E-mail your ad files to firstname.lastname@example.org or mail them to Jeff McArdle, University of Illinois Press, 1325 South Oak Street, Champaign IL 61820 so that they are received by August 1, 2011.
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.